HomeMy WebLinkAboutStaff Report 8323City of Palo Alto (ID # 8323)
City Council Staff Report
Report Type: Action Items Meeting Date: 8/14/2017
City of Palo Alto Page 1
Summary Title: Approval of a Contract for Janitorial Services
Title: Approval of a Five-Year General Services Agreement With SWA Services
Group in the Amount of $10,652,615 for Janitorial Services and Approval of a
Budget Amendment in the General Fund
From: City Manager
Lead Department: Public Works
Recommendation
Staff recommends that Council
1.Approve and authorize the City Manager or his designee to execute the
attached General Services Agreement in an amount not to exceed $10,652,615
with SWA Services Group (Attachment A) for janitorial services for a term of
five years effective September 1, 2017 ending August 31, 2022; including
$10,145,347 for Basic Services and $507,268 for Additional Services.
2.Amend Fiscal Year 2018 Budget Appropriation Ordinance for the General Fund
by:
a.Decreasing the FY 2018 Operations Reserve in Non-Departmental by
$500,000;
b.Decreasing the General Fund Budget Stabilization Reserve by $753,463;
and
c.Increasing the appropriation for the Public Works Department by
$1,253,463.
Executive Summary
After a Request for Proposal (RFP) process was completed, staff recommends a
five year contract with SWA Services Group beginning September 1, 2017 for
janitorial services as the current janitorial services contract expires August 31,
City of Palo Alto Page 2
2017. Approval of this contract would ensure continuity of janitorial services
citywide at the same specified service levels;however, it does reflect a significant
increase in costs from our current provider (approximately an additional $1.2
million in FY 2018). As discussed in detail below, historically vendors have
struggled to meet the City’s contract performance standards. Therefore, staff
proactively addressed this historic gap in performance by amending the RFP
process to 1) include recommended minimum staffing numbers and minimum
material costs to the contract RFP and 2) place a greater weighting factor on
effective performance solutions and staffing stability.As expected, these changes
resulted in significant increases in the cost proposals compared to the current
contract, and in selection of a vendor who did not have the lowest cost proposal.
SWA Services Group ranked highest in proposal evaluations and second lowest in
cost.This contract also complies with the City’s current minimum wage
requirements over the term of the contract.
Background
The City has utilized outside contractors to provide janitorial services for City
facilities since 1994.Under the General Services Agreement (Attachment A),
Exhibit B lists all City facilities serviced in the agreement and the routine/regular
scope of services for each facility (defined as Basic Services). Since 1994, an RFP
was used for each solicitation, with cost having the greatest weight in rating
criteria resulting in each contract being awarded to the lowest cost vendor. Thus
far, all janitorial service vendors have struggled to meet the City’s contract
performance standards resulting in significant staff time necessary to manage the
contract. For example staff has completed daily facility inspections, documented
and reported performance issues with requests for corrective actions, monitored
contract employee attendance, and escalated problems to the vendor. Issues
consisted of supply and material shortages, prohibited activities on City property,
missed services, and poor work performance.
In preparation for the RFP for a janitorial service provider, staff researched both
past City practices as well as neighboring jurisdictions in order to release an RFP
that would result in reliable services to the City. Research areas included
reviewing past solicitation practices with contractor performance and
benchmarking service levels, performance,and costs with other local agencies.
This research demonstrated that other agencies face similar challenges and
historic rating criteria that gave preference to cost have not been effective in
City of Palo Alto Page 3
obtaining vendors who can adequately meet the City’s contract performance
standards for janitorial services. When striving for the lowest cost, the City saw
gaps in sufficient staffing including adequate supervision, significantly low wage
rates impacting recruitment (including the ability to pass Department of Justice
background checks)and retention of staff, and insufficient supplies and materials.
All of these have led to cleaning issues throughout the City and additional City
staff management of the vendor eroding City staff capacity. Agencies have
addressed these issues in different ways. Below is a chart outlining the
recommended contract as well as the current contracts of two neighboring
jurisdictions:
2017 Local Agency Comparisons
Janitorial Palo Alto
Mountain
View Menlo Park
Size (sq miles)26 12 17 (10 land)
Population 67,000 78,000 32,000
# Buildings Serviced 43 26 18
Building SF 699,259 365,002 n/a
Annual Cost $1.91m $1m $248k
# Contract Employees 33 17 5
Includes Chemical Costs Y Y Y
Includes Supply Costs Y N N
Includes Floor Waxing Y Y N
Includes Window Washing*Y N N
* Excludes City Hall exterior.
Janitorial vendors have challenges recruiting and retaining qualified and reliable
employees when paying minimum wage rates. A pay rate of $12 an hour equates
to $25,000 annually for a full time position, also equal to the 2017 US Federal
Poverty Guideline for a family of four. In 2016,the Bureau of Labor Statistics
hourly mean wage for janitors in local government was $15.37. Many agencies
have required vendors to pay contract staff higher hourly wages to counteract
City of Palo Alto Page 4
these challenges. The City of Los Altos recently moved to $14 an hour and the City
of Mountain View will be at $15.60 an hour (union scale wage) in a few months.
The City of Mountain View has required union scale wages for the last few years.
Staff recognizes the benefits of vendors paying their employees a higher wage and
providing health care benefits, resulting in a more reliable workforce.Currently
the City of Palo Alto has a minimum wage requirement of $12 an hour. Effective
January 1, 2018, it will increase to $13.50 and $15 by January 2, 2019.
Discussion
In May 2017, staff issued an RFP for the solicitation of janitorial services for the
City with the goal of selecting a vendor prior to the sunset of the current contract
August 31, 2017. Staff strived to minimize past performance issues by amending
the RFP process to 1) include recommended minimum staffing numbers and
minimum material costs to the contract RFP and 2) place a greater weighting
factor on effective performance solutions and staffing stability.
The RFP process allows for an evaluation of proposals based on a number of
factors or criteria, with the intent to select a vendor based on best value as
opposed to simply the lowest cost responsive and responsible bidder. The RFP
evaluation criteria and weighting factors used are shown below:
40% -quality, performance, & effectiveness of services to be provided
20% -cost evaluation
10% -experience
10% -ability to provide future maintenance and services
5% -ability to perform contract within the time specified
5% -contractor’s financial stability
5%-quality of the proposal
5% -prior record
Recommended minimum staffing levels of 26 custodians, 2 day porters, 1 lead, 3
utility workers (hard floor finishing, window washing, and
monthly/quarterly/biannual/annual cleaning), and 1 supervisor along with
material and supply costs were included in the RFP issued.
Solicitation Process
City of Palo Alto Page 5
A Request for Proposals for Janitorial Services was posted on the City’s
eProcurement system on May 1, 2017. Twenty-seven companies registered to
view the proposal;however, only three proposals were received on May 23, 2017.
Proposals were evaluated and oral interviews completed on June 7, 2017. The City
extended to all three proposers an invitation to participate in the Best and Final
Offer (BAFO) process to allow them an opportunity to amend their proposal and to
reduce their price with no change in scope. Uniserve lowered its price by 1.03%.
SWA and Impec elected not to change their price. The price proposals are as
follows.
Summary of Proposals
Year 1 Year 2 Year 3 Year 4 Year 5 Total
Uniserv
e
$1,356,96
4
$1,503,41
2
$1,646,37
5
$1,693,70
7
$1,740,12
5 $7,858,958
SWA
$1,910,92
2
$1,968,25
0
$2,027,29
8
$2,088,11
7
$2,150,76
0
$10,145,34
7
Impec
$2,240,57
0
$2,399,02
6
$2,539,03
3
$2,716,30
6
$2,784,90
1
$12,679,83
6
Proposals ranged from a low of $7,858,958 to a high of $12,679,836 for the five-
year term of the contract. Based on the evaluation team’s overall score for
proposal and cost,SWA Services Group was unanimously selected as the best
value proposer. Staff reviewed vendor qualifications and found that SWA is a
local company and has provided service to many companies and some public
agencies in the local area. They currently provide janitorial service to the City of
Mountain View. SWA understands the local economy and labor forces and has
established resources for backup supplies, equipment, staffing, and supervision.
The lowest ranked proposer,Uniserve Facilities Services Corporation, was 2%
higher than staff’s cost estimate, based off the five year total cost and is located
in the Los Angeles area with only one account in this area. SWA’s price was 30%
above staff’s cost estimate and the highest bidder, Impec Group, was 63% greater
than staff’s cost estimate.Although SWA’s Year 1 cost is approximately 41%
higher than Uniserve, this difference narrows to 23% by Year 3 as Uniserve would
be required to raise its wages to comply with Palo Alto’s minimum wage
requirements. At Year 3,the primary difference in the cost of the two proposals
is the provision of employee benefits, overhead and profit rate.
City of Palo Alto Page 6
Janitorial
Contractor Year 1
Year 1
Employee
Pay Rate/Hr Union
Health Benefits,
Vacation, Holiday
Uniserve $1,356,964 $12 N N
SWA $1,910,922 $15 N Y
Impec $2,240,570 $13.50 Y Y
In the past,the amount set aside for Additional Services (those services beyond
routine/regular, Basic Services) in the janitorial services contract has been fifteen
percent of the total contract price. To lower overall costs, staff recommends five
percent or $507,268 for Additional Services. Additional Services covers work not
specified in the original scope of Basic Services and may include but is not limited
to,new services, emergency services, and special event services required during
the course of the five-year term.Without Additional Services, each request for
other janitorial services outside of the contract basic scope will require Council
approval and additional funding.
Alternatives
To reduce costs, staff considered reducing staffing and/or service levels but this is
not viable as it would then change the RFP or contract which has already been
solicited. The contract also specifies a Custodial Cleaning Standard of Level 2
Ordinary Tidiness. A reduction of service would lower the standard to Level 3
Casual which usually reflects the standard for first budget cuts and will be
noticeable. Service reductions may also affect LEED building cleaning
requirements, indoor air quality for health and safety, maintenance on heating
and ventilation equipment, and flooring life cycles and warranties.Libraries and
newly remodeled facilities are also experiencing higher usage and requesting
more frequent and higher levels of service to keep them looking presentable for
the public and staff. Therefore staff does not recommend reducing the scope of
the custodial contract.
Hypothetically, a reduction of five employees could save approximately twelve
percent each year of the five-year contract ($250,000 in the first year). This
reduction would result in eliminating:
City of Palo Alto Page 7
1.three utility workers who perform window washing, hard floor care/
finishing, dusting, cobweb cleaning, exterior entry way cleaning, wall,
counter and table top cleaning, and refrigerator cleaning;
2.eliminating one day porter who performs the additional daytime
cleaning of City Hall, all libraries, certain areas of the MSC, and
emergency clean ups; and
3.eliminating one night custodian who performs forty hours of weekly
service at various City facilities.
Timeline
The current janitorial services contract expires August 31, 2017. Pending Council
approval of this staff-recommended contract with SWA Services Group, the new
vendor contract can be effective September 1, 2017. If Council prefers the
selection of another proposal, the selected vendor would need to be notified and
would likely need 30-60 days after contract award to transition, leaving the City
without custodial services for that time. The current vendor is not willing to work
past August 31, 2017.
Resource Impact
The cost of this five-year contract with SWA Services Group is $10,652,615;
including $10,145,347 for Basic Services and $507,268 for Additional Services. The
Fiscal Year 2018 Adopted Operating Budget includes a portion of the funding
needed for year one of this contract;however,an additional $1,253,463 will be
appropriated to the Public Works Department to close the funding gap for the full
FY 2018 cost of $2,006,468. The City allocates the cost for custodial services to
ensure all funding sources that receive this service contribute to the costs.
Currently this allocation is based on square footage resulting in approximately 82%
of the costs on the General Fund. Therefore of the $2.0 million annually,
approximately $1.6 million is attributed to the General Fund.
To fund this contract in FY 2018, an incremental increase of $1.25 million, staff
recommends the use of the FY 2018 Operations Reserve in Non-Departmental
($500,000) and the remaining funding of $753,463 is recommended to be taken
from the Budget Stabilization Reserve (BSR). As part of the FY 2018 year-end
City of Palo Alto Page 8
reconciliation of the General Fund Cost Plan to true-up actual costs to budgeted
estimates, it is anticipated that the $225,000 of this increase (18 percent non
General Fund related services) will be charge to appropriate non General Fund
departments/funds. Ongoing, the budgeted cost of the contract will be allocated
across the City as part of the General Fund Cost Plan as part of the annual budget
development process.
This action would result in a reduction of the Budget Stabilization Reserve below
the City Council approved 18.5 percent, however, it is anticipated that sufficient
excess revenues and additional expense savings from FY 2017 will offset this once
the FY 2017 financials are closed. Therefore, it is staff’s intent to restore the BSR to
City Council approved target of 18.5 percent.
Environmental Review
This project is categorically exempt from the provisions of the California
Environmental Quality Act (CEQA) under Sections 15301 and 15302 of the CEQA
Guidelines as repair, maintenance, and alteration of an existing facility and no
further environmental review is necessary.
Attachments:
·C18168154 Janitorial Contract
City of Palo Alto General Services Agreement 1 Rev. February 8, 2017
CITY OF PALO ALTO CONTRACT NO. C18168154
GENERAL SERVICES AGREEMENT
THIS AGREEMENT made and entered into on the 14th day of August, 2017, by and
between the CITY OF PALO ALTO, a California chartered municipal corporation
(“CITY”), and SWA SERVICES GROUP, INC.,a California corporation, located at 68 Harold
Avenue, Santa Clara, CA 95050,Telephone Number: (408)591-0088 (“CONTRACTOR”).
In consideration of their mutual covenants, the parties hereto agree as follows:
1.SERVICES. CONTRACTOR shall provide or furnish the services (the “Services”)
described in the Scope of Services, attached at Exhibit A.
2. EXHIBITS. The following exhibits are attached to and made a part of this
Agreement:
“A” -Scope of Services
“A-1” –On-Call Task Order
“B” -Schedule of Performance
“C”–Compensation and Schedule of Fees
“D” -Insurance Requirements
“E” - Performance Bond
“F” -Liquidated Damages
CONTRACT IS NOT COMPLETE UNLESS ALL INDICATED EXHIBITS ARE ATTACHED.
3. TERM.
The term of this Agreement is from September 1, 2017 to August 31, 2022
inclusive, subject to the provisions of Sections Q and V of the General Terms and
Conditions.
4.SCHEDULE OF PERFORMANCE. CONTRACTOR shall complete the Services within
the term of this Agreement in a reasonably prompt and timely manner based
upon the circumstances and direction communicated to CONTRACTOR, and if
applicable, in accordance with the schedule set forth in the Schedule of
Performance, attached at Exhibit B. Time is of the essence in this Agreement.
5. COMPENSATION FOR ORIGINAL TERM. CITY shall pay and CONTRACTOR agrees
to accept as not-to-exceed compensation for the full performance of the
Services and reimbursable expenses, if any:
City of Palo Alto General Services Agreement 2 Rev. February 8, 2017
OR
City of Palo Alto General Services Agreement 3 Rev. February 8, 2017
Term, which shall be compared with the CPI published most immediately
preceding the commencement date of the then expiring term.
Notwithstanding the foregoing, in no event shall CONTRACTOR’s
compensation rates be increased by an amount exceeding five percent of
the rates effective during the immediately preceding term. Any
adjustment to CONTRACTOR’s compensation rates shall be reflected in a
written amendment to this Agreement.
7.CLAIMS PROCEDURE FOR “9204 PUBLIC WORKS PROJECTS”. For purposes of
this Section 7, a “9204 Public Works Project” means the erection, construction,
alteration, repair, or improvement of any public structure, building, road, or
other public improvement of any kind. Public Contract Code Section 9204
mandates certain claims procedures for Public Works Projects, which are set
forth in “Appendix A -Claims for Public Contract Code Section 9204 Public Works
Projects”.
City of Palo Alto General Services Agreement 4 Rev. February 8, 2017
experience and is duly licensed or certified, to the extent such licensing or
certification is required by law, to perform the Services. CITY expressly relies on
CONTRACTOR’s representations regarding its skills, knowledge,and
certifications. CONTRACTOR shall perform all work in accordance with generally
accepted business practices and performance standards of the industry,
including all federal, state, and local operation and safety regulations.
C.INDEPENDENT CONTRACTOR. It is understood and agreed that in the
performance of this Agreement, CONTRACTOR and any person employed by
CONTRACTOR shall at all times be considered an independent CONTRACTOR and
not an agent or employee of CITY. CONTRACTOR shall be responsible for
employing or engaging all persons necessary to complete the work required
under this Agreement.
D.SUBCONTRACTORS. CONTRACTOR may not use subcontractors to perform any
Services under this Agreement unless CONTRACTOR obtains prior written
consent of CITY. CONTRACTOR shall be solely responsible for directing the work
of approved subcontractors and for any compensation due to subcontractors.
E.TAXES AND CHARGES. CONTRACTOR shall be responsible for payment of all
taxes, fees, contributions or charges applicable to the conduct of CONTRACTOR’s
business.
F.COMPLIANCE WITH LAWS. CONTRACTOR shall in the performance of the
Services comply with all applicable federal, state and local laws, ordinances,
regulations, and orders.
G.PALO ALTO MINIMUM WAGE ORDINANCE.CONTRACTOR shall comply with all
requirements of the Palo Alto Municipal Code Chapter 4.62 (Citywide Minimum
Wage), as it may be amended from time to time. In particular, for any employee
otherwise entitled to the State minimum wage, who performs at least two (2)
hours of work in a calendar week within the geographic boundaries of the City,
CONTRACTOR shall pay such employees no less than the minimum wage set
forth in Palo Alto Municipal Code section 4.62.030 for each hour worked within
the geographic boundaries of the City of Palo Alto. In addition, CONTRACTOR
shall post notices regarding the Palo Alto Minimum Wage Ordinance in
accordance with Palo Alto Municipal Code section 4.62.060.
H.DAMAGE TO PUBLIC OR PRIVATE PROPERTY. CONTRACTOR shall, at its sole
expense, repair in kind, or as the City Manager or designee shall direct, any
damage to public or private property that occurs in connection with
CONTRACTOR’s performance of the Services. CITY may decline to approve and
may withhold payment in whole or in part to such extent as may be necessary to
protect CITY from loss because of defective work not remedied or other damage
City of Palo Alto General Services Agreement 5 Rev. February 8, 2017
to the CITY occurring in connection with CONTRACTOR’s performance of the
Services. CITY shall submit written documentation in support of such
withholding upon CONTRACTOR’s request. When the grounds described above
are removed, payment shall be made for amounts withheld because of them.
I. WARRANTIES. CONTRACTOR expressly warrants that all services provided under
this Agreement shall be performed in a professional and workmanlike manner in
accordance with generally accepted business practices and performance
standards of the industry and the requirements of this Agreement.
CONTRACTOR expressly warrants that all materials, goods and equipment
provided by CONTRACTOR under this Agreement shall be fit for the particular
purpose intended, shall be free from defects, and shall conform to the
requirements of this Agreement. CONTRACTOR agrees to promptly replace or
correct any material or service not in compliance with these warranties,
including incomplete, inaccurate, or defective material or service, at no further
cost to CITY. The warranties set forth in this section shall be in effect for a period
of one year from completion of the Services and shall survive the completion of
the Services or termination of this Agreement.
J. MONITORING OF SERVICES. CITY may monitor the Services performed under this
Agreement to determine whether CONTRACTOR’s work is completed in a
satisfactory manner and complies with the provisions of this Agreement.
K. CITY’S PROPERTY. Any reports, information, data or other material (including
copyright interests) developed, collected, assembled, prepared, or caused to be
prepared under this Agreement will become the property of CITY without
restriction or limitation upon their use and will not be made available to any
individual or organization by CONTRACTOR or its subcontractors, if any, without
the prior written approval of the City Manager.
L.AUDITS. CONTRACTOR agrees to permit CITY and its authorized representatives
to audit, at any reasonable time during the term of this Agreement and for three
(3) years from the date of final payment, CONTRACTOR’s records pertaining to
matters covered by this Agreement. CONTRACTOR agrees to maintain accurate
books and records in accordance with generally accepted accounting principles
for at least three (3) following the terms of this Agreement.
M.NO IMPLIED WAIVER. No payment, partial payment, acceptance, or partial
acceptance by CITY shall operate as a waiver on the part of CITY of any of its
rights under this Agreement.
N. INSURANCE. CONTRACTOR, at its sole cost, shall purchase and maintain in full
force during the term of this Agreement, the insurance coverage described at
Exhibit D. Insurance must be provided by companies with a Best’s Key Rating of
City of Palo Alto General Services Agreement 6 Rev. February 8, 2017
A-:VII or higher and which are otherwise acceptable to CITY’s Risk Manager. The
Risk Manager must approve deductibles and self-insured retentions. In addition,
all policies, endorsements, certificates and/or binders are subject to approval by
the Risk Manager as to form and content. CONTRACTOR shall obtain a policy
endorsement naming the City of Palo Alto as an additional insured under any
general liability or automobile policy. CONTRACTOR shall obtain an
endorsement stating that the insurance is primary coverage and will not be
canceled or materially reduced in coverage or limits until after providing 30 days
prior written notice of the cancellation or modification to the Risk Manager.
CONTRACTOR shall provide certificates of such policies or other evidence of
coverage satisfactory to the Risk Manager, together with the required
endorsements and evidence of payment of premiums, to CITY concurrently with
the execution of this Agreement and shall throughout the term of this
Agreement provide current certificates evidencing the required insurance
coverages and endorsements to the Risk Manager. CONTRACTOR shall include
all subcontractors as insured under its policies or shall obtain and provide to CITY
separate certificates and endorsements for each subcontractor that meet all the
requirements of this section. The procuring of such required policies of insurance
shall not operate to limit CONTRACTOR’s liability or obligation to indemnify CITY
under this Agreement.
O. HOLD HARMLESS. To the fullest extent permitted by law and without limitation
by the provisions of section N relating to insurance, CONTRACTOR shall
indemnify, defend and hold harmless CITY, its Council members, officers,
employees and agents from and against any and all demands, claims, injuries,
losses, or liabilities of any nature, including death or injury to any person,
property damage or any other loss and including without limitation all damages,
penalties, fines and judgments, associated investigation and administrative
expenses and defense costs, including, but not limited to reasonable attorney’s
fees, courts costs and costs of alternative dispute resolution), arising out of, or
resulting in any way from or in connection with the performance of this
Agreement. CONTRACTOR’s obligations under this Section apply regardless of
whether or not a liability is caused or contributed to by any negligent (passive or
active) act or omission of CITY, except that CONTRACTOR shall not be obligated
to indemnify for liability arising from the sole negligence or willful misconduct of
CITY. The acceptance of the Services by CITY shall not operate as a waiver of the
right of indemnification. The provisions of this Section survive the completion of
the Services or termination of this Agreement.
P.NON-DISCRIMINATION. As set forth in Palo Alto Municipal Code section
2.30.510, CONTRACTOR certifies that in the performance of this Agreement, it
shall not discriminate in the employment of any person because of the race, skin
color, gender, age, religion, disability, national origin, ancestry, sexual
orientation, housing status, marital status, familial status, weight or height of
City of Palo Alto General Services Agreement 7 Rev. February 8, 2017
such person. CONTRACTOR acknowledges that it has read and understands the
provisions of Section 2.30.510 of the Palo Alto Municipal Code relating to
Nondiscrimination Requirements and the penalties for violation thereof, and
agrees to meet all requirements of Section 2.30.510 pertaining to
nondiscrimination in employment.
Q.WORKERS' COMPENSATION. CONTRACTOR, by executing this Agreement,
certifies that it is aware of the provisions of the Labor Code of the State of
California which require every employer to be insured against liability for
workers' compensation or to undertake self-insurance in accordance with the
provisions of that Code, and certifies that it will comply with such provisions, as
applicable, before commencing and during the performance of the Services.
R.TERMINATION. The City Manager may terminate this Agreement without cause
by giving ten (10) days’ prior written notice thereof to CONTRACTOR. If
CONTRACTOR fails to perform any of its material obligations under this
Agreement, in addition to all other remedies provided by law, the City Manager
may terminate this Agreement immediately upon written notice of termination.
Upon receipt of such notice of termination, CONTRACTOR shall immediately
discontinue performance. CITY shall pay CONTRACTOR for services satisfactorily
performed up to the effective date of termination. If the termination is for
cause, CITY may deduct from such payment the amount of actual damage, if any,
sustained by CITY due to CONTRACTOR’s failure to perform its material
obligations under this Agreement. Upon termination, CONTRACTOR shall
immediately deliver to the City Manager any and all copies of studies, sketches,
drawings, computations, and other material or products, whether or not
completed, prepared by CONTRACTOR or given to CONTRACTOR, in connection
with this Agreement. Such materials shall become the property of CITY.
S.ASSIGNMENTS/CHANGES. This Agreement binds the parties and their
successors and assigns to all covenants of this Agreement. This Agreement shall
not be assigned or transferred without the prior written consent of CITY. No
amendments, changes or variations of any kind are authorized without the
written consent of CITY.
T.CONFLICT OF INTEREST. In accepting this Agreement, CONTRACTOR covenants
that it presently has no interest, and will not acquire any interest, direct or
indirect, financial or otherwise, which would conflict in any manner or degree
with the performance of this Contract. CONTRACTOR further covenants that, in
the performance of this Contract, it will not employ any person having such an
interest. CONTRACTOR certifies that no CITY Officer, employee, or authorized
representative has any financial interest in the business of CONTRACTOR and
that no person associated with CONTRACTOR has any interest, direct or indirect,
City of Palo Alto General Services Agreement 8 Rev. February 8, 2017
which could conflict with the faithful performance of this Contract.
CONTRACTOR agrees to advise CITY if any conflict arises.
U.GOVERNING LAW. This Agreement shall be governed and interpreted by the
laws of the State of California.
V.ENTIRE AGREEMENT. This Agreement, including all exhibits, represents the
entire agreement between the parties with respect to the services that may be
the subject of this Agreement. Any variance in the exhibits does not affect the
validity of the Agreement and the Agreement itself controls over any conflicting
provisions in the exhibits. This Agreement supersedes all prior agreements,
representations, statements, negotiations and undertakings whether oral or
written.
W.NON-APPROPRIATION. This Agreement is subject to the fiscal provisions of the
Charter of the City of Palo Alto and the Palo Alto Municipal Code. This
Agreement will terminate without any penalty (a) at the end of any fiscal year in
the event that funds are not appropriated for the following fiscal year, or (b) at
any time within a fiscal year in the event that funds are only appropriated for a
portion of the fiscal year and funds for this Contract are no longer available. This
Section shall take precedence in the event of a conflict with any other covenant,
term, condition, or provision of this Contract.
X.ENVIRONMENTALLY PREFERRED PURCHASING AND ZERO WASTE
REQUIREMENTS. CONTRACTOR shall comply with CITY’s Environmentally
Preferred Purchasing policies which are available at CITY’s Purchasing Division,
which are incorporated by reference and may be amended from time to time.
CONTRACTOR shall comply with waste reduction, reuse, recycling and disposal
requirements of CITY’s Zero Waste Program. Zero Waste best practices include
first minimizing and reducing waste; second, reusing waste and third, recycling
or composting waste. In particular, CONTRACTOR shall comply with the
following zero waste requirements:
·All printed materials provided by CONTRACTOR to CITY generated from a
personal computer and printer including but not limited to, proposals,
quotes, invoices, reports, and public education materials, shall be double-
sided and printed on a minimum of 30% or greater post-consumer
content paper, unless otherwise approved by CITY’s Project Manager.
Any submitted materials printed by a professional printing company shall
be a minimum of 30% or greater post-consumer material and printed
with vegetable based inks.
·Goods purchased by Contractor on behalf of CITY shall be purchased in
accordance with CITY’s Environmental Purchasing Policy including,but
not limited to,Extended Producer Responsibility requirements for
products and packaging. A copy of this policy is on file at the Purchasing
City of Palo Alto General Services Agreement 9 Rev. February 8, 2017
Division’s office.
·Reusable/returnable pallets shall be taken back by CONTRCATOR, at no
additional cost to CITY, for reuse or recycling. CONTRACTOR shall provide
documentation from the facility accepting the pallets to verify that pallets
are not being disposed.
Y.AUTHORITY. The individual(s) executing this Agreement on behalf of the parties
represent and warrant that they have the legal capacity and authority to do so
on behalf of their respective legal entities.
Z.PREVAILING WAGES
This Project is not subject to prevailing wages.Contractor is not required to pay
prevailing wages in the performance and implementation of the Project in
accordance with SB 7, if the contract is not a public works contract, if contract
does not include a public works construction project of more than $25,000, or
the contract does not include a public works alteration, demolition, repair, or
maintenance (collectively, ‘improvement’) project of more than $15,000.
OR
Contractor is required to pay general prevailing wages as defined in Subchapter
3, Title 8 of the California Code of Regulations and Section 16000 et seq.and
Section 1773.1 of the California Labor Code. Pursuant to the provisions of
Section 1773 of the Labor Code of the State of California, the City Council has
obtained the general prevailing rate of per diem wages and the general rate for
holiday and overtime work in this locality for each craft, classification, or type of
worker needed to execute the contract for this Project from the Director of the
Department of Industrial Relations (“DIR”).Copies of these rates may be
obtained at the Purchasing Division’s office of the City of Palo Alto.Contractor
shall provide a copy of prevailing wage rates to any staff or subcontractor hired,
and shall pay the adopted prevailing wage rates as a minimum.Contractor shall
comply with the provisions of all sections, including, but not limited to, Sections
1775, 1776, 1777.5, 1782, 1810, and 1813, of the Labor Code pertaining to
prevailing wages.
AA.DIR REGISTRATION. In regard to any public work construction, alteration,
demolition, repair or maintenance work, CITY will not accept a bid proposal from
or enter into this Agreement with CONTRACTOR without proof that
CONTRACTOR and its listed subcontractors are registered with the California
Department of Industrial Relations (“DIR”) to perform public work, subject to
limited exceptions. City requires CONTRACTOR and its listed subcontractors to
comply with the requirements of SB 854.
City of Palo Alto General Services Agreement 10 Rev. February 8, 2017
CITY provides notice to CONTRACTOR of the requirements of California Labor
Code section 1771.1(a), which reads:
“A contractor or subcontractor shall not be qualified to bid on, be listed in a bid
proposal, subject to the requirements of Section 4104 of the Public Contract
Code, or engage in the performance of any contract for public work, as defined
in this chapter, unless currently registered and qualified to perform public work
pursuant to Section 1725.5. It is not a violation of this section for an
unregistered contractor to submit a bid that is authorized by Section 7029.1 of
the Business and Professions Code or Section 10164 or 20103.5 of the Public
Contract Code, provided the contractor is registered to perform public work
pursuant to Section 1725.5 at the time the contract is awarded.”
CITY gives notice to CONTRACTOR and its listed subcontractors that
CONTRCATOR is required to post all job site notices prescribed by law or
regulation and CONTRACTOR is subject to SB 854-compliance monitoring and
enforcement by DIR.
CITY requires CONTRACTOR and its listed subcontractors to comply with the
requirements of Labor Code section 1776, including:
Keep accurate payroll records, showing the name, address, social security
number, work classification, straight time and overtime hours worked each day
and week, and the actual per diem wages paid to each journeyman, apprentice,
worker, or other employee employed by, respectively, CONTRACTOR and its
listed subcontractors, in connection with the Project.
The payroll records shall be verified as true and correct and shall be certified and
made available for inspection at all reasonable hours at the principal office of
CONTRACTOR and its listed subcontractors, respectively.
At the request of CITY, acting by its project manager, CONTRACTOR and its listed
subcontractors shall make the certified payroll records available for inspection or
furnished upon request to the project manager within ten (10) days of receipt of
CITY’s request.
[For state-and federally-funded projects] CITY requests CONTRACTOR
and its listed subcontractors to submit the certified payroll records to the
project manager at the end of each week during the Project.
If the certified payroll records are not produced to the project manager within
the 10-day period, then CONTRACTOR and its listed subcontractors shall be
subject to a penalty of one hundred dollars ($100.00) per calendar day, or
City of Palo Alto General Services Agreement 11 Rev. February 8, 2017
portion thereof, for each worker, and CITY shall withhold the sum total of
penalties from the progress payment(s) then due and payable to CONTRACTOR.
Inform the project manager of the location of CONTRACTOR’s and its listed
subcontractors’ payroll records (street address, city and county) at the
commencement of the Project, and also provide notice to the project manager
within five (5) business days of any change of location of those payroll records.
BB.CONTRACT TERMS. All unchecked boxes do not apply to this Agreement. In the
case of any conflict between the terms of this Agreement and the exhibits hereto
or CONTRACTOR’s proposal (if any), the Agreement shall control. In the case of
any conflict between the exhibits hereto and CONTRACTOR’s proposal, the
exhibits shall control.
IN WITNESS WHEREOF, the parties hereto have by their duly authorized representatives
executed this Agreement on the date first above written.
CITY OF PALO ALTO SWA SERVICES GROUP, INC.
______________________________By________________________________________
City Manager or Designee
Name _____________________________________
Title_______________________________________
Approved as to form:
___________________________
City Attorney or Designee
___________________________
Director of Public Works or Designee
City of Palo Alto General Services Agreement 12 Rev. February 8, 2017
EXHIBIT A
SCOPE OF SERVICES
1.INTRODUCTION
CONTRACTOR shall provide complete Level 2 janitorial cleaning and maintenance
services (including floor finishing and window washing) to provide a clean, healthy
(hygienic), safe, and professional appearance throughout assigned City facilities.
CONTRACTOR shall furnish labor, approved cleaning supplies, supervision, methods
and processes, implements, tools, machinery, equipment, transportation,and material for
janitorial services. The specifications and performance standards for each facility are set
forth in the Schedule of Performance, Exhibit B, attached hereto and incorporated herein.
2. MINIMUM BASIC REQUIREMENTS
a.CONTRACTOR shall be an independent contractor and, as such, the hiring,
background checks, training, equipping, supervision, directing and discharging of
their employees shall be the responsibility of CONTRACTOR. The payment of
federal, state and local taxes and overtime wages shall also be the responsibility of
CONTRACTOR.
b. CONTRACTOR must furnish all labor, supplies, cleaning materials (cleaning
chemicals, floor wax, wax stripper, and other expendable supplies) and equipment
(including, but not limited to, ladders, lifts,vacuum cleaners, extractors, floor
machines, mops and buckets) required to perform interior/exterior janitorial
service per building service schedules as specified within this Agreement,
excluding holidays.
c.For facilities where CITY cannot provide adequate on-site space for storage of
custodial supplies, cleaning chemicals, and equipment, CONTRACTOR will need
to provide alternate means.
d. All employees of CONTRACTOR,must have successfully passed a City
approved (e.g. LifeScan) background check –results to be sent to City for review
and approval), and be a minimum of twenty-one (21) years of age and have a
minimum of two (2) years janitorial experience and be fully trained in the
custodial service trade. CONTRACTOR is responsible for the cost of background
checks for its employees.
No employee who fails the security clearance shall be admitted on the premises.
However, in case of an emergency, Contractor may assign personnel who do not
have a security clearance who either (1) have an equivalent security clearance
from another public agency that is approved by the Santa Clara County Sheriff or
(2) are escorted at all time by City personnel, and the Contractor reimburses the
City for costs incurred by the City in providing the escort personnel.
City of Palo Alto General Services Agreement 13 Rev. February 8, 2017
e. CONTRACTOR must provide CITY’s Facilities Project Manager with an
emergency telephone number where CONTRACTOR may be reached at any
time, twenty-four (24)hours a day.
f. CONTRACTOR must be available twenty-four (24) hours per day to provide an
emergency response if requested by CITY. CONTRACTOR must respond onsite
within one (1) hour when scheduled staff is on-site and within two (2)hours when
no scheduled staff is on-site of the time of the placement of the request.
g. Prior to commencement of any services under this Agreement, CONTRACTOR
must furnish to CITY for its review and approval, a complete list of all chemicals
and floor products, including Material Safety Data Sheets (MSDS) and Product
Data Sheets verifying Green Seal Certification, that CONTRACTOR anticipates
bringing onto or using in any property belonging to CITY. CONTRACTOR must
submit in writing to CITY’s Facilities Project Manager changes to any products
and/or product lists used in performance of this Agreement, along with any new
Material Safety Data Sheets,. If there are chemical formulation changes or
potential hazards on the MSDS change, CONTRACTOR shall notify the CITY in
writing as soon as possible.
h.CONTRACTOR accepts responsibility and shall be responsible for determining
that all necessary safeguards for protection of CONTRACTOR’s employees are
available or will be furnished to employees. Work and materials must conform to
the requirements of Safety Order –State of California, Division of Industrial
Safety, State Fire Marshall, and OSHA Regulations
3. CONTRACTOR RESPONSIBILITY
a.Any work completed by CONTRACTOR that does not meet the quality standards
as determined by CITY, shall be re-done by the CONTRACTOR at no cost to the
CITY.
b.CONTRACTOR shall promptly report to CITY any and all damage caused by
CONTRACTOR. CONTRACTOR shall repair or replace damaged items or
premises at CONTRACTOR’s expense back to its former condition prior to
damage
c.Minimum Staffing. CONTRACTOR shall at all times maintain minimum staffing
levels of 28 full time equivalent custodians (including 2 day custodians 7 days per
week), 3 full time utility workers, 1 full time lead person, and 1 full time on-site
night supervisor to faithfully execute the Agreement. CONTRACTOR is
responsible for determining the proper staffing levels, which may exceed the
minimums set forth herein, to perform the scope of services listed in Exhibits A
and B for each facility, but if at any time CITY determines the specifications of
the Agreement are not being met or completed, CONTRACTOR shall supply
City of Palo Alto General Services Agreement 14 Rev. February 8, 2017
additional staff to successfully meet the terms of the Agreement at no additional
cost to CITY.
d.Removal of CONTRACTOR Employee. CITY may request that CONTRACTOR
remove any CONTRACTOR employee from City premises for any reason
whatsoever within CITY’s sole discretion.Grounds for removal may include, but
are not limited to, improper performance of services, disorderly, abusive,
dangerous or disruptive conduct, and failure to follow City’s rules and
regulations. CONTRACTOR shall immediately comply with such a request and
provide immediate replacement.Contractor shall in no way interpret such
removal requested by City to require dismissal or other disciplinary action of the
employee
e.Wages and Benefits. Pursuant to CONTRACTOR’s proposal, CONTRACTOR
shall pay its janitorial employees a minimum of $15 per hour, lead janitor
employees a minimum of $18 per hour,and its utility worker employees a
minimum of $17 per hour in Year 1 of the Agreement, with 3% annual increases
each year of the Agreement. CONTRACTOR further agrees to provide its
employees with medical coverage and vacation/paid time off. Should there be
increases in the minimum wage under federal, state or local law that exceed the
amount herein, CONTRACTOR shall comply with the applicable law.
f. Supervision. CONTRACTOR shall assign a full time night supervisor to provide
quality inspections and work supervision during scheduled cleaning hours at night
and special work assignments. The night supervisor and CONTRACTOR’s lead
person shall be able to communicate fluently in English.
Weekly janitorial supervisor's reports shall be submitted to City's Facilities
Project Manager or his designee noting any building deficiencies needing
correction.
At a minimum, the CONTRACTOR’s supervisor and lead person will meet
weekly during the day with the City’s custodial contract management staff.
The site supervisor and lead person shall carry a cell phone by which the City
staff will be able to communicate with him/her 24 hours a day and 7 days per
week.
g. Employee List. CONTRACTOR shall provide CITY with a list of all
CONTRACTOR’s employees assigned to each work site, as well as the
employee's work schedule and assignment.
h. Training
CONTRACTOR shall provide environmental, health and safety training to its
employees to ensure compliance with all federal, state and local laws,regulations
and directives.
City of Palo Alto General Services Agreement 15 Rev. February 8, 2017
At least one month prior to the start of services under this Agreement,
CONTRACTOR shall provide a Supervisor and Lead Person to train with CITY
to learn the location of all facilities, familiarize themselves with the layout of each
facility, and scope of work required. This training will be during normal business
hours.
i. Employee Conduct
CONTRACTOR shall ensure that its employees DO NOT do any of the following
while performing services under this Agreement:
1.Be accompanied in their work area by acquaintances, family
members, pets, assistants, or any other person unless such person is
an on-duty authorized Contractor employee.
2.Remove any City property or personal property, equipment,
monies, papers or any other item from City buildings.
3.Engage in horseplay or loud boisterous behavior.
4.Use or possession of the following items while working on City
premises: guns, knives, other weapons, alcohol, and/or controlled
substances.
5.Be under in the influence of alcohol or drugs.
6.Gamble.
7.Smoke in any building.
8.Read or disclose material or documents available in the facilities of
the City.
9.Disturb papers or any other items on desks, tables, or cabinets.
10.Turn on or use any equipment other than City-supplied or
Contractor's custodial equipment, such as televisions, computers,
typewriters, or radios, etc.
11.Use any City telephone except those designated by City’s Building
Services Manager or his/her designee for the purpose of business
under this Agreement and for emergency reporting.
12.Open any desk, file cabinet or storage cabinet.
13.Remove any article from desks.
14.Consume any food or beverage, other than that brought with or
purchased by the employee, and only in areas designated as break
or lunchrooms.
15.Engage in non-work related conversations with Contractor
employees, City employees or visitors.
16.Come to work late or leave work early
j.Employee Appearance and Identification
Contractor personnel shall present a neat appearance and be easily recognized as
Contractor employees. Contractor shall provide each employee with a uniform
that displays the name of the Contractor’s company.The uniform shall be
City of Palo Alto General Services Agreement 16 Rev. February 8, 2017
available prior to entering any City building and shall be worn at all times while
working in City facilities. The uniform at a minimum shall be a uniform shirt with
the Contractor's name or logo on it.
Contractor’s employees will be issued an identification/building access card by
City. Contractor personnel shall visible wear City contractor badge at all times
during work with the City. Contractor employees may be required to “badge
in”at start of cleaning and “badge out” at end of cleaning at every location
that has a badge reader (or location of nearest badge reader). Any loss of
identifications cards must be reported to the City’s Facilities Project Manager
immediately. Identifications cards are also building access cards and should not
be placed with assigned building keys when not being used.
k.Reporting and Inspections
1.Building Inspection/Control Log: CONTRACTOR’s custodial supervisor
and/or lead custodian will be responsible for maintaining a "Building
Inspection/Control Log" which will be the focal point for
communications. CONTRACTOR’s staff will be responsible for sharing
work related issues with the CITY Facilities Project Manager for analysis.
2.Status Reports: A report is to be given weekly by the Contractor to the
CITY Facilities Project Manager if, and when, unusual circumstances
arise; e.g., suspicious people are observed, lighting inoperable, etc.
3.Regular Inspections: At a minimum, CONTRACTOR’s account manager
or on-site supervisor and lead person will meet with the City's Facility
Maintenance representatives weekly during the day to review work sites to
ensure compliance with contract Specifications.
l.Work Performance Quality Standards
Contractor will adhere to Level 2 Cleaning, as defined by the quality standards
of the janitorial profession and the Schedule of Performance, attached as Exhibit
B hereto. Level 2 is orderly tidiness. Examples of Level 2 cleaning are
washrooms and shower tile and fixtures that gleam and are odor-free, supplies
are adequate, floors and base moldings that shine and are bright and clean, no
buildup in corners or along walls, all vertical and horizontal surfaces that are
clean, trash containers empty, clean, and odor-free.
Contractor shall immediately notify the City’s Facilities Project Manager of any
occurrence or condition that interferes with the full performance of the
Contractor and document such condition or occurrence in writing within 24
hours.
m.Response Time for Emergency Calls and Corrective Action
City of Palo Alto General Services Agreement 17 Rev. February 8, 2017
CONTRACTOR shall respond to emergency calls related to feces, vomit, urine
cleanup and to corrective actions calls for deficiency of service categorized as a
major problem by correcting the deficiency within one (1) hour of the placement
of the call when Contractor has scheduled staff on-site and within two (2) hours of
the call when no scheduled staff is on-site.
Examples of major problems are toilets and showers not being cleaned,
overflowing waste receptacles, not stocking sufficient supplies, large amount of
floor debris, etc.
Minor problems that don’t require immediate attention shall be responded to and
corrected by Contractor during the next day’s normal clean up. Examples of
minor problems include but are not limited to: a partially full waste receptacle not
emptied, a small area not vacuumed.
Major complaints and a continuing record of minor complaints may result in
liquidated damages, non-payment or termination of this Agreement. City’s
Facilities Project Manager shall have the authority to classify a complaint as
major or minor.
n.Security
Keys required by CONTRACTOR will be provided to designated
CONTRACTOR employees upon a custody receipt and shall be returned to the
City on demand. CONTRACTOR is required to have such keys and badge access
cards on them at all times while providing service to the City. Keys are assigned
to specific individuals and are not to be shared between CONTRACTOR’s staff.
All doors are to be unlocked and locked as required by each building’s
specification. CONTRACTOR is responsible for after-hours security during
performance of janitorial duties. All doors must be locked and shut during the
performance of said duties. Doors are not to be propped open and
CONTRACTOR employees are not to let anyone into the building. Any loss of
keys must be reported to the City’s Facilities Project Manager immediately.Keys
are to only be made by the City, and shall not be duplicated by CONTRACTOR
or any other person. Lost keys or card-keys will be replaced by the Contractor at
the rate of $25.00 per key or card-key and CONTRACTOR will be financially
responsible for all costs of re-eying any or all locks affected by lost keys in
his/her control.CONTRACTOR shall return or account for all issued keys upon
expiration or earlier termination of the Agreement.
Contractor shall properly disarm and arm City facilities’ electronic security
systems each time that after-hours access is made. Contractor may be charged a
minimum of one hundred dollars ($100) for each time the Contractor misuses the
alarm system.
o.Care of Facilities
City of Palo Alto General Services Agreement 18 Rev. February 8, 2017
Contractor and its employees shall regularly observe general conditions of all
building areas and report problem areas to Contractor’s supervisor.Contractor
shall be responsible for the knowledge and use of all building security alarms. In
case of emergency, the Contractor's employees shall notify the City's Dispatch
Center by dialing 911, then by calling or paging the Facility Maintenance
Manager or Liaison immediately. For non-emergency repairs, the Contractor and
its employees shall contact the Facility Project Manager.
Contractor shall turn off lights and secure doors when cleaning is completed in
each area.
p.(omitted)
r. Safety Program
Contractor shall provide periodic worker training per OSHA regulations on
1.safe work habits
2.safe use of cleaning chemicals
3.how to use MSDS sheets
4.safe use of equipment
5.proper use of cautions signs, barriers, or other devices
6.proper handling of hazardous materials, biological waste, and blood-
borne pathogens.
Safety Procedures
All cleaning chemicals shall be stored in properly labeled containers at all
times and secured.
s. Supplies and Equipment
1. Contractor shall supply and fully stock each facility for daily use and
special events.Where facilities on-site space for custodial supplies,
cleaning chemicals, and equipment is not adequate contractor will need to
provide alternate means.
2. Contractor shall furnish and keep in good working order all necessary
tools and equipment such as,but not limited to cleaning supplies, mops,
brooms, buffers, ladders, hoses, vacuums, etc. All supplies and/or
equipment used by Contractor must be approved by the City’s Facilities
Project Manager, or his designee.Any non-complying equipment or
supplies shall be changed out at the request of the City’s Facilities Project
Manager or his designee. Janitorial closets areas shall be kept clean and
free of debris and odor at all times. All supplies and equipment shall be
stored in a neat and orderly manner and in such a way as to prevent injury
to City or contractor's employees. An equipment inventory is to be kept
with the Contractor's on-site supervisor.
City of Palo Alto General Services Agreement 19 Rev. February 8, 2017
3. Contractor shall provide all expendable supplies such as toilet paper; paper
towels, toilet seat covers;appropriate trash, compost, recycling,and
sanitary napkin can liners; liquid hand soap;feminine hygiene products,
and waste collection liners. Contractor shall fill all restroom soap
dispensers daily.
Contractor shall maintain a minimum of one (1) week’s supply of all
expendable supplies in all facilities at all times during the life of the
contract that can be utilized by City personnel for the purpose of
restocking the facilities’ dispensers if needed.
All products listed above shall conform to existing dispensers established
in all City facilities and approved by the Project Manager of this
Agreement. City will supply a list of products that they currently
specify. These products may be substituted with an equivalent or
better product with pre-approval from the City’s Facilities Project
Manager. Product and dispenser types may change over the term of the
Agreement.
Compostable plastic bags must be used in compost bins and must meet the
following standards: Biodegradable Products Institute (BPI), non
Genetically Modified Organism (GMO) preferred, www.bpiworld.org
http://www.bpiworld.org/BPI-Public/Approved/1.html. Bags must be of
sufficient thickness and within date shelf-life to prevent breakage during
waste collection handling.
Antibacterial hand soaps are not permitted.
t.Contractor shall utilize vacuum cleaners that meet the requirements of the Carpet
and Rug Institute “Green Label” Testing Program – Vacuum Cleaner Criteria, that
are capable of capturing 96% of particulates 0.3 microns in size, and operate with
a sound level less than 70dBA.Other janitorial cleaning equipment shall be
capable of capturing fine particulates, removing sufficient moisture so as to dry
within 24 hours, operate with a sound level less than 70dBA, and use high-
efficiency, low-emissions engines.Upright vacuum cleaners with brush drive
systems must be used unless otherwise approved by City for certain
applications and locations.
u. Janitorial Products/Supplies
Contractor shall supply industrial and institutional cleaning products and supplies
that are environmentally preferable.The City defines environmentally preferable
cleaning products and supplies as those that are Green Seal Certified. Cleaning
chemicals, liquid hand soap,and floor care products must be certified
through Green Seal GS-37 and GS-40.
City of Palo Alto General Services Agreement 20 Rev. February 8, 2017
Environmentally Preferable Cleaning Products, outlined in these specifications,
are to be used at all times. Contractor shall use only environmental preferable
products (Green Seal Certified) in the following categories:
1. General Purpose Cleaners
2. Bathroom Cleaners
3. Glass Cleaners
4. Cleaners/Degreasers
5. Floor Cleaners
6. Floor Care: Finishes and Strippers
7. Liquid Hand Soap
8. Toilet seat covers need to be biodegradable
9. Toilet Paper
Chemicals used for disinfection of blood and other potentially infectious material
shall be on EPA's list of registered antimicrobial products effective against blood
borne/body fluid pathogens. Mop heads must be replaced after use for blood and
body fluid clean up. Disinfectants and toilet bowl cleaners are not required to be
Green Seal certified until they become readily available on the market.
Training
Mandatory Requirements – Contractor must provide sufficient training for their
personnel for the products and methods outlined in this document that include
Green Seal’s standard for Industrial and Institutional Cleaners (GS-37).
Packaging
Contractor’s primary packaging for selected janitorial cleaning products should be
compliant with Green Seal’s standard for Industrial and Institutional Cleaners
(GS-37).
Labeling Requirements
Contractor selected products must meet the labeling requirements outlined in
Green Seal’s standard for Industrial and Institutional Cleaners (GS-37).
Dispensing Equipment
Contractor may request the option for dispensing equipment that reduces
worker exposure to chemicals and promotes the appropriate use of the cleaners.
This option will depend on site conditions and must be pre-approved by the
Facilities Project Manager.
Contractor must provide a description of available equipment and information
on the features that reduce risk and exposure. A detailed description of the
recommended dilution and/or dispensing system, including benefits, should be
included.
v. Paper Product Specifications
City of Palo Alto General Services Agreement 21 Rev. February 8, 2017
Recycled Content
For use in City facilities, contractors will purchase products that contain the
highest post-consumer content available that meets the City’s Facilities
Department performance requirements and approved by the City’s
Facilities Project Manager
Prior to start of service, Contractor must provide a complete final list of
products, including Material Safety Data Sheets and Product Data Sheets
showing amount of recycled content, they will use. Changes to any products
and/or product lists used as part of this Agreement must be submitted in
writing to the City’s Facilities Project Manager along with any new Material
Safety Data Sheets. Non-compliant products must be removed immediately
from the building.
Chlorine-Free
For use in City facilities, Contractor will purchase paper, paper products, and
janitorial paper products that are unbleached or that are processed without
chlorine or chlorine derivatives to minimize dioxin formation and other toxic
pollutants. Process chlorine free (PCF) paper is the preferred environmental
option, whereas elemental chlorine free (ECF) processes should include
enhanced processes such as extended and oxygen delignification wherever
possible.
Recycled Content
It is desired that products procured through this contract contain the highest
post-consumer content practicable, as approved by City’s Facilities Project
Manager, using the U.S.EPA’s Comprehensive Procurement Guidelines that
specify ranges of minimum recycled content standards for diverse categories
representing product types (www.epa.gov/epaoswer/non-
hw/procure/products.htm).
w. Materials Management: Compost, Recycling and City Pickup Specifications
Contractor will be responsible for the following actions:
Collect and remove all compost, recyclables, and trash from the Entire Facility
of all identified facilities per the schedule in this Agreement. “Entire Facility”
means the lobby, the indoor and immediate outdoor public areas, the hallways, the
conference rooms, the restrooms, the lunchrooms and kitchens, the office areas,
etc. Replace appropriate liners in each receptacle. Liners can only be reused if it
is clean and intact. Receptacles are to be returned to their initial locations.
Boxes, cans, papers, etc placed near a trash receptacle and marked “trash”or
“recycle” shall also be removed. Any other items not marked shall not be
removed.
City of Palo Alto General Services Agreement 22 Rev. February 8, 2017
Do not drag waste collection bags. Liquid leaking from plastic bags being
removed from waste receptacles shall be immediately cleaned.
Deliver emptied compost, recyclables and trash to the waste collection area
located at each facility and place in proper bin to ensure successful sorting of
these waste streams. Dumpsters and totes shall be closed after use.
Maintain waste collection areas free of debris and trash.
Break down, flatten and place all cardboard in dumpster, toter or other container
labeled for cardboard recycling.
Modify waste collection procedures upon request of the Facilities Maintenance
Manager.
Revise schedule, location for loading and unloading, waste collection procedures
as directed by the Facilities Maintenance Manager.
4. TRANSITION PLAN
CONTRACTOR shall provide a transition plan to CITY for review and
approval prior to start of servicing.. The transition plan shall include items
such as a staffing plan, work schedule, chemical and material supply plan,
security clearances, badging, keys, site training, etc.
CONTRACTOR shall submit the following items to the City’s Facilities
Project Manager within fourteen (14) days of the contract award date:
1.A complete work schedule for daily, weekly, monthly, quarterly,
semi-annual and annual service for all facilities.
2.The name of the person assigned as the Contractor’s Project
Manager with full authority to administer the terms of this contract.
Contractor’s Project Manager shall have the capability to receive
complaints by telephone and email to facilitate timely corrective
actions. This representative shall be available Monday through
Friday 7:30am through 5:00pm.
3.The names and contact information for Contractor’s supervisors or
lead personnel during all work shifts who can be contacted for
notification of schedule changes, emergencies, or other issues that
come up after normal business hours.
4.A schedule of all Contractor’s employees and the buildings to
which they are assigned, along with the labor-hours to perform the
required work at each building.
5.A list of all cleaning and floor products and supplies such as liquid
hand soap (must be Green Seal Certified, except disinfectants and
City of Palo Alto General Services Agreement 23 Rev. February 8, 2017
toilet bowl cleaners) that will be utilized and a description of what
each product will be used for.
6.A copy of the Material Safety Data Sheet (MSDS) and Product
Data Sheet verifying Green Seal Certification for all chemicals and
liquid hand soap that will be used in the performance of the
contract. MSDS to be updated as necessary after the initial
submission.
7.Product Data Sheet of all paper products to be provided showing the
percentage of post-consumer recycled content
5.ADDITIONAL SERVICES
The following are not included in the regular services under the Schedule of Performance
to this Agreement and related services described above in this Scope of Services
(collectively referred to as the “Basic Services” or “Services”). Requests for the
following services shall be treated as Additional Services under this Agreement.
a.Special Event Service
CONTRACTOR can expect to support (i) special events during and outside of
normal duty hours for additional service cleaning beyond routine services or (ii)
special functions at City facilities for meetings, social events, open houses or
dignitary visits, etc. CONTRACTOR shall adjust the service schedule so that
these services will be performed after the event. In cases where the work is
outside the normal work schedule, CONTRACTOR shall charge the applicable
hourly rates per person for the special assignment listed in the billing rate
schedule (Schedule C-1 Hour Rate Sheet). Adjusted work schedules that are
outside the normal work schedule need to be pre-authorized by City’s Facilities
Project Manager.
b.Emergency Work
Emergency work shall require a shortened response time of one (1) hour when
Contractor has scheduled staff on-site and two (2)hours when no scheduled staff
is on-site, depending on the nature of said work. CONTRACTOR shall have
sufficient labor and call-out procedures to assume that staffing is available to
allow for this type of unplanned requirement. CITY will work with
CONTRACTOR to develop a specific procedure required to react to emergency
situations.
City of Palo Alto General Services Agreement 24 Rev. February 8, 2017
EXHIBIT B
SCHEDULE OF PERFORMANCE
A.Service Locations and Specifications
Contractor shall furnish the following services at the designated frequencies at
each of the listed facilities. Each servicing shall include performance of all duties
listed. Contractor shall supply and stock all required products at each facility with
each servicing.
B.Work Schedule
Janitorial services for City Hall are to be provided five (5) days per week,
Monday through Friday, between the hours of 6:00 PM and 2:30 AM. Janitorial
services for all other locations listed are to occur between ½ hour after building
closure to 2 hours before City Staff starts occupying the building the next day,
unless otherwise specified below or by the City’s Facilities Project Manager.
Work schedules will need to be adjusted as required for special events or
meetings that conflict with normal cleaning schedules.
C.Holidays
There are 11 City holidays on which the Contractor may need to provide service
to City facilities, upon request from the City’s Facility Maintenance Division.
Holiday service is listed in the work schedules below.
DATE
January 1 -New Year’s Day
3rd Monday in January -Martin Luther King Jr.
3rd Monday in February -Lincoln’s Birthday
Last Monday in May –Memorial Day
4th of July
1st Monday of September -Labor Day
2nd Monday of October –Columbus Day
November 11 -Veteran’s Day
Thanksgiving Day (2 days)
December 25 -Christmas Day
D.Responsibility of Contractor
City of Palo Alto General Services Agreement 25 Rev. February 8, 2017
City assumes no responsibility whatsoever for loss or damage of equipment
owned or operated by the Contractor, its agents or employees.
City of Palo Alto General Services Agreement 26 Rev. February 8, 2017
Facility:Airport
Location:1925 Embarcadero Rd.
Total Square Feet:12,000 Terminal Bldg (lobby, offices,2 restrooms, hall, storage
room)
+ 718 Hanger Bldg (lobby, 3 restrooms, storage room, two
offices)
Servicing Frequency:Seven Days per Week + holidays, (day service)
Type of Service:Restrooms -Complete servicing.
Empty all garbage and compost containers in all restrooms each
service day. All garbage and compost containers to be kept
cleaned and lined with proper liners, which must be replaced
immediately when needed. Empty and replace with new liners all
sanitary napkin receptacles. Replace and refill, as needed all
dispensers and containers. Damp wipe toilet partitions and all wall
areas showing any stains, spots, grime and/or any abuse in general.
Remove any graffiti immediately from any surface as it appears, as
well as "spitballs," etc. Clean mirrors and keep all chrome fixtures
clean. Sweep floors and properly dispose of all trash items. Damp
mop floor areas with disinfectant cleaner. Clean sinks, drains;
counter tops, toilet bowls and urinals with brush and disinfectant
cleaner. Pour one gallon of water down each floor drain.
Frequency:Seven days per week
Type of Service:Entire Facility
Empty counter garbage, all central garbage, and central compost
containers each service day and replace liner with proper type, size
and depth. Clean central compost and central garbage containers
when necessary. Vacuum all carpeted floors including any
stairwells, offices, and open space areas. Sweep, damp mop (with
proper disinfectant cleaners), and dispose of all trash items on all
non-carpeted floors. Remove cobwebs from interior spaces and
exterior spaces (exterior: up to one story building only). Refill
towel dispensers. Clean marks from glass on entry doors. Clean
tops of all conference room tables and lobby furniture tables.
Frequency:Seven days per week
Type of Service:Entire Facility.
Empty all recycling containers each service day. Clean recycling
containers when necessary. Replace central recycling liner with
proper type, size and depth.
City of Palo Alto General Services Agreement 27 Rev. February 8, 2017
Frequency:Seven days per week
Type of Service:Entire Facility (lunch rooms and break areas)
Clean all counters and tabletop surfaces, chairs, sinks, microwaves
and refrigerators (inside and out). Wipe down cabinet fronts.
Frequency:Quarterly (advance notice of work needs to be provided so users
can clear items out of refrigerators, unmarked items are to be
discarded from refrigerators at time of cleaning).
Type of Service:Entire Facility
Wash all windows, interior and exterior.
Frequency:Twice Annually
Type of Service:Entire Facility
Strip and refinish all tiled, linoleum and wood floor areas.
Frequency:Four Times Annually
Type of Service:Entire Facility
Spray Buff with a high-speed buffer all tiled, linoleum and wood floor
areas.
Frequency:Monthly
Type of Service:Entire Facility
Clean all counters and tabletop surfaces removing all graffiti, pen and
pencil marks, dirt, etc. Clean exterior entranceways removing all dirt,
cobwebs, etc. from wall and floor surfaces.
Frequency:Four Times Annually
Type of Service:Entire Facility
Clean and dust all counters, cabinets, shelves, ledges, desks, and
table top surfaces throughout office areas.
Frequency:Twice Annually
Facility:Animal Services Buildings
Location:3281 East Bayshore Blvd.
City of Palo Alto General Services Agreement 28 Rev. February 8, 2017
Total Square Feet:5,657
Servicing Frequency:Six Days per Week, (Monday through Saturday)
Type of Service:Restrooms -Complete servicing.
Empty all garbage and compost containers in all restrooms. All
garbage and compost containers to be kept cleaned and lined with
proper liners, which must be replaced immediately when needed.
Empty and replace with new liners all sanitary napkin receptacles.
Replace and refill, as needed all dispensers and containers. Damp
wipe toilet partitions and all wall areas showing any stains, spots,
grime and/or any abuse in general. Remove any graffiti
immediately from any surface as it appears, as well as "spitballs,"
etc. Clean mirrors and keep all chrome fixtures clean. Sweep
floors and properly dispose of all trash items. Damp mop floor
areas with disinfectant cleaner. Clean sinks, drains; counter tops,
changing stations, toilet bowls and urinals with brush and
disinfectant cleaner. Pour one gallon of water down each floor
drain.
Frequency:Monday through Friday
Type of Service:Entire Facility
Empty all recycling containers each service day. Replace central
recycling liner with proper type, size and depth. Empty all central
garbage and central compost containers each service day and replace
liner with proper type, size and depth. Clean central compost, central
garbage, and all recycling containers when necessary. Vacuum all
carpeted floors including any stairwells, offices, and open space areas.
Sweep, damp mop (with proper disinfectant cleaners), and dispose of all
trash items on all non-carpeted floors. Remove cobwebs from interior
spaces and exterior spaces (exterior: up to one story building only).
Refill towel dispensers. Clean marks from glass on entry doors. Clean
tops of all conference room tables and lobby furniture tables. Secure
facility and set alarm.
Frequency:Monday through Friday
Type of Service:(lunch rooms and break areas)
Clean all counters and tabletop surfaces, chairs, sinks, microwaves and
refrigerators (inside and out). Wipe down cabinet fronts.
Frequency:Quarterly-Detailed Cleaning Protocol (advance notice of work
needs to be provided so users can clear items out of refrigerators,
unmarked items are to be discarded from refrigerators at time of
cleaning).
City of Palo Alto General Services Agreement 29 Rev. February 8, 2017
Type of Service:Entire Facility
Wash all windows, interior and exterior.
Frequency:Twice Annually
Type of Service:Entire Facility
Strip and refinish all tiled, linoleum and wood floor areas.
Frequency:Four Times Annually
Type of Service:Entire Facility
Spray Buff with a high-speed buffer all tiled, linoleum and wood floor
areas.
Frequency:Monthly
Type of Service:Entire Facility
Clean all counters and tabletop surfaces removing all graffiti, pen
and pencil marks, dirt, etc. Clean exterior entranceways removing
all dirt, cobwebs, etc. from wall and floor surfaces.
Frequency:Four Times Annually
Type of Service:Entire Facility
Clean and dust all counters, cabinets, shelves, ledges, desks, and
table top surfaces throughout office areas.
Frequency:Twice Annually
Facility:Arastradero Gateway Facility
Location:1530 Arastradero Rd.
Total Square Feet:969
Servicing Frequency:Three Days per Week (Sunday, Tuesday, and Friday, 6
am, including holidays)
Type of Service:Restrooms -Complete servicing.
Empty all recycling containers once per week on Fridays. Empty
all garbage and compost containers in all restrooms. All garbage
and compost containers to be kept cleaned and lined with proper
liners, which must be replaced immediately when needed Empty
City of Palo Alto General Services Agreement 30 Rev. February 8, 2017
and replace with new liners all sanitary napkin receptacles.
Replace and refill, as needed, all dispensers and containers. Damp
wipe toilet partitions and all wall areas showing any stains, spots,
grime and/or any abuse in general. Remove any graffiti
immediately from any surface as it appears, as well as "spitballs,"
etc. Clean mirrors and keep all chrome fixtures clean. Sweep
floors and properly dispose of all trash items. Remove cobwebs
from interior spaces and exterior spaces (exterior: up to one story
building only).Damp mop floor areas with disinfectant cleaner.
Clean sinks, drains; counter tops, changing stations, toilet bowls
and urinals with brush and disinfectant cleaner. Pour one gallon of
water down each floor drain. Secure facility after service.
Frequency:Three Days per Week (Sunday, Tuesday, and Friday, 6 am,
including holidays)
Entire restroom including walls (porous walls excluded), toilet
partitions, floors, and fixtures are to be hosed down and
scrubbed with disinfectant cleaner monthly.
Polish unpainted metal door pulls, door plates, metal fixtures,
and toilet/urinal partitions quarterly.
Reseal floors every six months.
Type of Service:Meeting Room
The sealed cement floors of the main meeting room (432 square feet) are
to be mopped, stripped and resealed.
Frequency:Quarterly
Facility:The Art Center
Location:1313 Newell Rd.
Total Square Feet:26,441
Servicing Frequency: Six Days per Week, (Tuesday through Sunday) –Full Service
Mondays only (extra wet clean of ceramic studio floors)
Mid-day restroom service in Children’s wing (2 months
during
summer)
City of Palo Alto General Services Agreement 31 Rev. February 8, 2017
Type of Service:Restrooms -Complete servicing.
Empty all garbage and compost containers in all restrooms each
service day. All garbage and compost containers to be kept
cleaned and lined with proper liners, which must be replaced
immediately when needed. Empty and replace with new liners all
sanitary napkin receptacles. Replace and refill, as needed all
dispensers and containers. Damp wipe toilet partitions and all wall
areas showing any stains, spots, grime and/or any abuse in general.
Remove any graffiti immediately from any surface as it appears, as
well as "spitballs," etc. Clean mirrors and keep all chrome fixtures
clean. Sweep floors and properly dispose of all trash items. Damp
mop floor areas with disinfectant cleaner. Clean sinks, drains,
counter tops, changing stations, toilet bowls and urinals with brush
and disinfectant cleaner. Pour one gallon of water down each floor
drain.
Frequency:Tuesday through Sunday
Type of Service:Entire Facility
Empty all recycling containers each service day. Replace central
recycling liner with proper type, size and depth. Empty all central
garbage and central compost containers each service day and replace
liner with proper type, size and depth. Clean central compost, central
garbage, and all recycling containers when necessary. Vacuum all
carpeted floors including any stairwells, offices, and open space areas.
Sweep, damp mop (with proper disinfectant cleaners), and dispose of all
trash items on all non-carpeted floors. Remove cobwebs from interior
spaces and exterior spaces (exterior: up to one story building only). Refill
towel dispensers. Clean marks from glass on entry doors. Clean tops of
all conference room tables and lobby furniture tables. Secure facility and
set alarm.
·Ceramic studio floors due to clay dust hazard must be wet
cleaned only. Several consecutive cleanings each service day
may be required to provide streak free floors.
Frequency:Tuesday through Sunday
Type of Service:Entire Facility (lunch rooms and break areas)
Clean all counters and tabletop surfaces, chairs, sinks, microwaves and
refrigerators (inside and out). Wipe down cabinet fronts.
Frequency:Quarterly (advance notice of work needs to be provided so users
can clear out of refrigerators, unmarked items are to be
discarded from refrigerators at time of cleaning).
City of Palo Alto General Services Agreement 32 Rev. February 8, 2017
Type of Service:Entire Facility
Wash all windows, interior and exterior.
Frequency:Twice Annually
Type of Service:Entire Facility
Strip and refinish all tiled, linoleum and wood floor areas.
Frequency:Four Times Annually
Type of Service:Entire Facility
Spray Buff with a high-speed buffer all tiled, linoleum and wood floor
areas.
Frequency:Monthly
Type of Service:Entire Facility
Clean all counters and tabletop surfaces removing all graffiti, pen
and pencil marks, dirt, etc. Clean exterior entranceways removing
all dirt, cobwebs, etc. from wall and floor surfaces.
Frequency:Four Times Annually
Type of Service:Entire Facility
Clean and dust all counters, cabinets, shelves, ledges, desks, and
table top surfaces throughout office areas.
Frequency:Twice Annually
Facility:Baylands Interpretive Center
Location:2775 Embarcadero Rd.
Total Square Feet:3,600
Servicing Frequency:Five Days per Week, (Monday through Friday)
Type of Service:Restrooms -Complete servicing.
Empty all garbage and compost containers in all restrooms each
service day. All garbage and compost containers to be kept
cleaned and lined with proper liners, which must be replaced
immediately when needed. Empty and replace with new liners all
sanitary napkin receptacles. Replace and refill, as needed all
dispensers and containers. Damp wipe toilet partitions and all wall
City of Palo Alto General Services Agreement 33 Rev. February 8, 2017
areas showing any stains, spots, grime and/or any abuse in general.
Remove any graffiti immediately from any surface as it appears, as
well as "spitballs," etc. Clean mirrors and keep all chrome fixtures
clean. Sweep floors and properly dispose of all trash items. Damp
mop floor areas with disinfectant cleaner. Clean sinks, drains;
counter tops, changing stations, toilet bowls and urinals with brush
and disinfectant cleaner. Pour one gallon of water down each floor
drain.
Frequency:Monday through Friday
Type of Service:Entire Facility
Empty all recycling containers each service day. Replace central
recycling liner with proper type, size and depth. Empty all central
garbage and central compost containers each service day and replace
liner with proper type, size and depth. Clean central compost, central
garbage, and all recycling containers when necessary. Vacuum all
carpeted floors including any stairwells, offices, and open space areas.
Sweep, damp mop (with proper disinfectant cleaners), and dispose of all
trash items on all non-carpeted floors. Remove cobwebs from interior
spaces and exterior spaces (exterior: up to one story building only). Refill
towel dispensers. Clean marks from glass on entry doors. Clean tops of
all conference room tables and lobby furniture tables. Secure facility and
set alarm.
Frequency:Monday through Friday
Type of Service:Entire Facility (lunch rooms and break areas)
Clean all counters and tabletop surfaces, chairs, sinks, microwaves and
refrigerators (inside and out). Wipe down cabinet fronts.
Frequency:Quarterly (advance notice of work needs to be provided so users
can clear items out of refrigerators, unmarked items are to be
discarded from refrigerators at time of cleaning).
Type of Service:Entire Facility
Wash all windows, interior and exterior.
Frequency:Monthly
Type of Service:Entire Facility
Strip and refinish all tiled and linoleum floor areas.
Frequency:Four Times Annually
Type of Service:Entire Facility
City of Palo Alto General Services Agreement 34 Rev. February 8, 2017
Spray Buff with a high-speed buffer all tiled and linoleum and floor
areas.
Frequency:Monthly
Type of Service:Entire Facility
Clean all counters and tabletop surfaces removing all graffiti, pen and
pencil marks, dirt, etc. Clean exterior entranceways removing all dirt,
cobwebs, etc. from wall and floor surfaces.
Frequency:Four Times Annually
Type of Service:Entire Facility
Clean and dust all counters, cabinets, shelves, ledges, desks, and
table top surfaces throughout office areas.
Frequency:Twice Annually
Facility:Children’s Library
Location:1275 Harriet St.
Total Square Feet:3,264
Servicing Frequency:Seven days a week, twice daily
(once mid-day (mid-way through operating hours), once
after closing)
Mid-day service includes lobbies and restrooms only.
Full service after business hour closing.
Type of Service:Restrooms -Complete servicing.
Empty all garbage and compost containers in all restrooms each
service day. All garbage and compost containers to be kept
cleaned and lined with proper liners, which must be replaced
immediately when needed. Empty and replace with new liners all
sanitary napkin receptacles. Replace and refill, as needed all
dispensers and containers. Damp wipe toilet partitions and all wall
areas showing any stains, spots, grime and/or any abuse in general.
Remove any graffiti immediately from any surface as it appears, as
well as "spitballs," etc. Clean mirrors and keep all chrome fixtures
clean. Sweep floors and properly dispose of all trash items. Damp
mop floor areas with disinfectant cleaner. Clean sinks, drains,
counter tops, changing stations, toilet bowls and urinals with brush
City of Palo Alto General Services Agreement 35 Rev. February 8, 2017
and disinfectant cleaner. Pour one gallon of water down each floor
drain.
Frequency:All items daily, trash pickup, dispenser filling and any required
surface cleaning twice daily.
Type of Service:Entire Facility
Empty all recycling containers each service day. Replace central
recycling liner with proper type, size and depth. Empty all central
garbage and central compost containers each service day and replace
liner with proper type, size and depth. Clean central compost, central
garbage, and all recycling containers when necessary. Vacuum all
carpeted floors including any stairwells, offices, and open space areas.
Sweep, damp mop (with proper disinfectant cleaners), and dispose of all
trash items on all non-carpeted floors. Remove cobwebs from interior
spaces and exterior spaces (exterior: up to one story building only). Refill
towel dispensers. Clean marks from glass on entry doors. Clean all table
tops. Secure facility and set alarm.
Frequency:Daily
Type of Service:Entire Facility (lunch rooms and break areas)
Clean all counters and tabletop surfaces, chairs, sinks, microwaves and
refrigerators (inside and out). Wipe down cabinet fronts.
Frequency:Quarterly (advance notice of work needs to be provided so users
can clear items out of refrigerators, unmarked items are to be
discarded from refrigerators at time of cleaning).
Type of Service:Entire Facility
Wash all windows, interior and exterior.
Frequency:Twice Annually
Type of Service:Entire Facility
Strip and refinish all tiled, linoleum and wood floor areas.
Frequency:Four Times Annually
Type of Service:Entire Facility
Spray Buff with a high-speed buffer all tiled, linoleum and wood floor
areas.
Frequency:Monthly
Type of Service:Entire Facility
City of Palo Alto General Services Agreement 36 Rev. February 8, 2017
Clean all counters and table top surfaces removing all graffiti, pen
and pencil marks, dirt, etc. Clean trash and debris from
fireplace. Clean exterior entranceways removing all dirt, cobwebs,
etc. from wall and floor surfaces.
Frequency:Four Times Annually
Type of Service:Entire Facility
Clean and dust all counters, cabinets, shelves, ledges, desks, and
table top surfaces throughout office areas.
Frequency:Twice Annually
Facility:Children’s Theater
Location:1305 Middlefield Rd.
Total Square Feet:17,619
Servicing Frequency:Six Days per Week, (Tuesday through Sunday)
Type of Service:Restrooms -Complete servicing. Empty all garbage and compost
containers in all restrooms each service day. All garbage and
compost containers to be kept cleaned and lined with proper liners,
which must be replaced immediately when needed. Empty and
replace with new liners all sanitary napkin receptacles. Replace
and refill, as needed all dispensers and containers. Damp wipe
toilet partitions and all wall areas showing any stains, spots, grime
and/or any abuse in general. Remove any graffiti immediately from
any surface as it appears, as well as "spitballs," etc. Clean mirrors
and keep all chrome fixtures clean. Sweep floors and properly
dispose of all trash items. Damp mop floor areas with disinfectant
cleaner. Clean sinks, drains, counter tops, changing stations, toilet
bowls and urinals with brush and disinfectant cleaner. Pour one
gallon of water down each floor drain.
Frequency:Tuesday through Sunday
Type of Service:Entire Facility (including auditorium)
Empty all recycling containers each service day. Replace central
recycling liner with proper type, size and depth. Empty all central
garbage and central compost containers each service day and replace
liner with proper type, size and depth. Clean central compost, central
garbage, and all recycling containers when necessary. Vacuum all
carpeted floors including any stairwells, offices, and open space areas.
Sweep, damp mop (with proper disinfectant cleaners), and dispose of all
City of Palo Alto General Services Agreement 37 Rev. February 8, 2017
trash items on all non-carpeted floors. Remove cobwebs from interior
spaces and exterior spaces (exterior: up to one story building only). Refill
towel dispensers. Clean marks from glass on entry doors. Clean tops of
all conference room tables and lobby furniture tables. Secure facility and
set alarm.
Frequency:Tuesday through Sunday
Type of Service:Entire Facility (lunch rooms and break areas)
Clean all counters and tabletop surfaces, chairs, sinks, microwaves and
refrigerators (inside and out). Wipe down cabinet fronts.
Frequency:Quarterly (advance notice of work needs to be provided so users
can clear items out of refrigerators, unmarked items are to be
discarded from refrigerators at time of cleaning).
Type of Service:Entire Facility
Wash all windows, interior and exterior.
Frequency:Twice Annually
Type of Service:Entire Facility
Strip and refinish all tiled, linoleum and wood floor areas.
Frequency:Four Times Annually
Type of Service:Entire Facility
Spray Buff with a high-speed buffer all tiled, linoleum and wood floor
areas.
Frequency:Monthly
Type of Service:Entire Facility Clean all counters and table top surfaces removing
all graffiti, pen and pencil marks, dirt, etc. Clean exterior
entranceways removing all dirt, cobwebs, etc. from walls and floor
surfaces.
Frequency:Four Times Annually
Type of Service:Entire Facility
Clean and dust all counters, cabinets, shelves, ledges, desks, and
table top surfaces throughout office areas.
Frequency:Twice Annually
City of Palo Alto General Services Agreement 38 Rev. February 8, 2017
Facility:City Hall
Location:250 Hamilton Ave.
Total Building Square Feet:104,893
Servicing Frequency:Five days a week, twice daily
(once mid-day (mid-way through operating hours), once
after closing)
Mid-day service includes entry lobbies, elevators, and
restrooms only on all floors.
Full service after business hour closing.
Type of Service:All restrooms not located in the Police Department -Complete
servicing.
Empty all garbage and compost containers in all restrooms
serviced each service day. All garbage and compost containers to
be kept cleaned and lined with proper liners, which must be
replaced immediately when needed. Clean all compost and
garbage containers when necessary. Empty and replace with new
liners all sanitary napkin receptacles. Replace and refill as needed,
all dispensers and containers. Damp wipe toilet partitions and all
wall areas showing any stains, spots, grime and/or any abuse in
general. Remove any graffiti immediately from any surface as it
appears, as well as "spitballs," etc. Clean mirrors and keep all
chrome fixtures clean. Sweep floors and properly dispose of all
trash items. Damp mop floor areas with disinfectant cleaner.
Clean sinks, drains; counter tops*, toilet bowls and urinals with
brush and disinfectant cleaner. Pour one gallon of water down
each floor drain.
*G Level and 7th Floor restroom countertops must only be
cleaned with pH neutral chemicals and waxed with an
automotive car wax that contains no polishing compounds
monthly. Do not allow overspray from glass cleaner for mirror
to get on countertop.
Frequency:Monday through Friday
Type of Service:Entire Facility (including Cafeteria (public area), excluding Police
Dept.
City of Palo Alto General Services Agreement 39 Rev. February 8, 2017
Empty all central garbage and central compost containers each service
day and replace liner with proper type, size and depth (includes cafeteria
and break rooms). Clean central compost, central garbage, and all
recycling containers when necessary. Vacuum carpeted floors and sweep
and mop hard floors including any stairwells, offices, and open space
areas daily, M-F. Sweep, damp mop (with proper disinfectant cleaners),
and dispose of all trash items on all non-carpeted floors. Remove
cobwebs from interior spaces and exterior spaces (exterior: up to one
story building only). Refill towel dispensers. Clean marks from glass on
building entry and elevator lobby doors, public counter windows, and
interior Council Chamber entry doors. Wipe down metal interior and
exterior elevator panels with damp cloth and water. (do not spray any
liquids on floor selection button panel or use any chemicals to clean
elevator cabs). Clean tops of all conference room tables and lobby
furniture tables.
Frequency:Monday through Friday
Type of Service:Entire Facility.
Empty all desk side and central recycling containers each service
day. Replace central recycling liner as with proper type, size and
depth.
Frequency:Monday through Friday
Type of Service:Entire Facility (office area lunch rooms and break areas)
Clean all counters and tabletop surfaces, chairs, sinks, microwaves and
refrigerators (inside and out). Wipe down cabinet fronts.
Frequency:Quarterly (advance notice of work needs to be provided so users
can clear items out of refrigerators, unmarked items are to be
discarded from refrigerators at time of cleaning).
Type of Service:Entire Facility
Wash all windows, interior only.
Frequency:Once Annually
Type of Service:Entire Facility, (cafeteria, restrooms, hallways, elevators and lobby
areas only)
Strip and refinish all tiled, linoleum and wood floor areas.
Frequency:Four Times Annually
City of Palo Alto General Services Agreement 40 Rev. February 8, 2017
Type of Service:Entire Facility, (cafeteria, restrooms, hallways, elevators and lobby
areas only)
Spray Buff with a high-speed buffer all tiled, linoleum and wood
floor areas.
Dust public areas. Polish metal door pulls, door plates, and other
metal fixtures. Polish wood furniture in 1st floor reception area and
Council Chamber, all conference rooms. Clean marks from glass
in conference rooms.
Frequency:Monthly
Type of Service:Entire Facility
Clean and dust all counters, cabinets, shelves, ledges, desks, and
table top surfaces throughout office areas.
Frequency:Twice Annually
Facility:College Terrace Library
Location:2300 Wellesley St.
Total Square Feet:5,050
Servicing Frequency:Four Days per Week, (Tues, Wed, Fri, & Sat), twice
daily
(once mid-day (mid-way through operating hours), once
after closing)
Mid-day service includes lobbies and restrooms only.
Full service after business hour closing.
One Day per Week, (Monday) Public restroom cleaning
only.
Type of Service:Restrooms -Complete servicing.
Empty all garbage and compost containers in all restrooms each
service day. All garbage and compost containers to be kept
cleaned and lined with proper liners, which must be replaced
immediately when needed. Empty and replace with new liners all
City of Palo Alto General Services Agreement 41 Rev. February 8, 2017
sanitary napkin receptacles. Replace and refill, as needed all
dispensers and containers. Damp wipe toilet partitions and all wall
areas showing any stains, spots, grime and/or any abuse in general.
Remove any graffiti immediately from any surface as it appears, as
well as "spitballs," etc. Clean mirrors and keep all chrome fixtures
clean. Sweep floors and properly dispose of all trash items. Damp
mop floor areas with disinfectant cleaner. Clean sinks, drains,
counter tops, changing stations, toilet bowls and urinals with brush
and disinfectant cleaner. Pour one gallon of water down each floor
drain.
Frequency:Mon,Tues, Wed, Fri, & Sat
Restrooms shared with adjacent Day Care Center needs to be
serviced six days per week, Mon through Sat.
Type of Service:Entire Facility
Empty all recycling containers each service day. Replace central
recycling liner with proper type, size and depth. Empty all central
garbage and central compost containers each service day and replace
liner with proper type, size and depth. Clean central compost, central
garbage, and all recycling containers when necessary. Vacuum all
carpeted floors including any stairwells, offices, and open space areas.
Sweep, damp mop (with proper disinfectant cleaners), and dispose of all
trash items on all non-carpeted floors. Remove cobwebs from interior
spaces and exterior spaces (exterior: up to one story building only). Refill
towel dispensers. Clean marks from glass on entry doors. Clean all table
tops. Secure facility and set alarm.
Frequency:Tues, Wed, Fri, & Sat
Type of Service:Entire Facility (lunch rooms and break areas)
Clean all counters and tabletop surfaces, chairs, sinks, microwaves and
refrigerators (inside and out). Wipe down cabinet fronts.
Frequency:Quarterly (advance notice of work needs to be provided so users
can clear items out of refrigerators, unmarked items are to be
discarded from refrigerators at time of cleaning).
Type of Service:Entire Facility
Wash all windows, interior and exterior.
Frequency:Twice Annually
Type of Service:Entire Facility
Strip and refinish all tiled, linoleum and wood floor areas.
City of Palo Alto General Services Agreement 42 Rev. February 8, 2017
Frequency:Four Times Annually
Type of Service:Entire Facility
Spray Buff with a high-speed buffer all tiled, linoleum and wood floor
areas.
Frequency:Monthly
Type of Service:Entire Facility
Clean all counters and tabletop surfaces removing all graffiti, pen
and pencil marks, dirt, etc. Clean exterior entranceways removing
all dirt, cobwebs, etc. from wall and floor surfaces.
Frequency:Four Times Annually
Type of Service:Entire Facility
Clean and dust all counters, cabinets, shelves, ledges, desks, and
table top surfaces throughout office areas.
Frequency:Twice Annually
Facility:Community Theater
Location:1305 Middlefield Rd.
Total Square Feet:33,716
Servicing Frequency:Six Days per Week, (Tuesday through Sunday)
Type of Service:Restrooms / Showers-Complete servicing.
Empty all garbage and compost containers in all restrooms each
service day. All garbage and compost containers to be kept
cleaned and lined with proper liners, which must be replaced
immediately when needed. Empty and replace with new liners all
sanitary napkin receptacles. Replace and refill, as needed all
dispensers and containers. Damp wipe toilet partitions and all wall
areas showing any stains, spots, grime and/or any abuse in general.
Remove any graffiti immediately from any surface as it appears, as
well as "spitballs," etc. Clean mirrors and keep all chrome fixtures
clean. Sweep floors and properly dispose of all trash items. Damp
mop floor areas with disinfectant cleaner. Clean sinks, drains,
counter tops, changing stations, toilet bowls and urinals with brush
and disinfectant cleaner. All shower areas are to be kept free of
mildew, hair, dirt and soap scum. Clean and disinfect all floor
City of Palo Alto General Services Agreement 43 Rev. February 8, 2017
mats, benches and tiled areas. Pour one gallon of water down each
floor drain.
Frequency:Tuesday through Sunday
Type of Service:Entire Facility (including auditorium)
Empty all recycling containers each service day. Replace central
recycling liner with proper type, size and depth. Empty all central
garbage and central compost containers each service day and replace
liner with proper type, size and depth. Clean central compost, central
garbage, and all recycling containers when necessary. Vacuum all
carpeted floors including any stairwells, offices, and open space areas.
Sweep, damp mop (with proper disinfectant cleaners), and dispose of all
trash items on all non-carpeted floors. Remove cobwebs from interior
spaces and exterior spaces (exterior: up to one story building only). Refill
towel dispensers. Clean marks from glass on entry doors. Clean tops of
all conference room tables and lobby furniture tables.Secure facility and
set alarm.
Frequency:Tuesday through Sunday
Type of Service:Entire Facility (lunch rooms and break areas)
Clean all counters and tabletop surfaces, chairs, sinks, microwaves and
refrigerators (inside and out). Wipe down cabinet fronts.
Frequency:Quarterly (advance notice of work needs to be provided so users
can clear items out of refrigerators, unmarked items are to be
discarded from refrigerators at time of cleaning).
Type of Service:Entire Facility
Wash all windows, interior and exterior.
Frequency:Twice Annually
Type of Service:Entire Facility
Strip and refinish all tiled, linoleum and wood floor areas.
Frequency:Four Times Annually
Type of Service:Entire Facility
Spray Buff with a high-speed buffer all tiled, linoleum and wood floor
areas.
Frequency:Monthly
Type of Service:Entire Facility
City of Palo Alto General Services Agreement 44 Rev. February 8, 2017
Clean all counters and tabletop surfaces removing all graffiti, pen
and pencil marks, dirt, etc. Clean exterior entranceways removing
all dirt, cobwebs, etc. from wall and floor surfaces.
Frequency:Four Times Annually
Type of Service:Entire Facility
Clean and dust all counters, cabinets, shelves, ledges, desks, and
table top surfaces throughout office areas.
Frequency:Twice Annually
Facility:Development Center
Location:285 Hamilton Ave.
Total Square Feet:10,700
Servicing Frequency:Five Days per Week, (Monday through Friday)
Type of Service:Restrooms -Complete servicing.
Empty all garbage and compost containers in all restrooms each
service day. All garbage and compost containers to be kept
cleaned and lined with proper liners, which must be replaced
immediately when needed. Empty and replace with new liners all
sanitary napkin receptacles. Replace and refill, as needed all
dispensers and containers. Damp wipe toilet partitions and all wall
areas showing any stains, spots, grime and/or any abuse in general.
Remove any graffiti immediately from any surface as it appears, as
well as "spitballs," etc. Clean mirrors and keep all chrome fixtures
clean. Sweep floors and properly dispose of all trash items. Damp
mop floor areas with disinfectant cleaner. Clean sinks, drains;
counter tops, toilet bowls and urinals with brush and disinfectant
cleaner. Pour one gallon of water down each floor drain.
Frequency:Monday through Friday
Type of Service:Entire Facility
Empty counter garbage, all central garbage, and central compost
containers each service day and replace liner with proper type, size and
depth. Clean central compost and central garbage containers when
necessary. Vacuum all carpeted floors including any stairwells, offices,
and open space areas. Sweep, damp mop (with proper disinfectant
cleaners), and dispose of all trash items on all non-carpeted floors.
Remove cobwebs from interior spaces and exterior spaces (exterior: up
to one story building only). Refill towel dispensers. Clean marks from
City of Palo Alto General Services Agreement 45 Rev. February 8, 2017
glass on entry doors. Clean tops of all conference room tables and lobby
furniture tables. Secure facility and set alarm.
Frequency:Monday through Friday
Type of Service:Entire Facility.
Empty all recycling containers each service day. Clean recycling
containers when necessary. Replace central recycling liner with
proper type, size and depth. Recycle cardboard to cardboard
recycling dumpster. Recycle blueprints to recycle collection bin at
outside location. Transport polystyrene “blocks” and “peanuts” to
specified containers located at the Civic Center.
Check the designated collector/hauler garbage containers located
outside the building, to see if cardboard is present. If cardboard is
present, flatten if needed, and recycle on site to recycling dumpster
.
Frequency:Monday through Friday.
Type of Service:Entire Facility (lunch rooms and break areas)
Clean all counters and tabletop surfaces, chairs, sinks, microwaves and
refrigerators (inside and out). Wipe down cabinet fronts.
Frequency:Quarterly (advance notice of work needs to be provided so users
can clear items out of refrigerators, unmarked items are to be
discarded from refrigerators at time of cleaning).
Type of Service:Entire Facility
Wash all windows, interior and exterior.
Frequency:Twice Annually
Type of Service:Entire Facility
Strip and refinish all tiled, linoleum and wood floor areas.
Frequency:Four Times Annually
Type of Service:Entire Facility
Spray Buff with a high-speed buffer all tiled, linoleum and wood floor
areas.
Frequency:Monthly
Type of Service:Entire Facility
City of Palo Alto General Services Agreement 46 Rev. February 8, 2017
Clean all counters and tabletop surfaces removing all graffiti, pen and
pencil marks, dirt, etc. Clean exterior entranceways removing all dirt,
cobwebs, etc. from wall and floor surfaces.
Frequency:Four Times Annually
Type of Service:Entire Facility
Clean and dust all counters, cabinets, shelves, ledges, desks, and
table top surfaces throughout office areas.
Frequency:Twice Annually
Facility:Downtown Library
Location:270 Forest Ave.
Total Square Feet:8,741
Servicing Frequency:Five Days per Week, (Tues, Wed, Thurs, Fri, & Sat),
twice daily
(once mid-day (mid-way through operating hours), once
after closing)
Mid-day service includes lobbies and restrooms only.
Full service after business hour closing.
Type of Service:Restrooms -Complete servicing.
Empty all garbage and compost containers in all restrooms each
service day. All garbage and compost containers to be kept
cleaned and lined with proper liners, which must be replaced
immediately when needed. Empty and replace with new liners all
sanitary napkin receptacles. Replace and refill, as needed all
dispensers and containers. Damp wipe toilet partitions and all wall
areas showing any stains, spots, grime and/or any abuse in general.
Remove any graffiti immediately from any surface as it appears, as
well as "spitballs," etc. Clean mirrors and keep all chrome fixtures
clean. Sweep floors and properly dispose of all trash items. Damp
mop floor areas with disinfectant cleaner. Clean sinks, drains,
counter tops, changing stations, toilet bowls and urinals with brush
and disinfectant cleaner. Pour one gallon of water down each floor
drain.
Frequency:Tues, Wed, Thurs, & Sat
Type of Service:Entire Facility
City of Palo Alto General Services Agreement 47 Rev. February 8, 2017
Empty all recycling containers each service day. Replace central
recycling liner with proper type, size and depth. Empty all central
garbage and central compost containers each service day and replace
liner with proper type, size and depth. Clean central compost, central
garbage, and all recycling containers when necessary. Vacuum all
carpeted floors including any stairwells, offices, and open space areas.
Sweep, damp mop (with proper disinfectant cleaners), and dispose of all
trash items on all non-carpeted floors. Remove cobwebs from interior
spaces and exterior spaces (exterior: up to one story building only). Refill
towel dispensers. Clean marks from glass on entry doors. Clean all table
tops. Secure facility and set alarm.
Frequency:Tues, Wed, Thurs, & Sat
Type of Service:Entire Facility (lunch rooms and break areas)
Clean all counters and tabletop surfaces, chairs, sinks, microwaves and
refrigerators (inside and out). Wipe down cabinet fronts.
Frequency:Quarterly (advance notice of work needs to be provided so users
can clear items out of refrigerators, unmarked items are to be
discarded from refrigerators at time of cleaning).
Type of Service:Entire Facility
Wash all windows, interior and exterior.
Frequency:Twice Annually
Type of Service:Entire Facility
Strip and refinish all tiled, linoleum and wood floor areas.
Frequency:Four Times Annually
Type of Service:Entire Facility
Spray Buff with a high-speed buffer all tiled, linoleum and wood floor
areas.
Frequency:Monthly
Type of Service:Entire Facility
Clean all counters and tabletop surfaces removing all graffiti, pen
and pencil marks, dirt, etc. Clean exterior entranceways removing
all dirt, cobwebs,etc. from wall and floor surfaces.
Frequency:Four Times Annually
Type of Service:Entire Facility
City of Palo Alto General Services Agreement 48 Rev. February 8, 2017
Clean and dust all counters, cabinets, shelves, ledges, desks, and
table top surfaces throughout office areas.
Frequency:Twice Annually
Facility:Foothills Park (Interpretive Center, Oak Grove, Orchard
Glen, Entrance Gate/Toyon Trail)
Location:3300 Page Mill Road
Total Square Feet:5,035
Servicing Frequency:Three Days per Week (Sunday, Tuesday, and Friday, 7
am, including holidays)
Type of Service:Restrooms -Complete servicing.
Empty all trash and waste containers in all restrooms each service
day. All waste containers to be kept lined with proper liners,
which must be replaced immediately when needed. Empty and
replace with new liners all sanitary napkin receptacles. Replace
and refill, as needed all dispensers and containers. Damp wipe
toilet partitions and all wall areas showing any stains, spots, grime
and/or any abuse in general. Remove any graffiti immediately from
any surface as it appears, as well as "spitballs," etc. Clean mirrors
and keep all dispensers and fixtures clean. Sanitize changing
stations. Sweep floors and properly dispose of all trash items.
Damp mop floor areas with disinfectant cleaner. Clean sinks,
drains, counter tops, toilet bowls and urinals with brush and
disinfectant cleaner. Pour one gallon of water down each floor
drain. Lock restroom doors after daily service where applicable.
All park restrooms are to remain open during daylight hours.
Entire restroom (excluding Interpretive Center) including walls
(porous walls excluded), toilet partitions, floors, and fixtures are to
be hosed down and scrubbed with disinfectant cleaner monthly.
Polish unpainted metal door pulls, door plates, metal fixtures,
and toilet/urinal partitions quarterly.
Reseal floors every six months.
City of Palo Alto General Services Agreement 49 Rev. February 8, 2017
Frequency:Three Days per Week (Sunday, Tuesday, and Friday, 7 am,
including holidays)
Type of Service:Entire Facility.
Empty all recycling containers once per week on Fridays. Replace
central recycling liner with proper type, size and depth. Clean
recycling containers when necessary. Empty all central garbage
and central compost containers once per week on Fridays and
replace liner with proper type, size and depth. Clean central
compost, central garbage, and all recycling containers when
necessary.
Vacuum all carpeted floors including any stairwells, offices, and open
space areas. Sweep, damp mop (with proper disinfectant cleaners) all
areas, and dispose of all trash items on all non-carpeted floors. Remove
cobwebs from interior spaces and exterior spaces (exterior: up to one
story building only). Refill towel dispensers. Clean marks from glass on
entry doors. Clean tops of all conference room tables and lobby furniture
tables. Secure facility and set alarm.
Frequency:Three Days per Week (Sunday, Tuesday, and Friday, 7 am,
including holidays)
Type of Service:Entire Facility
Strip and refinish all tiled, linoleum and wood floor areas.
Frequency:Two Times Annually
Type of Service:Entire Facility
Spray Buff with a high-speed buffer all tiled, linoleum and wood floor
areas.
Frequency:Four Times Annually
Type of Service:Entire Facility
Clean all counters and tabletop surfaces removing all graffiti, pen and
pencil marks, dirt, etc. Clean exterior entranceways removing all dirt,
cobwebs, etc. from wall and floor surfaces.
Frequency:Four Times Annually
Type of Service:Entire Facility (lunch rooms and break areas)
Clean all counters and tabletop surfaces, chairs, sinks, microwaves and
refrigerators (inside and out). Wipe down cabinet fronts.
City of Palo Alto General Services Agreement 50 Rev. February 8, 2017
Frequency:Quarterly (advance notice of work needs to be provided so users
can clear items out of refrigerators, unmarked items are to be
discarded from refrigerators at time of cleaning).
Type of Service:Entire Facility
Clean and dust all counters, cabinets, shelves, ledges, desks, and
table top surfaces throughout office areas.
Frequency:Twice Annually
Facility:Golf Course Restrooms
Location:1875 Embarcadero Rd.
Club House Restrooms
Total Square Feet:900
Frequency:Seven days a week, twice daily + holidays
(once between 11:00 am and noon, once at dusk). Both full
services.
Type of Service:Restrooms -Complete servicing.
Empty all garbage and compost containers in all restrooms each
service day. All garbage and compost containers to be kept
cleaned and lined with proper liners, which must be replaced
immediately when needed. Clean compost and garbage containers
when necessary. Empty and replace with new liners all sanitary
napkin receptacles. Replace and refill, as needed all dispensers and
containers. Damp wipe toilet partitions and all wall areas showing
any stains, spots, grime and/or any abuse in general. Remove any
graffiti immediately from any surface as it appears, as well as
"spitballs," etc. Remove cobwebs from interior spaces and exterior
spaces (exterior: up to one story building only).Clean mirrors and keep
all chrome fixtures clean. Sweep floors and properly dispose of all
trash items. Damp mop floor areas with disinfectant cleaner. Clean
sinks, drains, counter tops, changing stations, toilet bowls and
urinals with brush and disinfectant cleaner. Pour one gallon of
water down each floor drain. Lock restrooms doors after final
daily service.
City of Palo Alto General Services Agreement 51 Rev. February 8, 2017
Entire restroom including walls (porous walls excluded), toilet
partitions, floors, and fixtures are to be hosed down and
scrubbed with disinfectant cleaner monthly.
Polish unpainted metal door pulls, door plates, metal fixtures,
and toilet/urinal partitions quarterly.
Reseal floors every six months.
Field Restrooms
Total Square Feet:242
Frequency:Seven days a week, twice daily + holidays
(once between 11:00 am and noon, once at dusk). Both full
services.
Type of Service:Restrooms -Complete servicing.
Empty all trash and waste containers in all restrooms each service
day. All waste containers to be kept lined with proper liners, which
must be replaced immediately when needed. Empty and replace
with new liners all sanitary napkin receptacles. Replace and refill,
as needed all dispensers and containers. Damp wipe toilet
partitions and all wall areas showing any stains, spots, grime
and/or any abuse in general. Remove any graffiti immediately from
any surface as it appears, as well as "spitballs," etc. Remove
cobwebs from interior spaces and exterior spaces (exterior: up to one
story building only).Clean mirrors and keep all chrome fixtures
clean. Clean sinks, drains, counter tops, toilet bowls and urinals
with brush and disinfectant cleaner.
Entire restroom including walls (porous walls excluded),
floors, and fixtures are to be hosed down and scrubbed with
disinfectant cleaner monthly.
Polish unpainted metal door pulls, door plates, metal fixtures,
and toilet/urinal partitions quarterly.
Reseal floors every six months.
Facility:Junior Museum
City of Palo Alto General Services Agreement 52 Rev. February 8, 2017
Location:1305 Middlefield Rd.
Total Square Feet:5,856
Jr Museum, (excludes live animal exhibits) –14,552 sf per concept
design (new bldg. phase 1 to
be completed late 2020,
includes larger work areas and
4 restrooms (9 toilets, 4
urinals, 9 sinks, and 1 shower
room)
Servicing Frequency:Seven Days per Week + holidays
Tuesday through Sunday, twice daily
(once mid-day (mid-way through operating hours), once
after closing)
Mid-day service includes lobbies and restrooms only.
Full service after business hour closing.
Monday (one mid-day service only in lobby, restrooms,
and zoo feeding room only).
Type of Service:Restrooms -Complete servicing.
Empty all garbage and compost containers in all restrooms each
service day. All garbage and compost containers to be kept
cleaned and lined with proper liners, which must be replaced
immediately when needed. Empty and replace with new liners all
sanitary napkin receptacles. Replace and refill, as needed all
dispensers and containers. Damp wipe toilet partitions and all wall
areas showing any stains, spots, grime and/or any abuse in general.
Remove any graffiti immediately from any surface as it appears, as
well as "spitballs," etc. Clean mirrors and keep all chrome fixtures
clean. Sweep floors and properly dispose of all trash items. Damp
mop floor areas with disinfectant cleaner. Clean sinks, drains,
counter tops, changing stations, toilet bowls and urinals with brush
and disinfectant cleaner. Pour one gallon of water down each floor
drain.
Frequency:All items daily, trash pickup, dispenser filling and any required
surface cleaning twice daily.
Type of Service:Entire Facility
Empty all recycling containers each service day. Replace central
recycling liner with proper type, size and depth. Empty all central
garbage and central compost containers each service day and replace
liner with proper type, size and depth. Clean central compost, central
City of Palo Alto General Services Agreement 53 Rev. February 8, 2017
garbage, and all recycling containers when necessary. Vacuum all
carpeted floors including any stairwells, offices, and open space areas.
Sweep, damp mop (with proper disinfectant cleaners), and dispose of all
trash items on all non-carpeted floors. Remove cobwebs from interior
spaces and exterior spaces (exterior: up to one story building only). Refill
towel dispensers. Clean marks from glass on entry doors. Clean all table
tops. Secure facility and set alarm.
Frequency:Daily
Type of Service:Entire Facility (lunch rooms and break areas)
Clean all counters and tabletop surfaces, chairs, sinks, microwaves and
refrigerators (inside and out). Wipe down cabinet fronts.
Frequency:Quarterly (advance notice of work needs to be provided so users
can clear items out of refrigerators, unmarked items are to be
discarded from refrigerators at time of cleaning).
Type of Service:Entire Facility
Wash all windows, interior and exterior.
Frequency:Twice Annually
Type of Service:Entire Facility
Strip and refinish all tiled, linoleum and wood floor areas.
Frequency:Four Times Annually
Type of Service:Entire Facility
Spray Buff with a high-speed buffer all tiled, linoleum and wood floor
areas.
Frequency:Monthly
Type of Service:Entire Facility
Clean all counters and tabletop surfaces removing all graffiti, pen
and pencil marks, dirt, etc. Clean exterior entranceways removing
all dirt, cobwebs, etc. from wall and floor surfaces.
Frequency:Four Times Annually
Type of Service:Entire Facility
Clean and dust all counters, cabinets, shelves, ledges, desks, and
table top surfaces throughout office areas.
Frequency:Twice Annually
City of Palo Alto General Services Agreement 54 Rev. February 8, 2017
Facility:Landfill Office and Toll Booth
Location:2380 Embarcadero Rd.
Total Square Feet:1,488
Servicing Frequency:Five Days per Week, (Monday through Friday)
Type of Service:Restrooms -Complete servicing.
Empty all garbage and compost containers in all restrooms each
service day. All garbage and compost containers to be kept
cleaned and lined with proper liners, which must be replaced
immediately when needed. Empty and replace with new liners all
sanitary napkin receptacles. Replace and refill, as needed all
dispensers and containers. Damp wipe toilet partitions and all wall
areas showing any stains, spots, grime and/or any abuse in general.
Remove any graffiti immediately from any surface as it appears, as
well as "spitballs," etc. Clean mirrors and keep all chrome fixtures
clean. Sweep floors and properly dispose of all trash items. Damp
mop floor areas with disinfectant cleaner. Clean sinks, drains;
counter tops, toilet bowls and urinals with brush and disinfectant
cleaner. Pour one gallon of water down each floor drain.
Frequency:Monday through Friday
Type of Service:Entire Facility
Empty all recycling containers each service day. Replace central
recycling liner with proper type, size and depth. Empty all central
garbage and central compost containers each service day and replace
liner with proper type, size and depth. Clean central compost, central
garbage, and all recycling containers when necessary. Vacuum all
carpeted floors including any stairwells, offices, and open space areas.
Sweep, damp mop (with proper disinfectant cleaners), and dispose of all
trash items on all non-carpeted floors. Remove cobwebs from interior
spaces and exterior spaces (exterior: up to one story building only). Refill
towel dispensers. Clean marks from glass on entry doors. Clean tops of
all conference room tables and lobby furniture tables. Secure facility and
set alarm.
Frequency:Monday through Friday
Type of Service:Entire Facility (lunch rooms and break areas)
Clean all counters and tabletop surfaces, chairs, sinks, microwaves and
refrigerators (inside and out). Wipe down cabinet fronts.
City of Palo Alto General Services Agreement 55 Rev. February 8, 2017
Frequency:Quarterly (advance notice of work needs to be provided so users
can clear items out of refrigerators, unmarked items are to be
discarded from refrigerators at time of cleaning).
Type of Service:Entire Facility
Wash all windows, interior and exterior.
Frequency:Twice Annually
Type of Service:Entire Facility
Strip and refinish all tiled, linoleum and wood floor areas.
Frequency:Four Times Annually
Type of Service:Entire Facility
Spray Buff with a high-speed buffer all tiled, linoleum and wood floor
areas.
Frequency:Monthly
Type of Service:Entire Facility
Clean all counters and tabletop surfaces removing all graffiti, pen
and pencil marks, dirt, etc. Clean exterior entranceways removing
all dirt, cobwebs, etc. from wall and floor surfaces.
Type of Service:Entire Facility
Clean and dust all counters, cabinets, shelves, ledges, desks, and
table top surfaces throughout office areas.
Frequency:Twice Annually
Facility:Rinconada Library
Location:1213 Newell Rd.
Total Square Feet:26,582
Servicing Frequency:Seven Days per Week, twice daily
(once mid-day (mid-way through operating hours), once
after closing)
City of Palo Alto General Services Agreement 56 Rev. February 8, 2017
Mid-day service includes lobbies and restrooms only.
Full service after business hour closing.
Type of Service:Restrooms -Complete servicing.
Empty all garbage and compost containers in all restrooms each
service day. All garbage and compost containers to be kept
cleaned and lined with proper liners, which must be replaced
immediately when needed. Empty and replace with new liners all
sanitary napkin receptacles. Replace and refill, as needed all
dispensers and containers. Damp wipe toilet partitions and all wall
areas showing any stains, spots, grime and/or any abuse in general.
Remove any graffiti immediately from any surface as it appears, as
well as "spitballs," etc. Clean mirrors and keep all chrome fixtures
clean. Sweep floors and properly dispose of all trash items. Damp
mop floor areas with disinfectant cleaner. Clean sinks, drains,
counter tops, changing stations, toilet bowls and urinals with brush
and disinfectant cleaner. Pour one gallon of water down each floor
drain.
Frequency:All items daily, trash pickup, dispenser filling and any required
surface cleaning twice daily.
Type of Service:Entire Facility
Empty all recycling containers each service day. Replace central
recycling liner with proper type, size and depth. Empty all central
garbage and central compost containers each service day and replace
liner with proper type, size and depth. Clean central compost, central
garbage, and all recycling containers when necessary. Vacuum all
carpeted floors including any stairwells, offices, and open space areas.
Sweep, damp mop (with proper disinfectant cleaners), and dispose of all
trash items on all non-carpeted floors. Remove cobwebs from interior
spaces and exterior spaces (exterior: up to one story building only). Refill
towel dispensers. Clean marks from glass on entry doors. Clean all table
tops. Secure facility and set alarm.
Frequency:Daily
Type of Service:Entire Facility (lunch rooms and break areas)
Clean all counters and tabletop surfaces, chairs, sinks, microwaves and
refrigerators (inside and out). Wipe down cabinet fronts.
Frequency:Quarterly (advance notice of work needs to be provided so users
can clear items out of refrigerators, unmarked items are to be
discarded from refrigerators at time of cleaning).
City of Palo Alto General Services Agreement 57 Rev. February 8, 2017
Type of Service:Entire Facility
Wash all windows, interior and exterior.
Frequency:Twice Annually
Type of Service:Entire Facility
Strip and refinish all tiled, linoleum and wood floor areas.
Frequency:Four Times Annually
Type of Service:Entire Facility
Spray Buff with a high-speed buffer all tiled, linoleum and wood floor
areas.
Frequency:Monthly
Type of Service:Entire Facility
Clean all counters and table top surfaces removing all graffiti, pen
and pencil marks, dirt, etc. Clean trash and debris from
fireplace. Clean exterior entranceways removing all dirt,
cobwebs, etc. from wall and floor surfaces.
Frequency:Four Times Annually
Type of Service:Entire Facility
Clean and dust all counters, cabinets, shelves, ledges, desks, and
table top surfaces throughout office areas.
Frequency:Twice Annually
Facility:Mitchell Park Library and
Mitchell Park Community Center
Location:3700 Middlefield Rd.
Total Square Feet:Mitchell Park Library -40,152 sf
Mitchell Park Community Center –16,180 sf
Servicing Frequency:Seven Days per Week, twice daily
(once mid-day (mid-way through operating hours), once
after closing)
Mid-day service includes lobbies and restrooms only.
Full service after business hour closing.
City of Palo Alto General Services Agreement 58 Rev. February 8, 2017
Type of Service:Restrooms / Showers -Complete servicing.
Empty all garbage and compost containers in all restrooms each
service day. All garbage and compost containers to be kept
cleaned and lined with proper liners, which must be replaced
immediately when needed. Empty and replace with new liners all
sanitary napkin receptacles. Replace and refill, as needed all
dispensers and containers. Damp wipe toilet partitions and all wall
areas showing any stains, spots, grime and/or any abuse in general.
Remove any graffiti immediately from any surface as it appears, as
well as "spitballs," etc. Clean mirrors and keep all chrome fixtures
clean. Sweep floors and properly dispose of all trash items. Damp
mop floor areas with disinfectant cleaner. Clean sinks, drains;
counter tops, toilet bowls and urinals with brush and disinfectant
cleaner. All shower areas are to be kept free of mildew, hair, dirt
and soap scum. Clean and disinfect all floor mats, benches and
tiled areas. Pour one gallon of water down each floor drain.
Frequency:Daily
Type of Service:Entire Facility
Empty all recycling containers each service day. Replace central
recycling liner with proper type, size and depth. Empty all central
garbage and central compost containers each service day and replace
liner with proper type, size and depth. Clean central compost, central
garbage, and all recycling containers when necessary. Vacuum all
carpeted floors including any stairwells, offices, and open space areas.
Sweep, damp mop (with proper disinfectant cleaners), and dispose of all
trash items on all non-carpeted floors. Remove cobwebs from interior
spaces and exterior spaces (exterior: up to one story building only). Refill
towel dispensers. Clean marks from glass on entry doors. Clean all table
tops. Secure facility and set alarm.
Frequency:Daily
Type of Service:Entire Facility (lunch rooms and break areas)
Clean all counters and tabletop surfaces, chairs, sinks, microwaves and
refrigerators (inside and out). Wipe down cabinet fronts.
Frequency:Quarterly (advance notice of work needs to be provided so users
can clear items out of refrigerators, unmarked items are to be
discarded from refrigerators at time of cleaning).
Type of Service:Entire Facility
City of Palo Alto General Services Agreement 59 Rev. February 8, 2017
Wash all windows, interior and exterior.
Frequency:Twice Annually
Type of Service:Entire Facility
Strip and refinish all tiled, linoleum and wood floor areas.
Frequency:Four Times Annually
Type of Service:Entire Facility
Spray Buff with a high-speed buffer all tiled, linoleum and wood floor
areas.
Frequency:Monthly
Type of Service:Entire Facility
Clean all counters and tabletop surfaces removing all graffiti, pen
and pencil marks, dirt, etc. Clean exterior entranceways removing
all dirt, cobwebs, etc. from wall and floor surfaces.
Frequency:Four Times Annually
Type of Service:Entire Facility
Clean and dust all counters, cabinets, shelves, ledges, desks, and
table top surfaces throughout office areas.
Frequency:Twice Annually
Facility:Municipal Service Center Buildings (A,B,C, &
SCADA)
Location:3201 East Bayshore Rd. & 3241 East Bayshore Rd.
Total Square Feet:76,634
Servicing Frequency:Five Days per Week, (Monday through Friday), twice
daily for MSC A, B, C only
(once mid-day (mid-way through operating hours), once
after closing)
Mid-day service includes restrooms only.
Full service after business hour closing.
Servicing Frequency:Five Days per Week, (Monday through Friday)
City of Palo Alto General Services Agreement 60 Rev. February 8, 2017
SCADA – service only between the hours of 4pm and
9pm.
Type of Service:Restrooms / Showers -Complete servicing.
Empty all garbage and compost containers in all restrooms each
service day. All garbage and compost containers to be kept
cleaned and lined with proper liners, which must be replaced
immediately when needed. Empty and replace with new liners all
sanitary napkin receptacles. Replace and refill, as needed all
dispensers and containers. Damp wipe toilet partitions and all wall
areas showing any stains, spots, grime and/or any abuse in general.
Remove any graffiti immediately from any surface as it appears, as
well as "spitballs," etc. Clean mirrors and keep all chrome fixtures
clean. Sweep floors and properly dispose of all trash items. Damp
mop floor areas with disinfectant cleaner. Clean sinks, drains;
counter tops, toilet bowls and urinals with brush and disinfectant
cleaner. All shower areas are to be kept free of mildew, hair, dirt
and soap scum. Clean and disinfect all floor mats, benches and
tiled areas. Pour one gallon of water down each floor drain.
Frequency:Monday through Friday
Type of Service:Entire Facility (including offices, locker rooms, lunch rooms, conference
rooms, shops and fueling station)
Empty all inside central garbage and central compost containers each
service day and replace liner with proper type, size and depth. Empty all
outside central garbage and central compost containers once per week
and replace liner with proper type, size and depth. Clean central
compost, central garbage, and all recycling containers when necessary.
Vacuum all carpeted floors including any stairwells, offices, and open
space areas. Sweep, damp mop (with proper disinfectant cleaners), and
dispose of all trash items on all non-carpeted floors. Remove cobwebs
from interior spaces and exterior spaces (exterior: up to one story
building only). Refill towel dispensers. Clean marks from glass on entry
doors. Clean tops of all conference room tables and lobby furniture
tables.
Secure facility.
Frequency:Monday through Friday
Type of Service:Entire Facility (including offices, locker room, lunch rooms, conference
room, and limited shop areas)
Empty all recycling containers each service day. Replace central
recycling liner with proper type, size and depth. Clean recycling
containers when necessary.
Frequency:Monday
City of Palo Alto General Services Agreement 61 Rev. February 8, 2017
Type of Service:Entire Facility (lunch rooms and break areas)
Clean all counters and tabletop surfaces, chairs, sinks, microwaves and
refrigerators (inside and out). Wipe down cabinet fronts.
Frequency:Quarterly (advance notice of work needs to be provided so users
can clear items out of refrigerators, unmarked items are to be
discarded from refrigerators at time of cleaning).
Type of Service:Entire Facility
Wash all windows, interior and exterior.
Frequency:Twice Annually
Type of Service:Entire Facility
Strip and refinish all tiled, linoleum and wood floor areas.
Frequency:Four Times Annually
Type of Service:Entire Facility
Spray Buff with a high-speed buffer all tiled, linoleum and wood floor
areas.
Frequency:Monthly
Type of Service:Entire Facility
Clean all counters and tabletop surfaces removing all graffiti, pen
and pencil marks, dirt, etc. Clean exterior entranceways removing
all dirt, cobwebs, etc. from wall and floor surfaces.
Frequency:Four Times Annually
Type of Service:Building B Exercise Room
Disinfect all equipment with proper cleanser. Detail vacuum
between and under weight benches and machines.
Frequency:Twice Annually
Type of Service:Entire Facility
Clean and dust all counters, cabinets, shelves, ledges, desks, and
table top surfaces throughout office areas.
Frequency:Twice Annually
City of Palo Alto General Services Agreement 62 Rev. February 8, 2017
Facility:All Park Restrooms
Locations:Rinconada Park 777 Embarcadero Rd. 511 sq. ft.
Mitchell Park 600 E. Meadow (two sets)1,363 sq. ft.
Peers Park 1899 Park Ave.1,046 sq. ft.
El Camino Park 100 El Camino Real 272 sq. ft.
Greer Park 1098 Amarillo Ave. 597 sq. ft.
Baylands Park 1785 Embarcadero Rd. 843 sq. ft.
Byxbee Park 2380 Embarcadero Rd. 568 sq. ft.
Hoover Park 2901 Cowper St. 500 sq. ft.
Stanford Fields 2700 El Camino Real 1,080 sq. ft.
Seale Park 3100 Stockton Place 120 sq. ft.
Briones 609 Maybell Ave 120 sq. ft.
Frequency:Seven days a week +holidays after park closing, except at
locations where no restroom lighting is available –one hour
before closing).
Additional Mid-day service on Saturdays, Sundays, and
Holidays for Stanford Fields, Mitchell Park, Greer Park, El
Camino Park, Rinconada Park, and Peers Park (between 11
through 2pm).
Type of Service:Restrooms -Complete servicing at each service.
Empty all trash and waste containers in all restrooms. All waste
containers to be kept lined with proper liners, which must be
replaced immediately when needed. Empty and replace with new
liners all sanitary napkin receptacles. Replace and refill, as needed
all dispensers and containers. Damp wipe toilet partitions and all
wall areas showing any stains, spots, grime and/or any abuse in
general. Remove any graffiti immediately from any surface as it
appears, as well as "spitballs," etc. Remove cobwebs from interior
spaces and exterior spaces (exterior: up to one story building only).
Clean mirrors and keep all dispensers and fixtures clean. Sanitize
changing stations. Sweep floors and properly dispose of all trash
items. Damp mop floor areas with disinfectant cleaner. Clean
sinks, drains, counter tops, toilet bowls and urinals with brush and
disinfectant cleaner. Pour one gallon of water down each floor
drain. Lock restroom doors after daily service where applicable.
All park restrooms are to remain open during daylight hours.
City of Palo Alto General Services Agreement 63 Rev. February 8, 2017
Entire restroom including walls (porous walls excluded), toilet
partitions, floors, and fixtures are to be hosed down and
scrubbed with disinfectant cleaner monthly.
Polish unpainted metal door pulls, door plates, metal fixtures,
and toilet/urinal partitions quarterly.
Reseal floors every six months.
Facility:Rinconada Pool Office and Shower Rooms
Location:777 Embarcadero Rd.
Total Square Feet:3,585
Servicing Frequency:Seven Days per Week
Type of Service:Restrooms / Showers -Complete servicing.
Empty all garbage and compost containers in all restrooms each
service day. All garbage and compost containers to be kept
cleaned and lined with proper liners, which must be replaced
immediately when needed. Empty and replace with new liners all
sanitary napkin receptacles. Replace and refill, as needed all
dispensers and containers. Damp wipe toilet partitions and all wall
areas showing any stains, spots, grime and/or any abuse in general.
Remove any graffiti immediately from any surface as it appears, as
well as "spitballs," etc. Clean mirrors and keep all chrome fixtures
clean. Sweep floors and properly dispose of all trash items. Damp
mop floor areas with disinfectant cleaner. Clean sinks, drains;
counter tops, changing stations, toilet bowls and urinals with brush
and disinfectant cleaner. All shower areas are to be kept free of
mold/mildew, stains, hair, dirt, and soap scum. Clean and disinfect
all floor mats, benches and tiled areas. Clean floor under floor
mats. Pour one gallon of water down each floor drain.
Polish unpainted metal door pulls, door plates, metal fixtures,
and toilet/urinal partitions quarterly.
Reseal floors every six months.
Frequency:Daily
City of Palo Alto General Services Agreement 64 Rev. February 8, 2017
Type of Service:Entire Facility
Empty all recycling containers each service day. Replace central
recycling liner with proper type, size and depth. Empty all central
garbage and central compost containers each service day and replace
liner with proper type, size and depth. Clean central compost, central
garbage, and all recycling containers when necessary. Vacuum all
carpeted floors including any stairwells, offices, and open space areas.
Sweep, damp mop (with proper disinfectant cleaners), and dispose of all
trash items on all non-carpeted floors. Remove cobwebs from interior
spaces and exterior spaces (exterior: up to one story building only). Refill
towel dispensers. Clean marks from glass on entry doors. Clean all table
tops. Secure facility and set alarm.
Frequency:Daily
Type of Service:Entire Facility (lunch rooms and break areas)
Clean all counters and tabletop surfaces, chairs, sinks, microwaves and
refrigerators (inside and out). Wipe down cabinet fronts.
Frequency:Quarterly (advance notice of work needs to be provided so users
can clear items out of refrigerators, unmarked items are to be
discarded from refrigerators at time of cleaning).
Type of Service:Entire Facility
Wash all windows, interior and exterior.
Frequency:Twice Annually
Type of Service:Entire Facility
Clean and dust all counters, cabinets, shelves, ledges, desks, and
table top surfaces throughout office areas.
Frequency:Twice Annually
Facility:Utilities Offices
Location:1005 &1007 Elwell Ct.
Total Square Feet:16,157
Servicing Frequency:Five Days per Week, (Monday through Friday)
City of Palo Alto General Services Agreement 65 Rev. February 8, 2017
Type of Service:Restrooms / Showers -Complete servicing.
Empty all garbage and compost containers in all restrooms each
service day. All garbage and compost containers to be kept
cleaned and lined with proper liners, which must be replaced
immediately when needed. Empty and replace with new liners all
sanitary napkin receptacles. Replace and refill, as needed all
dispensers and containers. Damp wipe toilet partitions and all wall
areas showing any stains, spots, grime and/or any abuse in general.
Remove any graffiti immediately from any surface as it appears, as
well as "spitballs," etc. Clean mirrors and keep all chrome fixtures
clean. Sweep floors and properly dispose of all trash items. Damp
mop floor areas with disinfectant cleaner. Clean sinks, drains,
counter tops, toilet bowls and urinals with brush and disinfectant
cleaner. All shower areas are to be kept free of mildew, hair, dirt
and soap scum. Clean and disinfect all floor mats, benches and
tiled areas. Pour one gallon of water down each floor drain.
Frequency:Monday through Friday
Type of Service:Entire Facility
Empty all central garbage and central compost containers each service
day and replace liner with proper type, size and depth. Clean central
compost, central garbage, and all recycling containers when necessary.
Vacuum all carpeted floors including any stairwells, offices, and open
space areas. Sweep, damp mop (with proper disinfectant cleaners), and
dispose of all trash items on all non-carpeted floors. Remove cobwebs
from interior spaces and exterior spaces (exterior: up to one story
building only). Refill towel dispensers. Clean marks from glass on entry
doors. Clean tops of all conference room tables and lobby furniture
tables. Secure facility and set alarm.
Frequency:Monday through Friday
Type of Service:Entire Facility.
Empty all central recycling containers each service day. Replace
central recycling liner with proper type, size and depth. Check the
designated collector/hauler garbage containers located outside the
building, to see if cardboard is present. If cardboard is present,
flatten if needed, and transport material to designated recycling
container.
Frequency:Tuesdays and Thursdays
Type of Service:Entire Facility
Clean and dust all counters, cabinets, shelves, ledges, and table top
surfaces throughout office areas. Clean exterior and interior
City of Palo Alto General Services Agreement 66 Rev. February 8, 2017
entrance ways and interior space removing all dirt, cobwebs, etc.
from wall and floor surfaces.
Frequency:Monthly
Type of Service:Entire Facility (lunch rooms and break areas)
Clean all counters and tabletop surfaces, chairs, sinks, microwaves and
refrigerators (inside and out). Wipe down cabinet fronts.
Frequency:Weekly kitchen cleaning, quarterly refrigerator cleaning (advance
notice of work needs to be provided so users can clear items out of
refrigerators, unmarked items are to be discarded from
refrigerators at time of cleaning).
Type of Service:Entire Facility
Wash all windows, interior and exterior.
Frequency:Twice Annually
Type of Service:Entire Facility
Strip and refinish all tiled, linoleum and wood floor areas.
Frequency:Four Times Annually
Type of Service:Entire Facility
Spray Buff with a high-speed buffer all tiled, linoleum and wood floor
areas.
Frequency:Monthly
Type of Service:Entire Facility
Clean and dust all counters, cabinets, shelves, ledges, desks, and
table top surfaces throughout office areas.
Frequency:Twice Annually
Facility:Water Quality Control Buildings
Location:2501 Embarcadero Way
Total Square Feet:12,400 (Admin, Lab, Maintenance Bldgs)
Servicing Frequency:Five Days per Week
City of Palo Alto General Services Agreement 67 Rev. February 8, 2017
Type of Service:Restrooms / Showers -Complete servicing.
Empty all garbage and compost containers in all restrooms each
service day. All garbage and compost containers to be kept
cleaned and lined with proper liners, which must be replaced
immediately when needed. Empty and replace with new liners all
sanitary napkin receptacles. Replace and refill, as needed all
dispensers and containers. Damp wipe toilet partitions and all wall
areas showing any stains, spots, grime and/or any abuse in general.
Remove any graffiti immediately from any surface as it appears, as
well as "spitballs," etc. Clean mirrors and keep all chrome fixtures
clean. Sweep floors and properly dispose of all trash items. Damp
mop floor areas with disinfectant cleaner. Clean sinks, drains;
counter tops, toilet bowls and urinals with brush and disinfectant
cleaner. All shower areas are to be kept free of mildew, hair, dirt
and soap scum. Clean and disinfect all floor mats, benches and
tiled areas. Pour one gallon of water down each floor drain.
Frequency:Monday through Friday
Type of Service:Entire Facility
Empty all recycling containers each service day. Replace central
recycling liner with proper type, size and depth. Empty all central
garbage and central compost containers each service day and replace
liner with proper type, size and depth. Clean central compost, central
garbage, and all recycling containers when necessary. Vacuum all
carpeted floors including any stairwells, offices, and open space areas.
Sweep, damp mop (with proper disinfectant cleaners), and dispose of all
trash items on all non-carpeted floors. Remove cobwebs from interior
spaces and exterior spaces (exterior: up to one story building only). Refill
towel dispensers. Clean marks from glass on entry doors. Clean tops of
all conference room tables and lobby furniture tables. Secure facility and
set alarm.
Frequency:Monday through Friday
Type of Service:Entire Facility (lunch rooms and break areas)
Clean all counters and tabletop surfaces, chairs, sinks, microwaves and
refrigerators (inside and out). Wipe down cabinet fronts.
Frequency:Quarterly (advance notice of work needs to be provided so users
can clear items out of refrigerators, unmarked items are to be
discarded from refrigerators at time of cleaning).
Type of Service:Entire Facility
Wash all windows, interior and exterior.
City of Palo Alto General Services Agreement 68 Rev. February 8, 2017
Frequency:Twice Annually
Type of Service:Entire Facility
Strip and refinish all tiled, linoleum and wood floor areas.
Frequency:Four Times Annually
Type of Service:Entire Facility
Spray Buff with a high-speed buffer all tiled, linoleum and wood floor
areas.
Frequency:Monthly
Type of Service:Entire Facility
Clean all counters and tabletop surfaces removing all graffiti, pen
and pencil marks, dirt, etc. Clean exterior entranceways removing
all dirt, cobwebs, etc. from wall and floor surfaces.
Frequency:Four Times Annually
Facility:PARKING FACILITY “Q”
Location:400 Block of High St.
Total Square Feet:48,000
Type of Service:Garage Areas
Sweep and damp mop (with proper disinfectant cleaner) and
remove cobwebs in all stairwells, landings, elevator platforms, and
elevators. Wipe down the elevator walls with proper disinfectant
cleaner. Remove any trash found in these areas. Empty and replace
liners in all trash containers. Clean, sanitize, and deodorize any
area that may have urine, human waste, blood or vomit.
Frequency:Seven Days a Week + holidays (service only between the hours
of 5am and 2:20pm).
Reseal floors in elevators, stairwells, landings, and elevator
platforms every six months.
Facility:PARKING FACILITY “J”
City of Palo Alto General Services Agreement 69 Rev. February 8, 2017
Location:520 Webster St.
Total Square Feet:148,000
Type of Service:Garage Areas
Sweep and damp mop (with proper disinfectant cleaner) and
remove cobwebs in all stairwells, landings, elevator platforms, and
elevators. Wipe down the elevator walls with proper disinfectant
cleaner. Remove any trash found in these areas. Empty and replace
liners in all trash containers. Remove trash from complete facility
including parking areas, sidewalks, and ledges, around bike lockers
and in storage areas. Clean, sanitize, and deodorize any area that
may have urine, human waste, blood or vomit. Sweep and remove
trash from sidewalk and around facility. Clean the alley between
facility and businesses.
Frequency:Seven Days a Week + holidays (service only between the hours
of 5am and 2:20pm).
Reseal floors in elevators, stairwells, landings, and elevator
platforms every six months.
Facility:PARKING FACILITY “S/L”
Location:445 Bryant St.
Total Square Feet:229,380
Type of Service:Restrooms -Complete servicing.
Empty all trash and waste containers in all restrooms each service
day. All waste containers to be kept lined with proper liners,
which must be replaced immediately when needed. Empty and
replace with new liners all sanitary napkin receptacles. Replace
and refill, as needed all dispensers and containers. Damp wipe
toilet partitions and all wall areas showing any stains, spots, grime
and/or any abuse in general. Remove any graffiti immediately from
any surface as it appears, as well as "spitballs," etc. Clean mirrors
and keep all chrome fixtures clean. Sweep floors and properly
dispose of all trash items. Damp mop floor areas with disinfectant
cleaner. Clean sinks, drains, counter tops, toilet bowls, changing
City of Palo Alto General Services Agreement 70 Rev. February 8, 2017
stations and urinals with brush and disinfectant cleaner. Pour one
gallon of water down each floor drain.
Entire restroom including walls (porous walls excluded), toilet
partitions, floors, and fixtures are to be hosed down and
scrubbed with disinfectant cleaner monthly.
Polish unpainted metal door pulls, door plates, metal fixtures,
and toilet/urinal partitions quarterly.
Reseal floors every six months.
Frequency:Seven Days a Week + holidays (service only between the hours
of 5am and 2:20pm).
Type of Service:Garage Areas
Sweep and damp mop (with proper disinfectant cleaner) and
remove cobwebs in all stairwells, landings, elevator platforms, and
elevators. Wipe down the elevator walls with proper disinfectant
cleaner. Remove any trash found in these areas. Empty and replace
liners in all trash containers. Clean, sanitize, and deodorize any
area that may have urine, human waste, blood or vomit. Sweep
and remove trash from sidewalk and around facility. Clean the
alley between facility and businesses.
Frequency:Seven Days a Week + holidays (service only between the hours
of 5am and 2:20pm).
Reseal floors in elevators, stairwells, landings, and elevator
platforms every six months.
Facility:PARKING FACILITY “R”
Location:528 High St.
Total Square Feet:93,930
City of Palo Alto General Services Agreement 71 Rev. February 8, 2017
Type of Service:Restrooms -Complete servicing.
Empty all trash and waste containers in all restrooms each service
day. All waste containers to be kept lined with proper liners,
which must be replaced immediately when needed. Empty and
replace with new liners all sanitary napkin receptacles. Replace
and refill, as needed all dispensers and containers. Damp wipe
toilet partitions and all wall areas showing any stains, spots, grime
and/or any abuse in general. Remove any graffiti immediately from
any surface as it appears, as well as "spitballs," etc. Clean mirrors
and keep all chrome fixtures clean. Sweep floors and properly
dispose of all trash items. Damp mop floor areas with disinfectant
cleaner. Clean sinks, drains, counter tops, changing stations, toilet
bowls and urinals with brush and disinfectant cleaner. Pour one
gallon of water down each floor drain.
Frequency:Seven Days a Week + holidays (service only between the hours
of 5am and 2:20pm).
Entire restroom including walls (porous walls excluded), toilet
partitions, floors, and fixtures are to be hosed down and
scrubbed with disinfectant cleaner monthly.
Polish unpainted metal door pulls, door plates, metal fixtures,
and toilet/urinal partitions quarterly.
Reseal floors every six months.
Type of Service:Garage Areas
Sweep and damp mop (with proper disinfectant cleaner) and
remove cobwebs in all stairwells, landings, elevator platforms, and
elevators. Wipe down the elevator walls with proper disinfectant
cleaner. Remove any trash found in these areas. Empty and replace
liners in all trash containers. Clean, sanitize, and deodorize any
area that may have urine, human waste, blood or vomit. Sweep
and remove trash from sidewalk and around facility. Clean the
alley between facility and businesses.
Frequency:Seven Days a Week + holidays (service only between the hours
of 5am and 2:20pm).
City of Palo Alto General Services Agreement 72 Rev. February 8, 2017
Reseal floors in elevators, stairwells, landings, and
elevator platforms every six months.
Facility:CITY HALL PARKING GARAGE
Location:250 Webster St.
Total Square Feet:251,508
Type of Service:Garage Areas
Sweep and damp mop (with proper disinfectant cleaner) and
remove cobwebs in all stairwells, landings, elevator platforms, and
elevators. Wipe down the elevator walls with proper disinfectant
cleaner. Remove any trash found in these areas. Empty and replace
liners in all trash containers. Remove trash from complete facility
including parking areas, sidewalks, and ledges, around bike lockers
and in storage areas. Clean, sanitize, and deodorize any area that
may have urine, human waste, blood or vomit. Sweep and remove
trash from plaza, sidewalk, and around facility.
Frequency:Seven Days a Week + holidays (service only between the hours
of 5am and 2:20pm).
Reseal floors in elevators, stairwells, landings, and elevator
platforms every six months.
City of Palo Alto General Services Agreement 73 Rev. February 8, 2017
EXHIBIT C
COMPENSATION AND SCHEDULE OF FEES
CITY shall pay CONTRACTOR according to the following rate schedule.
A.Maximum Compensation
The maximum amount of compensation to be paid to CONTRACTOR, including
both payment for services and reimbursable expenses, shall not exceed the amounts
set forth in Sections 5 and 6 of the Agreement. Any services provided or hours
worked for which payment would result in a total exceeding the maximum amount of
compensation set forth herein shall be at no cost to CITY.
As stated in Section 5 of the Agreement, CITY shall pay CONTRACTOR a
maximum compensation amount not to exceed $10,652,615 which includes
$10,145,347 for Basic Services and $507,268 for Additional Services over the term of
the Agreement beginning September 1, 2017 and ending August 31, 2022. The
maximum compensation on an annual basis are as follows:
Year 1: Basic Services $1,910,922
Additional Services $95,546
Year 2: Basic Services $1,968,250
Additional Services $98,413
Year 3: Basic Services $2,027,298
Additional Services $101,365
Year 4: Basic Services $2,088,117
Additional Services $104,406
Year 5: Basic Service $2,150,760
Additional Services $107,538
B.Monthly Invoicing
Invoicing is addressed in Section 8 of the Agreement. Contractor shall submit
invoices monthly. Monthly invoices are to be itemized showing the monthly cost for
each facility. Monthly costs for each facility to be determined from annual cost for
each facility listed in spreadsheet below. Monthly costs and amounts used of
itemized chemicals and supplies are to be reported on an Excel spreadsheet along
with each monthly invoice.
A sample of an itemized facility listing for invoicing is shown below.
City of Palo Alto General Services Agreement 74 Rev. February 8, 2017
Facility
Airport $ monthly cost
Animal Services $ monthly cost
Arastra Gateway $ monthly cost
Art Center $ monthly cost
Baylands Int. Center $ monthly cost
Children's Library $ monthly cost
Children's Theater $ monthly cost
City Hall $ monthly cost
College Terrace Library $ monthly cost
Community Theater $ monthly cost
Development Center $ monthly cost
Downtown Library $ monthly cost
Golf Course $ monthly cost
Foothills Park $ monthly cost
Jr. Museum $ monthly cost
Landfill $ monthly cost
Rinconada Library $ monthly cost
Mitchell Park Library $ monthly cost
Mitchell Park Comm Center $ monthly cost
MSC & SCADA $ monthly cost
All Park Restrooms $ monthly cost
Rinconada Pool $ monthly cost
Utility Offices $ monthly cost
Water Quality Buildings $ monthly cost
Parking Lot Q $ monthly cost
Parking Lot R $ monthly cost
Parking Lot S/L $ monthly cost
Parking Lot J $ monthly cost
Parking Lot City Hall $ monthly cost
C.Additional Services
Additional Work not defined in the Scope of Services (Basic Services), will be agreed
upon by the CONTRACTOR and City at the hourly rates shown in Exhibit C-1
Hourly Rate Sheet.
City of Palo Alto General Services Agreement 1 Rev. February 8, 2017
1. Minimum staffing of 28 custodians, 3 utility workers, 1 lead person, and 1 supervisor, 2. Minimum material cost of $9,000 per month, 3. Minimum wagelaws.
Bid Item Facility Number of Staff Hours per Year * Year 1 Labor Cost per Year (in dollars) includes labor, profit, overhead, etc.
* Year 1 Material and Chemical Supply Costs per Year (in dollars)
Year 1 Total Cost (in dollars)* Year 2 Labor Cost per Year (in dollars) includes labor, profit, overhead, etc.
* Year 2 Material and Chemical Supply Costs per Year (in dollars)
Year 2 Total Cost (in dollars)* Year 3 Labor Cost per Year (in dollars) includes labor, profit, overhead, etc.
* Year 3 Material and Chemical Supply Costs per Year (in dollars)
Year 3 Total Cost (in dollars)* Year 4 Labor Cost per Year (in dollars) includes labor, profit, overhead, etc.
* Year 4 Material and Chemical Supply Costs per Year (in dollars)
Year 4 Total Cost (in dollars)* Year 5 Labor Cost per Year (in dollars) includes labor, profit, overhead, etc.
* Year 5 Material and Chemical Supply Costs per Year (in dollars)
Year 5 Total Cost (in dollars)Total Cost (All Five Years) (in dollars)
1 Airport 624 $ 18,891.85 $ 1,672.93 $20,565 19,458.61$ 1,723.11$ $21,182 20,042.37$ 1,774.81$ $21,817 20,643.64$ 1,828.05$ $22,472 21,262.95$ 1,882.89$ $23,146 $109,181.20
2 Animal Services 624 $ 18,891.85 $ 1,106.22 $19,998 19,458.61$ 1,139.41$ $20,598 20,042.37$ 1,173.59$ $21,216 20,643.64$ 1,208.80$ $21,852 21,262.95$ 1,245.06$ $22,508 $106,172.48
3 Arastra Gateway 260 $ 7,871.60 $ 460.06 $8,332 8,107.75$ 473.86$ $8,582 8,350.99$ 488.08$ $8,839 8,601.52$ 502.72$ $9,104 8,859.56$ 517.80$ $9,377 $44,233.94
4 Art Center 2808 $ 85,013.33 $ 4,660.54 $89,674 87,563.73$ 4,800.36$ $92,364 90,190.64$ 4,944.37$ $95,135 92,896.36$ 5,092.70$ $97,989 95,683.25$ 5,245.48$ $100,929 $476,090.76
5 Baylands Int. Center 390 $ 11,807.41 $ 474.46 $12,282 12,161.63$ 488.69$ $12,650 12,526.48$ 503.35$ $13,030 12,902.27$ 518.45$ $13,421 13,289.34$ 534.01$ $13,823 $65,206.10
6 Children's Library 1456 $ 44,080.99 $ 1,526.70 $45,608 45,403.42$ 1,572.50$ $46,976 46,765.52$ 1,619.68$ $48,385 48,168.48$ 1,668.27$ $49,837 49,613.54$ 1,718.32$ $51,332 $242,137.42
7 Children's Theater 936 $ 28,337.78 $ 3,765.09 $32,103 29,187.91$ 3,878.05$ $33,066 30,063.55$ 3,994.39$ $34,058 30,965.45$ 4,114.22$ $35,080 31,894.42$ 4,237.65$ $36,132 $170,438.50
8 City Hall 9750 $ 295,185.18 $ 21,774.04 $316,959 304,040.74$ 22,427.26$ $326,468 313,161.96$ 23,100.07$ $336,262 322,556.82$ 23,793.08$ $346,350 332,233.52$ 24,506.87$ $356,740 $1,682,779.52
9 College Terrace Library 624 $ 18,891.85 $ 2,098.81 $20,991 19,458.61$ 2,161.77$ $21,620 20,042.37$ 2,226.63$ $22,269 20,643.64$ 2,293.43$ $22,937 21,262.95$ 2,362.23$ $23,625 $111,442.27
10 Community Theater 1248 $ 37,783.70 $ 2,703.65 $40,487 38,917.21$ 2,784.76$ $41,702 40,084.73$ 2,868.30$ $42,953 41,287.27$ 2,954.35$ $44,242 42,525.89$ 3,042.98$ $45,569 $214,952.84
11 Development Center 780 $ 23,614.81 $ 2,330.63 $25,945 24,323.26$ 2,400.55$ $26,724 25,052.96$ 2,472.57$ $27,526 25,804.55$ 2,546.75$ $28,351 26,578.68$ 2,623.15$ $29,202 $137,747.90
12 Downtown Library 1040 $ 31,486.42 $ 2,776.70 $34,263 32,431.01$ 2,860.01$ $35,291 33,403.94$ 2,945.81$ $36,350 34,406.06$ 3,034.18$ $37,440 35,438.24$ 3,125.21$ $38,563 $181,907.58
13 Foothills Park 780 $ 23,614.81 $ 966.55 $24,581 24,323.26$ 995.54$ $25,319 25,052.96$ 1,025.41$ $26,078 25,804.55$ 1,056.17$ $26,861 26,578.68$ 1,087.86$ $27,667 $130,505.79
14 Golf Course (Clubhouse + Field restrooms)
1820 $ 55,101.23 $ 1,789.69 $56,891 56,754.27$ 1,843.38$ $58,598 58,456.90$ 1,898.68$ $60,356 60,210.61$ 1,955.64$ $62,166 62,016.92$ 2,014.31$ $64,031 $302,041.62
15 Jr. Museum 1279.2 $ 38,728.30 $ 7,083.55 $45,812 39,890.14$ 7,296.05$ $47,186 41,086.85$ 7,514.93$ $48,602 42,319.45$ 7,740.38$ $50,060 43,589.04$ 7,972.59$ $51,562 $243,221.29
17 Landfill Office & Toll Booth 260 $ 7,871.60 $ 407.81 $8,279 8,107.75$ 420.04$ $8,528 8,350.99$ 432.64$ $8,784 8,601.52$ 445.62$ $9,047 8,859.56$ 458.99$ $9,319 $43,956.53
18 Rinconada Library 3276 $ 99,182.22 $ 8,428.16 $107,610 102,157.69$ 8,681.01$ $110,839 105,222.42$ 8,941.44$ $114,164 108,379.09$ 9,209.68$ $117,589 111,630.46$ 9,485.97$ $121,116 $571,318.13
19 Mitchell Park Library 7098 $ 214,894.81 $ 18,054.05 $232,949 221,341.66$ 18,595.67$ $239,937 227,981.90$ 19,153.54$ $247,135 234,821.36$ 19,728.14$ $254,550 241,866.00$ 20,319.99$ $262,186 $1,236,757.12
20 Mitchell Park Community Center 4004 $ 121,222.71 $ 5,235.77 $126,458 124,859.40$ 5,392.84$ $130,252 128,605.18$ 5,554.63$ $134,160 132,463.33$ 5,721.27$ $138,185 136,437.23$ 5,892.90$ $142,330 $671,385.25
21 MSC Buildings (A, B, C, & SCADA)5980 $ 181,046.91 $ 20,342.87 $201,390 186,478.32$ 20,953.16$ $207,431 192,072.67$ 21,581.75$ $213,654 197,834.85$ 22,229.20$ $220,064 203,769.89$ 22,896.08$ $226,666 $1,069,205.70
22 Rinconada Park 364 $ 11,020.25 $ 760.32 $11,781 11,350.85$ 783.12$ $12,134 11,691.38$ 806.62$ $12,498 12,042.12$ 830.82$ $12,873 12,403.38$ 855.74$ $13,259 $62,544.60
23 Mitchell Park 910 $ 27,550.62 $ 1,724.72 $29,275 28,377.14$ 1,776.47$ $30,154 29,228.45$ 1,829.76$ $31,058 30,105.30$ 1,884.65$ $31,990 31,008.46$ 1,941.19$ $32,950 $155,426.76
24 Peers Park 364 $ 11,020.25 $ 571.53 $11,592 11,350.85$ 588.67$ $11,940 11,691.38$ 606.33$ $12,298 12,042.12$ 624.52$ $12,667 12,403.38$ 643.26$ $13,047 $61,542.30
25 El Camino Park 546 $ 16,530.37 $ 777.47 $17,308 17,026.28$ 800.80$ $17,827 17,537.07$ 824.82$ $18,362 18,063.18$ 849.57$ $18,913 18,605.08$ 875.05$ $19,480 $91,889.70
26 Greer Park 546 $ 16,530.37 $ 747.78 $17,278 17,026.28$ 770.21$ $17,796 17,537.07$ 793.32$ $18,330 18,063.18$ 817.12$ $18,880 18,605.08$ 841.63$ $19,447 $91,732.05
27 Baylands Park 364 $ 11,020.25 $ 549.36 $11,570 11,350.85$ 565.84$ $11,917 11,691.38$ 582.82$ $12,274 12,042.12$ 600.30$ $12,642 12,403.38$ 618.31$ $13,022 $61,424.62
28 Byxbee Park 364 $ 11,020.25 $ 642.94 $11,663 11,350.85$ 662.22$ $12,013 11,691.38$ 682.09$ $12,373 12,042.12$ 702.55$ $12,745 12,403.38$ 723.63$ $13,127 $61,921.42
29 Hoover Park 364 $ 11,020.25 $ 388.31 $11,409 11,350.85$ 399.96$ $11,751 11,691.38$ 411.96$ $12,103 12,042.12$ 424.32$ $12,466 12,403.38$ 437.05$ $12,840 $60,569.58
30 Stanford Fields 728 $ 22,040.49 $ 1,032.56 $23,073 22,701.71$ 1,063.54$ $23,765 23,382.76$ 1,095.45$ $24,478 24,084.24$ 1,128.31$ $25,213 24,806.77$ 1,162.16$ $25,969 $122,498.00
31 Seale park 364 $ 11,020.25 $ 346.82 $11,367 11,350.85$ 357.23$ $11,708 11,691.38$ 367.94$ $12,059 12,042.12$ 378.98$ $12,421 12,403.38$ 390.35$ $12,794 $60,349.31
32 Briones Park 364 $ 11,020.25 $ 346.82 $11,367 11,350.85$ 357.23$ $11,708 11,691.38$ 367.94$ $12,059 12,042.12$ 378.98$ $12,421 12,403.38$ 390.35$ $12,794 $60,349.31
33 Rinconada Pool 2184 $ 66,121.48 $ 1,507.92 $67,629 68,105.12$ 1,553.16$ $69,658 70,148.28$ 1,599.75$ $71,748 72,252.73$ 1,647.74$ $73,900 74,420.31$ 1,697.18$ $76,117 $359,053.67
34 Utility Offices (1005 & 1007 Elwell)1560 $ 47,229.63 $ 2,673.90 $49,904 48,646.52$ 2,754.12$ $51,401 50,105.91$ 2,836.74$ $52,943 51,609.09$ 2,921.84$ $54,531 53,157.36$ 3,009.50$ $56,167 $264,944.61
35 Water Quality Buildings (Admin, Lab, Maint Bldgs)
1820 $ 55,101.23 $ 4,500.79 $59,602 56,754.27$ 4,635.81$ $61,390 58,456.90$ 4,774.89$ $63,232 60,210.61$ 4,918.14$ $65,129 62,016.92$ 5,065.68$ $67,083 $316,435.24
36 Parking Lot Q 364 $ 11,020.25 $ 141.11 $11,161 11,350.85$ 145.34$ $11,496 11,691.38$ 149.70$ $11,841 12,042.12$ 154.19$ $12,196 12,403.38$ 158.82$ $12,562 $59,257.16
37 Parking Lot R 546 $ 16,530.37 $ 307.97 $16,838 17,026.28$ 317.21$ $17,343 17,537.07$ 326.73$ $17,864 18,063.18$ 336.53$ $18,400 18,605.08$ 346.62$ $18,952 $89,397.03
38 Parking Lot S/L 910 $ 27,550.62 $ 394.49 $27,945 28,377.14$ 406.32$ $28,783 29,228.45$ 418.51$ $29,647 30,105.30$ 431.07$ $30,536 31,008.46$ 444.00$ $31,452 $148,364.37
39 Parking Lot J 546 $ 16,530.37 $ 184.37 $16,715 17,026.28$ 189.90$ $17,216 17,537.07$ 195.60$ $17,733 18,063.18$ 201.47$ $18,265 18,605.08$ 207.51$ $18,813 $88,740.83
40 City Hall Garage 728 $ 22,040.49 $ 227.63 $22,268 22,701.71$ 234.46$ $22,936 23,382.76$ 241.49$ $23,624 24,084.24$ 248.74$ $24,333 24,806.77$ 256.20$ $25,063 $118,224.49
$1,910,922.48 $1,968,250.16 $2,027,297.66 $2,088,116.59 $2,150,760.09 $10,145,346.97
City of Palo Alto General Services Agreement 1 Rev. February 8, 2017
EXHIBIT “C-1” -Hourly Rate Sheet
SCHEDULE OF CONTRACTOR'S LABOR BILLIING RATES FOR
ADDITIONAL SERVICES
(BY LABOR CLASSIFICATION)
Job Class/Title Rate Type
Base
Labor
Rate
Direct &
Indirect
Overhead
Rate Mark Up
Total
Hourly
Rate
Custodian Straight $17.00 $8.23 $0.62 $25.85
Custodian Overtime $25.50 $9.13 $0.84 $35.48
UtilityWorker Straight $19.00 $8.95 $0.68 $28.63
UtilityWorker Overtime $28.50 $10.21 $0.94 $39.65
Lead Straight $21.00 $9.66 $0.75 $31.41
Lead Overtime $31.50 $11.28 $1.04 $43.82
Supervisor Straight $27.00 $11.81 $0.95 $39.76
Supervisor Overtime $40.50 $14.50 $1.34 $56.35
City of Palo Alto General Services Agreement 2 Rev. February 8, 2017
EXHIBIT D
INSURANCE REQUIREMENTS
CONTRACTORS TO THE CITY OF PALO ALTO (CITY), AT THEIR SOLE EXPENSE, SHALL FOR THE TERM
OF THE CONTRACT OBTAIN AND MAINTAIN INSURANCE IN THE AMOUNTS FOR THE COVERAGE
SPECIFIED BELOW, AFFORDED BY COMPANIES WITH AM BEST’S KEY RATING OF A-:VII, OR
HIGHER, LICENSED OR AUTHORIZED TO TRANSACT INSURANCE BUSINESS IN THE STATE OF
CALIFORNIA.
AWARD IS CONTINGENT ON COMPLIANCE WITH CITY’S INSURANCE REQUIREMENTS, AS SPECIFIED,
BELOW:
REQUIRED TYPE OF COVERAGE REQUIREMENT
MINIMUM LIMITS
EACH
OCCURRENCE AGGREGATE
YES
YES
WORKER’S COMPENSATION
EMPLOYER’S LIABILITY
STATUTORY
STATUTORY
YES GENERAL LIABILITY, INCLUDING
PERSONAL INJURY, BROAD FORM
PROPERTY DAMAGE BLANKET CONTRACTUAL, AND FIRE LEGAL
LIABILITY
BODILY INJURY
PROPERTY DAMAGE
BODILY INJURY & PROPERTY
DAMAGE COMBINED.
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
YES AUTOMOBILE LIABILITY,
INCLUDING ALL OWNED, HIRED,
NON-OWNED
BODILY INJURY
-EACH PERSON
-EACH OCCURRENCE
PROPERTY DAMAGE
BODILY INJURY AND PROPERTY
DAMAGE, COMBINED
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
NO
PROFESSIONAL LIABILITY,
INCLUDING, ERRORS AND
OMISSIONS, MALPRACTICE (WHEN
APPLICABLE), AND NEGLIGENT
PERFORMANCE ALL DAMAGES $1,000,000
YES THE CITY OF PALO ALTO IS TO BE NAMED AS AN ADDITIONAL INSURED: CONTRACTOR, AT
ITS SOLE COST AND EXPENSE, SHALL OBTAIN AND MAINTAIN, IN FULL FORCE AND
EFFECT THROUGHOUT THE ENTIRE TERM OF ANY RESULTANT AGREEMENT, THE
INSURANCE COVERAGE HEREIN DESCRIBED, INSURING NOT ONLY CONTRACTOR AND
ITS SUBCONSULTANTS, IF ANY, BUT ALSO, WITH THE EXCEPTION OF WORKERS’
COMPENSATION, EMPLOYER’S LIABILITY AND PROFESSIONAL INSURANCE, NAMING AS
ADDITIONAL INSUREDS CITY, ITS COUNCIL MEMBERS, OFFICERS, AGENTS, AND EMPLOYEES.
I.INSURANCE COVERAGE MUST INCLUDE:
A.A PROVISION FOR A WRITTEN THIRTY DAY ADVANCE NOTICE TO CITY OF CHANGE
IN COVERAGE OR OF COVERAGE CANCELLATION; AND
B.A CONTRACTUAL LIABILITY ENDORSEMENT PROVIDING INSURANCE COVERAGE
FOR CONTRACTOR’S AGREEMENT TO INDEMNIFY CITY.
C.DEDUCTIBLE AMOUNTS IN EXCESS OF $5,000 REQUIRE CITY’S PRIOR APPROVAL.
II. CONTACTOR MUST SUBMIT CERTIFICATES(S) OF INSURANCE EVIDENCING REQUIRED
COVERAGE.
III.ENDORSEMENT PROVISIONS, WITH RESPECT TO THE INSURANCE AFFORDED TO
“ADDITIONAL INSUREDS”
City of Palo Alto General Services Agreement 3 Rev. February 8, 2017
A.PRIMARY COVERAGE
WITH RESPECT TO CLAIMS ARISING OUT OF THE OPERATIONS OF THE NAMED INSURED,
INSURANCE AS AFFORDED BY THIS POLICY IS PRIMARY AND IS NOT ADDITIONAL TO OR
CONTRIBUTING WITH ANY OTHER INSURANCE CARRIED BY OR FOR THE BENEFIT OF THE
ADDITIONAL INSUREDS.
B.CROSS LIABILITY
THE NAMING OF MORE THAN ONE PERSON, FIRM, OR CORPORATION AS INSUREDS UNDER THE
POLICY SHALL NOT, FOR THAT REASON ALONE, EXTINGUISH ANY RIGHTS OF THE INSURED
AGAINST ANOTHER, BUT THIS ENDORSEMENT, AND THE NAMING OF MULTIPLE INSUREDS,
SHALL NOT INCREASE THE TOTAL LIABILITY OF THE COMPANY UNDER THIS POLICY.
C.NOTICE OF CANCELLATION
1.IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR ANY
REASON OTHER THAN THE NON-PAYMENT OF PREMIUM, THE ISSUING
COMPANY SHALL PROVIDE CITY AT LEAST A THIRTY (30) DAY WRITTEN
NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION.
2.IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR THE NON-
PAYMENT OF PREMIUM, THE ISSUING COMPANY SHALL PROVIDE CITY AT
LEAST A TEN (10) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF
CANCELLATION.
NOTICES SHALL BE MAILED TO:
PURCHASING AND
CONTRACT ADMINISTRATION
CITY OF PALO ALTO
P.O. BOX 10250
PALO ALTO, CA 94303
City of Palo Alto General Services Agreement 4 Rev. February 8, 2017
EXHIBIT “E”
ANNUAL PERFORMANCE BOND
WHEREAS, the City Council of the City of Palo Alto, State of California (“City”) and SWA
Services Group, Inc. (“Principal”) have entered into an agreement dated September 1, 2017 and identified
as “Janitorial Services”, which is hereby referred to and made a part hereof whereby Principal agrees to
install and complete certain designated public improvements; and
WHEREAS, Principal is required under the terms of said agreement to furnish a surety bond
for the faithful performance of said agreement.
NOW, THEREFORE, Principal and _______________________________________________,
as Surety, incorporated under the Laws of the State of , and duly authorized to transact
business as an admitted surety, under the Laws of the State of California, are held and firmly bound
unto City in the penal sum of One Million Nine Hundred Ten Thousand Nine Hundred Twenty Two dollars
($1,910,922), for the payment whereof Principal and Surety bind themselves, their heirs, executors,
administrators, successors, and assigns, jointly and severally, firmly by these presents.
The condition of this obligation is such that if the Principal, Principal’s heirs, executors,
administrators, successors, or assigns shall promptly and faithfully keep and perform the
covenants, conditions, and provisions of the above-mentioned agreement and any alteration thereof,
with or without notice to the Surety, and if Principal shall satisfy all claims and demands incurred
under such agreement and shall fully protect, indemnify, defend, and hold harmless City, its officers,
agents, and employees from all claims, demands, or liabilities which may arise by reason of
Principal’s failure to do so, and shall reimburse and repay City all outlay and expenses which City
may incur in making good any default, then this obligation shall be null and void; otherwise, it shall
remain in full force and effect.
As part of the obligations secured hereto, and in addition to the face amount specified therefore,
there shall be included costs and reasonable expenses and fees, including reasonable attorney’s
fees incurred by City in successfully enforcing such obligations, all to be taxed as costs and
included in any judgment rendered. Surety shall be liable for any liquidated damages for which the
Principal may be liable under its agreement with the City, and such liquidated damages shall be part
of the obligations secured hereto, and in addition to the face amount specified therefore.
The Surety hereby stipulates and agrees that no change, extension of time, alteration, or addition to
the terms of the agreement or to the work to be performed thereunder or the specifications
accompanying the same, shall in any way affect its obligations on this security, and it does hereby
waive notice of any such change, extension of time, alteration, or addition to the terms of the
agreement or to the work or to the specifications. Surety hereby waives the provisions of California
Civil Code Section 2845 and 2849. The City is the principal beneficiary of this bond and has all
rights of a party hereto,
City of Palo Alto General Services Agreement 5 Rev. February 8, 2017
IN WITNESS WHEREOF, this instrument has been duly executed by the Principal Surety
above named on _______________, 20_____.
SURETY, PHONE NUMBER:
BY: Its:
Contractor:
Principal: _________________________________________________
CERTIFICATE OF ACKNOWLEDGMENT
(Civil Code § 1189)
STATE OF )
COUNTY OF )
On , before me, , a notary public in and for said
County, personally appeared , who proved to me on the basis of
satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and
acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that
by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s)
acted, executed the instrument.
I certify under penalty of perjury under the laws of the State of California that the foregoing paragraph is
true and correct.
WITNESS my hand and official seal.
(Seal)
City of Palo Alto General Services Agreement 6 Rev. February 8, 2017
EXHIBIT “F”
LIQUIDATED DAMAGES
THE PARTIES HERETO AGREE THAT IT WOULD BE IMPRACTICAL AND
EXTREMELY DIFFICULT TO DETERMINE THE ACTUAL DAMAGE TO THE
CITY IF CONTRACTOR WERE TO TERMINATE THIS AGREEMENT PRIOR TO
EXPIRATION OR OTHERWISE BREACH. IN ADDITION TO THE SERVICES
PROVIDED, CITY EXPECTS TO RECEIVE OTHER BENEFIT FROM
CONTRACTOR’S SERVICES. THE PARTIES MUTUALLY AGREE THAT
LIQUIDATED DAMAGES SET FORTH IN BELOW ARE ACCEPTABLE TO EACH
PARTY AND ARE A REASONABLE ESTIMATE OF CITY’S LOSS IF
CONTRACTOR FAILS TO COMPLETE SERVICES IN ACCORDANCE
WITH THE SCHEDULE OF PERFORMANCE AND/OR FAILS TO MEET THE
PERFORMANCE STANDARDS. CITY’S ACCEPTANCE OF ANY LIQUIDATED
DAMAGES AS A RESULT OF A PERFORMANCE STANDARD BREACH SHALL
NOT PREVENT CITY FROM EXERCISING ANY OTHER RIGHT OR REMEDY
FOR DEFAULT AVAILABLE TO CITY UNDER THIS AGREEMENT.
Liquidated Damages (LDs) shall be incurred if Contractor fails to meet
the performance standards and specifications as set forth in Exhibit A,Scope of Services,
and Exhibit B, Schedule of Performance. The City will allow three (3) verified
complaints for below standard cleaning service of any City facilities per month. (A
“verified complaint” shall mean an observation of a cleaning deficiency by or confirmed
by City Staff.) If a fourth verified complaint occurs, $250 will be deducted from the
monthly price under the contract. Each additional complaint will result in an additional
assessment of $150 per complaint to be deducted until the end of the month.
a.CONTRACTOR shall respond to emergency calls related to feces, vomit, urine
cleanup and to corrective actions calls for deficiency of service categorized as a
major problem by correcting the deficiency within one (1) hour of the
placement of the call when Contractor has scheduled staff on-site and within
two (2) hours of the call when no scheduled staff is on-site.
Examples of major problems are toilets and showers not being cleaned,
overflowing waste receptacles, not stocking sufficient supplies, large amount
of floor debris, etc.
Minor problems that don’t require immediate attention shall be responded to
and corrected by Contractor during the next day’s normal clean up. Examples
of minor problems include but are not limited to: a partially full waste
receptacle not emptied, a small area not vacuumed.
Failure to correct a reported problem within the applicable time frame will
result in one additional verified complaint.
City of Palo Alto General Services Agreement 7 Rev. February 8, 2017
b. Contractor shall correct all items identified as deficiencies in
City’s daily and weekly inspections within 24 hours of notification. Failure to
resolve the items in the report within 24 hours will result in one additional
verified complaint per item for each 24 hour period that the items remain
unresolved.
c. Contractor’s supervisor(s) or designee shall respond to calls from
City staff within 30 minutes while on their scheduled shift and within 2 hours
when they are outside their normal shift.Each failure to respond within this
timeframe will result in one additional verified complaint.