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HomeMy WebLinkAboutC24800 - Janitorial SvcsCITY OF PALM DESERT BUILDING MAINTENANCE DEPARTMENT STAFF REPORT REQUEST: Award Contract No. C24800 to American General Services Group, Inc., Rancho Cucamonga, California, for Janitorial Services at the Palm Desert Civic Center. SUBMITTED BY: David Flint, Building Maintenance Supervisor APPLICANT: American General Services Group, Inc 9380 7th Street, Suite D Rancho Cucamonga, CA Phone: 800-370-1060 Fax: 909-941-0670 DATE: January 26, 2006 CONTENTS: Agreement Notice of Inviting Proposals Scope of Services (Specifications) Recommendation: By Minute Motion: Award Contract No. 24800 to American General Services Group, Inc., Rancho Cucamonga, California, in the amount of $2,117.64/monthly for janitorial services nightly, Monday through Friday. Funds are available in Account No. 110-4340-413.30-90. Discussion: For Fiscal Year 2005/06 Budget, Building Operations/Maintenance was reorganized and restructured to serve under the Development Services Division to monitor and ensure that the City -owned buildings are being maintained at acceptable City standards. As part of the reorganization and restructure of Building Maintenance, there was a need to reclassify positions and outsource for custodian services. In November of 2005, Staff advertised a request for proposals (RFP) for janitorial services to be performed nightly in the offices, lobbies, and restrooms at the Palm Desert Civic Center. On December 12, 2005, at 2:00 p.m. sealed bids were opened with the following results: Staff Report Award of Contract for Janitorial Services Page 2 of 2 January 26, 2006 American General Services Group, Inc., Rancho Cucamonga, CA $2,117.64/mo. Steptoes Janitorial Service, Palm Desert, CA $6,400.00/mo. Commercial Cleaning Services, Palm Desert. CA $9,985.00/mo. American General Services Group, Inc., is the lowest bidder with a bid of $2,117.64 a month. The cost is within the anticipated budget. The qualifications and references are in good standing. Attached you will find a copy of the notice advertised in The Desert Sun, the agreement, and scope of services (specifications). Therefore, Staff recommends that the City Council award the janitorial services contract for the Palm Desert Civic Center to American General Services Group, Inc. Submitted By: David Flint Building Maintenance Supervisor Approval: Carlos L. OrtE City Manager F°'� G Paul Gib�r( Director Fina e/City Treasurer Department H d: Homer Croy ACM for D e pment Services G:OevServiceslMonica LoredolWord DataOuildingMainhSlalt ReportsVanrtoria/Sery StaffRpt.doc AGREEMENT THIS AGREEMENT is made and entered into the City of Palm Desert on this day of 2005, by and between THE CITY OF PALM DESERT, a municipal corporation, hereinafter referred to as "CITY", and referred to as "CONTRACTOR". WITNESSETH: WHEREAS, on , the CITY invited bids for janitorial services for City maintained properties per specifications; and WHEREAS, pursuant to said invitation, CONTRACTOR submitted a proposal, which was accepted by CITY for said services. NOW, THEREFORE, in consideration of their mutual promises, obligations, and covenants hereinafter contained, the parties hereto agree as follows: (1) TERM. The term of this Agreement shall be from , through , or to such later date as may be agreed in writing between parties. (2) CITY'S OBLIGATIONS. For furnishing services, as specified in this Agreement, CITY will pay and CONTRACTOR shall receive in full compensation, therefore the total sum of ($) 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. 17 (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. ; 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. UM (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. 19 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 BUFORD A. CRITES CITY OF PALM DESERT, CALIFORNIA ATTEST: RACHELLE D. KLASSEN, CITY CLERK CITY OF PALM DESERT, CALIFORNIA APPROVED AS TO FORM: DAVID J. ERWIN, CITY ATTORNEY CONTRACTOR APPROVED AS TO CONTENT: HOMER CROY ACM FOR DEVELOPMENT SERVICES 20 City of Palm Desert NOTICE OF INVITING SEALED PROPOSALS FOR JANITORIAL SERVICES AT THE CIVIC CENTER PUBLIC NOTICE IS HEREBY GIVEN that the City of Palm Desert, an Agency, will receive sealed proposals for the Janitorial Services at the Civic Center Office Complex Buildings located at 73-510 Fred Waring Drive, Palm Desert, California. Completed sealed proposals will be accepted at the Palm Desert Civic Center, 73-510 Fred Waring Drive, Palm Desert, California, up to the hour of 2:00 p.m. on Monday the 12th day of December 2005, at which time they will be opened and read publicly. Public and potential service providers are invited to be present. Services to be provided are stipulated in the contract documents. It is the responsibility of the bidder to see that any proposals sent through the mail have sufficient time to be received by the City Clerk prior to bid opening time. The time received at the City will be the governing factor on acceptability of proposals. Telegraphic or telephone proposals will not be accepted. Bids must be prepared and submitted on the appropriate proposal forms in conformance with the Instructions to Bidders and submitted in a sealed envelope plainly marked on the outside "SEALED PROPOSAL FOR JANITORIAL SERVICES AT PALM DESERT CIVIC CENTER — DO NOT OPEN WITH REGULAR MAIL." Interested parties may obtain a proposal package by contacting Mr. David Flint, Building Maintenance Supervisor, City of Palm Desert, 73-510 Fred Waring Drive, Palm Desert, California 92260, (760) 776-6495. MANDATORY PRE -PROPOSAL CONFERENCE A pre -proposal conference will be held at 2:00 p.m. on Monday the 51h of December, in the Council Chamber at the Palm Desert Civic Center, 73-510 Fred Waring Dr, Palm Desert, California. It is required that all submitting bidders attend. Failure to attend will result in disqualification of the bidder. The AGENCY reserves the right to reject any or all bids, to waive any irregularity, to accept any bid or portion thereof, and to take all bids under advertisement for a period of sixty (60) days. Dated this 26th day of November 2005. Rachelle D. Klassen, City Clerk City Of Palm Desert 73-510 Fred Waring Drive Palm Desert, CA 92260 (760) 346-0611 2 SPECIFICATIONS 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 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. Sweep and/or dust mop all hard surface floors, vacuum all carpeted areas including hallways and cubicles. Buildings with hard surface floors in the public lobby shall be wet -mopped daily. 3. Vacuum all carpet areas/rugs and spot clean as needed. 4. Check all ceiling, wall and floor areas for spider webs and clean as needed. 5. Clean finger marks and smudges from all entrance doors. 6. Dust or polish the tops of all furniture, counters, cabinets, file cabinets and window frames or sills. 21 SPECIFICATIONS 7. Clean stainless steel fountains and sinks to eliminate stains and mineral deposits. Weekly Tasks 1. Clean all interior glass windows, glass doors and windowsills. 2. Dust all window blinds. 3. Dust or polish table legs and chairs as needed. Quarterly Tasks 1. Strip all hard surface floors and apply floor finish; Spray and buff as necessary to produce a uniformly shining appearance. Semi-annually Tasks 1. Dust and clean all light fixtures outside and inside to remove dust and bugs. Restrooms Daily 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 and fresh smelling. 22 SPECIFICATIONS Lobbies and Janitorial Areas Daily Tasks 1. Clean and maintain in a sanitary and odor -free condition all floors, wash mirrors, basins, toilet bowls, and urinals. 2. Replenish all toilet room supplies (including soap, paper towels, seat covers, toilet tissue, urinal fresheners and sanitary napkins). 3. Sweep or mop all hard surface floors and remove any spots. 4. Remove finger marks and smudges from all mirrors and entrance doors, and stalls around toilet and urinals and walls. 5. Wash all counter tops, mirrors, and basins; and grab bars, stools, and urinals. 6. Empty and clean all trash containers, and dispose of all trash and rubbish, and install new plastic liners as needed. 7. Clean and polish inside paper towel containers and ladies disposal containers in bathroom stalls. Common Areas Daily 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. Pick up trash cans outside of buildings. 3. Remove smudges and fingerprints on glass entry doors, inside and out. 23