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CUSTODIAL MAINTENANCE
SERVICES
EM26-CMS01
City of El Mirage
10000 N El Mirage Rd
El Mirage, AZ 85335
Request For Proposal #EM26-CMS01
Title: Custodial Maintenance
2
City of El Mirage
REQUEST FOR PROPOSAL
Custodial Maintenance Services
I.
PROFESSIONAL SERVICES CONTRACT....................................................
II.
AGREEMENT .........................................................................................
III.
EXHIBIT A ..............................................................................................
Attachments:
A - RFP-EM26-CMS01 Vendor Proposal-Jani Works
Request For Proposal #EM26-CMS01
Title: Custodial Maintenance
3
1.
PROFESSIONAL SERVICES CONTRACT
CITY OF EL MIRAGE
THIS PROFESSIONAL SERVICES CONTRACT, is made and entered into this
day of
, 20
, by and between the City of El Mirage, an Arizona municipal corporation
(“City”), and JANI-WORKS a(n) Arizona Corporation (“Contractor”).
RECITALS
A. The City of El Mirage is authorized and empowered by provisions of the City Code to
execute contracts for professional services by and through its City Manager;
B. The City desires to contract for Contractor to provide Custodial Maintenance Services (“Services”) as
described in the attached scope of work (Exhibit “A”) in accordance with the
terms of this Contract;
C. Contractor is duly qualified to perform the requested Services.
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2.
AGREEMENT
NOW, THEREFORE, in consideration of the mutual promises and obligations set for herein, the parties
hereto agree as follows:
2.1. DESCRIPTION, ACCEPTANCE, DOCUMENTATION
Contractor shall act under the authority and approval of the Contract Administrator for the City to
provide the Services required by this Contract. The Contract Administrator for the City shall be Alec
Eigenberger, (Title) Program Manager/Division Manger II, or designee. The Contract Administrator shall
oversee the execution of this Contract, assist the Contractor in accessing the organization, audit billings,
and approve payments. The Contractor shall channel reports and special requests through the Contract
Administrator. City reserves the right to change the Contract Administrator for the City without prior
approval of the Contractor.
2.2. SERVICE DESCRIPTION
Contractor shall provide the Services described in Exhibit “A.” All work will be reviewed, evaluated,
approved, and monitored by the Contract Administrator to determine acceptable completion. Review
and approval by the Contract Administrator shall not relieve Contractor of any liability for improper,
negligent or inadequate services rendered pursuant to this Contract. Contractor shall provide all work
necessary to assure the Services are completed in a timely and efficient manner consistent with service
requirements, including, but not limited to, working in close interaction with, and interfacing with, City
and its designated employees, and working closely with others, including other consultants or
contractors retained by City.
2.3. DOCUMENTATION AND DATA
All documents, including but not limited to, data compilations, studies, and reports which are prepared
in the performance of this Contract are to be, and remain the property of, the City and are to be
delivered to the Contract Administrator before final payment is made to the Contractor.
2.4. FEE SCHEDULE, RECORDS, AUDIT RIGHTS
The Contractor shall be paid for all Services provided pursuant to the terms of this Contract, inclusive of
all expenses under this Contract, shall not exceed $134,327.00.
The Contract Administrator reserves the exclusive right to determine the amount of work performed
and payment due the Contractor on a monthly basis. Contractor shall maintain all books, paper
documents, accounting records and other evidence pertaining to such monthly billings and shall make
such materials available at all reasonable times to the Contract Administrator. Monthly billings shall be
accompanied by such documentation as the Contract Administrator may require to make a
determination of work performed and payment due.
Contractor’s records (hard copy, as well as computer readable data) and any other supporting evidence
deemed necessary by the City to substantiate charges and claims related to this Contract shall be open
to inspection and subject to audit and/or reproduction by City’s authorized representative to the extent
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necessary to adequately permit evaluation and verification of cost of the work, and any invoices, change
orders, payments or claims submitted by the Contractor or any of its payees pursuant to the execution
of the Contract. The City’s authorized representative shall be afforded access, at reasonable times and
places, to all of the Contractor’s records and personnel pursuant to the provisions of this article
throughout the term of this contract and for a period of three years after last or final payment.
Contractor shall require all subcontractors, insurance agents, and material suppliers (payees) to comply
with the provisions of this article by insertion of the requirements hereof in a written contract
agreement between Contractor and payee. Such requirements will also apply to any and all
subcontractors.
If any audit in accordance with this article discloses overcharges of any nature by the Contractor to the
City in excess of one percent (1%) of the total contract billings, the actual cost of the City’s audit shall be
reimbursed to the City by the Contractor. Any adjustments and/or payments which must be made as a
result of any such audit or inspection of the Contractor’s invoices and/or records shall be made within a
reasonable amount of time (not to exceed 90 days) from presentation of City’s findings to Contractor.
2.5. ADDITIONAL SERVICES; PRICE ADJUSTMENT
The total Scope of Work to be performed by Contractor in accordance with this Contract is set forth
herein and in Exhibit “A.” Services not included in this Contract, including Exhibit “A,” will be considered
Additional Services. Contractor shall not perform any Additional Services without written authorization
from the City. It shall be presumed that all Services performed/provided by Contractor were included in
the Contract and contemplated by Contractor as being part of the original Scope of Work and the fees
set forth herein, unless such Services have been separately approved by the City, in writing, as
Additional Services. Contractor shall not be paid for any Additional Services that are not authorized by
the City in writing.
2.6. OWNERSHIP
Upon receipt of payment for Services, Contractor grants to City, and shall cause its subcontractors to
grant to City, the exclusive ownership of any and all copyrights, if any, to evaluations, reports, drawings,
specifications, project manuals, surveys, estimates, reviews, minutes, and other intellectual work
product as may be applicable ("Work Product"). This grant is effective whether the Work Product is on
paper (e.g., a "hard copy"), in electronic format, or in some other form. Contractor warrants, and agrees
to indemnify, hold harmless and defend City for, from and against any claim that any Work Product
infringes on third-party proprietary interests. City may reuse the Work Product at its sole discretion. In
the event the Work Product is used for another project without further consultations with Contractor,
the City agrees to indemnify and hold Contractor harmless from any claim arising out of the Work
Product. In such case, City will also remove any title block from the Work Product.
2.7. TERM AND EXTENSION
This Contract shall be in full force and effect only when approved and signed by City’s City Manager as
attested by the City Clerk. This Contract begins on the Effective Date and continues for three (3) years to
08/31/2029, with an option to extend for an additional two (1) year extensions.
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2.8. TERMINATION
1. Termination for Cause
The City has the right to terminate this Contract for cause in the event Contractor materially breaches
any provision of this Contract or portion of the Services and fails to remedy the breach within five (5)
business days of notification of the breach, if the breach is remedial. If Contractor fails to remedy the
breach or if the breach is not remedial, City may terminate this Contract for cause immediately upon
written notice to Contractor. In the event the City terminates this Contract or any part of the Services as
herein provided pursuant to this Section 1, the City shall notify the Contractor in writing, and
immediately upon receipt of such notice, the Contractor shall discontinue all work under this Contract.
Upon termination for cause, Contractor shall immediately deliver to the City all drawings, research,
data, studies, reports, estimates and any and all other documents or work product generated by the
Contractor under the Contract, together with all unused material supplied by the City. Contractor shall
be responsible only for such portion of the work which has been completed and accepted by the City.
Use of incomplete data by the City shall be the City’s sole responsibility.
In the event of termination for cause, Contractor shall only be compensated a portion of the agreed
upon fee for such portion of the work that City agrees, in its sole discretion to accept. City shall have no
obligation to accept any portion of Contractor’s work if the contract is terminated for cause, and shall
have no obligation to pay Contractor for any portion of the work, if any, not accepted by City.
If the Contractor materially fails to fulfill in a timely and proper manner its obligations under this
Contract, of if the Contractor violates any of the covenants, agreements, or stipulations of this Contract,
the City may withhold from payment due to the Contractor such amounts as are necessary to protect
the City’s position for the purpose of set-off until such time as the exact amount of damages can be
determined.
2. Termination for Convenience
The City has the right to terminate this Contract for convenience or to abandon any portion of the work
for which Services have not been performed by the Consultant. In the event the City terminates this
Contract or any part of the Services as herein provided pursuant to this Section 3.2.2, the City shall
notify the Contractor in writing, and immediately upon receipt of such notice, the Contractor shall
discontinue all work under this Contract.
Upon such termination for convenience or abandonment, the Contractor shall immediately deliver to
the City all drawings, research, data, studies, reports, estimates and any and all other documents or
work product generated by the Contractor under the Contract, together with all unused material
supplied by the City. Contractor shall be responsible only for such portion of the work which has been
completed and accepted by the City. Use of incomplete data by the City shall be the City’s sole
responsibility.
The Contractor shall receive as compensation in full for Services performed to the date of such
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termination or abandonment, a fee for the percentage of Services actually completed and accepted by
the City. This fee shall be in an amount to be mutually agreed upon by the Contractor and the City,
based upon the scope of work set forth in Exhibit “A’ and the payment schedule set forth in Article 2,
hereof. If mutual agreement cannot be reached after reasonable negotiation, the Contract
Administrator shall determine the percentage of satisfactory completion of each task set forth in the
scope of work contained in Exhibit “A” and the amount of compensation Contractor is entitled to for
such work and the Contract Administrator’s determination in this regard shall be final. The City shall
make such final payment within sixty (60) days after the Contractor has delivered the last of the partially
completed items.
2.9. ENTIRE AGREEMENT
This Contract constitutes the entire understanding of the parties and supersedes all previous
representations, written or oral, with respect to the Services specified herein. This Contract may not be
modified or amended except by a written document, signed by authorized representatives of each
party.
2.10. ARIZONA LAW
This Contract shall be governed and interpreted according to the laws of the State of Arizona. Any action
brought to interpret or enforce any provision of this Contract that cannot be administratively resolved,
or otherwise related to or arising from this Contract, shall be commenced and maintained in the state or
federal courts of the State of Arizona, Maricopa County, and each of the parties, to the extent permitted
by law, consents to jurisdiction and venue in such courts for such purposes.
2.11. COMPLIANCE WITH LAWS
Contractor shall comply with all existing and subsequently enacted federal, state and local laws,
ordinances, codes, and regulations that are, or become applicable to this Contract. If a subsequently
enacted law imposes substantial additional costs on Contractor, a request for an amendment may be
submitted pursuant to this Contract.
2.12. MODIFICATIONS
Any amendment, modification or variation from the terms of this Contract shall be in writing and shall
be effective only after approval of all parties signing the original Contract.
2.13. ASSIGNMENT
Services covered under this Contract shall not be assigned or sublet in whole or in part without the prior
written consent of the Finance Director and Contract Administrator.
2.14. SUCCESSORS AND ASSIGNS
This Contract shall extend to and be binding upon Contractor, its successors and assigns, including any
individual, company, partnership or other entity with or into which Contractor shall merge, consolidate
or be liquidated, or any person, corporation, partnership or other entity to which Contractor shall sell its
assets.
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2.15. ATTORNEY’S FEES
In the event either party brings any action for any relief, declaratory or otherwise, arising out of this
Contract, or on account of any breach or default hereof, the prevailing party may be entitled to receive
from the other party reasonable attorneys’ fees and reasonable costs and expenses determined by the
court sitting without a jury or arbitration board, which shall be deemed to have accrued on the
commencement of such action and shall be enforceable whether or not such action is prosecuted to
judgment or by arbitration award.
2.16. INDEPENDENT CONTRACTOR
The Services Contractor provides under the terms of this Contract to the City are that of an Independent
Contractor, not an employee or agent of the City. The City will report the value paid for these Services
each year to the Internal Revenue Service (I.R.S.) using Form 1099.
City shall not withhold income tax as a deduction from contractual payments. As a result of this,
Contractor may be subject to I.R.S. provisions for payment of estimated income tax. Contractor is
responsible for consulting the local I.R.S. office for current information on estimated tax requirements.
Contractor will not be entitled to any benefits provided by City to its employees, including, but not
limited to, health benefits, workers’ compensation, unemployment coverage, deferred compensation,
and all other typical employee benefits.
2.17. CONFLICT OF INTEREST
The City may cancel any contract or agreement, without penalty or obligation, if any person significantly
involved in initiating, negotiating, securing, drafting or creating the contract on behalf of the City’s
departments or agencies is, at any time while the contract or any extension of the contract is in effect,
an employee of any other party to the contract in any capacity or a consultant to any other party to the
Contract with respect to the subject matter of the Contract. The cancellation will be effective when
written notice from the City is received by all other parties to the Contract, unless the notice specifies a
later time (A.R.S. §38-511).
2.18. NOTICES
All notices or demands required to be given pursuant to the terms of this Contract shall be given to the
other party in writing, delivered by hand or registered or certified mail, at the addresses set forth below,
or to such other address as the parties may substitute by written notice given in the manner prescribed
in this paragraph.
In the case of Contractor:
JANI-WORKS
Attn: Harold Valencia
3132 E 46th street
Tucson, AZ 85713
In the case of City
City of El Mirage
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Attn: City Manager
10000 North El Mirage Road
El Mirage, Arizona 85335
With a copy to:
City of El Mirage
Attn: City Attorney
10000 North El Mirage Road
El Mirage, Arizona 85335
Notices shall be deemed received on date delivered, if delivered by hand, and on the delivery date
indicated on receipt if delivered by certified or registered mail.
2.19. FORCE MAJEURE
Neither party shall be responsible for delays or failures in performance resulting from acts beyond their
control. Such acts shall include, but not be limited to, acts of God, riots, acts of war, epidemics,
governmental regulations imposed after the fact, fire, communication line failures, power failures, or
earthquakes.
2.20. TAXES
Contractor shall be solely responsible for any and all tax obligations which may result out of the
Contractor’s performance of this Contract. The City shall have no obligation to pay any amounts for
taxes of any type incurred by the Contractor.
This Contract may be executed in one or more counterparts, and each originally executed duplicate
counterpart of this Contract shall be deemed to possess the full force and effect of the original.
2.21. SUBCONTRACTORS
During the performance of the Contract, the Contractor may engage such additional subcontractors as
may be required for the timely completion of this Contract. The addition of any subcontractors shall be
subject to the prior approval of the City.
In the event of subcontracting, the sole responsibility for fulfillment of all terms and conditions of this
Contract rests with the Contractor.
2.22. INDEMNIFICATION
The Contractor agrees, to the fullest extent permitted by law, to indemnify and hold harmless the City,
its officers, directors and employees (collectively, City) against all damages, liabilities or costs, including
reasonable attorneys’ fees and defense costs, to the extent caused by the Contractor’s negligent
performance of professional services under this Contract and that of its subcontractors or anyone for
whom the Contractor is legally liable.
The City agrees, to the fullest extent permitted by law, to indemnify and hold harmless the Contractor,
its officers, directors, employees and subcontractors (collectively, Consultant) against all damages,
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liabilities or costs, including reasonable attorney’s fees and defense costs, to the extent caused by the
City’s negligent acts in connection with the Services and the acts of its contractors, subcontractors or
consultants or anyone for whom the City is legally liable.
Neither the City nor the Consultant shall be obligated to indemnify the other party in any manner
whatsoever for the other party’s own negligence or for the negligence of others.
2.23. INSURANCE
The Contractor shall secure and maintain at all times that this Contract is in effect, insurance coverage
which shall include statutory workers’ compensation, comprehensive general and automobile liability,
owner’s and Contractor’s protective liability insurance and errors and omissions professional liability.
The comprehensive general and automobile liability limits shall be no less than one million dollars
($1,000,000) combined single limit. The owner’s and Contractor’s protective liability limits shall be no
less than one million dollars ($1,000,000) for each occurrence and one million dollars ($1,000,000) policy
aggregate naming the City as an additional insured. The minimum amounts of coverage for Contractor’s
professional liability shall be one million dollars ($1,000,000). In other than errors and omissions
professional liability, City’s and Contractor’s protective liability and worker’s compensation, the City of El
Mirage shall be named as an additional insured.
All insurance coverage shall be written through a carrier licensed in Arizona, or an approved non-
admitted list of carriers published by the Arizona Department of Insurance, and possessing an A.M. Best
rating of at least A- or above with policies and forms satisfactory to the City.
The Contractor shall submit to the City a certificate of insurance evidencing the coverage and limits
stated in the foregoing paragraph within ten (10) days of award of this Contract. City shall not issue a
“Notice to Proceed” until after Contractor has submitted the certificate of insurance to City. Insurance
evidenced by the certificate shall not expire or be canceled or materially changed without thirty (30)
days prior written notice to the City, and a statement to that effect must appear on the face of the
certificate and the certificate shall be signed by a person authorized to bind the insurer.The insurance
policies, except Workers’ Compensation required by this Contract, shall name the City, its
agents, representatives, officers, directors, officials and employees as Additional Insureds.
2.24. COOPERATIVE PURCHASING
While this Contract is for the City of El Mirage, other public agencies and political subdivisions may
express interest in utilizing the Contract. In addition to the City of El Mirage, and with approval of the
Contractor, this Contract may be extended for use by other eligible public agencies (i.e. municipalities,
school districts, nonprofit educational institutions, public health institutions, community facilities
districts, and government agencies of the State). Eligible public agencies may elect to utilize the contract
through cooperative purchasing (or piggybacking) on the contract and do so at their discretion. No
volume is implied or guaranteed, and the Contractor must be in agreement with the cooperative
transaction. The Strategic Alliance for Volume Expenditures (SAVE), a group of school districts and other
public agencies, have signed an intergovernmental cooperative purchase agreement to obtain
economies of scale. As a member of SAVE, the City of El Mirage will act as the lead agency. Any such
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usage by other participating public agencies must be in accordance with the ordinance, charter and/or
procurement rules and regulations of the respective public agency. Potential participating public
agencies (i.e. municipalities, school districts, nonprofit educational institutions, public health
institutions, community facilities districts, and government agencies of the State) recognize potential
equipment, logistical and capacity limitations by the Contractor may limit the Contractor's ability to
extend use of this Contract. Any orders placed to the Contractor will be placed by the specific public
agency participating in this purchase, and payment for purchases made under this Contract will be the
sole responsibility of each participating public agency. The City of El Mirage shall not be responsible for
any disputes arising out of transactions made by others.
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3.
EXHIBIT A
3.1. Location of Work
All work under this Request for Proposal (RFP) shall be performed within the City of El Mirage, located in
Maricopa County, Arizona. A map identifying the project sites is included as Exhibit A.
The facilities included in this solicitation are as follows:
A. City Hall
10000 North El Mirage Road, El Mirage, Arizona
B. Senior Center / Court / Customer Service Complex (3 Buildings)
14010 North El Mirage Road, El Mirage, Arizona
C. Parks and Recreation Facility
10355 North 121st Avenue, El Mirage, Arizona
D. Police Department
12401 West Cinnabar Avenue, El Mirage, Arizona
E. Fire Department (Administrative Area Only)
13601 North El Mirage Road, El Mirage, Arizona
F. Public Works Facility (2 Buildings)
10355 North 121st Avenue, El Mirage, Arizona
G. Cada Uno Facility14406 North Alto Street, El Mirage, Arizona
H. Library 13513 North El Mirage Road, El Mirage, Arizona
3.2. Facility Access
A. Access to Facilities
The City of El Mirage shall provide the Contractor with all necessary security codes, building
entry keys, and/or key card access required to perform the contracted services. The Contractor
shall be authorized and required to lock and unlock doors as necessary for personnel
performing the required services. The Contractor shall be responsible for safeguarding all keys,
access cards, and security information provided by the City.
B. Service Hours
Unless otherwise authorized in writing by the City of El Mirage, all custodial services shall be
performed Monday through Friday between the hours of 5:00 p.m. and 10:00 p.m.
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C. City Hall Council Chambers
Custodial services for the City Hall Council Chambers shall be performed:
• On Mondays and Wednesdays between the hours of 8:00 a.m. and 5:00 p.m.; and
• After 12:00 p.m. (noon) prior to regularly scheduled City Council meetings held on the
2nd and 4th Tuesday of each month.
3.3. Proposed Work
The work to be performed under this Contract shall consist of providing all labor, supervision, materials,
supplies, equipment, and transportation necessary to perform custodial services on a regular and
ongoing basis for the buildings identified in this Request for Proposal (RFP).
3.4. Time is of the Essence
Because the City of El Mirage provides services that involve the health, safety and welfare of the general
public, delivery time is of the essence. Delivery must be made in accordance with the delivery schedule
promised by the Contractor
3.5. Property Damage
Contractor shall be responsible for repair of any damage to City of El Mirage property and restoration of
any facility damage beyond normal wear and tear, caused by Contractor's maintenance
activities. Repair and restoration shall be performed at no cost to the City of El Mirage.
3.6. Contract Time
This Contract is a (3) three-year contract and commences on September 2026 and expires September
2029. If renewed, the contract is an annual contract. Contract renewal shall be within 30 days of
contract expiration.
The City of El Mirage may at its sole option and with the consent of the Contractor, extend the period of
this agreement up to two (2) additional years in one (1) year increments. Any price increase must be
mutually agreed upon by the City and the Contractor. The Contractor shall be notified in writing when
the contract renewal has been approved.
Either party has the right to cancel this contract at any time with a (30) thirty day written notice.
3.7. IMPLEMENTATION AND WORK PLAN
All Bidders shall submit, as part of their RFP response, a detailed thirty (30) day implementation plan
demonstrating the Bidder’s ability to successfully commence services for the City of El Mirage on the
contract start date. Bidders shall also provide a comprehensive written work plan that includes, at a
minimum, the following information:
A. The estimated number of personnel and man-hours assigned to each building necessary to meet the
specifications of this Contract.
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B. A backup staffing plan to address employee absenteeism, vacations, emergencies, and other staffing
shortages.
C. The number and level of supervisors proposed.
D. The type, quantity, of equipment to used per building.
E. A detailed list of supplies, materials, and cleaning chemicals proposed for use in each building to fulfill
the requirements of this Contract.
Failure to provide all required information above may result in the Bidder being deemed non-responsive
and subject to disqualification from further consideration.
3.8. Contractor's Employees
A. Wherever “security clearance” is referred to, it shall be understood that it refers to a
security/criminal history background investigation. It is to include fingerprint clearance through
the Arizona Department of Public Safety. The completed report(s) shall be provided to the
designated representative of the City of El Mirage Police Department at least three (3) days,
excluding weekends and holidays, in advance of the need for access.
B. Contractor shall submit, at the Pre-Start up Meeting, a current list of the names, addresses,
Social Security numbers, and security clearance reports for all employees who will perform work
under this Contract. Changes in the employment list shall be reported to the City of El Mirage
no less than three (3) days before the changes become effective. Employees must have a
security clearance to work on the City of El Mirage property.
C. Contractor shall provide appropriate training to employees prior to the beginning of service and
have an on-going training program in place under this Contract to ensure competent
performance of the work during scheduled hours. The Contractor shall provide, when
submitting names of employees, documentation of the type and amount of training received by
each employee.
D. Contractor is not allowed to employ undocumented persons to perform custodial services or
any services in the City of El Mirage facilities.
E. All representatives of the Contractor's company must be fluent enough in the English language
to converse intelligibly with City of El Mirage management and other personnel. The
Contractor's Supervisor must be fluent in the English language.
F. Contractor hereby agrees that any of its employees who may be assigned to the City of El
Mirage buildings to satisfy Contractor's obligations under this Contract shall be used exclusively
for that purpose during the hours when they are working in areas covered by this Contract and
shall perform no other custodial work at the City of El Mirage facilities.
A. During the performance of this contract the Contractor will follow the Federal government's
Affirmative Action guidelines to ensure that employees or applicants applying for employment
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will not be discriminated against because of race, color, religion, sex or national origin, age, legal
alienage, pregnancy, disability, or union activity.
3.9. Employee Identification, Building Access, and Security Clearance
A. All Contractor employees are to be in uniforms that bear the company name or logo. Uniforms
are not to be dirty, stained or torn. Employees should not wear sandals or open-toed shoes,
shorts or clothing associated with gangs.
B. Only authorized Contractor employees are allowed on the premises of the City of El Mirage
buildings. Contractor's employees are not to be accompanied in the work area by
acquaintances, family members, assistants or any other person unless said person is an
authorized Contractor employee.
C. The Contractor may sub-contract work to be done. Sub-contracted employees may not have a
security clearance as required for the Contractor’s employees.
1. The contractor will be responsible for notifying the Public Works Director or designee at
least five days prior to any sub-contract work to be done in any of the City facilities.
2. The Contractor will be responsible for ensuring that an employee who has received
clearance accompany and maintain constant oversight of workers who have not obtained a
security clearance. If a Contractors employee who has a security clearance is not available,
arrangements can be made with the City to have a City employee available to supervise the
workers. The contractor may be required to reimburse the City for all associated overtime
costs.
3. The contractor is responsible for providing the name, address, date of birth and social
security numbers of these employees to the designated Police Department representative.
D. If, for any reason, the person(s) employed by the Contractor and normally assigned to clean the
City facilities are not available, the Contractor may provide a substitute employee. However, if
that person is not on the approved list of employees who have a security clearance, the
Contractor shall assign a supervisor who has a security clearance to supervise the
employee. This procedure is only allowed for short durations and to be used at a minimum.
E. The Contractor will advise the designated Police Department representative at least 12 hours
prior to assigning that person. Included in the notification will be the employee’s full name,
address, date of birth, and social security number.
F. Prior to scheduling any custodial services, Contractor shall submit a current list of names,
addresses, social security numbers and a completed security clearance report listing any and all
results of the investigation for all employees requiring access to any City facilities. Contractor is
responsible for obtaining security clearances for all employees at their sole expense.
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G. The City of El Mirage reserves the right to change any restricted areas as operations may
dictate.
H. All employees assigned to work in any City facility shall have a security clearance before access
to facilities is given. The security clearance will be conducted prior to any employee entering
work. The information will be provided to the City of El Mirage at least three (3) days, excluding
weekends and holidays, in advance of the need for access.
I. In its sole discretion, the City of El Mirage may, at any time, refuse to allow an employee access to an
area for the reasons listed below, but not limited to the following reasons:
1. Conviction of a felony.
2. Conviction of a misdemeanor (not including traffic or parking violation).
3. A person currently on parole or probation.
4. A person currently identified as the subject of a criminal investigation.
5. Any person with outstanding warrants (including traffic and parking violations)
3.10. Type of Supervision
The Contractor shall provide qualified on-site supervision for each work shift to ensure the satisfactory
and competent performance of all services required under this Contract during scheduled working
hours. In addition, the Contractor or its authorized representative shall conduct routine daily inspections
to verify that all work is being performed in accordance with the requirements and standards of this
Contract.
The Contractor’s Job Manager and supervisory personnel shall be literate and fluent in the English
language to ensure the ability to read and understand chemical labels, safety information, work
instructions, and signage, and to effectively communicate with City management and personnel.
On-site supervisory personnel shall also be able to effectively communicate in the primary language
spoken by the custodial staff to ensure proper direction, training, and oversight of assigned personnel.
3.11. Laws and Regulations
Contractor shall comply with all applicable federal law, state law, the City of El Mirage Municipal Code,
regulations and rules, including, but not limited to:
OSHA Guideline Compliance
1. MATERIAL SAFETY DATA SHEETS - Contractor shall furnish to the City of El Mirage copies of
Material Safety Data Sheets (MSDS), for all products used on an annual basis. In addition,
each time a new chemical or cleaning product is introduced into any facility, a copy of that
product's MSDS must be provided to the Public Works Department prior to the product
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being used in any facility. Contractor must also provide a list of products being used at each
facility and on what surface.
2. The Materials Safety Data Sheets must be in compliance with OSHA Regulation 1910.1200,
paragraph g.
3. CAUTION SIGNS - Contractor shall use caution signs as required by OSHA Regulation
1910.1200, paragraph f, concerning the labeling of all chemical containers.
4. CAUTION SIGNS - Contractor shall use caution signs as required by OSHA Regulation
1910.144 and 1910.145 at no cost to the City of El Mirage. Caution signs must be on-site
during each scheduled cleaning.
5. OSHA GUIDELINES OF BLOOD PATHOGENS - Contractors shall comply with the OSHA
Standards 29CFR 1910.1030.
6. Contractor shall be responsible for compliance with all OSHA rules and regulations on date
of Contract acceptance and shall provide proof to the City of El Mirage.
7. Failure of Contractor or their employees to comply with all applicable laws, regulations and
rules shall permit the City of El Mirage to immediately terminate the contract without
liability.
3.12. Performance
A. Contractor's Performance
The Custodial Contractor shall furnish all necessary trained personnel, supervision, scheduling,
equipment and tools (and maintenance), cleaning chemicals, supplies and other accessories required to
perform the custodial services at the City of El Mirage’s facilities designated in the Scope of Work. All
work shall be performed in strict accordance with the conditions, provisions, standards and
specifications described herein.
B. Quality and Acceptability of Work
The Public Works Director or designee shall decide all questions which may arise as to the quality and
acceptability of any work performed under the contract. If, in the opinion of the Public Works Director
or designee, performance becomes unsatisfactory, the City of El Mirage shall notify the Contractor, its
authorized representatives or agents in writing.
C. Contacting the Contractor
The Contractor must have a telephone number where it can be contacted immediately anytime during a
twenty- four (24) hour period and the Contractor must call back within sixty (60) minutes of the
originating call. The Contractor's telephone number must be free of charge.
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3.13. Performance Standards
A. It is the objective of the City to obtain full cleaning performance in accordance with the terms of
the specifications and at the quality standards of work set forth in this contract. To this end, the
City is contracting for the complete performance of each cleaning job as specified in this
contract. Therefore, deductions (Liquidated Damages) for tasks not completed or not
satisfactorily completed shall be made in accordance with the schedule detailed herein.
B. The Public Works Director or designee shall contact the Contractor by telephone, fax, or email to
notify them of performance issues. The Public Works Director shall also notify the Contractor of
written complaint(s) received from building occupants. The Contractor shall be required to
respond to any major problem(s) within two (2) hours, once notified by the Public Works
Director or designee, or be charged a deduction.
C. The Public Works Director shall maintain a file of incoming complaints whether they be written,
oral, or by telephone. This file shall contain the date, time, building, name of the person making
the complaint, phone number and time the Contractor was notified, or a copy of the notification
letter and fax record.
D. Major problems require immediate attention and shall be responded to and corrected within
two (2) hours. Examples of major problems include, but are NOT limited to toilets not cleaned,
not stocking sufficient paper products in large areas, offices not cleaned, or trash removed, etc.
The Public Works Director or designee shall have authority to classify a complaint as major or
minor.
E. Minor problems require correction during the next day’s normal clean up, however a continuing
record of minor complaints shall result in a deduction. Examples of minor problems include, but
are not limited to, a trash can not emptied, a small area not vacuumed, toilet paper in one stall
out, etc. Failure by the Contractor to respond to specific complaints as stated above, as well as
preventing continuing occurrences of such complaints, may result in deductions of invoiced
payments or termination of this contract agreement.
F. Failure to clean an entire building or site shall result in a separate deduction for
nonperformance. After three (3) occurrences of nonperformance, the city, at its discretion, may
begin default proceedings. The Contractor, to handle an instance of nonperformance, shall send
personnel to the missed site within one hour of notification of an event of nonperformance for
immediate servicing of that location. However, this shall not relieve the Contractor of being
charged the deductions or this counting towards the three occurrences. If the Contractor does
not respond in one hour, the Public Works Director may exercise the City’s right to terminate for
default.
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3.14. Liquidated Damages
Failure of the Contractor to respond to problems referred to them by the Public Works Director within
the time limits established above shall result in the following deductions from invoiced payments:
A. Major problems not responded to within the established time limits will result in a deduction of
5% of the monthly cost of cleaning the entire building.
B. Minor problems not responded to within the established time limits will be one (1) day’s cost of
cleaning for the entire building experiencing the problem (the formula to arrive at the deduction
is: monthly facility cost divided by workdays in month = per day cost of cleaning that location).
C. Nonperformance deductions shall be equal to 100% of the monthly charge for the missed
facility.
D. Continued reporting of major and minor compliance failures of five (5) or more for any month
will result in a 10% DEDUCTION OF THE TOTAL MONTHLY CONTRACT COST.
E. Inspection reports for a one (1) month period will be reviewed prior to the first meeting of the
following month. Should these inspection reports indicate an overall unsatisfactory rating for
that month; the City will impose a 10% DEDUCTION OF THE TOTAL MONTHLY CONTRACT COST
on the next payment. (Inspection reports will be discussed weekly with the Public Works
Director or designee, and therefore, Contractor should be fully informed and aware that
punitive deductions are forthcoming).
F. Three occurrences of nonperformance in a twelve-month period may result in the decision to
terminate this contract due to default.
3.15. Inspections
A. The Public Works Director or designee will conduct random inspections of the area covered
under this Contract.
B. The Public Works Director or designee shall conduct joint inspections with the Contractor of
each location on a monthly basis. The date and time shall be mutually agreed upon.
3.16. Storage Space
Contractor may store supplies, materials and equipment in a storage area, designated by the Public
Works Director or designee, on the City of El Mirage facility premises. The Contractor agrees to keep its
portion of this storage area in accordance with all applicable fire regulations. The use of the City of El
Mirage storage facilities will be on a space-available basis and subject to the approval of the Public
Works Director or designee.
A. Keep janitorial closets and slop sink rooms in a clean and orderly condition.
B. Keep storage closets, utility and telephone rooms in an orderly condition. No storage in
utility/phone closets.
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3.17. Telephone Service
A. Contractor shall be allowed job-related use of the City of El Mirage telephone at no cost to the
Contractor. The Contractor will pay any cost or repair damage caused by Contractor to the telephone
equipment over and above normal wear and tear. No toll charges will be allowed by Contractor's
employees. Any toll charges will be reimbursed to the City of El Mirage by the Contractor
B. A list of emergency telephone numbers shall be maintained at the work locations by the Contractor
and will include the Police and Fire Departments.
3.18. City Holidays
Janitorial Services shall not be provided during City holidays as listed below except for the Police
Department Buildings:
• New Year’s Day
• Martin Luther King Jr. Day
• Presidents’ Day
• Memorial Day
• Independence Day
• Labor Day
• Veterans Day
• Thanksgiving Day
• Christmas Day
3.19. Work Time Designations
Unless designated otherwise, the following time schedules are applicable:
A. All services are to be performed between the hours of 5:00pm and 10:00pm unless otherwise
requested in writing by the City of El Mirage.
B. Custodial services are to be done five (5) days a week, Monday through Friday except for the
Police Department which is to be done six (6) days a week, Monday through Saturday.
C. One time daily - daily work to be performed each day at Contractor's discretion.
D. Once per week (weekly) - work to be performed once per week at Contractor's discretion, a
minimum of four (4) days apart.
E. Twice per week - work to be performed twice per week at Contractor's discretion, a minimum of
two (2) days apart.
F. Three times per week - work to be performed on Monday, Wednesday and Friday.
G. Once per month (monthly) - work to be performed once per month, a minimum of three (3)
weeks apart.
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H. Twice per month - work to be performed twice per month, a minimum of two (2) weeks apart.
I.
As needed - determined by the Public Works Director or designee.
3.20. Floor Space
All floor spaces at all locations is applicable unless specifically exempted
3.21. Deliveries
Contractor’s employees are strictly prohibited from signing for, acknowledging receipt of, or otherwise
accepting deliveries on behalf of the City of El Mirage or any City department. Any deliveries requiring
acceptance shall be handled exclusively by authorized City personnel.
3.22. Pre-start up meeting
A. The successful Contractor shall be required to attend a start-up meeting with the Public Works
staff no less than one (1) week prior to the contract start date. Such meeting may include a
walk-through of each facility.
B. A Contractor supervisor shall be on-site to orient employees the first day of the Contract.
Throughout the entire Contract period, a Contractor supervisor shall be on-site to orient new
employees or employees newly assigned to a specific location
3.23. Additions, Deletions, Changes
The Public Works Director may at any time, as the need arises, order changes within the scope of the
work without invalidating the agreement. If such changes increase or decrease the amount due under
the Contract Documents, an equitable adjustment shall be authorized by written Change Order.
3.24. Quarterly Review
A management representative of the successful Contractor will attend a quarterly compliance review
with the Public Works staff. The Contractor will be notified of the exact time and place of each meeting.
3.25. End of Contract Review
A. Approximately ten (10) days prior to the end of the contract, the Contractor's representative will
schedule a walk-through inspection of the facilities to review their cleanliness.
B. If the cleanliness level is below that of the cleanliness standards established by the terms,
conditions and provisions of the Contract, the City of El Mirage will hold the last monthly
payment for that facility until the cleanliness standards are met
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3.26. Safety Measures
A. Contractor must certify that all employees and representatives are trained to recognize and
understand the Universal Safety Symbols. The Contractor's supervisor shall be fluent in the
English language and the language of the custodians. Representatives of the Contractor must be
fluent in English. However, for better communication between the Contractor and the
employees, the Contractor may provide the following information to the employees:
A. Provide all MSDS sheets in English and Spanish languages.
B. Label all containers in English and Spanish languages.
C. Post all custodial instructions and schedules in English and Spanish languages.
D. The Contractor's supervisors must be fluent in the English language and shall be available to the
City of El Mirage personnel.
3.27. Alteration of Work
The City of El Mirage reserves the right to make alterations to specific work hours as may be found
necessary or desirable. Such changes shall not invalidate the Contract nor release the surety, and the
Contractor agrees to perform the work as altered the same as if it had been a part of the original
Contract. The City of El Mirage will make arrangements to cover unforeseen circumstances, which make
it impossible to carry out the work in accordance with the original Contract plans and specifications.
3.28. Quality Control
Contractor should provide a monthly Maintenance/Cleaning Calendar that reflects the Cleaning
Specifications and requirements and their scheduled cleaning days. This calendar must be forwarded to
the Agent prior to the start of each month.
A. A sample must be included with the Contractor's Request for Proposal (RRP).
B. This Cleaning Schedule will be utilized to ensure that all specifications are successfully being
adhered to.
3.29. Training
The Contractor will provide training to their staff in the areas of job safety, hazardous communication,
clean and disposal of blood borne pathogens, site tours and floor care services. The Contractor will
maintain records of all required training and will provide copies of training to the City of El Mirage upon
request.
3.30. Carpet Cleaning
A. Complete Carpet cleaning shall only be performed when authorized.
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B. Carpet Care guidelines will be that of Manufacturers’ approved cleaning process and
appropriate equipment.
C. The Contractor shall not clean carpets unless authorized by the Agent in writing and must obtain
a valid purchase order in the amount for the work request prior to commencement.
3.31. Janitorial Supplies
A. The Contractor shall provide all cleaning chemicals and equipment necessary to perform the
cleaning standards of the contract. The Contractor is required to use floor care products that
meet and are guaranteed by the manufacturer, to equal or surpass the test method developed
by the American Society of Testing Material (ASTM) for determining the slip resistance of floor
finishes (ASTM D2047).
B. Supplies.
1. Chemical Supplies: This list is not inclusive, but the minimum standard required:
1. Graffiti cleaner
2. Carpet spot remover/cleaner
3. Disinfectant
4. Germicide
5. Mild detergent
6. Metal cleaner/polish
7. Furniture polish
2. Biohazard Kit - Maintain a minimum of one biohazard kit at the Public Safety Building at all times.
C. Equipment
The Contractor shall provide a list of type and quantity of equipment that will be utilized at each location
in the performance of this contract. A copy of the specification of each type of equipment shall be
attached to the RFP. The equipment submitted shall be kept current and operating in all facilities at all
times for the life of the contract.
3.32. Scope of Work
A. General - (Daily Unless Otherwise Noted)
a. Secure all areas.
b. Polish and vacuum all furniture, wooden counters and tabletops (Weekly).
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c. All trash shall be removed to pre-designated area.
d. All recycling shall be removed to pre-designated areas.
e. Vacuum all carpets using a certified Hepa (or better) filtered vacuum.
f.
Sweep all flooring using approved dust down preparations; damp mop all flooring in
entrance foyers.
g. Spot clean all carpeting (using approved Manufacturer process & materials)
h. Wash and sanitize all water fountains & coolers including upper and lower air vents.
i.
Clean all doors and door jams. (Weekly)
j.
Clean door glass (both sides)
k. Wipe all wall surfaces (Monthly).
l.
Clean all white “write on” boards unless “SAVE” is written on them. (Weekly).
m. High dust all sprinklers, ventilation grills, and all other ceiling fixtures as appropriate.
(Quarterly)
n. Vacuum all overhead ventilation grills using a certified HEPA (or better) filtered vacuum.
(Quarterly)
o. Wash down patios (Weekly)
A. All Restrooms - (Daily Unless Otherwise Noted)
1. Sweep, then wet mop restroom floors with germicidal detergent and clean water, including
baseboard. Maximum care will be taken to remove and prevent staining to floor surface
and grout. Change water after cleaning each restroom.
2. Clean all surfaces of basins, bowls, toilet seats and urinals with germicidal detergent, wiping
excess liquid off of adjacent walls, fixtures and partitions.
3. Clean empty restroom dispensers and refill with supplies, making sure that there is no soap
residue at spout of dispenser. Remove wrapper from toilet paper. Contractor will not leave
extra rolls of toilet paper or paper towels in restrooms. Refill all air freshener dispensers
when needed.
4. Wash and polish mirror, basin shelves/counters, bright work, soap dispensers, piping and
push plates on doors, making sure there is no residue build-up anywhere on bright work.
5. Spot clean light switches, doors and walls.
6. Spot clean door kick & push plates, and the area immediately surrounding them.
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7. Thoroughly clean restroom ceramic tile walls removing streaks, smudges and
graffiti. Maximum care will be taken to prevent staining to wall tile and grout.
8. Waste receptacles to be emptied, spot cleaned, and liners replaced (as needed).
9. Clean and refill sanitary machines with supplies to be provided by the City of El Mirage.
10. Showers are to be completely cleaned with germicidal detergent and free of soap and water
residue build-up anywhere.
11. Fill floor drains with water and a capful of enzyme bacteria product.
12. Wash all restroom partitions on both sides, including doors, hinges and partition seams.
13. Empty trash receptacles and replace liners.
14. Refill all dispensers (paper, soap, etc.).
15. Clean mirrors, counters, tile around fixtures.
16. Clean and sanitize sink and fixtures.
17. Clean and sanitize toilets and urinals.
18. Spot clean partitions and walls.
19. Sweep and sanitize floors.
20. Refill toilet deodorizers, as needed.
21. All showers will be cleaned, and disinfected, as needed with locker rooms dusted and
cleaned.
Note: The City of El Mirage will supply air sanitizer for special existing dispensers
C. Office and Common Area Cleaning (Daily Unless Otherwise Noted)
2. Waste receptacles to be emptied, spot cleaned, and liners replaced (as needed).
3. Empty all recyclable receptacles and replace liners as needed. Dump recyclables in the
designated area.
4. Empty and damp wipe all ash trays.
5. Dust and damp wipe all horizontal counter surfaces.
6. Dust high and low areas (wall ornaments, clocks, shelves, partitions tops, etc.) (Weekly).
7. Spot clean vertical surfaces removing fingerprints, smudges and stains (weekly).
8. Clean phone and computer screens (Weekly).
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9. Dust and clean all vents (Bi- Weekly).
10. Windows cleaned inside and outside, as needed. Include cobwebs in the windows and eves.
11. Desks can be cleaned if cleared of all paperwork and other items. Lightly dust office and
desk equipment (i.e. telephones, typewriters, projectors, computers, etc.), all desktops,
countertops, credenzas, bookshelves, file cabinet tops, and glass tops. *Contractor is not to
touch or move items on desks!
12. Sweep all flooring using approved dust down preparations; damp mop all flooring.
13. Vacuum all carpeted surfaces using a certified Hepa (or better) filtered vacuum.
14. Spot clean carpeted areas.
D. All Break rooms - (Daily Unless Otherwise Noted)
22. Wipe clean and sanitize all counter tops, refrigerators (exterior), tables, chairs, cabinets,
coffee makers (exterior), and vending machines, exterior of trash receptacles, paper towel
dispensers, and ashtrays.
23. Clean, polish and sanitize all surfaces of sink with germicidal detergent, wiping excess liquid
off of faucet and adjacent walls. Polish all.
24. Sweep between, around and underneath vending machines, refrigerators, cabinets, etc.
25. Sweep and wet mop with germicidal detergent non-carpeted floors.
26. Spot clean light switches, doors, and walls.
27. Spot clean carpets removing stains, deposits, gum, spills.
28. Waste receptacles emptied, spot cleaned & liners replaced (as needed). Trash removed to
pre- designated area.
29. Refill all dispensers (paper, soap, etc.).
30. Remove all collected trash to designated area.
31. Empty and damp wipe all ash trays.
32. Dust and damp wipe all horizontal surfaces.
33. Clean microwave inside and out.
34. Clean all tables and chairs.
35. Clean and sanitize all floor coverings.
36. Scrub and refinish all floor coverings (Quarterly).
37. Dust high and low areas (wall ornaments, clocks, partitions tops, etc.) (Weekly).
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38. Spot clean vertical surfaces removing fingerprints, smudges and stains (Weekly).
39. Wipe clean and sanitize the inside of refrigerators. Remove and replace contents if needed.
(Weekly)
40. Dust and clean all vents (Bi- Weekly).
E. Holding Cells
1. Clean and sanitize all floor coverings.
2. High and low dusting.
3. Clean and sanitize toilets and wash basins.
4. Restock toilet paper in cells using partially used rolls.
5. Mop storage room floor and mop sink (Weekly)
6. Flush all toilets and run water in each wash basin for 15 seconds (Bi- Weekly).
F. Evidence Processing Room
The evidence processing room may NOT be entered for cleaning.
G. Commercial Kitchen Cleaning - (Daily Unless Otherwise Noted)
The following cleaning standards shall be used in the Senior Center kitchen area in addition to general
tasks.
A. Equipment – Wash, Rinse and Sanitize (a sanitizing solution is 1tbs. of bleach per gallon of
water. Solution must sit on the surface wet for 1 minute) all food contact surfaces including food
preparation equipment. Floors – The surfaces shall be swept prior to wet mopping to remove all
loose soil and dust including the lifting of any mats. All accessible areas shall be mopped to
remove all soil, scuff marks, and nonpermanent stains. After mopping, the floor shall have a
uniform appearance with no streaks, film, swirl marks, detergent residue, mop strings or other
evidence of soil. Baseboards shall be wiped to remove all splash marks.
B. Walls – The surface of all walls shall be washed with a mild soap and degreaser and then rinsed
with clean water.
C. Trash Receptacles - All waste receptacles recycle containers, and other trash containers within
the kitchen shall be emptied each night and returned to their initial locations. The interior,
exterior and housing of trash receptacles, shall be damp wiped to remove soil. Wet spills on the
interior of wastebaskets shall be removed. Trash receptacle plastic liners shall be replaced
nightly.
D. Floor Drains - Remove all build up deposits, from the grate and neck of the drain. Replace the
grate properly. Clean the inside of the drain by pouring at least one cup of 50/50 mixture of
clean water/disinfectant through the drain.
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H. Floor Maintenance
15. Sweep and mop floor coverings with approved disinfectant.
16. Sweep and mop stairwell coverings.
17. Scrub and refinish all floor coverings (Twice per Year).
I.
All Areas - Once Weekly
41. Corners and edges will be swept or vacuumed to remove all dirt and dust.
42. Thoroughly dust all chair and table legs and baseboards.
43. Wipe clean all baseboards upon completion of once weekly floor treatment.
44. Thoroughly dust, with treated cloth, all window frames and sills.
45. Dust high and low fixtures.
46. Ensure all walls, ceilings, fixtures and corners are free of cobwebs.
47. Clean custodial closet storage areas including washing sink, dust and wet mop floor, restock
supplies & equipment.
48. Floor mats -remove gum and spots, wash with mild detergent/soap, rinse and let dry before
placing back on floor.
49. Fabric chairs and couches, remove lint, dirt and gum -spot clean.
50. Dust all walls, ceiling and floor vents.
51. Spot clean glass in all interior windows, door, wall, partition, as well as any other
miscellaneous glass surfaces
J. All Areas - Monthly
7. Thoroughly vacuum all upholstered furniture.
8. Thoroughly clean all walls, ceiling and floor vents.
9. Spot clean baseboards, removing heel marks and soil.
10. Thoroughly dust, with clean cloth, all window blinds -spot wash as needed.
11. Thoroughly clean all leather/vinyl upholstered furniture.
12. Wipe out inside of all refrigerators.
K. All Areas - Quarterly
Vacuum or wipe with treated cloth (as appropriate) all window blinds.
L. All Areas - Twice Per Year
Request For Proposal #EM26-CMS01
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Strip hard surface floors and refinish with two coats of sealer and three coats of floor polish. All old wax
build up, especially in corners and along baseboards, must be removed.
M. All Areas - Annually
Machine scrub ceramic tiles, removing oil and all build up of waxes and finishes. Thoroughly clean and
apply sealer to the grout, restoring it to original color.
SEVERABILITY
If any term or provision of this Contract shall be found to be illegal or unenforceable, then
notwithstanding such illegality or unenforceability, this Contract shall remain in full force and effect and
such term or provision shall be deemed to be deleted.
SIGNATURE
SIGNATURE
J. Crystal Dyches
FULL NAME
FULL NAME
DATE SIGNED
City Manager
TITLE
DATE SIGNED
Contractor
TITLE
SIGNATURE
SIGNATURE
FULL NAME
Jill A. Boltz
FULL NAME
DATE SIGNED
City Attorney
TITLE
DATE SIGNED
City Clerk
TITLE
Exhibits List
A - RFP-EM26-CMS01 Vendor Proposal-Jani Works
Exhibit A
RFP-EM26-CMS01 Vendor Proposal-Jani Works
CUSTODIAL MAINTENANCE
SERVICES PROPOSAL
Prepared for
CITY OF EL MIRAGE, ARIZONA
Custodial Maintenance Services | Citywide Facilities
RFP No. EM26-CMS01 | Proposal Due: July 9, 2026, 8:00 AM (Arizona)
Submitted by
B & H General Services, Inc. DBA JANI-WORKS Cleaning & Disinfecting
Phoenix Office: 2910 N 35th Ave, Suite 100, Phoenix, AZ 85017 | www.jani-works.com
Harold Valencia Sr., President & CEO | (623) 499-9866 | hvalencia@janitorial-works.com
June 2026
JANI-WORKS Cleaning & Disinfecting | Custodial Maintenance Proposal - City of El Mirage (EM26-CMS01) | Page 1
COVER LETTER
June 22, 2026
City of El Mirage
Public Works Department | Procurement Division
12145 N.W. Grand Avenue, El Mirage, AZ 85335
RE: RFP No. EM26-CMS01 - Custodial Maintenance Services
Dear Members of the Evaluation Committee,
Thank you for the opportunity to respond to RFP EM26-CMS01 for Custodial Maintenance
Services. JANI-WORKS Cleaning & Disinfecting (B & H General Services, Inc.) is an Arizona S-
Corporation that has specialized in commercial, government, and institutional custodial services
since 2013. We operate from offices in Phoenix and Tucson, giving the City of El Mirage a true
local provider with local supervision and rapid response across all twelve facilities in this contract.
Over 13 years we have grown to maintain more than 1.2 million cleanable square feet across 40-
plus buildings, with a client-retention rate above 90 percent and zero contracts ever terminated for
cause. Our public-sector portfolio is directly relevant to El Mirage: daily custodial and event
cleaning at the Kino Sports Complex (Pima County), citywide window and power-washing services
for the City of Peoria, and ongoing janitorial service at Pima County facilities including the Tres
Rios Water Reclamation campus. Our crews are background-checked, AZ DPS fingerprint-cleared
where required, OSHA-trained, uniformed, and directly employed - we self-perform and do not rely
on subcontractors.
We understand the scope: nightly custodial care, Monday through Friday, of City Hall, the Senior
Center / Court / Customer Service complex, Fire administration, Parks and Recreation, Public
Works, and Cada Uno, plus six-day-per-week service of the Police Department with its secured
areas, locker rooms, and showers - 32 restrooms and roughly 80,550 cleanable square feet in
total. Every facility is cleaned to a measurable standard, inspected and photo-documented in our
OrangeQC platform, and backed by a 30-day implementation plan, a sample monthly cleaning
calendar, and a per-building equipment and chemical plan, all included in this proposal.
JANI-WORKS provides all cleaning chemicals, equipment, and personal protective equipment
required to perform the work; consumable paper products and soap remain the City's responsibility
as described in the RFP, and our staff keep every dispenser stocked nightly. We carry full General
Liability, Automobile, and Workers' Compensation coverage, maintain a clean safety and litigation
record, and take no exceptions to the terms of this RFP. A current certificate of insurance naming
the City of El Mirage as an additional insured will be provided upon award.
We would be honored to serve the City of El Mirage. Please contact me directly with any
questions.
Respectfully,
Harold Valencia Sr.
President & CEO
B & H General Services, Inc. DBA JANI-WORKS Cleaning & Disinfecting
(623) 499-9866 | hvalencia@janitorial-works.com
JANI-WORKS Cleaning & Disinfecting | Custodial Maintenance Proposal - City of El Mirage (EM26-CMS01) | Page 2
Why the City of El Mirage Should Select JANI-WORKS
▪ Proven municipal performer: daily custodial and event cleaning at Kino Sports
Complex, citywide services for the City of Peoria, and ongoing janitorial service across
Pima County facilities.
▪ Local and self-performing: Phoenix-based crews with local supervision, directly
employed - no subcontractors.
▪ Measurable quality: every service inspected and photo-scored in OrangeQC, with a
three-tier inspection framework and monthly performance reporting to the City.
▪ Screened, trained workforce: background checks, AZ DPS fingerprint clearance for
Police access, OSHA, bloodborne-pathogen, and HazCom training documented for
every technician.
▪ Responsive value: our all-inclusive price of $134,327 per year is below the City's
current contract level while preserving the staffing and supervision needed to perform
every specification.
EXECUTIVE SUMMARY
JANI-WORKS at a glance.
JANI-WORKS proposes a complete custodial maintenance program for all City of El Mirage
facilities under RFP EM26-CMS01. Our program covers nightly cleaning Monday through Friday of
City Hall, the Senior Center / Court / Customer Service complex, Fire administration, Parks and
Recreation, Public Works, and Cada Uno, with six-day-per-week service of the Police Department -
approximately 80,550 cleanable square feet and 32 restrooms across twelve buildings. Every task
in the City's specification is scheduled, performed by trained and screened technicians, and
verified through documented quality inspections.
JANI-WORKS Cleaning & Disinfecting | Custodial Maintenance Proposal - City of El Mirage (EM26-CMS01) | Page 3
1. METHOD OF APPROACH
Our method of approach combines a disciplined nightly cleaning routine, a fully staffed and
supervised crew, a documented quality-assurance system, and a 30-day implementation plan that
puts El Mirage into service on day one without disruption. This section also contains every element
required by Specification 3.7 (Implementation and Work Plan), 3.28 (Quality Control / sample
cleaning calendar), 3.29 (Training), and 3.31 (Janitorial Supplies and Equipment).
1.1 Management and Contract Organization
A dedicated account team manages this contract. A working Site Lead Custodian is on site every
service night and reports to the City's designated Contract Agent. Veronica Lujan, our ISSA CMI-
certified Contract Supervisor for the Arizona region, is the City's single point of contact and
performs scheduled quality inspections. On-Site Project Manager Marco D. Espinoza (OSHA 30-
Hour) coordinates equipment, supplies, and staffing; Diana Robles directs training and compliance;
and VP of Operations Clarissa Duran provides executive oversight. This structure gives the City
clear accountability from the technician on the floor to the President of the company.
Figure 1: Project organization for the City of El Mirage contract.
JANI-WORKS Cleaning & Disinfecting | Custodial Maintenance Proposal - City of El Mirage (EM26-CMS01) | Page 4
Name
Role
Responsibility on This Contract
Harold Valencia Sr.
President & CEO
Contract authority; company founder
(2013)
Clarissa Duran
VP of Operations
Executive oversight, resourcing, escalation
Veronica Lujan
Contract Supervisor, AZ (ISSA CMI)
City's single point of contact; QC
inspections
Marco D. Espinoza
On-Site Project Manager (OSHA 30-
Hr)
Equipment, supplies, staffing coordination
Diana Robles
Director of Training & Compliance
Safety, HazCom, BBP and skills training
Site Lead Custodian
On site every service night
Daily execution; reports to City Contract
Agent
1.2 Our Nightly Cleaning Method
Every facility is cleaned with the same repeatable, inspected routine, performed within the City's
service window (5:00 PM to 10:00 PM, with Council Chambers and pre-Council coverage as
scheduled). The sequence below is followed at each building and verified in OrangeQC before the
building is secured.
Figure 2: The six-step nightly method performed at every scheduled service.
1.3 30-Day Implementation and Work Plan (Specification 3.7)
Upon Notice of Award, JANI-WORKS executes the following 30-day implementation plan so that
full service begins on the contract start date with no gap from the current provider.
Timeline
Implementation Activity
Days 1-5
Attend pre-start-up meeting; confirm building list, access, keys/badges, alarm codes, and
the City's Contract Agent and after-hours contacts.
JANI-WORKS Cleaning & Disinfecting | Custodial Maintenance Proposal - City of El Mirage (EM26-CMS01) | Page 5
Days 1-10
Submit employee roster for AZ DPS fingerprint/background clearance (Police access);
order uniforms, equipment, and chemicals; stage supplies at each facility.
Days 10-20
Walk every building with the City; build facility-specific task maps and the monthly cleaning
calendar; load all areas and inspection forms into OrangeQC.
Days 20-30
Train assigned crew on site (safety, HazCom, BBP, floor care, security protocols); run
supervised dry-run cleanings; confirm readiness with the City.
Day 31 (Go-Live)
Begin full nightly service; Site Lead and Contract Supervisor on site; first-week daily
inspections and a 30-day performance review with the City.
A. Personnel and Man-Hours per Building (Specification 3.7.A)
The table below shows the cleaning labor assigned to each pricing group to meet the City's
specifications. Hours shown are productive cleaning hours; a working Site Lead provides on-site
supervision on top of these hours at no additional charge. Total direct cleaning labor is
approximately 96 hours per week (about 2.4 full-time equivalents), plus supervision.
#
Building / Group
Sq Ft
Days/Wk
Hrs/Night
Hrs/Week
Hrs/Month
1
City Hall
9,365
5
2.3
11.7
51
2
Senior Center / Court / Customer
Service (3 Buildings)
10,734
5
2.1
10.7
46
3
Police Department
22,000
6
4.4
26.4
114
4
Fire Department (Admin Area Only)
15,000
5
3.0
15.0
65
5
Parks and Recreation
5,564
5
1.4
7.0
30
6
Public Works (2 Buildings)
11,570
5
2.9
14.5
63
7
Cada Uno
1,925
5
1.0
4.8
21
8
Library
4,392
5
1.3
6.3
27
TOTAL
80,550
96
417
B. Backup Staffing Plan (Specification 3.7.B)
▪ A trained relief pool covers absences, vacations, and emergencies; no scheduled service is
missed.
▪ The Site Lead and Contract Supervisor are cross-trained on every building and can fill in
immediately.
▪ Cross-training across routes means any technician can cover an adjacent building the same
night.
▪ GPS time-and-attendance flags a missed check-in in real time so a supervisor can dispatch a
replacement.
C. Supervision (Specification 3.7.C)
▪ One working Site Lead Custodian on site every service night (Mon-Sat for Police coverage).
▪ Veronica Lujan, Contract Supervisor (ISSA CMI), conducts scheduled and random OrangeQC
inspections.
JANI-WORKS Cleaning & Disinfecting | Custodial Maintenance Proposal - City of El Mirage (EM26-CMS01) | Page 6
▪ Marco D. Espinoza, On-Site Project Manager (OSHA 30-Hour), oversees equipment, supplies,
and staffing.
D. Equipment per Building (Specification 3.7.D and 3.31.C)
JANI-WORKS provides all equipment listed below, kept current and operational at all facilities for
the life of the contract. Manufacturer specification sheets for each equipment type are available on
request and will be furnished at the pre-start-up meeting.
Equipment
Specification
Qty
Deployed At
HEPA backpack vacuum
ProTeam Super CoachVac (10 qt), HEPA
filtration
5
All buildings (1 per route)
Commercial upright vacuum
Dual-motor HEPA, carpet
2
Carpeted offices, Police,
Senior/Court
Microfiber flat-mop system
Dual-cavity bucket, color-coded pads
6
All buildings
Janitor cart + caddy
Lockable, with wet-floor signage
5
All buildings
Wet/dry vacuum
Commercial, restroom & spill response
2
Restrooms, spills
Low-speed floor machine
20" rotary, scrub/buff
1
Hard-floor periodic care
Automatic floor scrubber
17" walk-behind
1
Police, Public Works, Fire hard
floors
Carpet extractor
Hot-water extraction (periodic, on PO)
1
Carpeted areas (authorized
work)
Biohazard / BBP spill kit
OSHA-compliant, English/Spanish SDS
2
Police (1 on site min.) + 1 spare
E. Supplies, Materials and Chemicals per Building (Specification 3.7.E and 3.31.B)
The product list below is provided by JANI-WORKS at every building and meets or exceeds the
City's minimum chemical standard. Floor-finish products meet ASTM D2047 slip-resistance. Safety
Data Sheets are maintained on site in both English and Spanish (Specifications 3.7.E and 6.A).
Consumable paper products, hand soap, and feminine-hygiene supplies are provided by the City;
our technicians keep all dispensers stocked nightly.
Product Type
Use
Applied In
EPA-registered disinfectant / germicide
Hospital-grade, restrooms & high-touch surfaces
All buildings
Neutral floor cleaner / mild detergent
Daily hard-floor mopping
All buildings
Glass & multi-surface cleaner
Glass, mirrors, bright work
All buildings
Carpet spot remover / cleaner
Spot treatment and extraction
Carpeted areas
Graffiti cleaner
Graffiti and marker removal
All buildings (as needed)
Metal cleaner / polish
Restroom bright work and fixtures
All restrooms
Furniture / wood polish
Wood counters, tables, casework
Offices, chambers
Enzyme drain / floor-drain product
Floor-drain maintenance, odor control
Restrooms
Floor finish & stripper (ASTM D2047)
Periodic strip/wax and recoat
Hard-floor areas
Can liners, microfiber cloths, mop heads
Daily consumable cleaning materials
All buildings
JANI-WORKS Cleaning & Disinfecting | Custodial Maintenance Proposal - City of El Mirage (EM26-CMS01) | Page 7
Our Quality Commitment to the City of El Mirage
▪ A measurable inspection score for every facility, reported monthly.
▪ Any deficiency corrected by the next scheduled service and documented with a photo.
▪ A monthly performance report plus a joint walk-through with the City's Contract Agent.
▪ A single point of contact - Veronica Lujan - reachable for any request or concern.
▪ A monthly cleaning calendar delivered to the City before the start of each month
(Specification 3.28).
1.4 Quality Assurance Plan (Specification 3.28)
Quality is measured, not assumed. Every JANI-WORKS inspection is performed in OrangeQC, a
digital inspection platform we have used since 2021. Inspectors score each area against the City's
specification on a mobile device, attach date-stamped photos, and generate trend reports the City
can view through a client portal. Any deficiency becomes a tracked ticket that is corrected by the
next service and documented with a photo.
Figure 3: OrangeQC mobile inspection (left) and analytics dashboard (right) used for nightly audits.
Three-Tier Inspection Framework
▪ Tier 1 - Nightly self-inspection by the Site Lead against the building checklist before lock-up.
▪ Tier 2 - Weekly supervisor inspection by the Contract Supervisor with photo-scored OrangeQC
audits.
▪ Tier 3 - Monthly joint walk-through with the City's Contract Agent plus a written performance
report.
1.5 Staffing and Training (Specification 3.29)
Every technician completes a structured hire-to-field-ready pipeline before working unsupervised
on City property. Training covers job safety, hazard communication, bloodborne-pathogen cleanup
JANI-WORKS Cleaning & Disinfecting | Custodial Maintenance Proposal - City of El Mirage (EM26-CMS01) | Page 8
and disposal, site-specific tours, and floor-care procedures, and all training records are maintained
and provided to the City on request.
Figure 4: Hire-to-field-ready training and screening pipeline.
1.6 Safety and Compliance
▪ Written safety program, Code of Safe Conduct, Hazard Communication Program, and Heat
Illness Prevention Program in place; SDS maintained on site in English and Spanish.
▪ All employees AZ DPS fingerprint-cleared and background-checked before accessing City
facilities; no undocumented workers (E-Verify, I-9 compliant).
▪ OSHA-trained crews; a biohazard kit maintained at the Public Safety building at all times.
▪ Clean record: no terminations for cause and no litigation in the past five years; EMR
documentation available.
1.7 Green and Responsible Cleaning
▪ HEPA-filtered vacuums and microfiber systems reduce airborne dust and improve indoor air
quality.
▪ Concentrated, correctly-diluted chemicals and EPA-registered disinfectants reduce waste and
overuse.
▪ Recycling is collected and removed to the City's designated areas as part of nightly service.
JANI-WORKS Cleaning & Disinfecting | Custodial Maintenance Proposal - City of El Mirage (EM26-CMS01) | Page 9
1.8 Sample Monthly Cleaning Calendar (Specification 3.28.A)
A sample monthly cleaning calendar is shown below. The actual calendar for each facility is
delivered to the City's Agent before the start of every month and reflects the City's cleaning
specifications and scheduled service days. Shaded weekdays are nightly custodial service;
Saturdays cover the Police Department only.
Week
Mon
Tue
Wed
Thu
Fri
Sat
Sun
Week 1
Nightly
Nightly
Nightly
+Weekly
+Weekly
Police
-
Week 2
+Monthly
Nightly
Nightly
Nightly
+Weekly
Police
-
Week 3
Nightly
Nightly
Nightly
Nightly
+Weekly
Police
-
Week 4
Nightly
Nightly
Nightly
Nightly
+Weekly
Police
-
Week 5*
Nightly
+Qtrly
Nightly
Nightly
+Weekly
Police
-
Legend: Nightly = full daily custodial routine (trash, restrooms, disinfection, floors, restock). +Weekly (scheduled Fridays) =
dust furniture, clean glass both sides, doors and door jambs, white boards, wash patios. +Monthly = wipe wall surfaces, detail
high/low areas. +Quarterly = high-dust sprinklers, ventilation grills and ceiling fixtures, HEPA-vacuum overhead vents. *Week 5
occurs in five-week months. Scheduled hard-floor strip/wax (twice per year) and tile machine-scrubbing (annually) are included
in the monthly price; carpet hot-water extraction is the only floor task performed separately on the City's written authorization.
JANI-WORKS Cleaning & Disinfecting | Custodial Maintenance Proposal - City of El Mirage (EM26-CMS01) | Page 10
2. SIMILAR PROJECTS
JANI-WORKS has provided custodial and facility services to public entities, county complexes,
sports and event venues, and multi-site government operations of comparable size and scope to
the City of El Mirage. We currently maintain more than 1.2 million cleanable square feet across 40-
plus buildings, with a client retention rate above 90 percent over the past five years and no contract
ever terminated for cause.
The three reference projects below were completed or are ongoing within the past 60 months and
demonstrate directly relevant municipal and public-facility experience.
Reference 1: Kino Sports Complex (Pima County)
Field
Detail
Organization
Kino Sports Complex, Pima County, Arizona
Contact
Gilbert Wilson [phone/email to be verified at submission]
Address
2500 E. Ajo Way, Tucson, AZ 85713
Services
Daily custodial and janitorial cleaning, day-porter coverage, event cleaning (setup,
during, and post-event), restroom maintenance, floor care including carpet extraction and
hard-floor strip/wax, window and glass cleaning, exterior power washing, touch-free
sanitizing
Contract Period
2026 to present (1-year initial term plus four 1-year renewal options)
Relevance
Large public, multi-building county venue with heavy public traffic, event scheduling, and
the full range of custodial and floor-care tasks required by El Mirage
Reference 2: City of Peoria, Arizona
Field
Detail
Organization
City of Peoria, Arizona (municipal government)
Contact
Eric Alejandro [phone/email to be verified at submission]
Address
8401 W Monroe St, Peoria, AZ 85345
Services
Window cleaning and power-washing services for municipal facilities under a
competitively awarded city contract (Solicitation P25-0065)
Contract Period
2025 to present (awarded)
Relevance
Direct municipal client demonstrating award under a formal city procurement and
performance to City standards and reporting requirements
JANI-WORKS Cleaning & Disinfecting | Custodial Maintenance Proposal - City of El Mirage (EM26-CMS01) | Page 11
Reference 3: Pima County - Tres Rios Water Reclamation Campus
Field
Detail
Organization
Pima County, Arizona (county government facilities, including Tres Rios Water
Reclamation)
Contact
Eddie Padilla [phone/email to be verified at submission]
Address
7101 N Casa Grande Hwy, Tucson, AZ 85743
Services
Ongoing janitorial services for county government facilities, including administrative and
operational buildings at the Tres Rios wastewater reclamation campus
Contract Period
2021 to present
Relevance
Multi-year county government contract at an operational public-works/wastewater
campus - closely comparable to El Mirage Public Works and Wastewater buildings
Reference contact phone numbers and email addresses are confirmed with each client immediately prior to submission
and will be provided in the City's reference form.
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Monthly Investment and Billing
▪ Total all-inclusive custodial price: $11,194 per month | $134,327 per year.
▪ Invoiced monthly in arrears; payment terms Net 30.
▪ Included in the monthly price: all labor, supervision, cleaning chemicals and
equipment, PPE, training, insurance, OrangeQC quality management, and scheduled
hard-floor care (strip and refinish twice per year, tile machine-scrub annually) as
required by the scope.
▪ Provided by the City: consumable paper products, hand soap, and feminine-hygiene
machine supplies (our staff keep all dispensers stocked nightly).
▪ Carpet cleaning, window cleaning, and partition vacuuming are quoted above and
performed only on a written purchase order, per Specifications 3.30 and 3.31.
3. PRICE / COST
The pricing below is a complete, all-inclusive monthly and annual price for custodial maintenance
of all City of El Mirage facilities under RFP EM26-CMS01. It includes all labor, supervision,
cleaning chemicals, equipment, PPE, training, insurance, OrangeQC quality management, and the
scheduled hard-floor care required by the scope (strip and refinish twice per year and machine-
scrub tile annually). Consumable paper products, hand soap, and feminine-hygiene supplies are
provided by the City as described in the RFP.
#
Custodial Service (Building / Group)
Sq Ft
Days/Wk
Price / Month
Price / Year
1
City Hall
9,365
5
$1,353
$16,232
2
Senior Center / Court / Customer Service (3
Buildings)
10,734
5
$1,278
$15,337
3
Police Department
22,000
6
$3,066
$36,793
4
Fire Department (Admin Area Only)
15,000
5
$1,786
$21,433
5
Parks and Recreation
5,564
5
$804
$9,644
6
Public Works (2 Buildings)
11,570
5
$1,671
$20,054
7
Cada Uno
1,925
5
$522
$6,267
8
Library
4,392
5
$714
$8,568
TOTAL CUSTODIAL SERVICES
80,550
$11,194
$134,327
Additional Services (priced separately, performed only on the City's written authorization)
#
Additional Service
Unit
Price
1
Carpet Cleaning (hot-water extraction)
Per square foot
$0.14 / SF
2
Window Cleaning - interior & exterior, all buildings (2X / year)
Per year
$3,900
3
Vacuum Workstation Partitions - all buildings (Quarterly)
Per year
$1,200
JANI-WORKS Cleaning & Disinfecting | Custodial Maintenance Proposal - City of El Mirage (EM26-CMS01) | Page 13
VENDOR CERTIFICATIONS AND ACKNOWLEDGMENTS
By submitting this proposal, B & H General Services, Inc. DBA JANI-WORKS Cleaning &
Disinfecting certifies and acknowledges the following:
▪ No collusion. This offer was prepared independently and without collusion or anti-competitive
practice.
▪ No gratuities. No gift, gratuity, or thing of value has been or will be offered to any City official or
employee.
▪ Compliance. We comply with all federal, state, and City requirements, including non-
discrimination, immigration/E-Verify, and applicable AZ statutes referenced in the RFP.
▪ Insurance. We carry General Liability, Automobile, and Workers' Compensation coverage and
will provide a certificate of insurance naming the City of El Mirage as an additional insured upon
award.
▪ No exceptions. We take no exceptions to the terms and conditions of RFP EM26-CMS01.
▪ Authorized signatory. Harold Valencia Sr., President & CEO, is authorized to bind the company
and execute the resulting contract.
▪ Award-stage documents. Upon award we will provide W-9, fingerprint/background clearances,
the employee list, and all documents required at the pre-start-up meeting.
JANI-WORKS appreciates the City of El Mirage's consideration and is ready to begin service on
the contract start date.
Submitted by:
Harold Valencia Sr., President & CEO
B & H General Services, Inc. DBA JANI-WORKS Cleaning & Disinfecting
(623) 499-9866 | hvalencia@janitorial-works.com
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