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Attachment 1 Exhibit ASCOPE OF SERVICES Locations The Contractor shall for the term of the contract furnish all labor, equipment, materials and supplies (where indicated) necessary to provide Custodial Services at the following locations: Facility Name General Description Size Address Offices, Council Chambers, Civic Center Police, Restroom, HR Dept. 16426 110 East Main St Public Library, Offices, Los Gatos Library Restrooms 29000 100 Villa Ave Offices, Locker Room, Fueling Station, Restrooms, Portable Service Center Trailer 6600 41 Miles Ave Police Operations Offices, Locker Room, Holding Building Cells, Restrooms 12171 15900 Los Gatos Blvd Oak Meadow Park Restrooms 300 233 Blossom Hill Rd Blossom Hill Park Restrooms 286 16300 Blossom Hill Rd Balzer Field Restrooms 408 41 Miles Ave Be lgatos Park Restrooms 240 308 Belgatos Lane Creekside Sports Park Restrooms 300 930 University Ave Total Square Footage 65731 Note: Square footages are provided for general guidance purposes only. Although the Town has used i�s best efforts to provide accurate square footage information, it makes no assurances that these square footages are correct. General Specifications The Service Provider shall establish effective communication channels to allow daily communication with assigned staff and weekly/monthly evaluations of services provided. In an effort to allow maximum effective communication between Town staff and the Service Provider, the Town requires that Service Provider's site supervisor and at least one of Service Provider's staff on duty at all times to speak, read, and write fluent English. Children, friends, family, or other persons not directly employed by Service Provider are strictly prohibited from Town's premises. Service provider staff assigned to this work will be subject to a Police background check which allows unescorted access to all Town facilities. Monthly meetings between the Town's Facilities and Environmental Programs Manager and Service Provider's project supervisor will be required. All work is to be performed on the days and between the hours specified for each building, except on holidays and closure days as shown on Attachment 1 (which shall be amended annually). Time allowances may be made for special monthly, bi-annual, or other periodic services. Service EXHIBIT A Provider must make arrangements with the Town's Facilities and Environmental Programs Manager to set any unusual schedules. Some Town facilities are equipped with intrusion/burglar alarms. Service Provider is responsible to adequately train employees in the proper disarming and arming of each alarm. The Town maintains the right to charge service provider $50 for each incident of false (burglar) alarm caused by Service Provider's employees. These charges, when applicable, will be documented and deducted from the monthly payment to said Service Provider. Service Provider will be provided with storage rooms where equipment and supplies may be stored in a safe and secure environment. Janitorial supply rooms are to be kept clean and orderly at all times. Tools and supplies are to be properly labeled and stored. The Service Provider is responsible for the removal and replacement of all furniture and equipment, as required, to perform vacuuming, shampooing, stripping, waxing, and buffing. The Service Provider and his staff shall follow all established safety procedures and shall take special care not to endanger the public in any way. Service Provider's equipment and supplies shall not be left in areas or in such a manner where they could pose a hazard to the public or Town employees. Doors to Service Provider's supply closets shall remain closed and locked when an employee is not immediately present. The Service Provider shall provide uniforms for their employees to wear while conducting business on Town property. The uniform shall clearly identify the Service Providers firm, and name of employee. The style and color of those uniforms will be mutually agreed upon by the parties. The Service Provider is responsible for the security of all doors and windows at the conclusion of work in each area. All doors shall remain closed and locked while Service Provider's staff is inside cleaning. Special care shall be taken to ensure that buildings and rooms are not left unlocked, open, or unattended at any time. All windows shall be shut securely, and all exterior doors shall be locked and closed securely. The Service Provider's staff shall double-check all doors behind them to ensure that they are secure (including doors that they did not enter or exit). Areas with alarms shall be armed immediately at the conclusion of the Service Provider's work. Interior doors that are found open or unlocked shall be left in the same position/condition in which they were found. Interior doors that are found locked shall be re-locked at the conclusion of the Service Provider's work. Emergency situations (water leaks, etc.) shall be reported immediately to the Town's Facilities and Environmental Programs Manager (24-hours/day). Service Provider shall make note of any damages or unusual conditions found in any room and leave a written note in the Facilities and Environmental Programs Manager mailbox in the Administrative Building at 41 Miles Avenue, or leave a voicemail message or email clearly describing the condition, damage, or problem. Any damage to the facilities caused by the Service Provider or its employees shall be repaired by Service Provider, to the Facilities and Environmental Programs Manager's satisfaction, within five (5)working days. If repairs are not made, or are not made to the satisfaction of the Town, the Service Provider may be back-charged at cost plus 15% for repairs provided by others. Proof of expense shall be documented and provided to Service Provider. During the term of the agreement, the Service Provider shall provide 24 hour, 7 days a week service and a force of qualified workers, sufficient to respond to calls at any time to promptly clean areas as requested over and above the standard work schedule. Service Provider shall respond within 2 hours should work be required outside of scheduled work hours. Call back time shall be paid based on actual time worked, with a 2-hour minimum paid for work of 2 hours or less. Supplies The custodial Service Provider shall supply all toiletries, hand soaps, hand towels, feminine hygiene products, toilet seat protectors, cleaning supplies, urinal blocks, garbage can liners and vehicle window towels used at the facilities at no additional cost to the Town beyond what is included in this proposal. Hand towels shall be continuous roll type made from recycled paper. Vehicle window towels shall be Z fold type. Toilet tissue shall be 2-ply made from 100% total recycled fiber, 95% or more post-consumer fiber. All paper products, and hand soaps shall conform to existing dispensers established in all Town locations. Hand soaps shall be non allergenic. The Town's Facilities and Environmental Programs Manager shall approve all cleaning products, supplies and solutions in advance of their use. The Town promotes green cleaning practices and products; therefore, use of green products is required whenever possible. Personnel Contractor shall select individuals to perform janitorial services for Town facilities in conformance with acceptable janitorial practices and standards. Custodial staff working in Town facilities shall have relevant experience and shall not be permitted to work on Town premises unless they have passed a Town-approved background check as further described below. Contractor's employees assigned to work on Town premises shall be subject to complete criminal background checks through the Town of Los Gatos. Throughout the term of this agreement, the Town reserves the right to require the Contractor to update background checks for employees. There will be no exceptions and no substitutions of personnel to perform any services at any City facility without receiving clearance from the City after background clearance checks are completed. No alcohol or illicit drug use shall be permitted on Town property. Smoking is not allowed in Town buildings. Contractor shall submit a current list of names and assignments of all employees who will perform work under this contract. Changes in the employees list shall be reported to the Facilities and Environmental Programs Manager no less than 24 hours before the change becomes effective. Contractor shall provide appropriate training prior to the beginning of service to ensure competence performance of work during scheduled hours. When submitting names of employees, Contractor shall provide documentation of the type and amount of training received by each employee. All employees must understand correct use of all materials, processes and equipment used to clean, including what to do if problems occur (i.e. proper use of MSDS Sheets). Employees and representatives of the Contractor must be able to communicate orally and in writing in English. Site Specific Specifications For each site, services shall be provided during the hours shown and, on the days, indicated. For non-routine services (quarterly, semi-annual, etc.,) the specific days and times for performance shall be coordinated with the Town's Facilities and Environmental Programs Manager a minimum of two weeks in advance of the planned service. Locations: Frequency: Hours: Exception: Civic Center, Service Center, & Police Operations Building Tuesday, Thursday,Sunday 7:00 p.m. to 5:00 a.m. Cleaning in and around the Council Chambers shall not be permitted 30 minutes prior to or 30 minutes following any scheduled meetings. Only servicing of the Human Resources Dept. offices, conference room, and bathroom located downstairs of the Civic Center. NUMU does their own custodial servicing upstairs and thus should not be included in this list. Office and General Assembly Areas Dust-mop or damp-mop all non-carpeted floors Vacuum carpeting Spot clean carpet Empty all garbage and recycling receptacles and deposit waste in appropriate containers or dumpsters Replace waste can liners Straighten office furniture Clean all open tables, sinks and counters Spot clean walls, doors and interior glass Clean stairways Clean entry doors and glass Sweep exterior of entrance areas and ensure they are free of cobwebs, litter and other debris Clean and sweep entry/lobby areas Empty all outside waste containers, clean covers, and remove gum from ring covers Restrooms and Locker Rooms Empty wastebaskets and trash containers; replace plastic liners Clean all mirrors and surrounding chrome with disinfectant Wash out basins with cleanser, rinse and dry; damp dry basin traps Use-toilet bowl cleaner/disinfectant in all toilet bowls and urinals; damp dry all external surfaces; clean all chrome Clean all stainless-steel fixtures and chrome dispensers Replenish all paper supplies and soap dispensers Damp wipe partitions (inside and out), doors, walls and tile Sweep, and then mop floors with disinfectant Dust window sills Thoroughly clean and disinfect shower facilities, fixtures, and floors in locker room Dust tops of storage lockers Portable Trailer (41 Miles Avenue) Vacuum carpeting Spot clean carpet Empty all garbage and recycling receptacles and deposit waste in appropriate containers or dumpsters Replace waste can liners Straighten office furniture Clean all open tables, office space Spot clean walls, doors and interior glass Clean entry door Sweep exterior of entrance areas and ensure they are free of cobwebs, litter and other debris Human Resources (HR) Dept. (Offices, Con[efence Room, and Restroom) (110 E. Main St.) Empty wastebaskets and trash containers; replace plastic liners Clean all mirrors and surrounding chrome with disinfectant Wash out basins with cleanser, rinse and dry; damp dry basin traps Use toilet bowl cleaner/disinfectant in all toilet bowls and urinals; damp dry all external surfaces; clean all chrome Clean all stainless-steel fixtures and chrome dispensers Replenish all paper supplies and soap dispensers Damp wipe partitions (inside and out), doors, walls and tile Sweep, and then mop floors with disinfectant Dust window sills Thoroughly clean and disinfect shower facilities, fixtures, and floors in locker room Dust tops of storage lockers Vacuum carpeting Spot clean carpet Empty all garbage and recycling receptacles and deposit waste in appropriate containers or dumpsters Replace waste can liners Straighten office furniture Clean all open tables, office space Spot clean walls, doors and interior glass Locations: Frequency: Hours: Civic Center, Service Center, & Police Operations Building Monday, Wednesday, Friday 7:00 p.m. to 5:00 a.m. Check and restock all restroom supplies and dispensers, pick up any litter or debris, and spot clean as needed Empty waste receptacles in restrooms, break rooms, and large containers in central areas Re-stock vehicle fuel island window wash solution and paper towels (Service Center) Locations: Civic Center, Service Center, & Police Operations Building Frequency: Weekly Hours: 7:00 p.m. to 5:00 a.m. Buff all hard surface floors Clean and polish all desks, tables, and counters when surfaces are reasonably free from papers Clean file cabinets by damp wiping Dust and wipe railings, banisters, and window sills Dust/wash interior walls Dust office furnishings, chairs, counters, cabinets and other decor Sweep outside patio area between Manager's and Town Attorney's office (Civic Center) Wipe down patio furniture (Service Center) Vacuum all internal/external door mats (Service Center) Locations: Frequency: Hours: Civic Center, Service Center, & Police Operations Building Monthly 7:00 p.m. to 5:00 a.m. High-dusting and vacuuming to remove dust, dirt, and cob webs from vents, corners, and ledges Disinfect and clean phones Clean all vents, grills, and registers Clean ceiling fan blades and motor assemblies Clean baseboards and door kick-plates Clean all outside lights, remove cob webs from lens covers, and lamp housings Vacuum upholstered chair surfaces Scrub and mop concrete stairs (Civic Center) Polish wood floors (Service Center White House) Sweep vehicle fuel island (Service Center) Clean gas, diesel and compressed natural gas fuel dispensers (Service Center) Locations: Frequency: Hours: Exception: Civic Center, Service Center, & Police Operations Building Quarterly (4 times per year) 7:00 p.m. to 5:00 a.m. Window cleaning shall be during the day. The time and dates shall be submitted to the Town for approval a minimum of 2 weeks prior to the proposed cleaning. Shampoo carpets Wash all building interior and exterior windows Clean all modular work stations. Fabric padded partitions shall be cleaned using vacuum powered equipment. No chemicals shall be used for the purpose of general cleaning. Stains shall be removed using only an approved dry-cleaning solution as specified by the manufacturer. All metal surfaces shall be wiped by hand to remove dust and smudges Locations: Civic Center, Service Center, & Police Operations Building Frequency: Every 6 months (2 times per year) Hours: 7:00 p.m. to 5:00 a.m. Strip, seal, and wax all tiles floors Dust and clean all vertical and horizontal blinds, and vacuum any drapes Shampoo upholstered furniture Shampoo all carpeted areas Clean cob webs and dirt from all external building and fuel island lights Locations: Police Operations Building Frequency: Every 2 months (6 times per year) Hours: 7:00 p.m. to 5:00 a.m. Pressure wash Sally Port Locations: Library Frequency: Daily (7 days per week) Hours: 11:00 p.m. to 5:00 a.m. Offices and Public Areas Dust office furnishings, chairs, counters, cabinets, bookshelves, and other decor Dust mop or damp mop all non-carpeted floors Vacuum carpeting Spot clean carpets Empty all garbage and recycling receptacles and deposit waste in appropriate containers or dumpsters Replace waste can liners Straighten office furniture Clean all open tables, sinks, and counters Spot clean all walls and doors and interior glass Clean stairways Clean entry doors and glass Sweep exterior of entrance areas and ensure they are free of cobwebs, litter and other debris Clean and sweep entry/lobby areas Empty all outside waste containers, clean covers, and remove gum from ring covers Restrooms Empty wastebaskets and trash containers; replace plastic liners Clean all mirrors and surrounding chrome with disinfectant Wash out basins with cleanser, rinse and dry; damp dry basin traps Use toilet bowl cleaner/disinfectant in all toilet bowls and urinals; damp dry all external surfaces; clean all chrome Clean all stainless-steel fixtures and chrome dispensers Replenish all paper supplies and soap dispensers Damp wipe partitions (inside and out), doors, walls and tile Sweep, and then mop floors with disinfectant Dust window sills Thoroughly clean and disinfect shower facilities, fixtures, and floors Locations: Frequency: Hours: Library Weekdays (Monday through Friday) 2 p.m. to 4 p.m. Two hours of supplemental porter service from 2pm to 4pm. Porter Service shall include cleaning and stocking of the restrooms, breaking down boxes for recycling, dusting, and emptying trash Locations: Frequency: Hours: Library. Weekly 11:00 p.m. to 5:00 a.m. Buff all hard surface floors Clean and polish all desks, tables, counters when surfaces are reasonably free from papers Clean all file cabinets Vacuum upholstered chair surfaces Dust and wipe railings, banisters, and window sills Dust/wash interior walls Sandstone floor double pass machine scrub Shampoo carpets in Children's Area and spot shampoo/clean other areas as needed Locations: Frequency: Hours: Library Monthly 11:00 p.m. to 5:00 a.m. High-dusting and vacuuming to remove dust, dirt, and cob webs from vents, wall corners, tops of shelves, accessible light fixtures, and ledges Disinfect and clean phones Clean all vents, grills, and registers Clean all baseboards and door kick plates Locations: Frequency: Hours: Exception: Library Quarterly (4 times per year) 11:00 p.m. to 5:00 a.m. Window cleaning shall be during the day. The time and dates shall be submitted to the Town for approval a minimum of 2 weeks prior to the proposed cleaning. Shampoo carpets and upholstered furniture including "nurdle nooks" Wash all building interior and exterior windows including metal shades on the exterior of the building, and glass overhand at the top of the building. Window cleaners are prohibited from standing or walking external metal louvers Dust all ceiling level window sills Clean all modular work stations. Fabric padded partitions shall be cleaned using vacuum powered equipment. No chemicals shall be used for the purpose of general cleaning. Stains shall be removed using only an approved dry-cleaning solution as specified by the manufacturer. All metal surfaces shall be wiped by hand to remove dust and smudges Locations: Library Frequency: Every six months (2 times per year) Hours: 11:00 p.m. to 5:00 a.m. Strip, seal, and wax all tile floors Locations: Park Restrooms Frequency: Daily (7 days per week) Hours: % hour after sunset to % hour before sunrise. Empty trash receptacles and replace liners Clean all mirrors and surrounding chrome with disinfectant Wash out basins with cleanser, rinse and dry; damp dry basin traps Use toilet bowl cleaner/disinfectant in all toilet bowls and urinals; damp dry all external surfaces; clean all chrome. Top and bottom of toilet seats, base and behind fixtures shall be cleaned· Clean all stainless-steel fixtures and chrome dispensers Replenish all paper supplies and soap dispensers Damp wipe partitions (inside and out), doors, walls and tile Sweep, and then mop floors with disinfectant. Floors shall not have standing water and shall be squeegeed or swept after washing to remove standing water Scrub and clean the water closets, urinals, sinks, doors, partitions, walls, floors and dispensers Fixtures shall be maintained free of stains and graffiti All drains shall be kept clear Walls, mirrors and ceilings will be kept clean, free of cob webs, dirt, and "spit-balls" The Service Provider shall maintain a supply of paper products, trash liners, and soap at each restroom facility for Town staff to use in case supplemental restroom supply restocking is needed during the day. Service Provider should plan on restrooms in parks using one case of toilet paper per day total and should stock accordingly HOLIDAY CLOSURE SCHEDULE Hoffday Observed Notes Independence Day Thursday, July 4, 2019 Labor Day Monday, September 2, 2019 Thanksgiving Day Thursday, November 28, 2019 (Day after) Thanksgiving Friday, November 29, 2019 Christmas Eve Tuesday, December 24, 2019 Afternoon Christmas Day Wednesday, December 25, 2019 New Year's Eve Tuesday, December 31, 2019 Afternoon New Year's Day Wednesday, January 2, 2020 Martin Luther King Jr. Day Monday, January 20, 2020 President's Day Monday, February 17, 2020 Memorial Day Monday, May 25, 2020 l��·;·d·�1;·--�f No��·��·�ti;:.�···M;i�te�ance Se�i�·�· ·· rivioni:iiivorless ,,eii·;;.,-;,t· · -······ --··· Item Work Item lnu1,,c...-r _cc-1 .. ·-·-· CC-.2 ..... CC-3 CC-4 CC-S ..... cc-.6 ... CC-7 __ CC-8 --· CC-9 CC-10 CC-1.1 ..... POB-1 .••. POB-2 . -..... POB-3 __ POB-4 .. OOOOWOWO_O.,•w••••••w•ROW ,. .. POB-S __ ....... POB-6 ...... POB-7 POB-8 POB-9 L-1 ____ L-2 ...... ........ L-3 ....... L-_4 L-S .......... .L-6 L-7 .... __ sc-1 ...... _sc-2 ...... __ SC-3 •..•• SC-4 SC-5 ... sc-s ...... S<;,-7, .... sc-s ..... SC-9 .... _ sc-10 _._ .. sc-11 ..... SC-12 W-1 W-2 W-3 W-4 .... MWC-1 __ .... MWC-2 .. MWC-3 MWC-4 Mtg_-1 Hl1<h dustln,t and vacuumin1< Disinfect and clean ohones Clean vents, e:rills, reEisters Clean baseboards and kick plates Vacuum uoholstered chairs Clean celli ne: fan blades & motors Clean outside IIRhts remove webs Scrub and moc concrete stairs Wax Floor/ Shampoo Carpet Shampoo upholstered furniture Oust, clean vacuum bllnds/draoes Pollc,e n..erat1ons Bulldlnor High dustin.£ and vacuuminR Disinfect and clean phones Clean vents, 2rills reli!:isters Clean baseboards and kick elates Vacuum upholstered chairs Wax Floor/ Shampoo Carpet Shampoo upholstered furniture Oust, clean, vacuum blinds/draoes Pressure Wash Sally Port Ub,-rv Hl2h dustinl? and vacuum in" Disinfect and clean phones Clean vents, 1<rills, re.,isters Clean baseboards and kick plates Vacuum upholstered chairs Wax Floor/ Shamooo Carpet Shampoo uoholstered furniture Service Center Hi�h du.stln11: and vacuumina Disinfect and clean ohones Clean vents, e:rllls, re21sters Clean baseboards and kick plates Vacuum upholstered chairs Polish wood floors in Ad min Bid£ Sweec vehicle fuel island Clean fuel and CNG dispensers Outside cobwebs & fuel isle li1<hts Shamooo carpets Shamooo upholstered furniture Oust, clean., vacuum blinds/drapes Wlnclowa Civic Center Library Service Center POB 1....-J..a, W9ri<statlon Cleanln• Civic Center Library Service Center POB ��rty MeetlngS Months I Jan )( X X )( X X X X X X X X X X X X X X X X X X X X X X : ·············!··········· ··:···········:•:i I Feb I Mar I Apr I )( )( X X X X X X X )( 1 )( )( X :X X X X X )( X X X X X X X X X X X X X X X X X X X X X X X 1 X ! X X X X X X X X X X X X X X X X 1 X X X X X X X X X X X X X X X X X X X X X X X X X X !• ' X X X X X X X X • • X X T i i May I Jun I Jul I Aug I Seo I Oct I Nov I Dec X X X X X X )( X )( X )( X X )( X )( )( X X X X X X X )( )( X i X X X X X X X X i )( X X X X )( X X X X X X X X X X :X X X X X X X )( X X X X X X X VI n X n, X X X X • X X X C X X • X X • X X C: X X X X X � X X X n, X X X X X • X X 0 X X X )( X X X X 'Tl X z X 0 X z X X X X,I xi X X X ! X X X X X C: X X X X X X X X :::! X X X X X X X X z X X X X X X X X n, X s: X � X X X 2 X X X X X X X X X X X X X X X X 2 X X X X X X X X l> X X X X X X X X z X X X X X X X X n n, X X X X X X X X VI X X X X X X X X n, X X X X X X X X xi X < X n X n, VI X X X X X X X X )( X )( X X X X X X X :X )( X X X X X X X Custodial RFP Cost Summary 2019 Bay Area Janitorial Force Basic Services Times Bid Per Annual Item Location Description Unit Price Vear Cost 1 Civic Center Janitorial (except windows) $3,842 12 $46,104 2 Service Center Janitorial (except windows) $1,462 12 $17,544 3 Police Ops Janitorial (except windows) $2,075 12 $24,900 4 Library Janitorial (except windows) $5,252 12 $63,024 5 Park Restrooms Janitorial (except windows) $3,743 12 $44,916 6 Civic Center Windows $300 4 $1,200 7 Service Center Windows $200 4 $800 8 Police Ops Windows $190 4 $760 9 Library Windows $1,200 4 $4,800 $204,048 Additional Services T & M Per Hour 10 Service during daytime hours ... $28 11 Service during evening/weekend hours ... $32 12 Service daytime less than 24 hr notice $38 13 Service during evening/weekend hours less 24hr notice ... $42