Full Text
PROFESSIONAL SERVICES AGREEMENT At,l THIS PROFESSIONAL SERVICES AGREEMENT, made this J day of 4en1aey, 2014, between the City of Moscow, Idaho, a municipal corporation of the State of Idaho, 206 East Third Street, Moscow, Idaho, 83843 (hereinafter "CITY") and ABM Janitorial Services - South Central, Inc., 16 East Columbia Drive, Kennewick, Washington, 99336, and, locally at 610 North Almon Street, Moscow, Idaho, 83843 (hereinafter "JANITOR"): W I T N E S S E T H : WHEREAS, CITY is in need of janitorial services for City Hall, Moscow Police Station, Eggan Youth Center (hereinafter Youth Center), Fire Station No. 3, the Hamilton Indoor Recreation Center (HIRC), City Shop, Water Department [two buildings], Waste Water Treatment Plant, Paul Mann Building, and the Intermodal Transit Center in Moscow, Idaho, and has requested JANITOR to undertake the duties of the necessary janitorial services upon the terms and conditions hereinafter expressed: NOW, THEREFORE, IT IS HEREBY AGREED AS FOLLOWS: A. NON-APPROPRIATION CONTINGENCY: This Agreement is contingent upon CITY receiving the necessary funding to cover financial obligations of CITY. In the event that such funding is not received or appropriated, then, and in that event, CITY's obligations under this Agreement shall cease and each party shall be released from further performance under this Agreement without any liability to the other party. B. TERM: The term of this Agreement shall be effective from February 9, 2014 through February 9, 2017. C. REMUNERATION: CITY will pay JANITOR for such services during the term of this Agreement as follows: 1. An amount not to exceed Ninety Three Thousand Four Hundred Thirty One Dollars and 62 Cents ($93,431.62) per month from February 9, 2014 through February 5, 2015; and 2. An amount not to exceed Ninety Eight Thousand Two Hundred Eighty One Dollars and 92 Cents ($98,281.92) per month from February 8, 2015 through February 4, 2016; and 3. An amount not to exceed One Hundred and One Thousand Two Hundred Thirty Dollars and 44 Cents ($101,230.44) per month from February 7, 2016 through February 9, 2017; and JANITOR is to be paid upon receipt of a signed affidavit and detailed work summary for the prior month's service. In addition, each invoice shall include a calendar of PROFESSIONAL SERVICES AGREEMENT- JANITORIAL (2014-2017) PAGE 1 OF7 2-0I'-/ - I l ---PAGE BREAK--- planned activities for the next quarter of the year (three months forward from date of invoice). INDEPENDENT CONTRACTOR: JANITOR shall be an independent contractor and not an employee of CITY and shall comply with all the duties hereinafter set forth and shall use JANITOR's best efforts to carry out daily service duties, weekly service duties, service duties, service duties, bi-annual service duties, and semi-annual service duties. D. DUTIES: JANITOR shall perform all duties according to commonly accepted industry standards and practices in conformance with the Cleaning Quality Requirements and Supplemental Instructions (Exhibit attached hereto and incorporated by reference to this Agreement. 1. Daily Service shall be performed in conformance with the following schedule: 5 days per week (Mon-Fri) in the Moscow Police Station 5 days per week (Sun-Thurs) in the City Hall 5 days per week (Sun-Thurs) in the Eggan Youth Center 5 days per week (Sun-Thurs) in the Paul Mann Building 5 days per week (Sun-Thurs) in the Fire Station No. 3 5 days per week (Sun-Thurs) in the Hamilton Indoor Recreation Center 5 days per week (Sun-Thurs) in the two Water Department buildings 5 days per week (Sun-Thurs) in the Waste Water Treatment Plant 5 days per week (Sun-Thurs) in the City Shop 5 days per week (Sun-Thurs) in the Intermodal Transit Center 2. JANITOR shall perform the following Daily Services: a. Empty all waste baskets and dispose of contents as appropriate. b. Empty, sanitize, and re-line interior of sanitary containers. c. Sweep and/or dust mop and/or vacuum all floor surfaces. d. Dust cleared desks, chairs, tables and other office surfaces. e. Dust counters, file cabinets, all ledges and other surfaces within reach. f. Wet-mop restrooms, locker rooms, tile, and concrete floors. g. Clean and sanitize sinks, toilets, urinals and other restroom fixtures. h. Clean mirrors. h. Wipe down stall walls in restrooms. 1. Clean and refill all restroom dispensers. J. Clean entrance doors and entrance glass, interior and exterior (weather permitting), and any inside glass partitions, panels, or inside-of-the-building windows. k. Clean and sanitize drinking fountains. 1. Vacuum all carpets including elevator. PROFESSIONAL SERVICES AGREEMENT- JANITORIAL (2014-2017) PAGE20F7 ---PAGE BREAK--- m. Keep Janitor closets clean and orderly. n. Wipe clean all sinks, counters and tables in conference rooms and kitchens. o. Sweep and/or vacuum stair landings and steps of south and north staircases in City Hall. p. Clean interior panels/walls and threshold of elevator cab. 3. JANITOR shall perform the following Weekly* Service: a. Damp mop all wood, vinyl and tile floors *Youth Center, HIRC, and City Hall floors shall be done three days per week: Sunday, Tuesday and Thursday. Use City supplied auto scrubber on HIRC floors b. Remove scuff marks as necessary. c. Clean interior glass up to ten feet low glass. d. Clean cleared desk tops, counter tops, file cabinets, wastebaskets, drawer faces. e. Clean light fixture exteriors. f. Dust all woodwork, walls, partitions and storage cubbies in the HIRC gym and the Youth Center. g. Wash and clean restroom walls and kitchen walls near sinks, trash cans and ranges. h. Clean stains or spots on carpets. No other carpet or upholstery cleaning is required under this Agreement. L Sweep and/or vacuum stair landings and steps including exterior landings and entrances. k. Buff all tile, wood and terrazzo floors to maintain a high shine. 1. Vacuum all upholstered furniture. n. Specified office machines shall be cleaned and dusted as indicated by building personnel. 4. JANITOR shall perform the following Service: a. Dust all high areas over six feet in height. b. Wet mop stair landings and steps. c. Vacuum dust from all heat and air vents. 5. JANITOR shall perform the following Bi-Annual Services (six times per year): Strip, scrub, wax, and machine polish all tile, vinyl and terrazzo floors. 6. JANITOR shall perform the following Semi-Annual Services (two times per year): a. Clean all interior glass over ten feet (1 - high glass. b. Clean/vacuum all Venetian blinds, curtains, and/or draperies. c. Wash and clean all walls as directed by the Facilities Manager or Facilities Supervisor. d. Disassemble and clean insects and dust from ceiling light fixtures (Spring and Fall). PROFESSIONAL SERVICES AGREEMENT-JANITORIAL (2014-2017) PAGE3 OF7 ---PAGE BREAK--- E. ADDITIONAL DUTIES. JANITOR: 1. will be responsible for securing buildings upon completion of work. Waste Water Treatment Plant main gate will be kept closed while cleaning crew is on site to prevent unauthorized access. Access code to Waste Water Treatment Plant is required and will be furnished. 2. will be responsible to see that all work is completed between 6:00 p.m. and 7:00 a.m. except Sundays, provided that JANITOR shall work around meetings in said buildings taking place after 6:00 p.m. Work at the Police Station will be completed during regular business hours unless otherwise approved. 3. shall provide a schedule of periodic floor cleaning dates in advance. Each invoice shall include a calendar of planned activities for the next quarter of the year (three months forward from date of invoice), Item C of this Agreement. 4. will attend a meeting with appropriate CITY officials for the purpose of evaluating the previous month's work. 5. shall report material and supply needs on a weekly basis (preferably Mondays) to the Parks and Facilities Manager or the Facilities Supervisor, with the intent of having enough supplies on hand at all facilities for the work week. F. SUBCONTRACTING: The duties and work described above and herein shall be accomplished by JANITOR and shall not be subcontracted by JANITOR to other parties. G. INSURANCE/WITHHOLDINGS: JANITOR expressly understands and agrees that JANITOR shall be fully responsible for JANITOR's workers compensation insurance, State and Federal withholding taxes, FICA withholding, etc. JANITOR further agrees that JANITOR shall be solely responsible for JANITOR's employees; and, further, JANITOR shall carry all applicable workmen's compensation insurance on said employees, if applicable. JANITOR agrees to indemnify and hold CITY harmless for any damages or claims of whatever nature of JANITOR or JANITOR's employees. H. INSURANCE: JANITOR warrants that it shall obtain and will maintain at its expense for the duration of this Agreement, statutory worker's compensation coverage, employer's liability and comprehensive general liability insurance coverage. The comprehensive general liability insurance shall have at a minimum a coverage of at least Five Hundred Thousand Dollars ($500,000) per claim and One Million Dollars ($1,000,000) aggregate. The amounts of such insurance shall not be deemed as a limitation of the indemnity and hold harmless covenant contained herein, and in the event CITY becomes liable for an amount in excess of such insurance coverage, JANITOR shall indemnify and hold CITY free and harmless for the whole thereof. JANITOR shall furnish CITY with policies or certificates of insurance to demonstrate that it has procured such insurance and CITY has been named as an additional insured therein. Such policies or certificates shall contain the following provision: PROFESSIONAL SERVICES AGREEMENT-JANITORIAL (2014-2017) PAGE40F7 ---PAGE BREAK--- "It is agreed that City of Moscow, State of Idaho, is added as an additional insured under this policy and the coverage provided hereunder shall be primary insurance and not contributing with any other insurance available to City under any other third party liability policy. It is further agreed that the 'other insurance' condition of this policy is amended to conform therewith." Such policies or certificates of insurance shall contain the covenant of the insurance carrier that thirty (30) days written notice shall be given to CITY prior to modifications, cancellations or reduction in coverage of such insurance. I. TERMINATION: This Agreement may be terminated without cause at any time by CITY giving JANITOR thirty (30) calendar days notice in writing of its intention to terminate the same. J. MISSED DAYS: A prorated deduction shall be made from the installment for any and all scheduled days during a month in which a building is not cleaned. K. BONDING: JANITOR shall obtain, at JANITOR's sole expense, a fidelity bond in the amount of Five Thousand Dollars ($5,000) per employee. Such bond must be furnished to CITY within five days of commencing work under this Agreement. Such bond shall apply to all work performed pursuant to this Agreement, whether actually performed by JANITOR, JANITOR's employees, or subcontractors. In lieu of such bonding, JANITOR may substitute an insurance policy that provides coverage at least as extensive as the bond herein required, provided, however, that such substitute coverage continues uninterrupted during the full term of this Agreement and is approved by CITY prior to substitution by JANITOR. JANITOR shall inform CITY of any change in substitute coverage within thirty (30) days prior to such change. L. JURISDICTION AND VENUE: It is agreed that this Agreement shall be construed under and governed by the laws of the State ofldaho. In the event oflitigation concerning it, it is agreed that proper venue shall be the District Court of the Second Judicial District of the State of Idaho, in and for the County of Latah. M. INDEMNIFICATION: JANITOR waives any and all claims and recourse against CITY, including the right of contribution for loss and damage to persons or property arising from, growing out of, or in any way connected with or incident to JANITOR's performance of this Agreement, except for liability arising out of the sole negligence of CITY or its officers, agents, or employees. Further, JANITOR shall indemnify, hold harmless, and defend CITY against any and all claims, demands, damages, costs, expenses, or liability arising out of JANITOR's performance of this Agreement, except for liability arising out of the sole negligence of CITY or its officers, agents, or employees. If CITY is determined to be solely negligent by a final decision in a court oflaw and such sole negligence by CITY directly results in judgment(s), costs, and/or expenses to JANITOR, then PROFESSIONAL SERVICES AGREEMENT- JANITORIAL (2014-2017) PAGES OF 7 ---PAGE BREAK--- CITY shall reimburse JANITOR for the portion of such judgment(s), costs and/or expenses attributed to CITY as a result of such determination of CITY's sole negligence. N. MODIFICATION: This Agreement constitutes the entire agreement between CITY and JANITOR. No agreements, amendments, modifications, implied or otherwise, shall be binding on any of the parties unless set forth in writing and signed by both parties. 0. SEVERABILITY: The illegality, invalidity or unenforceability of any term, condition, or provision of the Agreement shall in no way impair or invalidate any other term, condition, or provision of the Agreement. All such other terms, conditions, and provisions shall remain in full force and effect. P. AGREEMENT DOCUMENTS: This Agreement consists of the following documents: 1. This Agreement; and 2. Cleaning Quality & Requirements and Supplemental Instructions (Exhibit IN WITNE WHEREOF the pa1ties hereto have set their hand this 2014. o/r17, ;Jw'4 Lr*'111 +1lif •kv d I e,..4 3.l' 4 &n1tqpr ark Boehne, Authorized Agent ABM Janitorial Services - South Central, Inc. (208) 882-1421 CITY OF MOSCOW: Bill Lambert, Mayor PROFESSIONAL SERVICES AGREEMENT- JANITORIAL (2014-2017) et- At>dl l day of PAGE 6 OF 7 ---PAGE BREAK--- STATE OF IDAHO ) ) ss: County of Latah ) ACKNOWLEDGMENT On this l 1i 0 day o5' 2014, before me, a Notary Public in and for said State, appeared, known to me to be the person named above and acknowledged that he executed the foregoing Professional Services Agreement as the duly authorized representative for ABM Janitorial Services- South Central, Inc.. < L Notary Public for the State of IA a / · Residing <00 Onu.:_)*no E { N1 1AR;\ & My commission expiresŘ \Cb/ Ile : . : - Puauc i '9'1 • 03 05 . - ,2 • ' o/;01234 PROFESSIONAL SERVICES AGREEMENT- JANITORIAL (2014-2017) PAGE 70F7 ---PAGE BREAK--- EXHIBIT CLEANING QUALITY AND REQUIREMENTS AND SUPPLEMENTAL INSTRUCTIONS Services performed under this Agreement shall be subject to inspection and approval by the City. These requirements are an outline of general expectations of cleanliness, but are not meant to replace or supersede the latest industry standards or materials and equipment manufacturer's recommendations. Each of the Janitor's employees shall be equipped with the necessary equipment to carry out the proper performance of the cleaning as specified. This equipment shall be available and in possession of the Janitor's employees at all times while carrying out their duties. This Exhibit outlines the minimum acceptable quality standards: A. Floor Maintenance 1. General. For all operations where furniture and equipment must be moved, no chairs, wastepaper baskets, or other similar items shall be stacked on desks, tables, or window sills. This is necessary to avoid damage and to avoid disturbing work on the desks. Upon completion of work, all furniture and equipment must be returned to its original position. Baseboards, walls, stair risers, furniture, and equipment shall in no way be splashed, disfigured, or damaged during these operations. Proper precautions shall be taken to advise building occupants of wet and/or slippery floor conditions. This applies during inclement weather, as well as during cleaning operations. All tools and equipment shall be maintained in clean condition at all times and neatly stored each night in the assigned storage areas. 2. Sweeping and Damp-Mopping. After sweeping and damp mopping operations, all floors shall be clean and free of dirt streaks; no dirt shall be left in comers, behind radiators, under furniture, behind doors, or on stair landings and treads. No dirt shall be left where sweepings were picked up. There shall be no dirt, trash, or foreign matter under desks, tables, or chairs when task is completed. 3. Wet Mopping. The floors shall be properly prepared, and thoroughly swept to remove visible dirt and debris; this includes removal of wads of gum, tar, and similar substances from the floor surface. On completion of the mopping and scrubbing, the floors shall be clean and free of dirt, water streaks, mop marks, string, etc. Floors shall be properly rinsed and dry mopped to represent an overall appearance of cleanliness. All surfaces shall be dry and comers and cracks clean after wet mopping or scrubbing. 4. Finishing and Buffing. Proper preparation of a floor, before refinishing, is considered the most important procedure in floor maintenance. Therefore, special attention shall be given to the following requirements: apply proper finish removers, stripping agents and EXHIBIT PAGE I OF 10 ---PAGE BREAK--- detergents to the floor. Scrub with a floor-scrubbing machine or agitate with a mop to remove all dead finish, soap film, dirt, and stains. Pick up dirty solution with mop, squeegee, or wet-vacuum, and thoroughly rinse with clean water and dry. Finish shall be applied in a thin, even coat. The number of coats applied will depend on the type and condition of floor. 5. Damp Mopping and Buffing. At the stated frequencies, floors shall be damp-mopped and buffed between regular finishing operations. The floor shall be prepared by sweeping to remove all visible dirt and debris; damp-mop with a clean mop that has been dampened in clean-cold rinse water. The floor area shall then be machine buffed to a polished appearance. 6. Rug Vacuuming. The rug or carpet area is to be vacuumed to remove all dirt, dust, and litter. The rug is to be vacuumed to remove all obvious surface dirt from traffic areas and from under furniture. Obvious surface dirt referred to is any visible foreign matter found on the floor, rug, or carpet surface. 7. Miscellaneous. a. Rugs & Entrance Mats. After each thorough vacuuming, all rugs shall be clean, free from dust balls, dirt, leaves, ice melt product, and other debris. b. Toilets. Special attention shall be given to floors around urinals and commodes for elimination of odors and stains and to provide a uniformly clean appearance throughout. B. Dusting Normal or low dusting includes all levels up to six feet in height. All high dusting will be over six feet in height up to ceiling level. Dust shall not be moved from spot to spot, but removed directly from the areas in which it lies by the most effective means such as appropriately treated dusting cloths, specialized vacuum tools, etc. When performing high dusting, dust shall not be allowed to fall from high areas onto furniture and equipment below. Dusting devices which merely displace or redistribute the matter, such as feather dusters, will not be used unless treated to attract and hold matter. The following conditions shall exist after the completion of each dusting task: 1. There shall be no dust streaks on surfaces. 2. Comers, crevices, moldings, and legs shall be free of all dust. 3. There shall be no oils, spots, or smudges on dusted surfaces caused by dusting tools. 4. Cobwebs will be removed. 5. Any articles moved to accomplish the task shall be returned to their original position. C. Damp-Wiping This task consists of using a clean damp cloth or sponge to remove all dirt, spots, streaks and smudges from walls, glass and other specified surfaces and then drying to provide a polished appearance. The wetting solution shall contain an appropriate cleaning agent. When damp wiping in toilet areas, a multipurpose (disinfectant-deodorizing) cleaner shall be used. EXHIBIT PAGE2OF 10 ---PAGE BREAK--- D. Bright Metal Polishing Bright metal polishing may be performed by damp wiping and drying with a suitable cloth if a polished appearance may be attained. However, if a polished appearance cannot be produced, an appropriate metal polish shall be used. E. Facility Policing This job includes performance of the following tasks at the stated frequencies: picking up and removing from inside the building all paper, trash, empty bottles, wads of gum, spots of tar, and other foreign substances or other discarded materials; mopping up wet areas caused by spillage, accidents, or inclement weather. F. Glass Cleaning 1. Cleaning of glass is cleaning the inside glass surfaces within reach and the surrounding boundary of the applicable area. After each washing operation, all glass shall be clean and free of dirt, grime, streaks, excessive moisture and shall not be cloudy. Window sashes, sills, woodwork surrounding interior glass and other such surroundings shall be thoroughly wiped free of drippings, watermarks, dust, and dirt. 2. Any items moved to accomplish glass cleaning are to be returned to their original positions upon completion of tasks. G. Porcelain Ware and Chrome/Stainless Steel Cleaning 1. Porcelain and Chrome/Stainless Steel fixtures (drinking fountains, wash basins, urinals, toilets, etc.) shall be clean and bright. There shall be no dust, spots, stains, rust, green mold, encrustation or excess moisture. 2. Walls and floors adjacent to fixtures shall be free of spots, drippings, and water marks. 3. Drinking fountains shall be kept free of trash, ink, coffee grounds, etc., and nozzles free from encrustation. H. Spot Cleaning Following this cleaning operation, smudges, marks, liquids, stains, or spots shall have been removed from the designated areas, carpets, mats, or fixtures, without causing discoloration. Spot cleaning is required only in immediately affected areas. I. Disinfecting Applications of a germicidal solution to surface kill or neutralize 99.9% of the material containing or supporting the growth of bacterial/viral organisms. Surfaces should remain "wet" for a minimum of ten minutes or per manufacturer's recommendations. J. Dispenser Cleaning and Servicing Dispenser cleaning/servicing requires damp-wiping dispensers with a disinfectant, checking/filling of all paper towel, toilet tissue, seat covers, soap, and/or any other dispensers which may be identified by the City. Dispensers to be left in a disinfected, dusted, clean uniform appearance, shining where applicable. EXHIBIT PAGE 3 OF 10 ---PAGE BREAK--- K. Blinds Blinds shall be cleaned by vacuum or professional dusting device, treated to attract matter. Blinds shall be free of dust and provide an overall clean appearance. K. Trash and Recycling Receptacles Clean and disinfect receptacles as needed, by wiping and/or washing exterior/interior of receptacle and/or flap with a germicidal cleaner and the replacement of the appropriate sized plastic liner. L. Restroom and Shower Stall Cleaning Procedures to include removal of trash, graffiti markings, cleaning of floors, fixtures, urinals, toilets, receptacles, faucets, handles, dispensers, walls, partitions, stalls, and doors with a germicidal cleaner. All glass, chrome, and stainless steel surfaces shall be cleaned and buffed to a shine. Plastic surfaces shall be clean and dust free. L. Carpet Cleaning Carpet cleaning shall be accomplished through shampooing and/or steam extraction, subject to advance approval by the Parks and Facilities Manager or the Facilities Supervisor. M. SDS Books Janitor to maintain current, up-to-date, Safety Data Sheet books/folders at each specified location. SUPPLEMENT AL INSTRUCTIONS A. GENERAL 1. Quality cleaning will be required, including full performance of all specified daily services on the first official working day of the Agreement period. 2. The Janitor shall supply City with a current list of employees assigned to clean City facilities. The list shall be updated as employee turnover occurs. 3. The Janitor shall prohibit his or her employees from disturbing papers on desks, opening desk drawers or cabinets, or using telephone or office equipment provided for official City use. 4. The Janitor shall require his or her employees to comply with the instruction pertaining to conduct and building regulations issued by duly appointed officials. 5. The Janitor shall either notify each employee when first hired of the locally applicable wage rates Janitor is required by law to pay or shall post said wage rates on his/her employee bulletin board. 6. The Janitor is responsible for damage caused due to negligence in the performance of this Agreement. 7. The Janitor shall provide all equipment and cleaning supplies required. EXHIBIT II A" p AGE 4 OF 10 ---PAGE BREAK--- 8. All cleaning must be done in conformance with safety and other local laws and regulations. 9. Janitor's employees are not allowed to make decisions as to whether or not a particular area or room in a facility needs to be cleaned or not. If the item is included in this Agreement, the Janitor's employee will be required to perform the cleaning service as detailed. 10. All exterior windows are excluded from this Agreement, except for entry way glass and sidelights. 11. Except for weekly spot and stain cleaning, no other carpet cleaning is contemplated under this Agreement. 12. All Janitor's employees, when in or on City property performing cleaning or inspection duties, must have an Employee Identification photo card attached to themselves via a neck lanyard. Said card to include the employee's name and date of hire, along with the name of the Janitor in a clear and concise manner. 13. All Janitor's employees, when in or on City property performing cleaning or inspection duties, must be wearing a uniform shirt or uniform with the Janitor's name clearly printed or embroidered on the front of the shirt. Janitor's employees shall be neat and clean in appearance at all times. 14. Janitor shall provide adequate personnel, trained in proper cleaning and janitorial methods and techniques to properly and satisfactorily maintain City facilities on a day-to day basis during the scheduled times indicated. Janitor must demonstrate the ability to provide trustworthy, reliable employees and shall make a good faith effort to retain the employees on the same schedule in the same area for as long as possible. If a change in staff is necessary, City shall be notified prior to the change if possible or quickly thereafter. In addition, janitorial staff shall have the ability to: A. Read, write, speak and understand the English language; B. Have the necessary public relation skills to deal with City employees and customers in a professional, courteous, businesslike manner; C. Pass a criminal background check; and D. Understand written and oral rules and regulations and apply them in a tactful and non-confrontational manner. 15. City will be the sole judge of the efficiency and acceptability of each janitorial employee's performance while on site. City reserves the right to require the Janitor to remove any janitorial personnel from further duty at City facilities, without cause and without the right to recover damages by such janitorial employee or by the Janitor from the City. The Janitor shall remove and replace an individual janitorial employee when requested to do so by the City. 16. Provide a Project Manager who shall be responsible for the performance of the Services and remain the Janitor's contact person for the duration of the Agreement. The Project Manager shall establish a routine for communications with the City Facilities Manager to EXHrBIT PAGE 5 OF 10 ---PAGE BREAK--- provide a prompt and timely response to any concerns or problems that may arise. Time and frequency of meetings may vary as determined by the Facilities Manager or designee. The Project Manager shall be readily available to review overall performance, deal with emergency callouts, receive special instructions regarding cleaning items, or discuss other pertinent issues regarding Services or Janitor's performance. 17. Provide to the Facilities Manager, and post in all janitorial closets, Safety Data Sheets for all chemicals used or stored in the buildings. 18. Provide adequate field supervision to ensure janitorial staff arrive at assigned posts on time, perform their duties as described, and provide backup as needed during required work hours. A daily checklist shall be completed by each janitorial employee, indicating completion of daily work tasks as detailed herein. Completed checklists to be legibly signed, dated, and left onsite in a log book provided by Janitor. A written plan for providing supervision must be included with the proposal submittal, along with a daily checklist sample. 19. Develop an internal monitoring system to ensure service quality, which shall include regularly scheduled written inspections with a copy to the Facilities Manager. The Facilities Manager may choose to inspect with the Janitor. A written plan for such regular evaluations must be included with the proposal submittal. 20. Break down any cardboard boxes generated by supplies, materials, equipment, and other consumables and place in the appropriate dumpster. 21. Report to the Facilities Manager immediately upon discovery any vandalism and/or damage to City property. 22. Inform employees that City equipment, computers, refrigerators, closets, office supplies, telephones, copiers, are off limits to the Janitor or the Janitor's employees. 23. The Police Department shall be cleaned between the hours of 7:00 a.m. and 9:00 a.m. only, Monday through Friday, unless an alternative arrangement has been made with the Facilities Manager. All other buildings shall be cleaned after normal City working hours. It is normal for City Hall to have meetings in the evenings; janitorial work shall not interfere with said meetings, and work must be scheduled around these activities. Meeting schedules are posted on the City website as a means of reference. 24. Security must be maintained at all facilities, no doors to be propped open or left unsecured. Key access will be provided to various City facilities by the Facilities Manager or designee; Janitor is responsible for key sets and their return upon conclusion of this Agreement. Janitor will be provided sign in/out procedures as needed during the course of this Agreement, and is responsible to assure City procedures are followed. B. STORAGE SP ACE, JANITOR'S CLOSETS AND LOCKER ROOMS Space available in the buildings for this purpose will be assigned to the Janitor for the storage of bulk supplies and the equipment to be used in the performance of work under this Agreement. All space shall be kept in a neat, orderly condition. EXHIBIT PAGE60F 10 ---PAGE BREAK--- Janitor's closets, located at various points throughout the buildings, may be used by the Janitor for storing equipment including mops, brooms, dust cloths, and other items. These closets and the stored equipment shall be clean and in order. Failure to keep any of the facilities described above in a clean condition may result in the withdrawal of the privilege of using them. City shall not be responsible in any way for damage to the Janitor's stored supplies, materials or equipment, the supplies, materials or equipment kept throughout the building in Janitor's closets, or the Janitor's employees' personal belongings brought into City buildings. EXHIBIT"A" PAGE70F 10 ---PAGE BREAK--- BUILDING FLOOR AREAS AND TYPE Net Square Building Footage City Hall Main Floor Finance Director's Office 180 Finance Office and Hall 1,086 Copy room 61 Entry and main lobby 1,085 Men's restroom 55 Women's restroom 100 North corridor 50 215 Elevator vestibule 65 Art Director's Office 194 Conference room 306 Second Floor Council chambers 1,635 Lunch room 340 Mayor's Office 180 Hall (out of conference room) 70 Elevator vestibule 65 Men's restroom 105 Women's restroom 225 New corridor 190 Lobby 565 (Plus two sets of stairs, landings and elevator) Third Floor City Supervisor's Office 324 Administration I Reception 360 Human Resources 270 Grants Coordinator 171 Hallways 954 Information Systems 252 City Attorney 204 City Clerk 100 Legal 513 Janitor closet 65 Men's restroom 72 Women's restroom 104 Utility room 24 EXHIBIT Type Floor carpet carpet carpet terrazzo tile tile tile carpet carpet carpet carpet carpet carpet carpet carpet carpet ceramic ceramic carpet carpet carpet carpet carpet carpet carpet carpet carpet carpet carpet vinyl vinyl vinyl vinyl PAGE 8OF10 ---PAGE BREAK--- BUILDING FLOOR AREAS AND TYPE Net Square Building Footage Type Floor Police Station (East Side) Restrooms ( 4) 251 tile Training room 504 car[ et Offices 1,395 carpet Break room 300 tile Copy room/records room 220 carpet Hallways 4051405 tile/carpet Reception 180 carpet Lobby 120 / 120 tile/carpet Interview rooms 1 12 carpet Police Station (West Side) Hallways 708 carpet Offices 975 carpet Restroom 110 concrete Report writing room 328 vinyl Exercise room 355 carpet Kitchen 30 tile Two sets of stairs concrete Locker room 304 tile \Vomen's locker room 54 carpet Lobby 90 tile Youth Center Restrooms 285 tile Offices 677 carpet Main room 2,378 tile TV room 611 carpet Hallways 774 tile Kitchen 96 tile Paul Mann Building Restroom 150 tile/vinyl Offices 484 carpet Building office / lobby 1,284 carpet Engineering 725 carpet Copy room 84 tile Break room 228 carpet Two sets of stairs vinyl EXHIBIT"A" PAGE 9 OF lO ---PAGE BREAK--- BUILDING FLOOR AREAS AND TYPE Net Square Building Footage Fire Station No. 3 Vestibule 140 / 197.5 Lobby 144 Hallway 95 Office Area 681 Training Room 589 Restrooms 114 Hamilton Indoor Recreation Center (HIRC) Vestibule 95 Lobby 1,490 Offices 456 Equipment room 527 \Vomen's locker room 597 Men's locker room 533 North hallway 645/259 Gymnasium 10,923 Multipurpose room 2,638 Small kitchen 49 Offices/Conference Room 2,906 Restrooms 251 Break rooms 247 Lobby/hallway 1,583 Vestibule 79 Intermodal Transit Center Offices/Conference Room 2,985 Restrooms 251 Lobby/main hallway 1,583 Break rooms 247 City Shop Streets Offices 317 Streets Break Room 310 Break Room rest room 34 Shop rest room 43 Parks Office 135 Parks Break Room 214 EXHIBIT Type Floor walk-off mat/tile tile carpet carpet carpet tile carpet carpet carpet concrete concrete concrete tile/carpet wood tile tile carpet tile vinyl ceramic tile ceramic tile walk-off carpet tile carpet tile ceramic tile ceramic tile vinyl carpet epoxy coated cement epoxy coated cement ceramic tile carpet tile PAGE 10 OF 10