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HomeMy WebLinkAboutExecutive Facilities Services Inc Service Proposal for the City of Diamond BarExecutive Facilities Services, Inc. Central Coast – Inland Empire – Ventura County Corporate Headquarters 6865 Weaver St. Riverside, CA 92504 844-780-2626 | Fax 951-346-3922 www.execservices.biz Jim Ferraro, Company Owner (909) 815-0144 City of Diamond Bar Request for Proposal for Janitorial/Cleaning Services March 27, 2024 1 March 27, 2024 Mr. Jason WilliamsContract AnalystCity of Diamond Bar21810 Copley Dr. Diamond Bar, CA 91765 Dear Mr. Williams, Thank you for allowing Executive Facilities Services, Inc. (EFS, Inc.) the opportunity to present to you and your team for consideration our cost and service proposal in response to the RFP for Janitorial/Cleaning Service for City Facilities. Since 2004, EFS Inc. has worked very hard to establish a track record of meeting and exceeding our clients’ expectations each day. The quality of nightly janitorial and additional facility services we provide, the expertise of our staff, the performance of our front-line employees and our excellent ongoing communications with our clients separates us from our competitors. Executive Facilities Services, Inc. is in complete compliance with all State of California labor laws and codes including California Assembly Bill 5 and Labor Code section 2776 that covers business-to-business contracting for janitorial services. Our Service Proposal specifically addresses each of the items identified in the Request for Proposal identified on pages 8 through 15. EFS, Inc.’s Service Proposal clearly defines our experience and qualifications, provides evidence of responsibility and references, key personnel, work plan, communication plan, quality control process along with additional services we perform for our clients. EFS, Inc. has extensive experience in providing a variety of services for our long-term partners With each client EFS, Inc. provides extensive services to each of their city facilities. This spans across several different sites for each client. Each site has different environmental regulatory requirements, scope of works, and servicing time requirements that are similar to the services outlined in the RFP for Janitorial/Cleaning Service for City Facilities. Having been in the service industry for over 40 years, I have learned that what matters to most to current and potential new clients is a quality service that exceeds expectations and is provided at a cost-effective price. Essentially, Price and Service. I know from strategically growing EFS, Inc. for the last 20 years that we may not be the lowest cost service provider providing a cost proposal to the City of Diamond Bar and we fully understand the reason behind this We currently employ over 120 individuals within Riverside and San Bernardino counties. The density of our client sites also allows us the opportunity to increase our employees nightly labor hours and provide a higher standard of living for our employees. EXECUTIVE FACILITIES SERVICES, INC. COVER LETTER 2 With a strategically staffed facility located in Riverside, CA, EFS, Inc. is positioned for quick responses to ongoing, last minute and emergency situations. Our Inland Empire location alone provides quality nightly janitorial and day porter services, carpet cleaning, window and upholstery cleaning, hard floor services, and disinfecting services for approximately 110 client sites. Our three operating locations located within Southern and Central California currently service approximately four-million-square feet of cleanable space per night. At all EFS, Inc. operating locations we consistently maintain the correct number of staff members, front-line employees and a casual labor force to meet our client’s ever-changing needs. Most importantly, our ongoing front line employee training and monitoring provides us the ability to efficiently meet and or exceed your facility needs. We look forward to having a future opportunity to work closely with the team at the City of Diamond Bar. EXECUTIVE FACILITIES SERVICES, INC. Jim Ferraro Executive Facilities Services, Inc. Office: (844) 780-2626 Cell: (909) 815-0144 Fax: (951) 346-3922 Email: jferraro@execservices.biz RJ Storm-Larsen Executive Facilities Services, Inc. Office: (844) 780-2626 Cell: (805) 705-4195 Fax: (951) 346-3922 Email: rjstorm-larsen@exeservices.biz 3 EXECUTIVE FACILITIES SERVICES, INC. TABLE OF CONTENTS Executive Facilities Services, Inc. Experience. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Cover Letter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 Company Profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Table of Contents . . . . . . . . . .. . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Title Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . 1 Service Approach and Methodology. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Client References. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Executive Facilities Services, Inc. Staff Biographies . . . . . . . . . . . . . . . . . . . . . . . . . . .9 Training Programs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15 Executive Facilities Services, Inc. Service Areas. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Business Performance and Quality Control. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19 4 EXECUTIVE FACILITIES SERVICES, INC. A path of strategic and sound growth Over the years, EFS, Inc. has grown significantly through acquisitions and by adding new clients. The following is a list of acquisitions that have taken place in the last five years and a few of the resulting impacts upon our operations: •Acquired Excellent Building Maintenance (January 2014), White Glove Professional Cleaning Services (October 2015), Best Janitorial Services (August 2017) and HMC Solutions (January 2021) •Operates from three facilities and one satellite location to increase convenience and response times. o Inland Empire office has 2 Operation Managers, 2 Administrative Staff, 3 Night Supervisors, and over 100 day and night employees. •Utilizes a computerized inventory system for all locations, maintaining an ample inventory at all times. •Hired and trained four full-time Operations Managers, seven full-time Night Supervisors and numerous site-specific lead employees to ensure continuity and excellence of service. •Established four floor care teams and two window cleaning teams. COMPANY HISTORY A history of excellence The experience and history of Executive Facilities Services, Inc. (EFS, Inc.), founded in 1981, is a testament to our ability to serve clients in a variety of business and building types throughout Southern and Central California. Jim Ferraro purchased the company, with nine clients covering 29 locations, from George Horokia in August 2004. EFS, Inc. has grown to employ over 200 W-2 employees and serves more than 155 clients with 350 sites over the ensuing years. EFS, Inc. has a long history of providing janitorial, day porter, and disinfecting services for commercial clients, government entities, municipalities, and public agencies. Initial actions taken by Jim Ferraro to enhance the infrastructure and strengthen the company’s capacity serve a greater number of clients while maintaining excellence, including: •Established Executive Facilities Services, Inc. as a California S-Corporation on August 4, 2004. •Created an Employee Handbook (revised annually) as well as a Safety Manual and ongoing employee safety training program. •Developed employee recruitment, training and performance evaluation programs to ensure continuity and quality. •Established a long-term relationship with Waxie Sanitary Supply that enables consistency and quality of inventory. •Significantly upgraded all commercial cleaning equipment. •Developed an annual business and financial planning model to ensure future viability. •Developed a daily cash flow analysis model. •EFS, Inc. is good financial standing to take on new business as is shown in our letter from the company's CPA 5 EXECUTIVE FACILITIES SERVICES, INC. •EFS, Inc. has been in business for 19 years providing janitorial, dayporter, carpet cleaning, hard floor services, window cleaning, and disinfecting services to clients across California •EFS, Inc. is a S-Corporation that was incorporated in California on August 4, 2004 •Utilizes ONLY W-2 employees to perform services, does NOT use independent contractors and is NOT a franchised organization. •In compliance with Assembly Bill 5 and registered with the Department of Industrial Relations. •EFS, Inc. has earned a solid reputation and currently services 350 sites within Southern and Central California. •Experience spans a range from commercial clients with a single location to school districts with multiple sites •Warehouse and office facilities in Riverside, Camarillo, and Salinas, California. •Clients have 24/7 access to company owner •Maintains a large on-call’ labor force and all of our supervisors are English speakers. •Financially strong organization that maintains a two-week inventory of supplies in addition to client onsite inventories •EFS, Inc. has one Wage and Hour employee claim that will be entering into mediation in July 2024. We expect successful resolution to this claim. Building a solid reputation through experience Executive Facilities Services, Inc. is proud of our reputation as an organization known for providing excellent dayporter, and janitorial services. We have built long standing relationships with clients through professionalism, excellent communication, and exceptional customer service. Here are highlights of some of the clients and services we have been fortunate to serve over the years. •2004 to present: Providing hot water extraction and hard floor refinishing services to San Bernardino County Superintendent of Schools for their 34 locations totaling more than 495,000 square feet of space. •Spring 2005 to present: Provide nightly janitorial services for all 13 Provident Bank locations. Providing hot water extraction, hard floor refinishing services, window cleaning, and replenishment of all paper products and restroom materials. •September 2010: Providing hot water extraction and hard floor refinishing services for San Bernardino County Superintendent of Schools, Desert Mountain Region. Services provided at 20 locations within days of the request to the client’s complete satisfaction. •January 2014: Acquired Excellent Building Maintenance and assumed responsibility for the servicing of 10 Conejo Recreation & Park District locations. Currently provide janitorial services for numerous outdoor restrooms and community centers in the City of Thousand Oaks. Responsible for restocking consumables, sanitizing restroom fixtures, wiping down mirrors, removing trash, and replacing liners. Providing hot water extraction and hard floor refinishing services, window cleaning, and power washing. EXECUTIVE FACILITIES SERVICES, INC.'S EXPERIENCE The EFS, Inc. advantage Some of the many advantages that EFS, Inc. brings to the City of Diamond Bar are: 6 EXECUTIVE FACILITIES SERVICES, INC. •2014 to present: Initially serviced 10 Dignity Health Medical Foundation clinic locations in Ventura and Los Angeles counties, performing a combination of nightly janitorial, annual scheduled services, hard floor services, hot water extraction carpet cleaning, window washing, construction clean-up, and disinfecting services. Beginning September 2018, successfully responded by Providing hot water extraction and hard floor refinishing services for 26 sites throughout Santa Cruz County. Continue to perform scheduled and emergency tasks to ensure facilities adhere to the highest levels of clean-liness for patients, staff, and physicians. Complete a nightly cleaning checklist available to the site manager. •June 2016 to present: Contacted by Riverside County Library System Services, managing agent of Riverside County Library System, to provide janitorial and carpet cleaning/hard floor services at 23 sites throughout Riverside County. Effective July 1, 2016 the EFS, Inc. management team had developed a work plan and initiated provision of janitorial and Providing hot water extraction and hard floor refinishing services. •May 2020 to present: The City of Thousand Oaks awarded EFS, Inc. the janitorial and additional services contract for all 15 City buildings. EFS, Inc. is providing hot water extraction, hard floor refinishing services, window cleaning services, and seamlessly transitioned daily services from previous provider as well as respond to emergency calls from the City of Thousand Oaks for disinfecting services as needed. •June 2021 to present: Western Municipal Water District awarded EFS, Inc. the contract to service all 6 locations totaling 78,650 square feet across Riverside County. EFS, Inc. was chosen for its detailed response plan to the scope of work provided withing the request for proposal. At each location, EFS, Inc. provides nightly janitorial and disinfecting services, manages inventory across all sites, and is providing hot water extraction, hard floor refinishing services, window washing, and power washing. •August 2021 to present: City of Agoura Hills awarded EFS, Inc. the contract to service the City’s buildings, and its historical adobe structure. For all of the City’s locations, EFS, Inc. provides janitorial services and consumables to ensure that its residents and staff are able to enjoy the historical buildings across the City. •December 2021 to present: The City of Costa Mesa awarded EFS, Inc. the contract to provide services for 11 locations totaling 208,689 square feet and 13 parks across the City. EFS, Inc. was chosen over the incumbent janitorial provider due to its detailed response, and work plan strategy to operate and manage all of the aspects of the scope of work that was provided in the request for proposal. At each location EFS, Inc. is Providing hot water extraction, hard floor refinishing services, power washing, and window cleaning services. •June 2022 to Present: PennyMac Financial awarded EFS, Inc. the contract for night janitorial, dayporter services, carpet cleaning, hard floor services, and window cleaning services for four of its locations throughout Ventura County. EFS, Inc. and PennyMac partnered in creating their standard procedure, adjusting their scope of work to fit their needs, and improved the on site equipment to bring the overall standard higher. •April 2023 - Present: The City of Banning awarded EFS, Inc. the agreement for janitorial services at all city facilities, including the Police Department, Public Works, City Hall, Senior Center, and Community Center. EFS, Inc. provides nightly janitorial, carpet cleaning, hard floor services, and window cleaning services. Experience with Similar Buildings 7 EXECUTIVE FACILITIES SERVICES, INC. SERVICE AREA INLAND EMPIRE FACILITY San Bernardino, Orange, Riverside, and San Diego County VENTURA COUNTY San Luis Obispo, Santa Barbara, Ventura, and Los Angeles County CENTRAL COAST FACILITY Santa Clara, Santa Cruz, San Benito, and Monterey County 8 EXECUTIVE FACILITIES SERVICES, INC. CHELSEA STORM-LARSEN Senior Director of Corporate Compliance DEBRA FERRARO Corporate Finance Officer RJ STORM-LARSEN Senior Director of Bus. Development JIM FERRARO Company Owner City of Diamond Bar Inland Empire Facility Staff CHRISTIAN FERRARO Senior Director of Operations VICKY RIVERA Night Supervisor CRYSTAL MATA Night Supervisor / client relations MARTHA GARCIA Night Supervisor MELANIELOPEZ SeniorNight Supervisor EFS, Inc. W-2 Employees GERARDO MEJIA Quality Control Specialist CRYSTAL MATA Night Supervisor / Client Relations BRIT BROCK Administrative Manager FRANCISCO MENDOZA Operations Manager Corporate Staff EFS, INC. STAFF BIOGRAPHIES Management, staff and employees of Executive Facilities Services, Inc. are its greatest asset and the reason the company has earned a solid reputation for dayporter, and janitorial services that set the standard for the industry. They are the reason we are trusted to the job right with expertise and experience and a dedication to doing our very best for each client. We work to ensure that every customer service experience is an excellent one. EFS, Inc's Inland Empire team is 100% committed to complete and perform the services assigned in the RFP. EFS, Inc. will not change any key personnel listed below without written concurrence from a City of Diamond Bar representative. Key Personnel will be available to the extent proposed for the duration of the contract. Organization Charts Inland Empire Facility Staff RJ STORM-LARSEN Senior Director of Bus. Development Inland Empire Facility Staff City of Diamond Bar 9 EXECUTIVE FACILITIES SERVICES, INC. EFS, INC. STAFFING As a service driven organization, our primary strengths are leadership, communication, training, and experience. Striving to be both productive and innovative takes a team effort by the organization leader's. EFS, Inc. is fortunate to have an experienced owner who has continued to develop a strong management team. Our goal will always be to reduce our clients’ costs without sacrificing service or quality. Through our 19 years of experience in the janitorial, dayporter services, building maintenance, and disinfecting services, we have found proven ways to exceed our clients’ expectations. Currently EFS, Inc. has over 150 full time employees and 50 part-time employees providing services throughout California. We pride ourselves on being a progressive company and taking a proactive role when it comes to our environment and employees. EFS, Inc. will utilize its many years of experience to determine the correct number of employees required to perform the services listed in the scope of services. It is standard business practice to overstaff new clients to ensure that services are being completed thoroughly. We also strongly believe that our employees are our most valuable asset. Thus, all of our employees are offered health insurance, retirement benefits, and competitive wages to ensure that we maintain a quality work force and low employee turnover. These business practices demonstrate to our clients that valuing our employees leads to exceeding their expectations. Our Operation Managers and Night Supervisors are trained in safety procedures that cover a wide variety of situations that may occur while on the job. Ongoing training is performed regularly, or as in the case of COVID-19, in response to emergencies. EFS, Inc. prides itself on maintaining a current safety manual that reviews: blood borne pathogens, CAL/OSHA’s Injury and Illness Prevention Program (IIPP), Cal/ OSHA’s Hazard Communication standard, Emergency Action Plan, personal protective equipment (PPE), chemical safety, and vehicle safety which allows our employees to excel in their roles. One of the keys to success that EFS, Inc. has achieved is consistency in the following areas: safety, employee training, ongoing communication employee relations, and tools and methods of operation. The level of consistency practiced by EFS, Inc. is what has assisted us in successfully growing over the last 19 years, and will enable us to continue to expand. Our management team believes in keeping things simple and not complicating daily service responsibilities. The management team recognizes that success in the janitorial, dayporter, and disinfecting industry is achieved through continuous employee training and having the same employees perform the same function each day and night. It is NOT the practice of EFS, Inc. to rotate employees in and out of client sites. We have learned that by assigning our employees to the same site, our employees gain additional building knowledge and develop a feeling of "ownership" in services that they provide. 10 EXECUTIVE FACILITIES SERVICES, INC. JIM FERRARO COMPANY OWNER Since launching his career in 1984, Jim has held positions of increasing responsibility that equip him with the leadership, management and communication skills to adeptly run the corporation that he now owns. After graduating with a bachelor’s degree in business administration from Bloomsburg University located in Pennsylvania, Jim went on to earn his master’s in business administration from the University of Phoenix. He draws on his formal and continuing education and decades of corporate experience to lead EFS, Inc. to ever greater solidity and success. His primary responsibilities include client and employee relations, safety and quality control, strategic planning, management training and onsite evaluations to ensure compliance with all COVID-19 protocols and practices. Contact Information: (24/7 accessibility) Cell: (909) 815-0144 Office: (844) 780-2626 Email: jferraro@execservices.biz DEBRA A. FERRARO CORPORATE FINANCIAL OFFICER Debra brings nearly 30 years of experience in financial information processing and reporting to her position as Corporate Financial Officer. She is responsible for all financial functions of EFS, Inc. Debra earned a bachelor of science degree in accounting from Bloomsburg University located in Pennsylvania in 1984 and has worked in both public and private sectors. She has a keen understanding of various business structures and accounting systems. She passionate about and actively involved in a variety of local nonprofit service organizations. Debra joined EFS, Inc. in 2004. Her primary responsibilities include client billing, accounts receivable and payable, preparation of financial statements, account analysis, payroll, corporate tax reporting, and human resources. Contact Information Phone: (844) 780-2626 Email: dferraro@execservices.biz Key Personnel Biograpahies 11 EXECUTIVE FACILITIES SERVICES, INC. CHELSEA STORM-LARSEN SENIOR DIRECTOR OF CORPORATE COMPLIANCE AND EMPLOYEE RELATIONS Prior to joining EFS, Inc. in January 2021, Chelsea Storm-Larsen was director of organizational engagement for corporate affairs with Sharecare, Inc. In that role, she managed more than 25 worksites to ensure that all team members understood and complied with the organization’s policies and procedures. She graduated with Honors of Distinction from California State University, Monterey Bay with a bachelor’s in collaborative health and Superintendent of Schools and went on to earn her master’s in public administration at California State University, Dominguez Hills. Her primary responsibilities include corporate compliance, human resources, labor and client relations, and internal quality control. Contact Information Phone: (844) 780-2626 Email: cstorm-larsen@execservices.biz CHRISTIAN FERRARO SENIOR DIRECTOR OF OPERATIONS Christian joined EFS, Inc. in 2010 and learned the business from the ground up. He worked with a variety of clients and projects garnering extensive experience in operations management, financial reporting and the nuances of the janitorial, disinfecting, and building maintenance industry. He transitioned to the position of controller where he currently oversees financial operations for the headquarters facility in Riverside. He is a graduate of California State University, Chico, holding a bachelor’s in business finance. His primary responsibilities include financial reporting, client relations, quality control, staff supervision and training, disinfecting training, and COVID-19 onsite evaluations. Contact Information (24/7 accessibility) Cell: (951) 776-7249 Office: (844) 780-2626 Email: cferraro@execservices.biz Key Personnel Biographies 12 EXECUTIVE FACILITIES SERVICES, INC. RJ STORM-LARSEN SENIOR DIRECTOR OF BUSINESS DEVELOPMENT RJ Storm-Larsen joined EFS, Inc. in January 2017 and worked alongside the company’s janitorial, disinfecting, and floor service teams to develop a thorough working knowledge of operations. Today, he serves as director of business development. RJ graduated from California State University, Monterey Bay with a bachelor’s in science and went on to earn a master’s in business administration from the same university. He continues to take a hands-on approach to hone his skills and expand his knowledge of the industry via his ongoing involvement with staff and clients. His primary responsibilities include client relations, customer service, business development, quality control, and support for operations managers. Contact Information (24/7 accessibility) Cell: (805) 705-4195 Office: (844) 780-2626 Email: rjstorm-larsen@execservices.biz GERARDO MEJIA QUALITY CONTROL SPECIALIST Gerardo joined EFS, Inc. recently, but brings with him over 20 years experience and a wide variety of experience from different fields. Most recently Gerardo acted as a Night Supervisor for the City of Ontario, Victoria Gardens, and the City of Rancho Cucamonga. With this experience Gerardo will be focused on maintaining and improving the day to day service that the City of Diamond Bar sites will be receiving. Gerardo's primary focus will be quality control across administrative and schools sites. This will be performed through building inspections, inventory inspections, training of employees, and in person meetings with the City of Diamond Bar representatives. Contact Information (24/7 accessibility) Cell: (951) 705-4195 Office: (844) 780-2626 Email: GMejia@execservices.biz BRITTANEE BROCK ADMINISTRATIVE MANAGER Brittanee joined EFS, Inc. in 2015 and serves as the primary point of contact for our clients. She facilitates client requests, work orders, responses and follow up to ensure continuity and consistency of service. Her additional responsibilities include tag job scheduling, payroll processing and COVID- 19 pre- site evaluations. Contact Information Office: ( 844) 780- 2626 Email: bbrock@execservices.biz Key Personnel Biographies 13 EXECUTIVE FACILITIES SERVICES, INC. VICKI RIVERA NIGHT SUPERVISOR Vicki joined EFS, Inc. in 2005 and has more than 18 years of experience in the janitorial industry. She is currently responsible for onsite safety and quality control, supply distribution, building inspections and supervision of nightly cleaning crews. Vicki has extensive experience working with large multi-site clients throughout the Inland Empire MELANIE LOPEZ NIGHT SUPERVISOR Melanie brings more than 10 years of experience in the janitorial industry to her role at EFS, Inc. Joining our team in 2022, she is responsible for onsite safety and quality control, supply inventory management, equipment mainte-nance, building inspections, and supervision of nightly cleaning crews. CRYSTAL MATA NIGHT SUPERVISOR / CLIENT RELATIONS Crystal joined EFS, Inc. in 2014 and has seven years of experience in the janitorial industry. She is currently responsible for onside safety and quality control, supplies distribution, building inspections, and nightly supervision of employees in the field.  BRYANT CHICAS CARPET AND FLOOR SPECIALIST Bryant joined EFS, Inc. in 2019 after working with Martinez and Associates Management for seven years. Bryant brings his ample experience to EFS, Inc. where his responsibilities continue to expand based upon his excellent performance. Contact Information Cell: (805) 523-3015 Office: (844) 780-2626 Email: bchicas@execservices.biz Key Personnel Biographies Inland Empire Facility Staff FRANCISCO MENDOZA PROJECT MANAGER /OPERATIONS MANAGER Francisco joined EFS, Inc. in 2021 and learned the business from the ground up. Francisco came to EFS, Inc. from another service provider, and brings over 10 years of experience managing large janitorial teams across multiple cities. In his time with EFS, Inc. he has worked with a variety of clients and projects garnering extensive experience in operations management, financial reporting, disinfecting, and building maintenance. Francisco will be the direct point of contact and the Project Manager for the City of Diamond Bar. His primary responsibilities include financial reporting, client relations, quality control, staff supervision and training, disinfecting training, and COVID-19 onsite evaluations. Contact Information: (24/7 accessibility) Cell: (951) 776-7249 Office: (844) 780-2626 Email: Fmendoza@@execservices.biz GERARDO MEJIA QUALITY CONTROL SPECIALIST / BACKUP CONTACT Gerardo has recently joined EFF, Inc., but brings with him 20 years of experience. Gerardo's position is newly created with the sole purpose of improving and maintaining the quality control of the ongoing services for the City of Diamond Bar. Gerardo's responsibilities will include quality control, inventory inspections, training of employees, client relations, and staff supervision. Contact Information: (24/7 accessibility) Cell: (909) 327-7303 Office: (844) 780-2626 Email: gmejia@execservices.biz 14 EXECUTIVE FACILITIES SERVICES, INC. •Every person being considered for employment undergoes an in-person interview with a member of our management team. Each potential employee receives a new hire packet containing current tax, immigration, workers compensation labor code, and health benefits forms. Our human resources department uses the information to perform a thorough background check and to verify that each of our employees is legally able to work in the U.S.. •EFS, Inc. is ADA compliant and an Equal Opportunity Employer. We are committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws. This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. EFS, Inc. makes hiring decisions based solely on qualifications, merit, and business needs at the time. •EFS, Inc. will perform all background checks outlined in the RFP. This may include a Criminal Justice Information System investigation, Live Scan finger-printing and background check, a Superior Court of California criminal background check or other investigation required. •Once a potential employee is hired, they are monitored by one of our management staff while working alongside an experienced employee at a current client’s job site. •EFS, Inc. employees wear uniforms that are appropriate and identifies them as an employee of EFS, Inc. This includes full-length pants, a navy blue short-sleeve shirt with the EFS, Inc. logo on the left chest area, closed-toed shoes and all correct Personal Protective Equipment required while on property performing services for the City of Diamond Bar. •Training will cover the specific services, processes and scope of services for the City of Diamond Bar. •Employees will also wear identification issued by the City of Diamond Bar. •This training method ensures that each employee understands the standards that EFS, Inc. expects, and the services outlined in the scope of services provided by the City of Diamond Bar. •New employees will be monitored by the Operations Manager to ensure that if any additional re-training is necessary, it is performed immediately onsite. This method of employee training has proven to be successful over our 19 years of service and demonstrates to our clients that EFS, Inc.’s employees that perform janitorial, dayporter, and disinfecting services can exceed their expectations. TRAINING PROGRAMS To ensure consistency, accountability and competency throughout the organization, Executive Facilities Services, Inc. puts a high priority on recruiting, vetting, hiring and training our most valuable asset--our employees. Investing time in hiring qualified and dependable employees and equipping them with the tools they need to provide each client with excellent service is a hallmark of EFS, Inc. Recruitment, Hiring and Training New Employees 15 EXECUTIVE FACILITIES SERVICES, INC. TRAINING PROGRAMS Ongoing Training is a Shared Responsibility Training is an ongoing process at Executive Facilities Services, Inc. It’s a strategy and value we utilize whether in response to a change in employment law, OSHA or other government agency criteria, identified opportunities where we can do things even better or a change in processes or policies at a client’s business. It is also a way to invest in the future of EFS, Inc. employees, providing tools and supporting them so they can do and be their very best. Training janitorial employees is a shared responsibility within the EFS, Inc. organization. The owners, managers, and supervisors work together to establish training goals, identify, communicate and facilitate training and ensure that the related goals are met. Workplace safety is a top priority at EFS, Inc. Our supervisors perform nightly site inspections use observations and data to identify additional workplace safety training opportunities. Proper training can then be applied to ensure that employees are safely performing their required duties. EFS, Inc. documents and reports trainings for all personnel performing work under this contract. Trainings include refreshers in Cal/OSHA’s Injury and Illness Prevention Program (IIPP) standard, Cal/OSHA Hazard Communication standard, Emergency Action Plan standard, and Blood Borne Pathogen protocols. Additional on-the-job training is completed when a new product or procedure is to be implemented. Training extends to on-call staffing EFS, Inc. understands that emergencies, last-minute requests and special circumstances that require an infusion of additional staff can happen at any time. That is why EFS, Inc. maintains well-trained, regular and specialized on-call staff at all levels. EFS, Inc. has a large labor pool of established employees that are able to perform a wide variety of janitorial, disinfecting, and building maintenance services should the need arise. These employees undergo a LiveScan fingerprinting and background check are prepared to adhere to the requirements of City of Diamond Bar. EFS, Inc. will utilize these experienced and trained employees should back-up staffing be required. Executive Facilities Services, Inc. has numerous resources to ensure that the services outlined in the scope of services are completed day and night. 16 EXECUTIVE FACILITIES SERVICES, INC. SERVICE APPROACH AND METHODOLOGY Project Schedule and Work Plan In order to fully develop our approach to servicing the City of Diamond Bar facilities, EFS, Inc. we will revise the current Project Schedule/Work Plan. We have found this tool to be the most successful for ensuring excellent service for new and existing clients. The Project Schedule/ Work Plan is adhered to by all members of our team. This Project Schedule/Work Plan was developed and has been tested by Jim Ferraro, Company Owner, who is actively involved in all aspects of the business. We view our Project Schedule/Work Plan as a "living document" that continues to evolve based upon our clients’ site-specific requirements. All of our Operations Managers, Supervisors, site-specific lead employees, on-site employees, and support staff play a role in our Project Schedule/Work Plan. If EFS, Inc. is awarded the contract to provide janitorial and dayporter services at all of City of Diamond Bar commercial and retail buildings, a detailed Project Schedule/Work Plan for each location will be updated and provided to the City of Diamond Bar. EFS, Inc. Project Schedule/Work Plan will strictly adhere to the Cleaning Specifications that has been provided in the Invitation for Bid for janitorial and dayporter services for all City of Diamond Bar. The Project Schedule/Work Plan will also include the site-specific needs and/or requirements that are identified during our initial site visits with a representative from City of Diamond Bar in order to understand all needs. It all begins with an initial meeting with the appropriate the City of Diamond Bar property managers and the EFS, Inc. management team to thoroughly review and discuss all aspects of the Cleaning Specifications. If EFS, Inc. is awarded the contract, we will work closely with City of Diamond Bar staff to ensure that each location has been thoroughly cleaned nightly. Our Project Schedule/Work Plan will enable EFS, Inc. to create a detailed plan for performing the janitorial and dayporter services that are required as per the cleaning specifications that has been provided by the City of Diamond Bar. EFS, Inc. has reviewed the scope of services provided by each of the property managers and will utilize that information in our work plan. Through our 19 years of experience, this process allows us to monitor, schedule, and perform regular nightly janitorial services paired with dayporter services effectively and with little interruption to our clients. EFS, Inc. clearly understands the importance of providing thorough janitorial services for these locations and maintains the same attention to detail day in and day out to ensure that the City of Diamond Bar staff can be confident that the areas they are visiting have been cleaned properly. Francisco Mendoza, Operations Manager, will serve as the main point of contact for the City of Diamond Bar and its staff. Francisco Mendoza will be supported by Jim Ferraro, our management team members, and our administrative staff throughout the life of the contract. Gerardo Mejia, Quality Control Specialist, will be reporting directly to Francisco and working with the City of Diamond Barto ensure that service is exceeding expectations. Francisco Mendoza possesses excellent communication skills, and he has learned that ongoing communication is one of the keys to success in the service industry. 17 EXECUTIVE FACILITIES SERVICES, INC. •EFS, Inc. company owner leads the development of the Project Schedule/Work Plan required for each client and each site. •It clearly defines hours and work to be performed to ensure that the provision of EFS, Inc. services are most convenient for the client’s operations. •It reflects the scope of services provided in the Invitation for Bid. It will also include the site-specific needs and/or requirements identified during initial site visits. This information is vital to a successful and seamless startup of services. •It includes laminated pages consisting of the scope of services and work plans, floor plans, property maps (if needed), emergency contact numbers, and any additional necessary information identified during our initial site visits. •A proposed Project Schedule/Work Plan is included with this proposal and would be refine and implemented if EFS, Inc. is awarded this contract. •EFS, Inc. has included the Scope of Services provided in the IFB as an acknowledgment of the services listed, and to utilize the language within our Work Plan. PROJECT SCHEDULE/ WORK PLAN Our administrative staff will play a vital role in the ongoing daily communication with the representatives of the City of Diamond Bar and/or site-specific personnel. Francisco Mendoza and our Operations team will be responsible for the training of all new and existing EFS, Inc. employees that will be assigned to the City of Diamond Bar locations listed in this Invitation for Bid. Francisco Mendoza has extensive experience in the managing and training of our supervisors, our lead employees, and our front-line employees. Jim will continue to leading the development of the Project Schedule/Work Plan required for each site in the City of Diamond Bar. Jim has extensive experience in the development of Project Schedule/Work Plan that are based upon the client’s scope of services. The integration of individual site needs that are identified during the initial site visit are then incorporated into the Project Schedule/Work Plan. "Playbooks" are developed for each client site that we provide janitorial and dayporter services for that has multiple locations. These books contain laminated pages consisting of the scope of services, Work Plans, floor plans, property maps (if needed), emergency contact numbers, local authority phone numbers, and any additional information we identify as necessary during our initial site visits. We use our "Playbook" daily, performing functions such as employee training, site inspections by our supervisors, ongoing monitoring of quality control, site visits with our clients, and performance of janitorial and dayporter services. If EFS, Inc. is awarded this contract, the following Project Schedule/Work Plan would be included in our "playbook" for each site. Planning for a short window start-up period will require detailed planning and implementation according to the Project Schedule/ Work Plan. We realize that all parties will need to be flexible enough to respond to the challenges that may arise. A detailed Project Schedule/Work Plan is developed for each Executive Facilities Services, Inc. client and location. It is a "living document" that continues to evolve based on client’s site-specific requirements. 18 EXECUTIVE FACILITIES SERVICES, INC. QUALITY CONTROL HIGHLIGHTS: •EFS, Inc. is adding a dedicated Quality Control Specialist to monitor daily services, scheduled services, and inventory levels •Bi-monthly meetings with EFS, Inc's Operation Manager or Quality Control Specialist to review current services •Monthly inspection reports summarize any reported issues and how they were resolved. •Site visit schedules are developed weekly and unannounced, enabling EFS, Inc. to monitor and control the quality of service as well as interact with onsite employees on a regular basis. •A copy of our Building Inspection form can be found on the page following this one. Each time a site is visited by an EFS, Inc. supervisor, whether it be a service issue, a supply delivery or a weekly site visit, the form is completed by the supervisor. Operations Managers review all Building Inspection forms daily/nightly to ensure that any issues are addressed and resolved. •EFS, Inc. and its management team will ensure that each of City of Diamond Bar buildings remains secure during provision of services. The EFS, Inc. Operations Manager will train each employee on the proper door locking etiquette and alarm system protocols, and verify that all protocols are being followed. •EFS, Inc. has the responsibility of categorizing and storing highly specialized keys, access cards, and key fobs for clients. As can be seen from our current client list provided with the proposal, EFS, Inc. works with several cities, municipalities, and private and public entities. We store all client keys in a locked key box at our location in our headquarters's location in Riverside. This facility has 24-hour surveillance and an alarm system. •EFS, Inc. will not duplicate keys to any of City of Diamond Bar without permission. BUSINESS PERFORMANCE AND QUALITY CONTROL Executive Facilities Services, Inc. has learned from experience that the most effective method in ensuring quality service to our clients is through routine site visits. All sites serviced by EFS, Inc. are visited by supervisors on a bi-weekly basis in addition to regular supplies delivery and inspections. Also, the City of Diamond Bar sites will be visited by Jim Ferraro, Company Owner, Francisco Mendoza, Operations Manager, Gerardo Mejia, Quality Control Specialist, Vicky Rivera, Senior Night Supervisor, Melanie Lopez, Night Supervisor. All operations managers and supervisors carry a smart phone so they can respond quickly to requests for required or emergency services. During nightly visits to various sites, our staff members review and assess all aspects of the buildings included in the scope of services. If any issues are noticed by a staff member, the EFS, Inc. employee is made aware and the issues are addressed and resolved that evening. We believe that this is a foundational business practice between EFS, Inc. and its clients. It creates a fast-track line of communication between EFS, Inc. and our clients to ensure that they are receiving the highest of quality service. 19 EXECUTIVE FACILITIES SERVICES, INC. Reference: City of Thousand Oaks Contact: Elizabeth Perez, Facilities Manager Phone Number: (818) 449-2225 Email: edperezz@toaks.org Project Cost: $ 695,583 EFS, Inc. Staff Involved: Jim Ferraro, Christian Ferraro, RJ Storm-Larsen, Martin Borboa, Carlos Quiroz, Jorge Hernndez Executive Facilities Services, Inc. started services for the City of Thousand Oaks in July of 2020, and currently we service 11 of the City's buildings that are located throughout the City of Thousand Oaks. EFS, Inc. currently provides janitorial services to administrative, maintenance, and community centers throughout the City of Thousand Oaks. At each of the locations, EFS, Inc. is responsible for sweeping and mopping, vacuuming carpeted areas, horizontal surface disinfecting wipe downs, spot glass cleaning, restocking consumables, sanitizing all restroom fixtures, wiping down mirrors, removing trash, and replacing liners. EFS, Inc. has performed additional services such as: emergency water extraction, hot water extraction carpet cleaning, hard floor services, window cleaning, emergency disinfecting services, and power washing. Service Date: Awarded contract in May of 2020 REFERENCES 4720 EXECUTIVE FACILITIES SERVICES, INC. Reference: Dignity Health Organization Contact: Tom Sullivan, Director of Operations Facilities Services Phone Number: (951) 450 - 2311 Email: tom.sullivan0001@dignityhealth.org Project Cost: $ 610,060.12 EFS, Inc. Staff Involved: Jim Ferraro, Robert Ornelas, Jorge Luis, RJ Storm-Larsen, Martin Borboa, Carlos Quiroz, Bryant Chicas, In 2014, EFS, Inc. acquired Excellent Building Maintenance and began servicing Dignity Health Medical Foundation clinics throughout Ventura County. In late September of 2018, Dignity Health Medical Foundation, contacted Executive Facilities Services, Inc. regarding starting up janitorial and carpet / floor services for 26 sites throughout Santa Cruz County. Executive Facilities Services, Inc. successfully responded to this request without any service issues. EFS, Inc. has since maintained and serviced the contract held with Dignity Health Medical Foundation, while adding new locations in both Santa Cruz and Northern Los Angeles. The list of additional services now includes interior and exterior window washing, power washing, and emergency clean-up services for the various locations we service in Central and Southern California. Service Date: Awarded contract in 2014 REFERENCES 21 EXECUTIVE FACILITIES SERVICES, INC. Reference: Conejo Recreation & Park District Contact: Mr. Tom Hare, Administrator Phone Number: (818) 381-1230 Email: tthare@crpd.org Project Cost: $279,045.00 EFS, Inc. Staff Involved: Jim Ferraro, Martin Borboa, Carlos Quiroz, RJ Storm-Larsen, David Soto, Bryant Chicas Executive Facilities Services, Inc. acquired Excellent Building Maintenance in January 2014 and at that time assumed responsibility for the servicing of 10 Conejo Recreation & Park District locations. EFS, Inc. currently provides janitorial services to numerous locations of outdoor restrooms and community centers throughout the City of Thousand Oaks. At each of the locations within the Conejo Recreation & Park District EFS, Inc. is responsible for restocking consumables, sanitizing all restroom fixtures, wiping down mirrors, removing trash, and replacing liners. EFS, Inc. has performed additional services such as: emergency water extraction, hot water extraction carpet cleaning, hard floor services, window cleaning, and power washing. Service Date: Awarded contract in January 2014 •Were underbid during the RFP process in 2016 and ceased services in June of 2016 •Were contacted to resume services effective November 2016 CLIENT REFERENCES 22