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HomeMy WebLinkAbout120140 VARSITY CONTRACTORS - CONTRACT - RFP - P897 CUSTODIAL SERVICESti r Custodial Services, Utility Service Center Addendum No. 1 ADDENDUM NO. 1, Custodial Services, Varsity Contractors, Inc. Addendum to the Agreement between the CITY OF FORT COLLINS and VARSITY CONTRACTORS, Inc., such Agreement effective since January 1, 2004. This. Addendum shall be effective April 1, 2005 and remain in effect until March 31, 2006. The Addendum may be renewed annually for up to three (3) one-year renewal terms, subject to the restrictions and procedures contained in the Agreement. THIS ADDENDUM made and entered into the day and year set forth below by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and VARSITY CONTRACTORS, Inc., hereinafter referred to as "Service Provider SCOPE OF SERVICES This revised Scope of Service is applicable only to the Utility Service Center, 700 Wood Street, Fort Collins. Some features of the Scope of Work in the above referenced Agreement, such as the Incentive Payment System, are modified or eliminated herein. QUALITY SPECIFICATIONS The Service Provider shall ensure that the facilities, fixtures, floor surfaces, and furnishings of the City shall be continually maintained in a state of high quality cleanliness. The Service Provider shall achieve following Quality Specifications: A. Definition Of Cleanliness Quality Cleanliness Quality Means: A 'like -new" appearance. ..or all of the following: a. The absence of litter or undesirable debris. b. The absence of un-bonded dust build up on any surface of items to be dusted. c. The complete, thorough cleaning of items subject to cleaning, including, corners, inside, outside, top, bottom, under and over all surfaces. d. The absence of surface marks, spills or other undesirable bonded residue which can be eliminated by appropriate damp or wet cleaning techniques. e. The absence of soil, finish or other undesirable bonded build up which can be eliminated by appropriate heavy duty, cycle or project cleaning techniques. f. The presence of appropriate surface gloss, protection, or reflective capacity in line with "like new" or designated gloss levels. g. The absence of minor spots, marks, or other limited surfaces soil which can be eliminated by appropriate spot cleaning techniques. h. The absence of dust, lint and other in -fiber accumulation in fabric and carpeted areas which can be eliminated by appropriate vacuum cleaning techniques. 1 Custodial Services, Utility Service Center Addendum No. 1 If the Site Manager or a supervisor is absent, the Service Provider shall provide a replacement that is competent and has been given the authority to carry out the duties of the Site Manager, subject to the approval of the City. I. Soliciting All soliciting is prohibited on the City premises by Service Provider employees. Service Provider shall inform its employees of this policy prior to their beginning work under the contract. J. Access to City Facilities The Service Provider must conduct a criminal check from CBI (Colorado Bureau of Investigation) through a 3rd party investigating firm for any person who needs access to City facilities to perform the Service Provider's obligations under this Agreement. The Service Provider must provide the City Representative with a copy of the determination from CBI for each person seeking clearance. The City may deny clearance to any person who meets any of the following criteria: a) Has an active criminal arrest warrant; b) Has a felony arrest or conviction; c) Has a drug -related misdemeanor or a petty offense conviction; d) Has a non -drug -related misdemeanor or a petty offense conviction within the past three (3) years; e) is a suspect in an active criminal investigation; f) Was previously terminated from employment by the City of Fort Collins; g) Is determined to be a threat to the safety of persons or property or to the confidentiality of City information. Human Resources shall provide the contractor w ith identification cards f or all persons g iven clearance. Such identification cards shall be displayed, in an easily seen manner, on the person of all employees and representatives of the Service Provider at all times such persons are in City facilities. Identification cards and access cards and keys to City facilities of persons who are no longer employed by the Service Provider or who no longer work in City facilities shall be immediately returned to the City representative. Any employee or representative of the Service Provider found in a City facility without a properly displayed identification card is subject to immediate eviction from the facility. The Service Provider shall provide the City with a current and complete list of the names, I.D. card numbers, address and telephone numbers of all employees and representatives of the Service Provider. The Service Provider shall keep this list current and shall immediately inform the City of all personnel changes. Any employee (and family or friend) working in a City building without prior clearance can be cause for termination of this Service Agreement. SPECIAL PROVISIONS A. Statements and Invoicing The Service Provider shall prepare and submit to the City Representative an operating report and invoices for all work, including special projects work. The operating report shall consist of an explanation of all charges incurred due to the regular monthly execution of the contract and 10 Custodial Services, Utility Service Center Addendum No. 1 as indicated below. The monthly invoice shall reflect the contract price only as justified by the operating report. Approved reimbursable items are to be treated separately. Routine Work A monthly statement shall be submitted for routine Service Provider hours actually worked in each specific building. An invoice for each monthly period in each building is to be submitted as an attachment to the monthly operating report. Special Project Work A monthly statement shall be submitted for completed special projects work which is outside the scope of the agreement. The entire project work must be completed in accordance with the City work order procedure and policy. All invoices are to be submitted as an attachment to the Service Provider's monthly operating report. Payments shall be made in response to invoices submitted to: City of Fort Collins Accounting Dept. (P.O. Box 580) Fort Collins, CO 80522-0580 The City shall pay the amount invoiced for work performed under the agreement for that accounting p eriod w ithin thirty (30) d ays of receipt of i nvoices, p rovided that s uch p ayments shall be subject to audits by the City and that any resulting adjustments in favor of the City shall be applied as a credit to the next payment to b e made t o Service Provider pursuant t o the agreement. B. Deductions, Adjustments and Damages The City shall have the right to assess damages for breach of the Service Provider's obligations. The exercise of its rights shall not preclude the City's right to terminate or revoke the agreement. Deductions and adjustments (as a credit to the Service Provider's invoice) are a valid right of the City, Typical deductions include, but are not limited to: If the Service Provider fails to perform the work required to achieve the quality specifications, damages, will be assessed on the basis of the hours, wage rate costs and other costs expended by the City to achieve the quality specifications. If the Service Provider fails to complete its responsibility for phase out (per its proposal), any damages which might result shall be subject to financial remedy and deduction on the basis of financial loss, or added costs, to the City. The Service Provider shall be held accountable and liable to the City for any damages to the City facilities, fixtures, furnishings, equipment, grounds, or personal injury to City employees, invitees, or licensees, caused by the Service Provider, its employees, or others under its charge. The value of unaccounted for, lost, damaged or missing City equipment, materials, supplies or other property shall be deducted, at the discretion of the City. 11 Custodial Services, Utility Service Center Addendum No. 1 The value of labor hours warranted, but not worked, regardless of reason. $50.00 will be deducted each time the police are dispatched to a building because the Service Provider has set off the security alarm. In addition to the above, the City shall have the right to withhold monies as a credit from any monthly payments, otherwise due to the Service Provider, as may be deemed necessary to protect the City against failure or delay in performance by the Service Provider of its obligations, without revoking or terminating the contract. Exhibit A: Pricing 1 - Consumables Item Unit Cost Toilet tissue 43.89/case Multifold paper towels 22.80/case Cormatic roll towels 38.14/case Plastic liners: 41 x 54 24.59/case Plastic liners: 30 x 37 17.93/case Plastic liners: 24 x 33 21.49/case Hand soap 32.09/case Toilet seat covers 38.51 /case 2 - Overall Price Review Total Annual Price $ 67,227.83 2. Dollar Value of Credit Hours: Supervision Credit Hour = $ 10.00 Cleaner Credit Hour = $ 8.50 3. Cost per square foot: Total Annual Price = $67,227.83 = $ 1.00 per square foot Total Cleanable Square Feet 67,241 12 Custodial Services, Utility Service Center Addendum No.1 Exhibit B: Building Statistics 00 WOOD ST Room Type-- REST ROOMS Cleaning SQ.FT: e FT. 45,201 Hard 8 965 CERAMIC TILE LOCKER ROOMS 7 2416 CERAMIC AND VCT EXERCISE ROOM 2 1,015 COMPUTER ROOM 3 480 1350 RAISED FLOORING MAIL ROOM 1 204 VCT TEST AREA 3 429 VCT LIBRARY 2 452 TRAINING ROOM 1 1,274 FILE STORAGE 2 1,288 CONFERENCE ROOMS 6 2,076 BREAK ROOM 4 627 1,236 VCT, CERAMIC RECEPTION 2 382 COPYMORK ROOMS 4 1,119 376 VCT LOBBY 1 240 CORRIDORS 30 9,828 1666 VCT OPEN OFFICES 4 3,233 ENCLOSED OFFICES 154 23,168 1059 VCT UNOCCUPPIED OFF 4 1250 CONCRETE STORAGE/JAN 2 212 VCT PHONE/ELECNAULT 4 120 409 CONCRETE Totals 244 46,201 11571 CARD ACCESS Restrict light use to areas being cleaned. Do leave lights on to indicate that an office needs cleaning. Put the trash can by the door instead. Report Maint. needed to Supervisor. Toilets are to be plunged. Report when floors need buffed or scrubbed 13 Custodial Services, Utility Service Center Addendum No. 1 Spot carpets as needed. Report large spots. Sweep out 10ft at all entrances. Clean glass on entrances in and out DAILY. Cobwebs, ledges Vacuum matting SHELVES DUSTED IN METER SHOP Meeting setup done when requested (sheet on door) average of 2 times a week Windows cleaned on inside and partitions as well. Refrigerators inside. Dennis will setup schedule Window cleaning on the outside Coffee pots (can put in dishwasher) Microwaves Exercise room - clean equipment and mirrors Vault Room - swept and mopped Office cleaning and trash, recycle as needed Watch for window cleaning needs throughout the building Separate monthly invoice. Supplies must be stocked as needed. REST ROOMS 1 1 187.821 CERAMIC TILE BREAK ROOM 1 1,041 SHOP 1,153 CONCRETE AREA/LOCKERS Totals 2 11041 1340.82 After 5PM S-TH KEY ACCESS Restrict light usage to areas being cleaned. Do not leave lights on to indicate that an office needs cleaning. Put the trash can by the door instead. Report Maint, needed to Supervisor. Toilets are to be plunged. Report when floors need buffed or scrubbed Spot carpets as needed. Report large spots. 14 Custodial Services, Utility Service Center Addendum No. 1 Sweep out 10ft at all entrances. Clean ash trays. Clean glass on entrances in and out DAILY. Cobwebs, ledges Vacuum matting SHELVES DUSTED IN METER SHOP Meeting setup done when requested (sheet on door) average of 2 times a week Windows cleaned on inside and partitions as well. Refrigerators inside. Dennis will setup schedule Window cleaning on the outside Coffee pots (can put in dishwasher) Microwaves Exercise room - clean equipment and mirrors Vault Room - swept and mopped Office cleaning and trash Watch for window cleaning needs throughout the building Separate monthly invoice. Supplies must be stocked as needed. UTILITIES 00 WOOD ST Water Meter . • Room TypeCARPET LOCKER ROOMS 2 -BUILDING STATISTICS Cleaning SQ.FT:0: Carpet SQ. 605 CERAMIC TILE CONFERENCE ROOMS 1 271 BREAK ROOM 1 424 VCT KITCHEN 1 123 VCT COPY ROOMS 1 115 ENTRANCES 1 124 CORRIDORS 2 428 VCT OPEN OFFICES 1 1,368 ENCLOSED OFFICES 1 174 RECEPTION 1 368 SHOP AREA 6 3806 CONCRETE STORAGE 1 227 CONCRETE CUSTODIAL/STORAG Totals 1 20 �e 2,420 54 5667 CONCRETE 15 Custodial Services, Utility Service Center Addendum No.1 After 5PM S-TH CARD ACCESS Restrict light usage to areas being cleaned Do not leave lights on to indicate that an office needs cleaning. Put the trash can by the door instead. Report Maint. needed to Supervisor. Toilets are to be plunged. Report when floors need buffed or scrubbed Spot carpets as needed. Report large spots. Sweep out 10ft at all entrances. Clean ash trays. Clean glass on entrances in and out DAILY. Cobwebs, ledges ENTRANCE Vacuum matting NEEDSSHELVES DUSTED IN METER SHOP ining Room Meeting setup done when requested (sheet on door) average of 2 times a week T Windows cleaned on inside and partitions as well. QUARTERLY Refrigerators inside. Dennis will setup schedule Window cleaning on the outside WEEKLY Coffee pots (can put in dishwasher) Microwaves Exercise room - clean equipment and mirrors Vault Room - swept and mopped DAILY Office cleaning and trash INTERIOR GLASS Watch for window cleaning needs throughout the building —C�M—ABLES Separate monthly invoice. Supplies must be stocked as needed. 16 Custodial Services, Utility Service Center Addendum No. 1 City Clerk Assista 10 THE CITY OF FORT COLLINS, COLORADO A munici al corporation by: P, )nk" C J es B. O'Neill, II, CPPO, FNIGP (rector of Purchasing and Risk Management Date: 3 2,0 VARSITY CONTRACTORS, Inc. 10�4 by: 4t-o�= David Collings, RegioriO Vice President Date: 3 - 2 -D S ATTEST: eye L A, , MRPORAT8 SECR A Y 17 ;AyORD CERTIFICATE OF LIABILITY INSURANCE OP ID DATE(MMIDDNYYY) VARSI-1 09 21 04 7 oouQER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION Premier Insurance - IF ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE Formerly McDonald InsurSery HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR P.O. Box 50340 ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Idaho Falls ID 83405 Phone: 208-522-1260 Fax:208-522-1267 INSURERS AFFORDING COVERAGE NAIC # INSURED INSURER A: Continental Casualty Congaany INSURERB:__Transportation Insurance Co. 0034 Dn ASyy tt Inc. etal saltCO Contractors, Inc. INSURER American Cau Don sle PO Box 1691 INSURER D: Pocatello ID 83204 — -- rnVFRAGFS THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. LTR NS TYPE OF INSURANCE POLICY NUMBER DATE MMIDD TIVE DATE MITI IY �N LIMITS GENERAL LIABILITY EACH OCCURRENCE sit OOO 000 B X COMMERCIAL GENERAL LIABILITY CLAIMS MADE E OCCUR GL249224800 09/01/04 09/01/05 PREMISES Eaoccurence $ 100 000 MED EXP (Any one person) $ 5 000 PERSONAL & ADV INJURY $ 1 OOO OOO GENERAL AGGREGATE s2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS-COMP/OP AGG $2 00O 000 POLICY X JECT JECT LOC B AUTOMOBILE LIABILITY ANY AUTO BUA2049224814 09/01/04 09/01/05 COMBINED SINGLE LIMIT (Ea accident) $ 1 , 0.00 , 000 X BODILY INJURY (Per Person) $ ALL OWNED AUTOS SCHEDULED AUTOS X BODILY INJURY (Per accident) $ HIRED AUTOS - NON -OWNED AUTOS X PROPERTY DAMAGE (Per accident) $ GARAGE LIABILITY AUTO ONLY - EA ACCIDENT $ OTHER THAN EA ACC $ ANY AUTO $ AUTO ONLY: AGG FXCESSIUMBRELLA LIABILITY EACH OCCURRENCE $ 5 000 000 A X I OCCUR �CLAIMSMADE 2076434402 09/01/04 09/01/05 AGGREGATE $5 00O 000 $ 0DEDUCTIBLE $ X RETENTION $ lO 000 B WORKERS COMPENSATION AND EMPLOYERS'LIABILITY R/EXECUTIVE RI ANYPROPRI WC249224795 09/01/04 09/01/05 TORY LIMITS L X ER E.L. EACH ACCIDENT $ 1000000 E.L. DISEASE - EA EMPLOYE $ 1000000 (CLU OFFICERIMEMBER EXCLUDED? E M yes describe under SPECIAL PROVISIONS below I E.L. DISEASE -POLICY LIMIT $ 1000000 OTHER C Crime TCP2076339810 09/01/04 09/01/05 Limit $1,000,000 DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES I EXCLUSIONS ADDED BY ENDORSEMENT I SPECIAL PROVISIONS All coverages are subject to policy forms, conditions and exclusions. City of Fort Collins is additional insured for General Liability but only with regard to services provided by the insured. [:FKIIFICATF K[]I nFK CANCFI I ATInN CITYOFF SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL 30 DAYS WRITTEN City of Fort Collins NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO 00 SO SHALL Director of Purchasing PO Box 580 IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR Fort Collins CO 80521 REPRESENTATIVES. AUTHORIZED REPRESENTATIVE / Kandace L. AGORD 25 (2001108) © ACORD CORPORATION 1988 Custodial Services, Utility Service Center Addendum No. 1 i. The issuance of maintenance and other work requests to eliminate or correct problems with damaged, non-functioning, repair, or replacement oriented items which cannot be corrected through appropriate cleaning techniques. B. Customer Satisfaction Specification The Service Provider shall manage the resources at its disposal in such a way as to improve Customer Satisfaction and reduce and control the number of cleaning complaints, based on the concept of continuous improvement. A goal of less than ten customer complaints per month must be achieved within the first twelve months of the agreement. E. Response Specification The Service Provider shall respond to all problems presented to it by the City staff. This response shall conform to the following schedule: Emergency - on the scene within thirty (30) minutes Required - completed within eight (8) hours Planned - provide a clear schedule within one working day ALL Service Provider response to customer requests must satisfy this requirement. E. Continuous Improvement Specification The Service Provider must demonstrate an effective continuous improvement program for cleaning and key item problems through an ongoing system improvement and modification process to prevent complaints and cleaning failure. SERVICE PROVIDER WORK REQUIRMENTS A. Type of Work The work covered by this agreement involves custodial cleaning services for the cleaning of office space, corridors, lobbies, rest rooms, conference rooms, exterior entrances, break rooms, locker rooms, bleachers, gymnasiums, laboratory rooms and any and all customer, employee, and public spaces contained within City buildings. The work will be performed in designated buildings as identified in the Supplemental Information. Items to be cleaned under this contract include, but are not limited to: walls, furniture and furnishings including: chairs, tables, desks, telephones, shelving/bookcases, pipes, high dust areas, marker boards, clocks, exitlother signs, pictures, interior and exterior window glass, window sills, screens, all floor surfaces, floor coverings (carpeting, rugs, etc.), baseboards, cabinets, ash urns, water fountains, doors and door frames, moldings, transoms, radiators and other heating devices, grills, vents/louvers, mini blinds, steps/banisters, elevator tracks, coat racks, sofas, credenzas/office furnishings, filing cabinets, air conditioners, fire extinguishers, drainage and toilet fixtures, sinks, mirrors, sanitary napkin/other dispensers, lockers, shower rooms, shower curtains, partitions, urinals, water free urinals replacement cartridges and fluids, table -top and modular furniture, lighting or illuminating fixtures, soap, paper towel and toilet tissue dispensers, equipment, pads, trash containers, and all customer, employee and public items. 2 Custodial Services, Utility Service Center Addendum No. 1 B. Summary of Work Responsibility The successful Service Provider will be responsible for all cleaning activities within the buildings as set forth in the Supplemental Information. The following is a summary of the categorical duties delegated to the Service Provider and to the City or other contractors. Timing and scope of cleaning activities shall be as set forth in this Addendum, as described in Exhibit B, Building Statistics, or as agreed to by the Service Provider and the City Representative. 1. Service Provider Responsibility Routine Cleaning Periodic Cleaning Project Cleaning All Floor Surfaces, excluding carpet extraction/shampooing Carpet Spot Cleaning Cleanliness of Cleaning Equipment Computer Rooms Day Cleaning of designated buildings Interior Glass and Frame Exterior Glass - quarterly Exterior entrance glass -daily Lounges/Break Areas, vending Refrigerators - quarterly, microwaves & coffeepots - weekly Exercise room equipment - weekly Vault room - weekly Meter shop shelves - dusted weekly Training room set up - as requested Sweeping and Policing at Steps, walkways and entrances within 10 feet of building entrances. Trash Removal to Designated Locations Storm Windows Walk -off Mat Cleaning Wall Cleaning Sanitary napkin machine product purchase and replacement. Shower curtain laundering and replacement. Late meeting room cleanup. Water free urinals - daily cleaning, periodic plunging, chemical replacement 2. City Responsibility Management of Building Operations and Maintenance Contract Furniture Moving Other Moving Mechanical Rooms Meeting Room Set -Up Water free urinals — chemical purchase Consumable supplies 3. Other City Contracts Carpet Extraction/Shampooing 9 Custodial Services, Utility Service Center Addendum No. 1 C. Changes in Work Requirements Should the Service Provider find that existing conditions make modification of the agreement desirable, the Service Provider shall promptly report the matter to the City for consideration and decision. During the contract period or its extension, the City reserves the right to add or delete specific hours, positions, services and/or locations at the prevailing contract prices for those variable cost items. The City may at any time delete/add services and/or buildings from this scope of services as the City, in its sole discretion, deems necessary or appropriate. The contract sum shall be reduced by such deletions on a pro rata basis. All changes in work need to be documented on the "Change Order Form". D. City Holidays City holidays are: New Year's Day, Martin Luther King Day, Presidents Day, Memorial Day, Fourth o f J uly, L abor D ay, V eterans' D ay, T hanksgiving D ay, a nd C hristmas D ay. I f a ny o f these holidays fall on a Saturday, the City will be off the Friday before. If any of these holidays fall on a Sunday, the City will be off the following Monday. The FACILITY will be available for cleaning on these days. Downtown Rest Rooms will always need everyday service. All other buildings will not need cleaning on Christmas Day and New Years Day. Other holiday cleaning needs will vary by building. E. City Functions After Normal Working Hours The Service Provider will be notified when meetings will occur and will be required to work around City activities and maintain established quality requirements. Meeting setups may be required in the Training room after hours. A setup diagram will be posted on the door. SERVICE PROVIDER RESPONSIBILITIES A. Supplies, Materials and Equipment Rest Room Supplies A separate monthly invoice shall be provided for rest room supplies. These supplies shall be maintained at all times at a level of ten days requirement, unless otherwise specified by the City Representative. Paper towels, toilet tissue, soap, and trash bags, etc. will be issued by the Service Provider from its central stock point, and the Service Provider shall be responsible for transporting this material and installing at the point of usage Supplies shall be of the biodegradable type and the quality that is currently being provided. The replenishing of sanitary napkin dispensers in applicable buildings will be the Service Provider's cost and responsibility. Cleaning Supplies All necessary cleaning pads and equipment, including power driven machines, floor stripping machines, industrial vacuum cleaners, high speed polishing machines, and associated chemicals and supplies, etc., needed for the performance of the work involved, shall be furnished by the Service Provider. Plastic Trash Can Liners The Service Provider shall furnish plastic liners for trash only and invoice monthly. Z Custodial Services, Utility Service Center Addendum No. 1 Personal Safety Equipment The Service Provider shall provide its employees with any necessary safety equipment. Uniforms The Service Provider shall provide shirts with company insignia subject to approval by the City. Company shirts and City ID badges must be worn at all times by Service Provider employees during their work shift. City Observation The City shall have the right at all times to examine the supplies, materials, and equipment used by the Service Provider, and to observe the operations and methods of the Service Provider, its agents, servants and employees. Removal and Ownership In the event of termination or contract expiration, all rest room supplies and paper products shall remain the Property of the City. Inventory Levels The City may, from time to time, establish certain minimum inventories of supplies, materials and equipment to be maintained by the Service Provider. Recommendations by the Service Provider are expected at least annually. Equipment or Items Specification Service Provider furnished equipment, tools, and supplies shall meet minimum standards as follows: Equipment and Tools All mechanical equipment and tools shall have bumpers and guards to prevent marking or scratching of fixtures, furnishings, or building surfaces. Electrical equipment used by the Service Provider shall be UL approved, meet OSHA requirements, and all other safety requirements as specified in the contract. The equipment must operate using existing circuits. It shall be the Service Provider's responsibility to prevent operation, or attempted operation, by custodial employees, or equipment or combinations of equipment which require electrical power exceeding the capacity of existing circuits. Such equipment shall be of the size and type most efficiently used for high quality work of this kind and shall meet with the approval of the City Representative. Equipment deemed by the City to be of improper design, or inadequate for the purpose intended shall be removed from the premises and replaced with satisfactory equipment at no expense to the City. The Service Provider is prohibited from using propane powered equipment in any City building. Cleaning Supplies A list of products used by the Service Provider shall be submitted to the City for approval during the start up period. All listed equipment and materials are the responsibility of the Service Provider. These specific products will need to be supplied and used by the Service Provider as indicated: Disinfectant is to be used on all rest room and locker room surfaces. Non - ammoniated glass cleaner on tinted glass. Stainless steel cleaner on the EPIC locker room stainless fixtures. The following products cannot be used at the City for any maintenance purpose: pine oils, bleach, ammonia, de -scalers, lye, oven cleaners, steel wool, powdered cleansers. Samples of additional janitorial supplies which may be recommended by the Service Provider shall be submitted to the City Representative for approval thirty (30) days prior to the 5 Custodial Services, Utility Service Center Addendum No. 1 contract start date, or date of intended use. The pH of any cleaning materials shall not exceed nine (9). Whenever possible the City prefers the use of effective environmentally friendly cleaning chemicals. Material Safety Data Sheet The Service Provider shall submit Material Safety Data Sheets on all products prior to contract start up, in a form acceptable to the City. B. Systems Support As may be requested by the City, the Service Provider is to provide the systems and technical expertise necessary to set or redefine staffing labor and resource requirements. Those providing this support shall be experienced and competent, and shall develop their recommendations on the basis of the City defined cleanliness levels. C. Service Provider Resource Responsibility The Service Provider shall contractually establish and provide all labor, equipment, tools, supplies, supervision, management and other resources and services necessary to achieve the cleanliness, customer satisfaction and management response specifications as defined in the agreement. This commitment MUST include all routine, periodic, project and other tasks and frequencies needed to meet the quality specifications noted. It is intended that no project or special work is billable under this contract, except in a rare or unusual situation. And in this event, authorization must be obtained for added billable work. The Service Provider will notify the City, with a written order, and will schedule each special project to be performed, when such work supervision falls outside the context of the agreement. D. Service Provider Staffing The Service Provider shall be obligated to provide its proposed number of custodial personnel to perform the duties required in accordance with this agreement at all times. The Service Provider shall keep on file and furnish to the City Representative a monthly report that includes a list of the names of all personnel presently working in each building and number of hours worked by each person, as certified by the Service Provider's time records. All employees of Service Provider employed to carry out the custodial cleaning services proposed are subject to final approval by the City. All employees of the Service Provider will be required to adhere to City Security, Fire and Safety Regulations for Service Provider employees. Service Provider agrees that it will, upon notice from the City, remove any supervisor or employee who is, for any reason, unsatisfactory to the City, and replace him/her with an employee satisfactory to the City. The Service Provider shall not represent that it and its employees are either agents or employees of the City. All Service Provider personnel shall be physically able to do their assigned work. All Service Provider personnel shall be capable employees, thoroughly trained and qualified in the work assigned to them. The employee shall receive a copy of the Building Information Sheet along with appropriate training specific to the needs of the building (buildings) prior to performing the cleaning duties. A copy of the supervisor's training record must be maintained and provided to the City in advance of employment on site. Every new employee must receive Custodial Services, Utility Service Center Addendum No. 1 OSHA's Hazardous Communication Program and Blood Borne Pathogens training using an established program, prior to working in any City building. The Service Provider agrees that only assigned personnel will be permitted on the City premises and no other personnel including, but not limited to salesmen, friends, relatives or minors, will be allowed on premises without prior notice and approval by the City. The Service Provider employees shall supervise all routine, project, and other work in such a way as not to interfere with regularly scheduled City activities. E. Customer Service Policy The Service Provider shall establish a clear Customer Service Policy which is communicated to its employees. F. Site Management The Service Provider shall provide nonworking managers and supervisors to ensure the performance of the work and proper supervision of cleaning employees. The Site Manager shall demonstrate adequate knowledge of cleaning equipment, tools, chemicals, techniques, and related activities and shall be able to recognize any situations or circumstances under which the cleaning techniques defined may be improved upon. Proof of this training and knowledge is required. The City shall have the right to make minor adjustments in the tasks, areas, or employees if such minor adjustments do not cause an increase or decrease in the quality and performance targets to be achieved. It is understood that additional building space or other areas may be added, at the City's option, utilizing the change order procedures outlined in this document. The City shall have the right to cause the Service Provider to replace any individual functioning as Site Manger or supervisor. G. Special Requirements Service Provider must ensure all exterior doors are locked, as necessary, while cleaning and upon leaving the buildings. All rooms which are found locked are to be relocked after cleaning. The City requires the Service Provider turn off all lights as cleaning is completed. Security Alarms must be disarmed and armed using the correct procedures. $50 will be charged each time the Police are dispatched because the Service Provider has set off the alarm. CITY SUPPLIED ITEMS Utilities The City will provide, at no cost to the Service Provider, electricity, water, and telephone services (limited to local official contract business). Closet Space Custodial closets are located in the Service Center, as denoted on the building floor plans, for the storage of supplies, materials and equipment. 7 Custodial Services, Utility Service Center Addendum No. 1 SERVICE PROVIDER OPERATIONAL REQUIREMENTS A. Key Control The Service Provider shall establish and implement adequate methods of ensuring that all keys and access cards issued to the Service Provider by the City are not lost or misplaced and are not used by unauthorized person. They shall not be marked with identifying building name. As a minimum, all such keys shall be kept in a locked key board in the office of the Service Provider. The Service Provider shall provide the City with keys necessary to open the locked key board. No keys issued to the Service Provider shall be duplicated. Access Cards and fobs will be issued in the name of the Service Provider's custodians. Any loss must be reported immediately. The Access Fob numbers can be deleted to prevent unauthorized use. All keys will be furnished by the City and all lost keys will be replaced by the City, not by the Service Provider. However, the sum of $30.00 will be charged the Service Provider for each key or Access fob that is lost by the Service Provider. Furthermore, if keys are lost or duplicated by the Service Provider and, in the opinion of the City, it is necessary to replace or recode locks for reasons of security, the direct cost of such replacement or recoding will be paid by the Service Provider. The Service Provider shall report the occurrence of a lost key or access fob immediately to the City Representative. It is the responsibility of the Service Provider to prohibit the use of keys by persons other than those supervised by the Service Provider's employees. It is also the responsibility of the Service Provider to prohibit the opening of locked a reas by the Service Provider's employees to permit entrance of persons other than Service Provider's employees engaged in the performance of assigned work in those areas. B. Lost and Found It shall be the responsibility of the Service Provider to instruct its staff and employees that all articles of possible personal or monetary value found by the Service Provider's employees be turned in to the City at the Utility Service Center, 700 Wood St.. C. Time Cards/Payroll Documentation All of Service Provider's employees shall be required to sign a time sheet at the start and end of each shift. This record shall be submitted to the City to confirm actual labor cost on invoices submitted, and in any event, shall comply with the City's requirement for auditing Service Provider labor hours. D. Problem Identification All supervisors will be responsible to call and leave a report for the City Representative identifying any needed repairs to the building, its furnishings, its fixtures, its mechanical equipment and other such items. Service Provider supervisors will also call when in their opinion, carpeting needs to be extracted. This information will be called in on a daily basis. If the problem is critical in nature and requires immediate action, they shall call the designated emergency number immediately. E. Reporting System The Service Provider shall maintain records adequate to reflect, in accordance with sound accounting and administrative practices, all services provided under the agreement. It shall L-1 Custodial Services, Utility Service Center Addendum No. 1 issue such reports as the City may reasonably request, including but not limited to monthly and quarterly cumulative accounting reports. All records shall identify area -by -area data. At the City's request, the Service Provider shall make all payroll records, training records, invoices for materials, and other relevant records pertinent to the contract available to the City Representative or its authorized representative for the purposes of inspection and audit of such records. Any substantive changes affecting any dimension of work performed shall be brought to the immediate attention of the City. The Service Provider shall not enter into any agreement or take any action which may interfere with the rights of the City as noted under this contract, or compromise with City's ability to serve the needs of its physical plant, occupants, employees, management, or customers. F. Specific Report Requirements 1. Daily a. The Service Provider shall maintain daily weekday contact with the City Representative. b. A list of problems found by supervisors, are to be called into City Representative's voice mail nightly. c. Work orders will be issued for cleaning complaints made by City personnel or for work requests. These shall be reviewed daily by the Service Provider for follow up and resolution. The Service Provider shall sign, date and return on or before the due date. d. A log listing the names of the Service Provider's personnel present for work daily and the number of hours worked by each person shall be available. 2. Weekly a. Periodic Floor Care Reporting. The Service Provider shall log all the periodic floor care that is completed each night. This log shall be available for weekly review by the City Representative. 3. Monthly a. Service Provider shall be available to inspect buildings on a monthly basis with City Representative. Results will be provided to the Service Provider. G. Safety and Health The Service Provider must promptly report to the City cases of death, occupational disease and injury caused by work on the job. Verbal notification must be followed by a written report describing the incident. The Service Provider must provide emergency first aid and treatment of job -related injuries in accordance with the requirements of its insurance plan. H. Relief Personnel The Service Provider shall employ an adequate quantity of on -call relief personnel not permanently assigned to the Facility who shall be pre -approved and used to complete the work assignment of absent employees normally assigned to work in a specific area. Such relief personnel may perform authorized project work when not performing routine work. These relief personnel shall not be charged against the City, directly or indirectly, including wages, benefits and/or other costs regardless of the regular or overtime hours worked, when replacing regular workers. E