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HomeMy WebLinkAboutContrato JonathanDear _City of Diamond Bar___________, Thank you for the opportunity to provide you with a proposal for cleaning your Facilities. Your desire to find the best-qualified contractor to partner with. At INTELA Services Inc., we proudly say we do our job well and safely. We believe in achieving excellence in all that we do. We also believe in providing our customers professional service so they can rest assured that their building is in good hands. At INTELA Services Inc., we guarantee that through efficient administration, we will not only be competitive in terms of cost but also will most certainly be the best-qualified contractor for the task at hand. INTELA Services Inc. is a complete building services contractor serving the commercial, educational, and industrial service needs of the Los Angeles and San Diego area INTELA Services Inc. Established business in 2016, the company offers a wide range of services, including janitorial services, hard floor care, daily facility maintenance, grounds maintenance, post-construction cleaning, renovation services, and an array of client-specific services. The company was founded by Fabiola Antonio, a cleaning industry professional with decades of collective experience, who has pooled their resources to develop a new strategy for reaching and serving business clients. Sincerely, Jonathan Carrillo Managing Partnet M: (661) 904-4648 COMPANY OVERVIEW Full-service Company INTELA Services Inc, is a leading provider of quality janitorial services, building maintenance and other facility services. With a local presence and broad service capabilities, INTELA Services Inc., strives to maintain small business service quality while staying large enough to meet your complex needs. •Quality Employees: Quality employees are the first step of quality service. Our stringent hiring process generates the best employees. •Technology: INTELA Services Inc. utilizes software for work orders, time keeping, quality control, team communication and client communication to provide you the service you expect and require. •Quality Service: You can’t manage it if you don’t measure it! With •Combining Ultimate Business Systems with regular written inspections. •Leadership: Our management team is directly related to the quality of service and the performance of our employees. •Client Relationships: Our relationship with our clients is built on honesty, dependability, doing what we say we will do and great communication. Full-service Solutions At INTELA Services Inc., Inc., we build long lasting relationships with each of our clients. Each client has unique service needs, and we are prepared to meet those needs by offering customized service solutions. INTELA Services Inc. offers a wide range of services that give our clients a flexible, cost-effective solution to managing your facility’s service needs. Commercial Janitorial Services INTELA Services Inc. is concerned about the first impressions your customers, senior management, and guests have when they visit your property. Properly maintained facilities provide the right environment for successful encounters and long-standing productivity. INTELA Services Inc. a portfolio of diverse customers in California. Including some of the most prestigious companies in these areas. INTELA Services Inc. is a trusted partner full of trained team members that take pride in the quality of work they perform. Each facility and workplace command a customized solution tailored to the specific nuances of their layout, operating hours, and budget. INTELA Services Inc. has flexible cleaning programs seamlessly support our partner’s ever-changing needs. Services Typically Performed For Our Customers: •Contract recurring janitorial services •Floor cleaning, finishing, and related floor care •Emergency cleaning •Cleaning programs include dusting, door frames, vents, switch plates, glass, and elevator tracks •Exterior pressure washing •Construction and “build-out” cleanup services •Parking lot sweeping •Window Cleaning Day Porter Services INTELA Services Inc. provides customized day porter support services to accommodate the unique requirements and preferences of our partner’s facilities and daytime operations. INTELA Services Inc. assists its customers in monitoring building traffic patterns, high - impact volume areas, and restroom usage, and develops a day porter program that is responsive and strategic to the daily facility maintenance. Routine communications are optimized as INTELA Services Inc. supervision is positioned as a liaison between the facility manager and the INTELA Services Inc. team members, allowing for responsiveness to customer requests and preferences. Services Typically Performed For Our Customers: •Monitor and service the facilities restrooms during the workday •Replenish paper supplies based on usage and need •Clean entrance door frames and lobby areas •Dust handrails, stair stringers, and risers and wash as necessary •Police and clean elevator cabs •Police exterior of the building removing trash and debris •Clean cafeteria, kitchen, common areas, and patios, deploying sweeps, mop downs, and wipes as necessary •Grass turf Cleaning INTELA Services Inc. has invested in a full-time floor care team who has the latest equipment and top-of-the-line equipment to service any surface at any facility. Our team can clean intricate multi-stone floors or remove hard water stains from pool decks. Services Typically Performed For Our Customers: •Stone care •Strip and Wax •Carpet Extraction •Carpet Shampooing •Carpet Bonneting •Chandelier cleaning •High dusting •Hard water stain removal •Pool deck cleaning WORK STATEMENT Technology – Better Quality, Better Service Today’s business world requires today’s technology. At INTELA Services Inc., technology plays a vital role in the success of our company. From client communication to quality control, we utilize the latest technology to enhance our performance and save you money. Below you will find how our technologies benefit our clients. Apps Software Mobile Devices All team members have MITC time keeping Mobile phones and tablets for access to our apps through software. Accounts for communication, training and their mobile phone or tablet. accurate hourly billing. quality control inspections. This ensures real time Along with a Team communication and Software which is used accountability for all team for operations. members and tasks performed. For team members to clock in and out they must swipe our QR codes within your facility. As a building service contractor, INTELA Services Inc., I realized that our services play a critical role in the health and safety of your facility and the people who occupy it. Below you will see a few of the GREEN practices we employ and how they directly benefit our clients. Sustainable Products 1.LEED/Green Seal certified chemicals 2.Dilution Control Systems 3.Chemical packets Microfiber Cloths 1.Color coded cloths reduce cross contamination 2.Microfiber increases soil removal Backpack Vacuums 1.More efficient than traditional vacuums 2.Improves air quality up to 70% Recycle programs 1.Customized programs save you money by reducing waste The Value Of Screening Workers In our Society, we routinely hear about thefts, violence, mass shootings and other tragic incidents taking place in the workplace. All companies should desire to provide their employees with a safe location to work. Not only is it a fundamental principle all employers hold, there are a number of financial consequences a company must face when these events occur such as lost production, lost time, potential liability and negative media attention. The cost associated with preventing these incidents is much lower than the cost associated with one of these events occurring. At INTELA Services Inc., our customers can be assured 100% of our workforce is thoroughly screened with the following: 1.National background check 2.Social security number verification 3.Ten panel pre-employment drug screening Workers with a history of violence, theft or other serious criminal issues are not employed by INTELA Services Inc., Thus, as your building service contractor, we are not introducing people with that type of history into your facility lowering the chance an event will occur causing a work stoppage, injury or other serious harm to your company or employees. At INTELA Services Inc., our prospective employee’s go through a national criminal database checking for criminal convictions in all 50 states as well as checking sexual offender registries. Our reports not only show convictions, but arrests and the outcome of such incidents in counties. All previous addresses are also researched so we are able to have a complete picture of where our applicants have been, so we are able to assess their performance potential. Quality Control & Communication At INTELA Services Inc., our number one goal is to satisfy our clients. We believe there are two factors that ensure quality of service and client satisfaction: quality control and client communication. A.Quality Control: Inspections confirm the quality of service we provide. As you know you can’t manage what you don’t measure. Below is our inspection schedule for facilities, the frequency is based on size and days serviced. Number of days serviced Frequency of inspection 7 days per week Twice per week 5 days per week Once per week 4 days per week Once per week 3 days per week Once every other week 2 days per week Once every other week 1 day per week One per month B.Communication: Our team can communicate in real-time to ensure that all requests are received and completed. Our managers and supervisors will communicate with clients through text, email, phone, Zoom, or in-person weekly, bi-weekly, or monthly. A meeting schedule is agreed upon in advance of starting service. In addition to standard janitorial services, partnering with INTELA Services Inc., our clients benefit with the following value-added services: •Every employee goes through background checks and drug screening. •Regularly scheduled client meetings. •Service fusion is a CRM that improves client communication, tracks time keeping and provides detailed quality control reports. •Ultimate Business Systems and procedures for each core pillar of our business provide the foundation for quality work performance from each team member. •Building and grounds maintenance programs. •Special projects team. •Safety training provided annually. •Customer service training aimed to increase satisfaction levels. Diamond Bar Center pressure washing map Legend Diamond Bar Center Untitled Path 100 ft N➤➤N Pressure Washing Areas Legend pressure washing 100 ft N➤➤N Page 1 of 15 Request for Proposal for Janitorial/Cleaning Services A. Objective: 1. The objective of this Request for Proposal solicitation is to identify the most qualified, responsive and responsible firm(s) to provide Janitorial/Cleaning services for various City facilities. 2. RFP Registration: All aspects of this RFP will be managed on the City of Diamond Bar PlanetBids portal. Interested proposers are required to register with the City by using the following URL/link: https://www.diamondbarca.gov/712/RFP-RFQ-BID-Opportunities 3. Mandatory Job Walk: A mandatory job walk will be conducted on March 14, 2024 at 9:00 a.m. The walk will commence at Diamond Bar City Hall/Library located at 21810 Copley Dr., Diamond Bar, CA. 91765. It will then move to the Diamond Bar Center located at 1600 Grand Ave., Diamond Bar, CA. 91765. 4. Submittal Information: Proposals are due on March 27, 2024 at 2:00 p.m. It is the sole responsibility of the Bidder to ensure that their Bid is submitted through the City of Diamond Bar PlanetBids portal before the stated deadline. The submittal status of a bid can be checked any time using the Portal. The City shall not be held liable for complications arising due to connectivity or network issues. 5. Questions, Answers and Addenda to RFP: Prior to the RFP submission deadline questions may arise regarding the specifications (attachment A) and procedural or administrative matters. By March 19, 2024 all questions pertaining to this RFP shall be submitted using the City of Diamond Bar PlanetBids portal, using the “Q&A” tab within this solicitation. If further clarification is required, proposers shall only contact the RFP Administrator. Proposers shall not contact any other City staff with questions. The RFP Administrator will provide formal answers to all questions. Changes to the RFP itself shall only be made by the City via formal written addenda. Addenda will be published and distributed through the Portal. All addenda shall become a part of the RFP document requiring acknowledgment by the proposer. B. Proposal Evaluation Criteria: 1.Proposals will be evaluated on the basis of the response to all provisions of this RFP. Since this solicitation is an RFP as opposed to a Bid, pricing alone will not constitute the entire selection criteria. The City may use some or all of the following criteria in its evaluation and comparison of proposals submitted. The criteria listed are not necessarily an all-inclusive list. The order in which they appear is not intended to Page 2 of 15 indicate their relative importance. The City reserves the right to modify the evaluation criteria of score as deemed appropriate prior to the commencement of evaluation. Criteria List Company / Staff Qualifications Pricing Work Program Experience The City reserves the right to determine whether or not a proposal meets the specifications (Attachment A) and requirements of this RFP and reject any proposal that, in the City’s opinion, fails to meet the detail or intent of the requirements. The City reserves the right to reject any and all proposals. 2. Project Schedule: The following is a tentative schedule of this entire RFP process. While the City will attempt to apply the necessary resources to maintain this schedule, the following dates are merely projections and the City reserves the right to modify this schedule as needed to accommodate the completion of this RFP process. TENTATIVE SCHEDULE RFP Published:March 4, 2024 Mandatory Job Walk March 14, 2024 – 9am Questions from Proposers Due:March 19, 2024 Questions and Answers Posted:March 22, 2024 Proposals Due:March 27, 2024 – 2pm Anticipated Contract Award May 2024 Tentative Contract Start Date:July 1, 2024 3. Acceptance of Terms and Conditions: Submission of a proposal indicates acceptance by the company submitting the proposal of the terms, conditions and specifications (Attachment A) contained in this RFP and Draft Agreement. 4. Late Proposals: Any proposal which is not received by the City prior to the deadline date and time set forth in this RFP shall not be considered. The City assumes no responsibility or liability for the transmission, delay, or delivery of a proposal by either public or private carriers. 5. Specificity of Information: No verbal or written information which is obtained other than through this RFP shall be binding on the City. No employee of the City is authorized to interpret any portion of this RFP or give information as to the requirements of the RFP in addition to that contained in or amended to this written RFP document. 6. Errors and Omissions: This RFP cannot identify each specific, individual task required to successfully and completely implement this Project. The City relies on the professionalism and Page 3 of 15 competence of Proposers to be knowledgeable of the general areas identified in the scope of work and to include in their proposals all materials, equipment, required tasks and subtasks, personnel commitments, man-hours, labor, direct and indirect costs, etc. Proposers shall not take advantage of any errors and/or omissions in this RFP document or in the firm’s specifications (Attachment A) submitted with their proposals. Where such errors or omissions are discovered by the City, full instructions will be given by the City in the form of an addenda. C. Right of Rejection of Lowest Fee Proposal: 1. The City is under no obligation to award this project to the Proposer offering the lowest fee proposal. Evaluation criteria expressed in this RFP solicitation shall be used in the proposal evaluation process. In evaluating proposals, the City may consider the qualifications of the proposers and whether the proposals comply with the prescribed requirements. The size and scope of the Project at hand may dictate the degree to which Qualifications-Based Selection processes are utilized. a. Non-Compliance: Proposers and/or proposals that do not meet the stated requirements for this Project may be considered noncompliant and may be disqualified, unless such noncompliance is waived by the City. During the evaluation process, the City reserves the right to request additional information or clarification from those submitting proposals, and to allow corrections of errors and/or omissions. b. Obligation to Award: The City of Diamond Bar is not obligated to enter into a Contract or Agreement on the basis of any proposal submitted in response to this RFP. City reserves the right to award multiple contracts for this Project if it is deemed most advantageous to the City. D. Insurance Requirements: The selected Contractor(s) for this Project shall be required, prior to the execution of a Contract, to furnish proof of insurance. The specific insurance types and limits depend on the Project and can be found in the Draft Agreement of this RFP solicitation. E. Subcontractor/Joint Ventures: The selected Contractor shall be the Prime Contractor performing the primary functions of the Agreement. If any portion of the Agreement is to be performed by a subcontractor, this must be clearly set forth in the Proposal submittal as to what part(s) is/are to be delegated. The City reserves the right to reject any Proposal wherein use of subcontractors significantly affects the ability of the Proposer to function as the Prime Contractor on the awarded Agreement. The Prime Contractor will at all times be responsible for the acts and errors or omissions of its subcontractors or joint participants and persons directly or indirectly employed by them. Acceptance or rejection of a Proposer’s request to use subcontractors is at the sole discretion of the City. Prime Contractor shall be responsible for coordinating all schedules, access, equipment and any other needs of their staff or subcontractor. Page 4 of 15 F. Proposals: Proposals shall include ALL supplies, chemicals, equipment, labor and materials needed to perform all tasks identified in the specifications (Attachment A) (Excluding goods as identified below). Toilet paper Paper towels Toilet seat covers Trash bags Urinal screens/Deodorant Deodorant Spray/Automatic Hand Soap Sanitary napkins/tampons Baby-changing table liners Batteries The City of Diamond Bar reserves the right to modify any and all scope of services and change the frequency of work items as deemed appropriate to best meet the needs of the City. Proposals shall include a preliminary schedule for the first 6 months of work, per the schedules in this document. G. Locations: City Hall/Library 21810 Copley Dr. - approximately 55,000 square feet. Diamond Bar Center 1600 Grand Ave. – approximately 22,500 square feet. Heritage Com. Center 2900 S. Brea Canyon Rd. – approximately 3,900 square feet. Pantera Activity Room 738 Pantera Dr. – approximately 1,050 square feet. Sycamore Office 22930 E. Golden Springs Dr. – approximately 700 square feet. H. Schedules: I. Tasks that are to be performed Daily, shall be performed during non-operational hours and must be completed before 7am. II. Tasks that are to be performed Weekly, shall be performed during non-operational hours and must be completed before Friday morning at 7am. III. Tasks that are to be performed Monthly, shall be performed during the third week of every month, during non-operational hours and must be completed before Friday morning at 7am. a. Sycamore Canyon Office cleaning is to be performed during the third week of every month and can be scheduled during operational and non-operational hours. Page 5 of 15 IV. Tasks that are to be performed Bi-Monthly, shall be performed during the second week of the month, during non-operational hours and must be completed before Friday morning at 7am. The months are scheduled below: a. August b. October c. December d. February e. April f. June V. Tasks that are to be performed Quarterly shall be performed during the second week of the month, during non-operational hours and must be completed before Friday morning at 7am. The months are scheduled below: a. July b. October c. January d. April Exception - Exterior windows may be scheduled outside of the non-operational hours, with the approval of the City’s project manager. VI. Tasks that are to be performed Annually shall be performed during the second week of the month, during non-operational hours and must be completed before Friday morning at 7am. The month is scheduled below: a. July VII. Notes a. Diamond Bar Center non-operational hours are from 12am – 7am (some rooms may be unavailable until 2am, on some days). b. City Hall/Library non-operational hours are from 8:30pm – 7:30am Monday through Saturday and all day on Sunday. c. Heritage Com. Center non-operational hours are from 10pm – 7:30am. d. Pantera Activity Room non-operational hours are from 10pm – 7:30am. e. A schedule showing the tasks and their scheduled days and times, will be required 6 months in advance. Failure to do so may result in penalties. f. Any scheduling changes, shall be brought to the City’s project manager a minimum of 30 days prior to the scheduled work for approval. Failure to do so may result in penalties. g. Failure to perform and, or provide scheduled work or manpower, may result in penalties. h. Day porter shall sign-in & out at the start and end of every shift. Page 6 of 15 i. Contractor’s project supervisor shall participate in weekly site walks with the City. I. Contractor’s Staff a. The Contractor shall provide sufficient personnel to perform all work in accordance with the specifications (Attachment A) set forth herein. Contractor’s employees, whether assigned to any one facility or as part of a crew serving any number of facilities, shall include at least one individual who speaks the English language proficiently. b. Contractor shall transfer or discharge any employee whose conduct or activity shall, in the reasonable exercise of discretion by the Maintenance Superintendent, be deemed detrimental to the interest of the public patronizing the premises. Contractor shall transfer or discharge any such person within a reasonable time following notice therefore from the Maintenance Supervisor or Superintendent and such person shall not be employed at any City facility contracted for and maintained by the Contractor. c. The Contractor shall require each of their employees to adhere to basic public works standards of working attire. These are basically; uniforms, proper shoes and other gear required by State Safety Regulations, and proper wearing of the clothing. Shirts shall be worn at all times and buttoned. J. Monetary Penalties for Contract Specification Deficiencies and Sub-Standard Work: Violation of the following provisions will result in the listed monetary penalty. Contract specification deficiencies and sub-standard work will be documented in a Notice of Deficiency and approved by the Maintenance Supervisor and, or Superintendent. a. Contractor’s employees shall wear proper working attire, including uniforms, proper shoes and other PPE. Failure to comply shall result in a deduction of $100 per occurrence per day. b. Complaints shall be abated as soon as possible after notification; but in all cases within 24 hours, to the satisfaction of the Maintenance Supervisor or Superintendent. Failure to comply shall result in a deduction of $100 per occurrence per day. c. Contractor contact shall be available by telephone during regular work hours. Failure to respond back to City representative within 30 minutes of call shall result in $250 penalty per occurrence. d. Contractor shall provide a daily schedule (seven (7) day per week schedule), no later than the Thursday prior to the start of the week, of manpower assigned to work in Diamond Bar. This schedule shall serve as the minimum manpower requirement to adequately service this contract. Failure to maintain the minimum level of manpower shall result in the immediate deficiency deduction of $200 per person per day. Page 7 of 15 e. Failure by the Contractor to provide reports, schedules and other deliverables as called for in this specification (and itemized below) will result in a penalty of $200 for each occurrence being withheld from the Contractor’s current monthly invoice payment. A. Weekly “daily” work schedules. B. Monthly schedules. C. Bi-monthly schedules. D. Quarterly schedules. E. Annual schedules. f. Failure to perform scheduled work, will result in a penalty of $250 for each occurrence being withheld from the Contractor’s current monthly invoice payment. g. Failure to provide a Day porter during the specified time at the specified location, will result in a penalty of $250 for each hour of the occurrence being withheld from the Contractor’s current monthly invoice payment. K. Reports All required reports shall be submitted before any invoices will be processed and approved by the City’s Project Manager. All reports must be submitted in a format approved by the City. a. Weekly staffing report. A daily schedule (seven (7) day per week schedule) for all staff working in the City. b. Monthly task report. Shall include dates, times, staff, etc. c. Day porter report. Shall include staff name, dates and hours worked, for the month being billed. d. Bi-monthly task report. Shall include dates, times, staff, etc. e. Quarterly task report. Shall include dates, times, staff, etc. f. Annual task report. Shall include dates, times, staff, etc. Page 8 of 15 Attachment A - Specifications Cleaning and Maintenance Services & Schedule I. DAILY (City Hall/Library, Monday through Saturday) (Diamond Bar Center, Heritage Com. Center and Pantera Activity Room, 7 days per week) (Sycamore Canyon Office once (1) per month) A. Vacuum all carpeted areas to include edges, corners, under tables, under chairs and any other hard to reach areas. 1. Vacuum all area rugs, including under tables and under chairs. 2. Vacuum all entry mats. 3. Spot clean all carpeted areas and area rugs, using the most appropriate method to completely remove the spot/stain without damaging the surface. B. Sweep, wet mop and disinfect all non-carpeted floors, including edges, corners, under tables, under chairs, under mats and any other hard to reach areas. C. Clean all desks, tables and furniture, including top, base, legs and cross supports to remove dust, dirt, debris, fingerprints, smudges and markings, leaving the surface free of cleaning product residue and discoloration. 1. Clean all chairs (all materials), including seat base, back, legs and cross supports to remove dust, dirt, debris, fingerprints, smudges, and markings, leaving the surface free of cleaning product residue and discoloration. 2. Dust, vacuum and spot clean all upholstered furniture, including under cushions and cushion edges. 3. Remove dirt, dust and debris from the computer monitors, keyboards, fax machines, printers, photocopy machines and self-checkout machines using appropriate techniques and products to prevent damage. 4. Clean and disinfect telephone receivers and base units using appropriate techniques and products to prevent damage. 5. Remove dirt, dust and debris from all surfaces to a height of ten (10) feet; including but not limited to artwork (unless instructed otherwise), bookshelves (including all open spaces), bulletin boards, cubicle panels, display cases, framed pictures, fire alarms, fire extinguishers, light switch plates, magazine racks, shelves, signs, and thermostats. 6. DO NOT disturb any paperwork on top of desk or surrounding floors or tables. 7. Dust and disinfect all telephones. D. Empty and clean the interior and exterior surfaces of the trash receptacles and replace plastic liners. Page 9 of 15 E. Clean all glass and glass cases to remove dust, dirt, debris, fingerprints, smudges, tape, tape residue and markings, leaving the surface free of cleaning product residue and streaks. 1. Clean all doors (inside and out), including windows to remove dirt, marks, fingerprints, smudges, splashes and spots; includes threshold rail and frame. 2. Clean all windows to a height of ten (10) feet, including sills and frames to remove dust, dirt and debris, fingerprints, smudges, tape, tape residue and markings, leaving the surface free of cleaning product residue and streaks. 3. Clean walls to remove dirt, marks, fingerprints, smudges, splashes, tape, tape residue, etc. leaving surface free of cleaning product residue and discoloration. F. Clean, sanitize and polish water fountain basin and body to remove dust, dirt, debris, fingerprints, smudges, hard water stains and markings, leaving the surface free of cleaning product residue and discolorations. G. Restrooms 1. Clean entry doors (inside and out) to remove dirt, marks, fingerprints, smudges, splashes, and spots; includes threshold rail and frame. 2. Clean and polish entry door push plates, knobs and kick plates. 3. Clean and sanitize sinks and faucets polish chrome-finished fixtures, including the removal of hard water stains and deposits regardless of source. 4. Clean mirrors, including chrome-finished edges, to remove spots, smudges and leave streak-free, including the removal of hard water stains and deposits regardless of source. 5. Clean all exposed pipe fixtures including the removal of hard water stains and deposits regardless of source. 6. Clean and sanitize all dispensers; soap, paper towel, toilet seat cover, sanitary napkin/tampon and toilet paper. 7. Clean and sanitize all toilet seats, bowls, bases, flushing levers and pipe fixtures, including the removal of hard water stains and deposits regardless of source. 8. Clean and sanitize the exterior and interior surfaces of the baby-changing tables. 9. Clean, sanitize and polish (when necessary) all handrails. 10. Clean and sanitize urinals, flushing levers and pipe fixtures, including the removal of hard water stains and deposits regardless of source. 11. Clean stall partitions, supports, bases, doors (inside and out), latches/knobs to remove dirt, marks, fingerprints smudges, splashes, etc. 12. Clean stall partitions, supports, bases, doors (inside and out), latches/knobs to remove dirt, marks, fingerprints smudges, splashes, etc. Page 10 of 15 13. Refill all dispensers; soap, paper towel, toilet seat cover, sanitary napkin/tampon, toilet paper, baby-changing table liners. 14. Sweep, wet mop and disinfect all floors, leaving baseboards and walls free of splashes and/or marks from cleaning equipment/products. 15. Clean light fixture covers. 16. All leaking fixtures, clogged drains, stopped up or damaged basins and toilets, or urinals that cannot be repaired by the following shall be reported to the Maintenance Superintendent: (a) tightened to stop leaks; (b) unclogged by using a “plumber’s helper” or short snake. 17. If running water, broken fixtures, or plugged sewer lines cannot be normalized or isolated, the restroom is to be locked and the Maintenance Superintendent immediately notified. 18. Clean and remove dust, dirt, debris, fingerprints, smudges, markings, etc., from ceilings. H. Remove graffiti from all surfaces where found. I. Kitchen/Lunchroom area 1. Clean and sanitize the exterior surfaces of the refrigerator, stove/range, microwave, toaster, and toaster oven. 2. Clean exterior of all cupboards including knobs/handles to remove dust, dirt, debris, fingerprints, smudges, and markings, leaving the surface free of cleaning product residue and discoloration. 3. Clean and sanitize all dispensers; soap and paper towel. 4. Refill all dispensers; soap (with dish soap), paper towel. 5. Wash and sanitize all walls, splash boards, cupboard doors, stoves, dispensers, refrigerators and other appliances. 6. Clean and sanitize stoves, ovens, other appliances, sinks (all sides) and food preparation surfaces. Note that special care is to be taken in the selection of products used in the food preparation areas. J. Clean all exterior book drop containers and wall-mount deposit doors to remove dust, dirt, debris, fingerprints, smudges, tape, tape residue and markings, leaving the surface free of cleaning product residue and streaks. K. Empty and clean the exterior cigarette urns. L. Clean all exterior wall-mount mail-drop doors to remove dust, dirt, debris, fingerprints, smudges, tape, tape residue and markings, leaving the surface free of cleaning product residue and streaks. M. Clean all exterior signs and plaques to remove dust, dirt, debris, fingerprints, smudges, tape, tape residue and markings, leaving the surface free of cleaning product residue and streaks. Page 11 of 15 N. Empty and clean the exterior surfaces of the exterior trash receptacles and replace plastic liners. O. Sweep all areas to a reasonable location; collect and dispose of swept dirt, debris, etc. P. Sweep all loading docks and side/rear entrances; collect and dispose of swept dirt, debris, etc. Q. Sweep and dispose of all trash in all exterior patio/lunch areas; collect and dispose of swept dirt, debris, etc. R. Locate and dispose of all trash in the parking lot, including, but not limited to, cups, bottles, plastic/paper bags, newspapers, papers, clothing, etc. S. Locate and dispose of all trash in the loading dock, side/rear entrances, including, but not limited to, cups, bottles, plastic/paper bags, newspapers, papers, clothing, etc. II. DAY PORTER A. Day porter is required to be on site (City Hall/Library) during all Library operating hours, including holidays not observed by the City. Hours are subject to changes and can be found on the Los Angeles County Library's website https://lacountylibrary.org/. Library hours as of 2/9/24 are as follows: Monday 10 am - 8 pm Tuesday 10 am - 8 pm Wednesday 10 am - 8 pm Thursday 10 am - 8 pm Friday 10 am - 6 pm Saturday 10 am - 6 pm Sunday Closed Below is a list of Day Porter tasks to be performed at both locations, but not limited to. 1.Inspect restrooms hourly and keeping a log for each restroom (who, when, where & condition). 2. Clean restrooms a minimum of once (1) per day, or as needed. 3. Restock dispensers in restrooms and other locations a minimum of once (1) per day, or as needed. 4. Pick-up debris & trash. 5. Clean counter tops and other horizontal surfaces. 6. Inspect and empty trash receptacles as needed. 7. Remove graffiti from all surface were found. 8. Cleanup spills, debris & spot clean carpet, as needed. Page 12 of 15 9. Inspect & clean public areas as needed. 10. Inspect & clean staff areas as needed. 11. Spot cleaning carpet and upholstery as needed. 12. Unclog drains by using a “plumber’s helper” or short snake. 13. Inspect and clean kitchen/lunchroom areas a minimum of once (1) per day, or as needed. 14. Replace batteries in dispensers and flushometer sensors. 15. Spot clean all window coverings to remove any spills, stain, etc. 16. Spot clean all sidewalks, steps, walkways, stairs, loading docks, entry and patio areas, as needed. 17. And other related duties as assigned. B. Day porter is required to be on site (Diamond Bar Center) between the hours of 11am and 3pm, Monday – Friday. C. Day porter may be requested on an as-needed basis for City Special Events. III. WEEKLY A. Dust all surfaces (10 feet and ABOVE). B. Remove visible cobwebs up to 15 feet. C. Dust window blinds and shades. D. Clean all baseboards. E. Clean and sanitize handrails. F. Pressure wash all sidewalks, steps, walkways, stairs, loading docks, entry and patio areas. With a minimum 3,000psi pressure washer. 1. Note: All adjacent windows shall be left clean, dry and free of spots. 2. Note: Pressure washing locations may be adjusted as needed. Square footage would remain the same. G. Spot clean carpet and upholstery. H. Machine buff floors. I. Clean and remove dust, dirt, debris, fingerprints, smudges, markings, etc., from ceilings up to 15 feet. J. Spot clean all window coverings to remove any spills, stain, etc. IV. MONTHLY A. Dust all surfaces and remove all cobwebs, up to and including the ceiling (NO height limit). B. Sycamore Canyon Office cleaning is to include floors, staff restroom, kitchen/lunchroom, walls, windows, etc. V. BI-MONTHLY (6 TIMES PER YEAR) A. Carpet/Upholstery 1. Shampoo All carpet, area rugs and upholstery. Page 13 of 15 2. Degrease and remove chemical spills from area surrounding all photocopy machines. 3. Shampoo thoroughly (including corners and behind doors) all floors using appropriate cleaning material for various carpet types. 4. Return all furniture to its original position after the floors are cleaned; and leave baseboards and walls free of splashes and/or marks from cleaning equipment/products. 5. Hot water extraction of All carpet, in all locations. 6. Post service spotting as necessary, including all pre-treatment and extraction. B. Furniture 1. Shampoo upholstered furniture and clean wood, plastic, and vinyl chairs. 2. Shampoo and remove stains thoroughly from all upholstered furniture using appropriate cleaning materials for various upholstered types. 3. Clean thoroughly all wood, plastic, and vinyl chairs using appropriate cleaning materials. 4. Thoroughly vacuum under seat cushions. VI. QUARTERLY (4 TIMES PER YEAR) A. Floors 1. Strip and wax or seal floors. 2. Degrease and remove chemical spills from areas surrounding all photocopy machines. 3. Strip and clean thoroughly (including corners and behind doors) all floors using appropriate cleaning material for various types. 4. Wax or seal and buff thoroughly (including corners and behind doors) all floors using appropriate cleaning material for various types. 5. For floors where stripping, waxing or sealing is not indicated, a deep cleaning shall be performed. 6. Return all furniture to its original position after the floors are cleaned; and leave baseboards and walls free of splashes and/or marks from cleaning equipment/products. 7. Deep clean all tile floors, including grout. B. Windows (All Interior and Exterior) 1. Clean full length of all windows including frames and sills. 2. Clean windows using ladders, scaffolding, hydraulic lifts, or catwalks as appropriate. 3. Clean thoroughly, including the removal of hard water stains and deposits regardless of source, using appropriate cleaning materials. C. Ceiling/Wall Vents (All) 1. Clean ceiling air vents. 2. Clean wall, air or heat vents. Page 14 of 15 3. Remove all vents using ladders, scaffolding, hydraulic lifts, or catwalks as appropriate. 4. Remove and clean thoroughly all covers using appropriate cleaning materials. 5. Vacuum air vents thoroughly. D. Ceilings 1. Clean ceilings, removing all dirt, dust, debris, etc. E. Light Fixtures 1. Clean light fixtures, removing all dirt, dust, debris, etc. F. Mecho Shades & Window Coverings 1. Clean Mecho shades & window coverings 2. Dry dust Mecho shades & window coverings using appropriate equipment. 3. Do not remove Mecho shades & window coverings. 4. Spot clean all window coverings to remove any spills, stain, etc. VII. ANNUALLY A. Partition Walls (Diamond Bar Center) 1. Hot water extraction. 2. Shampoo thoroughly. Page 15 of 15 Attachment B - Bid Sheet Diamond Bar Center Monthly Cost City Hall / Library Monthly Cost Heritage Com. Center Monthly Cost Pantera Activity Room Monthly Cost Sycamore Office Monthly Cost Day Porter City Hall/Library Monthly Cost Day Porter Diamond Bar Center Monthly Cost Day Porter As-needed Hourly Rate As-needed Hot Water Extraction Per Square Foot Cost $1,805.44 $1,143.48 $125.39 $2,233.0 $16.5 ¢ $5,776.29 $26.00 8 $6,499.35 $4,722.35 Form W-9 (Rev. October 2018) Department of the Treasury Internal Revenue Service Request for Taxpayer Identification Number and Certification ▶Go to www.irs.gov/FormW9 for instructions and the latest information. Give Form to the requester. Do not send to the IRS.Print or type. See Specific Instructions on page 3.1 Name (as shown on your income tax return). Name is required on this line; do not leave this line blank. 2 Business name/disregarded entity name, if different from above 3 Check appropriate box for federal tax classification of the person whose name is entered on line 1. Check only one of the following seven boxes. Individual/sole proprietor or single-member LLC C Corporation S Corporation Partnership Trust/estate Limited liability company. Enter the tax classification (C=C corporation, S=S corporation, P=Partnership) ▶ Note: Check the appropriate box in the line above for the tax classification of the single-member owner. Do not check LLC if the LLC is classified as a single-member LLC that is disregarded from the owner unless the owner of the LLC is another LLC that is not disregarded from the owner for U.S. federal tax purposes. Otherwise, a single-member LLC that is disregarded from the owner should check the appropriate box for the tax classification of its owner. Other (see instructions) ▶ 4 Exemptions (codes apply only to certain entities, not individuals; see instructions on page 3): Exempt payee code (if any) Exemption from FATCA reporting code (if any) (Applies to accounts maintained outside the U.S.) 5 Address ( no.) See instructions. 6 City, state, and ZIP code Requester’s name and address (optional) 7 List account number(s) here (optional) Part I Taxpayer Identification Number (TIN) Enter your TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoid backup withholding. For individuals, this is generally your social security number (SSN). However, for a resident alien, sole proprietor, or disregarded entity, see the instructions for Part I, later. For other entities, it is your employer identification number (EIN). If you do not have a number, see How to get a TIN, later. Note: If the account is in more than one name, see the instructions for line 1. Also see What Name and Number To Give the Requester for guidelines on whose number to enter. Social security number –– or Employer identification number – Part II Certification Under penalties of perjury, I certify that: 1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me); and 2. I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding; and 3. I am a U.S. citizen or other U.S. person (defined below); and 4. The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct. Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN. See the instructions for Part II, later. Sign Here Signature of U.S. person ▶Date ▶ General Instructions Section references are to the Internal Revenue Code unless otherwise noted. Future developments. For the latest information about developments related to Form W-9 and its instructions, such as legislation enacted after they were published, go to www.irs.gov/FormW9. Purpose of Form An individual or entity (Form W-9 requester) who is required to file an information return with the IRS must obtain your correct taxpayer identification number (TIN) which may be your social security number (SSN), individual taxpayer identification number (ITIN), adoption taxpayer identification number (ATIN), or employer identification number (EIN), to report on an information return the amount paid to you, or other amount reportable on an information return. Examples of information returns include, but are not limited to, the following. • Form 1099-INT (interest earned or paid) • Form 1099-DIV (dividends, including those from stocks or mutual funds) • Form 1099-MISC (various types of income, prizes, awards, or gross proceeds) • Form 1099-B (stock or mutual fund sales and certain other transactions by brokers) • Form 1099-S (proceeds from real estate transactions) • Form 1099-K (merchant card and third party network transactions) • Form 1098 (home mortgage interest), 1098-E (student loan interest), 1098-T (tuition) • Form 1099-C (canceled debt) • Form 1099-A (acquisition or abandonment of secured property) Use Form W-9 only if you are a U.S. person (including a resident alien), to provide your correct TIN. If you do not return Form W-9 to the requester with a TIN, you might be subject to backup withholding. See What is backup withholding, later. Cat. No. 10231X Form W-9 (Rev. 10-2018) 2-7-24