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PW Janitorial Services 2020CITY OF SAN RAFAEL Department of Public Works 111 Morphew Avenue San Rafael, CA 94901 Public Works Contract for Projects up to $175,000 This public works contract ("Contract") is entered into by and between the City of San Rafael ("City") and Universal Building Services and Supply Co. 'Contractor"), a Corporation, for the City's Janitorial Services ("Project"), and is effective on 1 tZ , 2020 ("Effective Date"). The parties agree as follows: 1. Scope of Work. Contractor will perform and provide all labor, materials, equipment, supplies, transportation, and any and all other items or services necessary to perform and complete the work required for the Project ("Work"), as specified in Exhibit A, Scope of Work, as it applies to the facilities included in this Contract as shown in Exhibit C (Bid Schedule), and according to the terms and conditions of this Contract, including all attachments to the Contract and any other documents and statutes incorporated by reference. To the extent that any attachment contains provisions that conflict or are inconsistent with the terms set forth in the body of this Contract, the Contract terms will control. 2. Contract Documents. The Contract Documents incorporated into this Contract include and are comprised of all of the documents listed below: 2.1 Notice Inviting Bids; 2.2 Contract; 2.3 Addenda, if any; 2.4 Exhibit A — Scope of Work; 2.5 Exhibit B — Noncollusion Declaration; 2.6 Exhibit C — Bid Schedule; 2.7 Exhibit D — Subcontractor List. 3. Contract Price. As full and complete compensation for Contractor's timely performance and completion of the Work in strict accordance with the terms and conditions of the Contract, City will pay Contractor the agreed upon amounts for each City facility (the "Contract Price") in Exhibit C for all of Contractor's direct and indirect costs to perform the Work, including all labor, materials, supplies, equipment, taxes, insurance and all overhead costs, in accordance with the payment provisions contained herein. The current agreed upon cost for services is $11,396.00 per month ($136,752.00 annually). 3.1 Payment. Contractor must submit an invoice on the first day of each month during the Contract Time, defined in Section 3 below, and/or upon completion, for the Work performed during the preceding month, itemizing labor, materials, equipment and any incidental costs incurred. Contractor warrants that title to all work, materials and equipment incorporated into the Work will pass to City free of any claims, liens, or encumbrances upon payment to Contractor. 4. Time for Completion. Contractor will fully complete the Work at each City Facilities according to Exhibit A, Scope of Work ("Contract Time"). The term of the initial contract will be one year, commencing upon the date of execution of the Contract. Upon mutual agreement between the City and the Contractor, the contract can be extended twice for a period not to exceed two (2) years each time upon proper authorization by the Parties. City of San Rafael Janitorial Services Up to $175,000 Contract Page 1 Approved by City Attorney, dated 02/27/2020 5. Liquidated Damages. If Contractor fails to complete the Work within the Contract Time, Contractor must pay liquidated damages in the amount of $500 per day for each day of unexcused delay in completion. 6. Standard of Care. All Work must be provided in a manner that meets or exceeds the standard of care applicable to the same type of work in the City of San Rafael. Contractor must promptly correct, at Contractor's sole expense, any Work that the City determines is deficient or defective. 7. Permits and Licenses. Contractor, at its sole expense, must obtain and maintain during the term of this Contract, all appropriate permits, certificates and licenses including, but not limited to, the required California contractor's license and a City business license. 8. Indemnification. Contractor will indemnify, defend with counsel acceptable to City, and hold harmless to the full extent permitted by law, City, its governing body, officers, agents, employees, and volunteers from and against any and all liability, demands, loss, damage, claims, settlements, expenses, and costs (including, without limitation, attorney fees, expert witness fees, and costs and fees of litigation) (collectively, "Liability") of every nature arising out of or in connection with Contractor's acts or omissions with respect to this Contract, except such Liability caused by the active negligence, sole negligence, or willful misconduct of the City. This indemnification obligation is not limited by any limitation on the amount or type of damages or compensation payable under Workers' Compensation or other employee benefit acts, or by insurance coverage limits, and will survive the expiration or early termination of this Contract. City will notify Contractor of any third -party claim pursuant to Public Contract Code section 9201. 9. Insurance. Contractor will, at all times under this Contract, maintain the insurance coverage required in this section to cover the activities of Contractor and any subcontractors relating to or arising from performance of the Work. Each policy must be issued by a company licensed to do business in California, and with a strength and size rating from A.M. Best Company of A -VIII or better. Contractor must provide City with certificates of insurance and required endorsements as evidence of coverage with the executed Contract, or through the PINSAdvantage website https:iiwww.pinsadvanraae.coli• upon request by the City, and before the City authorizes Contractor to proceed with the Work. 9.1 Workers' Compensation. Statutory coverage is required by the California Workers' Compensation Insurance and Safety Act. If Contractor is self-insured, it must provide its duly authorized Certificate of Permission to Self -Insure. In addition, Contractor must provide employer's liability insurance with limits of no less than one million dollars ($1,000,000) per accident for bodily injury or disease. 9.2 Liability. Commercial General Liability ("CGL") insurance issued on an occurrence basis, including coverage for liability arising from Contractor's or its subcontractor's acts or omissions in performing the Work, including Contractor's protected coverage, blanket contractual, products and completed operations, broad form property damage, vehicular coverage, and employer's non -ownership liability coverage, with limits of at least $1,000,000 per occurrence and $2,000,000 general aggregate. 9.3 Automotive. Commercial automotive liability coverage for owned, non -owned and hired vehicles must provide coverage of at least $2,000,000 combined single limit per accident for bodily injury, death, or property damage. 9.4 Subrogation Waiver. Each required policy must include an endorsement that the insurer waives any right of subrogation it may have against the City or the City's insurers. 9.5 Required Endorsements. The CGL policy and the automotive liability policy must include the following specific endorsements: (1) The City, including its Council, officials, officers, employees, agents, volunteers and consultants (collectively, "Additional Insured") must be named as an additional insured for City of San Rafael Janitorial Services Up to $175,000 Contract Page 2 Approved by City Attorney, dated 02/27/2020 all liability arising out of the operations by or on behalf of the named insured, and the policy must protect the Additional Insured against any and all liability for personal injury, death or property damage or destruction arising directly or indirectly in the performance of the Contract. (2) The inclusion of more than one insured will not operate to impair the rights of one insured against another, and the coverages afforded will apply as though separate policies have been issued to each insured. (3) The insurance provided is primary and no insurance held or owned by City may be called upon to contribute to a loss ("primary and non-contributory"). (4) Any umbrella or excess insurance must contain or be endorsed to contain a provision that such coverage will also apply on a primary or non-contributory basis for the benefit of City before the City's own insurance or self-insurance will be called upon to protect it as a named insured. (5) This policy does not exclude explosion, collapse, underground excavation hazard, or removal of lateral support. 10. Labor Code Compliance. Unless the Contract Price is $1,000 or less, the Contract is subject to all applicable requirements of Chapter 1 of Part 7 of Division 2 of the Labor Code, beginning at section 1720, and the related regulations, including but not limited to requirements pertaining to wages, working hours and workers compensation insurance. Contractor must also post all job site notices required by laws or regulations pursuant to Labor Code section 1771.4. 10.1 Prevailing Wages. Each worker performing Work under this Contract that is covered under Labor Code section 1720 or 1720.9, must be paid at a rate not less than the prevailing wage as defined in sections 1771 and 1774 of the Labor Code. The prevailing wage rates are on file with the City Engineers office and are available online at http://www.dir.ca.gov/DLSR. Pursuant to Labor Code section 1775, Contractor and any subcontractor will forfeit to City as a penalty up to $200 for each calendar day, or portion of a day, for each worker paid less than the applicable prevailing wage rate, in addition to paying each worker the difference between the applicable wage rate and the amount actually paid. 10.2 Working Day. Pursuant to Labor Code section 1810, eight hours of labor consists of a legal day's work. Pursuant to Labor Code section 1813, Contractor will forfeit to City as a penalty the sum of $25 for each day during which a worker employed by Contractor or any subcontractor is required or permitted to work more than eight hours during any one calendar day, or more than 40 hours per calendar week, unless such workers are paid overtime wages under Labor Code section 1815. All Work must be carried out during regular City working days and hours unless otherwise specified in Exhibit A or authorized in writing by City. 10.3 Payroll Records. Contractor and its subcontractors must maintain certified payroll records in compliance with Labor Code sections 1776 and 1812, and all implementing regulations promulgated by the Department of Industrial Relations ("DIR"). For each payroll record, Contractor and its subcontractors must certify under penalty of perjury that the information in the record is true and correct, and that it has complied with the requirements of Labor Code sections 1771, 1811, and 1815. Unless the Contract Price is under $25,000, Contractor must electronically submit certified payroll records to the Labor Commissioner as required under California law and regulations 10.4 Apprentices. If the Contract Price is $30,000 or more, Contractor must comply with the apprenticeship requirements in Labor Code section 1777.5. City of San Rafael Janitorial Services Up to $175,000 Contract Page 3 Approved by City Attorney, dated 02.27/2020 10.5 DIR Monitoring, Enforcement, and Registration. This Project is subject to compliance monitoring and enforcement by the DIR pursuant to Labor Code section 1725.5, and, subject to the exception set forth below, Contractor and any subcontractors must be registered with the DIR to perform public works projects. The registration requirements of Labor Code section 1725.5 do not apply if the Contract Price is for under $25,000. 11. Workers' Compensation Certification. Under Labor Code section 1861, by signing this Contract, Contractor certifies as follows: "I am aware of the provisions of Labor Code section 3700 which require every employer to be insured against liability for workers compensation or to undertake self insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the Work on this Contract. 12. Termination. 12.1 Termination for Convenience. City reserves the right to terminate all or part of the Contract for convenience upon written notice to Contractor. Upon receipt of such notice, Contractor must immediately stop the Work, including under any terms or conditions that may be specified in the notice; comply with City's instructions to protect the completed Work and materials; and use its best efforts to minimize further costs. In the event of City's termination for convenience, Contractor waives any claim for damages, including for loss of anticipated profits from the Project. If City terminates the Contract for convenience, City will only owe Contractor payment for the Work satisfactorily performed before Contract termination, as well as five percent of the total value of the Work performed as of the date of notice of termination or five percent of the value of the Work yet to be completed, whichever is less, which is deemed to cover all overhead and profit to date. 12.2 Termination for Default. The City may terminate this Contract for cause for any material default. Contractor may be deemed in default for a material breach of or inability to perform the Contract, including Contractor's refusal or failure to supply sufficient skilled workers, proper materials, or equipment to perform the Work within the Contract Time; refusal or failure to make prompt payment to its employees, subcontractors, or suppliers or to correct rejected work; disregard of laws, regulations, ordinances, rules, or orders of any public agency with jurisdiction over the Project; lack of financial capacity to complete the Work within the Contract Time; or responsibility for any other material breach of the Contract requirements. If City terminates the Contract for cause, City will only owe Contractor payment for the Work satisfactorily performed before Contract termination. 13. Dispute Resolution. Any dispute arising under or related to this Contract is subject to the dispute resolution procedures of Public Contract Code sections 9401 and 20104 et. seq., which are incorporated by reference. 14. Waiver. A waiver by City of any breach of any term, covenant, or condition in this Contract will not be deemed a waiver of any subsequent breach of the same or any other term, covenant, or condition contained herein, regardless of the character of any such breach. 15. Warranty Contractor guarantees and warrants the Work and the materials used or provided for the Project for a period of one year, beginning upon City's acceptance of the Work for the Project as complete ("Warranty Period"). During the Warranty Period, upon notice from the City of any defect in the Work or the materials, Contractor must, at its sole expense, promptly repair or replace the defective Work or materials, including repair or replacement of any other Work or materials that is or are displaced or damaged during the warranty work, excepting any damage resulting from ordinary wear and tear. City of San Rafael Janitorial Services Up to $175,000 Contract Page 4 Approved by City Attorney, dated 02/27/2020 16. Worksite Conditions. 16.1 Clean and Safe. Contractor must maintain the Work site and staging and storage areas in a clean and neat condition and must ensure it is safe and secure. On a daily basis the Contractor must remove and properly dispose of debris and waste materials from the Work site. 16.2 Inspection. Contractor will make the Work accessible at all times for inspection by the City 16.3 Hazardous Materials. Unless otherwise specified in the Contract documents, this Contract does not include the removal, handling, or disturbance of any asbestos or other hazardous materials, as identified by any federal, state, or local law or regulation. If Contractor encounters materials on the Project site that Contractor reasonably believes to be asbestos or other hazardous materials, and the asbestos or other hazardous materials have not been rendered harmless, Contractor may continue Work in unaffected areas reasonably believed to be safe, but must immediately cease Work on the area affected and report the condition to City. No asbestos, asbestos -containing products or other hazardous materials may be used in performance of the Work. 16.4 Utilities, Trenching and Excavation. As required by Government Code section 4215, if, during the performance of the Work, Contractor discovers utility facilities not identified by City in the Contract documents, Contractor must immediately provide written notice to City and the utility. In performing any excavations or trenching work, Contractor must comply with all applicable operator requirements in Government Code sections 4216 through 4216.5. If the trenching or excavation extends deeper than four feet below the surface, then it must also comply with Public Contract Code section 7104 17. Records. Unless otherwise specified in Exhibit A, Contractor must maintain and update a separate set of as -built drawings while the Work is being performed, showing changes from the Work as planned in Exhibit A, or any drawings incorporated into this Contract. The as -built drawings must be updated as changes occur, on a daily basis if necessary. 18. Conflicts of Interest. Contractor, its employees, subcontractors and agents, may not have, maintain or acquire a conflict of interest in relation to this Contract in violation of any City ordinance or policy or in violation of any California law, including under Government Code section 1090 et seq. and under the Political Reform Act as set forth in Government Code section 81000 et seq. and its accompanying regulations. Any violation of this Section constitutes a material breach of the Contract. 19. Non -Discrimination. No discrimination will be made in the employment of persons under this Contract because of the race, color, national origin, ancestry, religion, gender or sexual orientation of such person. 20. Independent Contractor. City and Contractor intend that Contractor will perform the Work under this Contract as an independent contractor. Contractor is solely responsible for its means and methods in performing the Work. Contractor is not an employee of City and is not entitled to participate in health, retirement or any other employee benefits from City. 21. Assignment of Unfair Business Practice Claims. Under Public Contract Code section 7103.5, Contractor and its subcontractors agree to assign to City all rights, title, and interest in and to all causes of action it may have under section 4 of the Clayton Act (15 U.S.C. section 15) or under the Cartwright Act (Chapter 2 (commencing with section 16700) of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, services, or materials pursuant to the Contract or any subcontract. This assignment will be effective at the time City tenders final payment to Contractor. without further acknowledgement by the parties. 22. Notice. Any notice, billing, or payment required by or pursuant to the Contract documents must be made in writing, signed, dated and sent to the other party by personal delivery, U.S Mail, a reliable City of San Rafael Janitorial Services Up to $175,000 Contract Page 5 Approved by City Attorney dated 02 27 2020 overnight delivery service, or by email as a PDF (or comparable) file. Notice is deemed effective upon delivery unless otherwise specified. Notice for each party must be given as follows: City Address: 111 Morphew Street City/State/Zip: San Rafael, CA 94901 Phone: 415-485-3355 Attn: Ryan Montes, Operations and Maintenance Manager Email: Ryan.Montes@cityofsanraraei or: Contractor: Name: Universal Building Services and Supply Co. Address: 3120 Pierce Street City/State/Zip: Richmond, CA 94804 Phone: 510-527-1078 Attn: Dario DeVincenzi, Operations Manager Email: 3ariod-ubsco.com 23. General Provisions. 23.1 Compliance with All Laws. Contractor will comply with all applicable federal; state, and local laws and regulations including, but not limited to, unemployment insurance benefits, FICA laws, conflict of interest laws, and local ordinances. Work may only be performed by qualified and experienced workers who are not employed by the City and who do not have any contractual relationship with City. with the exception of this Contract. 23.2 Provisions Deemed Inserted. Every provision of law required to be inserted in the Contract is deemed to be inserted, and the Contract will be construed and enforced as though such provision has been included. If it is discovered that through mistake or otherwise that any required provision was not inserted, or not correctly inserted, the Contract will be deemed amended accordingly. 23.3 Assignment and Successors. Contractor may not assign its rights or obligations under this Contract, in part or in whole, without City's written consent. This Contract is binding on Contractor's and City's lawful heirs, successors and permitted assigns. 23.4 Third Party Beneficiaries. There are no intended third -party beneficiaries to this Contract. 23.5 Governing Law and Venue. This Contract will be governed by California law and venue will be in the Superior Court of Marin County, and no other place. 23.6 Amendment. No amendment or modification of this Contract will be binding unless it is in a writing duly authorized and signed by the parties to this Contract. 23.7 Integration; Severability, This Contract and the Contract documents incorporated herein, including authorized amendments or change orders thereto, constitute the final, complete, and exclusive terms of the agreement between City and Contractor. If any provision of the Contract documents, or portion of a provision, is determined to be illegal, invalid, or unenforceable, the remaining provisions of the Contract documents will remain in full force and effect. 23.8 Authorization. Each individual signing below warrants that he or she is authorized to do so by the party that he or she represents, and that this Contract is legally binding on that party. If Contractor is a corporation, signatures from two officers of the corporation are required pursuant to California Corporation Code section 313. (Signatures are on the following page j City of San Rafael Janitorial Services Up to $175,000 Contract Page 6 Approved by City Attorney, dated 0227/2020 The parties agree to this Contract as witnessed by the signatures below: CITY: Approv d as to form: s! s/ 4 Q� Jim Sc Ciity Manager btlLRobert F. Epstein, City Attorn y Date: �� -IL-u Lb Date: IIS& WW Attest: sl Z�6' t-� Lindsay Lara, City Clerk Date:11TI U -LO CONTRACTOR: Universal Building Services and Supply Co. Business Name t s/ Seal: Dario DeVincenzi, Operations Manager Namerritle Date: 11/06/2020 s/ L onard Brusseau, President Name/Title Date: 11 /06/2020 4000-4302 EXP: 12-31-2020 Contractor's California License Number(s) and Expiration Date(s) Exhibit A: Scope of Work Exhibit B: Noncollusion Declaration Exhibit C: Bid Schedule Exhibit D: Subcontractor List END OF CONTRACT City of San Rafael Janitorial Services Approved by City Attorney, dated 02 27/2020 Up to $175,000 Contract Page 7 Exhibit A SCOPE OF WORK Universal Building Services and Supply Co. City of San Rafael Janitorial Services Up to $175,000 Contract Scope of Work Approved by City Attorney. dated 02127/2020 Exhibit A — Scope of Work Supplies and Equipment: Contractor shall provide all labor, chemicals, equipment, and supervision. All paper products, liners and soap shall be supplied by the City. Page 1 of 7 Summary The City requires Janitorial Services at the following City facilities: Facility Address Janitorial Serviced Sg Ft Frequency Areas 1 City Hall 1400 5`h Ave All areas 30,050 Weekdays 2 Public Safety Center 1375 5`h Ave Police Department 38,000 Everyday Fire Department Admin Weekdays 3 Public Works Department 11 I Morphew St All areas, not including 23,630 Weekdays maintenance bays 4 Downtown Library 1100 E St All areas 15,000 Everyday 5 Pickleweed Library 50 Canal St All areas 2,000 Wed -Sun 6 Terra Linda Community 670 Del Ganado Rd Pool area restrooms only 2,000 Seasonal Center 7 Falkirk Cultural Center 1408 Mission Ave All areas 5,350 3x week 8 Coleman Childcare Portable 800 Belle Ave All areas 1,920 Weekdays 9 Lucas Valley Childcare 1175 Idylberry Rd All areas 1,920 Weekdays Portable 10 Glenwood Childcare Portable 25 W Castlewood All areas 1,920 Weekdays Dr 11 Mary Silveira Childcare 375 Blackstone Dr All areas 1,920 Weekdays Portable 12 Parkside Childcare Center 51 Albert Park Ln All areas 7,000 Weekdays 13 Pickleweed Childcare Center 40 Canal St All areas 2,400 Weekdays 14 Vallecito Childcare Portable 50 Nova Albion Wy All areas 1,920 Weekdays Supplies and Equipment: Contractor shall provide all labor, chemicals, equipment, and supervision. All paper products, liners and soap shall be supplied by the City. Page 1 of 7 Exhibit A — Scope of Work Location -Specific Scope of Work (1) City Hall (2) Public Safety Center Scheduling of Work. Facility shall be cleaned daily in the evening after closing (5pm Mon -Fri). ENTRY WAY AND HALLWAYS Spot clean glass on entry doors As needed Dust horizontal surfaces As needed Dispose of all waste in the correct bins and replace liners I x/day Remove visible cobwebs inside and outside of main entry As needed Vacuum all carpeted areas 1 x/day Vacuum/sweep and mop all hard surfaces 1 x/day Dust window ledges, base of chairs, picture frames I x/week OFFICES/CONFERENCE ROOMS Dust any computers, computer towers, keyboards I x/week Dust desks when paper free — dust around items when items are present 1 x/week Dust all horizontal surfaces: files, cabinets, & copy machines 1 x/week Dispose of all waste in the correct bins and replace liners 1 x/day Restock soaps, sanitizer, and paper supplies 1 x/day Vacuum/sweep and mop all hard surfaces 1 x/day Vacuum all carpeted areas 1 x/day Dust window ledges, base of chairs, picture frames 1 x/week KITCHEN/BREAK AREA Clean and disinfect kitchen sink and counter tops 1 x/day Wipe down tables 1 x/day Dispose of all waste in the correct bins and replace liners 1 x/day Restock soaps, sanitizer, and paper supplies 1 x/day Vacuum/sweep and mop all hard surfaces 1 x/day Clean stove 1 x/day Spot clean kitchen cabinets 1 x/day Clean drinking fountains 1 x/day Clean vending machines 1 x/day RESTROOMS Spot clean vertical surfaces: walls and doors 1 x/day Clean and disinfect counters and sinks 1 x/day Clean and disinfect toilets and urinals 1 x/day Clean mirrors and polish fixtures 1 x/day Clean dispensers 1 x/day Restock hand soaps and paper disposables 1 x/day Dispose of all waste in the correct bins and replace liners 1 x/day Page 2 of 7 Exhibit A — Scope of Work Vacuum/sweep and mop all hard surfaces 1 x/day Clean shower booths and detention rooms 1 x/day Dust horizontal surfaces As needed TRAILER 1 x/day General dusting around items if present 1 x/week Dispose of all waste in the correct bins and replace liners 1 x/day Clean inside and outside of main entry 1 x/week Remove visible cobwebs I x/week Vacuum all carpeted areas 1 x/week Vacuum/sweep and mop all hard surfaces 1 x/week Dust any computers, computer towers, keyboards 1 x/week SECURITY AND COMMUNICATION 1 x/week Make sure all doors are locked I x/day Disarm/arm security system I x/day (3) Public Works Department Scheduling of Work. Facility shall be cleaned daily in the evening after closing (5pm Mon -Fri). ENTRY WAY AND HALLWAYS Spot clean glass on entry doors As needed Dust horizontal surfaces As needed Dispose of all waste in the correct bins and replace liners 1 x/day Remove visible cobwebs inside and outside of main entry As needed Vacuum all carpeted areas 1 x/day Vacuum/sweep and mop all hard surfaces 1 x/day Dust window ledges, base of chairs, picture frames 1 x/week OFFICES/CONFERENCE ROOMS Dust any computers, computer towers, keyboards 1 x/week Dust desks when paper free — dust around items when items are present 1 x/week Dust all horizontal surfaces: files, cabinets, & copy machines 1 x/week Dispose of all waste in the correct bins and replace liners 1 x/day Restock soaps, sanitizer, and paper supplies 1 x/day Vacuum/sweep and mop all hard surfaces 1 x/day Vacuum all carpeted areas 1 x/day Dust window ledges, base of chairs, picture frames 1 x/week KITCHEN/BREAK AREA Clean and disinfect kitchen sink and counter tops 1 x/day Wipe down tables 1 x/day Dispose of all waste in the correct bins and replace liners 1 x/day Restock soaps, sanitizer, and paper supplies 1 x/day Vacuum/sweep and mop all hard surfaces 1 x/day Clean stove 1 x/day Page 3 of 7 Exhibit A — Scope of Work Spot clean kitchen cabinets 1 x/day Clean drinking fountains 1 x/day Clean vending machines 1 x/day Dispose of all waste in the correct bins and replace liners 1 x/day RESTROOMS As needed Spot clean vertical surfaces: walls and doors 1 x/day Clean and disinfect counters and sinks 1 x/day Clean and disinfect toilets and urinals 1 x/day Clean mirrors and polish fixtures 1 x/day Clean dispensers 1 x/day Restock hand soaps and paper disposables 1 x/day Dispose of all waste in the correct bins and replace liners 1 x/day Vacuum/sweep and mop all hard surfaces 1 x/day Clean shower booths and detention rooms I x/day (4) Downtown Library (5) Pickleweed Library Scheduling of'Work: Facilities shall be cleaned daily in the evening after closing (8pm Mon-Thurs, 5pm Fri -Sun) and a cleaning of the 4 restrooms Monday -Thursday between 3-4pm. ENTRY WAYS, HALLWAYS, AND PUBLIC AREAS Wash and clean doors, handles, glass panels in doors, front doors, staircase partitions, and banister rails 1 x/day Dust horizontal surfaces As needed Dispose of all waste in the correct bins and replace liners 1 x/day Remove visible cobwebs inside and outside of main entry As needed Vacuum all carpeted areas 1 x/day Vacuum/sweep and mop all hard surfaces 1 x/day Dust window ledges, base of chairs, picture frames I x/week Empty trash containers and replace liners I x/day Empty recycling containers 1 x/day Dust tabletops, lower book shelving, countertops, and desks tops where accessible 1 x/day Vacuum carpets 3 x/week Dust mop all floors 1 x/day Sweep and mop floors 3 x/week Remove Cobwebs 1 x/week Clean public computer areas and desks 1 x/day Thoroughly clean elevator 1 x/day Clean air vents 1 x/quarter Wash lobby windows 1 x/quarter OFFICES/CONFERENCE ROOMS Dust any computers, computer towers, keyboards 1 x/week Dust desks when paper free — dust around items when items are present 1 x/week Page 4 of 7 Exhibit A — Scope of Work Dust all horizontal surfaces: files, cabinets, & copy machines 1 x/week Dispose of all waste in the correct bins and replace liners 1 x/day Restock soaps, sanitizer, and paper supplies 1 x/day Vacuum/sweep and mop all hard surfaces 1 x/day Vacuum all carpeted areas 1 x/day Dust window ledges, base of chairs, picture frames 1 x/week Clean mirrors and polish fixtures 2 KITCHEN/BREAK AREA Clean dispensers Clean and disinfect kitchen sink and counter tops 1 x/day Wipe down tables 1 x/day Dispose of all waste in the correct bins and replace liners 1 x/day Restock soaps, sanitizer, and paper supplies 1 x/day Vacuum/sweep and mop all hard surfaces 1 x/day Clean stove I x/day Spot clean kitchen cabinets I x/day Clean drinking fountains I x/day Clean vending machines 1 x/day 2 x/week RESTROOMS Spot clean vertical surfaces: walls and doors 1 x/day Clean and disinfect counters and sinks 1 x/day Clean and disinfect toilets and urinals 1 x/day Clean mirrors and polish fixtures 1 x/day Clean dispensers 1 x/day Restock hand soaps and paper disposables 1 x/day Dispose of all waste in the correct bins and replace liners 1 x/day Vacuum/sweep and mop all hard surfaces 1 x/day (6) Terra Linda Community Center Scheduling of Work. Facility shall be cleaned two times per week on Thursday nights after 9pm and Sunday evenings after 7pm from April through the third week in September. POOL RESTROOMS Spot clean vertical surfaces: walls and doors 2 x/week Clean and disinfect counters and sinks 2 x/week Clean and disinfect toilets and urinals 2 x/week Clean mirrors and polish fixtures 2 x/week Clean dispensers 2 x/week Restock hand soaps and paper disposables 2 x/week Dispose of all waste in the correct bins and replace liners 2 x/week Vacuum/sweep and mop all hard surfaces 2 x/week Clean shower booths and detention rooms 2 x/week Wet mop hard surface floors using germicidal product that smells fresh 2 x/week Clean all lockers inside and outside 2 x/week Page 5 of 7 Exhibit A — Scope of Work High dusting: air grills, ceiling fixtures 1 I x/month (7) Falkirk Cultural Center Scheduling of Work. Facility shall be cleaned in the evening after closing (5pm Mon -Fri). AREAS TO BE SERVICED Restrooms 3 x/week Office 3 x/week Entry, Foyer, Dancing room, conference room all first floor 3 x/week Kitchen 3 x/week Stairs I x/week Art Gallery upstairs 1 x/month Changing room and restroom upstairs 1 x/week BASIC SERVICES Empty trash containers and replace liners 3 x/week Empty recycling containers 3 x/week Dust furniture including all woodwork 3 x/week Vacuum carpets 3 x/week Sweep and mop floors 3 x/week Spot check door glass 3 x/week Remove Cobwebs 1 x/week KITCHEN Clean counters tops and sinks 3 x/week Clean Stove, hood 3 x/week Sweep and mop floors and edges 3 x/week Sweep and mop all floors and under equipment 3 x/week RESTROOMS Spot clean vertical surfaces 3 x/week Wipe down horizontal surfaces: counter tops, dispensers, toilets 3 x/week Clean and disinfect toilets 3 x/week Clean all mirrors 3 x/week Dispose of waste and install new liners 3 x/week Spot clean and/or shine any waste receptacles 3 x/week Wet mop hard surface floors using desinfectant 3 x/week Restock hand soaps and paper disposables 3 x/week High dusting: air grills, ceiling fixtures 1 x/month Page 6 of 7 Exhibit A — Scope of Work (S) Coleman Childcare Portable (9) Lucas Valley Childcare Portable (10) Glenwood Childcare Portable (11) Mary Silveira Childcare Portable (12) Parkside Childcare Center (13) Pickleweed Childcare Center (14) Vallecito Childcare Portable Scheduling of Work. Facilities shall be cleaned Monday through Friday in the evening after closing (6:30pm). CENTRAL AREAS Dispose of all waste in the correct bins and replace liners 1 x/day Vacuum all carpets and rugs 1 x/day Sweep/vacuum and mop all hafd surface floors 1 x/day Remove any paints from floors 1 x/day Dust windowsills 1 x/day Clean and disinfect sinks, counter tops and tables 1 x/day Wipe down inside/outside of microwave 1 x/day Wash any leftover dishes and set aside to dry (City will put away) 1 x/day Clean entry door glass 1 x/day Make sure all doors are locked I x/day Make sure heating/AC system is off before leaving 1 x/day Turn lights off before leaving 1 x/day Disarm/arm security system 1 x/day Clean air vents 1 x/month Deep clean the carpets, floors and windows 1 x/year RESTROOMS Clean and disinfect restroom counters and sinks 1 x/day Clean and disinfect toilets, including base and rear 1 x/day Spot clean partitions, walls and doors 1 x/day Polish fixtures and clean mirrors 1 x/day Mop hard surface floors 1 x/day Restock hand soaps and paper disposables 1 x/day Page 7 of 7 Exhibit B NONCOLLUSION DECLARATION TO BE EXECUTED BY BIDDER AND SUBMITTED WITH BID The undersigned declares: I am the Operations Manager [title] of Universal Building Services and Supply Co. [business name], the party making the foregoing bid. The bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The bid is genuine and not collusive or sham. The bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid. The bidder has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or to refrain from bidding. The bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other bidder. All statements contained in the bid are true. The bidder has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof, to effectuate a collusive or sham bid, and has not paid and will not pay, any person or entity for such purpose. This declaration is intended to comply with California Public Contract Code § 7106 and Title 23 U.S.0 § 112. I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration is executed on 11/06/2020 [date], at Richmond [city], CA [state]. S/ �a-r-io DeVincenzi Name [print] END OF NONCOLLUSION DECLARATION City of San Rafael Janitorial Services Up to $175,000 Contract Noncollusion Declaration Approved by City Attorney, dated 227/2020 Exhibit C BID SCHEDULE Pricing must be provided for each Bid Item as indicated. The lump sum or unit cost for each item must be inclusive of all costs, whether direct or indirect, including profit and overhead. LS = Lump Sum BID ITEM NO. LOCATION LS MONTHLY COST 1 City Hall $4,070.00 2 Public Safety Center _ _ _ _ _ $5,581.00 3 Public Works Department $1,745.00 $11,396.00 TOTAL BASE BID: Items 1 through 14 inclusive: $ 11,396.00 Note: The amount entered as the `Total Base Bid" should be identical to the Base Bid amount entered in Section 1 of the Bid Proposal form. City of San Rafael Janitorial Services Up to $175,000 Contract Bid Schedule Approved by City Attorney, dated 227/2020 This Bid Proposal is hereby submitted on s/ I �lniversal Building Services and Supply Co. Cmpany Name 3120 Pierce Street Address Richmond, CA 94804 City, State, Zip Dario DeVincenzi Contact Name Novemebr 6 202Q Dario DeVincenzi , Operations Manager Name and Title Leonard Brusseau, President Name and Title License # 4000-4302, EXP: 12-31-2020, Business license Tax Certificate License #, Expiration Date, and Classification 1000020730 DIR Registration # 510-527-1078 Phone dario@ubsco.com Contact Email Addenda. Bidder agrees that it has confirmed receipt of or access to, and reviewed, all addenda issued for this Bid. Bidder waives any claims it might have against the City based on its failure to receive, access, or review any addenda for any reason. Bidder specifically acknowledges receipt of the following addenda: Addendum- Date Received: Addendum: Date Received: #01 #05 #02 #06 #03 #07 #04 #08 END OF BID SCHEDULE City of San Rafael Janitorial Services Up to $175,000 Contract Bid Schedule Approved by City Attorney, dated 227/2020 Exhibit D SUBCONTRACTOR LIST For each Subcontractor that will perform a portion of the Work in an amount in excess of one-half of 1 % of the bidder's total Contract Price,' the bidder must list a description of the Work, the name of the Subcontractor, its California contractor license number, the location of its place of business, its DIR registration number, and the portion of the Work that the Subcontractor is performing based on a percentage of the Base Bid price. DESCRIPTION OF WORK SUBCONTRACTOR NAME CALIFORNIA CONTRACTOR LICENSE NO. LOCATION OF DIR REG. NO. BUSINESS PERCENT OF WORK END OF SUBCONTRACTOR LIST I For street or highway construction this requirement applies to any subcontract of $10,000 or more. City of San Rafael Janitorial Services Approved by City Attorney dated 227/2020 Up to $175,000 Contract Subcontractor List �p,� RAP, �` 2 yo iTkWITH PX5 CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: Public Works Project Manager: TS for Ryan Montes Extension: 3354 Contractor Name: Universal Building Services and Supply Co Contractor's Contact: Dario DeVincenzi Contact's Email: dario ubsco.com ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT DATE Check/Initial 1 Project Manager a. Email PINS Introductory Notice to Contractor Click here to ❑ enter a date b. Email contract (in Word) and attachments to City 10/2/2020 Attorney c/o Laraine.Gittens@cityofsanrafael.org ❑X TS 2 City Attorney a. Review, revise, and comment on draft agreement 11/5/2020 © LG and return to Project Manager 10/21/2020 © LG b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor 3 Department Director Approval of final agreement form to send to 11/5/2020 MBG Project Manager contractor 11/5/2020 4 Forward three (3) originals of final agreement to MTS contractor for their signature 5 Project Manager When necessary, contractor -signed agreement ❑ N/A agendized for City Council approval * *City Council approval required for Professional Services ❑ Agreements and purchases of goods and services that exceed Or $75,000; and for Public Works Contracts that exceed $175,000 Click here to Date of City Council approval enter a date. PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 6 Project Manager Forward signed original agreements to City 11/6/2020 TS Attorney with printed copy of this routing form 7 City Attorney Review and approve hard copy of signed agreement 8 City Attorney Review and approve insurance in PINS, and bonds ` ' I 12D ZCD (for Public Works Contracts) AQ 9 City Manager/ Mayor Agreement executed by City Council authorized I . I tht City Clerk official1,0 10 Attest signatures, retains original agreement and forwards copies to Project Manager 11 Z 1,0