HomeMy WebLinkAboutLR Janitorial Services for the Downtown Library, Child Care Centers and Terra Linda Pool Restrooms____________________________________________________________________________________
FOR CITY CLERK ONLY
File No.: 4-3-980
Council Meeting: 11/04/2019
Disposition: Resolution 14735
Agenda Item No: 4.f
Meeting Date: November 4, 2019
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Library and Recreation
Prepared by: Catherine Quffa,
Management Analyst
City Manager Approval: ______________
TOPIC: JANITORIAL SERVICES FOR THE DOWNTOWN LIBRARY, CHILD CARE CENTERS
AND TERRA LINDA POOL RESTROOMS
SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A ONE-YEAR
AGREEMENT WITH TRINITY PUBLIC SECTOR SOLUTIONS TO PROVIDE
JANITORIAL SERVICES AT THE DOWNTOWN LIBRARY, CHILD CARE CENTERS
AND TERRA LINDA POOL RESTROOM IN AN AMOUNT NOT TO EXCEED $90,000
RECOMMENDATION:
Adopt a resolution authorizing the City Manager to execute a one-year agreement with Trinity Public
Sector Solutions to provide janitorial services at the Downtown Library, child care centers and Terra Linda
pool restrooms in an amount not to exceed $90,000.
BACKGROUND:
The Library and Recreation department manages a number of different facilities, including three
community centers, Falkirk Cultural Center, the Downtown Library, two branch libraries, seven child care
centers and two community pools. The approach to keeping these facilities clean and welcoming to the
public varies across sites and includes full and part time staff as well as contract services. Currently, the
City contracts for janitorial services at its Downtown Library, child care centers and the Terra Linda pool
restroom. Contracting for janitorial services at these facilities has allowed the City to control costs while
ensuring that the facilities remain clean and serviceable by the public.
ANALYSIS:
With the merger of the Library and Community Services departments into the Library and Recreation
Department, the City is looking for opportunities to improve services and reduce expenses through
increased efficiencies. Combining the janitorial contracts for the two divisions of the new department and
soliciting bids for the larger contract has provided one opportunity to do so.
Through a formal bid process, the City received submissions from eight (8) different vendors for janitorial
services for the Downtown Library, child care centers and Terra Linda pool restrooms. Of the bids
received, Trinity Public Sector Solutions offered the best overall pricing package for the facilities included
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
in the bid. Additionally, Trinity provided references from clients that have facilities heavily used by the
public. All references reported a positive experience with Trinity’s service levels and responsiveness.
The bid submitted by Trinity of $82,775 provides a savings to the department of $9,793 annually for
regular janitorial services over the department’s current vendor annual cost of $92,568. Additionally,
Trinity’s monthly service charge includes an annual deep clean of the child care facilities, which is not
included in the City’s contract with its current vendor. By awarding the contract for janitorial services to
Trinity, the City will be reducing its expenses for janitorial services and increasing the service level.
In addition to an annual deep clean at the child care facilities, the agreement includes daily full service
after-hours cleaning and afternoon restroom cleaning for the Downtown Library, after-hours cleaning of
all child care centers five (5) days a week, bi-weekly cleaning of the Terra Linda pool restrooms during
aquatics season, monthly and quarterly services specific to each site, as well as emergency or additional
as-needed cleaning services. Trinity is also responsible for providing all labor, supervision, chemicals
and equipment. The contract is for an initial one-year term, with the option to extend for two (2) additional
one-year terms.
FISCAL IMPACT:
The total cost of the janitorial services under this one-year contract will not exceed $90,000, which
includes $83,000 per year for ongoing services and $7,000 per year for additional or emergency services.
This is a decrease from the cost for monthly janitorial services originally appropriated in the FY 2019-20
budget and includes emergency services, which were previously budgeted as additional to the monthly
cost. As such, funds from the General Fund and Funds 208, 222 and 260 are appropriated sufficiently.
OPTIONS:
The City Council has the following options to consider on this matter:
1. Adopt the resolution as proposed, approving the agreement with Trinity Public Sector Solutions.
2. Adopt resolution with modifications.
3. Direct staff to return with more information.
4. Take no action.
RECOMMENDED ACTION:
Adopt a resolution authorizing the City Manager to execute a one-year agreement with Trinity Public
Sector Solutions to provide janitorial services at the Downtown Library, child care centers and Terra Linda
pool restrooms in an amount not to exceed $90,000.
ATTACHMENTS:
1. Resolution
2. Agreement with Trinity Public Sector Solutions
RESOLUTION NO. 14735
RESOLUTION OF THE SAN RAFAEL CITY COUNCIL AUTHORIZING
THE CITY MANAGER TO EXECUTE A ONE -YEAR AGREEMENT WITH TRINITY PUBLIC
SECTOR SOLUTIONS TO PROVIDE JANITORIAL SERVICES AT THE DOWNTOWN
LIBRARY, CHILD CARE CENTERS AND TERRA LINDA POOL RESTROOM IN AN AMOUNT
NOT TO EXCEED $90,000
WHEREAS, the City of San Rafael requires janitorial services for its Downtown Library, child
care centers and the Terra Linda pool restrooms; and
WHEREAS, these janitorial services provide a necessary service to the community to ensure
the cleanliness and usability of City assets for community members who are using City facilities and
services; and
WHEREAS, Trinity Public Sector Solutions and has the capacity and expertise to provide
these services to the City; and
WHEREAS, the City desires to employ Trinity Public Sector Solutions to provide such
services and Trinity Public Sector Solutions is willing and able to provide said services.
NOW, THEREFORE BE IT RESOLVED, that the City Council hereby authorizes the City
Manager to execute an agreement with Trinity Public Sector Solutions to provide janitorial services
at the Downtown Library, child care centers and Terra Linda pool restrooms for a term of one year,
in an amount not to exceed $90,000, subject to final approval as to form by the City Attorney.
I, LINDSAY LARA, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was
duly and regularly introduced and adopted at a regular meeting of the City Council of the City of
San Rafael, held on Monday, the 4th day of November 2019, by the following vote, to wit:
AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
______
LINDSAY LARA, City Clerk
AGREEMENT
FOR JANITORIAL SERVICES FOR THE LIBRARY AND RECREATION DEPARTMENT
This Agreement is made and entered into this J _ day of 14o\1e.mbe-y- ,
2019, by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and TRINITY
PUBLIC SECTOR SOLUTIONS, a corporation authorized to do business in California
(hereinafter "CONTRACTOR").
RECITALS
WHEREAS, the CITY operates the Downtown San Rafael Public Library, seven (7)
child care facilities and the Terra Linda Community Center Pool restrooms; and
WHEREAS, the CITY is in need of cleaning services for the above mentioned
facilities; and
WHEREAS, the CONTRACTOR has the expertise required to provide such services
and is willing to do so on the terms and conditions set forth in this Agreement;
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
PROJECT COORDINATION.
A. CITY'S Project Manager. The Library and Recreation Director is hereby
designated the PROJECT MANAGER for the CITY, and said PROJECT MANAGER shall
supervise all aspects of the progress and execution of this Agreement.
B. CONTRACTOR'S Project Director. CONTRACTOR shall assign a single
PROJECT DIRECTOR to have overall responsibility for the progress and execution of this
Agreement for CONTRACTOR. James E. Jones IV is hereby designated as the PROJECT
DIRECTOR for CONTRACTOR. Should circumstances or conditions subsequent to the
execution of this Agreement require a substitute PROJECT DIRECTOR, for any reason, the
CONTRACTOR shall notify the CITY within ten (10) business days of the substitution.
2. DUTIES OF CONTRACTOR.
CONTRACTOR shall perform the duties and/or provide services as specified in
Exhibit A, titled Library and Recreation Janitorial Services Scope of Work.
3. DUTIES OF CITY.
CITY shall pay the compensation as provided in Paragraph 4, and perform the duties
as specified in Exhibit A, titled Library and Recreation Janitorial Services Scope of Work.
4. COMPENSATION.
For the full performance of the services described herein by CONTRACTOR, CITY
shall pay CONTRACTOR as follows:
The monthly service cost is based upon a full service schedule, as outlined in Exhibit
A. If facilities are closed and janitorial services are subsequently reduced, the monthly cost
will be prorated based on the reduced service hours. Additional services beyond the scope
included in Exhibit A shall be charged at a rate of $33.69 per hour for additional work
performed during the regular service schedule, $53.25 per hour for additional deep cleaning
services and $60 per hour for emergency services.
The total compensation payable for services under this agreement shall not exceed
$83,000 per year for services included in Exhibit A and $7,000 per year for additional or
emergency services, for a total not to exceed amount of $90,000 per year. Payment will be
made monthly upon receipt by PROJECT MANAGER of itemized invoices submitted by
CONTRACTOR.
5. TERM OF AGREEMENT.
The term of this Agreement shall be for one (1) year commencing on January 1, 2020
and ending on December 31, 2020. Upon mutual agreement of the parties, and subject to
the approval of the City Manager the term of this Agreement may be extended for an
additional period of up to two (2) additional one (1) year terms.
Cost per Month
Facility
(including labor,
material and equipment)
Downtown Libra 1100 E St. San Rafael
$2,053.80
Terra Linda Community Center Pool Restrooms (670 Del
$342.73
Ganado, San Rafael
Coleman Childcare Portable 800 Belle Ave, San Rafael
$549.80
Lucas Valley Childcare Portable (1175 Idylberry Rd, San
$549.80
Rafael
Glenwood Childcare Portable (25 W Castlewood Dr, San
$549.80
Rafael
Mary Silveira Childcare Portable (375 Blacksone Dr, San
$549.80
Rafael
Parkside Childcare Center 51 Albert Park Lane, San Rafael
$1,373.98
Pickleweed Childcare Center 40 Canal Street, San Rafael
$549.80
Vallecito Childcare Portable (50 Nova Albion Way, San
$549.80
Rafael
The monthly service cost is based upon a full service schedule, as outlined in Exhibit
A. If facilities are closed and janitorial services are subsequently reduced, the monthly cost
will be prorated based on the reduced service hours. Additional services beyond the scope
included in Exhibit A shall be charged at a rate of $33.69 per hour for additional work
performed during the regular service schedule, $53.25 per hour for additional deep cleaning
services and $60 per hour for emergency services.
The total compensation payable for services under this agreement shall not exceed
$83,000 per year for services included in Exhibit A and $7,000 per year for additional or
emergency services, for a total not to exceed amount of $90,000 per year. Payment will be
made monthly upon receipt by PROJECT MANAGER of itemized invoices submitted by
CONTRACTOR.
5. TERM OF AGREEMENT.
The term of this Agreement shall be for one (1) year commencing on January 1, 2020
and ending on December 31, 2020. Upon mutual agreement of the parties, and subject to
the approval of the City Manager the term of this Agreement may be extended for an
additional period of up to two (2) additional one (1) year terms.
6. TERMINATION.
A. Discretionary. Either party may terminate this Agreement without cause
upon thirty (30) days written notice mailed or personally delivered to the other party.
B. Cause. Either party may terminate this Agreement for cause upon fifteen (15)
days written notice mailed or personally delivered to the other party, and the notified party's
failure to cure or correct the cause of the termination, to the reasonable satisfaction of the
party giving such notice, within such fifteen (15) day time period.
C. Effect of Termination. Upon receipt of notice of termination, neither party
shall incur additional obligations under any provision of this Agreement without the prior
written consent of the other.
D. Return of Documents. Upon termination, any and all CITY documents or
materials provided to CONTRACTOR and any and all of CONTRACTOR's documents and
materials prepared for or relating to the performance of its duties under this Agreement, shall
be delivered to CITY as soon as possible, but not later than thirty (30) days after termination.
7. INSPECTION AND AUDIT.
Upon reasonable notice, CONTRACTOR shall make available to CITY, or its agent,
for inspection and audit, all documents and materials maintained by CONTRACTOR in
connection with its performance of its duties under this Agreement. CONTRACTOR shall
fully cooperate with CITY or its agent in any such audit or inspection.
8. ASSIGNABILITY.
The parties agree that they shall not assign or transfer any interest in this Agreement
nor the performance of any of their respective obligations hereunder, without the prior written
consent of the other party, and any attempt to so assign this Agreement or any rights, duties
or obligations arising hereunder shall be void and of no effect.
9. INSURANCE.
A. Scope of Coverage. During the term of this Agreement, CONTRACTOR
shall maintain, at no expense to CITY, the following insurance policies:
1. A commercial general liability insurance policy in the minimum amount
of one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000)
aggregate, for death, bodily injury, personal injury, or property damage.
2. An automobile liability (owned, non -owned, and hired vehicles)
insurance policy in the minimum amount of one million dollars ($1,000,000) dollars per
occurrence.
3. If it employs any person, CONTRACTOR shall maintain worker's
compensation insurance, as required by the State of California, with statutory limits, and
employer's liability insurance with limits of no less than one million dollars ($1,000,000)
per accident for bodily injury or disease. CONTRACTOR's worker's compensation
insurance shall be specifically endorsed to waive any right of subrogation against CITY.
B. Other Insurance Requirements. The insurance coverage required of the
CONTRACTOR in subparagraph A of this section above shall also meet the following
requirements:
1. Except for professional liability insurance or worker's compensation
insurance, the insurance policies shall be specifically endorsed to include the CITY, its
officers, agents, employees, and volunteers, as additional insureds (for both ongoing and
completed operations) under the policies.
2. The additional insured coverage under CONTRACTOR'S insurance
policies shall be "primary and non contributory" with respect to any insurance or coverage
maintained by CITY and shall not call upon CITY's insurance or self-insurance coverage for
any contribution. The "primary and noncontributory" coverage in CONTRACTOR'S policies
shall be at least as broad as ISO form CG20 01 04 13.
3. Except for professional liability insurance or worker's compensation
insurance, the insurance policies shall include, in their text or by endorsement, coverage for
contractual liability and personal injury.
4. By execution of this Agreement, CONTRACTOR hereby grants to
CITY a waiver of any right to subrogation which any insurer of CONTRACTOR may
acquire against CITY by virtue of the payment of any loss under such insurance.
CONTRACTOR agrees to obtain any endorsement that may be necessary to effect this
waiver of subrogation, but this provision applies regardless of whether or not CITY has
received a waiver of subrogation endorsement from the insurer.
5. If the insurance is written on a Claims Made Form, then, following
termination of this Agreement, said insurance coverage shall survive for a period of not less
than five years.
6. The insurance policies shall provide for a retroactive date of placement
coinciding with the effective date of this Agreement.
7. The limits of insurance required in this Agreement may be satisfied by
a combination of primary and umbrella or excess insurance. Any umbrella or excess
insurance shall contain or be endorsed to contain a provision that such coverage shall also
apply on a primary and noncontributory basis for the benefit of CITY (if agreed to in a written
contract or agreement) before CITY'S own insurance or self-insurance shall be called upon
to protect it as a named insured.
B. It shall be a requirement under this Agreement that any available
insurance proceeds broader than or in excess of the specified minimum insurance coverage
requirements and/or limits shall be available to CITY or any other additional insured party.
Furthermore, the requirements for coverage and limits shall be: (1) the minimum coverage
and limits specified in this Agreement; or (2) the broader coverage and maximum limits of
coverage of any insurance policy or proceeds available to the named insured; whichever is
greater. No representation is made that the minimum Insurance requirements of this
agreement are sufficient to cover the obligations of the CONTRACTOR under this
agreement.
C. Deductibles and SIR's. Any deductibles or self-insured retentions in
CONTRACTOR's insurance policies must be declared to and approved by the PROJECT
MANAGER and City Attorney, and shall not reduce the limits of liability. Policies containing
any self-insured retention (SIR) provision shall provide or be endorsed to provide that the
SIR may be satisfied by either the named insured or CITY or other additional insured party.
At CITY's option, the deductibles or self-insured retentions with respect to CITY shall be
reduced or eliminated to CITY's satisfaction, or CONTRACTOR shall procure a bond
guaranteeing payment of losses and related investigations, claims administration, attorney's
fees and defense expenses.
D. Proof of Insurance. CONTRACTOR shall provide to the PROJECT
MANAGER or CITY'S City Attorney all of the following: (1) Certificates of Insurance
evidencing the insurance coverage required in this Agreement; (2) a copy of the policy
declaration page and/or endorsement page listing all policy endorsements for the
commercial general liability policy, and (3) excerpts of policy language or specific
endorsements evidencing the other insurance requirements set forth in this Agreement.
CITY reserves the right to obtain a full certified copy of any insurance policy and
endorsements from CONTRACTOR. Failure to exercise this right shall not constitute a
waiver of the right to exercise it later. The insurance shall be approved as to form and
sufficiency by PROJECT MANAGER and the City Attorney.
10. INDEMNIFICATION.
A. CONTRACTOR shall, to the fullest extent permitted by law, indemnify,
release, defend with counsel approved by CITY, and hold harmless CITY, its officers,
agents, employees and volunteers (collectively, the "City Indemnitees"), from and
against any claim, demand, suit, judgment, loss, liability or expense of any kind, including
but not limited to attorney's fees, expert fees and all other costs and fees of litigation,
(collectively "CLAIMS"), arising out of CONTRACTOR'S performance of its obligations or
conduct of its operations under this Agreement. The CONTRACTOR's obligations apply
regardless of whether or not a liability is caused or contributed to by the active or passive
negligence of the City Indemnitees. However, to the extent that liability is caused by the
active negligence or willful misconduct of the City Indemnitees, the CONTRACTOR's
indemnification obligation shall be reduced in proportion to the City Indemnitees' share
of liability for the active negligence or willful misconduct. In addition, the acceptance or
approval of the CONTRACTOR's work or work product by the CITY or any of its directors,
5
officers or employees shall not relieve or reduce the CONTRACTOR's indemnification
obligations. In the event the City Indemnitees are made a party to any action, lawsuit,
or other adversarial proceeding arising from CONTRACTOR'S performance of or
operations under this Agreement, CONTRACTOR shall provide a defense to the City
Indemnitees or at CITY'S option reimburse the City Indemnitees their costs of defense,
including reasonable attorneys' fees, incurred in defense of such claims.
B. The defense and indemnification obligations of this Agreement are
undertaken in addition to, and shall not in any way be limited by, the insurance obligations
contained in this Agreement, and shall survive the termination or completion of this
Agreement for the full period of time allowed by law.
11. NONDISCRIMINATION.
CONTRACTOR shall not discriminate, in any way, against any person on the basis
of age, sex, race, color, religion, ancestry, national origin or disability in connection with or
related to the performance of its duties and obligations under this Agreement.
12. COMPLIANCE WITH ALL LAWS.
CONTRACTOR shall observe and comply with all applicable federal, state and local
laws, ordinances, codes and regulations, in the performance of its duties and obligations
under this Agreement. CONTRACTOR shall perform all services under this Agreement in
accordance with these laws, ordinances, codes and regulations. CONTRACTOR shall
release, defend, indemnify and hold harmless CITY, its officers, agents and employees from
any and all damages, liabilities, penalties, fines and all other consequences from any
noncompliance or violation of any laws, ordinances, codes or regulations.
13. NO THIRD PARTY BENEFICIARIES.
CITY and CONTRACTOR do not intend, by any provision of this Agreement, to
create in any third party, any benefit or right owed by one party, under the terms and
conditions of this Agreement, to the other party.
14. NOTICES.
All notices and other communications required or permitted to be given under this
Agreement, including any notice of change of address, shall be in writing and given by
personal delivery, or deposited with the United States Postal Service, postage prepaid,
addressed to the parties intended to be notified. Notice shall be deemed given as of the
date of personal delivery, or if mailed, upon the date of deposit with the United States Postal
Service. Notice shall be given as follows:
TO CITY's Project Manager: Susan Andrade -Wax
City of San Rafael
618 B Street
San Rafael, CA 94901
TO CONTRACTOR's Project Director: James E. Jones IV
Trinity Public Sector Solutions
430 North Canal #2
South San Francisco, CA 94080
15. INDEPENDENT CONTRACTOR.
For the purposes, and for the duration, of this Agreement, CONTRACTOR, its
officers, agents and employees shall act in the capacity of an Independent Contractor, and
not as employees of the CITY. CONTRACTOR and CITY expressly intend and agree that
the status of CONTRACTOR, its officers, agents and employees be that of an Independent
Contractor and not that of an employee of CITY.
16. ENTIRE AGREEMENT -- AMENDMENTS.
A. The terms and conditions of this Agreement, all exhibits attached, and all
documents expressly incorporated by reference, represent the entire Agreement of the
parties with respect to the subject matter of this Agreement.
B. This written Agreement shall supersede any and all prior agreements, oral or
written, regarding the subject matter between the CONTRACTOR and the CITY.
C. No other agreement, promise or statement, written or oral, relating to the
subject matter of this Agreement, shall be valid or binding, except by way of a written
amendment to this Agreement.
D. The terms and conditions of this Agreement shall not be altered or modified
except by a written amendment to this Agreement signed by the CONTRACTOR and the
CITY.
E. If any conflicts arise between the terms and conditions of this Agreement, and
the terms and conditions of the attached exhibits or the documents expressly incorporated
by reference, the terms and conditions of this Agreement shall control.
17. SET-OFF AGAINST DEBTS.
CONTRACTOR agrees that CITY may deduct from any payment due to
CONTRACTOR under this Agreement, any monies which CONTRACTOR owes CITY
under any ordinance, agreement, contract or resolution for any unpaid taxes, fees, licenses,
assessments, unpaid checks or other amounts.
18. WAIVERS.
The waiver by either party of any breach or violation of any term, covenant or
condition of this Agreement, or of any ordinance, law or regulation, shall not be deemed to
be a waiver of any other term, covenant, condition, ordinance, law or regulation, or of any
subsequent breach or violation of the same or other term, covenant, condition, ordinance,
law or regulation. The subsequent acceptance by either party of any fee, performance, or
other consideration which may become due or owing under this Agreement, shall not be
deemed to be a waiver of any preceding breach or violation by the other party of any term,
condition, covenant of this Agreement or any applicable law, ordinance or regulation.
19. COSTS AND ATTORNEY'S FEES.
The prevailing party in any action brought to enforce the terms and conditions of this
Agreement, or arising out of the performance of this Agreement, may recover its reasonable
costs (including claims administration) and attorney's fees expended in connection with such
action.
20. CITY BUSINESS LICENSE / OTHER TAXES.
CONTRACTOR shall obtain and maintain during the duration of this Agreement, a
CITY business license as required by the San Rafael Municipal Code CONTRACTOR shall
pay any and all state and federal taxes and any other applicable taxes. CITY shall not be
required to pay for any work performed under this Agreement, until CONTRACTOR has
provided CITY with a completed Internal Revenue Service Form W-9 (Request for Taxpayer
Identification Number and Certification).
21. SURVIVAL OF TERMS.
Any terms of this Agreement that by their nature extend beyond the term (or
termination) of this Agreement shall remain in effect until fulfilled, and shall apply to both
Parties' respective successors and assigns.
22. APPLICABLE LAW.
The laws of the State of California shall govern this Agreement.
23. COUNTERPARTS AND ELECTRONIC SIGNATURE.
This Agreement may be executed in any number of counterparts, each of which shall
be deemed an original, but all of which together shall constitute one document. Counterpart
signature pages may be delivered by telecopier, email or other means of electronic
transmission.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the day,
month and year first above written.
CITY OF SAN RAFAEL
C"' L J
-� -
JIM SCHUTZ, City Manager
ATTEST:
�cx -,- J
LINDSAY LARA, City Clerk
APPROVED AS TO FORM:
L a L FE
ROBERT F. EPSTEIN, City A rney
[If Contractor is a corporation, add signature of
second corporate officer]
By:_
Name:
Title:
Exhibit A: Library and Recreation Janitorial Services Scope of Work
The contractor shall provide janitorial services at the following locations:
1. Downtown Library (1100 E St, San Rafael): 15,000 square feet, 2 stories, 2 public
restrooms, 2 staff restrooms, break room, kitchen, 3 main offices, 3 public areas
2. Terra Linda Community Center Pool Restrooms (670 Del Ganado, San Rafael):
Women's, Men's, Unisex single stall
3. Childcare Facilities:
a. Coleman Childcare Portable (800 Belle Ave, San Rafael): 1,920 square feet,
open children's area, kitchen, office, restroom
b. Lucas Valley Childcare Portable (1175 Idylberry Rd, San Rafael): 1,920 square
feet, open children's area, kitchen, restroom
c. Glenwood Childcare Portable (25 W Castlewood Dr, San Rafael): 1,920 square
feet, open children's area, kitchen
d. Mary Silveira Childcare Portable (375 Blackstone Dr, San Rafael): 1,920 square
feet, open children's area, kitchen
e. Parkside Childcare Center (51 Albert Park Lane, San Rafael): 7,000 square feet.
open children's area, kitchen, offices, break area, restrooms
f. Pickleweed Childcare Center (40 Canal St, San Rafael): 3 buildings, 800 square
feet each, open children's area, kitchen, restrooms
g. Vallecito Childcare Portable (50 Nova Albion Way, San Rafael): 1,920 square
feet, open children's area, kitchen
Downtown Library
Scheduling of Work. Facility 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.
Daily Services. Contractor shall furnish a crew of reliable and experienced janitors to perform
all janitorial services to accomplish the following services:
1. Vacuuming upstairs and downstairs, staircase treads, children's room, and offices on
the lower level. Spot clean carpets as needed and straighten furniture.
2. Empty paper, garbage, and compost bins in dumpster on the north side of the library by
the side door.
3. Scrub and mop all bathroom floors and baseboards. Wash basins, toilet seats, toilet
bowls, toilet partitions, paper towel dispensers, and refuse bins. Line bins with liner.
4. Stock all dispensers.
5. Dust mop all bare floors.
6. Dust tabletops, lower book shelving, countertops, and desks tops where accessible. No
feather dusters — only vacuum and dust treated cloth shall be used.
7. Wash and clean doors, handles, glass panels in doors, front doors, staircase partitions,
and banister rails.
8. Sweep and clean entrance areas, doormats, and thoroughly clean elevator.
Exhibit A: Library and Recreation Janitorial Services Scope of Work
9. Particular attention must be given to maintain janitorial lockers and basins in a very
clean and orderly manner.
10. Patios and driveways are maintained by City Parks crew and not by the janitorial
service.
Quarterly Services. Contractor shall perform the following services each quarter:
1. Dust air vents.
2. Wash lobby windows.
Supplies and Equipment. Contractor shall provide all labor, chemicals, equipment, and
supervision. All paper products, liners and soap shall be supplied by the City.
Terra Linda Community Center Pool Restrooms
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.
Bi -Weekly Services. Contractor shall furnish a crew of reliable and experienced janitors to
perform all janitorial services to accomplish the following services twice a week:
1. Spot clean walls and doors
2. Wipe down all partitions
3. Clean and disinfect counter tops, dispensers, toilets, and urinals
4. Clean and disinfect showers
5. Polish all fixtures
6. Clean all mirrors
7. Dispose of waste and install new liners
8. Clean all lockers inside and outside
9. Wet mop hard surface floors using germicidal product that smells fresh
Monthly Services. Contractor shall perform the following services each month:
1. High dusting: air grills, ceiling fixtures
2. Supplies and Equipment. Contractor shall provide all labor, chemicals, equipment, and
supervision. All paper products, liners and soap shall be supplied by the City.
Childcare Facilities
Scheduling of Work. Facilities shall be cleaned Monday through Friday in the evening after
closing (6:30pm).
Daily Services. Contractor shall furnish a crew of reliable and experienced janitors to perform
all janitorial services to accomplish the following services five times a week:
1. Dispose of all waste in the correct bins and replace liners
2. Vacuum all carpets and rugs
2
Exhibit A: Library and Recreation Janitorial Services Scope of Work
3. Sweep/vacuum and mop all hard surface floors
4. Remove any paints from floors
5. Dust windowsills
6. Clean and disinfect sinks, counter tops and tables
7. Wipe down inside/outside of microwave
8. Wash any leftover dishes and set aside to dry (City will put away)
9. Clean entry door glass
10. Make sure all doors are locked
11. Make sure heating/AC system is off before leavings
12. Turn lights off before leaving
13. Disarm/arm security system
For facilities with restrooms, daily services will also include:
14. Clean and disinfect restroom counters and sinks
15. Clean and disinfect toilets, including base and rear
16. Spot clean partitions, walls and doors
17. Polish fixtures and clean mirrors
18. Mop hard surface floors
19. Restock hand soaps and paper disposables
Monthly Services. Contractor shall perform the following services in each facility once a month:
1. Clean air vents
Annual Services. Contractor shall perform the following services in each facility once a year:
1. Deep clean the carpets, floors and windows
Supplies and Equipment. Contractor shall provide all labor, chemicals, equipment, and
supervision. All paper products, liners and soap shall be supplied by the City.
Supervision of Work for all Facilities
Contractor shall conduct regular systematic inspection of his/her/their work crew and shall be
responsible for providing adequate supervision to assure competent and satisfactory
performance of the services required under this Contract. Contractor shall notify the
department Director or other designated person by phone or letter or email of any special
comments on janitorial needs.
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