HomeMy WebLinkAboutC24800A - Xtnsn - Civic Ctr Janitorial Cleaning Svcs CITY OF PALM DESERT
DEVELOPMENT SERVICES
STAFF REPORT
REQUEST: Extend the Civic Center Janitorial Contract on a Month-by-Month
Basis for the Remainder of Fiscal Year 2008-2009
SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works
CONTRACTOR: General Cleaning Services
41701 Corporate Way
Palm Desert, CA 92260
DATE: November 20, 2008
CONTENTS: Letter from General Cleaning Services
Copy of Executed Agreement C24800A
Recommendation:
By Minute Motion:
1. Extend contract C24800A on a month-by-month basis, at the rate of
$2,948 per month, with General Cleaning Services for janitorial services
at the Civic Center for the remainder of the 2008-09 fiscal year; and
2. Authorize the Mayor to execute the agreement.
Discussion:
On August 24, 2006, the City Council awarded the Civic Center Janitorial Contract
C24800A to General Cleaning Services of Palm Desert, California in an amount of
$2,745/month. On August 26, 2007 City Council approved an extension of the contract
and an increase of the monthly amount to $2,948 per month.
General Cleaning Services has demonstrated its ability to meet the specifications of the
Civic Center janitorial contract. Over the last three months, staff has communicated
perFormance standards while closely monitoring perFormance. General Cleaning
Services has improved in the areas necessary and has maintained the quality of service
expected in all other aspects. It is staff's opinion that General Cleaning Services
provides quality service and staff is confident in the value being received.
Extend Janitorial Services Contract
November 20, 2008
Page 2 of 2
The current executed agreement with General Cleaning Services provides for its
extension by mutual consent. Staff has received General Cleaning Services' written
request for the contract extension through June 30, 2009. Therefore, staff recommends
that City Council extend Contract No. C24800A on a month-by-month basis with
General Cleaning Services for janitorial services at the civic center, in the amount of
$2,948 per month, for the remainder of fiscal year 2008-2009, and authorize the Mayor
to execute the agreement. At the end of this period it will be necessary to bid out the
civic center janitorial services for fiscal year 2009-2010.
Fiscal Impact: Funds are budgeted and available for this work in fiscal year 2008-
09 in the Building Maintenance Account 110-4340-413-3090.
Prepared By: Department He :
� ,�.
C
Davi Flint Mark Gre wood, P.E.
Building Maintenance Supervisor Director of Public Works
Approval:
Homer Croy Paul Gibson
ACM for Develo nt Services Director of Finance
��� '1r
Carlos L. ga t:ITY COUNCIL �CTION:
City Manager +u'pROVED �� DENIED
�ECE IVED OT�iER�,
''�.E7:'T��� D.�, �� - .
A�s• ` r i
r�oEs: '
Ass��T:
�BSTAIN•
VERIFIED BY• �
�rigin�l can File with ity Clerk's Offi�E.
11/07/2008 10:57 7603405321 GENERAL CLEANING SER PAGE 01/01
�?iT,�'YQ.� ��Q11.�1'i$' �el"I�iCP,
City of Palm Deserl•
73-5 l.0 F.red Wari.ng T)ti.ve
Pal.m Taese.rt CA 92260
ATTN: DAVID PLYNN
T}us letter is to veci.f.y tkzat.Loui.s F. Rieu ina DBA Genezal Clcaning Scrvxcc wishcs to
continue ou.r janitorial service with the Gi.ty o.f���Dese�tt.foc th_.e cozni.�.g yeaT di.roug�
Jt�ne, 2009. The rale co rernain the same. �2948.00 per montll. 7'hank you for letting us be
o�ser.v�cc to you. If you�ave a�.�y quest�ons please contact me.
Sincei�e�y:
.�---►*--`_t�`''",�'
Fm.ma Rieu
Presideni/nwner
P',G.Box �3483
Pni.rd a�ar,C�92255
Te�:(7Ro)sae•oF90
Fnx:(�60)340•592i
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j Eif� �i � � �� ��� €��� �r �� �, I,''
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73-5�0 FRED WARING DRIVE
PALM DESERT, CALIPORNIA 92260-2578
r�L: �60 346—o6ii
FaY: 760 340-0574
infoC�p alm-desert.org
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September 26, 2006
General Cleaning Services
41-701 Corporate Way
Palm Desert, California 92260
Dear Sir or Madam:
Subject: Contract No. C24800A — Janitorial Services at the Palm
Desert Civic Center
At its regular meeting of August 24, 2006, the Palm Desert City Council, by Minute
Motion, awarded the subject contract to General Cleaning Services, Palm Desert,
California, in the amount of$2,745/month and authorized the Mayor to execute same.
Enclosed is a copy of the fully executed contract for your records. If you have any
questions or require any additional information, please do not hesitate to contact us.
Sincerely,
��
RACHELLE D. KLASSEN, CMC
CITY CLERK
RDK/glm
Enclosure (as noted)
cc/enc: David Flint, Building Maintenance Supervisor
Finance Department
�s:,,,�����,.�„��,.o.,
C�,.�TRACT NO. C24800A
AGREEMENT
THIS AGREEMENT is made and entered into the City of Palm Desert on this Twen -
fourth day of August 2006, by and between THE CITY OF PALM DESERT, a municipal
corporation, hereinafter referred to as "CITY", and GENERAL CLEANING SERVICES
� referred to as "CONTRACTOR".
WITNESSETH:
WHEREAS, on June nineteenth, the CITY invited bids for janitorial services for City
maintained properties per specifications; and
WHEREAS, pursuant to said invitation, CONTRACTOR submitted a proposal, which
was accepted by CITY for said services.
NOW, THEREFORE, in consideration of their mutual promises, obligations, and -
covenants hereinafter contained, the parties hereto agree as follows:
(1) TERM. The term of this Agreement shall be from Month to
Month, or to such later date as may be agreed in writing between parties.
(2) CITY'S OBLIGATIONS. For furnishing services, as specified in this Agreement,
CITY will pay and CONTRACTOR shall receive in full compensation, therefore
the total sum of ($)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,
o�cers, 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.
C�.e�TRAC`T 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. I ; 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.
2
c�... rRac-r No. c24800�►
(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 part�r 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
���11'RACT NO. C24�00�!
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed
the day and year first hereinabove written.
CITY OF PAL DESERT GENERAL CLEANING SERVICES
A Municipal rporation Contrac r
— ,..
��,��� _ �!
JIM F R , 50N, MAYOR (Signature - to be notarized)
_,- �C���� �• �! �`�
AT'i'EST: (Pri d Name) .
i'�'�- ,� �
(Title)
R H LLE D. KLA�S , CITY CLERK
CITY OF PALM i�CSEF�T, CALIFORNIA
�
APPRO D AS TO;� NTENT: APPRO ED AS TO FORM:
i
�
HO ER CROY, C FOR D VID . ERWIN, CITY ATTORNEY
DEVELOPMENT RVICES
4
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
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State of California
, County of �l 1! C YL� � �f � ss.
On S�Lvn be,� ��,aD�� before me, 1�. �l�l�'t S l�"�J�i Zy I�J�fI-Ry / �b�;L
Date N and Title of Officer e. �
( g.,"Jane Doe,Notary Public")
personally appeared �- v�t i S C . i �w
,
Name(s)of Signer(s)
❑ personally known to me
L� proved to me on the basis of satisfactory evidence
to be the person(s) whose name(s) is/a�e subscribed
to the within instrument and acknowledged to me that
he/sk►e/they executed the same in his/h�►er/their
KAREN S. HA�ABLY authorized capacity(i�s), and that by his/f�er/tl�eir
Cortxr�ipion�1471128 signature(s} on the instrument the person(s�, or the
NatarY ab�c -Caifomtcr � entity upon behalf of which the person(s) acted,
I�eroide County - executed the instrument.
MyCcrmr�.E�kes�ebZQ 2008
WITNESS my hand and official seal.
Place Notary Seal Above
� �.3 :�
Signature of Notary Public
OPT/ONAL
Though the information below is not required by law,it may prove valuable to persons relying on the document
and could prevent fraudulent removal and reattachment of this form to another document.
Description of Attached Document
Title or Type of Document:
Document Date: Number of Pages:
Signer(s) Other Than Named Above:
Capacity(ies) Claimed by Signer(s)
Signer's Name: Signer's Name:
❑ Individual ❑ Individual
❑ Corporate Officer—Title(s): ❑ Corporate Officer—Title(s):
❑ Partner—❑ Limited ❑ General ❑ Partner—❑ Limited ❑ General
❑ Attorney in Fact Top of thumb here ❑ Attorney in Fact ' ".
Top of thumb here
❑ Trustee ❑ Trustee
❑ Guardian or Conservator ❑ Guardian or Conservator
❑ Other: ❑ Other:
Signer Is Representing: Signer Is Representing:
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OO 2004 National Notary Association•9350 De Soto Ave.,P.O.Box 2402•Chatsworth,CA 91313-2402 Item No.5907 Reorder:Call Toll-Free 1-800-876-6827
SPECIFICATIONS ���1TRACT 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
SPECIFIGATIONS CI�NTRACT 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.
Weeklv 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.
6
,.
SPE�IFICi41`IOIdS �Vo+lTRACT 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
R
Cv�VTRACT NO. C24800�►
CONTRAC:T�R'S PROPOSAL FOR
JANITORIAL SERVICES AT CIVIC CENTER PUBLIC WORK� AND NORTH
ADMINISTRATIVE BUILDINGS
Item Monthly Cost
�o Item Description (Indicate Prices in
Boxes below
1. Janitorial services for Civic Center $
buildings located at 73-510 Fred �`�
Waring Drive, Palm Desert, CA ��7�7, s�
includin outside the trash bin area.
2. Hourlv 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. '
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.
TOTAL AMOUNT TWELVE-MONTH BASE BID IN FIGURES $ ��, ���. ��'
(Should be the total of items 1 above multiplied by 12)
TOTAL AMOUNT TWELVE-MONTH BASE BID IN WORDS �C�� / i)Q� ,ti"�
(S ,ould be e total o •'t s 1 abo multipli c�j 12)
�'U C��V G! �' /t,� �+ � �u.�
�J �e ,�� -a
In witness whereof, CONTRACTOR executed this proposal as of date set forth above,
by: •
i� << -e.��.,t,.'
Signature of Contractor
�� �°
/�°C�/S �� �( f�-�,r.� P`"
Print Name and Title
8