HomeMy WebLinkAbout09 - CC-11 - Facility Maintenance Services Request - 1/3/2012CITY COUNCIL AGENDA REPORT
MEETING DATE: January 3, 2012 ITEM NUMBER: CC -11
SUBJECT: FACILITY MAINTENACE SERVICES REQUEST FOR PROPOSAL
DATE: DECEMBER 21, 2011
FROM: OFFICE OF THE CEO
PRESENTATION BY: THOMAS R. HATCH, CEO
FOR FURTHER INFORMATION CONTACT: THOMAS R. HATCH @ (714) 754-5328
RECOMMENDATION:
Staff recommends that the City Council authorize staff to release the Request for Proposal
(RFP) for Facility Maintenance Services (Attachment 3) based upon the analysis provided by
both the Facility Maintenance Services Contracting Committee and CEO's Department.
BACKGROUND/ANALYSIS:
Council Policy 100-6 provides guidelines for evaluating the potential contracting of on-going City
services on a long-term or permanent basis. As set forth in the policy, a committee was formed
and comprised of three segments: Project Responsibility, Department Representative and
Employee Representative. The committee was tasked with the following:
- Hearing a presentation from department representatives and asking questions about the
specific proposal under consideration;
- Working together to outline how to evaluate a comparable City effort to provide the same
or similar service;
- Having the project facilitator draft an analysis addressing the available alternatives for
service delivery as outlined by the committee; and,
- Determining if outside comparative data would be useful.
On October 4, 2011 the Facility Maintenance Services Contracting Committee met to discuss
the duties and responsibilities of the Facility Maintenance program and determine "the available
alternatives for service delivery." After hearing a presentation by department staff and asking
questions, the Contracting Committee deterrnined the following alternatives for the Facility
Maintenance program:
1. Retain existing service level at existing cost
2. Retain existing service level at lower cost by reorganization
3. Lower level of service
4. Contract with a private provider
On October 13, 2011 and October 17, 2011, the Contracting Committee met to discuss, clarify
and finalize the alternatives/options and the draft RFP. The following is an explanation of the
attachments.
Attachment 1, a memo from the Contracting Committee to the City CEO Tom Hatch, provides
identification and analysis of each alternative and survey information provided by other
agencies.
Attachment 2, a memo from the Interim Public Services Director Ernesto Munoz to the City CEO
Tom Hatch, provides a written evaluation (including pros and cons) of each option addressed by
the Contracting Committee.
Attachment 3, the draft RFP documents for Facility Maintenance Services, prepared by the
Public Services Department and reviewed and finalized by the Contracting Committee.
Based on the attached information it appears that the most viable alternatives are to retain the
existing service level or contracting with either a public entity or private company for services. It
is difficult to determine which of these alternatives would provide the highest level of service at
the lowest cost without issuing an RFP so that appropriate cost analysis and comparisons in
level of service can be made.
A few items should be noted with regard to the draft RFP. While we have identified in the draft
RFP the current level of expected service, we have done so on the assumption that the Council
wishes to retain the existing level of service, whoever provides it. However, the draft also
includes a specific request to proposers to identify "innovative and/or creative approaches for
providing the service that will maximize efficient, cost-effective operations or increase
performance capabilities." This would allow the Council to evaluate either a different level of
service, method of delivery, or other alternative that could maintain or enhance service levels at
a lower overall cost. The RFP also requests proposers to offer information about hiring existing
City employees and possible acquisition of City equipment currently used to perform the
service.
Also note, that employees or groups of employees, who wish to submit a proposal in response
to the RFP, will be permitted to do so. Staff recommends that employees, who wish to submit
bids or responses to RFPs as contract providers, should be advised to do so in compliance with
the RFP requirements and at the same time as other bidders.
As directed under Council Policy 100-6, the above is an analysis addressing the available
alternatives for service delivery as outlined by the Facility Maintenance Services Contracting
Committee.
The City Council may decide not to release the RFP and direct the CEO to evaluate other
alternatives identified by the Facility Maintenance Services Contracting Committee.
The fiscal impact for outsourcing the identified City service is unknown at this time. If the City
Council directs staff to release the RFP a complete analysis of the proposals and the costs for
each will be provided to the City Council at that time.
CONCLUSION:
Staff recommends releasing the RFP for Facility Maintenance Services based upon the analysis
provided by both the Facility Maintenance Services Contracting Committee and the CEO's
Department.
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A g';w
I'Aomas R. Hat h
Chief Executive Officer
1211"i,
Tamara S. Letourneau
Interim Assistant Chief Executive Officer
Attachments: Attachment 1 Contract Committee Analysis Memo
Attachment 2 Departmental Analysis
Attachment 3 Draft Request for Proposal
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ATTACHMENT 1
MFsCITY OF COSTA MESA
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DEPARTMENT OF ADMINSTRATIVE SERVICES
O11A r INTEROFFICE MEMORANDUM
TO: THOMAS R. HATCH, CHIEF EXECUTIVE OFFICER
FROM: TAMARA LETOURNEAU, INTERIM ASSISTANT CEO
DATE: OCTOBER 24, 2011
SUBJECT: FACILITY MAINTENANCE CONTRACTING COMMITTEE
Council Policy 100-6 provides guidelines for evaluating the potential contracting of on-going City
services on a long-term or permanent basis. As set forth in the policy, a committee should be formed
and comprised of three segments: Project Responsibility, Department Representative and Employee
Representative. The committee is tasked with the following:
• Hearing a presentation from department representatives and asking questions about the specific
proposal under consideration;
® Working together to outline how to evaluate a comparable City effort to provide the same or
similar service;
® Having the project facilitator draft analysis addressing the available alternatives for service
delivery as outlined by the committee; and,
® Determining if outside comparative data would be useful.
On October 4, 2011 the Facility Maintenance Contracting Committee met to discuss the duties and
responsibilities of the facility maintenance program and determine "the available alternatives for service
delivery".
On October 13, 2011 the Committee met to further discuss and clarify the draft RFP and
alternatives/options. On October 17, 2011 the Committee met to further discuss and clarify the draft
RFP and alternatives/options.
The following alternatives for contracting facility maintenance are described below.
1. Retain existing service level at existing cost.
Facility maintenance maintains, repairs and rehabilitates 22 City -owned buildings, including
those leased to outside agencies. Currently, there are eight (8) FTE's in the Facility Maintenance
Division. In addition, the City contracts for the following services: HVAC, elevator maintenance
and repair, pest control and janitorial services. The FY 2011-12 budget includes operating costs
of approximately $2 million for facility maintenance.
2. Retain existing service level at lower cost by reorganization.
Currently the City contracts for custodial services at a cost of approximately $360,000 annually.
An option to reduce costs and maintain the current service level is to eliminate the custodial
contract and to provide the service with 14 part-time employees. Staff estimates that this would
reduce the costs to approximately $200,000 annually. Thus this would result in a savings of
approximately $160,000 annually.
3. Lower level of service
Another option for consideration is to reduce the frequency of the maintenance and cleaning
schedules for the facilities. The cost savings would be determined based upon the maintenance
schedule selected for each facility. Although this could reduce costs, the level of complaints
regarding the cleanliness of the facilities will likely increase.
4. Contract with a private provider.
The City could contract with a private provider for the same level of service as is currently
provided. If this option is chosen the Committee recommends that consideration be given to
retaining an in-house staff that would be responsible for contract management. The cost to
contract out this entire service area is unknown at this time. However, given these issues the
Committee believes that contracting out facility maintenance is an option that could be
considered.
As directed under Council Policy 100-6, the above is an analysis addressing the available alternatives for
service delivery as outlined by the Facility Maintenance Contracting Committee. The Committee has
also drafted a Request for Proposal (RFP) should you desire to present this to the City Council.
The Facility Maintenance Contract Committee is available should you have any questions or request
more information.
Tamara S. Letoumeau
Interim Assistant CEO
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ATTACHMENT 2
Department of Public Services
INTER OFFICE MEMORANDUM
TO: Torn Match, Chief Executive Officer
FROM: Ernesto Munoz, Interim Director, Public Services Department
DATE:7 November 8, 2011
SUBJECT: Analysis of Alternatives Proposed by the Facility Maintenance
Contracting Committee
The Public Services Department has reviewed the alternatives for contracting
Facilities Maintenance Services as outlined in the October 24, 2011 memorandum
from the Contracting Committee. The following analysis is provided on each of the
four alternatives as requested.
Alternative 1: Detain existing service levels at existing cost.
Facility Maintenance maintains, repairs, and rehabilitates 22 City -owned buildings,
including those leased to outside agencies. Currently, there are eight (8) FTE's in
the Facility Maintenance Division. In addition, the City contracts for the following
services: HVAC, elevator maintenance and repair, pest control, and janitorial
services. The FY 2011-12 Budget includes operating costs of approximately $2
million for facility maintenance.
Pros: Maintaining existing service levels and organizational structure will
insure that maintenance and repairs to City facilities continues at the
same level and cost. With current staffing levels and assignments,
responses to urgent or emergency requests for City facilities are
immediate. Existing City staff has extensive institutional Knowledge of
City buildings and facilities, which facilitates troubleshooting and repair
of aging buildings.
Cons: Maintaining existing staffing and/or service levels may not capture
potential cost savings if equal services were provided by a vendor at a
reduced cost.
Alternative 2: Retain existing service level at lower cost by
reorganization.
Currently the City contracts for custodial services at a cost of approximately
$360,000 annually. An option to reduce costs and maintain the current service level
is to eliminate the custodial contract and to provide the service with 14 part-time
employees. Staff estimates that this would reduce the costs to approximately
$200,000 annually. Therefore, this would result in a savings of approximately
$160,000 annually.
Pros: Establishing and overseeing a staff force necessary to complete the
custodial functions currently contracted to a private vendor would save
a significant amount of money, allowing for the reallocation of funds for
the rehabilitation of the City's public facilities. Part-time staff employed
by the City would receive direct supervision and assignment by a City
staff member, insuring that service quality, priorities, and work
efficiency are at the level desired, without relying upon the
organizational structure and supervision of a contractor. Staffing
flexibility would be increased, allowing for variable staffing for a wide
variety of needs. Work hours could be varied as needed to meet the
City's facility maintenance demands.
Cons: Supervision requirements would increase with the larger staff.
Uniforms, time sheets, assignments, evaluations, etc., would increase
in numbers, requiring more supervisory time. Hiring and retaining the
number of part time employees needed may potentially place a burden
on the Human Resources Division.
Alternative 3: Lower level of service
Another option for consideration is to reduce the frequency of the maintenance and
cleaning schedules for the facilities. The cost savings would be determined based
upon the maintenance schedule selected for each facility. Although this could
reduce costs, the level of complaints regarding the cleanliness of the facilities will
likely increase.
Pros: Reducing service levels would save money. Depending on reductions,
staffing levels could be reduced producing an unknown amount of
operational savings.
Cons: Reducing maintenance service levels typically results in deferred
maintenance, which is more costly to address in the future. Reduced
maintenance service levels would result in a greater number of
complaints from the public and City employees due to poorer condition
and/or cleanliness of City facilities.
Alternative 4: Contract with a private provider.
The City could contract with a private provider for the same level of service as is
currently provided. If this option is chosen, the Committee recommends that
consideration be given to retaining an inhouse staff that would be responsible for
contract management. The cost to contract out this entire service area is unknown
at this time. However, given these issues, the Committee believes that contracting
out facility maintenance is an option that could be considered.
fA
Pros: Contracting with a private provider may produce an unknown amount
of operational savings. Elimination of City facility maintenance staff
would reduce the need for some vehicles and equipment associated
with the program. Items could be auctioned to generate one-time
income for the City.
Cons: Response times to urgent and/or emergency requests may be longer
than with on-site City staff. City staff would not be available should
there be a natural or manmade disaster necessitating their response.
Oversight would still be necessary, potentially reducing operational
savings. There would be minimal flexibility for re -assigning and/or re-
directing contract staff without potentially incurring additional costs.
c Tamara Letourneau, Interim Assistant CEO
Peter Naghavi, Interim Assistant CEO
Bobby Young, Finance/IT Director
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Attachment 3
• r.
MUNICIPAL FACILITIES MAINTENANCE
Public Services Department
CITY OF COSTA MESA
Released on _ , 2012
MUNICIPAL FACILITY MAINTENANCE
REQUEST FOR PROPOSAL (RFP)
1. BACKGROUND
The City of Costa Mesa is seeking an exceptionally well-qualified firm to provide a comprehensive
maintenance program for a wide variety of municipal facilities. The work will include the provision of a
total maintenance and management program including but not limited to the inspection, preventive
maintenance, repair, custodial services, management of sub -contractors, provision of materials and
supplies and other tasks and services necessary to insure safe, well maintained municipal facilities
for City employees and the public.
2. SCHEDULE OF EVENTS
This request for proposal will be governed by the following schedule:
Release of RFP
, 2012
Pre -proposal Meeting
2012
Deadline for Written Questions
, 2012
Responses to Questions Posted on Web
, 2012
Proposals are Due
12012
Proposal Evaluation Completed
2012
Consideration of Contract
TBD
3. SCOPE OF WORE( - STANDARDS AND SPECIFICATIONS
The Contractor shall retain professional personnel who have successfully and competently
provided building maintenance and repair services on projects of similar scope and complexity.
It shall be the Contractor's responsibility to develop and implement a routine maintenance
program to effectively maintain, to the satisfaction of the City Representative, all aspects of
buildings and/or facilities. For the purpose of this contract, routine preventative maintenance
shall be defined as scheduled routine inspection, servicing, repair and replacement of building
and equipment components on an as needed basis so as to facilitate operations with a
minimum of downtime. The routine maintenance and all repairs shall be provided in
accordance with the highest standards of professionalism, skill, workmanship, applicable trade
practices, meet warranties and shall conform to all applicable laws, codes and regulations.
The successful Proposer's maintenance program and repairs shall, at a minimum, include but
not be limited to the specifications outlined herein. This RFP is for routine, reoccurring
maintenance only. The City reserves the right to let contracts for any and all work which
requires a separate low bid process based upon the nature of the work and its anticipated
costs.
SERVICES TO BE PROVIDED
It is the Proposer's responsibility to provide an appropriate level of on-site staffing as specified,
provide appropriate tools, environmentally safe "Green" cleaning supplies, and vehicles necessary to
support all facility maintenance functions during hours of maintenance and standby response. All of
the Contract Proposer's functions are to be compliant with all Federal, State, CARB, AQMD, OSHA
and all other regulatory requirements. Contractor shall meet monthly with the City Representative to
identify and discuss building modifications, capital improvements, rehabilitation and other
recommended expenditures for City's consideration.
PRICING TABULATION SHEETS
Prices for all services as specified for service in this Proposal shall be included in the "Building
Maintenance" pricing sheet and the "Janitorial" pricing sheet in Exhibit `B' and shall be at Prevailing
Wage. Total pricing for all services included in the Proposal shall be set forth in Appendix D.
FACILITY STAFFING LEVELS
The Contractor shall provide a staffing level that will provide the desired level of customer service,
program support, maintenance and repair of all City facilities:
Staffing levels should include a Supervisor or Superintendent that is BOC Certified (Building Operator
Certificate). Additionally, service levels shall provide the ability to respond immediately to situations
involving the health and safety of employees or the public; comfort and operational capability of any
public meeting space. Routine repairs, service requests or other non -urgent tasks shall be completed
by journey level staff within five (5) working days from the date of the automated request or
assignment by the City Representative.
The journey -level worker(s) shall be proficient in the following trades:
0 Electrician
Plumber
Painter/Carpenter
K
As specified in the Special Provision section of the document, the Contractor must provide the
following minimum staffing levels at three (3) City facilities:
Senior Center: 1 maintenance worker - 20 hours per week
Neighborhood Community Center: 1 maintenance worker - 40 hours per week
Downtown Recreation Center: 1 maintenance worker - 40 hours per week
BILLABLE WORK
All work beyond and in addition to the scope of the contract shall be considered billable hours and will
require that an estimate for that proposed work be provided to the City Representative for
consideration and approval.
SECURITY BACKGROUND CHECK OF PERSONNEL
Contractor is required to provide security checks for all personnel assigned to work under this
contract. Security checks will be coordinated through Costa Mesa Police Department. CMPD will run
security checks of all personnel assigned to work under this contract. The records check will include
finger printing; Department of Justice wanted person system check, California Drivers License check,
Orange County warrant check and review of any local record. The City will be responsible for the
costs associated with this process. Additional checks will be required for all new employees during
the lifetime of the contract and all such expenses after award of Contract shall be borne exclusively
by the contractor. The City reserves the right to approve/refuse any prospective employees of the
contractor as a result of the background check. The following information must be provided to
the City Representative no less than 30 days prior to any employee's start of work:
a. Full Legal Name
b. Social Security Number
c. California Drivers License or ID number
d. Birth Date
e. Current Valid Address
SUBCONTRACTING
No portion of the work covered by these specifications may be subcontracted or assigned without
prior approval of the City Representative. Requests to subcontract all or any portion of services
required by this contract will be submitted to the City' Representative, at least thirty (30) days in
advance of the proposed effective date of the subcontract. Contractor shall include in this written
request a detailed description of how the Contractor plans to oversee the services performed by the
proposed subcontractor. Contractor shall be responsible for services provided by any subcontractor
as if Contractor were providing the services with its own organization. Any subcontractor who will
provide services shall have successfully passed a background check prior to commencing work and
meet the City's insurance requirements. Contractor shall bear the expense of any subcontractor
background checks.
The City may make reasonable investigations deemed necessary and proper to determine the
ability of a contractor to perform the work, and the contractor shall furnish the City all information
requested for this purpose.
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FACILITY SECURITY
Contractor's personnel shall not be allowed in City facilities outside of normal business hours unless
they are performing work for the Contractor. All Contractor personnel are required to provide proof of
identity when requested to do so by City personnel. Keys shall not be left in the doors. The
Contractor shall be responsible for securing/locking the interior and exterior portions of the building
during hours to be specified by the City Representative or his/her designee. All spaces shall be
locked and the lights turned off when cleaning in each area has been completed. Security lights (as
directed) shall be turned on prior to leaving the facility. Keys/access cards required by the contractor
will be furnished by the City to designated contractor employee and shall be returned to the City on
demand. Electronic security system (where installed) shall be properly disarmed and armed each
time after-hours access is made. All exiting doors are to remain locked while the contractor is in the
space. The Contractor is not to block open occupant or exterior doors for any reason. The
Contractor is not to assist entry of anyone except contractor, City employees or Police/Fire personnel.
Close and lock any exterior windows. Contractor's personnel shall immediately report to their
supervisor and City personnel, problems dealing with unauthorized or suspicious persons, conditions
indicating theft, break-in or vandalism, and building system failures. The Contractor's employees
shall report to emergency personnel situations such as: fire, smoke, unusual odors, broken pipes or
floods, and take appropriate safety measures.
Contractor shall secure Council Chambers and lobby doors at the end of scheduled night meetings.
Typically meetings end between 10:00 p.m. and midnight.
Keys: The Contractor shall be issued building keys, where applicable, for the performance of
services as specified herein. Should a lost or stolen key jeopardize the security of the particular City
facility, the contractor shall be totally responsible for all costs incurred by the City in re -keying the lock
system. Keys shall not be duplicated.
Alarm System: Where applicable, the contractor shall be charged a minimum of one hundred dollars
($100.00) per call -out should contractor, while in the process of entering or leaving the facility,
misuse, cause false alarms on, or fail to set the security alarm system.
Damages: The Contractor will be responsible for all damages to the facility or contents caused by
Contractor or their staff during the performance of their duties.
Tools & Equipment
The contractor shall furnish and maintain all equipment necessary for properly maintaining the City
buildings. The contractor shall provide an equipment inventory list, identifying all equipment by age
and condition to provide the services required by this contract. Contractor shall furnish and keep in
good working order all necessary tools, equipment and supplies. The City of Costa Mesa reserves the
right to inspect equipment to be used to perform this contract. Any equipment determined to be in
poor condition must be replaced immediately, at the contractor's expense. Failure to provide suitable
equipment for carrying out all requirements of this contract may be grounds for termination.
Pager Goods. Unless otherwise determined by the City, which reserves the right to make its own
purchases, the Contractor shall supply all toilet paper, paper towels, toilet seat covers, sanitary
napkins and disposable bags, hand soap, waste container liners, air fresheners and urinal screens.
The quality of all supplies shall be as approved and determined by City. All Proposals should indicate
whether supplies sold to the City will include a markup over Contractor cost, and if so, what the
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markup over cost will be. The City will require monthly reports providing supply pricing, effectiveness
and usage, which the City Representative will verify at his/her discretion. All supplies remain property
of the City and may only be used at the specified site.
Utilities: City shall provide at its expense all utilities, including lights, power and water.
Inspections:
The City Representative, will perform inspections of each area to ascertain compliance to the
specifications. A weekly inspection report will be communicated to the Contractor listing any
deficiencies found. A meeting shall be held monthly prior to invoicing, between Contractor and City
Representative to confirm the work meets specifications; evaluate proposed charges for supplies; or
other issues.
EXISTING SERVICE CONTRACTS
The Contractor shall administer existing contracts, with the exception of janitorial services, for the
term of the contract until expiration unless otherwise directed by the City Representative. At the
conclusion of the individual contract term, the Contractor may provide the contracted service or utilize
a sub -contractor of his/her choosing, with approval of the City Representative. However, no
adjustment in total contract pricing will be paid by City. Thus, the contract price for any contract
awarded under this RFP plus the contract price of the existing contract for a portion of services taken
over by the Contractor shall be the maximum annual contract price. The existing current janitorial
services contract will end, and all services in that contract will be incorporated into this proposal:
HVAC Management: Siemens: Servicing City owned facilities referenced in the contract.
Generate repairs requests for components covered by the contract as needed. All billable
repairs outside of the contract require City Representative approval.
Elevator Maintenance & Repair: Amtech Elevator: Servicing City Hall, Police Department and
the Senior Center elevators. Generate repair callouts as needed; verify conveyance certifications
are in order. Generate repair requests as needed. All billable repairs outside of the contract
require a City representative approval.
Pest control: Lloyds Pest Control: Provides services at City owned facilities referenced in the
contract. Generate requests to spot treat pests as needed. All billable repairs outside of the
contract require a City representative approval.
Janitorial Contract: CCS: Provides services for all facilities referenced in the contract. Call
Contractor for costs of work in addition to contract, then schedule once approved. Conduct
quality assurance surveys. All billable services outside of the contract require a City
representative approval.
GENERAL PAINTINGICARPENTRY
Contractor shall provide highly skilled (journey level) personnel capable of performing rough and
finished carpentry work in construction and repair of structures such as partitions, walls, doors,
fences, window frames, office furniture, roofs, shelves or other facility related items.
N.
Contractor shall provide highly skilled (journey level) personnel capable of operating woodworking
power tools in safe manner.
Contractor shall provide highly skilled (journey level) personnel capable of performing fabrication for
custom projects as needed.
Contractor shall provide highly skilled (journey level) personnel capable of performing painting
projects as needed.
PLUMBING MAINTENANCE & BASIC REPAIRS
• Contractor shall perform monthly inspections of plumbing systems.
• Contractor shall perform monthly preventative maintenance on plumbing systems.
• Contractor shall respond to and complete work requests assigned by the City Representative
via electronic work order system provided by City.
® Contractor shall identify and perform basic and major repairs of plumbing leaks or breaks;
solder and braze copper lines; opens clogged lines and drains; replaces washers and minor
parts.
• Contractor shall maintain and monitor sewer systems through a preventative sewer video
camera program, including full operation, inspection and maintenance of all City owned
Facilities, including the sewer lift station in the Police Facility.
• Contractor shall inspect, monitor, and maintain all grease interceptor systems at City facilities.
• Contractor shall inspect all domestic water booster and circulation pump systems and perform
bearing lubrication annually or more frequently as needed or specified by manufacturer;
inspect couplings and check for any leaks.
® Contractor shall schedule and make record of all domestic water heaters and boilers to be fire -
tested annually.
• Contractor shall lubricate all remote drinking water chiller condenser fan motor bearings
annually.
® Contractor shall, on an as needed basis, replace sewage ejection pumps, and provide
quarterly inspections. Exposed pumps should be lubricated annually.
• Contractor shall inspect all (City Hall, Police Department, New Corporation Yard, Old
Corporation Yard and Fire Stations, (#1 Royal Palm; #3 Park Avenue; #4 Placentia Avenue; #5
Vanguard: #6 Sakioka) waterless urinals monthly. Replace cartridges semi-annually or more
frequently if they become a source of complaint.
• Contractor shall maintain drinking water Filtration systems.
• Contractor shall repair drain lines, vent piping, potable water lines, and gas piping.
• Contractor shall repair and/or replace fixtures — toilets, wax rings, seals, faucets, sinks, Sloan
valves, etc.
• Contractor shall install and repair water heaters and boilers.
• Contractor shall repair minor leaks and/or replace components.
• Contractor shall assemble, install and repair pipes, fittings of heating, water and drainage
systems.
• Contractor shall repair and replace auto -flusher and manual flusher toilet valves (replace
batteries with new, every six months).
• Contractor shall submit plans and obtain required no -cost building permits for each City project
that requires permits.
ELECTRICAL SYSTEMS MAINTENANCE ANIS REPAIRS
a
• Contractor shall provide Preventative Maintenance that will include checking switchgear, panel
boards, connections, cleaning and re-torqueing electrical -equipment connections. Over -current
devices should be cleaned and lubricated as required; fusible switch units should be checked
to make sure all fuses within the unit are of the same class and rating.
• Contractor shall provide visual, monthly inspections of electrical systems for any signs of failing
or faults in the system.
• Contractor shall perform monthly inspections of lighting systems for proper operation and
repair and deficiencies discovered.
• Contractor shall Inspect lighting at regular intervals, replace any burned -out lamps.
• Contractor shall dust lamps and clean lens surfaces to enhance lighting performance annually.
• Contractor shall re -aim adjustable lighting, if necessary. Ensure that each lamp has the same
color temperature.
• Contractor shall inspect quarterly, all luminaires with transformers, control gear, or
accessories, such as spread lenses, glare baffles, or color filters for proper operation.
Contractor shall repair or replace as needed.
• Contractor shall possess a proficient understanding of PLC GE Smart Lighting Control
Systems and shall be responsible for programming and adjusting lighting in the Police Facility.
• Contractor shall provide equipment necessary to safely repair lighting and ballasts up to thirty
feet (30') in height.
• Contractor shall be responsible for repair and maintenance of all parking lot lighting, exterior
lighting or other facility related lighting systems associated with City facilities.
• Contractor shall install, maintain and repair electrical wiring, equipment and fixtures.
• Contractor shall monitor, diagnose, install and/or repair all City owned facility electrical
infrastructure.
• Contractor shall inspect all exterior lighting to insure cables are intact; all hardware is in place
and working, and gaskets are providing a watertight seal.
• Contractor shall run new circuits to provide electrical supply to new equipment or office space
as needed.
• Contractor shall install, repair, and maintain motors, transformers, generators, lights,
appliances, circuits, wiring, and other electrical system equipment and components in
compliance with electrical codes, standards, and regulations.
• Contractor shall maintain plans, drawings, specifications, and work orders to determine work
requirements and sequence of repairs and/or installations.
• Contractor shall submit plans and obtain proper electrical permits for each project that requires
permits. Studies plans, drawings, specifications, and work orders to determine task
requirement and sequence of repairs and/or installations and call for inspections.
• Contractor shall possess knowledge of applicable electrical codes, standards, and regulations.
• Contractor shall perform annual infrared testing of all electrical panels and motor control
centers in all City owned facilities and submit a written report to the City Representative of -the
findings. Photographs shall be submitted.
• Contractor shall adjust exterior lighting controls for daylight changes.
• Contractor shall maintain UPS systems (replace batteries as needed) which are 'hard wired'
into building systems. 'Plug in' UPS are not maintained by the Contractor.
• Contractor shall perform annual maintenance on the building electrical side of standby
generators such as transfer switches and related components as specified by manufacturer's
specifications.
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• Contractor shall create concrete forms, mix, pour, and finish concrete surfaces for building
foundations, exterior building sidewalks, and slabs when the need or projects dictate.
• Contractor shall perform stucco repairs and entire walls when the need or projects dictate.
• Contractor shall perform tile work, apply grout and sealer when the need or projects dictate.
• Contractor shall submit plans and obtain proper building permits for each project that requires
permits and call for inspections.
MINOR BUILDING MAINTENANCE AND REPAIRS
• Contractor shall provide maintenance, service and or repair of door hinges, locks, pneumatics
and other building hardware.
• Contractor shall provide window replacement as needed.
• Contractor shall repair flag poles as needed.
• Contractor shall maintain a stock of United States, California State and City flags; replacing
worn flags as needed or requested by the City Representative.
• Contractor shall replace ceiling tiles as needed due to failure or staining.
ROUTINE FACILITY SUPPORT ACTIVITIES
• Contractor shall provide assembly, disassembly, modification of modular work stations and
moving furniture as needed.
• Contractor shall perform installation of furniture and related components.
• Contractor shall relocate marker boards, cork boards, filing cabinets and conference tables,
and other items typically found in office environments.
• Contractor shall provide general clean-up and maintenance of common areas as needed,
during working hours.
• Contractor shall provide support for projects after working hours as needed for duration of
projects in the form of providing access and general coordination of other contracted work.
EXTERIOR AND INTERIOR PAINTING
• Contractor shall perform monthly walkthroughs of all facilities to inspect painted, coated, or
stained surfaces for determination of preventative maintenance work requests to be assigned
out via electronic work order system to maintenance staff.
• Contractor shall perform repairs and prepare various surfaces for application of paint, enamel,
lacquer, varnish, or stain to walls and ceilings.
• Contractor shall perform related wall & ceiling repairs and finish work.
• Contractor shall perform wall surface preparation.
• Contractor shall perform mixing of paint coating and quality application.
• Contractor shall apply sealer to porous surface walls when the need or projects dictate.
FLOORS
• Contractor shall perform removal and installation of replacement flooring.
• Contractor shall perform Floor repair work that may include carpet, Mile and other materials.
HEATING -VENTILATION -AIR CONDITIONING (HVAC) MAINTENANCE AND MONITORING
• Contractor shall respond to indoor temperature complaints and provide expeditious correction
and record complaints and corrections at all City facilities.
• Contractor shall monitor computer control systems for Siemens control panel, contacting the
Siemens customer service center if problems are observed.
• Contractor shall inspect all HVAC systems at least twice each year, with seasonal start-up and
run inspections performed and documented.
9
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• Contractor shall provide oversight and documentation of Seasonal Preventative Maintenance
of chillers and boilers; with service to be provided by Siemens.
• Contractor shall review the Siemens contract and through monitoring and inspections verify
that the following services are provided:
® For cooling towers: disassemble screens and access panels for inspection; inspect the
tower fill, support structure, sump and spray nozzles, fill valve, gear box, drive coupling, fan
blades, and motor bearings; clean starter and cabinet; inspect wiring; check motor starter
contacts for wear and proper operation; megger test the motor and log readings; and check
the condition of the contactor, and log observations.
® For pumps: lubricate bearings semi-annually. Inspect couplings and check for leaks.
Investigate unusual noises.
® Advise the City Representative if the contract requirements are not being met.
• Contractor shall perform air -handling unit maintenance which includes but is not limited to all
services recommended by manufacturer; replacing air filters at least quarterly, at all City
facilities not covered under Siemens contract.
• Contractor shall inspect, provide oversight and documentation that all City owned facilities
under contract with Siemens are receiving required work.
• Contractor shall perform monthly walkthroughs of HVAC systems for preventative maintenance
work requests to Siemens Building Services.
ROOFS
• Contractor shall inspect the condition of all facility roofs at least twice each year and prior to
predicted rain events to clear roof drains and after the rain to identify any deficiencies, as a
proactive measure.
• Contractor shall maintain a roofing file for each building; with warranty information included.
• Contractor shall clear roof drains of debris as needed.
• Contractor shall walk the roof perimeter to examine sheet metal, copings, and previously
repaired sections; identify and remedy any deficiencies.
• Contractor shall check roof -to -wall connections; examine flashings (at curbs and penetrations,
etc.) for wrinkles and tearing. Repair or secure warranty repair as appropriate.
• Contractor shall re -caulk the top of face -mounted sheet metal on all single -ply roofs as needed
or annually at a minimum.
• Contractor shall check for splits in the stripping plies and review warranty status for correction
on all bituminous roofs.
• Contractor shall keep roof foot traffic to a minimum to avoid membrane damage.
• Contractor shall plan a moisture survey every 5 years to detect wet insulation or leaks.
• Con -tractor shall review all roofs annually and submit recommendations for roof projects to the
City Representative in September.
• Contractor shall submit plans and pull proper building permits for each project that requires
permits and call for inspections as needed.
• Contractor will provide proof of best pricing by reference to California Multiple Award Schedule
(CMAS) pricing on all products that are recharged to the City. All supplies, materials, parts
and equipment installed by Contractor shall be new and not previously used except as
specifically approved in writing by City Representative.
• Provide MSDS sheets to City in a complete "Right to Know" binder for all products used in City
facilities. City will determine where "Right to Know" books will be kept.
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® Contractor shall supply their staff with their agency uniform and photo identification tags that
will be worn at all times. Uniforms shall be consistent with Contractor logo and employee first
or last name clearly visible.
® Contractor shall provide their employees with custodial training; proficiency ratings for correct
chemical or cleanser application for all facets of Janitorial Maintenance. City will be provided
quarterly proficient reports of Janitorial staff.
® Cori -tractor shall program all HVAC systems as directed by City Representative. On-site
personnel shall be fully trained and functional in the operation of computer controlled systems
in addition to any manually controlled HVAC equipment.
AFTER HOURS EMERGENCY RESPONSE
Contractor shall respond to a variety of after hours and weekend emergency call -outs and provide
support when needed. Hours shall be Monday through Friday 5:00 pm to 6:00 am and 24 hours each
day on weekends and Holidays. Contractor shall have working personnel onsite within '/2 hour of the
call -out. Emergency call -outs shall be compensated on a time and material basis, with a two (2) hour
minimum charge.
FACILITY SPECIFIC REQUIRED SERVICES
CIVIC CENTER
Daily Tasks Performed by Contractor
Morning:
1. Check mechanical rooms for AC condensation leaks and unusual belt or HVAC system noises
for early detection.
2. Check HVAC front end / Automation system for any errors to AC system.
3. Check interior lighting in and around clerical employees desks, and offices to change bulbs or
ballast before public and employees arrival. Electricity has to be turned off during this time
which means lights off and sometimes outlets as well. Immediate correction of deficient
electrical systems is necessary for safety for the public and city staff.
4. Check exterior lighting throughout the civic center building for replacement of non- functional
lights. Change out lights, and lighting ballast to office areas and pedestrian corridors before
regular hours.
5. Unlock and open predetermined doors prior to City Hall employees arrival first thing in the
morning.
6. Unlock main entrance doors to City Hall.
7. Disable building alarm for door access to early employee arrivals.
8. Check elevators for proper operation.
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9. Check automatic ADA doors and sliding doors for proper operation.
10. Check buildings cleanliness to score janitors on quality insurance survey.
11. Set-up and clean up certain conference rooms for early morning meetings, as well as check
temperature in meeting room.
12. Deliver news paper to CEO's office and other predetermined offices in the mornings.
13. Check restrooms for supplies and plurribing issues as well as lighting.
14. Pressure washes all sides of City Hall exterior and dry as best as possible before public and
employees arrive for work or business as needed.
15. Meet contractors doing repair work in city buildings before regular working hours as needed.
16. Occasionally work on buildings throughout the City being requested for early service rather
than regular business hours. Nuisance noise resulting from repair and construction work
disrupts work activity for City Hall workers.
17.A majority of our work and projects are scheduled and completed before regular working hours
(8-5) for efficiency and for the least undesired interference, and intrusion on work space to
employees of the Civic Center and to the public that visit the buildings for business reasons. It
is necessary for work to be completed before working hours for business at the Civic Center
and throughout the city facilities for business to run as usual.
DOWNTOWN RECREATION CENTER (DRC)
Contractor shall provide a staff member forty hours each week to support this facility. Working hours
to be determined by City Representative; but are typically 6:30 a.m. to 3:00 p.m. Tasks listed below
are in addition to janitorial tasks.
Daily Tasks Performed by Contractor
0 Contractor shall inspect the outside perimeter of the DRC building for damage.
Contractor shall collect and dispose of litter around exterior of building.
Contractor shall report any illegal activities by person(s) loitering to police.
Contractor shall report any vandalism, graffiti or damage to the City Representative.
Weekly Tasks Performed by Contractor
Contractor shall air blow or sweep clean exterior of building at all entrances and walkways.
Contractor shall power -wash walkways and other concrete surfaces on the immediate exterior
of building.
Contractor shall inspect and repair as needed all interior and exterior building lighting.
Contractor shall touch-up and damaged painted surfaces with the appropriate color match as
needed.
0 Contractor shall provide full HVAC preventive maintenance including but not limited to
inspection, lubrication, electrical testing, replacement of filters quarterly and drive belts as
needed.
Contractor shall inspect roof drainage.
Contractor shall remove all gum from floors.
Contractor shall program all light timers, thermostats, and exhaust fans as necessary in
support of programs and time changes.
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• Contractor shall order and restock all janitorial supplies for the DRC.
• Contractor shall reset all battery clocks and replace batteries as needed.
As Needed Tasks Performed by Contractor
• Contractor shall clean all windows.
• Contractor shall inspect, maintain and repair lock and panic bars.
• Contractor shall provide routine maintenance of all drinking fountains.
Restrooms and Locker rooms
Weekly
• Contractor shall machine scrub all ceramic tile surfaces including: restrooms, shower stalls,
locker room floors, locker areas and hallways weekly.
Monthly
• Contractor shall wash interior and exterior of skylights.
Kitchen
Weekly
• Contractor shall inspect and refill soap and sanitizer reservoirs at dishwasher as needed.
• Contractor shall clean stove and grease traps.
• Contractor shall inspect refrigerator and freezer temperatures weekly.
Kitchen Annual
• Contractor shall conduct grease interceptor pump out and treatment.
• Contractor shall certify fire suppression systems or contract for service.
Plaza Decorative Fountain Maintenance
Weekly
• Contractor shall net all debris from fountain.
• Contractor shall test chlorine ppm and ph.
• Contractor shall inspect chlorine tablet feeder.
• Contractor shall backwash filter.
• Contractor shall empty pump skimmer basket.
• Contractor shall add chlorine tablets.
• Contractor shall acid wash chlorine discharge valve.
• Contractor shall add make up water as needed.
• Contractor shall vacuum debris out of fountain as needed.
Monthly
• Contractor shall unblock water jets plugged with calcium deposits.
DOWNTOWN RECREATION CENTER POOL MAINTENANCE
All daily, weekly, monthly, and annual maintenance must be performed by a certified Aquatic Facility
Operator (AFO) who shall complete daily logs of all work and water testing performed. Records shall
be provided to the City Representative weekly.
Pool Daily Duties
• Contractor shall test pool water free chlorine, total chlorine, combine chlorine, ph, and total
alkalinity.
• Contractor shall measure water temperature, rate of flow, filter influent / effluent pressure
• Contractor shall measure tank levels of chlorine, acid, and CO2.
• Contractor shall test under water pool lights for working operations.
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• Contractor shall contact pool staff for any concerns regarding the pool that need to be
addressed.
Poul Weekly Duties
• Contractor shall clean pool pump strainer basket.
• Contractor shall clean, inspect and re -lubricate pump strainer lid `o' ring
• Contractor shall check sump pump to insure proper operation.
• Contractor shall check emergency eyewash and shower station for proper function and
document.
• Contractor shall determine chemical needs and secure delivery of adequate pool chemicals to
insure all laws and regulations are met and that the pool is safe for the public.
Pool Duties as Needed
• Contractor shall back wash sand filtration system.
• Contractor shall test calcium hardness and record.
• Contractor shall test pool water total dissolved solids and record.
• Contractor shall supply and add to the pool as needed; sodium bicarbonate and/or calcium to
adjust levels to within acceptable ranges.
• Contractor shall unblock chlorine line and acid wash chlorine injection quill
• Contractor shall clean chlorine and pH sensor probes.
• Contractor shall dilute and refill acid tank (3:1).
• Contractor shall rebuild chemical feed pumps as needed, or annually at minimum
• Contractor shall replace failed under water light bulbs.
• Contractor shall perform routine maintenance of pool cover and lane line reels, lane line
tightener, swim lift chair, life guard towers, drinking fountains, machine scrub all anti -slip
decking.
• Contractor shall super chlorinate for fecal accidents.
Pool Annual Duties
• Contractor shall drain and re -fill pool annually (during closure period) and conduct repairs as
needed.
• Contractor shall de -chlorinate water prior to discharge to storm drain.
• Contractor shall dry chlorine scrub any algae build up.
• Contractor shall clean and scrub surge pit.
• Contractor shall restore chlorine (C12) and calcium hardness levels.
• Contractor shall clean all chrome and deck tiles.
DOWNTOWN RECREATION CENTER GYMNASIUM
Gymnasium Daily Duties
• Contractor shall remove all scuff marks from gym floor
• Contractor shall remove gum from all surfaces
Contractor shall dust mop gyre floor
• Contractor shall dust mop bleachers
Gymnasium Weekly Duties
• Contractor shall auto scrub gym floor.
• Contractor shall mop all bleachers.
• Contractor shall wipe down all wall padding.
Contractor shall dust all window ledges.
Gymnasium Annual Duties
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Contractor shall refinish or subcontract the refinish of gym floor. As directed by the City
Representative - Clean, sand and or buff, apply water based finish to floor (floor surface
shall maintain slip coefficient of .06 or less) on an annual basis, unless otherwise directed by the City
Representative. All other repairs will require that an estimate is provided to the City Representative
for consideration. All work will be coordinated with the on-site Recreation Coordinator to schedule
in respect of center events.
Gymnasium Duties As Needed
• Cori -tractor shall clean all overhead HVAC ducts and backboard supports.
• Contractor shall clean air registers and electric motorized louvers.
• Contractor shall replace basketball nets and volleyball nets and support cables.
• Contractor shall open windows and louvers.
DOWNTOWN RECREATION CENTER GYMNASTICS ROOM
Daily Duties
• Contractor shall dust mop and sweep all floor exercise mats
• Contractor shall wipe down uneven bars
• Contractor shall vacuum tumbling carpet
• Contractor shall sanitize all interior gymnastic (cushioned) interior jump /fall gymnastic mats.
Gymnastic Weekly Duties
• Contractor shall mop all floor mats
Gymnastic Quarterly Duties
• Contractor shall remove and machine scrub all floor mats and exercise padding throughout
and reinstall.
• Contractor shall auto scrub all hardwood walkways
• Contractor shall scrub visitor seating
• Contractor shall provide preventive maintenance on all gymnastic equipment uneven bars,
balance beams, and spring boards.
NEIGHBORHOOD COMMUNITY CENTER
Contractor shall provide a staff member forty hours a week to support this facility.
• Contractor shall inspect and perform periodical interior and exterior door adjustments on entire
facility for proper operation
• Contractor shall inspect and make repairs to exterior facade
• Contractor shall maintain and paint exterior of outside painted doors.
• Contractor shall keep dumpster area clean.
NCC Roof /Mechanical
• Contractor shall periodically inspect and replace motors only if needed, belts for exhaust
system on roof as needed.
• Contractor shall inspect and clear roof drain debris periodically, and prior to rains
• Contractor shall troubleshoot HVAC units and reset if needed, generate a service call to
Siemens for repair as needed.
• Contractor shall clear debris from roof drains and snake as needed.
NCC Interior
• Contractor shall perform the set-up and take down of the Audio / Visual equipment to support
programs.
• Contractor shall reposition interior movable walls for events as needed.
• As directed by the City Representative - Clean, sand and or buff, apply water based Finish to
floor (floor surface shall maintain slip coefficient of .06 or less) on an annual basis, unless
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otherwise directed by the City Representative. All other repairs will require that an estimate
is provided to the City Representative for consideration. All work will be coordinated with the
on-site Recreation Coordinator to schedule in respect of center events.
• Contractor shall perform movable wall trolley adjustments as needed.
• Contractor shall maintain kitchen cleanliness according to Orange County Department of
Environmental Health standards.
• Contractor shall repair and or adjust door hydraulics and panic bars.
• Contractor shall perform minor door lock repairs.
• Contractor shall maintain organization and cleanliness of storage rooms on a periodic basis.
• Contractor shall provide setup and take down of tables, chairs, podium, beverage spill mats
and sound system to support events as needed.
• Contractor shall repair gas lines to grill & burners as needed.
• Contractor shall install custom cut to fit, and replaced damaged ceiling tiles.
SENIOR CENTER
Contractor shall provide one staff member for twenty hours each week to support this facility.
Daily
• Contractor shall sweep and or clean all exterior sidewalks
• Contractor shall walk and remove litter around the building perimeter.
• Contractor shall inspect and report damage to the City Representative as a result of a rental.
• Contractor shall check temperatures on the refrigerators and freezers and
adjust the HVAC settings to accommodate scheduled activities.
• Contractor shall inspect for building interior for graffiti damage, remove graffiti and paint as
needed to restore original Finish.
• Contractor shall report exterior graffiti vandalism to the City Representative
• Contractor shall spot clean carpets daily
• Contractor shall remove and dispose of litter From parking lot daily
Weekly
• Contractor shall clean all exterior windows once a week.
• Contractor shall inspect operation of all moveable partition walls.
• Contractor shall adjust and maintain the trolley system adjustment to keep movable walls in
good order. Report any deficiencies to the City Representative
Monthly
• Contractor shall power wash all exterior sidewalks and second Floor decks
• Contractor shall clean A/C vents monthly
Annually
• Contractor shall camera sewer lines and service system as needed.
• Contractor shall service grease interceptor. This function may be sub -contracted.
• Contractor shall clean skylights in the Spring after the rainy season.
• As directed by the City Representative - Clean, sand and or buff, apply water based finish to
dance floor and stage (floor surface shall maintain slip coefficient of .06 or less) on an annual
basis, unless otherwise directed by the City Representative. All other repairs will require that
an estimate is provided to the City representative for consideration. All work will be coordinated
with the Senior Center Director to schedule in respect of center events.
Mesa Verde Library
Contractor shall provide the following services:
• Contractor shall perform a general deficiency inspection of the library on a monthly basis, and
advise the City Representative of the evaluation.
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® Contractor shall correct plumbing, electrical, roof and drain systems, and all surface paint
deficiencies.
® Contractor shall respond to HVAC complaints, identify deficiencies and contact Siemens for
contractual repairs.
® Contractor shall provide the City Representative with estimates for consideration of all billable
repairs.
All tasks listed below apply to all facilities unless otherwise indicated;
® Contractor shall review all `Costa Maintenance' help desk requests daily and promptly
schedule repairs as needed.
® Contractor shall utilize a licensed or manufacturer -authorized professional to inspect fire- and
life -safety systems. Contractor shall insure that certifications are up to date, and ensure that
reports and paperwork are available at all times to City Representative.
® Contractor shall verify daily that all fire -protection control panels are not in "alarm" or "trouble"
condition.
® Contractor shall insure that the pressure gauges on the fire extinguishers are in the
green/operable range at all times.
® Contractor shall dispose of facility generated hazardous materials to Corporation Yard. All
Haz-Mat shall be stickered with identification of content, origin, dated and catalogued, then
stored in Haz-Mat containment coordinating with Fleet Maintenance personnel.
® Contractor shall inspect all facility mechanical equipment at intervals according to
manufacturer specifications.
® Contractor shall inspect door locks and locking devices for repair or replacement. Re -keying of
offices or departments work may be subcontracted to a locksmith.
® Contractor shall manage "Keywatcher" system for City Hall provided fleet pool. This includes
data management of system.
• Contractor shall provide set-up and take down in preparation for City Council meetings, Study
Sessions, Planning Commission and Parks & Recreation Commissions as scheduled.
® Contractor shall provide set-up for other scheduled meetings per monthly event scheduled in
council chamber and in all conference rooms.
® Contractor shall empty paper, plastic, and beverage metal recycle bins as well as trash bins on
every floor of City Hall & Corporation Yard on a daily basis. All revenue collected from
recycling shall be accounted for to the City Finance Department and will be deducted from the
monthly contract payments.
® Contractor shall remove and re -installation of art displays in lobby of City Hall when requested
by city staff to do so.
® Contractor shall ,clean restrooms and conference rooms if and when needed during normal
operating hours.
® Contractor shall install and remove ventilation deflectors in city buildings as needed.
® Contractor shall mount or dismount new and existing bulletin boards, dry erase boards, and
pictures as requested to do so by city staff.
® Contractor shall replace and reset clocks as requested to do so by city staff.
® Contractor shall remove, install, manufactured signage for city offices as requested to do so by
city staff.
® Contractor shall replace city flags, flag poles, and halyards as needed. Maintain an adequate
flag inventory for replacement of all facilities.
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Contractor shall provide annual cleaning and power washing of Corporation Yard copper roof
tops at 2310 Placentia Avenue.
RECREATIONAL FACILITY REPAIR AND MAINTENANCE — SPECIAL PROVISIONS
The Contractor shall provide a comprehensive inspection, repair and maintenance program for
seventeen (17) recreational facilities; including but not limited to restrooms, snack bars, storage
buildings, historic structures, and various enclosures.
Below is a list of the seventeen (17) parks:
1. Balearic Center — 2 restrooms
2) Del Mesa Park — 2 restrooms
3) Estancia Park — 2 restrooms
4) Fairview Park — 4 restrooms
5) Farm Complex — 2 restrooms
6) Heller Park — 2 restrooms
7) Lions Park (Davis Field) — 2 restrooms
8) Lions Park — 2 restrooms
9) Shiffer Park — 2 restrooms
10)Smallwood Park — 2 restrooms
11)TeWinkle Park (Restroom # 1 — Angels Playground) — 3 restrooms
12)TeWinkle Park (Restroom # 2) — 2 restrooms
13)TeWinkle Skate Park — 2 restrooms
14)TeWinkle TW Sports Complex — 2 restrooms
15)Vista Park — 2 restrooms
16)Wakeham Park — 2 restrooms
17)Wilson Park — 2 restrooms
The Contractor shall be responsible for weekly inspections and operational testing of fixtures and
drains.
The Contractor shall repair or replace all fixtures and amenities with "same" unless authorized by
the City Representative.
The Contractor shall be responsible for maintaining and repairing drinking fountains attached to
the buildings or adjacent to the buildings.
The Contractor shall keep the drinking fountains free of debris and operational at all times.
The Contractor shall repair or replace all drinking fountains with "same" unless authorized by the
City Representative.
Contractor shall perform the following work each day. This work is performed five (5) days per
week (Monday through Friday).
Obtain work orders or e-mails before the work for the day, to coordinate work for the day and/or
week.
Repair, replace or install all identified restroom fixtures and lighting inside and outside of the each
restroom within the parks; including but not limited to: playground equipment, playground
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surfacing, shelters, picnic tables, park benches, lighting fixtures, light poles, photocells, signage,
posts and gates
Program lighting within the parks
Repair and replace chain link, pressure treated, recycled plastic fences and trail fence.
Interested Contractors are to provide the City of Costa Mesa with a thorough proposal using the
following guidelines:
Proposal should be typed and should contain no more than 20 typed pages using a 12 -point font size,
including transmittal letter and resumes of key people, but excluding Index/Table of Contents, tables,
charts, and graphic exhibits. Each proposal will adhere to the following order and content of sections.
Proposal should be straightforward, concise and provide "layman" explanations of technical terms
that are used. Emphasis should be concentrated on conforming to the RFP instructions, responding
to the RFP requirements, and on providing a complete and clear description of the offer. Proposals,
which appear unrealistic in the terms of technical commitments, lack of technical competence or are
indicative of failure to comprehend the complexity and risk of this RFP and any awarded contract,
may be rejected. The following proposal sections are to be included in the bidder's response:
A. Vendor Application Form and Cover Letter
Complete Appendix A, "Request for Proposal -Vendor Application Form" and attach this form to the
cover letter. A cover letter, not to exceed three pages in length, should summarize key elements of
the proposal. An individual authorized to bind the consultant must sign the letter. The letter must
stipulate that the proposal price will be valid for a period of at least 180 days. Indicate the address
and telephone number of the Contractor's office located nearest to Costa Mesa, California and the
office from which the project will be managed.
B. Background and Project Summary Section
The Background and Project Summary Section should describe your understanding of the City, the
work to be done, and the objectives to be accomplished. Refer to Scope of Work of this RFP.
C. Methodology Section
Provide a detailed description of the approach and methodology to be used to accomplish the Scope
of Work of this RFP. The Methodology Section should include:
1) An implementation plan that describes in detail (i) the methods, including controls by which
your firm manages projects of the type sought by this RFP; (ii) methodology for soliciting and
documenting views of internal and external stakeholders; (iii) and any other project management or
implementation strategies or techniques that the respondent intends to employ in carrying out the
work.
2) Detailed description of efforts your firm will undertake to achieve client satisfaction and to
satisfy the requirements of the "Scope of Work" section.
19
3) Detailed project schedule, identifying all tasks and deliverables to be performed, durations for
each task, and overall time of completion.
4) Detailed description of specific tasks you will require from City staff. Explain what the
respective roles of City staff and your staff would be to complete the tasks specified in the Scope of
Work.
5) Firms and individuals wishing to be considered shall include in their submissions the steps
they will, if selected, implement and adhere to for -the recruitment, hiring and retention of former
employees of the City who have been displaced due to layoff or outsourcing of functions and services
formerly provided by the City.
6) Proposers shall disclose any and all past or current business and personal relationships with
any current Costa Mesa elected official, appointed official, City employee, or family member of any
current Costa Mesa elected official, appointed official, or City employee. Any past or current business
relationship does not disqualify the firm from consideration.
D. Staffing
Provide a list of lead personnel who will be working on this project and indicate the functions that
each will perform. Include a resume for each designated individual.
Upon award and during the contract period, if the Contractor chooses to assign different personnel to
the project, the Contractor must submit their names and qualifications including information listed
above to the City for approval before they begin work.
E. Qualifications
The information requested in this section should describe the qualifications of the firm, key staff and
sub -Contractors performing projects within the past five years that are similar in size and scope to
demonstrate competence to perform these services. Information shall include:
1) Names of key staff that participated on named projects and their specific responsibilities
with respect to this scope of work.
2) A summary of the your firm's demonstrated capability, including length of time that your
firm has provided the services being requested in this Request for Proposal.
3) Provide at least five local references that received similar services from your firm. The
City of Costa Mesa reserves the right to contact any of the organizations or individuals listed.
Information provided shall include:
® Client Name
® Project Description
® Project start and end dates
® Client project manager name, telephone number, and e-mail address
F. Fee Proposal
All Proposers are required to use the form in Appendix D along with "Exhibit A & B" to be submitted
with their proposal. Pricing instructions should be clearly defined to ensure fees proposed can be
compared and evaluated. Proposals shall be valid for a minimum of 180 days following submission
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® Content of Proposal
The proposal must be submitted using the format as indicated in the proposal format guidelines.
Preparation of Proposal
Each proposal shall be prepared simply and economically, avoiding the use of elaborate promotional
material beyond those sufficient to provide a complete, accurate and reliable presentation.
® Number of Proposals
Submit Five (5) copies plus one disk copy of your proposal in sufficient detail to allow for thorough
evaluation and comparative analysis.
b Submission of Proposals
Complete written proposals must be submitted in sealed envelopes marked and received no later
than 4:00 p.m. (P.S.T) on , 2012 to the address below. Proposals will not be
accepted after this deadline. Faxed or e-mailed proposals will not be accepted.
Kimberly Hall Barlow
Jones & Mayer
City of Costa Mesa City Attorney's Office
3777 N. Harbor Blvd.
Fullerton, CA 92835
RE: FACILITIES MAINTENANCE
Inquiries
Questions about this RFP must be directed in writing, via e-mail to:
Richard Amadril, Contract Manager
Rick.Amad riI@costamesaca.gov
The City reserves the right to amend or supplement this RFP prior to the proposal due date. All
amendments, responses to questions received, and additional information will be posted to the Costa
Mesa Procurement Registry, Costa Mesa - Official City Web Site - Business - Bids & RFP's;
Proposers should check this web page daily for new information. The City will endeavor to answer all
written questions timely received no later than , 2012. The City reserves the right
not to answer all questions.
From the date that this RFP is issued until a firm is selected and the selection is announced, firms are
not allowed to communicate for any reason with any City employee other than the contracting officer
listed above regarding this RFP, except during the pre -proposal conference. Refer to the Schedule of
Events of this RFP or the City webpage to deterrnine if a pre -proposal conference has been
scheduled. The City reserves the right to reject any proposal for violation of this provision. No
questions other than written will be accepted, and no response other than written will be binding upon
the City.
b Conditions for Proposal Acceptance
This RFP does not commit the City to award a contract or to pay any costs incurred for any services.
The City, at its sole discretion, reserves the right to accept or reject any or all proposals received as a
result of this RFP, to negotiate with any qualified source, or to cancel this RFP in part or in its entirety.
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All proposals will become the property of the City of Costa Mesa, IDSA. If any proprietary information
is contained in the proposal, it should be clearly identified.
6. EVALUATION CRITERIA
The City's evaluation and selection process will be conducted in accordance with Chapter V, Article 2
of the City's Municipal Code (Code). In accordance with the Code, the lowest responsible bidder will
be determined based on evaluation of qualitative factors in addition to price. At all times during the
evaluation process, the following criteria will be used. Sub -criteria are not necessarily listed in order of
importance. Additional sub criteria that logically fit within a particular evaluation criteria may also be
considered even if not specified below.
1. Qualifications of Firm and Key Personnel -------25%
Includes a firm's ability to provide the requested scope of services, the firm's financial capacity,
recent experience conducting work of similar scope, complexity, and magnitude for other
public agencies of similar size, references.
2. Approach to Providing the Requested Scope of Services -------10%
Includes an understanding of the RFP and of the project's scope of services, knowledge of
applicable laws and regulations related to the scope of services.
3. Price Proposal -----50%
Price Proposals will be evaluated on the basis of the Total Estimated Annual Price submitted in
Appendix D.
4. Innovative and/or creative approaches to providing the services that provide additional
efficiencies or meet or exceed current performance standards and/or capabilities. ----15%
7. EVALUATION OF PROPOSALS AND SELECTION PROCESS
In accordance with its Municipal Code, the City will adhere to the following procedures in evaluating
proposals. An Evaluation/Selection Committee (Committee), which may include members of the City's
staff and possibly one or more outside experts, will screen and review all proposals according to the
weighted criteria set forth above. While price is one basic factor for award, it is not the sole
consideration.
A. Responsiveness Screening
Proposals will first be screened to ensure responsiveness to the RFP. The City may reject as non-
responsive any proposal that does not include the documents required to be submitted by this RFP.
At any time during the evaluation process, the City reserves the right to request clarifications or
additional information from any or all Proposers regarding their proposals.
B. Initial Proposal Review
The Committee will initially review and score all responsive written proposals based upon the
Evaluation Criteria set forth above. The Committee may also contact Proposer's references.
Proposals that receive the highest evaluation scores may be invited to the next stage of the
evaluation process. The City may reject any proposal in which a Proposer's approach, qualifications,
or price is not considered acceptable by the City. An unacceptable proposal is one that would have to
be substantially rewritten to make it acceptable. The City may conclude the evaluation process at this
point and recommend award to the lowest responsible bidder. Alternatively, the City may elect to
negotiate directly with one or more Proposers to obtain the best result for the City prior to making a
recommendation or selection.
C. Interviews, Reference Checks, Revised Proposals, Discussions
22
Following the initial screening and review of proposals, the Proposers included in this stage of the
evaluation process may be invited to participate in an oral interview. Interviews, if held, are
tentatively scheduled for , 2012 and will be conducted at City of Costa Mesa City Hall, 77
Fair Drive, Costa Mesa, CA 92626. This date is subject to change. The individual(s) From Proposer's
firm that will be directly responsible for carrying out the contract, if awarded, should be present at the
oral interview. The oral interview may, but is not required to, use a written question/answer format
for the purpose of clarifying the intent of any portions of the proposal.
In addition to conducting an oral interview, the City may during this stage of the evaluation process
also contact and evaluate the Proposer's references, contact any Proposer to clarify any response or
request revised or additional information, contact any current users of a Proposer's services, solicit
information from any available source concerning any aspect of a proposal, and seek and review any
other information deemed pertinent to the evaluation process.
Following conclusion of this stage of the evaluation price, the Committee will again rank all Proposers
according to the evaluation criteria set forth above. The Committee may conclude the evaluation
process at this point, and make a recommendation for award, or it may request Best and Final Offers
from Proposers. The City may accept the proposal or negotiate the terms and conditions of the
agreement with the highest ranked firm, which shall be determined to be the lowest responsible
bidder. The City may recommend award without Best and Final Offers, so Proposers should include
their best proposal with their initial submission.
Recommendation for award is contingent upon the successful negotiation of final contract terms.
Negotiations shall be confidential and not subject to disclosure to competing Proposers unless an
agreement is reached. If contract negotiations cannot be concluded successfully within a time period
determined by the City, the City may terminate negotiations and commence negotiations with the next
highest scoring Proposer or withdraw the RFP.
Failure to comply with the rules set forth herein may result in rejection of the protest. Protests based
upon restrictive specifications or alleged improprieties in the proposal procedure which are apparent
or reasonably should have been discovered prior to receipt of proposals shall be filed in writing with
the Contract Manager at least 10 calendar days prior to the deadline for receipt of proposals. The
protest must clearly specify in writing the grounds and evidence on which the protest is based.
Protests based upon alleged improprieties that are not apparent or which could not reasonably have
been discovered prior to submission date of the proposals, such as disputes over the staff
recommendation for contract award, shall be submitted in writing to the Contract Manager, within
forty-eight hours from receipt of the notice from the City advising of staffs recommendation for award
of contract. The protest must clearly specify in writing the grounds and evidence on which the protest
is based. The Contract Manager will respond to the protest in writing at least three days prior to the
meeting at which staffs recommendation to the City Council will be considered. Should Proposer
decide to appeal the response of the Contract Manager, and pursue its protest at the Council
meeting, it will notify the Contract Manager of its intention at least two days prior to the scheduled
meeting.
The California Public Records Act (Cal. Govt. Code Sections 6250 et seq.) mandates public access to
government records. Therefore, unless information is exempt from disclosure by law, the content of
any request for explanation, exception, or substitution, response to this RFP, protest, or any other
23
written communication between the City and Proposer, shall be available to the public. The City
intends to release all public portions of the proposals following the evaluation process at such time as
a recommendation is made to the City Council.
If Proposer believes any communication contains trade secrets or other proprietary information that
the Proposer believes would cause substantial injury to the Proposer's competitive position if
disclosed, the Proposer shall request that the City withhold from disclosure the proprietary information
by marking each page containing such proprietary information as confidential. Proposer may not
designate its entire proposal as confidential nor designate its Price Proposal as confidential.
Submission of a proposal shall indicate that, if Proposer requests that the City withhold from
disclosure information identified as confidential, and the City complies with the Proposer's request,
Proposer shall assume all responsibility for any challenges resulting from the. non -disclosure,
indemnify and hold harmless the City from and against all damages (including but not limited to
attorney's fees that may be awarded to the parry requesting the Proposer information), and pay any
and all cost and expenses related to the withholding of Proposer information. Proposer shall not
make a claim, sue, or maintain any legal action against the City or its directors, officers, employees,
or agents concerning the disclosure, or withholding from disclosure, of any Proposer information. If
Proposer does not request that the City withhold from disclosure information identified as confidential,
the City shall have no obligation to withhold the information from disclosure and may release the
information sought without any liability to the City.
10. EX PARTE COMMUNICATIONS
Proposers and Proposers' representatives should not communicate with the City Council members
about this RFP. In addition, Proposers and Proposers' representatives should not communicate
outside the procedures set forth in this RFP with an officer, employee or agent of the City, including
any member of the evaluation panel, with the exception of the Contract Manager, regarding this RFP
until after Contract Award. Proposers and their representatives are not prohibited, however, from
making oral statements or presentations in public to one or more representatives of the City during a
public meeting.
A "Proposer" or "Proposer's representative" includes all of the Proposer's employees, officers,
directors, consultants and agents, any subcontractors or suppliers listed in the Proposer's proposal,
and any individual or entity who has been requested by the Proposer to contact the City on the
Proposer's behalf. Proposers shall include the Ex Parte Communications form (Appendix C) with
their proposals certifying that they have not had or directed prohibited communications as described
in this section.
11. CONFLICT OF INTEREST
The Proposer warrants and represents that it presently has no interest and agrees that it will not
acquire any interest which would present a conflict of interest under California Government Code
sections 1090 et seq., or sections 87100 et seq., during the performance of services under this
Agreement. The Proposer further covenants that it will not knowingly employ any person having such
an interest in the performance of this Agreement. Violation of this provision may result in this
Agreement being deemed void and unenforceable.
12. DISCLOSURE OF GOVERNMENTAL POSITION
In order to analyze possible conflicts that might prevent a Proposer from acting on behalf of the City,
the City requires that all Proposers disclose in their proposals any positions that they hold as
24
directors, officers, or employees of any governmental entity. Additional disclosure may be required
prior to contract award or during the term of the contract. Each Proposer shall disclose whether any
owner or employee of the firm currently hold positions as elected or appointed officials, directors,
officers, or employees of a governmental entity or held such positions in the past twelve months using
the attached "Disclosure of Government Positions Form." (See Appendix F.)
13 CONDITIONS TO AGREEMENT, IF ANY.
The selected Proposer will execute an Agreement for Services with the City describing the Scope of
Services to be performed, the schedule for completion of the services, compensation, and other
pertinent provisions. The contract shall follow the sample form of Agreement provided as Appendix B
to this RFP, which may be modified by City. All Proposers are directed to particularly review the
indemnification and insurance requirements set forth in the sample Agreement.
The terms of the agreement, including insurance requirements have been mandated by the
City and can be modified only if extraordinary circumstances exist. Submittal of a proposal shall
be deemed acceptance of all the terms set forth in this RFP and the sample Agreement for Services
unless the Proposer includes with its proposal, in writing, any conditions or exceptions requested by
the Proposer to the proposed Agreement. In accordance with the Municipal Code, the City may
consider the scope and number of conditions in evaluation proposals and determining the lowest
responsible bidder.
14, DISQUALIFICATION QUESTIONNAIRE
Proposers shall complete and submit, under penalty of perjury, a standard form of questionnaire
inquiring whether a Proposer, any officer of a Proposer, or any employee of a Proposer who has a
proprietary interest in the Proposer, has ever been disqualified, removed, or otherwise prevented
from proposing on, or completing a federal, state, or local government project because of a violation
of law or safety regulation and if so, to explain the circumstances. A proposal may be rejected on the
basis of a Proposer, any officer or employee of such Proposer, having been disqualified, removed, or
otherwise prevented from proposing on, or completing a federal, state, or local project because of a
violation of law or a safety regulation. See Appendix E.
15. STANDARD TERMS AND CONDITIONS
Amendments
The City reserves the right to amend or supplement this RFP prior to the proposal due date. All
amendments and additional information will be posted to the Costa Mesa Procurement Registry,
Costa Mesa - Official City Web Site - Business - Bids & RFP's; Proposers should check this web page
daily for new information.
Cost for Preparing Proposal
The cost for developing the proposal is the sole responsibility of the Proposer. All proposals
submitted become the property of the City.
Insurance Requirements
City requires that licensees, lessees, and vendors have an approved Certificate of Insurance (not a
declaration or policy) or proof of legal self-insurance on file with the City for the issuance of a permit
or contract. Within ten (10) consecutive calendar days of award of contract, successful Proposer
must furnish the City with the Certificates of Insurance proving coverage as specified within Appendix
B.
25
EXHIBIT'A'
City of Costa- Mesa
MUNICIPAL FACILITIES
161
FACILITIES
26
CITY FACILITIES TO BE MAINTAINED
BUILDING/FACILITY
ADDRESS
SQUARE
FOOTAGE
Balearic Center
1975 Balearic Drive
8,035
City Hall
77 Fair Drive
73,341
Communications Center
79 Fair Drive
7,960
Corp Yard Rear (Old)
2300 Placentia Avenue
17,450
Corp Yard Front (New)
2310 Placentia Avenue
18,006
Costa Mesa Tennis Club
• Pro Shop
® Patio Cover
880 Junipero
1,025
451
Downtown Community Center
1860 Anaheim Avenue
12,000
Fire Station #1
2803 Royal Palm Avenue
9,308
Fire Station #2
800 Baker Street
4,800
Fire Station #3
1865 Park Avenue
6,500
Fire Station #4
2300 Placentia Avenue
7,213
Fire Station #5
2450 Vanguard
6,500
Fire Station #6
2350 Sakioka Drive
9,200
Historical Society Building
1870 Anaheim
4,000
Mesa Verde Library
2969 Mesa Verde Dr. East
5,888
Neighborhood Community Center
1845 Park Avenue
24,000
Police Facility
99 Fair Drive
50,646
Police Facility/Shed
99 Fair Drive
100
Police Helipad
99 Fair Drive
2,464
Police Substation
567 W. 18 th Street
8,966
27
PARK & RECREATIONAL FACILITIES
PARK FACILITIES
ADDRESS
SQUARE
FOOTAGE
Del Mesa Park
3120 Manistee Drive
• Restroom/Storage
100
• Picnic Shelter
200
Estancia Park Restroom
1900 Adams Avenue
600
Estancia Park Adobe
1900 Adams Avenue
500
Fairview Park
2501 Fairview Rd
• Restroom
400
• Shelter
500
Farm Restroom/Storage/Shelter
2750 Fairview Rd.
1,500
Heller Park
257 E. 16 Street
• Restroom
400
• Lattice Structure
200
Lion's Park Ballfield Restroom
570 W. 18 th Street
260
Lion's Park Main Restroom
570 W. 18 1h Street
1,554
Lion's Park Picnic Shelter
570 W. 18 th Street
3,073
Lion's Park Grandstand
570 W. 18 th Street
3,125
Mesa Verde Park
1795 Samar Drive
2,789
Paularino Park Picnic Shelter
1040 Paularino Avenue
2,000
Pinkley Park Arbor
360 Ogle St.
700
Shiffer Park
3134 Bear Street
• Restroom
324
• Picnic Shelter
576
Smallwood Park Restroom
1656 Corsica Place
530
Tewinkle Park
970 Arlington Drive
• Picnic Shelter #1
1,225
• Picnic Shelter #2
480
• Picnic Shelter #3
812
• Ballfield Building & Restroom
1,763
• Pump House
378
Tewinkle Park
970 Arlington Drive
• Restroom ® East (Skate Park)
600
• Restroom ® Middle Tot Lot)
600
28
e Restroom - West
400
Tewinkle Park
• Skate Park
• Bark Park Storage Building
970 Arlington ®rive
684
Vista Park Restroom
1200 Victoria
400
Wakeham Park Restroom/Storage
3400 Smalley Street
1,582
Wilson Park
360 Wilson Street
200
29
...........
CITY FACILITIES TO RECEIVE JANITORIAL SERVICES
JANITORIAL MAINTENANCE SPECIAL PROVISIONS
CITY HALL SERVICE SCHEDULE - Mondav - Friday. after 5:30 P.M.
Description — First Floor (24,453 total square foot) — Front Lobby, Two Elevators, Men's and
Women's restroom, All work spaces within City Clerks area, Finance Department, Conference
rooms 1a, 1b, 1d, Council Chambers, MIS office area.
Excluding: Janitorial in - MIS server room; print shop; secured Vault areas in MIS & treasury,
finance and city clerk area; Conference Room IC, Mechanical Room ,and cleaning of desks.
(excluded 13.000 sa. ft.)
Daily Activities
Empty waste baskets and carry trash to pick up area, Replace liners if torn or soiled, cleanup soiled areas
resulting from leaking liners.
Spot clean interior & exterior entranceway door glass, push plates and handles.
Clean both sides of partition glass using an approved window cleaner.
Vacuum carpeted floor traffic lanes, workspaces and all accessible areas, spot and edge as needed.
Completely clean & disinfect restrooms, fixtures and bright work, restock dispensers, refill soap as needed.
Dust mop hard floors with a chemically (city approved) treated dust mop.
Spot mop stains and spills / clean all mop splatter from all vertical surfaces.
Dust all horizontal top surfaces using a synthetic duster or a treated dusting towel.
Completely clean, dust mop & polish bright work in elevators.
Spot clean soiled walls and fixtures.
Clean conference room tables
Clean dry erase boards.
Clean exterior and interior of microwave and damp wipe counters and sinks in break room.
Clean and polish drinking fountains.
Weekly Activities
Dust low areas up to six foot in height.
Damp mop all hard surface floors / clean mop splatter on walls.
Use shampoo system to remove large soil spots and dry.
Disinfect all door handles.
Spot clean around wall switch plates, doors, doorframes and counters.
Wipe down vinyl and leather furniture.
Vacuum elevator tracks removing all debris, clean and polish exterior doors.
Chemically treat all waterless urinals on Friday evenings with approved chemical.
Surface clean carpets as needed.
Monthly Activities
Vacuum upholstered seating.
Dust all vertical and horizontal blinds.
Dust ledges and window sills over six feet.
Vacuum ceiling vents & air deflectors.
Dust, mop and spot clean Fire stairs, railings and ledges.
Machine scrub hard surface floor and apply finish.
Detail vacuum corners and edges.
Strip floors and reapply floor finish in elevators.
Clean accessible baseboards.
Quarterly Activities
Clean carpet and hot water extract, using a high-pressure extraction system. **See attachments.
Semi -Annual Activities
Machine strip hard surface floors / clean grout in floor tile and reapply approved floor finish.
Replace waterless urinal cartridges with approved replacement as needed.
Annual Activities
June - Clean all exterior windows, power wash exterior sunscreens (to be performed on weekend only).
30
Clean 1st floor (only) wall coverings.
Monthly Labor Hours
Total Monthly Cost for First Floor $
CITY HALL Area: Second Floor, ( 9,363 total sq. ft.)
Lobby, Men's and Women's Restrooms, Break room, Conference room 2a, and All office work
spaces.
Excluding: vault and plan storage areas (2ea), Mechanical Room and cleaning of desks. (excluding
713 sq. ft.)
Daily Activities
Empty waste baskets and carry trash to pick area. Replace liners if torn or soiled, cleanup soiled areas
resulting from leaking liners.
Clean both sides of partition glass using an approved window cleaner.
Vacuum carpeted floor traffic lanes, workspaces and all accessible areas, spot and edge as needed.
Completely clean & disinfect restroom, fixtures and bright work, restock dispensers, refill soap as needed.
Dust mop hard floors with a chemically (city approved) treated dust mop.
Spot mop stains and spills / clean all mop splatter from all vertical surfaces.
Dust horizontal top surfaces using a synthetic duster or a treated towel.
Spot clean soiled wall and fixture.
Clean conference room tables.
Clean dry erase boards.
Clean exterior and interior of microwave and damp wipe counters and sinks in break room.
Clean and polish drinking fountains.
Weekly Activities
Dust low areas up to six foot in height.
Damp mop all hard surface floors / clean mop splatter on walls.
Use shampoo system to remove large soil spots and dry.
Disinfect all door handles.
Spot clean around all wall switch plates, doors, door frames and counters.
Wipe down vinyl and leather furniture.
Vacuum elevator tracks removing all debris, clean and polish exterior doors.
Chemically treat all waterless urinals on Friday evenings with approved chemicals.
Surface clean carpets as needed.
Monthly Activities
Vacuum upholstered seating.
Dust all vertical and horizontal blinds.
Dust ledges and window sills over six feet.
Vacuum ceiling vents and deflectors.
Dust mop and spot clean Fire stairs, railings and ledges.
Machine scrub hard surface floor and apply finish.
Detail vacuum corners and edges.
Clean and polish metal elevator threshold plates.
Clean accessible baseboards.
Quarterly Activities
Clean carpet and hot water extract, using a high-pressure extraction system. **See attachments.
Semi -Annual Activities
Machine strip hard surface floors / clean grout in floor the and reapply approved floor finish.
Replace waterless urinal cartridges with approved replacement as needed.
Annual Activities
June - Clean all exterior windows, power wash exterior sunscreens (to be performed on weekend only).
Monthly Labor Hours
31
Total Monthly Cost for Second Floor $
CITY HALL Area: Third Floor, (9,303 total sq. ft.)
Lobby, Front Receptionist Area, Men's and Women's Restrooms, Break room, all work spaces
within Administrative offices, Central Services, Recreation and Human resources office spaces,
Conference room 3a.
Excluding vault, Mechanical Room and cleaning of desks. (excluding 379 sq. ft.)
Daily Activities
Empty waste baskets and carry trash to pick area. Replace liners if torn or soiled, cleanup soiled areas
resulting from leaking liners.
Clean both sides of partition glass using an approved window cleaner.
Vacuum carpeted floor traffic lanes, workspaces and all accessible areas, spot and edge as needed
Completely clean & disinfect restroom, fixtures and bright work, restock dispensers, refill soap as needed.
Dust mop hard floors with a chemically (city approved) treated dust mop.
Spot mop stains and spills / clean all mop splatter from all vertical surfaces.
Dust horizontal top surfaces using a synthetic duster or a treated towel.
Spot clean soiled walls and fixtures.
Clean conference room tables.
Clean dry erase boards.
Clean exterior and interior of microwave and damp wipe counters and sinks in break room.
Clean and polish drinking fountains.
Weekly Activities
Dust low areas up to six foot in height.
Damp mop all hard surface floors / clean mop splatter on walls.
Use shampoo system to remove large soil spots and dry.
Disinfect all door handles.
Spot clean around all wall switch plates, doors, door frames and counters.
Wipe down vinyl and leather furniture.
Vacuum elevator tracks removing all debris, clean and polish exterior doors.
Chemically treat all waterless urinals on Friday evenings with approved chemicals.
Surface clean carpets as needed.
Monthly Activities
Vacuum upholstered seating.
Dust all vertical and horizontal blinds.
Dust ledges and window sills over six feet.
Vacuum ceiling vents and deflectors.
Dust, mop and clean Fire stairs, railings, and ledges.
Machine scrub hard surface floor and apply finish.
Detail vacuum corners and edges.
Clean and polish metal elevator threshold plates.
Clean accessible baseboards.
Quarterly Activities
Clean carpet and hot water extract, using a high-pressure extraction system. *``See attachments.
Semi -Annual Activities
Machine strip hard surface floors / clean grout in floor tile and reapply floor finish.
Replace waterless urinal cartridges with approved replacement as needed.
Annual Activities
June - Clean all exterior windows, power wash exterior sunscreens (to be performed on weekend only).
Monthly Labor Hours
Total Monthly Cost for Third Floor $
32
CITY HALL Area: Fourth Floor, (9,303 total sq. ft.)
Lobby, Receptionist area, Men's and Women's Restrooms, Conference room 4a, Break room, all
work spaces within administrative, engineering, traffic office workspace.
Excluding: Vault area, Mechanical Room and cleaning of desks. (excluding 496 sq. ft.)
Daily Activities
Empty waste baskets and carry trash to pick area. Replace liners if torn or soiled, cleanup soiled areas
resulting from leaking liners.
Clean both sides of partition glass using an approved window cleaner.
Vacuum carpeted floor traffic lanes, workspaces and all accessible areas, spot and edge as needed
Completely clean & disinfect restroom, fixtures and bright work, restock dispensers, refill soap as needed.
Dust mop hard floors with a chemically (city approved) treated dust mop.
Spot mop stains and spills / clean all mop splatter from all vertical surfaces.
Dust horizontal top surfaces using a synthetic duster or a treated towel.
Spot clean soiled wall and fixtures.
Clean conference room tables.
Clean dry erase boards.
Clean exterior and interior of microwave and damp wipe counters and sinks in break room.
Clean and polish drinking fountains.
Weekly Activities
Dust low areas up to six foot in height.
Damp mop all hard surface floors / clean mop splatter on walls.
Use shampoo system to remove large soil spots and dry.
Disinfect all door handles.
Spot clean around all wall switch plates, doors, door frames and counters.
Wipe down vinyl and leather furniture.
Vacuum elevator tracks removing all debris, clean and polish exterior doors.
Chemically treat all waterless urinals on Friday evenings with approved chemicals.
Surface clean carpets as needed.
Monthly Activities
Vacuum upholstered seating.
Dust all vertical and horizontal blinds.
Dust ledges and window sills over six feet.
Vacuum ceiling vents and deflectors.
Dust, mop and spot clean Fire stairs, railings and ledges.
Machine scrub hard surface floor and apply finish.
Detail vacuum corners and edges.
Clean and polish metal elevator threshold plates.
Clean accessible baseboards.
Quarterly Activities
Clean carpet and hot water extract, using a high-pressure extraction system. **See attachments.
Semi -Annual Activities
Machine strip hard surface floors / clean grout in floor tile and reapply floor finish.
Replace waterless urinal cartridges with approved replacement as needed.
Annual Activities
June - Clean all exterior windows, power wash exterior sunscreens (to be performed on weekend only).
Monthly Labor Hours
`total Monthly Cost for Fourth Floor
CITY HALL Area: Fifth Floor, (9,303 total sq. ft.)
Lobby, Receptionist, Restrooms, Conference room 5a, Break room, All work spaces within City
Managers offices and private restroom, Fire administration offices, EMS and "Training Areas,
33
Attorney offices and all work spaces.
Excluding: Mechanical Room and cleaning of desks. (excluding 262 sq. ft.)
Daily Activities
Empty waste baskets and carry trash to pick area. Replace liners if torn or soiled, cleanup soiled areas
resulting from leaking liners.
Clean both sides of partition glass using an approved window cleaner.
Vacuum carpeted floor traffic lanes, workspaces and all accessible areas, spot and edge as needed
Completely clean & disinfect restroom, fixtures and bright work, restock dispensers, refill soap as needed.
Dust mop hard floors with a chemically (city approved) treated dust mop.
Spot mop stains and spills / clean all mop splatter from all vertical surfaces.
Dust horizontal top surfaces using a synthetic duster or a treated towel.
Spot clean soiled wall and fixtures.
Clean conference room tables.
Clean dry erase boards.
Clean exterior and interior of microwave and damp wipe counters and sinks in break room.
Clean and polish drinking fountains.
Weekly Activities
Dust low areas up to six foot in height.
Damp mop all hard surface floors / clean mop splatter on walls.
Use shampoo system to remove large soil spots and dry.
Disinfect all door handles.
Spot clean around all wall switch plates, doors, door frames and counters.
Wipe down vinyl and leather furniture.
Vacuum elevator tracks removing all debris, clean and polish exterior doors.
Chemically treat all waterless urinals on Friday evenings with approved chemicals.
Surface clean carpets as needed.
Monthly Activities
Vacuum upholstered seating.
Dust all vertical and horizontal blinds.
Dust ledges and window sills over six feet.
Vacuum ceiling vents and deflectors.
Dust, mop and spot clean Fire stairs, railings and ledges
Machine scrub hard surface floor and apply finish.
Detail vacuum corners and edges.
Clean and polish metal elevator threshold plates.
Clean accessible baseboards.
Quarterly Activities
Clean carpet and hot water extract, using a high-pressure extraction system. '`See attachments.
Clean upholstery on all chairs in Conference Room 5A, using hot water/steam extraction
Semi -Annual Activities
Machine strip hard surface floors / clean grout in floor tile and reapply floor finish.
Replace waterless urinal cartridges as needed.
Annual Activities
June - Clean all exterior windows, power wash exterior sunscreens (to be performed on weekend only).
Monthly Labor Hours
Total Monthly Cost for Fourth f=loor $
COSTA MESA POLICE DEPARTMENT Area: 1" FLOOR (57,879 total sq. ft.)
Lobby, all work spaces within Receptionist area, Records, Property Reception area, EOC, All
Restrooms, Elevator, Crime Prevention, Patrol Report Writing/Sergeant office, CSI offices, Watch
Commander, Patrol Reporting area, Vice Narcotics, Traffic Report Writing/Traffic Bureau, Detective
34
Bureau office area, Administrative Sergeant office, Vice Narcotics (when permitted by staff —at
least twice per week), and hallways.
Exclude Jail area, Evidence Room, Property Storage, Janitor Closet, Detective Bureau Storage,
Crime Prevention Storage, Swat Storage, Archive Storage, and Supply Room. (excluding 90,958 sq.
Daily Activities
Empty waste baskets and carry trash to pick area. Replace liners if torn or soiled, cleanup soiled areas
resulting from leaking liners.
Spot clean interior & exterior entranceway door glass, push plates and handles.
Clean both sides of partition glass using an approved window cleaner.
Vacuum carpeted floor traffic lanes, workspaces and all accessible areas, spot and edge as needed
Completely clean, disinfect restroom, fixtures and bright work, restock dispensers, refill soap as needed.
Dust mop hard floors with a chemically (city approved) treated dust mop.
Spot mop stains and spills / clean all mop splatter from all vertical surfaces.
Vacuum stairs, dust railings, ledges and spot clean.
Dust horizontal top surfaces using a synthetic duster or a treated towel.
Completely clean, dust mop & polish bright work in elevator.
Spot clean soiled wall and fixtures.
Clean conference room tables.
Clean dry erase boards.
Clean exterior and interior of microwave and damp wipe counters and sinks in break room.
Clean and polish drinking fountains.
Weekly Activities
Dust low areas up to six foot in height.
Damp mop all hard surface floors / clean mop splatter on walls.
Use shampoo system to remove large soil spots and dry.
Disinfect all door handles.
Spot clean around all wall switch plates, doors, door frames and counters.
Wipe down vinyl and leather furniture.
Vacuum elevator tracks removing all debris and clean exterior door.
Chemically treat all waterless urinals on Friday evenings with approved chemicals.
Surface clean carpets as needed.
Monthly Activities
Vacuum upholstered seating.
Dust all vertical and horizontal blinds.
Dust ledges and window sills over six feet.
Vacuum ceiling vents and deflectors.
Dust, mop and spot clean Fire stairs, railings and ledges.
Machine scrub hard surface floor and apply finish.
Detail vacuum corners and edges.
Strip floors and reapply floor finish in elevator.
Clean accessible baseboards.
Quarterly Activities
Clean carpet and hot water extract, using a high-pressure extraction. **See attachments.
Semi -Annual Activities
Machine strip hard surface floors / clean grout in floor tile and reapply floor finish.
Replace waterless urinal cartridges with approved replacement as needed.
Annual Activities
June - Clean all exterior windows, power wash exterior sunscreens (to be performed on weekend only).
Monthly Labor Flours
Total Monthly Cost for Police Department first floor $
35
COSTA MESA POLICE DEPARTMENT Area: 2nd FLOOR (14,666 total sq. ft.)
All work spaces within Administrative and Operational offices, Conference Room and hallways.
Excluding utility closets, Training Storage Room, Janitorial, and Telephone Board Room.
(excluding 634 sq. ft.)
Daily Activities
Empty waste baskets and carry trash to pick area. Replace liners if torn or soiled, cleanup soiled areas
resulting from leaking liners.
Clean both sides of partition glass using an approved window cleaner.
Vacuum carpeted floor traffic lanes, workspaces and all accessible areas, spot and edge as needed
Completely clean, disinfect restroom, fixtures and bright work, shower, restock dispensers, refill soap as
needed.
Dust mop hard floors with a chemically (city approved) treated dust mop.
Spot mop stains and spills / clean all mop splatter from all vertical surfaces.
Dust horizontal top surfaces using a synthetic duster or a treated towel.
Spot clean soiled wall and fixtures.
Clean conference room tables.
Clean dry erase boards.
Clean exterior and interior of microwave and damp wipe counters and sinks in break room.
Clean and polish drinking fountains.
Weekly Activities
Dust low areas up to six foot in height.
Damp mop all hard surface floors / clean mop splatter on walls.
Use shampoo system to remove large soil spots and dry.
Disinfect all door handles.
Spot clean around all wall switch plates, doors, door frames and counters.
Wipe down vinyl and leather furniture.
Vacuum elevator tracks removing all debris and clean exterior door.
Chemically treat all waterless urinals on Friday evenings with approved chemicals.
Surface clean carpets as needed.
Monthly Activities
Vacuum upholstered seating.
Dust all vertical and horizontal blinds.
Dust ledges and window sills over six feet.
Vacuum ceiling vents and deflectors.
Dust, mop and spot clean Fire stairs, railings and ledges.
Machine scrub hard surface floor and apply finish.
Detail vacuum corners and edges.
Clean and polish metal elevator threshold plates.
Clean accessible baseboards.
Quarterly Activities
Clean carpet and hot water extract, using a high-pressure extraction. **See attachments.
Semi -Annual Activities
Machine strip hard surface floors / clean grout in floor tile and reapply floor finish.
Replace waterless urinal cartridges with approved replacement as needed.
Annual Activities
June - Clean all exterior windows, power wash exterior sunscreens (to be performed on weekend only).
Monthly Labor Flours
Total Monthly Cost for Police Department second floor $
COSTA MESA POLICE DEPARTMENT Area: BASEMENT FLOOR (12,672 total sq. ft.)
Briefing room, Women's and Men's Restrooms / Locker rooms, Main Hallway, unsecured Gun
Range entrance, Exercise room, All work spaces within Gang SED.
Excluding: HVAC Machine room, gun range / range storage & secured gun locker, janitorial
storage, telephone utility room. (excluding 3,994 sq. ft. total)
Daily Activities
Empty waste baskets and carry trash to pick area. Replace liners if torn or soiled, cleanup soiled areas
resulting from leaking liners.
Clean both sides of partition glass using an approved window cleaner.
Vacuum carpeted floor traffic lanes, workspaces and accessible areas, spot and edge as needed
Completely clean disinfect restroom, fixtures and bright work, showers, restock dispensers, refill soap as
needed.
Dust mop hard floors with a chemically (city approved) treated dust mop.
Spot mop stains and spills / clean all mop splatter from all vertical surfaces.
Dust horizontal top surfaces using a synthetic duster or a treated towel.
Spot clean soiled wall and fixtures.
Clean conference room tables.
Clean dry erase boards.
Clean exterior and interior of microwave and damp wipe counters and sinks in break room.
Clean and polish drinking fountains.
Weekly Activities
Dust low areas up to six foot in height.
Damp mop all hard surface floors / clean mop splatter on walls.
Use shampoo system to remove large soil spots and dry.
Disinfect all door handles.
Spot clean around all wall switch plates, doors, door frames and counters.
Wipe down vinyl and leather furniture.
Vacuum elevator tracks removing all debris and clean exterior door.
Chemically treat all waterless urinals on Friday evenings with approved chemicals.
Surface clean carpets as needed.
Monthly Activities
Vacuum upholstered seating.
Dust all vertical and horizontal blinds.
Dust ledges and window sills over six feet.
Vacuum ceiling vents and deflectors.
Dust, mop and spot clean Fire stairs, railings and ledges.
Machine scrub hard surface floor and apply finish.
Detail vacuum corners and edges.
Clean and polish metal elevator threshold plates.
Clean accessible baseboards.
Quarterly Activities
Clean carpet and hot water extract, using a high-pressure extraction. ""See attachments.
Semi -Annual Activities
Machine strip hard surface floors / clean grout in floor tile and reapply floor finish.
Replace waterless urinal cartridges with approved replacement as needed.
Monthly Labor Hours
Total Monthly Cost for Police Department Easement $
COSTA MESA POLICE WESTSIDE SUBSTATION
Description: (8,966 total sq. ft.) All work spaces within General Facility, 1,270 sq. ft.
LOCK FACILITY AND ACTIVATE SECURITY SYSTEM
Excluding all secured areas 7,696 sq. ft.
Daily Activities
37
Empty waste baskets and carry trash to pick area. Replace liners if torn or soiled, cleanup soiled areas
resulting from leaking liners.
Clean both sides of partition glass using an approved window cleaner.
Vacuum carpeted floor traffic lanes, workspaces and all accessible areas, spot and edge as needed
Completely clean, disinfect restroom, fixtures and bright work, restock dispensers, refill soap as needed.
Dust mop hard floors with a chemically (city approved) treated dust mop.
Spot mop stains and spills / clean all mop splatter from all vertical surfaces.
Dust railings, ledges and spot clean.
Dust horizontal top surfaces using a synthetic duster or a treated towel.
Spot clean soiled wall and fixture marks.
Clean conference room tables.
Clean dry erase boards.
Clean exterior and interior of microwave and damp wipe counters and sinks in break room.
Clean and polish drinking fountains.
Weekly Activities
Dust low areas up to six foot in height.
Damp mop all hard surface floors / clean mop splatter on walls.
Use shampoo system to remove large soil spots and dry.
Disinfect all door handles.
Spot clean around all wall switch plates, doors, door frames and counters.
Wipe down vinyl and leather furniture.
Clean accessible baseboards.
Surface clean carpets as needed.
Monthly Activities
Vacuum upholstered seating.
Dust all vertical and horizontal blinds.
Dust ledges and window sills over six feet.
Vacuum ceiling vents and air deflectors.
Machine scrub hard surface floor and apply finish.
Detail vacuum corners and edges.
Clean accessible baseboards
Quarterly Activities
Clean carpet and hot water extract, using a high-pressure extraction. **See attachments.
Semi -Annual Activities
Machine strip hard surface floors / clean grout in floor tile and reapply floor finish.
Monthly Labor Hours
Total Monthly Cost for Police Westside Substation $
COSTA MESA COMMUNICATIONS CENTER SERVICE SCHEDULE Monday
-- Saturday, after 7:00 p.m. This is a 24/7 operation.
Description- (Total 6,840 sq. ft.) Receptionist Area, All Office Work space, Break Room, Men's and
Women's restroom — Locker rooms, 911 area, Conference Room, Shop Office Area and restroom.
Excluding. Vehicle repair bay and mezzanine storage, Equipment Server Room, Shop storage,
Screen Storage, Telephone Room, Electrical (2,530 sq. ft.)
Area: Entire Facility, 7960 sq. ft.
Daily Activities
W
Empty waste baskets and carry trash to pick area. Replace liners if torn or soiled, cleanup soiled areas
resulting from leaking liners.
Spot clean interior & exterior entranceway door glass, push plates and handles.
Clean both sides of partition glass using an approved window cleaner.
Vacuum carpeted floor traffic lanes, workspaces and all accessible areas, spot and edge as needed.
Completely clean, disinfect restroom, fixtures and bright work, showers, restock dispensers, refill soap as
needed.
Dust mop hard floors with a chemically (city approved) treated dust mop.
Spot mop stains and spills / clean all mop splatter from all vertical surfaces.
Dust horizontal top surfaces using a synthetic duster or a treated towel.
Spot clean soiled wall and fixtures.
Clean conference room tables.
Clean dry erase boards.
Clean exterior and interior of microwave and damp wipe counters and sinks in break room.
Clean and polish drinking fountains.
Weekly Activities
Dust low areas up to six foot in height.
Damp mop all hard surface floors / clean mop splatter on walls.
Use shampoo system to remove large soil spots and dry.
Disinfect all door handles.
Spot clean around all wall switch plates, doors, door frames and counters.
Wipe down vinyl and leather furniture.
Clean accessible baseboards.
Chemically treat all waterless urinals on Friday evenings with approved chemicals.
Surface clean carpets as needed.
Monthly Activities
Vacuum upholstered seating.
Dust all vertical and horizontal blinds.
Dust ledges and window sills over six feet.
Vacuum ceiling vents and deflectors.
Lachine scrub hard surface floor and apply finish.
Detail vacuum corners and edges.
Clean accessible baseboards.
{quarterly Activities
Clean carpet and hot water extract, using a high-pressure extraction. **See attachments.
Semi -Annual Activities
Lachine strip hard surface floors / clean grout in floor tile and reapply floor finish.
Replace waterless urinal cartridges with approved replacement as needed.
Monthly Labor Flours
Total Monthly Cost for Communication Center
COSTA MESA DOWNTOWN RECREATION CENTER (DRC) SERVICE SCHEDULE
Daily, 10:00 p.m. — 6:00 a.m.
Description. (Total 18,445 sq. ft.) Two front lobby areas. Two receptionist area's, Game room, All
Office and work space areas, Gymnasium , Gymnastic area, Men's and Women's Restrooms, Pool
Locker and Shower Areas, Day care and Kitchen. ACTIVATE SECURITY SYSTEM
Excluding. Maintenance office/storage, Storage area's, Electrical room, Telephone room, Janitors
closet, Basketball court, Pool Equipment and chemical room's, Pool Electrical room, Fountain
pump room (excluding sq. ft. is 7,529)
Daily Activities
Empty waste baskets and carry trash to pick up area.
resulting from leaking liners.
Replace liners if torn or soiled, cleanup soiled areas
39
Spot clean interior & exterior entranceway door glass, push plates and handles.
Clean both sides of partition glass using an approved window cleaner.
Vacuum carpeted floor traffic lanes, workspaces and all accessible areas, spot and edge as needed.
Completely clean and disinfect restrooms, showers, fixtures and bright work, restock dispensers, and refill
soap as needed.
Dust mop hard floors / pull-out bleachers from gymnasium, with a chemically (city approved) treated dust
mop.
Spot mop stains and spills / clean all mop splatter from all vertical surfaces.
Dust all horizontal top surfaces using a synthetic duster or a treated dusting towel.
Spot clean soiled walls and fixtures.
Clean conference room tables
Clean exterior and interior of microwave and damp wipe counters and sinks in break room.
Clean and polish drinking fountains.
Clean dry erase boards
Disinfect all gymnastic mats and vacuum chalk from mats and floor
Pick up all trash including: papers, wrappers, cigarette butts, and any other debris from planters and
grounds.
Weekly Activities
Dust low areas up to six foot in height.
Damp mop all hard surface floors / clean mop splatter on walls.
Use shampoo system to remove large soil spots and dry.
Disinfect all door handles.
Spot clean around wall switch plates, doors, doorframes and counters.
Wipe down vinyl and leather furniture.
Chemically treat all waterless urinals on Friday evenings with approved chemical.
Surface clean carpets as needed.
Clean interior of all lockers.
Monthly Activities
Vacuum upholstered seating and replace furniture in its designated location.
Dust all vertical and horizontal blinds.
Dust ledges and window sills over six feet.
Vacuum ceiling vents & air deflectors.
Machine scrub hard surface floor and apply finish.
Detail vacuum corners and edges.
Wash exterior of lockers, using germicidal cleaner.
Detail clean restrooms, showers - Wash walls, partitions, clean air vents, machine scrub floors using
germicidal disinfectant fourth Friday of the month.
Quarterly Activities
Clean carpet and hot water extract, using a high-pressure extraction system. "*See attachments.
Semi -Annual Activities
Machine strip hard surface floors / clean grout in floor tile and reapply approved floor finish. (Excluding
basketball Courts in gym).
Replace waterless urinal cartridges with approved replacement as needed.
Monthly Labor Hours
Total Monthly Cost for Downtown Recreation Center $
COSTA MESA BALEARIC COMMUNITY CENTER SERVICE SCHEDULE
Sunday — Thursday, after 6:00 p.m.
Description: (Total 7,680 sq. ft)
Office areas: All office work Space, ECP1 & ECP2, ECP Office, ECP Kitchen, All Interior Restrooms,
Exterior Restrooms, Sierra & Adobe Room and Staff Room areas, Men's and Women's restroom,
LOCK FACILITY, EXTERIOR RESTROOMS AND ACTIVIATE SECURITY SYSTEM
Excluding : Heater room, Custodial closet, Toy Storage, Storage rooms, 2 ECP storage rooms (436
Daily Activities
Empty waste baskets and carry trash to pick up area. Replace liners if torn or soiled, cleanup soiled areas
resulting from leaking liners.
Spot clean interior & exterior entranceway door glass, push plates and handles.
Clean both sides of partition glass using an approved window cleaner.
Vacuum carpeted floor traffic lanes, workspaces and all accessible areas, spot and edge as needed.
Completely clean, disinfect restrooms, fixtures and bright work, restock dispensers, refill soap as needed.
Dust mop hard floors with a chemically (city approved) treated dust mop.
Spot mop stains and spills / clean all mop splatter from all vertical surfaces.
Dust all horizontal top surfaces using a synthetic duster or a treated dusting towel.
Spot clean soiled walls and fixtures.
Clean conference room tables
Clean dry erase boards.
Clean exterior and interior of microwave and damp wipe counters and sinks in break room.
Clean and polish drinking fountains.
Weekly Activities
Dust low areas up to six foot in height.
Damp mop all hard surface floors / clean mop splatter on walls.
Use shampoo system to remove large soil spots and dry.
Disinfect all door handles.
Spot clean around wall switch plates, doors, doorframes and counters.
Wipe down vinyl and leather furniture.
Surface clean carpets as needed.
Monthly Activities
Vacuum upholstered seating and replace furniture in its designated location.
Dust all vertical and horizontal blinds.
Dust ledges and window sills over six feet.
Vacuum ceiling vents & air deflectors.
Machine scrub hard surface floor and apply finish.
Detail vacuum corners and edges.
Quarterly Activities
Clean carpet and hot water extract, using a high-pressure extraction system. **See attachments.
Semi -Annual Activities
Machine strip hard surface floors / clean grout in floor tile and reapply approved floor finish.
Monthly Labor Hours for Balearic ECP Daycare Area
`total Monthly Cost for Balearic ECP Daycare Area $
Total Monthly Labor Hours for Balance of Balearic CC
Total Monthly Cost for Balearic Community Center $
Balearic ECP Daycare
Description: Office, Kitchen and all restrooms on ECP side.
Area: Preschool, 4,600 sq. ft.
Daily Activities
Empty waste baskets and carry trash to pick up area. Replace liners if torn or soiled, cleanup soiled areas
resulting from leaking liners.
Spot clean interior & exterior entranceway door glass, push plates and handles.
Vacuum carpeted floor traffic lanes, workspaces and all accessible areas, spot and edge as needed.
41
Completely clean, disinfect restrooms, fixtures and bright work, restock dispensers, refill soap as needed.
Dust mop hard floors with a chemically (city approved) treated dust mop.
Spot mop stains and spills / clean all mop splatter from all vertical surfaces.
Dust all horizontal top surfaces using a synthetic duster or a treated dusting towel.
Spot clean soiled walls and fixtures.
Clean exterior and interior of microwave and damp wipe counters and sinks in break room.
Clean and polish drinking fountains.
Weekly Activities
Dust low areas up to six foot in height.
Damp mop all hard surface floors / clean mop splatter on walls.
Use shampoo system to remove large soil spots and dry.
Disinfect all door handles.
Spot clean around wall switch plates, doors, doorframes and counters.
Wipe down vinyl and leather furniture.
Surface clean carpets as needed.
Monthly Activities
Vacuum upholstered seating and replace furniture in its designated location.
Dust all vertical and horizontal blinds.
Dust ledges and window sills over six feet.
Vacuum ceiling vents & air deflectors.
Machine scrub hard surface floor and apply finish.
Detail vacuum corners and edges.
Quarterly Activities
Clean carpet and hot water extract, using a high-pressure extraction system. **See attachments.
Monthly Labor Hours
Total Monthly Cost for Balearic ECP Daycare Area
Total Monthly Labor Hours
Total Monthly Cost for Balearic Community Center $
COSTA MESA NEIGHBORHOOD COMMUNITY CENTER SERVICE SCHEDULE
Daily, 1:00 a.m.-6:00 a.m.
Lobby, office work space, Restrooms, Office area and Kitchen. TOTAL Square footage
SECURE FACILITY AND ACTIVATE SECURITY SYSTEM
Excludes: Costa Mesa, Paularino, Harper, 'Elden and Wilson rooms
Daily Activities
Empty waste baskets and carry trash to pick up area. Replace liners if torn or soiled, cleanup soiled areas
resulting from leaking liners.
Spot clean interior & exterior entranceway door glass, push plates and handles.
Clean both sides of partition glass using an approved window cleaner.
Vacuum carpeted floor traffic lanes, workspaces and all accessible areas, spot and edge as needed.
Completely clean, disinfect restrooms, fixtures and bright work, restock dispensers, refill soap as needed.
Dust mop hard floors with a chemically (city approved) treated dust mop.
Spot mop stains and spills / clean all mop splatter from all vertical surfaces.
Dust all horizontal top surfaces using a synthetic duster or a treated dusting towel.
Spot clean soiled walls and fixtures.
Clean conference room tables
Clean dry erase boards.
Clean exterior and interior of microwave and damp wipe counters and sinks in break room.
Clean and polish drinking fountains.
Pick up all trash including: papers, wrappers, cigarette butts, and any other debris from planters and
42
grounds.
Weekly Activities
Dust low areas up to six foot in height.
Damp mop all hard surface floors / clean mop splatter on walls.
Use shampoo system to remove large soil spots and dry.
Disinfect all door handles.
Spot clean around wall switch plates, doors, doorframes and counters.
Wipe down vinyl and leather furniture.
Chemically treat all waterless urinals on Friday evenings with approved chemical.
Surface clean carpets as needed.
Monthly Activities
Vacuum upholstered seating and replace furniture in its designated location..
Dust all vertical and horizontal blinds.
Dust ledges and window sills over six feet.
Vacuum ceiling vents & air deflectors.
Machine scrub hard surface floor and apply finish.
Detail vacuum corners and edges.
Quarterly Activities
Clean carpet and hot water extract, using a high-pressure extraction system. **See attachments.
Semi -Annual Activities
Machine strip hard surface floors / clean grout in floor tile and reapply approved floor finish.
Replace waterless urinal cartridges with approved replacement as needed.
Total Monthly Labor Hours
Total Monthly Cost for Neighborhood Community Center $
COSTA MESA OLD CORP. YD - FLEET AND STREETS OFFICE AREA
Monday - Friday, after 5:30 P.M. 17,390 total sq.ft.
Description: All office work space, Men's and Women's restroom, Conference room totaling 3,462
sq. ft.
Excluding 13,928 sq. ft. / General Facility and Warehouse
Daily Activities
Empty waste baskets and carry trash to pick up area. Replace liners if torn or soiled, cleanup soiled areas
resulting from leaking liners.
Vacuum floor traffic lanes, workspaces and all accessible areas, spot and edge as needed
Completely clean, disinfect restroom, fixtures and bright work, shower, restock dispensers, refill soap as
needed.
Dust mop hard floors with a chemically (city approved) treated dust mop.
Spot mop stains and spills / clean all mop splatter from all vertical surfaces.
Dust horizontal top surfaces using a synthetic duster or a treated towel.
Spot clean soiled wall and fixtures.
Clean conference room tables.
Clean dry erase boards.
Clean exterior and interior of microwave and damp wipe counters and sinks in break room.
Clean and polish drinking fountains.
Weekly Activities in office areas
Dust low areas up to six foot in height.
Damp mop all hard surface floors / clean mop splatter on walls.
Disinfect all door handles.
Spot clean around wall switch plates, doors, doorframes and counters
Chemically treat all waterless urinals on Friday evenings with approved chemical.
Monthly Activities
43
Vacuum upholstered seating.
Dust all vertical and horizontal blinds.
Vacuum all ceiling vents and deflectors.
Machine scrub hard surface floor and apply finish.
Detail vacuum corners and edges.
Clean all baseboards.
Quarterly Activities
Machine strip hard surface floors / clean grout in floor tile and reapply floor finish.
Replace waterless urinal cartridges with approved replacement as needed.
Annual Activities
Deep clean garage floor
Total Monthly Labor Flours
Total Monthly Cost for Old Corp Yard - Fleet & Streets $
COSTA MESA NEW CORP YD — BLDG "A" PARKS AREA SERVICE SCHEDULE
Monday - Friday, after 5:30 P.M. General Facility, 5,219 total sq. ft
Description: All office work space, Men's & Women's restroom and locker room, lunch room.
Excluding: Wood shop, Irrigation Sprinkler Shop, Custodial closet, electrical room and office #109
Daily Activities
Empty waste baskets and carry trash to pick area. Replace liners if torn or soiled, cleanup soiled areas
resulting from leaking liners.
Clean both sides of partition glass using an approved window cleaner.
Spot clean interior & exterior entranceway door glass, push plates and handles.
Vacuum all floor traffic lanes, workspaces and all accessible areas, spot and edge as needed
Completely clean, disinfect restroom, fixtures and bright work, showers, restock dispensers, refill soap as
needed.
Dust mop hard floors with a chemically (city approved) treated dust mop.
Spot mop stains and spills / clean all mop splatter from all vertical surfaces.
Dust horizontal top surfaces using a synthetic duster or a treated towel.
Spot clean soiled wall and fixtures.
Clean lunch room tables.
Clean dry erase boards.
Clean exterior and interior of microwave and damp wipe counters and sinks in break room.
Clean and polish drinking fountains.
Weekly Activities
Dust low areas up to six foot in height.
Damp mop all hard surface floors / clean mop splatter on walls.
Use shampoo system to remove large soil spots and dry,
Disinfect all door handles.
Spot clean around wall switch plates, doors, doorframes and counters.
Wipe down vinyl and leather furniture.
Chemically treat all waterless urinals on Friday evenings with approved chemical.
Monthly Activities
Vacuum upholstered seating.
Dust all vertical and horizontal blinds.
Vacuum ceiling vents and air deflectors.
Machine scrub hard surface floor and apply finish.
Detail vacuum corners and edges.
Clean all baseboards.
44
Quarterly Activities
Machine strip all hard surface floors / clean grout in restroom floor tile and reapply floor finish.
Clean carpet and hot water extract using a high-pressure extraction system. **See attachments.
Total Monthly Labor Hours
Total Monthly Cost for Corp Yard Bldg. "A" - Parks $
COSTA MESA SENIOR CENTER
Sunday to Saturday, 3:30 p.m. - 4:00 a.m. except Monday and Wednesdays
Description : Lobby, Library, Elevator, Men's and Women's Restrooms, Health Clinic, Bridge Room,
Arts and Crafts, Classroom, Sun Room, Activity Room and Kitchen and Elevator. First and Second
Floor.
Excluding: Office work space ALL SUPPLIES ARE PROVIDED BY THE SENIOR CENTER CORP.
Area: Entire Facility, 1,600 sq. ft.
Daily Activities
Empty waste baskets and carry trash to pick up area. Replace liners if torn or soiled, cleanup soiled areas
resulting from leaking liners.
Spot clean interior & exterior entranceway door glass, push plates and handles.
Clean both sides of partition glass using an approved window cleaner.
Vacuum carpeted floor traffic lanes, unsecured workspaces and all accessible areas, spot and edge as
needed.
Completely clean, disinfect restrooms, fixtures and bright work, restock dispensers, refill soap as needed.
Dust mop hard floors with a chemically (city approved) treated dust mop.
Spot mop stains and spills / clean all mop splatter from all vertical surfaces.
Dust all horizontal top surfaces using a synthetic duster or a treated dusting towel.
Completely clean, dust mop & polish bright work in elevators.
Spot clean soiled walls and fixtures.
Clean conference room tables
Clean dry erase boards.
Clean exterior and interior of microwave and damp wipe counters and sinks in break room.
Clean and polish drinking fountains.
Pick up all trash including: papers, wrappers, cigarette butts, and any other debris from planters and
grounds.
Weekly Activities
Dust low areas up to six foot in height.
Damp mop all hard surface floors / clean mop splatter on walls.
Use shampoo system to remove large soil spots and dry.
Disinfect all door handles.
Spot clean around wall switch plates, doors, doorframes and counters.
Wipe down vinyl and leather furniture.
Vacuum elevator tracks removing all debris, clean and polish exterior doors.
Chemically treat all waterless urinals on Friday evenings with approved chemical.
Surface clean carpets as needed.
Monthly Activities
Vacuum upholstered seating.
Dust all vertical and horizontal blinds.
Dust ledges and window sills over six feet.
Vacuum ceiling vents & air deflectors.
Dust, mop and spot clean Fire stairs, railings and ledges.
Machine scrub hard surface floor and apply finish.
Detail vacuum corners and edges.
Strip floors and reapply floor finish in elevators.
Clean accessible baseboards.
45
Quarterly Activities
Clean carpet and hot water extract, using a high-pressure extraction system. **See attachments.
Semi -Annual Activities
Machine strip hard surface floors / clean grout in floor tile and reapply approved floor finish.
Replace waterless urinal cartridges with approved replacement as needed.
Annual Activities
June - Clean all exterior windows, (to be scheduled in respect of rentals and programs).
Clean 1't floor (only) wall coverings.
Total Monthly Labor Hours
Total Monthly Cost for Senior Center $
.........:....,:.: ,::.,.... ....... .....
� t i
SHEET
47
BUILDING MAINTENANCE BID PRICING
BUILDING
ADDRESS
MONTHLY
LABOR
HOURS
TOTAL
MONTHLY
COST
ANNUAL
COST
Balearic Center
1975 Balearic Drive
$
$
City Hall
77 Fair Drive
$
$
Communications Center
79 Fair Drive
$
$
Corporation Yard (Old)
2300 Placentia Avenue
$
$
Corporation Yard (New)
2310 Placentia Avenue
$
$
Costa Mesa Tennis Club
® Pro Shop
® Patio Cover
880 Junipero
$
$
Downtown Recreation Center
1860 Anaheim Avenue
$
$
Fire Station #1
2803 Royal Palm Avenue
$
$
Fire Station #2
800 Baker Street
$
$
Fire Station #3
1865 Park Avenue
$
$
Fire Station #4
2300 Placentia Avenue
$
$
Fire Station #5
2450 Vanguard
$
$
Fire Station #6
2350 Sakioka Drive
$
$
Historical Society Building
1870 Anaheim
$
$
Mesa Verde Library
2969 Mesa Verde Drive
East
$
$
Neighborhood Community
Center
1845 Park Avenue
$
$
Police Facility
99 Fair Drive
$
$
Police Facility/Shed
99 Fair Drive
$
$
Police Helipad
99 Fair Drive
$
$
Police Substation
567 W. 18 Street
$
$
PARKS
ADDRESS
MONTHLY
TOTAL
ANNUAL COST
LABOR
MONTHLY
HOURS
COST
el Mesa Park
3120 Manistee Drive
$
$
Restroom/Storag
e
Picnic Shelter
3tancia Park
1900 Adams Avenue
$
$
Restroom
stancia Park
1900 Adams Avenue
Jobe
airview Park
2501 Fairview Road
$
$
Restroom
Picnic Shelter
arm Sports
2750 Fairview Road
$
$
omplex
forage and Shelter
eller Park
257 E. 16 Street
$
$
on's Park Ball
570 W. 18 Street
$
$
leld Restroom
on's Park
570 W. 18 Ih Street
$
$
estroom
on's Park Picnic
570 W. 18 Street
$
$
helter
on's Park
570 W. 18 Ih Street
$
$
randstand
on's Park (Luke
570 W. 18 Ih Street
$
$
avis Field
leacher Building)
hiffer Park
3134 Bear Street
$
$
Restroom/Storag
e
Picnic Shelter
mallwood Park
1656 Corsica Place
$
$
ewinkle Park
970 Arlington Drive
$
$
Picnic Shelter
Transformer
Bunker
Picnic Shelter
49
Ball Field Shelter
Ball Field Snack
Shop
ewinkle Park
970 Arlington Drive
$
$
Restroom/North
Center
Restroom/North
Tot Lot
Restroom/Ball
Fields
Picnic Shelter
ewinkle Yard
970 Arlington Drive
$
$
Block
House/Restroom
/Storage
Garage/Restroo
m/Storage
Steel
Shed/Storage
ista Park
1200 Victoria
$
$
estroom
Jakeham Park
3400 Smalley Street
$
$
Jilson Park
360 Wilson Street
$
$
TOTAL
$
$
50
JANITORIAL MAINTENANCE BID PRICING
BUILDING
ADDRESS
MONTHLY
LABOR
HOURS
TOTAL
MONTHLY
COST
ANNUAL
COST
Balearic Center
1975 Balearic Drive
$
$
City Hall
77 Fair Drive
$
$
Communications Center
79 Fair Drive
$
$
Corporation Yard (Old)
2300 Placentia Avenue
$
$
Corporation Yard (New)
2310 Placentia Avenue
$
$
Downtown Recreation Center
1860 Anaheim Avenue
$
$
Neighborhood Community
Center
1845 Park Avenue
$
$
Police Facility
99 Fair Drive
$
$
Police Substation
567 W. 18 Street
$
$
TOTAL
$
$
51
EXTRA WORK PRICING:
TRADE
Bricklayer, Mason
Carpet, linoleum, tile layer
Drywall finisher
Electrician
Glazier
Painter
Plumber
HVAC Service and repair
Roofer
Window cleaner
Laborer
Foreman/supervisor
Superintendent
TOTAL COST PER HOUR
52
53
{
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«
53
REQUEST FOR PROPOSAL
FIRE SERVICES
VENDOR APPLICATION FORM
TYPE OF APPLICANT: ❑ NEW ❑ CURRENT VENDOR
Legal Contractual Name of Corporation:
Contact Person for Agreement:
Corporate Mailing Address:
City, State and Zip Code:
E -Mail Address:
Phone:
Contact Person for Proposals:
Title:
Business Telephone:
Is your business: (check one)
❑ NON PROFIT CORPORATION
Is your business: (check one)
Fax:
E -Mail Address:
Business Fax:
❑ FOR PROFIT CORPORATION
❑
CORPORATION
❑
LIMITED LIABILITY PARTNERSHIP
❑
INDIVIDUAL
❑
SOLE PROPRIETORSHIP
❑
PARTNERSHIP
❑
UNINCORPORATED ASSOCIATION
Names & 'Titles of Corporate Board Members
(Also list Names & Titles of persons with written authorization/resolution to sign
contracts)
Names
Federal Tax Identification Number:
Title
Phone
54
...
.:.......:.....:.
City of Costa Mesa Business License Number:
(If none, you must obtain a Costa Mesa Business License upon award of
contract.)
City of Costa Mesa Business License Expiration Date:
55
56
.. ................. ....... .... . .
xa
56
.. ................. ....... .... . .
PROFESSIONAL SERVICES AGREEMENT
CITY OF COSTA MESA
THIS AGREEMENT is made and entered into this _ day of , 2012
("Effective Date"), by and between the CITY OF COSTA MESA, a municipal
corporation ("City"), and consultant, a California corporation ("Consultant").
WITNESSETH:
A. WHEREAS, City proposes to have Consultant as described
herein below; and
B. WHEREAS, Consultant represents that it has that degree of specialized
expertise necessary to practice and perform the services herein contemplated;
and
C. WHEREAS, City and Consultant desire to contract for specific services in
connection with the project described below (the "Project") and desire to set forth
their rights, duties and liabilities in connection with the services to be performed;
and
D. WHEREAS, no official or employee of City has a financial interest, within
the provisions of California Government Code, Sections 1090-1092, in the
subject matter of this Agreement.
NOW, THEREFORE, for and in consideration of the mutual covenants and
conditions contained herein, the parties hereby agree as follows:
1.0, SERVICES PROVIDED BY CONSULTANT
1.1. Scope of Services. Consultant shall provide the professional
services described in Consultant's Proposal (the "Proposal"). A copy of said
Proposal is attached hereto as Exhibit "A" and incorporated herein by this
reference.
1.2. Professional Practices. All professional services to be provided by
Consultant pursuant to this Agreement shall be provided by personnel
experienced in their respective fields and in a manner consistent with the
standards of care, diligence and skill ordinarily exercised by professional
consultants in similar fields and circumstances in accordance with sound
professional practices. It is understood that in the exercise of every aspect of its
role, within the scope of work, consultant will be representing the City, and all of
its actions, communications, or other work, during its employment, under this
contract is under the direction of the City. Consultant also warrants that it is
familiar with all laws that may affect its performance of this Agreement and shall
advise City of any changes in any laws that may affect Consultant's performance
of this Agreement.
1.3. Warranty. Consultant warrants that it shall perform the services
required by this Agreement in compliance with all applicable Federal and
California employment laws including, but not limited to, those laws related to
minimum hours and wages; occupational health and safety; fair employment and
employment practices; workers' compensation insurance and safety in
M
employment; and all other Federal, State and local laws and ordinances
applicable to the services required under this Agreement. Consultant shall
indemnify and hold harmless City from and against all claims, demands,
payments, suits, actions, proceedings, and judgments of every nature and
description including attorneys' fees and costs, presented, brought, or recovered
against City for, or on account of any liability under any of the above-mentioned
laws, which may be incurred by reason of Consultant's performance under this
Agreement.
1.4. Non-discrimination. in performing this Agreement, Consultant shall
not engage in, nor permit its agents to engage in, discrimination in employment
of persons because of their race, religion, color, national origin, ancestry, age,
physical handicap, medical condition, marital status, sexual gender or sexual
orientation, except as permitted pursuant to Section 12940 of the Government
Code. Violation of this provision may result in the imposition of penalties referred
to in Labor Code, Section 1735.
1.5 Non -Exclusive Agreement. Consultant acknowledges that City may
enter into agreements with other consultants for services similar to the services
that are subject to this Agreement or may have its own employees perform
services similar to those services contemplated by this Agreement.
1.6. Delegation and Assignment. This is a personal service contract,
and the duties set forth herein shall not be delegated or assigned to any person
or entity without the prior written consent of City. Consultant may engage a
subcontractor(s) as permitted by law and may employ other personnel to perform
services contemplated by this Agreement at Consultant's sole cost and expense.
2.0. COMPENSATION AND BILLING
2.1. Compensation. [TBD]
2.2. Additional Services. Consultant shall not receive compensation for
any services provided outside the scope of services specified in the Proposal
unless the City or the Project Manager for this Project, prior to Consultant
performing the additional services, approves such additional services in writing.
It is specifically understood that oral requests and/or approvals of such additional
services or additional compensation shall be barred and are unenforceable.
2.3. Method of Billing. Consultant may submit invoices to City's affected
supervisor for approval on a progress basis, but no more often than two times a
month. Said invoice shall be based on the total of all Consultants' services which
have been completed to City's sole satisfaction. City shall pay Consultant's
invoice within forty-five (45) days from the date City receives said invoice. Each
invoice shall describe in detail, the services performed and the associated time
for completion. Any additional services approved and performed pursuant to this
Agreement shall be designated as "Additional Services" and shall identify the
number of the authorized change order, where applicable, on all invoices.
2.4. Records and Audits. Records of Consultant's services relating to
this Agreement shall be maintained in accordance with generally recognized
accounting principles and shall be made available to City or its Project Manager
for inspection and/or audit at mutually convenient times for a period of three (3)
years from the Effective Date.
58
3.0. TIME OF PERFORMANCE
3.1. Commencement and Completion of Work. The professional
services to be performed pursuant to this Agreement shall commence within five
(5) days from the Effective Date of this Agreement. Said services shall be
performed in strict compliance with the Project Schedule approved by City as set
forth in Exhibit "D," attached hereto and incorporated herein by this reference.
The Project Schedule may be amended by mutual agreement of the parties.
Failure to commence work in a timely manner and/or diligently pursue work to
completion may be grounds for termination of this Agreement.
3.2. Excusable Delays. Neither party shall be responsible for delays or
lack of performance resulting from acts beyond the reasonable control of the
party or parties. Such acts shall include, but not be limited to, acts of God, fire,
strikes, material shortages, compliance with laws or regulations, riots, acts of
war, or any other conditions beyond the reasonable control of a party.
4.0. TERM AND TERMINATION
4.1. Term. This Agreement shall commence on the Effective Date and
continue for a period of five years, unless previously terminated as provided
herein or as otherwise agreed to in writing by the parties. At the end of the term
period, the City may determine, in its sole discretion, to exercise an option to
renew the contract for up to two periods of one (1) year each. The City shall give
notice to Consultant of its intention to exercise such option at least 30 days prior
to expiration of the base, or option, term.
4.2. Notice of Termination. The City reserves and has the right and
privilege of canceling, suspending or abandoning the execution of all or any part
of the work contemplated by this Agreement, with or without cause, at any time,
by providing written notice to Consultant. The termination of this Agreement shall
be deemed effective upon receipt of the notice of termination. In the event of
such termination, Consultant shall immediately stop rendering services under this
Agreement unless directed otherwise by the City.
4.3. Compensation. In the event of termination, City shall pay
Consultant for reasonable costs incurred and professional services satisfactorily
performed up to and including the date of City's written notice of termination.
4.4 Documents. In the event of termination of this Agreement, all
documents prepared by Consultant in its performance of this Agreement
including, but not limited to, inmate intake reports and logs shall be delivered to
the City within ten (10) days of delivery of termination notice to Consultant, at no
cost to City. Any use of uncompleted documents without specific written
authorization from Consultant shall be at City's sole risk and without liability or
legal expense to Consultant.
5.0. INSURANCE
5.1. Minimum Scope and Limits of Insurance. Consultant shall obtain
and maintain during the life of this Agreement all of the following insurance
coverages:
(a) Comprehensive general liability, including premises -operations,
products/completed operations, broad form property damage,
blanket contractual liability, independent contractors, personal
59
injury with a policy limit of not less than Twenty Million Dollars
($20,000,000.00), combined single limits, per occurrence and
aggregate.
(b) Automobile liability for owned vehicles, hired, and non -owned
vehicles, with a policy limit of not less than Five Million Dollars
($5,000,000.00), combined single limits, per occurrence and
aggregate.
(c) Workers' compensation insurance as required by the State of
California. Consultant agrees to waive, and to obtain
endorsements from its workers' compensation insurer waiving,
subrogation rights under its workers' compensation insurance
policy against the City and to require each of its subcontractors, if
any, to do likewise under their workers' compensation insurance
policies.
(d) Professional errors and omissions ("E&O") liability insurance with
policy limits of not less than Twenty Million Dollars
($20,000,000.00), combined single limits, per occurrence and
aggregate. Consultant shall obtain and maintain, said E&O
liability insurance during the life of this Agreement and for three
years after completion of the work hereunder.
5.2. Endorsements. The comprehensive general liability insurance policy shall
contain or be endorsed to contain the following provisions:
(a) Additional insureds: "The City of Costa Mesa and its elected and
appointed boards, officers, agents, and employees are additional
insureds with respect to this subject project and contract with
City."
(b) Notice: "Said policy shall not terminate, nor shall it be cancelled,
nor the coverage reduced, until thirty (30) days after written notice
is given to City."
(c) Other insurance: "Any other insurance maintained by the City of
Costa Mesa shall be excess and not contributing with the insurance
provided by this policy."
5.3 If any of such policies provide for a deductible or self-insured
retention to provide such coverage, the amount of such deductible or self-insured
retention shall be approved in advance by City. No policy of insurance issued as
.e
to which the City is an additional insured shall contain a provision which requires
that no insured except the named insured can satisfy any such deductible or self-
insured retention.
5.4. Certificates of Insurance: Consultant shall provide to City certificates of
insurance showing the insurance coverages and required endorsements described above,
in a form and content approved by City, prior to performing any services under this
Agreement.
5.5. Non -limiting: Nothing in this Section shall be construed as limiting in any
way, the indemnification provision contained in this Agreement, or the extent to which
Consultant may be held responsible for payments of damages to persons or property.
6.0. GENERAL PROVISIONS
6.1. Entire Agreement: This Agreement constitutes the entire
Agreement between the parties with respect to any matter referenced herein and
supersedes any and all other prior writings and oral negotiations. This
Agreement may be modified only in writing, and signed by the parties in interest
at the time of such modification. The terms of this Agreement shall prevail over
any inconsistent provision in any other contract document appurtenant hereto,
including exhibits to this Agreement.
6.2. Representatives. The City Manager or his designee shall be the
representative of City for purposes of this Agreement and may issue all consents,
approvals, directives and agreements on behalf of the City, called for by this
Agreement, except as otherwise expressly provided in this Agreement.
Consultant shall designate a representative for purposes of this
Agreement who shall be authorized to issue all consents, approvals, directives
and agreements on behalf of Consultant called for by this Agreement, except as
otherwise expressly provided in this Agreement.
6.3. Project Managers. City shall designate a Project Manager to work
directly with Consultant in the performance of this Agreement.
Consultant shall designate a Project Manager who shall represent it
and be its agent in all consultations with City during the term of this Agreement.
Consultant or its Project Manager shall attend and assist in all coordination
meetings called by City.
6.4. Notices: Any notices, documents, correspondence or other
communications concerning this Agreement or the work hereunder may be
provided by personal delivery, facsimile or mail and shall be addressed as set
forth below. Such communication shall be deemed served or delivered: a) at the
time of delivery if such communication is sent by personal delivery; b) at the time
of transmission if such communication is sent by facsimile; and c) 48 hours after
deposit in the U.S. Mail as reflected by the official U.S. postmark if such
communication is sent through regular United States mail.
IF TO CONSULTANT: IF TO CITY:
61
Consultant
12345 Jefferson Rd.
Costa Mesa, CA 92626
Tel: 555-555-5555
Fax: 555-555-5555
Attn:
City of Costa Mesa
77 Fair Drive
Costa Mesa, CA 92626
Tel: 714-754-5156
Fax: 714-754-5330
Attn: Purchasing
6.5. Drug-free Workplace Policy. Consultant shall provide a drug-free
workplace by complying with all provisions set forth in City's Council Policy 100-
5, attached hereto as Exhibit "B" and incorporated herein by reference.
Consultant's failure to conform to the requirements set forth in Council Policy
100-5 shall constitute a material breach of this Agreement and shall be cause for
immediate termination of this Agreement by City.
6.6. Attorneys' Fees: In the event that litigation is brought by any party
in connection with this Agreement, the prevailing party shall be entitled to recover
from the opposing party all costs and expenses, including reasonable attorneys'
fees, incurred by the prevailing party in the exercise of any of its rights or
remedies hereunder or the enforcement of any of the terms, conditions, or
provisions hereof.
6.7. Governing Law: This Agreement shall be governed by and
construed under the laws of the State of California without giving effect to that
body of laws pertaining to conflict of laws. In the event of any legal action to
enforce or interpret this Agreement, the parties hereto agree that the sole and
exclusive venue shall be a court of competent jurisdiction located in Orange
County, California.
6.8. Assignment: Consultant shall not voluntarily or by operation of law
assign, transfer, sublet or encumber all or any part of Consultant's interest in this
Agreement without City's prior written consent. Any attempted assignment,
transfer, subletting or encumbrance shall be void and shall constitute a breach of
this Agreement and cause for termination of this Agreement. Regardless of City's
consent, no subletting or assignment shall release Consultant of Consultant's
obligation to perform all other obligations to be performed by Consultant
hereunder for the term of this Agreement.
6.9. Indemnification and Hold Harmless:
To the fullest extent permitted by law, the Consultant assumes liability for
and shall save and protect, hold harmless, indemnify, and defend the City and its
elected and appointed officials, officers, and employees (all the foregoing,
hereinafter collectively, "Indemnitees") from and against all claims, suits,
demands, damages, losses, expenses, and liabilities of any kind whatsoever (all
the foregoing, hereinafter collectively "Claims") including, without limitation,
attorneys' fees, arising out of, resulting from, relating to, or claimed to have
arisen out of, resulted from or related to the engagement of Consultant or the
performance of this Agreement by the Consultant (including its subcontractors
and suppliers)
It is expressly intended by the parties that Consultant's indemnity and defense
obligations shall apply, and Indemnitees shall be fully indemnified without offset,
62
deduction or contribution, regardless of any negligence or other fault of
Indemnitees, or any of them, and whether or not such Indemnitee negligence or
other fault caused or contributed to the arising of the Claims.
"Claims" as used in this section shall include, without limitation, those for
personal injuries, wrongful death, mental or emotional distress, loss of
consortium, damage to or loss of use of real, personal or intangible property of
any kind, loss of income, loss of earning capacity, and business, financial,
commercial or pecuniary losses of any kind whatsoever, and attorneys fees, and
costs and expenses of any kind whatsoever.
Consultant's indemnity and defense obligations shall cover the acts or omissions
of any of Consultant's subcontractors, and suppliers, and the employees of any
of the foregoing.
The Consultant's indemnity and defense obligation under this Section includes,
without limitation, any claims, suits, demands, damages, losses, expenses, and
liabilities arising from allegations of violations of any federal, State, or local law or
regulation, and from allegations of violations of Consultant's or its subcontractor's
personnel practices or from any allegation of an injury to an employee of the
Consultant or subcontractor performing work or labor necessary to carry out the
provisions of this Contract.
The indemnification obligations in this Section shall not be construed to negate,
abridge or otherwise reduce any other obligation of indemnity the Consultant may
have with respect to the City which may otherwise exist. If any judgment is
rendered against the City or any of the other individuals enumerated above in
any such action, the Consultant shall, at its expense, satisfy and discharge the
same. This indemnification shall survive termination or expiration of this
Agreement.
6.10. Additional Indemnification Obligation. In the event that there is a
challenge to the award of contract, or the recommended award of contract
(collectively defined only for purposes of this section as a Claim), the Consultant
to whom the contract is awarded, or recommended to be awarded, will assume
all responsibility for any Claim, and will defend, indemnify, and hold harmless the
City from and against all damages (including but not limited to legal fees that may
be awarded), and pay any and all costs and expenses, including but not limited
to City's reasonable costs and legal fees, related to the Claim. The City may
tender the defense of a Claim or may, in its sole discretion, choose to defend the
Claim itself and be entitled to prompt reimbursement of its reasonable costs and
expenses, including but not limited to legal fees, as they occur. In the event -the
City tenders the defense of the Claim, it retains the right to approve any
settlement of a Claim and may reasonably object to any counsel defending the
Claim. Such costs and legal fees shall not be reimbursable to Consultant by City
through any awarded contract.
Notwithstanding the preceding paragraph, this indemnity and defense obligation
does not apply to the extent any Claim is based on the City's failure to follow the
procurement procedures set forth in the RFP.
63
i;:j
6.11. Independent Contractor: Consultant is and shall be acting at all
times as an independent contractor and not as an employee of City. Consultant
shall secure, at his expense, and be responsible for any and all payment of
Income Tax, Social Security, State Disability Insurance Compensation,
Unemployment Compensation, and other payroll deductions for Consultant and
its officers, agents, and employees, and all business licenses, if any are required,
in connection with the services to be performed hereunder.
6.12. PERS Eligibility Indemnification. In the event that Consultant or any
employee, agent, or subcontractor of Consultant providing services under this
Agreement claims or is determined by a court of competent jurisdiction or the
California Public Employees Retirement System (PERS) to be eligible for
enrollment in PERS as an employee of the City, Consultant shall indemnify,
defend, and hold harmless City for the payment of any employee and/or
employer contributions for PERS benefits on behalf of Consultant or its
employees, agents, or subcontractors, as well as for the payment of any
penalties and interest on such contributions, which would otherwise be the
responsibility of City.
Notwithstanding any other agency, state or federal policy, rule, regulation,
law or ordinance to the contrary, Consultant and any of its employees, agents,
and subcontractors providing service under this Agreement shall not qualify for or
become entitled to, and hereby agree to waive any claims to, any compensation,
benefit, or any incident of employment by City, including but not limited to
eligibility to enroll in PERS as an employee of City and entitlement to any
contribution to be paid by City for employer contribution and/or employee
contributions for PERS benefits.
6.13. Ownership of Documents: All findings, reports, documents,
information and data including, but not limited to, computer tapes or discs, files
and tapes furnished or prepared by Consultant or any of its subcontractors in the
course of performance of this Agreement, shall be and remain the sole property
of City. Consultant agrees that any such documents or information shall not be
made available to any individual or organization without the prior consent of City.
Any use of such documents for other projects not contemplated by this
Agreement, and any use of incomplete documents, shall be at the sole risk of
City and without liability or legal exposure to Consultant. City shall indemnify and
hold harmless Consultant from all claims, damages, losses, and expenses,
including attorneys' fees, arising out of or resulting from City's use of such
documents for other projects not contemplated by this Agreement or use of
incomplete documents furnished by Consultant. Consultant shall deliver to City
any findings, reports, documents, information, data, in any form, including but not
limited to, computer tapes, discs, files audio tapes or any other Project related
items as requested by City or its authorized representative, at no additional cost
to the City.
6.14. Confidentiality: Any City materials to which the Consultant has
access, information that reasonably might be construed as private or containing
personal identifiable information, or materials prepared by the Consultant during
the course of this Agreement (collectively referred to as "confidential
64
information") shall be held in confidence by the Consultant, who shall exercise all
reasonable precautions to prevent the disclosure of confidential information to
anyone except the officers, employees and agents of the Consultant as
necessary to accomplish the rendition of services set forth in this Agreement.
Consultant shall not release any reports, information, private or promotional
information or materials, whether deemed confidential or not, to any third party
without the approval of the City.
6.15. Responsibility for Errors. Consultant shall be responsible for its
work and results under this Agreement. Consultant, when requested, shall
furnish clarification and/or explanation as may be required by the City's
representative, regarding any services rendered under this Agreement at no
additional cost to City. In the event that an error or omission attributable to
Consultant occurs, then Consultant shall, at no cost to City, provide all necessary
design drawings, estimates and other Consultant professional services
necessary to rectify and correct the matter to the sole satisfaction of City and to
participate in any meeting required with regard to the correction.
6.16. Prohibited Emplovment: Consultant will not employ any regular
employee of City while this Agreement is in effect.
6.17. Order of Precedence: In the event of an inconsistency in this
Agreement and any of the attached Exhibits, the terms set forth in this
Agreement shall prevail. If, and to the extent this Agreement incorporates by
reference any provision of the Proposal, such provision shall be deemed a part of
this Agreement. Nevertheless, if there is any conflict among the terms and
conditions of this Agreement and those of any such provision or provisions so
incorporated by reference, this Agreement shall govern over the Proposal.
6.18. Costs: Each party shall bear its own costs and fees incurred in the
preparation and negotiation of this Agreement and in the performance of its
obligations hereunder except as expressly provided herein.
6.18. No Third Party Beneficiary Rights: This Agreement is entered into
for the sole benefit of City and Consultant and no other parties are intended to be
direct or incidental beneficiaries of this Agreement and no third party shall have
any right in, under or to this Agreement.
6.20 Headings: Paragraphs and subparagraph headings contained in
this Agreement are included solely for convenience and are not intended to
modify, explain or to be a fi.ill or accurate description of the content thereof and
shall not in any way affect the meaning or interpretation of this Agreement.
6.21. Construction: The parties have participated jointly in the
negotiation and drafting of this Agreement. In the event an ambiguity or question
of intent or interpretation arises with respect to this Agreement, this Agreement
shall be construed as if drafted jointly by the parties and in accordance with its
fair meaning. There shall be no presumption or burden of proof favoring or
disfavoring any party by virtue of the authorship of any of the provisions of this
Agreement.
6.22. Amendments: Only a writing executed by the parties hereto or their
respective successors and assigns may amend this Agreement.
65
6.23. Waiver: The delay or failure of either party at any time to require
performance or compliance by the other of any of its obligations or agreements
shall in no way be deemed a waiver of those rights to require such performance
or compliance. No waiver of any provision of this Agreement shall be effective
unless in writing and signed by a duly authorized representative of the party
against whom enforcement of a waiver is sought. The waiver of any right or
remedy in respect to any occurrence or event shall not be deemed a waiver of
any right or remedy in respect to any other occurrence or event, nor shall any
waiver constitute a continuing waiver.
6.24. Severability: If any provision of this Agreement is determined by a
court of competent jurisdiction to be unenforceable in any circumstance, such
determination shall not affect the validity or enforceability of the remaining terms
and provisions hereof or of the offending provision in any other circumstance.
Notwithstanding the foregoing, if the value of this Agreement, based upon the
substantial benefit of the bargain for any party is materially impaired, which
determination as made by the presiding court or arbitrator of competent
jurisdiction shall be binding, then both parties agree to substitute such
provision(s) through good faith negotiations.
6.25. Counterparts: This Agreement may be executed in one or more
counterparts, each of which shall be deemed an original. All counterparts shall
be construed together and shall constitute one agreement.
6.26. Corporate Authority: The persons executing this Agreement on
behalf of the parties hereto warrant that they are duly authorized to execute this
Agreement on behalf of said parties and that by doing so, the parties hereto are
formally bound to the provisions of this Agreement.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed by and through their respective authorized officers, as of the date first
above written.
CITY OF COSTA MESA,
A municipal corporation
Date:
City Manager of Costa Mesa
CONSULTANT
Date:
Signature
M.
Name and Title
Social Security or Taxpayer ID Number
APPROVED AS TO FORM:
Date:
City Attorney
APPROVED AS TO INSURANCE:
Date:
Risk Management
APPROVED AS TO CONTENT:
Date:
Project Manager
67
. ........... ...........e
EXHIBIT A
CITY COUNCIL POLICY 100-5
SUBJECT
POLICY
EFFECTIVE
PAGE
NUMBER
DATE
DRUG-FREE WORKPLACE
100-5
8-8-89
1 of 3
BACKGROUND
Under the Federal Drug -Free Workplace Act of 1988, passed as part of omnibus drug
legislation enacted November 18, 1988, contractors and grantees of Federal funds must
certify that they will provide drug-free workplaces. At the present time, the City of Costa
Mesa, as a sub -grantee of Federal funds under a variety of programs, is required to abide
by this Act. The City Council has expressed its support of the national effort to eradicate
drug abuse through the creation of a Substance Abuse Committee, institution of a City-
wide D.A.R.E. program in all local schools and other activities in support of a drug-free
community. This policy is intended to extend that effort to contractors and grantees of the
City of Costa Mesa in the elimination of dangerous drugs in the workplace.
PURPOSE
It is the purpose of this Policy to:
1. Clearly state the City of Costa Mesa's commitment to a drug-free society.
2. Set forth guidelines to ensure that public, private, and nonprofit organizations
receiving funds from the City of Costa Mesa share the commitment to a drug-
free workplace.
POLICY
The City Manager, under direction by the City Council, shall take the necessary steps
to see that the following provisions are included in all contracts and agreements
entered into by the City of Costa Mesa involving the disbursement of funds.
1. Contractor or Sub -grantee hereby certifies that it will provide a drug-free
workplace by:
a. Publishing a statement notifying employees that the unlawful
manufacture, distribution, dispensing, possession, or use of a controlled
substance is prohibited in Contractor's and/or sub -grantee's workplace,
specifically the job site or location included in this contract, and
specifying the actions that will be taken against the employees for
violation of such prohibition;
b. Establishing a Drug -Free Awareness Program to inform employees
about:
1. The dangers of drug abuse in the workplace;
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DATE
DRUG-FREE WORKPLACE
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2 of 3
2. Contractor's and/or sub -grantee's policy of maintaining a
drug-free workplace;
3. Any available drug counseling, rehabilitation and employee
assistance programs; and
4. The penalties that may be imposed upon employees for
drug abuse violations occurring in the workplace;
c. Making it a requirement that each employee to be engaged in the
performance of the contract be given a copy of the statement required by
subparagraph A;
d. Notifying the employee in the statement required by subparagraph 1 A
that, as a condition of employment under the contract, the employee will:
1. Abide by the terms of the statement; and
2. Notify the employer of any criminal drug statute conviction
for a violation occurring in the workplace no later than five
(5) days after such conviction;
e. Notifying the City of Costa Mesa within ten (10) days after receiving
notice under subparagraph 1 D 2 From an employee or otherwise
receiving the actual notice of such conviction;
f. Taking one of the following actions within thirty (30) days of receiving
notice under subparagraph 1 D 2 with respect to an employee who is so
convicted:
1. Taking appropriate personnel action against such an
employee, up to and including termination; or
2. Requiring such employee to participate satisfactorily in a
drug abuse assistance or rehabilitation program approved
for such purposes by a Federal, State, or local health
agency, law enforcement, or other appropriate agency;
3. Making a good faith effort to maintain a drug-free
workplace through implementation of subparagraphs 1 A
through 1 F, inclusive.
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DRUG-FREE WORKPLACE
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3 of 3
g. Making a good faith effort to maintain a drug-free workplace through
implementation of subparagraphs 1 A through 1 F, inclusive
2. Contractor and/or sub -grantee shall be deemed to be in violation of this Policy if
the City of Costa Mesa determines that:
a. Contractor and/or sub -grantee has made a false certification under
paragraph 1 above;
b. Contractor and/or sub -grantee has violated the certification by
failing to carry out the requirements of subparagraphs 1 A through
1 G above;
c. Such number of employees of Contractor and/or sub -grantee have
been convicted of violations of criminal drug statutes for violations
occurring in the workplace as to indicate that the contractor and/or
sub -grantee has failed to make a good faith effort to provide a drug-
free workplace.
3. Should any contractor and/or sub -grantee be deemed to be in violation of this
Policy pursuant to the provisions of 2 A, B, and C, a suspension, termination or
debarment proceeding subject to applicable Federal, State, and local laws shall
be conducted. Upon issuance of any final decision under this section requiring
debarment of a contractor and/or sub -grantee, the contractor and/or sub-
grantee shall be ineligible for award of any contract, agreement or grant from
the City of Costa Mesa for a period specified in the decision, not to exceed five
(5) years. Upon issuance of any final decision recommending against
debarment of the contractor and/or sub -grantee, the contractor and/or sub-
grantee shall be eligible for compensation as provided by law.
72
73
74
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EX PARTE COMMUNICATIONS CERTIFICATION
Please indicate by signing below one of the following two statements. Only sign
one statement.
I certify that Proposer and Proposer's representatives have not had any
communication with a City Councilmember concerning the Fire/EMS Services
RFP at any time after December 16, 2011.
xv
I certify that Proposer or Proposer's representatives have communicated after
December 16, 2011 with a City Councilmember concerning the Fire/EMS
Services RFP. A copy of all such communications is attached to this form for
public distribution.
75
76
PRICING PROPOSAL FORM
MUNICIPAL FACILITY MAINTENANCE SERVICES
Provide estimated annual pricing in accordance with the City's current
requirements, as set forth in section 3 Scope of Work. Also provide your firm's
proposed Staffing Plan on a separate sheet of paper. Proposer should use a
separate form to state pricing for any added value.
Pricing shall remain firm for a minimum of two (2) years. Any and all requests for pricing
adjustments for follow-on contract renewal periods shall be provided no later than sixty
(60) days prior to the end of the contract period. Any such proposed price adjustments
shall not exceed The Bureau of Labor Statistics Consumer Price Index (CPI) data for
Los Angles -Riverside -Orange County, CA, All Items, Not Seasonally Adjusted,
"annualized change comparing the original proposal month and the same month in the
subsequent year. (This information may be found on the U.S. Department of Labor's
website at www.bls.gov.)
Total Estimated Annual Price 1 $
77
78
DISQUALIFICATION QUESTIONNAIRE
The Contractor shall complete the following questionnaire:
Has the Contractor, any officer of the Contractor, or any employee of the
Contractor who has proprietary interest in the Contractor, ever been disqualified,
removed, or otherwise prevented from bidding on, or completing a federal, state,
or local government project because of a violation of law or safety regulation?
Yes No
If the answer is yes, explain the circumstances in the following space.
79
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DISCLOSURE OF GOVERNMENT POSITIONS
Each Proposer shall disclose below whether any owner or employee of the firm
currently hold positions as elected or appointed officials, directors, officers, or
employees of a governmental entity or held such positions in the past twelve
months. List below or state "None."
91
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