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Flagship Facility Services - 2012 Agreement
AGREEMENT FOR SERVICES This AGREEMENT made this 12`x' day of June, 2012 between: CITY: City of Gilroy, having a principal place of business at 7351 Rosanna Street, Gilroy, CA 95020 and CONTRACTOR: Flagship Facility Services, Inc., having a principal place of business at 1050 North 5th Street, San Jose, CA 95112. ARTICLE 1. TERM OF AGREEMENT This Agreement will become effective on July 1, 2012 and will continue in effect through June 30, 2015 unless tenninated in accordance with the provisions of Article 7 of this Agreement, or the tern of the Agreement is extended as described hereinafter. CITY, at its sole discretion, may offer CONTRACTOR an extension of the terms of this Agreement up to an additional two years. No extension, amendments, modifications, alterations or changes to the terms of this Agreement shall be effective unless and until made in a writing signed by both parties hereto. ARTICLE 2. INDEPENDENT CONTRACTOR STATUS It is the express intention of the parties that CONTRACTOR is an independent contractor and not an employee, agent, joint venturer or partner of CITY. Nothing in this Agreement shall be interpreted or construed as creating or establishing the relationship of employer and employee between CITY and CONTRACTOR or any employee or agent of CONTRACTOR. Both parties acknowledge that CONTRACTOR is not an employee for state or federal tax purposes. CONTRACTOR shall not be entitled to any of the rights or benefits afforded to CITY'S employees, including, without limitation, disability or unemployment insurance, workers' compensation, medical insurance, sick leave, retirement benefits or any other employment benefits. CONTRACTOR shall retain the right to perform services for others during the term of this Agreement. ARTICLE 3. SERVICES TO BE PERFORMED BY CONTRACTOR A. Specific Services CONTRACTOR agrees to: Perform the services as outlined in Exhibit "A" ( "Specific Provisions "), Exhibit "B" ( "Scope of Services" — Request for Proposals (RFP)), and Exhibit "C" ( "Contractor Proposal "). B. Employment of Assistants CONTRACTOR may, at the CONTRACTOR'S own expense, employ such assistants as CONTRACTOR deems necessary to perform the services required of CONTRACTOR by this -1- Agreement, subject to the prohibition against assignment and subcontracting contained in Article 5 below. CITY may not control, direct, or supervise CONTRACTOR'S assistants in the performance of those services. CONTRACTOR assumes full and sole responsibility for the payment of all compensation and expenses of these assistants and for all state and federal income tax, unemployment insurance, Social Security, disability insurance and other applicable withholding. ARTICLE 4. COMPENSATION A. Consideration In consideration for the services to be performed by CONTRACTOR, CITY agrees to pay CONTRACTOR the amounts set forth in Exhibit "C" ( "Contractor Proposal "). In no event however shall the total compensation paid to CONTRACTOR exceed $168,879.00 for year one, $173,945.37 for year two, and $179,163.73 for year three for its services of this Agreement, per fiscal year (July 1 to June 30). B. Invoices CONTRACTOR shall submit invoices for all services rendered at least monthly C. Payment Payment shall be due according to the payment schedule set forth in Exhibit "C" ( "Contractor Proposal "). No payment will be made unless CONTRACTOR has first provided City with a written receipt of invoice describing the work performed and any approved direct expenses (as provided for in Exhibit "A ", Section IV) incurred during the preceding period. If CITY objects to all or any portion of any invoice, CITY shall notify CONTRACTOR of the objection within thirty (30) days from receipt of the invoice, give reasons for the objection, and pay that portion of the invoice not in dispute. It shall not constitute a default or breach of this Agreement for CITY not to pay any invoiced amounts to which it has objected until the objection has been resolved by mutual agreement of the parties. D. Expenses CONTRACTOR shall be responsible for all costs and expenses incident to the performance of services for CITY, including but not limited to, all costs of equipment used or provided by CONTRACTOR, all fees, fines, licenses, bonds or taxes required of or imposed against CONTRACTOR and all other of CONTRACTOR'S costs of doing business. CITY shall not be responsible for any expenses incurred by CONTRACTOR in performing services for CITY, except for those expenses constituting "direct expenses" referenced on Exhibit "A." WPAPM764446.2 -2- 100108- 04706083 ARTICLE 5. OBLIGATIONS OF CONTRACTOR A. Tools and Instrumentalities CONTRACTOR shall supply all tools and instrumentalities required to perform the services under this Agreement at its sole cost and expense. CONTRACTOR is not required to purchase or rent any tools, equipment or services from CITY. B. Workers' Compensation CONTRACTOR agrees to provide workers' compensation insurance for CONTRACTOR'S employees and agents and agrees to hold harmless, defend with counsel acceptable to CITY and indemnify CITY, its officers, representatives, agents and employees from and against any and all claims, suits, damages, costs, fees, demands, causes of action, losses, liabilities and expenses, including without limitation reasonable attorneys' fees, arising out of any injury, disability, or death of any of CONTRACTOR'S employees. C. Indemnification of Liability, Duty to Defend To the fullest extent permitted by law, CONTRACTOR shall defend through counsel approved by CITY indemnify and hold harmless CITY, its officers, representatives, agents and employees against any and all suits, damages, costs, fees, claims, demands, causes of action, losses, liabilities and expenses, including without limitation reasonable attorneys' fees, to the extent arising from or caused by any act or omission of CONTRACTOR or CONTRACTOR'S assistants, employees or agents, including all claims relating to the injury or death of any person or damage to any property. D. Insurance In addition to any other obligations under this Agreement, CONTRACTOR shall, at no cost to CITY, obtain and maintain throughout the term of this Agreement: (a) Commercial Liability Insurance, including coverage for owned and non -owned automobiles, with a minimum combined single limit coverage of $1,000,000 per occurrence for all damages due to bodily injury, sickness or disease, or death to any person, and damage to property, including the loss of use thereof. As a condition precedent to CITY'S obligations under this Agreement, CONTRACTOR shall furnish evidence of such coverage (naming CITY, its officers and employees as additional insureds on the Comprehensive Liability insurance policy referred to in (a) immediately above) and requiring thirty (30) days written notice of policy lapse or cancellation, or of a material change in policy terms. E. Assignment Notwithstanding any other provision of this Agreement, neither this Agreement nor any duties or obligations of CONTRACTOR under this Agreement may be assigned or subcontracted by CONTRACTOR without the prior written consent of CITY, which CITY may withhold in its sole and absolute discretion. WPAPP1764446.2 -3- 100108-04706083 F. State and Federal Taxes As CONTRACTOR is not CITY'S employee, CONTRACTOR shall be responsible for paying all required state and federal taxes. Without limiting the foregoing, CONTRACTOR acknowledges and agrees that: 0 CITY will not withhold FICA (Social Security) from CONTRACTOR'S payments; • CITY will not make state or federal unemployment insurance contributions on CONTRACTOR'S behalf, • CITY will not withhold state or federal income tax from payment to CONTRACTOR; • CITY will not make disability insurance contributions on behalf of CONTRACTOR; • CITY will not obtain workers' compensation insurance on behalf of CONTRACTOR. ARTICLE 6. OBLIGATIONS OF CITY A. Cooperation of City CITY agrees to respond to all reasonable requests of CONTRACTOR and provide access, at reasonable times following receipt by CITY of reasonable notice, to all documents reasonably necessary to the performance of CONTRACTOR'S duties under this Agreement. B. Assignment CITY may assign this Agreement or any duties or obligations thereunder to a successor governmental entity without the consent of CONTRACTOR. Such assignment shall not release CONTRACTOR from any of CONTRACTOR'S duties or obligations under this Agreement. ARTICLE 7. TERMINATION OF AGREEMENT A. Sale of CONTRACTOR's Business/ Death of CONTRACTOR. CONTRACTOR shall notify CITY of the proposed sale of CONTRACTOR's business no later than thirty (30) days prior to any such sale. CITY shall have the option of terminating this Agreement within thirty (30) days after receiving such notice of sale. Any such CITY termination pursuant to this Article 7.A shall be in writing and sent to the address for notices to CONTRACTOR set forth in Exhibit A, Subsection V.H., no later than thirty (30) days after CITY' receipt of such notice of sale. If CONTRACTOR is an individual, this Agreement shall be deemed automatically terminated upon death of CONTRACTOR. IVPAPP1764446.2 -4- 100108- 04706083 B. Termination by City for Default of CONTRACTOR Should CONTRACTOR default in the performance of this Agreement or materially breach any of its provisions, CITY, at CITY'S option, may terminate this Agreement by giving written notification to CONTRACTOR. For the purposes of this section, material breach of this Agreement shall include, but not be limited to the following: 1. CONTRACTOR'S failure to professionally and/or timely perform any of the services contemplated by this Agreement. 2. CONTRACTOR'S breach of any of its representations, warranties or covenants contained in this Agreement. CONTRACTOR shall be entitled to payment only for work completed in accordance with the terms of this Agreement through the date of the termination notice, as reasonably determined by CITY, provided that such payment shall not exceed the amounts set forth in this Agreement for the tasks described on Exhibit C" which have been fully, competently and timely rendered by CONTRACTOR. Notwithstanding the foregoing, if CITY terminates this Agreement due to CONTRACTOR'S default in the performance of this Agreement or material breach by CONTRACTOR of any of its provisions, then in addition to any other rights and remedies CITY may have, CONTRACTOR shall reimburse CITY, within ten (10) days after demand, for any and all costs and expenses incurred by CITY in order to complete the tasks constituting the scope of work as described in this Agreement, to the extent such costs and expenses exceed the amounts CITY would have been obligated to pay CONTRACTOR for the performance of that task pursuant to this Agreement. C. Termination for Failure to Make Agreed -Upon Payments Should CITY fail to pay CONTRACTOR all or any part of the compensation set forth in Article 4 of this Agreement on the date due, then if and only if such nonpayment constitutes a default under this Agreement, CONTRACTOR, at the CONTRACTOR'S option, may terminate this Agreement if such default is not remedied by CITY within thirty (30) days after demand for such payment is given by CONTRACTOR to CITY. D. Transition after Termination Upon termination, CONTRACTOR shall immediately stop work, unless cessation could potentially cause any damage or harm to person or property, in which case CONTRACTOR shall cease such work as soon as it is safe to do so. CONTRACTOR shall incur no further expenses in connection with this Agreement. CONTRACTOR shall promptly deliver to CITY all work done toward completion of the services required hereunder, and shall act in such a manner as to facilitate any the assumption of CONTRACTOR's duties by any new CONTRACTOR hired by the CITY to complete such services. 1VPAPP1764446.2 -5- 100108- 04706083 ARTICLE 8. GENERAL PROVISIONS A. Amendment & Modification No amendments, modifications, alterations or changes to the terms of this Agreement shall be effective unless and until made in a writing signed by both parties hereto. B. Americans with Disabilities Act of 1990 Throughout the term of this Agreement, the CONTRACTOR shall comply fully with all applicable provisions of the Americans with Disabilities Act of 1990 ( "the Act ") in its current form and as it may be amended from time to time. CONTRACTOR shall also require such compliance of all subcontractors performing work under this Agreement, subject to the prohibition against assignment and subcontracting contained in Article 5 above. The CONTRACTOR shall defend with counsel acceptable to CITY, indemnify and hold harmless the CITY OF GILROY, its officers, employees, agents and representatives from and against all suits, claims, demands, damages, costs, causes of action, losses, liabilities, expenses and fees, including without limitation reasonable attorneys' fees, that may arise out of any violations of the Act by the CONTRACTOR, its subcontractors, or the officers, employees, agents or representatives of either. C. Attorneys' Fees If any action at law or in equity, including an action for declaratory relief, is brought to enforce or interpret the provisions of this Agreement, the prevailing party will be entitled to reasonable attorneys' fees, which may be set by the court in the same action or in a separate action brought for that purpose, in addition to any other relief to which that party may be entitled. D. Captions The captions and headings of the various sections, paragraphs and subparagraphs of the Agreement are for convenience only and shall not be considered nor referred to for resolving questions of interpretation. E. Compliance with Laws The CONTRACTOR shall keep itself informed of all State and National laws and all municipal ordinances and regulations of the CITY which in any manner affect those engaged or employed in the work, or the materials used in the work, or which in any way affect the conduct of the work, and of all such orders and decrees of bodies or tribunals having any jurisdiction or authority over the same. Without limiting the foregoing, CONTRACTOR agrees to observe the provisions of the Municipal Code of the CITY OF GILROY, obligating every CONTRACTOR or subcontractor under a contract or subcontract to the CITY OF GILROY for public works or for goods or services to refrain from discriminatory employment or subcontracting practices on the basis of the race, color, sex, religious creed, national origin, ancestry of any employee, applicant for employment, or any potential subcontractor. WPAPP1764446.2 -6- 100108- 04706083 F. Conflict of Interest CONTRACTOR certifies that to the best of its knowledge, no CITY employee or office of any public agency interested in this Agreement has any pecuniary interest in the business of CONTRACTOR and that no person associated with CONTRACTOR has any interest that would constitute a conflict of interest in any manner or degree as to the execution or performance of this Agreement. G. Entire Agreement This Agreement supersedes any and all prior agreements, whether oral or written, between the parties hereto with respect to the rendering of services by CONTRACTOR for CITY and contains all the covenants and agreements between the parties with respect to the rendering of such services in any manner whatsoever. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein, and that no other agreement, statement or promise not contained in this Agreement shall be valid or binding. No other agreements or conversation with any officer, agent or employee of CITY prior to execution of this Agreement shall affect or modify any of the terms or obligations contained in any documents comprising this Agreement. Such other agreements or conversations shall be considered as unofficial information and in no way binding upon CITY. H. Governing Law This Agreement will be governed by and construed in accordance with the laws of the State of California. I. Notices Any notice to be given hereunder by either party to the other may be effected either by personal delivery in writing or by mail, registered or certified, postage prepaid with return receipt requested. Mailed notices shall be addressed to the parties at the addresses appearing in Exhibit "A ", Section V.H. but each party may change the address by written notice in accordance with this paragraph. Notices delivered personally will be deemed delivered as of actual receipt; mailed notices will be deemed delivered as of three (3) days after mailing. J. Partial Invalidity If any provision in this Agreement is held by a court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions will nevertheless continue in full force without being impaired or invalidated in any way. K. Time of the Essence All dates and times referred to in this Agreement are of the essence. WPAPP1764446.2 -7- 100108- 04706083 L. Waiver CONTRACTOR agrees that waiver by CITY of any one or more of the conditions of performance under this Agreement shall not be construed as waiver(s) of any other condition of performance under this Agreement. Executed at Gilroy, California, on the date and year first above written. CONTRACTOR: Flagship Facility Services, Inc. By: Nanle(Jim Mikacich Title: VP, Business Development Social Security or Taxpayer Identification Number 77- 0184592 Approved as to Form Linda Callon, City Attorney WFAR;V64446.2 -8- I OC 148 -04706083 CITY: OF UILROY By: w v Name: Thomas J. Hag um Title: City Administrator ATTEST: V, (14 %� Shawfia Freels, City -Clerk L. Waiver CONTRACTOR agrees that waiver by CITY of any one or more of the conditions of performance under this Agreement shall not be construed as waiver(s) of any other condition of performance under this Agreement. Executed at Gilroy, California, on the date and year first above written. CONTRACTOR: Flagship Facility Services, Inc. By: Na Jim Mikacich Title: VP, Business Development Social Security or Taxpayer Identification Number 77- 0184592 Approved as to Form Linda Callon, City Attorney \VPAPP \764446.2 -8- 100108- 04706083 CITY: CITY OF GILROY By: _ Name: Title: Thomas J. Haglund City Administrator ATTEST: Shawna Freels, City Clerk EXHIBIT "A" SPECIFIC PROVISIONS I. PROJECT MANAGER CONTRACTOR shall provide the services indicated on the attached Exhibit "B ", Scope of Services — RFP, and Exhibit "C ", Contractor Proposal (collectively, "Services "). (All exhibits referenced are incorporated herein by reference.) To accomplish that end, CONTRACTOR agrees to assign Michael T. Avila, who will act in the capacity of Project Manager, and who will personally direct such Services. Except as may be specified elsewhere in this Agreement, CONTRACTOR shall furnish all technical and professional services including labor, material, equipment, transportation, supervision and expertise to perform all operations necessary and required to complete the Services in accordance with the terms of this Agreement. II. NOTICE TO PROCEED CONTRACTOR shall commence the Services upon delivery to CONTRACTOR of a written "Notice to Proceed ", which Notice to Proceed shall be in the form of a written communication from designated City contact person(s). Notice to Proceed may be in the form of e -mail, fax or letter authorizing commencement of the Services. For purposes of this Agreement, Rick Brandini shall be the designated City contact person(s). Notice to Proceed shall be deemed to have been delivered upon actual receipt by CONTRACTOR or if otherwise delivered as provided in the Section V.H. (`Notices ") of this Exhibit "A ". III. PROGRESS SCHEDULE The schedule for performance of the Services will be as set forth in the attached Exhibit "B" (RFP). IV. PAYMENT OF FEES AND DIRECT EXPENSES Payments shall be made to CONTRACTOR as provided for in Article 4 of this Agreement. Direct expenses are charges and fees not included in Exhibit "C" ( "Contractor Proposal" — Attachment A — Custodial Services Cost Proposal (Revised)). CITY shall be obligated to pay only for those direct expenses which have been previously approved in writing by CITY. CONTRACTOR shall obtain written approval from CITY prior to incurring or billing of direct expenses. Copies of pertinent financial records, including invoices, will be included with the submission of billing(s) for all direct expenses. WPAPP1764446.2 -1- 100108- 04706083 V. OTHER PROVISIONS A. STANDARD OF WORKMANSHIP CONTRACTOR represents and warrants that it has the qualifications, skills and licenses necessary to perform the Services, and its duties and obligations, expressed and implied, contained herein, and CITY expressly relies upon CONTRACTOR'S representations and warranties regarding its skills, qualifications and licenses. CONTRACTOR shall perform such Services and duties in conformance to and consistent with the standards generally recognized as being employed by professionals in the same discipline in the State of California. Any plans, designs, specifications, estimates, calculations, reports and other documents furnished under this Agreement shall be of a quality acceptable to CITY. The minimum criteria for acceptance shall be a product of neat appearance, well- organized, technically and grammatically correct, checked, and having the maker and checker identified. The minimum standard of appearance, organization and content of the drawings shall be that used by CITY for similar purposes. B. RESPONSIBILITY OF CONTRACTOR CONTRACTOR shall be responsible for the professional quality, technical accuracy, and the coordination of the Services furnished by it under this Agreement. CONTRACTOR shall not be responsible for the accuracy of any project or technical information provided by the CITY. The CITY'S review, acceptance or payment for any of the Services shall not be construed to operate as a waiver of any rights under this Agreement or of any cause of action arising out of the performance of this Agreement, and CONTRACTOR shall be and remain liable to CITY in accordance with applicable law for all damages to CITY caused by CONTRACTOR'S negligent performance of any of the services furnished under this Agreement. C. RIGHT OF CITY TO INSPECT RECORDS OF CONTRACTOR CITY, through its authorized employees, representatives or agents, shall have the right, at any and all reasonable times, to audit the books and records (including, but not limited to, invoices, vouchers, canceled checks, time cards, etc.) of CONTRACTOR for the purpose of verifying any and all charges made by CONTRACTOR in connection with this Agreement. CONTRACTOR shall maintain for a minimum period of three (3) years (from the date of final payment to CONTRACTOR), or for any longer period required by law, sufficient books and records in accordance with standard California accounting practices to establish the correctness of all charges submitted to CITY by CONTRACTOR, all of which shall be made available to CITY at the CITY's offices within five (5) business days after CITY's request. D. CONFIDENTIALITY OF MATERIAL All ideas, memoranda, specifications, plans, manufacturing procedures, data (including, but not limited to, computer data and source code), drawings, descriptions, documents, discussions or other information developed or received by or for CONTRACTOR and all other written and oral information developed or received by or for CONTRACTOR and all other written and oral information submitted to CONTRACTOR in connection with the performance of this Agreement 1VPAPP1764446.2 -2- 100108- 04706083 shall be held confidential by CONTRACTOR and shall not, without the prior written consent of CITY, be used for any purposes other than the performance of the Services, nor be disclosed to an entity not connected with the performance of the such Services. Nothing furnished to CONTRACTOR which is otherwise known to CONTRACTOR or is or becomes generally known to the related industry (other than that which becomes generally known as the result of CONTRACTOR'S disclosure thereof) shall be deemed confidential. CONTRACTOR shall not use CITY'S name or insignia, or distribute publicity pertaining to the services rendered under this Agreement in any magazine, trade paper, newspaper or other medium without the express written consent of CITY. E. NO PLEDGING OF CITY'S CREDIT. Under no circumstances shall CONTRACTOR have the authority or power to pledge the credit of CITY or incur any obligation in the name of CITY. F. OWNERSHIP OF MATERIAL. All material including, but not limited to, computer information, data and source code, sketches, tracings, drawings, plans, diagrams, quantities, estimates, specifications, proposals, tests, maps, calculations, photographs, reports and other material developed, collected, prepared (or caused to be prepared) under this Agreement shall be the property of CITY, but CONTRACTOR may retain and use copies thereof subject to Section V.D of this Exhibit "A ". CITY shall not be limited in any way in its use of said material at any time for any work, whether or not associated with the City project for which the Services are performed. However, CONTRACTOR shall not be responsible for, and City shall indemnify CONTRACTOR from, damages resulting from the use of said material for work other than PROJECT, including, but not limited to, the release of this material to third parties for work other than on PROJECT. G. NO THIRD PARTY BENEFICIARY. This Agreement shall not be construed or deemed to be an agreement for the benefit of any third party or parties, and no third party or parties shall have any claim or right of action hereunder for any cause whatsoever. H. NOTICES. Notices are to be sent as follows: CITY: Rick Brandini City of Gilroy 7351 Rosanna Street Gilroy, CA 95020 CONTRACTOR: Jim Mikacich Flagship Facility Services, Inc. 1050 North 5th Street San Jose, CA 95112 1VPAPP1764446.2 -3- 100108-04706083 I. FEDERAL FUNDING REQUIREMENTS. ❑ If the box to the left of this sentence is checked, this Agreement involves federal funding and the requirements of this Section V.I. apply. Q If the box to the left of this sentence is checked, this Agreement does not involve federal funding and the requirements of this Section V.I. do not apply. 1. DBE Program CONTRACTOR shall comply with the requirements of Title 49, Part 26, Code of Federal Regulations (49 CFR 26) and the City- adopted Disadvantaged Business Enterprise programs. 2. Cost Principles Federal Acquisition Regulations in Title 48, CFR 31, shall be used to determine the allowable cost for individual items. 3. Covenant against Contingent Fees The CONTRACTOR warrants that he /she has not employed or retained any company or person, other than a bona fide employee working for the CONTRACTOR, to solicit or secure this Agreement, and that he /she has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift or any other consideration, contingent upon or resulting from the award or formation of this Agreement. For breach or violation of this warranty, the Local Agency shall have the right to annul this Agreement without liability or, at its discretion, to deduct from the agreement price or consideration, or otherwise recover, the full amount of such fee, commission, percentage, brokerage fee, gift or contingent fee. IVPAPP1764446.2 -4- 100108- 04706083 EXHIBIT "B" SCOPE OF SERVICES REQUEST FOR PROPOSALS (RFP) Includes revised scope of services. Text in strikeout is deleted and text highlighted yellow is included. 1VPAPP \764446.2 100108 - 04706083 EXHIBIT "C" CONTRACTOR PROPOSAL (Attachment) Attachment A — Custodial Services Cost Proposal (Revised) WPAPP1764446.2 100108- 04706083 ANNUAL COST ANNUAL COST ANNUAL COST FOR 1St YEAR FOR 2nd YEAR FOR 3rd YEAR (7/1/12 - 6/30/13) (7/1/13 - 6/30/14) (7/1/14— 6/30/15) GILROY CITY HALL $ 31,700.00 $ 32,651.00 $ 33,630.53 GILROY POLICE DEPARTMENT $ 68,875.00 $ 70,941.25 $ 73,069.49 WHEELER COMMUNITY $ 18,700.00 $ 19,261.00 $ 19,838.83 CENTER GILROY CORPORATION YARD $ 12,581.00 $ 12,958.43 $ 13,347.18 TEMPORARY ENVIRONMENTAL $ 3,354.00 $ 3,454.62 $ 3,558326 EDUCATION CENTER ASCENCION SOLORSANO GYMNASIUM $ 19,600.00 $ 20,188.00 $ 20,793.64 SAN YSIDRO PARK RECREATION BUILDING $ 7,055.00 $ 7,266.65 $ 7,484.65 LAS ANIMAS VETERANS PARK $ 7,014.00 $ 7,224.42 $ 7,441.15 RECREATION BUILDING TOTAL MONTHLY COST FOR $ 14,073.25 $ 14, 495.45 $ 14, 930.31 ALL FACILITIES TOTAL ANNUAL COST FOR ALL FACILITIES $ 168,879.00 $ 173, 945.37 $ 179, 163.73 WPAPP1764446.2 100108- 04706083 Citp of (bilrop Administrative Services Department Request for Proposals CUSTODIAL SERVICES - Finalists No. 12 -RF P -AS D -363 (Revised 6/11/2012) (Revisions in strikeout and yellow highlight) ATTN: INGA ALONZO, PURCHASING COORDINATOR CITY OF GILROY 7351 ROSANNA STREET GILROY, CA 95020 -6197 Proposals Due by: 2:00 pm, Friday, May 11, 2012 o� 0 Notice Inviting Finalist Proposals No. 12 -RFP -ASD -363 Notice is hereby given that the Purchasing Coordinator of the City of Gilroy at 7351 Rosanna Street, Gilroy, CA 95020 -6197 will receive SEALED PROPOSAL SUBMITTALS. The City of Gilroy is now soliciting submittals from selected finalists from custodial service vendors under 12- RFQ- ASD -311 that ended April 11, 2012, for consideration for a multi -year Custodial Services Contract. Finalists were identified and notified by email on April 19, 2012 and invited to participate in a restricted Request for Proposal process as the next contract selection step. A Mandatory Proposal Preview & Site Tour will be held on Thursday, April 26t', 2012 from 8:OOAM to 3:00 PM, beginning in the City Corporation Conference Room of 613 Old Gilroy Street in Gilroy. Contractor must be present at the proposal preview & site tour in order to have their proposal considered. Please call Rick Brandini, Facilities Superintendent, at (408) 846 -0282 for further directions. Proposals will be accepted up until 2:00 PM, PST, Friday, May 11, 2012. Proposals received after that time and date will not be considered. The City of Gilroy accepts no responsibility if delivery is made to another location other than location specified above and /or delayed deliveries by your chosen carrier. An evaluation team will review Proposals and contact the top group for further discussion. It is the intent of the city to award a 3 -year contract, with the option of a 2 -year extension for said services. Award of contract by the Gilroy City Council is scheduled for June 4, 2012 This RFP is being emailed to each finalist. Respectfully Requested, Inga Alonzo Purchasing Coordinator 12- RFP -ASD -363 Custodial Services Table of Contents Notice Inviting Finalist Proposals i QUALIFICATIONS SUBMITTAL CHECKLIST 1 Schedule 2 SUBMISSION FORMAT & CONTENT INFORMATION 2 Submission Content Requirements 2 Selection Process 4 Addendums 5 Other Terms and Conditions 5 STANDARDS AND SPECIFICATIONS 5 Custodial Service Requirements 5 Days and Hours of Work 6 Personnel 6 Security 7 Service Changes 8 Vandalism and Repair of Damage 8 Graffiti Removal 8 Service Frequency and Schedules 8 Locks and Keys 8 Deficiency Notice Procedures 9 Right of Severance and Termination 9 Maintenance and Operation of Equipment and Vehicles 9 Storage of Material and Equipment on the Site 9 Cal -OSHA & Safety Requirements 9 Public Convenience and Safety 10 Accident Reporting 10 Management and Supervision 10 TECHNICAL SPECIFICATIONS 11 Basic Maintenance Standard 11 Estimated Number of Persons Using Facilities 11 Green Business Practices 11 CITY BUILDINGS COVERED BY THIS AGREEMENT 12 SCHEDULE OF MAINTENANCE SERVICE 13 Daily Maintenance Service 13 Weekly Maintenance Service 15 Monthly Maintenance Service 15 Semi - Annual Maintenance Service 15 Maintenance Service — General 16 City Staff Responsibilities 16 ATTACHMENT A - Cost Proposal A -1 ATTACHMENT B — Contractor Information Statement B -1 ATTACHMENT C — Environmentally Preferable Purchasing Policy C -1 ii ATTACHMENT D — Facility Maps ui D -1 QUALIFICATIONS SUBMITTAL CHECKLIST CUSTODIAL SERVICES Proposal No. 12- RFP -ASD -363 The following documents /information must be filled out and included /submitted in the proposal in order to be considered for this project: ❑ Cost Proposal completed & signed — Attachment A ❑ Contractor Information Statement completed & signed — Attachment B ❑ Proposal as per the Submission Format & Content Information section starting on page 2 of the RFP ❑ Deliver proposal to City of Gilroy in sealed envelope to City of Gilroy address given by 2:00 pm, Friday, May 11, 2012 1 Schedule The city intends to award a custodial services contract by June 4, 2012, with service to begin July 1, 2012. The key dates driving the Selection Process of Custodial Services contract are shown below: Selection Process Actions Target Date RFQ distributed to prospective Contractors 3/22/2012 RFQ submissions due to City of Gilroy 4/11/2012 Selection Committee evaluate RFQ submissions 4/19/2012 Invitation to Finalist to submit proposal 4/19/2012 Mandatory Proposal Preview & Site tour 4/26/2012 Proposal submissions due to City 5/11/2012 Selection evaluation - negotiate final terms 5/18/2012 Selection decision 5/21/2012 Recommendation Report for Approval by City Council 5/21/2012 City Council Meeting 6/4/2012 Contract Agreement and Insurance complete 6/11/2012 Issue purchase order 6/11/2012 Custodial Contract to begin 7/1/2012 SUBMISSION FORMAT & CONTENT INFORMATION Submission Content Requirements Please respond to each of the requests for information by Letter and Number as appropriate. Provide Letter or Number with each response and include PAGE NUMBERING. Any attachments /exhibits should also be labeled when provided. Some information may be redundant from the RFQ, but you now have additional time to visit the sites and have a better understanding of the scope of work, so your responses may change. 1. Contractor Information Statement - Complete and sign proposal statement (Attachment B). 2. Custodial Services Cost Proposal - Complete and sign Custodial Services Cost Proposal (Attachment A). • Please see contract site location information in Attachment D, Facility Maps. • Contract site questions or scope of work questions can be raised at the Proposal Preview & Site Tour on Thursday, April 26th, 2012 from 8: 0 0 A M to 3:00 PM, in the City Corporation Conference Room located at 613 Old Gilroy Street in Gilroy. Contractor must be present at the proposal preview & site tour in order to have their proposal considered. • Prevailing Wage is not a contract labor cost requirement of this service contract. 0 By submitting the fee schedule, the Contractor acknowledges that the Contractor has made a personal inspection of each site and the surrounding areas and has evaluated the extent to which the physical condition thereof will affect the services to be provided. The Contractor acknowledges that the regular completion of services hereunder may result in a gradual upgrading of the areas maintained, regardless of the present condition. The Custodial Services Contract Fee Schedule should be based on the standard upkeep of each area and not reflect any perceived renovation work needed. 3. Key Staff - Identify the key contract team leader(s) who will direct all on -site custodial services and who will interface routinely with the designated City contract inspector. Provide a minimum one page resume listing qualifications and past experience (update or resubmit RFQ info if appropriate). 4. Resources and Service Description: Provide a comprehensive description of the resources, plan and methodology that will be used to provide resources for the different elements of the requested custodial services. Special emphasis should be placed on how your company will "partner" with the City to provide innovative approaches and techniques in both the services provided today and in the way it will respond to future needs of the Gilroy community and evolving scope of work under this service contract. Include how you plan to build trust into the relationship between your organization and the City. 5. Staffing a. Include a work plan of how you will staff and supervise normal and periodic maintenance schedules. Provide a monthly calendar indicating staffing and work strategies. Identify site specific work as maybe appropriate. Discuss how you will adhere to approved maintenance schedules. b. Provide a complete overview of all training programs provided. Specifically identify those you considered part of your "Safety Program ". c. Detail your company's employee retention program and philosophy. d. List the full or part time status of each employee that will be assigned to this contract. Explain your staffing process to fill positions if needed. e. Detail your company's policy for recruitment and screening process for DMV driving record, drug use, and criminal history. f. Description of designated on -site supervisor's role in delivery of contract services and availability of on -site supervisor and contingency plans when not available. g. Description of the line - staff's role in the delivery of exceptional contract service and customer service. 6. Length of Submission — While there is no maximum length of the RFP submittal information pages, please keep in mind that we have seen your RFQ submittal. Number all pages and label exhibits. Exhibits and attachments should be bound together with the RFP submittal. 7. Response Submission - Four copies of RFP submittal are required. All submissions must be sealed in a package showing the following information on the outside and addressed to: Purchasing Division, City of Gilroy, 7351 Rosanna Street, Gilroy, CA 95020 12- RFP -ASD -363 RFP Title: Custodial Services Contractor's name and address 3 The submission package must be mailed or delivered to the above address prior to the deadline for receipts of submissions. All respondents who mail or ship their submissions must allow sufficient delivery time to ensure receipt of their submissions by the time specified. Late submissions will not be accented for consideration. 8. Deadline for Receipt of Submissions - All submissions must be received by the Purchasing Division, Gilroy City Hall Gilroy, 7351 Rosanna Street, Gilroy, CA, by 2:00 P.M. on Friday May 11, 2012. 9. Logistical Issues - Describe how your company will stage and mobilize the equipment and supplies needed to perform all work. Describe where and how will you store and dispatch equipment and supplies to contract sites. There will be limited space available at the City facilities. Selection Process All Proposals will be reviewed thoroughly by an evaluation team. The recommendation for award of a contract may not necessarily be based on the lowest cost for the various items on the bid form, but rather will be made on the basis of how the proposal best meets the requirements of the City for Custodial Services, the ability to meet the different types, service levels, and service frequencies, the ability to comply with contract standards and specifications, and sufficient manpower and equipment to service and support the City in the area of custodial services. The City may call for finalist interviews. If called, interviews will be held the afternoon of the Mandatory Proposal Preview, April 26th, 2012. Interview instructions will be given if and when scheduled with finalists. The selection evaluation criteria are as follows: Addendums If the City determines that addendums to this RFP are necessary, they will be delivered to the POWS I Cost of Services (Custodial Services Contract Fee Schedule - Attachment A) 40 2 Having sufficient equipment /personnel resources to meet the needs of the city 20 3 Review of safety practices and Workers' Comp Modification Rate Statement 10 Demonstrated personnel expertise and experience to 5 provide the range of contract services and 15 capabilities to address contract challenges 6 Review of references /previous clients 15 Total 100 Addendums If the City determines that addendums to this RFP are necessary, they will be delivered to the contractor by email. Other Terms and Conditions Certain other terms and conditions will apply to this RFP: All RFQ Terms and Conditions apply to RFP Licenses and Insurance In addition to all other requirements set forth in the Contract documents, the successful contractor to whom the contract is awarded must maintain and keep in force throughout the progress of the contact, all required insurance and City of Gilroy Business License. Laws to be Observed The Contractor shall keep himself fully informed of all State and National laws, labor laws and provisions, and all municipal ordinances and regulations of the City which in any manner affect those engaged or employed in the work, or the materials used in the work, or which in any way effect the conduct of the work, and of all such orders and decrees of bodies or tribunals having any jurisdiction or authority over the same. Billing and Invoicing Invoices will be submitted monthly for the current month's services. Missed service will result in prorated reduction of payment. Contract Period The contract period, once awarded by the City Council, is proposed to be from July 1, 2012 through June 30, 2015. The city may request a 2 -year extension of terms. REP Questions In order to have the city respond in a timely manner to questions about this RFP, please don't wait until the last minute to ask them, but in no case later than 12:00 noon on May 10, 2012 (one day before RFP is due). Direct questions regarding this RFP, via email, to the following: ATTN: Rick Brandini, Facilities Superintendent (408) 846 -0282 office (408) 846 -0306 fax rick.brandini<ucityof�ilroy.org STANDARDS AND SPECIFICATIONS Custodial Service Requirements This contract is for a three (3) year term beginning on July 1, 2012 and ending June 30, 2015. The City reserves the option to renew the contract for two additional one (1) year periods at the prices specified in the Schedule of Bid. The City will provide written notice to the Contractor of intent to renew or cancel contract no less than sixty (60) days prior to expiration of previous contract term. The contractor will be required to provide all labor, tools, equipment, cleaning materials, paper products, trash receptacle liners, and supplies to perform all services in accordance with these specifications. All cleaning materials, paper products and supplies subject to approval of the Project Manager. The City will supply air freshener canisters. Days and Hours of Work 1. Contract work shall be performed during the days and hours specified in this document. 2. The Project Manager shall have the authority to change the hours of contract work to meet the needs of the Contractor or City. 3. The Contractor shall conduct the work at all times in a manner which will not interfere with normal building use. 4. Any modification in the hours and days of maintenance services as stated in the Contractor's Service Schedules /Calendars are subject to approval by the City. 5. The City of Gilroy observes the following legal holidays: New Year's Day Veteran's Day Martin Luther King, Jr. Day Thanksgiving Day Presidents' Day Day after Thanksgiving Memorial Day Christmas Eve Independence Day Christmas Day Labor Day Personnel 1. Positive public relations is an important part of this contract service. Services provided under the Custodial Services contact are a critical part of providing and maintaining these important public use facilities. Contract staff serves a vital role in delivering these public services. Contract staff must maintain both professional image and behavior whenever in contact with citizens, including avoiding the use of foul language. Contract staff shall be trained on how to handle public contact and provide the appropriate customer service. Contract staff must always maintain a neat and clean appearance and be easily identified by some type of company uniform. All Contractor staff shall follow the rules, regulations, and applicable laws while working for the City, including obeying any non- smoking signs /areas. 2. The Contractor shall provide personnel fully trained in all phases of custodial services. All training or additional training for Contractor personnel shall be provided at Contractor's expense. 3. The Contractor shall provide personnel capable of verbal and written communication in English or bilingual with English as one of the languages. 4. The City expects the Contractor's staff to give to city representative(s) all items lost or misplaced by the general public, regardless of perceived value found on contract sites. The Contractor shall communicate this expectation to all employees. 5. Employee Conduct — Employees of the Contractor, while performing work under this contract, WILL NOT: A. Be accompanied in their work area by acquaintances, family members, assistants, or any other person unless such person is an on -duty authorized Contractor employee. B. Remove any City Property or personal property, equipment, monies, or any other 2 item from the buildings. C. Engage in horseplay or loud boisterous behavior. D. Be under the influence of alcohol or drugs. E. Smoke in any building. F. Turn on or use any equipment other than City - supplied or Contractors, such as computers, TV's, or radios. G. Use any City telephone except those designated by the City contract inspector for the purpose of business under this contract. H. Open any desk, file cabinet, or storage cabinet. I. Remove any articles from desks. J. Consume any food or beverage, other than that brought with or purchased by the employee, and only in areas designated as break or lunchrooms. Security 1. All Contractors' employees must pass a security clearance prior to working in City facilities. Employees must complete the necessary forms, which include a Personal History Statement form and Live Scan form, and have fingerprints taken in order to be processed for security clearance. NOTE: This process may take up to four weeks to complete. The City will provide up to fifteen (15) security clearances the first contract year, and up to six (6) security clearances the following contract years, at no charge. A charge of $100.00 shall be made for each additional security clearance. 2. Employees shall be required to wear identification badge supplied by City when working in City facilities. I.D. badges are the property of the City of Gilroy, and shall not be used except when working in City facilities. Contractor must notify City of personnel changes and return I.D. Badges upon employee separation. A charge of $100 shall be made for unreturned I.D. Badges. Contractor shall furnish an updated list of employees working in City buildings quarterly. 3. Keys will be issued by, and returned to, the Project Manager. 4. Contractor is expressly prohibited from allowing anyone into building after it is closed. Authorized persons will admit themselves. 5. Contractor is responsible for keeping buildings secured after hours unless opened for meetings by City staff. Contractor shall arm all burglar alarms when leaving building if no one else is in building. Service Changes The City reserves the right to make additions, deletions, revisions and/or otherwise modify the General and Specific Custodial Services Specifications or change the frequency of the services during the contract period. A Request for Quote will be issued for additional service work or one time contract work. A change order will be issued with a two -week notice. Any change in Specification that causes the contractor to suffer additional expenses shall be adjusted based on the fee schedule or negotiated upon written justification. Vandalism and Repair of Damage Contractor shall report any damage to City property, including but not limited to, vandalism, acts of God, and third party negligence, or damages caused by Contractor, its employees or subcontractors to the City 7 representative. If the Contractor, its employees or subcontractors cause damage to any City facility then the Contractor shall repair such damage at its own cost within a reasonable time or the City may repair or cause the repair of such damage and the cost thereof shall be deducted from monies due to the Contractor from the City. Graffiti Removal The City unfortunately experiences periodic graffiti vandalism to city property and structures. The Contractor shall remove graffiti inside maintained facilities using appropriate methods and materials within 24 hours. Graffiti that is etched or cannot otherwise be easily removed shall be reported to the City's representative. Service Frequency and Schedules Less frequent or more frequent services may be approved or required as necessary to insure specifications and standards are met. The Contractor shall, within ten (10) working days after the effective date of the Contract, submit a work schedule to the City's representative(s) for review and approval. Said work schedule shall be based on a twelve -month calendar identifying and delineating the time frames for the required work by the day of the week, morning or afternoon. The Contractor shall submit revised schedules / calendars when actual performance differs substantially from planned performance. Said revisions shall be submitted to the City's representative(s) for review and, if appropriate, approval, within five (5) working days prior to scheduled time for the work. At the discretion of City staff, monthly meetings (or more frequently if deemed necessary by the City) between the Contractor and the city representative(s) may be scheduled to determine progress and address any changes in schedules, review performance, problem areas, etc. Locks and Keys The Contractor shall be responsible for the series of keys assigned to them and shall assign these keys to its personnel for use in maintaining the facilities. The Contractor shall properly use and keep safe all keys or locks issued or issued by the City to the Contractor. The contractor shall report all lost or stolen keys or locks to the City representative(s) within twenty -four (24) hours after discovery of the loss. The Contractor shall reimburse the City for the total cost, as determined by the City, of replacing the lock, re- keying the site or duplicating additional keys. Upon termination or cancellation of the Contract, the Contractor shall immediately return all keys, ID cards, access cards, etc., to the City. The Contractor shall reimburse the City for the total cost, as determined by the City, for the total cost of keys not returned. Deficiency Notice Procedures 1. Deficiencies will be recorded and presented to the contractor via e -mail, fax or U.S. Mail. The Contractor shall respond within 24 hours with a plan to remedy and to prevent future occurrence. Contractor shall be responsible for providing follow up documentation. Contractor supervision is responsible for re- inspection of problem areas before notifying the City the problem has been resolved. 2. Contractor's management team must be available for face -to -face meetings called by the City within 48 hours of notification. 3. Failure to resolve the problem shall result in a written vendor report seeking a written response from the contract management outlining a permanent resolution to the problem. Patterns of complaints, which may indicate the contractor's failure to adequately staff, train and supervise, shall cause a face to face meeting with the highest level of the contractor's management deemed necessary by the City in order to clarify the contractor's obligations and produce a written work plan and time frame for remedying the deficiencies. 4. Repeated deficiencies shall result in one or all of the following: a. Payment deductions to the Contractor for services not performed per contract where City had a substitute service. b. Termination of selected contracted service area(s) because of contractor's continued failure to perform in the designated areas. c. Contract termination for failure to perform. Right of Severance and Termination 1. Remove worker: The City shall have the right to request removal of any specific Contractor worker from City contract properties for the following: a. If the worker is deemed by City to be incompetent or negligent based on worker's inability to execute required project tasks b. For failure to adhere to the City's standards, including safety standards c. For worker misconduct d. For any other reason deemed necessary by the City 2. Terminate contract: Notwithstanding the language in the written contract, City reserves the right to terminate this contract with Contractor upon 10 days advance written notice should Contractor fail to meet obligations of the contract. Such failures include, but are not be limited to: a. Consistent failure to respond to requests for service or to remedy contract deficiencies b. Consistent failure to provide qualified, trained workers and supervisors c. Contractor failure to keep City reasonably informed about contract related issues Maintenance and Operation of Equipment and Vehicles The Contractor shall take necessary precautions for the safe operation of equipment and the protection of the public from injury and damage from such equipment and vehicles. Contractor shall repair or replace, immediately, all equipment deemed by City to be unsafe, irreparable or in unsatisfactory condition. Storage of Material and Equipment on the Site Limited storage space is available on site for Contractor's materials and equipment. Protection of materials and equipment stored on the site shall be the responsibility of the Contractor. The City reserves the right to direct the Contractor to provide proper means of protection for materials if such is deemed advisable by the Project Manager. Cal -OSHA & Safety Requirements Safety of the public, city staff, and contractor's staff is of prime importance to the city. The contractor shall comply with all provisions of the California Occupational Health and Safety Act, any and all applicable safety regulations, industry standard safety practices, the use of appropriate personal protective Z equipment, and the contractors own code of safe practices and IIPP, taking all precautions in the performance of the service to prevent injury to persons and property. Public Convenience and Safety The Contractor shall so conduct his operations as to cause the least possible obstruction and inconvenience to the general public and to traffic. Convenient access to driveways and buildings along the street shall be maintained and temporary crossings shall be provided and maintained in good condition. The Contractor shall furnish, erect, and maintain signs and, barriers as are necessary to give adequate warning to the public at all times of the work and of any dangerous conditions to be encountered as a result thereof. Wet Floor signs shall be placed in areas where floors have been mopped to warn building users. Accident Reporting The Contractor shall immediately notify the designated City representative(s) of any accident, regardless of whether or not injury or damage is evident, involving the public and the Contractor's staff, vehicles, and /or equipment. The Contractor shall provide all written reports and/or documentation requested by the City. Management and Supervision The Contractor shall provide fully trained and qualified personnel. The staff activity will be closely monitored by City representative(s) at each site to detect operational irregularities and non - compliance with the Contract. It is the responsibility of Contractor's executive, management, and supervisory staff to oversee the activities of its staff, throughout the range of its activities at all contract sites. The City will not supervise the contractor's supervisors or employees. All Supervisors must be qualified, proficient in English, trained and capable of providing adequate supervision and direction of all staff and must demonstrate verbal and written communication skills sufficient for the work required herein. The Contractor's crew leader and operational staff, as well as their supervisory and management staff, shall be knowledgeable in this Contract and its time lines. An outline of the task requirements, schedule, and time lines for each site shall be kept with each crew. If any task cannot be thoroughly completed within the Contract schedule time line, the City's representative shall be notified promptly in the prescribe manner established at contract startup. Contractor to incur all costs to assess, repair or replace any physical property damaged as a result of contractor's negligence or failure to take reasonable care to identify and report potential problems. Contractor shall inspect and identify any condition(s) that renders any portion of a site unsafe, as well as any unsafe practices occurring thereon, and shall immediately notify the City representative(s) of any unsafe or undesirable condition(s). Contactor shall take emergency safety actions to protect worker and or the public from a developing or observed hazardous conditions. Safety action taken by the contractor not related to normal contraction services shall be appropriately compensated by the City when justified in writing and include any public safety call for service report number. 10 If needed, the Contractor shall assist the public by summoning emergency assistance while at the site. The Contractor shall cooperate fully with City in the investigation of any injury or death occurring at any site, including a complete written report. TECHNICAL SPECIFICATIONS BASIC MAINTENANCE STANDARD The Clean, Safe, and Useable condition is the final standard upon which all levels of maintenance shall be based. This Maintenance Standard will ensure the City that all areas will receive the level of maintenance necessary for clean, safe and useable public buildings. Definitions: a. Clean: The absence of foreign material. Dust or hand prints on desks, counters, glass, walls, fixtures; dirt, paper or water on floors; stains on plumbing fixtures; trash in waste baskets; dirt on carpets are examples of foreign material and must be removed to meet standards of cleanliness. b. Safe: A clean area or facility is the first step necessary to provide a safe area. In addition to removal of foreign material or objects that may be a hazard, all areas and locations must be free of conditions such as faulty electrical switches, broken furniture, and /or damaged floor coverings and surfaces. Plumbing fixtures and restroom surfaces must be sanitized. Until, such conditions are corrected or reported to the City for correction, an area is not considered safe. c. Useable: An area or facility must first be clean and safe before it is useable. An area is not useable unless such items as hand soap, toilet paper and towel dispensers are filled, burned out light bulbs are replaced, plumbing fixtures, doors and windows properly function. Until, such conditions are corrected or reported to the City for correction, an area is not considered useable. Estimated Number of Persons Using Facilities The numbers shown are an estimate only. Exact quantities cannot be predetermined. • CITY HALL: 95 employees plus public use • POLICE DEPARTMENT: 110 employees plus public use • WHEELER: • CORPORATION YARD • T.E.E.C. • A.S. GYM • SAN YSIDRO PARK: • LAS ANIMAS PARK: Green Business Practices 4 employees plus significant public use 40 employees plus minimal public use 3 employees plus public use Significant school and public use 3 employees plus public use 2 employees plus public use The City of Gilroy observes an Environmentally Preferable Purchasing Policy (Attachment D) Additionally, several City buildings are designated "Green Businesses by the "Santa Clara County Green Business Program. Cleaning products, paper supplies, and cleaning practices must conform to green business standards. All cleaning materials, paper products and supplies 11 are subject to approval of the Project Manager. The successful contractor will submit samples and/or product cut - sheets for approval. Disinfectants used in the Police Department jail maybe accepted from this policy. Approved disinfectants to be used in the jail are Cavacide or HDQ Neutral. Substitutions must be approved by the City. CITY BUILDINGS COVERED BY THIS AGREEMENT A. GILROY CITY HALL 7351 Rosanna Street Service to be provided €rve four days per week, Monday F- Fid,.. Monday, Tuesday, Wednesday, Friday, excluding holidays, between 5:00 PM and 8:00 AM the following morning. Some evening meetings may require adjustments in schedule. The approximate area to be serviced is 23,000 square feet. The computer room is not a part of this contract. B. GILROY POLICE DEPARTMENT 7301 Hanna Street Service to be provided seven days pearl- v.,evAcc four days per week, Monday, Wednesday, Friday, and Saturday, including holidays. Jail, restrooms, & locker rooms to be serviced seven days per week. Service to be provided between 7:00 AM and 5:00 PM. The jail must be cleaned by 9 AM. The building is occupied 24 hours per day so cleaning must be done so as to disrupt Police Department staff as little as possible. This may mean delaying cleaning in some areas until later that day. The approximate square footage to be serviced is as follows: • 36,766 square feet of occupied building space. • 3,325 square feet of Custody (jail) space. • 6,669 square feet to be cleaned by City; Quarterly Maintenance Service to be provided by Contractor. This includes the Administration and Community /Training Room areas (indicated on plan by dashed outline). • 49,557 square feet of parking garage. • 10,000 square feet of outside deck area and front entry. Areas on plan indicated with X are not are not part of this contract. C. WHEELER COMMUNITY CENTER 250 W. Sixth Street Service to be provided €we three days per week, Menday Friday Monday, Monday, Wednesday, and Friday, excluding holidays, between 9:00 PM and 8:00 AM the following morning. Restrooms only to be serviced also on Tuesday and Thursday. Sufficient paper products shall be provided to service rest rooms seven days per week. The approximate area to be serviced is 16,864 square feet. D. GILROY CORPORATION YARD 613 Old Gilroy Street Service to be provided three times per week, on Monday, Wednesday, and Friday, excluding holidays, between 5:00 PM and 7:00 AM the following morning. Areas to be serviced are the Administration Building, Fleet Building office and rest room, and rest room in shop area. The approximate area to be serviced is 8,405 square feet. 12 E. TEMPORARY ENVIRONMENTAL 7049 Miller Ave. EDUCATION BUILDING (T.E.E.C. Building) Service to be provided two days per week, Monday and Thursday, excluding holidays, between 5:00 PM and 8:00 AM the following morning. The approximate area to be serviced is 1,968 square feet. Two interior rest rooms are included. F. ASCENSION SOLORSANO GYMNASIUM 7121 Grenache Way Service to be provided sevei3 six days per week, Sunday — Friday, excluding holidays, between 10:00 PM and 7:00 AM the following morning. The approximate area to be serviced is 14,316 square feet. G. SAN YSIDRO PARK RECREATION BUILDING 7700 Murray Avenue Service to be provided five days per week, Monday — Friday, excluding holidays, between 5:00 PM and 8:00 AM the following morning. The area to be serviced is the main recreation room, including kitchen, and inside rest room (the two exterior rest rooms are not included). The approximate area to be serviced is 1,426 square feet. H. LAS ANIMAS VETERANS PARK 400 Mantelli Drive RECREATION BUILDING Service to be provided five days per week, Monday — Friday, excluding holidays, between 5:00 PM and 8:00 AM the following morning. The area to be serviced is the main recreation room, including kitchen and inside rest room. The approximate area to be serviced is 1,792 square feet. SCHEDULE OF MAINTENANCE SERVICE DAILY MAINTENANCE SERVICE Empty and clean all waste paper baskets and waste containers. Replace trash liners as needed but at least weekly. Remove trash nightly from building and place in outside trash dumpster. All boxes to broken down and placed in dumpster. 2. Vacuum all hallways, high use areas and common clerical areas. Spot clean and vacuum all carpeting as needed (i.e. all visible dirt, debris and spots). 3. Sweep /dust mop and damp mop all non - carpeted floors (including wood gymnasium floor) and stairways. Use non -oiled treated dust mops. Remove scuffinarks. Place caution signs on wet floors. 4. Clean all indoor entrance mats, exterior entrance mats and exterior entryways. 5. Clean all counter tops and table tops. 6. Spot clean entry door and window glass and office window glass. 7. Spot clean exterior of refrigerator, stoves, ovens, microwaves, sink, tables, chairs and vending machines in staff rooms. 13 Brush upholstered furniture for lint or debris. 9. Clean and sanitize all drinking fountains. 10. Clean all restroom /locker room fixtures, dividers, mirrors, dispensers, and lockers. 11. Wipe down and sanitize wall areas around lavatories, toilets, toilet seats and plumbing fixtures. Clean and sanitize shower stalls and changing rooms. 12. Damp wipe and sanitize all waste receptacles in restrooms. 13. Clean and sanitize urinals and toilets and keep free from scale and odor. 14. Fill soap, paper towel, toilet tissue, and toilet seat cover dispensers. 15. Wet mop restroom floors with approved disinfectant. Pour one gallon of water with disinfectant added down all floor drains. Place caution signs on wet floors. Mops used in rest rooms shall not be used in other areas. 16. Routinely inspect for burned out light tubes and bulbs and report to Project Manager. 17. Inspect all areas. Promptly report all hazards or needed repairs as instructed to City Custodial Supervisor. 18. Turn off all lights when room not in use. 19. Check and lock all outside doors and windows. Lock interior doors as designated by Project Manager. 20. Exchange wheeled mixed recycling containers from inside building with empty wheeled recycling containers located in outdoor trash enclosure. Wipe down exterior of recycling containers before bringing inside building. 21. Remove graffiti from walls, doors, partitions, etc. 22. Police Department Jail: Wipe down bunks and walls in jail cells, and benches and counters in Booking Room with approved disinfectant /cleaner. Mop floor with disinfectant solution. Mop used in jail shall not be used elsewhere. Clean jail windows. Jail Cells that have not been used do not need to be cleaned daily. 23. Police Department Parking Garage: Pick up litter, empty trash receptacles, apply absorbent to spills or leaks and clean up afterwards. 24. Police Department Outside Decks, front entry, and stairways: Empty trash receptacles (including two at bottom of entry stairs); Sweep as necessary; Clean furniture as necessary. 14 25. Ascencion Solorsano Gym: Sweep and clean bleachers when they are rolled out. WEEKLY MAINTENANCE SERVICE 1. Thoroughly vacuum all carpeted areas. 2. Dust and polish all furniture, files, counters, shelves, windowsills, and fixtures as required. 3. Clean smudge marks, fingerprints and stains from walls, doors, door frames, woodwork, counter, tables, stair rails, switch plates, and display cabinets. 4. Clean and polish all bright metal in public areas. 5. Clean all carpet saver plastic mats as needed. 5. Dust all door sashes, tops of partitions, ledges, lockers or any place where dust or dirt will accumulate. 6. Replace urinal deodorizer blocks as necessary. 7. Wood gymnasium floors to be cleaned using wet mop or auto - scrubber and approved gym floor cleaning treatment. 8. Keep exterior trash enclosures clean. MONTHLY MAINTENANCE SERVICE 1. Clean and remove scuff and smudge marks from all gates, doors, frames and baseboard tops. Dust all baseboards, furniture legs, partition trim, panel work, wall or ceiling vents and registers. 2. Vacuum upholstered furniture and damp clean all vinyl furniture. Clean chair arms (Pay particular attention to fixed seating in City Council Chambers in City Hall). 3. Clean all pictures, plaques, displays and emblems. 4. Clean and polish office desktops, office counters, and other furniture surfaces. 5. Dust and sweep mechanical rooms. SEMI - ANNUAL MAINTENANCE SERVICE 1. Completely wash both sides of all glass windows including exterior windows. Clean window screens. 15 2. All window frames to be cleaned at time of window washing. Cleaning interior side of skylights. 3. Dust /vacuum blinds and drapes. 4. Clean all carpets. Method to be approved by Project Manager. One cleaning per year shall be deep extraction. 5. Machine scrub, rinse and wax all linoleum, tile and terrazzo floors. Products used shall comply with ADA requirements for slip resistance. One cleaning per year shall be complete stripping/removal of finish and resealing and refinishing. 6. Wash and disinfect all waste receptacles (inside and outside) every six months. 7. Perform all high dusting using treated cloths. High dusting shall include removing cobwebs from ceilings & walls, cleaning ventilation system grilles, dusting the tops of all ledges, dusting the exterior of light fixtures. 8. Police Department Garage: Sweep entire garage and approaches using brooms or power sweeper. Take measures to minimize dust. MAINTENANCE SERVICE - GENERAL 1. Janitor rooms must be kept clean and orderly at all times. 2. Maintain adequate stock of supplies - hand soaps, liners, and paper products, such as toilet tissue, seat covers, and paper towels. 3. Change air freshener canisters as needed. CITY STAFF RESPONSIBILITIES 1. Staff shall mark all boxes and other materials to be disposed of as trash for removal from building. Trash not in waste container provided shall be located in hallways or common areas at end of workday. 2. Place recyclables from individual work areas into proper container at collection points. 3. Clean telephones, calculator, computer workstation, and printers by individual users. 16 ATTACHMENT A COST PROPOSAL 12- RFP -ASD -363 The City of Gilroy reserves the right to award all, part, or none of the proposals. Please provide a cost for each individual facility and a lump -sum cost, with any discount, for the total cost for all facilities. ANNUAL COST ANNUAL COST ANNUAL COST FOR 1St YEAR FOR 2nd YEAR FOR 3rd YEAR (7/1/12 - 6/30/13) (7/1/13 - 6/30/14) (7/1/14 — 6/30/15) GILROY CITY HALL $ $ $ GILROY POLICE DEPARTMENT $ $ $ WHEELER COMMUNITY $ $ $ CENTER GILROY CORPORATION YARD $ $ $ TEMPORARY ENVIRONMENTAL $ $ $ EDUCATION CENTER ASCENCION SOLORSANO $ $ $ GYMNASIUM SAN YSIDRO PARK $ $ $ RECREATION BUILDING LAS ANIMAS VETERANS PARK $ $ $ RECREATION BUILDING GILROY SPORTS PARK REST $ $ $ ROOMS TOTAL ANNUAL COST $ $ $ FOR ALL FACILITIES WE HAVE RECEIVED ALL ADDENDUM NUMBERS: COMPANY NAME AND ADDRESS: AUTHORIZED SIGNATURE: TITLE: DATE: The undersigned hereby certifies that this bid is genuine and not sham or collusive, or made in the interest or in behalf of any person not herein named, and that the undersigned has not directly or indirectly induced or solicited any other bidder to put in a sham bid, or any other person, firm or corporation to refrain from bidding, and that the undersigned has not in any manner sought by collusion to secure for himself an advantage over any other bidder. The City reserves the right to reject any and all bids and to waive any informality or irregularity in bids received. The City may award the project as a whole or may award only specific locations as may be convenient for the City. It is agreed that this bid may not be withdrawn for a period of 60 days from the opening thereof. The terms and conditions of the final contract when executed shall control and supersede anything herein to the contrary or inconsistent with such contract. The names of all persons interested in the foregoing bid as principals are as follows: NOTE: If bidder or other interested person is a corporation state legal name of corporation, also names of the president, secretary, treasurer, and manager thereof; if a co- partnership, state true name of firm, also names of all individual co- partners composing the firm; if bidder or other interested person is an individual, state first and last name in full. Licensed in accordance with an act providing for the regulations of Contractors, License No. Expiration Date Under penalty of perjury I certify that the above information is true and correct. Approved Representative of Contractor 2 Signature of Bidder NOTE: If bidder is a corporation, the legal name of the corporation shall be set forth together with the signature of the officer or officers authorized to sign contracts on behalf of the corporation: If bidder is a co- partnership, the true name of the firm shall be set forth above, together with the signature of the partner or partners authorized to sign contract on behalf of the co- partnership and if bidder is an individual, his signature shall be placed above. Business Address: Place of Residence: Dated: 12012 The estimate of project quantities hereinbefore set forth is approximate only, being given as a basis for the comparison of bids and the City does not expressly or by implication agree that the actual amount of work will correspond therewith, but reserves the right to increase the amount of any class or portion of the work or to omit portions of the work as may be deemed necessary or expedient by the Project Manager. All bids will be compared on the basis of the Project Manager's estimate of the quantities of the work to be done. The undersigned has checked carefully all of the above figures and understands that the City shall not be responsible for any errors or omissions on the part of the undersigned in making up this bid. 3 ATTACHMENT B- CONTRACTOR INFORMATION Provide the legal name(s) and address(s) of your company: 2. Provide the names and phone numbers of the primary and secondary contacts for this project: Primary Contact: Phone: Secondary Contact: Phone: 3. Provide the following information regarding your company: Years in Business: Federal Employer's I.D. Number or Social Security Number: California Employer's I.D. Number if applicable: City of Gilroy Business License Number (if contractor already possesses one): 4. Contractor will provide a completed W -9 upon award of contract. 5. Provide additional copies of this attachment for all Subcontractors that you anticipate being included as part of your team. Please identify as subcontractor and indicate proposed type of service to be provided. ATTACHMENT C Clt�f y Purchasing Policy Section I Procedure No. Gilroy Regulations 2 Date May 26, 1993 Subject: Environmentally Preferable Purchasing (EPP) Policy Revision Date: Approved: March 5, 2007 GENERAL It is the policy of the City of Gilroy to purchase products that minimize environmental impacts, toxins, pollution, and hazards to worker and community safety to the greatest extent possible. The City will purchase products that include recycled content, are durable and long lasting, conserve energy and water, use agricultural fibers and residues, reduce greenhouse emissions, use unbleached or chlorine free manufacturing processes, are lead -free and mercury -free, and use wood from sustainable harvested forests. The City will institute practices to reduce waste and minimize environmental impacts whenever practical and cost effective by increasing product efficiency and effectiveness, but without reducing safety or workplace quality while promoting the fair treatment of all races, cultures and incomes with respect to this policy. The City will encourage vendors, contractors and grantees to implement this policy for all products and services provided to the City of Gilroy. PURPOSE The primary purpose of this policy is to minimize the negative environmental impacts of the City's activities by ensuring the procurement of products and services that: • Conserve natural resources; • Minimize pollution and use of water and energy; • Reduce materials that are land filled; • Support strong recycling markets; • Identify environmentally preferable products and distribution systems; • Increase the use and availability of environmentally preferable products; • Reward manufacturers and vendors that reduce environmental impacts in their production and distribution systems; and • Create a model for successfully purchasing environmentally preferable products that encourages other purchasers in our community to adopt similar goals. Section I Revision Date: Regulations Procedure 2 March 5, 2007 Subject: Environmentally Preferable Purchasing POLICY The City of Gilroy will: Implement the City of Gilroy's Environmentally Preferable Purchasing (EPP) Practices Guide (see Appendix A) as a departmental guide to purchasing environmentally preferable products and services. The EPP Practices Guide outlines the goals, specifications, definitions, and priorities of the Environmentally Preferable Purchasing Policy of the City of Gilroy. The EPP Practices Guide will be evaluated and updated each fiscal year by the Green Team Committee, and the Environmental Programs Coordinator will provide City Council with an annual report on the success of this policy's implementation; Purchase products that contain recycled material or have the potential of being recycled if fitness, quality, purpose, and price are substantially equal. City departments, divisions, offices, boards, and commissions are subject to this policy, and should ensure that performance standards of particular products or overly stringent specifications do not hinder the incorporation for the use of recycled materials, reusable products, and products designed to be recycled to the extent practical. City departments shall examine their purchasing specifications and where feasible restructure them to state they be made of recycled material; • Purchase environmentally preferable products and services where criteria have been established by governmental agencies or other widely recognized authorities (e.g. Energy Star, EPA Eco Purchasing Guidelines); • Raise staff awareness on the environmental issues affecting procurement by providing relevant information and training through the EPP Practices Guide and departmentalized lists identifying specific EPP products and sources; • Encourage suppliers and contractors to offer environmentally preferable products and services at competitive prices; • Encourage providers of services to consider environmental impacts of service delivery; and • Comply with all environmental legislative and regulatory requirements in the purchase of products and services. Nothing in this policy shall be construed as requiring a department, agency or contractor to procure products that do not perform adequately for their intended use or are not available at a reasonable price in a reasonable period of time. 2 FlagShipym May 10, 2012 Inga Alonzo, Purchasing Coordinator City of Gilroy 7351 Rosanna Street Gilroy, CA 95020 -6197 Re: Request for Proposal for Custodial Services -- FinaIists, No. 12- RFP -ASD -363 Dear Ms. Alonzo: Flagship Facility Servlcas, ho. 1050 Will sth Street San lose, CA 95112 Thank you for the opportunity to provide a more detailed proposal for custodial services. I have enjoyed the opportunity to go on the site tour and see some of the buildings covered under this contract. These high profile public facilities are used by the citizens of the City of Gilroy on a daily basis, including City Hall, police headquarters, the community center, and the two recreation buildings. Keeping them running smoothly helps to enhance Gilroy's reputation as one of the most livable cities in the Bay Area, and a destination for tourists from all over the world. Flagship believes, as you do, that custodial services are an essential opportunity to create positive public relations. Customer service is the number one priority for every member of the Flagship team, from the people who work directly with you in the field to "behind the scenes" personnel such as Finance, IT, and HR. We emphasize this commitment in the orientation that every employee goes through immediately after hire, and in the daily meetings our Supervisors have with our custodians at the start of every shift. We also share your city's commitment to sustainability, and offer equipment and chemicals that conserve energy and water and improve indoor air quality, as well as full recycling support. For nearly 25 years, Flagship has sought to provide its customers with the best value, a worry -free experience in which you can be sure that we're always acting in your best interests. Over the years, we have grown from a one - person startup into a company that provides virtually all of the services you might need to keep your facilities running smoothly. Unlike some of our competitors, we haven't grown by continually buying up other companies, but by expanding our services to meet the increasing needs of our customers. Custodial work is what we do. We will bring to you the proven processes that have already enabled us to provide similar services for a number of municipalities in the Bay Area, including the cities of San Mateo and Livermore, as well as high profile public facilities such as the Stanford School of Medicine and Children's Discovery Museum in San Jose. Many of our customers have stayed with us for ten years or more. We hope to build a similar long -term partnership with Gilroy. Thank you for your consideration. Sind 1 David-I' se Jim Mikacich President VP, Business Development 408 -977 -0155 office 408- 569 -6218 cell Dpasek@flagshipinc.com Jmm@flagshipinc.com otlice (408? 917 -0155 tax (408) 977 -0165 Lic. 071864 j4W1Y.flagSltlllillC.00III Cite of Offrop 7351 Rosanna Street Gilroy, CalWomia 95020 -6197 April 26, 2012 CUSTODIAL SERVICES 12 RFP -ASD -363 ADDENDUM # 1 TO: Bidders for Project 12 -RFP- ASD -363 FROM: Rick Brandini, Facilities Superintendent Telephone (408) 846 -0282 Facsimile (408) $46-0374 rick.bift 11 Ora Rick Brandin! Facilities Superintendent All prospective bidders are hereby notified that modifications and/or changes are to be made to the original Request for Proposals for this procurement, as entitled above. Receipt of this Addendum must be acknowledged by signing and returning this notice. Signature indicates acknowledgement of receipt of Addendum No. 1, and that said Addendum was properly evaluated in bidders proposal. Any bid not in compliance with this requirement may be rejected. The following items are in response to questions raised at the April 26, 2012 Proposal Preview & Site Tour for the above project: ITEM 1: Submission Content Requirements, 7. Response Submission. Five copies ofRFP submittal are required. ITEM 2: ATTACHMENT A, COST PROPOSAL. Delete Gilroy Sports Park Rest Rooms line item. New Attachment A attached. Please sign u it this Addendum No.1 with your bid package as acknowledgment of addenda. May 10, 2012 Signature David Pasek, President Date Flagship Facility Services, Inc. Company Name Proposal to Provide Custodial Services TABLE OF CONTENTS CltyofGliroy(No.12- RFP -ASD -363) Contents 1. Contractor Information Statement ...........................1 2. Custodial Services Cost Proposal ..............................2 3. Key Staff ............................................... ..............................5 Key Contract Team Leaders 6 Corporate Support Team 7 4. Resources and Service Description ........... ...............8 Operation Plan 8 Transition Plan 10 Commitment to Partnership 11 5. Staffing .............................................. .............................12 Work Plan 12 Training & Safety 14 Employee Retention 21 Employee Status 22 Recruitment and Screening 23 Site Supervisor's Role 26 Line- Staff's Role 27 Flag$hip- 1. Contractor Information Statement ATTACHMENT B- CONTRACTOR INFORMATION 1. Provide the legal name(s) and address(s) of your company: Flagship Facility Services, Inc,, 1050 North 5th Street, San Jose CA 95112 2. Provide the names and phone numbers of the primary and secondary contacts for this project: Primary Contact: Jim Mikacich, VP, Business Development Phone: 408 -569 -6218 Secondary Contact: Jerry Casellini, Marketing Associate Phone: 408 -975 -7522 3. Provide the following information regarding your company: Years in Business: 24 Federal Employer's ID. Number or Social Security Number: 77- 0184592 California Employer's T.D. Number if applicable: SR GH 99- 198850 (CA permit number) City of Gilroy Business License Number (if contractor already possesses one): N/A 4. Contractor will provide a completed W -9 upon award of contract. Yes, Flagship will comply with this requirement 5. Provide additional copies of this attachment for all Subcontractors that you anticipate being included as part of your team. Please identify as subcontractor and indicate proposed type of service to be provided. N/A FlagShip- 1 2. Custodial Services Cost Proposal - �r >9�riQ► ATTACHMENT A COST PROPOSAL 12- RFP -ASD -363 The City of Gilroy reserves the right to award all, part, or none of the proposals. Please provide a cost for each individual facility and a lump -sum cost, with any discount, for the total cost for all facilities. Flag$Wp,- 2 ANNUALCOST ANNUALCOST ANNUALCOST FOR 1st YEAR FOR 2nd YEAR FOR 3rd YEAR (7/1112 - 6130/13 ) (7/1/13 - 6/30114 ) (7/1/14 - 6/30/15 GILROY CITY HALL $3,129.91 $3,176.86 $3,224.52 GILROY POLICE DEPARTMENT $7,380.55 $7,491.26 $7,603.63 WHEELER COMMUNITY CENTER $1,618.79 $1,643.07 $1,667.71 GILROY CORPORATION YARD $1,048.37 $1,064.10 $1,080.06 TEMPORARY ENVIRONMENTAL EDUCATION CENTER $279.47 $283.66 $287.92 ASCENCION SOLORSANO GYMNASIUM $1,848.50 $1,876.23 $1,904.37 SAN YSIDRO PARK RECREATION BUILDING $587.93 $596.75 $605.70 LAS ANIMAS VETERANS PARK RECREATION BUILDING $584.43 $593.20 $602.09 TOTAL ANNUAL COST FOR ALL FACILITIES $16,477.96 $16,726.12 $16,975.00 Flag$Wp,- 2 2. Custodial Services Cost Proposal - Rev)-se-&( ATTACHMENT A COST PROPOSAL 12- RFP -ASD -363 The City of Gilroy reserves the right to award all, part, or none of the proposals. Please provide a cost for each individual facility and a lump -sum cost, with any discount, for the total cost for all facilities. Price er Month $14,073.26 $14,495.45 $14,930.31 FlagShip- ANNUAL COST ANNUAL COST ANNUAL COST FOR 1st YEAR FOR 2nd YEAR FOR 3rd YEAR (7/l/12-6/30113) 711113 - 6130114 (711114 - 6130115 ) Comments Service to be 4x per week, Sun /Mon/Wed/Thurs, If can get a 5th day of policing for Restrooms into Police Porter GILROY CITY HALL $31,700.00 $32,651.00 $33,630.53 schedule we will try Jail portion, Restrooms and Locker Room 7x per week, all other areas 4x week, The idea here is to have a full-time day janitor that also spends part of shift at Wheeler 5x per week, then an additional person to cover weekend at Police GILROY POLICE DEPARTMENT $68,875.00 $70,941.25 $73,069.49 3x per week full service from Janitor at Police, 2x per week we come over and WHEELER COMMUNITY clean the restrooms only for a total of 5x CENTER $18,700.00 $19,261.00 $19,838.83 per week for restrooms GILROY CORPORATION YARD $12,681.00 $12,958.43 $13,347.18 TEMPORARY ENVIRONMENTAL EDUCATION CENTER $3,354.00 $3,454.62 $3,558.26 Service 6x per week ASCENCION SOLORSANO GYMNASIUM $19,600.00 $20,188.00 $20,793.64 SAN YSIDRO PARK RECREATION BUILDING $7,055.00 $7,266.65 $7,484.65 LAS ANIMAS VETERANS PARK RECREATION BUILDING $7,014.00 $7,224.42 $7,441.15 TOTAL ANNUAL COST FOR ALL FACILITIES $168,879.00 $173,945.37 $179,163.73 Price er Month $14,073.26 $14,495.45 $14,930.31 FlagShip- WE HAVE RECEIVED ALL ADDENDUM NUMBERS: 1 COMPANY NAME AND ADDRESS: Flagship Facility Services, Inc. 1060 North 5th Street Jose 95112 AUTHORIZED SIGNATURE: ase TITLE: President DATE: May 10, 2012 The undersigned hereby certifies that this bid is genuine and not sham or collusive, or made in the interest or in behalf of any person not herein named, and that the undersigned has not directly or indirectly induced or solicited any other bidder to put in a sham bid, or any other person, firm or corporation to refrain from bidding, and that the undersigned has not in any manner sought by collusion to secure for himself an advantage over any other bidder, The City reserves the right to reject any and all bids and to waive any informality or irregularity in bids received. The City may award the project as a whole or may award only specific locations as may be convenient for the City. It is agreed that this bid may not be withdrawn for a period of 60 days from the opening thereof. The terms and conditions of the final contract when executed shall control and supersede anything herein to the contrary or inconsistent with such contract. The names of all persons interested in the foregoing bid as principals are as follows: NOTE: If bidder or other interested person is a corporation state legal name of corporation, also names of the president, secretary, treasurer, and manager thereof; if a co partnership, slate true name of firm, also names of all individual co- partners composing the firm; if bidder or other interested person is an individual, state first and last name in full. Licensed in accordance with an act providing for the regulations of Contractors, License No, 871864 Expiration Date February 2014 Under penalty of I fy that the above information is true and correct. Signature of Bidder Approved Representative of Contractor David Pasek, President Flagship Facility Services, Inc. David Pasek, President Kathy Pasek, Secretary F1ag$hip- v NOTE: If bidder is a corporation, the legal name of the corporation shall be set forth together with the signature of the officer or officers authorized to sign contracts on behalf of the corporation: If bidder is a co- partnership, the true name of the firm shall be set forth above, together with the signature of the partner or partners authorized to sign contract on behalf of the co partnership and if bidder is an individual, his signature shall be placed above, Fiagship Facility Services, Inc. Business Address: 1050 North 51h Street, San Jose CA 95112 Place of Residence: Morgan HID, CA Dated: May 10, 2012 .2012 The estimate of project quantities heminbefore set forth is approximate only, being given as a basis for the comparison of bids and the City does not expressly or by implication agree that the actual amount of work will correspond therewith, but reserves the right to increase the amount of any class or portion of the work or to omit portions of the work as may be deemed necessary or expedient by the Project Manager. All bids will be compared on the basis of the Project Manager's estimate of the quantities of the work to be done. The undersigned has checked carefully all of the above figures and understands that the City shall not be responsible for any errors or omissions on the part of the undersigned in making up this bid. F1a.6hip" 4 Proposal to Provide Custodial Services 3. KEY STAFF City of Gilroy (No. 12- 13FP -ASD -363) PROJECT/OPERATIONAL SUPPORT Staff that will interface routinely with the city's contract inspector; a. Mike Avila, Regional Operations Manager— hands -on oversight with site visits lx per month to offer additional management direction and support b. Hector Aponte, Account Manager— review work orders, review scheduling, and interface routinely with the designated City contract inspector, conduct lx per week customer meetings, site visits and inspections. c. Area Day Supervisor— Roaming Day Supervisor will check in with Day Porter /Matron staff weekly to help with any issues, check equipment, review chemicals and offer any support, hands -on training or guidance needed. d. Area Night Supervisor —will check in with our Night staff 2x per week minimum to help them with any issues, direct any work orders or periodic work scheduled, check equipment, review chemicals and offer any support, hands -on training or guidance needed. e. Site Project Lead —will help direct staff, ensure staff have checked in and are working at their respective sites, communicate any items to Supervisors, help with periodics and detail cleaning, and check off' any work order requests. FlagShip" 5 Proposal to Provide Custodial Services 3. KEY STAFF City of Gilroy (No. 12- RFP -ASD -363) KEY CONTRACT TEAM LEADERS MARK CORNISH Vice President, Operations Mark will direct the Operations Team and direct overall equipment and supply budget decisions. He will monitor the staffing, schedules, equipment maintenance programs, and quality control reporting audits. He will also be involved in the quarterly business review meeting and will successfully drive the entire service delivery system. Mark has been with Flagship since 2000 and previously was an operations branch manager for a national cleaning company for over 12 years. Training: Maintenance service operations, hard floor care, carpet care, scheduling, estimating, and management systems. MIKE AVILA Regional Operations Manager Mike oversees Flagship's Northern California service operations. He directs the Customer Service team, conducts quality control processes, makes equipment purchasing decisions and makes frequent site inspections. Mike works with the Account Managers to deal with staffing, scheduling, issue resolution, work plans and improvements. Mike has been at Flagship since 2005 and previously was an Operations Branch Manager for a local cleaning company for more than 12 years. Training: Maintenance service operations, hard floor care, carpet care, I scheduling, estimating and management systems. HECTOR APONTE Account Manager Hector will be your primary day -to -day contact and go -to person whenever you have a question or any situation that requires our immediate attention. Hector will directly oversee our supervisors and front -line staff and be responsible for allocation of equipment and labor. His day -to -day responsibilities include staffing, scheduling, issue resolution, work plans and improvements. He will also be responsible for quality control and will make frequent site inspections. Hector has been a Account Manager with Flagship for more than three years. Training: Hard floor care, carpet care, scheduling, estimating, and management systems. F1agShip° Proposal to Provide Custodial Services 3. KEY STAFF City of Gilroy (No. 12- RFP- ASD -363) CORPORATE SUPPORT TEAM HIJIN10 MAIRENA Night Operations Manager As the Night Operations Manager, Hijinio will oversee the staff schedules, check - in and out, key assignments, equipment review, chemical system inspections, special work order completion, floor crew assignments, direct the night Supervisors, and complete a nightly log report. Hijinio has been at Flagship for 10 years and currently numerous major facility and manages 5 supervisors and over 150 janitors under his assigned areas. He has extensive training in hard floor care, carpet care, customer service, scheduling, HR, training, chemical usage, and green techniques. ISMAEL (IZZY) AMADO Quality Assurance Izzy will support our Customer Service Manager in implementing the contract and will assist Matt during the inspection process. Izzy previously served in a full -time quality inspector role on Flagship's contract at Genentech, inspecting each of the buildings on Genentech's campus. Since joining Flagship in 2007, Izzy pioneered our proprietary web -based inspection system, creating many of the processes used today for facility inspecting and reporting. He has worked closely with our IT Department to learn our inspection system and customize, create and implement the program effectively. MIGUEL MENDOZA Corporate Safety Manager Miguel has more than 7 years of experience in Environmental, Health and Safety. Prior to joining Flagship, Miguel provided his Environmental, Health and Safety expertise to the Manufacturing and Construction industry. Miguel ensures implementation of all our safety programs at every facility. He makes periodic visits to customers' sites to make sure that our protocols are being followed and also provides on -site safety training to Flagship staff when needed. Flagg ip" Proposal to Provide Custodial Services 4. RESOURCES AND SERVICE DESCRIPTION City of Gilroy (No. 12- RFP -ASD -363) 4. Resources and Service Description Provide a comprehensive description of the resources, plan and methodology that will be used to provide resources for the different elements of the requested custodial services. Special emphasis should be placed on how your company will "partner" with the City to provide innovative approaches and techniques in both the services provided today and in the way it will respond to future needs of the Gilroy community and evolving scope of work under this service contract. Include how you plan to build trust into the relationship between your organization and the City. OPERATION PLAN Flagship has developed our overall operation plan to support the City of Gilroy's faclities based on our experience in cleaning for cities and major campus sites and our knowledge of working all over Northern California. Our plan is as follows: o Hector Aponte, our Account Manager for Gilroy, will manage the Site Team, offer support for equipment items, and scheduling assistance, direct our site staff, interact with Gilroy Facility Staff weekly, be available daily at any time to communicate with City Staff on any issues, tour buildings, handle scheduling, and respond to any requests. Hector is available via a PDA via mobile phone, text or email as well as work order. We also will have an Area Night Operations Manager, Area Day Supervisor, and Area Night Supervisor who will support our Site Lead and Team with additional night supervision, equipment help, delivery issues, training, and fill- in items as needed. As further support for our site team and the City of Gilroy Staff, as soon as we receive Notice to Proceed we will provide you with the cell phone numbers and direct email addresses of Mark Cornish, VP, Operations and Mike Avila, Regional Operations Manager for any needed response or issue. In addition, Mike Avila will visit the City of Gilroy Management at least 2x per month and Mark will attend QBR Meetings. u Hiring and staffing support will be provided by our Corporate Headquarters in San Jose located near the intersection of Highways 101 and 880 a Training support will be completed at our Corporate Headquarters for the initial training and specialized training. Monthly safety and update training will done on site. Cleansource is our local vendor for chemicals, equipment, and disposable supplies. They have been a valued partner for over 15 years and can easily assist and support your timeline and our startup requirements. F1agShip'" Before After Proposal to Provide Custodial Services 4. RESOURCES AND SERVICE DESCRIPTION city of Gilroy (No. 12- RFP -ASD -363) ■ We will support the site with vehicles from our Corporate Office as needed. For example, the Periodic Window Washing and Floor Care will be performed by our Utility Teams who utilize fully equipped vans. ■ Our pricing plan includes the required performance bond. ■ We have estimated and included in our pricing necessary disposable supplies, based upon the number of staff using a building, the number of visitors, building use, and special items such as compostable liners. ■ We have employed special hiring practices to ensure all staff have the right to work in the United States and have successfully completed a background check to ensure the safety for the City of Gilroy. We will utilize our technology to drive quality and be efficient. ■ We have a detailed transition plan format that we will implement as soon as notified. A sample is provided on the next page of this proposal. ■ Flagship understands that these facilities are of vital importance to the City of Gilroy's residents, visitors, and City staff. We appreciate and support your desire to choose a company that will partner with your department to keep these facilities safe and clean for everyone. ■ One of the most important ways we build a true partnership with our customers is by being as transparent as we can possibly be when it comes to staffing, quality control, financial items, MSDS items, and making sure you receive the work you pay for by tracking our employees' hours through out TimePad system. We encourage you to communicate with our key team members throughout the transition period so that we can be sure that we're giving you the service and responsiveness that you want. ■ It's not enough just to be good at what we do. The service plan that we provide is a little bit different for each customer because your needs and expectations are different. • Overall, our plan is based on years of experience and a detailed plan for your facility. We look forward to any questions you may have. ■ Thank you for your consideration. Flagship's Utility Teams utilize fully equipped vans to travel to job sites and provide floor care and periodic window washing services. We listen to what our customers tell us because we want to identify the areas in which they're frustrated with the current service they're getting and come up with better solutions that fit within their limited maintenance budgets. F1agShip- 9 Ir Proposal to Provide Custodial services 4. RESOURCES AND SERVICE DESCRIPTION City of Gilroy (No, 12- RFP -ASD -363) TRANSITION PLAN Our management and operational teams will work closely with you throughout the transition process to make sure that there are no distractions for your employees or disruptions to your operations. We've looked through many programs and have found through experience that our clear, concise accountable task list enables us to communicate constantly and hold all team members accountable for their part in the transition. We upload our transition plan to Google Docs so that all team members have immediate access to documents that record each action item, who is assigned to do it, and when it's due. This document also includes a wealth of information for the team to refer to throughout the transition, including contact phone numbers and email addresses for all team members. A sample transition plan is provided below: Each task Is assigned to an individual Firm due dates who remains accountable until task applied to all tasks. is completed. Flagship has years of experience executing seamless transitions for new customers, from small single locations to large, multi - site facilities and campuses. We collaborate with our team members, suppliers, and your representatives to understand your needs and make sure that all team members are working together efficiently. E s assigned gle lead. All team members can see on Google Docs if task has been completed. Action Items Due Date Assigned To Confirmed Completed Yes /No Pricin finalized Contract finalized Account number from Finance Customer Information to Work Order Employee job descriptions Customer contact list Recruiting/application process Hiring process Badging process Customer start up/transition meeting Site tour with start up team Develop work schedulesfrime ad set u Training on site safety New Employee Orientation pecialty crews training Order hand scan phone line Set up hand scan time kee ersltrainin Set up new em Io ees in payroll s stem Setup inspection System: mapping, s ecifrcations Set up Customer 1221n/passwords. for Inspection System Establish on call list Supplier meeting to establish needs Initial supplyleguipment orders Order uniforms Order phones IVISDS for janitor closets Access controls/keys/alarms Sample Transition Plan F1ag$hxp,• 10 Proposal to Provide Custodlal Services 4. RESOURCES AND SERVICE DESCRIPTION City of Gilroy (No. 12-RFP-ASD-363) �i COMMITMENT TO PARTNERSHIP Flagship sees each new engagement as an opportunity to build a lasting partnership that is based on teamwork, mutual respect, and achievement of shared goals. Our company has a 97% customer retention rate, and many of our customers have been with us for ten years or more. Ihis success rate attests to our company -wide commitment to providing top notch customer service at every location we service. We have structured our company around the three guiding principles that make up our service philosophy: transparency, timeliness, and value: ■ Transparency —We provide you with metrics that demonstrate the quality of our work, prove that our team members are working their prescribed hours, and show the progress of work orders and periodic work. Timeliness —We respond to all work requests immediately, and automatically let you know when the work is complete. a Value —Our goal is to build a relationship of trust based on our ability to provide you with the best value for every dollar you spend on custodial services. We don't act like another vendor, but like a trusted member of your in -house facilities team. In order to achieve these goals, staff members are empowered to do whatever it takes to keep our customers happy, and continuous improvement is a goal shared by all team members. We are continually bringing in new equipment, cleaning solutions, and best practices from other sites we service, as well as new proprietary technologies to provide you with metrics to evaluate the quality of services you receive. Flagship occupies a unique niche in our marketplace because we do not offer our customers one -size- fits -all solutions. Over the past two decades, we have grown from a small start -up into a large regional company with large public and private customers all over the western United States. Our President and Founder, David Pasek, has been very careful to grow the company gradually so that we are large enough to support any sized customer while also maintaining the ability to provide personalized service. Unlike many of our national competitors who are divisions of large corporate conglomerates, Flagship is singularly focused on providing the highest quality custodial and facilities maintenance services to public and private customers that require specific, targeted, and customized solutions to maintain critical facilities. Most importantly, every member of our team will always pick up the phone when you call. F1agShipT um Proposal to Provide Custodial Services 5. STAFFING City of Gilroy (No. 12-RFP-ASD-363) 5. Staffing WORK PLAN - OrIj -)YVt I 5. Staffing a. Work Plan and Staffing Information Flagship has a proven and detailed system for estimatin our work Ian. This plan incudes combining our site tour, the scope, frequencies, benchmarking against like facilities we service estFil-ling travel time, equipment needed and storage location. Our daily task and general duties are performed by our designated Lead and Janitorial Crew listed as dally staff here. The periodIcs, such as completely washing both sides of glass windows and cleaning carpets are performed by our Utility Crews listed on the Utility Crew labor line below. The periodic services will be scheduled as to be convenient for the City of Gilroy, completed typically after business hours or on weekends. The City will have a schedule with dates for when the services are scheduled and sign off work orders for when work is completed as we rotate thtou h the bulidlings completing the p erlodic and detail cleanings. Building Name S ft Dally Hra Coverage Days/Wk Monthly Hrs File's GILROY CITY HALL 23,000 4.50 40,889 5.00 97.50 0.56 GILROY POLICE DEPARTMENT m -f 36,766 8.00 36,766 5.00 173.33 1.00 GILROY POLICE DEPARTMENT weekend 8.00 2,00 69.33 0.40 WHEELER COMMUNITY CENTER 5x week but supplies given for 7x wk 16,864 3.00 44,971 5,00 65.00 0.38 GILROY CORPORATION YARD 8,405 3.00 22,413 3.00 39.00 0.23 TEMPORARY ENVIRONMENTAL EDUCATION CENTER built as temp years ago, used as day care 2x per week 1,968 1.00 15,744 2.00 8.67 0.05 ASCENCION SOLORSANO GYMNASIUM School gym, heavily used, newer facility, wood gym floor -sweep nightly 7x week, we clean and stock 2 RR, but RR are closed during school hours 14,316 2.50 45,811 7.00 75.83 0.44 SAN YSIDRO PARK RECREATION BUILDING LAS ANIMAS VETERANS PARK RECREATION BUILDING used as day care 5x week, we do interior RR, not park exterior RR 1,426 1,792 1.00 1.00 11,406 14,336 5.00 5.00 21.67 21.67 0.13 0.13 Utility/Floor/Windows 40.00 0.23 Total Direct Labor 1 3.53 F1agShip- 12 File: Gilroy City re- Analysis 5 -18 -2012 ��? 5 Tab: Info for Gilroy Staffing 5A . 6. Staffing ! I !.........._......... ........................ - }..................... .... ............._...., -..... ..............t................ a. Work Plan and Staffing Information ! ' I .............. ............................... -----------.....-- ----........................... ........... ........t.....................i ............... :........................ Flagship has a proven and detailed system for estimating our work plan. Th!s Ip an incudes combining our site tour, the scope, fre uencies, _ __ __ W w _ benchmarking• against like facilities we service, estimating. travel_ time, equipment needed and storage location: -- ---..._......... Our daily task and general duties are peerformed by our designated Lead and Janitorial Crew listed as, daily staff here .... ..... ......... ......... ......... --- ---... The periodics such as completer! washing both sides of Mass windows and cleaning carpets are performed by our Ut!lity Crews listed • --- ...... _.. __ r --- .......... r on the Utility Crew labor line below ..... ..... ................. ..I..................... ......... .....x............... -- ........ The periodic services will be scheduled as to be convenient for the City_of Gilroy. completed typically after business hours .............- --- -•--•-••---•-•--•.... ........_._... or on weekends The City will have a schedule with dates for when the services are scheduled and si n off work orders ......... ......... .......... ....... ........ ........ ....... ......... ' • •......_........ for when work 1s completed as we rotate thtough the buiidlings completing the periodic.and detail cleanfn�s, ? j ............................... t................ Building Name Comments Sq ft Daily Hrs Coverage Da s/Wk Montld His Fte's 4x wk full, may try get RR in GILROY CITY MALL schedule 5th day 23,000 4.50 40,889 4.00 78,00 0.45 Day Porter 5x per week, spend GILROY POLICE some time daily cleaning DEPARTMENT Wheeler 36,766 5.75 51,153 5.00 124.58 0.72 GILROY POLICE Weekend day cleaner, focus on DEPARTMENT jail area, restrooms, locker 6.00 2,00 52.00 0.30 Handled by Day Porter from Police B;dg, 3x full service and WHEELER COMMUNITY restrooms 2 additional days per CENTER week 16,864 2.25 59,961 5,00 48.75 0.28 GILROY CORPORATION YARD 3x week 8,405 3.00 22,413 3.00 39.00 0.23 TEMPORARY ENVIRONMENTAL EDUCATION CENTER 2x week 1,968 1.00 15,744 2,00 8.67 0.05 ASCENCION SOLORSANO GYMNASIUM fix weak 14,316 2,50 45,811 6.00 65.00 0.38 SAN YSIDRO PARK RECREATION BUILDING 5x week 1,426 1.00 11,408 5.00 21.67 0.13 LAS ANIMAS VETERANS PARK RECREATION BUILDING 5x week 1,792 1.00 14,336 5.00 21.67 0.13 Utilik /Floor/Windows 40.00 0.23 Total Direct Labor 2.88 Proposal to Provide Custodial Services 5. STAFFI NG City of Gilroy (No. 12- RFP -ASD -363) How does Flagship track Work Orders and Periodic Work? Whenever we receive a work request from the City of Gilroy, Flagship enters it into our web - based proprietary work order system, with the date ordered and scheduled completion date. When the front -line staff member completes the work, our Supervisor in the field checks their work, then inputs the completion date. The work order system automatically sends you an email letting you know that the work has been completed. ®" We can provide you with periodic reports that list all work orders and show how promptly they have b een completed. Order UataUe I elalna oetees i Labor oaten% Bllling Type t_J Job Type I Service Location v Ciry. State Contact I Phone I v Region [10 • San Jose Salesperson Job Manager— �y an el erarK DATES Ordered Sched. Start Started �!J Schad. Comp. completed Billing comment Notes Fald MVOlea � Periodic Work Orders Periodic work is input into the system prior to the start of service. Our periodic work order system automatically produces weekly periodic work order task list and Open Items Report, which is reviewed by the Account Manager on a weekly basis. ke The work order system creates and updates a customized calendar based on desired specifications and frequencies. Ra ®$Illp' &.fir..kTfbewnWeCgBn For example, if our detail floor crew is scheduled to machine ®• ^° TI'IR$hip-rrni—kALunlwwr 1 E `pa.x kMMN MME September, the system generates updates and reminders for our SkwwJ.o d n.. jj� the completion of these services, and keeps you informed of the 1 - LIM Order UataUe I elalna oetees i Labor oaten% Bllling Type t_J Job Type I Service Location v Ciry. State Contact I Phone I v Region [10 • San Jose Salesperson Job Manager— �y an el erarK DATES Ordered Sched. Start Started �!J Schad. Comp. completed Billing comment Notes Fald MVOlea � Periodic Work Orders Periodic work is input into the system prior to the start of service. Our periodic work order system automatically produces weekly periodic work order task list and Open Items Report, which is reviewed by the Account Manager on a weekly basis. ke The work order system creates and updates a customized calendar based on desired specifications and frequencies. Ra ®$Illp' &.fir..kTfbewnWeCgBn For example, if our detail floor crew is scheduled to machine ®• ^° scrub your restroom floors in January, March June and September, the system generates updates and reminders for our .yy 4>S l.v. WlMmnm w..r Ib ..1.. .Z. crews to follow. Your Account Manager drives and monitors the completion of these services, and keeps you informed of the status of each task. FlagShip- 13 Proposal to Provide Custodial Services 5. STAFFING City of Gilroy (No.12 -W -AM -363) TRAINING & SAFETY As soon as Flagship hires a new employee, we begin an extensive training process that continues until the employee leaves the firm. Our program includes best practices from more than two decades of practical, on -site experience as well as outside training consultants who periodically review our programs and make suggestions for improvement. We also take a proactive approach to site safety that identifies potential problems and trains our employees in the specific potential hazards on your site. The elements of our training program include: Customer Service Training to ensure staff understand how their demeanor and appearance contribute to the customer's experience. ■ New Hire Training focuses on practical, hands -on mentoring in the tasks that the employee will need to accomplish at our client's job site. ■ Cross Training Process involves giving staff experience with numerous tasks so that we can utilize them for sick coverage, vacation coverage, and general back -up. ■ Work Flow Cards are developed to show the time required to correctly complete a task including travel time, the steps to complete the duty, and suggestions on how to enhance the outcome. ■ New Hire Buddy System, where we partner up new staff with an experienced person to familiarize them with the customer's facility, including work areas, our office areas, storage, and break areas. ■ New Hire Review Meetings are short interviews with new hires on their third day and then each week for 2 months. At the end of the 8th week, we do a more in -depth interview with each new employee to assess their happiness, skill level development, and develop a growth plan to help them better understand how to do their job. We also discuss their methods for doing the job in order to see if they have come up with any innovative ideas that can be incorporated throughout the site. Flagship will designate a Human Resources Business Partner who will always be available to give an employee's supervisor or manager advice on ways to communicate with the employee and monitor their performance. Flagship has also provided a copy of our IIPP program for your review. In recognition our our commitment to sustainability and the City of Gilroy's Environmentally Preferable Purchasing (EPP) Policy, we have provided a single printed copy of our program for your review as opposed to adding it to all five packages. MIGUEL MENDOZA Corporate Safety Manager Miguel has more than 7 years of experience in Environmental, Health and Safety. He ensures implementation of all our safety programs at every facility, makes periodic visits to customers' sites to make sure that our protocols are being followed and also provides on -site safety training to Flagship staff when needed. F1agShip 14 Proposal to Provide Custodlal Services 5. STAFFING City of Gilroy (No. 12 -UP -MD -363) Comprehensive Training, Monitoring, and Reward Programs We encourage every member of the team to take personal responsibility for maintaining a safe workplace: Supervisors continually monitor safety reviews front -line employees DAILY safety program monitoring meeting Senior management and our Safety Training Manager meet to review and drive our safety programs. critical behavior index reviews WEEKLY When potentially risky behaviors are observed, they are rated "At Risk," "Severe," or "Moderate." safety procedure review on -site safety review Operations Account Managers and Supervisors meet to review safety data, training skills, and procedures. Front -line staff participate in on -site safety review meetings led by their Supervisor. safety -first culture safety program meeting monitoring meeting General safety procedures are reviewed VP of Operations meets with and a specific safety topic of the month Supervisors to find the root cause is highlighted. of any incident and make sure any deficiencies are corrected. flagship safety club Employees are awarded $25 gift certificates for maintaining accident - free environments and are entered in our $250 monthly raffle. Our safety program pays out an average of $8,000 per month. MONTHLY INCENTIVE PROGRAM FagShip 15 Proposal to Provide Custodial Services 5. STAFFING City of Gilroy (No.12- RFP -ASD -363) SAFETY OVERVIEW Flagship's safety programs incorporate the lessons we've learned over the past two decades, and we continually revisit them to make sure that we're doing everything we can to keep everyone safe —our employees and yours. We not only train our team members in safety, cleaning skills, customer service skills, and security, but we also offer ongoing financial incentives for front -line workers and supervisors to keep the job site safe. After all, safety is a team effort. Flagship believes strongly in providing its employees with a variety of incentives to encourage safe behaviors, including cash bonuses, positive reinforcement from their supervisors, and the ability to interact with their peers to come up with better solutions. Flagship tracks each supervisor's safety record on a monthly basis and supervisors receive cash incentives for maintaining a safe workplace. The goal of these incentives is to encourage supervisors to address potentially risky situations in the workplace. For example, if employees are having in emptying trashbins, supervisors may address the situation by purchasing more ergonomically correct bins that are easier to move around. Supervisors also meet regularly to receive refresher training, discuss safety, and share ideas for ways to improve their overall safety record. These modifications have benefits to everyone by helping front -line workers to avoid painful injuries and potentially helping Flagship keeps workers compensation costs down. Front -line employees also receive incentives through membership in Flagship's Safety Club. Employees are eligible to win a $25 gift card for each month that they remain injury -free. Front -line employees also meet regularly at the job site to share ideas and work together to prevent injuries. At each job site, we put up a poster that tells each employee on site how many days it has been since there has been a recordable injury at the site. This information encourages them to take pride in keeping the site safe. Front -line employees also receive a monthly newsletter that focuses on safety and lists the current members of the Flagship Safety Club. One of the most important elements in any safety program is understanding the specifics of each job site. Our Corporate Environmental Health & Safety Manager will visit your site prior to conducting our initial safety training in order to gain an understanding of the issues at your site. Flag$hxp- 16 Proposal to Provide Custodial Services $. STAFFING City of Gilroy (No. 12- RFP -ASD -363) Safety Tools safety barometer Flagship provides an MSDS and a binder on -site for all material safety chemicals, as required bylaw. We post this information on -site data sheets and can provide our customers with a copy for their records. We also train our employees in the use of these chemicals and the respective MSDS. FlagShip- critical behavior index _1 Gi111ee1 BMpWM IY11tX ,�Mw.YMWu eU�tlI1416a ■eeelIIYAMICM� bXmdN ,r ' �•Xdhdd� .......... . 4lrMN •Ik.wraa Fid�iel,,eY4, p„f xdunL blkb �• I e Flagship takes the risk of blood -borne pathogens extremely blood -borne seriously, and we employ a series of training and work practice pathogens controls to eliminate or minimize exposure. We also provide personal protective equipment to our employees where necessary. Our Safety Barometer includes Critical, Crucial and Important actions that we must address in order to have the safest workforce possible. Each supervisor is required to complete a CBI tri -fold audit sheet and submit it after every shift. Flagship compiles this data for each site, and provides additional training, briefings, or other forms of attention as needed. Flag$hip,- 17 Proposal to Provide Custodial 5ervices 5. STAFFING City of Gilroy (No. 12- RFP -ASD -363) CONFIDENTIAL INFORMATION SAFETY TRAINING - 2011 3 + l t1 _� Fi :'F jxxr 3 'R4s tr.a;h : " •r �7++fi,�y Py,+F"'i%; "' ;"&`$Ys�l` t`5: �t iz �-j� p r?vi t 5�yg��t'E yid `."'�V} f'yi '} "g'� p li^IAY�rt }ytVa��it.r pl3V�ie' ��. "P����� }t. January Ladder safety & Overreaching .d. a. y S^ #'yy,,��c•�/z .pai _� '�.;+:ET" ?;::� � �i��. �����• .��Y`� .,X1e` fst�i.. nt7_.• f.. �FSi?- bE. 4:. y) r€, �. Nise~ �. 1i"�550.':C.'3x��'��$�,3'W��7'.� .. _ ..sT*!Y35T February Dust Mopping & Mopping Training X 4 Y A- f.. i - t WW. Mm ..2..:t7 4�°i:z ...L,[., f -t'x�' . •...,�, i ..,< S� t.< .irsY ar.- y,.nC.ki !i 3..4.1.'„I. March Importance of Signs Placement l.rc.?'.:'E.H'<.A t���!?'?%'"n 99tt te'�.r':`�t�rRG �F?`.�;`�,. „+9 ;� ?. �� _'r-r ' Sir. ���., .<44I r�'>,.�i�.{�q�ri�: J 3is15��Rt' Y.:• it',3;�brh".1/!?t�':�k�`�.w�'yy �}! April Preventing Slips, Trips, Falls r£,.4W:. 4n' Jfs3t�E � 4y is ,��,'- �t'1fe� _ `}: .r'•` f t-t 't -- .- ,? r Y �t. ' NOW? *11A May Back Injury Prevention °i..T.k i' a•Y; fW? ti.. :�!�"o-", June( Lifting Heavy Equipment �? -1- rfF`�Ts:n...w:Sb.•l t .'..•`:.,.,;�,�..,�`,:`5.} July Review Completion & Incident August Slips, Trips & Falls Awareness ., ., :::. ..S t- .- .,::•5 ri;3 ..i!R �'7 SCsi.: !`C.. t. -..:; 4. 1F x, -'•> F �+;srd�+vS,.L� ire �'„a'h,"C�x tii'FY`t -l::k5 s...'S ;2}. ,�- .,.'-..'r"Y��uY'L�-�. September Personal Protective Equipment i ; .: �' a.irc i'tr'{y. •.7ii s`F'S.�i'l°'t�..Y,. s'....�[ 3tF U.a:Y. r }�° ,r .L'tv:6:;.>3+` ...�l�y_?.F3,r, ., v�','�ar:�L'.)! �rz .5. -dts• ci`K -.T - r'1�:'�`P t "a' October Safety Practices ¢ YY November Ladder Safety <�F:`Y��,;�S��.n °, �, >,E.- u��'<: i,R:_7.f:sc.+.,, R..r .'�j: -': ', Ss �i..,�:�?�;F F..., L§ �. i' ��. 5�.`:. i'k.;�:�'.,.eF•'�A.4`.Yi��`x.,y ;-ar.� :. rr.�r;�t`i'. h:: December Electrical Safety /Blood Borne Pathogens Fla.QShipr- 18 Proposal to Provide Custodial Services S. STAFFING City of Gilroy (No. 12- RFP -ASD -363) CONFIDENTIAL INFORMATION Hazard Communication (Haz -Com) The purpose of OSHA's Hazard Communication standard is to ensure that employers and employees know about work chemical hazards and how to protect themselves so that the incidents of illnesses and injuries due to hazardous chemicals are eliminated or reduced. The standard covers Chemical Manufactures, Employers and Employees. 1. Chemical manufactures are required to provide warning labels and MSDS of the chemicals they produce to the end user. I+or your health and safety: 2. Emnlovers are required to have a written program, describing methods for communicating information, hazards, training, labeling, PPE & safe use of chemicals. The best way to protect your health and safety is to know the chemicals you work with, understand its intended use and how to use them in a safe manner. Some chemicals can cause fires allergic reactions, reparatory irritation or other more serious illnesses but if you use chemicals in a safe manner and take all the required precautions you can work safely with chemicals. 3. Emmlovees are required to follow all the procedures that are in place, wear all the required protective equipment, handle & use chemicals provided in the manner they where intended to be used, • Make sure you know the chemicals that you • You can prevent illnesses and injuries by are working with and know exactly what type reading the warning labels and material safety of Personal Protective Equipment is required data sheet (MSDS) of every chemical that you for the use of that chemical. use. F1agShipM 19 Proposal to Provide Custodlal Services 5. STAFFING City of Gilroy (No.12- RFP -ASD -363) CONFIDENTIAL INFORMATION Hazard Communication (Haz -Com) Most common chemical(s) you use in your department Discussion Questions: 1. What is the most common chemical you use for your department? 2. How can that chemical come into direct contact with your face, eyes, and skin or enter your body? 3. What are the health hazards associated with that chemical if it comes into direct contact with your face, eyes and skin or enters your body? 4. What is the required Personal Protective Equipment for that chemical? 5. Where would you look if you wanted to know more information on the chemical that you most commonly use? (for example: What type of PPE to use or What type of first aid measures you should take if you accidentally splashed that chemical in your eye) Material Safety Data Sheets also known as "MSDS" for short: MSDS for all the chemicals in your department provide information such as how to use, handle and store that chemical safely. Each MSDS might look different but they all have the same basic information. Chemical MSDS sheets are typically divided into 16 sections: 1. Chemical Product Name 5. Fire Fighting Measures 9. Physical & Chemical 13. Disposal Considerations Company information 6. Accidental Release Properties 14. Transport Information 2. Composition & Information Measures 10. Stability & Reactivity 15. Regulatory Information of Ingredients 7. Handling & Storage Data 16. Other Information 3. Hazard Identification 8. Exposure Controls & 11. Toxicological Information 4, First Aid Measures Personal Protective 12. Ecological Information Equipment The sections most relevant for the safe use of chemicals are 1, 3, 4, 7, 8, 9, 10 & 11; make sure you are very familiar with these sections. Section 1- This section gives the Section 3 - This section gives an name of the product and the overview of the product and lists company contact information. the health effects. Section 4 - This section shows Section 7 - This section how to treat the individual that gives information on how to has been exposed to the safety handle and store the product. product. Section 8 -Ibis section lists if ruiy Section R - This section Section 10 - This section describes Section 11 - This section Engineering s needed. It a special ventilation, is needed.lt also lists any lists the physical properties Stability and Reactivity; how stable describes how toxic is the Personal Protective Equipment (PPS) of the product: Liquid, is the product and anything it is product, routes of entry, needed; eye protection, skin protection, solid, boiling point, melting incompatible with. acute affects to humans, And respiratory protection. point, vapor pressure, etc. Flagship- 20 Proposal to Provide Custodial services 5. STAFFING City of Gilroy (No. 12-RFP-ASD-363) EMPLOYEE RETENTION Flagship is proud of its proven ability to maintain highly qualified front -line staff for a much longer period of time than the industry average. Our training, safety, and employee motivation programs are designed to identify staff who are providing exceptional customer service and not only reward them, but encourage them to apply for additional opportunities within the firm, as they become available. We offer a series of incentives and opportunities to our front -line staff in order make each job site a pleasant place to work and promote a spirit of teamwork for all employees. Above all, Flagship is committed to retaining its best employees by treating them fairly, encouraging a spirit of responsibility, and offering competitive pay and benefits, as well as the opportunity for advancement within the organization. We are proud of the fact that in an industry often characterized by high turnover, we have many team members who have been serving with us for ten years or more. Our employee retention efforts are summarized below. competitive salaries and benefits Flagship provides a package of salary and benefits that is very competitive in our industry, including access to healthcare and paid time off and sick leave for many employees. Front -line staff are rewarded for keeping the workplace safe through membership in the Flagship Safety Club, which makes them eligible for a $25 gift card each month that they maintain their good safety incentive record. Employees can also receive spot bonuses for innovative ideas or programs exceptional performance in providing exemplary customer service. Every employee also receives a free Thanksgiving turkey or ham and holiday gifts for their children. additional training & continuing education promoting from within Flagship. r Flagship encourages each of its front-line employees to pursue additional training and certifications that might aid them in becoming more proficient in their jobs and providing better customer service. We reimburse the costs of such certifications when they are directly beneficial to the employee's job performance. Flagship encourages each of our supervisors to monitor their employees closely in order to find candidates that are worthy of a promotion and making sure that they get the training and mentoring needed to help them achieve their goals. 21 Proposal to Provide Custodial Services 5. STAFFING City of Gilroy (No.12- RFP -ASD -363) EMPLOYEE STATUS List the full or part time status of each employee that will be assigned to this contract. Explain your staffing process to fill positions if needed. Flagship always tries to create full -time positions for staff when possible as it typically leads to happier staff, less turnover and better long term quality. For the City of Gilroy, we expect to add three full -time staff positions and possibly two part -time positions for sites that require 2x, 3x or 7x per week coverage. Staffing Process We use a variety of methods to find potential applicants, including referrals from current employees of friends and acquaintances who might be seeking a new position. We also advertise open positions on our company website and use online recruiting services such as Craigslist. Once applicants are identified, they go through a multi -step screening process: ■ Candidates who want to work for us must complete an employment application which is reviewed thoroughly by our HR Department to ensure all questions are answered and the application is complete. Flagship does in -depth interview with Applicant. The candidate is assessed for specific job skills such as floor maintenance knowledge. ■ All applicants must provide references. Non - exempt field staff are required to provide two, office non - exempt are required to provide three. All references are checked by HR staff. ■ We use a highly respected third party firm to conduct a comprehensive background check on every applicant to determine if the applicant has been convicted of, or has pled No Contest to, any criminal offense in the previous seven years as a minimum, in each county in the state in which they reside, as well as nationally. ■ Since a poor credit history often indicates an employee who may be tempted to engage in criminal activity, employees hired at the level of supervisor and above, or into the Finance Dept, undergo credit screenings. We also perform drug testing as appropriate for our customers. If employee passes all new hire requirements, Flagship makes a job offer. E- Verify confirms that the applicant has the legal right to work in the U.S. a We have also contracted with a "Designated Agent" to perform I -9 and E- verification in sync electronically on -line for faster results and permanent safe electronic storage of these sensitive records. ■ All employees go through orientation immediately after hire to familiarize them with Flagship's Standards of Conduct and our safe work procedures. Flagship's comprehensive background checks on applicants often uncover criminal records or identity fraud. Many of these applicants have gone on to be hired by our competitors instead. FlagShip 22 Proposal to Provide Custodial Services low 5. STAFFING City of Gilroy (No. 12- RFP -ASD -363) RECRUITMENT AND SCREENING While many firms only check to see if their candidate has a Social Security card, Flagship began participating in the Department of Homeland Security's E- Verify program in 2006, when fewer than 1% of companies nationwide participated in this program. Flagship's HR staff has been trained and retrained by ICE (Immigration Customs Enforcement) Special Agents in I9 and E- Verify protocols, and in the use of the same hand held instruments used by ICE to detect fraudulent identity documents. Our background check for every employee includes the following criteria plus two additional factors as noted in certain situations: Social Security Number verification, including skip trace that will provide a warning if a specific Social Security number may never have been issued, may have been issued to a person who has been reported deceased, or is currently being used by another individual. Felony and Misdemeanor seven -year minimum history from state and local courthouses based on given address(es) and based on those developed from the Social Security number up to 10 searches per name and 7 years deep. National Criminal Record File history (all 50 states) compiled from multiple criminal record repositories such as the Department of Corrections (Prison, Parole, Release & Probation files), Administrative Office of Courts, Individual County Courts, State specific Criminal Record Repositories, the Third Parties' proprietary criminal record data) e National Sex Offender Database includes all participating entities (48 states + Washington D.C.) • Office of Inspector General /General Services Administration system listing • Certain motor vehicle convictions e Global Sanctions Search, including multiple data sources and repositories (OFAC, BXA, Politically- Exposed Persons, FBI Most Wanted, FBI Top Ten Most Wanted, FBI Seeking Information, FBI Most Wanted Terrorists, FBI Hijack Suspects, etc.) Workers Compensation claim history (wherever permissible by law) Motor vehicle driving record whenever driving is a job requirement * Credit history for all management and finance positions Fla&ip- This Fmplo ev paiticip ates iris rE- Ifevify Last year, Flagship rejected 13% of all job applicants due to the discovery of prior felonies during our background check process. The B5000 document authenticator uses a patented process of scanning, image processing and data analysis. Flagship uses it on all identity documents submitted by job applicants. 23 Proposal to Provide Custodial Services 5. STAFFING City of Gilroy (No.12- RFP -ASD -363) Flagship's background checks for prospective employees are the most thorough in the janitorial services industry. Databases Automatically Searched for Every Applicant HHS /OIG GSA Lists (Health and Human Services, Office Inspector General, General Service Administration) Felony Including Misdemeanor ( 7 year residency history and developed names off Social Security Number) LN National Criminal File (Searches National Repository for Criminal records) Social Security Number Verification Workers Compensation Claims Check HR Representatives can also verify the following information an a la carte basis. Education Employment Verification County Seat Felony and Separately Held Misdemeanors Credit Check Motor Vehicle Records Search Global Sanction Search State Sex Offender Search National Sex Offender Search Office Foreign Assets Control Reference Check Flagship 24 Proposal to Provide Custodial Services V S. STAFFING City of Gilroy (No.12- RFP -A5D -363) Pre - Employment Screening Flagship's HR (Human Resources) staff has the sole responsibility to perform the hiring process and extend any offer of employment. Candidates who want to work for us must complete an employment application. HR reviews the application to ensure all questions are answered and the application is complete. HR does in -depth interview with Applicant. The candidate is assessed for specific job skills such as floor maintenance knowledge. a Exempt and office Non - exempt employees must provide at least three job references. ■ We use a highly respected third party firm to conduct a comprehensive background check on every applicant to determine if the applicant has been convicted of, or has pled No Contest to, any criminal offense in the previous seven years as a minimum, in each county in the state in which they reside, as well as nationally. ■ Since a poor credit history often indicates an employee who may be tempted to engage in criminal activity, employees hired at the level of supervisor and above, or into the Finance Dept, undergo credit screenings. We also perform drug testing as appropriate for our customers. Post Job Offer Screening If employee passes all new hire requirements, Flagship makes a job offer, but scrutiny of the candidate continues. Flagship uses the Department of Homeland Security's voluntary E- Verify program to electronically verify name, date of birth and Social Security Number, along with immigration information for non - citizens, against Federal databases in order to verify the identity and employment eligibility of both citizen and non - citizen new hires. Since authentic documents are sometimes stolen or sold and used by others; Flagship's process includes close inspection of identity documents by trained staff using the same specialized equipment that ICE Special Agents use. Additionally Flagship subsequently improved the standard paper 19 process used by most employers and instead contracted with a "Designated Agent" to perform its I9 and E- verification in sync electronically on -line for faster results and permanent safe electronic storage of these sensitive records. Orientation All employees go through orientation immediately after hire to familiarize them with Flagship's Standards of Conduct and our safe work procedures. Last year alone Flagship screened out more than 150 applicants based on their negative background check results. Consider that many of these same applicants may have been hired by our competitors instead. Flag$hip- 25 Proposal to Provide Custodial Services 5. STAFFING City of Gilroy (No. 12- RFP -ASD -363) SITE SUPERVISOR'S ROLE Flagship's Site Supervisors are responsible for managing the day -to -day operations of the field crews in their performance of all contractual and extra - contractual work. The Site Supervisor leads a crew of field Supervisors who work directly with line -staff to oversee their work product throughout the shift. The roles of the Site Supervisor and Supervisors are summarized below: SITE SUPERVISOR'S KEY RESPONSIBILITIES ■ Manages the day -to -day operations of the field crews in their performance of contractual and extra - contractual work. ■ Ensures the inventory of supplies, materials, and equipment is adequate to meet current and foreseeable requirements. ■ Collaborates with the Vice President of Operations to develop and implement plans for the operational infrastructure of systems, processes and personnel designed to accommodate the growth objectives of the company. ■ Motivates and leads a high - performance team; attracts, recruits and retains required members of the team not currently in place; provides mentoring. ■ Manages policy in the areas of quality, cost reduction, complete and on -time delivery, safety, customer satisfaction, employee relations, visual controls and performance measures. ■ Ensures all supplies, materials, and work performed meets the quality standards set by the company, Reviews labor and material charges upon completion of any extra - contractual work performed prior to submission to the VP of Operations for job costing. SUPERVISOR'S KEY RESPONSIBILITIES ■ Meet with the Site Supervisor daily to discuss the status of work under the supervisor's direction. ■ Inventory the content of the supervisors cage /work area and transfer supplies, equipment, etc. to the job site as required. • Maintain job site security as required by the customer and to ensure the security of company supplies and equipment. • Assist the operations manager in determining the staffing, supply, and equipment requirements of jobs under his /her supervision. ■ Ensure all assigned work is completed within schedule and budget parameters and that the quality meets the standards of the company FlagShIp 26 Proposal to Provide Custodial Services S. STAFFING City of Gilroy (No.12- RFP -ASD -363) Contingencies With more than 650 staff members in Northern California, Flagship has plenty of staff available to handle any unexpected contingencies such as unplanned absences or short -term surges in demand. All front -line staff are required to call in at least four hours in advance if they miss their shift because of illness or unexpected emergency. Our Account Manager will then call in on -call staff or staff from nearby sites to fill in on a short -term basis. Our Account Manager will be the primary contact at all times in emergency or high priority situations and will be available 24 hours, 7 days per week when an important issue arises. Of course, our system and Manager will be organized and plan his team accordingly and thus there is not always an issue. But when there is WO he is most likely available to respond. When the Manager is scheduled to be out of town or on vacation, we will assign a backup contact such as Mark Cornish, our VP of Operations, or another i Account Manager. ` Supervisors will handle typical call backs or minor emergency issues. They will each carry a PDA and this list will be published on our call tree that is distributed to City of Gilroy staff. • We then have assigned leads as backups to our Supervisors. We also will have a dedicated site HR person at our office on site during the day to field any urgent calls. David Pasek, president and founder of Flagship, believes that every member of the Flagship team is integral to the customer experience, from front -line team members to the people who work Each of our key decision makers is based in the San Francisco Bay Area, and they behind the scenes. are in daily communication with our front -line staff to make sure that we respond to any unexpected issue quickly and thoroughly. LINE - STAFF'S ROLE Flagship believes that the best form of quality control is doing the job right the first time. That is why we have made substantial investments in the recruitment and training of line -staff who are extremely capable and committed to their jobs, and carefully check their work by having supervisors walk the site on a daily basis and offer spot corrections when they see that work is being done inefficiently, Incorrectly, or unsafely, We also supplement these daily site walks with periodic site walks by our executive team and formal inspections by trained inspectors, using our proprietary inspection system. The roles of our line -staff are summarized in the following position descriptions: FWShl }'" 27 Proposal to Provide Custodial Services 5. STAFFING City of Gilroy (No. 12-RFP-ASD-363) DAY PORTER /MATRON A Day Porter /Matron performs non- technical general building maintenance and custodial duties, including cleaning surfaces, removing trash, and replenishing supplies. KEY RESPONSIBILITIES • Routinely wipes down counters, cabinets and drawers. • Restrooms: stocks all supplies, picks up larger paper debris, wipes down counters, and maintains good appearance. • Removes trash or dirty dishes. • Mailroom: straightens out items on counters (punch holes, staplers, baskets). • Assists customers with requests: special requests by customers i.e. help with events, meetings, set ups, etc. JANITOR Janitors are responsible for keeping the building neat and clean at all times, including emptying wastebaskets and replacing liners, dusting office furniture, vacuuming carpeting, and cleaning glass. KEY RESPONSIBILITIES ■ Sweep and damp mop tile floors ■ Spot clean soiled areas on carpets as needed • Clean and sanitize toilets, basins, and urinals o Refill all restroom dispensers as needed • Equipment (such as vacuums) must be properly maintained at all times FlagShip� 28 Proposal to Provide Custodial Services 5. STAFFING City of Gilroy (No.12- RFP -ASD -363) FLOOR CREW Floor Crew members are responsible for proper use and application of carpet equipment, which includes but is not limited to, automatic scrubber, buffer, shampoo machine, extractor, with vac, carpet pile lifter, vacuum. They must understand basic carpet duties and responsibilities, as well as proper use and application of floor care products. KEY RESPONSIBILITIES Cleaning of restrooms with Kaivac machine ■ Scrubbing, stripping, waxing, buffing, shampooing, extracting, and mopping a Wet floor signs must be used at all times, including work on both carpets and tile. Absolutely no exceptions under any circumstances DETAIL SPECIALTY CREW Detail Specialty Crew members perform specialized janitorial tasks that are not part of the regular routines of the Day Porters and janitors. KEY RESPONSIBILITIES ■ Pressure washing Event support Parking lot sweeping HagShip • 29 ACOR" CERTIFICATE OF LIABILITY INSURANCE DATE (MM /DDIYYYY) 6/18/2012 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER NAME. T Susan Stockdale _A /C�.EXti:415- 391- 2141x6426 FAX No):415- 989 - 9923___ Woodruff- Sawyer & Co. 50 California Street, Floor 12 San Francisco CA 94111 4.DREss:sstockdaleawsandco.com INSURER(S) AFFORDING COVERAGE NAIC # GL0829847711 INSURER A :Z ri h American Insurance Com n 16535 EACH OCCURRENCE INSURED FLAGENT -01 INSURER B:Liberty Insurance Underwriters, Inc 19917 INSURERC -Am ri n Zurich In ran m n 142 Flagship Facility Services, Inc. INSURER D: 1050 North 5th Street San Jose, CA 95112 $1,000,000 MED EXP (Any one person) $10,000 INSURER E: CLAIMS -MADE K OCCUR INSURER F: COVERAGES CERTIFICATE NUMBER: 255640064 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE ADDL INSR SUBR WVD POLICY NUMBER POLICY EFF MM /DD /YYYY POLICY EXP MM /DD /YYYY LIMITS A GENERAL LIABILITY Y GL0829847711 71112012 /1/2013 EACH OCCURRENCE $1,000,000 X COMMERCIAL GENERAL LIABILITY DAMAGE TO RENTED PREMISES a occurrence E $1,000,000 MED EXP (Any one person) $10,000 CLAIMS -MADE K OCCUR PERSONAL & ADV INJURY $1,000,000 GENERAL AGGREGATE $2,000,000 GEN'I_ AGGREGATE LIMIT APPLIES PER PRODUCTS - COMP /OP AGG $2,000,000 $ POLICY PRO LOC JECT A AUTOMOBILE LIABILITY BAP829847811 /1/2012 /1/2013 Ea accident) I MI 1$ 000 000 _ BODILY INJURY (Per person) $ ANY AUTO BODILY INJURY (Per accident) $ _ X ALL OWNED X SCHEDULED AUTOS AUTOS DAMAGE PRO accident) $ X X NON -OWNED HIRED AUTOS AUTOS B X UMBRELLA LIAB X OCCUR EXCSF1901734 /1/2012 /1/2013 EACH OCCURRENCE $25,000,000 AGGREGATE $25,000,000 EXCESS LIAB CLAIMS -MADE DED RETENTION $ $ C WORKERS COMPENSATION 0829803613 /1/2012 /1/2013 X WC STATU- OTH- AND EMPLOYERS' LIABILITY Y / N ANY PROPRIETOR /PARTNER /EXECUTIVE E.L. EACH ACCIDENT $1,000,000 OFFICER /MEMBER EXCLUDED? ❑ N/A -- (Mandatory in NH) E.I. F DISEASE EA EMPLOY - EE - -F $1,00 - 01000 -- 1 0---- --- .__.... _.. If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $1,000,000 I I DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required) The City of Gilroy, its officers and employees are included as Additional Insureds with respect to General Liability as required by written contract per attached U -GL- 1175 -C CW form. CERTIFICATE HOLDER CANCELLATION City of Gilroy 7351 Rosanna Street Gilroy CA 95020 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATTIIIVL�E //c © 1988 -2010 ACORD CORPORATION. All rights reserved. ACORD 25 (2010/05) The ACORD name and logo are registered marks of ACORD Additional Insured — Automatic — Owners, Lessees Or ZURICH Contractors Policy No. Eff. Date of Pol. Exp. Date of Pol. Eff. Date of End. Producer No. Addl Prem Return Prem, GLO829847711 07/01/2012 07/01 /201; THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. This endorsement modifies insurance provided under the: Commercial General Liability Coverage Part A. Section II — Who Is An Insured is amended to include as an insured any person or organization who you are required to add as an additional insured on this policy under a written contract or written agreement. B. The insurance provided to the additional insured person or organization applies only to "bodily injury", "property damage" or "personal and advertising injury" covered under Section I - Coverage A - Bodily Injury And Property Damage Liability and Section I - Coverage B - Personal And Advertising Injury Liability, but only with respect to liability for "bodily injury", "property damage" or "personal and advertising injury" caused, in whole or in part, by 1. Your acts or omissions; or 2. The acts or omissions of those acting on your behalf, and resulting directly from your ongoing operations or "your work" as included in the "products- completed operations hazard ", which is the subject of the written contract or written agreement, performed for the additional insured person or organization. C. However, regardless of the provisions of Paragraphs A. and B. above: 1. We will not extend any insurance coverage to any additional insured person or organization: a. That is not provided to you in this policy; or b. That is any broader coverage than you are required to provide to the additional insured person or organization in the written contract or written agreement; and 2. We will not provide Limits of Insurance to any additional insured person or organization that exceed the lower of: a. The Limits of Insurance provided to you in this policy; or b. The Limits of Insurance you are required to provide in the written contract or written agreement. D. The insurance provided to the additional insured person or organization does not apply to: "Bodily injury", "property damage" or "personal and advertising injury" arising out of the rendering or failure to render any professional architectural, engineering or surveying services including: 1. The preparing, approving or failing to prepare or approve maps, shop drawings, opinions, reports, surveys, field orders, change orders or drawings and specifications; and 2. Supervisory, inspection, architectural or engineering activities. E. The additional insured must see to it that: 1. We are notified as soon as practicable of an "occurrence" or offense that may result in a claim; 2. We receive written notice of a claim or "suit" as soon as practicable; and 3. A request for defense and indemnity of the claim or "suit" will promptly be brought against any policy issued by another insurer under which the additional insured may be an insured in any capacity. This provision does not U -GL- 1175 -C CW (07/10) Page 1 of 2 apply to insurance on which the additional insured is a Named Insured, if the written contract or written agreement requires that this coverage be primary and non - contributory. F. For the coverage provided by this endorsement: 1. The following paragraph is added to Paragraph 4.a. of the Other Insurance Condition of Section IV — Commercial General Liability Conditions: This insurance is primary insurance as respects our coverage to the additional insured person or organization, where the written contract or written agreement requires that this insurance be primary and non - contributory with respect to any other policy upon which the additional insured is a Named Insured. In that event, we will not seek contribution from any other such insurance policy available to the additional insured on which the additional insured person or organization is a Named Insured. 2. The following paragraph is added to Paragraph 4.b. of the Other Insurance Condition of Section IV — Commercial General Liability Conditions: This insurance is excess over: Any of the other insurance, whether primary, excess, contingent or on any other basis, available to an additional insured, in which the additional insured on our policy is also covered as an additional insured on another policy providing coverage for the same "occurrence ", offense, claim or "suit ". This provision does not apply to any policy in which the additional insured is a Named Insured on such other policy and where our policy is required by written contract or written agreement to provide coverage to the additional insured on a primary and non- contributory basis. G. This endorsement does not apply to an additional insured which has been added to this policy by an endorsement showing the additional insured in a Schedule of additional insureds, and which endorsement applies specifically to that identified additional insured. All other terms and conditions of this policy remain unchanged. U -GL- 1175 -C CW (07/10) Page 2 of 2 Includes copyrighted material of Insurance Services Office, Inc., with its permission.