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5-18-2021 AGENDA ITEM NO.17 - CONSIDERATION OF AGREEMENT FOR JANITORIAL SERVICES FOR CITY BUILDINGS AND FACILITIESAGENDA ITEM NO. 17 AGENDA STAFF REPORT City of West Covina I Office of the City Manager DATE: May 18, 2021 TO: Mayor and City Council FROM: David Carmany City Manager SUBJECT: CONSIDERATION OF AGREEMENT FOR JANITORIAL SERVICES FOR CITY BUILDINGS AND FACILITIES RECOMMENDATION: It is staffs recommendation that the City Council: 1. Authorize the City Manager to negotiate and execute an agreement with United Maintenance Systems, Inc. to provide janitorial services for City buildings and facilities, with a maximum compensation amount of $1,218,000 ($243,600 annually), for an initial term of three (3) years, with the option to extend the term for up to two (2) one (1) year periods; and 2. Authorize the City Manager to approve the extensions to the Agreement. BACKGROUND: United Maintenance Systems, Inc. (UMS) has been providing janitorial services to the City of West Covina since February 1, 2017, under an agreement that had an initial term of one (1) year with three (3) one (1)-year extension options. The original agreement provided for janitorial services for seven City -owned buildings and facilities, namely: City Hall, Police Department, City Yard, Cameron Community Center, Senior Citizens Center, Palm View Recreation Center, and Shadow Oak Recreation Center. These services include cleaning, polishing and vacuuming of floors, dusting, window washing, spot cleaning, cleaning and disinfecting of all restrooms, emptying trashcans, restocking of supplies, and other miscellaneous janitorial duties. The agreement amount was $974,400 at $243,600 per year. Following the City Council's declaration of a fiscal emergency through Resolution 2020-46 on May 19, 2020, the City Manager asked staff to negotiate reductions in all service contracts by 5-10%. On September 1, 2020, City Council approved the Fourth Amendment to the Professional Services Agreement with UMS to reduce the scope of janitorial services at all City buildings except City Hall and the Police Department. The reductions resulted in a monthly saving of $12,600, with a total savings of $88,200 for the remainder of the agreement term that expired on January 31, 2021. In line with the City's requirements to competitively bid contract services and select the most qualified firm, staff issued a Request for Proposals (RFP) for janitorial services for City buildings and facilities on October 14, 2020. On November 5, 2020, twelve (12) proposals were received from the following firms. Vendor Location Alvarez Enterprise Services Lake Elsinore, CA United Maintenance Services, Inc. Burbank, CA Monthly Fee Proposal $ 153,420.00 $ 243,600.00 Allied Universal Santa Ana, CA $ 266,588.00 Trinity Building Services San Pedro, CA $ 303,467.00 Commercial Building Management Santa Ana, CA $ 303,540.00 Guaranteed Janitorial Service, Inc. Chino, CA $ 310,200.00 CBS, Inc. (Coastal Building Orange, CA $ 318,000.00 Services) GMI Building Services, Inc. Irvine, CA $ 329,486.52 Premier Property Preservation North Hills, CA $ 335,135.00 Ultimate Maintenance Services Lawndale, CA $ 349,536.00 Base Hill, Inc. dba Jan Point Santa Fe Springs, CA $ 380,280.00 J316 Builder Whittier, CA $ 403,596.00 At the January 19, 2021 City Council meeting, staff recommended awarding the contract to UMS. The City Council directed staff to issue a new RFP for janitorial Services and to enter into a month -to -month agreement with UMS to ensure no lapse in service. The City entered into a Fifth Amendment to the 2017 agreement, providing for month -to -month extensions. DISCUSSION: On February 24, 2021, the RFP for janitorial services was advertised, sent out to subscribers to through the City's RFP e-notification system, and made available for download from the City's third -parry website, Planet Bids. A mandatory pre -proposal meeting was held on March 10, 2021, and was attended by 27 janitorial service contractors. On April 8, 2021, sixteen (16) proposals were received from the following firms. The top four firms were evaluated based on the City Council's declaration of a fiscal emergency through Resolution No. 2020-46: Vendor Name Dynamic Building Maintenance Location Riverside $ 242,400.00 United Maintenance Systems Burbank $ 243,600.00 Cleaning Solutions Tustin $ 250,055.07 Wurm'sJanitorial Services, Inc. Corona $ 251,990.09 US Metro Group, Inc. Brea $ 271,800.00 Santa Fe Bbuilding Maintenance Chino Hills $ 287,628.00 All Care Industries, Inc. Cerritos $ 298,320.00 Omni Enterprise Inc Santa Ana $ 300,000.00 Pro- Model Cleaning Services South Gate $ 301,800.00 Coastal Building Services, Inc. Anaheim $ 305,280.00 Guaranteed Janitorial Service, Inc. Chino $ 321,480.00 Executive Facilities Services, Inc. Riverside $ 340,875.48 J316Builder Whittier $ 353,340.00 Alvarez Enterprise Services Lake Elsinore $ 364,620.00 Universal Building Maintenance South Pasadena $ 433,198.84 Base Hill Inc. dba Jan Point Santa Fe Springs $ 440,802.48 Four vendors were invited for to interview on April 21, 2021. Staff completed their review and interview process, and evaluated the proposals with average scores as follows: VendorName United Maintenance Systems 95 Cleaning Solutions 86 Wurm's Janitorial Services, Inc 83 Dynamic Building Maintenance withdrew UMS was ranked number one. They submitted the most comprehensive proposal with relevant experience and a cost-effective fee to meet the City's standards and required level of service. They have proven to be effective and flexible during these unusual times. UMS is family owned and operated and has been in business for over eighteen (18) years. UMS currently provides janitorial services to the City of West Covina and 26 cities and governmental agencies, including the Cities of Pomona, Glendora, Downey, Cypress, Sierra Madre, and various facilities for California State University Los Angeles. Staff is recommending that the City Council authorize the City Manager to execute an agreement with UMS to provide janitorial services for City buildings and facilities for an initial three (3) year term, with the option to extend for up to two (2) one (1) year periods. The maximum compensation over the initial term and extension periods is $1,218,000 ($243,600 annually). Staff is also recommending that the City Council authorize the City Manager to execute the extensions. Prepared by: Renee M. G. Chavez, Accounting Technician Fiscal Impact FISCAL IMPACT: The contract is to begin on July 1, 2021. As restrictions are lifted and all facilities are opened, the maximum budget in 2021-22 impact will be: Genm-A Fund 110-61 4142 6130 $ 95:400.00 General Fund 110.61.4144.6130 $ 101.400.00 General Fund 110.61.5161.6120 $ 46,800.00 Total: S 243,600.00 Attachments Attachment No. 1 - Agreement with United Maintenance Systems, Inc. CITY COUNCIL GOALS & OBJECTIVES: Achieve Fiscal Sustainability and Financial Stability Enhance City Facilities and Infrastructure CITY OF WEST COVINA PROFESSIONAL SERVICES AGREEMENT WITH UNITED MAINTENANCE SYSTEMS, INC. FOR JANITORIAL SERVICES AT CITY BUILDINGS AND FACILITIES THIS AGREEMENT is made and entered into and effective as of the 1 st day of July, 2021 ("Effective Date"), by and between the CITY OF WEST COVINA, a municipal corporation ("City"), and UNITED MAINTENANCE SYSTEMS, INC., a California corporation ("Contractor"). WITNESSETH: A. WHEREAS, City proposes to utilize the services of Contractor as an independent contractor to City to provide janitorial services at City buildings and facilites, as more fully described herein; and B. WHEREAS, Contractor represents that it has that degree of specialized expertise contemplated within California Government Code Section 37103, and holds all necessary licenses to practice and perform the services herein contemplated, except that if Contractor is required to but does not yet hold a City business license, it will promptly obtain a business license and will not provide services to the City until it has done so; and C. WHEREAS, City and Contractor desire to contract for the specific services described in Exhibit "K and desire to set forth their rights, duties and liabilities in connection with the services to be performed; and D. WHEREAS, no official or employee of City has a financial interest, within the provisions of Sections 1090-1092 of the California Government Code, in the subject matter of this Agreement. E. WHEREAS, Contractor responded to the City's Request for Proposals dated February 24, 2021, incorporated via this reference as if fully set forth herein, and Contractor's response to the Request for Proposals was a material inducement to the City ultimately entering into this agreement. NOW, THEREFORE, for and in consideration of the mutual covenants and conditions contained herein, the parties hereby agree as follows: 1.1. Scope of Services. Contractor shall provide the professional services described in the Scope of Services attached hereto as Exhibit "A," incorporated herein by this reference. Contractor understands and agrees that Contractor shall only provide janitorial services at City facilities and buildings that are open. City will advise Contractoras to which facilities and buildings are open. United Maintenance Systems, Inc. Form Revised November2020 1.2. Professional Practices. All professional services to be provided by Contractor pursuant to this Agreement shall be provided by personnel experienced in their respective fields and in a manner consistent with the standards of care, diligence and skill ordinarily exercised by professional contractors in similar fields and circumstances in accordance with sound professional practices. Contractor also warrants that it is familiar with all laws that may affect its performance of this Agreement and shall advise City of any changes in any laws that may affect Contractor's performance of this Agreement. Contractor shall keep itself informed of State and Federal laws and regulations which in any manner affect those employed by it or in any way affect the performance of its service pursuant to this Agreement. The Contractor shall at all times observe and comply with all such laws and regulations. City officers and employees shall not be liable at law or in equity for any claims or damages occurring as a result of failure of the Contractor to comply with this section. 1.3. Performance to Satisfaction of City. Contractor agrees to perform all the work to the reasonable satisfaction of the City. Evaluations of the work will be conducted by the City Manager or his or her designee. If the quality of work is not satisfactory, City in its discretion has the right to: (a) Meet with Contractor to review the quality of the work and resolve the matters of concern; (b) Require Contractor to repeat the work at no additional fee until it is satisfactory; and/or (c) Terminate the Agreement as hereinafter set forth. 1.4. Warranty. Contractor warrants that it shall perform the services required by this Agreement in compliance with all applicable Federal and California employment laws, including, but not limited to, those laws related to minimum hours and wages; occupational health and safety; fair employment and employment practices; workers' compensation; and all other Federal, State and local laws and ordinances applicable to the services required under this Agreement. 1.5. Non-discrimination. In performing this Agreement, Contractor shall not engage in, nor permit its agents to engage in, discrimination in employment of persons because of their race, religion, color, national origin, ancestry, age, physical or mental disability, medical condition, genetic information, pregnancy, marital status, sex, gender, gender identity, gender expression, sexual orientation, or military or veteran status, except as permitted pursuant to Section 12940 of the Government Code. 1.6. Non -Exclusive Agreement. Contractor acknowledges that City may enter into agreements with other contractors for services similar to the services that are subject to this Agreement or may have its own employees perform services similar to those services contemplated by this Agreement. 1.7. Confidentiality. Employees of Contractor in the course of their duties may have access to financial, accounting, statistical, and personnel data of private individuals and employees of City. Contractor covenants that all data, documents, discussion, or other information developed or received by Contractor or provided for performance of this Agreement are deemed PA United Maintenance Systems, Inc. Form Revis ed Novem ber 2020 confidential and shall not be disclosed by Contractor without written authorization by City. City shall grant such authorization if disclosure is required by law. All City data shall be returned to City upon the termination of this Agreement. Contractor's covenant under this Section shall survive the termination of this Agreement. 1.8 Public Records Act Disclosure. Contractor has been advised and is aware that this Agreement and all reports, documents, information and data, including, but not limited to, computer tapes, discs or files furnished or prepared by Contractor, or any of its subcontractors, pursuant to this Agreement and provided to City may be subject to public disclosure as required by the California Public Records Act (California Government Code Section 6250 et seq.). Exceptions to public disclosure may be those documents or information that qualify as trade secrets, as that term is defined in California Government Code Section 6254.7, and of which Contractor informs City of such trade secret. The City will endeavor to maintain as confidential all information obtained by it that is designated as a trade secret. The City shall not, in any way, be liable or responsible for the disclosure of any trade secret including, without limitation, those records so marked if disclosure is deemed to be required by law or by order of the court. 2.0. COMPENSATION AND BILLING 2.1. Compensation. Contractor shall be paid in accordance with the fee schedule set forth in Exhibit "B," attached hereto and made a part of this Agreement (the "Fee Schedule"). Contractor's total compensation for the initial term and any extension periods shall not exceed One Million Two Hundred Eighteen Thousand Dollars ($1,218,000.00). Contractor's monthly compensation shall not exceed Twenty Thousand Three Hundred Dollars ($20,300.00). 2.2. Additional Services. Contractor shall not receive compensation for any services provided outside the scope of services specified in the Contractor's Proposal unless the City, prior to Contractor performing the additional services, approves such additional services in writing. It is specifically understood that oral requests and/or approvals of such additional services or additional compensation shall be barred and are unenforceable. Should the City request in writing additional services that increase the Scope of Services, an additional fee based upon the Contractor's standard hourly rates shall be paid to the Contractor for such additional services. Such increase in additional fees shall be limited to 25% of the total contract sum or to the maximum total contract amount of $25,000, whichever is greater. The Department Head or City Manager is authorized to approve a Change Order for such additional services. 2.3. Method of Billing. Contractor may submit invoices to the City for approval on a progress basis, but no more often than once a month. Said invoice shall be based on the total of all Contractor's services which have been completed to City's sole satisfaction. City shall pay Contractor's invoice within forty-five (45) days from the date City receives said invoice. Each invoice shall describe in detail the services performed, the date of performance, and the associated time for completion. Any additional services approved and performed pursuant to this Agreement shall be designated as "Additional Services" and shall identify the number of the authorized change order, where applicable, on all invoices. 2.4. Records and Audits. Records of Contractor's services relating to this Agreement shall be maintained in accordance with generally recognized accounting principles and shall be made available to City for inspection and/or audit at mutually convenient times from the Effective 3 United Maintenance Systems, Inc. Form Re As ed Novem ber 2020 Date until three (3) years after the termination or expiration of this Agreement. 3.0. TIME OF PERFORMANCE 3.1. Commencement and Completion of Work. Unless otherwise agreed to by the parties, the professional services to be performed pursuant to this Agreement shall commence on July 1, 2021. Said services shall be performed in strict compliance with the service schedule detailed in the Scope of Services set forth in Exhibit B. Failure to commence work in a timely manner and/or diligently pursue work to completion may be grounds for termination of this Agreement. 3.2. Excusable Delays. Neither party shall be responsible for delays or lack of performance resulting from acts beyond the reasonable control of the party or parties. Such acts shall include, but not be limited to, acts of God, fire, strikes, material shortages, compliance with laws or regulations, riots, acts of war, or any other conditions beyond the reasonable control of a party. If a delay beyond the control of the Contractor is encountered, a time extension may be mutually agreed upon in writing by the City and the Contractor. The Contractor shall present documentation satisfactory to the City to substantiate any request for a time extension. 4.0. TERM AND TERMINATION 4.1. Term. This Agreement shall commence on the Effective Date and continue for a period of three (3) years, ending on June 30, 2024, unless previously terminated as provided herein or as otherwise agreed to in writing by the parties. Thereafter, this Agreement may be extended for a maximum of two (2) successive one (1) year periods. Such extensions, if any, will be evidenced by a written amendment to this Agreement. 4.2. Notice of Termination. The City reserves and has the right and privilege of canceling, suspending or abandoning the execution of all or any part of the work contemplated by this Agreement, with or without cause, at any time, by providing at least fifteen (15) days prior written notice to Contractor. In the event of such termination, Contractor shall immediately stop rendering services under this Agreement unless directed otherwise by the City. If the City suspends, terminates or abandons a portion of this Agreement such suspension, termination or abandonment shall not make void or invalidate the remainder of this Agreement. K the Contractor defaults in the performance of any of the terms or conditions of this Agreement, it shall have ten (10) days after service upon it of written notice of such default in which to cure the default by rendering a satisfactory performance. In the event that the Contractor fails to cure its default within such period of time, the City shall have the right, notwithstanding any other provision of this Agreement, to terminate this Agreement without further notice and without prejudice to any other remedy to which it may be entitled to at law, in equity, or under this Agreement. The City also shall have the right, notwithstanding any other provisions of this Agreement, to terminate this Agreement, at its option and without prejudice to any other remedy to which it may be entitled to at law, in equity, or under this Agreement, immediately upon service of written notice of termination on the Contractor, if the latter should: 4 United Maintenance Systems, Inc. Form Re As ed Novem ber 2020 a. Be adjudged a bankrupt; b. Become insolvent or have a receiver of its assets or property appointed because of insolvency; C. Make a general assignment for the benefit of creditors; d. Default in the performance of any obligation or payment of any indebtedness under this Agreement; e. Suffer any judgment against it to remain unsatisfied or unbonded of record for thirty (30) days or longer; or f. Institute or suffer to be instituted any procedures for reorganization or rearrangement of its affairs. 4.3. Compensation. In the event of termination, City shall pay Contractor for reasonable costs incurred and professional services satisfactorily performed up to and including the effective date of the City's written notice of termination, within forty-five (45) days after the effective date of the notice of termination or the final invoice of the Contractor, whichever occurs last. Compensation for work in progress shall be prorated based on the percentage of work completed as of the effective date of termination in accordance with the fees set forth herein. 4.4. Documents. In the event of termination of this Agreement, all documents prepared by Contractor in its performance of this Agreement including, but not limited to, finished or unfinished design, development and construction documents, data studies, drawings, maps and reports, shall be delivered to the City within ten (10) days of the effective date of the notice of termination, at no cost to City. 5.0. INSURANCE 5.1. Minimum Scope and Limits of Insurance. Contractor shall obtain, maintain, and keep in full force and effect during the life of this Agreement all of the following minimum scope of insurance coverages with an insurance company authorized to do business in California, with a current AM. Best's rating of no less than AVII, and approved by City: (a) Broad -form commercial general liability, including premises -operations, products/completed operations, broad form property damage, blanket contractual liability, independent contractors, personal injury or bodily injury with a policy limit of not less than Two Million Dollars ($2,000,000.00), combined single limits, per occurrence. If such insurance contains a general aggregate limit, it shall apply separately to this Agreement or shall be twice the required occurrence limit. (b) Business automobile liability for owned vehicles, hired, and non -owned vehicles, with a policy limit of not less than One Million Dollars ($1,000,000.00), combined single limits, per accident for bodily injury and property damage. 5 United Maintenance Systems, Inc. Form Re As ed Novem ber 2020 (c) Workers' compensation insurance as required by the State of California, with Statutory Limits, and Employer's Liability Insurance with a limit of no less than One Million Dollars ($1,000,000.00) per accident for bodily injury or disease. Contractor agrees to waive, and to obtain endorsements from its workers' compensation insurer waiving subrogation rights under its workers' compensation insurance policy against the City, its officers, agents, employees, and volunteers for losses arising from work performed by Contractor for the City and to require each of its subcontractors, if any, to do likewise under their workers' compensation insurance policies. By execution of this Agreement, the Contractor certifies as follows: I am aware of, and will comply with, Section 3700 of the Labor Code, requiring every employer to be insured against liability of Workers' Compensation or to undertake self-insurance before commencing any of the work. The Contractor shall also comply with Section 3800 of the Labor Code by securing, paying for and maintaining in full force and effect for the duration of this Agreement, complete Workers' Compensation Insurance, and shall furnish a Certificate of Insurance to the City before execution of this Agreement by the City. The City, its officers and employees shall not be responsible for any claims in law or equity occasioned by failure of the Contractor to comply with this section. (d) Professional errors and omissions ("E&O") liability insurance with policy limits of not less than One Million Dollars ($1,000,000.00), combined single limits, per occurrence or claim, and Two Million Dollars ($2,000,000.00) aggregate. Architects' and engineers' coverage shall be endorsed to include contractual liability. If the policy is written as a "claims made" policy, the retroactivity date shall be prior to the start of the work set forth herein. Contractor shall obtain and maintain said E&O liability insurance during the life of this Agreement and for five (5) years after completion of the work hereunder. If coverage is canceled or non -renewed, and not replaced with another claims -made policy form with a retroactive date prior to the effective date of this Agreement, Contractor shall purchase "extended reporting" coverage for a minimum of five (5) years after completion of the work. If the Contractor maintains higher limits or has broader coverage than the minimums shown above, the City requires and shall be entitled to all coverage, and to the higher limits maintained by the Contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City. 5.2. Endorsements. The insurance policies are to contain, or be endorsed to contain, the following provisions: s United Maintenance Systems, Inc. Form Re As ed Novem ber 2020 (a) Additional Insureds: The City of West Covina and its elected and appointed boards, officers, officials, agents, employees, and volunteers are additional insureds with respect to: liability arising out of activities performed by or on behalf of the Contractor pursuant to its contract with the City; products and completed operations of the Contractor; premises owned, occupied or used by the Contractor; automobiles owned, leased, hired, or borrowed by the Contractor. (b) Notice of Cancelation: Each insurance policy required above shall provide that coverage shall not be canceled, except with notice to the City. (c) Primary Coverage: The Contractor's insurance coverage shall be primary insurance as respects the City of WestCovina, its officers, officials, agents, employees, and volunteers. Any other insurance maintained by the City of West Covina shall be excess and not contributing with the insurance provided by this policy. (d) Waiver of Subrogation: Contractor hereby grants to City a waiver of any right to subrogation which any insurer of said Contractor may acquire against the City by virtue of the payment of any loss under such insurance. Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer. (e) Coverage Not Affected: Any failure to comply with the reporting provisions of the policies shall not affect coverage provided to the City of West Covina, its officers, officials, agents, employees, and volunteers. (f) Coverage Applies Separately: The Contractor's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. 5.3. Deductible or Self Insured Retention. If any of such policies provide for a deductible or self -insured retention to provide such coverage, the amount of such deductible or self -insured retention shall be approved in advance by City. The City may require the Contractor to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self -insured retention may be satisfied by either the named insured or City. 5.4. Certificates of Insurance. Contractor shall provide to City certificates of insurance showing the insurance coverages and required endorsements described above, in a form and content approved by City, prior to performing any services under this Agreement. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. 5.5. Non-limitinq. Nothing in this Section shall be construed as limiting in any way the 7 United Maintenance Systems, Inc. Form Re As ed Novem ber 2020 indemnification provision contained in this Agreement. 6.0. GENERAL PROVISIONS 6.1. Entire Agreement. This Agreement constitutes the entire agreement between the parties with respect to any matter referenced herein and supersedes any and all other prior writings and oral negotiations. This Agreement may be modified only in writing, and signed by the parties in interest at the time of such modification. 6.2. Representatives. The City Manager or his or her designee shall be the representative of City for purposes of this Agreement and may issue all consents, approvals, directives and agreements on behalf of the City, called for by this Agreement, except as otherwise expressly provided in this Agreement. Contractor shall designate a representative for purposes of this Agreement who shall be authorized to issue all consents, approvals, directives and agreements on behalf of Contractor called for by this Agreement, except as otherwise expressly provided in this Agreement. 6.3. Key Personnel. It is the intent of both parties to this Agreement that Contractor shall make available the professional services of Jae Kim, Manager, who shall coordinate directly with City. Any substitution of key personnel must be approved in advance in writing by City's Representative. 6.4. Notices. Any notices, documents, correspondence or other communications concerning this Agreement or the work hereunder may be provided by personal delivery, facsimile, Email or by U.S. mail. If by U.S. mail, it shall be addressed as set forth below and placed in a sealed envelope, postage prepaid, and deposited in the United States Postal Service. Such communication shall be deemed served or delivered: a) at the time of delivery if such communication is sent by personal delivery; b) at the time of transmission if such communication is sent by facsimile or by Email; and c) 72 hours after deposit in the U.S. Mail as reflected by the official U.S. postmark if such communication is sentthrough regular United States mail. IF TO CONTRACTOR: United Maintenance Systems, Inc 3807 Wilshire Blvd. #800 Los Angeles, CA 90010 Tel: (213) 739-1405 Fax: (213) 739-1407 Email: Jkim@umsla.com Attn: Jae Kim IF TO CITY: City of West Covina 1444 West Garvey Ave. South West Covina, CA 91790 Tel: (626) 939-8853 Fax: (626) 939-8660 Email: MCresap@westcovina.org Attn: Mke Cresap 6.5. Attorneys' Fees. If litigation is brought by any party in connection with this Agreement against another party, the prevailing party shall be entitled to recover from the opposing party all costs and expenses, including reasonable attorneys' fees, incurred by the prevailing party in the exercise of any of its rights or remedies hereunder or the enforcement of any of the terms, conditions, or provisions hereof. 1.1 United Maintenance Systems, Inc. Form Re As ed Novem ber 2020 6.6. Governing Law. This Agreement shall be governed by and construed under the laws of the State of California without giving effect to that body of laws pertaining to conflict of laws. In the event of any legal action to enforce or interpret this Agreement, the parties hereto agree that the sole and exclusive venue shall be a court of competent jurisdiction located in Los Angeles County, California. 6.7. Assignment. Contractor shall not voluntarily or by operation of law assign, transfer, sublet or encumber all or any part of Contractor's interest in this Agreement without City's prior written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void and shall constitute a breach of this Agreement and cause for termination of this Agreement. Regardless of City's consent, no subletting or assignmentshall release Contractor of Contractor's obligation to perform all other obligations to be performed by Contractor hereunder for the term of this Agreement. 6.8. Indemnification and Hold Harmless. Contractor agrees to defend, indemnify, hold free and harmless the City, its elected and appointed officials, officers, agents and employees, at Contractor's sole expense, from and against any and all claims, demands, actions, suits or other legal proceedings brought against the City, its elected and appointed officials, officers, agents and employees arising out of the performance of the Contractor, its employees, and/or authorized subcontractors, of the work undertaken pursuant to this Agreement. The defense obligation provided for hereunder shall apply without any advance showing of negligence or wrongdoing by the Contractor, its employees, and/or authorized subcontractors, but shall be required whenever any claim, action, complaint, or suit asserts as its basis the negligence, errors, omissions or misconduct of the Contractor, its employees, and/or authorized subcontractors, and/or whenever any claim, action, complaint or suit asserts liability against the City, its elected and appointed officials, officers, agents and employees based upon the work performed by the Contractor, its employees, and/or authorized subcontractors under this Agreement, whether or not the Contractor, its employees, and/or authorized subcontractors are specifically named or otherwise asserted to be liable. Notwithstanding the foregoing, the Contractor shall not be liable for the defense or indemnification of the City for claims, actions, complaints or suits arising out of the sole active negligence or willful misconduct of the City. This provision shall supersede and replace all other indemnity provisions contained either in the City's specifications or Contractor's Proposal, which shall be of no force and effect. 6.9. Independent Contractor. Contractor is and shall be acting at all times as an independent contractor and not as an employee of City. Contractor shall have no power to incur any debt, obligation, or liability on behalf of City or otherwise act on behalf of City as an agent. Neither City nor any of its agents shall have control over the conduct of Contractor or any of Contractor's employees, except as set forth in this Agreement. Contractor shall not, at any time, or in any manner, represent that it or any of its or employees are in any manner agents or employees of City. Contractor shall secure, at its sole expense, and be responsible for any and all payment of Income Tax, Social Security, State Disability Insurance Compensation, Unemployment Compensation, and other payroll deductions for Contractor and its officers, agents, and employees, and all business licenses, if any are required, in connection with the services to be performed hereunder. Contractor shall indemnify and hold City harmless from any and all taxes, assessments, penalties, and interest asserted against City by reason of the independent contractor relationship created by this Agreement. Contractor further agrees to tl United Maintenance Systems, Inc. Form Re As ed Novem ber 2020 indemnify and hold City harmless from any failure of Contractor to comply with the applicable worker's compensation laws. City shall have the right to offset against the amount of any fees due to Contractor under this Agreement any amount due to City from Contractor as a result of Contractor's failure to promptly pay to City any reimbursement or indemnification arising under this paragraph. 6.10. PERS Eligibility Indemnification. In the event that Contractor or any employee, agent, or subcontractor of Contractor providing services under this Agreement claims or is determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of the City, Contractor shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for PERS benefits on behalf of Contractor or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City. Notwithstanding any other agency, state or federal policy, rule, regulation, law or ordinance to the contrary, Contractor and any of its employees, agents, and subcontractors providing service under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any claims to, any compensation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll in PERS as an employee of City and entitlement to any contribution to be paid by City for employer contribution and/or employee contributions for PERS benefits. 6.11. Cooperation. In the event any claim or action is brought against City relating to Contractor's performance or services rendered under this Agreement, Contractor shall render any reasonable assistance and cooperation which City might require. 6.12. Ownership of Documents. All findings, reports, documents, information and data including, but not limited to, computer tapes or discs, files and tapes furnished or prepared by Contractor or any of its subcontractors in the course of performance of this Agreement, shall be and remain the sole property of City. Contractor agrees that any such documents or information shall not be made available to any individual or organization without the prior consent of City. Any use of such documents for other projects not contemplated by this Agreement, and any use of incomplete documents, shall be at the sole risk of City and without liability or legal exposure to Contractor. City shall indemnify and hold harmless Contractor from all claims, damages, losses, and expenses, including attorneys' fees, arising out of or resulting from City's use of such documents for other projects not contemplated by this Agreement or use of incomplete documents furnished by Contractor. Contractor shall deliver to City any findings, reports, documents, information, data, in any form, including but not limited to, computer tapes, discs,files audio tapes or any other related items as requested by City or its authorized representative, at no additional cost to the City. Contractor or Contractor's agents shall execute such documents as may be necessaryfrom time to time to confirm City's ownership of the copyright in such documents. 6.13. Electronic Safeguards. Contractor shall identify reasonably foreseeable internal and external risks to the privacy and security of personal information that could result in the unauthorized disclosure, misuse, alteration, destruction or other compromise of the information. Contractor shall regularly assess the sufficiency of any safeguards and information security 10 United Maintenance Systems, Inc. Form Re As ed Novem ber 2020 awareness training in place to control reasonably foreseeable internal and external risks, and evaluate and adjust those safeguards in light of the assessment. 6.14. Economic Interest Statement. Contractor hereby acknowledges that pursuant to Government Code Section 87300 and the Conflict of Interest Code adopted by City, Contractor is designated in said Conflict of Interest Code and is therefore required to file an Economic Interest Statement (Form 700) with the City Clerk, for each employee providing advice under this Agreement, prior to the commencement of work, unless waived by the City Manager. 6.15. Conflict of Interest. Contractor and its officers, employees, associates and subcontractors, if any, will comply with all conflict of interest statutes of the State of California applicable to Contractor's services under this agreement, including, but not limited to, the Political Reform Act of 1974 (Government Code Section 81000, et seq.) and Government Code Sections 1090-1092. Contractor covenants that none of Contractor's officers or principals have any interest in, or shall acquire any interest, directly or indirectly, which will conflict in any manner or degree with the performanceof the services hereunder, including in any manner in violation of the Political Reform Act. Contractor further covenants that in the performance of this Agreement, no person having such interest shall be used by Contractor as an officer, employee, agent, or subcontractor. Contractor further covenants that Contractor has not contracted with nor is performing any services, directly or indirectly, with any developer(s) and/or property owner(s) and/or firm(s) and/or partnership(s) owning property in the City and further covenants and agrees that Contractor and/or its subcontractors shall provide no service or enter into any agreement or agreements with a/any developer(s) and/or property owner(s) and/or firm(s) and/or partnership(s) owning property in the City prior to the completion of the work under this Agreement. 6.16. Prohibited Employment. Contractor will not employ any regular employee of City while this Agreement is in effect. 6.17. Order of Precedence. In the event of an inconsistency in this Agreement and any of the attached Exhibits, the terms set forth in this Agreement shall prevail. 1, and to the extent this Agreement incorporates by reference any provision of any document, such provision shall be deemed a part of this Agreement. Nevertheless, if there is any conflict among the terms and conditions of this Agreement and those of any such provision or provisions so incorporated by reference, this Agreement shall govern over the document referenced. 6.18. Costs. Each party shall bear its own costs and fees incurred in the preparation and negotiation of this Agreement and in the performance of its obligations hereunder except as expressly provided herein. 6.19. No Third Party Beneficiary Rights. This Agreement is entered into for the sole benefit of City and Contractor and no other parties are intended to be direct or incidental beneficiaries of this Agreement and no third party shall have any right in, under or to this Agreement. 6.20. Headings. Paragraphs and subparagraph headings contained in this Agreement are included solely for convenience and are not intended to modify, explain or to be a full or accurate description of the content thereof and shall not in any way affect the meaning or interpretation of this Agreement. 11 United Maintenance Systems, Inc. Form Re As ed Novem ber 2020 6.21. Construction. The parties have participated jointly in the negotiation and drafting of this Agreement and have had an adequate opportunity to review each and every provision of the Agreement and submit the same to counsel or other consultants for review and comment. In the event an ambiguity or question of intent or interpretation arises with respect to this Agreement, this Agreement shall be construed as if drafted jointly by the parties and in accordance with its fair meaning. There shall be no presumption or burden of proof favoring or disfavoring any party by virtue of the authorship of any of the provisions of this Agreement. 6.22. Amendments. Only a writing executed by the parties hereto or their respective successors and assigns may amend this Agreement. 6.23. Waiver. The delay or failure of either party at any time to require performance or compliance by the other of any of its obligations or agreements shall in no way be deemed a waiver of those rights to require such performance or compliance. No waiver of any provision of this Agreement shall be effective unless in writing and signed by a duly authorized representative of the party against whom enforcement of a waiver is sought. The waiver of any right or remedy in respect to any occurrence or event shall not be deemed a waiver of any right or remedy in respect to any other occurrence or event, nor shall any waiver constitute a continuing waiver. 6.24. Severability. If any provision of this Agreement is determined by a court of competent jurisdiction to be unenforceable in any circumstance, such determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance. Notwithstanding the foregoing, if the value of this Agreement, based upon the substantial benefit of the bargain for any party, is materially impaired, which determination madeby the presiding court or arbitrator of competent jurisdiction shall be binding, then both parties agree to substitute such provision(s) through good faith negotiations. 6.25. Counterparts and Electronic Signatures. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original. All counterparts shall be construed together and shall constitute one agreement. Counterpart written signatures may be transmitted by facsimile, email or other electronic means and have the same legal effect as if they were original signatures. 6.26. Corporate Authority. The persons executing this Agreement on behalf of the parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said parties and that by doing so the parties hereto are formally bound to the provisions of this Agreement. 6.27. Taxpayer Identification Number. Contractor shall provide City with a complete Requestfor Taxpayer Identification Number and Certification, Form W9, as issued by the Internal Revenue Service. [SIGNATURE PAGE FOLLOWS] 12 United Maintenance Systems, Inc. Form Re As ed Novem ber 2020 IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their respective authorized officers, as of the date first above written. CITY OF WEST COVINA, A municipal corporation David Carmany City Manager CONTRACTOR Myung Ja Lee, President & CFO Jae Kim, Operations Manager ATTEST: Lisa Sherrick Assistant City Clerk APPROVED AS TO FORM: Thomas P. Duarte City Attorney APPROVED AS TO INSURANCE: Helen Tran Human Resources and Risk Management Director IN Date: Date: Date: Date: Date: United Maintenance Systems, Inc. Form Re As ed Novem ber 2020 EXHIBIT A SCOPE OF SERVICES Contractor shall provide the following services at the following City buildings and facilities that are open, as advised and directed by City. 1. CITY HALL SPECIFIC OFFICES TO BE EXCLUDED FROM THIS SERVICE City Manager's Office (3,312 square feet) Human Resources Office/Risk Management suite (1,764 square feet) Information Technology office (1,368 square feet) Total of 6,444 square feet. These offices will be serviced by City Staff ONLY DAILY SERVICE — Custodial Porter on site at City Hall for 4 hours from 8:OOam — 12:00pm to work when City Hall is open for business. Provide Porter services as needed on a daily basis. Scope of work to vary. Furnish all labor, equipment, materials and supervision to perform the Porter service. NIGHT: Monday through Thursday (work hours shall be after 6:30 p.m.) NIGHTLY SERVICES - The following tasks shall be performed four (4) days per week, Monday through Thursday (except holidays). Furnish all labor, equipment, materials and supervision to perform the janitorial services as described herein. Empty office trash containers. Replace trash liners as needed. Vacuum thoroughly all carpeted areas. Spot clean spill marks as needed. Thoroughly clean and disinfect all toilets, urinals, sinks, counters, mirrors, paper holders, stainless steel and door handles. Wet mop restrooms with disinfectant. Check and restock soap and paper supplies as needed in all restrooms. Sweep second and third floor hallways with chemical treated dust mop. Sweep first floor exterior tile with chemical treated dust mop. Clean first floor employee break room and kitchen including: tables and chairs, emptying trash and replacing liners, wet mop floor, clean counters and sink. 10. Dust all furniture including: desks, chairs, counters, filing cabinets and shelves. 11. Spot clean walls, light switches, doors and doorknobs as necessary. 12. Remove all cobwebs (interior and exterior). 13. Make sure all doors, restrooms and elevators are securely locked. Check weekly calendar to insure that doors, restrooms and elevators in use for night meetings are accessible until meetings are completed. Exhibit A-1 14. Clean and polish all water fountains on each floor. 15. Sweep and dust east and west stairways, including handrails. Spot clean walls in stairwells. 16. Walk the third -floor balcony and remove trash as needed. 17. Service elevators, including polishing all stainless -steel doors, clean door tracks, clean walls, doorframes and electric eyes. Vacuum carpet and clean exterior doors on each floor. 18. Clean and disinfect kitchenettes including counter tops, sinks and floors. 19. Spot clean glass entry doors on all floors. 20. Thoroughly clean and disinfect first floor and Council Chamber restroom including toilets, urinals, sinks, mirrors, paper holders, stainless steel, door handles, partitions and doors. Replenish all soap and paper supplies as needed. 21. Dust mop first floor with chemically treated dust mops. WEEKLY SERVICES - The following tasks shall be performed at City Hall one (1) day per week. Breezeway (First Floor) a. Empty outdoor trash cans and replace liners as needed. b. Mop breezeway floor City Council Chambers (First Floor) a. Empty trash containers in Council Chambers and replace liners as needed. b. Transport all glassware and pitchers to the kitchen area and clean. Clean and tidy kitchen area. c. Vacuum thoroughly all carpeted areas of Council Chambers and Community Meeting Room. Spot clean carpets as needed. d. Follow calendar closely each day for special cleaning needs. e. Dust all wood surfaces in Council Chambers. f. Clean Council Members chairs. 3. City Hall Building and Offices a. Cleaning crew at City Hall shall start at 6:30pm during the week when City Hall is open for business. b. Dust all window sills (do not include exterior windows facing north and south on second floor). c. Clean telephones. d. Damp mop all tile areas (includes basement print shop). e. Clean all glass walls in cubicles. f. Clean and stockcustodial room in City Hall and Police Department. g. Dust all vents and tops of partitions in restrooms. h. Clean glass doors and all glass surfaces to 7' height MONTHLY SERVICES - The following tasks shall be performed at City Hall one (1) time per month. 1. Dust all ceiling and wall vents and return air grills. Exhibit A-2 2. Polish office tile areas once per month. 3. Clean glass on first floor display case and basement display case. 4. Clean inside and out of all entry glass doors. 5. Hand sweep carpet edges in Community Room and City Council Chambers 6. Machine clean and seal restrooms. 7. Clean elevator carpets with hot water extraction system and apply soil retardant. 8. Polish or seal hallway tile surfaces on second and third floors. QUARTERLY SERVICES —The following tasks shall be performed at City Hall every three (3) months. 1. Dust all office area mini -blinds. 2. Clean all glass surfaces over 7'. SEMI-ANNUAL SERVICES — The following tasks shall be done at City Hall every six (6) months. 1. Strip and re -wax first floor tile areas every six months. May be done on an area- by -area basis provided areas are treated at least once every six months. City will provide a schedule to be followed. 2. Strip and re -wax basement print shop floor. 3. Clean City Hall 2nd floor exterior windows and window sills. 2. CITY YARD MAINTENANCE OFFICE NIGHT: Monday through Thursday(work hours shall be after 6:00 p.m) NIGHTLY SERVICES -The following tasks shall be performed four (4) days per week, Monday through Thursday (except holidays). Furnish all labor, equipment, materials and supervision to perform the janitorial services as described herein. 1. Empty waste containers, wipe clean and reline, if necessary, and remove trash to designated area. 2. Sweep all vinyl floors using the dustless method. 3. Vacuum and spot clean all carpeting. 4. Clean, disinfect and polish drinking fountain. 5. Sweep all tile floors with a chemically treated dust mop. 6. Wash entrance doors (both sides) and polish metal. 7. Spot clean doors, door frames, and around light switches, removing all smudges. B. Dust all furniture, file cabinets, window partition sills, ledges, etc. 9. Wash and polish all counter tops. 10. Spot clean interior windows and sills. 11.Clean kitchen and kitchenette daily. WEEKLY SERVICES —One (1) time per week. Exhibit A-3 1. Sweep, remove black marks and buff vinyl floors. 2. Clean and disinfect ear and mouthpieces of all telephones. 3. Wax executive furniture with furniture polish. (Shall be cleared of miscellaneous articles). 4. Clean air vents weekly. MONTHLY SERVICES — One (1) time per month. 1. Perform high dusting, i.e. door sashes and tops of partition. 2. Clean baseboards and kick plates of dust and all marks. 3. Brush down wall and/or ceiling vents. 4. Wash all windows (interior and exterior). SEMI-MONTHLY SERVICES —Two (2) times per month. 1. Polish all wooden interior doors. 2. Wax vinyl floors with approved applicant. QUARTERLY SERVICES — Every three (3) months. 1. Machine strip floors. 2. Refinish and buff vinyl floors. RESTROOM DAILY SERVICES — (Except holidays) — Four (4) days a week, Monday thru Thursday. 1. Clean and wash with disinfectant bowls, urinals, and sinks and replace deodorant as required. 2. Clean and wash with disinfectant both sides of toilet seats. 3. Clean and polish all mirrors and chrome fixtures. 4. Clean and wash with disinfectant Pullman tops, partitions (undersides and tops) and doors. 5. Refill tissue, hand towel, seat cover and soap dispensers. 6. Spot clean walls (including partitions). 7. Empty and wash with disinfectant sanitary napkin containers and replace inserts. 8. Empty waste containers and wipe outside clean. 9. Sweep and mop floors with a germicidal disinfectant. BI-WEEKLY SERVICES — Two (2) times per month. 1. Pour hot water down floor drain to prevent sewer gases from escaping. 2. Pour hot water down sinks. MONTHLY SERVICES — One (1) time per month. 1. Brush and wash vents. Exhibit A4 2. Wash area around vents. QUARTERLY SERVICES — Every three (3) months. 1. Machine stripfloors with germicidal disinfectant. 2. Refinish and buff all floors. 3. POLICE DEPARTMENT AND POLICE FACILITIES Furnish all labor, equipment, materials and supervision to perform the janitorial services as described herein. DAY: Work hours 8 a.m. to 5 p.m. Monday through Friday and 10 a.m. to 4 p.m. on Saturday, Sunday and holidays DAILY SERVICES -The following tasks shall be performed by full time day personnel, five (5) days per week, Monday through Friday (except holidays). 1. Empty trash and replace liners as needed. 2. Pick up and clean showers as needed. 3. Dust mop main floor lobby and lunch room with chemically treated dust mops. 4. Dust mop the basement offices, locker rooms, copy rooms and hallways with chemically treated dust mops once per day. 5. Wet mop north and south stairwells once per day. 6. Dust mop basement and main floor exterior entrances with chemically treated dust mops. 7. Spot mop all spills and footprints from basement offices. 8. Dust and clean north and south stairwell handrails and facings, and wall spots on walls in stairwell once per day. 9. Thoroughly clean and disinfect basement restrooms, including cleaning and disinfecting of all toilets, urinals, sinks mirrors, paper holder, stainless steel partitions and door handles. 10.Inspect and clean all vents, partitions and doors inside and out. 11. Replenish all soap and paper supplies as needed. 12. Perform a secondary cleaning and stocking routine of the basement and main floor restrooms. 13. Spot clean all doorway glass. 14. Spot clean main floor glass and displays. 15. Clean front desk counter, cabinets, and public telephone. 16. Spot clean all doors; walls and rails for smudge marks and prints. 17. Spot clean spill marks on carpets. 18.Thoroughly clean lunchrooms including outside patio tables, chairs and concrete. 19. Provide custodial services as requested by management personnel. 20. Clean crime lab and designated basement offices. 21.Clean booking area. 22. Check and clean interrogation area. 23. Empty rear and booking area trash containers and replace trash liners as Exhibit A-5 needed. 24. Clean firing range. 25.Clean all cabinet surfaces. WEEKLY SERVICES -to be performed once weekly by full time day personnel. 1. Clean police monuments in front of police station 2. Wet mop and machine polish basement hallways, weight room and offices with tile floors. 3. Dust all window ledges. 4. Clean glass doors and all glass surfaces to 7' height. 5. Clean glass walls in cubicles. MONTHLY SERVICES —to be performed by day personnel one (1) time per month. 1. Wash interior glass in main floor counter area. 2. Clean ceiling areas at vents and at exterior lights. 3. Wash all exterior/interior windows over 7' in height. NIGHT: Work hours 6:00 p.m. to 11:00 p.m. NIGHTLY SERVICES - The following tasks shall be performed seven (7) days per week. 1. Vacuum thoroughly all carpeted areas. 2. Clean carpet with hot water extraction method with power head, upon request for additional charge. 3. Spot clean carpets for spills, stains and marks. 4. Sweep tile thoroughly each with chemically treated dust mops. 5. Spot mop spill marks. 6. Wet mop lunch room, restrooms, locker rooms and shower rooms with disinfectant. Empty trash and replace liners, dust tops of lockers and clean mirrors. 7. Thoroughly clean and disinfect all toilets, urinals, sinks, mirrors, paper holders, stainless steel, and door handles in restrooms. 8. Replenish soap and paper supplies in restrooms. 9. Report any plumbing irregularities. 10. Clean glass entry door. 11. Empty all trash containers. 12. Replace trash liners as needed. 13. Dust all desks, counters, tables, furniture, and lobby display areas including plaques. 14. Clean fingerprint area including counters, walls, doors, etc. 15. Properly align furniture after vacuuming. 16. Clean glass partitions for prints and smudges in Detective Bureau. 17. Empty pencil sharpeners. 18. Spot -clean wall as needed. Exhibit A-6 19. Remove cobwebs and debris (interior and exterior). 20. Empty trashcans in parking areas. WEEKLYSERVICES —to be performed by night personnel one (1) time per week. 1. Hand -sweep carpet edges. 2. Wet mop lunchroom and offices, which have, tile floors. 3. Thoroughly clean, scrub, and detail shower area including walls, floors, ceiling, drains, fixtures, doors and coving. 4. Inspect and clean vents, partitions and doors. 5. Flush drains and fill floor drains. 6. Dust windowsills. 7. Clean and polish office desks, counters and tables. 8. Dust picture frames and high surfaces. 9. Sweep shooting range. MONTHLY SERVICES —to be performed by night personnel one (1) time per month. 1. Machine scrub and polish all tile floors. 2. Floors are to be stripped and maintain a high gloss professional look. 3. Clean all air vents. 4. Acid wash showers and thoroughly scrub QUARTERLY SERVICES —to be performed by night persnnel once every three (3) months. 1. Dust mini -blinds once every three months. 2. Clean all glass surfaces over 7' 4. POLICE JAIL AREA To be performed between12:00 p.m. and 2:00 p.m. Monday through Friday; between 2:00 p.m. and 4:00 p.m. on Saturdays; and on Sundays between 3:00 p.m. and 5:00 p.m. From Monday through Friday the contract employee assigned to City Hall may assist with these duties. DAILY SERVICES 1. Check with jailer for disposition of jail due to overnight use during the morning (between 8:30 a.m. to 9 a.m.). 2. Throughout the day respond to "special needs" of jailer for clean-up of feces, urine, vomit, etc. 3. Dust mop all floors, including cells, hallways, kitchen, booking area, all holding areas, and printing area with fresh chemically —treated dust mops. 4. Clean and wash all counters, wood and door windows with disinfectant cleaner. Exhibit A-7 5. Clean all chairs and bottoms of doors. 6. Empty all trash containers and replace all trash liners as needed. 7. Dust all horizontal surfaces and vents. 8. Thoroughly clean and disinfect all cells including spot cleaning mattresses and thoroughly maintain mattress area, sinks and toilets. 9. Clean windows of cells. 10. Wet mop all floors with disinfectant cleaner. 11. Clean light fixtures in hallways and cells as needed. 12. Clean storage area including sweeping, setting up of the shelves, placing blankets and other supplies in designated places, and removing all trash. 13. Clean kitchen area (including floors). 14. Replenish all paper supplies. 15. Clean all emergency boxes "enter and exit' boxes, and intercom boxes, or sooner if needed. 16. Clean the two microwave ovens, stove, refrigerator, light fixtures, vents, sinks, cabinets and clock. 17. Tend to emergency cleaning as needed. WEEKLYSERVICES 1. Machine polish hallway floors once per week. MONTHLY SERVICES 1. Clean inside of oven with oven cleaner. 2. Pumice -stone areas. SERVICE GROUP — Cleaning of these areas must be coordinated with Police Captain. DAILY SERVICES 1. Vacuum thoroughly all carpeted areas. 2. Clean and polish desks. 3. Check for cobwebs and remove as needed. 4. Emptytrashcans. 5. Spot clean entry glass door. MISCELLANEOUS - as requested. 5. COMMUNICATIONS DEPARTMENT Day�work to be performed between the hours of 6:30 a.m. to 8:00 a.m. Monday through Friday and between 8:00 am to 10 am on Saturday and Sunday. DAILY SERVICES 1. Empty all trash containers and replace all trash -liners. Exhibit A-8 2. Wash and spot clean all trash containers daily, or sooner if needed. 3. Sweep all floors thoroughly. 4. Visually check all corners and edges for cobwebs, debris, and buildup. 5. Wet mop all floors. 6. Thoroughly clean restrooms, including cleaning and disinfecting of all toilets, urinals, sinks, mirrors, paper holders, stainless steel, and door handles. 7. Inspect and clean vents, partitions, and doors inside and out daily. 8. Replenish all soap and paper supplies. 9. Dust all low horizontal surfaces including desks, filing cabinets, and counters. 10. Spot clean all walls, filing cabinet doors and vents. 11. Vacuum all carpets thoroughly. 12. Spot clean carpets for spills as needed. WEEKLYSERVICES 1. Hand -sweep carpet edges. 2. Clean telephones. 3. Clean all windowsill ledges. 4. Clean glass doors and all glass surfaces to 7' height. MONTHLY SERVICE 1. Wash all exterior/interior windows over 7' in height. QUARTERLY SERVICE 1. Seal restroom floors every three months. 2. Clean all blinds once every three months. TWICE -YEARLY SERVICE 1. Machine scrub floors every six months. 6. CAMERON COMMUNITY CENTER Working hours shall be between the hours of 10:00 p.m. and 7:00 a.m. Monday- Friday (except holidays) DAILY SERVICES Clean Floors - Wood and Tile Floors a. The Contractor shall sweep the floor with a treated dust mop to remove all dirt, trash dust, particles and other debris. b. The Contractor shall wet mop the floor. c. When wet mopping, ensure that the floors, walls, baseboards, corners, thresholds, and adjacent surfaces are free of dirt, dust, streaks, spills, stains, gum, tar and other foreign substances, including those resulting from the cleaning equipment and the Exhibit A-9 splashing of cleaning solution. d. The Contractor shall operate the City -provided floor machine. e. The Contractor shall ensure that all cleaning solutions have been mixed according to the manufacturer's directions and are appropriate for the floor surface. f. The Contractor shall take the necessary precautions, including the display of "wet floor" signs to ensure that facility users are advised of wet/slippery floors (if cleaning occurs during course of business hours). 2. Clean Carpets and Floor Mats a. The Contractor shall use a carpet vacuum to remove surface soil and embed frit from all areas accessible to the carpet vacuum. b. Chairs, tables and trash receptacles shall be moved to vacuum underneath and then replaced to their original positions. c. The beater bars or brush of the vacuum shall be adjusted to correspond to the pile height of the carpet. d. A tank vacuum with a crevice tool and brush attachment shall be used to clean all areas that are inaccessible to the carpet vacuum. e. The Contractor shall also spot clean the carpet to remove all spots, stains, gum, tar and other foreign substances. f. When spot cleaning carpet, the Contractor shall use a spray foam product and soft bristle brush to agitate the area; any dampness shall be removed by blotting area with a clean soft cloth. g. The City's Representative(s) shall be notified if spot -cleaning effort is not effective. 3. Clean Furnishings a. The Contractor shall spot clean all furnishings (i.e., furniture) such as desks, chairs, cabinets, display cases, counters, tables and other furnishings. b. Furnishings shall be free of dust particles, lint, litter, stains, smudges, fingerprints, gum, tar, grease, marks, streaks and foreign substances. c. Rem on top of the furnishings shall not be disturbed during the cleaning procedure. HARD SURFACE a. The Contractor shall use a sponge, clean cloth and spray bottle of neutral detergent or glass cleaner to clean washable surfaces. b. Glass cleaners shall be used on all glass surfaces. After cleaning, these surfaces shall have a clean uniform appearance, free from streaks, spots and other evidence of removable soil. CLOTH a. The Contractor shall use a lightly treated dust cloth, tank vacuum with dusting attachment, or a combination thereof to clean surfaces. b. When spot cleaning cloth furnishings, the Contractor shall use a spray foam product and a sponge to agitate the area; any dampness shall be removed by blotting the area with a clean soft cloth. c. The Contractor shall notify the City's Representative(s) if spot -cleaning effort is not effective. 4. Empty and Clean Trash Receptacles a. The Contractor shall empty all trash receptacles. b. Liners shall be replaced when soiled or torn; existing liners, which are clean, shall be reused. c. The interior and exterior of trash receptacles will be free of trash, liquids, gum, grease and other foreign substances. Exhibit A-10 d. Those trash receptacles, which are found to contain liquids or other substances, which could be the cause of odors, shall be washed out and dried before new liners are installed. e. The removed trash shall be placed into the dumpster located in the exterior trash enclosure. f. No trash shall be left on the ground around the enclosure. g. The trash enclosure shall remain closed at all times. 5. Clean Kitchen a. All marks, stains, graffiti, dirt, dust, food particles and other foreign substances shall be removed. b. Clean & Disinfect all sinks, appliances and drains. Clean Drinking Fountains a. The Contractor shall use an approved germicidal cleaner, applied from a spray bottle, a clean sponge, small brush or mildly abrasive pad to remove all hard water deposits, obvious soil, steaks, smudges and foreign substances from and polish the drinking fountain and entire cabinet. Clean Restrooms a. Clean & Disinfect Sinks, Toilet, Urinals, Exposed Plumbing i. The Contractor shall use a germicidal cleaner, a clean sponge, abrasive pad, toilet bow mop, clean cloth and cleanser to completely clean and disinfect all exposed surfaces of sinks, toilets and urinals. ii. The cleaning shall include the drying and polishing of all exposed hardware. iii. The interior of toilets, toilet seats and urinals shall be scoured using a bowl mop. iv. After the interior has been scoured, the fixture shall be flushed and the water level followed down with a circular motion of the bowl mop to remove stains and chemical rings. V. After cleaning, the fixtures shall present a clean, bright, shiny appearance. vi. Fixtures shall be free of all visible soils, scales, blood, feces, rust stains, scum, streaks, oily smudges, mineral deposits and other foreign substances. vii. All metal hardware such as flush valves, faucets valves and faucets shall be wiped dry and be free of streaks, spots, stains, etc. viii. Inoperable or broken fixtures shall be immediately reported to the City's Representative(s). ix. Clear Sink, Urinal & Toilet Stoppage X. The Contractor shall attempt to clear all toilets and sink stoppages by use of a plunger or other device. A. If the attempt to clear the stoppages(s) has failed the Contractor shall post an "out of order' sign on the sink, urinal. Or toilet stall door and shall immediately report the stoppage(s) to the City's Representative(s). xii. Where main sewer stoppages occur, the Contractor shall secure/lock the restroom and post an "Out of Order" sign on the restroom door and shall immediately report the stoppage(s) to the City's Representative(s). b. Clean Walls, Partitions, Door Frames & Door Handles i. The Contractor shall spot clean walls, partitions (including the interiors of toilet stalls and doors), door frames and door handles and remove all dirt, cobwebs, graffiti, marks, blood, feces, smears, and other foreign substances. ii. The Contractor shall ensure that water/cleaning fluids are not spilled onto floors or adjacent areas. Exhibit A-11 c. Clean & Disinfect Restroom Floors i. The Contractor shall begin cleaning/disinfecting operation by sweeping floor with dust mop or broom to remove all dirt, dust, trash, particles and other debris. ii. The Contractor shall also remove all feces, blood and vomit. iii. The Contractor shall then thoroughly wet the entire floor utilizing a wet mop, mop bucket and wringer and a germicidal cleaner solution. iv. The solution must be allowed to remain on the floor for three to four minutes and shall then be agitated using a scrub brush or an abrasive pad. V. The cleaning solution shall be removed using a well -wrung mop. vi. After being mopped, the floor shall have a uniform appearance with no streaks, film swirl marks, detergent residue, mop strings, and grout should be free of mold or other evidence of soil. vii. The Contractor shall ensure that there are no splash marks or mop steaks left in fixtures, walls, baseboards, trash receptacles, etc. d. Clean Mirrors i. The Contractor shall remove all soil, streaks, smudges, film and foreign substance, from the mirror surface and frame, using glass cleaning solution and a cloth. ii. Mirror surface shall be polished with a clean, dry cloth so that it presents a uniform, clean appearance. e. Fill & Clean Paper Dispensers i. The Contractorshall refill all paper towel, toilet tissue and other paper dispensers to the proper fill level. ii. The Contractor shall also wipe clean the dispensers and adjacent surfaces with a germicidal cleaner to remove handprints and smudges. f. Fill & Clean Soap Dispensers i. The Contractor shall refill all soap dispensers to their proper fill level, in accordance with manufacturer's instructions. ii. The Contractor shall also wipe clean the dispensers and adjacent surfaces, removing any spills created during the refilling process. iii. The Contractor shall check all dispensers for proper operation and shall report inoperative devices to the City's Representative(s). 8. Clean Exterior Remove Litter a. The Contractor shall collect and remove all litter and debris located in the shrub bed, entrances and patio. b. Litter/debris shall be placed into the dumpster/container located in the exterior trash enclosure. c. No trash should be left on the ground around the enclosure or on top of the enclosure. d. The trash enclosure shall remain closed at all times. 9. Sweep Entryways & Walkways a. The Contractor shall sweep the entryways and walkways to remove all dirt, debris, and litter. b. The Contractor shall ensure that sweeping operations do not pose a hazard to people using the facility. 10. Clean Bleachers Remove Litter a. The Contractor shall sweep and pick up any trash that is left in the bleachers. b. The Contractor will spot mop as needed to remove any spills, stains, debris, or foreign substances. Exhibit A-12 WEEKLYSERVICES 1. Clean Glass Doors, Partitions, Panels, and Windows a. The Contractor shall spot clean glass doors, glass partitions, glass panels and windows. b. The glass surfaces shall be cleaned completely and dried, and shall present a uniform appearance free of all dirt, smudges, fingerprints, graffiti, streaks and foreign substances. c. The Contractor shall dust and spot clean all window frames below 6 feet so that they are free of dust, dirt, grime, streaks, graffiti and other foreign substances. 2. Clean Walls a. The Contractor shall spot clean walls, including light switches to remove all dirt, cobwebs, mold, graffiti, grease, marks, stains, smears, and other foreign substances. b. The Contractor shall ensure that the walls are uniformly clean, that there are no smudge spots on the wall overlaps and that water/cleaning fluids are not spilled onto floors or adjacent areas. 3. Clean Doors, Door Frames and Entrance Glass a. The Contractor shall spot clean doors, including door handles, and door frames to remove all dirt, cobwebs, mold, graffiti, grease marks, smears, mold, and other foreign substances. b. The Contractor shall ensure water/ cleaning fluids are not spilled onto floors or adjacent areas. c. The Contractor shall clean the interior sides of the entrance glass, entrance doors and adjacent windows. d. The surfaces shall be completely cleaned and dried, and shall present a uniform appearance free of all dirt, grime, smudges, streaks and foreign substances. 4. Dust Clocks, Telephones and TVs a. The Contractor shall dust/polish, with atreated cloth, the exterior surfaces of all clocks, telephones and TVs. b. These items shall be free of dust, dirt, smudges and fingerprints. 5. Dust All Furniture and Other Low Surfaces a. The Contractor shall dust low surfaces. b. These items shall be free of dust, dirt, cobwebs and other foreign substances. Dust Ledges and Other High Surfaces. a. The Contractor shall dust ledges and other high surfaces. b. These items shall be free of dust, dirt, cobwebs and other foreign substances. Wash Walls, Partitions, Doors Frames & Door Handles a. The Contractorshall thoroughly and completely wash all walls, partitions (including the interiors of toilet stalls), doorframes and door handles with germicidal cleaner. b. The Contractor shall ensure that the walls and partitions are uniformly clean, there are no smudges, spots on the wall overlaps and that water/cleaning fluid are not spilled onto floors or adjacent areas. c. After washing, the walls, partitions, doorframes and door handles shall present a clean bright, shiny appearance. MONTHLY SERVICES Exhibit A-13 Buff Floors —Tile a. This operation shall take place after the daily cleaning operation has been completed. b. Excessive wax build-up shall not be present on floor, corners or baseboards. c. The Contractor shall take the necessary precautions, including the display of "wet floor' signs to ensure that facility user are advised of wet/slippery floors (if cleaning occurs during course of business hours). SEMI-ANNUAL SERVICES Cleaning Ceiling Vents & Lights Fixtures a. The Contractor shall notify the City's Representatives(s) of burned out light bulbs and missing or damaged ceiling tiles. Restrooms —Strip and Seal Floors a. No wax shall be applied b. The floor shall be free of dirt, dust, mold, streaks, marks, stains, cleaning application residue, watermarks, cleaning equipment marks, splashing and dissolved and finished particles and other foreign substances. c. Walls, baseboards and other surfaces shall be clean and free of watermarks, cleaning equipment marks and splashing. d. The Contractor shall ensure that baseboards, tile fixtures and other equipment are not damaged, disfigured or impaired. e. The Contractor shall take the necessary precautions, including the display of "wet floors" signs to ensure that facility user are advised of wet/slippery floors (if cleaning occurs during course of business hours). ANNUAL SERVICES 1. Clean Glass Doors, Partitions, Panels & Windows a. The Contractor shall thoroughly clean Venetian blinds with a mild detergent, so that they are free of dust, grime and other foreign substances. 2. Clean Ceiling Vents and Light Fixtures a. The Contractor shall clean the gymnasium vents and light fixtures to remove all dirt, particles and cobwebs. b. The Contractor shall notify the City's Representatives(s) of burned out light bulbs. 7. SHADOW OAK RECREATION CENTER Working hours shall be between the hours of 10:00p.m. and 7:OOa.m. Sunday - Thursday (except holidays) DAILY SERVICE — Five (5) days a week (Except holidays) 1. Empty waste containers, wipe clean and reline, if necessary, and remove trash to designated area. 2. Sweep all vinyl floors using the dustless method. 3. Vacuum and spot clean all carpeting. 4. Clean, disinfect and polish drinking fountain. 5. Wash splash marks from wall around drinking fountain. Exhibit A-14 6. Wash entrance doors (both sides) and polish metal. 7. Spot clean doors, door frames, and around light switches, removing all smudges. 8. Dust all furniture, file cabinets, window partition sills, ledges, etc. 9. Wash and polish all counter tops. 10. Spot clean interior windows and sills. WEEKLY SERVICE — Once (1 time) a week 1. Sweep, remove black marks and buff vinyl floors. 2. Clean and disinfect ear and mouthpieces of all telephones 3. Wax executive furniture with furniture polish. 4. Spot Clean walls SEMI-MONTHLY SERVICE —Twice (2 times) amonth 1. Waxvinyl floors with approved applicant. MONTHLY SERVICE — Once (1 time) a month 1. Perform high dusting (i.e. door sashes and tops of partitions). 2. Clean baseboards and kick plates of dust and all marks. 3. Brush down wall and /or ceiling vents. 4. Wash windows (interior and exterior). QUARTERLY SERVICE — once (1 time) every three (3) months 1. Machine stripfloors. 2. Refinish and buff vinyl floors. RESTROOM DAILY SERVICE — Five (5) days per week (except holidays) 1. Clean and wash with disinfectant bowls, urinals, and sinks and replace deodorant as required. 2. Clean and wash with disinfectant both sides of toilet seats. 3. Clean and polish all mirrors and chrome fixtures. 4. Clean and wash with disinfectant Pullman tops, partitions (undersides and tops) and doors. 5. Refill tissue, hand towel, seat cover and soap dispensers. 6. Spot clean walls (including partitions). 7. Empty and wash with disinfectant sanitary napkin containers and replace inserts. 8. Empty waste containers and wipe outside clean. 9. Sweep and mop floors with a disinfectant cleaner. BI-WEEKLY SERVICE — Twice (2 times) a week Pour hot water down floor drain to prevent sewer gases from escaping. Pour hot water down sinks. Exhibit A-15 MONTHLY SERVICE — Once (1 time) a month 1. Brush and wash vents. 2. Wash area around vents. QUARTERLY SERVICE — Once (1 time) every three (3) months 1. Machine stripfloors with disinfectant cleaner. 2. Refinish and buff all floors. 8. PALM VIEW RECREATION CENTER Working hours shall be between the hours of 8:00 p.m. and 6:00 a.m. Monday -Friday (except holidays) DAILY SERVICES 1. Empty waste containers, wipe clean and reline, if necessary, and remove trash to designated area. 2. Sweep all vinyl floors using the dustless method. 3. Vacuum and spot clean all carpeting. 4. Clean, disinfect and polish drinking fountain. 5. Wash splash marks from walls around drinking fountain. 6. Wash entrance doors (both sides) and polish metal. 7. Spot clean doors, door frames, and around light switches, removing all smudges. 8. Dust all furniture, file cabinets, window partition sills, ledges, etc. 9. Wash and polish all counter tops. 10. Spot clean interior windows and sills. WEEKLYSERVICES 1. Sweep, remove black marks and buff vinyl floors. 2. Clean and disinfect ear and mouthpieces of all telephones. 3. Wax executive furniture with furniture polish. (Shall be cleared of miscellaneous articles). 4. Spot clean walls. SEMI-MONTHLY SERVICES Sweep floors. Wax vinyl floors with approved applicant. MONTHLY SERVICES 1. Perform high dusting (i.e. door sashes and tops of partition). 2. Clean baseboards and kick plates of dust and all marks. 3. Brush down wall and/or ceiling vents. 4. Wash windows (interior and exterior). Exhibit A-16 QUARTERLY SERVICES 1. Machine stripfloors. 2. Refinish and buff vinyl floors. RESTROOM DAILY SERVICES 1. Clean and wash with disinfectant bowls, urinals and sinks and replace deodorant as required. 2. Clean and wash with disinfectant both sides of toilet seats. 3. Clean and polish all mirrors and chrome fixtures. 4. Clean and wash with disinfectant Pullman tops, partitions (undersides and tops) and doors. 5. Refill tissue, hand towel, seat cover and soap dispensers. 6. Spot clan walls (including partitions). 7. Empty and wash with disinfectant sanitary napkin containers and replace inserts. 8. Empty waste containers and wipe outside clean. 9. Sweep and mop floors with disinfectant cleaner. BI-WEEKLY SERVICES 1. Pour hot water down floor drain to prevent sewer gases from escaping. 2. Pour hot water down sinks. MONTHLY SERVICES 1. Brush and wash vents. 2. Wash area around vents. QUARTERLY SERVICES 1. Machine strip floors with disinfectant cleaner. 2. Refinish and buff all floors. 9. CORTEZ PARK COMMUNITY & SENIOR CENTER Working hours shall be between the hours of 10:OOp.m. and 7:OOa.m. Monday -Friday (except holidays) DAILY SERVICES 1. Empty waste containers, wipe clean and reline, if necessary, and remove trash to designated area. 2. Sweep all vinyl floors using the dustless method. 3. Vacuum and spot clean all carpeting. 4. Clean, disinfect and polish drinking fountain. 5. Wash splash marks from walls around drinking fountain. 6. Wash entrance doors (both sides) and polish metal. Exhibit A-17 7. Spot clean doors, door frames, and around light switches, removing all smudges. 8. Dust all furniture, file cabinets, window partition sills, ledges, etc. 9. Sweep and wipe down benches in breezeway. 10. Wash and polish all counter tops. 11. Spot clean interior windows and sills. WEEKLYSERVICE 1. Sweep, remove black marks and buff vinyl floors. 2. Clean and disinfect ear and mouthpieces of all telephones. 3. Wax executive furniture with furniture polish (Shall be cleared of miscellaneous articles). 4. Spot clean walls. 5. Disinfect door handles. 6. Remove cobwebs from breezeway. SEMI-MONTHLY SERVICE 1. Waxvinyl floors with approved applicant. MONTHLY SERVICES 1. Perform high dusting (i.e. — door sashes, and tops of partitions). 2. Clean baseboards and kick plates of dust and all marks. 3. Brush down wall and/or ceiling vents. 4. Wash windows (interior and exterior). QUARTERLY SERVICES 1. Machine stripfloors. 2. Refinish and buff vinyl floors. 3. Power wash Breezeway and all main entrances RESTROOM DAILY SERVICES 1. Clean and wash with disinfectant bowls, urinals, and sinks and replace deodorant as required. 2. Clean and wash with disinfectant both sides of toilet seats. 3. Clean and polish all mirrors and chrome fixtures. 4. Clean and wash with disinfectant Pullman tops, partitions (undersides and tops) and doors. Refill tissue, hand towel, seat cover and soap dispensers. Spot clean walls (including partitions). Empty and wash with disinfectant sanitary napkin containers and replace inserts. Empty waste containers and wipe outside clean. Sweep and mop floors with disinfectant cleaner. BI-WEEKLY SERVICES 1. Pour hot water down floor drain to prevent sewer gases from escaping. Exhibit A-18 2. Pour hot water down sinks. MONTHLY SERVICES 1. Brush and wash vents. 2. Wash area around vents. QUARTERLY SERVICES 1. Machine stripfloors with disinfectant cleaner. 2. Refinish and buff all floors. Exhibit A-19 HOLIDAYS Except for the Police Department which requires service 365 days per year, the City will not require janitorial service on those holidays which are observed by the City: New Year's Day - Thanksgiving Day Presidents' Day - Friday after Thanksgiving Memorial Day - Day before Christmas (Christmas Independence Day Eve) Labor Day - Christmas Day Exhibit A-20 SUPPLIES AND EQUIPMENT The Contractor shall provide: all supplies to carry out the cleaning and disinfecting operations within this contract, and shall meet the standards of the Federal Occupational Safety and Health Act and Cal OSHA. The Contractor shall submit a written list of all supplies (i.e. cleaners, disinfectants, floor cleaners, polish and wax) with attached Material Safety Data Sheets (MSDS) intended for use in the buildings for approval by the City of West Covina. Adequate quantities of properly labeled supplies (minimum of two weeks inventory) mustbe on -hand to perform cleaning at all times. Contractor to provide an estimated monthly usage along with an estimated monthly cost of supplies. The City of West Covina shall furnish: paper goods, trash can liners and hand soap. These include kitchen and bathroom paper towels, plastic trash bags (assorted sizes), toilet tissue, sanitary napkins, tampons, toilet seat liners and hand soap. Excepted as otherwise noted in the Scope of Services, the Contractor shall provide: all equipment to carry out cleaning operations. The use of HEPA filter vacuums is a requirement throughout the buildings. Dust mops are to be cleaned and treated prior to each day's use. All equipment listed in Contractor's proposal is to be for daily cleaning requirements. All equipment must be in good working order and ready for inspection. In case of equipment breakdown, Contractor shall ensure that repair or replacement takes no more than 48 hours. Exhibit A-21 QUALITY STANDARDS CLEANING TERMS BUFF: Machine buff with proper brush or pad to maintain floor luster. CARPET CLEANING: Hot water carpet extractor with power head. METHOD: CLEAN: Remove all dirt and marks with approved cleaner. DISINFECTANT: A germicidal cleaner for germ control. DE -SCALING/ Use an approved hydrochloric acid, not exceeding 10% in solution. ACID CLEANING: DUST: Remove all loose dirt and debris. MACHINE STRIP: Remove all surface dirt, stains and wax with warm water, floor cleaner or disinfectant cleaner and dry with vacuum or mop. MOP: Remove all surface dirt and stains with a mop and warm water containing floor cleaner or disinfectant cleaner. POLISH: Machine polish, or rub with dry cloth. REFINISH: Apply proper floor coating (wax or polish or sealer) and buff. SWEEP: Remove all loose dirt and litter with sweeping tool (dustless type) on smooth concrete or tiled floors, on other hard floors, use hair floor brush. VACUUM: Remove all surface and embedded dirt with a suction cleaner. WASH: Remove all dirt, stains and marks with approved cleaner, rinse and dry. SPECIAL NEEDS: Cleaning requests by authorized City personnel, such as cleaning up spills and providing paper goods in restrooms. Exhibit A-22 :�3��_��Ih 110% 1�1�7e1:1r�XN��I�a_tI The following cleaning standards shall be used on a daily basis, and during the quality assurance inspection process to assess the quality of cleaning performance per attribute in the nine major areas identified on the Quality Assurance Form. ENTRANCES Mats and Carnet — Shall be free of spots, stains, gum, dirt and debris without causing damage. They shall appear visibly and uniformly clean. Adjoining walls, doors and floor surfaces shall also be free of dust, soil and cleaner residue. Glass and Metal Surfaces — Shall appear streak -free, film -free and uniformly clean. This shall include the elimination of dust and soil from sills and ledges and AC / heat registers. Corners/Thresholds—Shall be free of dust, dried -soil, crud, finish build-up and debris. These areas shall appear visibly and uniformly clean. This shall include the elimination of cleaner residue and dried -slurry. Floors and Cove Bases — Shall be free of dust, dried -soil, gum, spots, stains and debris. Hard/resilient floors shall have multiple coats of a slip -resistant seal and finish applied that results in a consistent high -shine. Floors shall appear visibly and uniformly smooth and clean. This shall include the elimination of dust streaks, lint, standing water, cleaner residue and film. Walls and Fixtures - Shall be free of dust, dried -soil and soil without causing damage. These surfaces shall appear visibly and uniformly clean. This shall include the elimination of film, streaks and cleaner residue. ELEVATORS Tracks— Shall be free of dirt and debris. Tracks shall appear visibly clean. This shall include the elimination of standing water from wet cleaning procedures. Lights — Shall be free of dust and soil and stains without causing damage. Diffusers shall remain in proper position; they shall appear streak -free, film free and uniformly clean. Walls and Doors — Shall be free of dust, soil, spots and stains without causing damage. They shall appear streak -free, film -free and uniformly clean. Bright metal surfaces shall be polished to a high -shine. This shall include the elimination of polish residue and/or film. Floors. Carpet and Cove Bases — Shall be free of dust, dried soil, soil, gum, spots, stains and other debris. Hard resilient floors shall have multiple coats of a slip resistant seal and finish applied that results in a consistent high -shine. Floors, carpet and cove bases shall appear visibly and uniformly smooth and clean. This shall include the elimination of dust streaks, lint, standing water, cleaner residue, embedded soil and foreign objects. 101 Exhibit A-23 Floors and Cove Bases — Shall be free of dust, dried -soil, gum, spots, stains and debris. Hard/resilient floors shall have multiple coats of a slip -resistant seal and finish applied that results in a consistent high -shine. Floors shall appear visibly and uniformly smooth and clean. This shall include the elimination of dust streaks, lint, standing water, cleaner residue and film. Walls and Fixtures — Shall be free of dust, dried -soil and gum without causing damage. These surfaces shall appear visibly and uniformly clean. This shall include the elimination of film. streaks and cleaner residue. Water Fountains — Shall be free of dust, soil, scale and water spots without causing damage. Bright work shall be disinfected and polished to a streak -free shine. Water fountains shall appear visibly and uniformly clean. This shall include the elimination of film and cleaner residue. STAIRWELLS Rails and Walls — Shall be free of dust, dried -soil and scale without causing damage. These surfaces shall appear visibly and uniformly clean. This shall include the elimination of film, streaks, lint, standing water, or cleaner residue. Steps and Landinas — Shall be free of dust, dried soil, gum, stains and debris. This shall include risers and cove bases. These surfaces shall appear uniformly smooth and clean without leaving dust streaks, lint, standing water, cleaner residue or film. RESTROOMS / SHOWERS / LOCKER ROOMS Maintaining a sanitary restroom / shower / locker room environment that minimizes the possibility of cross -infection, is considered of the highest priority by the department. Sanitation levels shall be closely monitored by inspection, and approved testing methods. Health and Safety Code standards, Title 11, Section 1124. Dispensers— Shall be free of dust, dried -soil, bacteria and soil without causing damage. These surfaces shall appear visibly and uniformly clean and disinfected. This shall include the elimination of film, streaks and cleaner residue. Dispensers shall be refilled when required with proper expendable supply item. Hardware — Shall be free of dust, soil, bacteria and scale without causing damage. Bright work shall appear visibly and uniformly clean, disinfected and polished to a streak -free shine. This shall include the elimination of polish residue. Sinks — Shall be free of dust, soil, bacteria, cleaner residue and soap film without causing damage. They shall appear visibly and uniformly clean, and polished -dry. This shall include the elimination of streaks, embedded soil, film, and water spots. Mirrors— Shall be free of dust and soil. Mirrors and surrounding metal framework shall appear streak -free, film -free and uniformly clean. Toilets and Urinals — Toilets, toilet seats and urinals shall be free of dust, bacteria, soil, Exhibit A-24 organic matter, cleaner residue and scale without causing damage. These fixtures shall appear visibly and uniformly clean, disinfected and polished -dry. This shall include the elimination of streaks, film and water spots. Partitions — Shall be free of dust, soil and graffiti without causing damage. Partitions shall appear visibly and uniformly clean, disinfected and polished -dry. This shall include the elimination of streaks and film. Shower Stalls — Shall be free of dust, soil, bacteria, cleaner residue and soap film without causing damage. They shall appear visibly and uniformly clean, disinfected and polished -dry. Acid wash and scrub if required. This shall include the elimination of streaks, film, embedded soil, and water spots. Waste Containers — Contents shall be removed from waste containers and can liners replaced. Inside and outside of the container shall be cleaned and disinfected. Containers shall appear visibly and uniformly clean. This shall include the elimination of streaks, foodstuff and the presence of an offensive odor emitting from the container. Walls and Doors — Shall be free of dust, soil, spots and stains without causing damage. These surfaces shall appear visibly and uniformly clean/disinfected. This shall include the elimination of film, streaks and cleaner residue. Ceramic walls and wainscots; and metal kick plates, handles and push plates on doors shall also be polished -dry. Floors and Baseboards — Shall be free of dust, soil, gum, stains and debris. Floors shall have multiple coats of a slip -resistant seal/finish applied that results in a consistent shine. Floors and cove bases shall appear visibly and uniformly clean and disinfected. This shall include the elimination of dust streaks, lint, standing water, cleaner residue and film. Air Vents — Shall be free of dust and soil. This also pertains to air distribution units and exhaust vents. They shall appear visibly and uniformly clean. Liaht Fixtures —Shall be free of dust and soil without causing damage. Diffusers shall remain in proper position, and appear streak -free and uniformly clean. OFFICES Furniture and Equipment— Shall be free of dust, dried -soil and soil without causing damage. They shall appear visibly and uniformly clean. This shall include the elimination of cleaner residue, streaks and film. Telephones — Shall be free of dust and soil. They shall be uniformly clean, disinfected and polished -dry. Lamps — Shall be free of dust, dried -soil and soil without causing damage. Lamps shall appear visibly and uniformly clean. This shall include the elimination of streaks, cleaner residue and film. Walls and Doors — Shall be free of dust, dried -soil and soil without causing damage. These surfaces shall appear visibly and uniformly clean. This shall include the elimination of film, Exhibit A-25 streaks and cleaner residue Waste Containers - Contents shall be removed from waste containers and can liners replaced, as required. Inside and outside of the container shall be cleaned and disinfected. Containers shall appear visibly and uniformly clean. This shall include the elimination of streaks, foodstuff and the presence of an offensive odor emitting from the container. Partitions— Shall be free of dust, soil without causing damage. Partitions shall appear visibly and uniformly clean. This shall include the elimination of streaks, film and cleaner residue. Air Vents — Shall be free of dust and soil. This also pertains to air distribution units and exhaust vents. They shall appear visibly and uniformly clean. Floors. Carnet and Baseboards — Shall be free of dust, dried -soil, soil, gum, spots, stains and debris. Hard/resilient floors shall have multiple coats of a slip -resistant seal and finish applied that results in a consistent high -shine. Floors, carpet and cove bases shall appear visibly and uniformly smooth and clean. This shall include the elimination of dust streaks, lint, standing water, cleaner residue, embedded soil and foreign objects. WINDOWS Glass — Shall be free of dust and soil without causing damage. This also applies to adjoining sills, blinds and framework. They shall appear visibly and uniformly clean. This shall include the elimination of streaks, film and cleaner residue. MISCELLANEOUS Kitchenettes— Refrigerators, microwaves, stoves and garbage disposals shall be cleaned and disinfected, free of embedded soil and organic matter. This shall include the elimination of streaks, film and cleaner residue. Sinks shall be free of dust, soil, cleaner residue, soap film, and water spots. This shall include the elimination of foodstuff and removing an offensive odor. Ovens will be cleaned with oven cleaner. Bright work shall be cleaned and polished. Air Vents —Shall be free of dust and soil. This also applies to air distribution units and exhaust vents. They shall appear visibly and uniformly clean. Lioht Fixtures —Shall be free of dust and soil without causing damage. Diffusers shall remain in proper position, and appear streak -free and uniformly clean. JANITORIAL CLOSETS AND STOREROOM Shelves— Shall be free of dust, dried -soil and soil. They shall appear visibly and uniformly clean. Supplies and equipment shall be stocked/organized, neatly on shelves. Janitor Carts — Shall be free of dust, dried -soil and soil. They shall appear visibly and uniformly clean. Supplies and equipment stored on janitor carts shall also be free of dust and soil, and organized, neatly. Walls — Shall be free of dust, dried -soil and soil without causing damage. They shall appear Exhibit A-26 visibly and uniformly clean. This shall include the elimination of film, streaks and cleaner residue. Utility sinks — Shall be free of dust, soil, cleaner residue, and soap film. Utility sinks shall appear visibly and uniformly clean. This shall include the elimination of streaks, embedded soil, film, and water spots. Bright work shall be cleaned, de -scaled and polished. Floors — Shall be free of dust, dried soil, soil, gum, spots, stains and other debris. Hard resilient floors shall have multiple coats of a slip resistant seal and finish applied that results in a consistent high -shine. Floors shall appear visibly and uniformly smooth and clean. This shall include the elimination of dust streaks, lint, standing water, cleaner residue and film. Report any facility issues (repairs needed) to the City of West Covina Public Works Maintenance Division (626) 939-8458. Exhibit A-27 EXHIBIT B FEE SCHEDULE ITE_\I TOTAL PRICE TOTAL PRICE NO. ITEMDESCRIPTION PER'1IONTH PERYEAR 1 CITY EIA T (-149M sq. ft.) $ 2.550.00 $ 30 600.00 LUMP SUM LUMPSUM 2 CITY YARD11LkN-IEN4`NCEOFFICE (m10,350 sq. ft.) $ 750.00 $ 9,000.00 LUMP SUM LUMP SUM 3 POLICE DEPARTMENT AND POLICE FACILITIES (^21,210 sq. ft.) $ 5,150.00 $ 61 800.00 LUMP SUM LUMP SUM 4 CA\fERONCO\L\ILNITYCENTER (-25 520 sq. ft-) $ 3,900.00 S 46,800.00 LUMP SUM LLW SUM 5 SHADOW OAK RECREATION CENTER (-9,630 sq. f1.) $ 2,850.00 $ 34,200.00 LUMP SUM LUMPSUM 6 PAL.%I%TEW RECREATION CENTER (^5,56f1 sq. ft.) $ 1.700.00 $ 20 400.00 LUI" SUM LUMP SUM 7 SENIOR CITIZAENS CENTER (-24,890 sq. ft.) $ 3,400.00 S 40,800.00 LUMP SUM LLW SUM BUHAINGS TOTAL (-112,110 sq. ft.) S 20,300.00 $ 243,600.00 (Per Month Total) (Per Year Total) Exhibit B