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Home My WebLink About2001-08-06 City Council (2)TO: FROM: City of Palo Alto City Manager’s Repoi 2HONORABLE CITY COUNCIL CITY MANAGER DEPARTMENT: PUBLIC WORKS DATE:AUGUST 6, 2001 CMR:325:01 SUBJECT:AWARD OF OPEN PURCHASE CONTRACT TO MCNEVIN CLEANING SPECIALIST, INC. IN THE AMOUNT OF $120,000 TO PROVIDE CARPET, UPHOLSTERY AND WINDOW COVERING CLEANING AT CITY FACILITIES RECOMMENDATION Staff recommends that Council: Approve a one-year open purchase contract, with the option for two additional years, with McNevin Cleaning Specialist,. Inc. for Carpet, Upholstery and Window Coveting Cleaning, in an amount not to exceed $120,000 per year. Authorize the City Manager or his designee to exercise at his discretion, the options for the second and third year’s service of this open purchase contract. o Authorize the City Manager or his designee to negotiate and execute one or more change orders to the open purchase contract with McNevin Cleaning Specialist, Inc. for related, additional but unforeseen work which may develop during the term of the contract, the total value of which change orders will not exceed $12,000 per year. DISSCUSION Project Description In order to provide a clean enviroament for staffand the public at a competitive cost, the City contracts for carpet, upholstery and window covering cleaning at City facilities which include the libraries, fire stations, theaters, City Hall, Art Center, Municipal Service Center, Development Center, Teen Center, Water Quality buildings~ Lucie Stem Center, Cubberley Community Center, Mitchell Park Community Center, Elwell Court office complex and the Animal Services building. Bid Process Bids were solicited from seven contractors on June 12, 2001. The bidding period was 29 days, which allowed adequate bid preparation time. One bid was received from a qualified contractor on July 10, 2001. CMR:325:01 Page 1 of 2 Contractors not responding indicated that they did not submit bids due to their current work load and inability to meet the City’s specifications. Staffhas reviewed the bid submitted and recommends that McNevin Cleaning Specialist, Inc. be declared the lowest responsible bidder, and that the open purchase contract be awarded accordingly. RESOURCE IMPACT Funds for this open purchase contract are included in Public Works/Structures andGrounds FY 01-02 operating budget. ENVIRONMENTAL REVIEW This is not a project as defined by the California Environmental Quality Act (CEQA) and is not subject to CEQA requirements. ATTACHMENTS Attachment A: Open Purchase Contract " " g Services DEPARTMENT HEAD: //~ /~. ~ GLENN S. ROBERTS Director of Public Works CITY MANAGER APPROVAL: Assistant City Manager CMR:325:01 Page 2 of 2 PURCHASE ORDER City of Palo Alto TO: ILT McNevin Cleaning Specialists 1186 San Mateo Avenue S San Francisco, CA 94080 NET 30 **** OPEN PURCHASE CONTRACT ***** Contract for carpet maad upholstery cleaning for City Facilities. FURNITURE CLEANING: In accordance with City of Palo Alto Quote #FACI0573 dated July i0, 2001 which is incorporated into this contract. CARPET,FURNITURE & DRAPERY CLEANING Cleaning $.095/sq.ft. Soil retardent .O4/sq.ft Anti-static .OT/sq. ft Fabric and vinyl upholstery and soil retardant applications. This include~ the arms and backs of chairs and sole the underneath, the star bases, seat and caster, as applicable. This doe~ not include all wood items, leather suede,these will be quoted separatel~ Sofa $75/EA Love Seat S50/ea Lg overstuffed chair $25/ea Executive/Mgr chair $17.50/ea *** CONTINUED *** No. FAC20873 Facilities Management Muni Service Center 3201 East Bayshore Rd. Palo Alto~ CA 94303 City of Palo Alto Accounts Payable P.O. Box 10250 Palo Alto, CA 94303 02514261 3100 120,000.0 120,000.0~ DIRECT ALL ~ 3OMMUNICATION\ AND > :KNOWLEDGEMENT/TO / CITY OF PALO ALTO PURCHASING DEPT. P.O. BOX 10250 PALO ALTO, CA 94303 (650) 329-2271 DEUVERIES ACCEPTED ONLY BETWEEN 8:00 AM & 3:00 PM _ESS OTHER ARRANGEMENTS ARE INDICATED HEREIN. THIS P.O. IS SUBJECT TO THE TERMS AND GONDITIONS STATED F_F_LOW, AND ON THE REVERSE SPECIRCATIONS - Any specifications and/or drawings referred to and/or attached hereto are expressly made a part of this Purchase Order. DELIVERY. Please notify the City promptly if delivery cannot be made on or before the date specified. ORDER IDENTIFICATION. Show the P.O. number on all shipping labels, packing lists, invoices, and communications. If partial shipment is authorized, so indicate on all documents. Complete packing lists must accompany each shipment. INVOICE - A separate invoice is required for each order. Send to address indicated above. TAX - This..Pu.m. base Order is exempt from Federal Tax, (Certificate furnished upon request) but is subject to sales tax PURCHASE ORDER City of Palo Alto McNevin Cleaning Specialists TO: 1186 San Mateo Avenue S San Francisco, CA 9408@ ,@1346 NET 3@ No. FAC2@873 Facilities Management Muni Service Center 32@1 East Bayshore Rd. Palo Alto, CA 948@8 ., City of Palo Alto Accounts Payable P.O. Box 10250 ’Bide chair Secretary’s chair $7.5@/ea Stool, with vinyl fabric (no back) $4.5@/ea Eng. hi chair/drafting chairs w/back fabric or vinyl Wall fabric/partition cleaning $.5@ sq.ft !WINDOW COVERING:Vendor shall include take down, pick-up, clean, deliver and re-hang. MINI-BLIND CLEANING- Less than i,@@@ sq.ft. Over i,@@@ sq.ft. $.95/sq.ft. $.9@/sq.ft. FABRIC-BLIND CLEANING: Less than I,@0@ sq.ft. Over i,@@@ sq.ft. $.5@/sq.ft. $.45/sq.ft. DRAPERY CLEANING: Up to 6"@", unlined 99.9@ per widt~ Up to 6"@", lined & black outs $1@.9@ per widt~ Up to 6"1" to 9°@" unlined $9.9@ per widt~ *** CONTINUED *** DIRECT ALL \CITY OF PALO ALTO COMMUNICATION\PURCHASING DEPT. AND ,)P.O. BOX 10250 ACKNOWLEDGEMENT/PALO ALTO, CA 94303 TO /(650) 329-2271/ DELIVERIES ACCEPTED ONLY BETWEEN 8:00 AM & 3:00 PM UNLESS OTHER ARRANGEMENTS ARE INDICATED HEREIN. NOT VALID UNLESS SIGNED CM P~HA~I~IG M ~"~ AG ~R :t TH~ P.O;IS SUBJECTTO THE TERMS AND CONDITIONS STATED BELOW, AND ON THE REVERSE SPECIRCATIONS - Any specifications and/or drawings referTed to and/or attached hereto are expressly made a part this Purchase Order. DELIVERY - Please notify the City promptly if delivery cannot be made on or before the date specified. ORDER IDENTIFICATION - Show the P.O. number on all shipping labels, packing lists, invoices, and communications. papal shipment is authorized, so indicate on all documents. Complete packing lists must accompany each shipment. INVOICE -A separate invoice is required for each order. Send to address indicated above. TAX- This Purchase Order is exempt from Federal Tax, (Certificate furnished upon request) but is subject to sales tax PURCHASE ORDER TO: 8/31/02 107 City of Palo Alto McNevin Cleaning Specialists 1186 San Mateo Avenue S San Francisco, CA 9408@ No. FAC20873 Facilities Management Muni Service Center 3201 East Bayshore Rd. Palo Alto~ CA 94303 City of Palo Alto Accounts Payable P.O. Box 10250 Palo Alto, CA 94303 ;’1" to 9°0" lined and black out 10.90 per widt~ iFrom 9"i" to 12°0" unlined $10.90 per widt~ From 9"1" to 12"0" lined & blackouts $ii.90 per widt~ UNIT PRICE ORDER AMOUNT (~er 12°0’’ the City will request on-site estimates. WATER DAMAGE CLEANING: Water damage clean-up to include 24- hour emergency service Truck and 1 person reg/hrs Truck and 1 person Emergency Helper, reg. hours Helper, Emergency hours $80/h~ $160/hz $40/hz $80/hz WATER DAMAGE CLEAN-UP,EQUIPMENT Blowers $30/da~ Dehumidifiers $55/da~ EMERGENCY" After 4:00p.m. Saturday, Sunday, and holidays, water damage hourly rates are subject to minimum charges *** CONTINUED *** DIRECT ALL ~ COMMUNICATION\ AND ,) ACKNOWLEDGEMENT/TO / CITY OF PALO ALTO PURCHASING DEPT. P.O. BOX 10250 PALO ALTO, CA 94303 (650) 329-2271 DELIVERIES ACCEPTED ONLY BETWEEN 8:00 AM & 3:00 PM UNLESS OTHER ARRANGEMENTS ARE INDICATED HEREIN. / TOTAL >CM " PURCHAS*NG MANAGER / / I: ~i Tills P.O, m SUBJECT TO THE TERMS AND CONDmONS STATED BELOW, AND ON THE REVERSE SPECIFICATIONS - Any specifications and/or drawings referred to and/or attached hereto are expressly made a part u this Purchase Order.DELIVERY- Please notify the City promptly ff delivery cannot be made on or before the date specified. ORDER IDENTIFICATION - Show the P.O. number on all shipping labels, packing lists, invoices, and communications. partial shipment is authorized, so indicate on all documents. Complete packing lists must accompany each shipment. INVOICE - A separate invoice is required for each order. Send to address indicated above. TAX - This Purchase Order is exempt from Federal Tax, (Certificate furnished upon request) but is subject to sales tax TO: PURCHASE ORDER City of .Palo Alto McNevin Cleaning 1186 San Mateo S San Francisco, Specialists enue CA 94@8@ I . :THIS p.o. NUMBER MUST-APPEAR ON ALL’ :INVOICES, PACKAGES, SHIPPING PAPERS L.~AND CORRESPONDENCE PER]AIRING TO ~.~ ¯: ~ PURCHASE ORDER (P.O,) " NO, FAC20873 Facilities Management Muni Service Center 32~I East Bayshore Rd. Palo Alto~ CA 943~3 ~-77: ~: 7L: 7::MAIL-INVOICES:’I’O .:-::;:7:2 DIRECT ALL ~ COMMUNICATION \ AND .) CKNOWLEDGEMENT/TO / CITY OF PALO ALTO PURCHASING DEPT. P.O. BOX 10250 PALO ALTO, CA 94303 (650) 329-2271 DEUVERIES ACCEPTED ONLY BETWEEN 8:00 AM & 3.’00 PM ~LESS OTHER ARRANGEMENTS ARE INDICATED HEREIN. CM PURCHASlN~ m SUBJECT TO THE ~’ERMS AND CONDmONS STATED BELOW, AND ON THE REVERSE SPECIRCATIONS - Any specifications and/or drawings referred to and/or attached hereto are expressly made a part o~ this Purchase Order. DELIVERY- Please notify the City promptly if delivery cannot be made on or before the date specified. ORDER IDENTIRCATION - Show the P.O. number on all shipping labels, packing lists, invoices, and communications. partial shipment is authorized, so indicate on all documents. Complete packing lists must accompany each shipment INVOICE - A separate invoice is required for each order. Send to address indicated above. TAX - This Purchase Order is exempt from Federal Tax, (Certificate furnished upon request) but is subject to sales tax PURCHASE ORDER City of Pale Alto McNevin Cleaning Specialists TO: 1188 San Mateo Avenue S S~n Francisco, CA 94080 NO. FAC20873 Facilities Management Muni Service Center 3201 East Bayshore Rd. Pale Alto, CA 94803 8/31/02 07/~l/011FAC/Lydia/6900 FAC1097~ TEM QTY.UN ....~ ....~ .....- ........ SEND INVOICE TO THE "SHIP TO ADDRESS’ BELOW WITH THE OPEN PURCHASE CONTRAC3 NUMBER IN THE UPPER RIGHT-HAND CORNEl CHANGES. No changes are allowed to this order without an authorized "CHANGE ORDER"! Vendor will be responsible for requesting identification from each CITY employee receiving merchandise and/or service on this Order. The employee must sign and PRINT his/her name and the Department/Division City of Palo Alto Accounts Payable P.O. Box 10250 Palo Alto, CA 94303 UNIT PRICE ORDER AMOUNT DIRECT ALL \CITY OF PALO ALTO COMMUNICATION\PURCHASING DEPT. AND )P.O. BOX 10250 ACKNOWLEDGEMENT/PALO ALTO, CA 94303 TO (650) 329-2271/ DELIVERIES ACCEPTED ONLY B~EN 8.1)0 AM & 3:00 PM UNLESS OTHER ARRANGEMENTS ARE INDICATED HEREIN. . NOT VALID UNLESS SIGNED . 0.00 CM P~H/(S~G M~’NA-G~F~ , ooo. 00 THIS P,O. IS SUBJECT TO THE TERMS AND CONDmONS STATED BELOW, AND ON THE REVERSE SPECIRCATIONS - Any specifications and/or drawings referred to and/or attached hereto are expressly made a part o this Purchase Order. DELIVERY - Please notify the City promptly if delivery cannot be made on or before the date specified. ORDER IDENTIRCAT1ON - Show the P.O. number on all shipping labels, packing lists, invoices, and communications. papal shipment is authorized, so indicate on all documents. Complete packing lists must accompany each shipment. INVOICE - A separate invoice is required for each order. Send to address indicated above. TAX - This Purchase Order is exempt from Federal Tax, (Certificate furnished upon request) but is subject to sales tax PURCHASING & CONTRACT ADMINISTRATION CITY of PALO ALTO FINANCE PURCHASE ORDER TERMS & CONDITIONS ACCEPTANCE/AGREEMENT: City of Palo Alto (City) reserves the right to reject any and all quotations, to waive any informalities, and, unless otherwise specified by Seller, to accept any item in a quotation. By accepting or filling this Purchase Order (P.O.) Seller agrees to the terms and conditions herein which shall prevail over any inconsistent provisions in any form or other paper submitted by Seller. All shipments or services performed shall be deemed to have been made pursuant hereto. No other terms are acceptable. This P.O. including all specifications and drawings shall constitute the entire agreement between the parties unless modified in writing by City. CITY’S PROPERTY: Seller agrees that the information, tools, jigs, dies, or materials, and drawings, patterns, and specifications supplied or paid for by City shall be and remain City property and shall be heldby Seller for City unless directed otherwise. Seller shall account for such items and keep them protected, insured, and in good working conditions without expense to City. DELIVERY: The terms of delivery are as stated on the reverse side hereof. The obligation of Seller to meet the delivery dates, specifications and quantities set forth herein is of the essence of this P.O. No boxing, packing or cartage charge will be allowed unless authorized by this P.O. Deliveries are to be made both in quantities and at times specified herein or if not, such quantities and times are specified pursuant to City’s written instructibn. Items not delivered may be canceled without penalty to City. Shipments in greater or lesser quantity than ordered may be returned at Seller’s expense unless written authorization is issued by City. PRICES: The price which Seller charges in filling this P.O. shall not be higher than Seller’s most recent quote or charge to City for such materials, supplies, services and/or installations unless City expressly agrees otherwise in writing. Notwithstanding the prices set forth in the P.O. City shall receive the benefit of any general reduction in the price of any item(s) listed herein which may be made by Seller at any time prior to the last delivery of goods or services covered by this P.O. TERMINATION: City shall have the right to terminate this P.O. or any part thereof upon ten (10) days notice in writing to Seller. (1)yVithout Cause. City may terminate all or any part of this P.O. without cause. Any claim by Seller for damages due to termination without cause must be submitted to City within thirty (30) days after effective date of termination. (2)~.or Cause. If Seller fails to make any delivery in accordance with the agreed delivery date, delivery schedule, or otherwise fai!s to observe or comply with any of the other instructions, terms, conditions or warranties applicable to this P.O., City may, in addition to any other right or remedy provided by this P.O. or by law, term=nate all or any par[ of this P. O. in writing without any liability of City with respect to Seller at any time during the term of this P.O. In the event of termination for cause, City may purchase supplies or services elsewhere on such terms or in such manner as City may deem appropriate and Seller shall be liable to City for any cost and other expenses incurred by City which is charged to City. CHANGES: City shal! have the right at any time by written notice via P.O. Change Order to Seller to make changes in the specifications, the quantity of items called for, delivery schedules, and requirements covering testing, oackaging or destination. Any claim by Seller for adjustment under this ciause shall be deemed waived unless made in writing within ten (10i days after receipt by Selter of notice of such change. Price increases or extensions of time for delivery shall not be binding on Cit,,’ unless evidencecl oy a P.O. Change Order issued by City’s Purchasing Manager. INSPECTION: City shalt have the right to inspect and approve or reject any materiais, supplies, services and/or installations upon arrival or notice of com#ledo~ prior to payment without regard to the manner of shioment, completion, or any shipping or price terms contained in this P.O. Ali materials, supplies, services and/or installations must be furnished as specified. (1JDefective, damaged and nonconforming materials and/or supplies may be returned for credit or refund, at Seller’s expense. City may charge Seller for al! expenses of unpacking, examining, repacking and reshipping of such materiais andior supplies. {2)Defective, incorrect and nonconforming services and/or installations may be re-serviced or re-installed at Seller’s expense. All of the above notwithstanding prior payment by CitY. (3)Seller’s obligations to wave defects that exist. WARRANTY: Seller expressly warrants that all materials, supplies, services and/or installations covered by this P.O. shall:(1)conform to the specifications, drawings, samples or other descriptions specified by City or if none are so specified, to Seller’s standard specifications or the standards of the ASTM or ANSI orother national standard organization; (2)be new and unless specified to the contrary on the face hereof, will be free from defects in material and workmanship and willbe free of all liens and encumbrances and will conform to any affirmation of fact made on the container or label; (3)be adequately contained, packaged, marked, labeledand/or provided in compliance with all applicable federal and state laws and regulations (including materials deemed hazardous); (4)be performed within the rules and regulations of theOccupational Safety and Health Act of 1970 (as amended); (5)be produced or transferred or disposed of as-required byfederal and state laws and regulations under the conditions of theToxic Substances Control Act; the Hazardous Materials Control and Hazardous Waste Regulations; and, other toxic laws and programs, Seller further expressly agrees to protect, indemnify, hold harmless and defend City, its City Council members, officers and employees from and against any and all claims, demands, liabilities, losses, damages, costs, expenses, liens, penalties, suits, or judgments City may incur, arising in whole or in part in connection with or as a result of Seller’s acts or omissions under this P.O. Further, Seller shall protect, indemnify and hold harmless City, its employees and agents for any loss, damage, fine, liability, fee (including reasonable charges and fees) or expense arising in connection with or resulting from Seller’s failure to furnish materials or supplies or perform services that conform with any warranty contained herein. (6)have good marketable title. GOVERNING LAW: This P.O. shall be governed by the Laws of’the State of California. INDEPENDENT CONTRACTOR. INSURANCE: Seller certifies, by acceptance, that he/she is an independent contractor. Seller shall protect, defend, and indemnify and hold City harmless against all damages, liability, claims, losses and expenses (including attorney’s fees) arising out of, or resulting in any way from Seller’s negligence in providing the goods or services purchased hereunder or from any act or omission of Seller, its agents, employees or subcontractor. Seller shall maintain such public liability insurance, including contractual liability, automobile and general public liability, (including non-owned automobile liability) Worker’s Compensation, and employer’s liability insurance as will adequately protect City against such damage, liabilities, claims, losses and expenses (including attorneys’ fees). Seller agrees to submit certificates of insurance, evidencing its insurance coverage when requested by City. NON-DISCRIMINATION: By acceptino this P.O. Seller cert f es that t is in compliance with the Equal OpportUnity Clause required by Executive Order 11246, as amended, the Palo Alto Municipal Code, as amended, and any other equal opportunity programs that apply, FORCE MAJEURE: City may delay delivery or acceptance occasioned by causes beyond its control. Seller shall hold such materials, supplies, services and!or installations at the direction of City and shall deliver them when the cause affecting the delay has been removed. City shall be responsible only for Seller’s direct additional costs in holding the goods or delaying performance of this P.O. at City’s request. Seller shall also be excused if delivery is delayed by unforeseen events beyond its reasonable control, provided Seller notifies City as soon as they occur. City may cancel this P.O. if such delay exceeds thirty (30) days from the originat delivery date. Seller shall use its best efforts to grant preference to this P.O. over those of other customers which were placed after this P.O.. AUTHORITY OF AGENT OR FACTOR: Seller represents that, whenever it executes this P.O. on behalf of a third party as an agent or factor, it shall disclose the existence of the agency or factor relationship to City. Seller shall be deemed to have the legal authority to enter into this P.O. with City on behalf of.the third party. INTERPRETATION OF CONTRACT DOCUMENTS: In the event of a conflict between the terms of this P.O. and the attached specifications with respect to any obligation of Seller, the provisions which impose the greater obligations upon Seller shall prevail. CITY OF PALO ALTO ADMINISTRATIVE SERVICES DEPARTMENT PURCHASING AND CONTRACT ADMINISTRATION 250 HAMILTON AVE. PALO ALTO, CA 94301 P. O. BOX 10250 PALO ALTO, .CA 94303 REQUEST FOR QUOTATION (RFQ) DATE: i. Bo June 12, 2001 REQUEST FOR QUOTATION (RFQ) NUMBER FAC10573 PROJECT TITLE: DESCRIPTION OF PROJECT: Specialized Cleaning Services Work as descn’oexi in PART l]~ SCOPE OF WORK, herein. PRO3ECT CONTACTS:Thorn Macway TELEPHONE: (650) 496-6989 CORrI’KACTMANAGE~JohneIla Walker TELEPHONE: (650) 329-2300 BID SUBMITTAL INFORMATION 1.0 Bid closes (the Bid, in its entirety, must be received by the Contract Manager not later than) 3:00 P.M., Tuesday, July 10, 2001. 2.0 Submit one (1) original and one (1) photocopy of your bid in its entirety. 3.0 Complct~ and submit the following forms: W-9, 305, 310, 320, 410, 415,420 and 650. 4.0 Bids arriving afar the deadline will be returned to their senders. SUBIVIrI’FAL OF DOCUMENTS: 1.0 Submit documents by facsimile, delivering or mailing to: Facsimile: (650) 329-2468 (Delivery) CITY OF PALO ALTO PI.}KCHASING & CORrI’RACT ADMIN. Attn: Johnella Walker" MEZZANINE, CIVIC CENTER 250 HAMILTON AVE. PALO ALTO, CA 94301 (US Mail) CITY OF PALO ALTO PURCHASING & CONTRACT ADMTN. Attn: Johnella Walker MEZZANINE, CIVIC CENTER P.O. BOX 10250 PALO ALTO, CA 94303 2.0 3.0 4.0 5.0 Writ~ ARFQ FAC10573" on the envelope and/or front page of the facsimile. Bidders assume the risk of the method of dispatch chosen. Bids shall be submitted by executing and submitting forms herein. The Bidder shall respond to and comply with all requirements in accordance with the terms and conditions, description, information and instructions herein. RFQ NO. FAC10573 Page 1 PART I REQUEST FOR QUOTATION Do PRF~BID CONFERENCE INFORMATION 1.0 A pre-bid conference is not scheduled for this project. Eo ACCESS TO THE CITY LANDFILL AND RATES It is not required to use the City landfill for tlds Project. If the Contractor de~ides to use the City Landfill, rates will be applied per the marked box below. The landfill information line is (650) 329-2655. F F F x City’s Department issues departmental Landfitl Charge Card, No Cost to Contractor. Contractor pays at the City’s Landfill Pass rate. Contractor pays at the Commercial rote. Not applicable. TERM OF AGREEMENT 1.0 The term of a contract resulting from this RFQ shaH be for twelve (12) months, which may, by mutual agreement, be extended for up to two (2) twelve (12) month periods for a maximum of thirty-six (36) cons~utive months, subj~’t to: City of Palo Alto City Council’s annual approval of each year’s budget, and Council’s appropriation of funds for such contract. City shall bear no liability for contract termination in the event that Council makes no appropriations for this project. The Contractor’s compliance with the terms, conditions, and requirements oft.he contract. 2.0 Notwithstanding the foregoing, the City may terminate this contract, with or without cause, by providing ten (10) days written notice to the Contractor. Monies then owing based upon work satisfactorily accomplished shall be paid to the Contractor. RFQ NO. FAC10573 Page 2 PART I REQUEST FOR QUOTATION l]r.BI]) - IN RESPONSE TO THIS REQUEST FOR QUOTATION, THE UNDERSIGNED, AS BIDDER, DECLARES THAT THE ONLY PERSONS OR PARTIES INTERESTED IN THIS BID AS PRINCIPALS ARE THOSE NAMED HEREIN; THAT THIS BID IS MADE WITHOUT COLLUSION WITH ANY OTHER PERSON, FIRM. OR CORPORATION; THAT THE BIDDER HAS CAREFULLY EXAMINED THE LOCATION OF THE PROPOSED WORK AND THE PLANS AND SPECIFICATIONS HEREIN REFERRED TO; AND THE BIDDER PROPOSES AND AGREES, IF THIS QUOTE IS ACCEPTED, THAT THE BIDDER WILL CONTRACT WITH THE CITY OF PALO ALTO (CITY), TO PROVIDE ALL NECESSARY MATERIALS, EQUIPMENT, TOOLS, APPARATUS, AND OTHER MEANS OF TRANSPORT SERVICES, AND TO DO ALL THE WORK AND FURNISH ALL THE SPECIFIED REQUIREMENTS IN THE CONTRACT, IN THE MANNER HEREIN PRESCRIBED AND ATTHE PRICES STATED IN THE FOLLOWING QUOTE. CITY RETAINS THE RIGHT NOT TO AWARD THE BID. APPROX .QTY. SQ FT SQ FT SQ FT DESCRIPTION, WITH UNIT PRICE IN WORDS (PRICE IS INCLUSIVE OF ALL APPLICABI F TAXES) Carpet Cleaning Ninety-five cents per square foot Carpet soil retardant application Four cents per square foot Carpet anti-static application Seven cents per square foot UNIT PRICE* $0.095 per square foot $0.04 per square foot $0.07 per square foot Note: Product is guaranteed effective for six months if applied toga new or recently cleaned carpet via extraction methods Sofa Seventy-five dollars Love seat Fifty dollars Large "overstuffed" chair Twenty-five dollars EA Executive/Manager’s chair Seventeen dollars and fifty cents Side chair Eleven dollars RFQ NO. FAC10573 $75.00 $50.00 $25.00 $17.50 $11.00 Page 3 PART I BID APPROX ITEM .QTY. 9 EA 10 EA 11 EA 12 SQ FT REQUEST FOR QUOTATION DESCRIPTION, WITH UNIT PRICE IN WORDS UNIT PRICE* (PRICE IS INCLUSIVE OF ALL APPLICABLE TAXES) Secretary’s chair $7.50 Seven dollars and fifty cents Stool, with vinyl fabric, no back $4.50 Four dollars and f’fity cents Engineer’s high chairs or drafting chairs with backs, fabric or vinyl Six dollars Walt fabric/partition cleaning Fifty cents per square foot $6.00 $0.50 per square foot 13 SQ FT 14 SQ FT Less than 1,000 square feet Ninety-five cents per square foot Over 1,000 square feet Ninety cents per square foot $0.95 per square foot $0.90 per square foot 15 SQ FT Less than 1,000 square feet $0.50 per square foot Fifty cents per square foot 16 SQ FT Over 1,000 square feet $0.45 per square foot Forty-five cents per square foot 17 WIDTH**Up to 6’0", unlined $9.90 per width Nine dollars and ninety cents per width 18 WIDTH** Up to 6’0" lined and black outs $10.90 per width Ten dollars and ninety cents per width 19 WIDTH**Up to 6’1" to 9’0" unlined Nine dollars and ninety cents per widths $9.90 per width RFQ NO. FAC10573 Page 4 PART I APPROX .QTY. DESCRIPTION, WITH UNIT PRICE IN WORDS (PRICE IS INCLUSIVE OF ALL APPLICABLE TAXES) REQUEST FOR QUOTATION UNIT PRICE* WIDTH** WIDTH** From 6’1" to 9’0" lined and black outs Ten dollars and ninety cents per width From 9’1" to 12’0" unlined Ten dollars and ninety cents per width $10.90 per width $10.90 per width $11.90 per widthFrom 9’1" to 12’0" lined and black outs Eleven dollars and ninety cents per width * Include all applicable charges. **One wide equals five pleats. Example: drape has twenty pleats =4 width. Normal response time (state in hours or days): 24 (twenty-four) hours APPROX .QTY. DESCRIPTION, WITH UNIT PRICE IN WORDS (PRICE IS INCLUSIVE OF ALL APPLICABI F TAXES) Per hour Per hour Per hour Per hour Truck and one person, regular hours Eighty dollars per hour Truck and one person, emergency*** One hundred sixty dollars per hour Helper, regular hours Forty dollars per hour Helper, emergency hours Eighty dollars per hour $80.00 per hour $160.00 per hour $40.00 per hour $80.00 per hour Per day Blower Thirty dollars per day $30.00 per day RFQ NO. FAC10573 Page PART I REQUEST FOR QUOTATION BID APPROX DESCRIPTION, WITH UNIT PRICE IN WORDS UNIT PRICE* ITEM .QTY.(PRICE IS INCLUSIVE OF ALL APPLICABLE TAXES) 6 Per day Dehumidifier $55.00 per day Fifty-five dollars per day ***Describe emergency: After 4:00 PM Saturday, Sunday and holidays, water damage hourly rates are subiect to minimum charqes includinq premium hourly labor rates and minimum time charges. Example: Sunday and holiday rates are at double time for a minimum of eight hours. Minimum charge per trip, if any: See above fememency) $125.00 One hundred twenty-five dollars (normal hours) Award of Bid Pricing and experience shall be considered when making this award. The City reserves the right to award the quote in total or in part according to the following areas: a) Upholstery and Carpet Cleaning, b) Drapery and Blind Cleaning, and c) Water Damage Clean-up. Bid Bond Requirement Bidders shall submit a Bid Bond in the amount of $ 500.00. The Bid Bond shall be in the form of cash, a certificate of deposit, a certified check or draft, a cashier’s check or draft, drawn on a bank or credit union chartered in the United States of America, and issued or drawn in favor of, and payable to the "City of Palo Air0", or a surety bond in favor of the =City of Palo Alto’. City will not accept Personal or company as a form of Bid Bond. Bid Bond (Bidder shall enter the amount of Bond submittedlenclosed) Enclosed is $ 500.00 which is given as security to assure the undersigned will enter into the contract for performance of the work as is specified herein, if awarded. Note: The Bid Bonds of Bidder(s) not selected as the successful Bidder shall be returned upon the execution of the contract by City and the successful Bidder. INSURANCE THE BIDDER SHALL BEAR ALL COSTS AND PROVIDE INSURANCE, AS REQUIRED BY PART II, FORM 650, INSURANCE REQUIREMENTS, HEREIN. Term of Agreement The term of a contract resulting from this RFQ shall be for twelve (12) months, which may, by mutual agreement, be extended for up to two (2) twelve (12) month periods for a maximum of thirty-six (36) consecutive months, subject to: City of Palo Alto City Council’s annual approval of each year’s budget, and Council’s appropriation of funds for such contract. City shall bear no liability for contract termination in the event that Council makes no appropriations for this project. RFQ NO. FAC10573 Page 6 P~T I REQUI~ST FOR QUOTATION Specifications The specifications or scope of work Included have been prepared to describe the standard of quality, performance, and other characteristics needed to meet City requirements. The City will accept alternate proposals of a designated material, product, thing, service, "or equal’, and will determine if such alternate- proposals are satisfactory in meeting mandatory requirements or specification, and if the proposed alternate meets the Intent of the original mandatory requirement. LICENSE REQUIREMENTS : SUBJECT TO VERIFICATION OF GOOD STANDING, BIDDER SHALL SUBMITA COPY OF ITS CURRENT BUSINESS LICENSE AND APPROPRIATE INFORMATION THAT CERTIFIES THAT FIRM CAN PERFORM CARPET, UPHOLSTERY AND DRAPERY CLEANING.* *NOTE: CHANGES MADE AS PER PHONE CALL WITH FERNANDO VELF_.Z ON JUNE 29, 2001 Firm: Signa~re: ~S~~RE ~ ~P~S ON FO~ 305) Date:J tl V/ 9 ! Bidder’s signature in Form 305, Signature Page, (herein) constitutes an agreement to the terms and conditions of this RFQ in its entirety. RFQ NO. FAC10573 Page 7 P.~.RT !I Bidder is a: ’ FORM 310 x **Califomia Corporation £**Californ!a Limited Liability Company **Corporation organized under the laws of the State of with head offices located at and offices in California at Form 305 **California Corporations Code section 313 requires two corporate officers to execute contracts. t"Sole Proprietorship; Fictitious Business Name (i.e., =dba’): Proprietor 1"Partnership £ Limited Liability Partnership (list names of partners; state which partner or partners are managing partner(s); attach addendum). 1"Other (Attach addendum with explanatory details). The undersi~lned hereby a~lrees to and acce (RS NUMBER) (CONTRACTOR LICENSE NUMBER/TYPE) Bu~inP.~ I in~.n.~. ~85137 (TELEPHONE) ~ts the terms and conditions of the RFQ. Tim N~.vin (PRINTED NAME OF SIGNATORY) Pm~id~nf July 3. 2001i’Tn~~DATE) "SIGNATURE OF SECOND OFFICER/O~ER ~Mu~ ~ u= ~ rm ~CONTRACT) pRINTED NAME OF SIGNATORY) Chief Fin~ne.i~l .hdy 3. 213131 Name of Contact: Jim Fri~e Title: R~nior R~I~.~ R~..nm..~_nf~fivP Telephone: ~5g~52=]~.5 Facsimile: (~ **Signature of First Officer/Owner must be one of the following: Chairman of Board, President, or Vice President **Signature of Second Officer must be one of the following; Secretary, Assistant Secretary, Chief Financial Officer, or Assistant Treasurer RFQ NO. FAC10573 Page 8 PROJECT TITLE:Specialized Cleaning Services Form 310 ACKNOWLEDGMENT OF ADDENDA Dudng the Bid process there may be changes to the documents which would require an issuance of an Addendum or Addenda. To assure that all bidders receive the update or change Addendum, the following acknowledgment and sign-off is required. NOTE: Failure to execute the following may be considered as an irregularity in the bid. Receipt of the following Addendum is acknowledged. The Contractor/consultant acknowledges that the information contained in the addendum has been considered in the preparation of this Bid. Addendum No. (None,X:), (1____), (2___), (3__), (4__.), (5____) (Check appropriate space/number above) McNevin Cleaning Specialists Company RFQ NO. FAC10573 Page 9 PART II - AFFIDAVIT FORM 320 NONCOLLUSION AFFIDAVIT TO BE EXECUTED BY BIDDER AND SUBMI’i’i’ED WITH BID State of :alifomia ). ) ss County of Santa Clara ) Tim Nevin, being first duly swom, deposes and says that he or she is President of McNevin Cleaning Specialists, Inc., the party making the forgoing bid that the bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the bid is genuine and not collusive or sham; that the bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid, and has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or that anyone shall refrain from bidding; that the bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other bidder, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained I the bid are true; and, further, that ~he bidder has not, directly or indirectly, submitted his or her bid price or any breakdown ~hereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any gee to any corporation, partnership, company association, organization, bid depositary, or to any member or agent thereof to effectuate a collusive or sham bid. Signature: ("" Pdnted Name of Signatory:Tim Nevin RFQ NO. FAC10573 Page 10 CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT State of Califomia County of oo , before me,Natne 1~1 T~lle o~ (:E~:~t (a.g., "Jane Bee. NoSy Pule:’) [] personally known to me E~roved 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 helshelthey executed 4 ~ -LORN,~ G. Y~V~E, AO _It the same in hislherltheir authorized J.~ Commies!on # 1194302 ~z ¯¯"¯¯ ~.Not,., f Pub;ic- Calffo~nia ~c.apaclty(|es), andz that by h~s/hedthe~r 5 ~ San FrcncL~o Counfv ~"s~gnature(s) on the j(~strument the person(s), or Ill ~ MyCcl.rx~.!~x~-~ _~g22."~12111~theentity upon b#alf of which the person(s) .I .......,4~ ,~- --. T v _acted, executed ~e instrument. WITNESS my ~al. OPTIONAL / s~=,. 7=,~7~ Though the information below is not required by law, it may prove valuable to persons relying on the document and could prevent freudu/ent remove/and reattachment of this form to another document. Description of Attached Document TitJe or Type of Document: Document Date:Number of Rages: Signer(s) Other Than Named Ab. ove: Capacity(ies) Claimed by Signer Signer’s Name: r-1 Individual l-I Corporate Officer-- Title(s): I’q Padmer --[] Umited [] General _r-I. Attorney in.Fact [] Trustee [] Guardian or Conservator [] Other. Signer Is Representing: To~ o/thumb here £A_P,.’T I! - CERTIFICATIQN OF NONDISCRIMINATION FORM 410 Certification of Nondiscrimination:Specialized Cleaning Services As suppliers of goods or .services to the City of Palo.Alto, the.firm and individuals listed below certify that they do not discriminate in employment with regards to age, race, color, religion, sex, national odgin, ancestry, disability, or sexual preference; that they are in compliance with all Federal, State, and local directives and executive orders regarding nondiscrimination in employment. Firm: Signature: Title: McNevin Cleaning Specialists, Inc. President Date:July 3, 2001 RFQ NO. FAC10573 Page 11 PART II FORM 430 i. This section must be completed. MINORITY BUSINESS ENTERPRISES. Non-completion indicates "is not". MINORITY/WOMEN/DISADVANTAGED BUSINESS ENTERPRISE. Vendor is_.__._~ is not X a Minority or Women or Disadvantaged Business Enterprise, M/W/DBE. (A Minority Business Enterprise is defined as a "business, privately or publicly owned, at least.5 ! % of which is owned by minority group members." For the purpose of this definition, minority group members includes African - Americans, Hispanics, Asian Americans, American Indian or Alaskan Natives, or Women.) I!. This section must be completed. Non-completion indicates "is not". SMALL BUSINESS. Vendor is ~, is not X a small business concern. (A small business concern for the purpose of this procurement is a concern, including its affiliates, which is Independently owned and operated, is not dominant In the field of operations in which It is contracting, and can further qualify under the crlteria concerning number of employees, average annual receipts, or other criteria as a result of Public Law 95-507 amending the Small Business Act of 1958.) III. This section applies only to construction projects. Compliance with the Americans with Disabilities Act (ADA) of 1990. The Contractor, by signature herein, indicates that all new construction commencing after January 26, 1992, shall be made readily accessible and properly signed to the maximum extent feasible in compliance with ADA. IV. This section applies to all suppliers and contractors as required. The Supplier or Contractor shall comply with Executive Order No. 11246, entitled "Equal Employment Opportunity," as amended by Executive Order No. 11375, and as supplemented in Department of Labor Regulations (41 CFR, Part 60). Vo This section applies to all suppliers and contractors. The Contractor represents that it has not retained a person to solicit or secure a City contract upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee, except for retention of bona fide employees or bona fide established commercial selling agencies for the purpose of securing business. Further, the Contractor or supplier represents that it has not knowingly influenced and promises that it will not knowingly influence a City employee or former City employee to breach any ethical standards set forth in the Palo Alto Municipal Code or any of the State of California procurement reg ulations. Vendor’s representative concerning any of the above information in sections I-V.:Tim Nevin Phone: (650) 952-7975 Signature on the Bidder’s Signature Page im RFQ NO. FAC10573 Page 12 PART II SECTION 440 NOISE ORDINANCE INFORMATION The City of Pa[o Alto has enacted an ordinance under Chapter 9.10 of the Pa[o Alto Municipal Code to protect its dtizens and residents from excessive, unnecessary and unreasonable noises from any and all- sources in the community. This ordinance is strictly enforced by the Pa[o Alto Police Department and there are fines and sanctions for violation of the provisions of the ordinance. Commerdat and industrial noise limits are part of the City’s policy and as a person.or firm who intends to do business with the City of Paio Alto, you should become familiar with the provisions of the ordinance, as your activities may be impacted by it. Generally speaking, if you maintain your equipment within the federal standards under which manufacturers produce their current equipment you should be able to stay within the [imitations imposed by Pato A[to’s ordinance. In any case, the ordinance sets forth specific noise [eve[ limits for residential property noise, commerdat/industrial property noise and public property noise. A copy of the ordinance may be obtained from the Project/~anager, or Contract Administrator, or the Manager of Purchasing. Noise is a function of sound expressed in decibels (using the A-level weighting scale) over specified distances. Acceptable noise levels wilt vary with the nature of the activity and the community in which the activity takes place. Activities which generate noise can be expected to be monitored during certain hours of the day. Purchasing ~t Contract Administration recommends contractors follow their current OEM’s recommendations; that is, keep equipment in good operating condition and abide by the "Construction Hours" (this also includes deliveries) listed below. Although these hours may vary with the activity and/or community in which the Work occurs, most activities are monitored for compliance with the provisions of the ordinance during construction hours. Monday - Friday .......................................................................8:00 a.m. to 8:00 p.m. Saturday ................................................................................9:00 a.m. to 8:00 p.m. Sunday ~t Holiday ....................................................................10:00 a.m. to 6:00 p.m. (Exception permits are available) NOISE EMISSION REQUIREMENTS -EQUIPMENT USED BY CONTRACTORS The Palo Alto City Council revised its Noise Ordinance on August 6, 1987. Section 9.10.060(b) of the ordinance increases the noise level permitted for construction activities. Reference the ordinance for allowable levels and hours. It is the bidders responsibility to become familiar and comply with the City’s Noise Ordinance. Equipment must be in good condition and meet all the manufacturerso recommended equipment standards for noise control or abatement. No compensation for conforming to the requirements of this section shall be considered; the prices paid for the various contract items of work involved shall include those costs, and no additional Compensation will be allowed therefore. The City’s Police Department enforce the Ordinance’s requirements. RFQ NO. FAC10573 Page 13 PART !! - INSURANCE REQUIREMENTS FORM 650 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 AND FOR THE COVERAGE SPECIFIED BELOW, AFFORDED BY COMPANIES WITH A BEST--S KEY RATING OF A’J(, OR HIGHER, LICENSED TO TRANSACT INSURANCE BUSINESS IN THE STATE OF CAUFORNIA. CONTRACTORS WILL BE REQUIRED TO NAME CITYAS AN ADDmONAL INSURED AND TO PROVIDE A CERTIRCATE OF INSURANCE EVIDENCING COMPLIANCE WITH THESE INSURANCE REQUIREMENTS. THE INSURANCE REQUIREMENTS CHECKED BELOW ARE REQUIRED FOR THIS CONTRACT TYPE OF COVERAGE : WORKER--S COMPENSATION : AUTOMOBILE UABILITY COMPREHENSIVE GENERAL UABILITY, INCLUDING: PERSONAL INJURY BROAD FORM PROPERTY DAMAGE FIRE LEGAL UABILITY COMPREHENSIVE AUTOMOBILE UABIUTY, INCLUDING, OWNED, HIRED, NON-OWNED PROFESSIONAL LIABILITY, INCLUDING, ERRORS AND OMISSIONS, MALPRACTICE (WHEN APPLICABLE), AND NEGLIGENT PERFORMANCE REQUIREMENT STATUTORY STATUTORY BODILY INJURY PROPERTY DAMAGE BODILY INJURY & PROPERTY DAMAGECOMBINED BODILYINJURY -EACH PERSON -EACH OCCURRENCE PROPERTY DAMAGE BODILY INJURY AND PROPERTY DAMAGE, COMBINED ALL DAMAGES MINIMUM UMITS OCCURRENCE $1,0oo,0oo $1,ooo,ooo $1,ooo.ooo $1,oo0,ooo $1,0oo,ooo $1,oo0,ooo $1,000,000 $1,000,000 AGGREGATE $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 THE CITY OF PALO ALTO IS TO BE NAMED AS AN ADDmONAL INSURED THE CiTY OF PALO ALTO, ITS OFFICERS, AGENTS AND EMPLOYEES ARE NAMED AS ADDITIONAL INSURED, BUT ONLY AS TO WORK PERFORMED UNDER CONTRACT. SAID COVERAGE AS TO THE CITY, ETC., SHALL BE PRIMARY COVERAGE, WITHOUT OFFSET AGAINST CITY=S EXISTINGINSURANCE,WITH ANY OTHER INSURANCE CARRIED BY CITY BEING EXCESS INSURANCE ONLY. II. III. INSURANCE COVERAGE MUST INCLUDE: A. A PROVISION FOR A WRIT[EN THIRTY DAY ADVANCE NOTICE TO CITY OF CHANGE IN COVERAGE OR OF COVERAGE CANCEELATION, AND, B.A CONTRACTUAL LIABILITY ENDORSEMENT PROVIDING INSURANCE COVERAGE FOR CONTRACTOR=S AGREEMENT TO INDEMNIFY CITY - SEE PART II SECTION 500, FORMAL CONTRACT (SAMPLE). THIS SECTION MUST BE COMPLETED. A. NAME AND ADDRESS OF COMPANY AFFORDING COVERAGE (NOT AGENT OR BROKER): ROYAL SUN ALLIANCE, PO BOX 60219, CHARLOTTE, NC 28260-0219 STATE COMPENSATION INSURANCE FUND, PO BOX 7854, SAN FRANCISCO, CA 94120-7884 B.NAME, ADDRESS AND PHONE NUMBER OF YOUR INSURANCE AGENT~ROKER: RFQ NO. FAC10573 GRINGRICH INSURANCE BROKERS, INC. 414 13TM STREET, SIXTH FLOOR, OAKLAND, CA 94612-2603 (510) 663-3900 POLICY NUMBER(S): GEN. LIB.: PSP-272549, AUTO PST-327892, WRKS CMP 617-01-226 Page15 PART il - INSURANCE REQUIREMENTS FORM 650 IV. VI. Form 650 (page 1 of 2) DEDUCTIBLE AMOUNT(S) ( DEDUCTIBLE AMOUNTS IN EXCESS OF $5,000 REQUIRE CITY=S PRIOR APPROVAL): FIVE HUNDRED DOLLARS $500.00 AWARD IS CONTINGENT ON COMPUANCE WITH cn’Y=S INSURANCE F~ QUIREMENTS, AND PROPOSER=S SUBMITTAL OF CERTIFICATES OF INSURANCE EVIDENCING COMPLIANCE WITH THE REQUIREMENTS SPECIFIED HEREIN.- ACCEPTABLE ENDORSEMENT (LANGUAGE) PROVISIONS A. TO ADD CITY AS AN ADDITIONAL INSURED: THE PERSON(S) OR ORGANIZATION(S) HERE NAMED, REQUIRED BY WRITTEN CONTRACT TO BE NAMED AS AN INSURED (CALLED AADDITIONAL INSURED=--_) IS AN INSURED, BUT, ONLY WITH RESPECT TO LIABILITY ARISING OUT OF YOUR PREMISES OR AYOUR WORK~- FOR THE AADDITIONAL INSURED-~--. WITH RESPECT TO THE INSURANCE AFFORDED THESE AADDITIONAL INSUREDS~_ 1. PRIMARY COVERAGE WITH RESPECT TO CLAIMS ARISING OUT OF THE OPERATIONS OF THE NAME[~ 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. CROSS LIABILITY CLAUSE THE NAMING OF MORE THAN PERSON, FIRM OR CORPORATION AS INSUREDS UNDER THIS 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 UABILITY OF THE COMPANY UNDER THIS POLICY. NOTICE OF CANCELLATION a. IF THIS POLICY IS CANCELED BEFORE THE EXPIRATION DATE HEREOF 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. bo IF THIS POLICY IS CANCELED BEFORE THE EXPIRATION DATE HEREOF 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. P R OPOS ERCER TIFI E~?~RANCE CO VERA GE MEETS THE ABOVE RE QUIREM ENTS: SIGNATURE:"~"-~’~ ~"-/ TITLE:J/~--~ 1~ (MUST BE THE SAME SIGNATUR~ AS W1LL APPEAR ON CONTRACT) DATE:,./u,y /o, Zoo/ NOTICE(S) SHALL BE MAILED TO:PURCHASING AND CONTRACT ADMINISTRATION CITY OF PALO ALTO P.O. BOX 10250 PALO ALTO, CA 94303. Form 650 (Page 2 of 2) RFQ NO. FAC10573 Page 16 Scope of Work ..~ Provide the information requested below, or indicate "Not Applicable", when information is certified correct by signature herein. Name of Company:McNevin Cleanin_cl Sl~eclalists, lnc~ appropriate. The Contractor’s License Number: Name of Bonding Company: Phone Number: Name of Insurance Carrier: n/....~a n/a (650) 952-7975 Gingrich Insurance Brookers, Inc. Phone Number:(510) 663-3900 1.How many years have you (or your firm) done business under the name listed above? 14 How many years experience does your firm have in the cleaning services similar to the ones described in this RFQ? 14 3.Provide relevant references of contracts satisfactorily completed in the last three (3) years: ao b° Co Year: Type of Work: Contract Amount: Company (customer) Year: Type of Work: Contract Amount: Company (customer) Year: Type of Work: Contract Amount: Company (customer) 2000 Carpet, Upholstery and Drapery Cleanin.q $35,000 (thirty five thousand dollars) name, telephone number and contact: United Defense (408) 289-4420, contact: Bdan Bergen June 1, 1998 thru May 5, 2001 Carpet, Upholstery, Drapery Cleaning, Wall Fabric, Partitions $80,000 (’ei.clhty thousand dollars) name, telephone number and contact: City of Palo Alto (650) 496-6989 contact: Thom Macwax 2000 Carpet, Upholstery and Drapery Cleanin~q $75,000 (seventy thousand dollars) name, telephone number and contact: Spieker Properties - South Bay Buildings (408) 467-7150 contact: Anita Maye~ Scope ofWork o do Year:.2000 Type of Work:Carpet and upholstery cleaning Contract Amount:$110,000.00 Company (customer) name, telephone number and contact: Silicon Graphics, Phone # (650) 933.-6105 .Contact: Albert Hoffman (Please provide addFdonal sheets if necessary) Has your firm previously worked for the City of Palo Alto? x Yes ~No (If "Yes’, please list above or if necessary provide information additional sheets) If applicable, provide a list of assets (i.e. plant(s) and equipment) owned by the bidder which are available for use on the proposed work as may be required herein: Quantity Name, Type and Capacity Condition Location 12 1 1 100 2 FORD ECONOLINE VANS (CONTAINING TRUCK MOUNTED EXTRACTION UNITS AND PORTABLE CARPET CLEANING EQUIPMENT GOOD DRAPERY TRUCK GOOD DRAPERY CLEANING EQUIPMENT GOOD AIR BLOWERS (FOR WATER DAMAGE) GOOD DEHUMIDIFIERS (FOR WATER DAMAGE) GOOD S.SAN FRANCISCO S.SAN FRANCISCO S.SAN FRANCISCO S.SAN FRANCISCO S.SAN FRANCISCO (Please provide additional sheets if necessary) Provide a list of the management staff of the bidder who will manage the proposed work as may be required herein: Name Jim Fritze Frederick Chiappe Years of Experience 23 years 25 years Field of Expertise/Capabilities Sales Rep, On Site Inspections Production Manaqer (Please provide additional sheets if necessary) o Specification C004-98 March ~26, 1998 The following is the name and location of each Subcontractor who will perform work or labor or render services to the undersigned, in or about the.Work requested in this RFQ, and the portion or scope of the work which will be performed by each Subcontractor. Name:n/__~a Address: Scope of work: x (PLEASE INCLUDE ADDmONAL PAGES IF NECESSARY) Subcontractors will not perform work or labor or render services to the undersigned, in or about the Work requested by this RFQ (check and initial, if appropriate). Firm: Signature: McNevin Cleaninq Specialists (SlG~kTURE MUST~f~E SAME SIGNATURE AS APPEAR ON SECTION 305) Date:July 3, 2001 Specification C004-98 March 26, 1998 I. GENERAL CONDITIONS B= GENERAL The work to be performed by the Contractor under these specifications shall consist of fumishing all labor, material, tools, equipment and supplies for the completion of specialty cleaning at various city facilities, under the direction of the Project Manager. 1.Special Notices Bidders are required to inform themselves fully of the conditions underwhich the work will be or is performed, and, so far as possible, the successful bidder must employ such methods and means in carrying out his work as will not cause undue interruption or interference with normal City operations. WORK PERFORMANCE AND QUALITY STANDARDS Contractor’s cleaning effort shall conform to the following standards in all areas covered by this contract. If any activity or job task has been omitted, contractor shall so notify the City’s Project Manager immediately for resolution. 1.Workmanship and Quality Level The City of Palo Alto requires the highest level of quality in cleaning maintenance. All work shall be performed by experienced personnel supervised by the Contractor. The Contractor shall provide management and technical supervision through competent supervisors as required to im- plement modem methods and newly developed cleaning procedures. The Contractor shall be responsible for the skills, methods, and actions of his/her employees and for all work done. The Contractor shall perform the work herein provided for under the direction of and to the satisfaction of the City’s Project Manager. The Contractor shall cooperate with the City’s Project Manager to enable him to determine the Contractor’s conformity with these specifications and the adequacy of the work being performed. 2.Equipment and Materials The Contractor shall, at all times, furnish and maintain sufficient equipment and materials as necessary to perform the work of this contract. Such equipment and materials shall be subject to inspection and approval of the Specification C004-98 March 26, 1998 City. CITY REPRESENTATIVE The contact for the Contractor with the City during the life of the contract shall be with the City’s Project Manager:. Mr. Thom Macway, (650) 496-6989; 3201 East Bayshore Road, Palo Alto, CA 94303; e-mail address: tmacway@city_palo- alto.ca.us D.MISCELLANEOUS REQUIREMENTS 1. Codes Work and materials shall conform to the requirements of: ~a. Safety Orders - State of Califomia, Division of Industrial Safety b. State Fire Marshall E= c. OSHA Regulations 2. Work Schedulinq and Performance Times of servicing are to be determined by the Project Manager. 3. Parkinq Contractor may utilize existing public parking space as required and available. SECURITY Contractor will be issued keys to all facilities requiring access under this contract. Contractor shall lock all facilities after the work is completed, unless otherwise instructed in writing by the City. Contractor shall not duplicate keys.. Contractor shall return or account for all issued keys at the end of the contract or upon contract termination. Failure to retum all keys issued will result in deductions from final invoice of all costs to the City in order to rekey the locks on .those facilities. Contractor shall provide to the City’s Project Manager a current, listing of all personnel to whom keys have been assigned, including key identification and home address of said personnel. F. INSPECTION Specification C004-98 March 26, 1998 The City’s Project Manager, or his designee, will inspect all work completed under this contract. RESPONSIBILITY OF CONTRACTOR H= The City assumes no responsibility whatsoever for loss or damage of equipment owned or operated by the Contractor, his agents or employees. The entire responsibility for any and all injury to the public, to individuals and to property resulting or indirectly caused by the performance of the work hereunder shall rest upon the Contractor, and he agrees to indemnify and hold the City free and harmless from and .against any and all liability, expense, claims, costs, suits and damages arising out of negligence on the part of the Contractor. PROPERTY DAMAGE Any private property of City damaged or altered in any way during the performance of the work under the contract shall be reported promptly to the City, and shall be rectified in an approved manner back to its former condition prior to damage at the Contractor’s expense. CONTRACTOR’S CONTACT J= Contractor shall provide the City’s Project Manager with telephone numbers of all supervisory personnel related to the contract. EMERGENCY SERVICES K= Contractor response time to emergency cleaning shall be within two (2) hours of notification of said condition. IDENTIFICATION OF CONTRACTOR’S PERSONNEL All Contractor’s employees shall carry an acceptable form of identification indicating their status as employees of the Contractor while servicing any City facility. BUILDING ALARMS All building alarms must be activated once Contractor’s staff has left and the facility is vacated. Any false alarms caused by the Contractor, that are responded to by the Palo Alto Police Department, are subject to a service fee which will be deducted from the Contractor’s invoice. End of Section W-9 Request for Taxpayer ~,..o,~ ,~Identification Number and Ce~ tification McNevin Cleaninq Specialists, Inc. 1186 San Mateo Avenue South San Franciscor CA 94080 Taxpayer Identification-Number (TIN) ~ TIN ~ t~ apw~e ~x. F~ i~uab, t~ ~ ~ ~bl s~y ~m~ H~, ff ~ are a re~e~ a~--uK a2w~t~, s~ t~ ~ ~ ~ ~ ¯ Give form to the requester. Do NOT send to the IRS. Reque~e"s r~me end addce~s (optiona~ Union Labor Life Insurance Company 111 Massachusetts Ave, NW Washington, DC 20001 For mher entities, it is you~ employeridentW~.ation number (£IN). If you do not have a number, see How to get a "fin o~ page 2. Note: If the account is in more than one name, .see lhe ~ on page 2 for guidelines on whose II 1,~1~ i I11 Certification ph 10 1417161 41 31 Under Penates a~ l:~A,ry, I certify mat: For Payees Exempt From Backup Withholding (See the i~ on page 23 1. The number show~ on this fo~m is my co~rect taxpayer idemiF~cation number (o~ I am waiting fo~ a numbe~ to be Issued to me). end 2. I am not subject 1o backup withholcEng because: (a) I am exempt from backup withholding, o~ (b) I have not been notlf’~.=d by the Interr~ Revenue Service (IRS) that I am subject to backup withtu)id’~:J a.s a result of a failure to relxxl, all interest o~ dividends, o~ (c) the IRS has notired me that I am no ~ subject tO backup withhold’=xJ. Certification instructions. You must cross out item 2 above ff you have been notified by the IRS that you are cucrently subject to backup withholdir~ because you have failed to report all interest and d’rvidends o~ you~ tax ~eturrL Fo~ real estate transactionS, item 2 does not apply. Fo~ rr’,octgage inte(est paid. acquisitlc~ cx abandonment of secured ~’operly. cancellation of debL contdbutlons to an individual retirerr~’tt a,angement (IRA). and gene=ally, payments othe~ than interest and d’n~idends, you are not =equired to sign the Certificatio~ b~ you must p~ovide ]four ¢o~=ect "i’IN. (See the instructJor~ O~ page 2,) Puq~ose o! form. A person who is What is backup withholding? Pefsor~S. YOU do not certify to the request~ requ~’e~ to F~e an info~matlon return with the Ills must get your conect taxpaye~~nt~-~.~t~x~ n~ (~lN} to report, fo~ example, income paid to you. real estate transactions, mortgage interest you paid, acqulskion or abandonment of s~e<~ Woperty. cancellation of debt. or contdt~Jlk:~ you made to an IRA. Use Fo~m W-9. if you are a U.S. perso~ Onciuo-u~J a ~esident alien), to give your co~rect llN to the person tequesUng it (the requester) and. when applicable, to: 1. Certify the ~rlN you are giving is correct (o~ you are waiting Io~ a numbe~ to 2. Certify you are not subject to backup 3. Claim exemption from backup withho|ding ff you are an exempt pa~=e. If you are a foreign person. IRS prefers you use a Fo~m W-8(ce~ificate of fureign status). Afte~ December 31. 2000, foreign persons must use an appropriate Form W-8. Note: If a ,equeste, gives you a form other fhan Form W-9 to request your TIN..you mu~t use the requesler’s form i[ it is substantially similar to this Form W-9. making certain pa~m~onts to you ~ .withhold end pay to the IRS 31% ot sucn payments unck~ certain concF~. This is calted "backup withtmlding." Payments that may be subject to backup withholding include ~lnterest. d’widends, broker and barter exchange transactions, rents. royalties, no~ernp/.o~ee pay. and certainpayments from F~’~’~g boat operators. Real estate tren.~ctlorts ~re not subject to ba.ckup withholdk~j. If you give the requester your correct ~IN. make the proper certifications, and report all yo~ taxable interest and dividend~ on your tax return, payments you receive wil not be subject to backup withholding. Payments you receive will be subject to backup withholding if: 1. You do no( furnish you~ TIN to the tequeste~, o~ 2. You do not certify your ~IN when requi~ed (see the Part III instructions on page 2 fo~ details), or 3. The IRS tells the requester that you furnished an incorrect 7IN. or 4. The IR$ tells you that you are subject to backup withholding because you did not repoff all your interest and dividends on your tax return (fo~ reportable interest and dividends only), o~ that you a~e no( subject to backup withholding under 3 above (1"o~ rep<xtal~e interest and dividend =~.ounts opened after 1983 or~. Certain payees and payments are exempt from backup withholding. See the Part II instructions and the separate Instruc~t.!ons far the Requester of Fon’n Penalties Fa~ure to furnish TIN. ff you fall to fumish your correc~ TIN to e requester, you are subject to a penalty of S50 lot each such failure uniess ~ failure is due to reasonable cause and no~ to willful neglect. Civil penalty for false information with respect to withholding. If you make a false statement with no reasonable basis that results in no backup withholding, you are subject to a $500 penalty. Criminal penalty |or falsif~/tno information. Willfully falsifying certificatlo~s o~ afl’=rmations may subject you to criminal penalties including fines andlo~ im~isonment Misuse of TINs. ff the requeste~ discloses o~ uses TINs in violation o! Federal law, the requester may be subject to ck41 and criminal penalties. CaL No. 10231X Fo~m W-9 (Ray. 11-991