Amendment 2 to Certification of Contract No. 13-10/11 Janitorial Services 66112- 90
AMENDMENT NO. 2 TO THE CERTIFICATION OF CONTRACT
BETWEEN THE CITY OF MIAMI BEACH, FLORIDA
AND
PROFESSIONAL BUILDING SERVICES, INC.
CONTRACT NO. 13-10/11, DATED AUGUST 3, 20111
FOR JANITORIAL SERVICES CITYWIDE
T s Amendment No. 2 to the Contract is made and entered into this day of
, 2012, by and between the CITY OF MIAMI .BEACH, Florida (City),
and PROFESSIONAL BUILDING SERVICES (Contractor).
WHEREAS, the City and Contractor entered into a Certification of Contract for
Janitorial Services Citywide, dated August 3, 2011, pursuant to Invitation to Bid (ITB) No.
13-10/11 (the Contract); and
WHEREAS, the Contract allows for the addition of locations by means of request
for quotations from awarded contractors; and
WHEREAS, accordingly, the City and Contractor wish to amend the Contract to
include janitorial services for additional locations.
NOW, THEREFORE, for and in consideration of the conditions and covenants
hereinafter contained and other good and valuable consideration, the receipt and
sufficiency of which are hereby acknowledged, the parties hereto agree as follows:
1. The above recitals are true and correct and incorporated hereto by reference.
2. Effective July 16, 2012, Contractor shall be responsible for the maintenance of
the following additional locations: Historic City Hall; Police South Substation;
North End Headquarters/Ocean Rescue; and Beachfront Restrooms, in
accordance with the terms and conditions of the ITB, as amended by-Exhibits "A"
and "B," attached and incorporated hereto.
3. Performance Standards for Public Restroom Maintenance are hereby
incorporated to this Amendment (and to the Contract) as _Exhibit "C," attached
and incorporated hereto.
4. Except as amended herein, all other terms and conditions of the Contract shall
remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have caused this Amendment No. 1 to be
executed by their appropriate officials, as of the date first entered above.
FOR CITY: CITY OF MIAMI BEACH, FLORIDA
ATTEST:
By:
City Cler ,9 yor
A&s C"'j5g ►�� 2m&
Date = RP ORATED: Date
:INCO
FOR CONTRACTOI `r�: PROFESSIONAL BUILDING
SERVICES, INC.
ATTEST:
/Secretary PpsSe nt
La4eM4 (0Vre_e_nz_r
Print Name Print Name
e 53te
APPROVED AS TO ,
FOR LANGUAGE
& F N
!Da
EXHIBIT A
��AI
w B EAC H
City of Miami Beach, 1700 Convention Center Drive,Miami Beach, Florida 33139,www.miamibeachfl.gov
PROCUREMENT DIVISION
Tel: 305-673-7490 Fax: 786-394-4003
INVITATION FOR QUOTES
ITB 13-10/11 -JANITORIAL SERVICES CITYWIDE
Additional Locations
October 26, 2011
Pursuant to City of Miami Beach Contract No. 13-10/11, which allows for the addition of
facilities and/or increase in scope of work, to be accomplished via request for quotes,
SEALED QUOTES will be received by the City of Miami .Beach Procurement.Director, 3rd
Floor, 1700 Convention Center Drive, Miami Beach, Florida 33139, until 3:00 p.m. on the
10th day of November, 2011 for the locations listed in Appendix A, and in accordance with
the Quality Requirements in Appendix B.
A Pre-IFQ Conference is scheduled on November -2, .2011 at 9:30 :a.m. at the following
address: City of Miami Beach, City Hall, 4th Floor, "Mayor's Conference Room, 1700
Convention Center Drive, Miami Beach, Florida.
It is the responsibility of each contractor to visit each location to become familiar with
conditions that may affect costs, performance or furnishing of the work.
Any questions or clarifications concerning this Invitation for Quotes shall be submitted in
writing by e-mail to mfernandezrubio(aD-miamibeachfl.gov, with a copy to
guslopez(aD_miamibeachfl.gov. All responses to questions/clarifications will be sent to all
contractors in the form of an addendum.
Interviews may be conducted with any/all bidders prior to award of any of the locations if
deemed necessary. The City of Miami Beach reserves the right to accept any proposal or
Quote deemed to be in the best interest of the City of Miami:Beach, or waive any informality
in any proposal or Quote. The City of Miami :Beach may reject any and all proposals or
Quotes.
CITY-OF MIAMI BEACH
FAPURC\$ALL\MARTA\Bids\10-11\Janitorial Services\Additional Location s\Invitation for Quotes-Janitorial addl
locations.docx
Ale are committed to providing excellent public service and sold,/to ail who live, work, and ploy in our obiont tropicoi, historic cermmur;iiy.
JANITORIAL SERVICES CITYWIDE
ITB# 13-10/11
Additional Locations
BID FORM
We propose to furnish all necessary materials, tools, equipment, transportation, chemicals,
supplies, labor and supervision necessary in order to provide Janitorial Services for the
location listed below in accordance with Contract No. 13-10/11,and Appendices A and B.
I. CITY FACILITIES
Item -Building Monthly Cost
1 HISTORIC CITY HALL $
2 POLICE SOUTH SUB STATION $
3 1 NORTH END HEADQUARTERS OCEAN RESCUE $
TOTAL FACILITIES Item 1-3 $
II. RESTROOM FACILITIES
Item Building Monthly Cost
4 SOUTH POINTE RESTROOMS
South Pointe
3`d Street And Ocean Drive $
5 SOUTH BEACH RESTROOMS
(Includes Extended Schedule during Holidays and Special Events)
6th Street and Ocean Drive
10th Street and Ocean Drive
14th Street and Ocean Drive
17th Street and Washington Avenue (SoundScape Park)
21 St Street and Ocean Drive $
6 MID BEACH AND NORTH BEACH RESTROOMS
35th Street and Collins Avenue
46th Street and Collins Avenue
53rd Street and Collins Avenue (including Ocean Rescue HQ)
64th Street and Collins Avenue
73rd Street and Collins Avenue $
7 NORTH SHORE OPEN SPACE PARK RESTROOMS
.81 ST Street and Collins Avenue
83rd Street and Collins Avenue
85th Street and Collins Avenue $
TOTAL RESTROOMS Items-4-7 $
GRAND TOTAL FACILITIES AND-RESTROOMS Items 1-7 $
THE CITY RESERVES THE RIGHT TO AWARD A CONTRACT TO THE LOWEST AND
BEST BIDDER PER ITEM, OR THE LOWEST AND BEST GRAND TOTAL.
SUBMITTED BY:
COMPANY NAME:
SIGNED:
(I certify that I am authorized to execute this bid and
commit-the bidding firm)
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INVITATION FOR QUOTES
ITB 13-10/11 -JANITORIAL SERVICES CITYWIDE
Additional Locations
Appendix A—Description of Facilities
I. CITY'FACILITIES
HISTORIC CITY HALL
Hours of Operation: Monday— Friday 8:00 a.m. -6:00 p.m.
Occupancy load: 1,500 per day
1130 Washington Ave
34,800 sq. ft.; 4-story Professional/Government Office Building
Restrooms: 1.0
Elevators: 2
Stairwells: 1
Water Fountains: 14
SPECIAL REQUIREMENT:
Time Certain Clean-up: In addition to all other janitorial requirements, the outside of the
facility will be swept of all debris and trash upon opening hours of the facility.
POLICE SOUTH SUS STATION
Hours of Operation: Monday—Sunday 24/7
Occupancy Load: 30
225 2nd Street Washington Ave.
5400 Sq Ft- Government Building
Restrooms: 2
Water Fountains: 2
Special Note: Cleaning at the location will be two days a week on Monday and Thursday.
NORTH END HEADQUARTERS OCEAN RESCUE
Hours of Operation: Monday—Sunday 09:00 a.m. —07:00 p.m.
Occupancy Load: 30
7940 Collins Ave
1300 Sq Ft
Restrooms .2
Water fountains: 2
II. RESTROOMS FACILITIES
Hours of Operation: Monday—Sunday 7:00 a.m. - 8:00 p.m.
..Extended Schedule during Holidays and Special Events: 8:00pm- 12:00 am for 6th 10tH, 14th
1-7th (SoundScape Park), and 21St Street restrooms only. See schedule below.
SOUTH POINTE:RESTROOMS
South Pointe Park-800 Sq. Ft.
.3'd Street and Ocean..Drive—600 Sq. Ft.
SOUTH BEACH-RESTROOMS
6 Street.and Ocean Drive-- 1,500 Sq. Ft.
10th Street and Ocean Drive—520 Sq.Ft.
14th Street and Ocean Drive -1,500 Sq. Ft.
17th Street.and Washington Avenue (SoundScape Park)—400 Sq. Ft.
21St Street and Collins-Avenue---864 Sq. Ft.
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Appendix A (page 2)
MID BEACH AND NORTH BEACH RESTROOMS
35 Street and Collins Avenue—512 Sf
46th Street and Collins Avenue—650 Sq. Ft.
53rd Street and Collins Avenue—864 Sq. Ft.
(INCLUDING Ocean Rescue Headquarters -800 Sq. Ft.)
64th Street and Collins Avenue-512 Sq. Ft.
73rd Street and Collins Avenue -600 Sq. Ft.
NORTH SHORE OPEN SPACE PARK RESTROOMS
81 Street and Collins Avenue-800 Sq. Ft.
83rd,Street and Collins Avenue—800 Sq. Ft.
85th Street and Collins Avenue—800 Sq. Ft.
HOLIDAY AND SPECIAL EVENTS SCHEDULE
Holidays that require Extended Schedule:
4th of July—6th, 10th, and 14th Street Restrooms
Memorial Day Weekend—6th, 10th, and 14th Street Restrooms
New Year's Eve—6th, 10th, and 14th Street Restrooms
Special Events that require Extended Schedule:
Art Basel—21St Street and SoundScape Park Restroom
Art Deco Weekend—6th, 10th, and 14th Street Restrooms
Food and Wine Festival—61h, 10th, and 14th Street Restrooms
Gay/Lesbian Pride—6th, 10th, and 14th Street Restrooms
Polo on the Beach—21 st Street Restrooms
Sleepless Nights—6th, 10th, 14th, SoundScape Park and 21' Street Restrooms
Contractor shall be responsible for the opening and closing of the facilities.
OCEAN RESCUE HEADQUARTERS (included with 53rd Street Restrooms)
Hours of Operation: Monday—Sunday 09:00 a.m. -07:00 p.m.
Occupancy Load: 15
5301 Collins Ave
800 Sq Ft
Restrooms 2
Water fountains: 2
Special Note: Cleaning at the location will be two days a week on Monday and Friday.
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INVITATION FOR QUOTES
ITB 13-10/11 -JANITORIAL SERVICES CITYWIDE
Additional Locations
APPENDIX B
Quality Requirements for all City Facilities except Parking Garages
A. Restrooms (Includes public and private toilets, lounges, showers, holding cells,
locker rooms and utility sinks to be cleaned daily unless otherwise noted)
Floors, walls, fixtures and -partitions shall be cleaned utilizing a cleaner
disinfectant.
• The floors, including corners and baseboards shall be clean and dry, and present
an overall appearance of cleanliness.
• Fixtures shall be clean and bright.
There shall be no obvious dust, stains, green mold or encrustation..
• All supply dispensers shall be maintained to meet the needs of the tenants and
visiting population. Waste and sanitary napkin receptacles shall be emptied,
cleaned and disinfected.
• Liner bags shall be replaced daily.
• Liner bags removed from the sanitary napkin receptacles shall be collected in
separate containers for disposal.
• There shall be no obvious signs of dust on any surface.
• During the day, empty waste receptacles and refill supply dispensers.
.. Restrooms rooms shall be maintained free of discarded materials and trash.
• Obvious signs of water stain and smudges shall be removed-from all surfaces.
• Monthly deep cleaning of locker rooms, to include toilet, showers and lockers.
A.A. Beachfront restrooms:
In addition to the above, the following will be required:
• Four(4)to Six (6)full cleanings per day depending on condition at inspection.
• Documented inspection every 1 '/2 hours.
• Restocking as needed based on the inspections.
PRESSURE CLEANING FOR-BEACHFRONT RESTROOMS
Once a week pressure cleaning will be required for all restrooms. Interior
pressure cleaning only.
B. Room Cleaning (Includes all office space, conference rooms, storage areas, food
service/break areas, and health units to be cleaned daily)
• All space utilized by the occupants shall be covered by this contract and shall be
free of obvious dirt, debris,-and dust.
• 'Trashcans shall be emptied and kept clean and free of dirt, stains, and debris.
• Glass.surfaces shall be clean and free of smudges.
• Furniture and all surfaces below'72 inches shall be free of obvious dust, dirt and
debris.
• All spillages, dirt accumulation or crusted material.on carpets shall be removed
along with spots and stains.
There shall be no evidence of fuzzing caused by harsh rubbing or brushing.
• Cleaned spots shall.blend with adjacent areas of carpet.
• Carpets shall be vacuumed to remove obvious dirt and debris.
Resilient flooring will be maintained at a high level of luster and free of all types
of marks.
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APPENDIX B—Page 2
• Entrance and elevator carpets shall be clean and free of dirt and debris. All
trashcans used for food remnants will be cleaned and disinfected.
• Walls shall be free of streaks, spots and foreign matter.
• Drinking fountains shall be cleaned and free of watermarks and any other debris
or encrustation.
Drinking fountains shall be maintained at a high level of sanitation.
C. NOT USED.
D. Entrance Lobbies and Corridors (to be cleaned daily)
• Floor surfaces shall be maintained clean and free of debris or foreign matter.
• No dirt shall be left in corners or near baseboards, behind doors or under
furniture.
The finished area shall have a uniformly high luster without unsightly finish_
buildup.
• Carpeted surfaces shall be vacuumed to remove obvious dirt and debris.
• Metal surfaces shall be free of smears, stains, and finger marks, clean and bright
and polished to a uniform luster.
Wood surfaces shall be free of dirt, dust or streaks.
-• All horizontal, vertical and under surfaces shall be free of obvious dust, smudges
or spots.
• Corners, crevices, moldings and ledges shall be free of obvious dust.
• Glass surfaces shall be clean and free of dust, smudges, spots, or soil
substances.
• All public telephone surfaces shall be maintained clean and free of dirt, dust,
smudges, or streaks.
Brass surfaces shall have a uniform high luster without unsightly buildup.
Thresholds shall be clean and free of dirt, debris, oil, grease and grime.
Drinking fountains shall be cleaned and free of watermarks and any other debris
or encrustation.
• Drinking fountains shall be maintained at a high level of sanitation.
• Entrance, elevator and walk-off mats shall be clean and free of dirt, grime, stains,
and excessive buildup or crusted material.
E. Carpet Cleaning (frequency of cleaning to be determined by contractor to meet
carpeted areas in clean condition)
• Carpeted areas shall be maintained clean and free of dirt, debris, foreign matter,
stains, soil, etc.
Carpet cleaning shall be performed using a low moisture cleaning method, which
leaves little or no residue.
• The cleaning agent used shall be a completely synthetic, biodegradable
detergent that is fast drying. al
• Suitable commercial or industrial equipment shall be used to remove all foreign
matter and loosen matted pile.
A water pickup vacuum shall be used to remove moisture when .soil extraction
method is used.
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APPENDIX B— Page 3
F. Stairways (to be cleaned daily)
• Landings and tread surfaces shall be free of dirt, litter, dust and other foreign
substances and shall present an overall appearance of cleanliness.
• Railings, ledges, grilles, fire apparatus and doors and door tracks shall be free of
dust and foreign substances.
• All surfaces shall be clean and free of obvious dust, smudges, marks or spots.
G. Elevators (to be cleaned daily)
• All vertical and horizontal surfaces shall be clean and free of dirt, dust and
smudges and foreign matter.
• No accumulation of debris shall be left in corners.
• Areas shall be free of grease, tar, oil spots, etc, and present an overall
appearance of cleanliness.
• Door tracks shall be maintained free of dirt and debris.
• Floor surfaces shall be maintained clean and free of debris or foreign matter.
• No dirt shall be left in corners or near baseboards.
• The finished area of the cab shall have a uniform luster without unsightly finish
buildup.
H. Food Service (includes kitchen, vending, snack bar and cafeteria to be cleaned
daily)
• Except as indicated in the following paragraph, food service areas shall be the
same as room cleaning.
• Floor surfaces shall be maintained clean and free of debris or foreign matter.
• No dirt shall be left in Corners on or near baseboards, behind doors or under
furniture.
The finished area shall have uniformly high luster without unsightly finish buildup,
scuff marks, or soiled/dirty appearance.
I. Solid Waste Collection
-• All waste generated shall be collected and removed to the designated areas as
specified by Contract Coordinator.
.• Rooms used for the collection of solid waste shall be clean and present an
overall appearance of cleanliness.
• The City will furnish all solid waste and recycling containers.
J. Outside Areas
All areas immediately surrounding the entrances to the facility, including
sidewalks, plazas, loading docks, and platforms shall be free of dirt and debris.
3 Surfaces shall be scrubbed when necessary to remove stains caused by food or
liquids.
• No dirt shall be left in corners, crevices or where sweepings were picked up.
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APPENDIX B— Page 4
K. Glass Cleaning and Blind Cleaning (to be cleaned daily)
• All glass (to include spandrel glass, glass over and in exterior and vestibule
doors, all plate glass.around entrances, lobbies and vestibules) shall be clean
and free of dirt, grime, streaks and excessive moisture and shall not be cloudy.
Window sashes, sills, woodwork and other surroundings of interior glass shall be
wiped free of drippings and other watermarks.
Where accessible, both sides of glass shall be clean and free of dirt, grime,
streaks, etc.
All sides of blinds, tapes and valances shall be free of dust.
L. Window Washing (on an as needed basis via request for quotes)
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City of Miami Beaus, 1700 Convention Center Drive,Miami Beach, Florida 33139,www.miamibeachfl.gov
PROCUREMENT DIVISION
Tel:305-673-7490 Fax:786-394-4003
INVITATION FOR QUOTES
ITB 13-10/11 -JANITORIAL SERVICES CITYWIDE
Additional Locations
November 7, 2011
JANITORIAL SERVICES CITYWIDE (additional Locations):
I. The estimated cost for supplies to maintain the restrooms is $32,000 per year. This
includes paper products, cleaning supplies, soap, plastic liners, and other miscellaneous
supplies for the following restrooms:
South Point Park, 3rd Street, 6th Street, 21st Street, 53rd Street, 10th Street, 14th Street,
-6th Street, 46th Street, 63rd Street, 73rd Street Band shell (Currently under construction)
The cost of supplies stated above does not include the following restrooms:
North Shore Open Space Park (81St, 83rd and 85th restrooms) and SoundScape Park
restrooms.
Inasmuch as this change does not materially affect the request for quotes document,
bidders are not required to acknowledge this addendum on their response.
CITY OF MIAMI BEACH
VVe ore CO(n!n!i y to pfOVidfnq excellen,putilrc service Cnd SCfe"Y!C C!!vvhC live,worK,and piny in our vitJ(Cn!,. , coi, �islonc co.m�niiI
EXHIBIT B - Professional Building Services Pricing
I. CITY FACILITIES Monthly Cost
1 HISTORIC CITY HALL $ 1,000.00
. 2 POLICE SOUTH SUB STATION $610.76
3 NORTH END HEADQUARTERS OCEAN RESCUE $ 721.46
II. RESTROOM FACILITES
4 SOUTH POINTE RESTROOMS $ 1,828.50
South Pointe
3r Street And Ocean Drive
5 SOUTH BEACH RESTROOMS $12,805.87
(Includes Extended Schedule during Holidays and
Special Events)
6 Street and Ocean Drive
10 Street and Ocean Drive
14 Street and Ocean Drive
21s'Street and Ocean Drive
6 MID BEACH AND NORTH BEACH RESTROOMS $ 5,593.04
35 Street and Collins Avenue
46 Street and Collins Avenue
53r Street and Collins Avenue (including Ocean
Rescue HQ)
r6-4"' Street and Collins Avenue
GRAND TOTAL FACILITIES AND RESTROOMS
Items 1-6 $22,559.63
* Includes janitorial services coverage for extended operating hours for the South Pointe Park, 6th
Street, 10th Street, 14th Street and 21St Street-restrooms.
EXHIBIT C
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. CelingsNVindows/Walis—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
217
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. Restroorns 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.darnaged washbasins, 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
.21:8
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.
-13. 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.
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TA L 1:-� E �J R E 31YtAINTENANGE,0014 011n.
....
..... ... .. .
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 toilet/urinal 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'/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/Walis 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 may be 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.Baby 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.
The corroded faucet would not meet desired maintenance conditions.
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This sink appears to meet conditions.
This basin is stained more than 90% and would not meet desired maintenance conditions.
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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.
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 documentedjustification 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 Y2 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 floor tiles,and any
misalignments greater than YS 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. CeilingslWindows/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.
Peeling paint on wall will not meet desired maintenance condition.
Graffiti on walls will not meet desired maintenance condition
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1
Broken the on wall will not meet desired maintenance condition.
S. 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:
b
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.
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.
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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.
0
If the damaged area on this mirror is more than 5%,it would not meet the desired maintenance
conditions.
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Y
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 Contractor's inspectors against the actual condition which exist at
the point in time. A system to ensure that the Contractor's employees are
counseledttrained 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
r eq uired 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
e9 g
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.
TAAGENDA1201216-6-12Uanitorial Services Attachment 2.docx
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