HomeMy WebLinkAboutAGENDA REPORT 2020 0617 CCSA REG JNT DC ITEM 10JCITY OF MOORPARK, CALIFORNIA
City Council Meeting
of June 17, 2020
ACTION Approved staff recommendation.
BY B.Garza.
J. Consider Award of Agreement to Charles Von Rueden DBA ServiceMaster
Professional Building Maintenance for Janitorial Services at Various City Facilities
and Parks. Staff Recommendation: Award an Agreement to ServiceMaster for
janitorial services at various City facilities and parks in the amount of $186,401
per year, which includes an annual contingency of $24,000, with two optional
one-year extensions, for a total contract value over three years of $559,203 and
authorize the City Manager to execute the Agreement, subject to final language
approval of the City Manager. (Staff: Chris Ball)
Item: 10.J.
MOORPARK CITY COUNCIL
AGENDA REPORT
TO: Honorable City Council
FROM: Jeremy Laurentowski, Parks and Recreation Director
BY: Chris Ball, Management Analyst
DATE: 06/17/2020 Regular Meeting
SUBJECT: Consider Award of Agreement to Charles Von Rueden DBA
ServiceMaster Professional Building Maintenance for Janitorial
Services at Various City Facilities and Parks
BACKGROUND
The City has historically provided regular cleaning services at various City facilities through
janitorial service agreements with qualified custodial service companies, while regular
cleaning service for the City’s park restroom facilities has been provided through the City’s
park maintenance contract. Currently janitorial services are provided by Charles Von
Rueden DBA ServiceMaster Professional Building Maintenance (ServiceMaster), and park
maintenance services are provided by Venco Western, Inc. (Venco).
The current janitorial service agreement provides for regular cleaning of the Moorpark
Public Library (Library), the Ruben Castro Human Services Center (RCHSC), and the
Moorpark Public Service Facility (MPSF). It also provides annual deep cleaning of these
facilities, as well as deep cleaning of City Hall, the Community Center, the Active Adult
Center (AAC), and Arroyo Vista Recreation Center (AVRC). The landscape maintenance
contract provides for cleaning on weekdays of the twelve public restrooms located at City
parks. It also calls for unlocking the restroom facilities in the morning along with several
other park facilities, including the dog park at College View Park, the skate park at
Poindexter Park, and the Shady Ridge buffer zone.
In May of 2019 staff was able to realize a modest cost savings by modifying the park
restroom service arrangement to have ServiceMaster clean park restrooms on weekends
and holidays, and Venco clean park restrooms on Mondays, Wednesdays, and Fridays.
More significantly, this schedule improved service to the community by better aligning park
restroom cleaning with days of high park usage. Recreation staff currently provides
supplemental park restroom cleaning on Tuesdays and Thursdays.
Item: 10.J.
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DISCUSSION
The current janitorial service agreement is scheduled to expire on June 30, 2020, and
although it contains an optional contract extension provision, staff elected to issue a
Request for Proposals (RFP) in order to implement additional service enhancements and
test the market for current service rates. The RFP prepared by staff included a number of
enhancements to the current service provisions, some of which were added in response to
the COVID-19 pandemic. For example, the scope of service for City facilities specifically
required sanitizing common points of contact such as door handles, and restocking hand
sanitizer dispensers. The RFP also addressed park restroom cleaning service by
including daily restroom cleaning and sanitizing seven days a week, including weekends
and holidays. Thus, responsibility for park restroom cleaning service is fully transferred to
the janitorial service contract. Service to the community is also improved by providing full
cleaning and sanitizing services for the park restrooms every day of the year. Daily
unlocking of the park restrooms as well as the aforementioned dog park, skate park, and
buffer zone are also included in the RFP.
The RFP for janitorial services was posted by the City Clerk on May 6, 2020. Interested
service providers were offered guided after-hours tours of the facilities the week of May
18th. Tour participants were required to wear facemasks and follow social distancing
protocols. The City received five proposals by the due date of May 29, 2020. Proposal
solicitation and review was conducted in accordance with City Council Resolution No.
2019-3829 governing the procurement of contractual services. The proposal costs are
summarized below:
Contractor Name Proposal (Annual Cost)
ServiceMaster $162,401.00
Haynes Building Service, LLC $170,784.88
Executive Facilities Services, Inc. $173,039.54
Allied Universal Janitorial Services $174,275.13
Sturdy Built, Inc. $315,850.00
In addition to submitting the lowest bid, ServiceMaster is the City’s current janitorial service
provider and possesses a thorough knowledge of the City’s facility and park restroom
service requirements. Staff feels that they have the necessary qualifications and
experience to perform the required services. The City Council is now being asked to
award a twelve (12) month agreement (July 1, 2020 through June 30, 2021) with an option
to extend the agreement for two (2) additional one (1) year periods to ServiceMaster.
The table below presents a side by side comparison of the City’s current annual service
costs for janitorial services at City facilities and parks and the low bid proposal costs.
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Facility Current Cost
(FY 19/20)
Proposal
Cost
Increase/
(Decrease)
Library $ 23,148.00 $ 21,688.00 $ (1,460.00)
RCHSC $ 22,014.00 $ 16,743.00 $ (5,271.00)
MPSF $ 11,084.00 $ 15,538.00 $ 4,454.00
AVRC $ 9,900.00 $ 13,070.00 $ 3,170.00
City Hall / Civic Center $ 9,570.00 $ 6,970.00 $ (2,600.00)
AAC $ 4,000.00 $ 1,680.00 $ (2,320.00)
Facility Total: $ 79,716.00 $ 75,689.00 $ (4,027.00)
Park restroom cleaning and
unlocking services *$ 61,620.00 $ 86,712.00 $ 25,092.00
TOTAL SERVICE COST: $141,336.00 $162,401.00 $21,065.00
*Current restroom service includes cleaning 3 days per week by Venco ($37,440)
and weekend and holiday service by ServiceMaster ($24,180).
As shown in the table above, the total janitorial service cost for City facilities under the new
proposal would decrease by $4,027 annually as compared to the current cost. The cost
for park restroom cleaning and unlocking services reflects a cost increase of $25,092,
however it is important to note that the proposal includes service seven days per week,
whereas current service provides five days per week (Monday, Wednesday, Friday, and
weekends). Under the current contract terms, the addition of Tuesday and Thursday
restroom services would cost the City an additional $24,960 annually, which is comparable
to the new proposal. Staff also explored the possibility of having the park maintenance
contractor (Venco) take over daily restroom cleaning services, however their estimated
cost of over $120,000 was prohibitively high. Given the current state of the COVID-19
pandemic, staff feels that expanding the schedule for park restroom cleaning and
sanitizing to seven days per week is important for the safety of park patrons and, by
extension, the community at large. Staff is currently exploring service level reductions to
park maintenance service that would result in savings to the City to offset the increased
cost included in the new proposal for daily park restroom service. The results of that study
are scheduled to be presented to the City Council in July.
FISCAL IMPACT
Adequate funding has been included in the fiscal year (FY) 2020/21 budget for the
proposed janitorial services at City facilities. Staff is currently evaluating service level
reductions for park maintenance services which would offset the additional cost for
expanded park restroom cleaning for FY 2020/21. The results of this evaluation and the
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associated impacts to the parks property maintenance budgets will be presented to the
Council in July 2020. At this time, staff is not requesting any additional appropriation for
these services.
COUNCIL GOAL COMPLIANCE
This action does not support a current strategic directive.
STAFF RECOMMENDATION
Award an Agreement to ServiceMaster for janitorial services at various City facilities and
parks in the amount of $186,401 per year, which includes an annual contingency of
$24,000, with two optional one-year extensions, for a total contract value over three
years of $559,203 and authorize the City Manager to execute the Agreement, subject to
final language approval of the City Manager.
Attachment: Agreement
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AGREEMENT BETWEEN THE CITY OF MOORPARK AND
CHARLES VON RUEDEN, DBA SERVICEMASTER PROFESSIONAL BUILDING
MAINTENANCE, FOR JANITORIAL SERVICES
THIS AGREEMENT, made and effective as of this _________ day of
________________________, 2020, between the City of Moorpark, a municipal
corporation (“City”) and Charles Von Rueden, a sole proprietor, DBA ServiceMaster
Professional Building Maintenance (“Contractor”). In consideration of the mutual
covenants and conditions set forth herein, the parties agree as follows:
WHEREAS, City has the need for janitorial services at various City facilities and
parks; and
WHEREAS, Consultant specializes in providing such services and has the proper
work experience, certifications, and background to carry out the duties involved; and
WHEREAS, Consultant has submitted to City a Proposal dated May 29, 2020,
which is attached hereto as Exhibit B.
NOW, THEREFORE, in consideration of the mutual covenants, benefits, and
premises herein stated, the parties hereto agree as follows:
1.TERM
The term of this Agreement shall be from July 1, 2020 and will expire on June 30,
2021, unless this Agreement is terminated or suspended pursuant to this Agreement.
Upon the mutual consent and written amendment to this Agreement executed by
both parties, the term of this Agreement may be extended by two (2) additional one (1)
year periods.
2.SCOPE OF SERVICES
City does hereby retain Consultant, as an independent contractor, in a
contractual capacity to provide janitorial services at various City facilities and parks, as
set forth in Exhibit B: Contractor’s Bid Proposal, and as set forth in Exhibit C: Contract
Documents and Specifications. In the event there is a conflict between the provisions of
Exhibit B and Exhibit C and this Agreement, the language contained in this Agreement
shall take precedence.
Consultant shall perform the tasks described and set forth in Exhibit C.
Consultant shall complete the tasks according to the schedule of performance, which is
also set forth in Exhibit C.
ATTACHMENT
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Compensation for the services to be performed by Consultant shall be in
accordance with Exhibit B. Compensation shall not exceed the rates or total contract
value of one hundred eighty-six thousand four hundred one dollars ($186,401) annually,
which includes an annual contingency of twenty-four thousand dollars ($24,000),
without a written amendment to the Agreement executed by both parties. Payment by
City to Consultant shall be in accordance with the provisions of this Agreement.
3. PERFORMANCE
Consultant shall at all times faithfully, competently and to the best of their ability,
experience, standard of care, and talent, perform all tasks described herein. Consultant
shall employ, at a minimum, generally accepted standards and practices utilized by
persons engaged in providing similar services as are required of Consultant hereunder
in meeting its obligations under this Agreement.
4. MANAGEMENT
The individual directly responsible for Consultant’s overall performance of the
Agreement provisions herein above set forth and to serve as principal liaison between
City and Consultant shall be Charles Von Rueden, and no other individual may be
substituted without the prior written approval of the City Manager.
The City’s contact person in charge of administration of this Agreement, and to
serve as principal liaison between Consultant and City, shall be the City Manager or the
City Manager’s designee.
5. PAYMENT
Taxpayer ID or Social Security numbers must be provided, on an IRS W-9 form,
before payments may be made to vendors.
The City agrees to pay Consultant monthly, in accordance with the payment
rates and terms and the schedule of payment as set forth in Exhibit B, based upon
actual time spent on the above tasks. This amount shall not exceed one hundred eighty-
six thousand four hundred one dollars ($186,401) annually, which includes an annual
contingency of twenty-four thousand dollars ($24,000), for the total term of the
Agreement unless additional payment is approved as provided in this Agreement.
Consultant shall not be compensated for additional services rendered in
connection with its performance of this Agreement, unless such additional services and
compensation are authorized, in advance, in a written amendment to the agreement
executed by both parties.
Consultant shall submit invoices monthly for actual services performed. Invoices
shall be submitted on or about the first business day of each month, or as soon
thereafter as practical, for services provided in the previous month. Payment shall be
made within thirty (30) days of receipt of each invoice as to all non-disputed fees. Any
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expense or reimbursable cost appearing on any invoice shall be accompanied by a
receipt or other documentation subject to approval of the City Manager. If the City
disputes any of Consultant’s fees or expenses it shall give written notice to Consultant
within thirty (30) days of receipt of any disputed fees set forth on the invoice.
6. TERMINATION OR SUSPENSION WITHOUT CAUSE
The City may at any time, for any reason, with or without cause, suspend or
terminate this Agreement, or any portion hereof, by serving upon the Consultant at least
ten (10) days prior written notice. Upon receipt of said notice, the Consultant shall
immediately cease all work under this Agreement, unless the notice provides otherwise.
If the City suspends or terminates a portion of this Agreement such suspension or
termination shall not make void or invalidate the remainder of this Agreement.
The Consultant may terminate this Agreement only by providing City with written
notice no less than thirty (30) days in advance of such termination.
In the event this Agreement is terminated or suspended pursuant to this Section,
the City shall pay to Consultant the actual value of the work performed up to the time of
termination or suspension, provided that the work performed is of value to the City.
Upon termination or suspension of the Agreement pursuant to this Section, the
Consultant will submit an invoice to the City pursuant to this Agreement.
7. DEFAULT OF CONSULTANT
The Consultant’s failure to comply with the provisions of this Agreement shall
constitute a default. In the event that Consultant is in default for cause under the terms
of this Agreement, City shall have no obligation or duty to continue compensating
Consultant for any work performed after the date of default and can terminate or
suspend this Agreement immediately by written notice to the Consultant. If such failure
by the Consultant to make progress in the performance of work hereunder arises out of
causes beyond the Consultant’s control, and without fault or negligence of the
Consultant, it shall not be considered a default.
If the City Manager or the City Manager’s designee determines that the
Consultant is in default in the performance of any of the terms or conditions of this
Agreement, designee shall cause to be served upon the Consultant a written notice of
the default. The Consultant shall have five (5) days after service upon it of said notice in
which to cure the default by rendering a satisfactory performance. In the event that the
Consultant fails to cure its default within such period of time, the City shall have the
right, notwithstanding any other provision of this Agreement, to terminate this
Agreement without further notice and without prejudice to any other remedy to which it
may be entitled at law, in equity or under this Agreement.
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8. LIQUIDATED DAMAGES
If the Consultant fails to complete the work, or any portion thereof, within the time
period required by this Agreement, or as duly extended in writing by the City Manager,
Consultant shall forfeit and pay to the City, as liquidated damages, the sum of one
hundred fifty dollars ($150) per day for each calendar day the work, or portion thereof,
remains uncompleted after the above specified completion date. Liquidated damages
shall be deducted from any payments due or to become due to the Consultant under the
terms of this Agreement. Progress payments made by the City after the above specified
completion date shall not constitute a waiver of liquidated damages by the City.
9. OWNERSHIP OF DOCUMENTS
Consultant shall maintain complete and accurate records with respect to sales,
costs, expenses, receipts, and other such information required by City that relate to the
performance of services under this Agreement. Consultant shall maintain adequate
records of services provided in sufficient detail to permit an evaluation of services. All
such records shall be maintained in accordance with generally accepted accounting
principles and shall be clearly identified and readily accessible. Consultant shall provide
free access to the representatives of City or the City’s designees at reasonable times to
such books and records; shall give the City the right to examine and audit said books
and records; shall permit City to make transcripts therefrom as necessary; and shall
allow inspection of all work, data, documents, proceedings, and activities related to this
Agreement. Notification of audit shall be provided at least thirty (30) days before any
such audit is conducted. Such records, together with supporting documents, shall be
maintained for a period of ten (10) years after receipt of final payment.
Upon completion of, or in the event of termination or suspension without cause of
this Agreement, all original documents, designs, drawings, maps, models, computer
files, surveys, notes, and other documents prepared in the course of providing the
services to be performed pursuant to this Agreement shall become the sole property of
the City and may be used, reused, or otherwise disposed of by the City without the
permission of the Consultant. With respect to computer files, Consultant shall make
available to the City, at the Consultant’s office and upon reasonable written request by
the City, the necessary computer software and hardware for purposes of accessing,
compiling, transferring, and printing computer files.
10. INDEMNIFICATION AND HOLD HARMLESS
Consultant shall indemnify, defend and hold harmless City, and any and all of its
officers, employees, and agents (“City Indemnitees”) from and against any and all
causes of action, claims, liabilities, obligations, judgments, or damages, including
reasonable legal counsels’ fees and costs of litigation (“claims”), arising out of the
Consultant’s performance of its obligations under this Agreement or out of the
operations conducted by Consultant, including the City’s active or passive negligence,
except for such loss or damage arising from the sole negligence or willful misconduct of
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the City. In the event the City Indemnitees are made a party to any action, lawsuit, or
other adversarial proceeding arising from Consultant’s performance of this Agreement,
the Consultant shall provide a defense to the City Indemnitees or at the City’s option
reimburse the City Indemnitees their costs of defense, including reasonable legal
counsels’ fees incurred in defense of such claims.
Consultant agrees to obtain executed indemnity agreements with provisions
identical to those set forth in this Section from each and every subcontractor, or any
other person or entity involved by, for, with, or on behalf of Consultant in the
performance of this Agreement. In the event Consultant fails to obtain such indemnity
obligations from others as required here, Consultant agrees to be fully responsible
according to the terms of this Section. Failure of City to monitor compliance with these
requirements imposes no additional obligations on City and will in no way act as a
waiver of any rights hereunder. This obligation to indemnify and defend City as set forth
here is binding on the successors, assigns, or heirs of Consultant and shall survive the
termination of this Agreement or this Section.
City does not and shall not waive any rights that it may have against Consultant
by reason of this Section, because of the acceptance by City, or the deposit with City, of
any insurance policy or certificate required pursuant to this Agreement. The hold
harmless and indemnification provisions shall apply regardless of whether or not said
insurance policies are determined to be applicable to any losses, liabilities, damages,
costs, and expenses described in this Section.
11. INSURANCE
Consultant shall maintain prior to the beginning of and for the duration of this
Agreement insurance coverage as specified in Exhibit A attached hereto and
incorporated herein by this reference as though set forth in full.
12. INDEPENDENT CONSULTANT
Consultant is and shall at all times remain as to the City a wholly independent
Contractor. The personnel performing the services under this Agreement on behalf of
Consultant shall at all times be under Consultant’s exclusive direction and control.
Neither City nor any of its officers, employees, or agents shall have control over the
conduct of Consultant or any of Consultant’s officers, employees, or agents, except as
set forth in this Agreement. Consultant shall not at any time or in any manner represent
that it or any of its officers, employees, or agents are in any manner officers,
employees, or agents of the City. Consultant shall not incur or have the power to incur
any debt, obligation, or liability against City, or bind City in any manner.
No employee benefits shall be available to Consultant in connection with the
performance of this Agreement. Except for the fees paid to Consultant as provided in
the Agreement, City shall not pay salaries, wages, or other compensation to Consultant
for performing services hereunder for City. City shall not be liable for compensation or
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indemnification to Consultant for injury or sickness arising out of performing services
hereunder.
13. LEGAL RESPONSIBILITIES
The Consultant shall keep itself informed of local, state and federal laws and
regulations which in any manner affect those employed by it or in any way affect the
performance of its service pursuant to this Agreement. The Consultant shall at all times
observe and comply with all such laws and regulations, including but not limited to the
Americans with Disabilities Act and Occupational Safety and Health Administration laws
and regulations. The City, and its officers and employees, shall not be liable at law or in
equity occasioned by failure of the Consultant to comply with this Section.
14. ANTI DISCRIMINATION
Neither the Consultant, nor any subconsultant under the Consultant, shall
discriminate in employment of persons upon the work because of race, religious creed,
color, national origin, ancestry, physical disability, mental disability, medical condition,
genetic information, marital status, sex, gender, gender identity, gender expression,
age, sexual orientation, or military and veteran status of such person; or any other basis
protected by applicable federal, state, or local law, except as provided in Section 12940
of the Government Code. The Consultant shall have responsibility for compliance with
this Section, if applicable [Labor Code Sec. 1735].
15. UNDUE INFLUENCE
Consultant declares and warrants that no undue influence or pressure is used
against or in concert with any officer or employee of the City in connection with the
award, terms or implementation of this Agreement, including any method of coercion,
confidential financial arrangement, or financial inducement. No officer or employee of
the City will receive compensation, directly or indirectly from Consultant, or any officer,
employee or agent of Consultant, in connection with the award of this Agreement or any
work to be conducted as a result of this Agreement. Violation of this Section shall be a
material breach of this Agreement entitling the City to any and all remedies at law or in
equity.
16. NO BENEFIT TO ARISE TO LOCAL EMPLOYEES
No member, officer, or employee of the City, or their designees or agents, and no
public official who exercises authority over or responsibilities with respect to the
Services during his/her tenure or for one (1) year thereafter, shall have any interest,
direct or indirect, in any agreement or sub-agreement, or the proceeds thereof, for work
to be performed in connection with the Services performed under this Agreement.
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17. CONFLICT OF INTEREST
Consultant covenants that neither they nor any officer or principal of their firm
have any interests, nor shall they acquire any interest, directly or indirectly, which will
conflict in any manner or degree with the performance of their services hereunder.
Consultant further covenants that in the performance of this Agreement, they shall
employ no person having such interest as an officer, employee, agent, or subconsultant.
Consultant further covenants that Consultant has not contracted with nor is performing
any services directly or indirectly, with the developer(s) and/or property owner(s) and/or
firm(s) and/or partnership(s) and/or public agency(ies) owning property and/or
processing an entitlement application for property in the City or its Area of Interest, now
or within the past one (1) year, and further covenants and agrees that Consultant and/or
its subconsultants shall provide no service or enter into any contract with any
developer(s) and/or property owner(s) and/or firm(s) and/or partnership(s) and/or public
agency(ies) owning property and/or processing an entitlement application for property in
the City or its Area of Interest, while under contract with the City and for a one (1) year
time period following termination of this Agreement.
18. NOTICE
Any notice to be given pursuant to this Agreement shall be in writing, and all such
notices and any other document to be delivered shall be delivered by personal service
or by deposit in the United States mail, certified or registered, return receipt requested,
with postage prepaid, and addressed to the party for whom intended as follows:
To: City Manager
City of Moorpark
799 Moorpark Ave.
Moorpark, CA 93021
To: Charles Von Rueden
ServiceMaster Professional Building Maintenance
4053 Calle Tesoro #F
Camarillo, CA 93012
Either party may, from time to time, by written notice to the other, designate a
different address or contact person, which shall be substituted for the one above
specified. Notices, payments and other documents shall be deemed delivered upon
receipt by personal service or as of the third (3rd) day after deposit in the United States
mail.
19. CHANGE IN NAME
Should a change be contemplated in the name or nature of the Consultant’s legal
entity, the Consultant shall first notify the City in order that proper steps may be taken to
have the change reflected in the Agreement documents.
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20. ASSIGNMENT
Consultant shall not assign this Agreement or any of the rights, duties or
obligations hereunder. It is understood and acknowledged by the parties that Consultant
is uniquely qualified to perform the services provided for in this Agreement.
21. LICENSES
At all times during the term of this Agreement, Consultant shall have in full force
and effect, all licenses required of it by law for the performance of the services in this
Agreement.
22. VENUE AND GOVERNING LAW
This Agreement is made, entered into, and executed in Ventura County,
California, and any action filed in any court or for arbitration for the interpretation,
enforcement or other action of the terms, conditions, or covenants referred to herein
shall be filed in the applicable court in Ventura County, California. The City and
Consultant understand and agree that the laws of the State of California shall govern
the rights, obligations, duties, and liabilities of the parties to this Agreement and also
govern the interpretation of this Agreement.
23. COST RECOVERY
In the event any action, suit or proceeding is brought for the enforcement of, or
the declaration of any right or obligation pursuant to this Agreement or as a result of any
alleged breach of any provision of this Agreement, the prevailing party shall be entitled
to recover its costs and expenses from the losing party, and any judgment or decree
rendered in such a proceeding shall include an award thereof.
24. ENTIRE AGREEMENT
This Agreement and the Exhibits attached hereto contain the entire
understanding between the parties relating to the obligations of the parties described in
this Agreement. All prior or contemporaneous agreements, understandings,
representations, and statements, oral or written, are merged into this Agreement and
shall be of no further force or effect. Each party is entering into this Agreement based
solely upon the representations set forth herein and upon each party’s own independent
investigation of any and all facts such party deems material.
25. CAPTIONS OR HEADINGS
The captions and headings of the various Articles, Paragraphs, and Exhibits of
this Agreement are for convenience and identification only and shall not be deemed to
limit or define the content of the respective Articles, Paragraphs, and Exhibits hereof.
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26. AMENDMENTS
Any amendment, modification, or variation from the terms of this Agreement shall
be in writing and shall be effective only upon approval by both parties to this Agreement.
27. PRECEDENCE
In the event of conflict, the requirements of the City’s Request for Proposal, if
any, and this Agreement shall take precedence over those contained in the Consultant’s
Proposal.
28. INTERPRETATION OF AGREEMENT
Should interpretation of this Agreement, or any portion thereof, be necessary, it is
deemed that this Agreement was prepared by the parties jointly and equally, and shall
not be interpreted against either party on the ground that the party prepared the
Agreement or caused it to be prepared.
29. WAIVER
No waiver of any provision of this Agreement shall be deemed, or shall
constitute, a waiver of any other provision, whether or not similar, nor shall any such
waiver constitute a continuing or subsequent waiver of the same provision. No waiver
shall be binding unless executed in writing by the party making the waiver.
30. AUTHORITY TO EXECUTE
The person or persons executing this Agreement on behalf of the Consultant
warrants and represents that he/she has the authority to execute this Agreement on
behalf of the Consultant and has the authority to bind Consultant to the performance of
obligations hereunder.
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IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed the day and year first above written.
CITY OF MOORPARK CHARLES VON RUEDEN DBA
SERVICEMASTER PROFESSIONAL
BUILDING MAINTENANCE
__________________________________ __________________________________
Troy Brown, City Manager Charles Von Rueden, Owner
Attest:
__________________________________
Ky Spangler, City Clerk
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Exhibit A
INSURANCE REQUIREMENTS
Prior to the beginning of and throughout the duration of Work, Consultant will maintain
insurance in conformance with the requirements set forth below. Consultant will use
existing coverage to comply with these requirements. If that existing coverage does not
meet requirements set forth here, Consultant agrees to amend, supplement or endorse
the existing coverage to do so. Consultant acknowledges that the insurance coverage
and policy limits set forth in this section constitute the minimum amount of coverage
required. Any insurance proceeds available to the City in excess of the limits and
coverage required in this Agreement and which is applicable to a given loss, will be
available to the City.
Consultant shall provide the following types and amounts of insurance:
Commercial General Liability Insurance using Insurance Services Office (ISO)
“Commercial General Liability” policy form CG 00 01 or the exact equivalent. Defense
costs must be paid in addition to limits. There shall be no cross liability exclusion for
claims or suits by one insured against another. Limits are subject to review but in no
event less than $1,000,000 per occurrence for all covered losses and no less than
$2,000,000 general aggregate.
Business Auto Coverage on ISO Business Auto Coverage form CA 00 01 including
symbol 1 (Any Auto) or the exact equivalent. Limits are subject to review, but in no
event to be less than $1,000,000 per accident. If Consultant owns no vehicles, this
requirement may be satisfied by a non-owned auto endorsement to the general liability
policy described above. If Consultant or Consultant’s employees will use personal autos
in any way on this project, Consultant shall provide evidence of personal auto liability for
each such person.
Workers’ Compensation on a state-approved policy form providing statutory benefits as
required by law with employer’s liability limits no less than $1,000,000 per accident or
disease.
Excess or Umbrella Liability Insurance (Over Primary) if used to meet limit
requirements, shall provide coverage at least as broad as specified for the underlying
coverages. Coverage shall be provided on a “pay on behalf” basis, with defense costs
payable in addition to policy limits. Policy shall contain a provision obligating insurer at
the time insured’s liability is determined, not requiring actual payment by the insured
first. There shall be no cross liability exclusion precluding coverage for claims or suits by
one insured against another. Coverage shall be applicable to the City for injury to
employees of Consultant, subconsultants or others involved in the Work. The scope of
coverage provided is subject to approval by the City following receipt of proof of
insurance as required herein. Limits are subject to review.
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Insurance procured pursuant to these requirements shall be written by insurers that are
admitted carriers in the State of California and with an A.M. Bests rating of A- or better
and a minimum financial size of VII.
General conditions pertaining to provision of insurance coverage by Consultant.
Consultant and the City agree to the following with respect to insurance provided by
Consultant:
1. Consultant agrees to have its insurer endorse the third party general liability
coverage required herein to include as additional insureds the City, its officials,
employees, and agents, using standard ISO endorsement CG 2010 and CG
2037 with edition acceptable to the City. Consultant also agrees to require all
contractors and subcontractors to do likewise.
2. No liability insurance coverage provided to comply with this Agreement shall
prohibit Consultant, or Consultant’s employees, or agents, from waiving the right
to subrogation prior to a loss. Consultant agrees to waive subrogation rights
against the City regardless of the applicability of any insurance proceeds, and to
require all contractors and subcontractors to do likewise.
3. All insurance coverage and limits provided by Consultant and available or
applicable to this Agreement are intended to apply to the full extent of the
policies. Nothing contained in this Agreement or any other agreement relating to
the City or its operation limits the application of such insurance coverage.
4. None of the coverages required herein will be in compliance with these
requirements if they include limiting endorsement of any kind that has not been
first submitted to the City and approved in writing.
5. No liability policy shall contain any provision or definition that would serve to
eliminate so-called “third party action over” claims, including any exclusion for
bodily injury to an employee of the insured or of any contractor or subcontractor.
6. All coverage types and limits required are subject to approval, modification, and
additional requirements by the City, as the need arises. Consultant shall not
make any reductions in scope of coverage (e.g. elimination of contractual liability
or reduction of discovery period) that may affect the City’s protection without the
City’s prior written consent.
7. Proof of compliance with these insurance requirements, consisting of certificates
of insurance evidencing all of the coverages required and an additional insured
endorsement to Consultant’s general liability policy, shall be delivered to city at or
prior to the execution of this Agreement. In the event such proof of any insurance
is not delivered as required, or in the event such insurance is canceled or
reduced at any time and no replacement coverage is provided, the City has the
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right, but not the duty, to obtain any insurance it deems necessary to protect its
interests under this or any other Agreement and to pay the premium. Any
premium so paid by the City shall be charged to and promptly paid by Consultant
or deducted from sums due Consultant, at the City’s option.
8. Certificate(s) are to reflect that the insurer will provide 30 days notice to the City
of any cancellation or reduction of coverage. Consultant agrees to require its
insurer to modify such certificates to delete any exculpatory wording stating that
failure of the insurer to mail written notice of cancellation or reduction of coverage
imposes no obligation, or that any party will “endeavor” (as opposed to being
required) to comply with the requirements of the certificate.
9. It is acknowledged by the parties of this Agreement that all insurance coverage
required to be provided by Consultant or any subcontractor, is intended to apply
first and on a primary, non-contributing basis in relation to any other insurance or
self-insurance available to the City.
10. Consultant agrees to ensure that subcontractors, and any other party involved
with the Work who is brought onto or involved in the Work by Consultant, provide
the same minimum insurance required of Consultant. Consultant agrees to
monitor and review all such coverage and assumes all responsibility for ensuring
that such coverage is provided in conformity with the requirements of this
section. Consultant agrees that upon request, all agreements with subcontractors
and others engaged in the Work will be submitted to the City for review.
11. Consultant agrees not to self-insure or to use any self-insured retentions or
deductibles on any portion of the insurance required herein and further agrees
that it will not allow any contractor, subcontractor, Architect, Engineer, or other
entity or person in any way involved in the performance of Work contemplated by
this Agreement to self-insure its obligations to the City. If Consultant’s existing
coverage includes a deductible or self-insured retention, the deductible or self-
insured retention must be declared to the City. At that time, the City shall review
options with the Consultant, which may include reduction or elimination of the
deductible or self-insured retention, substitution of other coverage, or other
solutions.
12. The City reserves the right at any time during the term of the Agreement to
change the amounts and types of insurance required by giving the Consultant 90
days advance written notice of such change. If such change results in substantial
additional cost to the Consultant, the City will negotiate additional compensation
proportional to the increased benefit to the City.
13. For purposes of applying insurance coverage only, this Agreement will be
deemed to have been executed immediately upon any party hereto taking any
steps that can be deemed to be in furtherance of or towards performance of this
Agreement.
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14. Consultant acknowledges and agrees that any actual or alleged failure on the
part of the City to inform Consultant of non-compliance with an insurance
requirement in no way imposes any additional obligations to the City nor does it
waive any rights hereunder in this or any other regard.
15. Consultant will renew the required coverage annually as long as the City, or its
employees or agents face an exposure from operations of any type pursuant to
this Agreement. This obligation applies whether or not the Agreement is canceled
or terminated for any reason. Termination of this obligation is not effective until
the City executes a written statement to that effect.
16. Consultant shall provide proof that policies of insurance required herein expiring
during the term of this Agreement have been renewed or replaced with other
policies providing at least the same coverage. Proof that such coverage has
been ordered shall be submitted prior to expiration. A coverage binder or letter
from Consultant’s insurance agent to this effect is acceptable. A certificate of
insurance and/or additional insured endorsement as required in these
specifications applicable to the renewing or new coverage must be provided to
the City within five days of the expiration of coverage.
17. The provisions of any Workers’ Compensation or similar act will not limit the
obligations of Consultant under this Agreement. Consultant expressly agrees not
to use any statutory immunity defenses under such laws with respect to the City,
its employees, officials, and agents.
18. Requirements of specific coverage features or limits contained in this section are
not intended as limitations on coverage, limits, or other requirements nor as a
waiver of any coverage normally provided by any given policy. Specific reference
to a given coverage feature is for purposes of clarification only as it pertains to a
given issue, and is not intended by any party or insured to be limiting or all-
inclusive.
19. These insurance requirements are intended to be separate and distinct from any
other provision in this Agreement and are intended by the parties here to be
interpreted as such.
20. The requirements in this section supersede all other sections and provisions of
this Agreement to the extent that any other section or provision conflicts or
impairs the provisions of this section.
21. Consultant agrees to be responsible for ensuring that no contract used by any
party involved in any way with the Work reserves the right to charge the City or
Consultant for the cost of additional insurance coverage required by this
Agreement. Any such provisions are to be deleted with reference to the City. It is
not the intent of the City to reimburse any third party for the cost of complying
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with these requirements. There shall be no recourse against the City for payment
of premiums or other amounts with respect thereto.
22. Consultant agrees to provide immediate notice to City of any claim or loss
against Consultant arising out of the work performed under this Agreement. The
City assumes no obligation or liability by such notice, but has the right (but not
the duty) to monitor the handling of any such claim or claims if they are likely to
involve the City.
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CITY OF MOORPARK
Request for Proposal (RFP)
for
JANITORIAL SERVICES
AT VARIOUS CITY FACILITIES AND PARKS
IDENTIFICATION NO. IB-2020-1
RFP Submittals Due By:
May 29, 2020
AT 4:00 p.m.
City of Moorpark
Parks, Recreation and Community Services Department
799 Moorpark Avenue
Moorpark, California 93021
Attn: Robert Valery, Parks and Facilities Supervisor
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TABLE OF CONTENTS
NOTICE INVITING SEALED BIDS 3
INSTRUCTIONS TO BIDDERS 4
SCOPE OF SERVICES 11
REQUIRED FORMS:
PROPOSAL FORM 19
SCHEDULE OF COSTS 22
CONTRACTOR’S REFERENCES 24
SAMPLE AGREEMENT WITH INSURANCE REQUIREMENTS 26
SAMPLE INSURANCE FORMS 40
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CITY OF MOORPARK
NOTICE INVITING SEALED PROPOSALS FOR
JANITORIAL SERVICES AT VARIOUS CITY FACILITIES AND PARKS
Notice is hereby given that the City of Moorpark (“City”) invites sealed proposals for the
above stated project and will receive such bids at the City of Moorpark, 799 Moorpark
Avenue, Moorpark, California, 93021 up to the hour of 4:00 p.m. on Friday, May 29,
2020.
The Scope of Work for this project consists of providing all labor, services, and
furnishing all materials, tools, equipment, and transportation as necessary for the
performance of general janitorial services at various City facilities and parks in
accordance with this Request for Proposals (RFP).
Prospective Bidders may obtain copies of the RFP for Janitorial Services at Various City
Facilities from the City of Moorpark website at www.moorparkca.gov/bids.
Bidders who intend to submit a proposal in response to this RFP must register in
advance with the City. Registered Bidders will be provided an opportunity to tour
facilities the week of May 18th. See Instructions To Bidders for registration
instructions and additional details.
If a prospective Bidder is in doubt or has any questions as to the true meaning or intent
of any part of the Bid package, or discovers discrepancies, errors, or conflicts, or
omissions, he/she may submit, to the City, a written request via email for an
interpretation or a correction thereof. Interpretations or corrections shall be made only
by addendum duly issued by the City. A copy of such addendum will be posted on the
City bid page and such addendum shall be considered a part of, and incorporated in,
the Contract Documents. Bidders are responsible for ensuring that they have received
any and all Addenda. Questions must be received in writing no later than Friday,
May 22, 2020 at 1:00 p.m. in order to provide the City sufficient time to evaluate the
question and respond. Questions received after the aforementioned deadline will be
deemed not received. The City will respond via written addendum no later than 48
hours prior to the bid due date. See Instructions To Bidders for contact and
additional information.
Bids must be prepared on the approved Proposal forms in conformance with the
Instructions to Bidders and submitted in a sealed envelope plainly marked on th e
outside, "RFP for Janitorial Services -- DO NOT OPEN WITH REGULAR MAIL",
(Bidder’s Name) and “May 29, 2020 at or before 4:00 p.m.”, or by email to the
approved address listed in the Instructions To Bidders. All bids must be submitted in
conformance with this Notice and with Instructions To Bidders. The City reserves the
right to reject all bids.
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INSTRUCTIONS TO BIDDERS
The City is soliciting cost proposals for daily and semi-annual janitorial services at
various City facilities and parks in accordance with this RFP. Each individual or firm
(Bidder) submitting a proposal shall meet all of the term and conditions specified in this
Request for Proposals (RFP). By its proposal submittal, the Bidder acknowledges
agreement with acceptance of all provisions of the RFP.
PROPOSAL FORMS AND SUBMITTAL
Each proposal must contain the following:
1. Introduction / cover letter
a. Indicate the reason for interest in this RFP
b. Describe the qualifications to perform the requirements of this RFP
c. Provide a detailed explanation of how the requirements of this RFP will be
met.
2. Proposal Submission Form (page 18)
3. Schedule of Costs (page 21)
4. Bidder’s References (page 23)
In addition to the cover letter, bids shall be submitted in writing on the forms provided by
the City. Use of other forms may be cause for rejection of bids. All information
requested therein must be clearly and legibly set forth in the manner and form indicated.
Non-substantial deviations may be considered provided that the Bidder submits a full
description and explanation of, and justification for, the proposed deviations. Final
determination of any proposed deviation will be made by the City in its sole discretion.
In addition to the cover letter, proposal forms which must be submitted by Bidders
include pages 18 through 24.
SCOPE OF WORK
Scope of work to be performed under contract with the City includes, but is not limited
to, providing all labor, services, and furnishing all materials, tools, equipment, and
transportation as necessary for the performance of general janitorial services at various
City facilities and parks as more fully described in the Scope of Services.
EXAMINATION OF PROPOSAL DOCUMENTS AND VIEWING OF CITY FACILITIES
It is the Bidder’s responsibility to carefully examine the RFP Documents and it is in their
best interest to view the City of Moorpark facilities before submitting a bid proposal to
ascertain the existences of any conditions which may impact the bid proposal.
Therefore, it will be assumed that the Bidder has personally investigated and is satisfied
as to the general and local conditions to be encountered, the character of equipment
and facilities needed preliminary to and during the performance of the services, and the
requirements of these specifications. It is mutually agreed that submission of a
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proposal shall be considered prima facie evidence that the Bidder has made such
examination and fully accepts the responsibility for the terms and conditions of the
areas and facilities to be serviced according to this contract.
The City will conduct pre-arranged facility tours on May 19th, 20th, or 21st at 4:30 p.m.
Bidders who intend to submit a proposal in response to this RFP must register
with the City no later than Thursday, May 14th at 5:00 p.m. by emailing
Administrative Assistant Kim Sexton at ksexton@moorparkca.gov .
Registration emails should reference Project ID No. IB-2020-1 and include the
following:
Contractor Name
Contractor Address
Primary Contact Name
Primary Contact Phone Number
Primary Contact Email Address
Preferred Tour Date (May 19th, 20th or 21st)
Tour confirmations will be emailed to registered Bidders on Friday, May 15th.
QUESTIONS, DISCREPANCIES AND MISUNDERSTANDINGS
Bidders must satisfy themselves by personal examination of the Bid Specifications,
examination of the work sites, and by any other means as they may believe necessary,
as to the actual physical conditions, requirements and difficulties under which the work
must be performed. No Bidder shall at any time after submission of a proposal make
any claim or assertion that there was any misunderstanding or lack of information
regarding the nature or amount of work necessary for the satisfactory completion of the
job. Any errors, omissions, or discrepancies found in the Contract Documents shall be
called to the attention of the City in writing and clarified in writing prior to the submission
of proposals. Neither the City nor any of its officers, employees or servants assumes
any responsibility for errors or misinterpretations resulting from the receipt or use of an
incomplete set of contract documents or addenda. The Bidder must satisfy themselves
that they have received a complete set of contract documents and addenda.
Bidder finding discrepancies or omissions in the RFP documentation or having
doubts as to the meaning or intent of any provision should immediately notify the contact
person listed below. Questions must be received in writing no later than Friday, May 22,
2020 at 1:00 p.m. in order to provide the City sufficient time to evaluate the question and
respond. All questions related to this RFP shall be directed to:
Robert Valery
Parks and Facilities Supervisor
Email: rvalery@moorparkca.gov
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Interpretation or correction of the RFP will be made by addendum posted on the City bid
webpage (available at http://www.moorparkca.gov/bids.aspx), and any addendum will
be considered a part of the RFP and will be incorporated therein. Bidders are
responsible for ensuring that they have received and addressed any and all Addenda
prior to submission of the final proposal. Registration for bid notifications on the City
webpage does not relieve the Bidder of the responsibility for ensuring that posted
addenda have been received and addressed. Telephone communication with City staff
is discouraged, and the City is not bound by any clarifications, interpretations,
corrections or changes to the RFP that are made verbally or in any manner other than
by written addendum.
DELIVERY OF PROPOSAL
It is the sole responsibility of the Bidder to submit their Proposal to the City prior to 4:00
p.m. on May 29, 2020 (the “Closing Date and Time”). Proposals may be delivered by
one (1) of the following two (2) methods:
1. By hand/courier delivery:
The exterior of the envelope/package marked Attention Robert Valery, and
delivered to the City of Moorpark, 799 Moorpark Ave, Moorpark California
93021. Proposals shall be enclosed in a sealed envelope plainly marked
on the outside, "RFP for Janitorial Services -- DO NOT OPEN WITH
REGULAR MAIL", (Bidder’s Name) and “May 29, 2020 at or before 4:00
p.m.”.
2. By Email:
At the only acceptable electronic address: rvalery@mooorparkca.gov.
Use Subject: “RFP for Janitorial Services – (Bidder’s Name)”
Please note: Maximum email file size limit is 15MB, or less.
It is the Bidder's responsibility alone to ensure delivery of the proposal to the hands of
the Agency's designated official prior to the bid opening hour stipulated in the Notice
Inviting Sealed Bids. The official bid clock, which will establish the official bid time, will
be determined by the City of Moorpark. Late proposals will not be considered.
In order to guard against premature opening, the hand/courier delivered bids must be
clearly labeled with the bid title, name of Bidder, and date and time of bid opening, as
stated above. Proposals will not be opened publicly, and the City will endeavor to keep
such confidential until a preferred service provider is recommended to the City Council.
A tally of names will be performed and may be released upon request.
BIDDER QUALIFICATIONS
Pursuant to the California Property Service Workers Protection Act, all Bidders must be
registered with the Labor Commissioner’s Office at the time of bid submission.
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Contractors must also be authorized by the California Secretary of State to conduct
business in State of California.
Bidder must obtain a City Business Registration prior to commencing work under this
contract.
COMPETENCY OF BIDDERS
In addition to the Bidder’s proposed compensation for services, consideration will be
given to:
1. Capability and qualifications of the contractor to perform the work
including, equipment, support facilities, and qualified personnel;
2. Prior experience in performing services of similar size and scope in a
competent and consistent manner including review of references of
previous and current contracts; and
3. Proven competency of the Bidder of the performance of the services
covered by the bid.
No bid for services will be accepted from a contractor who is not licensed in accordance
with applicable State Law. No award will be made to a Bidder who has not been
licensed in accordance with the provisions of the State Business and Professions Code
by the date of the award of contract.
LEGAL RESPONSIBILITIES
Bidder is subject to all local, state and federal laws and regulations which in any manner
affect those employed by it or in any way affect the performance of services set forth in
this RFP, including, but not limited to the Property Service Workers Protection Act
(Labor Code §1420 et. seq.) and the rules and regulations established by the DIR
implementing such statutes.
ADDENDA
The City may, from time to time, issue Addenda to the Contract Documents. Bidders
are responsible for ensuring that they have received any and all Addenda. Each Bidder
is responsible for verifying that it has received all Addenda issued, if any. Bidders must
acknowledge receipt of all Addenda, if any, in their bids. Failure to acknowledge receipt
of all Addenda may cause a Bid to be deemed incomplete and non-responsive.
IRREGULAR PROPOSALS
Unauthorized conditions, limitations, incompleteness, or provisions attached to a
proposal will render it irregular and may cause its rejection. The completed Proposal
forms shall be without interlineations, alterations, or erasures. Bids with supplemental
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information or form other than those proposed forms provided by the City may not be
considered.
BID WITHDRAWAL
A Bidder may withdraw his/her proposal, without prejudice prior to the time specified for
the bid opening, by submitting a written request to the City for its withdrawal, in which
event the proposal will be returned to the Bidder unopened. No proposal received after
the Closing Date and Time or at any place other than the place stated in the Instructions
to Bidders will be considered.
IRREVOCABILITY OF PROPOSALS
At the appointed closing time, all Proposals become irrevocable. By submission of a
Proposal, the Contractor agrees that should its Proposal be selected, the
successful Contractor will enter into an Agreement with the City. Proposals shall be
irrevocable and shall remain open for acceptance by the City for at least sixty (60)
calendar days after the RFP closing date and time. The City may elect to extend
the Proposal validity duration beyond (60) calendar days with written notice to the
Contractor.
AUTHORIZED SIGNATURES
Proposals must be signed by the person or persons legally authorized to bind the
Bidder to a contract for the execution of the work. Upon request of the City, any agent
submitting a proposal on behalf of a Bidder shall provide a current power of attorney
certifying the agent’s authority to bind the Bidder.
AWARD OF CONTRACT
At its sole discretion, the City reserves the right to reject any or all proposals, to waive
any irregularity, and to take the bids under advisement for a period of sixty (60) days, as
may be required to provide for the best interests of the City. The City reserves the right
to request additional information from any bidder, at any time, which the City deems
necessary to evaluate the bidder’s proposal and qualifications. In no event will an
award be made until all necessary investigations are made as to the responsibility and
qualifications of the Bidder to whom the award is contemplated.
Contract award is subject to City Council Resolution No. 2019-3829 governing the
procurement of personal, professional consulting or other contractual services, the
contracts for which may be awarded without observing the bidding procedures set forth
in Chapter 3.04 of the Moorpark Municipal Code. As stated therein, “cost of service may
be considered, however, the lowest cost may not be the sole factor in deciding which
firm or who shall be awarded the contract. It may be in the City’s best interest to award
the contract to a contractor who may or may not be the lowest priced contractor based
on the scope of services, availability, unique skills, staffing levels, timing, prior
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experience, familiarity with the City and other factors required by the department.”
(Resolution No. 2019-3829, Section 3. Factors to Consider)
TIME FOR COMMENCEMENT AND COMPLETION
This is a twenty-four (24) month contract (July 1, 2020 through June 30, 2022), with an
option for three (3) additional one-year terms, at the City’s discretion. An Agreement in
substantially the same form as the Sample Agreement included in the Contract
Documents, shall be signed by the successful Bidder and returned to the City Clerk’s
Office, at Moorpark City Hall, 799 Moorpark Avenue, Moorpark, CA, together with the
insurance certificates and endorsements and contract bonds within fifteen (15)
calendar days after mailing by City of the Notice of Award of Contract. Contractor
agrees to endorse the third party general liability coverage required herein to include
as additional insureds City, its officials, employees, agents, using standard ISO
endorsement CG 2010 and CG 2037 with edition acceptable to the City, or equivalent
as approved by the City. Contractor also agrees to require all contractors,
subcontractors, and anyone else involved in any way with the project contemplated by
this Agreement to do likewise. Information in this RFP Document will be incorporated
into any Agreement between the City and the successful Contractor, and therefore
must be considered by the Contractor in preparing their Proposal.
The Bidder warrants that he/she possesses, and has arranged through subcontracts,
all capital and other equipment, labor, and materials to carry out and complete the
work hereunder in compliance with all applicable Federal, State, County, City and
Special District laws, ordinances, and regulations. Refusal or failure to deliver an
executed Agreement, Bonds, and Insurance in the form provided in the Contract
Documents and approved by the City within fourteen (14) calendar days, as identified
above, shall be just cause, at the City’s sole option, to annul the awar d. In such an
event, the City may successfully award the contract to the next qualified Bidder until a
properly executed contract is obtained, or it may at any time reject all remaining bids
and proceed as provided by law. No bid shall be considered binding upon the City
until the execution of the Agreement by the City. The City is not bound to enter into an
Agreement with any Contractor as a result of the issuance of this RFP.
FAILURE TO ACCEPT CONTRACT
If the Bidder to whom the award is made fails to enter into the contract, the award will
be annulled; any bid security will be forfeited in accordance with the Bid Terms and
Conditions, and Special Bid Terms and Conditions if a Bidder’s bond or security is
required; and an award may be made to the next ranking Bidder who shall fulfill every
term and condition of the bid documents.
CONTRACT ASSIGNMENT
The Bidder shall not in whole or in part, assign, transfer, convey or otherwise dispose of
the contract, or its right, title or interest, or its power to execute such a contract to any
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individual or business entity of any kind without prior written consent of the City, which
may be withheld at the City’s sole discretion.
NON-DISCRIMINATION
In the performance of the terms of this contract, the Bidder agrees that he/she will not
engage in, nor permit such subcontractors as he/she may employ, to engage in
discrimination in employment of persons because of the race, religious creed, color,
national origin, ancestry, physical disability, mental disability, medical condition, genetic
information, marital status, sex, gender, gender identity, gender expression, age, sexual
orientation, or military and veteran status of such persons. Bidders will comply with all
non-discrimination laws.
RIGHT TO CANCEL RFP
The City reserves the right in its sole discretion to postpone or cancel this RFP
process at any time.
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SCOPE OF SERVICES
JANITORIAL SERVICES AT VARIOUS CITY FACILITIES AND PARKS
Contractor shall provide all labor, materials, tools, equipment, and transportation and
other items and services necessary to perform the janitorial services as described in the
specifications herein.
SCHEDULE AND LOCATIONS
Daily Services: Contractor shall provide Regular Janitorial Services Monday through
Saturday no earlier than 8:00 p.m. at the following locations:
Moorpark Library: 699 Moorpark Avenue
Ruben Castro Human Services Center: 612 Spring Road
Biweekly Services: Contractor shall provide Regular Janitorial Services twice weekly,
on Tuesdays and Fridays, between 8:00 a.m. and 3:00 p.m. at the following location:
Moorpark Public Services Facility: 627 Fitch Avenue
Daily and biweekly service shall be provided on all holidays where the holiday falls on a
regular service day, with the exception of New Year’s Day, Thanksgiving Day, July 4,
Labor Day, Memorial Day, and Christmas Day. The City reserves the right to assign the
hours that Contractor shall perform janitorial services under the Agreement, upon
mutual consent of Contractor.
Semi-annual Services: Contractor shall provide Semi-annual Janitorial Services two
(2) times per year at the following locations:
Moorpark Library: 699 Moorpark Avenue
Ruben Castro Human Services Center: 612 Spring Road
Moorpark Public Services Facility: 627 Fitch Avenue
Moorpark City Hall: 799 Moorpark Avenue
o Includes the Administrative Building, Annex No. 1, Annex No. 2 kitchen and
break room, and the Development and Community Services building
Moorpark Community Center: 799 Moorpark Avenue
o Includes the Apricot Room, Citrus Room, Lobby, Community Center Kitchen,
Restrooms, and Conference Room
Moorpark Active Adult Center: 799 Moorpark Avenue
o Includes the Multipurpose Room, Offices, Kitchen, Restrooms, Braun Rooms 1
and 2, and adjoining hallways
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Arroyo Vista Recreation Center: 4550 Tierra Rejada Road
o Includes Offices, Meeting Rooms, Kitchen, Interior Hallways, Restrooms and
Gymnasium
Semi-annual services shall be performed at mutually agreed upon dates and times.
Park Restroom Services: Contractor shall provide daily Park Restroom Services
Monday through Sunday (including holidays) at twelve (12) park restroom facilities (2
restrooms per facility) at the following locations:
Park Address
Facility
Count
Arroyo Vista Community Park 4550 Tierra Rejada Road 2
Campus Canyon Park 6970 Campus Canyon Drive 1
Campus Park 6400 Harvard Street 1
College View Park 15400 Campus Park Drive 1
Glenwood Park 11800 Harvester Street 1
Mammoth Highlands Park 7000 Elk Run Loop 1
Miller Park 4530 Miller Parkway 1
Mountain Meadows Park 4350 Mountain Meadow Drive 1
Peach Hill Park 13200 Peach Hill Road 1
Poindexter Park 500 Poindexter Avenue 1
Tierra Rejada Park 11900 Mountain Trail Street 1
All restroom facilities shall be cleaned and in operation no later than 8:00 a.m., Monday
through Sunday, including all holidays.
Park Facility Opening: Contractor shall open select park facilities as follows:
Facility Days Per Week Opening Time
Park Restrooms (12 facilities) Monday – Sunday 8:00 a.m.
Dog Park at College View Park
(15400 Campus Park Drive) Monday – Sunday 7:00 a.m.
Skate Park at Poindexter Park
(500 Poindexter Avenue)
Monday-Friday
(When school is not
in session)
8:00 a.m.
Skate Park at Poindexter Park
(500 Poindexter Avenue)
Monday-Friday
(When school is in
session)
10:00 a.m.
293
13
Skate Park at Poindexter Park
(500 Poindexter Avenue)
Saturday, Sunday
and holidays 8:00 a.m.
Shady Ridge Buffer Zone
(West end of Shadyridge Drive) Monday – Sunday 6:00 a.m.
Arroyo Vista Community Park Monday – Sunday 6:00 a.m.
Park facility opening shall be performed daily, including all holidays, according to the
schedule listed above, unless otherwise directed by City representative.
FACILITY ACCESS AND SECURITY
Contractor shall be provided with a set of keys and facility access cards, which the
Contractor shall sign for denoting the number and type of key or card provided and the
alarm code for that facility. Contractor is responsible for the keys and access cards, and
agrees not to duplicate them. If additional keys or access cards are needed Contractor
shall make a request to the City. Under no circumstances shall Contractor’s employees
admit anyone to areas controlled by a key or access card in their possession.
Contractor’s employees shall not disturb papers or pe rsonal effects on desks, open
drawers or cabinets, use telephones, computers, or other electronic equipment, or
tamper with other personal or City property.
Contractor agrees to be responsible for disarming facilities upon entry and for fully
locking and alarming buildings at the completion of each shift. Contractor further agrees
that the facilities shall never be left unattended unless fully locked and alarmed.
Contractor agrees that failure to fully secure the facilities can result in liquidated
damages. The City agrees to notify Contractor in writing when the alarm code for one
of the facilities covered by this Agreement has been changed. Upon termination of this
Agreement, Contractor shall return all keys provided by City.
SUPPLIES AND EQUIPMENT
Contractor agrees to provide and be responsible for the maintenance of their own
equipment, materials and tools of the trade for cleaning, as required to satisfactorily
perform the Scope of Service under this Agreement. This includes, but is not limited to:
commercial grade vacuum cleaner, carpet steam cleaner, floor scrubbing machine, floor
buffing machine, brooms, mops, floor buffing pads, towels and cleaning brushes.
Contractor further agrees that all employees shall be in uniforms that clearly identify
them as employees of the Contractor and shall carry appropriate identification when on
duty.
City shall provide all cleaning and disinfecting solutions, carpet cleaning solutions, and
floor cleaners, sealers and finishers. Unless otherwise specified, City shall also provide
all replenishable sanitary supplies, including paper towels, toilet tissue, liquid soap,
liquid sanitizers, air fresheners, plastic liners, and feminine sanitary supplies.
294
14
Contractor shall report any broken, malfunctioning, or vandalized equipment or fixtures
(including but not limited to heating/air conditioning units, plumbing, and electrical), and
shall report any graffiti applied to the interior or exterior of a City building, to the City’s
Parks and Facilities Supervisor immediately by telephone. In the event the Parks and
Facilities Supervisor is not available, Contractor shall leave a voice mail message on
the Supervisor’s work phone (805-517-6283).
REGULAR JANITORIAL SERVICES
Regular Janitorial Services shall include:
Pick up litter, empty all trash containers, and replace container liners. Discard
trash and recycling materials into approved trash bins.
Vacuum all floors and entry mats (carpeted and non-carpeted).
Wet mop floors as needed (minimum of three days a week) using a cleaning
solution.
Spot clean carpets by hand as needed, using appropriate carpet cleaner solution.
Clean public counters with cleaning solution.
Wash walls, partitions, and doors as needed with cleaning solution.
Clean entry door windows with window cleaning solution.
Clean and disinfect drinking fountains.
Clean and refill all dispensers including but not limited to, paper towels, hand
sanitizer and soap.
Dust all desks, tables, counters, horizontal surfaces, window sills, etc.
Dust window blinds.
Clean restroom sinks with disinfectant cleaner.
Clean restrooms counter tops with disinfectant cleaner.
Wash and sanitize all restroom commodes, partitions, and urinals, including the
base of each unit, with disinfectant cleaner.
Sanitize restrooms doorknobs and light switches.
Sweep and wet mop restroom floors.
Stock all restrooms dispensers, including toilet paper, paper towels, soap, and
sanitary napkins.
Empty all restrooms trash and sanitary containers – replace liners. Dispose of
trash material in appropriate trash dumpster.
Spot clean kitchen cabinet drawers/doors and fronts
Wipe clean kitchen chairs and sofas.
Clean kitchen counters and tables.
Spot clean kitchen entry doors.
Sanitize kitchen doorknobs and light switches.
Sweep and wet mop kitchen floors.
295
15
Dust all horizontal kitchen surfaces.
Clean kitchen microwave inside and outside.
Clean kitchen exterior of refrigerator.
Clean kitchen sinks.
Empty kitchen trash and recycling containers.
Spot clean kitchen walls.
Clean kitchen drain, vents, and filters as needed.
Sanitize and clean all door handles and panic bar hardware with cleaning
solution.
SEMI-ANNUAL JANITORIAL SERVICES
Semi-annual Janitorial Services shall include:
All Facilities:
All Regular Janitorial Services (as listed above)
Deep clean offices, kitchens, and restrooms.
Clean interior windows and window sills.
Clean exterior windows and apply window spot removing chemical to remove
hard water stains.
Dust building fixtures including but not limited to, florescent lights, burglar alarm
sensors, wall clocks, fire extinguishers and cases, and video security cameras.
Clean and scrub all door thresholds.
Clean walls and doors, and sanitize and clean all door handles and panic bar
hardware with cleaning solution.
Shampoo all carpet and apply scotch guard.
Scrub and apply approved sealer to tile pavers.
Clean and restore wax and buff out vinyl floors.
ANNUALLY (once each year), scrub and strip vinyl floors and apply 2-coats of
wax.
Arroyo Vista Recreation Center:
Services shall include the Semi-annual Janitorial Services for All Facilities, plus the
following:
Gymnasium cleaning as follows:
o Remove, shoe marks from non-hardwood floor.
o Shampoo entry mats.
o Remove, shoe marks and gum from gym hardwood floor.
o Clean gym hardwood floor with hardwood floor solution.
o Clean baseboards.
296
16
o Clean entry door windows.
o Clean bleachers, including base boards and walking surfaces. Remove
gum and shoe marks.
o Clean wall mats.
o Clean metal track around gym hardwood floor to remove debris.
Moorpark Active Adult Center (AAC):
Services shall include all Semi-annual Janitorial Services for All Facilities, plus the
following:
Shampoo floor mats
Clean cabinet surfaces, doors and handles
AAC Kitchen:
o Clean stove and ovens, including stovetop, knobs, switches and oven
hood area.
o Clean kitchen mats
o Sweep and wet mop kitchen floors, including areas under mats, sinks,
counters and appliances.
o Clean all appliance exteriors, including refrigerators, freezers and salad
bar.
o Clean/dust air vents
o Clean all horizontal surfaces including accessible storage areas under
counter tops.
o Clean cabinet surfaces and handles
PARK RESTROOM SERVICE
Parks restrooms shall be opened, cleaned and sanitized thoroughly on a daily basis
Monday through Sunday, including holidays. Any equipment that has been vandalized
or is in need of repair or any graffiti observed, shall be immediately reported to the City
Representative. All restroom facilities shall be cleaned, sanitized, and in operation no
later than 8:00 a.m. each day. Contractor shall open restrooms as early as 7:00 a.m.
if requested by City. Upon opening, restroom doors shall be locked in the open
position. If lock is not operable, Contractor shall notify City Representative
immediately.
The restrooms shall be maintained and stocked with all necessary supplies to keep
restrooms operational Monday through Sunday, including but not limited to; hand
soap, paper towels, and toilet paper. All litter containers located inside and outside
adjacent to the restroom shall be emptied daily.
During inclement weather and upon the direction of the City Representative,
Contractor may be instructed to keep restrooms locked.
Park Restroom Service shall include:
297
17
a. Pick up and disposal of litter in and around restroom facility.
b. Empty trash receptacles and replace liner(s).
c. Sweep and mop floors with cleaner/disinfectant.
d. Clean walls and ceiling with cleaner/disinfectant, including tile and grout.
e. Wash and disinfect partitions.
f. Remove graffiti with a City approved graffiti remover. If graffiti cannot be
removed with said cleaner, Contractor shall notify the City Representative within
one (1) hour of determination, but no earlier than 8:00 a.m..
g. Clean sinks with a cleaner/disinfectant.
h. Clean mirrors
i. Clean and disinfect toilets.
j. Restock toilet paper and paper towels.
k. Wet mop/hose the entire floor surface using cleaner/ disinfectant. Dry the
floor with a dry mop before opening to the public.
l. Remove any offensive odors.
m. Any acts of vandalism or theft shall be immediately reported to the City
Representative.
n. Contractor shall lock restroom during periods of inclement (rain) weather, as
directed by the City Representative. Contractor shall open restrooms as
weather conditions allow, per the direction of the City Representative.
o. Contractor shall report all water leaks immediately upon discovery, and make
every attempt possible to shut water off in such a way that will isolate the
leaking fixture until repairs can be completed by City.
p. Contractor shall report all electrical problems, such as damaged building security
lights, non-operable hand dryers, etc., to the City Representative immediately
upon discovery.
q. Remove spitballs, cobwebs, and other foreign materials form doors, walls,
ceilings, partitions, vents, etc.
r. When restroom fixtures (i.e. toilets, sinks, urinals, etc) are determined to be
inoperable, Contractor shall cover said fixture with a black plastic trash can
liner, tape close the edges, and immediately notify the City Representative.
PARK FACILITY OPENING
Contractor shall unlock and open park restrooms, the dog park at College View Park,
the skate park at Poindexter Park, Arroyo Vista Community Park, and the Shady Ridge
Buffer Zone daily, Monday through Sunday including holidays, according to the
scheduled times listed above. Upon opening, facilities shall be locked in the open
position. If lock is not operable, Contractor shall notify City Representative immediately.
298
18
Contractor shall immediately report any broken or vandalized equipment or graffiti to the
City Representative.
SPECIAL REQUEST CLEANING
In addition to the schedule tasks specified above, the City may from time to time request
additional service to be completed on an hourly basis or per quoted cost. Such
requested services shall be negotiated on a case by case basis. Costs shall be at the
rates listed in the Schedule of Costs when applicable, or as otherwise negotiated with
the City Representative. Such additional services may include:
Additional Regular Janitorial Services
Additional scrub and strip of vinyl floors and application of 2 coats of wax
Additional janitorial services as necessary
299
PAGES 19 – 43 ARE THE PROPOSAL
DOCUMENTS (EXHIBIT B) AND THE
SAMPLE AGREEMENT DOCUMENTS,
AND HAVE BEEN REMOVED FROM
THIS EXHIBIT C SO AS NOT TO BE
DUPLICATIVE.
300
CITY OF MOORPARK
JANICE S. PARVIN
Mayor
CHRIS ENEGREN
Councilmember
ROSEANN MIKOS, Ph.D.
Councilmember
DAVID POLLOCK
Councilmember
KEN SIMONS
Councilmember
PARKS, RECREATION & COMMUNITY SERVICES DEPT. | 799 Moorpark Avenue, Moorpark, CA 93021
Main City Phone Number (805) 517-6200 | Fax (805) 532-2550 | moorpark@moorparkca.gov
May 15, 2020
ADDENDUM NO. 1
for
Janitorial Services at Various City Facilities and Parks
Identification No. IB-2020-1
NOTICE IS HEREBY GIVEN to all bidders and plan holders that the plans and
specifications for the above described project are hereby amended as follows:
CLARIFICATIONS:
I) Q: Will the City of Moorpark require bidders to submit evidence of good standing
in the form of an official certificate of good standing issued by the California
Secretary of State?
A: No
II) Q: Will the City of Moorpark require bidders to show evidence that the bidding
company has acquired and has an active registered Department of Industrial
Relations number?
A: Bidders are required to provide their active DIR/State Labor Commissioner
Registration Number for Janitorial Service Providers and Contractors on the
Proposal Submission Form.
Information about registration with the Labor Commissioner’s Office is available
at: https://www.dir.ca.gov/dlse/Janitorial_Providers_Contractors.html
III) Q: In 2018, the California Supreme Court adopted "the ABC test" in Dynamex
v. Superior Court. Under the ABC test, a worker is considered an employee,
and not an independent contractor, unless the hiring entity can demonstrate
that it meets all three of the following requirements: 3 requirements present on
attached letter. Will the City of Moorpark accept and consider cost proposals
from bidders that currently use or plan to use independent contractors to
services? Or will the City of Moorpark adhere to Assembly Bill 5 and require
that any company providing a cost proposal base their service and cost
proposal upon the utilization of W-2 employees?
A: The City will require bidders / contractors to be in compliance with Assembly
Bill 5.
301
Addendum No. 1
Janitorial Services at Various City Facilities and Parks
Page 2
IV) Q: Can the City of Moorpark please provide the previous annual contract cost
amount for these services? What service provider currently holds the contract
with the City of Moorpark?
A: Annual Contract Cost for Fiscal Year 2019/20: $87,661
Current Contractor: Charles Von Rueden dba ServiceMaster Professional
Building Maintenance
V) Q: Can the City of Moorpark provide a clarification based upon the Scope of
Work. On page 11 of the RFP it provides the days of the week that require
services for only the Moorpark Library and Ruben Castro Human Services
Center, are the remaining locations Monday through Friday? Or do they adhere
to the Monday through Saturday days of service listed?
A: Days and times are detailed in SCHEDULE AND LOCATIONS beginning on
page 11of the RFP. For clarification, days of service are summarized below:
Services described under Regular Janitorial Services in the Scope
of Work are to be performed Monday through Saturday at the
Moorpark Library and Ruben Castro Human Services Center.
Services described under Regular Janitorial Services in the Scope
of Work are to be performed Tuesday and Friday at the Moorpark
Public Services Facility.
Services described under Semi-annual Janitorial Services in the
Scope of Work are to be performed two (2) times per year at the
Moorpark Library, Ruben Castro Human Services Center, Moorpark
Public Services Facility, Moorpark City Hall, Moorpark Community
Center, Moorpark Active Adult Center, and Arroyo Vista Recreation
Center
Services described under Park Restroom Service in the Scope of
Work are to be performed Monday through Sunday (including
holidays) at Arroyo Vista Community Park (2 facilities), Campus
Canyon Park, Campus Park, College View Park, Glenwood Park,
Mammoth Highlands Park, Miller Park, Mountain Meadows Park,
Peach Hill Park, Poindexter Park, and Tierra Rejada Park
Services described under Park Facility Opening in the Scope of
Work are to be performed Monday through Sunday (including
holidays) at all park restrooms listed above, the Dog Park at
College View Park, the Skate Park at Poindexter Park, the Shady
Ridge Buffer Zone, and Arroyo Vista Community Park.
302
Addendum No. 1
Janitorial Services at Various City Facilities and Parks
Page 3
VI) Q: Could you please provide the square footage for the following buildings:
Moorpark Library, Ruben Castro Human Services Center, Moorpark Public
Services Facility, Moorpark City Hall, Moorpark Community Center, Moorpark
Active Adult Center, Arroyo Vista Recreation Center, Campus Canyon Park,
Campus Park, College View Park, Glenwood Park, Mammoth Highlands Park,
Miller Park, Mountain Meadows Park, Peach Hill Park, Poindexter Park, Tierra
Rejada Park
A: Facility square footages are listed in Exhibit A to this addendum.
Note: Areas marked in red on the included floor plans are not to be serviced
and are excluded from the square footage calculations.
VII) Q: Can the City of Moorpark provide the number of physical copies required for
hand delivery of the proposal?
A: Bidders who elect to provide physical copies of their proposals are to submit
two (2) physical copies.
REVISIONS:
I) The Contractor’s References form (pages 24-25 of the RFP) incorrectly
references landscape maintenance and pesticide operations services. The
Contractor’s References form is replaced in its entirety with the revised version in
this addendum dated May 15, 2020, and attached as Exhibit B.
This addendum shall be made part of the above referenced project. Full compensation for
all work and requirements of this addendum shall be considered as included in the
appropriate price proposal and no additional compensation will be allowed therefore.
__________________________________________
Jeremy Laurentowski, Parks and Recreation Director
Questions regarding this addendum may be directed to the City’s Project Representative
Robert Valery, rvalery@moorparkca.gov no later than 1:00 p.m. May 22, 2020.
PLEASE EMAIL A SIGNED COPY OF ADDENDUM TO ROBERT VALERY AT
RVALERY@MOORPARKCA.GOV AND INCLUDE WITH PROPOSAL.
RECEIPT OF THIS ADDENDUM IS HEREBY ACKNOWLEDGED.
Company Name:
Authorized Representative:
Signature of Authorized Representative:
Jeremy Laurentowski
303
City of Moorpark Restroom Square Footage
Other ID. Address2 City ZIP
Code
Sq Feet Sq Feet Occupied As
AVCP: RESTROOMS & CONCESSION 4550 TIERRA REJADA ROAD MOORPARK 93021 Restrooms Only 325sf 1,234 RESTROOMS & CONCESSION (west)
AVCP: RESTROOM, SNACK BAR, STORAGE 4550 TIERRA REJADA ROAD MOORPARK 93021 Restrooms Only 325sf 1,728 RESTROOM, SNACK BAR, STORAGE (East End)
POINDEXTER PARK 500 POINDEXTER AVENUE MOORPARK 93021 606 RESTROOMS
GLENWOOD PARK 11800 HARVESTER STREET MOORPARK 93021 383 RESTROOMS
TIERRA REJADA PARK 11900 MOUNTAIN TRAIL STREET MOORPARK 93021 399 RESTROOMS
MOUNTAIN MEADOWS PARK RESTROOMS 4350 MOUNTAIN MEADOW DRIVE MOORPARK 93021 210 RESTROOMS
PEACH HILL PARK 13200 PEACH HILL ROAD MOORPARK 93021 970 RESTROOMS
CAMPUS PARK 6400 HARVARD STREET MOORPARK 93021 175 RESTROOMS
CAMPUS CANYON PARK 6970 HEARON DRIVE MOORPARK 93021 216 RESTROOMS
COLLEGE VIEW PARK 15400 CAMPUS PARK DRIVE MOORPARK 93021 384 RESTROOMS
MILLER PARK 4530 MILLER PARKWAY MOORPARK 93021 468 RESTROOMS
MAMMOTH HIGHLANDS PARK 7000 ELK RUN LOOP MOORPARK 93021 610 RESTROOMS
304
BREAK ROOM/STORAGE
Lounge, Lobby, and Restrooms
Approx.1025sf
STORAGE / FILE ROOM
305
2235sf
883sf
1596sf 1592sf
487sf
300sf
9072sf
789sf
1180sf
Breezeway
ARROYO VISTA RECREATION CENTER
Approx. 19,500sf
4550 Tierra Rejada Road
306
Lobby Counter
City Attorney
Conference Room Lobby Counter Break Room
ADMINISTRATIVE SERVICES
799 Moorpark Avenue
Approx. 5080 sf
Men’s
Restroom
Women’s
Restroom
307
DEVELOPMENT & COMMUNITY SERVICES
799 Moorpark Avenue
Approx. 4260 sf
Lobby Counter
Conference Room
308
Braun
Room 2
Braun Room 1
Kitchen Conference
Room
Kitchen
Active Adult
Center
Citrus Room Apricot Room
Lobby
yyy
Patio Mens Womens Mens Womens
COMMUNITY CENTER/ ACTIVE ADULT CENTER
799 Moorpark Avenue
Approx.13,300 sf
309
Conference
Room
MOORPARK LIBRARY
699 Moorpark Avenue
Approx. 7800 sf
Mens Women Conference
Room
Front Desk
310
MOORPARK PUBLIC SERVICES FACILITY
627 Fitch Avenue
Approx. 7,150sf
FIRE
RISER
ELECTRIC
ROOM
STORAGE
STORAGE
STORAGE
STORAGE
311
G
G
Ruben Castro Human Services Center
612B Spring Road
Exterior restroom 175sf
Front lobby Approx. 1175sf
Exterior
Restroom
Front
Lobby
312
Exhibit B
CONTRACTOR’S REFERENCES (Revised 5/15/2020)
Enter contact and descriptive information for three (3) public agencies for which Bidder
has performed janitorial services of similar scope and price to those considered by this
RFP within the past two years:
1. Name of Organization: ________________________________________________
Address: ___________________________________________________________
Contact Person: ___________________________ Phone #:___________________
Contact Email: _______________________________________________________
Contract Amount: __________________
Contract Period (start/end date):__________________/___________________
Description of janitorial services performed:
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
2. Name of Organization: ________________________________________________
Address: ___________________________________________________________
Contact Person: ___________________________ Phone #:___________________
Contact Email: _______________________________________________________
Contract Amount: _______________
Contract Period (start/end date):__________________/___________________
Description of janitorial services performed:
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
313
CONTRACTOR’S REFERENCES (Continued)
3. Name of Organization: ________________________________________________
Address: ___________________________________________________________
Contact Person: __________________________ Phone #:___________________
Contact Email: _______________________________________________________
Contract Amount: ____________________
Contract Period (start/end date):__________________/___________________
Description of janitorial services performed:
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
314
CITY OF MOORPARK
JANICE S. PARVIN
Mayor
CHRIS ENEGREN
Councilmember
ROSEANN MIKOS, Ph.D.
Councilmember
DAVID POLLOCK
Councilmember
KEN SIMONS
Councilmember
PARKS, RECREATION & COMMUNITY SERVICES DEPT. | 799 Moorpark Avenue, Moorpark, CA 93021
Main City Phone Number (805) 517-6200 | Fax (805) 532-2550 | moorpark@moorparkca.gov
May 19, 2020
ADDENDUM NO. 2
for
Janitorial Services at Various City Facilities and Parks
Identification No. IB-2020-1
NOTICE IS HEREBY GIVEN to all bidders and plan holders that the plans and
specifications for the above described project are hereby amended as follows:
CLARIFICATIONS:
I) Q: Please clarify when exceptions to the Sample Agreement and Insurance
Requirements must be submitted: by expiration of the question period on May 22,
or with the proposal on or before the May 29 due date.
A: Questions and/or clarifications regarding any aspect of this RFP, including the
Sample Agreement and Insurance Requirements, should be submitted as soon as
possible, and no later than Friday, May 22, 2020 at 1:00 p.m.
This addendum shall be made part of the above referenced project. Full compensation for
all work and requirements of this addendum shall be considered as included in the
appropriate price proposal and no additional compensation will be allowed therefore.
__________________________________________
Jeremy Laurentowski, Parks and Recreation Director
Questions regarding this addendum may be directed to the City’s Project Representative
Robert Valery, rvalery@moorparkca.gov no later than 1:00 p.m. May 22, 2020.
PLEASE EMAIL A SIGNED COPY OF ADDENDUM TO ROBERT VALERY AT
RVALERY@MOORPARKCA.GOV AND INCLUDE WITH PROPOSAL.
RECEIPT OF THIS ADDENDUM IS HEREBY ACKNOWLEDGED.
Company Name:
Authorized Representative:
Signature of Authorized Representative:
Jeremy Laurentowski
315
CITY OF MOORPARK
JANICE S. PARVIN
Mayor
CHRIS ENEGREN
Councilmember
ROSEANN MIKOS, Ph.D.
Councilmember
DAVID POLLOCK
Councilmember
KEN SIMONS
Councilmember
PARKS, RECREATION & COMMUNITY SERVICES DEPT. | 799 Moorpark Avenue, Moorpark, CA 93021
Main City Phone Number (805) 517-6200 | Fax (805) 532-2550 | moorpark@moorparkca.gov
May 22, 2020
ADDENDUM NO. 3
for
Janitorial Services at Various City Facilities and Parks
Identification No. IB-2020-1
NOTICE IS HEREBY GIVEN to all bidders and plan holders that the plans and
specifications for the above described project are hereby amended as follows:
REVISIONS:
1) Semi-Annual Janitorial Services:
a) Although the City anticipates scheduling Semi-annual Janitorial Services
twice per year, it reserves the right to schedule these services more or less
frequently as needed. Therefore the Schedule of Costs (pages 22-23 of the
RFP) is hereby replaced with the revised version in this addendum dated
5/22/2020, which adds an entry for the one-time cost for Semi-annual
Janitorial Service at each facility.
Bidders are to use the revised Schedule of Costs in this addendum in
their proposal submissions.
2) Scope of Services, Supplies and Equipment, paragraph 2 (page 13 of the RFP) is
hereby replace in its entirety with the following:
“Unless otherwise specified, City shall provide all cleaning and disinfecting
solutions, carpet cleaning solutions, and floor cleaners, sealers and finishers.
Contractor shall provide all cleaning and disinfecting solutions, carpet cleaning
solutions, and floor cleaners, sealers and finishers required for Semi-annual
Janitorial Services and for annual and special request vinyl floor scrub, strip and
wax services. Unless otherwise specified, City shall also provide all
replenishable sanitary supplies, including paper towels, toilet tissue, liquid soap,
liquid sanitizers, air fresheners, plastic liners, and feminine sanitary supplies.”
3) The schedule of services is hereby revised as follows:
a) Biweekly service at the Moorpark Public Service Facility is to occur before
7 a.m. or after 5 p.m. on Tuesdays and Fridays.
b) Unlocking and cleaning of the exterior restroom at the Ruben Castro Human
Services Center is to be performed by 7:30 a.m. on Saturdays.
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Addendum No. 3
Janitorial Services at Various City Facilities and Parks
Page 2
4) The contract term is hereby revised throughout the RFP as follows:
The term of the contract shall be twelve (12) months (July 1, 2020 through June
30, 2021), with an option for two (2) additional one-year terms, at the City’s
discretion.
5) The Scope of Services for Park Restroom Service is hereby revised to add cleaning
and sanitizing of drinking fountains located outside adjacent to the restrooms.
6) The deadline to submit questions has been extended to Tuesday, May 26, 2020 at
12:00 p.m. All questions are to be submitted in writing to Robert Valery at
rvalery@moorparkca.gov.
CLARIFICATIONS:
1) The City received multiple questions regarding modifications to the Sample
Agreement and Insurance Requirements contained in the RFP.
Clarification: The City’s policy is that the Agreement be accepted as is. By
submitting a proposal to the City in response to this RFP, the proposer is deemed
to have provided its approval of the Sample Agreement and assurance that it is
able to meet the insurance requirements contained therein. Requests for
modifications to the indemnity and insurance provisions will not be considered.
2) Q: Does the City expect that the pricing quoted in the Schedule of Costs
on pages 22-23 will apply with respect to the entire maximum 5-year
term?
A: See Revision #4 above. Term is to be for a maximum of three (3) years.
Pricing quoted in the Schedule of Costs is to apply for the entire maximum
3-year term.
3) Q: How will rate increases be addressed for each year of the term after
the first year?
A: No rate increases will be allowed. Pricing quoted in the Schedule of Costs
is to apply for the entire maximum 3-year term.
4) Q: Is the City exempt from State and local sales and use taxes?
A: No
5) Q: What level of sanitization do we require?
A: Level of disinfecting based on cleaning materials supplied on site.
6) Q: Do we send the amendments in with the bid?
A: Yes, signed copies of each Addendum are to be submitted with the
proposal.
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Addendum No. 3
Janitorial Services at Various City Facilities and Parks
Page 3
7) Q: Do we open and clean Ruben Castro on Saturday?
A: Yes. Ruben Castro exterior restroom is to be opened and cleaned by
7:30 a.m. on Saturdays.
8) Q: Clean the vents on the range in the Active Adult Center kitchen?
A: Yes
9) Q: Verify square footage and flooring material in Annex 1 (I.T.) and
Annex 2 (break room/storage).
A: Maps of Annex 1 and Annex 2 listing square footages and flooring are
included in this Addendum as Exhibit A.
10) Q: If available can janitorial park or keep a vehicle on site overnight?
And at what location?
A: With prior written approval from the City, one (1) vehicle will be allowed on
City property overnight. Location to be determined.
11) Q: Clean the refrigerator at the Moorpark Public Service Building
(Yard)?
A: Once a month
12) Q: Are the door floor mats at Rubin Castro owned or rented?
A: We own all the floor mats and when they get worn out we will replace as
needed.
13) Q: When can we start cleaning at the Moorpark Public Service Building
(Yard)? And what are the hours of operation?
A: You can start any time before 7AM and or after 5PM. Hours of operation
are from 7AM to 4:30PM.
14) Q: For annual cleaning do we bring our own floor scrubber, buffing and
stripping material and equipment?
A: Yes. We want you to be familiar with the products and equipment
15) Q: What do we do to the Annex 1 carpeting for Annual Cleaning?
A: Carpet Cleaning / Shampoo
16) Q: Are the Park Restroom exterior drinking fountains included in the
daily cleaning?
A: Yes we would like to include the Park restroom drinking fountain cleaning
as part of the service. See Revision 3 above.
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Addendum No. 3
Janitorial Services at Various City Facilities and Parks
Page 4
This addendum shall be made part of the above referenced project. Full compensation for
all work and requirements of this addendum shall be considered as included in the
appropriate price proposal and no additional compensation will be allowed therefore.
__________________________________________
Jeremy Laurentowski, Parks and Recreation Director
Questions regarding this addendum may be directed to the City’s Project Representative
Robert Valery, rvalery@moorparkca.gov no later than 12:00 p.m. May 26, 2020.
PLEASE EMAIL A SIGNED COPY OF ADDENDUM TO ROBERT VALERY AT
RVALERY@MOORPARKCA.GOV AND INCLUDE WITH PROPOSAL.
RECEIPT OF THIS ADDENDUM IS HEREBY ACKNOWLEDGED.
Company Name:
Authorized Representative:
Signature of Authorized Representative:
Jeremy Laurentowski
319
Schedule of Costs (Revised 5/21/2020) Page 1 of 3
SCHEDULE OF COSTS (Revised 5/22/2020)
The labor rates are all inclusive without limitation, to include wage benefits, vehicle,
fuel, tools, mobilization and demobilization, supervision, insurance, all licenses,
permits, overhead and profit and all other requirements necessary for the
commencement, performance and completion of the considered in this RFP.
MOORPARK PUBLIC LIBRARY (699 Moorpark Avenue)
Monthly Cost Annual Cost
Daily Janitorial Service: $ $
Semi-Annual (1x) Cost Annual (2x) Cost**
Semi-annual Janitorial Service* $ $
Moorpark Public Library Total Annual Cost: $
RUBEN CASTRO HUMAN SERVICES FACILITY (612 Spring Road)
Monthly Cost Annual Cost
Daily Janitorial Service: $ $
Semi-Annual (1x) Cost Annual (2x) Cost**
Semi-annual Janitorial Service* $ $
Ruben Castro Human Services Total Annual Cost: $
MOORPARK PUBLIC SERVICES FACILITY (627 Fitch Avenue)
Monthly Cost Annual Cost
Biweekly Janitorial Service: $ $
Semi-Annual (1x) Cost Annual (2x) Cost**
Semi-annual Janitorial Service* $ $
Moorpark Public Service Facility Total Annual Cost: $
320
Schedule of Costs (Revised 5/21/2020) Page 2 of 3
MOORPARK CITY HALL (799 Moorpark Avenue)
Semi-Annual (1x) Cost Annual (2x) Cost**
Semi-annual Janitorial Service* $ $
MOORPARK COMMUNITY CENTER (799 Moorpark Avenue)
Semi-Annual (1x) Cost Annual (2x) Cost**
Semi-annual Janitorial Service* $ $
MOORPARK ACTIVE ADULT CENTER (799 Moorpark Avenue)
Semi-Annual (1x) Cost Annual (2x) Cost**
Semi-annual Janitorial Service* $ $
ARROYO VISTA RECREATION CENTER (4550 Tierra Rejada Road)
Semi-Annual (1x) Cost Annual (2x) Cost**
Semi-annual Janitorial Service* $ $
PARK RESTROOM SERVICE
Monthly Cost Annual Cost
Daily Park Restroom Service $ $
PARK FACILITY OPENING
Monthly Cost Annual Cost
Daily Park Facility Opening $ $
TOTAL COST SUMMARY
Total Annual Cost
Total Annual Cost (All Services) $
*The City reserves the right to modify the frequency of scheduled Semi-annual Janitorial
Services as needed, at its discretion.
**Annual cost for Semi-annual Janitorial Service is to include the annual scrub and strip vinyl
floors and apply 2-coats of wax, as noted in the Scope of Work specifications.
321
Schedule of Costs (Revised 5/21/2020) Page 3 of 3
SPECIAL REQUEST CLEANING
Rates to be applied for special service requests. Services not identified
below shall be negotiated on a case by case basis with the City
Representative, based on time and materials required to complete the
work.
Hourly Rate
Additional Regular Janitorial Services: $
One-Time Cost
Community Center: Scrub and strip vinyl
floors, apply 2 coats of wax: $
One-Time Cost
Active Adult Center: Scrub and strip vinyl
floors, apply 2 coats of wax: $
322
Annex 1 (I.T.) 35’ x 60’ : Carpet Approx. 1950sf
323
Annex 2 (BREAK ROOM/STORAGE) 35’ x 60’ VCT tile Approx 1025sf
324
CITY OF MOORPARK
JANICE S. PARVIN
Mayor
CHRIS ENEGREN
Councilmember
ROSEANN MIKOS, Ph.D.
Councilmember
DAVID POLLOCK
Councilmember
KEN SIMONS
Councilmember
PARKS, RECREATION & COMMUNITY SERVICES DEPT. | 799 Moorpark Avenue, Moorpark, CA 93021
Main City Phone Number (805) 517-6200 | Fax (805) 532-2550 | moorpark@moorparkca.gov
May 26, 2020
ADDENDUM NO. 4
for
Janitorial Services at Various City Facilities and Parks
Identification No. IB-2020-1
NOTICE IS HEREBY GIVEN to all bidders and plan holders that the plans and
specifications for the above described project are hereby amended as follows:
CLARIFICATIONS:
1) Q: Is the service provider able to open the gate and or park at, for
example 4AM if the specified gate open time is 6AM? Is there a
specified time limit that the park can be opened before the scheduled
time listed on the RFP?
A: The start time for the restrooms can be as early as 5AM. The Arroyo Vista
Community Park and Shady Ridge Buffer Zone gates should be opened
close to 6AM and of course no later than 6AM.
2) Q: Will the restrooms have lights for our employees to turn on in the
morning when they open the park restrooms or are the restroom
lights on a timer?
A: Some of the restroom lighting is on 24/7. The rest have timers and they
can be adjusted to the janitorial start time of around 5AM.
3) Q: Is the service provider responsible for all of the windows at the
Ruben Castro building for the semi-annual cleaning?
A: The janitorial company will clean all exterior windows on the specified
building 612B and only interior windows in the lobby area and exterior
restroom that are being serviced.
This addendum shall be made part of the above referenced project. Full compensation for
all work and requirements of this addendum shall be considered as included in the
appropriate price proposal and no additional compensation will be allowed therefore.
__________________________________________
Jeremy Laurentowski, Parks and Recreation Director
PLEASE EMAIL A SIGNED COPY OF ADDENDUM TO ROBERT VALERY AT
RVALERY@MOORPARKCA.GOV AND INCLUDE WITH PROPOSAL.
Jeremy Laurentowski
325
Addendum No. 4
Janitorial Services at Various City Facilities and Parks
Page 2
RECEIPT OF THIS ADDENDUM IS HEREBY ACKNOWLEDGED.
Company Name:
Authorized Representative:
Signature of Authorized Representative:
326