Loading...
HomeMy WebLinkAboutDiamondBar1 City of Diamond Bar Public Works Department Janitorial/Cleaning Services for City Facilities 2 COVER LETTER March 25, 2024 City of Diamond Bar Public Works Department Jason Williams 21810 Copley Dr. Diamond Bar 91765 Thank you for the opportunity to submit our bid for your janitorial services. Coastal Building Services, Incorporated (CBS) is a mid-size company with a remarkably diverse client base thus giving us a broad knowledge of our market, rather than specializing in one type of cleaning contract. This program is valid for a period of ninety (90) days from the due date. The cost of printing, mileage, telephone, mailing and other expenses incidental to the performance of the main items of the annual tax roll billing and special tax consulting services to be rendered are included in the hourly rates schedule of said fee proposal and that there will be no additional charges. Everything in this package is meant to satisfy a specific need in each area. If necessary, we will adjust the frequency of cleaning or the task to be performed to give you quality service while working within your budget. All elements of the RFP and Exhibits and Scope of Work have been. reviewed and understood. Subsequent contents will describe our methodology, details, and key employees, by way of an organizational chart. We have received all addenda. Sincerely and as agent for CBS, Brett Dunstan Brett Dunstan Principal - CBS, Inc. Corporate Office - 1433 W. Central Park Ave. N. Anaheim, CA. 92802* 714-630-4445 www.cbsinc.us brett@cbsinc.us 3 TABLE OF CONTENTS – TECHINICAL PROPOPSAL • The Company – Qualifications of Staff and Company Management Quality Assurance Program and Methodology Training Safety Evaluation Criteria Executive Summary Organizational Chart / Key Employees Partial Government Client List * • Provided Exhibits Proposal Submittal References * Submittal requirement and Acknowledgement Cost Breakdown Proposers Affidavit 4 MANAGEMENT Day Management One aspect of the CBS, Inc. management plan is that the principals stay in direct contact with the client on a regular basis beyond your Quality Assurance Evaluator. Brett Dunstan is responsible for business development and works with day operations. Polo Arias is active in the daily negotiations of new business as well as responding to the individual client’s needs. Dalila Baltazar works directly with the day operations team reviewing the specifications, dispatching crews, and administering the office staff. Alberto Melendez is the contact for customer inquiries during regular business hours and will then in turn meet with the Night Operations staff to remedy the deficiencies. Art Rodriguez is also responsible for operations and assists with new starts and immediate customer responses. Night Management The night management, in any contract cleaning operation, is the nucleus of the result. When you are dealing with a labor base, as is evident in the janitorial business, proper delegation of supervision is imperative. Polo Arias, in his capacity as Director of Operations, is the previous sole proprietor of a large custodial firm and is respected amongst his supervisors and crews as a loyal and dedicated professional. Polo employs two levels of management at night including district managers and supervisors. Alberto Melendez maintains the night operations as a District Manager and Rafael Perez works as a Managing Supervisor. 5 QUALITY ASSURANCE PROGRAM AND METHODOLOGY Producing quality and consistent janitorial service is obtained by preparation and follow through. You must first have a plan that identifies your system of assurance. • District Supervision With our diversity we have delegated supervision in the form of routes with every Supervisor completing his district in one week’s time. This assures the client that the consistency of the new start program remains in effect throughout the duration. The Supervisor will report his or her findings to the Night Operations Manager but not until completing the deficiency and warning the crew. A completion memo will be on file with each facility for tracking. • Quality Assurance Evaluations In an acceptable period after the initial start of each project CBS will perform a quality assurance evaluation of your facility to ensure the service has improved and the phase-in has been completed. A written survey (based on a frequency determined by client and QAE) will continue unless otherwise determined to be more frequent by the evaluator and contact. • The Organization and Solving Problems In the event when a janitorial related concern may arise CBS will react efficiently and solve the problem with the Corporate Team. From the owners to the janitors, we will all strive to correct the issue, so it does not become chronic. It is not uncommon to find the sleeves rolled up on the QA evaluator to ensure customer satisfaction. 6 TRAINING At Coastal Building Services, incorporated we receive a tremendous number of applicants over the course of the year and quite frankly we do a nominal amount of hiring based on our policy. It is our opinion that we do not wish to employ experienced staff that have worked for our competitors because they may have obtained habits that are often contradictory to our service philosophy. Most of our new hires have a limited amount of custodial experience and must endure our training program which consists of full-scale education 3 days prior to their first day of field work, learning the equipment, machinery, and chemical line. During this process they will also learn the importance of safety in the workplace and how to react to certain circumstances. Most of our employees, however, have been with the company for a lengthy period and participate in our on-going, in-house training. CBS has some of the lowest turnover of employees in the industry due to a moral and ethical workplace that mandates proper compensation. CBS maintains a Safety Coordinator on staff to aid with continuing education on this delicate subject. This coordinator will do periodic site inspections to ensure Material Safety Data Sheets and proper documentation are in the building service closets. A DIFFERENT DIRECTION Self-directed work teams, also known as self-managed or autonomous, consist of workers responsible for managing and conducting all the cleaning in an area. Each team is responsible for: • Routine cleaning, policing, trash removal and special projects. • Resupply and inventory management. • Assisting with the interviewing, hiring and orientation of new team members. • Worker training on-site. • Modifying team processes for increased productivity. • Coordination of teams cleaning activities. • Administrative duties and workforce record keeping. These work teams have many benefits including increased employee commitment, improved work quality breeding enthusiasm, more program flexibility, cross-training advantages, accountability, and quicker response times. 7 SAFETY PROGRAM The Safety Program will be provided as an attachment. Our insurance company will survey the site on a quarterly basis for safety and OSHA compliance. We will then meet with our representative, and he will make a presentation on how we can improve. Regular bi-lingual safety training is done from our library of literature. An interactive question and answer session is included, and all attendees receive our in-house certification and compliance acknowledgement. This documentation will be kept on-site (provided an office is available) or at our corporate offices. Due to our involvement with hospitals, we have mandated training for all potential exposures and health risks both specific and general to your site. EVALUATION CRITERIA Coastal Building Services, Inc. is a financially sound contract cleaning service. The principal ownership has an average of thirty years in the industry. Our company has no significant debt and has retained earnings of one year in arrears. This allows us to fund payroll in advance and pay our employees promptly. None of our employees earn minimum wage, however when the minimum wage increases our employees gain the new percentage. * We make no misrepresentations that we are the least expensive provider in the industry. However, we can say confidently that we are one of the most professional, responsive services for the fee offered. We will not lose business based on service issues. All our full-time employees have access to healthcare benefits and can pick a program that suits their needs. The richer the program the more out of pocket however we do allocate a significant dollar amount and program for our employees. Based on these benefits and the work environment we can attract a more qualified applicant than our competition. We do not consider ourselves innovative, we have antiquated values, but we do commit to consistent service, management/client interfacing, low employee turnover and a safe and initiative-taking work environment. Coastal Building Services, Inc. is a privately held company formed in 1998. We have been under current ownership and control since 1998. We have had no acquisitions and no mergers in the last five years. We are a non-union entity. Our invoices are very standard and simple. Your facilities will be billed as a line item based on the building. Terms are net fifteen unless otherwise predetermined. There are no discounts for shorter terms. 8 All new applicants fill out an employee prospect form. This determines their eligibility and geographic area of employment. When a position becomes available a prospect is selected for an interview by our night operations manager. Once this person is qualified a position will be offered. The employee will now go through our in-house training with equipment, supplies, proper dilution, safety, and company policy. The last step is to place the new employee on the site and allow them to work within a team. Your company will have access to all CBS, Inc. records pertaining to your site, upon request. CBS, Inc. does not subcontract any services. CBS, Inc. currently employs two hundred people. We have two owners, three-night managers, two day operators and three administrators and the balance assigned to our sites in various capacities. Our policy is to cross-train all staffers. Each employee’s task will be rotated to alleviate burn-out and various other medical conditions. Employees will be trained continuously in safety, code of conduct and company policies as they change. Employee turnover is exceptionally low. The building lead and campus director evaluate employee performance. An evaluation is also performed when the employee is suggested for an increase. Customer evaluations are our greatest strength. We pride ourselves on customer interaction and site analysis. We request that the customer and customer contact stay active in their contract with CBS, Inc. We perform regular and periodic site inspections with the client representative and provide them with a copy of the evaluation. This allows us to track any chronic deficiencies and make improvements with customer input. This reduces the inevitable peaks and valleys. Dunn and Bradstreet – 080900939. *No negative History 9 COASTAL BUILDING SERVICES, INC. - EXECUTIVE SUMMARY President/CEO/Partner - Polo Arias Hoag Hospital - 1980-1981 Housekeeping Lead Hoag Hospital - 1981-1989 Housekeeping Supervisor Fountain Valley Regional Hospital - 1989-1993 Housekeeping Supervisor Coastal Building Services - 1989-1998 Owner Coastal Building Services, Inc. 1998-Present Partner Education: University of Guadalajara, Mexico. Santa Ana College Married, resides in Santa Ana Heights Vice President/CFO/Partner - Brett Dunstan Commercial Maintenance Systems - 1983-1984 Sales Ambassador Building Maintenance - 1984-1987 Sales Manager Maintenance Masters - 1987-1991 General Manager Janitorial Technology - 1991-1995 General Manager Janitorial Technology, Inc. - 1995-1998 Partner Coastal Building Services, Inc. - 1998-Present Partner Education: Orange Coast and Santa Ana Colleges - Business Resides in Tustin, CA. Coastal Building Services, Inc. is a California corporation subchapter “S” formed in July 1998. Federal ID 330809733. Bank of America – 25 years continuous client. Supervisors assigned to your account, Rafael Perez, Art Rodriguez, and Alberto Melendez. Logo below is placed on all uniforms along company telephone number. Identification badges are prepared in-house, laminated, and delivered to employees upon commencement of service. 10 …AND FINALLY… WHY CHOOSE US Allot of the evaluation of proposals comes down to the financial aspect. Yes, we pay our employees slightly above minimum wage, yes, we provide health benefits for FTE’s (unheard of with a non-union entity), yes, you always have access to an owner or decision maker. No need to ‘run it up the corporate ladder’ for approval. Average length of time in this business of the principals and managers; a whopping 39 years per. As you can see from the photos attached we also own a sanitary supply distribution company called CleanMart USA. This company is under the same roof of our corporate offices in Anaheim. We also have an in-house repair (see above photo), and in-house laundry. Many of our competitors bring their equipment to us for repair. That being said, there will never be shortages, whether it be equipment or consumables. 11 12 13 POLO ARIAS PRESIDENT DALILA BALTAZAR OFFICE MANAGER LIZBETH CERVANTES OFFICE ASSISTANT CUSTODIANS ALBERTO MELENDEZ DIRECTOR OF OPERATIONS DISTRICT MANAGEMENT RAFAEL PEREZ NIGHT OPERATIONS MANAGER SITE MANAGERS ARTURO RODRIGUEZ ASSISTANT OPERATIONS MANAGER BUILDING LEADS BRETT DUNSTAN SENIOR VICE PRESIDENT - PARTNER 14 PARTIAL CLIENT LIST – COASTAL BUILDING SERVICES, INC. City of Oceanside 300 N. Coast Highway Oceanside, CA. 92054. Tony Visco (760) 435-5179. All City buildings. Annual dollar amount: $200,000. Dominion Property Company (25 years) 3320 E. La Palma Ave. Anaheim, CA. Evan James (310) 664-7144. Full-service contract and porter service for County of Orange Social Services. Service provided for the building owner. Tenant is County of Orange. Annual dollar amount: $280,000. City of Laguna Niguel 30111 Crown Valley Parkway Laguna Niguel, CA. 92677. Bruce Lindemann (949) 434-6821. Full-service cleaning of City Parks. Annual dollar amount: $150,000. Big Blue Bus – Santa Monica 1660 7th Street, Santa Monica, CA 90401. David Nanjo (310) 458-1975. Full- service cleaning of Big Blue Bus campus. Annual dollar amount: $250,000. United States Department of Agriculture 222 Kansas St El Segundo, CA. 90245. Brittany Wolk (Colliers) 714-939-2025. Day and night cleaning of the Los Angeles Animal Import Center. Annual dollar amount: $180,000.