20130219 Late Correspondencehat is a powerful public union
to do when it looks like a
city's busted balance sheet is
finally forcing some fiscal reform?
Naturally, buy a house next door to
the city manager's and launch an in-
timidation campaign aimed at getting
him to avoid any real fixes. At least
that's what the police union of Stock-
ton, Calif., did in 2011—with great
success.
The police union claimed that the
home purchase was
meant to diversify its
"investments." But at
,+ %; 4°•,� the time, Stockton
City Manager Bob Deis
t was asking the union
CROSS to come to the table
COUNTRY and renegotiate bene -
By Allysia fits that were contrib-
Finley uting to exploding
labor costs and budget
gaps exceeding $40 million as far as
the eye could see. Already, Mr. Deis
had tried to stave off municipal bank-
ruptcy by cutting the city's staff 25%,
furloughing employees and trimming
fringe benefits.
He warned in March 2011 that the
city might have to lay off another 16%
of municipal workers. Three months
later the police union moved in next
door. Officers then embarked on a
noisy renovation. Not long after that,
Mr. Deis discovered a bumper sticker
affixed to his car of a boy urinating
on a pair of dice (as it happens, Mr.
Deis's surname is pronounced "dice").
The union also invested in bill-
boards welcoming visitors to "the 2nd
most dangerous city in California" and
warning that "due to cuts in the bud-
get, we can no longer guarantee your
safety." Mr. Deis's phone number was
plastered at the bottom of the signs.
The union's investments have paid
off.
Although unsustainable retirement
To Serve and Protect—Police Pensions
costs forced the city to declare bank-
ruptcy last summer, Mr. Deis has
ruled out modifying workers' pen-
sions. As he wrote in these pages in
September, "If Stockton didn't offer an
industry -standard pension plan"—that
is, one that allows officers to retire at
age 50 with an annuity equal to 90%
of their salary—"we simply would not
be able to staff an already challenged
police department.. .. The city is
fiercely competing for qualified indi-
viduals."
Message from the unions:
Don't try cutting a
cop's retirement pay.
Despite furloughs and scaled-back
retirement benefits for new workers,
Stockton had a record number of
police recruits this year -1,300 for 17
slots.
In lieu of reducing pensions, Mr.
Deis has proposed slashing $200 mil-
lion in bond debt that the city issued
in 2007, most of which went to pay
for workers' pensions. The bond insur-
ers are challenging the city's attempt
to scalp them while leaving pensions
unshaven.
The police union, by contrast, has
repaid Mr. Deis by agreeing in its new
labor contract last month to sell its
house by November 2015 and to "exer-
cise its best efforts to ensure that its
tenants not interfere with the City
Manager's quiet enjoyment of his
home." Gee, how many other public
officials receive contractual noise -
guards?
Mr. Deis had once called the union
"thugs," but after it approved the new
contract he proclaimed that he was
"extremely proud of them coming to-
gether and giving personally," and
that he was looking "forward to lock-
ing arms with all of our employees
groups." Perhaps he's suffering from
Stockton syndrome, the condition in
which public officials who are taken
hostage by government unions begin
to sympathize with their captors.
But strong-arming police unions
aren't unique to Stockton. Last sum-
mer, a private investigator used by
Lackie, Dammeier, McGill & Ethir—the
law firm representing the public -
safety union of Costa Mesa, Calif.—
followed Mayor Jim Righeimer (who
was serving at the time as mayor pro
tem) home from a pub and called the
cops on him for drunken driving. Mr.
Righeimer, who had merely imbibed
two Diet Cokes, passed the sobriety
test. Costa Mesa's police union fired
the firm after Mr. Righeimer went
public about the incident.
The private eye Chris Lanzillo—a
43 -year-old retired Riverside police
officer—later told the Daily Pilot
newspaper that the real reason he was
at the sports bar was to entrap Costa
Mesa Councilmen Gary Monahan and
Steve Mensinger with a woman. Mr.
Righeimer says the councilmen facing
re-election were targeted because they
supported pension reforms.
"There's this attitude that don't
you dare touch our pensions or
money," the mayor tells me. Mr.
Righeimer adds that the harassment
"comes right out of their playbook"—
referring to a primer that Lackie,
Dammeier, McGill & Ethir posted on
its website encouraging unions to in-
timidate and extort public officials.
The playbook instructs unions to
storm council meetings, create work
slowdowns, and buy billboards adver-
tising city crime rates. Oh, and never
let a crime go to waste: "Every high
profile crime that takes place should
result in the association's uproar at
the governing body for not having
The police union in Stockton, Calif., posted this billboard during a 2011 labor dispute.
enough officers on the street, which
could have avoided the incident."
The playbook also instructs officers
to make clear that they "do not want
wage increases" for themselves, "but
simply to attract better qualified indi-
viduals and to keep more experienced
officers from leaving." And they
should focus their energy "on a city
manager, councilperson, mayor or po-
lice chief and keep the pressure up
until that person assures you his loy-
alty and then move on to the next vic-
tim." (The law firm, which removed
the playbook from its website last
summer, didn't respond to a call ask-
ing for comment. The Journal has in-
cluded a link to the playbook online.)
Detroit's police union appears to
have swiped a page from the play -
book. After Mayor Dave Bing last year
proposed cutting police pay by 10%
and modifying retirement benefits,
400 officers blanketed Comerica Park
(home of the Detroit Tigers) with fli-
ers warning spectators to "enter De-
troit at your own risk."
Meanwhile, police officers' rich
benefits may actually be endangering
the public. With unions claiming that
pensions are inviolable, many
insolvent cities have slashed their
police forces—and crime rates have
soared.
Homicides have tripled in Stockton
in the past four years and risen by
60% in Flint, Mich., which has halved
its police force since 2008 to pay for
retirement benefits. Murders are up
by about a third in Oakland since the
city laid off 100 officers in 2010 to
close a $30 million deficit. The police
union had rejected concessions made
by other unions.
Stockton, Flint, Detroit and Oakland
are among the 10 most violent cities
in America—and may stay that way if
police unions insist on protecting
their pensions at all costs.
Ms. Finley is an editorial writer for
the Journal.
D MADE A PART OF THF ECORD AT
1lNCIL MEETING OF��( {3
OFFICE OF THE CITY CLERK
CARLA MORREALE, CITY CLERK
rnme4l5
RANCHO PALOS VERDES
TO: HONORABLE MAYOR & CITY COUNCIL MEMBERS
FROM: CITY CLERK
DATE: FEBRUARY 19, 2013
SUBJECT: ADDITIONS/REVISIONS AND AMENDMENTS TO
AGENDA**
Attached are revisions/additions and/or amendments to the agenda material presented
for tonight's meeting:
Item No. Description of Material
City Manager Report Email exchange between Mayor Brooks, Staff, Jim Gordon,
and Gene Dewey; Email from Barry Hildebrand
E Exhibits A & B to Custodial Services Agreement
Respectfully submitted,
SILCarla Morreal
** PLEASE NOTE: Materials attached after the color page(s) were submitted
through Monday, February 18, 2013**.
MAGENDA\2013 Additions Revisions to agendas120130219 additions revisions to agenda.doc
Carla Morreale
From:
Carla Morreale
Sent:
Tuesday, February 19, 2013 3:52 PM
To:
Carla Morreale
Subject:
FW: RE: FW: FW: San Ramon Canyon Meeting Feb 19, 2013
From: Ron Dragoo
Sent: Tuesday, February 19, 2013 3:49 PM
To: 'bubba32@cox.net'
Cc: Jim Knight (knightiim330Qmail.com)
Subject: RE: RE: FW: FW: San Ramon Canyon Meeting Feb 19, 2013
Mr. Gordon,
Councilman Knight asked me to respond to your email regarding the San Ramon Canyon project. Thank you
for forwarding Mr. Dewey's resume, it helps all to understand the depth of his business qualifications.
I believe it is important to remind all who read this that this project has been designed to safeguard at a
minimum citizens, property, and emergency access through one of the two eastern exit points in RPV and to
minimize flooding along 25th street.
The alternative chosen by the City Council (1A) accomplishes all the major goals of the project.
If the pipe were ended at the end of the Tarapaca landslide as your group proposes, clean water would be
delivered out of the end of the pipe system into the canyon where it would travel approximately 900 feet to the
City of Los Angeles' existing drainage system. Landslide debris, south of the outlet proposed by Mr. Dewey,
would then be transported to the inlet at 25th street. This would result in continued flooding putting RPV
citizens, in need of emergency services, at risk and continue the risk of catastrophic flooding to the Mobile
Home Park. The liability associated with a partial fix would be enough of a reason for the City Council to
choose the design that is ready to award.
Some of the many additional factors associated with the City Council's choice to proceed with the designed
project are:
• The City has secured a $9.4M Grant to help finance the project,
• Water generated in RPV would no longer flow through the City of LA system eliminating liability
associated with a future LA pipe failure,
• This project has obtained all environmental permits needed to begin construction,
• Changing the design would not accomplish project goals, and require additional time for permit review
and extend the hazardous conditions into the future,
• The Switchbacks would be taken out of jeopardy sooner by proceeding to construction sooner,
• RPV would not need to spend $2M to $3M for a temporary stabilization project along the switchbacks
(PVDE),
• The designed alternative minimized the possibility for runoff to enter the Southshore Landslide,
• Runoff collected at the head of the Southshore Landslide would not be allowed to percolate into the
landslide downstream, which will contribute to the stability of the area.
I hope this will help clarify the issues you bring forward.
Rflb�T
Best regards,
Ron Dragoo, P.E.
Senior Engineer
City of Rancho Palos Verdes
30940 Hawthorne Blvd.
Rancho Palos Verdes, CA 90275
(310) 544-5253 Office
(310) 544-5292 FAX
From: bubbaK(Cbcox.net [mai1to:bubba320)cox.net]
Sent: Tuesday, February 19, 2013 10:07 AM
To: CC
Subject: Fwd: RE: FW: FW: San Ramon Canyon Meeting Feb 19, 2013
To the members of the Rancho Palos Verdes City Council
Honorable Mayor Brooks and City Council members
I have been asked by Mr. Dewey to appear before your City Council Meeting this Tuesday
evening on behalf of his reported concerns regarding a possible alternative to remedial
construction being considered for the San Ramon Canyon storm drainage project.
A synopsis of Mr. Dewey's Professional qualifications as President of Molycorp, Inc. for
fifteen years as well as his extensive executive background in Mining and Exploration
projects demonstrates his qualifications for the thoughtful recommendations he has made
in seeking a cost-effective solution to this matter.
As you can see from the accompanying attached series of correspondences between Mr.
Dewey and the City, there appears to be some misunderstanding between what may well
be a viable and more cost effective solution to the erosion control issues of the San
Ramon Canyon storm drain.
It is most appreciated that the Mayor had requested a full clarification and response to Mr.
Dewey's suggestions and thanks to Ron Dragoo for his answers. However, it would
appear to this casual observer that the discussion provided does, not address what
appears to be a $5 Million solution vs. the Alternative 2 A which was pegged at $18
Million.
Therefore, your attention is drawn to address that $13 Million gap and what, if any
reasons and rationale there may be for such additional expenditure for an effective
remediation solution to the San Ramon Canyon Storm Drainage problem; It appears that
this remains an unresolved question.
Jim Gordon
z
From: "R. Gene Dewey" <r dq ewey(a�cox.net>
To: <bubba32 _cox.net>
Subject: RE: FW: FW: San Ramon Canyon Meeting Feb 19, 2013
Date: Fri, 15 Feb 2013 16:06:19 -0800
Jim,
You have it right. With regard to his statement regarding other public agencies, Barry
Hildebrand, Mickey Rodich and I met with Ray Holland, Tom Odem, Ron Dragoo, Alan
Bratveldt and one other city engineer on January 17, 2012. At that meeting Ron Dragoo
said they had met with the City of Los Angeles fourteen times since 2006 and got nowhere
with the city or the county.
They said they were concerned about the size of the storm drain, although he stated the
studies showed it would handle the 100 year storm runoff of clean water. They said it
would take $ 2 to 3 MM to rehab the storm drain. They also incorporated into Alternative 2
A the need to improve the 25th ST inlet with an estimate for private property purchases,
but they never contacted the property owner.
The inlet should probably be improved, but as I see it, that is the responsibility of the city
of LA. They decided to put the canyon into a storm drain 50 years ago when they
permitted the trailer park. Once RPV provides clean runoff to that drain the city of LA has
no choice except to do what is necessary, if anything to improve it.
There are a number of other issues. The Coastal Commission is talking about
implementing new regulations to control 33 elements in storm water outfalls. Presently we
share that burden with the city and county of LA. Once RPV puts in a new storm drain
they will own it in perpetuity, in addition to whatever cost we are required to share in the
existing storm drain under 25th St.
The solution I am proposing is a small portion of Alternative 2A. Just the pipe through the
Tarapaca slide and the buttress of the slide. All on RPV property. Can be completed n a
matter of months!
For the record I am not an engineer, I have a degree in business from the U of A. I have
attached my resume. I spent my entire career in the mining and oil industry retiring as a
VP of Unocal and President of a wholly owned subsidiary, Molycorp for over 15 years.
Molycorp had operations around the world in the US, Brazil, Australia, New Caledonia,
etc. I was manager of the third largest open pit mine in the county in the 70's in northern
NM. We had many similar slide and storm drain issues. I had responsibility for over 100
geologist and engineers in my career.
Thanks for your support in this matter. I am very concerned about what this project will
end up costing the city of RPV in the end. It is not the most cost effective solution and it
will burden the taxpayers with unnecessary debt for generations.
3
Gene Dewey
From: bubba32 -cox.net [mailtolubba32(a4cox.netl
Sent: Friday, February 15, 2013 3:15 PM
To: R. Gene Dewey
Subject: Re: FW: FW: San Ramon Canyon Meeting Feb 19, 2013
Gene
I will attend for you at that meeting.
Am I correct that Ron Dragoo did not properly address your stated concerns you raised as
requested by Mayor Brooks? My impression was that his main rationale or rationales were
that 1.) We need to hurry as time's awaistin' (his comments marked in bold red) and 2.
The City Council has already decided the issue - for better or worse (also marked in bold
red).
I don't think that he addressed your basic engineering point that the $5 Million (simple)
solution ("your" solution) takes care of the critical issues and problems completely at a
third or less of the cost. Instead, he seems to refer to another "alternative" which he calls
Alternate 2 A which costs $18 Million and that is NOT the point you are making at all. It
seems like his basic answer completely ignores your fundamental alternative which is
NOT Alternative 2 A.
Apparently cost is no issue. Perhaps, also, he was not interested in your solution because
he didn't invent it. (see blue bolded comments) Nor did he clarify that Alternative 2 A had
the deck stacked against it (intentionally and as you later pointed out) so as to favor the
more expensive/elaborate pre -determined "solution".
I am puzzled also by what Ron is referring to as "beyond the control of RPV - other
agencies" (green bolded statements)
What is difficult for me to understand is that your experience as a qualified Engineer - in
similar circumstances - is being evaded, at least that is my impression of what seems to
be going on here.
Jim
---- "R. Gene Dewey" <rgdewey�D_cox.net> wrote:
Hi Jim,
I know you have interest in the San Ramon project. I will be out of the
country next week and unable to attend the February 19, 2013 City Council
4
meeting. Anything you can do to point out the folly of this expensive
project would be appreciated. Please take a few minutes to review the
e-mail chain below
Thanks,
Gene Dewey
From: R. Gene Dewey [mai Ito: rgdewey ccbcox.netl
Sent: Thursday, February 14, 2013 1:57 PM
To: 'Ron Dragoo'
Cc: 'Subrooks08@gmail.com'; Carolyn Lehr (citymana_ er rpv.com);
'lesj@rpv.com'
Subject: RE: FW: San Ramon Canyon Meeting Feb 19, 2013
Mr. Dragoo, .
I am not referring to Alternative 2 A. I agree the estimate for
Alternative 2 A is similar to Alternative 1. My point is the Harris study
incorporated so much into Alternative 2 A that it would cost nearly as much
as Alternative 1. Everything in Alternative 2 A is not necessary. We just
need to deal with the RPV Tarapaca Slide portion and let the clean water
flow as it has for the past 50 years to the 25th street drainage.
If you look into the details of the various alternatives you will see that
putting a pipe into the area of the Tarapaca slide only, along with a
buttress between the slide and PVDE as outlined and depicted in the Harris
study would stop the slide and PVDE erosion as well as deliver clean water
to the 25 St inlet. This can be done well within the PPV property boundary
at a cost of approximately $ 5 million. This is a straight forward
solution, that is above ground, for the most part already designed and just
needs to be permitted.
With respect to the switchbacks being in jeopardy, it is my understanding
that there is an emergency action plan that can be taken if necessary.
Gene Dewey
From: Ron Dragoo rmailto:RonDCa.rpv.com)
Sent: Thursday, February 14, 2013 9:07 AM
To: r dcdewey(a)-cox.net
Cc: Susan Brooks < Subject: RE: FW: San Ramon Canyon Meeting Feb 19, 2013
Mr. Dewey,
Thank you for your continued concern regarding the San Ramon Canyon
drainage. As we have discussed several times previously, the project you
are referencing (alternative 2A in the Harris study - cost estimated at $18
million) involves several issues that are outside the control of the City of
Rancho Palos Verdes. The alternative was not chosen by the City Council due
to these factors. Delaying this important project on the hope that savings
may be realized would result in unnecessary delays while keeping the
switchbacks (PVDEast) in jeopardy, and keeping those citizens residing below
25th Street and those who drive 25th Street in a precarious place, at the
will at nature.
We currently have a preferred solution, chosen by the City Council, which is
completely designed, and approved by the resource agencies. It is believed
that this solution will: solve flooding problems that exist at 25th Street,
greatly reduce the amount of drainage currently entering an ageing storm
drain system in Los Angeles. The designed project shares a similar cost
estimate to alternative 2A and unlike alternative 2A, minimizes the need to
access or acquire privately owned property. We all understand that time is
of the essence, and through this project we have an opportunity to solve the
problem in a timely fashion.
Best regards,
Ron Dragoo, P.E.
Senior Engineer
City of Rancho Palos Verdes
30940 Hawthorne Blvd.
Rancho Palos Verdes, CA 90275
(310) 544-5253 Office
(310) 544-5292 FAX
From: Les Jones
Sent: Wednesday, February 13, 2013 3:46 PM
To: Ron Dragoo
Subject: FW: FW: San Ramon Canyon Meeting Feb 19, 2013
Ron,
I received this email from the mayor. Please respond to this gentleman.
Thanks
6
Les Jones
Interim Director of Public Works
City of Rancho Palos Verdes
30940 Hawthorne Blvd.
Rancho Palos Verdes, CA 90275
Telephone: 310-544-5252
Fax: 310-544-5292
Email:
From: Mayor Susan Brooks rmailto:subrooks08(aDgmail.coml
Sent: Wednesday, February 13, 2013 3:12 PM
To: R. Gene Dewey
Cc: Andy Winj,e; Les Jones
Subject: Re: FW: San Ramon Canyon Meeting Feb 19, 2013
Thanks, Gene.
I know how interested you are in saving the City unnecessary cost while
seeing to the safety of the residents. I am requesting that staff provide a
response to this query.
Susan
On Wed, Feb 13, 2013 at 1:50 PM, R. Gene Dewey <rr dewey(c)-cox.net> wrote:
To: Rancho Palos Verdes City Council
I suggest that the city council initiate another study of the alternative
solutions for the San Ramon Canyon drainage before starting the tunnel
alternative. The twenty million dollar tunnel alternative is expensive and
unnecessary. If this tunnel project is done with a cost plus time and
material contract, there is a strong possibility of a significant cost
overrun. If the Rancho Palos Verdes (RPV) portion is financed with a RPV
municipal bond, the city will be saddled with about $ 750 K of interest and
principal payments each year until the bond is amortized.
An adequately- sized pipe thru the entire length of the Tarapaca slide,
combined with buttressing the slide, as detailed in the Harris study would
provide clean water flowing to the existing storm drain system under 25th ST
as it has since the storm drain was installed over 50 years ago. The
buttress and pipe thru the slide will stop the slide and the erosion of PVDE
and eliminate the debris flow onto 25th ST. Estimates in the Harris study
show this could be done for less than $ 5 MM.
In the Harris study, the alternatives are configured in such a way as to
favor the tunnel alternative. A closer look at the details of the proposed
alternatives suggest the lower cost alternative described above is worthy of
further review.
R Gene Dewey
3720 Vigilance DR
Rancho Palos Verdes
cc frpv.com
Susan Brooks, Mayor
Rancho Palos Verdes, CA
<http://losserenos.org/images/rpv loyo.ipg>
From: bjhilde@aol.com
Sent: Sunday, February 17, 2013 10:30 PM
To: CC; pw@rpv.com; Carolyn Lehr
Subject: San Ramon Canyon "Fix"
Ladies and Gentlemen,
My guess right now is that Tuesday's revelation of the successful bidder for the subject repair will be
the major surprise of the night inasmuch as the design concept du jour has been virtually fixed for
several years now. At a meeting at Miraleste Intermediate School it was abundantly obvious that a
love of large, long tunnels (approximately .4 miles) is rampant within the Public Works
Department and with the design contractor after the success of the McCarrell project. At the
Miraleste meeting several other options were offered by the PW Dept and the audience including
warnings about the potential problems that tunneling imposes, including, most importantly damage to
PVDEast and the liklihood of major cost overruns. All were ignored; I personally call this approach
"Ego -Engineering." If it wasn't invented by the "team," it can't possibly be worthy of consideration.
This community is possessed of many talented individuals and several of us (from various
engineering disciplines) living in the SE corner of the city banded together to review what has been
done to date. The results of our review including the Harris "Alternative 2 Creek Bed" with some
modification (It has been described for you by others of our group, so I will not be repetitive here). In
addition, we have met with city personnel and consultants on two significant occasions and voiced
concerns about tunneling problems and cost overruns, etc. that projects of this sort incur.
Speaking of cost overruns, I recall that the very first estimate for the preferred solution presented
publicly at Miraleste Intermediate School was $9.5-10.0 Million. By the next airing, it had doubled to
$19.5 Million and the only thing that occurred was some time had passed, but not enough to incur
100% inflation. With that kind of uncertainity in estimation we caution that the city may be put at
significant economic risk to continue to pursue the tunnel concept and suggest that other more
straightforward alternatives be looked at objectively. There seems to be a feeling that we MUST grab
the state's $9.4 Million before it evaporates, (and money has the power to cloud men's minds). I say
that because it is near impossible to determine if that could be considered RPV's "fair share"
statewide. But I digress! The uncertainty between the original cost estimate and what currently
prevails indicates some "cold feet" got the best of the design team, and that is precisely why I, and
others, think that the du jour solution is fraught with uncertainty, and should be re -looked at. Do that
then re -bid the project.
Thank you,
Barry Hildebrand
3560 Vigilance Drive
RPV, CA 90275
310-377-0051
o ��
PUBLIC/ WORKS DEIDARYI-MEN]"
TO: All Plan Holders, CUSTODIAL SERVICES FOR THE CITY OF RANCHO
PALOS VERDES FACILITIES
FROM: Ray Holland, Interim Director of Public Works
DATE: November 25th, 2009
SUBJECT: Addendum Number One
In accordance with "ADDENDA" on page 1-1 of the Instruction to Bidders, the following
clarifications (additional information) are hereby incorporated and made a part of the
subject plans, specifications and contract documents for this project.
1. Delete Pages NC -1 and NC -2 of the bid document and replace with
attached pages NC -1A and NC -2A
2. ADD to page SP -2 article 4 "Scope of Work" The Contractor shall be required
to leave a vacuum, broom, mop, and dust pan at Hesse Park, Ryan Park, City
Hall and point Vicente Interpretive Center at all times for use by the city for
cleaning by city staff during daytime hours.
3. Delete Pages SP -9, SP -10, SP -11, SP -12 and SP -13 replace with
attached pages SP -Mand SP -10A, SP -11A, SP -12A and SP -13A
End of Addendum No. 1.
If you have any questions regarding this Addendum, please contact Bindu Vaish in the
Public Works Department at (310) 544-5254,
Approved,
Ray Holland, Interim Director of Public Works
I acknowledge receipt of this Addendum No. I and accept the aforementioned.
Bidder Signature Date Print Name
Please include above and include this signed addendum in the bid package. Failure to
do so may result in that bid being rejected as non responsive.
Addendum # 1
NOTICE INVITING SEALED BIDS
CITY OF RANCHO PALOS VERDES
BIDS MUST BE RECEIVED BY:
BIDS TO BE OPENED AT:
PLACE OF BID RECEIPT,
AND PRE-BID MEETING
10:00 a.m., on February 1", 2010
10:00 a.m., on February 1", 2010
Office of the Director of Public Works
City Hall, 30940 Hawthorne Boulevard
Rancho Palos Verdes, California 90275
NOTICE IS HEREBY GIVEN that the City of Rancho Palos Verdes, County of Los Angeles,
California, will receive up to, but not later than the time set forth above, sealed contract bids for the
award of a contract for the above project. All bids shall be made on the form furnished by the City
and shall be bpened and publicly read aloud at the above -stated time at the place of bid identified
above.
Sealed bids must be placed in a sealed package with the project name and identification number
typed or clearly printed on the lower left corner of the package.
MANDATORY PRE-BID SITE VISIT MEETING: A mandatory pre-bid site visit meeting will be held
on January 18, 2010 at 10 a.m,. All potential bidders are required to meet at 10:00 a.m on January
18, 2010 in the Public Works lobby located at 30940 Hawthorne Blvd., Rancho Palos Verdes, CA
90275 Requests for separate visits may be arranged,
PROJECT IDENTIFICATION NAME: Custodial Services for the City of Rancho Palos Verdes
Facilities
DESCRIPTION OF WORK: The project consists of furnishing all labor, materials, supplies, and
equipment necessary to provide for complete custodial maintenance services at various locations
throughout the City. Equipment shall consist of vacuums, brooms, mops, mop heads, dust mops,
squeegees, dustpans, and ladders. Cleaning supplies shall consist of: trash can liners, cleaners,
cleansers, window cleaners, carpet and upholstery shampoos, spot cleaners, furnish polishes,
deodorant blocks, hand soaps, waxes, strippers, seal costs, the cleaners, stainless steel cleaners,
and disinfectants. The Contractor shall be required to leave a vacuum, broom, mop and dust pan at
City Hall and Hesse Park at all times for use by the City for cleaning by city staff during daytime
hours.
The City shall supply all paper goods to include, toilet paper, seat covers, .paper towels, sanitary
napkins, and paper cups.
COMPLETION OF WORK: All work shall be completed in accordance with the allocated time
frames as specified by the authorized city staff.
NC -1A
TERM OF CONTRACT: The term of contract shall be for a period of three (3) years at the contract
bid price subject to annual adjustment based on the Producer Price Index for finished goods for Los
Angeles County. Thereafter the contract may be renewed for three (3) one year periods by mutual
agreement. This contract may be cancelled by the City with cause upon thirty (30) days written
notice and without cause by either party upon 120 days written notice.
OBTAINING BID DOCUMENTS: Contract documents for the above referenced project may be
obtained at the Office of the Director of Public Works, City Hall, Rancho Palos Verdes upon
payment of $20.00 for each set, $35.00 if mailed. This amount is not refundable.
Each bid response shall be accompanied by the bid securities attachments required as part of this
Request for Bid. This may include, but not be limited to such items as a list of proposed
subcontractors, evidence of insurance, Payment Bond (labor and materials bond) as specified in the
contract documents.
Pursuant to the Labor Code of the State of California, the Director of Industrial Relations has
determined the general living rate of wages and employer payments for health and welfare,
vacation, pension and similar purposes applicable to the work to be done. This rate and scale are
on file with the Director of Public Works and copies will be made available to any interested party on
request. The Contractor to whom the contract is awarded, and the subcontractors under him must
pay not less than these rates for this area to all workers employed in the execution of this contract.
Each bidder must submit a bid to the City, addressed to the Director of Public Works on the
standard forms available in the office of Director of Public Works. The bid must be accompanied by
a cash deposit, a certified or cashier's check or a bidder's bond issued by a California admitted
surety insurer, made payable to the Owner, in an amount not less that 10 percent of the total bid
submitted. Bids shall remain valid and shall not be subject to withdrawal for ninety (90) calendar
days after the bid opening date.
No contract will be awarded to any bidder who is not a properly licensed California contractor as
required by the California Business and Professions Code.
The Contractor may, at Contractor's sole cost and expense, substitute securities equivalent to any
monies withheld by the Owner as provided in California Public Contract Code Section 22300. No
such substitution shall be accepted until all documents related to such substitution are reviewed and
found acceptable by the Owner's attorney.
The City reserves the right to reject any or all bids or any parts thereof and waive any irregularities or
informalities in any bid or in the bidding and to make awards in all or part in the best interest of the
City.
No bidder may withdraw his bid for a period of ninety (90) days after the date set for the opening
bids.
THE CITY OF RANCHO PALOS VERDES
Ray Holland, Date
Interim Director of Public Works
NC -2A
REPLACE WITH SP -9A, SP -10A, SP -11A, SP-'i2A and SP -13A:
N(4) Inspection/Administration Cost Limitation
The inspection and administration criteria stated below shall comprise the maximum amount
of City staff time required for this contract. it is estimated that the maximum allowable
inspection and administration time permitted for this contract is seven (7) hours per week.
The cost for all time in excess of the stated criteria required due to inadequate level of
custodial maintenance and poor administrative preparation on the part of the Contractor,
shall be deducted and forfeited from payments,
20- ACCESS TO WORK
The City's authorized representative shall at all times have access to the work and shall be
furnished with every reasonable facility for acquiring full knowledge respecting the progress,
workmanship, and character of materials used and employed in the work.
Whenever the Contractor varies the period during which work is carried out, they shall
give due notice to the Maintenance Superintendent, so that proper access for inspection
may be provided. Any inspection of work shall not relieve the Contractor of any
obligations to fulfill the contract as prescribed.
21- MAINTENANCE DEFICIENCIES:
The Inspector or Maintenance Superintendent shall report maintenance deficiencies to the
Contractors representative. All maintenance deficiencies shall be corrected within forty-
eight (48) hours. The Contractor shall keep records of actual work performed. The
Contractor shall also be responsible for notifying the Maintenance Superintendent or
designee of all maintenance deficiencies on a weekly basis.
23- PROJECT LOCATIONS, DAYS AND HOURS OF SERVICE
City Hall Office — 30940 Hawthorne Blvd
Monday through Friday (5 days per week)
Administration, Public Works
Between 9:00 p.m. and 5:00 a.m.
& Parks and Recreation
Planning, Building and Code Enforcement
Monday through Friday (5 days per week)
Between 9:00 p.m. and 5:00 a.m.
Cabel TV channel 33
Tuesday (once a week)
Between 9:00 p.m. and 5:00 a.m.
.-
PV neAnnex Building
Monday through Friday (5 days per week)
Between 9:00 p.m. and 5:00 a.m.
PARK BUILDINGS
Monday, Wednesday, Thursday, Friday, Saturday, and
Hesse Park — 29301 Hawthorne Blvd.
Sunday (6 days per week), (see special concerns)
between 12:00 a.m. and 5:00 a.m.
Ryan Park — 30359 Hawthorne —Blvd.'--
Monday, Wednesday, Friday, Saturday
and Sunday (5 days per week), (see special concerns)
Between 10:00 p.m. and 5:00 a.m.
Ladera Linda — 32201 Forrestal Rd.
Monday, Wednesday, Friday, Saturday
And Sunday (5 days per week)
(see special concerns)
between 10:00 p.m. and 5:00 a.m.
�.._...._....._.... . ..... ... .... ..............
SP -9 A &
24- WORK SPECIFICATIONS/FREQUENCY SCHEDULES
X Basic (daily) services for all areas:
1, Secure all exterior and interior doors and windows. Turn off all but security night
lighting. Set Alarm.
2. Log in and out the dates and times of the service rendered at each facility's
logbook.
3. Check log for specific areas, which may need special attention for any particular
service date.
4. Empty all desk and area trash containers, including containers in patio within 25
feet of entry and exit doors and deposit all wastes in designated exterior
dumpsites. Wash out trash receptacles as necessary at least once per week.
5. Replace container liners daily in restrooms, activity rooms, kitchenettes,_and
coffee areas.
6. Sweep all composition floors and stairs with chemically treated dust mops or
vacuums. This is to include behind couches, under tables and chairs.
7. Sweep all bare concrete floors with sweeping compound. This is to include
behind couches, under chairs and tables.
8. Mop or clean spillage from all floors, bare concrete, vinyl tile, or concrete.
9, Dust and soft rag buff all public counters. Use non-abrasive cleanser and damp
rag on Formica counters.
10. Clean partitions, doors, door frames, bathroom fixtures, dryers, wall switches and
door handles.
11. Clean, sanitize and dry all drinking fountains.
12. Clean interior and exterior of all glass panel doors at least twice per week.
13. Perform low dusting, defined as floor level to five feet above floor, including wall
frame, window sills, ledges, chairs, railings, partitions, tables, desks, telephones,
filing cabinets, and all office furniture.
14. Empty all recycled office paper including: computer paper, newsprint, etc.
15. Must do proper recycling of the recyclable materials
16. Must dispose off trash properly in approve trash areas.
17. Vacuum and clean all carpeted floors and rugs daily with particular attention to
general public high use areas. Pay particular attention not to block access
doors.
18. Maintain janitorial closets and storage areas in a clean and orderly manner. Do
not dump cleaning materials and dirty mop water down kitchen sinks.
19. Strain sand ashtrays, and clean all outdoor ash cans.
20. For all restrooms:
SP- W A
Eastview Park -- 1700 Westmont Ave -
Monday, Wednesday, , Saturday & Sunday
4 da s mer week) between 4:30 p.m. and 10.00pm.
Paint Vicente Interpretive Center (PVIC)
Monday, Wednesday, Thursday, Friday,
30501 PVDW
Saturday, and Sunday (5 days per week)
(see special concerns)
Fri/Sat/Sun between 1 a.m. and 5a.m.
Mon/Wed/Thu/ between 10:00p.m. andM5:00 a.m.
w
Abalone Cove Shoreline Park — 5970 PVDS
Off Season
Wednesday, Saturday, Sunday
Between 4:30 p.m. and 5:00 a.m.
Summer Season: (Memorial Day — Labor Day)
Monday, Wednesday, Friday, Saturday, and Sunday
Between 4:30 p.m. and 5:00 a.m.
24- WORK SPECIFICATIONS/FREQUENCY SCHEDULES
X Basic (daily) services for all areas:
1, Secure all exterior and interior doors and windows. Turn off all but security night
lighting. Set Alarm.
2. Log in and out the dates and times of the service rendered at each facility's
logbook.
3. Check log for specific areas, which may need special attention for any particular
service date.
4. Empty all desk and area trash containers, including containers in patio within 25
feet of entry and exit doors and deposit all wastes in designated exterior
dumpsites. Wash out trash receptacles as necessary at least once per week.
5. Replace container liners daily in restrooms, activity rooms, kitchenettes,_and
coffee areas.
6. Sweep all composition floors and stairs with chemically treated dust mops or
vacuums. This is to include behind couches, under tables and chairs.
7. Sweep all bare concrete floors with sweeping compound. This is to include
behind couches, under chairs and tables.
8. Mop or clean spillage from all floors, bare concrete, vinyl tile, or concrete.
9, Dust and soft rag buff all public counters. Use non-abrasive cleanser and damp
rag on Formica counters.
10. Clean partitions, doors, door frames, bathroom fixtures, dryers, wall switches and
door handles.
11. Clean, sanitize and dry all drinking fountains.
12. Clean interior and exterior of all glass panel doors at least twice per week.
13. Perform low dusting, defined as floor level to five feet above floor, including wall
frame, window sills, ledges, chairs, railings, partitions, tables, desks, telephones,
filing cabinets, and all office furniture.
14. Empty all recycled office paper including: computer paper, newsprint, etc.
15. Must do proper recycling of the recyclable materials
16. Must dispose off trash properly in approve trash areas.
17. Vacuum and clean all carpeted floors and rugs daily with particular attention to
general public high use areas. Pay particular attention not to block access
doors.
18. Maintain janitorial closets and storage areas in a clean and orderly manner. Do
not dump cleaning materials and dirty mop water down kitchen sinks.
19. Strain sand ashtrays, and clean all outdoor ash cans.
20. For all restrooms:
SP- W A
a. Empty all waste containers -and replace liners.
b. Wash and sanitize all consumable product containers, toilet tissue,
towels, seat covers, sanitary napkin, soap, and trash cans.
c. Refill all consumable product containers as mentioned in b-2.
d. Clean and disinfect floor drains, sinks, toilets, urinals, toilet seats — both
sides, and exterior surfaces of the above units together with their
exposed piping.
e. Clean and police all metal frames, fixtures, faucets and containers.
f. Clean and polish all mirrors.
g. Clean all stall metal partitions and doors especially at floor level.
h. Clean all ceramic tile and walls.
i. Replace hanging disinfectant and urinal blocks and air fresheners as
needed.
j. Clean all ceiling or wall vents of dust, grime and build-up.
k. Remove spider webs from walls, windows, doors, and corners.
21 For all kitchenettes and coffee areas:
I. Empty, wash, disinfect, and replace liners in all trash containers daily.
m. Wash counter tops, tables, and sinks using cleanser in sinks to remove
stains.
n. Leave all machines plugged or unplugged and in on or off position as left
by the staff. If a coffee pot is found on top of an ON warmer or coffee
machine, it shall be removed and the coffee machine turned off.
o. Clean grease and grime from walls, cabinets and screen.
p. Wet mop and disinfect vinyl floors, and spot clean carpet adjacent
thereto daily and groute white twice a month,.
q. Restock cabinets and dispensers with paper towels and paper products.
r. No dish washing is required,
s. Remove and dispose of all food or beverages left our and not in
refrigerators or cabinets
t. Check blackboards or "WASH" word and then wipe down the
blackboards.
u. Sweep and mop entire kitchen floor, including under the cabinets daily
and Grout white twice a month.
v. Appliances -clean once per month
Special Note: In no case shall any paper, books, documents, or equipment be touched, moved or
displaced. Any suspiciously important envelope or other material found in the containers on the
floor shall be left in the area with a note to the using staff member to check for value.
B. WEEKLY SERVICES: Weekly services required for all facilities unless
otherwise noted:
a. Hesse Park and PVIC: Clean all windows inside and out,
including interior and exterior windows sills. Special Note:
windows must be cleaned on Friday 10 a.m. to 12 p.m..
b. Clean and sanitize all telephones
c. Clean all office chairs
d. Spot wash all walls. Remove smudges and all foreign marks
in particular near trash cans on walls.
e. Remove spider webs from walls, doorframes, window frames
and sill, and comers.
f. Hesse and PVIC Park Only; Remove spider webs from the
interior, open face brick.
g. Dust all mini -blinds.
h. Steam clean and shampoo carpet areas. (Hesse and PVIC
Park only) Carpets shall be cleaned on Mondays weekly.
C. MONTHLY SERVICES FOR ALL AREAS
SP- A ( g)
a. For the Civic Center, RPV Park, and Ladera Linda only.
Clean all interior and exterior surfaces of the windows,
SP -[2-A C./
including interior and exterior sills, frames and screens,
b.
Wash and polish all drinking fountains.
D. QUARTERLY SERVICES FOR ALL AREAS
a.
Strip, wash, apply floor finish, and machine polish (or
equivalent) vinyl floors.
b.
Ladera Linda dance room only. Strip, wash, and apply floor
finish and ammonia to eliminate slippage on the vinyl floors.
Inform the Maintenance Superintendent of the scheduled date
for polishing. NO wax for the dance floor.
c.
Complete wash of walls and painted metal and molded plastic
furniture.
d.
Wash all mini -blinds.
e.
Deep clean kitchen appliances -fans, stove, refriigetor, freezer,
microwave
f.
Deep clean metal fire screen kit at Hesse Park
E. SEMI-ANNUALLY FOR ALL AREAS:
a,
Feather dust or wash lighting fixtures.
b.
Vacuum or wash all heating and air conditioning vents.
Should be done when change over from heating to cooling
mode takes place or vice versa.
c.
Shampoo all carpeted areas.
F. ANNUALLY FOR ALL AREAS:
a.
Wash and polish lighting fixtures, lamps, and reflectors.
G. SPECIAL CONCERNS:
a.
Hesse Park: The City rents the multipurpose room for special
activities such as wedding receptions and birthday parties.
The following work shall be performed.
1. Remove spider webs from the open face brick,
windows, and walls.
2. Secure exterior window coverings and halls grid in
closed position every night when leaving.
3. Cleaning shall be done after 12:00 a.m, on
weeknights.
4. Multi -Purpose room must be vacuumed every Friday
night.
5. Clean multi-purpose room windows every Friday night.
6. Clean restrooms tiles and grout monthly.
7. Shampoo carpet in Multi -Purpose room once a week.
Schedule shall be set by the Recreation and Parks
Supervisor.
8, unroll vacuum playing carpet in activity room nightly.
and roll it back.
9. Activity room floor wet mopped daily
b.
Ryan Park
1. Vinyl Flooring in the Activity Room and the Office shall
be washed and wet mopped daily with clean water.
2. Restroom floors shall be wet mopped nightly with
clean water,
c.
Ladera Linda Community Center and City Hall
1. Vacuum all carpeted classrooms.
2. Strip floors in dance room and multi-purpose room
quarterly,
SP -[2-A C./
3. Multipurpose room no wax, wet mop daily with clean
water.
4. Secure all windows, interior and exterior doors, and
alarms in every building.
5. Clean outside drinking fountains.
d. Abalone Cove
1, Clean carpet every 6 months.
2. Strip and wax floors every quarter.
3. Wipe down doorjams and desk drawer surfaces every
quarter.
4. Mark in logbook if gate is open and if a vehicle is
brought in.
e, Point Vicente Interpretive Center : The City rents the
multipurpose room for special activities such as wedding
receptions and birthday parties. The following work shall be
performed.
1. Remove spider webs from the windows, and walls.
2. Cleaning shall be done after 12:00 a.m. on
weeknights.
3. Multi -Purpose room and lobby area must be
vacuumed every day.
4. Clean multi-purpose room windows every week
Schedule shall be set by the Recreation and Parks
Supervisor.
5. Clean restrooms tiles and grout monthly.
6. Carpet spot clean as needed
7. Shampoo carpet in Multi -Purpose room and in the
front lobby every other week. Schedule shall beset by
the Recreation and Parks Supervisor.
8, Clean glass window to the gift shop 6 days per week
9. Heavy use facility- frequency schedule may increase
due to public use (no additional compensation for the
contractor)
10. Contractor Shall not clean exhibits, Manager's office
and gift shop except for windows."
Various janitor spaces: All equipment and supplies must be kept only in the designated
spaces, and the area must be kept clean.
* Contractor furnished supplies shall include all chemical cleaning supplies, floor
finishes, sealers, and deodorizers. The Contractor is to ensure the replenishing of all paper goods
and soap dispensers for all facilities and office buildings. The Contractor shall also be required to
maintain a small supply of cleaning products at all facilities so that City staff may clean during
periods of extreme use. Prior to the start of the contract, the City shall approve all cleaning
products. There shall be no substitutions without the City's consent. The Contractor shall be
required to notify the City when paper supplies are in need of being replenished. During the bi-
monthly meeting between the contractor and City. The Contractor shall provide the City with a list of
paper items to be purchased for stocking purposes,
Contractor's Responsibility.
The Contractor shall inform the City of additional concerns beyond the Contractor's responsibility,
which require action by the City to correct deficiencies. Examples are defective fixtures, raised floor
coverings, lack of power or water, etc.
The Contractor shall be required and held responsible for signing in and out of the red facility log
books as instructed by the Recreation Supervisor.
SP -13 A ►u
TABLE OF CONTENTS
THE CITY OF RANCHO PALOS VERDES
SPECIFICATIONS FOR:
CUSTODIAL SERVICES FOR THE CITY OF RANCHO PALOS VERDES FACILITIES
TABLE OF CONTENTS
NOTICE INVITING SEALED BIDS......................................................................... NC -1
INSTRUCTIONS TO BIDDERS.............................................................................. 1-1
GENERAL PROVISIONS......................................................................................
GP -1
ProjectProvisions...........................................................................................
GP -1
Unitsof Measure............................................................................................
GP 1
Award of Bid and Execution of Contract.......................................................
GP -1
Decision as to Which Contractor is the Lowest and Best Bidder ...................
GP -1
Non -collusion Affidavit...................................................................................
GP -1
Execution of the Contract..............................................................................
GP -1
ContractBonds..............................................................................................
GP -1
Insurance.......................................................................................................
GP -2
Compliance with Provisions of the Public Contract Code ..............................
GP -2
...........
Rejection of Bids............................................................................ ....
GP -2
Legal Relations and Responsibility to the City .............................................
GP -3
Lawsto be Observed.....................................................................................
GP -3
Social Security Requirements.......................................................................
GP -3
PrevailingWages..........................................................................................
GP -3
Penalties........................................................................................................
GP -3
WorkingHours...............................................................................................
GP -3
Apprentices...................................................................................................
GP -3
Registration of Contractors............................................................................
GP -4
Permits and Licenses....................................................................................
GP 4
Patents..........................................................................................................
GP -4
Indemnity.......................................................................................................
GP -4
Notice............................................................................................................
GP -4
Contractor's Responsibility for Work.............................................................
GP -4
Maintenance and Guarantee.........................................................................
GP -5
Cooperation.................................................................................................
GP -5
Prosecution and Progress of the Work .........................................................
GP -5
WorkSchedule..............................................................................................
GP -5
Subletting and Assignment............................................................................
GP -5
Characterof Workers....................................................................................
GP -6
Agents or Foreman........................................................................................
GP -6
Temporary Stoppage of Custodial Maintenance Activities ............................
GP -6
Time of Completion and Liquidated Damages ..............................................
GP -6
Suspension of Contract.................................................................................
GP -6
c�
SPCO2-16 Revised 2.9.04
TABLE OF CONTENTS
Measurement and Payment................................................................................ GP -7
Measurement and Payment.......................................................................... GP -7
Final Invoice and Payment............................................................................ GP -7
ExtraWork..................................................................................................... GP -8
UnpaidClaims............................................................................................... GP -8
Acceptance.................................................................................................... GP -9
Controlof Work................................................................................................ GP -9
Authority of the Director of Public Works ....................................................... GP -9
Progress of the Work..................................................................................... GP -9
Samples........................................................................................................ GP -9
Trade Names and Alternatives.................................................................... GP -10
Protection of Work....................................................................................... GP -10
Conflictof Terms......................................................................................... GP -10
Interpretation of Specifications.................................................................... GP -10
Increases and Decreases of the Work to be Done ........................................ GP -10
Alterations of the Work to be Done............................................................... GP -11
ExtraWork..................................................................................................... GP -11
PublicUtilities............................................................................................. GP -11
Procedure in Case of Damage to Public Property ......................................... GP -12
Qualityof Material.......................................................................................... GP -12
Removal of Defective or Unauthorized Work ................................................ GP -12
Supervision................................................................................................... GP -12
Resolution of Public Works Claims.............................................................. GP -13
TABLE OF CONTENTS
SPECIALPROVISIONS......................................................................................... SP -1
General Project Information............................................................................ SP -1
Requirements................................................................................................. SP -1
Definition of Terms......................................................................................... SP -1
Project Locations............................................................................................ SP -2
Scopeof Work................................................................................................ SP -2
Noticeto Proceed........................................................................................... SP -2
Utilities............................................................................................................ SP -3
Conference.................................................................................................... SP -3
Public Convenience and Safety...................................................................... SP -3
NPDES compliance/Water Pollution Control .................................................. SP -4
WorkHours..................................................................................................... SP -5
Equipment Requirements................................................................................. SP -6
Measurement and Payment.............................................................................. SP -6
Descriptionof Work.......................................................................................... SP -7
Scheduleof Work............................................................................................. SP -7
Frequency/Maintenance Schedule................................................................... SP -7
HazardousConditions...................................................................................... SP -7
ExtraWork........................................................................................................ SP -7
Addition to the System...................................................................................... SP -8
Inspections....................................................................................................... SP -8
Accessto Work................................................................................................. SP -9
Maintenance Deficiencips................................................................................. SP -9
Project Locations, Days and Hours of services ................................................ SP -9
Work Specifications/Frequency Schedules .................................................... SP -10
PROPOSAL
Checklist for Bidders
Proposal to City Council........................................................................................ P-1
BidSheets............................................................................................................ P-3
Information Required of Bidder.............................................................................. P-4
Statement Acknowledging Penal and Civil Penalties ............................................. P-6
Designation of Subcontractors................................................................................ P-8
Contractor's Industrial Safety Record..................................................................... P-9
BidBond............................................................................................................... P-10
Noncollusion Affidavit........................................................................................... P-12
CONTRACT
Checklist for Execution of Construction Contract
Contract............................................................................................................. C-1
Instructions for Execution of Instruments.......................................................... C-3
Insurance Requirements................................................................................... C-4
PaymentBond................................................................................................... C-5
Workers' Compensation Certificate.................................................................. C-7
Agreement to Comply with California Law Requirements .................................. C-8
Indemnification and Hold Harmless Agreement ................................................. C-9
Additional Insured Endorsement - Comprehensive General Liability ............... C-10
Additional Insured Endorsement - Automobile Liability...................................I C-12
Additional Insured Endorsement - Excess Liability C-14
13
SPCO2-16 Revised 2.9.04
NOTICE INVITING SEALED BIDS
THE CITY OF RANCHO PALOS VERDES
BIDS MUST BE RECEIVED BY: 10:00 a.m., on December 1, 2009
BIDS TO BE OPENED AT: 10:00 a.m., on December 1, 2009
MANDATORY PRE-BID SITE VISIT MEETING 10:00 a.m. November 17, 2009
PLACE OF BID RECEIPT: Office of the Director of Public Works
AND PRE-BID MEETING City Hall, 30940 Hawthorne Boulevard
Rancho Palos Verdes, California 90275
NOTICE IS HEREBY GIVEN that the City of Rancho Palos Verdes, County of Los Angeles,
California, will receive up to, but not later than the time set forth above, sealed contract bids for the
award of a contract for the above project. All bids shall be made on the form furnished by the City
and shall be opened and publicly read aloud at the above -stated time at the place of bid identified
above.
Sealed bids must be placed in a sealed package with the project name and identification number
typed or clearly printed on the lower left corner of the package,
MANDATORY PRE-BID SITE VISIT MEETING: A mandatory pre-bid site visit meeting will be held
on November 17, 2009 at 10 a.m.. All potential bidders are required to meet at 10:00 a.m on
November 17, 2009 in the Public Works lobby located at 30940 Hawthorne Blvd., Rancho Palos
Verdes, CA 90275
PROJECT IDENTIFICATION NAME: Custodial Services for the City of Rancho Palos Verdes
Facilities
DESCRIPTION OF WORK: The project consists of furnishing all labor, materials, supplies, and
equipment necessary to provide for complete custodial maintenance services at various locations
throughout the City. Equipment shall consist of vacuums, brooms, mops, mop heads, dust mops,
squeegees, dustpans, and ladders. Cleaning supplies shall consist of: trash can liners, cleaners,
cleansers, window cleaners, carpet and upholstery shampoos, spot cleaners, furnish polishes,
deodorant blocks, hand soaps, waxes, strippers, seal costs, file cleaners, stainless steel cleaners,
and disinfectants. The Contractor shall be required to leave a vacuum, broom, mop and dust pan at
City Hall and Hesse Park at all times for use by the City for cleaning by city staff during daytime
hours.
The City shall supply all paper goods to include: toilet paper, seat covers, paper towels, sanitary
napkins, and paper cups.
COMPLETION OF WORK: All work shall be completed in accordance with the allocated time
frames as specified by the authorized city staff,
TERM OF CONTRACT- The term of contract shall be for a period of three (3) years at the contract
bid price subject to annual adjustment based on the Producer Price Index for finished goods for Los
Angeles County. Thereafter the contract may be renewed for three (3) one year periods by mutual
agreement. This contract may be cancelled by the City with cause upon thirty (30) days written
notice and without cause by either party upon 120 days written notice.
1-7—N
TV
SPCO2-16 Revised 2.9.04
NC -1
OBTAINING BID DOCUMENTS: Contract documents for the above referenced project may be
obtained at the Office of the Director of Public Works, City Hail, Rancho Palos Verdes upon
payment of $45.00 for each set, $75.00 if mailed. This amount is not refundable.
Each bid response shall be accompanied by the bid securities attachments required as part of this
Request for Bid. This may include, but not be limited to such items as a list of proposed
subcontractors, evidence of insurance, Payment Bond (labor and materials bond) as specified in the
contract documents.
Pursuant to the labor Code of the State of California, the Director of Industrial Relations has
determined the general living rate of wages and employer payments for health and welfare,
vacation, pension and similar purposes applicable to the work to be done. This rate and scale are
on file with the Director of Public Works and copies will be made available to any interested party on
request. The Contractor to whom the contract is awarded, and the subcontractors under him must
pay not less than these rates for this area to all workers employed in the execution of this contract.
Each bidder must submit a bid to the City, addressed to the Director of Public Works on the
standard forms available in the office of Director of Public Works. The bid must be accompanied by
a cash deposit, a certified or cashler's check or a bidder's bond issued by a California admitted
surety insurer, made payable to the Owner, in an amount not less that 10 percent of the total bid
submitted. Bids shall remain valid and shall not be subject to withdrawal for ninety (90) calendar
days after the bid opening date.
No contract will be awarded to any bidder who is not a properly licensed California contractor as
required by the California Business and Professions Code.
The Contractor may, at Contractor's sole cost and expense, substitute securities equivalent to any
monies withheld by the Owner as provided in California Public Contract Code Section 22300. No
such substitution shall be accepted until all documents related to such substitution are reviewed and
found acceptable by the Owner's attorney.
The City reserves the right to reject any or all bids or any parts thereof and waive any irregularities or
informalities in any bid or in the bidding and to make awards in all or part in the best interest of the
City.
No bidder may withdraw his bid for a period of ninety (90) days after the date set for the opening
bids.
THE CiTY OF RANCHO PALOS VERDES
By: _J-2:kkJ2t,-
Ray Hol nd,
Interim Director of Public Works
SPCO2-16 Revised 2.9.04
INSTRUCTIONS TO BIDDERS
FORM OF PROPOSAL: The proposal shall be made on the bidding schedule ("proposal") herein.
The proposal shall be enclosed in a sealed envelope bearing the name of the bidder and the name
of the project as described under Notice Inviting Sealed Bids.
DELIVERY OF PROPOSALS: The proposal shall be delivered by the time and to the place
stipulated in the Notice Inviting Sealed Bids. It is the bidder's sole responsibility to see that his
proposal is received in proper time. Any proposal received after the scheduled closing time for
receipt of proposals will be returned to the bidder unopened unless an extension has been granted
by the City. Bidders or their authorized agents are invited to be present.
MODIFICATIONS AND ALTERNATIVE PROPOSALS: Unauthorized conditions, limitations or
provisos attached to a proposal will render it informal and may be cause for rejection. The complete
proposal forms shall be Without interlineations, alterations or erasures, unless each such correction
is suitably authenticated by affixing In the margin immediately opposite the correction the surname
or surnames of the person or persons signing the bid. No oral, telegraphic or telephonic proposals
or modifications will be considered.
WITHDRAWAL OF PROPOSAL: The proposal may be Withdrawn upon request by the bidder
without prejudice to himself prior to, but not after, the time fixed foropening of bids, provided that the
request is in writing, has been executed by the bidder or his duly authorized representative, and is
filed with the DIRECTOR OF PUBLIC WORKS. No proposal may be withdrawn during the period of
ninety (90) calendar days after the opening of proposals.
BIDDER'S SECURITY., Each bid shall be accompanied by cash, certified or cashier's check
payable to the City, or a satisfactory bid bond in favor of the City executed by the bidder as principal
and a California admitted surety as surety, in an amount not less than ten percent (10%) of the
amount set forth In the bid. The check or bid bond shall be given as a guarantee that the bidder
shall execute the contract if it is awarded to him in conformity with the contract documents and shall
provide the evidence of insurance and furnish the necessary bonds as specified in the contract
documents, within fifteen (IS) calendar days after written notice of the award. In case of the bidders
refusal or failure to do so, the cash, check, or bond, as the case may be, shall be forfeited to the
City. No bidder's bond will be accepted unless it conforms substantially to the form set forth as
required,
APPROXIMATE ESTIMATE: The quantities shown in the proposal form shall be considered as
approximate only, being listed therein for the purpose of serving as a general indication of the
amount of work or materials to be performed orfurnished, and as a basis forthe comparison of bids;
and the City does not guarantee nor agree, either expressly or by implication, that the actual amount
required will correspond therewith, but reserves the right to increase or decrease the amount of any
item or portion of work or material to be performed or furnished, or to omit any such item or portion,
in accordance with the Special Provisions or Standard Specifications, under which the work is to be
constructed, without anyway invalidating the contract, should such increase, decrease or omission
be deemed necessary or expedient. The quantity distribution tables included in the Appendix are
provided to generally assist in defining the work and should be considered to be approximate only.
ADDENDA: The DIRECTOR OF PUBLIC WORKS may, from time to time, issue addenda to the
contract documents during the period of advertising for bids. Securers of contract documents shall
be notified of, and furnished with, copies of such addenda, either by fax, certified mail, or personal
delivery, or facsimile during the period of advertising at no additional cost.
I-1
DISCREPANCIES IN PROPOSALS: The bidder shall set forth each item of work, in clearly legible
figures, a unit or line item bid for the item in the respective spaces provided for this purpose.
In case of discrepancy between the unit price and the total set forth for the item, the unit price shall
prevail, provided, however, if the amount set forth as a unit price is ambiguous, unintelligible or
uncertain for any cause, or is omitted, or in the case where the unit price is the same amount as the
entry in the "Total" column, then the amount set forth in the "Total" column for the item shall prevail
in accordance with the following:
(1) As to lump sum items, the amount set forth in the "Total" column shall be the unit
price.
(2) As to unit price items, the amount set forth in the "Total" column shall be divided by
the estimated quantity for the item and the price thus obtained shall be the unit price.
In case of discrepancy between words and figures, the words shall prevail.
COMPETENCY OF BIDDERS: In selecting the lowest responsible bidder, consideration will be
given not only to the financial standing, but also to the general competency of the bidder for the
performance of the work covered by the proposal. To this end each proposal shall be supported by
a statement of the bidder's experience on the form entitled "Information Required of Bidder" bound
herein. No agreement for the work will be executed with a contractor who is not licensed in
accordance with the laws of the State of California under applicable provisions of the Business and
Professions Code. The licensing requirements for contractors shall apply also to subcontractors.
Contractors and subcontractors must sign the "Statement Acknowledging Penal & Civil Penalties
Concerning the Contractor's Licensing Laws."
BIDDER'S EXAMINATION OF SITE AND CONTRACT DOCUMENTS: Bidders must satisfy
themselves by personal examination of the location of the proposed work and by such other means
as they may prefer as to the proposal, plans, specifications, contract form and actual conditions and
requirements of the work, and shall not at any time after submission of the bid, dispute, complain, or
assert that there was any misunderstanding in regard to the conditions to be encountered, the
character, quality, and quantities of work to be performed and materials to be furnished, and the
requirements of the proposal, plans, specifications, and the contract form. The submission of a
proposal shall be considered conclusive evidence that the bidder has made such examination.
DISQUALIFICATION OF BIDDERS: No person, firm, or corporation shall be allowed to make, file
or be interested in more than one bid for the same work, unless alternate bids are specifically called
for. A person, firm or corporation that has submitted a subproposal to a bidder, or that has quoted
prices of materials to a bidder is not hereby disqualified from submitting a subproposal or quoting
prices to other bidders or making a prime proposal. If there is a reason to believe that collusion
exists among the bidders, all bids will be rejected.
RETURN OF BID SECURITY: The successful bidder's proposal guarantee shall be held until the
contract is executed. Bid security shall be returned to unsuccessful bidders within twenty (20)
calendar days after the successful bidder has signed the contract.
AWARD OF CONTRACT: The City reserves the right to reject any or all bids or any parts thereof or
to waive any irregularities or informalities in any bid or in the bidding. The award of the contract, if
made by the City, will be to the lowest responsible and qualified bidder. The award, if made, will be
within ninety (90) calendar days after the opening of the proposals; provided that the award may be
made after said period if the successful bidder has not given the City written notice of the withdrawal
of his bid. -7
ALTERNATES: If alternate bids are called for, the contract shall be awarded to the lowest
responsible bidder on the base bid.
LISTING SUBCONTRACTORS: Each bidder shall submit a list of the proposed subcontractors on
this project, as required by the Subletting and Subcontracting Fair Practices Act (Public Contract
Code Sections 4100, et sea.). Forms for this purpose are furnished with the contract documents.
EXECUTION OF AGREEMENT: The bidder to whom award is made shall execute a written
contract with the City in the form included in these contract documents and shall secure and provide
to City all insurance and bonds as herein specified within fifteen (15) calendar days from the date of
mailing of written notice of the award. Failure or refusal to enter into the agreement or to conform to
any of the stipulated requirements shall be just cause for the annulment of the award and forfeiture
of the bidder's security. In the event the bidder to whom an award is made falls or refuses to
execute the Agreement within said time, the City may declare the bidder's security forfeited, and it
may award the work to the next lowest bidder, or may call for new bids.
If the successful bidder refuses or fails to execute the contract, the City may award the contract to
the second lowest responsible bidder. If the second lowest responsible bidder refuses to execute
the contract, the City may award the contract to the third lowest responsible bidder to execute the
contract; such bidder's securities shall be likewise forfeited to the City.
INSURANCE AND BONDS: The Contractor shall not begin work under the Agreement until it has
given the City evidence of comprehensive public liability insurance and Workers' Compensation
Insurance coverage. The successful Contractor shall also furnish Payment Bond required by the
State Contract Act. Said bonds shall be executed in a sum equal to the contract price.
TELEPHONES: Bidders are hereby notified that City will not provide telephones for their use at the
time of receipt of bids.
INTERPRETATION OF PLANS AND DOCUMENTS: If any person contemplating submitting a bid
for the proposed contract is in doubt as to the true meaning of any part of the drawings,
specifications or other contract documents, or finds discrepancies in or omissions from the drawings
and specifications, he or she may submit to the DIRECTOR OF PUBLIC WORKS a written request
for an interpretation or correction by seven (7) working days prior to bid opening. The person
submitting the request will be responsible for its prompt delivery. Any interpretation or correction of
the contract document will be made only by an Addendum duly issued, and a copy of such
Addendum will be mailed, Faxed or delivered to each person receiving a set of the contract
documents,. No oral interpretation of any provision in the contract documents shall be binding.
SALES AND/OR USE TAXES: Except as may be otherwise specifically provided herein, all sales
and/or use taxes assessed by federal, state or local authorities on materials used or furnished by the
Contractor in performing the work hereunder shall be paid by the Contractor.
GENERAL PROVISIONS
SAOMQ11i
A. PROJECT PROVISIONS
I — UNITS OF MEASURE
The U.S. Standard Measures also called U.S. Customary System is the principal
measurement system in these Specifications and shall be used for construction, unless
otherwise stated in the Contract Documents.
The project provisions applicable to this contract shall be those set forth in the Standard
Specifications for Public Works Construction, 2006 edition, including all supplements,
published by Building News, Inc., 1612 South Clementine Street, Anaheim, California 92802,
hereinafter referred to as "Standard Specifications." The Standard Specifications are
referred to and by this reference are made a part hereof as though set forth at length. The
Contractor is required to comply with the Standard Specifications in addition to the
conditions set forth in these General Provisions and Special Provisions.
B. AWARD OF BID AND EXECUTION OF CONTRACT
I - DECISION AS TO WHICH CONTRACTOR IS THE LOWEST RESPONSIBLE BIDDER
All bidders must submit with their proposals satisfactory evidence that they are capable of
performing the work in accordance with plans and specifications. The Director of Public
Works may require any bidder bidding on any public improvement to submit experience
records covering a three-year period. The City Council may reject the bid of any bidder who
has been delinquent or unfaithful in the performance of any previous contract work. The
decision of the City Council as to which bidder is considered the "lowest responsible bidder"
will be based not only on the actual amount of the bid, but also on the relative competence
and experience of the bidders, with particular regard to the quality performance of any work
done by them for the City or other entity In the past, and such decisions shall be final and
binding upon all parties.
2 - NON -COLLUSION AFFIDAVIT
The Contractor shall execute and return a "Non -collusion Affidavit" with its bid in the form
attached herein.
3 - EXECUTION OF THE CONTRACT
The contract, in the form set forth in the Contract Section shall be executed by the
successful bidder in accordance with the Instruction for Execution of Documents, and
returned to the City for execution by the City, and shall be accompanied by bonds as
described in paragraph I -B-4 and the evidence of insurance required by paragraph I -B-5, all
Within fifteen (15) calendar days from the date written notice of the award is mailed to bidder.
No bidder proposal shall be considered binding upon the City until such time as it has been
executed by the City,
4 - CONTRACT BONDS
The successful bidder shall furnish to the City at his own expense bond, in an amount not
less than 100 percent of the contract price in the form set forth in the Contract Section shall
be furnished to secure payment of those supplying labor and materials as required by the
C.P - 1
California Civil Code. Bond shall be executed in accordance with the instruction set forth in
the Proposal Section and each bond shall be executed by a California admitted surety
insurer acceptable to, and approved by the City Attorney.
6 - INSURANCE
The Contractor shall at all times, during the term of this contract, carry, maintain and keep in
full force and effect, a policy or policies of comprehensive public liability insurance with an
insurance company admitted to write insurance in California, or carriers with a rating of, or
equivalent to, A:VII by A. M. Best & Company to, and approved by, the Director of Public
Works and City Attorney, within minimum limits of one Million Dollars ($1,000,000.00)
combined single limit coverage with an aggregate of Two Million Dollars ($2,000,000.00)
against any injury, death, loss or damage as a result of wrongful or negligent acts or
omissions by the Contractor, its officers, employees, agents, and independent contractors in
perfon-nance of services under this agreement; (2) Automotive liability insurance with a
minimum combined single limits coverage of One Million Dollars ($1,000,000.00) with an
aggregate of Two Million Dollars ($2,000.000.00); and (3) workers' compensation insurance
as required by law. The contractor shall at all times during the term of this contract carry,
maintain and keep in full force and effect a policy or policies of workers' compensation
insurance and shall provide to the City evidence of such coverage in the form set forth
herinin. The City, its officers, employees, attorneys, and volunteers shall be named as
additional insured on the policy (les) as to comprehensive general liability, automotive
liability, and worker's compensation coverages.
a) All insurance policies shall provide that the insurance coverage shall not be non -
renewed, canceled, reduced, or otherwise modified (except through the addition
of additional insured to the policy) by the insurance carrier without the insurance
carrier giving the City thirty (30) day's priorwritten notice thereof. The Contractor
agrees that it will not cancel, reduce, or otherwise modify said insurance
coverage.
b) The Contractor agrees that if it does not keep the aforesaid insurance in full
force and effect, and such insurance is available at a reasonable cost, the City
may take out the necessary insurance and the pay the premium thereon, and the
repayment thereof shall be deemed an obligation of the Contractor and the cost
of such insurance may be deducted, at the option of the City, from payments due
to the Contractor.
c) The Contractor shall submit to the City (1) insurance certificate indicating
compliance with the minimum worker's compensation insurance requirements
above, and (2) insurance policy endorsements above, not less than one (1) day
prior to beginning of performance under this Agreement. Endorsements must be
executed on the City's appropriate standard forms entitled "Additional insured
Endorsement," copies of which are attached hereto.
6 - COMPLIANCE WITH PROVISIONS OF THE PUBLIC CONTRACT
All Contracts shall conform with the provisions of Sections 4100 through 4114, inclusive, of
the Public Contract Code, as amended, concerning subcontractors and subcontracts.
7 - REJECTION OF BIDS
Proposals may be rejected by the City Council where, upon evidence of a prior performance
of the bidder, the City Council has made a finding that the bidder is not a responsible bidder
because of unsatisfactory performance within the past three (3) years with the City or with
other public entities. The City reserves the right to reject any or all bids and to waive any
irregularity or informality in any bid to the extent permitted by law.
C. LEGAL RELATIONS AND RESPONSIBILITY TO THE CITY
I - LAWS TO BE OBSERVED
The Contractor shall keep himself or herself fully informed on all existing and pending State
and national laws and all municipal ordinances and regulations of the City, which in any
manner affect those employed in the work, or the material 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 jurisdiction or authority over the same. The Contractor shall particularly observe all
ordinances of the City in relations to the obstruction of streets or conduct of the work,
keeping open passageways and protecting the same where they are exposed or dangerous
to traffic,
2 - SOCIAL SECURITY REQUIREMENTS
The Contractor shall furnish to the City satisfactory evidence that he and all subcontractors
working for him are complying with all requirements of the Federal and State Social Security
legislation. The Contractor, at any time on request, shall satisfy the City that the Social
Security and Withholding taxes are being properly reported and paid.
3 - P13EVAILING WAGES
The Los Angeles County Code Chapter 2.201 (Living Wage Program) has determined that the
custodial service performed in this contract is classified as routine custodial maintenance services,
and is therefore, exempt from prevailing wage requirements. Prevailing wages are not required for
this contract. However, the Contractor shall comply with all Los Angeles County Code Chapter
2.201 (Living Wage Program). The Cotractor must comply with "COMPLIANCE WITH THE
COUNTY'S LIVING WAGE PROGRAM (LANGUAGE FOR PROP A LIVING WAGE CONTRACTS)
REVISED 1-17-08." Attached as an exhibit A.
4 — PENALTIES
The Contractor shall comply with the provisions of California Labor Code and Los Angeles County
Code Chapter 2.201 (Living Wage Program). Concerning the payment of living wages rates to
workers and the penalties for failure to pay living wages. The Contractor shall, as a penalty to the
Agency, forfeit not more than fifty dollars ($50) for each calendar day, or portion thereof, for each
worker paid less than the living rates as determined by the Director of Industrial Relations for the
work or craft in which the worker is employed for any public work done under the contract by
Contractor or by any subcontractor.
5 - WORKING HOURS
The Contractor shall forfeit, as penalty to the City, the sum of twenty-five ($25.00) dollars for
each worker employed in the execution of the contract by Contractor or by any subcontractor
under him for each calendar day during which such worker is required or permitted to work
more than forty (40) hours in any one calendar week, in Violation of the provisions of Article
3, Chapter 1, Part 7, Division I of the Labor Code (Section 1810 et. seq.)
6 - APPRENTICES
Attention is directed to the provisions of Sections 1777.5 and 1777.6 of the Labor Code
concerning the employment of apprentices by the Contractor or any subcontractor under
Contractor. It shall be Contractor's responsibility to ensure that all persons shall comply with
the requirements of said sections in the employment of apprentices.
Information relative to apprenticeship standards and administration of the apprenticeship
program may be obtained from the Department of Industrial Relations, San Francisco,
California, or from the Division of Apprenticeship Standards and its branch offices.
7 - REGISTRATION OF CONTRACTORS
Only a Contractor licensed in accordance with the provisions of Chapter 9, Division 3, of the
Business and Professions Code shall be permitted to enter into a contract with the City for
any public improvements.
8 - PERMITS AND LICENSES
The Contractor shall procure all permits and licenses, (including a Rancho Palos Verdes
business license), pay all charges and fees and give all notices necessary and incidental to
the due and lawful prosecution of the work.
9 -PATENTS
The Contractor shall assume all responsibility arising from the use of any patented, or
allegedly patented materials, equipment, devices or processes used on or incorporated in
the work, and shall defend, indemnify, and hold harmless the City, and each of its officers,
agents, and employees from and against any and all liabilities, demands, claims, damages,
losses, costs, and expenses, of whatsoever kind or nature, arising from such use.
10 - INDEMNITY
The Contractor agrees to indemnify and hold harmless the City and others and to waive
subrogation as set forth in the Indemnification and Hold Harmless Agreement and Waiver of
Subrogation and Contribution executed concurrently herewith, a copy of which is attached
hereto and incorporated herein by this reference.
11 - NOTICE
The address given in the Contractor's proposal is the place to which all notices to the
Contractor shall be mailed or delivered. The mailing to or delivering at the above named
place of any notice shall be deemed sufficient service thereof upon the Contractor, and the
date of that service shall be the date of such mailing or delivery. Such address may be
changed at any time by written notice signed by the Contractor and delivered to the Director
of Public Works.
12 - CONTRACTOR'S RESPONSIBILITY FOR WORK
Until the final acceptance of the work by the City, by written action of the Director of Public
Works, the Contractor shall have the charge and care thereof and shall bear the risk of
injury or damage to any part of the work by the action of the elements or any other cause.
The Contractor shall rebuild, repair, restore and make good all injuries or damages to any
portion of the work occasioned by any cause before its completion and acceptance and shall
bear the expense thereof, except for such injuries or damages arising from the sole
negligence of willful misconduct of the City, its officers, agents or employees. In the case of
suspension of work from any cause whatever, the Contractor shall be responsible for all
materials and the protection of work already completed and shall properly store and protect
them If necessary and shall provide suitable drainage and erect temporary structures where
necessary.
13 - MAINTENANCE AND GUARANTEE
(a) The Contractor hereby guarantees that the entire work constructed by Contractor
under the contract will meet fully all requirements as to quality of workmanship and
materials. The Contractor hereby agrees to make at Contractor's own expense any repairs
or replacements made necessary by defects in materials or workmanship that become
evident within one (1) year after the date of the final payment, and to restore to full
compliance with the requirements of these specifications, including any test requirements
set forth herein for any part of the project or work constructed hereunder, which during said
one (1) year period is found to be deficient with respect to any provisions of the
specifications. The Contractor shall make all repairs and replacements promptly upon
receipt of written orders for the some from the Director of Public Works. The Contractor and
Contractors sureties shall be liable to the City for the cost thereof.
14 - COOPERATION
The Contractor is hereby notified that additional work within the work site may be scheduled
during the course of this contract.
The Contractor shall cooperate with these and other projects in accordance with Sections 5-
6 and 7-7 of the Standard Specifications.
Compensation for compliance shall be included in the various items of work, and no
additional compensation shall be allowed therefore.
D. PROSECUTION AND PROGRESS OF THE WORK
I -WORK SCHEDULE
Prior to the Notice to Proceed, the Contractor shall submit a work schedule to the Director
of Public Works for approval. Said schedule must show the dates of the expected start and
completion of the various items of the contract work. The final schedule will be used as a
controlling document throughout the construction period. The contents required within the
schedule are outlined in Special Provisions, Section 11, Part 13.1 -General.
2 - SUBLETTING AND ASSIGNMENT
The Contractor shall give Contractor's personal attention to the fulfillment of the contract and
shall keep the work under Contractor's control. The Contractor shall not assign, transfer nor
sublet any part of the work without the written consent of the City by the Director of Public
Works and of the surety of the Contractor's bond, and such consent of Surety, together with
a copy of the subcontract, shall be filed with the Director of Public Works. No assignment,
transfer or subletting, even though consented to, shall relieve the Contractor of Contractor's
liabilities under the contract. Subcontractors shall not be recognized as such, and all
persons engaged in the project will be considered as employees of the Contractor, their
work being subject to the provisions of the contract and the specifications. Should any
subcontractor fail to perform the work undertaken by him to the satisfaction of the Director of
Public Works, said subcontractor shall be removed immediately from the project upon
request by the Director of Public Works, shall not again be employed on the work, and the
Contractor shall be held liable for the deficient work. -
Nl�
The Contractor shall submit to the City a list with the names, addresses and telephone
numbers of all subcontractors who will work under Contractor.
3 - CHARACTER OF WORKERS
The Contractor shall employ none but competent foremen, laborers and mechanics. Any
overseer, superintendent, laborer or other person employed on the work by the Contractor
who is intemperate, incompetent, troublesome or otherwise undesirable, or who falls or
refuses to perform the work in the manner specified herein, shall be removed from jobsite
immediately and such person shall not again be employed on the work. Each custodial
maintenance crew shall be composed of a supervisor or lead worker who shall be at the
project site at all times. At no time, will the contractor or its employees be permitted to bring
visitors or children with them when performing the contractual work. At no time, shall the
contractor allow the crew size to diminish to less than two persons per site.
4 - AGENTS OR FOREMAN
In the absence of the Contractor from the site of the project, even if such is only of a
temporary duration, Contractor must provide and leave at the site a competent and reliable
English-speaking agent or foreman in charge. All notices, communications, orders or
instructions given, sent to, or served upon, such agent or foreman by the Director of Public
Works shall be considered as having been served upon the Contractor.
5 - TEMPORARY STOPPAGE OF CUSTODIAL MAINTENANCE ACTIVITIES
The Director of Public Works shall have the authorityto suspend the contract work, wholly or
in part, for such a period of time as the Director may deem necessary, due to unsuitable
weather, or to such other conditions as the Director considers unfavorable for the proper
prosecution of the work, or for such time as the Director may deem necessary due to failure
on the part of the Contractor or Contractor's workers to carry out orders or to perform any of
the requirements of the contract. The Contractor shall Immediately comply with such an
order from the Director of Public Works and shall not resume operations until so ordered in
writing.
6 - TIME OF COMPLETION AND LIqUIDATED DAMAGES
If all the contract work is not completed in all parts and requirements within the time
specified in the contract documents, the City shall have the right to grant or deny an
extension of time for completion, as may seem best to serve the interest of the City. The
Contractor shall not be assessed with liquidated damages during any delay in the
completion of the work caused by acts of God or of the Public Enemy, acts of the State, fire
not due to acts of contractors, of subcontractors, floods, epidemics, quarantine, restrictions,
strikes, freight embargo or unusually severe weather, delays of subcontractors due to such
causes, or work suspensions directed by the Director of Public Works provided that the
Contractor shall, within ten (10) days from the beginning of such delay, notify the City, in
writing, of the cause of the delay. The City will ascertain the facts and the extent of the
delay, if any, and the finding thereon shall be final and conclusive. If the City deems it
appropriate to assess the contractor liquidated damages, such damages shall be in the
amount of $1,000 per day.
7 - SUSPENSION OF CONTRACT
If at any time, in the opinion of the Director of Public Works, the Contractor falls to supply an cv)-i
adequate working force, manufactured articles, or material of proper quality, or has failed in
any other respect to prosecute the work with the diligence and form —^;,r- -J --- - '
in any by the terms of the contract, notice thereof in writing will be served upon Contractor,
and should Contractor neglect or refuse to provide means for a satisfactory compliance with
the contract within the time specified in said notice and as directed by the Director of Public
Works, the Director of Public Works shall have the power to suspend the operation of the
contract and discontinue all work or any part thereof, subject to review by the City Council.
Thereupon the Contractor shall discontinue such work, or such part thereof as the City may
designate, and the City may thereupon, by contract or otherwise, as it may determine,
complete the work or such part thereof, and charge the entire expense of so completing the
work or any part there of to the Contractor, and for such completion the City itself or its
Contractors may take possession of and use, or cause to be used in the completion of the
work, or any part thereof, any such materials, implements and tools of every description as
may be found at the place of such work. All expenses charged under this paragraph shall
be deducted and paid for by the City out of any moneys then due or to become due the
Contractor under the contract, or any part thereof, and in such accounting the City shall not
be held to obtain the lowest figure for the work for completing the contract, or any part
thereof, or for ensuring its proper completion, but all sums paid therefore shall be charged to
th6 Contractor. In case the expenses so charged are less than sum which would have been
payable under the contract, if the same had been completed by the Contractor, the
Contractor shall be entitled to receive the difference, and in case such expense shall exceed
the amount payable under the contract, then the Contractor shall pay the amount of the
excess to the City, upon completion of the work, without further demand being made
therefore. In the determination of the question as to whether or not there has been any such
noncompliance with the contract as to warrant the suspension or annulment thereof, the
decision of the City Council shall be binding on all parties to the contract.
E. MEASUREMENT AND PAYMENT
I - MEASUREMENT AND PAYMENT
Measure of the quantities of work and payments therefore shall be in accordance
with Section 9 of the Standard Specifications. In accordance with subsection 9-3.2 of the
Standard Specifications, the monthly payment date shall be the last calendar day of each
month. A measurement of work performed and a progress estimate of the value thereof
based on the contract and of the monthly payment shall be prepared by the Contractor and
submitted to the Director of Public Works before the tenth day of the following month for
verification and payment consideration. Said monthly invoice shall detail the work performed
and shall indicate the amount of work completed in accordance with Bid Schedule of the
proposal. All invoices shall be submitted in triplicate to the City. All invoices shall be
submitted in triplicate to the City.
2 - INVOICE AND PAYMENT
Whenever in the opinion of the Director of Public Works, the Contractor shall have
completely performed the contract, the Director of Public Works shall notify the City Clerk
that the contract has been completed in its entirety. The Contractor shall then submit to the
Director of Public Works for approval, a written statement of the final quantities of contract
items for inclusion in the final invoice. Upon receipt of such statement, the Directorof Public
Works shall check the quantifies included therein and shall authorize the Contractor to
submit an invoice which in the Director of Public Works' opinion shall be just and fair,
covering the amount and value of the total amount of work done by the Contractor, less ten
percent (10%) of the total work done. The Director of Public Works shall then request that
the City accept the work and that the City Clerk be authorized to file, on behalf of the City in
the office of the Los Angeles County Recorder, a Notice of Completion of the work herein
agreed to be done by the Contractor.
On the expiration of thirty-five (35) days after the date of recordino the Nnfira of
the City shall pay to the Contractor the amount remaining after deducting from the amount of
value stated in the invoice all prior payments to the Contractor and all amounts to be kept
and retained under the provisions of the contract, and shall release the Payment Bond(
Labor and Material).
The Contractor may, at Contractor's sole cost and expense, substitute securities equivalent
to any monies withheld by the Owner as provided in California Public Contract Code Section
22300, No such substitution shall be accepted until all documents related to such
substitution are reviewed and found acceptable.
3 - EXTRA WORK
Extra work, when ordered in writing by the Director of Public Works and accepted by the
Contractor, shall be paid for under written work order in accordance with the terms therein
provided. Payment for extra work will be made at the unit price or lump sum previously
agreed upon between the Contractor and the Director of Public Works. All extra work shall
be adjusted daily upon report sheets prepared for the Director of Public Works, furnished by
the Contractor, and signed by both parties, and said daily report shall be considered
thereafter the true records of extra work done.
The first sentence of Subsection 3-3.2.2.2 Basis for Establishing Costs, (a) Labor, of the
Standard Specifications, is hereby deleted and replaced with the following:
The costs of labor will be the actual cost of wages of workers performing the extra work at
the time the extra work is done, plus the applicable labor surcharge as set forth in the
California Department of Transportation publication entitled "Labor Surcharge and
Equipment Rental Rates," which is in effect on the date upon which the work is
accomplished, as well as assessments or benefits required by lawful collective bargaining
agreements.
4 - UNPAID CLAIMS
If upon or before the completion of the work herein agreed to be performed or at any time
prior to the expiration of the period within which claims of lien may be filed for record as
prescribed by the Code of Civil Procedure of the State of California, any person or persons
claiming to have performed any labor or furnished any materials, supplies or services
towards the performance of completion of this contract or if they have agreed to do so, shall
file with the City a verified statement of such claim, or if any person shall bring against the
City or any of its agents any action to enforce such claim, the City shall until the discharge
thereof, withhold from the moneys that are under its control, as much as shall be sufficient to
satisfy and discharge the amount in such notice or under such action claimed to be due,
together with the cost thereof; provided, that if the City shall in its discretion permit the
Contractor to file such additional bond as is authorized by the Code of Civil Procedure in a
penal sum equal to one and one-quarter times the amount of said claim, said money shall
not thereafter be withheld on account of such claim.
5 -ACCEPTANCE
The parties agree that no certificate given shall be conclusive evidence of the faithful
performance of the contract, either in whole or in part, and that no payment shall be
construed to be in acceptance of any defective work or improper materials. Further, the
certificate or final payment shall not terminate the Contractors obligations under the
warranty here in above. The Contractor agrees that payment of the amount due under the
contract and the adjustments and payments due for any work done in accordance with any
alterations of the same, shall release the City, the City Council and its officers and
employees from any and all claims or liability on account of work performed under the
contract or any alteration thereof.
F. CONTROL OF WORK
I - AUTHORITY OF THE DIRECTOR OF PUBLIC WORKS
The Director of Public Works shall decide any and all questions that may arise as to the
quality and acceptability of materials fumished and work performed as to the manner of
performance and rate of progress of the work, and any and all questions, which may arise
as to the interpretation of the plans and specifications. The Director of Public Works shall
likewise decide any and all questions as to the acceptable fulfillment of the contract on the
part of the Contractor, and all questions as to claims and compensations. The decision of
the Director of Public Works shall be final, and he shall have relative authority to enforce
and make effective such decisions and actions as the Contractor fails to carry out promptly.
For the purposes of routine and normal supervision and coordination of work, the Director of
Public Works is the City's authorized representative for all work within the scope of this
agreement.
2 - PROGRESS OF THE WORK
The Contractor's working days shall begin on the date stated in the Notice To Proceed,
which will be issued following the scheduling conference, The Contractor shall diligently
prosecute the work to completion before the expiration of the time limit appearing in the
specifications,
3 - SAMPLES
The Contractor shall furnish all products and materials required to complete the work. Ali
materials and products must be of the specified quality and fully equal to samples, when
samples are required. Whenever required, the Contractor shall submit to the Director of
Public Works for test, and free of charge, samples of any one of the materials or products
proposed to be used in the work. Said samples shall be delivered by the Contractor to the
place within the City designated by the Director of Public Works. Rejected materials must
be immediately removed from the work by the Contractor and shall not again be brought
back to the site,
GP -9
4 - TRADE NAMES AND ALTERNATIVES
For convenience in designation on the plans or in the specifications, certain equipment or
articles or materials to be incorporated in the work may be designated under a trade name
of manufacturer and the catalog information. The use of an alternative equipment or an
article or equipment which is of equal quality and of the required characteristics for the
purpose intended will be permitted, subject to the approval of the Director of Public Works,
in accordance with the following required by Section 3400 of the Public Contract Code of the
State of California:
The burden of proof as to the comparative quality and suitability of alternative equipment or
articles or materials shall be upon the Contractor, and Contractor shall furnish, at
Contractors own expense, all information necessary or related thereto as required by the
Director of Public Works. The Director of Public Works shall be the sole judge as to the
comparative quality and suitability of alternative equipment or articles or materials and the
Director's decision shall be final. All requests for substitution shall be submitted, together
with all documentation necessary for the Director to determine equality, within 20 days
following the award of the contract,
5 - PROTECTION OF WORK
The Contractor shall continuously maintain adequate protection of all Contractor's work from
damage, and the City will not be held responsible for the care or protection of any material,
equipment or parts of work, except as expressly provided for in the specifications.
6 - CONFLICT OF TERMS
The notice to bidders, proposal, plans, specifications and General Provisions are essential
parts of the contract for a given project. These documents, together with the necessary
bonds and bidder's guarantee, constitute the contract as defined herein, and a requirement
included in one document shall be as binding as though included in all, as they are intended
to be cooperative and to provide a description of the work to be done. Should there be any
conflict or discrepancy between terms used, then the specifications shall govern over plans,
and change orders and supplemental agreements shall govern over any other contract
document.
7 - INTERPRETATION OF SPECIFICATIONS
Should it appear that the work to be done, or any matter relative thereto, is not sufficiently
detailed or explained on the plans or in the specifications, the Contractor shall request the
Director of Public Works for such further explanation as may be necessary, and shall
conform to such explanation or interpretation as part of the contract, so far as may be
consistent with the intent of the original specifications. In the event or doubt of questions
relative to the true meaning of the specifications, reference shall be made to the City
Council, whose decision thereon shall be final.
8 - INCREASES AND DECREASES OF THE WORK TO BE DONE
The City reserves the right to increase or decrease the quantity of any item or portion of the
work described on the plans, the specifications or the proposal form or to omit portions of
the work so described, as may be deemed necessary or expedient by the Director of Public
Works and the Contractor shall agree not to claim or bring suit for damages, whether for
loss of profits or otherwise, on account of any decrease or omission of any kind of work to
be done.
9 - ALTERATIONS OF THE WORK TO BE DONE
By mutual consent of the parties signatory to the contract, alterations, modifications or
deviations from the type of work may be described on the plans, specifications or on the
proposal form may be made without in any way making the contract void. The price to be
paid by the City to the Contractor for such altered or modified work shall be agreed upon in
writing, endorsed upon the original contract and signed by the proper parties to said
contract.
Whenever, during the progress of the work, such changes or modifications are deemed
necessary by the Director of Public Works and agreed upon, as aforesaid, said deviations
shall be considered and treated as though originally contracted for, and shall be subject to
all the terms, conditions and provisions of the original contract.
10 - EXTRA WORK
New and unforeseen work Will be classed as extra work only when said work is not covered
and cannot be paid for under any of the various items or combination of items for which a
bid price appears on the proposal form, The Contractor shall not do any extra work except
upon written order from the Director of Public Works. Compensation for such extra work
shall be previously agreed upon in writing between the Contractor and the Director of Public
Works.
11 - PUBLIC UTILITIES
(a) All of the existing utility facilities except those to be relocated as shown on the plans
will remain in place and the contractorwill be required to work around said facilities. In case
it should be necessary to remove the property of a public utility or franchise, such owner velli,
upon proper application by the Contractor, be notified by the Director of Public Works to
move such property within a reasonable time, and the Contractor shall not interfere with said
property until after the expiration of the time specified. The right is reserved to the owners of
public utilities or franchises to enter upon the project site for the purpose of making repairs
or changes in their property, which may be necessary as a result of the work. The
Contractor shall also schedule and allow adequate time for those relocations or
modifications necessary for the project by the respective utility owners. Employees and
agents of the City shall likewise have the privilege of entering upon the street for the
purpose of making any necessary repairs or replacements.
(b) The Contractor shall employ and use only qualified persons, as hereinafter defined,
to work in proximity to Southern California Edison secondary, primarytand transition facilities.
The term "qualified person" shall mean one, who by reason of experience or Instruction, is
familiar with the operation to be performed and the hazards involved, as more specifically
defined in Section 2700 of Title 8 of the California Administrative Code. The Contractor
shall take such steps as are necessary to assure compliance by any subcontractors.
12 - PROCEDURE IN CASE OF DAMAGE TO PUBLIC PROPERTY
Any portions of curb, gutter, sidewalk or any other City improvement damaged by the
Contractor during the course of construction shall be replaced by the Contractor at
Contractor's own cost, free of charges to the City. The cost of additional replacement of
curb, gutter or sidewalk in excess of the estimated quantities shown in the proposal form
and specifications, and found necessary during the process of construction, (but not due to
damage resulting from carelessness on the part of the Contractor during Contractor's
operation), shall be paid to the Contractor at the unit prices submitted in his bid. For the
purposes of this contract, all curb termination stub -outs for traffic signal detectors are
considered existing improvements. Existing curb termination stub -outs damaged as a result
of work required by the Plans and Specifications shall be replaced by the Contractor at no
cost to the Agency.
13 - QUALITY OF MATERIAL
Materials shall be new, and of specified kind and quality, and fully equal to samples when
samples are required. When the quality or kind of material or articles shown required under
the contract is not particularly specked, the Contractor shall estimate that the City will
require articles and materials representing the best of their class or kind or at least equal to
the class or quality of similar articles or materials when specified. Materials shall be
furnished in such quantities and kinds and at such times as to ensure uninterrupted
progress for the work. They shall be stored properly and protected as required. The
Contractor shall be entirely responsible for damage or loss by weather or any other cause.
15 - REMOVAL OF DEFECTIVE OR UNAUTHORIZED WORK
It is the intent of the specifications that only first-class work, materials and workmanship will
be acceptable. All work which is defective in Its construction or deficient in any of the
requirements of the specifications shall be remedied, or removed and replaced by the
.Contractor in an acceptable manner, and no compensation will be allowed for such
correction. Any work done beyond the lines shown on the plans or established by the
Director of Public Works, or any extra work done without written authority will be considered
as unauthorized and will not be paid for. Upon failure on the part of the Contractorto comply
forthwith with any order of the Director of Public Works made under the provisions of this
paragraph, the Director of Public Works shall have authority to cause defective work to be
remedied or removed and replaced, and unauthorized work to be removed, and to deduct
the costs thereof from any moneys due or to become due the Contractor. If the work is
found to be in compliance with these specifications, the Director of Public Works will furnish
the Contractor with a certificate to that effect.
16 - SUPERVISION
All manufactured products, materials and appliances used and installed and all details of the
work shall at all times be subject to the supervision, test and approval of the Director of
Public Works or his authorized representatives. The Director of Public Works or his
authorized representatives shall have access to the work at all times during construction,
and shall be furnished with every reasonable facility for securing full knowledge with regard
to the progress, workmanship and character of the materials used or employed in the work.
Whenever the Contractor varies the period during which work is carried on each day, he
shall give adequate notice to the Director of Public Works so that proper inspection may be
provided. Any work done in the absence of the Director of Public Works or the Director of 0so
Public Works' agent will be subject to rejection. The inspection of the work shall not relieve
the Contractor of anv of his obliaationc to fi lifin fho
shall be made good, and unsuitable materials may be rejected, notwithstanding the fact that
such defective work and unsuitable materials have previously been accepted or estimated
for payment.
17 - RESOLUTION OF PUBLIC WORKS CLAIMS
This contract is subject to the provisions of Article 1.5 (commencing at Section 20104) of
Division 2, Part 3 of the California Public Contract Code regarding the resolution of public
works claims of less than $375,000. Article 1.5 mandates certain procedures forthe filing of
claims and supporting documentation by the contractor, for the response to such claims by
the contracting public agency, for a mandatory meet and confer conference upon the
request of the contractor, for mandatory judicial arbitration upon the failure to resolve the
dispute through mediation. This contract hereby incorporates the provisions of Article 1.5 as
through fully set forth herein.
SPECIAL PROVISIONS
CITY PROJECT: Custodial Services for the City of Rancho Palos Verdes Facilities
A. GENERAL PROJECT INFORMATION
1 - REgUIREMENTS
All work embraced herein shall be accomplished in accordance With the applicable portions
of the "Standard Specifications for Public Works Construction," the 2006 edition, including all
supplements, herein referred to as "Standard Specifications, except as modified by these
Special Provisions and the Project Plans.
The U.S. Standard Measures, also called U.S. customary System is the principal
measurement system in these Specifications and shall be used for construction, unless
otherwise stated in the Contract Documents.
In addition to the above, the Contractor shall comply with the requirements of the following:
(a) Notice Inviting Sealed Bids
(b) Instructions to Bidders
(c) Proposal
(d) Bid Bond
(e) Information Required of Bidders
(f) Contract Agreement
(g) Payment Bond (Labor and Material Bond)
(i) Statement Acknowledging Penal and Civil Penalties Concerning the
Contractor's Licensing Laws.
2 - DEFINITION OF TERMS
Wherever in the "Standard Specifications" terms are used, they shall be understood to mean
and refer to the following:
Agency & Owner - The City of Rancho Palos Verdes
Board - City Council, the City of Rancho Palos Verdes
Engineer — The Director of Public Works, acting either directly or through
the properly authorized agents, such agents acting within the
scope of the particular duties entrusted to them.
Notice to Contractors - Notice Inviting Sealed Bids
SPCO2-16 Revised 2.9.04
SP -1
3 - PROJECT LOCATIONS
The location of the work, its general nature, extent, form and detail of the various features
are listed as a part of these Specifications.
4 - SCOPE OF WORK
The work to be done consists of furnishing all materials, equipment, tools labor and
incidentals as required by the specifications and contract documents as per article 23 of the
Special Provisions. The general items of work Include The project consists of furnishing all
labor, materials, supplies, and equipment necessary to provide for complete custodial
maintenance services at various locations throughout the City. Equipment shall consist of
vacuums, brooms, mops, mop heads, dust mops, squeegees, dustpans, and ladders.
Cleaning supplies shall consist of trash can liners, cleaners, cleansers, window cleaners,
carpet and upholstery shampoos, spot cleaners, furnish polishes, deodorant blocks, hand
soaps, waxes, strippers, seal costs, tile cleaners, stainless steel cleaners, and disinfectants.
The Contractor shall be required to leave a vacuum, broom, mop and dust pan at City Hall,
Hesse Park and Point Vicente Interpretive Center at all times for use by the City for cleaning
by city staff during daytime hours.
The City shall supply all paper goods to include: toilet paper, seat covers, paper towels,
sanitary napkins, and paper cups.
6 - NOTICE TO PROCEED
Upon award of this contract and signing the contract documents, the City shall issue the
Contractor a Notice to Proceed. Contract period shall commence on the date in the Notice
to Proceed. Working days are defined as Monday through Friday, with the exception that no
work may take place on the following City holidays:
(fir
Memorial Day - 0(
Independence Day A
Labor Day —0
Thanksgiving Day
Day after Thanksgiving Days}
Winter Break
In addition, no work will be allowed on any special election day, which may be declared.
Should a special day be declared, a time extension of one working day will be granted for
each day.
The City will not authorize any work to be done under these Specifications before the
contract agreement has been fully executed; and any work that is done by the contractor in
advance of such time shall be considered as being done at Contractor's own risk and
responsibility, and as a consequence will be subject to rejection by not having been done in
the presence of the Director of Public Works or Inspector as provided in Section 2-10 of the
Standard Specifications.
In the event that the Director of Public Works shall be of the opinion that the work is being
inadequately or improperly executed in any respect, he/she may demand that the Contractor
improve or change the execution of the work in such manner as to assure proper and timely
completion.
SPCO2-16 Revised 2.9,04 V
CP-?.
6 - UTILITIES
It is anticipated that these existing utilities will not interfere with the Contractors maintenance
operations. However, the Contractor shall exercise due care to ensure that these utility
facilities are not damaged during his operations. The Contractor shall notify the following
utility companies prior to the beginning of any work:
AGENCY
The City of Rancho Palos Verdes
Southern California Edison Co.
Southern California Gas Co.
Verizon
California Water Service Co.
Cox Communications
County of Los Angeles, Dept. of Public Works (storm drain)
County of Los Angeles, Dept. of Public Works (sewer)
Sanitation District of Los Angeles County
7 -CONFERENCE
TELEPHONE NUMBER
(310) 544-5252
(310) 783-9336
(800) 427-2200
(800) 482-8706
(310) 377-5525
(310) 377-1800
(626) 458-4152
(626) 458-4357
(213) 774-7270
The Contractor shall attend a pre -maintenance meeting with the Director of Public Works,
which shall be held a minimum of five (5) working days prior to commencement of any
work. The Contractor shall submit his 24-hour emergency telephone numbers to the
Director of Public Works for approval a minimum of two (2) working days prior to the pre -
construction conference.
8 - PUBLIC CONVENIENCE AND SAFETY
a) Attention is directed to Section 7-10 of the Standard Specifications and the Manual of
Warning Signs, Lights and Devices for Use in Performing Work Upon Highways, published
by the California Department of Transportation.
Full compensation for conforming to the requirements of Section 7-10 of the Standard
Specifications, the above referenced Caltrans Manual and these Special Provisions not
otherwise provided for, shall be considered as included in the prices paid for the various
contract items of work, and no additional compensation will be allowed thereof.
b) Warning and Protection Devices: The Contractor will be responsible for providing,
placing and maintaining approved signs, barricades, pedestals, flashers, delineators,
fences, barriers and flagmen where needed, and other necessary facilities in the
vicinity of the maintenance area and where any dangerous conditions may be
encountered as a result thereof, for the protection of the motoring public. The
Contractor will not be allowed to proceed With the work until such time that a
sufficient number of these protection devices have been delivered to the project site.
Should the Contractor appear neglectful in furnishing warning and protection devices as
outlined above, the Director of Public Works may direct attention to the existence of a
hazard and the necessity of additional or different measures, which shall be furnished and
installed by the Contractor at Contractor's own expense, free of any cost to the City. Should
the Contractor refuse or fail to act in a timely manner to correct a hazardous condition, the
SPCO2-16 Revised 2.9.04 0 SP -3
Director of Public Works may direct City forces to provide the necessary protective and
warning devices as deemed appropriate by the Director of Public Works.
The cost accrued by the City in connection therewith will be deducted from the Contractor's
contract payment. Any action or inaction on the part of the City in directing attention to the
inadequacy of warning and protective measures or in providing additional protective and
warning devices shall not relieve the Contractor from responsibility for public safety or
abrogate Contractor's obligation to furnish and pay for these devices.
9 - NPDES COMPLIANCEIWATER POLLUTION CONTROL
Water pollution control shall consist of constructing those facilities specified by these
Contract Documents, required by law, or as ordered by the Director of Public Works or his
authorized representative. Said work is intended to provided prevention, control and
abatement of water pollution to streams, oceans and other bodies of water. Full
compensation for conforming to the requirements in this entire section shall be considered
as included in the prices paid for the various contract items of work, and no additional
compensation will be allowed therefore.
Housekeeping/Cleanup: The Contractor shall prevent pollution of stormwater from cleanup
and disposal operations by using best management practices and good housekeeping
methods. When fluids or dry materials spill, cleanup should be immediate, thorough, and
routine. The Contractor shall never attempt to "wash them away" with water, or bury them.
The Contractor shall report significant spills to the appropriate spill response agencies
immediately. The Contractor shall recognize that different types of materials have different
disposal requirements and follow appropriate practices. The Contractor shall confine non-
hazardous debris to dumpsters, covered at night or during wet weather, and taken to a
landfill for recycling or disposal. The Contractor shall handle hazardous debris in
accordance with specific laws and regulations and dispose of as a hazardous waste. A
separate permit is required. Common hazardous debris found on construction sites are:
(Liquid residues from paints, thinners, solvents, glues, and cleaning fluids. Leaching agents
form lumber such as formaldehyde, arsenic, copper, creosote and chromium, motor oil, gear
oil, antifreeze fluids, brake fluids, etc., unused pesticides.)
Sanitary Waste Management: The Contractor shall prevent the discharge of sanitary waste
to stormwater by providing convenient, properly located, well maintained facilities. The
Contractor shall hire a licensed portable sanitary facility leasing company, which will clean
the facilities regularly and keep them in good working order. The Contractor shall make sure
that portable sanitary facilities are located on relatively level ground away from traffic areas,
drainage courses, and storm drain courses, and storm drain inlets. The Contractor shall
regularly inspect the facilities for any leaks, and have defective units replaced.
Vehicle and Equipment Management: The Contractor shall use and maintain construction
vehicles and equipment in a manner that prevent leaks and spills of fluids, contains wash
waters, and controls off-site tracking. The Contractor shall not allow leaking vehicles and
equipment on-site and shall inspect equipment and vehicles frequently for leaks and repair
them immediately. The Contractor shall clean up spills and leaks promptly with absorbent
materials, and shall not flush with water.
The Contractor shall fuel, maintain, and repair vehicles and equipment off-site whenever
possible, and on-site only in designated areas. The Contractor shall prevent run-on and run-
off from designated areas, provide containment devices and cover if necessary.
w
SPCO2-16 Revised 2.9.04
SP -4
The Contractor shall wash vehicles and equipment on-site in designated, contained areas,
allowing wash waters to infiltrate into the ground. The Contractor shall use phosphate -free,
biodegradable soaps, steam clean in confined areas only.
When not in use, the Contractorshall store equipment and vehicles in designated, contained
areas and place drip pans and absorbent material under stored equipment that is prone to
leaking and dripping (e.g. paving equipment).
If the Contractor must drain and replace motor oil, radiator coolant, or other fluids on-site,
use drip pans or drop cloths to catch drips and spills. The Contractor shall collect all spent
fluids, store in separate containers, and recycle whenever possible. Note: For recycling
purposes, such liquids must not be mixed with other fluids. Non -recycled fluids generally
must be disposed of as hazardous waste.
Surface and Subsurface Water Control: The Contractor shall prevent or reduce the
discharge of pollutants to stormwater from surface and subsurface water control operations
by using the following methods:
For surface water control operations where the flow is routed to bypass the construction
area, establish stable (erosion resistant) conveyance routes for the diverted flow. Trap any
significant sediment (e.g., mud) generated by the rerouted flow in a sediment trap, filtering
berm, or basin.
In subsurface pumping or other subsurface water control operations where significant
amounts of sediment (e.g., mud) are present in the removed water, capture the sediment in
a sediment trap, filtering berm, or basin.
If a sediment trap or basin is required for the surface or subsurface water control operations,
the facility should be designed such that the sediment is settled or trapped in the facility prior
to discharging of the water.
In areas suspected of groundwater pollution, sample the groundwater near the
excavation/pumping site and have the water tested for known or suspected pollutants at a
certified laboratory.
Any proposed discharge of groundwater may be subject to requirements of the Regional
Water Quality Control Board if water is discharged to groundwater or land.
10 - WORK HOURS
The Contractor's working hours shall be generally limited to the hours between 6:00
p.m. and 5,30 a.m. as scheduled in article 23 of the Special Provisions Monday
through Friday, excluding those City holidays listed In Section II.A.5 of the Special
Provision on page SP -2. Deviation from normal working hours will not be allowed
without prior consent of the Director of Public Works.
In the event work is allowed by the Director of Public Works outside of the normal working
hours, at the request of and for the benefit of the Contractor, inspection service fees shall be
levied against the Contractor at a rate of $84,00 per hour, plus travel time where applicable.
The above charge may also be levied if inspection services are deemed necessary by the
Director of Public Works as a matter of public safety or to otherwise ensure the quality of the
work.
SPCO2-16 Revised 2.9.04
If work is permitted after sunset, the Contractor shall provide, at its expense, adequate light
for proper prosecution of the work for the safety of the workmen and the public, and for
proper inspection.
111- EQUIPMENT REQUIREMENTS:
Prior to beginning of contractor operations, the Contractor shall furnish the Maintenance
Superintendent a current list indicating the equipment to be used for the project. All
equipment shall be In safe and excellent working condition. The Contractor is required to
provide a vacuum that is to be left at Hesse Park at all times so that it may be used by city
staff during daytime hours.
12 MEASUREMENT AND PAYMENT:,
F(l) Payment
Payment shall be made to the Contractor on a monthly basis for all work performed to the
satisfaction of the Maintenance Superintendent within 45 days of invoicing by the Contractor.
The Contractor shall be required to provide one monthly invoice in triplicate for all work
performed, with locations and costs for each location listed separately as is shown in the
bidding schedule. All requests for payment of Damage/Repair or Extra Work must be
accompanied by the City's written request for such services. All work not billed to the City
within thirty (30) days of completion by the Contractor shall be subject to nonpayment bythe
City.
F(2) Payment Withheld/Deducted
The City may withhold and/or deduct payment to such extent as may be necessary to protect
the City from loss due to:
a) Work required in the specifications, which is defective, In complete or not
performed.
b) Claims filed or reasonable evidence indicating probable filing of claims for
damages caused by the Contractor to private or public property.
c) Failure of the Contractor to make payments properly to employees,
subcontractors or vendors for materials or services provided.
d) Expenses incurred by the City to perform work required in the specifications that
is defective, incomplete or not performed.
e) Failure to participate In and respond to the scheduled Maintenance Inspections.
f) Costs incurred by the City due to extra administration costs for additional
inspections and subsequent correspondence/notifications.
g) Failure to submit monthly/quarterly schedules and reports.
These actions shall not be construed a penalty but as an adjustment of payment to the
contractor for only the work actually performed, or as the cost of the City for inspection and
other related costs from the failure of the Contractor to complete the work according to
schedule. $100.00 per day shall be deducted from monthly payments for every day that
schedules are not submitted to the City,
F(3) Work To Be Done Without Direct Payment
Whenever it is specified that the Contractor is to do work or furnish materials of any class for
which no price is fixed in the Proposal, it shall be understood that he is to do such work or
furnish such materials without extra charge or allowance or direct payment of any kind. The
cost of doing such work or furnishing such materials is to be included in the price bid for
SPCO2-16 Revised 2.9.04
SP -6
such other items of work as he may consider appropriate.
13 DESCRIPTION OF WORK
The intent of these specifications is to prescribe and provide for the complete and finished
performance and accomplishment, in every respect, of the entire contemplated work or
improvement indicated by the detailed specifications; and it shall be understood that the
Contractor undertaking the execution of all or any part of such work or improvement will be
required to perform, construct and complete the same in a thorough, satisfactory and
workmanlike manner in accordance with the provisions of the specifications, and to furnish and
provide in connection therewith all necessary labor, tools, implements, equipment, materials and
supplies except such as may otherwise be specified Will be furnished by the City.
14 SCHEDULING OF WORK
The Contractor shall accomplish all normal maintenance required under these specifications
during the hours specified in the work specifications.
Other exceptions may be made to normal work hours where incidence of use may be too
great during the specified hours to allow for proper maintenance. The Maintenance
Superintendent or designee may grant, on an individual basis, permission to perform
contract maintenance at other hours.
The contractor shall establish a schedule of routine work to be followed in the performance
of any work required by these specifications and shall provide the City with a complete
schedule for the first two-month period and will provide monthly updates as needed
thereafter listing dates and days that maintenance will be performed at each facility. Any
changes in scheduling shall be reported, in writing, to the Maintenance Superintendent prior
to the performance of the work.
15 FREQUENCY/ MAINTENANCE SCHEDULES
Frequency Schedules and location descriptions to identify minimum service levels required
for each area is per article 23. In no event shall the contractor provide maintenance less
than those identified. However, Increased Frequency Schedules may be required at
times to provide an acceptable level of service at no additional cost. The Contractor
shall be required to prepare a quarterly schedule illustrating all items listed on the
Frequency Schedule and the expected day of completion.
16 HAZARDOUS CONDITIONS
The Contractor shall maintain all work sites free of hazards to persons and/or property
resulting from its operations. Any hazardous condition noted by the Contractor, which is not
a result of his operations, shall immediately be reported to the Grounds Supervisor.
17 EXTRA WORK
No work of any kind shall be considered as extra unless separate authorization is issued by
the City for said work before work commences.
In the event the Contractor is required by the City and agrees to perform extra work the
following will govern the such work,
1. An estimate of the cos will be submitted for approval prior to work being done. The
SPCO2-16 Revised 2.9,04 '2-a
QID Py
Contractor shall maintain records sufficient to distinguish the direct cost of other
operations. Contractor shall furnish reports of extra work on forms furnished by the
Contractor, itemizing all costs for labor, materials, and equipment rental. The report
shall include hours worked. The following procedure Will govern such extra work.
2. Work will be executed under the direction of the Maintenance Superintendent or
Inspector on a time and materials basis or an agreed upon lump sum price
depending on the nature of the work.
3. City will issue a work request for such extra work to be performed.
4. Extra work will not be initiated without written authorization.
The Contractor shall be required to begin extra work promptly once authorization is obtained.
18 ADDITIONS TO THE SYSTEM
In the event that additional areas are added to the system, or the City desires to add existing
areas to the Contract, these may be added to the maintenance agreement at the rate(s) as
specified in the Bidding Schedule for additions to the system. The City is not compelled to
award all extra work to the contractor. In some instances, additional bids by be solicited
by other vendors or the work may be accomplished by City staff.
19 INSPECTIONS
NO) City/Contractor Inspections
The inspection and administration of the contract work will be made by the Inspector
supported by the Maintenance Superintendent.
Any and all questions arising regarding the performance of the work shall be directed to the
Inspector, If the question cannot be answered, or if the answer is unacceptable, it will be
referred by the Inspector to the Maintenance Superintendent.
N(2) City Inspe2tions
The Contractor shall accompany the Inspector, on an inspection tour of all areas of
responsibility once each week, whereupon any maintenance deficiencies will be noted, All
deficiencies noted on this report are required to be corrected prior to the following week's
meeting. Additionally, the Contractor shall accompany the Maintenance Superintendent on
inspection tours at the request of the Maintenance Superintendent.
All deficiency notices and calculations of payment deductions shall originate with the
Inspector and be authorized by the Maintenance Superintendent.
N(3) Supervision by Contractor
The Contractor shall give efficient supervision to the work, using his best skill and attention
and shall provide and keep on the work site at all times during its progress a competent crew
leader/foreman and any necessary assistants. All directions of the Lead Inspector or his
authorized representative shall be received and obeyed by the crew leader/foreman in
charge of the particular work; and all such directions given shall be as binding as if given to
or by the Contractor in per -son. The Contractor shall be required to have personnel in the
City Monday through Thursday during r business hours.
SPCO2-16 Revised 2.9.04
Q*D 0
NM Inspection/Administration Cost Limitation
The inspection and administration criteria stated below shall comprise the maximum amount
of City staff time required for this contract. It is estimated that the maximum allowable
inspection and administration time permitted for this contract is seven (7) hours per week.
The cost for all time in excess of the stated criteria required due to inadequate level of
custodial maintenance and poor administrative preparation on the part of the Contractor,
shall be deducted and forfeited from payments.
20- ACCESS TO WORK
The City's authorized representative shall at all times have access to the work and shall be
furnished with every reasonable facility for acquiring full knowledge respecting the progress,
workmanship, and character of materials used and employed in the work.
Whenever the Contractor varies the period during which work is carried out, they
shall give due notice to the Maintenance Superintendent, so that proper access for
inspection may be provided. Any Inspection of work shall not relieve the
Contractor of any obligations to fulfill the contract as prescribed.
21- MAINTENANCE DEFICIENCIES:
The Inspector or Maintenance Superintendent shall report maintenance deficiencies to the
Contractors representative. All maintenance deficiencies shall be corrected within forty-
eight (48) hours. The Contractor shall keep records of actual work performed. The
Contractor shall also be responsible for notifying the Maintenance Superintendent or
designee of all maintenance deficiencies on a weekly basis.
23- PROJECT LOCATIONS DAYS AND HOURS OF SERVICE
City Hall Office — 30940 Hawthorne Blvd
Administration, Public Works
Monday through Friday (5 days per week)
& Parks and Recreation
Between 9:00 p.m. and 5:00 a.m.
Planning, Building and Code Enforcement
Monday through Friday (5 days per week)
Between 9:00 p.m. and 5:00 a.m.
Cabel TV channel 33
Tuesday (once a week)
Between 9:00 p.m. and 5:00 a.m.
PV net Annex Building
Monday through Friday (5 days per week)
Between 9:00 p.m. and 5:00 a.m.
PARK BUILDINGS
Hesse Park — 29301 Hawthorne Blvd.
Monday, Wednesday, Thursday, Friday,
Saturday, and Sunday (6 days per week)
(see special concerns)
between 12:00 p.m. and 5:00 a.m.
Ryan Park — 30359 Hawthorne Blvd.
Monday, Wednesday, Friday, Saturday
and Sunday (5 days per week)
(see special concerns)
between 10:00 p.m. and 5:00 a.m.
Ladera Linda — 32201 Forrestal Rd.
Monday, Wednesday, Friday, Saturday
And Sunday (5 days per week)
sees eciI concerns)
SPCO2-16 Revised 2.9.04
on In
24- WORK SPECIFICATIONS/FREQUENCY SCHEDULES
A. Basic (daily) services for all areas:
1. Secure all exterior and interior doors and windows. Turn off all but security night
lighting. Set Alarm.
2. Log in and out the dates and times of the service rendered at each facility's
logbook.
3. Check log for specific areas, which may need special attention for any particular
service date.
4. Empty all desk and area trash containers, including containers in patio within 25
feet of entry and exit doors and deposit all wastes in designated exterior
dumpsites. Wash out trash receptacles as necessary at least once per week.
5. Replace container liners daily in restrooms, activity rooms, kitchenettes, and
coffee areas.
6. Sweep all composition floors and stairs With chemically treated dust mops or
vacuums. This is to include behind couches, under tables and chairs.
7. Sweep all bare concrete floors with sweeping compound. This is to include
behind couches, under chairs and tables.
8. Mop or clean spillage from all floors, bare concrete, vinyl tile, or concrete.
9. Dust and soft rag buff all public counters. Use non-abrasive cleanser and damp
rag on Formica counters.
10. Clean partitions, doors, door frames, bathroom fixtures, dryers, wall switches and
door handles.
11. Clean, sanitize and dry all drinking fountains.
12. Clean interior and exterior of all glass panel doors at least twice per week.
13. Perform low dusting, defined as floor level to five feet above floor, including wall
frame, windowsills, ledges, chairs, railings, partitions, tables, desks, telephones,
filing cabinets, and all office furniture.
14. Empty all recycled office paper including: computer paper, newsprint, etc.
15. Must do proper recycling of the recyclable materials
16. Must dispose off trash properly in approve trash areas.
17. Vacuum and clean all carpeted floors and rugs daily With particular attention
to general public high use areas. Pay particular attention not to block access
doors.
18. Maintain janitorial closets and storage areas in a clean and orderly manner. Do
not dump cleaning materials and dirty mop water down kitchen sinks.
19. Strain sand ashtrays, and clean all outdoor ash cans.
20. For all restrooms:
SPCO2-16 Revised 2.9.04 0
SP -in
between 10:00 p.m. and 5:00 a.m.
Eastview Park --1700 Westmont Ave
Monday, Wednesday,, Saturday & Sunday
(4 days per week) between 4:30 p.m. and 10:00
p.m.
Point Vicente Interpretive Center (PVIC)
Monday, Wednesday, Friday,
30501 PVDW
Saturday, and Sunday (5 days per week)
(see special concerns)
between 10:00 p.m. and 5:00 a.m.
Abalone Cove Shoreline Park — 6970 PVDS
Off Season
Wednesday, Saturday, Sunday
Between 4:30 p.m. and 5:00 a.m.
Summer Season : (Memorial Day — Labor Day)
Monday, Wednesday, Friday, Saturday, and
Sunday
Between 4:30 p.m. and 5:00 a.m.
24- WORK SPECIFICATIONS/FREQUENCY SCHEDULES
A. Basic (daily) services for all areas:
1. Secure all exterior and interior doors and windows. Turn off all but security night
lighting. Set Alarm.
2. Log in and out the dates and times of the service rendered at each facility's
logbook.
3. Check log for specific areas, which may need special attention for any particular
service date.
4. Empty all desk and area trash containers, including containers in patio within 25
feet of entry and exit doors and deposit all wastes in designated exterior
dumpsites. Wash out trash receptacles as necessary at least once per week.
5. Replace container liners daily in restrooms, activity rooms, kitchenettes, and
coffee areas.
6. Sweep all composition floors and stairs With chemically treated dust mops or
vacuums. This is to include behind couches, under tables and chairs.
7. Sweep all bare concrete floors with sweeping compound. This is to include
behind couches, under chairs and tables.
8. Mop or clean spillage from all floors, bare concrete, vinyl tile, or concrete.
9. Dust and soft rag buff all public counters. Use non-abrasive cleanser and damp
rag on Formica counters.
10. Clean partitions, doors, door frames, bathroom fixtures, dryers, wall switches and
door handles.
11. Clean, sanitize and dry all drinking fountains.
12. Clean interior and exterior of all glass panel doors at least twice per week.
13. Perform low dusting, defined as floor level to five feet above floor, including wall
frame, windowsills, ledges, chairs, railings, partitions, tables, desks, telephones,
filing cabinets, and all office furniture.
14. Empty all recycled office paper including: computer paper, newsprint, etc.
15. Must do proper recycling of the recyclable materials
16. Must dispose off trash properly in approve trash areas.
17. Vacuum and clean all carpeted floors and rugs daily With particular attention
to general public high use areas. Pay particular attention not to block access
doors.
18. Maintain janitorial closets and storage areas in a clean and orderly manner. Do
not dump cleaning materials and dirty mop water down kitchen sinks.
19. Strain sand ashtrays, and clean all outdoor ash cans.
20. For all restrooms:
SPCO2-16 Revised 2.9.04 0
SP -in
a. Empty all waste containers and replace liners.
b. Wash and sanitize all consumable product containers: toilet tissue,
towels, seat covers, sanitary napkin, soap, and trash cans.
c. Refill all consumable product containers as mentioned in b-2.
d. Clean and disinfect floor drains, sinks, toilets, urinals, toilet seats — both
sides, and exterior surfaces of the above units together with their
exposed piping.
e. Clean and police all metal frames, fixtures, faucets and containers.
f. Clean and polish all mirrors.
g. Clean all stall metal partitions and doors.
h. Clean all ceramic tile and walls.
1. Replace hanging disinfectant and urinal blocks and air fresheners as
needed.
j. Clean all ceiling or wall vents of dust, grime and build-up.
k. Remove spider webs from walls, windows, doors, and comers.
21 For all kitchenettes and coffee areas:
1. Empty, wash, disinfect, and replace liners in all trash containers daily.
m. Wash counter tops, tables, and sinks using cleanser in sinks to remove
stains,
n. Leave all machines plugged or unplugged and in on or off position as left
by the staff. If a coffee pot is found on top of an ON warmer or coffee
machine, it shall be removed and the coffee machine turned off.
o. Clean grease and grime from walls, cabinets and screen.
p. Wet mop and disinfect vinyl floors, and spot clean carpet adjacent
thereto.
q. Restock cabinets and dispensers with paper towels and paper projects.
r. No dish washing is required.
s. Remove and dispose of all food or beverages left our and not in
refrigerators or cabinets
t. Check blackboards or "WASH" word and then wipe down the
blackboards.
u. Sweep and mop entire kitchen floor, including under the cabinets.
Special Note:
In no case shall any paper, books, documents, or equipment be touched, moved or
displaced. Any suspiciously important envelope or other material found in the containers on
the floor shall be left in the area With a note to the using staff member to check for value.
B. WEEKLY SERVICES: Weekly services required for all facilities unless
otherwise noted:
a. Hesse Park and PVIC: Clean all windows inside and out,
including interior and exterior windows slits. Special Note:
windows must be cleaned on Friday.
b. Clean and sanitize all telephones
c. Clean all office chairs
d. Spot wash all walls. Remove smudges and all foreign marks.
e. Remove spiderwebs from walls, doorframes, window frames
and sill, and comers.
f. Hesse and PVIC Park Only: Remove spider webs from the
interior, open face brick.
g. Dust all mini -blinds.
h. Steam clean and shampoo carpet areas. (Hesse and PVIC
Park only) Carpets shall be cleaned on Mondays.
C. MONTHLY SERVICES FOR ALL AREAS
SPCO2-16 Revised 2.9.04
a. For the Civic Center, RPV Park, and Ladera Linda only.
Clean all interior and exterior surfaces of the windows,
including interior and exterior sills, frames and screens.
b. Wash and polish all drinking fountains.
D. QUARTERLY SERVICES FOR ALL AREAS
a. Strip, wash, apply floor finish, and machine polish (or
equivalent) vinyl floors.
b. Ladera Linda dance room only. Strip, wash, and apply floor
finish and ammonia to eliminate slippage on the vinyl floors.
Inform the Maintenance Superintendent of the scheduled date
for polishing. NO wax for the dance floor,
c. Complete wash of walls and painted metal and molded plastic
furniture.
d. Wash all mini -blinds.
E. SEMI-ANNUALLY FOR ALL AREAS:
a. Feather dust or wash lighting fixtures.
b. Vacuum or wash all heating and air conditioning vents.
Should be done when change over from heating to cooling
mode takes place or Vice versa.
c. Shampoo all carpeted areas.
F. ANNUALLY FOR ALL AREAS:
a. Wash and polish lighting fixtures, lamps, and reflectors.
G. SPECIAL CONCERNS:
a. Hesse Park: The City rents the multipurpose room for special
activities such as wedding receptions and birthday parties.
The following work shall be performed.
1. Remove spider webs from the open face brick,
windows, and walls.
2. Secure exterior Window coverings and halls grid in
closed position every night when leaving.
3. Cleaning shall be done after 12:00 a.m. on
weeknights.
4. Multi -Purpose room must be vacuumed every Friday
night.
5. Clean multi-purpose room windows every Friday night.
6. Clean restrooms tiles and grout monthly.
7. Shampoo carpet in Multi -Purpose room once a week.
Schedule shall be set by the Recreation and Parks
Supervisor.
8. unroll vacuum playing carpet in activity room nightly.
and roll it back.
b. Ryan Park
1. Vinyl Flooring in the Activity Room and the Office shall
be washed and wet mopped daily with clean water.
2. Restroom floors shall be wet mopped nightly with
clean water.
c. Ladera Linda Community Center and City Hall
1. Vacuum all carpeted classrooms.
2. Strip floors in dance mom and multi-purpose mom
quarterly.
3. Activity room no wax, wet mop daily with clean water.
(4-0
SPCO2-16 Revised 2.9.04
4. Secure all windows, interior and exterior doors, and
alarms in every building.
5. Clean outside drinking fountains.
d. Abalone Cove
1. Clean carpet every 6 months.
2. Strip and wax floors every quarter.
3. Wipe down door jams and desk drawer surfaces every
quarter.
4. Mark in logbook if gate is open and if a vehicle is
brought in.
e. Point Vicente interpretive Center Park : The City rents the
multipurpose room for special activities such as, wedding
receptions and birthday parties. The following work shall be
performed.
1. Remove spider webs from the windows, and walls.
2. Cleaning shall be done after 12:00 a.m. on
weeknights.
3. Multi -Purpose room and lobby area must be
vacuumed every day.
4. Clean multi-purpose room windows every week
Schedule shall be set by the Recreation and Parks
Supervisor.
5. Clean restrooms tiles and grout monthly.
6. Carpet spot clean every week
7. Shampoo carpet in Multi -Purpose room and in the
front lobby every other week. Schedule shall be set by
the Recreation and Parks Supervisor.
8. Clean glass window to the gift shop 6 days per week
9. Heavy use facility- frequency schedule may increase
due to public use (no additional compensation for the
contractor)
Various janitor spaces: All equipment and supplies must be kept only in the designated
spaces, and the area must be kept clean.
" Contractor furnished supplies shall include all chemical cleaning supplies, floor finishes,
sealers, and deodorizers. The Contractor is to ensure the replenishing of all paper goods and soap
dispensers for all facilities and office buildings. The Contractor shall also be required to maintain a
small supply of cleaning products at all facilities so that City staff may clean during periods of
extreme use. Prior to the start of the contract, the City shall approve all cleaning products. There
shall be no substitutions without the City's consent. The Contractor shall be required to notify the
City when paper supplies are in need of being replenished. During the bi-monthly meeting between
the contractor and City. The Contractor shall provide the City wit a list of paper items to be
purchased for stocking purposes.
Contractor's Responsibility.
The Contractor shall inform the City of additional concerns beyond the Contractor's responsibility,
which require action bythe City to correct deficiencies. Examples are defective fixtures, raised floor
coverings, lack of power or water, etc.
The Contractor shall be required and held responsible for signing in and out of the red facility log
books as instructed by the Recreation Supervisor.
SPCO2-16 Revised 2.9.44
The Contractor shall be responsible for securing any and all buildings that he/she leaves after work
has been completed. This includes locking all doors and windows and setting proper alarm codes
supplied by Public Works Maintenance Superintendent,
Custodial contract Evaluation Standards: The Public Works Maintenance Superintendent shall
conduct a monthly contractual evaluation. It shall be kept on file and a copy forwarded to the
Contractor,
SPCO2-16 Revised 2.9.04
SP -14
CHECKLIST FOR BIDDERS
The following information is required of all Bidders:
Signed Proposal
Completed Bid Sheets
Completed Information Required of Bidders Form
Executed Statement Acknowledging Penal and Civil Penalties
Concerning the Contractor's Licensing Law
Designation of Subcontractors
Complete Contractors Industrial Safety Record
001�t• •
Non Collusion Affidavit
Addendum
M]
SPCO2-16 Revised 2.9.04
PROPOSAL
THE CITY OF RANCHO PALOS VERDES
CUSTODIAL SERVICES FOR THE CITY OF RANCHO PALOS VERDES FACILITIES
TO THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES
The undersigned, as bidder, declares that: (1) this proposal is made without collusion with any other
person, firm or corporation, and that the only persons or parties interested as principals are those
named herein; (2) bidder has carefully examined the project plans, specifications, instructions to
bidders, proposal, notice to contractors and all other information furnished therefore and the site of
the proposed work; (3) bidder has investigated and is satisfied as to the conditions to be
encountered, the character, quality and quantities of work to be performed and materials to be
furnished., Furthermore, bidder agrees that submission of this proposal shall be conclusive evidence
that such examination and investigation have been made and agrees, in the event this contract be
awarded to bidder, to enter into a contract with the CITY COUNCIL of the CITY OF RANCHO
PALOS VERDES, to perform said proposed work In accordance with the plans, if any, and the terms
of the specifications, in the time and manner therein prescribed, and to furnish or provide all
materials, labor, tools, equipment, apparatus and other means necessary so to do, except such
thereof as may otherwise be furnished or provided under the terms of said specifications, for the
following stated unit prices or lump -sum price as submitted on the Schedule attached hereto:
The bidder shall submit as part of this proposal a completed copy of the Contractor's Industrial
Safety Record.
Accompanying this proposal Is Insert cash," "Cashier's
Check," "certified check," or "Bid Bond," as the case may be) in the amount equal to at least ten
percent (10%) of the total aggregate bid price hereof based on the quantities shown and the unit
prices quoted in the Bid Sheets.
The undersigned further agrees that should he/she be awarded the contract on the basis hereof and
thereafter, defaults in executing the required contract, with necessary bonds and documents, within
ten (10) days, not including Sundays and legal holidays, after having received notice that the
contract has been awarded and is ready for signature, the proceeds of the security accompanying
his bid shall become the property of the CITY OF RANCHO PALOS VERDES and this proposal and
the acceptance thereof may be considered null and void.
Licensed in accordance with an act providing for the registration of contractors, California
Contractor's License No. Class _, Expiration Date
Signature(s) of bidder:
If an individual, so state. If a firm or co -partnership, state the firm name and give the names of all
individual co-partners composing the firm. If a corporation, state legal name of corporation, also
names of president, secretary, treasurer, and manager thereof. Two notarized officers signatures
and the corporate seal are required for corporations.
e
SPCO2-16 Revised 2.9,04
Legal Business Name:
Address:
Telephone:
Contact:
Proposals, which do not show the number and date of the Bidder's License underthe provisions of
Chapter 9 of Division 3 of the Business & Professional Code, will be rejected. To be submitted
with each bid to contract for The City of Rancho Palos Verdes Custodial Services for The City of
Rancho Palos Verdes Facilities.
Bid Date
This information must include all construction work undertaken in the State of California by the
bidder and partnership joint venture or corporation that any principal of the bidder participated in
as a principal or owner for the last five calendar years and the current calendar year prior to the
date of bid submittal. Separate information shall be submitted for each particular partnership, joint
venture, corporate or individual bidder. The bidder may attach any additional information or
explanation of data which bidder would like to be taken into consideration in evaluating the safety
record. An explanation must be attached of the circumstances surrounding any and all fatalities.
SPCO2-16 Revised 2,9.04
THE CITY OF RANCHO PALOS VERDES
BID SHEET
NAME OF COMPANY:
To the Honorable Mayor and Members of the City Council:
In compliance with the Notice Inviting Sealed Bids, the undersigned hereby agrees to enter into a
contract to fumish all labor, materials, equipment and supplies for the project identified as
CUSTODIAL SERVICES FOR THE CITY OF RANCHO PALOS VERDES FACILITIES in
accordance with the specifications and plans in the Contract Documents which are on file in the
office of the Director of Public Works of the City of Rancho Palos Verdes to the satisfaction and
under the- direction of the Director of Public Works at the following prices:
LOCATION
MONTHLY RATE
ANNUAL COST
PARKS
Hesse Park
29301 Hawthorne Blvd
$
$
Ryan Park
30359 Hawthorne Blvd.
$
$
Ladera Linda Park
32201 Forrestal Rd.
$
$
Eastview Park
1700 Westmont Ave
$
$
Abalone Cove, Shoreline Park
5970 PVDS
$
$�
Point Vicente Interpretive Center
31501 Palos Verdes Drive West
$
$
TOTAL FOR PARKS A
I ._.
CIVIC CENTER BUILDINGS
City Hall
30940 Hawthorne Blvd.
Building, Code Enforcement and Planning Det
$
$
City Hall first and second floor all the areas
$
$
Channel 33 Building...
$
$
PV net Annex Buildin
$
$
TOTAL FOR CIVIC CENTER BUILDINGS B
$.______._
$
$ _per sq. ft.
TOTAL FOR BASE BID A+B
Extra Work for any area added to the contract
Total for Base Bid in Words A+B
C17OA'l 14'D 0.... A '1 n AA
INFORMATION REQUIRED OF BIDDER
The bidder is required to supply the following information: (Additional sheets may be attached if
necessary.)
(1) Address:
(2) Telephone:
(3) Type of firm - Individual, Partnership, or Corporation:
(4) Corporation organized under the laws of the State of
(5) Contractor's license number and class:
(6) List the names and addresses of all members of the firm or names and titles of all officers
of the corporation:
(7) Number of years experience as a contractor in construction work
(8) List at least three similar projects completed as of recent date:
Contract
Amount Class of Work Date Completed Name Address of Owner,
& Telephone No.
(9) List the name and address of such subcontractor who will perform work in or about the
work of improvement and indicate what part of the work will be done by each such
contractor:
NAME TYPE OF WORK
ADDRESS
NAME TYPE OF WORK
ADDRESS
(10) List the name of the person who inspected the site of the proposed work for your firm:
(11) NOTE: Upon request of the Redevelopment Agency, the bidder shall furnish evidence
showing a notarized financial statement, financial data, construction experience, or other
information.
(12) Bidder shall be properly licensed in accordance with Business and Professional Code
Section 7028 at the time of the Business and Professional Code shall be considered non-
responsive and his bid shall be rejected.
(13) Within 24 hours of the bid opening, the apparent low bidder shall submit the following
information for each subcontractor:
Subcontractor Name License No, and Class
Subcontractors License verified with California Contractor's State License Board on
by Title
Subcontractor Name License No. and Class
Subcontractors License verified with California Contractors State License Board on
by
Title
STATEMENT ACKNOWLEDGING PENAL AND CIVIL PENALTIES
CONCERNING THE CONTRACTORS' LICENSING LAWS
[Business & Professions Code 7028.15]
[Public Contract Code 20103.5]
I, the undersigned, certify that I am aware of the following provisions of California law and that 1, or
the entity on whose behalf this certification is given, hold a currently valid California contractor's
license as set forth below:
Business & Professions Code 7028.15:
(a) It is a misdemeanor for any person to submit a bid to a public agency in order
to engage in the business or act In the capacity of a contractor within this
state without having a license therefore, except in any of the following cases:
(1) The person is particularly exempted from this chapter.
(2) The bid is submitted on a state project governed by Section 10164 of
the Public Contract Code or on any local agency project governed by
Section 20104 [now' 20103.5] of the Public Contract Code.
(b) If a person has been previously convicted of the offense described in this section,
the court shall Impose a fine of 20 percent of the price of the contract under which
the unlicensed person performed contracting work, or four thousand five hundred
dollars ($4,500), whichever is greater, or imprisonment in the county jail for not less
than 10 days nor more than six months, or both.
In the event the person performing the contracting work has agreed to furnish
materials and labor on an hourly basis, "the price of the contract" for the purposes of
this subdivision means the aggregate sum of the cost of materials and labor
furnished and the cost of completing the work to be performed.
(c) This section shall not apply to a joint venture license, as required by Section 7029.1.
However, at the time of making a bid as a joint venture, each person submitting the
bid shall be subject to this section with respect to his or her individual licensure.
(d) This section shall not affect the right or ability of a licensed architect, land surveyor,
or registered professional engineer to form joint ventures with licensed contractor to
render services within the scope of their respective practices.
(e) Unless one of the foregoing exceptions applies, a bid submitted to a public agency
by a contractor who is not licensed in accordance with this chapter shall be
considered non-responsive and shall be rejected by the public agency. Unless one
of the foregoing exceptions applies, a local public agency shall, before awarding a
contract or issuing a purchase order, verify that the contractor was properly licensed
when the contractor submitted the bid. Notwithstanding any other provision of law,
unless one of the foregoing exceptions applies, the registrar may issue a citation to
any public officer or employee of a public entity who knowingly awards a contract or
issues a purchase order to a contractor who is not licensed pursuant to this chapter.
The amount of civil penalties, appeal, and finality of such citations shall be subject to
Sections 7028.7 to 7028.13 inclusive. Any contract awarded to, or any purchase
order issued to, a contractor who is not licensed pursuant to this chapter is
void.
(f) Any compliance or noncompliance with subdivision (e) of this section, as added by
Chapter 863 of the Statutes of 1989, shall not invalidate any contract or bid awarded
by a public agency during which time that subdivision was in effect.
(g) A public employee or officer shall not be subject to a citation pursuant to this section
if the public employee, officer, or employing agency made an inquiry to the board for
the purposes of verifying the license status of any person or contractor and the board
failed to respond to the inquiry within three business days. For purposes of this
section, a telephone response by the board shall be deemed sufficient.
Public Contract Code 20103.5.-
In
0903.&
In all contracts subject to this part where federal funds are involved, no bid submitted shall
be invalidated by the failure of the bidder to be licensed in accordance with the laws of this
state. However, at the time the contract is awarded, the contractor shall be properly licensed
in accordance with the laws of this state. The first payment for work or material under any
contract shall not be made unless and until the Registrar of Contractors verifies to the
agency that the records of the Contractor's State License Board indicate that the contractor
was properly licensed at the time the contract was awarded. Any bidder or contractor not so
licensed shall be subject to all legal penalties imposed by law including, but not limited to,
any appropriate disciplinary action by the Contractor's State License Board. The agency
shall include a statement to that effect in the standard form of prequaiification questionnaire
and financial statement. Failure of the bidder to obtain proper and adequate licensing for an
award of a contract shall constitute a failure to execute the contract and shall result in the
forfeiture of the security of the bidder.
License No.:
Class:
Expiration Date:
Date:
Signature:
SPCO2-15 Revised 2.9.04
DESIGNATION OF SUBCONTRACTORS
[Public Contract Code 4104]
Public Contract Code 4904 provides as follows:
Any officer, department, board or commission taking bids for the construction of any public
work or improvement shall provide in the specifications prepared for the work or
improvement or in the general conditions under which bids will be received from the doing
of the work incident to the public work or improvement that of any person making a bid or
offer to perform the work, shall, in his or her bid or offer, set forth:
(a) The name and the location of the place of business of each subcontractor who will
perform work or labor or render service to the prime contractor in or about the
construction of the work or improvement, or a subcontractor licensed by the State
of California who, under subcontract to the prime contractor, specially fabricates
and installs a portion of the work or improvement according to detailed drawings
contained in the plans and specifications, in an amount in excess of one-half of 1
percent of the prime contractor's total bid or, in the case of bids or offers for the
construction of streets or highways, including bridges, in excess of one-half of 1
percent of the prime contractors total bid or ten thousand dollars ($10,000),
whichever is greater.
(b) The portion of the work, which will be done by each subcontractor under this act.
The prime contractor shall list only one subcontractor for each portion as is defined
by the prime contractor in his or her bid.
Subcontractor's Name and Portion of Work and
Contract Name Address and Telephone No. Percent of Total Bid
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SPCO2-16 Revised 2.9.04
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CONTRACTOR'S INDUSTRIAL
SAFETY RECORD
Record Last Five (5) Full Years:
The information required for these items is the same as required for Columns 3 to 6, Code 10, Occupational injuries, Summary - Occupational
Injuries and Illnesses No. 102.
The above information was compiled from the records that are available to me at this time, and I declare under penalty of perjury that the
Information is true and accurate within the limitations of those records.
Name of Bidder (print) Signature
1 11
"1
Address State Contractor's Lic.# & Classification
City Zip Code
SPCO2-16 Revised 2.9.04
P-9
Telephone
Year of Record
20^
20_
20
20_
20_
Total Current
Year
1. No. of contracts
2. Total dollar amount of contracts (in
thousands of $
*3. No. of fatalities
*4. No. of lost workday cases
*5. No. of lost workday cases Involving
permanent transfer to another job or
termination of employment
The information required for these items is the same as required for Columns 3 to 6, Code 10, Occupational injuries, Summary - Occupational
Injuries and Illnesses No. 102.
The above information was compiled from the records that are available to me at this time, and I declare under penalty of perjury that the
Information is true and accurate within the limitations of those records.
Name of Bidder (print) Signature
1 11
"1
Address State Contractor's Lic.# & Classification
City Zip Code
SPCO2-16 Revised 2.9.04
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Telephone
Bond No.
KNOW ALL PERSONS BY THESE PRESENTS that:
WHEREAS the
("Public Agency"), has issued an invitation for bids for the work described as follows:
CUSTODIAL SERVICES FOR THE CITY OF RANCHO PALOS VERDES FACILITES.
WHEREAS
(Name and address of Bidder)
("Principal"), desires to submit a bid to Public Agency for the work.
WHEREAS, bidders are required under the provisions of the California Public Contract Code to
furnish a form of bidders security with their bid.
NOW, THEREFORE, we, the undersigned Principal, and
(Name and address of Surety)
("Surety") a duly admitted surety insurer under the laws of the State of California, as Surety, are held
and firmly bound unto the Public Agency in the penal sum of
Dollars ($ ), being not less than ten percent (10%)
of the total bid price, in lawful money of the United States of America, for the payment of which sum
well and truly to be made, we bind ourselves, our heirs, executors, administrators, successors, and
assigns, jointly and severally, firmly by these presents.
THE CONDITION OF THIS OBLIGATION IS SUCH THAT, if the hereby bounded Principal is
awarded a contract for the work by the Public Agency and, within the time and in the manner
required by the bidding specifications, enters Into the written form of contract included with bidding
specifications, furnishes the required bonds, one to guarantee faithful performance and the other to
guarantee payment for labor and materials, and furnishes the required insurance coverage's, then
this obligation shall become null and void; otherwise, it shall be and remain in full force and effect.
In case suit is brought upon this bond, Surety further agrees to pay all court costs incurred by the
Public Agency in the suit and reasonable attomeys'fees in an amount fixed by the court. Surety
hereby waives the provisions of California Civil Code 2845.
IN WITNESS WHEREOF, this instrument has been duly executed by Principal and Surety, on the
date set forth below, the name of each corporate party being hereto affixed and these presents duly
signed by its undersigned representative(s) pursuant to authority of its governing body.
Dated:
SPCO2-16 Revised 2.9.04
"Principal"
By:
Its
By:
Its
(Seal)
"Surety"
By:
Its
By:
Its
(Sea!)
Note: This bond must be dated, a# signatures must be notarized, and evidence of the authority of any person signing as
attorney-in-fact must be attached.
.RPCO?-t 6 Revi.ged 2 9 04
NONCOLLUSION AFFIDAVIT
TO BE EXECUTED BY BIDDER AND SUBMITTED WITH BID
[Public Contract Code 7106]
State of California
)ss.
County of
being first duly sworn, deposes and says that
he or she is of
the party making the foregoing bid, that the bid is not made in the interest of, or on behalf of, any
undisclosed person, partnership, company, association, organization, or corporation; that the bid is
genuine and not collusive or sham; that the bidder has not directly or indirectly induced or solicited
any other bidder to put in a false or sham bid, and has not directly or indirectly colluded, conspired,
connived, or agreed with any bidder or anyone else to put in a sham bid, or that anyone shall refrain
from bidding; that the bidder has not in any manner, directly or indirectly, sought by agreement,
communication, or conference with anyone to fix the bid price of the bidder or any other bidder, or to
fix any overhead, profit, or cost element of the bid price, or of that of any other bidder, or to secure
any advantage against the public body awarding the contract of anyone interested in the proposed
contract; that all statements contained in the bid are true; and, further, that the bidder has not,
directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof,
or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation,
partnership, company association, organization, bid depository, or to any member or agent thereof
to effectuate a collusive or sham bid.
Signature
Subscribed and sworn to before me on
(Date)
(Notary Seal) Signature
Notary Public
5PCO2-16 Revised 2.9.04
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THE CITY OF RANCHO PALOS VERDES
:)F COMPANY; GREAT CLEANING SERVICE
. „ ...� .-Ionarable Mayor and Members of the City Council:
In compliance with the Notice Inviting Sealed Bids, the undersigned hereby agrees to enter into a
contract to fumish all labor, materials, equipment and supplies for the project identified as
CUSTODIAL SERVICES FOR THE CITY OF RANCHO PALOS VERDES FACILITIES in
accordance with the specifications and plans in the Contract Documents which are on file in the
office of the Director of Public Works of the City of Rancho Palos Verdes to the satisfaction and
under the direction of the Director of Public Works at the following prices:
LOCATION
MONTHLY RATE
ANNUAL COST
PARKS
Hesse Park
29301 Hawthorne Blvd
$ 1 , 2 4 7.0 0
$ 14,964.00
Ryan Park
30359 Hawthorne Blvd.
$ 301 .00
$_,3,612.00
Ladera Linda Park
32201 Forrestal Rd.
$ $ 5 3.0 0
$ 10r236.00
Eastview Park
1700 Westmont Ave
$ 119.00
1,428.00
Abalone Cove, Shoreline Park
5970 PVDS
$_L5 0.0 0
$_1,800.00
Point Vicente Interpretive Center
31501 Palos Verdes Drive West
$ 1,408.00
$ 16,896.00
TOTAL FOR PARKS A
$ 48,936.00
CIVIC CENTER BUILDINGS
City Hall
30940 Hawthorne Blvd.
Building, Code Enforcement and Plannin Det
$ 45 2.0 0
$ 5,424.00
City Hall first and second floor all the areas
$ 903.00
$ 1 Q,_836. 0 0
Channel 33 Building
$
$
PV net Annex Building
$ 304.0 0
$aj § 0
TOTAL FOR CIVIC CENTER BUILDINGS (B)
_48_J
$ 200328.00
TOTAL FOR BASE BID (A+B)
$ 6 9.2 ,f 4Q t,
Extra Work for any area added to the contract
$ . 3 3 per sq. ft.
SIXTY-NINE THOUSAND AND TWO HUNDRED & SIXTY-FOUR DOLLARS
Total for Base Bid In Words A+B
SPCO2-16 Revised 2.9.04 00 ,�
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RANCHO PALOS VERDES
TO: HONORABLE MAYOR & CITY COUNCIL MEMBERS
FROM: CITY CLERK
DATE: FEBRUARY 18, 2013
SUBJECT: ADDITIONS/REVISIONS AND AMENDMENTS TO
AGENDA
Attached are revisions/additions and/or amendments to the agenda material received
through (Monday afternoon for the Tuesday, February 19, 2013 City Council meeting:
Item No. Description of Material
E Email from Sunshine
Respectfully submitted,
Carla Morreale
W:WGENDA\2013 Additions Revisions to agendas120130219 additions revisions to agenda through Monday afternoon.doc
From: SunshineRPV@aol.com
Sent: Saturday, February 16, 2013 10:07 AM
To: CC
Subject: RE: Observations on the February 19, 2013 Agenda.
February 16, 2013
MEMO from Sunshine
TO: RPV City Council
RE: Observations on the February 19, 2013 Agenda.
The City Manager has not provided a time estimate for her report.
On Item E. The description of work, Exhibit A, is not in the Staff Report. Does this cost for custodial services
cover all of the City's buildings or is there another contract out there?
Notice that the New Business about agriculture at Upper Point Vicente Park has been postponed.
I was under the impression that informing the Council about the status of trail issues on the borders was to
become a quarterly report starting in February, 2013. If it is on this agenda, I'm not finding it.
Does the City Attorney work for the City Council or the City Manager?
Cd7