REQUEST FOR QUOTES FOR JANITORIAL SERVICES FOR THE CITY OF LANCASTER MAINTENANCE YARD FACILITIES QUOTE NO: 664-17 (QUOTES WILL NOT BE OPENED AND READ PUBLICLY) May 22, 2017 Dear Proposed Vendor: The City of Lancaster is soliciting written quotes from qualified firms for janitorial services for the facilities located at the City of Lancaster Maintenance Yard, 615 West Avenue H, Lancaster, CA 93534. The project scope is summarized in the solicitation attached. Quotes must be received no later than 4:00 p.m., Thursday, June 22, 2017. Please submit your original quote addressed as follows: City of Lancaster 615 West Avenue H Lancaster, CA 93534 Attn.: Gabriel B. Nevarez Quotes will not be accepted after the date and time stated above. Incomplete quotes that do not conform to the requirements specified herein will not be considered. Issuance of the quote does not obligate The City of Lancaster to award a contract, nor is The City of Lancaster liable for any costs incurred by the proposer in the preparation and submittal of quotes for the subject work. The City of Lancaster retains the right to award all or parts of this contract to several firms, to not select any firms, and/or to re-solicit quotes. The act of the submitting a quote is a declaration that the submitter has read the entire contents of this document and understands all the requirements and conditions. A mandatory Site walk through will be conducted on Thursday, June 15, 2017 at 4:00 p.m. Vendors must attend this walk through and must sign in between 3:30 and 3:45 p.m. For questions concerning the anticipated work, the walk through or scope of the project, please contact Gabriel Nevarez via email at gnevarez@cityoflancasterca.org or at (661) 945-6801. We look forward to receiving and reviewing your quote. Sincerely, Gabe Nevarez Public Works Manager City of Lancaster
City of Lancaster Page 2 BACKGROUND/ SUMMARY/ or INTRODUCTION It is the intent of this specification to secure a contract for professional janitorial services, which will provide necessary routine interior cleaning, and specified building maintenance services for the Maintenance Yard Facilities. Contractor will use environmental preferable cleaning products when available for the required cleaning. All individuals performing on the project must clear a criminal background check. Employees must refrain from use of any Maintenance Yard Facility telephones, photocopy machines, fax machines, computers or other equipment in the office. I. SCOPE OF SERVICES 1. Scheduling of work. The contractor shall provide janitorial services Monday, Wednesday, and Friday evenings (after 6:00 p.m.) every week. In the event a scheduled work day falls on a holiday, the contractor shall perform janitorial duties the next business day (after 6:00 p.m.). 2. Regular Daily Services Required. Contractor shall furnish a crew of reliable and experienced janitors to perform all night janitorial services to accomplish the following janitorial and building maintenance services: i. Empty and clean all wastebasket and other waste containers and insert new appropriate plastic liners in all wastebaskets and containers on a daily basis. ii. Clean by sweeping and/or damp mop all floors, including halls and interview rooms. Vacuum all carpeted areas. Spot cleaning or damp mop all spots/stains. Return furniture, chairs, etc. to their appropriate location. iii. Clean and disinfect the drinking fountain and all kitchen and bathroom sinks (all items left in the sink are to be disposed of) iv. Clean all marks, and smudges from the reception windows, counters, chairs, and other furniture in the lobby area. v. Thoroughly clean all urinals, toilets and lavatories with a solution containing a commercial grade, approved disinfectant. Damp mop lavatory floor area with a germicidal solution. Clean mirrors and bright metal. Spot clean walls around sinks, urinals and toilet bowls. Refill all soap, towel and paper product dispensers. Dust top of lavatory partitions. vi. Wash both entrance door glass and frames to remove hand marks and smudges. vii. Remove and deposit trash in the designated containers daily. Empty recycled bins in shredders at each work station daily. On the night before pick-up for trash and recyclables, place containers in the appropriate pick-up area. viii. Leave written notice of any irregularities noted during servicing, ie., defective plumbing fixtures, electrical problems, burned-out lights and breakage or damage to bulbs;
City of Lancaster Page 3 ix. Turn off all lights except those required and designated to be left on. Set automated alarm system upon completion of janitorial service. 3. Weekly Service. Contractor shall perform the following services each Friday of the Weekly Service: i. Clean the microwave ovens ii. Clean and disinfect the table in the employee break rooms and/or lounges iii. Clean windows/glass in break room and/or lounge areas 4. Quarterly Service, Contractor shall perform the following services each quarter: i. Dust/wax each desk top ii. Dust/wax tops of all filing cabinets iii. Wipe down/disinfect chairs in lobby, employee lounges, conference and break rooms iv. Strip and wax floors v. Move all telephone and electrical cords and sweep and/or vacuum all walking surfaces vi. Clean all trash containers with detergent vii. Wipe/clean/remove any visible dust from heating/air conditioning vents 5. Semi Annual Service. Contractor shall perform the following services every six months i. All carpeted areas shall be steam cleaned or shampooed, using industry approved cleaning methods and equipment ii. Clean all windows in building iii. Remove all cobwebs from corners, ceilings and window frames 6. Work not included i. Contractor shall not be required to wash any dishes, pots, pans, or kitchen utensils as part of his/her work 7. Supplies and Equipment. i. The Maintenance Yard will supply all the restroom and employee lounge supplies such as paper towels, toilet paper and liquid, anti-bacterial hand soap. ii. iii. The Contactor is responsible for all janitorial supplies and equipment necessary to properly perform the above work. These supplies and equipment consist of mops, dusting cloths, polishes, vacuum cleaners, brushes, buckets, detergents, scouring powders, disinfectants, wax, wax machines, shampoo or steam cleaning equipment, and commercial grade approved disinfectant. Contractor may use a fragrant air freshener in the employee rest room; unscented or lightly scented products are to be used in all other areas of the office. iv. Limited space is available for contractor to store basic equipment and supplies on site.
City of Lancaster Page 4 8. Supervision of Work. 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 series required under this Contract. Contractor shall notify the Public Works Manager or other designated person by phone, letter, or email of any special comments on janitorial needs. II. AGREEMENT The form of Contract which the successful contractor will be required to execute is attached to this Request for Quote and should be carefully examined by the contractor. III. COST OF SERVICES Respondents shall provide a fixed monthly cost for the janitorial services identified in the scope of services. IV. ADDITIONAL INFORMATION The City of Lancaster retain the right to request any additional information pertaining to the company ability, qualifications, and procedures used to accomplish all work under the contract as it deems necessary to ensure safe and satisfactory work. V. PAYMENT Invoices must be fully itemized, and provide sufficient information for approving payment and for auditing purposes. Invoices must be accompanied by receipt for services in order for payment to be processed. Invoices shall reference contract number and project title and shall be mailed to the following address: City of Lancaster Attn.: Accounts Payable 44933 Fern Avenue Lancaster, CA 93534 The City of Lancaster will make payment to the vendor within 30 days of receipt of a correct and complete invoice.
City of Lancaster Page 5 VI. OTHER REQUIREMENTS A. Insurance The Contractor, at its expense, shall maintain in effect at all times during the performance of work under this agreement not less than the following coverage and limits of insurance, which shall be maintained with insurers listed "A-, VIII" or better in the Best's Key Rating Guide: Commercial General Liability Each Occurrence $1,000,000 Per Project General Aggregate $2,000,000 Including Products/Completed Operations Including Contractual Liability/Independent Contractors Including Broad Form Property Damage Commercial Automobile Liability Combined Single Limit per Accident for Bodily Injury and Property Damage $1,000,000 Workers Compensation As Required by the State of California Statutory Limits Employer s Liability Each Accident $1,000,000 Bodily Injury by Disease $1,000,000 Each Employee $1,000,000 Professional Liability Each Occurrence $1,000,000 General Aggregate $1,000,000 1) Insurance shall be at least as broad as ISO form CG2010 11/85, CG2010 07/04 and CG2037 07/04 combined, or an equivalent providing ongoing and completed operations. Commercial Automobile coverage shall be at least as broad as ISO form CA00 01. 2) The Contractor s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insured s liability. 3) A Waiver of Subrogation must be provided on behalf of the Certificate Holder for the Workers Compensation/Employers Liability policies and a copy of the endorsement must accompany the certificate. 4) Any deductibles or self-insurance retentions must be declared and approved by the City. At the option of the City, either the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City insured entities or the insurer shall procure a
City of Lancaster Page 6 bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. 5) All insurance shall be primary and non-contributory as respects the City insured entities. Any insurance or self-insurance maintained by the City insured entities shall be in excess of the Contractor s insurance and shall not contribute with it. 6) The coverage provided under this contract shall not contain any special limitations on the scope of protection afforded to the City insured entities. 7) Insurance provided and maintained by Contractor must be placed with insurers with a rating of A-, VIII or better by Best s Key Rating Guide, latest edition. 8) Insurance written on a claims made basis must be renewed for a period of five (5) years after this contract expires or is terminated. Such insurance must have the same coverage and limits as the policy that was in effect during the term of this contract and will cover Contractor for all claims made by the City insured entities arising out of any acts or omissions of Contractor or its officers, employees, or agents during the time this Agreement was in effect. 9) Contractor shall furnish the City with Certificates of Insurance and with original endorsements effecting coverage required by this contract. The certificates for each insurance policy are to be signed by a person authorized by the insurer to bind coverage on its behalf. All certificates and endorsements are to be received and approved by the City before work commences. The City reserves the right to require complete, certified copies of all required insurance policies at any time. 10) Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City insured entities. 11) Certificates of Insurance must be deposited with the City of Lancaster for all coverage required by this contract. Certificates shall meet the following requirements: A. Show that the insurance policy has been endorsed to state that coverage shall not be suspended, voided, cancelled, reduced in coverage or in limits except after 30 days prior written notice (10 days written notice for non-payment) by Certified Mail, return receipt requested to the City of Lancaster. B. List in the Descriptions of Operations/Locations/Vehicles/Special Items section: Maintenance Yard Facilities Janitorial Services City of Lancaster, its elected officials, officers, employees and volunteers are included as additional covered parties, but only insofar as the operations under this contract are concerned.
City of Lancaster Page 7 C. List in the Certificate Holder section: The City of Lancaster 44933 Fern Avenue Lancaster, California 93534 12) Contractor shall include all subcontractors as an insured under its policies or shall furnish separate certificates and endorsements for each subcontractor. Subcontractors are subject to the same insurance requirements as the Contractor. 13) The coverage shall contain no special limitations on the scope of protection afforded to the insured entities. The Contractor s insurance coverage shall be primary insurance as respects the City s insured entities. B. Business License Virtually every contractor that does business with The City of Lancaster must obtain a City of Lancaster business. The business license requirement applies whether or not the contractor has an office within the City limits.