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HomeMy WebLinkAboutC24800A Janitorial Svcs at Civic Centerv► w CITY OF PALM DESERT BUILDING MAINTENANCE STAFF REPORT REQUEST: Award Contract NOC24800A to General Cleaning Services for Janitorial Services at the Palm Desert Civic Center SUBMITTED BY: David Flint, Building Maintenance Supervisor APPLICANT: General Cleaning Services 41701 Corporate Way Palm Desert, CA 92260 Phone: (760) 568-0690 DATE: CONTENTS: Recommendation: August 24, 2006 Contract Proposal By Minute Motion: Award Contract No. C24800A to General Cleaning Services, Palm Desert, California, to provide janitorial services at the Palm Desert Civic Center in the amount of $2,745.00 a month. Funds are available in Account No. 110-4340-413.30-90. Discussion: A request for proposals for janitorial Services was advertised on June 21, 2006. On Wednesday June 28, 2006, sealed bids were opened with the following results: COMPANY NAME Grace Building Maintenance Co., Advanced Building Maintenance Co., A.B.M. Janitorial Services, Bell Maintenance Co., General Cleaning Services, Palm Desert, CA H & H Janitorial S & H Janitorial Services Nite Owl Janitorial Goodwill Industries So Cal, Commercial Cleaning Specialists M & M Janitorial Steptoe Janitorial BID AMOUNT $1,750.00/monthly $1,775.00/monthly $2,098.00/monthly $2,495.00/monthly $2,745.00/monthly $3,133.00/monthly $3,150.00/monhlty $4,389.00/monthly $4,567.25/monthly $5,000.00/monthly $5,800.00/monthly $6,000.00/monthhy Staff Report Award Contract for Janitorial Services Page 2 of 2 August 24, 2006 After Staff reviewed the bids, Grace Building Maintenance Company, Advanced Building Maintenance Company, ABM Janitorial Services, and Bell Maintenance Company were considered non -responsive for the following reasons: 1. Grace Maintenance Companv does not have a local office as required by the bid documents. 2. Advanced Buildinq Maintenance Companv does not have a local office as required by the bid documents. 3. ABM Janitorial Services did not provide sufficient references that the company has performed commercial janitorial work within the last three years as requested in the Information Required of Bidder section of bid documents. 4. Bell Maintenance Companv does not have a local office as required by the bid documents. Therefore, staff recommends by minute motion, the rejection of the first four low bidders, and award contract to General Cleaning Services, Palm Desert, California, for nightly janitorial services in the amount of $2,745.00 a month. Submitted By: G David Flint Building Maintenance Supervisor Approval: Carlos L. Orteg City Manager Paul Gibson Finance Director Departn Head: Hom ACM forDevel pment Services CITY COUNCIL ACTION: APPROVED %0000` DENIED RECEIVED OTHER MEETING DATE r9.Ct--6)60 AYES: 1 ` NOES: Mo1't,Q ABSENT: ABSTAIN: N Lv-- VERIFIED BY:{i� l� Original. on File wit City Clerk's Office CADocuments and Settingsldtlinftocal SettingslTemporary Internet Files1OLK921JanitorialServices8-2006.doc CONTRACT NO. C24800A AGREEMENT THIS AGREEMENT is made and entered into the City of Palm Desert on this Twenty- fourth day of August 2006, by and between THE CITY OF PALM DESERT, a municipal corporation, hereinafter referred to as "CITY", and GENERAL CLEANING SERVICES referred to as "CONTRACTOR". WITNESSETH: WHEREAS, on June nineteenth, the CITY invited bids for janitorial services for City maintained properties per specifications; and WHEREAS, pursuant to said invitation, CONTRACTOR submitted a proposal, which was accepted by CITY for said services. NOW, THEREFORE, in consideration of their mutual promises, obligations, and covenants hereinafter contained, the parties hereto agree as follows: (1) TERM. The term of this Agreement shall be from Month to Month, or to such later date as may be agreed in writing between parties. (2) CITY'S OBLIGATIONS. For furnishing services, as specified in this Agreement, CITY will pay and CONTRACTOR shall receive in full compensation, therefore the total sum of ($)2745.00 per month as set forth in the Contract Documents and adopted by the CITY. (3) CONTRACTOR'S OBLIGATION. For, and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by CITY, CONTRACTOR agrees with CITY to furnish the services and to do everything required by this Agreement and the contract documents. (4) HOLD HARMLESS AND INDEMNIFICATION. CONTRACTOR agrees to defend, indemnify, and hold harmless The City of Palm Desert, its officials, officers, employees, representatives, and agents from and against all claims lawsuits, liabilities or damages of whatsoever nature arising out of our connection with, or relating in any manner to, any act or omission of CONTRACTOR, his agents, employees, subcontractors and employees thereof in connection with, the performance or non-performance of this Agreement. The CONTRACTOR shall thoroughly investigate any and all claims and indemnify the CITY and do whatever is necessary to protect the City of Palm Desert, its official, officers, employees, agents, and representatives as to any such claims, lawsuits, liabilities or damages. (5) AMENDMENTS. Any amendment, modification, or variation from the terms of this Agreement shall be in writing, signed by the CONTRACTOR and approved by the City Council of the CITY. CONTRACT NO. C24800A (6) TERMINATION. If, during the term of this Agreement, CITY determines that CONTRACTOR is not faithfully abiding by any term or condition contained herein, CITY may notify CONTRACTOR in writing of such defect or failure to perform; which notice must give CONTRACTOR a three-day notice of time thereafter in which to perform said work or cure the deficiency. If CONTRACTOR fails to perform said work or cure the deficiency within the three (3) days specified in the notice, such shall constitute a breach of this Agreement and CITY may terminate this Agreement immediately by written notice to CONTRACTOR to said effect. Thereafter, except as otherwise set forth herein, neither party shall have any further duties, obligations, responsibilities, or rights under this Agreement except, however, any and all obligation of CONTRACTOR's surety shall remain in full force and effect, and shall not be extinguished, reduced, or in any manner waived by the termination hereof. In said event, CONTRACTOR shall be entitled to the reasonable value of its services performed from the beginning of the period in which the breach occurs up to the day it received CITY's Notice of Termination, minus any offset from such payment representing the CITY's damages from such breach. CITY reserves the right to delay any such payment until completion of confirmed abandonment of the project, as may be determined in the CITY's sole discretion, so as to permit a full and complete accounting of costs. In no event, however, shall CONTRACTOR be entitled to receive in excess of the compensation quoted in its bid. The City Council may terminate the contract with 30 days written notice for any reason. (7) INCORPORATED BY REFERENCE. The Notice Inviting Bids; Bid Terms and Conditions; General Terms and Conditions; Specific Terms and Conditions; Bid Submission Form(s), Addendum Nos. 1 ; Change Orders; additional or supplemental specifications, drawing, maps or diagrams; and CITY issued forms relating to this project, are hereby incorporated in and made a part of this Agreement. (8) COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated herein by this reference, shall constitute the complete agreement between the parties hereto. No oral agreement, understanding, or representation not reduced to writing and specifically incorporated herein shall be of any force or effect, nor shall any such oral agreement, understanding, or representation be binding upon the parties hereto. (9) ANTI -DISCRIMINATION. In the performance of the terms of this Agreement, CONTRACTOR agrees that it will not engage in, nor permit such subcontractors as it may employ, to engage in discrimination in employment of any person because of the age, race, color, sex, national origin or ancestry, or religion of such persons. Violation of this provision may result in the imposition of penalties referred to in Labor Code Section 1735. K CONTRACT NO. C24800A (10) AUDIT. CITY shall have the option of inspecting and/or auditing all records and other written material used by CONTRACTOR in preparing its statements to CITY as a condition precedent to any payment to CONTRACTOR. (11) NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail, return receipt requested, addressed as follows: Office of the City Clerk CONTRACTOR CITY OF PALM DESERT 73-510 Fred Waring Drive Palm Desert, CA 92260 (12) LITIGATION COSTS. In the event an action is filed by either party to enforce any rights or obligations under this Agreement, the prevailing party shall be entitled to recover reasonable attorney's fees and court costs, in addition to any other relief granted by the court. (13) AUTHORITY TO EXECUTE AGREEMENT. Both CITY and CONTRACTOR do warrant that each individual executing this Agreement on behalf of each party is a person duly authorized. (REMAINDER OF THIS PAGE LEFT INTENTIONALLY BLANK) (SIGNATURES FOLLOW ON NEXT PAGE) 3 CONTRACT NO. C24800A IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first hereinabove written. CITY OF PALM DESERT A Municipal Corporation JIM FERGUSON, MAYOR ATTEST: RACHELLE D. KLASSEN, CITY CLERK CITY OF PALM DESERT, CALIFORNIA APPROVED AS TO CONTENT: HOMER CROY, ACM FOR DEVELOPMENT SERVICES GENERAL CLEANING SERVICES Contractor (Signature - to be notarized) (Printed Name) (Title) APPROVED AS TO FORM: DAVID J. ERWIN, CITY ATTORNEY 0 SPECIFICATIONS CONTRACT NO. C24800A The City of Palm Desert is looking for a professional janitorial service to provide janitorial services for specified office areas, conference room areas, bathrooms, lobbies and common areas located at the City of Palm Desert Civic Center. The janitorial services are to be sufficient to maintain the interior office buildings, and the common areas in a clean well maintained condition that is to eliminate all visible dust, dirt, litter, grime, stains, smears, finger prints, etc. to the greatest practical degree possible. Location of Work. The project site is the City of Palm Desert's Civic Center Development Services building, Community Services building, and North Wing Administrative Service buildings located at 73-510 Fred Waring Drive, Palm Desert, California. Scope of Work. The work to be done generally consists of furnishing all labor, materials and equipment to perform daily janitorial services, Monday through Friday after normal business hours. The Contractor shall provide neatly attired professional service employees whose appearance is appropriate for the context in which they will be working. The Contractor shall conduct an appropriate background check on all individuals who will work at the Civic Center for your company. The Contractor shall provide at least one person that works nightly on the crew at the Civic Center who has at least one years employment with the company. The City of Palm Desert will supply the contractor with all paper and all plastic liners. Routine work will at a minimum consist of: Offices Dailv Tasks 1. Empty and clean all trash containers, dispose of all trash and recycle, and install new plastic liners as needed. 2. Vacuum all carpeted areas including hallways and cubicles and spot clean as necessary. 3. Check all ceiling, wall and floor areas for spider webs and clean as needed. 4. Clean finger marks and smudges from all interior and entrance doors. 5 SPECIFICATIONS CONTRACT NO. C24800A 5. Dust or polish the tops of all furniture, counters, cabinets, file cabinets, tops of cubical walls and window frames or sills. 6. Clean stainless steel fountains and sinks to eliminate stains and mineral deposits. Weekly Tasks 1. Spot clean all interior glass windows, glass doors and windowsills. 2. Dust all window blinds. 3. Dust or polish table legs and bottom of chairs as needed. Restrooms Dailv Tasks 1. Clean and maintain in a sanitary and odor -free condition all floors, mirrors, basins, toilet bowls, urinals, walls and partitions around toilets and urinals. 2. Replenish all toilet room supplies (including soap, paper towels, seat covers, toilet tissue, urinal fresheners and sanitary napkins). 3. Sweep floor thoroughly. 4. Mop floor with disinfectant cleaner. 5. Remove finger marks and smudges from all mirrors and entrance doors, and stall entry doors and walls. 6. Wash all counter tops, mirrors, and basins; and grab bars, stools, and urinals. 7. Empty and clean all trash containers, and dispose of all trash, and install new plastic liners as needed. 8. Pour bleach in all floor drains to keep clean. N SPECIFICATIONS CONTRACT NO. C24800A Lobbies Dailv Tasks 1. Sweep or mop all hard surface floors and remove any spots. 2. Remove finger marks and smudges from all entrance doors. Common Areas Dailv Tasks 1. Empty all outside trashcans and replace liners, clean and polish the tops of the containers. Clean and mop the area in front of the Administration Conference Room. 2. Remove smudges and fingerprints on glass entry doors, inside and out. 7 CONTRACT NO. C24800A CONTRACTOR'S PROPOSAL FOR JANITORIAL SERVICES AT CIVIC CENTER PUBLIC WORKS AND NORTH ADMINISTRATIVE BUILDINGS Item Item Description No. 1. Janitorial services for Civic Center $ buildings located at 73-510 Fred Waring Drive, Palm Desert, CA including outside the trash bin area. 2. Hourly rate for EXTRA WORK over Cost for EXTRA $ and above the agreed procedures. WORK (Hourly rate For example: clean up from damage per labor hour, and resulting from flood, fire, vandalism, equipment) etc. Monthly Cost (Indicate Prices in Boxes below) 7/� By signing the proposal below, Bidder acknowledges that the monthly costs described above will be used to determine the annual contract price. The hourly rate for EXTRA WORK will be in effect' for the term of the contract, but will be due and payable when and if services are rendered or used. -74 TOTAL AMOUNT TWELVE-MONTH BASE BID IN FIGURES $ 20, y�O. (�O (Should be the total of items 1 above multiplied by 12) TOTAL AMOUNT TWELVE-MONTH BASE BID IN WORDS_7t-)O S ould be? total o 't s 1 aboyyp� multi lid( 12 (eO Pill Cl 'f/ 049 p11 [ , 9 uaD In witness whereof, CONTRACTOR executed this proposal as of date set forth above, by: t Signature of Contractor Pow1-1,040 r- Print Name and Title