SCOPE OF WORK Provide janitorial services at the specific City facilities. See Exhibit A - Service Locations, attached and incorporated herein. See Exhibit A - Standard Cleaning Requirements, attached and incorporated herein. CITY’S RESPONSIBILITIES 1. City’s Facility Supervisor will provide initial orientation and guidance to the janitorial supervisor as to what work is expected to be done. 2. City’s Facility Supervisor will provide general on-going guidance to the janitorial supervisor as to any specific duties that fall within the realm of the contractor’s responsibilities. 3. City’s Facility Supervisor will provide feedback on the crews’ work performance on an “as needed” basis. 4. City’s Facility Supervisor will make repairs, address safety issues, replace light bulbs and room deodorizers. CONTRACTOR’S RESPONSIBILITIES 1. Provide supervisors who will demonstrate work techniques to the crews and supervise their activity each day to ensure that the work is completed in a satisfactory and safe manner and in compliance with the City’s specifications. 2. Provide a sufficient quantity of staff on each crew to assure that all duties are performed on each cleaning day. The City will not accommodate for a shortage of crew members. 3. Crew will have a professional appearance and wear an appropriate uniform shirt identifying the company, and “Janitor” or “Janitorial Crew”. Uniform shall be pre-approved by the City’s Facility Supervisor. 4. Ensure that the crew and its supervisors follow the work schedule. 5. Ensure that the supervisor maintains a log or record of the work performed during each work day and be made available to the City upon request. 6. Perform the job duties described in Exhibit A, attached and incorporated herein. Services will be provided Monday through Friday, with the exception of established City holidays. See Exhibit A for schedule. 7. All services will begin after 5:00 pm unless otherwise indicated. 8. Carpet Cleaning at the Civic Center and Solid Waste is not a part of this Contract. For all other sites, carpet cleaning method must be by truck mounted extraction method, performed by a professional carpet cleaning service, hired by the Contractor. Contractor must be responsible for sub-contracting out this service, i.e. making arrangements, scheduling, remain on site during cleaning, and lock up facility upon completion. Contractor shall be responsible for all work performed by the sub-contractor, and shall be the City’s point of contact if there are any problems with the carpet cleaning. Contractor shall provide the name of the carpet cleaning service, their certificates of insurance meeting the City’s requirements, and a carpet cleaning schedule to the City’s Facility Supervisor one month in advance of cleaning. 9. Steam clean carpets only on Fridays after 5:00 pm to allow carpets to dry over the weekend. 10. On the first business day of each month, the Contractor will fax a schedule of all additional services (floor waxing, carpet cleaning, interior and exterior window washing, and cleaning of light fixtures) to be performed during the following month (i.e. April 1, fax a schedule for the month of May) to 530-224-6104. Alternately, the Contractor may provide a schedule on an annual basis for the whole year. 11. On the first business day of each month, the Contractor will fax confirmation to 530-224- 6104 that additional services (item (i) above) for the previous month were done as scheduled, and the actual date the service was completed. 12. Assume responsibility for locking up and setting the alarm (as applicable) at each facility as it is cleaned. At the Civic Center, the crew supervisor will check to see that all exterior doors are locked when the crew arrives and again when they leave for the evening. The crew supervisor at each facility will maintain a daily log indicating the time that each door is checked and locked. The City will be informed the next day of any doors found unsecured. 13. Contact the City’s alarm monitoring contractor (site-specific alarm company information will be provided to awarded contractor) if/when the janitorial crew sets off alarms at City facilities. 14. Supply a list of names and birth dates for all of the janitorial personnel. The City shall supply the list to respective alarm company for use as identification codes when responding to alarms at City facilities. 15. Contractor will supply all equipment needed to perform specified janitorial duties such as cleaning chemicals, vacuum cleaners, brooms, dusters, etc. 16. Assume all payroll, Workers’ Compensation, and liability costs for the janitorial crew. 17. Bill the City on a monthly basis for the work performed the preceding month. 18. Report to Facility Supervisor items in need of repair, safety issues, lights out, water leaks, room deodorizers needing replacement, etc. 19. Contractor to advise location contact person before waxing or carpet cleaning floors. Contractor is responsible for moving furniture before and after waxing or carpet cleaning, and all furniture shall be returned to its location before the start of the next working day. Since hours of operation vary at each facility, please arrange a mutually agreeable day and time with the location contact person. SUPPLIES AND EQUIPMENT TO BE PROVIDED BY THE CONTRACTOR Contractor as owner of equipment shall bear the responsibility of obtaining insurance against loss or damage of property due to accidents, theft, vandalism, and acts of nature, i.e., earthquakes, fires, floods, lightning, etc. The City shall not be liable for loss or damage to the equipment furnished by the Contractor from any cause whatsoever while the equipment is in the possession of the City, except when loss or damage resulted from the sole negligence of the City. CLEANING CHEMICALS USED ON CITY PROPERTY The handling and transportation of hazardous materials, waste and substances must be in accordance with the applicable regulations of the Department of Transportation, the Environmental Protection Agency, the California Highway Patrol, the California Department of Health Services, the California Division of Occupational Safety and Health, the California Administrative Code, the California Labor Code and other regulatory and enforcement agencies. All hazardous material containers including flammable, combustible, carcinogenic, toxic, or reproductive toxins, or other dangerous, or poisonous chemicals shall be clearly and properly labeled as to content along with other pertinent safety information. Contractor shall provide a binder at each City facility, containing MSDS for all chemicals used at that particular facility. Binder shall be located in each designated janitorial storage room on site. Contractor shall ensure that his employees are trained to handle and/or transport hazardous materials and to use proper protective equipment; ensure that employees have access to the proper protective equipment such as rubber gloves, goggles or face shield, and rubber aprons when handling and transporting acids or caustics. Contractors who bring or store hazardous materials on the job site shall maintain business plans for reducing and mitigating a release or spill. When hazardous materials exceed reportable quantities (as outlined in the Health and Safety Code), the successful contractor shall file with the Redding Fire Department and the Shasta County Environmental Health Division a business plan for the prevention and mitigation of hazardous material releases or spills. Such plan shall be in accordance with Chapter 6.95 of the Health and Safety Code. A current Material Safety Data Sheet (MSDS) shall be provided with all deliveries of hazardous materials, i.e., chemicals that are flammable, carcinogenic, toxic, or are reproductive toxins. These include irritants, corrosives, sensitizers, hepatotoxins, nephrotoxins, neurotoxins, agents that act on the hematopoietic system, and any agents which may damage the lungs, skin, eyes and or mucus membranes. Under no circumstances will a potentially hazardous chemical be brought onto a City project site until adequate information regarding health hazards is received by the City. SUPPLIES AND EQUIPMENT TO BE PROVIDED BY CITY Custodial paper products, trash can liners, and liquid soap for dispensers will be provided by the City. Contractor Supervisor to contact Kevin Steele, Facility Supervisor, at (530) 245-7147 two (2) days in advance to arrange a time to pick up supplies at the Warehouse located at the south (rear) of Building #2, 20055 Viking Way. CONTRACTOR REQUIREMENTS • Contractor shall be registered as a Janitorial Service Provider/Contractor with the California Department of Industrial Relations Labor Commissioner’s Office at the time the proposal is submitted. • Contractor shall possess or obtain a City of Redding Business License upon award. • Contractor shall have been in business a minimum of five (5) years under the same name and ownership. CONTRACT PRICING Labor, equipment, and any material or supplies necessary to perform the duties outlined in this scope of work shall be included in the monthly price. The City reserves the right to add or delete locations during the terms of this contract. Should a new location be added, a mutually agreed upon price shall be negotiated. INVOICING/PAYMENT Upon completion of any work in a given month, the Contractor shall furnish an invoice for work done. City shall make payment within 30 days of invoice receipt. Payment may be delayed if invoices do not meet City requirements
