HomeMy WebLinkAboutAgreement A-21-300 with CCS Facility Services.pdf1
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AGREEMENT
THIS AGREEMENT (“Agreement”) is made and entered into this 10th day of August, 2021
(“Effective Date”), by and between the COUNTY OF FRESNO, a political subdivision of the state of
California ("COUNTY"), and PBC SolutionOne Inc., doing business as CCS Facility Services, a California
corporation, whose address is 2695 N Fowler Ave, Fresno, CA 93727 ("CONTRACTOR").
W I T N E S S E T H:
WHEREAS, the COUNTY has a need for recurring janitorial services for the COUNTY’s Plaza
Building Complex (“Plaza”), located at 2220 Tulare Street, Fresno, CA, 93721, and the Crocker Building
(“Crocker”), located at 2135 Fresno Street, Fresno, CA, 93721 (collectively, the “Facilities”);
WHEREAS, COUNTY issued Request for Quotation No. 21-057 and Addendum No. 1 (collectively,
the “RFQ”) for these services for the Facilities, and CONTRACTOR submitted the lowest bid;
WHEREAS, CONTRACTOR is willing and able to provide janitorial services for the Facilities; and
WHEREAS, COUNTY desires to engage CONTRACTOR to provide these needed services to the
Facilities.
NOW, THEREFORE, in consideration of the mutual covenants, terms and conditions herein
contained, the parties hereto agree as follows:
1.OBLIGATIONS OF THE CONTRACTOR
A.CONTRACTOR shall provide all labor, materials, equipment, supplies, licenses,
taxes, and insurance to perform recurring janitorial services at the Facilities, as required by COUNTY
under the RFQ, which is attached as Exhibit A and incorporated by this reference. The scope of services
to be provided, including pricing, which were contained in CONTRACTOR’S response to the RFQ, is
attached as Exhibit B and incorporated by this reference.
B.CONTRACTOR shall, at its own cost and expense, furnish all of the labor,
including technical, administrative, professional, and all personnel, as well as furnish all supplies and
materials, equipment, printing, transportation, facilities, and all other means whatsoever, unless
otherwise stated in Exhibit B, necessary to perform the work required of CONTRACTOR.
2.OBLIGATIONS OF COUNTY
A.The COUNTY shall supply light, power, and water for the cleaning of the Facilities
Agreement No. 21-300
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under the terms of this Agreement.
B.The COUNTY will provide designated spaces, bins, cans, or locations where the
CONTRACTOR will deposit trash and recycled materials. Disposal of trash and recycled materials from
these designated locations will be the responsibility of the COUNTY until they are hauled away by
COUNTY’S designated/authorized vendor. All trash and recycled materials shall remain the property of
COUNTY until they are hauled away to a located predetermined by COUNTY.
C.The COUNTY shall provide lockable storage spaces for CONTRACTOR’S
supplies and equipment. The COUNTY shall not be responsible for the CONTRACTOR’S supplies,
materials, or personal belongings that may be damaged, lost or stolen. CONTRACTOR shall keep these
storage areas organized and clean at all times. CONTRACTOR shall provide the COUNTY access to
consumable supplies that may need to be replenished during the daytime shift when the
CONTRACTOR is not on-site.
D.COUNTY may schedule monthly progress meetings with CONTRACTOR to
review CONTRACTOR’S performance.
E.ACCESS TO COUNTY FACILITIES: COUNTY shall provide access for
CONTRACTOR to the Facilities. This includes identification badges (at CONTRACTOR’s own expense),
orientation on alarm systems, security protocols, and specific usage of the keys for the Facilities.
F.CONTRACT ADMINISTRATION/MANAGEMENT: COUNTY shall designate a
County Contract Administrator (CCA) who shall act on the behalf of COUNTY with respect to this
Agreement, and who shall be a liaison with CONTRACTOR’s supervisor. The CCA will oversee the work as
it progresses, and inspect CONTRACTOR’s materials. The CCA shall have authority to require the
CONTRACTOR to comply with all provisions of this Agreement, answer all questions, and resolve any
issues that arise.
G.The CCA will lead regular CONTRACTOR progress meetings and coordinate
COUNTY's Agreement administrative functions. The CCA will receive and approve CONTRACTOR
invoices for payment, audit and inspect records, inspect CONTRACTOR services, and provide other
technical guidance as required.
H.The CCA will shall designate one or more COUNTY Contract Coordinators (CCC)
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who shall provide hands-on, daily monitoring, quality control inspections, and oversight of the
CONTRACTOR’s performance. The CCCs will also handle any coordination and communication issues
between CONTRACTOR and building occupants.
I. The CCA and CCCs shall function together as a County Contract Team (CCT) in
providing leadership and oversight of this Agreement. The primary goal of the CCT is to assure that
CONTRACTOR is successful in meeting COUNTY’s goals, objectives, and requirements.
J. COUNTY reserves the right to, at any time, stop work if CONTRACTOR fails to
comply with the rules and specifications.
K. COUNTY reserves the right to require CONTRACTOR to remove at any time any
employee of CONTRACTOR who acts in a disorderly, unsafe, or improper manner, or fails to follow
established protocols, including COUNTY rules and regulations. Such person shall not return to work at the
Facilities without written consent of COUNTY.
L. COUNTY may cancel any and all services as specified within the Agreement due to
negligence, incompetence, or failure to abide by the obligations within the Agreement.
M. COUNTY may require a reevaluation of CONTRACTOR pricing, dependent upon
any reduction of cleaning space.
N. OFFICE SPACE: COUNTY will provide minimal office space for meetings and
check-in.
3. TERM
The term of this Agreement shall be for a period of three (3) years, commencing on August 10,
2021, through and including August 9, 2024. This Agreement may be extended for two (2) additional
consecutive twelve (12) month periods upon written approval of both parties no later than thirty (30) days
prior to the first day of the next twelve (12) month extension period. The Director of Internal Services/Chief
Information Officer (ISD Director/CIO) or his or her designee is authorized to execute such written approval
on behalf of COUNTY based on CONTRACTOR’S satisfactory performance.
4. TERMINATION
A. Non-Allocation of Funds - The terms of this Agreement, and the services to be
provided hereunder, are contingent on the approval of funds by the appropriating government agency.
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Should sufficient funds not be allocated, the services provided may be modified, or this Agreement
terminated, at any time without penalty by giving the CONTRACTOR thirty (30) days advance written
notice.
B.Breach of Contract - The COUNTY may immediately suspend or terminate this
Agreement in whole or in part, where in the determination of the COUNTY there is:
1)An illegal or improper use of funds;
2)A failure to comply with any term of this Agreement;
3)A substantially incorrect or incomplete report submitted to the COUNTY;
4)Improperly performed service.
In no event shall any payment by the COUNTY constitute a waiver by the COUNTY of any breach
of this Agreement or any default which may then exist on the part of the CONTRACTOR. Neither shall such
payment impair or prejudice any remedy available to the COUNTY with respect to the breach or default.
The COUNTY shall have the right to demand of the CONTRACTOR the repayment to the COUNTY of any
funds disbursed to the CONTRACTOR under this Agreement, which in the judgment of the COUNTY were
not expended in accordance with the terms of this Agreement. The CONTRACTOR shall promptly refund
any such funds upon demand.
C.Without Cause - Under circumstances other than those set forth above, this
Agreement may be terminated by COUNTY and CONTRACTOR by giving thirty (30) days advance written
notice of an intention to terminate to the other party.
5.COMPENSATION/INVOICING: COUNTY agrees to pay CONTRACTOR and
CONTRACTOR agrees to receive monthly compensation in accordance with the rate schedule or proration
thereof as described in Exhibit B.
Extra services requested by COUNTY not covered by the rate schedule described in Exhibit B will
be charged at an hourly rate of thirty-five dollars ($35) per hour not to exceed $500,000 for the term of this
Agreement.
In the event a new facility is added to this agreement, CONTRACTOR agrees to charge
COUNTY thirty-five dollars ($35) per square foot for the new facility for the term of this Agreement.
CONTRACTOR shall submit monthly invoices referencing the provided contract number, either
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electronically or via mail, in triplicate to the County of Fresno, Internal Services Department – Facilities
Division, Attention: Business Office, 333 W. Pontiac Way, Clovis, CA 93612,
(ISDAP-AR@fresnocountyca.gov).
In no event shall compensation paid for services performed under this Agreement exceed
$1,500,000 during the initial term of this Agreement. If this Agreement is extended for an additional fourth
year, in no event shall compensation paid for services performed under this Agreement exceed $2,000,000.
In the event this Agreement is extended for an additional fifth year, in no event shall compensation paid for
services performed under this Agreement exceed $2,500,000. Including the $500,000 described above for
extra services, in no event shall total compensation paid for services performed under this Agreement
exceed $3,000,000 during the total possible five-year term of this Agreement.
All expenses incidental to CONTRACTOR'S performance of services under this Agreement shall be
borne by CONTRACTOR. COUNTY shall pay CONTRACTOR within forty-five (45) days of receipt of an
approved invoice.
6.INDEPENDENT CONTRACTOR: In performance of the work, duties and obligations
assumed by CONTRACTOR under this Agreement, it is mutually understood and agreed that
CONTRACTOR, including any and all of the CONTRACTOR'S officers, agents, and employees will at all
times be acting and performing as an independent contractor, and shall act in an independent capacity and
not as an officer, agent, servant, employee, joint venturer, partner, or associate of the COUNTY.
Furthermore, COUNTY shall have no right to control or supervise or direct the manner or method by which
CONTRACTOR shall perform its work and function. However, COUNTY shall retain the right to administer
this Agreement so as to verify that CONTRACTOR is performing its obligations in accordance with the
terms and conditions thereof.
CONTRACTOR and COUNTY shall comply with all applicable provisions of law and the rules and
regulations, if any, of governmental authorities having jurisdiction over matters the subject thereof.
Because of its status as an independent contractor, CONTRACTOR shall have absolutely no right
to employment rights and benefits available to COUNTY employees. CONTRACTOR shall be solely liable
and responsible for providing to, or on behalf of, its employees all legally-required employee benefits. In
addition, CONTRACTOR shall be solely responsible and save COUNTY harmless from all matters relating
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to payment of CONTRACTOR'S employees, including compliance with Social Security withholding and all
other regulations governing such matters. It is acknowledged that during the term of this Agreement,
CONTRACTOR may be providing services to others unrelated to the COUNTY or to this Agreement.
7. MODIFICATION: Any matters of this Agreement may be modified from time to time by the
written consent of all the parties without, in any way, affecting the remainder.
8. NON-ASSIGNMENT: Neither party shall assign, transfer or sub-contract this Agreement nor
their rights or duties under this Agreement without the prior written consent of the other party.
9. HOLD HARMLESS: CONTRACTOR agrees to indemnify, save, hold harmless, and at
COUNTY'S request, defend the COUNTY, its officers, agents, and employees from any and all costs and
expenses (including attorney’s fees and costs), damages, liabilities, claims, and losses occurring or
resulting to COUNTY in connection with the performance, or failure to perform, by CONTRACTOR, its
officers, agents, or employees under this Agreement, and from any and all costs and expenses (including
attorney’s fees and costs), damages, liabilities, claims, and losses occurring or resulting to any person, firm,
or corporation who may be injured or damaged by the performance, or failure to perform, of
CONTRACTOR, its officers, agents, or employees under this Agreement. If the matter is resolved in court
with an appointment of fault to both COUNTY and CONTRACTOR, legal fees and damages will be divided
between COUNTY and CONTRACTOR based on comparative basis of fault.
The provisions of this Section 9 shall survive the termination of this Agreement.
10. INSURANCE
Without limiting the COUNTY's right to obtain indemnification from CONTRACTOR or any third
parties, CONTRACTOR, at its sole expense, shall maintain in full force and effect, the following insurance
policies or a program of self-insurance, including but not limited to, an insurance pooling arrangement or
Joint Powers Agreement (JPA) throughout the term of the Agreement:
A. Commercial General Liability
Commercial General Liability Insurance with limits of not less than Two Million Dollars
($2,000,000.00) per occurrence and an annual aggregate of Four Million Dollars ($4,000,000.00). This
policy shall be issued on a per occurrence basis. COUNTY may require specific coverages including
completed operations, products liability, contractual liability, Explosion-Collapse-Underground, fire legal
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liability or any other liability insurance deemed necessary because of the nature of this contract.
B. Automobile Liability
Comprehensive Automobile Liability Insurance with limits of not less than One Million Dollars
($1,000,000.00) per accident for bodily injury and for property damages. Coverage should include any auto
used in connection with this Agreement.
C. Professional Liability
If CONTRACTOR employs licensed professional staff, (e.g., Ph.D., R.N., L.C.S.W., M.F.C.C.) in
providing services, Professional Liability Insurance with limits of not less than One Million Dollars
($1,000,000.00) per occurrence, Three Million Dollars ($3,000,000.00) annual aggregate.
D. Worker's Compensation
A policy of Worker's Compensation insurance as may be required by the California Labor Code.
E. Additional Requirements Relating to Insurance
CONTRACTOR shall obtain endorsements to the Commercial General Liability insurance naming
the County of Fresno, its officers, agents, and employees, individually and collectively, as additional
insured, but only insofar as the operations under this Agreement are concerned. Such coverage for
additional insured shall apply as primary insurance and any other insurance, or self-insurance, maintained
by COUNTY, its officers, agents and employees shall be excess only and not contributing with insurance
provided under CONTRACTOR's policies herein. This insurance shall not be cancelled or changed without
a minimum of thirty (30) days advance written notice given to COUNTY.
CONTRACTOR hereby waives its right to recover from COUNTY, its officers, agents, and
employees any amounts paid by the policy of worker’s compensation insurance required by this
Agreement. CONTRACTOR is solely responsible to obtain any endorsement to such policy that may be
necessary to accomplish such waiver of subrogation, but CONTRACTOR’s waiver of subrogation under
this paragraph is effective whether or not CONTRACTOR obtains such an endorsement.
Within Thirty (30) days from the date CONTRACTOR signs and executes this Agreement,
CONTRACTOR shall provide certificates of insurance and endorsement as stated above for all of the
foregoing policies, as required herein, to the County of Fresno, Internal Services Department, Attention:
Director of Internal Services/Chief Information Officer, 333 W. Pontiac Way, Clovis, CA 93612, stating that
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such insurance coverage have been obtained and are in full force; that the County of Fresno, its officers,
agents and employees will not be responsible for any premiums on the policies; that for such worker’s
compensation insurance the CONTRACTOR has waived its right to recover from the COUNTY, its officers,
agents, and employees any amounts paid under the insurance policy and that waiver does not invalidate
the insurance policy; that such Commercial General Liability insurance names the County of Fresno, its
officers, agents and employees, individually and collectively, as additional insured, but only insofar as the
operations under this Agreement are concerned; that such coverage for additional insured shall apply as
primary insurance and any other insurance, or self-insurance, maintained by COUNTY, its officers, agents
and employees, shall be excess only and not contributing with insurance provided under CONTRACTOR's
policies herein; and that this insurance shall not be cancelled or changed without a minimum of thirty (30)
days advance, written notice given to COUNTY.
In the event CONTRACTOR fails to keep in effect at all times insurance coverage as herein
provided, the COUNTY may, in addition to other remedies it may have, suspend or terminate this
Agreement upon the occurrence of such event.
All policies shall be issued by admitted insurers licensed to do business in the State of California,
and such insurance shall be purchased from companies possessing a current A.M. Best, Inc. rating of A
FSC VII or better.
11.AUDITS AND INSPECTIONS: The CONTRACTOR shall at any time during business hours,
and as often as the COUNTY may deem necessary, make available to the COUNTY for examination all of
its records and data with respect to the matters covered by this Agreement. The CONTRACTOR shall,
upon request by the COUNTY, permit the COUNTY to audit and inspect all of such records and data
necessary to ensure CONTRACTOR'S compliance with the terms of this Agreement.
If this Agreement exceeds ten thousand dollars ($10,000.00), CONTRACTOR shall be subject to
the examination and audit of the California State Auditor for a period of three (3) years after final payment
under contract (Government Code Section 8546.7).
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12.NOTICES: The persons and their addresses having authority to give and receive notices
under this Agreement include the following:
COUNTY CONTRACTOR
COUNTY OF FRESNO CCS Facility Services Director of Internal Services /CIO Jamie Jacobo, General Manager 333 W. Pontiac Way 2695 North Fowler Ave. Clovis, CA 93612 Fresno, CA 93727
All notices between the COUNTY and CONTRACTOR provided for or permitted under this
Agreement must be in writing and delivered either by personal service, by first-class United States mail, by
an overnight commercial courier service, or by telephonic facsimile transmission. A notice delivered by
personal service is effective upon service to the recipient. A notice delivered by first-class United States
mail is effective three COUNTY business days after deposit in the United States mail, postage prepaid,
addressed to the recipient. A notice delivered by an overnight commercial courier service is effective one
COUNTY business day after deposit with the overnight commercial courier service, delivery fees prepaid,
with delivery instructions given for next day delivery, addressed to the recipient. A notice delivered by
telephonic facsimile is effective when transmission to the recipient is completed (but, if such transmission is
completed outside of COUNTY business hours, then such delivery shall be deemed to be effective at the
next beginning of a COUNTY business day), provided that the sender maintains a machine record of the
completed transmission. For all claims arising out of or related to this Agreement, nothing in this section
establishes, waives, or modifies any claims presentation requirements or procedures provided by law,
including but not limited to the Government Claims Act (Division 3.6 of Title 1 of the Government Code,
beginning with section 810).
13.GOVERNING LAW: Venue for any action arising out of or related to this Agreement shall
only be in Fresno County, California.
The rights and obligations of the parties and all interpretation and performance of this Agreement
shall be governed in all respects by the laws of the State of California.
14.DISCLOSURE OF SELF-DEALING TRANSACTIONS
This provision is only applicable if the CONTRACTOR is operating as a corporation (a for-profit
or non-profit corporation) or if during the term of the Agreement, the CONTRACTOR changes its status
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to operate as a corporation.
Members of the CONTRACTOR’s Board of Directors shall disclose any self-dealing transactions
that they are a party to while CONTRACTOR is providing goods or performing services under this
Agreement. A self-dealing transaction shall mean a transaction to which the CONTRACTOR is a party
and in which one or more of its directors has a material financial interest. Members of the Board of
Directors shall disclose any self-dealing transactions that they are a party to by completing and signing a
Self-Dealing Transaction Disclosure Form, attached as Exhibit C and incorporated by this reference,
and submitting it to the COUNTY prior to commencing with the self-dealing transaction or immediately
thereafter.
15.ELECTRONIC SIGNATURES
The parties agree that this Agreement may be executed by electronic signature as provided in
this section. An “electronic signature” means any symbol or process intended by an individual signing
this Agreement to represent their signature, including but not limited to (1) a digital signature; (2) a faxed
version of an original handwritten signature; or (3) an electronically scanned and transmitted (for
example by PDF document) of a handwritten signature. Each electronic signature affixed or attached to
this Agreement (1) is deemed equivalent to a valid original handwritten signature of the person signing
this Agreement for all purposes, including but not limited to evidentiary proof in any administrative or
judicial proceeding, and (2) has the same force and effect as the valid original handwritten signature of
that person. The provisions of this section satisfy the requirements of Civil Code section 1633.5,
subdivision (b), in the Uniform Electronic Transaction Act (Civil Code, Division 3, Part 2, Title 2.5,
beginning with section 1633.1). Each party using a digital signature represents that it has undertaken
and satisfied the requirements of Government Code section 16.5, subdivision (a), paragraphs (1)
through (5), and agrees that each other party may rely upon that representation. This Agreement is not
conditioned upon the parties conducting the transactions under it by electronic means and either party
may sign this Agreement with an original handwritten signature.
16.CONSISTENT FEDERAL INCOME TAX POSITION
CONTRACTOR acknowledges that the Facilities have been acquired, constructed, or improved
using net proceeds of governmental tax-exempt bonds (collectively, “Bond-Financed Facilities”).
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CONTRACTOR agrees that, with respect to this Agreement and the Bond Financed Facilities,
CONTRACTOR is not entitled to take, and shall not take, any position (also known as a “tax position”)
with the Internal Revenue Service (“IRS”) that is inconsistent with being a “service provider” to the
COUNTY, as a “qualified user” with respect to the Bond-Financed Facilities, as “managed property,” as
all of those terms are used in Internal Revenue Service Revenue Procedure 2017-13, and to that end,
for example, and not as a limitation, CONTRACTOR agrees that CONTRACTOR shall not, in
connection with any federal income tax return that it files with the IRS or any other statement or
information that it provides to the IRS, (a) claim ownership, or that it is a lessee, of any portion of the
Bond Financed Facilities, or (b) claim any depreciation or amortization deduction, investment tax credit,
or deduction for any payment as rent with respect to the Bond-Financed Facilities.
17.ENTIRE AGREEMENT: This Agreement constitutes the entire agreement between the
CONTRACTOR and COUNTY with respect to the subject matter hereof and supersedes all previous
Agreement negotiations, proposals, commitments, writings, advertisements, publications, and
understanding of any nature whatsoever unless expressly included in this Agreement. In the event of any
inconsistency in interpreting the documents which constitute this Agreement, the inconsistency shall be
resolved by giving precedence in the following order of priority: (1) the text of this Agreement (excluding
EXHIBITS A and B); (2) EXHIBIT A; and (3) EXHIBIT B.
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1 IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the day and year first
2 hereinabove written .
3
COUNTYO~~
Steve Brandau,hairman of the Boa rd of
Supervisors of the County of Fresno
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10 Mailing Address ATTEST:
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FOR ACCOUNTING USE ONLY:
Fund: 1045
Subclass: 10000
ORG : 8935
20 Account: 7070
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Bernice E. Seidel
Clerk of the Board of Supervisors
County of Fresno, State of California
By : ~li-\AO,K,l,,:.i~L~tA~L=------
~puty
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EXHIBIT A – RFQ NO. 21-057 WITH ADDENDUM 1
G:\Public\RFQ\FY 2020-21\21-057 Janitorial Services - Plaza and Crocker\21-057 Janitorial Services - Plaza Complex and Crocker Building.docx
COUNTY OF FRESNO
REQUEST FOR QUOTATION
NUMBER: 21-057
JANITORIAL SERVICES - PLAZA COMPLEX AND
CROCKER BUILDING
Issue Date: June 9, 2021
Closing Date: JULY 6, 2021 AT 10:00 AM
All Questions and Responses must be electronically submitted on the Bid Page on Public Purchase.
For assistance, contact Crystal Nino at Phone (559) 600-7110.
BIDDER TO COMPLETE
Undersigned agrees to furnish the commodity or service stipulated in the attached at the prices and terms stated in this RFQ. Bid must be signed and dated by an authorized officer or employee.
Except as noted on individual items, the following will apply to all items in the Quotation Schedule:
• A cash discount of % days will apply. County does not accept terms less than 15 days.
COMPANY
CONTACT PERSON
ADDRESS
CITY STATE ZIP CODE
( )
TELEPHONE NUMBER E-MAIL ADDRESS
AUTHORIZED SIGNATURE
PRINT NAME TITLE
Purchasing Use: CN:st ORG/Requisition: 8935 / 1322101162
Quotation No. 21-057 Page 2
G:\PUBLIC\RFQ\FY 2020-21\21-057 JANITORIAL SERVICES - PLAZA AND CROCKER\21-057 JANITORIAL SERVICES - PLAZA COMPLEX AND CROCKER
BUILDING.DOCX
TABLE OF CONTENTS
PAGE
KEY DATES .................................................................................................................... 3
OVERVIEW ..................................................................................................................... 3
BID INSTRUCTIONS ...................................................................................................... 5
GENERAL REQUIREMENTS & CONDITIONS ............................................................... 6
GENERAL INFORMATION ........................................................................................... 12
SCOPE OF WORK ........................................................................................................ 13
RESPONSIBILITIES OF THE COUNTY ....................................................................... 18
RESPONSIBILITIES OF THE CONTRACTOR ............................................................. 19
PERFORMANCE REQUIREMENTS/QUALITY CONTROL .......................................... 25
INSURANCE REQUIREMENTS ................................................................................... 26
PARTICIPATION ........................................................................................................... 28
REFERENCE LIST ........................................................................................................ 29
QUOTATION SCHEDULE ............................................................................................. 30
CHECK LIST ................................................................................................................. 32
EXHIBITS ...................................................................................................................... 33
Quotation No. 21-057 Page 3
G:\PUBLIC\RFQ\FY 2020-21\21-057 JANITORIAL SERVICES - PLAZA AND CROCKER\21-057 JANITORIAL SERVICES - PLAZA COMPLEX AND CROCKER
BUILDING.DOCX
KEY DATES
RFQ Issue Date: June 9, 2021
Site Inspection: June 17, 2021 at 8:30 AM
Plaza Tower Lobby
2220 Tulare Street.
Fresno, CA 93721
Immediately followed by:
The Crocker Building
2135 Fresno Street
Fresno, CA 93721
Written Questions for RFQ Due: June 22, 2021 at 10:00 AM
Questions must be submitted on the Bid Page at Public Purchase.
RFQ Closing Date: July 6, 2021 at 10:00 AM
Quotations must be electronically submitted on the Bid Page.
SITE INSPECTION:
Site Inspection will be held on June 17, 2021 at 8:30 AM beginning at the Plaza Tower Lobby. Each bidder
shall have examined the site of work before bidding and shall be responsible for having acquired full
knowledge of the job and of all problems affecting it. No variations or allowance from the contract sum will
be made because of lack of such examination.
Bidders MUST contact Crystal Nino, County of Fresno - Purchasing at cnino@fresnocountyca.gov by June
15, 2021 at 4:00 PM if they are planning to attend.
OVERVIEW
The County of Fresno Internal Services Department – Facility Services (Facility Services) is soliciting
quotations to establish an agreement with the lowest, qualified bidder under which janitorial services will be
provided for the Plaza Complex located at 2220 Tulare Street, Fresno, CA 93721, and the Crocker Building,
located at 2135 Fresno Street, Fresno, CA 93721.
The Plaza Complex includes the Plaza Tower and surrounding buildings (Child Support Services, Child
Support Services Annex, Public Works, Elections, and Probation), primarily consisting of lobbies, hallways,
conference rooms, and restrooms.
The Crocker Building is occupied by the County’s Public Defender’s Office and Probation Department. There
are approximately 63,300 square feet of office space, conference rooms, lobbies, hallways, and restrooms.
The Contractor must be flexible to work around the scheduling needs as well as sensitive and private business
of this building’s occupants.
The County of Fresno has established its standard level of cleaning to provide both a sanitary and attractive
work environment and ensure the health, welfare, and safety of any occupants. This RFQ articulates the
required routine and periodic cleaning services, tasks, standards, requirements, and frequencies for the
included buildings. The bidders shall submit a quotation that justifies their ability to perform the specified
services in a reliable, practical, cost effective manner, while maintaining the highest standards regardless of
the day or time. Bidders shall take into consideration all requirements and standards described herein when
submitting their quotation.
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The contract will be awarded to one successful bidder who will provide all labor, material, equipment,
supplies, taxes, insurance etc. to perform the services as specified in this RFQ. Previous experience will be
considered.
Bidders should assume that all buildings are completely occupied during normal daytime business hours. All
square footage figures stated within this RFQ are estimated. Bidders are encouraged to attend the site
inspection.
Population data (i.e. number of employees and public users) for these buildings is not available, nor are the
quantities or costs of materials used by the current janitorial contractor serving these buildings.
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BID INSTRUCTIONS
• Bidders must electronically submit bid package in pdf format, no later than the quotation closing date
and time as stated on the front of this document, to the Bid Page on Public Purchase. The County will
not be responsible for and will not accept late bids due to slow internet connection or incomplete
transmissions.
• Bids received after the closing time will NOT be considered.
• All quotations shall remain firm for 180 days.
• Interpretation: Should any discrepancies or omissions be found in the bid specifications or doubt as to
their meaning, the bidder shall notify the Buyer in writing at once. The County shall not be held
responsible for verbal interpretations. Questions regarding the bid must be received by Purchasing
prior to the date and time stated within this document. All addenda issued shall be in writing, duly
issued by Purchasing and incorporated into the contract.
• ISSUING AGENT/AUTHORIZED CONTACT: This RFQ has been issued by County of Fresno,
Purchasing. Purchasing shall be the vendor’s sole point of contact with regard to the RFQ, its
content, and all issues concerning it.
All communication regarding this RFQ shall be directed to an authorized representative of County
Purchasing. The specific buyer managing this RFQ is identified on the cover page, along with his or
her telephone number, and he or she should be the primary point of contact for discussions or
information pertaining to the RFQ. Contact with any other County representative, including elected
officials, for the purpose of discussing this RFQ, its content, or any other issue concerning it, is
prohibited unless authorized by Purchasing. Violation of this clause, by the vendor having
unauthorized contact (verbally or in writing) with such other County representatives, may constitute
grounds for rejection by Purchasing of the vendor’s quotation.
The above stated restriction on vendor contact with County representatives shall apply until the
County has awarded a purchase order or contract to a vendor or vendors, except as follows. First, in
the event that a vendor initiates a formal protest against the RFQ, such vendor may contact the
appropriate individual, or individuals who are managing that protest as outlined in the County’s
established protest procedures. All such contact must be in accordance with the sequence set forth
under the protest procedures. Second, in the event a public hearing is scheduled before the Board of
Supervisors to hear testimony prior to its approval of a purchase order or contract, any vendor may
address the Board.
• APPEALS: Appeals must be submitted in writing within seven (7) working days after notification of
proposed recommendations for award. A “Notice of Award” is not an indication of County’s
acceptance of an offer made in response to this RFQ. Appeals shall be submitted to County of
Fresno Purchasing, 333 W. Pontiac Way, Clovis, CA 93612 and in Word format to
gcornuelle@FresnoCountyCA.gov. Appeals should address only areas regarding RFQ contradictions,
procurement errors, proposal rating discrepancies, legality of procurement context, conflict of interest,
and inappropriate or unfair competitive procurement grievance regarding the RFQ process.
Purchasing will provide a written response to the complainant within seven (7) working days unless
the complainant is notified more time is required. If the appealing bidder is not satisfied with the
decision of Purchasing, bidder shall have the right to appeal to the County Administrative Office
within seven (7) working days after Purchasing’s notification; if the appealing bidder is not satisfied
with CAO’s decision, the final appeal is with the Board of Supervisors. Please contact Purchasing if
the appeal will be going to the Board of Supervisors.
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GENERAL REQUIREMENTS & CONDITIONS
LOCAL VENDOR PREFERENCE AND DISABLED VETERAN BUSINESS ENTERPRISE BID
PREFERENCE: The Local Vendor Preference and Disabled Veteran Business Enterprise Preference do
not apply to this Request for Quotation.
DEFINITIONS: The terms Bidder, Proposer, Contractor and Vendor are all used interchangeably and refer
to that person, partnership, corporation, organization, agency, etc. which is offering the quotation and is
identified on page one of this Request For Quotation (RFQ).
INTERPRETATION OF RFQ: Vendors must make careful examination of the requirements, specifications
and conditions expressed in the RFQ and fully inform themselves as to the quality and character of services
required. If any person planning to submit a quotation finds discrepancies in or omissions from the RFQ or
has any doubt as to the true meaning or interpretation, correction thereof may be requested in writing from
Purchasing by June 22, 2021 at 10:00 AM, cut-off.
Questions must be submitted on the Bid Page at Public Purchase or contact Crystal Nino at (559) 600-7110.
NOTE: Time constraints will prevent County from responding to questions submitted after the cut-off date.
Any change in the Request for Quotation will be made by written addendum issued by the County. The
County will not be responsible for any other explanations or interpretations.
AWARD: Award will be made to the vendor offering the services, products, prices, delivery, equipment and
system deemed to be to the best advantage of the County. Past performance (County contracts within
the past seven years) and references may factor into awarding of a contract. The County shall be the
sole judge in making such determination. Award Notices are tentative: Acceptance of an offer made in
response to this RFQ shall occur only upon execution of an agreement by both parties.
RIGHT TO REJECT BIDS: The County reserves the right to reject any and all bids and to waive
informalities or irregularities in bids. Failure to respond to all questions or not to supply the requested
information could result in rejection of your quotation.
CODES AND REGULATIONS: All work and material to conform to all applicable Federal, State, local and
special district building codes, laws, ordinances, and regulations.
SALES TAX: Fresno County pays California State Sales Tax in the amount of 7.975% regardless of
vendor's place of doing business.
TAXES, PERMITS & FEES: The successful bidder shall pay for and include all federal, state and local taxes
direct or indirect upon all materials; pay all fees for, and obtain all necessary permits and licenses, unless
otherwise specified herein.
TAXES, CHARGES AND EXTRAS:
A) DO NOT include Federal Excise Tax. County is exempt under Registration No. 94-73-03401-K.
B) County is exempt from Federal Transportation Tax. Exemption certificate is not required where
shipping papers show consignee as County of Fresno.
C) Charges for transportation, containers, packing, etc. will not be paid unless specified in bid.
SPECIFICATIONS AND EQUALS: Brand names, where used, are a means of establishing quality and
style. Bidders are invited to quote their equals. Alternate offers are to be supported by literature, which fully
describes items that you are bidding.
No exceptions to or deviations from this specification will be considered unless each exception or deviation is
specifically stated by the bidder, in the designated places. If no exceptions or deviations are shown, the
bidder will be required to furnish items exactly as specified herein. The burden of proof of compliance with
this specification is the responsibility of the bidder.
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LITERATURE: Bidders shall submit literature, which fully describes items on which they are bidding, not
later than the closing date of this bid. Any and all literature submitted must be stamped with bidders name
and address.
MERCHANDISE RETURNABLE FOR FULL CREDIT: Bidder agrees to accept for full credit any
merchandise sold by him on contract or award resulting from this bid, if returned in good condition by the
County.
GUARANTEE AGAINST DEFECTS: All items are to carry a full guarantee against defects in materials and
workmanship and guarantee against breakage and other malfunctions when performing work for which they
are designed.
SAMPLES: On request, samples of the products on which you are bidding shall be made available to the
County. County will designate where samples are to be delivered.
Successful bidder's samples may be retained for checking against delivery, in which case allowance will be
made to vendor.
Samples, when required, must be furnished and delivered free and, if not destroyed by tests, will upon
written request (within thirty (30) days of bid closing date) be returned at the bidder's expense. In the
absence of such notification, County shall have the right to dispose of the samples in whatever manner it
deems appropriate.
MINOR DEVIATIONS: The County reserves the right to negotiate minor deviations from the prescribed
terms, conditions and requirements with the selected vendor.
BIDDERS’ LIABILITIES: County of Fresno will not be held liable for any cost incurred by vendors in
responding to the RFQ.
PRICE RESPONSIBILITY: The selected vendor will be required to assume full responsibility for all services
and activities offered in the quotation, whether or not they are provided directly. Further, the County of
Fresno will consider the selected vendor to be the sole point of contact with regard to contractual matters,
including payment of any and all charges resulting from the contract. The contractor may not subcontract or
transfer the contract, or any right or obligation arising out of the contract, without first having obtained the
express written consent of the County.
PRICES: Bidder agrees that prices quoted are for the contract period, and in the event of a price decline
such lower prices shall be extended to the County of Fresno. Prices shall be quoted F.O.B. destination.
CONFIDENTIALITY: Bidders shall not disclose information about the County's business or business
practices and safeguard confidential data which vendor staff may have access to in the course of system
implementation.
NEWS RELEASE: Vendors shall not issue any news releases or otherwise release information to any third
party about this RFQ or the vendor's quotation without prior written approval from the County of Fresno.
BACKGROUND REVIEW: The County reserves the right to conduct a background inquiry of each
proposer/bidder which may include collection of appropriate criminal history information, contractual and
business associations and practices, employment histories and reputation in the business community. By
submitting a quotation/bid to the County, the vendor consents to such an inquiry and agrees to make
available to the County such books and records the County deems necessary to conduct the inquiry.
ADDENDA: In the event that it becomes necessary to revise any part of this RFQ, addenda will be provided
to all agencies and organizations that receive the basic RFQ.
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CONFLICT OF INTEREST: The County shall not contract with, and shall reject any bid or quotation
submitted by the persons or entities specified below, unless the Board of Supervisors finds that special
circumstances exist which justify the approval of such contract:
1. Employees of the County or public agencies for which the Board of Supervisors is the governing
body.
2. Profit-making firms or businesses in which employees described in Subsection (1) serve as officers,
principals, partners or major shareholders.
3. Persons who, within the immediately preceding twelve (12) months, came within the provisions of
Subsection (1), and who were employees in positions of substantial responsibility in the area of
service to be performed by the contract, or participated in any way in developing the contract or its
service specifications.
4. Profit-making firms or businesses in which the former employees described in Subsection (3) serve
as officers, principals, partners or major shareholders.
5. No County employee whose position in the County enables him to influence the selection of a
contractor for this RFQ, or any competing RFQ, and no spouse or economic dependent of such
employee, shall be employees in any capacity by a bidder, or have any other direct or indirect
financial interest in the selection of a contractor.
INVOICING: All invoices are to be delivered to Internal Services – Facility Services, 333 W. Pontiac Way,
Clovis, CA 93612 OR ISDAP-AR@fresnocountyca.gov. Each invoice shall reference the purchase order or
contract number and the equipment number if applicable.
PAYMENT: County will make partial payments for all purchases made under the contract/purchase order
and accumulated during the month. Terms of payment will be net forty-five (45) days. County will consider
the Bidder’s Cash discount Offer, in lieu of the net forty-five (45) days payment terms.
CONTRACT TERM: It is County’s intent to contract with the successful bidder for a term of three (3)
years.
RENEWAL: Agreement may be renewed for a potential of two (2) one (1) year periods, based on the mutual
written consent of all parties.
QUANTITIES: Quantities shown in the bid schedule are approximate and the County guarantees no
minimum amount. The County reserves the right to increase or decrease quantities.
ORDERING: Orders will be placed as required by County of Fresno Internal Services – Facility Services.
TERMINATION: The County reserves the right to terminate any resulting contract upon written notice.
INDEPENDENT CONTRACTOR: In performance of the work, duties, and obligations assumed by
Contractor under any ensuing Agreement, it is mutually understood and agreed that CONTRACTOR,
including any and all of Contractor’s officers, agents, and employees will at all times be acting and
performing as an independent contractor, and shall act in an independent capacity and not as an officer,
agent, servant, employee, joint venturer, partner, or associate of the COUNTY. Furthermore, County shall
have no right to control or supervise or direct the manner or method by which Contractor shall perform its
work and function. However, County shall retain the right to administer this Agreement so as to verify that
Contractor is performing its obligations in accordance with the terms and conditions thereof. Contractor and
County shall comply with all applicable provisions of law and the rules and regulations, if any, of
governmental authorities having jurisdiction over matters the subject thereof.
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Because of its status as an independent contractor, Contractor shall have absolutely no right to employment
rights and benefits available to County employees. Contractor shall be solely liable and responsible for
providing to, or on behalf of, its employees all legally-required employee benefits. In addition, Contractor
shall be solely responsible and save County harmless from all matters relating to payment of Contractor's
employees, including compliance with Social Security, withholding, and all other regulations governing such
matters. It is acknowledged that during the term of the Agreement, Contractor may be providing services to
others unrelated to the County or to the Agreement.
SELF-DEALING TRANSACTION DISCLOSURE: Contractor agrees that when operating as a corporation
(a for-profit or non-profit corporation), or if during the term of the agreement the Contractor changes its status
to operate as a corporation, members of the Contractor’s Board of Directors shall disclose any self-dealing
transactions that they are a party to while Contractor is providing goods or performing services under the
agreement with the County. A self-dealing transaction shall mean a transaction to which the Contractor is a
party and in which one or more of its directors has a material financial interest. Members of the Board of
Directors shall disclose any self-dealing transactions that they are a party to by completing and signing a
Fresno County Self-Dealing Transaction Disclosure Form and submitting it to the County prior to
commencing with the self-dealing transaction or immediately thereafter.
HOLD HARMLESS CLAUSE: Contractor agrees to indemnify, save, hold harmless and at County's request,
defend the County, its officers, agents and employees, from any and all costs and expenses (including
attorney’s fees and costs), damages, liabilities, claims and losses occurring or resulting to County in
connection with the performance, or failure to perform, by Contractor, its officers, agents or employees under
this Agreement and from any and all costs and expenses (including attorney’s fees and costs), damages,
liabilities, claims and losses occurring or resulting to any person, firm or corporation who may be injured or
damaged by the performance, or failure to perform, of Contractor, its officers, agents or employees under
this Agreement.
MATERIALS TO BE NEW: All materials shall be new and of merchantable grade, free from defect. No bid
will be considered unless it is accompanied by a complete list of manufacturer's catalog numbers of the
items, which the bidder proposes to furnish, together with full descriptive literature on all items so
enumerated. If item proposed differs from these specifications, bidder shall present specific explanation of
functioning and structural characteristics for those details which differ from the specifications listed herein.
SAFETY DATA SHEETS: With the invoice or within twenty-five (25) days of delivery, the seller must
provide to the County a Safety Data Sheet for each product, which contains any substance on “The List of
800 Hazardous Substances”, published by the State Director of Industrial Relations. (See Hazardous
Substances Information and Training Act, California State Labor Code Sections 6360 through 6399.7.)
RECYCLED PRODUCTS/MATERIALS: Vendors are encouraged to provide and quote (with
documentation) recycled or recyclable products/materials which meet stated specifications.
EXAMINATION OF SITE: Where work is to be performed on County site, each bidder shall have examined
the site of work before bidding and shall be responsible for having acquired full knowledge of the job and of
all problems affecting it. No variations or allowance from the contract sum will be made because of lack of
such examination.
DAMAGE TO EXISTING WORK: Damage to existing construction, equipment, planting, etc., by the
contractor in the performance of his work shall be replaced or repaired and restored to original condition by
the contractor.
COORDINATE WORK WITH OWNER: Successful bidder shall coordinate and schedule the work with the
County so that any interruption to the normal business operations be kept to a minimum.
STANDARD OF PERFORMANCE: All work shall be performed in a good and workmanlike manner.
SAFEGUARDS: The contractor shall provide safeguards, in conformity with all local codes and ordinances
as may be required.
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GUARANTEE: The successful bidder shall fully guarantee all aspects of the project for the minimum period
of one (1) year. Such one (1) year period shall commence upon the date of final acceptance by County. The
guarantee shall include but in no way be limited to workmanship, equipment and materials.
DISPUTE RESOLUTION: The ensuing contract shall be governed by the laws of the state of California.
Any claim which cannot be amicably settled without court action will be litigated in the U.S. District Court for
the Eastern District of California in Fresno, CA or in a state court for Fresno County.
DEFAULT: In case of default by the selected bidder, the County may procure the services from another
source and may recover the loss occasioned thereby from any unpaid balance due the selected bidder, or by
any other legal means available to the County.
Regardless of F.O.B. point, vendor agrees to bear all risks of loss, injury or destruction to goods and
materials ordered herein which occur prior to delivery and such loss, injury or destruction shall not release
vendor from any obligation hereunder
ASSIGNMENTS: The ensuing proposed contract will provide that the vendor may not assign any payment
or portions of payments without prior written consent of the County of Fresno.
ASSURANCES: Any contract awarded under this RFQ must be carried out in full compliance with the Civil
Rights Act of 1964, the Americans With Disabilities Act of 1990, their subsequent amendments, and any and
all other laws protecting the rights of individuals and agencies. The County of Fresno has a zero tolerance
for discrimination, implied or expressed, and wants to ensure that policy continues under this RFQ. The
contractor must also guarantee that services, or workmanship, provided will be performed in compliance with
all applicable local, state, or federal laws and regulations pertinent to the types of services, or project, of the
nature required under this RFQ. In addition, the contractor may be required to provide evidence
substantiating that their employees have the necessary skills and training to perform the required services or
work.
OBLIGATIONS OF CONTRACTOR: Contractor warrants on behalf of itself and all subcontractors
engaged for the performance of the ensuing contract that only persons authorized to work in the United
States pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws shall be
employed in the performance of the work hereunder.
TIE BIDS: With all other factors being equal, the contract shall be awarded to the Fresno County vendor
or, if neither or both are Fresno County vendors, the tied vendors will be granted the opportunity to submit
new bids or the entire bid may be rejected and re-bid. If the General Requirements of the RFQ state that
they are applicable, the provisions of the Fresno County Local Vendor Preference shall take priority over
this paragraph.
DATA SECURITY: Individuals and/or agencies that enter into a contractual relationship with the County for
the purpose of providing services must employ adequate controls and data security measures, both internally
and externally to ensure and protect the confidential information and/or data provided to contractor by the
County, preventing the potential loss, misappropriation or inadvertent access, viewing, use or disclosure of
County data including sensitive or personal client information; abuse of County resources; and/or disruption
to County operations.
Individuals and/or agencies may not connect to or use County networks/systems via personally owned
mobile, wireless or handheld devices unless authorized by County for telecommuting purposes and provide a
secure connection; up to date virus protection and mobile devices must have the remote wipe feature
enabled. Computers or computer peripherals including mobile storage devices may not be used (County or
Contractor device) or brought in for use into the County’s system(s) without prior authorization from County’s
Chief Information Officer and/or designee(s).
No storage of County’s private, confidential or sensitive data on any hard-disk drive, portable storage device
or remote storage installation unless encrypted according to advance encryption standards (AES of 128 bit
or higher).
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The County will immediately be notified of any violations, breaches or potential breaches of security related
to County’s confidential information, data and/or data processing equipment which stores or processes
County data, internally or externally.
County shall provide oversight to Contractor’s response to all incidents arising from a possible breach of
security related to County‘s confidential client information. Contractor will be responsible to issue any
notification to affected individuals as required by law or as deemed necessary by County in its sole
discretion. Contractor will be responsible for all costs incurred as a result of providing the required
notification.
AUDITS AND RETENTION: The Contractor shall maintain in good and legible condition all books,
documents, papers, data files and other records related to its performance under this contract. Such records
shall be complete and available to Fresno County, the State of California, the federal government or their
duly authorized representatives for the purpose of audit, examination, or copying during the term of the
contract and for a period of at least three (3) years following the County's final payment under the contract or
until conclusion of any pending matter (e.g., litigation or audit), whichever is later. Such records must be
retained in the manner described above until all pending matters are closed.
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GENERAL INFORMATION
DEFINITIONS:
1. County Contract Administrator (CCA) – The County will appoint a CCA, who will be authorized
to administer the Contract/Agreement.
2. County Contractor Coordinator (CCC) – The County will identify a number of CCCs who will
be responsible for on-site coordination of the Contract, logistics, communication, and quality
control inspections.
3. County Contract Team (CCT) – The CCA and CCCs will function together as the County
Contract Team (CCT).
4. Contractor’s On-Site Representative (COSR) – The COSR is the individual who has
been authorized by the Contractor to act on their behalf regarding day-to-day
implementation and execution of this Agreement.
COUNTY HOLIDAYS: The County observes 11 holidays as identified under Item No. 24 of the
GENERAL CONDITIONS section of this RFQ. With the exception of facilities that operate 24
hours a day/7 days per week, Routine Janitorial Services (as defined in this RFQ) will not be
required on County holidays. The County will not pay for services on days where they are not
required or requested by the County, and this shall be reflected in the Contractor’s monthly
invoice. Bidders are encouraged to factor this into the cost quotation.
LAWS AND REGULATIONS: Contractor shall at all times perform its obligations hereunder in
compliance with all applicable federal, State, and County laws and regulations. Note: The
provisions of the Displaced Janitor Opportunity Act (Labor Code Section 1060 et seq.), effective
January 1, 2002, including specifically Labor Code Section 1061 (b) (1), must be complied with
by successful bidder during the term of any agreement resulting from this Request for
Quotation.
ENERGY CONSERVATION: The Contractor shall comply with all energy conservation practices
of the County: turn off lights and equipment when not in use, and work within County energy
management policies which call for thermostats to be set to warm up to 68° in the winter and
cool down to 78° in the summer.
EXTRA SERVICES: The County may increase and decrease service requirements with written notice
to the Contractor. Written orders will include approvals and the amount of money to be added or
deducted. The County reserves the right to order extra services or make changes by altering, adding
to, or deducting as the requirements and conditions specified herein are subject to change and are
dependent on each user Department’s needs at the time. Extra services will be billed at the rate
specified in Contractor’s quotation. Examples include: cleaning requested by the County that is above
and beyond that which is specified or janitorial services at other County occupied buildings not
included in this RFQ.
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SCOPE OF WORK
The County of Fresno, Internal Services Department: Facility Services will be responsible for the
administration of the work requested under this Request for Quotation (RFQ), and shall be the
County’s primary designee for all work performed under the terms of any contract resulting from this
RFQ.
It is the intent of the County that County facilities be maintained at a high standard of cleanliness.
These specifications are intended to establish an acceptable level of service. Cleaning frequencies
are established as minimums. All items not specifically included but found to be necessary to properly
clean the buildings, shall be included as though written into this Scope of Work.
The term “clean” includes, but is not limited to, the complete removal of trash, dirt, dust, lint, webs,
marks, stains, spots, spillages, graffiti, odors, film, gum, grease, tar, paint, etc. or cleaning product
residue.
The contractor shall provide a dedicated core of individuals for each facility as many County facilities
and departments have special training requirements. At a minimum, the contractor shall have
adequate personnel to assign the same individuals to the assigned facility for one month at a
time. This provides continuity for County for services in specific locations.
MINIMUM STAFFING REQUIREMENTS: The Contractor shall provide the following, minimum staffing
requirements 8 hours per day, 5 days a week, primarily during the evening as well as a day porter
available during regular business hours as noted above. Supervisor can be the same for both
buildings.
PLAZA COMPLEX:
• 1 Supervisor
• 8 Janitors
CROCKER BUILDING:
• 1 Supervisor
• Current agreement has 2 janitors, 7 hours per day, 5 days per week.
HOURS OF SERVICE: Cleaning of County facilities is to be done with as little hindrance of the County
staff and clients as possible. In this context, the Contractor must be flexible to work around the
scheduling needs of building occupants.
All regular work shall be performed between the hours of 4:00 p.m. and 1:00 a.m. Monday through
Friday. Contractor shall make available a day porter as-needed during regular business hours of 7:00
a.m. through 4:00 p.m. Monday through Friday. Contractor’s day porter shall complete remedial work
done to correct deficiencies when required by the County.
CLEANING REQUIREMENTS: This section defines the general cleaning components, standards and
requirements that apply to all buildings. In addition, there are some unique cleaning requirements which may
exceed and supplement these general standards due to the nature of a building, the clients they serve, and
the services provided. Those site-specific cleaning requirements are defined in Exhibits A and B.
Frequency (examples)
D-Daily
W-Weekly
M-Monthly
Q-Quarterly
SA-Semi-Annually
A-Annually
#D - # Days Per Week (e.g. 3D = 3 days per week)
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MON, TUE, WED, THU, FRI - one day per week on a specific day
AN - As Needed (as determined by the County)
AR - As Requested
The minimum required frequency for each task is defined in the specific task sheets for each facility.
Note: Whenever Contractor is in the process of servicing any closed off or private areas (restrooms, offices,
etc.), the area must be closed off with proper safety signage (i.e. wet floor signs).
Routine - Cleaning tasks are ones that occur in the range of multiple times per day to weekly.
Periodic - Cleaning tasks occur less frequently and are done at intervals such as monthly, quarterly,
semiannually or annually.
Periodic tasks required advanced scheduling with the CCA. Contractor shall submit a written schedule
showing the exact date of all monthly, quarterly, semi-annual and annual work to the CCA.
Periodic tasks also must be logged into the periodic service logbook as they are completed and signed off
by the CCA verifying their satisfactory completion.
Unless otherwise noted, Periodic Tasks shall be completed after normal business hours. All Periodic Tasks
shall be completed a minimum of once within the first 60 days of the Contract, and then according to the
frequencies for each building documented in Exhibits A and B.
ELEVATORS: Routine - Clean and vacuum elevator tracks on all floors to remove debris. Vacuum
carpeted floor; sweep and damp mop hard surface floors. Clean elevator doors (on all floors) and walls
with the appropriate cleaner for the surface material (e.g. stainless-steel cleaner for stainless steel, wood
cleaner for wood surfaces, general purpose cleaner for other surfaces.) Dry with a clean, dry cloth. Remove
any graffiti with graffiti remover and a damp cloth. Rinse with water and dry. Post wet floor sign, when
needed.
Periodic – n/a
BUILDING EXTERIORS:
Routine - Sweep the exterior entrance area to within 15' from entrance. Remove trash. Remove all graffiti
that can be removed with janitorial cleaners and processes. Report other graffiti to the CCC who will refer
the work to County Facility Services. Patios and courtyards that are within the perimeter of the building
should be swept and cleaned regularly.
Periodic - Hose down cobwebs and dirt from eves, awnings, and corners of facility with a high pressure
hose, where needed. Post wet floor signs. Mop up any puddled water.
HARD SURFACE FLOORS: Contractor shall maintain all floors in such a manner as to reduce wear and
tear, uniform in appearance, and safety upon completion of work; all floors shall be left in a clean, high luster
shine, orderly condition at all times.
The Contractor shall move furniture as required to perform the work, exercising necessary safety
practices to prevent damage to County property and return to its proper place.
Contractor shall post sufficient safety signs indicating slip hazards and/or wet floor when buffing, damp
mopping, stripping and waxing.
Routine - Contractor shall sweep to remove loose dirt and other material on all service days. Contractor
shall spot clean all hard surface floors for (Spillages, stains, gum, candy, etc.) on all service days.
Contractor shall dust mop floors with a wide, treated dust mop, keeping the dust mop head on the floor at all
times. Pick up soil from floor with a dustpan. Periodically shake out mop head into a plastic bag. When mop
head gets soiled, put in a container marked dirty mop heads and replace with a clean mop head.
Contractor shall damp mop all surface hard tile (concrete, ceramic, resilient, wood, quarry, terrazzo,
linoleum, etc) on all service days. Upon completion of these tasks, floors shall be left free of all scuff marks,
dirt, dust, soil, spots, stains, deposits, oil, grease, gum, finish residue buildup, etc.
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Periodic - Contractor shall clean all baseboards and floor drains. Cleaning requires the removal of grime,
dirt, wax build up, cleaning compound and finish residue, which builds up on the baseboards, corners, edges
and grout.
Contractor shall spray-buff floor, using a floor machine equipped with a buffing pad, to a high luster. Apply a
new coat of finish as needed or as requested by the CCA. Contractor shall machine scrub restroom floors
with a disinfecting detergent cleaner. Contractor shall strip and refinish all resilient tile with 2 coats of skid-
proof wax according to the periodic cleaning schedule or when requested by the CCA. Finish shall be applied
only to appropriate areas free of residual dirt and build-up (i.e. swept, spot cleaned, and damp mopped)
Floors are not to be left unfinished after stripping/scrubbing.
Contractor shall scrub/strip and refinish all hard surface floors within the first 60 days of the
Agreement and then according to the frequencies for each building as articulated in Exhibits A and
B.
CARPETING:
Routine – Completely vacuum all carpeted areas including both high-traffic and non-high traffic areas. This
includes underneath desks, chairs, between walls and filing cabinets, behind doors and in comers and edges
of carpet and wall. Move furniture as needed.
Spot clean to remove stains such those caused by spilled beverages, candy, gum, etc. Use stain and gum
remover for carpets.
Periodic – Contractor shall deep clean all hard-carpeted floors within the first 60 days of the resulting
Agreement and then according to the frequencies for each building as articulated in Exhibits A and B.
Contractor shall deep clean all carpets with spin bonnet or hot water extraction equipment. At a minimum of
every fourth cleaning, hot water extraction cleaning is required in order to deep clean.
Proper carpet cleaning shall result in a carpet free from all types of airborne soil, dry dirt, spots, spills, stains,
smudges and water/petroleum soluble soils. A cleaned carpet shall be uniform in appearance when dry and
vacuumed.
Carpet extraction is to be done according to the periodic schedule and when requested by the CCA.
GENERAL SURFACES: Contractor shall dust and clean all surfaces including, but not limited to the following,
to remove dust, finger marks, smudges, graffiti, gum, dirt buildup, and/or accumulation:
• baseboards
• light switches (and surrounding wall area)
• ceiling and wall vents
• metal trim
• ceiling or shelf fans
• moldings
• counters
• partitions
• door frames
• picture frames
• door jams
• push plates
• doors
• vending machines
• elevators
• walls
• fire extinguishers
• window blinds
• kick plates
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Routine cleaning requirements include-
• Ash Trays - Empty and Clean outside ashtrays, if applicable
• Brass and Chrome – Polish (brass, chrome, etc.) doorknobs, handrails, kick plates and push plates on
doors or other pieces of door trim. Use a cloth and polish, wipe film dry.
• Chalkboards and Whiteboards – Chalkboards and white boards should only be cleaned upon request
and with appropriate cleaner provided by the user department. Trays should be cleaned with a suitable
cleaner.
• Drinking Fountains – Clean drinking fountains with germicidal detergent to sanitize. Remove calcium
deposits with an environmental stain remover. Wipe off with a dry cloth, then polish and wipe dry. If
drinking fountain drain is slow, report it to maintenance.
• Glass – Clean both sides of entrance door glass, clean door glass frames and accompanying glass
panels including transoms (inside and outside), removing all fingerprints and dirt. Spot clean all interior
glass. Contractor shall clean all interior glass partitions, inside exterior glass, display cases, mirrors,
• Periodic-
• Ceilings and Corners – Remove cobwebs from all ceilings, doors, and corners within the building
• Light fixtures – Clean light fixtures, as needed, to remove insects, dirt, etc., in and on the fixtures.
• Vents, Grills and Diffusers – Clean/vacuum all supply and return air diffusers and any other vents on
walls or ceilings.
FURNITURE: Furniture includes, but is not limited to desks, tables, reading tables, conference room tables,
interview room tables, windows, and reception area partitions.
Routine – Dust and spot clean furniture. Clean employee desktops only if they have been cleared of
papers. Set-up conference rooms when requested by building occupants.
Periodic – Clean counters and cabinets, moldings, door frames, furniture legs, arms rest. Note: personnel
desks are not to be disturbed and or touched unless cleared by the occupant with a note left instructing that it
be cleaned. Contractor shall restore all furniture, wastepaper baskets, etc., to their original position.
RESTROOMS: The Contractor shall clean and disinfect all restrooms in the buildings at the frequencies
identified in Exhibits A and B. For purposes of restroom requirements, “clean” shall be defined as disinfecting,
polishing, and removing all water spots. Disinfectant must be a “hospital” grade disinfectant that kills fungus,
virus, and bacteria and has organic soil tolerance.
Routine - Contractor shall clean all toilets, toilet seats, urinals. This includes removing any encrustation,
stains, scale, deposits, and build-up.
Contractor shall clean and polish all exposed fixtures and piping, lavatories, counters, changing tables,
dispensers, mirrors, partitions, doors, walls, moldings, ceiling and wall vents, shelves, furniture, trim,
baseboards, etc., in restrooms and adjacent lounge areas using a germicidal detergent.
Deodorant urinal screens shall be used in urinals only. Highly scented disinfectants, objectionable or
odoriferous cleaners shall not be used in many buildings, restrooms must be checked and touched up or re-
cleaned multiple times throughout a normal workday. Since the Contractor only works after normal working
hours, this will be the responsibility of the County.
Restroom Floors - Contractor shall clean restroom floors according to the flooring standards, schedule, and
protocol described in the flooring section.
STAIRWAYS:
Routine - Contractor shall sweep stairwells and remove all trash. Contractor shall damp mop hard-surface
stairs, vacuum carpeted stairs and remove any stains, gum, etc. Contractor shall scrub, polish, and sanitize
handrails.
Periodic – n/a
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STOCKING DISPENSERS:
• Dispensers are to be refilled and cleaned daily
• No refill/extra supplies shall be stocked in the area of dispensers
• All dispensers found to be less than half filled will be considered insufficient.
• Contractor shall maintain ten (10) day’s stock of restroom supplies in the Janitorial closets at all facilities
for the term of the contract. (Note: Some facilities may not have a closet or room that can accommodate
a 10-day supply. In those cases, the items shall be stored in the nearest County facility that can
accommodate the supplies).
TRASH PICK-UP AND REMOVAL: Routine - Empty all waste receptacles, including wastebaskets, trash
cans, and boxes (if labeled "trash", etc.) Deposit the trash into appropriate waste disposal containers.
Empty boxes, papers, magazines, etc.; outside of trash receptacles not labeled trash are not to be removed.
Contractor shall ensure all waste receptacles are maintained in a clean and odor-free condition. Wash
wastebaskets and replace plastic liners, as needed.
Contractor shall remove all trash and waste to a designated on-site dumpster or compactor) for disposal. If in
doubt, set aside material and ask for direction from the CCA.
Remove all trash and sweep sidewalks for ten feet (10’) from all entrances/exits to the building.
RECYCLING: Routine - Transport all recyclables such as mixed paper, plastic/glass and aluminum
containers from bins inside County offices to designated location containers. Note that some buildings
have extensive quantities of materials that must be recycled.
Empty large shredders and transport shredded paper to recycle locations. Empty small, “personal” shredders
only upon request from building occupants.
All cardboard is to be broken down before emptying into the appropriate on-site container (i.e. compactor,
recycle bin).
WINDOWS AND COVERINGS: Routine - See “Surfaces” section regarding general glass cleaning.
Periodic – Periodic window glass cleaning is done by a window cleaning contractor.
Clean/dust all window coverings.
MAINTENANCE: The County depends upon the Contractor and others to be vigilant and notice and report any
maintenance issues immediately so that they may be addressed and corrected. Contractor shall report all
maintenance- related problems to the CCA. Examples include, but are not limited to:
1. Burned-out lighting
2. Dripping or running faucets.
3. Leaking fixtures (such as toilets and urinals).
4. Continuously or long-running flush-o-meters.
5. Inadequate or non-flushing flush-o-meters.
6. Carpet tears that pose a trip hazard.
7. Loosened floor tiles.
8. Cracked or broken windows.
9. Door locking problems.
10. Pests (e.g. spiders, ants, roaches, mice)
MISCELLANEOUS: Routine/As Needed - The Contractor is responsible for a variety of miscellaneous tasks
that don’t fit into other categories. They include, but are not limited to: changing batteries in automated air
sanitizers, automated paper towel dispensers and other similar items, if needed.
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RESPONSIBILITIES OF THE COUNTY
ACCESS TO COUNTY FACILITIES: The County shall provide access for the Contractor to the facilities that
are to be serviced under the terms of this RFQ. Refer to Security, Keys, and Alarms.
CONTRACT ADMINISTRATION/MANAGEMENT: The County of Fresno shall designate a County Contract
Administrator (CCA) who shall act on the behalf of the County with respect to the resulting Contract. The
CCA will oversee the work as it progresses and inspect Contractor’s materials. The CCA shall have authority
to require the Contractor to comply with all provisions of this Contract, answer all questions and settle any
disputes.
The CCA will lead regular Contractor progress meetings and coordinate County's Agreement administrative
functions. The CCA will receive and approve Contractor invoices for payment, audit and inspect records,
inspect Contractor services, and provide other technical guidance as required.
The CCA will shall designate one or more County Contract Coordinators (CCC) who shall provide hands-on,
daily monitoring, quality control inspections, and oversight of the Contractor’s performance. The CCCs will
also handle any coordination and communication issues between the Contractor and building occupants.
The CCA and CCCs shall function together as a County Contract Team (CCT) in providing leadership and
oversight of the Contract. The primary goal of the CCT is to assure that the Contractor is successful in
meeting the County’s goals, objectives, and requirements.
The County reserves the right to, at any time, stop work if Contractor is not complying with the rules and
specifications.
The County reserves the right to require the Contractor to remove at any time any employee of the
Contractor who acts in a disorderly, unsafe or improper manner, or fails to follow established protocols,
including County rules and regulations. Such person shall not return to work for County without written
consent of the County.
The County may cancel any and all services as specified within the contract due to negligence,
incompetence, or failure to abide by the obligations within the contract.
The County may require a reevaluation of contractor pricing dependent upon any reduction of cleaning
space.
ELECTRICITY, LIGHTING AND WATER: The County will supply light, power, and water necessary for the
cleaning of the facilities.
OFFICE SPACE: County will provide minimal office space for meetings and check-in.
GARBAGE AND RECYCLING SERVICE: The County will provide designated spaces, bins, cans or locations
where Contractor will deposit trash and materials to be recycled, all of which remain County property.
Disposal from these designated locations will be the responsibility of the County. All trash and recycled
materials shall remain the property of the County until they are hauled away at a located predetermined by
the County.
STORAGE/JANITORIAL CLOSETS: The County shall provide lockable spaces for Contractor's supplies and
equipment including all vacuum cleaners, buffers, mops, mop buckets, roll carts, trash containers, dust mops
and brooms etc. The County shall not be responsible for the Contractor’s supplies, materials or personal
belongings that may be damaged, lost or stolen. The Contractor shall keep these storage areas organized
and clean at all times. The Contractor shall provide the County access to consumable supplies that may
need to be replenished during the daytime shift when the Contractor is not on-site.
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RESPONSIBILITIES OF THE CONTRACTOR
Contractor shall, at its own cost and expense, furnish all of the labor, technical, administrative, professional
and all personnel. Contractor will also furnish all supplies and materials, equipment, printing, transportation,
facilities, and all other means whatsoever, unless otherwise stated, necessary to perform the work required
of Contractor.
COMMUNICATION: Regular communication between the Contractor and the County is fundamental to the
success of this relationship. The Contractor shall immediately notify the CCA of any circumstance in any
assigned area causing the Contractor to be unable to fill any requirement of the resulting contract. Contractor
shall attend and actively participate in all communication meetings scheduled by the County.
TELEPHONE: The Contractor shall provide a cell phone device or email for Supervisory personnel. The
Contractor shall provide the cell phone, which shall be worn at all times while on County Property. Contractor
shall at all times be able to contact and be contacted by their deployed employees. Contractor shall provide
the cell phone number to the CCA and County Security.
RESPONSE TIME: The Contractor shall maintain a 24-hour business phone. Phone answering machines
are not acceptable. Contractor shall also maintain an active e-mail account. Contractor shall respond to all
phone or e-mail messages regarding incomplete or defective work before the end of the next County
workday (8:00 a.m. to 5:00 p.m. Monday through Friday). Remedial work shall be completed within 24 hours
after receiving County’s notification unless otherwise stated in this RFQ.
CONDUCT: The Contractor is responsible for the conduct of their employees. Examples of required and
prohibited conduct include:
The Contractor’s personnel shall:
• Be restricted to work areas to which they are assigned.
• Take rest breaks only in pre-assigned areas.
• Conduct themselves in an orderly and safe manner.
The Contractor’s personnel shall NOT:
• Loiter in the building.
• Smoke in County facilities or within 25 feet of any exterior building entrance.
• Use any County of Fresno telephones, copy machines, or other equipment or supplies, regardless of
the purpose.
• Touch nor disturb personal items stored by County employees in their offices and work areas, break
rooms, refrigerators, etc.
• Possess, use, or be under the influence of alcohol or illegal drugs while on County property
• Engage in soliciting, gambling, or any immoral or undesirable conduct on County property
CONTRACTOR’S ON-SITE REPRESENTATIVE (COSR): The Contractor shall have a designated COSR
on-site during all shifts. If the primary assigned COSR is absent, the Contractor shall provide a competent
replacement. The COSR shall provide the weekly cleaning schedule to the CCA for approximate location of
personnel at all times.
DAMAGE REPAIR AND RESTORATION: The Contractor shall repair and restore to its original condition any
County property damaged by their operations at no cost to the County. Contractor shall be responsible for
damage caused by their staff to personal property of County employees.
EMERGENCIES - DEPLOYMENT OF JANITORIAL SERVICES DURING DECLARED EMERGENCIES: In
the event of an emergency County may temporarily add/change services and locations including up to 24-
hour serviced locations at the rate specified in Quotation Schedule.
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ENGLISH LANGUAGE FLUENCY: Staff provided by the Contractor must be fluent in English. Fluency will be
defined as the ability to communicate (speak, read and understand) in English. The CCA may review the
language skills of all persons required to be fluent in English. The criteria shall be the individual’s ability to
read aloud the cleaning specifications of this contract and explain the application of these requirements.
EQUIPMENT: The Contractor shall only use equipment that is suitable for a commercial cleaning
environment. The contractor shall not use any equipment or products which may be injurious or damaging to
any County Property. The contractor must furnish and maintain all equipment including, but not limited to,
mops, brooms, buffers, carpet cleaning machines, vacuums, and any other equipment necessary. Contractor
shall remove any equipment found to be defective, damaged or hazardous.
Vacuums must be equipped with a proper HEPA filter or bag. The HEPA filters must be changed or cleaned
consistent with the manufacturer’s recommendations. Vacuum bags or canisters shall be inspected at least
every two hours and changed or replaced when half full or when indicated by a bag sensor, if vacuum is so
equipped.
No propane buffers are to be used in any Facilities which have daytime service.
ORGANIZATION CHART: The Contractor shall provide the CCA an organization chart showing the assigned
work area of each employee, by position and by scheduled hours of work. When any changes are made,
Contractor shall promptly provide an updated copy to the CCA.
VEHICLES: The Contractor shall provide and be responsible for all costs associated with vehicles that are
required to perform the services identified in this RFQ. Refer to Parking for more details.
PARKING: Parking is the responsibility of the Contractor. No parking will be available in the County Plaza
parking garage.
PROGRESS MEETINGS: The CCA will initiate periodic (monthly as a minimum) meeting with the Contractor
to review performance. At these meetings the CCA will apprise the Contractor of how the County views the
Contractor's performance and the Contractor will apprise the County of problems, if any, being experienced.
The Contractor shall also notify the CCA (in writing) of any work being performed, if any, that the Contractor
considers being over and above the requirements of the resulting Agreement. Appropriate action shall be
taken to resolve outstanding issues. The minutes of these meetings will be reduced to writing and signed by
the CCA and the COSR. Should the Contractor not concur with the minutes, the Contractor shall set out in
writing any area of disagreement. Appropriate action will be taken to resolve any areas of disagreement.
PLAN OF OPERATION: At the time of the first contract progress meeting, the Contractor shall provide a
written plan of operation. The plan of operation shall be typed, in a three-ring binder with the Company name
on the spine, containing the following:
1. Table of Contents.
2. Facilities to be serviced
3. Staff's names, pager numbers, addresses, and assignments
4. Name, phone number, pager number and home address of the individual who will function as the
Contractor’s COSR.
5. Emergency Procedures
6. Injury and Illness Prevention Program (IIPP)
7. Detailed schedules for the performance of all Routine and Periodic services required under this
contract.
RELIEF STAFF: Contractor shall ensure adequate staffing to cover vacations and call outs. Routine and
Periodic Services must be completed regardless of absenteeism at no extra cost to County.
If the COSR or supervisor is absent, the Contractor shall provide a competent replacement. The Contractor
must notify the CCA of any supervisory changes.
BREACH OF SECURITY: Security is of great concern to the County. The Contractor’s employees shall be
subject to and at all times conform to the County’s security rules and regulations and shall cooperate with
Security personnel. Any violations or disregard of these rules may be cause for denial of access to County
property. The Contractor is advised that failure to fully comply with County’s security requirements will result
in the termination of the resulting contract.
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All persons performing duties of this contract must obtain and maintain background check clearance by the
County of Fresno’s Sheriff’s Department OR from a recognized agency. This will include all owners of sole
proprietorships, members of partnerships or joint ventures; principals of corporations and all others who
might have access to County facilities without the supervision of a County employee.
GENERAL BUILDING SECURITY: When the Contractor is working after normal business hours, they shall
prevent all unauthorized persons from entering the buildings and shall keep the buildings locked while the
Contractor and the Contractor’s personnel are on the premises.
When the Contractor and/or the Contractor’s personnel leave the building, the Contractor shall lock all doors
and turn off lights. In addition, if the building contains other security systems(s), the Contractor shall contact
County Security to activate the system(s) in order to protect the security of the buildings.
ALARM SYSTEMS: The County maintains security alarm systems in numerous facilities. In some instances,
there are multiple systems within a facility. These alarm systems will be managed and controlled by County
Security. The Contractor will not be issued alarm codes.
The Contractor will receive an orientation regarding the policies and procedures for activating and
deactivating alarms as well as the standard schedule. Generally, alarms are activated only when facilities are
closed for normal business.
The Contractor shall contact County Security prior to entering an actively alarmed building to have the
alarms deactivated as well as when leaving to re-activate the alarms.
The Contractor shall be responsible for any and all false alarm response charges that were prompted by their
actions or negligence.
The contractor shall be responsible for securing closed all office spaces, and interior and exterior doors and
windows before leaving the facilities.
IDENTIFICATION BADGES: The Contractor’s employees will be issued a Contractor badge that must be
visibly worn at all times during performance of work in County buildings. The purpose of the ID badge is to
immediately identify the wearer as an individual who is authorized to enter County facilities for the
performance of contractual duties. Contractor is responsible for the cost of ID badges provided by County of
Fresno, Security.
ACCESS TO COUNTY FACILITIES: Contractor access to County facilities is limited to those individuals who
have received security clearance and received their I.D. and are designated to perform the Contractor’s
work. Contractor’s staff shall not bring in children or other persons not cleared. Failure to fully comply with
the security requirements of the resulting Agreement shall be considered grounds for termination.
The misuse of any County issued ID, Access Control Card, keys or alarm codes by the Contractor or any of
the employees of the Contractor shall be considered as failure to fully comply with the security requirements
of the resulting Agreement and shall be considered grounds for termination.
Access for Weekends and Holidays must have prior approval from County Security. This includes all County
facilities for which the Contractor is providing Janitorial services.
KEYS: The County shall provide access to the Contractor for all spaces that they are required to service
under the terms of this RFQ. In facilities that have County Security on-duty, the task of locking and unlocking
doors for the Contractor may be done by Security. Otherwise, the procedure for granting access to the
Contractor will be as follows:
COSR or Supervisor shall meet with a CCC or other County representative at a designated location at the
beginning of the daily work shift. The County will issue required keys to the Contractor, who will issue them
to their staff, as needed. At the end of the shift, the Contractor shall inventory these keys and return them
back to the County representative. The Contractor will be responsible for all of the keys while in his
possession.
These keys are to be used for the purpose of accessing Contractor’s staff to the facilities for the performance
of contracted services only. Any other use is expressly prohibited. All keys issued to a Contractor will remain
the property of the County and shall be returned upon demand or at the termination of the resulting
Agreement.
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LOST KEYS: Should the Contractor lose or have stolen any keys issued to them, they must immediately
notify the CA, in writing, of the loss identifying the facility for which the keys were lost, who lost the key,
where they were lost, date and time loss was discovered; and what actions the Contractor has taken to
prevent future losses.
The Contractor shall be responsible for all costs associated with lost or stolen keys. These costs may include
changing locks or keys to the building, rooms, or other assigned areas accessible by the lost or stolen key
and will be deducted from the Contractor’s monthly invoice to the County for the Services performed under
the resulting Agreement.
UNAUTHORIZED DUPLICATION OF KEYS TO COUNTY FACILITIES IS A MISDEMEANOR UNDER
CHAPTER 3, SECTION 469 OF THE CALIFORNIA PENAL CODE.”
SAFETY: The Contractor shall be responsible for complying with all applicable safety and health regulations,
including, but not limited to, California Code of Regulations (CCR) Title 8, Section 3202, and General
Industry Safety Orders.
Illness and Injury Prevention Plan (IIPP) - Such orders require employers to establish, implement, and
maintain an effective injury and illness prevention program (IIPP). The Contractor’s IIPP must contain
elements that ensure compliance with CCR Title 8, Section 5193, “Blood Borne Pathogens,” and Section
5194, “Hazard Communication.” The Contractor’s IIPP must be included in the Contractor’s Written Plan of
Action, which must be submitted to the CCA on or before the first contract progress meeting.
Asbestos Awareness Training - Contractor’s staff working in designated County facilities known to contain
asbestos must have asbestos awareness training in accordance with CCR Title 8, Section 5208 and 1529.
Training shall be consistent with EPA training requirements for local education agency maintenance and
Janitorial staff as set forth in Code 40 of the Federal Regulations (CFR) 763.92(a)(1). Documentation
verifying the completion of Asbestos Awareness by Contractor’s employees must be included in the
Contractor’s Written Plan of Action, which must be submitted to the CCA on or before the first contract
progress meeting.
Safe Cleaning Processes and Procedures - The Contractor’s staff shall not place or use mops, brooms, or
any equipment in traffic areas or other locations in any manner that would create safety hazards. The
Contractor’s staff shall provide and place appropriate warning signs for wet or slippery floor areas, such as
those caused by cleaning or floor finishing operations. General safety requirements (manufacturer’s
recommendations, drying methods, etc.) shall be complied with for all products and all methods used in
carrying out this contract.
Personal Protective Equipment (PPE) - The Contractor assure that staff utilizes all PPE is required by law
and necessary to reduce employee exposure to safety hazards.
Safe Maintenance of Equipment - All cleaning equipment (such as vacuums, buffers, cords, mops, buckets,
etc.) shall be properly maintained as to promote safety. (Equipment found to be defective, damaged or
hazardous shall be removed from facility by Contractor).
SIGN-IN LOGS: The Contractor shall provide and maintain a sign-in log book in each facility which will
include typed or legibly written names of all employees and a place for their signature. The Contractor’s
employees will sign daily at each work location where they pick up keys and arrival/departure of all
Contractor’s staff. The logbooks are to be kept neat/orderly and are not to be removed from facility or altered.
SERVICE LOG: County will provide and the Contractor shall maintain a Service Log book that documents all
periodic tasks and is used to verify their completion. The Contractor shall keep a copy of the resulting
Agreement, as a point of reference, with the log books in the janitorial closet.
SUPERVISION: Contractor shall provide and maintain supervision of all janitorial staff in all facilities. The
Contractor must notify the CCA of any supervisory changes.
Contractor’s employees shall have immediate access to a Supervisor within the Contractor’s company. The
Supervisor shall be immediately available to respond within a 15-minute response time in emergency
situations. Supervision shall be provided during all hours of services. Contractor’s staff shall be dispatched
by the Contractor or provided with other means of immediate notification in emergency situations.
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Supervision shall consist of, but not be limited to the following:
1. Supervisors shall plan, schedule, and assign work to all Janitors.
2. Supervisors shall make inspections to review work in progress and inspect to ensure work is
completed satisfactorily and in compliance with the standards articulated in the RFQ.
3. Supervisors shall ensure security of facility/facilities are met and comply with safety regulations.
4. Supervisors shall direct various cleaning methods such as dusting, trash pickup, vacuuming, buffing,
stripping, scrubbing, waxing, sweeping, damp mopping, dust mopping, shampooing, etc.
5. Supervisors shall enter and maintain periodic tasks in Janitorial logbook and check supply levels.
6. Supervisors shall respond to questions, complaints and requests from facility occupants.
7. Supervisors shall carry cell phone/radio and respond within 15 minutes when called by the CCA or
CCC.
8. Supervisors are responsible for the critical processes of watching and directing activities of their
crew(s). The Contractor shall not have supervisors performing Janitorial Services.
9. Supervisors must work with and maintain a positive working relationship with the County’s staff, the
tenants of the building, and the general public.
10. Supervisors must ensure that the reports are submitted as required and as needed.
11. Supervisors must contact the CCA on a daily basis regarding problems and other directions.
12. Supervisors must be available to meet with the CCA between normal business hours (8:00 a.m. to
5:00 p.m.) to discuss janitorial issues.
TRAINING: The Contractor shall provide each employee with adequate training to completely perform all
services specified within this RFQ. The Contractor must not assign any work to any employee for which they
have not been trained. Contractor’s administrative and supervisorial staff must attend County Internal
Services New Employee Orientation.
The Contractor shall maintain a training record for each employee. The training record shall show, as a
minimum, the employee’s name, date of employment, type and date of each training received and the
instructor. The Contractor shall present such records for inspection twice a year upon request by the CCA.
As a minimum, the Contractor shall provide each employee with instructions in the following subject areas
within the first four weeks of employment and again during each six-month period during the employee’s
tenure. Documentation of these training sessions shall be sent to the CCA.
1. Orientation to custodial operations
2. Tools & Equipment – proper use and care
3. Cleaning Chemicals – proper use and dilution
4. Restroom Cleaning and Disinfecting
2. Floor Care- Shampooing, Stripping and Waxing Procedures
3. Office and Related Area Cleaning
4. Common and Public use Area Cleaning
5. Common Cleaning Mistakes
6. Safety Procedures for all situations typically encountered in the cleaning process, including exposure
to lead, mold, asbestos, etc.
7. Sexual Harassment
8. Health Insurance Portability and Accountability Act of 1996 (HIPAA) Privacy and Security Rules
compliance
9. Quality Assurance and Inspection Techniques (for Supervisor).
Training time shall not be applied to any minimum number of hours required for the performance of the
service.
Additionally, the Contractor shall provide quarterly safety training meetings which are designed to refresh
employee knowledge regarding workplace safety issues and practices. Documentation of these training
sessions shall be sent to the CCA.
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UNIFORMS: The Contractor shall insure that all employees are clean, neat and appropriately dressed in
uniforms at all times. The Contractor shall provide each employee with a clean, laundered uniform each day.
The uniform shall consist of pants and a shirt or smock with an attached badge or logo identifying the
Contractor’s name. A first name badge in a font size large enough to be seen from a distance, shall be
attached to the shirt. The Employees must wear shoes that cover the entire foot (shoes or slippers with open
toe or exposed heel are not acceptable).
The Contractor shall supply, launder and maintain employee uniforms at no cost to the employee. The
uniforms must meet the approval of the CCA. Bidders should factor this cost into their overall quotation. A
photo of the proposed uniform bust be submitted to the CCA for approval prior to commencement of
services.
SUPPLIES: The Contractor shall be responsible for procurement, storage, distribution of all cleaning
products, supplies, machines, and peripherals necessary to perform the services required herein. This
includes but is not limited to plastic wastebasket liners, toilet tissue, paper towels, liquid hand soap,
disposable liners for sanitary napkin cans, and blood and bodily fluid cleanup kits. Supplies must be high
quality and are subject to CCA review. Please refer to Exhibit D. A product lists with SDS (Safety Data
Sheets) forms for all products to be used must be sent to the CCA for review prior to utilization. Contractor
shall utilize and maintain supply dispensers that are currently installed.
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PERFORMANCE REQUIREMENTS/QUALITY CONTROL
It is the intent of the County to have its facilities maintained in accordance with the highest industry standards
of cleanliness, subject to established best cleaning practices and the terms and conditions described herein.
INSPECTIONS: In order to achieve this objective, all performance (including services, materials, supplies/
equipment furnished, and workmanship) shall be subject to inspection and test by the County at all times.
The Inspection process will utilize an Inspection Form which thoroughly assesses each facility based on
completion of service. Regular quality control inspections are scheduled and conducted at the discretion of
the CCA. Inspections and performance evaluations are intended to improve the Contractor’s awareness of
cleaning issues, identify areas of needed improvement or special attention, where additional training or
supervision of Contractor’s employees may be warranted, and provide a documented evaluation of
Contractor’s performance. Quality control inspections may be conducted at any time during the month, either
day or night. County shall perform such inspection in a manner as not to unduly interfere with Contractor’s
performance. Form County will use for inspections is located in Exhibit C.
METHOD OF RATING: A quality control score (QCS) is determined by the inspector’s examination of
services and is based in their sole expertise in the high-quality standards that the County expects of
Contractor. This QCS will result in a Pass/Fail report. A required task that is only partially complete at time of
inspection shall be considered incomplete and receive a Fail. Evaluation of a task’s completeness or
incompleteness and assessment of point deductions are at the discretion of the inspector.
Example – If the item being inspected is “Carpet Vacuuming and Spot Cleaning” and it is determined that it
was done in some areas but not others, the task as a whole will be given a “Fail” grade.
INSPECTION RESULTS: A County of Fresno, Facility Services’ Janitor is available weekdays to respond to
emergency clean-ups and replenish consumable supplies. The County Janitor is not expected to perform
cleaning tasks that are within the Contractor’s scope of work. If the Contractor fails to perform their cleaning
tasks, they will be contacted to remedy the situation at their expense. If it becomes necessary for the County
Janitor to perform any of those cleaning tasks that are defined in the Contractor’s Scope of Work, the cost
will be deducted from the Contractor’s invoice.
If any services performed by Contractor do not conform to County’s specifications and requirements, County
may require Contractor to re-perform the services until they conform at no additional cost. County may
withhold payment for such services until Contractor correctly performs them. Service deficiencies involving
routine service are to be corrected immediately upon notification. Service deficiencies involving periodic
items or special service requests are to be corrected within 10 working days from the date of notification.
County will require the Contractor to immediately take all necessary steps to ensure future performance of
services conforms to the requirements. In the event Contractor fails to promptly re-perform the services or to
take necessary steps to ensure that future performance conforms to the specifications and requirements, the
County shall have the right to either (1) without terminating the resulting Agreement, have the services
performed correctly by other means, and charge Contractor any costs incurred by County to do so, and/or
withhold from payments due to Contractor, or (2) terminate the resulting Agreement for default.
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INSURANCE REQUIREMENTS
INSURANCE: Without limiting the County’s right to obtain indemnification from Contractor or any third
parties, Contractor, at its sole expense, shall maintain in full force and effect, the following insurance policies
or a program of self-insurance, including but not limited to, an insurance pooling arrangement or Joint
Powers Agreement (JPA) throughout the term of the Agreement:
A. Commercial General Liability: Commercial General Liability Insurance with limits of not less than Two
Million Dollars ($2,000,000.00) per occurrence and an annual aggregate of Four Million Dollars
($4,000,000.00). This policy shall be issued on a per occurrence basis. County may require specific
coverage including completed operations, product liability, contractual liability, Explosion-Collapse-
Underground, fire legal liability or any other liability insurance deemed necessary because of the
nature of the contract.
B. Automobile Liability: Comprehensive Automobile Liability Insurance with limits of not less than One
Million Dollars ($1,000,000.00) per accident for bodily injury and for property damages. Coverage
should include any auto used in connection with this Agreement.
C. Professional Liability: If Contractor employs licensed professional staff, (e.g., Ph.D., R.N., L.C.S.W.,
M.F.C.C.) in providing services, Professional Liability Insurance with limits of not less than One Million
Dollars ($1,000,000.00) per occurrence, Three Million Dollars ($3,000,000.00) annual aggregate.
This coverage shall be issued on a per claim basis. Contractor agrees that it shall maintain, at its sole
expense, in full force and effect for a period of three years following the termination of this Agreement,
one or more policies of professional liability insurance with limits of coverage as specified herein.
D. Worker's Compensation: A policy of Worker's Compensation insurance as may be required by the
California Labor Code.
Additional Requirements Relating to Insurance:
Contractor shall obtain endorsements to the Commercial General Liability insurance naming the County of
Fresno, its officers, agents, and employees, individually and collectively, as additional insured, but only
insofar as the operations under this Agreement are concerned. Such coverage for additional insured shall
apply as primary insurance and any other insurance, or self-insurance, maintained by County, its officers,
agents and employees shall be excess only and not contributing with insurance provided under Contractor's
policies herein. This insurance shall not be cancelled or changed without a minimum of thirty (30) days
advance written notice given to County.
Contractor hereby waives its right to recover from County, its officers, agents, and employees any amounts
paid by the policy of worker’s compensation insurance required by this Agreement. Contractor is solely
responsible to obtain any endorsement to such policy that may be necessary to accomplish such waiver of
subrogation, but Contractor’s waiver of subrogation under this paragraph is effective whether or not
Contractor obtains such an endorsement.
Within thirty (30) days from the date Contractor executes this Agreement, Contractor shall provide
certificates of insurance and endorsement as stated above for all of the foregoing policies, as required
herein, to the County of Fresno at facilityservices@fresnocountyca.gov, stating that such insurance
coverage have been obtained and are in full force; that the County of Fresno, its officers, agents and
employees will not be responsible for any premiums on the policies; that such Commercial General Liability
insurance names the County of Fresno, its officers, agents and employees, individually and collectively, as
additional insured, but only insofar as the operations under this Agreement are concerned; that such
coverage for additional insured shall apply as primary insurance and any other insurance, or self-insurance,
maintained by County, its officers, agents and employees, shall be excess only and not contributing with
insurance provided under Contractor's policies herein; and that this insurance shall not be cancelled or
changed without a minimum of thirty (30) days advance, written notice given to County. Certificates of
insurance are to include the contract number at the top of the first page.
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In the event Contractor fails to keep in effect at all times insurance coverage as herein provided, the County
may, in addition to other remedies it may have, suspend or terminate this Agreement upon the occurrence of
such event.
All policies shall be with admitted insurers licensed to do business in the State of California. Insurance
purchased shall be purchased from companies possessing a current A.M. Best, Inc. rating of A FSC VII or
better.
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BIDDER TO COMPLETE THE FOLLOWING:
PARTICIPATION
The County of Fresno is a member of the Central Valley Purchasing Group. This group consists of Fresno,
Kern, Kings, and Tulare Counties and all governmental, tax supported agencies within these counties.
Whenever possible, these and other tax supported agencies co-op (piggyback) on contracts put in place by
one of the other agencies.
Any agency choosing to avail itself of this opportunity, will make purchases in their own name, make
payment directly to the contractor, be liable to the contractor and vice versa, per the terms of the original
contract, all the while holding the County of Fresno harmless. If awarded this contract, please indicate
whether you would extend the same terms and conditions to all tax supported agencies within this group as
you are proposing to extend to Fresno County.
Yes, we will extend contract terms and conditions to all qualified agencies within the Central Valley
Purchasing Group and other tax supported agencies.
No, we will not extend contract terms to any agency other than the County of Fresno.
(Authorized Signature)
Title
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VENDOR MUST COMPLETE AND RETURN WITH REQUEST FOR QUOTATION.
Firm:
REFERENCE LIST
Provide a list of at least five (5) customers for whom you have recently provided similar
products/services. If you have held a contract for similar services with the County of Fresno within
the past seven (7) years, list the County as one of your customers. Please list the person most
familiar with your contract. Be sure to include all requested information.
Reference Name: Contact:
Address:
City: State: Zip:
Phone No.: ( ) Date:
Service Provided:
Reference Name: Contact:
Address:
City: State: Zip:
Phone No.: ( ) Date:
Service Provided:
Reference Name: Contact:
Address:
City: State: Zip:
Phone No.: ( ) Date:
Service Provided:
Reference Name: Contact:
Address:
City: State: Zip:
Phone No.: ( ) Date:
Service Provided:
Reference Name: Contact:
Address:
City: State: Zip:
Phone No.: ( ) Date:
Service Provided:
Failure to provide a list of at least five (5) customers may be cause for rejection of this RFQ.
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QUOTATION SCHEDULE
Below is a photo of the Quotation Schedule. Please use the Excel Spreadsheet version included
on the Public Purchase bid page.
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CHECK LIST
This Checklist is provided to assist the vendors in the preparation of their bid response. Included in this list,
are important requirements and is the responsibility of the bidder to submit with the bid package in order to
make the bid compliant. Because this checklist is just a guideline, the bidder must read and comply with the
bid in its entirety.
Check off each of the following:
1. The Request for Quotation (RFQ) has been signed and completed.
2. Addenda, if any, have been signed and included in the bid package.
3. The completed Reference List as provided with this RFQ.
4. The Quotation Schedule as provided with this RFQ has been completed, price reviewed for
accuracy and any corrections initialed.
5. Indicate all of bidder exceptions to the County’s requirements, conditions and specifications
as stated within this RFQ.
6. The Participation page as provided within this RFQ has been signed and included
7. Return checklist with RFQ response.
8. Completed RFQ in pdf format, electronically submitted to the Bid Page on Public
Purchase.
Quotation No. 21-057 Page 33
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EXHIBITS
A. Plaza Complex
B. Crocker Building
C. Quality Control Inspection Report
D. Cleaning Products and Supplies
RFQ 21-057 EXHIBIT A – PLAZA COMPLEX
1
Est. Square Footage
Plaza Tower:
Lower Lobby 9,505
Main Lobby 5,506
Floor 3 7,737
Floor 4 9,500
Floor 5 9,500
Floor 6 9,500
Floor 7 9,500
Floor 8 9,500
Floor 9 9,500
Floor 10 9,500
Floor 11 9,500
Floor 12 9,500
Floor 14 9,200
Floor 15 9,200
Floor 16 9,200
Floor 17 9,200
Floor 18 9,200
Floor 19 9,200
Floor 20 9,200
Floor 21 9,200
Est. Square Footage
Surrounding Buildings:
Elections 7,737
Probation 3,868
Child Support Services
Upper level 9,122
Lower level 9,206
Child Support Services Annex
Upper level 1,853
Lower level 1,776
Public Works
Upper level 8,033
Lower level 7,822
Total Estimated
Square Footage
231,265
RFQ 21-057 EXHIBIT A – PLAZA COMPLEX
2
DAILY CLEANING: The following are to be completed in this order, as instructed under Scope of Work.
A. Entryways, Lobbies, Corridors, And High Traffic Areas
1. Maintenance
2. Flooring
i. Exterior
ii. Hard Surface Floors
iii. Carpeting
3. Surfaces
i. General Surfaces
ii. Glass
iii. Drinking Fountains
4. Trash and Recycling
i. Clean concrete area around compactor on FRIDAYS.
5. MONDAYS / WEDNESDAYS / FRIDAYS
i. Clean, vacuum, sweep, mop, etc. all elevators.
B. Offices, Conference Rooms, Lounges
1. Maintenance
2. MONDAYS / WEDNESDAYS / FRIDAYS
i. Hard Surface Floors
ii. Dust and spot clean all surfaces.
iii. Trash and Recycling
iv. Chalkboards/Whiteboards
v. Drinking Fountains
C. Restrooms
1. Maintenance
2. Hard Surface Floors
3. Thoroughly clean, sanitize and polish all surfaces.
4. Replenish all consumable supplies.
5. Dust and spot clean all surfaces.
6. Polish doorknobs, handrails, kick plates, and push plates on doors or other pieces of door
trim comprised of brass, chrome, etc. using cloth and polish, wiped film dry.
7. Drinking Fountains
8. Glass
9. Trash and Recycling
RFQ 21-057 EXHIBIT A – PLAZA COMPLEX
3
WEEKLY CLEANING:
A. Entryways, Lobbies, Corridors, And High Traffic Areas
1. Flooring
i. Hard Wood Floors – Machine scrub/spray buff.
ii. Carpeting – Vacuum and spot clean. Spin-bonnet clean/buff.
2. Furniture – Dust and spot clean.
3. Stairs/Stairwells
4. Surfaces
i. Brass and Chrome
ii. Ash Trays
B. Offices, Conference Rooms, Lounges
1. Flooring
i. Hard Wood Floors – Machine scrub/spray buff.
ii. Carpeting – Vacuum and spot clean. Spin-bonnet clean/buff.
2. Furniture – Dust and spot clean.
3. Surfaces – Brass and Chrome
C. Restrooms
1. Machine scrub/spray buff Hard Surface Floors.
2. Delime toilets and urinals.
MONTHLY CLEANING:
A. All Building Areas
1. Furniture – Vacuum fabric, polish wood, etc.
2. Surfaces – Remove cobwebs from all ceilings, doors, and corners within building.
3. Windows – Clean/dust all window coverings.
B. Restrooms
1. Machine scrub/spray buff Hard Surface Floors.
QUARTERLY CLEANING:
A. All Building Areas
1. Hard Surface Floors – Strip and wax.
2. Carpets – Hot water extraction.
3. Exterior – Hose down cobwebs, dirt, etc.
AS NEEDED:
A. All Building Areas
1. Surfaces
i. Light Fixtures – Clean light fixtures, as needed, to remove insects, dirt, etc., in
and on the fixtures.
ii. Vents, Grills, and Diffusers – Clean/Vacuum all supply and return air diffusers
and any other vents. This includes those mounted on the ceilings.
2. General cleaning as requested by staff onsite.
RFQ 21-057 EXHIBIT B – CROCKER BUILDING
1
DAILY CLEANING:
A. Entryways, Lobbies, Corridors, And High Traffic Areas
1. Maintenance
2. Flooring
i. Exterior
ii. Hard Surface Floors
iii. Carpeting
iv. Elevators
3. Surfaces
i. General Surfaces
ii. Ash Trays
iii. Brass and Chrome
iv. Glass
v. Drinking Fountains
4. Trash and Recycling
B. Offices, Conference Rooms, Lounges
1. Maintenance
2. Flooring
i. Hard Surface Floors
ii. Carpeting
3. Surfaces
i. General Surfaces
ii. Brass and Chrome
iii. Drinking Fountains
iv. Sinks and other fixtures
v. Glass
4. Trash and Recycling
Crocker Building: Est. Square
Footage
Est. Cleaning
Square Footage
Basement 19,800 0
Floor 1 16,500 16,500
Floor 2 15,600 15,600
Floor 3 15,600 15,600
Floor 4 15,600 15,600
Total Estimated
Square Footage 83,100 63,300
RFQ 21-057 EXHIBIT B – CROCKER BUILDING
2
5. Restrooms
i. Replenish all consumable supplies
C. Eating Areas
1. Maintenance
2. Flooring
i. Hard Surface Floors
ii. Carpeting
3. Surfaces
i. General Surfaces
ii. Brass and Chrome
iii. Drinking Fountains
iv. Sinks and other fixtures
v. Glass
4. Trash and Recycling
D. Restrooms
1. Maintenance
2. Flooring
i. Hard Surface Floors
3. Restrooms
i. Thoroughly clean, sanitize and polish all surfaces.
ii. Replenish all consumable supplies.
4. Surfaces
i. General Surfaces
ii. Brass and Chrome
iii. Drinking Fountains
iv. Sinks and other fixtures
v. Glass
5. Trash and Recycling
WEEKLY CLEANING:
A. Entryways, Lobbies, Corridors, And High Traffic Areas
1. Flooring
i. Hard Wood Floors – Machine scrub/spray buff.
2. Furniture – Dust and spot clean.
3. Stairs/Stairwells
RFQ 21-057 EXHIBIT B – CROCKER BUILDING
3
4. Surfaces
i. Ceilings and Corners– Remove cobwebs from all ceilings, doors, and corners
within the building.
ii. Telephones – Clean and sanitize.
B. Offices, Conference Rooms, Lounges
1. Flooring
i. Hard Wood Floors – Machine scrub/spray buff.
2. Furniture – Dust and spot clean.
3. Surfaces
iii. Ceilings and Corners– Remove cobwebs from all ceilings, doors, and corners
within the building.
iv. Telephones – Clean and sanitize.
C. Eating Areas
1. Flooring
ii. Hard Wood Floors – Machine scrub/spray buff.
2. Furniture – Dust and spot clean.
3. Surfaces
v. Ceilings and Corners– Remove cobwebs from all ceilings, doors, and corners
within the building.
vi. Telephones – Clean and sanitize.
D. Restrooms
1. Flooring
i. Hard Wood Floors – Machine scrub/spray buff.
2. Restrooms
i. Delime toilets and urinals.
MONTHLY CLEANING:
A. Entryways, Lobbies, Corridors, And High Traffic Areas
1. Flooring
i. Carpeting – Spin-bonnet clean/buff
B. All Building Areas
1. Furniture – Vacuum fabric, polish wood, etc.
2. Surfaces – Remove cobwebs from all ceilings, doors, and corners within building.
3. Windows – Clean/dust all window coverings.
RFQ 21-057 EXHIBIT B – CROCKER BUILDING
4
QUARTERLY CLEANING:
A. Entryways, Lobbies, Corridors, And High Traffic Areas
1. Exterior – Hose down cobwebs, dirt, etc.
B. All Building Areas
1. Flooring
i. Hard Wood Floors – Strip and wax.
ANNUALLY:
A. All Building Areas
1. Flooring
i. Carpeting – Hot water extraction.
AS NEEDED:
A. Offices, Conference Rooms, Lounges
1. Surfaces
i. Chalkboards and Whiteboards – Clean board and trays. Use a damp cloth and
carefully wipe tray and board.
B. All Building Areas
1. Surfaces
i. Light Fixtures – Clean light fixtures, as needed, to remove insects, dirt, etc., in
and on the fixtures.
ii. Vents, Grills, and Diffusers – Clean/Vacuum all supply and return air diffusers
and any other vents. This includes those mounted on the ceilings.
2. General cleaning as requested by staff onsite.
RFQ 21-067 EXHIBIT C
QUALITY CONTROL INSPECTION REPORT
SERVICE TYPE: JANITORIAL CONTRACT #: LOT NO.:
FACILITY NAME: CONTRACTOR:
NAME OF EVALUATOR: INSPECTION DATE: TIME:
QUALITY RATING %: GENERAL CLEANING COMPLETE? PASS FAIL
INSPECTION RESULTS: Elevators
COMMENTS: Exteriors
Floors, Hard Surface
Furniture
Lighting
Maintenance Reporting
RESTROOMS COMPLETE? PASS FAIL
Toilets and Urinals
Sinks/Lavatories
Counters and Other Surfaces
Mirrors
Dispensers and Supplies
Baby Changing Tables
Stairways
SURFACES COMPLETE? PASS FAIL
General
Ash Trays
Brass, Chrome, Stainless
Steel
Chalk and White Boards
Drinking Fountains
Glass
Trash and Recycling
Windows and Window
Coverings
MISCELLANEOUS COMPLETE? PASS FAIL
PERIODIC TASKS Logbooks and Other
Paperwork
DATE LAST COMPLETED WEEKLY Security Requirements
Uniformed Staff
Janitorial Closet Hygiene
DATE LAST COMPLETED MONTHLY
DATE LAST COMPLETED SEMI-ANNUALLY
DATE LAST COMPLETED ANNUALLY
RFQ 21-057 EXHIBIT D
Below is a list of cleaning products and supplies, while not exhaustive, illustrates many of the typical
cleaning products and supplies that are required.
*Floor Finish Requirements:
1. Removability 7. Non-Foaming Wax
2. Slip Resistance 8. Non-Powdering
3. Durability 9. Stability
4. Gloss 10. Recoatability
5. Clear and No Discoloration 11. Buffable
6. Dry Within 30 Minutes
Dispensers Misc.
Liquid Foaming Hand Soap Air Sanitizer
Multi-Fold Paper Towels Graffiti Remover (ex. Knock Out)
Toilet Seat Covers Push Lamps; Various Sizes
Toilet Paper Caddy Bag
Cleaners Pad Locks
Carpet Cleaner/Shampoo Pads (Various) For
Floor Machines
Multi-Purpose Safety Signs (ex. Wet Floor,
etc.)
Carpet De-Foamer and Paper Towels (ex.
enMotion rolls)
Disposal Bags for Stainless Steel Sanitary
Napkin Bins
Carpet Deodorizer and Multi-Fold Paper
Towels Metered Scouring Pads
All Purpose Polish Cleaner Electrical/Extension Cords
Metal Cleaner Floor Sealer
All Purpose Polish Wood Cleaner Sponges
Bleach Polishing and Scouring Pads Spray Bottles
Floor Machine Cleaner Squeegee
Degreaser Stripping Pads
Power Cord Sensors Cleaner Feather Duster
Disinfectant Cleaner (ex. Re-Juv-Nal) Floor Stripper
Glass Safety Equipment Cleaner Toilet Plunger
Toilet Bowl Cleaner Garbage Bags, Various Sizes
Floor Finish* (ex. Pioneer) Trash Can Liners, Various Sizes
Furniture Polish Towels Gloves, Latex
Brushes Urinal Scented Blocks
Tile Mop Head Brush HEPA Vacuum Cleaner Bags
Long Handled Mop Brush
Toilet Bowl Mop Brush
RFQ 21-057 EXHIBIT D
Table below shows which brands/formulas County currently uses and what it will accept for the resulting
agreement.
Item County currently uses Notes for
Contractor
Blood spill and body fluid
kits
Sorb-It Absorbent Same or equal
Carpet Cleaner Reclaim Heavy Duty Carpet Cleaner Same or equal
Floor Finish Pioneer Stay Brite Finish Same or equal
Floor Sealer Pioneer Envirostar 2000 Same or equal
Floor Stripper Pioneer Formula X Heavy Duty Stripper
Lamps - Replacement
Lamps/light bulbs -
The majority of lamps to be replaced are
fluorescent T-8’s, with some T-12’s, in sizes
ranging from 18” to 4’ (41k). There are also some
compact fluorescent and incandescent bulbs.
Same
Liquid Hand Soap Generic antibacterial Same or equal
Paper towels Georgia Pacific White Multifold Towel 20389
Preference 16 Packs/case
Scott rolled towels for Envision automated paper
towel dispensers
Same or equal
Toilet Paper Unbleached or non-chlorine bleached, must fit
dispensers installed in the building, and should
contain a minimum of 40% post-consumer
recycled paper (Georgia Pacific, Scott, or equal).
Jumbo Toilet Paper - 13728, "Acclaim" 8 rolls/case
Georgia Pacific White 1ply Toilet Paper" Envision"
14580-01 80/case
Same or equal
Toilet Seat Covers Georgia Pacific White 1/2 Fold Seat Cover "Safe T
Guard" 47046 20/case
Same or equal
Trash Can Liners manufactured using 30% recycled materials and
of good grade Liners, Can small 24 x 23 .30 mil
black CS/1000
Liners, Can Medium 30 x 36 .74 mil black CS/250
Liners, Can Medium 40 x 46 .8 mill black CS/250
Same or equal
Urinal Deodorant Screens Various
G:\PUBLIC\RFQ\FY 2020-21\21-057 JANITORIAL SERVICES - PLAZA AND CROCKER\21-057 ADDENDUM 1.DOC
COUNTY OF FRESNO
ADDENDUM NUMBER: ONE (1)
RFQ NUMBER: 21-057
JANITORIAL SERVICES - PLAZA COMPLEX AND
CROCKER BUILDING
Issue Date: June 29, 2021
CLOSING DATE: JULY 6, 2021 AT 10:00 AM
Submit all Questions and Quotations on the Bid Page at Public Purchase.
For assistance contact Crystal Nino at (559) 600-7110.
NOTE THE FOLLOWING AND ATTACHED ADDITIONS, DELETIONS AND/OR CHANGES TO THE
REQUIREMENTS OF REQUEST FOR QUOTATION NUMBER: 21-057 AND INCLUDE THEM IN YOUR
RESPONSE. PLEASE SIGN AND RETURN THIS ADDENDUM WITH YOUR QUOTATION.
➢ Questions and Answers
➢ Updated Quotation Schedule
➢ Addition of Exhibit E
ACKNOWLEDGMENT OF ADDENDUM NUMBER ONE (1) TO RFQ 21-057
COMPANY NAME: (PRINT)
SIGNATURE:
NAME & TITLE: (PRINT)
Purchasing Use: CN:st ORG/Requisition: 8935 / 1322101162
Addendum No . ONE (1) Page 2
Request for Quotation Number: 21-057
June 29, 2021
G:\PUBLIC\RFQ\FY 2020-21\21-057 JANITORIAL SERVICES - PLAZA AND CROCKER\21-057 ADDENDUM 1.DOC
QUESTIONS AND ANSWERS
QUESTIONS/DISCUSSION FROM SITE INSPECTION 06/17/2021 8:30 AM
Plaza Building
Q1. The layout will be , I am assuming, cube form?
A1. Generally, yes, in some floors there is office space, but this floor [3 rd] has been renovated
for cube space.
Q2. Is that for opening in the fall maybe? More occupancy in the fall?
A2. Some departments have already returned to work, but there are no announcements for the
other departments currently due to the pandemic.
Q3. How many sets of restrooms per floor [at the Plaza Building]?
A3. On each floor there are two (2) restrooms by the elevators.
Q4. So, is this [renovations] going to be phased in over time, what’s the plan?
A4. Yes. Floors 15 & 19 are complete.
Q5. So do we [bidders] provide the background check, or do you provide the
background check?
A5. County will conduct the background check through our Sheriff’s Department.
Q6. Is it a DOJ background check?
A6. It is a LiveScan.
Q7. Plexiglass is going to be throughout the building? Hanging from ceiling in some
places? Thinking about timing of the job.
A7. Yes. This has increased due to COVID. We do have a window cleaning service for exterior
and internal windows.
*All buildings have proximity reader access, which means County will issue a card to
supervisors to let staff in or out. County requires vendors to account for the cards at all
times.
Q8. Do you have these blinds in other floors?
A8. The blinds seen on the 3rd floor of the Plaza Building are the newest model; some are the
thinner style. We are trying to modernize whole building. The 9 th and 10th floors will be
remodeled. Bidders should complete their quotation schedules for the whole bui lding as if
fully occupied. During the contract period, if a floor is out of commission, we will let you
know.
Q9. Is that why you ask for the pricing for each floor because some are empty?
A9. Yes. All floors are pretty similar.
Addendum No . ONE (1) Page 3
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Q10. I do not see a lot of detail in specs on disinfection. People a re going to get the flu
this fall.
A10. A: We have our own internal County operations in terms of providing hand sanitizer, spray
for the staff to clean. We have standardized this process with PPE and supplying staff w ith
various disinfectants.
Q11. So if an exposure happens or a couple of people are sick? What happens?
A11. There is a mandatory check-in for County staff to report any symptoms. Ill staff are not
allowed into any County buildings. We also have a lot of staff still teleworking. If a
department does report ill staff, County will address those areas ourselves. We have a
machine, so we’ll spray and conceal the area.
Q12. Just did not see anything on ‘touch points’ or… is that going to be in [the RFQ]? Will
there be an addendum with specific expectations of disinfe ction at all?
A12. Right now, that will be handled by our staff, but County may update the Scope of Work as
needed.
Q13. When will the new contract commence?
A13. August 10th.
Q14. Living wages specifications?
A14. The contract pricing will be what is submitted on the quotation schedule, so bidders should
factor that into their bid.
Q15. And that was the separate Excel on the RFQ?
A15. Yes, there is a screenshot in the RFQ, but we pr efer that you use the Excel document.
Q16. Has there been any changes in t he dispensers from the newer floors to the older
floors?
A16. Yes, we are currently in the process of standardizing, but they are generally the same -
Georgia Pacific brand.
Q17. Are there janitor closet/storage on each floor?
A17. Yes. Available closets are not on every single floor, but there is space for storage.
Q18. Do you require a day porter?
A18. Yes, typically that involves cleaning bathrooms or spills, with most attention to common
areas rather than office space.
Q19. How many day porters are you talking about? Is it in the RFQ?
A19. County requires two (2) day porters. Please see page 13.
Q20. For the specialty work, are we allowed to do after hours or over the weekend?
A20. Vendor may complete specialty work after hours. County rarely approves weekend work.
Q21. Are we required to complete CLETS training?
A21. No. There will be other trainings required for contracted staff, please see page 22.
Addendum No . ONE (1) Page 4
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June 29, 2021
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Q22. What are the current restrictions [for law enforcement areas]?
A22. Background checks must clear. Vendor is to only enter after 5 PM. Vendor is not to enter
any closed office doors as that indicates occupants do not want visitors.
Q23. What is in [the exterior Plaza] buildings?
A23. The Public Works & Planning and Child Support Departments are located on the exterior
which is an extension of the Plaza Tower.
Q24. Is there a pass or day-pass for parking?
A24. Parking is the responsibility of the vendor. Please see page 20.
Q25. Please provide a list of the standard dispensers.
A25. Paper towels- GP item number 59590:
PACIFIC BLUE ULTRA™ AUTOMATED HIGH -CAPACITY PAPER TOWEL DISPENSER BY
GP PRO (GEORGIA-PACIFIC), BLACK, 1 DISPENSER | Paper Towel | Products | GP
Professional
Soap Dispenser- GP item number 53590: PACIFIC BLUE ULTRA™ AUTOMATED
TOUCHLESS SOAP & SANITIZER DISPENSER BY GP PRO (GEORGIA -PACIFIC), BLACK, 1
DISPENSER | Commercial Soap Dispensers & Hand Soap | GP PRO Categories | GP
Professional
Toilet Paper Dispenser (4 Roll)- GP item number 56788: COMPACT® 4-ROLL ROTARY
CORELESS HIGH-CAPACITY TOILET PAPER DISPENSER BY GP PRO (GEORGIA -
PACIFIC), KEY LOCK, SMOKE, 1 DISPENSER | Toilet Paper | Products | GP Professional
Toilet Paper Dispenser (4 Roll)- GP item number 56744A: COMPACT® 4-ROLL QUAD
CORELESS HIGH-CAPACITY TOILET PAPER DISPENSER, BLACK, 1 DISPENSE R | Toilet
Paper | Products | GP Professional
Toilet Paper Dispenser (2 Roll)- GP item number 56784A: COMPACT® 2-ROLL SIDE-BY-SIDE
CORELESS HIGH-CAPACITY TOILET PAPER DISPENSER BY GP PRO (GEORG IA-
PACIFIC), BLACK, 1 DISPENSER | Toilet Paper | Products | GP Professional
Toilet paper- GP item number 19375: COMPACT® CORELESS 2-PLY RECYCLED TOILET
PAPER BY GP PRO (GEORGIA-PACIFIC), 36 ROLLS PER PACKAGE | Toilet Paper |
Products | GP Professional
Soap- GP Item Number 43716: PACIFIC BLUE ULTRA™ AUTOMATED TOUCHLESS
GENTLE FOAM HAND SOAP DISPENSER REFILLS BY GP PRO, DYE & FRAGRANCE
FREE, 3 BOTTLES/CASE | Commercial Soap Dispensers & Ha nd Soap | GP PRO Categories |
GP Professional
Paper Towels- GP Item number 26490: PACIFIC BLUE ULTRA™ 8” HIGH-CAPACITY
RECYCLED PAPER TOWEL ROLLS BY GP PRO (GEORGIA -PACIFIC), WHITE, 6 ROLLS
PER CASE | Commercial Paper Towels and Dispensers | G P PRO Categories | GP
Professional
Q26. [Exterior] Pressure washing needs ever?
A26. Yes, County requires exteriors to be pressure washed once a month, on Saturdays.
Q27. Are all offices locked at night?
A27. Only offices that need to be.
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Q28. Are the other floors [of the Croc ker Building] the same layout?
A28. Yes, all floors of the Crocker Building are almost identical, except the basement. All
storage for the Crocker Building will be in the basement.
Q29. Are you happy with your current service provider?
A29. Yes, there are no major issues. The current contract is ending. Ther e is always a learning
curve, but with good communication, we should be fine.
Q30. When will know who has been awarded?
A30. A Tentative Award Notice will be posted to Public Purch ase during the week following the
close date listed on the RFQ (7/6/2021). Final Awa rd will be made upon approval from the
County Board of Supervisors.
Q31. Will there be an interview with the final 3 vendors where we can state our case?
A31. Successful bidder will be chosen based on lowest bid and previous experience. Please see
page 5 of the RFQ for the County’s Appeals Process.
Q32. What is meant by previous experience considered?
A32. This means if bidders have worked for the County previously either on a contra ct or
purchase order, we will evaluate past performance in consideration of award. If bidder s
have no prior experience working with the County, it is not applicable.
Q33. Does that go for the City of Fresno as well?
A33. No, past experience only applies to d ealings with the County of Fresno.
Q34. Please elaborate on the day porter.
A34. Please see page 13.
WRITTEN QUESTIONS:
Q35. Can we get population count and visitor count please?
A35. The Plaza building sees approximately 735 County staff with a visitor count fluctuating at
an average of 75 daily. The Crocker Building sees 192 County staff with a visitor count of
approximately 20-25. Please note these figures are estimations and are impacted by
COVID restrictions.
Q36. What was the previous price per month
A36.
Average Monthly Costs
Year 1 $ 29,926.75
Year 2 $ 31,764.48
Year 3 $ 34,510.08
Year 4 $ 38,795.68
Year 5 $ 43,014.40
Addendum No . ONE (1) Page 6
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Q37. How many employees are working in each facility?
A37. This is an approximate count as staffing levels and office assignments vary throughout the
year.
Crocker: 192
Plaza: 735
Q38. How many rest rooms are on each floor at the Plaza Building?
A38. Please see new Exhibit E.
Q39. Are you open to alternate proposa ls that can save the County money?
A39. County is requesting quotations, not proposals. County is awarding to one vendor who’s
submittal is the overall lowest cost.
Q40. Are you managing a Sign-In Log currently and expecting the winning contractor to
do so? Can an alternate plan be an electronic Log instead?
A40. Yes, we can switch to an electronic sign in log. County will discuss options with successful
bidder when contract is awarded.
Q41. Are you managing a Service Log currently and expecting the winning contractor to
do so? Can an alternate plan be an electronic Log instead?
A41. Yes, we can switch to an electronic sign in log. County will discuss options with successful
bidder when contract is awarded.
Q42. I'd like to request a copy of the last 10 inspections done (page 25) to understand
what issues will need to prioritized if we are awarded the c ontract.
A42. The Quality Control Inspection Report is not currently in use. It will be implemented at start
of contract.
Q43. What areas of the Plaza Building have to be cleaned during the day hours (8am -
5pm)?
A43. During the day, vendor is responsible for the lobby areas, exterior perimeter of buildings,
cleaning up spills as needed, restock/day porter service of Plaza bathrooms which are
open to the public.
Q44. What areas of the Crocker Building have to be cleaning during the day hours (8am -
5pm)?
A44. During the day, vendor is responsible for the first floor lobby and hallway, exterior
perimeter, parking lot, service of first floor bathroom (also open to the public), break room
areas, and cleaning up spills as needed.
Q45. Where are Hard Wood floors in the Plaza Building?
A45. The Plaza level Ballroom is the only area with hard wood.
Q46. Where are there Hard Wood floors in the Crocker Building?
A46. There are no hard wood floors in the Crocker Building.
Q47. Page 3 of your specs read "Carpeting - Vacuum and sport clean. Spin-bonnet
clean/buff." Is it your intent to have all Entryways, lobbies, corridors, and high traffic
areas done weekly?
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A47. Yes.
Q48. I don't want to bid something that may not be expected; is the Quarterly Cleaning
items such as strip and wax all hard floor and hot water extraction of all carpets
being verified as completed? If this service is actually being done it could cost
$30,000 per service (4 times per year=$120,000/year). I just want to make sure this is
the service you are asking for.
A48. County requires strip and wax, hot water extraction at a minimum of once a year, and spin
bonnet office areas on a quarterly schedule.
Q49. How many day porters do you need? Full time? Part Time?
A49. County requires two (2) day porters shared between both bu ildings. Both are to be full time
(8AM-5PM) to complete interior and ex terior work. Please see page 13.
Q50. Under the Plaza Complex, page 3, E xhibit A: there are some items I would like
clarification please; Restrooms - machine scrub is being requested weekly and
monthly. What is the preference from the County Team on this?
A50. County requires weekly machine scrubbing for the restrooms.
Q51. Under the Plaza Complex, page 3, Exhibit A: Light Fixtures - Clean light fixtures, as
needed, to remove insects, dirt, etc., in and on the fixtures. Does this include
exterior lights as well?
A51. Yes, this includes lights around the first floor perimeter of the buildings and adjacent
parking lot structure. Primary focus is to remove cobwebs, debris on/around light fixture s.
Q52. Would you please provide some clarification regarding "periodic" floor care and
power washing. Would we be correct in pricing these services with th e assumption
that we will provide them quarterly, or more often? What has been the frequency in
the past that has been satisfactory?
A52. County requires exterior power washing monthly and interior floor care (strip/wax-hot water
extraction) once a year. These services are to be scheduled in advance. Please provide
separate quote for pressure washing, and quote for floor care.
Q53. Would your janitorial services be able to utilize the janitor closet in the Engineering
Building, Ste B? It is being currently used as a storage space.
A53. Closet will be available for use if requested. There is an additional storage closet available
on the 12th floor for supplies.
Q54. Continued from question #17 - if we clean exterior lighting then what is the
expectation on how high we are to clean lighting?
A54. Around first floor perimeter, 15’ and lower.
Q55. Is there a bidder's bond required?
A55. No.
Q56. Is there a performance bond required?
A56. No.
Addendum No . ONE (1) Page 8
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Q57. With regard to cleaning the outside stairwells at the Crocker building, what
frequency has been needed to obtain sat isfactory results, and in the past, have they
required extra time to scrape and deep clean on a periodic basis?
A57. Monthly pressure washing should suffice . County is in the process of obtaining a pigeon
control vendor which should reduce the amount of work th is requires.
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EXHIBIT B – SCOPE OF SERVICES
CONTRACTOR RESPONSIBILITIES MINIMUM STAFFING REQUIREMENTS: CONTRACTOR shall provide the following, minimum staffing
requirements 8 hours per day, 5 days a week, primarily during the evening as well as a day porter
available during regular business hours as noted above. Supervisor can be the same for both buildings.
Plaza 1 Supervisor 8 Janitors 8 hours/day, 5 days/week
Crocker 1 Supervisor 2 Janitors 7 hours/day, 5 days/week
HOURS OF SERVICE: Cleaning of COUNTY facilities shall be done with as little hindrance to COUNTY
staff and clients as possible. In this context, CONTRACTOR must be flexible to work around the
scheduling needs of building occupants.
All regular work shall be performed between the hours of 4:00 p.m. and 1:00 a.m. Monday through
Friday. CONTRACTOR shall make available a day porter as needed during regular business hours of
7:00 a.m. through 4:00 p.m. Monday through Friday. CONTRACTOR’s day porter shall complete
remedial work done to correct deficiencies when required by COUNTY.
CLEANING REQUIREMENTS:
Routine - Cleaning tasks are ones that occur in the range of multiple times per day to weekly.
Periodic - Cleaning tasks occur less frequently and are done at intervals such as monthly, quarterly,
semiannually or annually.
Periodic tasks required advanced scheduling with the CCA. CONTRACTOR shall submit a written
schedule showing the exact date of all monthly, quarterly, semi-annual, and annual work to the CCA.
Periodic tasks also must be logged into the periodic service logbook as they are completed and signed
off by the CCA verifying their satisfactory completion. Unless otherwise noted, Periodic Tasks shall be
completed after normal business hours.
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Task Frequency
1. Elevators Routine
2. Building Exterior Routine/Periodic
3. Hard Surface Floors Routine/Periodic
4. Carpeting Routine/Periodic
5. General Surfaces Routine/Periodic
6. Furniture Routine/Periodic
7. Restrooms Routine
8. Windows and Coverings Routine
9. Miscellaneous Routine
10. Stairways Routine
11. Trash Pickup/Removal Routine
12. Recycling Routine
PLAZA CROCKER
DAILY CLEANING
Entryways, Lobbies, Corridors, and High
Traffic Areas
Entryways, Lobbies, Corridors, and High
Traffic Areas
Offices, Conference Rooms, Lounges Offices, Conference Rooms, Lounges
Restrooms Eating Areas
Restrooms
WEEKLY CLEANING
Entryways, Lobbies, Corridors, and High
Traffic Areas
Entryways, Lobbies, Corridors, and High
Traffic Areas
Offices, Conference Rooms, Lounges Offices, Conference Rooms, Lounges
Restrooms Eating Areas
Restrooms
MONTHLY CLEANING
All Building Areas Entryways, Lobbies, Corridors, and High
Traffic Areas
Restrooms All Building Areas
QUARTERLY CLEANING
All Building Area Entryways, Lobbies, Corridors, and High
Traffic Areas
All Building Areas
ANNUAL CLEANING
All Building Areas All Building Areas
AS-NEEDED CLEANING
All Building Areas All Building Areas
Offices, Conference Rooms, Lounges
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CCS FACILITY SERVICES RATE SCHEDULE
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EXHIBIT C
Self-Dealing Transaction Disclosure Form
In order to conduct business with the County of Fresno (hereinafter referred to as “County”), members of
a contractor’s board of directors (hereinafter referred to as “County Contractor”), must disclose any self-
dealing transactions that they are a party to while providing goods, performing services, or both for the
County. A self-dealing transaction is defined below:
“A self-dealing transaction means a transaction to which the corporation is a party and in which one or
more of its directors has a material financial interest”
The definition above will be utilized for purposes of completing this disclosure form.
INSTRUCTIONS
1) Enter board member’s name, job title (if applicable), and date this disclosure is being made.
2) Enter the board member’s company/agency name and address.
3) Describe in detail the nature of the self-dealing transaction that is being disclosed to the County.
At a minimum, include a description of the following:
a. The name of the agency/company with which the corporation has the transaction; and
b. The nature of the material financial interest in the Corporation’s transaction that the board
member has.
4) Describe in detail why the self-dealing transaction is appropriate based on applicable provisions
of the Corporations Code.
5) Form must be signed by the board member that is involved in the self-dealing transaction
described in Sections 3) and 4).
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(1) Company Board Member Information:
Name: Date:
Job Title:
(2) Company/Agency Name and Address:
(3) Disclosure (Please describe the nature of the self-dealing transaction you are a party to):
(4) Explain why this self-dealing transaction is consistent with the requirements of Corporations Code 5233 (a):
(5) Authorized Signature
Signature: Date: