2012-27918 Resoi
RESOLUTION NO. 2012-27918
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, APPROVING AMENDMENT NO. 2 TO THE
CONTRACT BETWEEN THE CITY AND PROFESSIONAL BUILDING
SERVICES, DATED AUGUST 3, 2011, FOR CITYWIDE JANITORIAL
SERVICES; SAID AMENDMENT ADDING THE FOLLOWING
LOCATIONS: HISTORIC CITY HALL; POLICE SUBSTATION; NORTH
END OCEAN RESCUE HEADQUARTERS; AND BEACHFRONT
RESTROOMS; AND INCREASING THE CONTRACT, IN THE AMOUNT
OF $22,559.63 PER MONTH.
WHEREAS, on July 13, 2011, the City Commission awarded contracts for Janitorial
Services Citywide, pursuant to Invitation to Bid (ITB) No. 13-10/11, to the following
contractors: ISS Facility 9
Services Inc., Omarcio Cleaning Services, Inc., Performance
Cleaning Group, and Professional Building Services (PBS); and
WHEREAS after the execution of contracts it was noted that three 3 of the
locations, Historic City Hall, Police South Substation, and North End Headquarters/Ocean
Rescue, had been omitted from the ITB, and needed to be added via Amendment; and
WHEREAS, on November 7, 2011, the City's Procurement Department issued a
request for quotes for the additional janitorial work at the aforementioned locations, and also
the beachfront restrooms, to all four (4) vendors awarded contracts pursuant to the ITB; and
WHEREAS, a Technical Review Panel convened on December 7, 2011, and
recommended award of the additional janitorial work to PBS; and
WHEREAS, PBS' proposal compares favorably with the City's current budgeted cost
of $250,510 per year for beachfront restrooms janitorial services, and would generate Fiscal
Year 2012/13 savings of $73,146 (29% cost reduction from current budgeted cost) and
recurring annual savings of$80,019 (31% cost reduction) beginning in FY 2013/14; and
WHEREAS, at its 4/19/12 meeting, the Finance and Citywide Projects Committee
recommended bringing the item to the full Commission, providing for extended operating
hours at beachfront restrooms and specific maintenance quality standards; and
WHEREAS, even after the additional maintenance cost impact of extended restroom
operating hours, the City will still realize modest cost savings, while benefitting from three
times the current janitorial service coverage; and
WHEREAS, Fiscal Year 2012/13 savings are projected to be $12,116, or a 5%
reduction from the current budgeted amount, and FY 2013/14, would be $18,988, or a 7%
reduction from the current budgeted amount.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission hereby approve Amendment No. 2 to the contract between the City and
Professional Building Services, dated August 3, 2011, for Citywide Janitorial Services; said
Amendment adding the following locations: Historic City Hall; Police Substation; North End
Ocean Rescue Headquarters; and Beachfront Restrooms; and increasing the contract, in the
amount of$22,559.63 per month.
c2 o/,2 -.2 79/$
PASSED AND ADOPTED THIS 21" day of March, 2012
ATTEST:
ayor
fael Granado, City"tCl k
* INCORP ORATED:
T:\AGENDA\2012\6-6-12\Janitorial Services > rtl `t RESO.doc
APPROVED AS TO
FORM&LANGUAGE
&FOR EXECUTION
S _ 34- �ti
e U, Date
COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution Of The Mayor And City Commission Of The City Of Miami Beach, Florida, Approving Amendment
No. 2 To The Contract Between The City And Professional Building Services, Dated August 3, 2011, For
Citywide Janitorial Services; Said Amendment Adding The Following Locations: Historic City Hall; Police
Substation; North End Ocean Rescue Headquarters; And Beachfront Restrooms; And Increasing The Contract,
In The Amount Of$22,559.63 Per Month.
Key Intended Outcome Supported:
Ensure Well-Maintained Facilities.
Supporting Data (Surveys, Environmental Scan, etc.): Based on the 2009 Customer Satisfaction Survey,
87% of residents and 85% of businesses rated the appearance and maintenance of the City's public buildings
as excellent or good.
Issue:
Shall the Mayor and City Commission approve the amendment of the contract?
Item Summa /Recommendation:
For years, the City's Sanitation Division has provided janitorial services for all the beachfront restrooms. These
services are being provided by two-man crews working two daily shifts, seven days a week. On November 7,
2011, Procurement issued a request for quotes for janitorial services at Historic City Hall, Police South
Substation and North End Headquarters/Ocean Rescue and beachfront restrooms from four vendors previously
awarded janitorial service contracts. A Technical Review Panel convened on December 7, 2011 to interview the
two lowest bidders, Professional Building Services (PBS), and ISS Facility Services, Inc. The Panel concluded
that PBS had conducted a more thorough assessment of beachfront restroom maintenance requirements. This
was reflected in a proposal that offered the most complete service coverage of all respondents, as well as a
plan that compared favorably against currently provided services by the City's Sanitation Division, in terms of
level of service and cost. The Panel recommended the award of the additional janitorial work to PBS, whose
plan offers a significantly higher level of service with significantly lower costs than using City resources. PBS'
plan divides the City into three zones: South Pointe, South Beach, and Mid-Beach/North Beach. Each zone will
be staffed by a man and woman team per shift, for a total staff of six per shift. This compares favorably with the
current City staffing of two persons per shift; effectively tripling the current service coverage. PBS' proposal
also compares favorably with the City's current personnel budgeted cost of$250,510/year, and would generate
FY 2012/13 savings of$73,146 and recurring annual savings of$80,019 (31% cost reduction) beginning in FY
2013/14. The FY 2012/13 to FY 2013/14 increase is due to pension and vehicle savings. At its 4/19/12 meeting,
the Finance and Citywide Projects Committee recommended bringing the item to the full Commission, providing
for extended operating hours at beachfront restrooms and specific maintenance quality standards. Even after
the additional cost of extended hours, the City will save 5% in FY 2012/13 and 7% recurring savings in FY
13/14 from current budgeted amount. The existing permanent four City employees would be reassigned to
other Sanitation crews. The equivalent number of vacant budgeted positions in the Sanitation Division, as well
as the two temporary positions will reduced from the budget in order to fund the beachfront restrooms contract
cost and generate the previously described savings.
The Administration recommends adopting the resolution approving the PBS contract amendment.
Advisory Board Recommendation:
Financial Information:
Amount Account
Source of 1 $60,682.23 Contract Maintenance Account 435-0430-000325
Funds: 2 6,996.66 Contract Maintenance Account 520-1720-000325
OBPI Total $67,678.89
Financial Impact Summary: Projected 5% savings in FY 12/13 and 7% recurring savings in FY 13/14.
City Clerk's Office Legislative Tracking:
Raul A uila, Ext. 6461
Sign-Offs:
Department" r Assistant'Ci a er City M "agar
RA FB J G G JMG
T:\AGENDA\2012\6-6-12\Janitorial ervices Contract Amendment SUkKdoc
AGENDA ITEM �?/v
1W I BEACH
� DATE 6
MIAMIBEACH
City of Miami Beach, 1700 Convention Center Drive,Miami Beach, Florida 33139,www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Matti Herrera Bower and Members of the City Commission
v y
FROM: Jorge M. Gonzalez, City Manager
DATE: June 6, 2012
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, APPROVING AMENDMENT NO. 2
TO THE CONTRACT BETWEEN THE CITY AND PROFESSIONAL
BUILDING SERVICES, DATED AUGUST 3, 2011, FOR CITYWIDE
JANITORIAL SERVICES; SAID AMENDMENT ADDING THE
FOLLOWING LOCATIONS: HISTORIC CITY HALL; POLICE
SUBSTATION; NORTH END OCEAN RESCUE HEADQUARTERS; AND
BEACHFRONT RESTROOMS; AND INCREASING THE CONTRACT, IN
THE AMOUNT OF $22,559.63 PER MONTH.
ADMINISTRATION RECOMMENDATION
The Administration recommends adopting the Resolution.
KEY INTENDED OUTCOME SUPPORTED
Ensure Well-Maintained Facilities.
FUNDING
Funding will be provided from the following Accounts, for three (3) months of services
required during Fiscal Year 2012:
$60,682.23 Contract Maintenance Account 435-0430-000325
6,996.66 Contract Maintenance Account 520-1720-000325
$67,678.89 Total
BACKGROUND
On July 13, 2011, the City Commission awarded contracts for Janitorial Services Citywide,
pursuant to Invitation to Bid (ITB) No. 13-10/11, to the following contractors: ISS Facility
Services, Inc., Omarcio Cleaning Services, Inc., Performance Cleaning Group, and
Professional Building Services (PBS). These contracts are effective until September 30,
2013, and may be renewed by mutual agreement for three (3) additional years, on a year to
year basis.
After the execution of contracts, it was noted that three of the locations, Historic City Hall,
Police South Substation, and North End Headquarters/Ocean Rescue, had been omitted
from the Invitation to Bid, and needed to be added via Amendment using the
"Addition/Deletion of Facilities" clause of the contract.
Commission Memorandum—Janitorial Services Contract Amendment
June 6, 2012
Page 2
On November 7, 2011, the Procurement Division issued a request for quotes, including the
aforementioned locations, and the beachfront restrooms, from all four vendors awarded
contracts. Sealed uotes were received on November 10 2011 from Professional Building
q � 9
Services, Omarcio Cleaning Services, Inc., and ISS Facility Services, Inc. (see tabulated
results in Attachment 1).
A Technical Review Panel (the "Panel") convened on December 7, 2011 to interview the two
lowest bidders, Professional Building Services, and ISS Facility Services, Inc. The Panel
consisted of the following individuals:
• Jorge Cano, P.E., Administration and Business Officer
• Alfonso Ritchie, Sanitation Operations Supervisor
• George Ruiz, Assistant Director Sanitation
• Gus Andino, Property Management Contracts Administrator
The Panel determined that the staff allocated by ISS was not adequate to provide the
necessary maintenance level of service for the restrooms, as reflected in the difference in
the proposed staffing level, and that the City would receive better value if Professional
Building Services (PBS)was awarded all facilities.
The Panel concluded that PBS had conducted a more thorough due diligence effort in
assessing the maintenance requirements of the beachfront restrooms. This was reflected in
their proposal that offered the most complete service coverage of all of the respondents, as
well as a plan that compared favorably against the currently provided services in terms of
level of service and cost. The Panel recommended the award of the additional janitorial work
to PBS.
Following a discussion to amend the existing PBS citywide janitorial services contract to add
the Historic City Hall, the Police Substation, the North End Ocean Rescue Headquarters,
and beachfront restrooms, held at the April 19, 2012, Finance and Citywide Projects
Committee (FCWPC) meeting, the Committee recommended bringing the item to the full
Commission and that staff develop specific quality standards and extend the hours that the
beachfront restrooms are open.
ANALYSIS
The City's public restrooms are an important amenity serving the general public, and
residents along the beachfront - the heart of the City's tourist corridor. Keeping these key
facilities clean and well-maintained is essential to preserve the City's status as a world class
destination. For a number of years, the City's Sanitation Division has provided janitorial
services for all the beachfront restrooms. These services are being provided by two-man
crews working two daily shifts, seven days a week. In order to be able to staff the daily two-
man crews, four City employees (municipal service workers), as well as two temporary
employees, are employed. A total of four employees are utilized on a daily basis to provide
these janitorial services. Their work is overseen by a Sanitation Division operations
supervisor. The budgeted personnel cost to provide these services, including pension,
benefits and supplies is $250,510/year.
As a result of the City's capital construction program, the number of restroom facilities
Commission Memorandum—Janitorial Services Contract Amendment
June 6, 2012
Page 3
maintained by the Sanitation Division has grown over the years to ten, including the public
restrooms at South Pointe Park. The South Beach restrooms located at 6tH, 10tH, and 14tH
Streets, along Ocean Drive, experience significantly high traffic that peaks during numerous
major City events, such as Memorial Day Weekend, New Year's, and Fourth of July
festivities. Another new public restroom facility at the Unidad Senior Center in North Beach
is nearing completion.
The Parks & Recreation Department also oversees contracted outside janitorial services for
the newly constructed restrooms at SoundScape Park.
This growth in the number and geographical distribution of restroom facilities has stretched
City Sanitation personnel beyond originally anticipated levels of support and presented the
opportunity for staff to explore the possibility of contracting the maintenance of the
restrooms with industry professionals. An integrated service program offers the benefit of
competitive pricing while maximizing value and service delivery efficiencies. It also allows for
the redeployment of in-house resources to focus on their respective operational core areas.
PBS' plan offers a significantly higher level of service as well as a cost that is approximately
30% lower than that required by City resources. PBS' plan divides the City into three zones:
South Pointe, South Beach, and Mid-Beach/North Beach. The South Pointe zone includes
South Pointe Park and the 3rd Street beachfront restrooms; the South Beach Zone includes
the beachfront restrooms from 6th Street through 21St Street; and the Mid-Beach North
Beach zone includes the beachfront restrooms from 35th street through 73rd Street.
Each zone will be staffed by a man and woman team per shift, for a total staff of six per shift.
This compares favorably with the current City staffing of two persons per shift; effectively
tripling the current janitorial service coverage. In an effort to further improve the service level
and efficiency, the vendor will include a woman as part of each zone's shift teams. Each of
the shifts will have a supervisor available that can assist with additional cleaning if needed.
This eliminates the need to temporarily close the women's restrooms when serviced by male
employees, which negatively affects the convenience of the public, and results in service
delays when the restrooms are occupied. The vendor will also provide pressure washing on
a weekly-basis as presently provided by City staff.
Prior to consideration of the additional maintenance cost from extending beachfront
restroom open hours (as requested by the FCWPC at its 4/19/12 meeting), PBS' original
proposal compares favorably with the City's current personnel budgeted cost of $250,510
per year, and would generate Fiscal Year 2012/13 savings of $73,146 (29% cost reduction
from current budgeted cost) and recurring annual savings of $80,019 (31% cost reduction)
beginning in FY 2013/14. The increase in savings from FY 2012/13 to FY 2013/14 are
attributable to pension and vehicles. The vehicle savings include avoided fuel and repair
expenses from two restroom cleaning service vans that would be removed from the
Sanitation Division vehicle fleet, as well as avoided capital expenses from not having to
replace one of the vans scheduled to be retired in FY 2012/13.
As a result of extending the restroom operating hours, the negotiated monthly maintenance
cost increased by $5,085.89, resulting in a new monthly total of $12,805.87 for the five
South Beach restrooms. This resulted in a corresponding increase in the overall monthly
janitorial service cost for the 10 restrooms and three City facilities from $17,473.74 to
I
Commission Memorandum—Janitorial Services Contract Amendment
June 6, 2012
Page 4
$22,559.63. The following lists the extended operating hours by restroom location:
■ South Pointe Park Restrooms: Closing hour extended from 8:00pm to the park's
9:00pm closing time.
■ 6th Street & Ocean Drive Restrooms: Hours extended from 8:00pm to midnight.
■ 10th Street & Ocean Drive Restrooms: Hours extended from 8:00pm to midnight.
■ 14th Street & Ocean Drive Restrooms: Hours extended from 8:00pm to midnight.
■ 21 st Street & Collins Ave. Restrooms: Hours extended from 8:00pm to 10:00pm.
It should be noted that, even after the additional maintenance cost impact of extending the
above restrooms' operating hours, the City will still realize modest cost savings, while
benefitting from three times the current janitorial service coverage. Fiscal Year 2012/13
savings are projected to be $12,116, or a 5% reduction from the current budgeted amount.
Similarly, recurring annual savings, beginning in FY 2013/14, would be $18,988, or a 7%
reduction from the current budgeted amount.
As a result of the contract award for beachfront restrooms janitorial services, the disposition
of City staff impacted by the privatization of the beachfront restrooms' maintenance will be
handled in accordance with provisions of the Collective Bargaining Agreement governing
those positions. The existing four City employees would be reassigned to other Sanitation
crews. The equivalent number of vacant budgeted positions in the Sanitation Division, as
well as the two temporary positions would be reduced from the budget in order to cover the
contract cost and generate the previously described savings.
A set of performance standards for public restroom maintenance have been developed and
are included as Attachment 2.
CONCLUSION
The Administration recommends that the Mayor and City Commission adopt the resolution
approving Amendment No. 2 to the contract between the City Professional Building
Services, dated August 3, 2011, for Citywide janitorial services; said amendment adding the
following locations: Historic City Hall, Police Substation, North End Ocean Rescue
Headquarters, and beachfront restrooms; and increasing the contract, in the amount of
$22,559.63 per month.
Attachment 1: Janitorial Services Contract Amendment Tabulated Results
Attachment 2: Performance Standards for Public Restroom Maintenance
DRB/FHB/J F/JCC
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Attachment 1.
Janitorial Services Contract Amendment Tabulated Results
Monthly Cost
Professional
ISS Building
I. CITY FACILITIES Facilities Services Omarcio
1 HISTORIC CITY HALL $ 3,436.04 $ 1,000.00 $ 1,721.17
2 POLICE SOUTH SUB STATION $ 337.92 $610.76 $ 821.11
NORTH END HEADQUARTERS OCEAN
3 RESCUE $407.25 $ 721.46 $ 921.71
II. RESTROOM FACILITIES
4 SOUTH POINTE RESTROOMS $ 1,672.20 $1,828.50* $6,521.07
South Pointe Park
- Extended operation until 9pm.
3r Street And Ocean Drive
5 SOUTH BEACH RESTROOMS $4,571.32 $12,805.87* $ 10,296.97
(Includes Extended Schedule during
Holidays and Special Events)
6 Street and Ocean Drive
- Extended operation until midnight.
10 Street and Ocean Drive
- Extended operation until midnight.
14,n Street and Ocean Drive
- Extended operation until midnight.
21 s' Street and Ocean Drive
- Extended operation until 10 m.
6 MID BEACH AND NORTH BEACH
RESTROOMS $ 3,762.94 $ 5,593.04 $ 7,341.74
35 Street and Collins Avenue
46 Street and Collins Avenue
53n Street and Collins Avenue (including
Ocean Rescue HQ)
64 Street and Collins Avenue
GRAND TOTAL FACILITIES AND RESTROOMS
(Items 1-6) $ 14,187.67 $ 17,473.74 $ 27,623.77
CONTRACT AMENDMENT FROM JULY 1 THRU
SEPT. 30, 2012 (3 Months) (Items 1-6) $67,678.89
* Includes janitorial services coverage for extended operating hours for the South Pointe Park, 6th
Street, 10th Street, 14th Street and 21 st Street restrooms.
Attachment 2
PERFORMANCE STANDARDS FOR
PUBLIC RESTROOM MAINTENANCE
1.0 OBJECTIVE:
The Contractor shall provide all maintenance services required herein in a workmanlike and
professional manner; shall conform to professional and industry standards; shall keep all areas in
a clean, orderly and safe condition; and satisfactory to the City at all times. The Contractor agrees
to be bound by all applicable Federal, State, City, and Municipal laws, ordinances and regulations
to the same extent as if said requirements were expressly written herein. In the event that the
Contractor is unable to meet the City's cleanliness standards or scope of services required herein
to the satisfaction of the City, the City reserves the right to increase the hours of operation and/or
required staff at no additional cost to the City.
The work specified consists of performing all maintenance operations to ensure restrooms are
maintained in a safe, attractive, clean, sanitary and operable manner at all times. The following
conditions meet the desired performance standards when all items are:
1. Counter Tops - Clean and Functional.
2. Sinks - Clean and functional.
3. Toilets/urinals - Clean and functional.
4. Toilet Paper Dispensers - Toilet paper available and dispenser functional.
5. Toilet Partitions - Clean and functional, door latch works.
6. Floors - Clean and paint/tile in good condition where applicable.
7. Celings/Windows/Walls—Clean. Paint/tile in good condition where applicable.
8. Hand Dryers - Clean and functional.
9. Trash Receptacles— Clean and free of graffiti, not overflowing.
10. Soap Dispensers - Clean and functional, soap not watered down.
11. Baby Changing Tables - Clean and functional, baby wipes available.
12. Mirrors - Clean and functional
13. Lights, Interior/Exterior— Functional.
14. Odor- No noticeable smell.
15. Pressure Cleaning —Once a week.
2.0 DEFINITIONS:
A. Safe: A condition free of hazards and not having a potential for personal injury or harm.
B. Clean: Free of impurities, foreign matter and objectionable odors.
C. Sanitary: Promoting healthful conditions by elimination of dirt, agents of disease or infection
through ventilation, cleansing with disinfectant, and/or disposal of waste.
D. Operable: Capable of being used as originally intended.
E. Scrub: The use of brushes, sponges, and/or mops with soap and clean water or other
approved cleaning materials to produce a clean surface.
F. Repair: To restore existing to good, sound, previous working condition after decay,damage,
malfunction, etc.
1
G. Minor H. Emergency: A serious situation or occurrence in which the rest area or its facilities
are forced to be closed or deemed inoperable at any time.
I. Facility: A building or storage room, etc.
3.0 CONTRACTOR RESPONSIBILITY:
A. General: The Contractor shall furnish all labor, materials, consumable supplies, equipment
and tools necessary to perform the duties and services specified in an efficient and
professional manner.
B. Restrooms and Interior of Buildings: The Contractor shall be responsible for maintaining
in a clean, sanitary, and operable condition, all public restrooms and interior of buildings,
including exposed plumbing and fixtures in the restrooms. This entails working in close
collaboration with the Property Management Division (PMD) and includes immediately
reporting conditions to the PMD requiring repair and/or replacement, not limited to the
following:
1. All light bulbs, ballasts and light fixture covers which are burned out, damaged or missing.
Performance Standard. Replace within 24 hours of being reported.
2. All defective soap dispensers including push buttons.
Performance Standard: Replace within 24 hours of being reported.
3. All damaged or missing toilet seats and flush valves.
Performance Standard. Replace within 24 hours of being reported.
4. All damaged or missing hardware for toilet partitions and stall doors.
Performance Standard: Repair/replace within 24 hours of being reported.
5. All damaged or missing toilet paper holders. Replacement toilet paper holders shall be
two-roll holders.
Performance Standard: Replace within 24 hours of being reported.
6. All damaged or missing mirrors and frames.
Performance Standard:Hazardous condition to be corrected/isolated as soon as possible
within 4 hours of being reported. Replace item within 24 hours of being reported.
7. All damaged or missing electrical switch plates and receptacle covers.
Performance Standard: Repair/replace as soon as possible within 4 hours of being
reported.
8. All damaged or inoperable electrical outlets.
Performance Standard: Within 4 hours of being reported.
9. All defective or inoperable odor control devices.
Performance Standard: Repair/replace within 24 hours of being reported.
10. All leaking seals, toilets, or urinals.
Performance Standard: Repair/replace within 8 hours of being reported.
11. All clogged pipes.
Performance Standard: Repair within 4 hours of being reported.
12. All damaged urinal hardware.
Performance Standard: Within 4 hours of being reported.
13. All damaged wash basins, including drains and hardware.
Performance Standard: Within 24 hours of being reported.
14. Any life/health/safety conditions not listed above.
Performance Standard: Within 4 hours of being reported.
It should be noted that, in the event repair or replacement parts are out of stock, the targeted
response time may not be achievable.
2
Restrooms must be accessible during hours of operation for each gender, except for
emergencies, plumbing problems, or other extraordinary conditions, as may be determined by
the City. The Contractor shall provide all labor,janitorial supplies, soaps, paper products, and
other materials and equipment as may be required to perform the work. The liquid hand soap
supplied by the Contractor must be antibacterial and the paper and chemical products supplied
must be biodegradable. The Contractor shall provide at the pre-work conference a list of all
materials and supplies to be used to the City's contracts coordinator for approval. Any change
of materials or supplies shall be approved by the City prior to use.
The Contractor's attendants, at least once per day, shall inspect all rest area equipment for
malfunctions and complete an inspection form provided by the Department. The attendants
shall identify any malfunctions, date and sign the checklist. The checklist shall be available at
each rest area for review by the Engineer at all times. Any malfunctions found shall be
reported to the Engineer no later than the following day unless the malfunction is of an
emergency nature upon which immediate notification to the Engineer is required.
All fixtures and components such as windows, light fixtures, floors, walls, toilet partitions,
doors, toilets, urinals, napkin disposals, wash basins, counters, diaper changing stations,
mirrors, soap dispensers and hand dryers shall be scrubbed and cleaned at least once per
day, with additional cleaning as necessary to maintain a sanitary condition.
The materials, equipment, or methods employed by the Contractor shall in no way deface,
damage, or mar the appearance of any component of the restroom.
C. Restrooms Building Exterior: The Contractor shall be responsible for cleaning the entrance
areas outside of the restrooms. The floors, doors, walls, water fountains and other visible
appurtenances shall be thoroughly cleaned at least once per day with additional cleaning as
needed to maintain a sanitary condition. The Contractor shall remove all graffiti from walls and
support columns daily. Graffiti shall be removed by pressure washing, cleaning compounds,
paint, or other acceptable means approved by the City. The Contractor shall remove all trash,
paper, debris and other foreign materials from the restroom building adjacent area at least
once per day. Garbage receptacles shall be emptied cleaned and can liners replaced at least
once per day or as is necessary. Garbage cans shall be pressure cleaned at least once each
month. Collected garbage shall be immediately stored in a manner and location that is not
visible to the public. Adjacent building walkways shall be swept and cleaned at least once per
day. Paved A thorough cleaning by scrubbing of the adjacent sidewalk and curb will be
required at least once per month.
D. Storage Areas: The City, at its discretion may provide access to lockable supplies storage
rooms where available. Storage rooms shall be kept in a neat and orderly fashion and shall be
exclusively used for the storage of supplies and materials required in the maintenance of
beachfront restrooms. No personal items are to be kept or stored in the storage rooms.
Equipment, cleaning materials, cleaning apparatus, or any other instruments shall not be
stored or displayed in view of the public. Areas adjacent to the actual storage room shall be
maintained in a manner that presents an attractive appearance. The City shall provide the
Contractor with one set of keys for the storage areas which are to remain locked and secured
at all times when not occupied. All materials stored in the storage areas shall be stored in
accordance with the applicable local, state, and federal requirements. Flammable liquids
(gasoline, fuels, etc,) shall not be stored in the storage areas.
E Required Maintenance Conditions: The Contractor shall be responsible for meeting the
maintenance conditions, listed on Table 1 below, on an on-going basis - including extended
schedule periods during holidays and special events.
3
TABLE 1 — REQUIRED MAINTENANCE CONDITIONS
100% of Counter tops are clean, free of graffiti, secured in place and free of
1. Counter tops major defects and sharp edges.
90% Free of stains.
90% of Sinks, faucets, and drains in each restroom are clean, free of stains
2. Sinks and/or graffiti, and functioning as originally intended. Caulk is present where
intended, clean and free of mildew.
100%of Toilets and urinals in each rest room are clean and functioning as
originally intended.
3.Toilets/Urinals (Leniency may be granted in the event that one toilevurinal is in the process of
being repaired or replaced. In this case, the toilet/urinal must be repaired or replace
by the following inspection unless documented justification is provided.)
100% Toilet paper dispensers are stocked sufficient toilet paper and
4.Toilet Paper Dispensers function as originally intended.
85% Partitions are clean, secured in place, and free of graffiti. Door latches,
hooks, shelves and hardware are present and functioning as originally
intended. Small holes from modified hardware have no sharp edges and
5. Toilet Partitions do not diminish the integrity of the partition.
100% Partitions are free of holes and sharp edges not due to
hardware replacement.
100% Floors are free of tripping hazards such as broken or missing tiles; no
6. Floors
misalignments greater than '/2 of an inch are present.
95% Floors are clean and free of trash, paper and debris. Grout is free
of stains and mildew, uniform in color throughout the restroom.
100% Ceilings are clean and free of mildew; vents are clean and present as
intended. Screens are clean, uniform in composition and functioning
7.Ceilings/Windows/Walls as intended.
95%Windows are clean and free of cobwebs. Walls are clean,free of
graffiti, broken tiles, and peeling paint. Vents are clean and free of rust.
100% Hand dryers and paper towel dispensers in each rest room are clean
8. Hand Dryers and functioning as originally intended. (Leniency maybe granted in the event tha
one hand dryer is in the process of being repaired or replaced. In this case, the drye
must be repaired or replaced by the following inspection)
9. Trash Receptacles 100%Trash receptacles if present are free of graffiti,with no sharp edges an
function as originally intended.
10. Soap Dispensers 100% Soap dispensers are present, clean, sufficiently filled, works properly
without leaking, and functioning as originally intended.
11.13aby Changing Table 100% Baby changing tables are clean,secure and free of graffiti. Straps are
present and functioning as originally intended.
12. Mirrors 95% Mirrors in each rest room are clean, free of discoloration and graffiti.
100% Mirrors are free of sharp edges, safety hazards and obscene graffiti.
13. Lights 100% Interior lights and light covers, including emergency and exit lights, ar
functioning as originally intended.
14. Odor 100% Free of unnatural smell due to maintenance or lack of.
15. Pressure Cleaning Once a week pressure cleaning of restroom interiors.
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1. Counter Tops:
100%of Counter tops are clean,free of graffiti, secured in place and free of major defects and
sharp edges.
90% of Counter tops are free of stains.
For inspection purposes: Inspect each counter top in each rest room according to the above
maintenance conditions.
Evaluation: Each counter top shall be clean,free graffiti,with no major defects or sharp edges.
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These counter tops appear to meet conditions.
2. Sinks:
90%of Sinks, faucets, and drains in each restroom are clean,free of stains and/or graffiti, and
functioning as originally intended. Caulk is present where intended, clean and free of mildew.
For inspection purposes: A sink is inspected for the basin, faucet, drain, and edge or trim.
Evaluation: Inspect each sink, faucet and drain in the facility being inspected. Count the total
number of sinks being inspected and divide by the number of sinks that did not meet criteria.
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The corroded faucet would not meet desired maintenance conditions.
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This sink appears to meet conditions.
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This basin is stained more than 90% and would not meet desired maintenance conditions.
This faucet is leaking and would not meet desired maintenance conditions.
3. Toilets/Urinals:
100%of Toilets and urinals in each rest room are clean and functioning as originally intended.
For inspection purposes: Each toilet or urinal in each rest room must meet the above
conditions.
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Evaluation: Inspect each toilet or urinal in each facility to be clean and functioning as originally
intended. Toilets or urinals are secure in place, no leaks or running water, flushing ability (if
equipped with auto flush sensor, the sensor must be in good working order), no chips, cracks
or rough edges in the porcelain or toilet seat.
The toilet in this stall is missing and would not meet desired maintenance conditions without
documentation.
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The handle on this urinal is stuck down and the water is running; this would not meet desired
maintenance conditions.
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Problem with valve water running; this would not meet desired maintenance conditions.
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NOTE: Leniency will be granted in the event that one toilet/urinal is in the process of being
repaired or replaced.In this case, the toilet/urinal must be repaired or replaced by the following
inspection unless documented justification is provided.
4. Toilet Paper Dispensers:
100% Toilet paper dispensers have sufficient toilet paper present and function as originally
intended.
For inspection purposes: Inspect each toilet paper dispenser in each stall for the above
conditions.
Evaluation: Inspect each toilet paper dispenser for sufficient amount of paper (make sure to
check for back up rolls). Each dispenser should be complete,with all parts present and in good
working order, with no sharp edges.
This dispenser is out of paper and would not meet desired maintenance conditions.
The above are examples of not having sufficient amounts of paper available, they would not meet
desired maintenance conditions.
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This dispenser is not in working order and would not meet desired maintenance conditions.
5. Toilet Partitions:
85%of Partitions are clean, secured in place, and free of graffiti. Door latches, hooks, shelves
and hardware are present and functioning as originally intended. Small holes from modified
hardware have no sharp edges, and do not diminish the integrity of the partition.
100% of Partitions are free of holes and sharp edges not due to hardware replacement. For
inspection purposes: Rate each toilet partition wall/door for the above conditions.
Evaluation: Inspect each partition surface in every restroom. Count the total number of
partitions and divide by the number of partitions that did not meet criteria.
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This partition surface has holes and rough edges and would not meet desired maintenance
conditions.
This door has a broken latch and would not meet desired maintenance conditions.
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6. Floors:
100% Floors are free of tripping hazards such as broken/missing tiles; no misalignments
greater than 1/2 of an inch are present.
95% Floors are clean and free of trash, paper and debris. Grout is free of stains and mildew,
uniform in color throughout the restroom.
For inspection purposes: Inspect each floor in the facility for the above conditions. Calculate
the area of the floors that do not meet.
Evaluation: Inspect each floor in each restroom for tripping hazards, broken floortiles, and any
misalignments greater than '/2 inch. Calculate the total area of floors in the facility and divide by
the area of floor that did not meet the desired criteria.
Scattered paper on the floor in stalls will not meet desired maintenance conditions.
Trash and debris on floor may create a tripping hazard and will not meet desired maintenance
conditions.
7. Ceilings/Windows/Walls:
100% Ceilings are clean and free of mildew;vents are clean and present as intended,screens
are clean, uniform in composition and functioning as intended.
95%Windows are clean and free of cobwebs.Walls are clean,free of graffiti, broken tiles,and
peeling paint. Vents are clean and free of rust.
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For inspection purposes: Inspect the ceiling, windows, vents, screens and walls in each
restroom for above conditions. Identify and record the location(s) that does not meet criteria.
Evaluation: Inspect the ceiling in each restroom for mildew, cobwebs, peeling paint, rusted
metal, or broken ceiling tiles, inspect all vents to verify they are clean and functioning as
designed. Identify and record the location(s) that does not meet criteria.
Cobwebs on ceiling will not meet desired maintenance condition.
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Peeling paint on wall will not meet desired maintenance condition.
Graffiti on walls will not meet desired maintenance condition
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Broken the on wall will not meet desired maintenance condition.
8. Hand Dryers:
100% Hand dryers and towel dispensers in each rest room are clean and functioning as
originally intended. Towel dispensers shall be equipped with paper towels.
For inspection purposes: Each hand dryer and towel dispenser must meet the above
conditions.
Evaluation: Inspect each hand dryer and towel dispenser to be clean and functioning as
originally intended, secure in place, clean in appearance, running with warm air (if equipped
with auto sensor, the sensor must be in good working order) or paper towels present.
Note: (Leniency may be granted in the event that one hand dryer is in the process of being
repaired or replaced. In this case, the dryer must be repaired or replaced by the following
inspection unless documented justification is provided.)
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Paper towel dispenser without paper towels; this would not meet desired maintenance
conditions.
Test each hand dryer to ensure they meet desired maintenance conditions.
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9. Trash Receptacles:
100% of Trash receptacles, if present, have no sharp edges and function as originally
intended.
a) Collection of trash and recycling must occur on a continuous basis throughout the day
to prevent overflow conditions.
b) Disposal of trash bags must be timely and stacking of bags on the sidewalks to await
collection is prohibited.
c) All receptacles are to be maintained in a clean condition and surfaces must be cleaned
and scrubbed as needed to prevent residue build-up.
d) All spots and spills identified on surfaces must be removed as soon as detected by
Contractor but no later than 2 hours after being reported to Contractor.
e) Contractor is responsible to ensure proper and lawful disposal of all trash collected.
f) Repair and/or replacement of damaged and/or missing trash receptacles shall be
coordinated through the City's Contract Coordinator and must occur as soon as
possible within 24 hours of being reported. Trash receptacle maintenance includes
replacement of broken or missing tops and liners; replacement of missing or broken
doors; replacement of missing or damaged door latches; the relocation of trash
receptacles; and anchoring of trash receptacles. Missing trash receptacles
g) Additional resources shall be provided as needed during special events.
For inspection purposes: Rate the trash receptacles (if supplied) in each rest room for the
above conditions.
Evaluation: Inspect trash receptacles in each facility to verify they are free of graffiti and not
over loaded.
Trash receptacle inside a restroom.
10. Soap Dispensers:
100% Soap dispensers are present, clean, sufficiently filled, works properly without leaking,
and functioning as originally intended.
For inspection purposes: Rate each soap dispenser in each rest room for the above
conditions.
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Evaluation: Inspect each soap dispenser to ensure they are secured in place, clean, contain
soap, have no leaks, and dispense soap as originally intended.
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The above soap dispenser has a leak and would not meet conditions.
11. Baby Changing Tables:
100% Baby changing tables are clean, secure and free of graffiti. Straps are present and
functioning as originally intended.
For inspection purposes: Rate each baby changing table in each rest room for the above
conditions.
Evaluation: Inspect each baby changing table in each rest room to be secured in place, clean,
free of graffiti, straps present and functioning as originally intended. Note: If changing table is
designed without straps, then do not rate for straps.
Table designed without straps.
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Table designed with straps.
12. Mirrors:
95% of the Mirrored area in each rest room is clean, free of discoloration and graffiti.
100% of Mirrors are free of sharp edges, safety hazards and obscene graffiti.
For inspection purposes: Rate each mirror in each rest room for the above conditions.
Evaluation: Count the number of mirrors in the facility. Inspect each mirror in each rest room to
be secured in place, clean, free of discoloration, graffiti. At no time should any mirror be a
safety hazard, have sharp edges, or obscene graffiti.
Example: Measure the total area of mirrors and the total mirror area that is discolored or
marked with graffiti. If there are 100 total square feet of mirrored area and 10 square feet of
that area is discolored or disfigured, then the facility would not meet the required condition.
If the damaged area on this mirror is more than 5%, it would not meet the desired maintenance
conditions.
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If the area on this mirror has 6% discoloration it would not meet the desired maintenance
conditions.
13. Lights:
100% Interior lights and light covers, including emergency and exit lights, are functioning as
originally intended.
For inspection purposes: Rate each light and cover in each rest room for the above conditions.
Evaluation: Inspect each light, fixture, and cover(including emergency and exit lights) inside
each rest room to be working and functioning as originally intended.
This light is not working and would not meet conditions.
14. Odor:
100% No unnatural smell due to maintenance or lack thereof.
For inspection purposes: Rate each rest room for the above conditions.
Evaluation: Inspect inside each rest room, walk in and smell.
Example: When inside the rest room, breathe in through the nose. There should not be an
excessive smell due to chemicals or odor due to lack of maintenance such as mildew.
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15. Pressure Cleaning:
All restroom interiors shall be pressure cleaned once a week. Trash receptacles within the
service area must also be pressure cleaned to remove spots, gum, graffiti and other residue.
Contractor must provide the City's Contract Coordinator with a weekly pressure cleaning
schedule. The Contractor must use hot water and environmentally friendly detergents to clean
all hard surfaces. The Contractor, at his own expense, will be responsible for providing the
necessary water to achieve a satisfactory cleaning standard.
4.0 PERFORMANCE CONTROL AND INSPECTIONS
Daily Logs: The Contractor shall keep a daily log of all routine maintenance operations
performed and upon request by the City's Contract Coordinator make all daily logs available for
review. The daily log is to be designed by the Contractor and subject to approval by the City's
Contract Coordinator. The log shall include time and date of all scheduled and unscheduled
maintenance activities, as well as record any unusual activity or occurrence within the service
area(such as accidents,vandalism, etc.). The daily logs shall be available for audit by the City
for one (1) year after completion of this Contract period. The City may require the Contractor
to submit copies of the daily logs prior to payment of any invoice or upon completion of this
Contract. Logs should document all conditions requiring repair or replacement by the City's
Property Management Division. The Contractor shall make inspection logs available to the City
via a web-site.
Inspection Forms: The Contractor shall keep a log of supervisor quality control inspections
used to ensure that the Quality Control Plan and inspection requirements of the contract are
fulfilled. The quality control inspection form should encompass all checklist items to ensure that
all maintenance requirements are being met or exceeded. The inspection form is to be
designed by the Contractor and subject to approval by the City's Contract Coordinator. The
City reserves the right to call for unscheduled inspections with the Contractor's supervisor.
Inspection forms should document all conditions requiring repair or replacement by the City's
Property Management Division. The Contractor shall make inspection forms available to the
City via a web-site.
Quality Control Plan: In accordance with the janitorial services contract documents, the
Contractor shall establish a complete Quality Control Plan (QCP) to assure that the
requirements of the contract are met as specified.
1) Within seven (7) days after award of the contract, and prior to notice to proceed, the
Contractor shall submit a copy of his/her program to the Contract Coordinator and Property
Management Director, or designee, for review and approval. The QCP shall be a system
for identifying and correcting deficiencies in the quality of services before the level of
performance becomes unacceptable and/or the Contract Coordinator inspector's point out
the deficiencies. This QCP is of paramount importance and will be incorporated as an
official part of the contract document.
2) The QCP shall include, but not be limited to the following:
a) An inspection system that is tailored to the specific restrooms(s) covered under the
terms of the contract, and which covers all services specified in the contract
specifications.
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b) The Contractor will devise a checklist for use during the regularly scheduled and
unscheduled QCP inspections. The checklist used must be signed and dated by the
inspector at the time the inspection is completed. Identify all personnel who will be
performing QCP inspections by name, title, and type of inspection each is authorized
to perform. The person who actually performed the work being inspected shall not
perform Quality Control Inspections.
c) A system to ensure that the Contractor's employees are notified of deficiencies found
in their areas of responsibility; that the noted deficiencies are corrected (if possible);
and that these employees are counseled/retrained as necessary to ensure that
deficiencies do not recur.
d) The Contractor shall maintain a local file of all inspections conducted by the Contractor
or his/her employees, including the corrective actions taken. This documentation shall
be made available to the City's Contract Coordinator during the term of the contract. A
copy of these inspection reports shall be submitted to the CC or his/her representative
upon completion of the inspection process. The CC may compare inspections
performed by the Contractors inspectors against the actual condition which exist at
the point in time. A system to ensure that the Contractor's employees are
counseled/trained to ensure unnecessary office lighting is OFF when appropriate to
enhance energy conservation efforts.
5.0 CONTRACTOR PERSONNEL:
A. General: The services to be provided pursuant to this contract shall be managed by a contract
supervisor assigned exclusively to the restrooms and facilities covered by the janitorial services
contract. The supervisor will be accountable to carry out the responsibilities as set forth in the
required scope of services. The supervisor will be responsible for responding to complaints
regarding all services provided by this contract. The contract supervisor, or a mutually agreed
upon representative, must be on call 24 hours a day. The Department reserves the right to
require the Contractor to remove and replace any of the employees working under this
Contract who do not meet the Department's standards.
B. Personnel Requirements: The primary responsibility of on-duty personnel shall be to
maintain the sanitary and attractive conditions of the restrooms. The Contractor shall provide
at least the minimum number of attendants per shift, seven (7)-days-per-week, as specified in
the contract documents. The Contractor's employees shall be clean, courteous, qualified,
efficient and neat. The Contractor shall not employ any person or persons in or about the
service area who shall use improper language or act in a loud or boisterous or otherwise
improper or inefficient manner. The Contractor agrees to remove from service any employee
whose conduct the City determines to be detrimental to the best interests of the City.
T:\AGENDA\2012\6-6-12\Janitorial Services Attachment 2.docx
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