CC - Item 4E - Award of Contract for Janitorial Services at Various City FacilitiesROSEMEAD CITY COUNCIL
STAFF REPORT
TO: THE HONORABLE MAYOR AND CITY COUNCIL
FROM: BEN KIM, CITY MANAGER
DATE: MARCH 14, 2023
SUBJECT: AWARD OF CONTRACT FOR JANITORIAL SERVICES AT VARIOUS
CITY FACILITIES
The City of Rosemead utilizes contract services to perform routine janitorial maintenance at
various City facilities, including administration buildings, community centers, and parks. The
scope of services consists of the day-to-day cleaning of the listed City facilities including dust
removal, cleaning of restrooms and floor surfaces, the removal of trash, and other cleaning
services to maintain the facilities. The existing agreement with Base Hill is set to expire on
March 31, 2023. A Request for Proposals (RFP) was released by staff on February 2, 2023, and
on February 23, 2023, the City received four (4) proposals for Janitorial Services. Staff has
reviewed the proposals for completeness, understanding of the scope of work, experience, and
cost. Staff is requesting that the City Council authorize the City Manager to execute an
agreement with Lincoln Training Center for Janitorial Services.
The City's Janitorial Services Contractor performs maintenance at various City facilities,
including administration buildings, community centers, and parks. The contractor is responsible
for daily maintenance at the following facilities:
• Administration Buildings: City Hall, Public Safety Center, Public Works Yard
• Community Centers: Garvey Community Center and Rosemead Community Recreation
Center
• Parks: Jess Gonzalez Sports Complex, Garvey, Rosemead, and Sally Tanner, Zapopan
Park
In addition to the day-to-day cleaning, the contractor provides periodic cleaning services that
include window, carpet, duct vent, high surface dust and fixtures, deep restroom cleaning, and
hard surface floor cleanings to maintain the cleanliness and appearance of all facilities. The
contractor is responsible for supplying all staff and materials necessary to provide the janitorial
AGENDA ITEM 4.E
City Council Meeting
March 14, 2023
Page 2 of 4
services as described, as well as all consumable products (i.e. toilet paper, paper towels, etc.) for
all facilities that are serviced under this contract. Since 2020 Base Hill has provided additional
cleaning and disinfecting measures as requested by the city to reduce the potential risk of
exposure and spread of COVID-19. Additional COVID cleaning services were not requested
within the scope of services for the recently released RFP due to staff anticipating that Los
Angeles County would be lifting their emergency order. On February 28, the Los Angeles
County Board of Supervisors voted unanimously to end its COVID-19 emergency health order
on March 31, 2023.
An RFP for Janitorial Services for Various City Facilities was released on February 2, 2023, via
the City's website and PlanetBids. On February 13, 2023, a mandatory pre -proposal meeting and
facility walk-through were attended by four (4) interested firms. On February 23, 2023, the City
received four (4) proposals via PlanetBids. Staff reviewed each proposal for completeness,
understanding of the scope of work, experience, and cost. Janitorial Vendor, Pink Panther
Cleaning Service, has been deemed unresponsive due to their submitted proposal being
incomplete. Included below is a summary of all proposals received, organized by total annual
cost:
Staff performed a comprehensive evaluation of the proposals based on compliance with the RFP
requirements including experience, understanding of scope of services, approach, and cost.
Based on the evaluation, it was determined that Lincoln Training Center submitted the most
qualified proposal demonstrating a firm understanding of the scope and substantial relevant
experience providing services to municipalities. Despite being the lowest bidder, Genesis
Staffing Firm, was not considered to be the most qualified bidder because the firm did not
provide a clear approach and method to managing and delivering services and had the least
amount of relevant experience.
Genesis Staffing
Lincoln
Pink Panther
Cleaning Service
Platinum
Firm
Training Center
(Deemed
Cleaning
Firm
Moreno Valley, CA
South El Monte,
Unresponsive)
Sherman Oaks,
CA
Los Angeles, CA
CA
Annual Cost
Year 1
$197,771
$313,583
N/A
$425,426
Annual Cost
Year 2
$204,838
$331,048
N/A
$450,951
Annual Cost
Year 3
$212,160
$349,520
N/A
$478,008
Staff performed a comprehensive evaluation of the proposals based on compliance with the RFP
requirements including experience, understanding of scope of services, approach, and cost.
Based on the evaluation, it was determined that Lincoln Training Center submitted the most
qualified proposal demonstrating a firm understanding of the scope and substantial relevant
experience providing services to municipalities. Despite being the lowest bidder, Genesis
Staffing Firm, was not considered to be the most qualified bidder because the firm did not
provide a clear approach and method to managing and delivering services and had the least
amount of relevant experience.
City Council Meeting
March 14, 2023
Page 3 of 4
Lincoln Training Center (LTC) has provided janitorial services for more than fifty-nine (59)
years and currently services over 35 custodial customers throughout the state. LTC has
experience servicing business, commercial, and municipal clients such as the City of Clovis, City
of Fresno, City of Montebello, City of Sacramento, County of Los Angeles, and the County of
Yolo.
Upon Council approval, the City Manager will enter into a contract with LTC to provide
janitorial services for a three-year term, with an option to extend the contract for two (2)
additional one-year periods. It is anticipated that the new contract will begin on April 1, 2023.
STAFF RECOMMENDATION
It is recommended that the City Council:
1. Authorize the City Manager to execute an agreement with Lincoln Training Center for
Janitorial Services for Various City Facilities for a three-year term with the option to
extend for up to two (2) additional one-year periods. The total annual compensation for
the contract term is as follows:
First Year (April 1, 2023 — March 31, 2024): $313,583
Second Year (April 1, 2024 — March 31, 2025): $331,048
Third Year (April 1, 2025 — March 31, 2026): $349,520
FISCAL IMPACT
The funding for Janitorial Services at City Facilities is included in the approved Fiscal Year
2022-23 budget.
STRATEGIC PLAN IMPACT
None.
ENVIRONMENTAL REVIEW
This item is not defined as a project under the California Environmental Quality Act (CEQA);
therefore, the proposed plan is not subject to CEQA.
PUBLIC NOTICE PROCESS
This item has been noticed through the regular agenda notification process.
City Council Meeting
March 14, 2023
Page 4 of 4
Prepared by:
: D w<:A:: (2
anielle Gakia
Public Works Fiscal and Project Manager
Submitted by:
Michael Chung, P.E.
Director of Public Works
Attachment A: RFP No. 2023-02
Attachment B: Lincoln Training Center Proposal
Attachment C: Draft Agreement for Services
Attachment A
RFP No. 2023-02
CITY OF ROSEMEAD
REQUEST FOR PROPOSALS NO. 2023-02
JANITORIAL SERVICES FOR VARIOUS CITY FACILITIES
SUBMITTALS:
Four (4) bound copies of the proposal and one (1) electronic PDF file of the proposal on a
thumb drive in sealed envelope(s) must be received by the City of Rosemead's City Clerk's
Office by:
no later than 10:00 am Thursday February 23, 2023
or
Electronic proposal submittal through the City of Rosemead Vendor Portal hosted by PlanetBids
at: https://pbsystem.planetbids.com/portal/54150/portal-home
Proposals submitted through PlanetBids Vendor Portal shall be submitted no later than
February 23, 2023 at 10:00 am
CONTACT PERSON:
Danielle Garcia
City of Rosemead
8838 E. Valley Boulevard
Rosemead, California 91770
(626) 569-2127, dgarcia@cityofrosemead.org
PROPOSALS RECEIVED AFTER THE TIME AND DATE STATED ABOVE SHALL NOT BE
CONSIDERED. FACSIMILE AND E-MAIL PROPOSAL WILL NOT BE ACCEPTED.
Please direct any questions or concerns regarding this RFP to Danielle Garcia, Public Works
Fiscal and Project Manager via email: dgarcia(d,)cityofrosemead. org or the City's PlanetBids
Vendor Portal by February 13, 2023, at 5:00 pm. Answers to submitted questions will be posted
on the City's website and Planetbids by February 16, 2023.
This RFP is posted on the City's website.
Please review the requirements of the RFP and submit your proposal by the date specified.
Issued by:
Danielle Garcia, Public Works Fiscal and Project Manager
City of Rosemead
Page 1
CITY OF ROSEMEAD
REQUEST FOR PROPOSALS
FOR
JANITORIAL SERVICES FOR VARIOUS CITY FACILITES
A. OBJECTIVE
The purpose of this Request for Proposals (RFP) is to select the most -qualified Contractor
to provide general janitorial and custodial maintenance services for City administrative,
recreation, and park facilities. A list of the facilities, product specifications, and bid cost
forms for the required work are included as attachments to this request for proposals.
B. BACKGROUND OF THE CITY
The City of Rosemead is an urban suburb located in the San Gabriel Valley, 10 miles east
of downtown Los Angeles. It is bounded on the north by the cities of Temple City and San
Gabriel, on the west by Monterey Park, Alhambra, and the unincorporated Los Angeles
County community of South San Gabriel, on the south by Montebello, plus by EI Monte
and South EI Monte on the east. The City is 5.5 square miles (2,344 -acres) in size.
According to the 2020 Census, the City had a population of 51,185.
C. SCOPE OF SERVICES
The purpose of this Request for Proposals (RFP) is to select a Contractor to provide
janitorial services in accordance with the terms of this RFP. The Contractor's proposal
must address how the indicated services will be delivered. The Contractor shall provide,
at its expense, all labor, materials, equipment, tools, services, and special skills
necessary to provide janitorial maintenance services.
It is understood that all tasks and services, as noted in the bid cost forms (Attachment A),
are to be conducted according to the sheet details for each facility. Services are to be
performed on a daily or near daily basis, unless specified as a weekly, monthly, quarterly,
bi-annually, or annually service as listed in the cost sheets.
The term of the contract shall be for a period of three (3) years, with an option for renewal
for two (2) additional one-year extensions, based on the Contractors performance. The
City reserves the right to unilaterally terminate the contract at any time upon thirty (30)
days written notice to the contractor.
New additional buildings/facilities, as developed or assumed by the City, may be added
to the maintenance contract. Such additional scope of work will be considered change
orders to the initial contract, and the value will be based on unit prices provided in
Attachment A, if applicable, and/or negotiated between the two parties of the contract.
Project tasks shall include, but are not necessarily limited to the items noted below
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1. FACILITIES TO BE MAINTAINED
Janitorial services are to be provided at the identified facilities in Table 1. The facilities
consist of general office space, breakrooms, conference/community rooms,
recreational buildings, kitchen facilities, and restrooms. A map of City facilities and
facility descriptions is provided as Attachment C.
Table 1
Facility Total Square Feet Cleanings Per Week Map
(Approximate)' Reference
City Hall 18,000 5 Days/Week (M -Th, Sun) 3
Community 18,000 7 DaysNVeek (M -Su)
Recreation Center
Garvey Community Center 20,000 7 Days/Week (M -Su)
Garvey Park
5,700
Garvey Park Recreation Office
3,500
Garvey Park Maintenance
See Note 2
Room_
Garvey Park Restroom
See Note 2
Gymnasium
5,700
Snack Bar Building —
See Note 2
5 Days/Week (M -F)
2 Days/Week (M and W)
7 Days/Week (M -Su)
7 Days/Week (M -Su)
7 Days/Week (M -Su)
4
8
5
5
5
Restrooms
Splash Zone —Pool Facility See Note 2 7 Days/Week (M -Su) 5
(May through Sept)
Rosemead Park 2
Recreation 3,500 2 Days/Week 2
Build ing/Preschool/Restroom
Snack Bar Building - See Note 2 7 Days/Week (M -Su) 2
Restrooms
Rosemead Aquatic Center
5,700
7 Days/Week (M -Su)
Rosemead Park Staff
See Note 2
1 Day/Week
Restroom
Public Safety Center
4,000
7 Days/Week (M -Su)
Sally Tanner Park
See Note 2
7 Days/Week (M -Su)
Zapopan Park
Jess Gonzalez Sports
See Note 2
See Note 2
2
7
7 Days/Week (M -Su) 6
7 Days/Week (M -Su) 10
Complex
Public Works Yard 3400 3 Days/Week (Tu, Th, Su) 9
_.__ -_
L Contractor acknowledges that square footage approximations above are estimates and that
it is the responsibility of the Contractor to verify square footage noted for each location.
2. Square footage shall be determined by the Contractor during the mandatory pre-bid meeting
and facility walkthrough.
Page 3
2. SCHEDULE OF CLEANING
a. Daily Cleaning Services
i. Solid Waste Collection and Removal. All trash, recycling, and organics
receptables within workspaces and common areas shall be emptied into
appropriate separate bins and returned to their original locations. Any
soiled or torn plastic trash receptacle liners shall be replaced.
Waste materials shall be collected in plastic bags. The Contractor shall
pick up any trash that may fall onto the facility floors, countertops,
cabinets, etc. or on public grounds during the removal of trash and
recyclable materials. Tied plastic bags of trash and organics materials
shall be deposited into the nearest, City provided, exterior waste
collection point (blue container for trash and brown container for organic
food waste). Recyclable materials shall be deposited into an exterior
waste collection point (white container for recyclables) as loose
materials and not within a plastic bag. The City's solid waste hauler
does not accept plastic bags within the recyclables waste stream.
The City's solid waste hauler currently accepts plastic bags within the
brown — food waste only carts. Exterior organic food waste collection
carts are located at three facilities: City Hall, Garvey Center, and the
Public Works Yard. If the waste hauler should no longer accept plastic
bags within the brown cart, Contractor agrees to no longer deposit
plastic bags within the cart and coordinate with City on how to best
modify the collection of organics from city facilities.
ii. Floor Cleaning. Cleaning of carpet and hard surface floors shall be
conducted at each location and date of service as stated on the provided
cost sheets (see Attachment A). Regular services may include
vacuuming carpet and sweeping and mopping hard surface flooring. All
mops and buckets used in mopping operations need to be segregated
and color coded to the area of the facility for which they are designated.
Separate mops need to be used in restrooms, kitchens, and common
areas. The mop identification system shall be done conspicuously and
obviously. No mops or mop buckets shall be used in an area for
which they are not designated.
iii. Restroom Cleaninq. After service, the restrooms must be clean, sanitary
and free of odors. Additionally, the restrooms must be stocked with
sufficient paper supplies and soap to last until the next service. The
following tasks shall be performed at a minimum to accomplish these
results:
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1) Clean and disinfect all surfaces of toilet bowls, urinals, lavatories,
showers, dispensers, mirrors, chrome surfaces, and other such
surfaces using a germicidal detergent.
2) Disinfect all surfaces of partitions, stalls, stall doors, and wall areas
adjacent to wall -mounted lavatories, urinals and toilets.
3) De -scale toilet bowls and urinals. After de -scaling, the entire surface
shall be free from streaks, stains, scale, scum, mineral deposits, and
rust stains. Sweep and mop floors. All floor drains should be flushed
not less than one time per week. NOTE: No hosing of any restroom
floors shall be done, including parks.
o Specifications for products are included in the Attachment B.
iv. Low Surface Cleaning
1) Dust removal and fixture cleaning — Low Dusting is the removal of all
dust, lint, litter, and dry soil from the surfaces of desks, chairs, file
cabinets, book shelves, tables, and other types of office furniture and
equipment from horizontal ledges, window sills, window coverings,
hand rails, etc., to a line up to TO" above the floor including vent grills
within these limits. A level of care shall be taken to complete dust
removal services without disturbing personal work areas.
2) Glass/mirror regular cleaning — regular glass cleaning is to be
performed daily and includes spot cleaning all glass desk tops, walls,
partitions, interior office windows, interior and exterior door glass
(and areas directly connected to such), display cases, directory
boards, draft shields on windows, mirrors and adjacent trim. After
glass cleaning, there shall be no traces of finger prints or smudges.
3) Clean All Fixtures (i.e. drinking fountains, counters, etc.). After
cleaning, all fixtures shall be free from streaks, stains, spots,
smudges and other obvious soil.
4) Kitchens — Some facilities have kitchenettes and two facilities have
full kitchens. On each site visit, kitchen counters and sinks shall be
wiped free of debris, trash shall be removed and floors shall be
tended to as described above in Section 2.a.ii. Sinks and faucets
shall be cleaned as described in Section 2.a.iv.3.
5) Clean Walk -off Mats. Carpet -type entrance mats shall be vacuumed
to remove soil and grit. Rubber or polyester entrance mats shall be
swept, vacuumed, or hosed down outside to remove soil and grit.
Soil and moisture underneath entrance mats shall be removed and
mats returned to their normal location.
V. Miscellaneous Tasks
1) Notification of burnt out or non-functioning lamps, light bulbs and
tubes, and of electrical issues. Contractor shall visually inspect the
area at each cleaning service and provide a list of deficient items to
the City whenever issues are found.
2) Visual Inspection/Reporting of deficiencies/damage/etc. Contractor
and employees shall report to City Staff any deficiencies, hazardous
Page 5
conditions, damage, graffiti, etc. that is encountered throughout
provision of services within 24 hours.
3) Turn off all lights to offices and areas with manual switches after
servicing.
4) If the City's Facilities Supervisor, or designee, reasonably
determines that a significant aspect of a required service was not
adequately performed, the Contractor will be required to return to the
affected facility within one (1) hour of notification to complete the
service or correct the deficiency.
5) Any other janitorial -related service that is determined to be
necessary and urgent for health/safety concerns shall be addressed
within three hours of notification by City to Contractor. Additional
charges will be allowed based on agreed upon hourly rates.
b. Periodic Cleaning Services
The following periodic cleaning Services shall be provided on a frequency as noted
in the cost forms for each facility in Attachment A. The actual dates for all Periodic
Cleaning Services shall established at the beginning of each contract year (April
15t) by written notice of proposed schedule for the next upcoming fiscal year. Once
approved by City staff, the contractor must submit in writing any requests to deviate
from approved schedule.
High Surface Cleanings
1) High Cleaning. High Cleaning tasks shall be scheduled and
accomplished as noted in Attachment A, for each building as a
supplement to general cleaning services. These services consist of high
dusting and cleaning of ventilator registers.
2) High Dusting. Removal of all dust, lint, litter, spider webs, etc., from all
walls, sills, ledges, furnishings, ceilings, etc., TO" above the top of the
floor surface to the ceiling. All window blinds, where installed, are also
included in high dusting.
3) Clean Ventilator Registers. After cleaning, the registers will be clean
and un -streaked and the surrounding wall and ceiling areas shall be free
of dirt, dust, grime, etc.
4) Glass Cleaning. Thorough interior and exterior glass cleaning shall be
scheduled and accomplished as noted in Attachment A, for each
building on a schedule submitted by the Contractor and approved by the
City. This includes all glass, including windows regardless of height,
skylights, etc.
Floor Waxing. All appropriate hard surface floors shall be waxed/buffed
according to the approved annual schedule as established each year in
July.
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1) For floors that require waxing, the old wax must be stripped and the floors
must be sealed from the floor before the new wax is applied
2) Waxing/buffing includes combination techniques of dry buffing, spray
buffing, stripping, and waxing to achieve required results.
3) Floors must be cleaned thoroughly before waxing and buffing. Upon
completion of waxing/buffing, all wax, dust, other residues shall be
removed and walls, coving, baseboards, and other furnishings in and
around the area shall be cleaned and free from residue related to this
activity. All furnishings shall be returned to proper positions.
4) Tile Floor Cleaning shall include cleaning grout lines. Grout lines shall be
cleaned and maintained on a scheduled and accomplished as noted in
Attachment A, for each building. Grout lines shall also be resealed
quarterly.
5) Some floors in some facilities are no -wax floors and shall be cleaned
according to the specifications provided by project manager.
iii. Carpet Shampooing. All Carpets shall be cleaned and shampooed during
the final week of the calendar year (in general between the dates of
December 26 — December 31), and for some facilities additional cleanings
may be called for which should be set in the schedule that will be submitted
each April 1st. Seasonal facilities may require alternate dates.
A combination of techniques, including steam and wet/dry solution cleaning,
may be used to achieve the required results. After shampooing, all
solutions shall be vacuumed from the carpet surfaces and removed from
the walls, coving, baseboards, and other furnishings in and around the area
shall be cleaned. All furnishings shall be returned to their proper locations.
Upon completion of cleaning and shampooing all carpets, all walls, coving,
baseboards, and other furnishings in and around the area shall be cleaned
and free from residue related to this activity.
Additional carpet cleanings shall be provided for the agreed upon price per
the submitted quote, if/when requested.
3. CONSUMABLE PRODUCT COST
Required as part of this proposal is a cost for all consumable items for cleaning
and restocking. The City elects to include the provision of these consumable items
in the contract with the chosen company. Prices should be considered carefully to
ensure that adequate funding will be included in the Contractors proposed costs.
a. Consumable products to include:
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• Deodorized Urinal Screens
• Germicidal detergent
• Urinal Cartridges for Waterless Urinals
• Hand Soap
• Paper Towels
• Toilet Paper
• Toilet Seat Covers
• Floor Treatment (Full Court)
4. SCHEDULE/ WORKING HOURS
Contractor shall provide to the City an annual schedule, showing the
estimated times for daily performance at each facility, as well as dates and
times for required periodic cleanings by facility.
Working hours shall vary by location (see included Facility Descriptions).
Cleaning shall not be scheduled earlier than thirty (30) minutes after the end
of normal business hours of any facility and must be completed before the
start of each business day as posted at each facility. Standard operating
hours for all facilities are included in the enclosed facility descriptions.
These times are provided for information only and may be subject to
change.
C. The contractor shall monitor the City website, and work with City staff, to
ensure that daily and periodic cleaning is not performed during scheduled
City meetings. Example; no cleaning shall occur at City Hall during Council
Meetings which are held every second and fourth Tuesday evening. These
meetings begin at 7:00 pm and can sometimes last until 12:00 am.
The Contractor shall maintain a schedule for all additional services for each
facility including floor cleaning, waxing, carpet cleaning, window washing
and any other cleaning operation. A report shall be submitted monthly
describing the additional services that were completed, including the
location and the date of service.
e. In the event an evening meeting or event is being conducted in a facility,
the Contractor shall be responsible for proper cleaning of the used area,
provided the meeting ends by midnight. All cleaning shall be completed
before the start of next normal business day.
A standing weekly meeting shall be scheduled at the contractor's
convenience to review the performance and to discuss any issues with the
contractor. The contractor's project manager shall be present at all weekly
meetings. When deemed necessary, the City may require additional
meetings with the contractor's management.
Page 8
g. Should any City facility become inactive or have an altered schedule for a
period of seven (7) days or more, the City may request, in writing, an
interruption of custodial services. The City shall specify, in writing, the
duration of the interruption and request services to cease. Upon the
interruption of services, the City shall not be invoiced for services not
rendered.
5. PERFORMANCE STANDARDS
a. It is the objective of the City to obtain full cleaning performance in
accordance with the terms of this RFP and ensuing contract, at the highest
quality standards of work. All work is to be performed in a professional,
workmanlike manner using quality equipment and materials to achieve the
desired standards, resulting in all identified premises being maintained with
a crisp, clean appearance.
b. City staff shall contact the Contractor by telephone, fax, or email to notify
them of performance issues. City staff shall also notify the Contractor of
written complaint(s) received from building occupants. Complaints
regarding performance or character of the Contractor's employees shall be
mitigated immediately by the Contractor. Contractor shall provide City with
a contact number to reach a representative of company at any time.
C. City staff will maintain a file of incoming complaints whether they are
delivered in writing, orally, or by telephone. This file shall contain the date,
time, building, name and phone number of the person making the complaint,
and a copy of the notification letter and email or fax record of delivery.
d. Achieving the desired performance standards require that any identified
problems with contractor performance be responded to in a timely manner.
Major problems require immediate attention and shall be responded to and
corrected within two (2) hours. Examples of major problems include but are
NOT limited to: Toilets not being cleaned, insufficiently stocked paper
products in large areas, offices not cleaned, trash not removed,
Organics/Recycling/Trash deposited in the incorrect exterior bins,
employees not wearing an ID and/or uniform, and any other problems,
identified by the City's project manager that is deemed to hinder the
operations of any City facility.
Minor problems require correction during the next normal cleanup day and
may include but are NOT limited to: A trash can that is not emptied, a small
area not vacuumed, or toilet paper being out in one stall.
A continuous and persistent record of complaints orfailure by the Contractor
to respond to specific complaints as stated above, as well as preventing
continuing occurrences of such complaints may result in deductions of
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invoiced payments as liquidated damages as outlined below.
e. Failure to clean an entire building or site shall result in a separate deduction
for nonperformance. After three (3) occurrences of nonperformance within
a 12 -month period, the City, at its discretion, may begin default proceedings.
No new work of any kind shall be considered an extra unless a separate
estimate is given for said work and the estimate is approved in writing by
the City before the work is commenced. The Contractor will be required to
provide before and after photographs of safety items or emergency repairs
which, out of necessity, were made without prior City approval.
Contractor billing shall be done on a timely basis. The successful bidder
shall submit monthly invoices for work completed in the previous month.
Liquidated Damages - Failure of the Contractor to respond to reported
problems within the time limits established above shall result in the following
deductions from invoiced payments:
Major problems not responded to within the established time limits will
result in a deduction of 10% of the monthly cost of cleaning the entire
building;
ii. Minor problems not responded to within the established time limits will
result in a deduction of one (1) day's cost of cleaning for the entire
building experiencing the problem;
iii. Nonperformance, (constitutes an entire facility not cleaned for one or
more scheduled cleanings) deductions shall be equal to 100% of the
monthly charge for the missed facility;
iv. Continued reporting of major and minor compliance failures of 5 or
more for any month will result in a 10% deduction of the total monthly
contract cost, regardless of the timeliness of the corrections;
v. Inspection reports (completed by City staff) for a one-month period will
be reviewed at the first meeting of the following month. Should these
inspection reports indicate an overall unsatisfactory rating for the prior
month; the City may impose a 10% deduction of the total monthly
contract cost on the next payment.
6. CONTRACTOR PERSONNEL REQUIREMENTS
Contractor shall furnish to the City a list of any and all personnel assigned
to this contract and who will be working in any City facilities. This list shall
be updated immediately with any changes and remain current at all times.
Only persons officially employed by the contractor shall be permitted within
City facilities. No persons who are not employed by contractor shall
Page 10
accompany the contractor or any employee of the contractor during the
provision of services under this agreement. Violation of this term will be
grounds for termination of contract.
b. Contractor shall furnish, at their expense, a background investigation of all
personnel assigned to this contract. The background investigation may
either be furnished by the contractor or completed by the City at the
expense of the contractor.
C. All personnel shall be identified by a uniform of the contractor. Uniform may
be as simple as a shirt bearing the name of contractor. Additionally, all
personnel must carry an identification card identifying them as an employee
of contractor at all times while in a City facility.
d. Each crew of workers, which is defined as an individual or group of
employees of contractor working without supervisory personnel present,
shall include at least one individual who speaks the English language
proficiently.
7. FACILITY ACCESS
Contractor and its employees will be self-reliant to access each of the City's
facilities to perform services. This will include the City providing to Contractor all
necessary:
• Keys
• Door Codes
• Alarm Codes
These items are property of the City and are loaned to Contractor only during the
period of this contract. Contractor will be responsible for all items once issued by
the City. The City will charge contractor a sum of $100 for the replacement of any
lost keys. Any lost keys must be reported to the City within 24 hours.
Contractor will be provided training on the alarm systems operations at all facilities.
Once trained, it will be the responsibility of the contractor to ensure that all staff
are utilizing alarm systems properly. Contractor will be responsible for any false
alarms caused by improper use of alarm systems and may be liable for liquidated
damages.
Contractor shall secure all facilities, including locking all exterior doors and
setting all alarms, at completion of services.
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D. PROPOSAL SUBMISSION
Electronic or Hardcopy proposals will be accepted as follows:
Hardcopy Proposal Submittals:
Four (4) bound copies and one (1) electronic PDF file on flash drive or CD of the
proposal in sealed envelope(s)
Hardcopy proposals shall be addressed to:
City of Rosemead -City Hall
City Clerk's Office
8838 E. Valley Blvd.
Rosemead, CA 91770
Attn : Ericka Hernandez, City Clerk
Electronic Proposal Submittals:
Electronic proposal submittal through the City of Rosemead Vendor Portal hosted by
PlanetBids at: https://pbsystem.planetbids.com/portal/54150/portal-home
Proposal submittal due date is:
February 23, 2023, at 10:00 a.m.
Late proposals will not be accepted.
E. CONTRACTOR SELECTION SCHEDULE
Release of Request for Proposals:
Mandatory Pre -Bid Meeting and Walkthrough:
Deadline to Submit Questions:
Response to Questions:
Proposals Due:
Tentative City Council Award:
First Day of Contract Service:
February 2, 2023
February 13, 2023
February 14, 2023
February 16, 2023
February 23, 2023
March 14, 2023
April 1, 2023
F. STANDARD CITY CONTRACT AND INSURANCE REQUIREMENTS
City's Draft Services Agreement is provided as Attachment D. Please review and
provide any comments you have. City does not guarantee that any revisions to
contract will be accepted.
Page 12
G. PERFORMANCE BOND
The selected contractor shall provide a performance bond in the amount of the
contract, as specified in the attached Draft Services Agreement.
H. EVALUATION PROCESS & CONSULTANT SELECTION METHODOLOGY
Proposals will be evaluated on the basis of the response to all provisions of this RFP.
The City of Rosemead may use some or all of the following criteria in its evaluation and
comparison of the proposals submitted. The criteria listed below are not necessarily an
all-inclusive list. The order in which they appear is not intended to indicate their relative
importance:
1) Responsiveness to the Scope of Services
2) Approach and methods for managing the contract and delivering services.
3) Previous Experience with Governmental/Institutional Client and
References/Previous Performance
4) Qualifications to Provide Service
5) Cost
I. PROPOSAL SUBMITTAL FORMAT
Proposal shall be submitted in the format specified below:
Cover Letter
A cover letter should summarize key elements of the proposals. The letter must be
signed by an individual authorized to bind the contractor. The letter must stipulate
that the proposed pricing shall be valid for a minimum of three (3) years. Indicate the
address and telephone number of the contractor's office located nearest to
Rosemead, California, and the office from which the contract will be managed.
Contract Organization and Staffing
Describe your approach and methods for managing the contract. Provide an
organizational chart showing all proposed contract team members. Describe the
responsibilities of each person on the contract team. Identify the Contract Manager
and the person(s) who will be the key contact(s) with the City of Rosemead. Indicate
how many hours (aggregate hours of all cleaning staff on site) will be devoted to the
contract by task at each location. Please include resumes for key members of the
contract team with particular emphasis on their experience and professional affiliation.
Related Experience
Describe recent, directly related, public agency experience. Include on each listing
the name of the agency; description of the work done; primary agency contact,
address and telephone number; dates for the contract; name of the contract director
Page 13
and/or manager and members of the proposed contract team who worked on the
contract, as well as their respective responsibilities. At least three company
references should be included. For each reference, indicate the reference name,
organization affiliation, title, complete mailing address, and telephone number. The
City of Rosemead reserves the right to reference check any and/or all of the
organizations or individuals listed.
Cost Data
The provided bid cost forms (Attachment A) must be completed and submitted
electronically for all listed facilities/parks for which janitorial maintenance services
are required as part of a complete submission.
Addenda Acknowledgement
If any Addenda is issued by the City, they shall be acknowledged in this section.
J. MANDATORY PRE -PROPOSAL MEETING AND FACILITY WALKTHROUGH
All parties submitting proposals are instructed to attend a mandatory pre-bid meeting
and facility walkthrough. The meeting is scheduled for Monday. February 13, 2023,
at 9:00 a.m. at Rosemead City Hall Council Chambers, 8838 E. Valley Boulevard,
Rosemead, CA 91770. Present at this meeting will be representatives of the City of
Rosemead Public Works Department.
The purpose of this meeting is to familiarize contractors with the scope of work and
facilities where this work will be performed, and to answer any questions which may
arise prior to submitting proposals. A guided walkthrough of the main City facilities
will be provided at that time as well as an example of a typical parks facility. Proposers
will also be encouraged to visit any and all remaining facilities during business hours
included in the attachments. Attendance at this meeting and walkthrough is
MANDATORY for those wishing to submit proposals. Failure to attend the pre-bid
meeting and walkthrough shall result in the disqualification from the RFP process.
K. PROTEST PROCEDURES
This section sets forth the protest remedies available with respect to the RFP. Each
prospective consultant, by submitting its Proposal, expressly recognizes the limitation
on its rights to protest contained herein, and expressly waives all other rights and
remedies. Each prospective consultant agrees that the decision on any protest, as
provided herein, will be final and binding on the protestant.
All protests and related statements described in this section shall be submitted to:
City of Rosemead -City Hall
8838 E. Valley Blvd.
Rosemead, CA 91770
Attn: Ericka Hernandez, City Clerk
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L. DEBRIEFING
Proposers who submit a proposal in response to the RFP shall be notified in writing
when the proposer was not selected to receive further consideration.
M. PUBLIC RECORDS ACT
Proposals may be subject to public disclosure under the California Public Records Act
and other public records laws, and by submitting a proposal, the proposer waives all
rights to confidentiality of any information submitted in the proposal and agrees to any
and all such disclosures required or permitted by law. Proposals become the property
of the City when submitted and by submitting a proposal, the proposer agrees that the
City may use any information, documentation or writing contained in the proposal for
any the City purpose.
N. PRE -CONTRACTUAL EXPENSES RESPONDING TO THE RFP PREPARATION
The City is not be liable for any pre -contractual expenses incurred by any proposer or
by any selected consultant. Each proposer shall protect, defend, indemnify, and hold
harmless the City from any and all liability, claims, or expenses whosever incurred by,
or on behalf of, the entity participating in the preparation of its response to this RFP.
Pre -contractual expenses are defined as expenses incurred by proposers and the
selected consultant, if any, in:
• Preparing and submitting information in response to this RFP
• Negotiations with the City on any matter related to this procurement
• Costs associated with interviews, meetings, travel, or presentations
• All other expenses incurred by a proposer/consultant prior to the date of award
and a formal notice to proceed.
The City reserves the right to amend, withdraw and cancel the RFP. The City reserves
the right to reject all responses to this request at any time prior to contract execution,
or only award a partial
ATTACHMENTS:
Attachment A — Bid Cost Forms
Attachment B — Product Specifications
Attachment C — Map of City Facilities and Facility Descriptions
Attachment D — Professional Services Agreement Template and Insurance
Requirements
Page 15
ATTACHMENT A
(SEE EXCEL FILE)
RESTROOM CONSUMABLE PRODUCTS —
SPECIFICATION
The following items are specified for use as the consumables for the Restrooms.
Contractor will bid based on furnishing these items. The City reserves the right to accept
a product, at the contractor's request, that is approved as an equal.
Toilet Paper— Optima 2 -Ply
Paper Towels - Optima Paper Multi -fold Towels
Optima Rolled Paper Towels
Urinal Cartridge - Must be compatible with
Falcon Waterfree Technologies
The following items are required for use in the course of providing Janitorial Services to
the City of Rosemead. A particular product is not being specified, however, the City
reserves the right to approve the use of any product.
Deodorized Urinal Screens
Antibacterial Hand Soap
Toilet Seat Covers
Emerson Place
City of Rosemead
MAP OF CITY FACILITIES
O
Fern Avenue
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SAN BERNA
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7A,
an Street
• City Facilities
7. Public Safety Center
FREEWAY 8301 Garvey Avenue
8. Garvey Community Center
9108 Garvey Avenue
9. Public Works Yard
2714 River Avenue
10. Jess Gonzalez Sports Complex
8471 IOingennan Street
N
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1.
Salty Tanner Park
8343 E. Mission Drive
2.
Rosemead Park
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4343 Encinita Avenue
3.
City Hall
8838 E. Valley Boulevard
4.
Rosemead Community Recreation Center
3936 N. Muscatel Avenue
5.
Garvey Park
g
7933 Emerson Place
6.
Zapopan Park
a
3018 N. Chadotte Avenue
7. Public Safety Center
FREEWAY 8301 Garvey Avenue
8. Garvey Community Center
9108 Garvey Avenue
9. Public Works Yard
2714 River Avenue
10. Jess Gonzalez Sports Complex
8471 IOingennan Street
N
1
Rosemead City Hall
8838 E. Valley Blvd
Rosemead, CA 91770
Building Statistics
Approximately 18,000 square feet
Primarily office/administrative space
9 Bathrooms
2 Kitchenettes
Hours of Operation
Monday — Friday: 6:00 a.m. - 7:00 p.m.
Days for Cleaning
Monday, Tuesday, Wednesday, Thursday, Sunday (5x Week)
Rosemead Community Recreation Center
3936 N. Muscatel Avenue
Rosemead, CA 91770
Building Statistics
Approximately 18,000 square feet
Commercial Kitchen
5 Restrooms
Multipurpose Spaces (5)
Offices
Hours of Operation
Monday — Thursday - 7:00 a.m. — 9:00 p.m.
Friday — Sunday 7:00 a.m. — 12:00 a.m.
Days for Cleaning
Monday — Sunday (7x Week)
Garvey Community Center
9108 E. Garvey Avenue
Rosemead, CA 91770
Building Statistics
Approximately 20,000 square feet
Commercial Kitchen
7 Bathrooms (includes preschool restroom)
Offices
Meeting Rooms
Hours of Operation
Monday — Thursday - 7:00 a.m. — 9:00 p.m.
Friday — Sunday — 7:00 a.m. — 12 a.m.
Days for Cleaning
Monday — Sunday (7x Week)
Garvey Park
7933 Emerson Place
Rosemead, CA 91770
refs :'
+ 7
Facility Statistics
The park includes 6 Facilities to be serviced as a part of this contract.
The services for Garvey Park are comprised of:
• Recreation Building
• Maintenance Room
• Splash Zone Pool Facility
• Snack Bar Building - Restrooms
• Garvey Gymnasium
• Garvey Park Restrooms
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r
Facility Statistics
The park includes 6 Facilities to be serviced as a part of this contract.
The services for Garvey Park are comprised of:
• Recreation Building
• Maintenance Room
• Splash Zone Pool Facility
• Snack Bar Building - Restrooms
• Garvey Gymnasium
• Garvey Park Restrooms
1
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Facility Statistics
The park includes 6 Facilities to be serviced as a part of this contract.
The services for Garvey Park are comprised of:
• Recreation Building
• Maintenance Room
• Splash Zone Pool Facility
• Snack Bar Building - Restrooms
• Garvey Gymnasium
• Garvey Park Restrooms
1
Garvey Park Recreation Office:
• Approximately 3,500 sf of Office Space, Multipurpose Rooms (2: 1 small and 1
large), 2 Bathrooms, Kitchenette
• Hours of Operation - Monday — Friday 6:00 a.m. — 6:00 p.m.
• Days for Cleaning - Monday — Friday (5x Week)
Garvey Park Restrooms:
• Building Statistics — 2 Restrooms
• Hours of Operation - Monday— Sunday 7:00 a.m. — 10:00 p.m.
• Days for Cleaning - Monday — Sunday (7x Week)
Garvey Park Maintenance Room:
• Building Statistics — 1 Restroom
• Hours of Operation - Monday— Friday 7:00 a.m. —6:00 p.m.
• Days for Cleaning —Monday, Wednesday (2x Week)
Snack Bar Building - Restrooms
• Building Statistics - 2 Restrooms
• Hours of Operation - Monday— Sunday: 7:00 a.m. — 10:00 p.m.
• Days for Cleaning -Monday —Sunday (7x Week)
Splash Zone — Pool Facility
• 2 Locker Rooms / Bathrooms and Office Space
• Hours of Operation - Operates: May 1 — October 1
o Monday— Sunday: 8:00 a.m. — 6:00 p.m.
o Tuesday & Thursday: 6:00 p.m. —8:00 p.m.
• Days for Cleaning -Monday —Sunday (7x Week)
Gymnasium
• 5700 square feet open gym space, 2 restrooms
• Hours of Operation - Monday— Friday 2:00 p.m. — 10:00 p.m.
Saturday— Sunday 8:00 a.m. — 10:00 p.m.
• Days for Cleaning - Monday — Sunday (7x Week)
Rosemead Park
4343 Encinita Ave
Rosemead, CA 91770
Facility Statistics
The park includes 4 Buildings to be services as a part of this contract.
All cleaning services for this park will be bid under the item defined as "Rosemead Park"
The services for Rosemead Park are comprised of:
• Rosemead Aquatic Center
• Rosemead Park Staff Restroom
• Recreation Building/Preschool/Restrooms
• Snack Bar Building - Restrooms
Recreation Building/Preschool/Restrooms:
• Building Statistics - Approximately 3,500 sf of Office Space, Multipurpose
Room, 2 Bathrooms
• Hours of Operation - Monday— Friday 7:00 p.m. —6:00 p.m.
Restrooms Monday— Sunday 7:00 a.m. — 10:00 p.m.
• Days for Cleaning —Wednesday, Sunday (2x Week)
Rosemead Aquatic Center
• Building Statistics - 5700 square feet, 2 Locker Rooms / Bathrooms,
Staff Restrooms, Office Space
• Hours of Operation
o Monday — Friday: 7:00 a.m. — 8:30 p.m.
o Saturday 7:00 p.m. —4:30 p.m.
o Sunday 11:30 a.m. —4:30 p.m.
• Days for Cleaning - Monday— Sunday (7x Week)
Rosemead Park Staff Restrooms
• Building Statistics - 1 Bathroom
• Hours of Operation - Monday — Friday: 7:00 a.m. — 6:00 p.m.
• Days for Cleaning -Monday (1x Week)
Snack Bar Building - Restrooms
• Building Statistics - 2 Bathrooms
• Hours of Operation - Monday— Sunday: 7:00 a.m. — 10:00 p.m.
• Days for Cleaning - Monday — Sunday (7x Week)
Public Safety Center
8301 Garvey Avenue
Rosemead, CA 91770
Public Safety Center:
Approximately 4,000 sf of Office Space, Multipurpose Room, 2 Bathrooms, Kitchen
Hours of Operation
Monday — Friday - 7:00 a.m. — 6:00 p.m.
Saturday 10:00 a.m — 2:00 p.m.
Days for Cleaning
Monday — Sunday (7 x Week)
Sally Tanner Park
8343 Mission Dr
Rosemead, CA 91770
Sally Tanner Park Restrooms
Building Statistics
2 Restrooms
Hours of Operation
Monday — Sunday: 7:00 a.m. — 10:00 p.m.
Days for Cleaning
Monday — Sunday (7x Week)
Zapopan Park
3018 N. Charlotte Avenue
Rosemead, CA 91770
Zapopan Park Restrooms
Building Statistics
2 Restrooms
Hours of Operation
Monday — Sunday: 7:00 a.m. — 10:00 p.m.
Days for Cleaning
Monday — Sunday (7x Week)
Jess Gonzalez Sports Complex
8471 Klingerman Ave
Rosemead, CA 91770
Building Statistics
2 Bathrooms
Hours of Operation
Monday — Sunday: 7:00 a.m. — 10:00 p.m.
Days for Cleaning
Monday — Sunday (7x Week)
Model Agreement
CITY OF ROSEMEAD
AGREEMENT FOR SERVICES
PARTIES AND DATE.
This Agreement is made and entered into this day of
, 20_ by and between the City of Rosemead, a municipal
corporation of the State of California, located at 8838 E. Valley Blvd., Rosemead,
California 91770, ("City") and [insert Name of Company], a [insert type of entity -
corporation, partnership, sole proprietorship or other legal entity] with its principal place
of business at [insert address] (hereinafter referred to as "Contractor"). City and
Contractor are sometimes individually referred to as "Party" and collectively as `Parties"
in this Agreement.
2. RECITALS.
2.1 Contractor.
Contractor desires to perform and assume responsibility for the provision of certain
maintenance services required by the City on the terms and conditions set forth in this
Agreement. Contractor represents that it is experienced in providing [insert type of
services] services to public clients, that it and its employees or subcontractors have all
necessary licenses and permits to perform the Services in the State of California, and
that is familiar with the plans of City.
2.2 Project.
City desires to engage Contractor to render such services for the [insert Name of
Project] (`Project') as set forth in this Agreement.
3. TERMS.
3.1 Scope of Services and Term.
3.1.1 General Scope of Services. Contractor promises and agrees to
furnish to the Owner all labor, materials, tools, equipment, services, and incidental and
customary work necessary to fully and adequately supply the professional [insert type of
services] maintenance services necessary for the Project ("Services"). The Services are
more particularly described in Exhibit "A" attached hereto and incorporated herein by
reference. All Services shall be subject to, and performed in accordance with, this
Agreement, the exhibits attached hereto and incorporated herein by reference, and all
applicable local, state and federal laws, rules and regulations.
3.1.2 Term. The term of this Agreement shall be from [insert start date] to
[insert ending date], unless earlier terminated as provided herein. Contractor shall
A-1
complete the Services within the term of this Agreement, and shall meet any other
established schedules and deadlines. The Parties may, by mutual, written consent,
extend the term of this Agreement if necessary to complete the Services.
3.2 Responsibilities of Contractor.
3.2.1 Control and Payment of Subordinates; Independent Contractor. The
Services shall be performed by Contractor or under its supervision. Contractor will
determine the means, methods and details of performing the Services subject to the
requirements of this Agreement. City retains Contractor on an independent contractor
basis and not as an employee. Contractor retains the right to perform similar or different
services for others during the term of this Agreement. Any additional personnel
performing the Services under this Agreement on behalf of Contractor shall also not be
employees of City and shall at all times be under Contractor's exclusive direction and
control. Contractor shall pay all wages, salaries, and other amounts due such personnel
in connection with their performance of Services under this Agreement and as required
by law. Contractor shall be responsible for all reports and obligations respecting such
additional personnel, including, but not limited to: social security taxes, income tax
withholding, unemployment insurance, disability insurance, and workers' compensation
insurance.
3.2.2 Schedule of Services. Contractor shall perform the Services
expeditiously, within the term of this Agreement, and in accordance with the Schedule of
Services set forth in Exhibit "B" attached hereto and incorporated herein by reference.
Contractor represents that it has the professional and technical personnel required to
perform the Services in conformance with such conditions. In order to facilitate
Contractor's conformance with the Schedule, City shall respond to Contractor's submittals
in a timely manner. Upon request of City, Contractor shall provide a more detailed
schedule of anticipated performance to meet the Schedule of Services.
3.2.3 Conformance to Applicable Requirements. All work prepared by
Contractor shall be subject to the approval of City.
3.2.4 City's Representative. The City hereby designates [insert Name or
Title], or his or her designee, to act as its representative for the performance of this
Agreement ("City's Representative"). City's Representative shall have the power to act
on behalf of the City for all purposes under this Contract. Contractor shall not accept
direction or orders from any person other than the City's Representative or his or her
designee.
3.2.5 Contractor's Representative. Contractor hereby designates [insert
Name or Title], or his or her designee, to act as its representative for the performance of
this Agreement ("Contractor's Representative'). Contractors Representative shall have
full authority to represent and act on behalf of the Contractor for all purposes under this
Agreement. The Contractor's Representative shall supervise and direct the Services,
using his/her best skill and attention, and shall be responsible for all means, methods,
►_dW
techniques, sequences and procedures and for the satisfactory coordination of all
portions of the Services under this Agreement.
3.2.6 Coordination of Services. Contractor agrees to work closely with City
staff in the performance of Services and shall be available to City's staff, consultants and
other staff at all reasonable times.
3.2.7 Standard of Care; Performance of Employees. Contractor shall
perform all Services under this Agreement in a skillful and competent manner, consistent
with the standards generally recognized as being employed by professionals in the same
discipline in the State of California. Contractor represents and maintains that it is skilled
in the professional calling necessary to perform the Services. Contractor warrants that
all employees and subcontractors shall have sufficient skill and experience to perform the
Services assigned to them. Finally, Contractor represents that it, its employees and
subcontractors have all licenses, permits, qualifications and approvals of whatever nature
that are legally required to perform the Services, including a City Business License, and
that such licenses and approvals shall be maintained throughout the term of this
Agreement. As provided for in the indemnification provisions of this Agreement,
Contractor shall perform, at its own cost and expense and without reimbursement from
the City, any services necessary to correct errors or omissions which are caused by the
Contractor's failure to comply with the standard of care provided for herein. Any employee
of the Contractor or its sub -contractors who is determined by the City to be uncooperative,
incompetent, a threat to the adequate or timely completion of the Project, a threat to the
safety of persons or property, or any employee who fails or refuses to perform the
Services in a manner acceptable to the City, shall be promptly removed from the Project
by the Contractor and shall not be re-employed to perform any of the Services or to work
on the Project.
3.2.8 Laws and Regulations. Contractor shall keep itself fully informed of
and in compliance with all local, state and federal laws, rules and regulations in any
manner affecting the performance of the Project or the Services, including all Cal/OSHA
requirements, and shall give all notices required by law. Contractor shall be liable for all
violations of such laws and regulations in connection with Services. If the Contractor
performs any work knowing it to be contrary to such laws, rules and regulations and
without giving written notice to the City, Contractor shall be solely responsible for all costs
arising therefrom. Contractor shall defend, indemnify and hold City, its officials, directors,
officers, employees and agents free and harmless, pursuant to the indemnification
provisions of this Agreement, from any claim or liability arising out of any failure or alleged
failure to comply with such laws, rules or regulations.
3.2.9 Insurance.
3.2.9.1 Time for Compliance. Contractor shall maintain prior
to the beginning of and for the direction of this Agreement insurance coverage as
specified in Exhibit D attached to and part of this agreement.
A-3
3.2.10 Safety. Contractor shall execute and maintain its work so as to avoid
injury or damage to any person or property. In carrying out its Services, the Contractor
shall at all times be in compliance with all applicable local, state and federal laws, rules
and regulations, and shall exercise all necessary precautions for the safety of employees
appropriate to the nature of the work and the conditions under which the work is to be
performed. Safety precautions as applicable shall include, but shall not be limited to: (A)
adequate life protection and life saving equipment and procedures; (B) instructions in
accident prevention for all employees and subcontractors, such as safe walkways,
scaffolds, fall protection ladders, bridges, gang planks, confined space procedures,
trenching and shoring, equipment and other safety devices, equipment and wearing
apparel as are necessary or lawfully required to prevent accidents or injuries; and (C)
adequate facilities for the proper inspection and maintenance of all safety measures.
3.2.11 Prevailing Wages. Contractor is aware of the requirements of
California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code
of Regulations, Title 8, Section 1600, et seq., ("Prevailing Wage Laws'), which require the
payment of prevailing wage rates and the performance of other requirements on "public
works" and "maintenance" projects. If the Services are being performed as part of an
applicable "public works" or "maintenance" project, as defined by the Prevailing Wage
Laws, and if the total compensation is $1,000 or more, Contractor agrees to fully comply
with such Prevailing Wage Laws. City shall provide Contractor with a copy of the
prevailing rates of per diem wages in effect at the commencement of this Agreement.
Contractor shall make copies of the prevailing rates of per diem wages for each craft,
classification or type of worker needed to execute the Services available to interested
parties upon request, and shall post copies at the Contractor's principal place of business
and at the project site. Contractor shall defend, indemnify and hold the City, its elected
officials, officers, employees and agents free and harmless from any claim or liability
arising out of any failure or alleged failure to comply with the Prevailing Wage Laws.
3.2.12 Bonds.
3.2.12.1 Performance Bond. If specifically requested by City in
Exhibit "B" attached hereto and incorporated herein by reference, Contractor shall
execute and provide to City concurrently with this Agreement a Performance Bond in the
amount of the total, not -to -exceed compensation indicated in this Agreement, and in a
form provided or approved by the City. If such bond is required, no payment will be made
to Contractor until it has been received and approved by the City.
3.2.12.2 Payment Bond. If required by law or otherwise
specifically requested by City in Exhibit "B" attached hereto and incorporated herein by
reference, Contractor shall execute and provide to City concurrently with this Agreement
a Payment Bond in the amount of the total, not -to -exceed compensation indicated in this
Agreement, and in a form provided or approved by the City. If such bond is required, no
payment will be made to Contractor until it has been received and approved by the City.
3.2.12.3 Bond Provisions. Should, in City's sole opinion, any
FWAIM,
bond become insufficient or any surety be found to be unsatisfactory, Contractor shall
renew or replace the affected bond within 10 days of receiving notice from City. In the
event the surety or Contractor intends to reduce or cancel any required bond, at least
thirty (30) days prior written notice shall be given to the City, and Contractor shall post
acceptable replacement bonds at least ten (10) days prior to expiration of the original
bonds. No further payments shall be deemed due or will be made under this Agreement
until any replacement bonds required by this Section are accepted by the City. To the
extent, if any, that the total compensation is increased in accordance with the Agreement,
the Contractor shall, upon request of the City, cause the amount of the bonds to be
increased accordingly and shall promptly deliver satisfactory evidence of such increase
to the City. To the extent available, the bonds shall further provide that no change or
alteration of the Agreement (including, without limitation, an increase in the total
compensation, as referred to above), extensions of time, or modifications of the time,
terms, or conditions of payment to the Contractor, will release the surety. If the Contractor
fails to furnish any required bond, the City may terminate this Agreement for cause.
3.2.12.4 Surety Qualifications. Only bonds executed by an
admitted surety insurer, as defined in Code of Civil Procedure Section 995.120, shall be
accepted. The surety must be a California -admitted surety with a current A.M. Best's
rating no less than A:VIII and satisfactory to the City. If a California -admitted surety
insurer issuing bonds does not meet these requirements, the insurer will be considered
qualified if it is in conformance with Section 995.660 of the California Code of Civil
Procedure, and proof of such is provided to the City.
3.3 Fees and Payments.
3.3.1 Compensation. Contractor shall receive compensation, including
authorized reimbursements, for all Services rendered under this Agreement at the rates
set forth in Exhibit C attached hereto and incorporated herein by reference. The total
compensation shall not exceed [insert written dollar amount] ($[insert numerical dollar
amount]) without advance written approval of City's project manager. Extra Work may be
authorized, as described below, and if authorized, will be compensated at the rates and
manner set forth in this Agreement.
3.3.2 Payment of Compensation. Contractor shall submit to City a monthly
itemized statement which indicates work completed and hours of Services rendered by
Contractor. The statement shall describe the amount of Services and supplies provided
since the initial commencement date, or since the start of the subsequent billing periods,
as appropriate, through the date of the statement. City shall, within 45 days of receiving
such statement, review the statement and pay all approved charges thereon.
3.3.3 Reimbursement for Expenses. Contractor shall not be reimbursed
for any expenses unless authorized in writing by City.
3.3.4 Extra Work. At any time during the term of this Agreement, City may
request that Contractor perform Extra Work. As used herein, "Extra Work" means any
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work which is determined by City to be necessary for the proper completion of the Project,
but which the parties did not reasonably anticipate would be necessary at the execution
of this Agreement. Contractor shall not perform, nor be compensated for, Extra Work
without written authorization from City's Representative.
3.3.5 Prevailing Wages. Contractor is aware of the requirements of
California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code
of Regulations, Title 8, Section 16000, et seq., ("Prevailing Wage Laws"), which require
the payment of prevailing wage rates and the performance of other requirements on
"public works" and "maintenance" projects. If the Services are being performed as part
of an applicable "public works" or "maintenance" project, as defined by the Prevailing
Wage Laws, and if the total compensation is $1,000 or more, Contractor agrees to fully
comply with such Prevailing Wage Laws. City shall provide Contractor with a copy of the
prevailing rates of per diem wages in effect at the commencement of this Agreement.
Contractor shall make copies of the prevailing rates of per diem wages for each craft,
classification or type of worker needed to execute the Services available to interested
parties upon request, and shall post copies at the Contractor's principal place of business
and at the project site. Contractor shall defend, indemnify and hold the City, its elected
officials, officers, employees and agents free and harmless from any claim or liability
arising out of any failure or alleged failure to comply with the Prevailing Wage Laws.
3.4 Accounting Records.
3.4.1 Maintenance and Inspection. Contractor shall maintain complete
and accurate records with respect to all costs and expenses incurred under this
Agreement. All such records shall be clearly identifiable. Contractor shall allow a
representative of City during normal business hours to examine, audit, and make
transcripts or copies of such records and any other documents created pursuant to this
Agreement. Contractor shall allow inspection of all work, data, documents, proceedings,
and activities related to the Agreement for a period of three (3) years from the date of final
payment under this Agreement.
3.5 General Provisions.
3.5.1 Termination of Agreement.
3.5.1.1 Grounds for Termination. City may, by written notice
to Contractor, terminate the whole or any part of this Agreement at any time and without
cause by giving written notice to Contractor of such termination, and specifying the
effective date thereof, at least seven (7) days before the effective date of such termination.
Upon termination, Contractor shall be compensated only for those services which have
been adequately rendered to City, and Contractor shall be entitled to no further
compensation. Contractor may not terminate this Agreement except for cause.
3.5.1.2 Effect of Termination. If this Agreement is terminated
as provided herein, City may require Contractor to provide all finished or unfinished
ON
Documents and Data and other information of any kind prepared by Contractor in
connection with the performance of Services under this Agreement. Contractor shall be
required to provide such document and other information within fifteen (15) days of the
request.
3.5.1.3 Additional Services. In the event this Agreement is
terminated in whole or in part as provided herein, City may procure, upon such terms and
in such manner as it may determine appropriate, services similar to those terminated.
3.5.2 Delivery of Notices. All notices permitted or required under this
Agreement shall be given to the respective parties at the following address, or at such
other address as the respective parties may provide in writing for this purpose:
CONTRACTOR:
[Insert Name]
[Insert Address]
[Insert City, State zip]
Attn: [Contact Person]
CITY:
City of Rosemead
P.O. Box 399
Rosemead, CA 91770
Attn: [Insert Name & Department]
Such notice shall be deemed made when personally delivered or when mailed,
forty-eight (48) hours after deposit in the U.S. Mail, first class postage prepaid and
addressed to the party at its applicable address. Actual notice shall be deemed adequate
notice on the date actual notice occurred, regardless of the method of service.
3.5.3 Cooperation; Further Acts. The Parties shall fully cooperate with one
another, and shall take any additional acts or sign any additional documents as may be
necessary, appropriate or convenient to attain the purposes of this Agreement.
3.5.4 Attorney's Fees. If either party commences an action against the
other party, either legal, administrative or otherwise, arising out of or in connection with
this Agreement, the prevailing party in such litigation shall be entitled to have and recover
from the losing party reasonable attorney's fees and all other costs of such action.
3.5.5 Indemnification. Contractor shall defend, indemnify and hold the
City, its officials, officers, employees, volunteers and agents free and harmless from any
and all claims, demands, causes of action, costs, expenses, liability, loss, damage or
injury, in law or equity, to property or persons, including wrongful death, in any manner
arising out of or incident to any alleged acts, omissions or willful misconduct of Contractor,
its officials, officers, employees, agents, consultants and contractors arising out of or in
connection with the performance of the Services, the Project or this Agreement, including
A-7
without limitation the payment of all consequential damages and attorneys fees and other
related costs and expenses. Contractor shall defend, at Contractor's own cost, expense
and risk, any and all such aforesaid suits, actions or other legal proceedings of every kind
that may be brought or instituted against City, its directors, officials, officers, employees,
agents or volunteers. Contractor shall pay and satisfy any judgment, award or decree
that may be rendered against City or its directors, officials, officers, employees, agents or
volunteers, in any such suit, action or other legal proceeding. Contractor shall reimburse
City and its directors, officials, officers, employees, agents and/or volunteers, for any and
all legal expenses and costs incurred by each of them in connection therewith or in
enforcing the indemnity herein provided. Contractor's obligation to indemnify shall not be
restricted to insurance proceeds, if any, received by the City, its directors, officials officers,
employees, agents or volunteers.
3.5.6 Entire Agreement. This Agreement contains the entire Agreement
of the parties with respect to the subject matter hereof, and supersedes all prior
negotiations, understandings or agreements. This Agreement may only be modified by
a writing signed by both parties.
3.5.7 Governing Law. This Agreement shall be governed by the laws of
the State of California. Venue shall be in Los Angeles County.
3.5.8 Time of Essence. Time is of the essence for each and every
provision of this Agreement.
3.5.9 City's Right to Employ Other Contractors. City reserves right to
employ other contractors in connection with this Project.
3.5.10 Successors and Assigns. This Agreement shall be binding on the
successors and assigns of the parties.
3.5.11 Assignment or Transfer. Contractor shall not assign, hypothecate,
or transfer, either directly or by operation of law, this Agreement or any interest herein
without the prior written consent of the City. Any attempt to do so shall be null and void,
and any assignees, hypothecates or transferees shall acquire no right or interest by
reason of such attempted assignment, hypothecation or transfer.
3.5.12 Construction; References; Captions. Since the Parties or their
agents have participated fully in the preparation of this Agreement, the language of this
Agreement shall be construed simply, according to its fair meaning, and not strictly for or
against any Party. Any term referencing time, days or period for performance shall be
deemed calendar days and not work days. All references to Contractor include all
personnel, employees, agents, and subcontractors of Contractor, except as otherwise
specified in this Agreement. All references to City include its elected officials, officers,
employees, agents, and volunteers except as otherwise specified in this Agreement. The
captions of the various articles and paragraphs are for convenience and ease of reference
only, and do not define, limit, augment, or describe the scope, content, or intent of this
I-:1
Agreement
3.5.13 Amendment; Modification. No supplement, modification, or
amendment of this Agreement shall be binding unless executed in writing and signed by
both Parties.
3.5.14 Waiver. No waiver of any default shall constitute a waiver of any
other default or breach, whether of the same or other covenant or condition. No waiver,
benefit, privilege, or service voluntarily given or performed by a Party shall give the other
Party any contractual rights by custom, estoppel, or otherwise.
3.5.15 No Third Party Beneficiaries. There are no intended third party
beneficiaries of any right or obligation assumed by the Parties.
3.5.16 Invalidity; Severability. If any portion of this Agreement is declared
invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the
remaining provisions shall continue in full force and effect.
3.5.17 Prohibited Interests. Contractor maintains and warrants that it has
not employed nor retained any company or person, other than a bona fide employee
working solely for Contractor, to solicit or secure this Agreement. Further, Contractor
warrants that it has not paid nor has it agreed to pay any company or person, other than
a bona fide employee working solely for Contractor, any fee, commission, percentage,
brokerage fee, gift or other consideration contingent upon or resulting from the award or
making of this Agreement. For breach or violation of this warranty, City shall have the
right to rescind this Agreement without liability. For the term of this Agreement, no
member, officer or employee of City, during the term of his or her service with City, shall
have any direct interest in this Agreement, or obtain any present or anticipated material
benefit arising therefrom.
3.5.18 Equal Opportunity Employment. Contractor represents that it is an
equal opportunity employer and it shall not discriminate against any subcontractor,
employee or applicant for employment because of race, religion, color, national origin,
handicap, ancestry, sex or age. Such non-discrimination shall include, but not be limited
to, all activities related to initial employment, upgrading, demotion, transfer, recruitment
or recruitment advertising, layoff or termination. Contractor shall also comply with all
relevant provisions of City's Minority Business Enterprise program, Affirmative Action
Plan or other related programs or guidelines currently in effect or hereinafter enacted.
3.5.19 Labor Certification. By its signature hereunder, Contractor certifies
that it is aware of the provisions of Section 3700 of the California Labor Code which
require every employer to be insured against liability for Worker's Compensation or to
undertake self-insurance in accordance with the provisions of that Code, and agrees to
comply with such provisions before commencing the performance of the Services.
3.5.20 Authority to Enter Agreement. Contractor has all requisite power and
authority to conduct its business and to execute, deliver, and perform the Agreement.
Each Party warrants that the individuals who have signed this Agreement have the legal
power, right, and authority to make this Agreement and bind each respective Party.
3.5.21 Counterparts. This Agreement may be signed in counterparts, each
of which shall constitute an original.
3.6 Subcontracting.
3.6.1 Prior Approval Required. Contractor shall not subcontract any
portion of the work required by this Agreement, except as expressly stated herein, without
prior written approval of City. Subcontracts, if any, shall contain a provision making them
subject to all provisions stipulated in this Agreement.
[signatures on next page]
F-Alu
CITY OF ROSEMEAD
0
Ben Kim, City Manager
Attest:
Ericka Hernandez
City Clerk
Approved as to Form:
Rachel Richman, City Attorney
A-11
[INSERT NAME OF CONTRACTOR]
Name:
Title:
[If Corporation, TWO SIGNATURES, President
OR Vice President AND Secretary, AND
CORPORATE SEAL OF CONTRACTOR
REQUIRED]
EXHIBIT A
SCOPE OF MAINTENANCE SERVICES
[insert scope]
A-12
EXHIBIT B
SCHEDULE OF MAINTENANCE SERVICES
[insert schedule]
EXHIBIT C
COMPENSATION
[insert rates & authorized reimbursable expenses]
C-1
EXHIBIT D
INSURANCE REQUIREMENTS
Prior to the beginning of and throughout the duration of the Work, Contractor will maintain
insurance in conformance with the requirements set forth below. Contractor will use
existing coverage to comply with these requirements. If that existing coverage does not
meet the requirements set forth here, Contractor agrees to amend, supplement or
endorse the existing coverage to do so. Contractor acknowledges that the insurance
coverage and policy limits set forth in this section constitute the minimum amount of
coverage required. Any insurance proceeds available to City in excess of the limits and
coverage required in this agreement and which is applicable to a given loss, will be
available to City.
Contractor shall provide the following types and amounts of insurance:
Commercial General Liability Insurance: Contractor shall maintain commercial general
liability insurance with coverage at least as broad as Insurance Services Office form CG
00 01, in an amount not less than $1,000,000 per occurrence, $2,000,000 general
aggregate, for bodily injury, personal injury, and property damage. The policy must
include contractual liability that has not been amended. Any endorsement restricting
standard ISO "insured contract" language will not be accepted.
Business Auto Coverage on ISO Business Auto Coverage form CA 00 01 including
symbol 1 (Any Auto) or the exact equivalent. Limits are subject to review, but in no event
to be less that $1,000,000 combined single limit per accident. If Contractor owns no
vehicles, this requirement may be satisfied by a non -owned auto endorsement to the
general liability policy described above. If Contractor or Contractor employees will use
personal autos in any way on this project, Contractor shall provide evidence of personal
auto liability coverage for each such person.
Workers Compensation on a state -approved policy form providing statutory benefits as
required by law with employer's liability limits no less than $1,000,000 per accident or
disease.
Contractor shall submit to Agency, along with the certificate of insurance, a Waiver of
Subrogation endorsement in favor of Agency, its officers, agents, employees and
volunteers.
Excess or Umbrella Liability Insurance (Over Primary) if used to meet limit requirements,
shall provide coverage at least as broad as specified for the underlying coverages.
Contractor shall obtain and maintain an umbrella or excess liability insurance policy with
limits that will provide bodily injury, personal injury and property damage liability coverage
at least as broad as the primary coverages set forth above, including commercial general
liability, automobile liability, and employer's liability. Such policy or policies shall include
the following terms and conditions:
• A drop down feature requiring the policy to respond if any primary insurance that
would otherwise have applied proves to be uncollectible in whole or in part for any
D-1
reason;
Pay on behalf of wording as opposed to reimbursement;
Concurrency of effective dates with primary policies; and
Policies shall "follow form" to the underlying primary policies.
Insureds under primary policies shall also be insureds under the umbrella or
excess policies.
Professional Liability or Errors and Omissions Insurance as appropriate shall be written
on a policy form coverage specifically designed to protect against acts, errors or
omissions of the Contractor and "Covered Professional Services" as designated in the
policy must specifically include work performed under this agreement. The policy limit
shall be no less than $1,000,000 per claim and in the aggregate. The policy must "pay on
behalf of the insured and must include a provision establishing the insurer's duty to
defend. The policy retroactive date shall be on or before the effective date of this
agreement.
Requirements not limiting: Requirements of specific coverage features or limits contained
in this Section are not intended as a limitation on coverage, limits or other requirements,
or a waiver of any coverage normally provided by any insurance. Specific reference to a
given coverage feature is for purposes of clarification only as it pertains to a given issue
and is not intended by any party or insured to be all inclusive, or to the exclusion of other
coverage, or a waiver of any type. If the Consultant maintains higher limits than the
minimums shown above, the Agency requires and shall be entitled to coverage for the
higher limits maintained by the Consultant. Any available insurance proceeds in excess
of the specified minimum limits of insurance and coverage shall be available to the
Agency.
Acceptable insurers: All insurance policies shall be issued by an insurance company
currently authorized by the Insurance Commissioner to transact business of insurance or
is on the List of Approved Surplus Line Insurers in the State of California, with an assigned
policyholders' Rating of A- (or higher) and Financial Size Category Class VII (or larger) in
accordance with the latest edition of Best's Key Rating Guide, unless otherwise approved
by the Agency's Risk Manager.
General conditions pertaining to provision of insurance coverage by Contractor.
Contractor and City agree to the following with respect to insurance provided by
Contractor:
Contractor agrees to have its insurer endorse the third -party general liability
coverage required herein to include as additional insureds City, its officials,
employees and agents, using standard ISO endorsement No. CG 2010. Contractor
also agrees to require all contractors, and subcontractors to do likewise.
No liability insurance coverage provided to comply with this Agreement shall
prohibit Contractor, or Contractor's employees, or agents, from waiving the right of
subrogation prior to a loss. Contractor agrees to waive subrogation rights against
City regardless of the applicability of any insurance proceeds, and to require all
contractors and subcontractors to do likewise.
M%
3. All insurance coverage and limits provided by Contractor and available or
applicable to this agreement are intended to apply to the full extent of the policies.
Nothing contained in this Agreement or any other agreement relating to the City or
its operations limits the application of such insurance coverage.
4. None of the coverages required herein will be in compliance with these
requirements if they include any limiting endorsement of any kind that has not been
first submitted to City and approved of in writing.
5. No liability policy shall contain any provision or definition that would serve to
eliminate so-called "third party action over' claims, including any exclusion for
bodily injury to an employee of the insured or of any contractor or subcontractor.
6. All coverage types and limits required are subject to approval, modification and
additional requirements by the City, as the need arises. Contractor shall not make
any reductions in scope of coverage (e.g. elimination of contractual liability or
reduction of discovery period) that may affect City's protection without City's prior
written consent.
7. Proof of compliance with these insurance requirements, consisting of certificates
of insurance evidencing all of the coverages required and an additional insured
endorsement to Contractor's general liability policy, shall be delivered to City at or
prior to the execution of this Agreement. In the event such proof of any insurance
is not delivered as required, or in the event such insurance is canceled at any time
and no replacement coverage is provided, City has the right, but not the duty, to
obtain any insurance it deems necessary to protect its interests under this or any
other agreement and to pay the premium. Any premium so paid by City shall be
charged to and promptly paid by Contractor or deducted from sums due
Contractor, at City option.
8. Certificate(s) are to reflect that the insurer will provide 30 days notice to City of any
cancellation of coverage. Contractor agrees to require its insurer to modify such
certificates to delete any exculpatory wording stating that failure of the insurer to
mail written notice of cancellation imposes no obligation, or that any party will
"endeavor' (as opposed to being required) to comply with the requirements of the
certificate.
9. It is acknowledged by the parties of this agreement that all insurance coverage
required to be provided by Contractor or any subcontractor, is intended to apply
first and on a primary, noncontributing basis in relation to any other insurance or
self-insurance available to City.
10. Contractor agrees to ensure that subcontractors, and any other party involved with
the project who is brought onto or involved in the project by Contractor, provide the
same minimum insurance coverage required of Contractor. Contractor agrees to
monitor and review all such coverage and assumes all responsibility for ensuring
that such coverage is provided in conformity with the requirements of this section.
D-3
Contractor agrees that upon request, all agreements with subcontractors and
others engaged in the project will be submitted to City for review.
11.Contractor agrees not to self -insure or to use any self-insured retentions or
deductibles on any portion of the insurance required herein and further agrees that
it will not allow any contractor, subcontractor, Architect, Engineer or other entity or
person in any way involved in the performance of work on the project contemplated
by this agreement to self -insure its obligations to City. If Contractor's existing
coverage includes a deductible or self-insured retention, the deductible or self-
insured retention must be declared to the City. At that time the City shall review
options with the Contractor, which may include reduction or elimination of the
deductible or self-insured retention, substitution of other coverage, or other
solutions.
12.The City reserves the right at any time during the term of the contract to change
the amounts and types of insurance required by giving the Contractor ninety (90)
days advance written notice of such change. If such change results in substantial
additional cost to the Contractor, the City will negotiate additional compensation
proportional to the increased benefit to City.
13. For purposes of applying insurance coverage only, this Agreement will be deemed
to have been executed immediately upon any party hereto taking any steps that
can be deemed to be in furtherance of or towards performance of this Agreement.
14. Contractor acknowledges and agrees that any actual or alleged failure on the part
of City to inform Contractor of non-compliance with any insurance requirement in
no way imposes any additional obligations on City nor does it waive any rights
hereunder in this or any other regard.
15.Contractor will renew the required coverage annually as long as City, or its
employees or agents face an exposure from operations of any type pursuant to
this agreement. This obligation applies whether or not the agreement is canceled
or terminated for any reason. Termination of this obligation is not effective until City
executes a written statement to that effect.
16.Contractor shall provide proof that policies of insurance required herein expiring
during the term of this Agreement have been renewed or replaced with other
policies providing at least the same coverage. Proof that such coverage has been
ordered shall be submitted prior to expiration. A coverage binder or letter from
Contractor's insurance agent to this effect is acceptable. A certificate of insurance
and/or additional insured endorsement as required in these specifications
applicable to the renewing or new coverage must be provided to City within five
days of the expiration of the coverages.
17.The provisions of any workers' compensation or similar act will not limit the
obligations of Contractor under this agreement. Contractor expressly agrees not
to use any statutory immunity defenses under such laws with respect to City, its
employees, officials and agents.
D-4
18. Requirements of specific coverage features or limits contained in this section are
not intended as limitations on coverage, limits or other requirements nor as a
waiver of any coverage normally provided by any given policy. Specific reference
to a given coverage feature is for purposes of clarification only as it pertains to a
given issue and is not intended by any party or insured to be limiting or all-inclusive.
19.These insurance requirements are intended to be separate and distinct from any
other provision in this agreement and are intended by the parties here to be
interpreted as such.
20.The requirements in this Section supersede all other sections and provisions of
this Agreement to the extent that any other section or provision conflicts with or
impairs the provisions of this Section.
21. Contractor agrees to be responsible forensuring that no contract used by any party
involved in any way with the project reserves the right to charge City or Contractor
for the cost of additional insurance coverage required by this agreement. Any such
provisions are to be deleted with reference to City. It is not the intent of City to
reimburse any third party for the cost of complying with these requirements. There
shall be no recourse against City for payment of premiums or other amounts with
respect thereto.
Contractor agrees to provide immediate notice to City of any claim or loss against
Contractor arising out of the work performed under this agreement. City assumes no
obligation or liability by such notice, but has the right (but not the duty) to monitor the
handling of any such claim or claims if they are likely to involve City.
D-5
Attachment B
Lincoln Training Center Proposal
TRAININGUNTER
PROPOSER'S NAME: Lincoln Training Center
TITLE OF SERVICE: City of Rosemead
Request for Proposals No. 2023-02
Janitorial Services for Various City Facilities
LOCAL ADDRESS: 2643 Loma Avenue
South El Monte, CA 91733
PHONE NUMBER: (626) 636-2553
February 23, 2023
Danielle Garcia
City of Rosemead
8838 E. Valley Blvd.
Rosemead, CA 91770
On behalf of Lincoln Training Center (LTC), and our entire executive team, I am pleased to
provide this response to the City of Rosemead Request for Proposals for Janitorial Services for
Various City Facilities.
Lincoln Training Center is an award winning 501 (c)(3) nonprofit corporation that was established
in 1964. With 58 years in business, LTC is a highly qualified vendor that has the experience and
expertise to successfully provide complete custodial services to the City of Rosemead.
Lincoln Training Center currently provides custodial services to over 35 customers that include
renewable, long-term service contracts with federal, state, county and city facilities, as well as
private and commercial corporations of various sizes. Lincoln Training Center maintains
certification with honors by ISSA in the Cleaning Industry Management Standard (CIMS) and
CIMS Green Building (CIMS -GB Certification). This demonstrates our compliance with
management best practices which consists of quality systems, service delivery, human resources,
health, safety, and environmental stewardship.
Our contract will be managed locally from our corporate headquarters, located at 2643 Loma
Avenue South El Monte, CA 91733. Our phone number is (626) 442-0621 and I can be reached
directly at (626) 636-2559.
We are proud to offer the City of Rosemead our capabilities to support your janitorial and custodial
maintenance services requirement. Our proposed pricing is valid for three years from the date of
submittal. We appreciate the opportunity to submit our proposal and look forward to providing
quality services to the City of Rosemead.
ice President
City of Rosemead
RFP -No. 2023-02 Janitorial Services
TABLE OF CONTENTS
SECTION PAGE
1. Contract Organization and Staffing .............................. 3-11
2. Related Experience.................................................12-15
3. Cost Data
4. Addenda Acknowledgement
City of Rosemead
RFP -No. 2023-02 Janitorial Services
Contract Organization and Staffing
Established in April 1964, Lincoln Training Center is a highly qualified
Proposal Highlights
custodial vendor that has been in business for 59 years and has over 30
accounts
years of experience servicing and managing public and private
• 59 Years in
custodial contracts. We have the staffing, experience, and financial
business
stability required to sustain performance of this contract. Led by a
quality, safety
highly acclaimed leadership team, Lincoln has extensive experience in
• Local South El
maintaining large custodial contracts, and as a local vendor, is uniquely
Monte office,
positioned to meet the needs of the City of Rosemead. Lincoln Training
with satellite
Center services 35+ custodial accounts and maintains 6 offices
offices
throughout California which are located in Roseville, Fresno, Apple
throughout
Valley, Stockton, Vista, and locally in South El Monte.
California
Lincoln Training Center is a full scale custodial company. The e CIMS -Green
background and experience of our administrators, contract Building
managers, and custodial staff is demonstrated in the high standards Certified
of service delivery and excellent customer service that we are known
for. Our reference list is extensive and includes renewable, long -tern . Experience
service contracts with federal, state, county, and city facilities, as well servicing large
as with private and commercial corporations of various sizes. Services city contracts
provided to these entities are based on the understanding that quality and various
custodial services are vital to maintaining the image of their facilities. municipalities
Lincoln Training Center is experienced in servicing accounts from
• 35+ Custodial
2,000 to 1 million sq. ft., handling small and large accounts, and
accounts
multiple locations for the same customer. We currently service over 50
customers (35+ custodial) throughout the state, and services are
• Committed to
provided 7 days per week/365 days per year to accommodate
quality, safety
customers' custodial and maintenance requirements.
and continuous
improvement
LTC has experience servicing a variety of businesses, municipalities,
and commercial clients which include, but are not limited to: City of
Sacramento, City of Clovis, City of Fresno, County of Los Angeles,
156A
County of Yolo and City of Montebello.
CIMS
Lincoln Training Center maintains an office in South El Monte, to
s:.aneec
support our local contracts. We currently service many long term
or ens
custodial contracts throughout Los Angeles County. The Contract
Manager, and all assigned staff on this contract, will work out of this
office which will enable us to provide support to our crews and quickly
2020
handle any emergency requests by the City.
Carifornia
Nonprofit
of the
Year
City of Rosemead -
RFP -No. 2023-02 Janitorial services
Approach to Services -Plans to Meet the Requirements of the RFP
Lincoln Training Center is a non profit organization and our mission is to create employment
partnerships betweent the business community and adults with disabilties. For more than 50 yeas,
Lincoln Training Center has been successfully preparing people with disabilities for employment,
while providing customers with quality services. Our services meet and exceed customers'
expectations. Our state of the art solutions have achieved the Cleaning Industry Management
Standard for Green Building certification with honors, the highest standard of excellence
developed by the International Sanitation Supply Association (ISSA). This demonstrates our
comminment to sound environmental policies and practices as well as a quality managmeent
approach designed to ensure customer satisfaction. Lincoln Training Center employees are pre-
screened and background checked. All staff is trained to utilize the same cleaning methods, which
ensures consistency and efficiency in our services. Employees receive ongoing training in
custodial techniques, as well as building security, human resources topics, and customer service
to ensure good communication between our employees and city personnel, occupants and visitors.
Lincoln Training Center understands the key to a successful custodial program is a thorough
understanding of the RFP, statement of work, contract requirements, and site-specific duties of
each location assigned to this contract. This executive summary outlines our approach,
qualifications, experience and other processes of meeting these goals and the benefits gained from
implementing Lincoln Training Center's custodial program.
Understanding the Objective of the RFP
Lincoln Training Center maintains a firm understanding of the City's objective to ensure that the
City's Facilities are maintained in a clean, pristine and sanitary condition. Lincoln Training Center
shall provide company bonded skilled custodians, supervision, quality control and transportation
as necessary to perform and complete the work in a thorough and professional manner. Lincoln
Training Center has throughly investigated and considered the scope of services to be peformed
and understands the faciltiies, difficulties and restrictions attending performance of the services
under this contract.
Post Award/Start Up
Upon contract award, the Executive VP, Quality Control Manager, Project Manager and Site
Supervisor will conduct a planning meeting to review the specifications of the contract in great
detail. During this meeting the following will be completed:
• Review of contract and scope of work
• A calendar will be developed for all required contract dates to ensure documents are
submitted accordingly.
• Review of insurance requirements and obtaining as required.
• Review personnel requirements. Schedule recruitment as necessary.
• Review performance requirements. Complete a daily checklist and inspection report that
specifies contract requirements.
• Scheduling of initial staff training.
City of Rosemead
RFP -No. 2023-02 Janitorial Services
Initial Customer Meeting
Lincoln Training Center will request a meeting with City personnel to make introductions, discuss
performance requirements, and develop a customized maintenance regiment that will address
specific needs beyond those identified in the scope of work, for enhanced service delivery. At that
time the names of key personnel/altemates, thea, emergency phone numbers and work schedules
will be provided. Additionally, since the City supplies all materials, a request for Safety Data
Sheets will be made to ensure Lincoln employees are trained in the proper usage and storage of all
assigned chemicals.
Staffing Plan Will Be Finalized
The number of qualified custodians and the estimated service hours have been allocated based on
the scope of work, contract specifications, and our Compuclean workloading system, which
utilizes benchmarking industry standards established by the ISSA. These systems ensure we are
working safely, efficiently and remain competitive in our pricing.
The staffing plan:
➢ Lists the employees assigned, hours, wages, and days worked
➢ Will indicate all City approved Lincoln Training Center personnel who are able to service
this contract. This includes the Site Supervisors, Quality Control Managers, and floaters.
Contingency Plan Will Be Developed
Lincoln Training Center employs 6 full time, highly trained janitorial floaters, who have passed
our criminal background check and/or live scan process. Each of these employees will be trained
at every building under this contract to ensure we have sufficient coverage when regularly assigned
staff is absent, due to vacation, sick time, or unanticipated emergencies. All floaters maintain
Lincoln Training Center cell phones and are on call to handle emergency needs. This enables our
organization to maintain a consistent level of service and to avoid service interruptions.
Approach to Services -Quality Control
Lincoln Training Center will develop a customized Quality Control Plan that will be tailored to
the specified performance requirements outlined in the scope of work for the City of Rosemead,
Janitorial Services for Various City Facilities RFP. The Site Supervisor will inspect locations
during and after work shifts and complete an inspection report to ensure that all work is being
completed as required. The Site Supervisor is then responsible for meeting with the custodians to
review the report and to discuss any corrective action necessary to ensure work meets or exceeds
contract specifications. The Site Supervisor then completes a follow up inspection to ensure the
work has been completed as required.
The QC Manager will complete ongoing routine inspections of all locations under this contract to
ensure service requirements and frequencies are in line with the technical specifications of the
Scope of Work and to maintain contract satisfaction.
The Site Supervisor, QC and/or Program Manager, and Director of Community Services will be
available to attend the standing weekly meeting to review performance, inspect facilities or discuss
contract needs.
City of Rosemead
RFP -No. 2023-02 Janitorial Services
Inspection System
1. Monitoring Performance (Daily)
The On -Site Supervisor will be responsible for ensuring that employees are maintaining
contract requirements by doing an end of the day inspection. The On -Site Supervisor will
verify the scope of work against the work performed and ensure tasks are completed
accordingly.
The custodial staff will utilize a daily checklist to ensure assignments are completed as
specified in the scope of work. The checklist will be maintained for the duration of the
contract period and submitted to the City as required. The Director of Community
Services/Program Manager will review daily inspection reports to ensure staff is
maintaining contract specifications.
2. Weekly Inspections
On a weekly basis the Program and/or QC Manager will meet with city personnel to review
and evaluate performance. An Inspection Report will be completed and reviewed with
employees as applicable. If there are areas of concern, the QC Manager will complete a
site survey resolution form with an expected completion date for tasks that are below
standards. Additionally, random Site Visits will be conducted by the assigned management
team members to ensure contract satisfaction is maintained.
3. Measurement Tools
• Compuclean
All job tasks will be inputted directly from the contract into Compuclean. All work is
scheduled based on the areas and frequencies specified in the contract. Services will be
completed as outlined. The QC Manager is responsible for completing a QC Inspection for
each location and addressing all areas below standard with the responsible employee. The
Program Manager will enforce disciplinary action if required.
• Employee checklist
Employees will be provided with the scope of work and/or daily checklist, to ensure daily
requirements are met. The on-site supervisor will verify the scope ofwork/checklist against
actual work performed.
Customer Survey
On a quarterly basis, a customer satisfaction survey is submitted to each customer to ensure
contract satisfaction and to identify areas of improvement. The survey is returned via email
or fax, to ensure confidentiality, if required, and reviewed by the Director of Community
Services.
City of Rosemead
RFP -No. 2023-02 Janitorial Se ioes
Customer Inspection
Lincoln Training Center encourages customer feedback to ensure continual improvement.
Customers may perform a self-evaluation at any time and can utilize LTC's checklist as a
guide. All evaluations are to be submitted to the Program Manager via email, fax or phone.
The Program Manager and/or Director of Community Services can also be contacted for
any performance issues that require immediate attention. The contacted manager would
then follow the complaint procedure noted to minimize the possibility of reoccurrence.
Lincoln Training Center manages all aspects of contracted service directly. The Site Supervisor is
provided with a cell phone and is available by phone 24/7 to support the custodial staff and receive
customer service communications efficiently and effectively. The Site Supervisor will be
responsible for the Custodial staff under this contract and will be the first point of contact for all
emergencies. Should additional assistance be needed, the Program Manager would then be
contacted. The Program Manager is notified of any emergency and is prepared to respond
immediately if assistance is needed. Lastly, the Director of Community Services, as well as the
Executive VP, are also available to provide direction and support, when needed.
Approach to Services -Staffing and Training
Custodial staff members assigned to this contract will be fully capable, experienced and trained in
the work that they will be performing. Lincoln Training Center provides initial and continuous
training to each of our custodial technicians and employees. Ongoing training includes the most
up to date custodial techniques through ISSA and other professional affiliates. Lincoln Training
Center staff is provided with the following training:
1. Initial Training
• Site orientation, Review of LTC's exposure control plan, quality control plan,
hazard communication program, LTC's policies/procedures, customer service,
back lifting and blood borne pathogen training, and Covid-19 disinfection.
2. Compuclean Training
Spartan Chemical's computer based training that covers:
• Chemicals, equipment and their usage, labeling, and reading SDS/and onsite
requirements, Cleaning techniques, Safe product handling, Blood home
pathogens/universal precautions, Hazard communication program
City of Rosemead
RFP -No. 2023-02 Janitorial Services
3. Site Specific Training
• A review of contract, quality control plan, scope of work, site requirements,
inspection forms, dress code, building security
• Operating equipment/site specific cleaning methods
• Hands-on training by assigned Supervisor at specified work location.
4. Green Cleaning Training
As part of our high performance cleaning program, Lincoln Training Center has developed
and implemented its own Green Cleaning Manual, which is based on the practices and
policies of the BSCAI Guide to Green Cleaning program and ISSA's Green Clean Institute
program. These programs teach employees knowledge about the products, efficient use of
chemicals, chemical safety and green cleaning procedures for any contracts requiring green
cleaning.
5. Continuous Improvement
Lincoln Training Center staff meets bi-monthly for continuous training. As a member of
ISSA, Lincoln Training Center has access to the latest standards through our web -based
training. Additionally, Lincoln Training Center schedules routine visits from our supply
vendors, so that employees are kept up to date on the latest industry approved techniques.
Topics covered include safety in the workplace, updated custodial techniques, technical
training and personal development.
As a CIMS certified organization, all training must be documented and reviewed annually.
All staff is trained to utilize the same cleaning methods, which ensures consistency and
efficiency in our services.
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TRAININGCENTER
City of Rosemead
RFP -No. 2023-02 Janitorial Services
Contract Management Team
Operations: Gary Griffen, Executive Vice President
Lincoln Training Center maintains a stable management team that is experienced and proficient in
the startup of new contracts. The team is led by Mr. Gary Griffen, Executive Vice President, who
has been employed with Lincoln Training Center for thirty- two (32) years. Mr. Griffen maintains
a current General Contractor's license and is extremely knowledgeable in Cal/OSHA
requirements, safety regulations, and contract management. Mr. Griffen holds a Bachelor of
Science degree and has over forty (40) years' experience in senior management, staff
administration, and contract and human resources management. Mr. Griffen will be responsible
for the administration of contract staff.
Contract Manager: Casey Richards, Director Community Services
Mrs. Casey Richards, Director of Community Services, is the assigned Contract Manager and will
be responsible for providing overall management and coordination of contract services on Lincoln
Training Center's behalf. Mrs. Richards will act as the central point of contact to the City of
Rosemead contract staff. Mrs. Richards has been employed with Lincoln Training Center since
2000 and has twenty two years (22) experience overseeing custodial contracts, large contracts,
multiple buildings, budgeting, supply management, staffing, scheduling, training, and quality
control. She holds a Bachelor of Arts degree and is a Certified Crisis Prevention and Intervention
Instructor. In addition, Mrs. Richards has received certification through the Institute of Inspection,
Cleaning, and Restoration in Floor Care and ongoing training in professional management courses.
Mrs. Richards has been certified as a CIMS, ISSA Certification Expert (I.C.E.), which authorizes
Mrs. Richards to provide training and consulting services to LTC's janitorial services program
statewide. Mrs. Richards will play an integral part in ensuring adherence to industry standards
within LTC's janitorial services program. Upon contract award, she will be the contract manager
and will ensure that all performance requirements are completed and monitored. Mrs. Richards
will be responsible for the required record keeping, equipment/supply management,
monitoring/scheduling training and safety programs, obtaining/maintaining required contract
documents and customer relations as they pertain to this contract.
Staff Administration: Vicky Floresca, Supported Employment Program Manager
Mrs. Vicky Floresca, Supported Employment Program Manager, has been employed with Lincoln
Training Center for 26 years and has extensive experience in project management, staffing,
scheduling, training, and quality control. Mrs. Floresca has experience supervising 100+ contract
employees for more than 25 contracts. Mrs. Floresca maintains over 10 years of experience starting
up and overseeing numerous city, county, state and federal custodial contracts. Mrs. Floresca will
be responsible for providing the recruitment, onboarding, onsite training, scheduling and the direct
supervision and monitoring of all City of Rosemead contract staff. Mrs. Floresca will be
responsible for completing the annual schedule to the city which will show the estimated times for
daily performance as well as periodic cleanings for each facility. Mrs. Floresca will ensure
custodial staff are trained, and fully capable of handling all contract specifications and
performance requirements. Mrs. Floresca is available to our site contacts and staff 24/7 to address
emergency issues and contract needs.
10
City of Rosemead
RFP -No. 2023-02 Janitorial Services
Quality Control: Monica Ortiz, QC Manager
Mrs. Monica Ortiz, Quality Control Manager, will be responsible for providing the Quality Control
to all buildings under the City of Rosemead contract. Mrs. Ortiz has been employed with Lincoln
Training since 2018 and has experience overseeing the Quality Control for 25+ customers. Mrs.
Ortiz will be responsible for ensuring staff are maintaining the scope of work, daily
responsibilities, and all performance requirements. Mrs. Ortiz will perform ongoing, routine visits
to ensure tasks are completed as required and maintain communication with City staff to ensure
contract satisfaction.
Training: Jim Smith, Program Manager
Mr. Smith has been employed with Lincoln Training Center for 23 years and has extensive
experience in janitorial contract administration and management. Mr. Smith maintains over 15
years of experience supervising contracts with over 30 locations for a single customer. He oversees
the Quality Control Plans for 25+ contracts statewide. Mr. Smith is proficient in utilizing carpet
extractors, floor machines, stripping and waxing floors, window care, parking lot maintenance and
utilizing chemicals in compliance with OSHA regulations and performing all periodic work to
industry standards. Mr. Smith will be responsible for providing initial and ongoing training on
equipment, floor machines and the monitoring of periodic work.
Training (Support): Mr. Ernie Carranza, Area Supervisor
Mr. Carranza has been employed with Lincoln Training Center for 13 years and has extensive
experience in janitorial contract administration and management. He has overseen and assisted
with the Quality Control Plans for 25+ contracts for the Southern Califomia region.
Mr. Carranza is proficient in utilizing carpet extractors, floor machines, stripping and waxing
floors, window care, parking lot maintenance and utilizing chemicals in compliance with OSHA
regulations and performing all periodic work to industry standards. Mr. Carranza will be
responsible for providing initial training, and as needed, on equipment, floor machines and the
monitoring of periodic work.
Lead Supervisor: To Be Hired Upon Award
The lead Supervisor will be responsible for the day to day management and supervision of contract
services. The Lead Supervisor must have a minimum of five years of experience in the field of
custodial services or related industry. Proficiency in utilizing carpet extractors, floor machines,
stripping and waxing floors, and utilizing chemicals in compliance with OSHA regulations is
preferable. The site supervisor will be available to the City of Rosemead personnel 24/7 to address
emergency issues and contract needs. The Lead Supervisor will be assigned to provide hands on
training and will work side by side with all new employees for initial training purposes. The Lead
Supervisor is responsible for monitoring performance, ensuring all contract performance standards
are met, and that assigned work is completed as required.
11
City of Rosemead
RFP -No. 2023,02 Janitorial Smion
Related Experience
A partial list of projects:
Project
Ste.
Term
County of LA -libraries
498,000
2014 -Present
County of Yolo
500,000
2012 -present
Dept. of Corrections
500K+
2009 -Present
County of Fresno
231,000
2011-2020
City of Fresno
221,000
2015-2020
City of Sacramento
212,000
2020 -Present
City of Montebello
164,000+
2017-2021
Lincoln Training Center (LTC) has 33 years of experience performing all custodial services as
specified within this RFP. We maintain the experience, staffing, technical competence, and
dedication to deliver high quality custodial services to the City of Rosemead. Lincoln Training
Center easily meets or exceeds all service and technical requirements as outlined in the RFP.
Lincoln Training Center has experience providing custodial services to a variety of large and multi-
facility locations, including the County of Los Angeles, City of Montebello, City of Sacramento,
City of Fresno, and other municipalities, which are similar to the services identified in the
Statement of Work. Lincoln Training Center's extensive experience at high -traffic, high-profile
facilities, provides you with the assurance that we maintain the organizational capacity to provide
the services required under this contract.
Lincoln Training Center currently contracts with over 50 customers and provides custodial
services to over 25 companies throughout California in the public and private sector. Lincoln
Training Center is experienced in servicing buildings from 2,000 to 128,000 sq. ft., handling small
and large accounts, multiple buildings, and multiple locations for the same customer. Services are
provided to our customers 7 days per week/365 days per year, to accommodate their custodial
and maintenance needs. Services include advanced Covid-19 disinfection, general custodial,
stripping/waxing, buffing, carpet extraction, and interior/exterior window care. Employees are on
call 24/7 to address facility needs, unanticipated work, disinfection services, and handle
emergency call-backs. These include bio -hazard clean-up, which is provided by employees
trained and certified through Spartan Chemical's Clean Check training program, which is in
accordance with OSHA requirements.
Our references include the following:
Agency Name: County of Los Angeles -Public Library (Areas 5 and Area 6)
Contact/Reference: Gilbert Garcia, Administrative Services Manager II
Address: 7400 Imperial Hwy Downey, CA 90242
Phone: (562) 459-6780 Mobile (213) 503-6412
Contract Dates: 2014 -Current
12
City of Rosemead
RFP -No. 2023-02 Janitorial Services
Description of Services:
Since 2014, we have been providing complete custodial services to 30 libraries throughout Los
Angeles County, totaling 498,000 sq. ft. Services include advanced Covid-19 disinfection,
general custodial, stripping/waxing, buffing, carpet extraction, and interior/exterior window care.
Employees are on call 24/7 to address facility needs, unanticipated work, disinfection services,
and handle emergency call-backs. These include bio -hazard clean-up, which is provided by
employees trained and certified through Spartan Chemical's Clean Check training program,
which is in accordance with OSHA requirements. Lincoln Training Center staff must handle calls
within one hour and always have staff available to handle as required. In 2021, the contract term
ended and it went out to competitive bid. Lincoln Training Center was awarded the new contract
and we are proud to be continuing our nine year partnership with the County of Los Angeles.
Contract Team:
Casey Richards, Director of Community Services. Mrs. Richards is responsible for contract
administration and corporate oversight of this contract. Mrs. Richards is the point of contact
related to any contract changes. Ms. Richards is a CIMS ICE Expert and is responsible for
providing ongoing offsite training to staff, monitoring the quality control, and ensuring services
meet contract requirements and follow the CIMS standard.
Vicky Floresca, Supported Employment Manager. Mrs. Floresca is responsible for the
supervision of all staff assigned to this contract. Mrs. Floresca completes all recruitment,
onboarding, scheduling and monitoring of staff performance. She ensures that all custodial staff
are trained, and fully capable of handling all contract specifications and performance
requirements.
Ernie Caffanza, Area 5 Supervisor. Mr. Carranza is the assigned Supervisor for all libraries under
Area 5. Mr. Ernie Carranza is responsible for monitoring and inspecting the performance of all
custodians assigned to the 15 libraries under this area. Mr. Carranza has been employed with
Lincoln Training Center for thirteen years and has acted as the Library Area Supervisor since 2016.
Mr. Carranza is proficient in utilizing carpet extractors, floor machines, stripping and waxing
floors, and utilizing chemicals in compliance with OSHA regulations. Mr. Carranza is available to
the County of Los Angeles Public Library personnel 24/7 to address emergency issues and contract
needs.
Cesar Perez -Ortiz, Area 6 Supervisor. Mr. Perez -Ortiz is the assigned Supervisor for all libraries
under Area 6. He is assigned exclusively to this contract to monitor and inspect the employees
and their performance. He is proficient in utilizing carpet extractors, floor machines, stripping
and waxing floors, and utilizing chemicals in compliance with OSHA regulations. Mr. Perez -
Ortiz is available to the County of Los Angeles Public Library personnel 24/7 to address
emergency issues and contract needs.
Monica Ortiz, Quality Control Manager. Mrs. Ortiz is the QC Manager for all contracts managed
under the South El Monte, corporate office. Mrs. Ortiz is responsible for completing ongoing
13
City of Rosemead
RFP -No. 2023-02 Janitorial Services
monthly site inspections to ensure service requirements and frequencies are in line with the
technical specifications and to ensure staff is maintaining performance requirements.
Agency Name: City of Montebello
Contact/Reference: David Sosnowski, Director of Recreation & Community Services
Address: 1700 West Victoria Ave. Montebello, CA 90640
Phone: (323) 887-4588 Mobile: (323) 246-3468
Email: dsosnowski@acityofmontebello.com
Contract Dates: 2017-2021
Description of Services:
From 2017-2021 we provided complete custodial services to the City of Montebello. Under this
contract, we maintained 22 locations including City Hall, the Police Dept., Senior Center,
Recreation Center, Transit, Youth Center and all parks throughout the city. Custodial tasks were
similar in size and scope to those required for this RFP. Services were provided 7 days per week
by day porters and night staff. Services included, but were not limited to; daily routine custodial,
stripping/waxing, carpet extraction, floor care, window cleaning, bio -hazard cleanup, and
advanced Covid-19 disinfection. All labor, supervision, commercial equipment and quality
control were provided by Lincoln Training Center.
Contract Team:
Casey Richards, Director of Community Services. Mrs. Richards was responsible for contract
administration and corporate oversight of this contract. Mrs. Richards was the point of contact
related to any contract changes. Ms. Richards is a CIMS ICE Expert and was responsible for
providing ongoing offsite training to staff; monitoring the quality control, and ensuring services
met contract requirements and followed the CIMS standard.
Jim Smith, Program Manager
Mr. Smith was responsible for the supervision of all staff assigned to this contract. Mr. Smith
completed all recruitment, onboarding, scheduling, training and monitoring of staff performance.
He ensured that all custodial staff were trained, and fully capable of handling all contract
specifications and performance requirements. Mr. Smith has been employed with Lincoln
Training Center for 23 years and has extensive experience in janitorial contract administration
and management.
Ernie Carranza, Site Lead. Mr. Carranza was the assigned Supervisor for all City locations under
this contract. Mr. Ernie Carranza was responsible for monitoring and inspecting the performance
of all custodians who serviced the 22 locations. Mr. Carranza has been employed with Lincoln
Training Center for thirteen years. Mr. Carranza is proficient in utilizing carpet extractors, floor
machines, stripping and waxing floors, and utilizing chemicals in compliance with OSHA
regulations. Mr. Carranza was available to City personnel and LTC staff 24/7 to address
emergency issues and contract needs.
14
City of Rosemead
RFP-No. 2023-02 Janitorial Services
Agency Name: City of Sacramento
Contact/Reference: Gary O'Neill, Procurement Analyst
Address: 915 I Street, 2nd Floor Sacramento, CA 95814
Phone: (916) 808-7432
Email: GoneillAcitvofsacramento.om
Contract Dates: 2020 -Current
Description of Services
Since 2020, Lincoln Training Center has been providing complete custodial service to 11
buildings, encompassing 212,000 square feet for the City of Sacramento. Locations include the
911 Call Center, the Fire Department Administration, Animal Control, various Police facilities,
and other high profile locations. Lincoln Training Center ensures facilities are maintained in
accordance with the highest industry standards of cleanliness. Custodial services are provided day
and night, 7 days per week and include: interior office space cleaning, corporate yard/warehouse
cleaning, parking garage cleaning, interior and exterior window cleaning, stripping/waxing,
buffing, carpet extraction, special event set up, emergency requests and all other areas directly
related to this RFP.
Contract Team:
Amy Camp, Director of Community Services. Ms. Camp is responsible for contract administration
and corporate oversight of this contract. Ms. Camp is responsible for providing ongoing offsite
training to staff, monitoring the quality control, and ensuring services meet contract requirements
and follow the CIMS standard. Ms. Camp completes all recruitment, onboarding, scheduling,
training and monitoring of staff performance. She ensures that all custodial staff are trained, and
fully capable of handling all contract specifications and performance requirements. Ms. Camp has
been employed with Lincoln Training Center for 20 years, maintains a C-27 license, and has
extensive experience in janitorial contract administration and management.
Braulia Serrano, Contract Supervisor. Mr. Serrano is the assigned Supervisor for all City locations
under this contract. Mr. Serrano is responsible for monitoring and inspecting the performance of
all custodians who service the 11 buildings under this contract. Mr. Serrano is proficient in utilizing
carpet extractors, floor machines, stripping and waxing floors, and utilizing chemicals in
compliance with OSHA regulations. Mr. Serrano is available to City personnel and LTC staff 24/7
to address emergency issues and contract needs.
Demetrius Howze, Quality Control Manager. Mr. Howze is the QC Manager for all contracts
managed under the Roseville office. Mrs. Howze is responsible for completing ongoing monthly
site inspections to ensure service requirements and frequencies are in line with the technical
specifications and to ensure staff is maintaining performance requirements.
15
FINAL WORKSHEET
1 City Hall
2 RCRC
3 Garvey Center
4 Garvey Gymnasium
5 Jess Gonzalez Sports Complex
6 Public Safety Center
7 Public Works Yard
8 Splash Zone
9 Rosemead Aquatic Center
10 Garvey Park Recreation Office
11 Garvey Park Snack Bar Restroom
12 Garvey Park Restroom
13 Rosemead Park Snack Bar Restroom
14 Rosemead Park Staff Restroom
15 Rosemead Park Rec Building/Preschool/Restroom
16 Sally Tanner Park
17 Zapopan Park
The City understands that labor costs will increase in the upcoming years. Given that the contract would be
for a period of three years, please enter a proposed fee for the second and third year of the contract
Annual Maintenance CPI 1 6.00%
Increase Total
The City would also like a price for consumables at all City facilities (paper products, trash liners, hand soap,
cleaning products, etc.). Please provide an annual quote for the purchase, delivery, and restocking of these
Annual Maintenance CPI 1 3.00%
Increase Total
A. Bathrooms
B. Kitchenettes
C. Solid Waste
D. Vacuuming
E. Hard Surfaced Floors
F. Low Surface Cleaning
G. Doors/Fixtures Spot Clean
CITY HALL
Daily Cleaning: Monday, Tuesday, Wednesday, Thursday, Sunday
A. B. D. F.
Time per Hourly C. Weekly E. Weekly Weeks G.
activi Fee A x B Services Cost Year Annual Cost
City Manager's Office 0.25 $ 25.591 $ 6.40 5 $ 31.99 51 $ 1.631.36
Lobby Women's
0.25
$ 25.59
$ 6.40
5 $
31.99 51
$
1,631.36
Lobb Men's
0.25
$ 25.59
$ 6.40
5 $
31.99 51
$
1,631.36
Upstairs South Side Women's
0.25
$ 25.59
$ 6.40
5 $
31.99 51
$
1,631.36
Upstairs South Side Men's
0.125
$ 25.59
$ 3.20
5 $
15.99 51
$
815.68
Downstairs Women's Main
0.125
$ 25.59
$ 3.20
5 $
15.99 51
$
815.68
Downstairs Men's Main
0.125
$ 25.59
$ 3.20
5 $
15.99 51
$
815.68
Upstairs
0.25
$ 25.59
$ 6.40
5 $
Annual Total
31.99 51
$
$
8,972.49
1,631.36
Downstairs
0.25
$ 25.59
$ 6.40
5 $
31.99 51
$
1,631.36
Recycling
0.125
$ 25.59
$ 3.20
5 $
Annual Total
15.99 51
$
$
3,262.73
815.68
Organic
0.125
$ 25.59
$ 3.20
5 $
15.99 51
$
815.68
Trash
0.125
$ 25.59
$ 3.20
5 $
15.99 51
$
815.68
Upstairs
0.5
$ 25.59
$12.80
5 $
Annual Totall
63.98 51
$
$
2,447.04
3,262.73
Downstairs
0.5
$ 25.59
$12.80
5 $
63.98 51
$
3,262.73
Council Chambers (Bi-Weekly)l
1
1 $ 25.59
1 $25.59
1 $
25.59 51
$
1,305.09
Upstairs
0.25
$ 25.59
$ 6.40
5 $
Annual Total
31.99 51
$
$
7,830.54
1,631.36
Downstairs
0.25
$ 25.59
$ 6.40
5 $
31.99 51
$
1,631.36
0.25
$ 25.59
$ 6.40
5 $
Annual Total
31.99 51
$
$
3,262.73
1,631.36
0.5
$ 25.59
$12.80
5
$ 63.98 51
$
3,262.73
n:ility
0.5 --F$--25.-591
$12.80
5 $
Annual Total
63.98 51
$
$
3,262.73
I Annual Totals $ 3,262.73
Periodic Cleaning
A. B. C. D. Services F
Time per Hourly Cost Per Performed Annual Cost
activity Fee Service Annually
H. Window Glass Cleaning
4
$ 33.25
$ 133.00
8
$
1,064.00
I. High Window Glass Cleaning
4
$ 33.25
$ 133.00
6
$
798.00
J. High Surface Dust Removal and Fixture Cleaning
2
$ 33.25
$ 66.50
4
$
266.00
K. Carpet Cleaning Shampooing
9
$ 66.50
$ 598.50
4
$
2,394.00
L. Ducting Vents Cleaning
2
$ 33.25
$ 66.50
1
$
66.50
M. Restroom Deep Cleaning
2
$ 33.25
$ 66.50
51
$
3,391.50
Periodical TotalsF$
7,980.00
Annual Cost of Daily Cleaning $ 33,932.34
Annual Cost of Periodic Cleaning $ 7,980.00
Total Annual Cost for City Hall $ 41,912.34
A. Bathrooms
B. Kitchen/Kitchenettes
C. Solid Waste
D. Vacuuming
E. Hard Surfaced Floors
F. Low Surface Cleaning
G. Doors/Fixtures Spot Clean
ROSEMEAD COMMUNITY RECREATION CENTER (RCRC)
Daily Cleaning: Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday
A. B. F.
Time per Hourly C. A x D. Weekly E. Weekly Weeks G.
activity Fee B Services Cost Year Annual Cost
Lobby Women's
F -0 -25 -TS
$
-25.591
$
6.40
7
$
44.78 51
$
2,283.91
Lobb Men's
0.25
$
25.59
$
6.40
7
$
44.78 51
$
2,283.91
Room 2 Men's
0.25
$
25.59
$
6.40
7
$
44.78 51
$
2,283.91
Room 2 Women's
o.25
$
25.59
$
6.40
7
$
44.78 51
$
2,283.91
Staff Unisex Restroom
0.25
$
25.59
$
6.40
7
$
44.78 51
$
2,283.91
Kitcheno.75
$
25.59
$
19.19
7
$
Annual Total
134.35 51
$
$
11,419.54
6,851.72
Breakroom Kitchenette
o.25
$
25.59
$
6.40
7
$
44.78 51
$
2,283.91
Recycling
025
S
25.59
$
6.40
7
$
Annual Totall
44.78 51
$
$
9,135.63
2,283.91
Organics
0.25
1 S
25.59
$
6.40
7
$
44.78 51
$
2,283.91
Trash
1 0.25
1 $
25.591
$
6.40
7
$
44.78 51
$
2,283.91
F-71--T-S-25.5-9
$
25.59
7
$
Annual Totall
179.13 51
$
$
6,851.72
9,135.63
t
S
2s.59
$
25.59
7
$
Annual Totall
179.13 51
$
$
9,135.63
9,135.63
F--I--F$-25.5-9-1
$
25.59
7
$
Annual Total
179.13 51
$
$
9,135.63
9,135.63
t
S
25.59
$
25.59
7
$
Annual Total
179.13 51
$
$
9,135.63
9.135.6;
jTotaIA-Gj $ 63,949.41
Periodic Cleaning
A. B. Hourly
Time per Fee
activity
Annual Totals $ 9,135.63 1
C. D. Services
F. Annual
Cost Per Performed
Service Annually Cost
H. High Surface Dust Removal and Fixture Cleaning
2
$
33.25
$ 66.50
4
$
266.00
I. Carpet Cleaning Shampooing
4
$
66.50
$ 266.00
1
$
266.00
J. Ducting Vents Cleaning
1
$
33.25
$ 33.25
1
$
33.25
K. High Window Glass Cleaning
6
$
33.25
$ 199.50
4
$
798.00
L. Restroom Deep Cleaning
1
$
33.25
$ 33.25
51
$
1,695.75
M. Restroom Deep Cleaning
0.5
$
33.25
$ 16.63
51
$
847.88
N. Striping and Waxing Floors
4
$
66.50
$ 266.00 1
Periodical Totalsr$
$
266.00
4,172.88
Annual Cost of Daily Cleaning $ 63,949.41
Annual Cost of Periodic Cleaning $ 4,172.88
Total Annual Cost for RCRC $ 68,122.29
GARVEY CENTER
Daily Cleaning: Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday
A.
B.
D.
E.
F.
$
44.78 51
C.
2,283.91
G.
Time per
Hourly
Weekly
Weekly
Weeks
44.78 51
$
A x B
North Men's
Annual Cost
activity
Fee
Services
Cost
Year
A. Bathrooms ILobbv
Women's o.5
$ 25.59
$12.80 7
$ 89.57
51 $ 4,567.82
B. Kitchen/Kitchenettes
C. Solid Waste
D. Vacuuming
E. Hard Surfaced Floors
F. Low Surface Cleaning
G. Doors/Fixtures Spot Clean
Lobb Men's
0.25
$ 25.591
$ 6.40
7
$
44.78 51
$
2,283.91
North Women's
015
$ 25.59
$ 6.40
7
$
44.78 51
$
2,283.91
North Men's
0.25
$ 25.59
$ 6.40
7
$
44.78 51
$
2,283.91
South Women's
0.25
$ 2559
$ 6.40
7
$
44.78 51
$
2,283.91
South Men's
0.25
$ 25.59
$ 6.40
7
$
44.78 51
$
2,283.91
Kitchen
os
$ 25.59
$12.80
7
$
Annual Total
89.57 51
$
$
15,987.35
4,567.82
FGT Kitchenette
0.25
$ 25.59
$ 6.40
3
$
19.19 51
$
978.82
Recycling
025
$ 25.59
$ 6.40
7
$
Annual Totall
44.78 51
$
$
5,546.63
2,283.91
Organics
015
$ 25.59
$ 6.40
7
$
44.78 51
$
2,283.91
Trash
0.25
$ 25.59
$ 6.40
7
$
44.78 51
$
2,283.91
Hallway
o.s
$ 25.59
$12.80
7
$
Annual Total
89.57 51
$
$
6,851.72
4,567.82
FGT Room
0.25
$ 25.59
$ 6.40
7
$
44.78 51
$
2,283.91
All Hard Surfaced Areas
t
$ 25.59
$25.59
7
$
Annual Total
179.13 51
$
$
6,851.72
9,135.63
Entire Building
1
1$ 25.591
$25.59
7
$
Annual Total
179.13 51
$
$
9,135.63
9,135.63
$ 25.59
$25.59
7
$
Annual Tot;lj
179.13 51
$
$
9,135.63
9,135.63
Total A -G $ 62,644.32
Periodic Cleaning
Annual Totals $ 9,135.63
A.
Time per
activity
B.
Hourly
Fee
C.
Cost Per
Service
D. Services F Annual
Performed Cost
Annually
H. Hieh Surface Dust Removal and Fixture Cleaning 2
$ 33.25
$ 66.50
2 $ 133.00
Tncludino High Beams
J. High Window Cleaning
2
$
33.25
$ 66.50 4
$
266.00
J. Carpet Cleaning Shampooing
4
$
66.50
$ 266.00 1
$
266.00
K. Dueling Vents Cleaning
2
$
33.25
$ 66.50 1
$
66.50
L. Restroom Deep Cleaning
2
$
33.25
$ 66.50 51
$
3,391.50
M. Striping and Waxing Floors
14
$
66.50
$ 931.00 2
$
1,862.00
Periodical Totals $
5,985.00
Annual Cost of Daily Cleaning $ 62,644.32
Annual Cost of Periodic Cleaning $ 5,985.00
Total Annual Cost for Garvey Center $ 68,629.32
A. Bathrooms
B. Solid Waste
C. Low Surface Cleaning
GARVEY PARK GYM (GPG)
Daily Cleaning: Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday
A. B. D. E. F.
Time per Hourly C. Weekly Weekly Weeks G.
activity Fee A x B Services Cost Year Annual Cost
Women's
1 0.25
1 $ 25.59
1 $ 6.40
7
1 $ 44.78 1 52 1
$
2,328.69
Men's
1 0.25
$ 25.591
$ 6.40
1 7
1 $ 44.78 1 52 1
$
2,328.69
Recycling
0.25
1 $ 25.59
1 $ 6.40
7
Annual Total
$ 44.78 52
$
$
4,657.38
2,328.69
Trash
0.25
$ 25.59
$ 6.40
7
$ 44.78 52
$
2,328.69
Gym Perimeter (Inside & Outside)
0.5
$ 25.59
$12.80
7
Annual Totall
$ 89.57 1 52 1
$
$
4,657.38
4,657.38
Annual Totals $ 4,657.38
Total A+B 1 $ 13,972.14
Periodic Cleaning
Annual Cost of Daily Cleaning $ 13,972.14
Annual Cost of Periodic Cleaning $ 565.25
Total Annual Cost for GPG $ 14,537.39
D.
A.
B.
C. Cost
Services
F.
Annual
Time per
Hourly
Per
Performed
Cost
activity
Fee
Service
Annuall
D. High Surface Dust Removal and Fixture Cleaning
1
$ 33,25
$ 33.25
4
$
133.00
E. Ducting Vents Cleaning
1
$ 33,25
$ 33.25
1
$
33.25
F. High Window Glass Cleaning
$ 3325
$ 66.50
4
$
266.00
G. Restroom Deep Cleaning
1
$ 33.25
$ 33.25
4
$
133.00
Periodical Totalsr$
565.25
Annual Cost of Daily Cleaning $ 13,972.14
Annual Cost of Periodic Cleaning $ 565.25
Total Annual Cost for GPG $ 14,537.39
A. Bathrooms
JESS GONZALEZ SPORTS COMPLEX
Daily Cleaning: Oncall - As Requested (Up to 26 Weeks of Service)
A. B. D. E. F.
Time per Hourly C. Weekly Weekly Weeks G.
activity Fee A X B Services Cost Year Annual Cost
0.125 1 $ 25.59
B. Solid Waste Trash 0.125
1 $ 25.59 1 $ 3.20
7
$ 22.39 26 $
582.17
Annual Total $
582.17
Total A+B 1 $ 1,746.52
Periodic Cleaning
D.
A.
B.
C. Cost
Services F.
Annual
Time per
Hourly
Per
Performed
Cost
activity
Fee
Service
Annuall
C. Deep Cleaning
$ 33.25
$ 33.25 26 $
864.50
Annual Periodic Total $
864.50
Annual Cost of Daily Cleaning $ 1,746.52
Annual Cost of Periodic Cleaning $ 864.50
Total Annual Cost for RCRC $ 2,611.02
PUBLIC SAFETY CENTER (PSC)
Daily Cleaning: Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday
A. B. D. E. F.
Time per Hourly C' Weekly Weekly Weeks G'
activitv Fee A x B Services Cost Year Annual Cost
A. Bathrooms
B. Kitchenettes
C. Solid Waste
D. Vacuuming
E. Hard Surfaced Floors
F. Low Surface Cleaning
G. Doors/Fixtures Spot Clean
Lobby Women's
0.125
$
25.59
$ 3.20
7
$ 22.39 52
$
1,164.35
Lobby Men's
0.125
1 $
25.59
1 $ 3.20
7
$ 22.39 52
$
1,164.35
Annual Totall
$
2,328.69
0.125
$
2559
$ 3.20
7
$ 22.39 52
$
1,164.35
Services
F.
Annual
Annual Totall
$
1,164.35
Recycling
0.125
$
25.59
$ 3.20
7
$ 22.39 52
$
1,164.35
Trash
0.125
1 $
25.59
1 $ 3.20
7
$ 22.39 52
$
1,164.35
5
$ 66.50
######
2
$
665.00
Annual Totall
$
2,328.69
$ 33.25
0.125
$
25.59
$ 3.20
7
$ 22.39 52
$
1,164.35
$
133.00
K. Ducting Vents Cleaning
1
$ 33.25
$ 33.25
Annual Totall
$
1,164.35
K. Restroom Deep Cleaning Weekly
0.125
1 $
25.59
$ 3.20
7
$ 22.39 52
$
1,164.35
Periodical Totalsi $
1.745.63
Annual Total
$
1,164.35
0.125
$
25.59
$ 3.20
7
$ 22.39 52
$
1,164.35
Annual Total
$
1,164.35
0.125
$
2559
$ 3.20
7
$ 22.39 52
$
1,164.35
Annual Cost of Daily Cleaning $ 10,479.11
Annual Cost of Periodic Cleaning $ 1,745.63
Total Annual Cost for PSC $ 12,224.73
I Annual 10tall
$
1,164.30I
Total A-Gr$--I-O,-47-9-1 1
Periodic Cleaning
D.
A.
B.
C.
Services
F.
Annual
Time per
Hourly
Cost Per
Performed
Cost
activity
Fee
Service
Annually
H. Striping and Waxing Floors
5
$ 66.50
######
2
$
665.00
I. High Surface Dust Removal and Fixture Cleaning
1
$ 33.25
$ 33.25
2
$
66.50
J. Carpet Cleaning Shampooing
1
$ 66.50
$ 66.50
2
$
133.00
K. Ducting Vents Cleaning
1
$ 33.25
$ 33.25
1
$
33.25
K. Restroom Deep Cleaning Weekly
0.5
$ 33.25
$ 16.63
51
$
847.88
Periodical Totalsi $
1.745.63
Annual Cost of Daily Cleaning $ 10,479.11
Annual Cost of Periodic Cleaning $ 1,745.63
Total Annual Cost for PSC $ 12,224.73
A. Bathrooms
B. Kitchenettes
C. Solid Waste
D. Locker Room
E. Hard Surfaced Floors
F. Low Surface Cleaning
G. Doors/Fixtures Spot Clean
PW Yard
0.125
$
25.59
Daily Cleaning: Tuesday, Thursday, Sunday
3
$
9.60 52 1
A. B.
D.
E.
F.
C.
25.59
$ 3.20
G.
Time per Hourly
Weekly
Weekly
Weeks
A x B
0.125
$
Annual Cost
activi Fee
Services
Cost
Year
Women's 0.125 $ 25.59 S 3.20 1
3
1 S 9.60
1 52 1 S 499.01
Men's
0.125
$
25.59
$ 3.20
3
$
9.60 52 1
$
499.01
Showers
0.125
$
25.59
$ 3.20
3
$
9.60 52 1
S
499.01
Performed
0.125
$
25.59
$ 3.20
3
$
Annual Totall
9.60 1 52 1
$
$
1,497.02
499.01
Recycling
0.0625
$
2ss9
$ 1.60
3
$
Annual Totall
4.80 52
$
$
499.01
249.50
Organics
0.0625
$
25.59
$ 1.60
3$
2,460.50
4.80 52
$
249.50
Trash
0.0625
$
25.59
$ 1.60
3
$
4.80 52
$
249.50
0.5
$
25.59
$12.80
3
Annual Total
$ 38.39 1 52
S
S
748.51
1.996.02
0.125
$
25.59
$ 3.20
3
$
Annual Totall
9.60 1 52
$
$
1,996.02
499.01
0.125
$
25.59
$ 3.20
3
$
Annual Total
9.60 1 52
$
$
499.01
499.01
0.125
$
25.59
$ 3.20
3
$
Annual Totall
9.60 1 52 1
$
$
499.01
499.01
Total A -G 1 $ 6,237.56
Periodic Cleaning
A. B.
Time per Hourly
activity Fee
H. High Surface Dust Removal and Fixture Cleaning 2 $ 33.25
I. Striping and Waxing Floors
J. Ducting Vents Cleaning as $ 3325
K. Restroom Deep Cleaning Weekly os $ 33.25
Annual Cost of Daily Cleaning $ 6,237.56
Annual Cost of Periodic Cleaning $ 2,460.50
Total Annual Cost for PSY $ 8,698.06
Annual Totals
$
499.011
D.
C. Cost
Services
F.
Annual
Per
Performed
Cost
Service
Annuall
$ 66.50
0
$
-
$ 399.004
$
1,596.00
$ 16.63
1
$
16.63
$ 16.63
51
$
847.88
Periodical Totals $
2,460.50
SPLASH ZONE
Daily Cleaning: Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday
Months of Operation: May 1 - October 1
A. B. D. E. F.
Time per Hourly C. Weekly Weekly Weeks G.
activitv Fee A x B Services Cost Year Annual Cost
A. Bathrooms
B. Snack Bar
C. Solid Waste
D. LockerRoom/Showers
E. Hard Surfaced Floors
F. Low Surface Cleaning
G. Doors/Fixtures Spot Clean
Women's 1
0.25
$
25.59 1
$ 6.40
7
$ 44.78 20
$
895.65
Men's
1 0.25
$
25.591
$ 6.40
7
$ 44.78 20
$
895.65
Staff Restroom
0.25
$
25.59
$ 6.40
7
$ 44.78 20
$
895.65
0.25
$
25.59
$ 6.40
7
Annual Total
$ 44.78 20
$
$
2,686.95
895.65
Recycling
0.0625
1 $
25.591
$ 1.60
1 7
Annual Total
1 $ 11.20 1 20 1
$
$
895.65
223.91
Trash
1 0.0625
1 $
25J91
$ 1.60
1 7
1 $ 11.20 1 20 1
$
223.91
Women's
0.125
$
25.59
$ 3.20
7
Annual Total
$ 22.39 20
$
$
447.83
447.83
Men's
0.125
$
25.59
$ 3.20
7
$ 22.39 1 20
$
447.83
0.125
$
25.59
$ 3.20
7
+nnualTotal
$ 22.39 1 20
$
$
895.65
447.83
0.125
1 $
25.591
$ 3.20
1 7
Annual Total
1 $ 22.39 1 20 1
$
$
447.83
447.83
0.125
$
25.59
$ 3.20
7
Annual Total
$ 22.39 1 20
$
$
447.83
447.83
Total A -G I $ 6,269.55
Periodic Cleaning
A. B.
Time per Hourly
activity Flee
2 I $ 33.25
Annual Totals $ 447.83
C. Cost D.
Per Services F. Annual
Service Performed Cost
Annual)
$ 66.50 2 $ 133.00
I. Ducting Vents Cleaning 0.5 $ 33.25 $ 16.63 1 $ 16.63
J. Restroom Deco Cleanine o.5 $ 33.25 $ 16.63 51 $ 847.88
Periodical Totals) $ 997.50
Annual Cost of Daily Cleaning $ 6,269.55
Annual Cost of Periodic Cleaning $ 997.50
Total Annual Cost for Splash Zone $ 7,267.05
A. Bathrooms
B. Snack Bar
C. Solid Waste
ROSEMEAD AQUATIC CENTER
0.25
$
25 59
Daily Cleaning: Monday, Tuesday, Wednesday, Thursday, Friday, Saturday,
Sunday
$ 44.78 52
Open Year Round
2,328.69
Staff Restroom
0.25
A. B.
D.
E.
F.
Time per Hourly C.
Weekly
Weekly
Weeks G.
A x B
$
25.59
Annual Cost
activi Fee
Services
Cost
Year
lWomen's
0.25 $ 25.59 $ 6.40 1
7
1 $ 44.78
1 52 $ 2,328.69
D. Locker Rooms/Showers
E. Hard Surfaced Floors
F. Low Surface Cleaning
G. Doors/Fixtures Spot Clean
Men's
0.25
$
25 59
$ 6.40
7
$ 44.78 52
$
2,328.69
Staff Restroom
0.25
$
25.59
$ 6.40
7
$ 44.78 52 1
$
2,328.69
Time per
0.0625
$
25.59
$ 1.60
7
Annual Totall
$ 11.20 1 52 1
$
$
6,986.07
59 .17
Recycling
0.0625
$
25.59
$ 1.60
7
Annual Total
$ 11.20 52
$
$
582.17
582.17
Trash
0.0625
$
25.59
$ 1.60
7
$ 11.20 52
$
582.17
Women's
0.25
$
2559
$ 6.40
7
Annual Total
$ 44.78 52
$
$
1,164.35
2,328.69
Men's
1 0.25
1 $
25,591
$ 6.40
1 7
1 $ 44.78 1 52 1
$
2,328.69
0.0625
1 $
25.591
$ 1.60
1 7
Annual Totall
$ 11.20 1 52 1
$
$
4,657.38
582.17
0.0625
1 $
25.591
$ 1.60
1 7
Annual Total
1 $ 11.20 1 52 1
$
$
582.17
582.17
0.0625
1 $
25.59
$ 1.60
7
Annual Total
$ 11.20 1 52
$
$
582.17
582.17
Total A -G 1 $ 15,136.49
Periodic Cleaning
H. Window Glass Cleaning
I. Weekly Deep Cleaning of Locker Rooms and Showers
J. Ducting Vents Cleaning
1 Annual lotall $ 582.171
Annual Cost of Daily Cleaning $ 15,136.49
Annual Cost of Periodic Cleaning $ 1,147.13
Total Annual Cost for Splash Zone $ 16,283.61
D.
A.
B.
C. Cost
Services
F.
Annual
Time per
Hourly
Per
Performed
Cost
activity
Fee
Service
Annually
2
$ 33.25
$ 66.50
4
$
266.00
o.s
$ 33.25
$ 16.63
52
$
864.50
0.5
$ 33.25
$ 16.63
1
$
16.63
Periodical Totalsi $
1,147.13
Annual Cost of Daily Cleaning $ 15,136.49
Annual Cost of Periodic Cleaning $ 1,147.13
Total Annual Cost for Splash Zone $ 16,283.61
A. Bathrooms
B. Kitchenettes
C. Solid Waste
D. Locker Room
E. Hard Surfaced Floors
F. Low Surface Cleaning
G. Doors/Fixtures Spot Clean
GARVEY PARK RECREATION OFFICE (GPRO)
Daily Cleaning: Monday, Tuesday, Wednesday, Thursday, Friday
A. B. D. E. F.
Time per Hourly C. Weekly Weekly Weeks G.
activitv Fee A x B Services Cost Year Annual Cost
Women's
0.25
$
25.59
$ 6.40
5
$31.99 52
$
1,663.35
Men's
025
$
25.59
$ 6.40
5
$ 31.99 52
$
1,663.35
$
16.63
Periodical Totals $
Annual Totall
3,326.70
0.125
1 $
25.59
1 $ 3.20
1 5
1 $ 15.99 1 52 1
$
831.68
AnnualTotall
$
831.68
Recycling
0.0625
$
25.591
$ 1.60
1 5
1 $ 8.00 1 52 1
$
415.84
Trash
0.0625
1 $
25.59
1 $ 1.60
5
$ 8.00 1 52 1
$
415.84
Annual Total
$
831.68
0.125
1 $
25.59
1 $ 3.20
1 5
1 $ 15.99 1 52 1
$
831.68
Annual Total
$
831.68
0.0625
$
25.59
$ 1.60
5
$ 8.00 1 52
$
415.84
Annual Total
$
415.84
0.0625
$
25.59
$ 1.60
5
$ 8.00 1 52
$
415.84
Annual Total
$
415.84
0.0625
$
25.59
$ 1.60
5
$ 8.00 1 52
$
415.84
Total A -G 1 $ 7,069.24
H. Window Glass Cleaning
I. High Surface Dust Removal and Fixture Cleaning
J. Striping and Waking Floors
K. Ducting Vents Cleaning
Periodic Cleaning
Annual Totals $ 415.84
A. B. C. Cost D.
Time per Hourly Per Services F. Annual
activity Fee Service Performed Cost
Anmml lv
1 $
33.25
$ 33.25 4
$
133.00
1 $
33.25
$ 33.25 2
$
66.50
4 $
66.50
$ 266.00 2
$
532.00
0.5 $
33.25
$ 16.63 1
$
16.63
Periodical Totals $
748.13
Annual Cost of Daily Cleaning $ 7,069.24
Annual Cost of Periodic Cleaning $ 748.13
Total Annual Cost for City Hall $ 7,817.36
A. Bathrooms
GARVEY PARK SNACK BAR RESTROOMS (GPSR)
Daily Cleaning: Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday
January - November (no services required in December)
A. B. D. E. F.
Time per Hourly AC'R Weekly Weekly Weeks G. rncAnnual
Periodic Cleaning
Annual Cost of Daily Cleaning $ 4,657.38
Annual Cost of Periodic Cleaning $ 399.00
Total Annual Cost for GPSR $ 5,056.38
D.
A.
B.
C. Cost
Services F.
Annual
Time per
Hourly
Per
Performed
Cost
activity
Fee
Service
Annually
B. Deep Cleaning January through December t
$ 33.25
$ 33.25 121 $
399.00
Periodical Totalsi $
399.00
Annual Cost of Daily Cleaning $ 4,657.38
Annual Cost of Periodic Cleaning $ 399.00
Total Annual Cost for GPSR $ 5,056.38
A. Bathrooms
GARVEY PARK RESTROOMS (GPR)
Daily Cleaning: Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday
January - November (no services required in December)
A. B. D. E. F.
Time per Hourly C.A Weekly Weekly Weeks G Cos Annual
Women's 0.25 $ 25.59 $ 6.40 7 $ 44.78 52 $ 2,328.69
Men's o.zs $ 25.59 $ 6.40 7 $ 44.78 52 $ 2,328.69
Annual Totall $ 4.657.38
B. Deep Cleaning January through December
Periodic Cleaning
Annual Cost of Daily Cleaning $ 4,657.38
Annual Cost of Periodic Cleaning $ 399.00
Total Annual Cost for GPSR $ 5,056.38
D.
A.
B.
C. Cost
Services F.
Annual
Time per
Hourly
Per
Performed
Cost
activity
Fee
Service
Annual]
I
$ 33.25
$ 33.25
12 $
399.00
Periodical Totals $
399.00
Annual Cost of Daily Cleaning $ 4,657.38
Annual Cost of Periodic Cleaning $ 399.00
Total Annual Cost for GPSR $ 5,056.38
A. Bathrooms
B. Solid Waste Trash
B. Deep Cleaning
ROSEMEAD PARK SNACK BAR RESTROOMS (RPSBR)
D.
Daily Cleaning: Monday, Tuesday, Wednesday, Thursday, Friday, Saturday,
Sunday
B.
C.
A. B. D.
E.
F.
C.
Services F.
Annual
G.
Time per Hourly Weekly
Weekly
Weeks
'4 x B
Annual Cost
activityFee Services
Cost
Year
Service
Annuall
Women's 0.125 $ 25.59 $ 3.20
7
$ 22.39
52
$ 1,164.35
365.75
Meds 0.125 $ 25.59 $ 3.20
7
$ 22.39
52
$ 1,164.35
0.0625 1 $ 25.59 1 $ 1.60 1 7 1 $11.20
Annual
Periodic Cleaning
7
Annual Cost of Daily Cleaning $ 2,910.56
Annual Cost of Periodic Cleaning $ 365.75
Total Annual Cost for RPSR $ 3,276.61
D.
A.
B.
C.
Services F.
Annual
Time per
Hourly
Cost Per
Performed
Cost
activity
Fee
Service
Annuall
I
$ 33.25
$ 33.25
11 $
365.75
Periodical Totalsl $
365.75
Annual Cost of Daily Cleaning $ 2,910.56
Annual Cost of Periodic Cleaning $ 365.75
Total Annual Cost for RPSR $ 3,276.61
A. Bathrooms
B. Solid Waste
C. Vacuuming
D. Hard Surfaced Floors
E. Low Surface Cleaning
F. Doors/Fixtures Spot Clean
ROSEMEAD PARK RECREATION BUILDING/PRESCHOOL (RPRBP)
Daily Cleaning: Tuesday and Friday (Restrooms 2 days a week)
A. B. E. F.
Time per Hourly C' D. Weekly Weekly Weeks G.
activitv Fee A x B Services Cost year Annual Cost
Women's
1 0.5
$
25.591
$12.80
1 2
1 $ 25.59 1 51
$
1,305.09
Men's
0.5
S
25.59
$12.80
2
$ 25.59 1 51
$
1,305.09
Recycling
0.03125
$
25.59
$ 0.80
2
Annual Totall
$ 1.60 51 1
$
$
2,610.18
81.57
"Crash
0o3125
S
25.59
$ 0.80
2
$ 1.60 51
$
81.57
0.0625
$
25.59
$ 1.60
2
Annual Total
$ 3.20 51
$
$
163.14
163.14
Performed
0.0625
$
25.59
$ 1.60
2
Annual Total
$ 3.20 1 51
$
$
163.14
163.14
G. Carpet Cleaning Shampooing
0.0625
$
25.59
$ 1.60
2
Annual Total
$ 3.20 1 51 1
$
$
163.14
163.14
$ 199.50 2
0.03125
$
25.59
$ 0.80
2
Annual Totall
$ 1.601 51 1
$
$
163.14
81.57
Annual Cost of Daily Cleaning $ 3,344.29
Annual Cost of Periodic Cleaning $ 548.63
Total Annual Cost for RPRBP S 3,892.92
Annual Totals
$
81.57
Total A -G $ 3,344.29
Periodic Cleaning
D.
A.
B.
C. Cost
Services
F.
Annual
Time per
Hourly
Per
Performed
Cost
activity
Fee
Service
Annually
G. Carpet Cleaning Shampooing
1
$ 66.50
$ 66.50 2
$
133.00
H. Striping and Waxing Floors
3
$ 66.50
$ 199.50 2
$
399.00
I. Ducting Vents Cleaning
0.5
$ 33.25
$ 16.63 1
$
16.63
Periodical Totalsi $
548.63
Annual Cost of Daily Cleaning $ 3,344.29
Annual Cost of Periodic Cleaning $ 548.63
Total Annual Cost for RPRBP S 3,892.92
A. Bathrooms
ROSEMBAD PARK STAFF RESTROOM (RPSR)
Daily Cleaning: Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday
January - November (no services required in December)
A. B. C. D. E. F.
Annual
Time per Hourly A x B Weekly Weekly Weeks G. Cost
activitv Fee Services Cost Year
0.5 1 $ 25.59 1 $12.80 1 1 1 $ 12.801 51 1 $ 652.55
Annual Cost of Daily Cleaning $ 652.55
Total Annual Cost for GPSR $ 652.55
Sally Tanner Park
Daily Cleaning: Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday
A.
B.
D.
E.
Time per
Hourly
C.
Weekly
Weekly
F. Weeks
G.
A x B
Annual Cost
active
Fee
Services
Cost
year
A. Bathrooms
Women's
0.03125
$ 25.591
$ 0.80
7
$ 5.60
52
$ 291.09
rMen's
1 0.03125
$ 25.591
$ 0.80
7
$ 5.60
52
$ 291.09
B. Solid Waste ITrash 0.03125 1 $ 25.59 1 $ 0.80 7 $ 5.60 52 $ 291.09
Annual Total $ 291.09
Total A -G $ 873.26
Periodic Cleaning
A. B. C. Cost D. Services F. Annual
Time per Hourly Per Performed
Cost
activity Fee Service Annually
C. Deep Cleaning Monthly t $ 33.25 $ 33.25 12 $ 399.00
Annual Periodic Total $ 399.00
Annual Cost of Daily Cleaning $ 873.26
Annual Cost of Periodic Cleaning $ 399.00
Total Annual Cost for GPSR $ 1,272.26
Zapopan Park
Daily Cleaning: Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday
A.
B.
$ 5.60 52 $
D.
E.
F.
Annual Total $
291.09
Total A -G I S 873.26
Periodic Cleaning
G.
rmual
Time per
Hourly
.B
Weekly
Weekly
Weeks
Annual
Time per
Hourly
Per
Ax
Performed
Cost
Cost
activity
Fee
Services
Cost
Year
C. Deep Cleaning Monthly 1
A. Bathrooms
Women's
0.03125
$ 25.59
$ 0.80
7
$ 5.60
52
$
291.09
Men's
T 0.03125 1
$ 25.59 1
$ 0.80
7
$ 5.60
52
$
291.09
B. Solid Waste ITrash 1 003125 1 $ 25.59 1 $ 0.80
7
$ 5.60 52 $
291.09
Annual Total $
291.09
Total A -G I S 873.26
Periodic Cleaning
D.
A.
B.
C. Cost
Services F.
Annual
Time per
Hourly
Per
Performed
Cost
activity
Fee
Service
Anon
C. Deep Cleaning Monthly 1
$ 33.25
$ 33.25 12 $
399.00
Annual Periodic Total 1 $
399.00
Annual Cost of Daily Cleaning $ 873.26
Annual Cost of Periodic Cleaning $ 399.00
Total Annual Cost for GPSR $ 1,272.26
Danielle Garcia
Public Works Fiscal & Project Manager
City of Rosemead
Dear Danielle,
Please be advised that the emergency call-back rate for the proposed custodial contract between
Lincoln Training Center and the City of Rosemead is $50.00 per hour. Please let me know if you
have any further questions.
Regards,
Casey Richards
Director of Community Services
2643 Loma Avenue - South EI Monte, CA 91733 / 8331 Sierra College Blvd. #220 • Roseville, CA 95661
2350 West Shaw Ave. #135 • Fresno, CA 93711 / 20 N. Sutter Street, #302 • Stockton, CA 95202
19153 Town Center Drive #102 • Apple Valley, CA 923o8 / 1959 Palomar Oaks Way, #16o • Carlsbad, CA 92011
(800) 949.4582 • www.lincolntc.org
Aaredited by commission on Aareditation of Rehabilitation Facilities - LTC is a 501(c)(5) not forprofit organization
MAYOR:
SEAND�G City of W9semead
r
MAYOR PRO TEM: Irk
snvE Lv •
\ 8838 E. VALLEY BOULEVARD
ROSEMEAD, CALIFORNIA 91770
COUNCIL MEMBERS: 1r{
TELEPHONE (626) 569-2100
SANDRA ARMENIA
FAX (626) 307-9218
MARGARl Croix
PULLY Low
ADDENDUM NO.1
To all prospective Contractors under
Request For Proposal No. 2023-02
1. Section I of the RFP document is hereby revised as follows, additions are noted in bold red
text:
Cost Data
The required bid cost forms (Attachment A) roust be completed electronically using the
provided excel file for all listed facilities/parks for which janitorial maintenance services
are required as part of a complete submission. Each firm must provide a current Hourly
Fee Schedule for staff classifications who may provide emergency/urgent cleanings as
it relates to the facilities and services listed in Section C of the RFP. Emergency/urgent
work performed outside of the scheduled daily and periodic cleanings will be charged
at agreed upon hourly rates based on service types as provided in the Hourly Fee
Schedule.
2. Acknowledgement of Addendum No. Iof Addendum No. I
Each proposer shall acknowledge receipt of this addendum in their submitted proposal. Failure to
provide such acknowledgement shall renderthe proposal as non-responsive and subject to rejection.
If you have already submitted a response, this addendum will invalidate your response and you must submit
a new response before the due date specified. Except for the changes noted above, all other requirements
and provisions of the originally issued Request for Proposal shall remain in effect.
7T?.ec� c � l7
Michael Chung, PE
Director of Public Works
Issued February 7, 2023
kDDENDUM NO.
'Company \1'
\\
MAYOR:
SEm Dmo '
MAYOR PRO TEM: -
STEvE LY
COUNCILMEMBERS:
SMAPMEMfA
MARGA C"M
Pour Low
city Of W 9semead
8838 E. VALLEY BOULEVARD
ROSEMEAD, CALIFORNIA 91770
TELEPHONE (626) 569-2100
PAX(626)307-9219
ADDENDUM NO.2
To all prospective Contractors under
Request For Proposal No. 2023-02
1. RFP Revision
Section J of the RFP document is hereby revised as follows, revisions are shown in
strikethrough text and updates are noted in bold red text:
MANDATORY PRE -PROPOSAL MEETING AND FACILITY WALKTHROUGH
All parties submitting proposals are instructed to attend a mandatory pre-bid meeting. The
meeting is scheduled for Monday. February 13.2023. at 9:99 8:00 am. at Rosemead City Hall
Council Chambers 8838E Valley Boulevard, Rosemead. CA 91770. Present at this meeting
will be representatives of the City of Rosemead Public Works Department. Janitorial Services
Bid Walkthrough Schedule (Attachment A) will be the guide for the facility walkthrough
order on the day of the Mandatory meeting.
2. Bid Cost Forms Update
The Bid Cost Forms excel file has been revised to exclude two (2) restrooms located at the City
Hall facility. The downstairs Men's and Women's small restrooms have been removed from
the updated forms. The updated Bid Cost Forms (Attachment B) must be utilized and
submitted with your firm's proposal.
3. Acknowledeement of Addendum No.2
Each proposer shall acknowledge receipt of this addendum in their submitted proposal. Failure
to provide such acknowledgement shall render the proposal as non-responsive and subject to
rejection.
If you have already submitted a response, this addendum will invalidate your response and you must
submit a new response before the due date specified. Except for the changes noted above, all other
requirements and provisions of the originally issued Request for Proposal shall remain in effect.
Michael Chung, PE
Director of Public Works
Issued February 9, 2023
ADDENDUM NO.2
/' cp,. -
Company
A: oriel Services Bid Walktbrough Schedule
B: id Cost Forms - Revised
Janitorial Services Bid Walkthrough Schedule
February 13, 2023 at 8:00 A.M.
der
Time
Facility
Total Sq Feet
Cleanings Per Wei
Restroom
(Approximate)'
Garvey Park
1
(8:00 A.M. — 8:30 A.M.)
City Hall
18,000
5 DayslWeek (M -Th,
Garvey Park Recreation
(8838 E. Valley Blvd.)
5 Days/Week (M -F)
Sun)
2
(8:30 A.M. — 8:45 A.M.)
Rosemead Community
18,000
7 Days/Week (M -Su)
2 Days/Week (M and W)
Recreation Center
Room
(3936 N. Muscatel Avenue)
7 Days/Week (M -Su)
3
(8:55 A.M. — 9:00 A.M.)
Sally Tanner Park
7 DaysANeek (M -Su)
7 Days/Week (M -Su)
Snack Bar Building —
(8343 E. Mission Drive)
Restrooms
4
(9:10 A.M. — 9:35 A.M.)
Rosemead Park
Splash Zone— Pool Facility
7 Days/Week (M -Su)
(9155 Mission Dr— Meet at Aquatic Center Building)
(May through Sept)
Recreation
3,500
2 DaysiWeek (Tu, F)
7 DaysiWeek (M -Su)
Bui Id in g/PreschooVRestroom
7 (10:30 A.M. —10:45 A.M.)
Public Safety Center
Snack Bar Building -
7 Days/Week (M -Su)
7 DaysiWeek (M -Su)
(8301 Garvey Avenue)
Restrooms
8 (10:55 A.M. — 11:15 A.M.)
Garvey Community Center
20,000
7 Days/Week (M -Su)
Rosemead Aquatic Center
5,700
7 Days/Week (M -Su)
Rosemead Park Staff
1 DayM/eek
Restroom
5 (9:50 A.M. —10:15 A.M)
Garvey Park
(7933 Emerson Place — Meet at
Recreation Office Building)
Garvey Park Recreation
3,500
5 Days/Week (M -F)
Office
Garvey Park Maintenance
2 Days/Week (M and W)
Room
Garvey Park Restroom
7 Days/Week (M -Su)
Gymnasium
5,700
7 DaysANeek (M -Su)
Snack Bar Building —
7 Days/Week (M -Su)
Restrooms
Splash Zone— Pool Facility
7 Days/Week (M -Su)
(May through Sept)
6 (10:25 A.M. — 10:30 A.M.)
Zapopan Park
7 DaysiWeek (M -Su)
(3018 N. Charlotte Avenue)
7 (10:30 A.M. —10:45 A.M.)
Public Safety Center
4,000
7 Days/Week (M -Su)
(8301 Garvey Avenue)
8 (10:55 A.M. — 11:15 A.M.)
Garvey Community Center
20,000
7 Days/Week (M -Su)
(9 108 Garvey Avenue)
9 (11:25 A.M. —11:45 A.M.)
Public Works Yard
3,400
3 DaysiWeek (Tu, Th,
(2714 River Avenue)
Su)
10 (11:55 A.M. —12:00 P.M.)
Jess Gonzalez Sports
7 Days/Week (M -Su)
Complex
(8471 Klingerman Street)
ATTACHMENT B
(SEE EXCEL FILE)
MAYOR:
SEAN RANG City of w9semead
MAYOR PRO TEM:W,�So
STEVEN LY
8838 E. VALLEY BOULEVARD
CALIFORNIA 91770
COUNCIL MEMBERS:ROSEMEAD,
(626) 569-2100
SANDRAARMENEA'TELEPHONE
FAX (626) 307-9218
MARGA E"rCLARK
POLLV LOW
ADDENDUM NO.3
To all prospective Contractors under
Request For Proposal No. 2023-02
1. Bid Cost Forms Update
The Bid Cost Forms excel file has been revised as follows:
Additions:
• One (1) FGT Room Kitchenette & One (1) South restroom at Garvey Center
• One (1) Kitchen at RCRC
Removal:
• Garvey Park Maintenance Room — The sheet related to this location has been removed
and the scope of work for this RFP should no longer include services to the building.
Do not consider this location when calculating for consumables.
Updated language:
• Low Surfacing Cleaning at Garvey Park Gym is described as including "Gym
Perimeter (Interior)" rather than "Staff Office"
The updated Bid Cost Forms — Revised 02.16.23 (Attachment A) must be utilized and
submitted with your firm's proposal.
2. RFP Revisions
The RFP document has been revised as follows:
Section CA Table 1 of the RFP document is hereby revised to remove the Garvey Park
Maintenance Room, the revision to Table 1 is shown in strikethrough text:
Table f
Facility Total Square Cleanings Per Week Map
Feet Reference
(Appro)imate)' #
City Hall 18,000 5 DayslWeek (M -Th, Sun) 3
Rosemead Community 18,000 7 Days/Week (M -Su) 4
Recreation Center
Garvey Community Center 20,000 7 Day&Week (M -Su) 8
Garvey Park 5
Garvey Park Recreation 3,500 5 Days/Week (M -F) 5
Office
Room
Garvey Park Restroom
Gymnasium
Snack Bar Building -
Restrooms
Splash Zone - Pool Facility
Rosemead Park
Recreation
Building/Preschool/Restroom
Snack Bar Building -
Restrooms
Rosemead Aquatic Center
Rosemead Park Staff
Restroom
6
See Note 2
7 Days/Week (M -Su) 5
5,700
7 Days/Week (M -Su) 5
See Note 2
7 DaysfWeek (M -Su, year round 5
See Note 2
7 DayslWeek (M -Su) (May through 5
Sept)
2
3,500
2 Days/Week 2
See Note 2
7 Days/Week (M -Su) 2
5,700
6 Days/Week (M-Sa) 2
Consider adding restroom
See Note 2
1 Day/Week 2
Public Safety Center 4,000 7 Days/Week (M -Su) 7
Sally Tanner Park See Note 2 7 Days/Week (M -Su) 1
Zapopan Park See Note 2 7 Days/Week (M -Su) 6
Jess Gonzalez Sports Complex See Note 2 7 Days/Week (M -Su) 10
Public Works Yard 3400 3 Days/Week (Tu, Th, Su) 9
1. Contractor acknowledges that square footage approximations above are estimates and that it
is the responsibility of the Contractor to verify square footage noted for each location.
2. Square footage shall be determined by the Contractor during the mandatory pre-bid meeting
and facility walkthrough.
Section C.3 of the RFP document is hereby revised as follows, revisions are shown in
strikethrough text and updates are noted in bold red text:
3. CONSUMABLE PRODUCT COST
Rene uired as part of this proposal is a cost for all consumable items for cleaning and
restocking. The City elects to include the provision of these consumable items in the
contract with the chosen company. Prices should be considered carefully to ensure that
adequate funding will be included in the Contractors proposed costs.
a. Consumable products to include:
• Deodorized Urinal Screens
• Germicidal detergent
• Glass/mirror cleaner
• Stainless steel cleaner
• Urinal Cartridges for Waterless Urinals
• Hand Soap
• Paper Towels
• Toilet Paper
• Toilet Seat Covers
• Trash liners
• Floor Treatments (Full (tt# Products used shall be appropriate to each
floor type to not damage or cause stains to surface materials)
3. Ouestions and Answers
Question: What is the process for emptying waste into the organic waste carts? Is the
contractor responsible for sorting the waste to ensure other trash is not in here?
Answer: The City staff will be responsible for depositing their waste into the appropriate
receptacle compartments. The Janitorial Service provider will not be
responsible for sorting through the waste to ensure there is no contamination
but should however keep the bags of waste separated to deposit all collected
waste into their respective exterior cart or bin (blue is for trash, brown is for
food waste, and white is for recycling) at facility exterior enclosures. Plastic
bags shall not be deposited into the exterior bins, collected recyclable materials
should be deposited into bins loosely.
Question: Can we get a break down of the approximate square footage of carpet vs. hard
surface flooring for each facility?
Answer: The information is unavailable. Approximate square footage of carpet and hard
surface areas shall be determined by Contractor based on walkthrough.
Question: I would like clarification of what consumables the contractor is responsible for
providing under this contract. On page 7 of the RFP it indicates that the City
would like a cost for the products noted on page 8. Does that mean that you are
only asking for a cost or is this going to be a requirement for the contractor to
provide the supplies noted?
Answer: The Contractor is required to provide at its expense, all labor, materials,
equipment, tools, services and special skills. All consumables for janitorial
services are expected to be provided by the Contractor. Please refer to the RFP
Revisions within this Addendum for an updated list of consumables required
for this contract.
Question: Are we to include the consumables as part of the cost for each buildinglarea or
are you asking for one total cost for all wnsumables for all buildings where it
says First Year Consumables, Second Year Consumables, etc.?
Answer: The cost for consumables that is requested on the Bid Cost Forms should
include the total annual cost for all facilities for the First Year of service. You
may also choose to include an annual CPI increase percentage which will
calculate the total cost for consumables for the second and third years of the
contract.
Question: On the bid cost forms under the "Final Worksheet", it indicates that the city
would like a price for consumables. Cleaning products is noted on here but
cleaning products should already be included under the cost for each facility,
as this is part of the materials needed to clean the buildings. Can you clarify
whether you want cleaning products included with the cost for each facility or
as a separate cost under consumables?
Answer: Cost of cleaning products should be included within the cost for consumables.
Each individual facility cost sheet should only include costs related to labor.
Question: On the Final Worksheet, under price for consumables, it indicates that the city
would like a price for consumables at all city facilities and it notes trash liners.
However, trash liners are not indicated under page 8 of the RFP as a required
product. Is the contractor responsible for providing the trash liners under this
contract or are you only asking for the cost if we were to provide them?
Answer: It is the Contractor's responsibility to provide trash liners. Please refer to the
RFP Revisions within this Addendum for an updated list of consumables
required for this contract.
Question: On page 8 of the RFP, it indicates that the city is requesting a cost for Full
Court Floor Treatment. Can you please clarify what this is referring to (is it the
gym at Garvey Park)?
Answer: Full Court Floor Treatment (Floor Cleaner) was the preferred wood floor
cleaning solution. Please refer to the RFP Revisions within this Addendum for
an updated list of consumables required for this contract.
Question: What are the requirements to clean the gymnasium floor at Garvey Park?
Answer: The Gymnasium floor at Garvey Park is not included in the scope of work. The
only floors to be cleaned at the gym facility are the restroom floors.
Question: What buildings are included in the current contract? What is the current annual
contract price?
Answer: Please refer to Attachment B for the current contract and scope of work.
Question: What is the current cost of consumables for each building under this contract?
What is currently being provided by the city and what is currently being
provided by the contractor?
Answer: Please refer to Attachment B for the current contract and scope of work. The
Contractor is required to provide at its expense, all labor, materials, equipment,
tools, services, and special skills. Consumables are expected to be provided by
the Contractor. The City does not provide any materials or supplies related to
the janitorial services contract.
Question: We noticed that one vendor did not participate in the mandatory pre-bid
meeting but was allowed to participate in the walk. Is this company going to
be allowed to submit a bid if they failed to attend the mandatory pre-bid
meeting?
Answer: As stated on page 14 Section I of the RFP: Attendance at this meeting and
walkthrough is MANDATORY for those wishing to submit proposals. Failure
to attend the pre-bid meeting and walkthrough shall result in the
disqualification from the RFP process. Prospective bidders who expressed
interest in submitting a proposal but failed to be at the pre-bid meeting and/or
walkthrough are disqualified from the process and have been notified.
Question: Where was the Bid Walkthrough Schedule posted?
Answer: The Bid Walkthrough Schedule was included as Attachment A to Addendum
No.2.
Question: Who is the current contractor?
Answer: Base Hill is the current janitorial services provider for the City.
Question: What is the current monthly charge of the current contractor?
Answer: The current monthly charge for janitorial services ranges between $17,000 and
$20,000. The higher cost range is reflective of when periodic cleanings are
performed.
Question: Term of the current contract.
Answer: The current contract term is from April 1, 2021, to March 31, 2023. The First
Amendment to the original agreement granted a two-year extension.
Question: What is the square footage of each location be serviced? Some of the locations
says SEE NOTE 2 but I can't find the note. Where can we find that, pls advise.
Answer: Note 2 is shown at the bottom of Table 1 of the RFP. Each Contractor was
expected to determine square footage during the mandatory facility
walkthrough.
Question: Is there additional facility or scope of work added from the previous contract?
Answer: Yes, there are some changes to the facilities and scope of work from the
previous contract. There is also a reduction in service due to the City no longer
requesting to have additional Extra Covid Disinfecting Services performed at
various facilities.
Question: Will the awarded contractor provide the paper products/toiletries for this
project? If yes, what are the consumables, toiletries, chemicals and supplies for
this project and its monthly consumables value.
Answer: Yes, the selected Contractor is expected to provide the consumables. Please
refer to the RFP Revisions within this Addendum for an updated list of
consumables required for this contract. Refer to Attachment B of the RFP
document for the product specifications. If a particular product type is not
specified the Contractor may choose the product, however, the City reserves
the right to approve the use of any product.
Question: What is the square footage for some locations that are blank on the addendum
2?
Answer: For facilities that did not have square footage identified the Contractor was to
determine the approximate square footage during the mandatory facility
walkthrough as indicated in "Note 2" at the bottom of Table 1 within the RFP.
Question: What is the TIME & DAY cleaning schedule for each location?
Answer: Working hours shall vary by location and cleaning shall not be scheduled
earlier than thirty (30) minutes after the end of normal business day as posted
for each facility. Refer to the facility descriptions for the business hours of each
facility. The Public Works Yard facility has business hours between 5:00 AM
to 6:00 PM from Monday to Sunday. Additionally, the City Hall Council
Chambers hosts public meetings that can run from 7:00 PM to 12:00 AM.
4. Acknowledgement of Addendum No. 3
Each proposer shall acknowledge receipt of this addendum in their submitted proposal. Failure
to provide such acknowledgement shall render the proposal as non-responsive and subject to
rejection.
If you have already submitted a response, this addendum will invalidate your response and you must
submit a new response before the due date specified. Except for the changes noted above, all other
requirements and provisions of the originally issued Request for Proposal shall remain in effect.
Wc,
Michael Chung, PE
Director of Public Works
Issued February 16, 2023
OF ADDENDUM NO.3
41ke Company
Bid Cost Forms — Revised 02.16.23
Janitorial Services Contract — Base Hill
Attachment C
Draft Agreement for Services
CITY OF ROSEMEAD
AGREEMENT FOR JANITORIAL SERVICES
(LINCOLN TRAINING CENTER)
1. PARTIES AND DATE.
This Agreement is made and entered into this day of
, 20_ by and between the City of Rosemead, a municipal
corporation of the State of California, located at 8838 E. Valley Blvd., Rosemead,
California 91770, ("City") and Lincoln Training Center, a 501 (c)(3) nonprofit corporation,
with its principal place of business at 2643 Loma Avenue, South EI Monte, CA 91733
(hereinafter referred to as "Contractor"). City and Contractor are sometimes individually
referred to as "Party" and collectively as 'Parties' in this Agreement.
2. RECITALS.
2.1 Contractor.
Contractor desires to perform and assume responsibility for the provision of certain
maintenance services required by the City on the terms and conditions set forth in this
Agreement. Contractor represents that it is experienced in providing Janitorial
Maintenance services to public clients, that it and its employees or subcontractors have
all necessary licenses and permits to perform the Services in the State of California, and
that is familiar with the plans of City.
2.2 Project.
City desires to engage Contractor to render such services for Janitorial Services
for Various City Facilities (`Project') as set forth in this Agreement.
3. TERMS.
3.1 Scope of Services and Tenn.
3.1.1 General Scope of Services. Contractor promises and agrees to
furnish to the Owner all labor, materials, tools, equipment, services, and incidental and
customary work necessary to fully and adequately supply the professional Janitorial
Maintenance services necessary for the Project ("Services"). The Services are more
particularly described in Exhibit "A" attached hereto and incorporated herein by reference.
All Services shall be subject to, and performed in accordance with, this Agreement, the
exhibits attached hereto and incorporated herein by reference, and all applicable local,
state and federal laws, rules and regulations.
3.1.2 Term. The term of this Agreement shall be from April 1, 2023, to
March 31, 2026, unless earlier terminated as provided herein. Contractor shall complete
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the Services within the term of this Agreement, and shall meet any other established
schedules and deadlines. The Parties may, by mutual, written consent, extend the term
of this Agreement if necessary to complete the Services.
3.2 Responsibilities of Contractor.
3.2.1 Control and Payment of Subordinates; Independent Contractor. The
Services shall be performed by Contractor or under its supervision. Contractor will
determine the means, methods and details of performing the Services subject to the
requirements of this Agreement. City retains Contractor on an independent contractor
basis and not as an employee. Contractor retains the right to perform similar or different
services for others during the term of this Agreement. Any additional personnel
performing the Services under this Agreement on behalf of Contractor shall also not be
employees of City and shall at all times be under Contractor's exclusive direction and
control. Contractor shall pay all wages, salaries, and other amounts due such personnel
in connection with their performance of Services under this Agreement and as required
by law. Contractor shall be responsible for all reports and obligations respecting such
additional personnel, including, but not limited to: social security taxes, income tax
withholding, unemployment insurance, disability insurance, and workers' compensation
insurance.
3.2.2 Schedule of Services. Contractor shall perform the Services
expeditiously, within the term of this Agreement, and in accordance with the Schedule of
Services set forth in Exhibit "B" attached hereto and incorporated herein by reference.
Contractor represents that it has the professional and technical personnel required to
perform the Services in conformance with such conditions. In order to facilitate
Contractor's conformance with the Schedule, City shall respond to Contractor's submittals
in a timely manner. Upon request of City, Contractor shall provide a more detailed
schedule of anticipated performance to meet the Schedule of Services.
3.2.3 Conformance to Applicable Requirements. All work prepared by
Contractor shall be subject to the approval of City.
3.2.4 City's Representative. The City hereby designates Michael Chung,
Director of Public Works, or his or her designee, to act as its representative for the
performance of this Agreement ("City's Representative"). City's Representative shall
have the power to act on behalf of the City for all purposes under this Contract. Contractor
shall not accept direction or orders from any person other than the City's Representative
or his or her designee.
3.2.5 Contractor's Representative. Contractor hereby designates Gary
Griffen, Executive Vice President, or his or her designee, to act as its representative for
the performance of this Agreement ("Contractor's Representative"). Contractor's
Representative shall have full authority to represent and act on behalf of the Contractor
for all purposes under this Agreement. The Contractor's Representative shall supervise
and direct the Services, using his/her best skill and attention, and shall be responsible for
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all means, methods, techniques, sequences and procedures and for the satisfactory
coordination of all portions of the Services under this Agreement.
3.2.6 Coordination of Services. Contractor agrees to work closely with City
staff in the performance of Services and shall be available to City's staff, consultants and
other staff at all reasonable times.
3.2.7 Standard of Care; Performance of Employees. Contractor shall
perform all Services under this Agreement in a skillful and competent manner, consistent
with the standards generally recognized as being employed by professionals in the same
discipline in the State of California. Contractor represents and maintains that it is skilled
in the professional calling necessary to perform the Services. Contractor warrants that
all employees and subcontractors shall have sufficient skill and experience to perform the
Services assigned to them. Finally, Contractor represents that it, its employees and
subcontractors have all licenses, permits, qualifications and approvals of whatever nature
that are legally required to perform the Services, including a City Business License, and
that such licenses and approvals shall be maintained throughout the term of this
Agreement. As provided for in the indemnification provisions of this Agreement,
Contractor shall perform, at its own cost and expense and without reimbursement from
the City, any services necessary to correct errors or omissions which are caused by the
Contractor's failure to comply with the standard of care provided for herein. Any employee
of the Contractor or its sub -contractors who is determined by the City to be uncooperative,
incompetent, a threat to the adequate or timely completion of the Project, a threat to the
safety of persons or property, or any employee who fails or refuses to perform the
Services in a manner acceptable to the City, shall be promptly removed from the Project
by the Contractor and shall not be re-employed to perform any of the Services or to work
on the Project.
3.2.8 Laws and Regulations. Contractor shall keep itself fully informed of
and in compliance with all local, state and federal laws, rules and regulations in any
manner affecting the performance of the Project or the Services, including all Cal/OSHA
requirements, and shall give all notices required by law. Contractor shall be liable for all
violations of such laws and regulations in connection with Services. If the Contractor
performs any work knowing it to be contrary to such laws, rules and regulations and
without giving written notice to the City, Contractor shall be solely responsible for all costs
arising therefrom. Contractor shall defend, indemnify and hold City, its officials, directors,
officers, employees and agents free and harmless, pursuant to the indemnification
provisions of this Agreement, from any claim or liability arising out of any failure or alleged
failure to comply with such laws, rules or regulations.
3.2.9 Insurance.
3.2.9.1 Time for Compliance. Contractor shall maintain prior
to the beginning of and for the direction of this Agreement insurance coverage as
specified in Exhibit D attached to and part of this agreement.
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3.2.10 Safety. Contractor shall execute and maintain its work so as to avoid
injury or damage to any person or property. In carrying out its Services, the Contractor
shall at all times be in compliance with all applicable local, state and federal laws, rules
and regulations, and shall exercise all necessary precautions for the safety of employees
appropriate to the nature of the work and the conditions under which the work is to be
performed. Safety precautions as applicable shall include, but shall not be limited to: (A)
adequate life protection and life saving equipment and procedures; (B) instructions in
accident prevention for all employees and subcontractors, such as safe walkways,
scaffolds, fall protection ladders, bridges, gang planks, confined space procedures,
trenching and shoring, equipment and other safety devices, equipment and wearing
apparel as are necessary or lawfully required to prevent accidents or injuries; and (C)
adequate facilities for the proper inspection and maintenance of all safety measures.
3.2.11 Prevailing Wages. Contractor is aware of the requirements of
California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code
of Regulations, Title 8, Section 1600, et seq., ("Prevailing Wage Laws"), which require the
payment of prevailing wage rates and the performance of other requirements on "public
works" and "maintenance" projects. If the Services are being performed as part of an
applicable "public works" or "maintenance" project, as defined by the Prevailing Wage
Laws, and if the total compensation is $1,000 or more, Contractor agrees to fully comply
with such Prevailing Wage Laws. City shall provide Contractor with a copy of the
prevailing rates of per diem wages in effect at the commencement of this Agreement.
Contractor shall make copies of the prevailing rates of per diem wages for each craft,
classification or type of worker needed to execute the Services available to interested
parties upon request, and shall post copies at the Contractor's principal place of business
and at the project site. Contractor shall defend, indemnify and hold the City, its elected
officials, officers, employees and agents free and harmless from any claim or liability
arising out of any failure or alleged failure to comply with the Prevailing Wage Laws.
3.2.12 Bonds.
3.2.12.1 Performance Bond. If specifically requested by City in
Exhibit "B" attached hereto and incorporated herein by reference, Contractor shall
execute and provide to City concurrently with this Agreement a Performance Bond in the
amount of the total, not -to -exceed compensation indicated in this Agreement, and in a
form provided or approved by the City. If such bond is required, no payment will be made
to Contractor until it has been received and approved by the City.
3.2.12.2 Payment Bond. If required by law or otherwise
specifically requested by City in Exhibit "B" attached hereto and incorporated herein by
reference, Contractor shall execute and provide to City concurrently with this Agreement
a Payment Bond in the amount of the total, not -to -exceed compensation indicated in this
Agreement, and in a form provided or approved by the City. If such bond is required, no
payment will be made to Contractor until it has been received and approved by the City.
3.2.12.3 Bond Provisions. Should, in City's sole opinion, any
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bond become insufficient or any surety be found to be unsatisfactory, Contractor shall
renew or replace the affected bond within 10 days of receiving notice from City. In the
event the surety or Contractor intends to reduce or cancel any required bond, at least
thirty (30) days prior written notice shall be given to the City, and Contractor shall post
acceptable replacement bonds at least ten (10) days prior to expiration of the original
bonds. No further payments shall be deemed due or will be made under this Agreement
until any replacement bonds required by this Section are accepted by the City. To the
extent, if any, that the total compensation is increased in accordance with the Agreement,
the Contractor shall, upon request of the City, cause the amount of the bonds to be
increased accordingly and shall promptly deliver satisfactory evidence of such increase
to the City. To the extent available, the bonds shall further provide that no change or
alteration of the Agreement (including, without limitation, an increase in the total
compensation, as referred to above), extensions of time, or modifications of the time,
terms, or conditions of payment to the Contractor, will release the surety. If the Contractor
fails to furnish any required bond, the City may terminate this Agreement for cause.
3.2.12.4 Surety Qualifications. Only bonds executed by an
admitted surety insurer, as defined in Code of Civil Procedure Section 995.120, shall be
accepted. The surety must be a California -admitted surety with a current A.M. Best's
rating no less than A:VIII and satisfactory to the City. If a California -admitted surety
insurer issuing bonds does not meet these requirements, the insurer will be considered
qualified if it is in conformance with Section 995.660 of the California Code of Civil
Procedure, and proof of such is provided to the City.
3.3 Fees and Payments.
3.3.1 Compensation. Contractor shall receive compensation, including
authorized reimbursements, for all Services rendered under this Agreement at the rates
set forth in Exhibit C attached hereto and incorporated herein by reference. The total
compensation shall not exceed Three Hundred Thirteen Thousand Five Hundred Eighty -
Three Dollars ($313,583) for Year One (April 1, 2023 — March 31, 2024), Three Hundred
Thirty -One Thousand Forty -Eight Dollars ($331,048) for Year Two (April 1, 2024 — March
31, 2025), and Three Hundred Forty -Nine Thousand Five Hundred Twenty Dollars
($349,520) for Year Three (April 1, 2025 — March 31, 2026). without advance written
approval of City's project manager. Extra Work may be authorized, as described below,
and if authorized, will be compensated at the rates and manner set forth in this
Agreement.
3.3.2 Payment of Compensation. Contractor shall submit to City a monthly
itemized statement which indicates work completed and hours of Services rendered by
Contractor. The statement shall describe the amount of Services and supplies provided
since the initial commencement date, or since the start of the subsequent billing periods,
as appropriate, through the date of the statement. City shall, within 45 days of receiving
such statement, review the statement and pay all approved charges thereon.
3.3.3 Reimbursement for Expenses. Contractor shall not be reimbursed
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for any expenses unless authorized in writing by City.
3.3.4 Extra Work. At any time during the term of this Agreement, City may
request that Contractor perform Extra Work. As used herein, "Extra Work" means any
work which is determined by City to be necessary for the proper completion of the Project,
but which the parties did not reasonably anticipate would be necessary at the execution
of this Agreement. Contractor shall not perform, nor be compensated for, Extra Work
without written authorization from City's Representative.
3.3.5 Prevailing Wages. Contractor is aware of the requirements of
California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code
of Regulations, Title 8, Section 16000, et seq., ("Prevailing Wage Laws"), which require
the payment of prevailing wage rates and the performance of other requirements on
"public works" and "maintenance" projects. If the Services are being performed as part
of an applicable "public works" or "maintenance" project, as defined by the Prevailing
Wage Laws, and if the total compensation is $1,000 or more, Contractor agrees to fully
comply with such Prevailing Wage Laws. City shall provide Contractor with a copy of the
prevailing rates of per diem wages in effect at the commencement of this Agreement.
Contractor shall make copies of the prevailing rates of per diem wages for each craft,
classification or type of worker needed to execute the Services available to interested
parties upon request, and shall post copies at the Contractor's principal place of business
and at the project site. Contractor shall defend, indemnify and hold the City, its elected
officials, officers, employees and agents free and harmless from any claim or liability
arising out of any failure or alleged failure to comply with the Prevailing Wage Laws.
3.4 Accounting Records.
3.4.1 Maintenance and Inspection. Contractor shall maintain complete
and accurate records with respect to all costs and expenses incurred under this
Agreement. All such records shall be clearly identifiable. Contractor shall allow a
representative of City during normal business hours to examine, audit, and make
transcripts or copies of such records and any other documents created pursuant to this
Agreement. Contractor shall allow inspection of all work, data, documents, proceedings,
and activities related to the Agreement for a period of three (3) years from the date of final
payment under this Agreement.
3.5 General Provisions.
3.5.1 Termination of Agreement.
3.5.1.1 Grounds for Termination. City may, by written notice
to Contractor, terminate the whole or any part of this Agreement at any time and without
cause by giving written notice to Contractor of such termination, and specifying the
effective date thereof, at least seven (7) days before the effective date of such termination.
Upon termination, Contractor shall be compensated only for those services which have
been adequately rendered to City, and Contractor shall be entitled to no further
compensation. Contractor may not terminate this Agreement except for cause
3.5.1.2 Effect of Termination. If this Agreement is terminated
as provided herein, City may require Contractor to provide all finished or unfinished
Documents and Data and other information of any kind prepared by Contractor in
connection with the performance of Services under this Agreement. Contractor shall be
required to provide such document and other information within fifteen (15) days of the
request.
3.5.1.3 Additional Services. In the event this Agreement is
terminated in whole or in part as provided herein, City may procure, upon such terms and
in such manner as it may determine appropriate, services similar to those terminated.
3.5.2 Delivery of Notices. All notices permitted or required under this
Agreement shall be given to the respective parties at the following address, or at such
other address as the respective parties may provide in writing for this purpose:
CONTRACTOR:
Lincoln Training Center
2643 Loma Avenue
South EI Monte, CA 91733
Attn: Gary Griffen
CITY:
City of Rosemead
P.O. Box 399
Rosemead, CA 91770
Attn: Michael Chung,
Director of Public Works
Such notice shall be deemed made when personally delivered or when mailed,
forty-eight (48) hours after deposit in the U.S. Mail, first class postage prepaid and
addressed to the party at its applicable address. Actual notice shall be deemed adequate
notice on the date actual notice occurred, regardless of the method of service.
3.5.3 Cooperation; Further Acts. The Parties shall fully cooperate with one
another, and shall take any additional acts or sign any additional documents as may be
necessary, appropriate or convenient to attain the purposes of this Agreement.
3.5.4 Attorney's Fees. If either party commences an action against the
other party, either legal, administrative or otherwise, arising out of or in connection with
this Agreement, the prevailing party in such litigation shall be entitled to have and recover
from the losing party reasonable attorney's fees and all other costs of such action.
3.5.5 Indemnification. Contractor shall defend, indemnify and hold the
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City, its officials, officers, employees, volunteers and agents free and harmless from any
and all claims, demands, causes of action, costs, expenses, liability, loss, damage or
injury, in law or equity, to property or persons, including wrongful death, in any manner
arising out of or incident to any alleged acts, omissions or willful misconduct of Contractor,
its officials, officers, employees, agents, consultants and contractors arising out of or in
connection with the performance of the Services, the Project or this Agreement, including
without limitation the payment of all consequential damages and attorneys fees and other
related costs and expenses. Contractor shall defend, at Contractor's own cost, expense
and risk, any and all such aforesaid suits, actions or other legal proceedings of every kind
that may be brought or instituted against City, its directors, officials, officers, employees,
agents or volunteers. Contractor shall pay and satisfy any judgment, award or decree
that may be rendered against City or its directors, officials, officers, employees, agents or
volunteers, in any such suit, action or other legal proceeding. Contractor shall reimburse
City and its directors, officials, officers, employees, agents and/or volunteers, for any and
all legal expenses and costs incurred by each of them in connection therewith or in
enforcing the indemnity herein provided. Contractor's obligation to indemnify shall not be
restricted to insurance proceeds, if any, received by the City, its directors, officials officers,
employees, agents or volunteers.
3.5.6 Entire Agreement. This Agreement contains the entire Agreement
of the parties with respect to the subject matter hereof, and supersedes all prior
negotiations, understandings or agreements. This Agreement may only be modified by
a writing signed by both parties.
3.5.7 Governing Law. This Agreement shall be governed by the laws of
the State of California. Venue shall be in Los Angeles County.
3.5.8 Time of Essence. Time is of the essence for each and every
provision of this Agreement.
3.5.9 City's Right to Employ Other Contractors. City reserves right to
employ other contractors in connection with this Project.
3.5.10 Successors and Assigns. This Agreement shall be binding on the
successors and assigns of the parties.
3.5.11 Assignment or Transfer. Contractor shall not assign, hypothecate,
or transfer, either directly or by operation of law, this Agreement or any interest herein
without the prior written consent of the City. Any attempt to do so shall be null and void,
and any assignees, hypothecates or transferees shall acquire no right or interest by
reason of such attempted assignment, hypothecation or transfer.
3.5.12 Construction; References; Captions. Since the Parties or their
agents have participated fully in the preparation of this Agreement, the language of this
Agreement shall be construed simply, according to its fair meaning, and not strictly for or
against any Party. Any term referencing time, days or period for performance shall be
deemed calendar days and not work days. All references to Contractor include all
personnel, employees, agents, and subcontractors of Contractor, except as otherwise
specified in this Agreement. All references to City include its elected officials, officers,
employees, agents, and volunteers except as otherwise specified in this Agreement. The
captions of the various articles and paragraphs are for convenience and ease of reference
only, and do not define, limit, augment, or describe the scope, content, or intent of this
Agreement.
3.5.13 Amendment; Modification. No supplement, modification, or
amendment of this Agreement shall be binding unless executed in writing and signed by
both Parties.
3.5.14 Waiver. No waiver of any default shall constitute a waiver of any
other default or breach, whether of the same or other covenant or condition. No waiver,
benefit, privilege, or service voluntarily given or performed by a Party shall give the other
Party any contractual rights by custom, estoppel, or otherwise.
3.5.15 No Third Party Beneficiaries. There are no intended third party
beneficiaries of any right or obligation assumed by the Parties.
3.5.16 Invalidity; Severability. If any portion of this Agreement is declared
invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the
remaining provisions shall continue in full force and effect.
3.5.17 Prohibited Interests. Contractor maintains and warrants that it has
not employed nor retained any company or person, other than a bona fide employee
working solely for Contractor, to solicit or secure this Agreement. Further, Contractor
warrants that it has not paid nor has it agreed to pay any company or person, other than
a bona fide employee working solely for Contractor, any fee, commission, percentage,
brokerage fee, gift or other consideration contingent upon or resulting from the award or
making of this Agreement. For breach or violation of this warranty, City shall have the
right to rescind this Agreement without liability. For the term of this Agreement, no
member, officer or employee of City, during the term of his or her service with City, shall
have any direct interest in this Agreement, or obtain any present or anticipated material
benefit arising therefrom.
3.5.18 Equal Opportunity Employment. Contractor represents that it is an
equal opportunity employer and it shall not discriminate against any subcontractor,
employee or applicant for employment because of race, religion, color, national origin,
handicap, ancestry, sex or age. Such non-discrimination shall include, but not be limited
to, all activities related to initial employment, upgrading, demotion, transfer, recruitment
or recruitment advertising, layoff or termination. Contractor shall also comply with all
relevant provisions of City's Minority Business Enterprise program, Affirmative Action
Plan or other related programs or guidelines currently in effect or hereinafter enacted.
3.5.19 Labor Certification. By its signature hereunder, Contractor certifies
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that it is aware of the provisions of Section 3700 of the California Labor Code which
require every employer to be insured against liability for Worker's Compensation or to
undertake self-insurance in accordance with the provisions of that Code, and agrees to
comply with such provisions before commencing the performance of the Services.
3.5.20 Authority to Enter Agreement. Contractor has all requisite power and
authority to conduct its business and to execute, deliver, and perform the Agreement.
Each Party warrants that the individuals who have signed this Agreement have the legal
power, right, and authority to make this Agreement and bind each respective Party.
3.5.21 Counterparts. This Agreement may be signed in counterparts, each
of which shall constitute an original.
3.6 Subcontracting.
3.6.1 Prior Approval Required. Contractor shall not subcontract any
portion of the work required by this Agreement, except as expressly stated herein, without
prior written approval of City. Subcontracts, if any, shall contain a provision making them
subject to all provisions stipulated in this Agreement.
[signatures on next page]
CITY OF ROSEMEAD
M
Ben Kim, City Manager
Attest:
Ericka Hernandez
City Clerk
Approved as to Form:
Rachel Richman, City Attorney
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Lincoln Training Center
13
Name:
Title:
[If Corporation, TWO SIGNATURES, President
OR Vice President AND Secretary, AND
CORPORATE SEAL OF CONTRACTOR
REQUIRED]
In
1►Frum-
Title:
SCOPE OF MAINTENANCE SERVICES
[insert scope]
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SCHEDULE OF MAINTENANCE SERVICES
[insert schedule]
ME
EXHIBIT C
COMPENSATION
[insert rates & authorized reimbursable expenses]
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EXHIBIT D
INSURANCE REQUIREMENTS
Prior to the beginning of and throughout the duration of the Work, Contractor will maintain
insurance in conformance with the requirements set forth below. Contractor will use
existing coverage to comply with these requirements. If that existing coverage does not
meet the requirements set forth here, Contractor agrees to amend, supplement or
endorse the existing coverage to do so. Contractor acknowledges that the insurance
coverage and policy limits set forth in this section constitute the minimum amount of
coverage required. Any insurance proceeds available to City in excess of the limits and
coverage required in this agreement and which is applicable to a given loss, will be
available to City.
Contractor shall provide the following types and amounts of insurance
Commercial General Liability Insurance: Contractor shall maintain commercial general
liability insurance with coverage at least as broad as Insurance Services Office form CG
00 01, in an amount not less than $1,000,000 per occurrence, $2,000,000 general
aggregate, for bodily injury, personal injury, and property damage. The policy must
include contractual liability that has not been amended. Any endorsement restricting
standard ISO "insured contract" language will not be accepted.
Business Auto Coverage on ISO Business Auto Coverage form CA 00 01 including
symbol 1 (Any Auto) or the exact equivalent. Limits are subject to review, but in no event
to be less that $1,000,000 combined single limit per accident. If Contractor owns no
vehicles, this requirement may be satisfied by a non -owned auto endorsement to the
general liability policy described above. If Contractor or Contractor employees will use
personal autos in any way on this project, Contractor shall provide evidence of personal
auto liability coverage for each such person.
Workers Compensation on a state -approved policy form providing statutory benefits as
required by law with employer's liability limits no less than $1,000,000 per accident or
disease.
Contractor shall submit to Agency, along with the certificate of insurance, a Waiver of
Subrogation endorsement in favor of Agency, its officers, agents, employees and
volunteers.
Excess or Umbrella Liability Insurance (Over Primary) if used to meet limit requirements,
shall provide coverage at least as broad as specified for the underlying coverages.
Contractor shall obtain and maintain an umbrella or excess liability insurance policy with
limits that will provide bodily injury, personal injury and property damage liability coverage
at least as broad as the primary coverages set forth above, including commercial general
liability, automobile liability, and employer's liability. Such policy or policies shall include
the following terms and conditions:
• A drop down feature requiring the policy to respond if any primary insurance that
would otherwise have applied proves to be uncollectible in whole or in part for any
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reason;
• Pay on behalf of wording as opposed to reimbursement;
• Concurrency of effective dates with primary policies; and
• Policies shall "follow form" to the underlying primary policies.
• Insureds under primary policies shall also be insureds under the umbrella or
excess policies.
Professional Liability or Errors and Omissions Insurance as appropriate shall be written
on a policy form coverage specifically designed to protect against acts, errors or
omissions of the Contractor and "Covered Professional Services" as designated in the
policy must specifically include work performed under this agreement. The policy limit
shall be no less than $1,000,000 per claim and in the aggregate. The policy must "pay on
behalf of the insured and must include a provision establishing the insurer's duty to
defend. The policy retroactive date shall be on or before the effective date of this
agreement.
Requirements not limiting: Requirements of specific coverage features or limits contained
in this Section are not intended as a limitation on coverage, limits or other requirements,
or a waiver of any coverage normally provided by any insurance. Specific reference to a
given coverage feature is for purposes of clarification only as it pertains to a given issue
and is not intended by any party or insured to be all inclusive, or to the exclusion of other
coverage, or a waiver of any type. If the Consultant maintains higher limits than the
minimums shown above, the Agency requires and shall be entitled to coverage for the
higher limits maintained by the Consultant. Any available insurance proceeds in excess
of the specified minimum limits of insurance and coverage shall be available to the
Agency.
Acceptable insurers: All insurance policies shall be issued by an insurance company
currently authorized by the Insurance Commissioner to transact business of insurance or
is on the List of Approved Surplus Line Insurers in the State of California, with an assigned
policyholders' Rating of A- (or higher) and Financial Size Category Class VII (or larger) in
accordance with the latest edition of Best's Key Rating Guide, unless otherwise approved
by the Agency's Risk Manager.
General conditions pertaining to provision of insurance coverage by Contractor.
Contractor and City agree to the following with respect to insurance provided by
Contractor:
1. Contractor agrees to have its insurer endorse the third -party general liability
coverage required herein to include as additional insureds City, its officials,
employees and agents, using standard ISO endorsement No. CG 2010. Contractor
also agrees to require all contractors, and subcontractors to do likewise.
2. No liability insurance coverage provided to comply with this Agreement shall
prohibit Contractor, or Contractor's employees, or agents, from waiving the right of
subrogation prior to a loss. Contractor agrees to waive subrogation rights against
City regardless of the applicability of any insurance proceeds, and to require all
contractors and subcontractors to do likewise.
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3. All insurance coverage and limits provided by Contractor and available or
applicable to this agreement are intended to apply to the full extent of the policies.
Nothing contained in this Agreement or any other agreement relating to the City or
its operations limits the application of such insurance coverage.
4. None of the coverages required herein will be in compliance with these
requirements if they include any limiting endorsement of any kind that has not been
first submitted to City and approved of in writing.
5. No liability policy shall contain any provision or definition that would serve to
eliminate so-called "third party action over" claims, including any exclusion for
bodily injury to an employee of the insured or of any contractor or subcontractor.
6. All coverage types and limits required are subject to approval, modification and
additional requirements by the City, as the need arises. Contractor shall not make
any reductions in scope of coverage (e.g. elimination of contractual liability or
reduction of discovery period) that may affect City's protection without City's prior
written consent.
7. Proof of compliance with these insurance requirements, consisting of certificates
of insurance evidencing all of the coverages required and an additional insured
endorsement to Contractor's general liability policy, shall be delivered to City at or
prior to the execution of this Agreement. In the event such proof of any insurance
is not delivered as required, or in the event such insurance is canceled at any time
and no replacement coverage is provided, City has the right, but not the duty, to
obtain any insurance it deems necessary to protect its interests under this or any
other agreement and to pay the premium. Any premium so paid by City shall be
charged to and promptly paid by Contractor or deducted from sums due
Contractor, at City option.
8. Certificate(s) are to reflect that the insurer will provide 30 days notice to City of any
cancellation of coverage. Contractor agrees to require its insurer to modify such
certificates to delete any exculpatory wording stating that failure of the insurer to
mail written notice of cancellation imposes no obligation, or that any party will
"endeavor" (as opposed to being required) to comply with the requirements of the
certificate.
9. It is acknowledged by the parties of this agreement that all insurance coverage
required to be provided by Contractor or any subcontractor, is intended to apply
first and on a primary, noncontributing basis in relation to any other insurance or
self-insurance available to City.
10. Contractor agrees to ensure that subcontractors, and any other party involved with
the project who is brought onto or involved in the project by Contractor, provide the
same minimum insurance coverage required of Contractor. Contractor agrees to
monitor and review all such coverage and assumes all responsibility for ensuring
that such coverage is provided in conformity with the requirements of this section.
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Contractor agrees that upon request, all agreements with subcontractors and
others engaged in the project will be submitted to City for review.
11.Contractor agrees not to self -insure or to use any self-insured retentions or
deductibles on any portion of the insurance required herein and further agrees that
it will not allow any contractor, subcontractor, Architect, Engineer or other entity or
person in any way involved in the performance of work on the project contemplated
by this agreement to self -insure its obligations to City. If Contractor's existing
coverage includes a deductible or self-insured retention, the deductible or self-
insured retention must be declared to the City. At that time the City shall review
options with the Contractor, which may include reduction or elimination of the
deductible or self-insured retention, substitution of other coverage, or other
solutions.
12. The City reserves the right at any time during the term of the contract to change
the amounts and types of insurance required by giving the Contractor ninety (90)
days advance written notice of such change. If such change results in substantial
additional cost to the Contractor, the City will negotiate additional compensation
proportional to the increased benefit to City.
13. For purposes of applying insurance coverage only, this Agreement will be deemed
to have been executed immediately upon any party hereto taking any steps that
can be deemed to be in furtherance of or towards performance of this Agreement.
14. Contractor acknowledges and agrees that any actual or alleged failure on the part
of City to inform Contractor of non-compliance with any insurance requirement in
no way imposes any additional obligations on City nor does it waive any rights
hereunder in this or any other regard.
15. Contractor will renew the required coverage annually as long as City, or its
employees or agents face an exposure from operations of any type pursuant to
this agreement. This obligation applies whether or not the agreement is canceled
or terminated for any reason. Termination of this obligation is not effective until City
executes a written statement to that effect.
16. Contractor shall provide proof that policies of insurance required herein expiring
during the term of this Agreement have been renewed or replaced with other
policies providing at least the same coverage. Proof that such coverage has been
ordered shall be submitted prior to expiration. A coverage binder or letter from
Contractor's insurance agent to this effect is acceptable. A certificate of insurance
and/or additional insured endorsement as required in these specifications
applicable to the renewing or new coverage must be provided to City within five
days of the expiration of the coverages.
17.The provisions of any workers' compensation or similar act will not limit the
obligations of Contractor under this agreement. Contractor expressly agrees not
to use any statutory immunity defenses under such laws with respect to City, its
employees, officials and agents.
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18. Requirements of specific coverage features or limits contained in this section are
not intended as limitations on coverage, limits or other requirements nor as a
waiver of any coverage normally provided by any given policy. Specific reference
to a given coverage feature is for purposes of clarification only as it pertains to a
given issue and is not intended by any party or insured to be limiting or all-inclusive.
19.These insurance requirements are intended to be separate and distinct from any
other provision in this agreement and are intended by the parties here to be
interpreted as such.
20.The requirements in this Section supersede all other sections and provisions of
this Agreement to the extent that any other section or provision conflicts with or
impairs the provisions of this Section.
21. Contractor agrees to be responsible for ensuring that no contract used by any party
involved in any way with the project reserves the right to charge City or Contractor
for the cost of additional insurance coverage required by this agreement. Any such
provisions are to be deleted with reference to City. It is not the intent of City to
reimburse any third party for the cost of complying with these requirements. There
shall be no recourse against City for payment of premiums or other amounts with
respect thereto.
Contractor agrees to provide immediate notice to City of any claim or loss against
Contractor arising out of the work performed under this agreement. City assumes no
obligation or liability by such notice, but has the right (but not the duty) to monitor the
handling of any such claim or claims if they are likely to involve City.