Service Agreement With Silveira Building Services LLC 12-02-14

CITY OF CARMEL-BY-THE-SEA
Council Report
December 2, 2014
To:
Honorable Mayor and Members of the City Council

Douglas J. Schmitz City Administrator
From:
Subject:
Sharon Friedrichsen, Public Services Director

A Resolution of the City Council of the City of Carmel-by-the-Sea Authorizing
the City Administrator to enter into a Service Agreement with Silveira
Building Services, LLC for the Cleaning of City Facilities in the Amount of
$69,000.00 for the first six (6) months of the Agreement, $138,000.00 for
Fiscal Year 2015-16 of the Agreement, $138,000.00 plus any Consumer
Price Index Adjustment for Fiscal Year 2016-17 of the Agreement, and the
Adjusted Fiscal Year 2016-17 Cost of the Agreement plus any Consumer
Price Index Adjustment for Fiscal Year 2017-18 of the Agreement.
RECOMMENDATION(S):
Adopt the resolution authorizing the City Administrator to enter into a service agreement
with Silveira Building Services, LLC for the cleaning of City owned facilities in the amount
of $69,000.00 for the first six (6) months of the agreement, $138,000.00 for fiscal year
2015-16 of the agreement, $138,000.00 plus any Consumer Price Index adjustment for
fiscal year 2016-17 of the agreement, and the adjusted fiscal year 2016-17 cost of the
agreement plus any Consumer Price Index adjustment for fiscal year 2017-18 of the
agreement.
EXECUTIVE SUMMARY: .
The City currently contracts with two vendors for the cleaning of City owned facilities,
including public buildings and public restrooms. In accordance with City procurement
policies and governmental best practices, contracted services are frequently reviewed,
updated and vendors given the opportunity to provide the service through the competitive
market. As such, the City issued a Request for Proposals (RFP) from janitorial services
firms to clean City owned facilities.
Based upon the responses received, it is
recommended that the City contract with Silveira Building Services, LLC, in accordance
with Municipal Code 3.12.160 (Competitive Negotiation) for janitorial services for a not to
exceed cost of $69,000 for the first six months of the agreement and then $138,000 plus
CPI adjustment annually. The agreement start date would be January 1, 2015.
ANALYSIS/DISCUSSION:
As part of the solicitation process, City staff conducted phone outreach to 35 janitorial
firms listed within the Monterey and San Benito Counties phone book, from which staff
mailed RFPs to sixteen (16) local janitorial firms as requested by the solicited firms. In
City Council Meeting of 12/2/2014

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addition, the Notice Inviting Proposals was published twice in the Monterey Herald. In
response to the Citys issuance of the RFP, one (1) proposal was received by the stated
deadline. It is recommended that Council award the janitorial services contract to Silveira
Building Services, LLC.
Service Highlights: The scope of the service includes the cleaning of City Hall, the Main
and Park Branch libraries, Police/Public Services Building and public restrooms at Del
Mar, Devendorf Park, First Murphy Park, Forest Hill Park, Piccadilly Park and Scenic and
Santa Lucia (new) as illustrated in the attached task and frequencies list. The proposed
agreement will allow for increased cleaning frequency of high-use facilities; use green
cleaning supplies; incorporate the use of web-based performance measures and reporting,
including fiscal penalties for not meeting performance standards and increase contractor
accountability.
Alternative Options: Council has the option to not authorize the agreement with the
recommended company. Council may authorize staff to reissue the RFP and return to
Council for consideration of the award.
FISCAL IMPACT:
Currently the City contracts with two separate janitorial companies: 1) Public restrooms,
including supplies, in the amount of $87,108.00; and 2) All other City facilities, excluding
supplies and equipment, in the amount of $33,840.00. The City spends about $12,000 for
janitorial supplies and equipment for City facilities. The grand total for all janitorial services
and supplies totals approximately $133,000.00.
The cost of the proposed contract is $138,000.00 for the first year of the agreement,
$142,140.00 for the second year of the agreement, and $146,400 for the third year of the
agreement. The increased cost of service is attributed to bringing a new facility online as
well as enhanced cleaning standards. Other efficiency advantages included with the
proposed contract include continuity of service as one vendor will be responsible for all
City facilities. City staff believes they will be able to absorb the cost difference by
managing the other departmental accounts and requesting a budget adjustment.
Budgeted (yes/no)
Yes -Public Services Department
Facilities and Vehicles Division
$120,000 contractual services (account
70053) and $15,000 custodial supplies
(account 70044)
Funding Source( general fund, grant,

state)
General Fund
PREVIOUS COUNCIL ACTION/DECISION HISTORY: None

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ATTACHMENTS:
1.
Resolution
2.
Agreement
3.
Task and Frequency List
APPROVED:
,
Date: ~s-
A/p1
1'/
Agenda Item: 7.H

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Page 105
CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION 2014A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA
AUTHORIZING THE CITY ADMINISTRATOR TO ENTER INTO A SERVICE
AGREEMENT WITH SILVEIRA BUILDING SERVICES, LLC FOR THE CLEANING OF
CITY FACILITIES IN THE AMOUNT OF $69,000.00 FOR THE FIRST SIX (6) MONTHS
OF THE AGREEMENT, $138,000.00 FOR FISCAL YEAR 2015-16 OF THE
AGREEMENT, $138,000.00 PLUS ANY CONSUMER PRICE INDEX ADJUSTMENT FOR
FISCAL YEAR 2016-17 OF THE AGREEMENT, AND THE ADJUSTED FISCAL YEAR
2016-17 COST OF THE AGREEMENT PLUS ANY CONSUMER PRICE INDEX
ADJUSTMENT FOR FISCAL YEAR 2017-18 OF THE AGREEMENT
WHEREAS, the City owns and maintains various City facilities, including public
restrooms, that serve City employees, residents and visitors; and
WHEREAS, the cleanliness of these facilities is important to the City and it
contracts out the cleaning of these facilities for efficiency,
WHEREAS, the City Council approved expenditure of $135,000 for custodial
supplies and janitorial services as part of the FY 2014/2015 budget; and
WHEREAS, the Request for Proposals for janitorial services was submitted to
various local firms and advertised in the Monterey County Herald on September 10, 2014
and September 15, 2014; and
WHEREAS, one proposal for the project was received prior to the September 25,
2014 deadline, and Silveira Building Services, LLC has been determined to be the lowest
responsive and responsible Proposer.
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY
OF CARMEL-BY-THE-SEA DOES:
1. Authorize the City Administrator to enter into a service agreement with Silveira
Building Services, LLC for the cleaning of City facilities for a three year and six
month consecutive term, contingent on funding each new fiscal year in the
Amount of $69,000.00 for the first six (6) months of the agreement, $138,000.00
for fiscal year 2015-16 of the agreement, $138,000.00 plus any Consumer Price

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Index adjustment for fiscal year 2016-17 of the agreement, and the adjusted
Fiscal Year 2016-17 cost of the agreement plus any Consumer Price Index
adjustment for fiscal year 2017-18 of the agreement.
2. Authorize the City Administrator negotiate an optional one year extension term
for Fiscal Year 2018-19 (July 1, 2018 through June 30, 2019), and negotiate a
second optional one year extension term for Fiscal Year 2010-20 (July 1, 2019
through June 30, 2020), contingent on funding each new fiscal year.
3. Each new fiscal year of the contract, and potentially two one-year extensions
are subject to funding availability and will not exceed the previous fiscal year
contract price plus an inflation adjustment applicable to the City of Carmel-bythe-Sea area.
PASSED AND ADOPTED BY THE CITY OF COUNCIL OF TH CITY OF CARMEL-BYTHE-SEA this 2nd day of December 2014, by the following roll call votes:
AYES:
NOES:
ABSENT:
COUNCIL MEMBERS:
COUNCIL MEMBERS:
COUNCIL MEMBERS:
SIGNED:
ATTEST:
____________________________
Jason Burnett, Mayor
________________________________
Lori Frontella, MMC
Interim City Clerk

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Services Agreement
THIS AGREEMENT is executed this ________ day of _____________ 2014, by and
between the CITY OF CARMEL-BY-THE-SEA, hereinafter referred to as CITY, and
Silveira Building Services, LLC, #200702610304, hereinafter called CONTRACTOR.
IT IS HEREBY MUTUALLY AGREED AS FOLLOWS:
1.
Scope. CONTRACTOR hereby agrees to provide to CITY, as the scope of
services under this AGREEMENT, provide janitorial services as shown in Exhibit A.
CONTRACTOR agrees to furnish all labor, tools, appliances, equipment, and
transportation, and any and all other expenses necessary or incidental to the performance
of this AGREEMENT, except the supply of consumables (such as paper products, hand
soap, and trash liners), which are to be supplied by the CITY.
2.
Timely Work. CONTRACTOR shall perform work diligently, competently and
in accordance with professional standards of performance. Failure to so perform is hereby
deemed a material breach of this AGREEMENT, and CITY may terminate this
AGREEMENT with no further liability hereunder. CITY may agree in writing with
CONTRACTOR to an extension of time. It is expressly agreed and understood that
CONTRACTOR shall not be held responsible for delays occasioned by factors beyond
their control, nor by factors that could not reasonably have been foreseen at the time of
execution of this AGREEMENT.
3.
Term of Agreement and Agreement Price: CONTRACTOR agrees to receive
and accept, and CITY agrees to pay, the proposal prices as full compensation in
performance of this AGREEMENT as set forth in the CONTRACTORS Best and Final
Pricing, in the manner and according to the requirements of this AGREEMENT, for the
price as determined in Schedule A.
Term of Agreement: This AGREEMENT shall be for three (3) years and six
(6) months from the date of the Notice to Proceed. The AGREEMENT may be
extended, with the mutual consent of both parties, for two (2) individual one-year
increments (3.5 + 1 + 1) with price increases/decreases in accordance with the
provisions set forth herein, all other terms and conditions specified herein remaining
the same. If either the CITY or CONTRACTOR elects not to extend the
AGREEMENT, or upon expiration of the initial three (3) years and six (6) months
term, or the first one-year extension term, the CONTRACTOR shall aid the CITY in
continuing, uninterruptedly, the requirements of the AGREEMENT, by continuing to
perform on a temporary basis, when specifically requested to do so in writing by the
CITY, for a specified term not to exceed four (4) months. Such continuance shall
be subject to price increases/decreases in accordance with the provisions set forth

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herein, and all other terms and conditions remaining the same as if the
AGREEMENT had been extended for such a temporary period by an amendment.
Agreement Price:
For three (3) years and six (6) months of the
AGREEMENT, pricing will be fixed at the proposal pricing with a Consumer Price
Index adjustment:
Schedule A
Fiscal Year
Remaining months of Fiscal Year 2014-15 (January 1,
2015 through June 30, 2015)
Year One - Fiscal Year 2015-16 (July 1, 2015 through
June 30, 2016)
Year Two - Fiscal Year 2016-17 (July 1, 2016 through
June 30, 2017)
Year Three - Fiscal Year 2017-18 (July 1, 2017 through
June 30, 2018):
Monthly Amount
$11,500.00
$11,500.00
$11,500.00 with adjustment
using applicable CPI
Year Two cost with
adjustment using applicable
CPI
Any increase in price in this AGREEMENT shall not exceed, unless

otherwise approved by the CITY, the percent change for the following Consumer's
Price Index (CPI): All Urban Consumers Index (CPl -U) compiled and published by
the BLS, using the following parameters:
Area - West - Size Class B/C
Item - All Items
Base Period - December 1996=100
Not seasonally adjusted
Periodicity - Monthly
Series Identification Number - CUURX400SAO, CUUSX400SAO
In the event that the index drops, the CONTRACTOR shall pass on to the
CITY an equivalent reduction in pricing. The basis of the index shall be established
as the last available month at the date of the Notice to Proceed.
Optional extension terms: Sixty days prior to the three (3) years and sixth
(6th) month end date of the AGREEMENT the CONTRACTOR may submit
proposed pricing revisions for the following optional AGREEMENT extension terms,

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which will be subject to negotiation by the CITY at the CITY'S discretion. The
CONTRACTOR must provide adequate documentation to substantiate any request
for price increase.
a.
Optional extension term, Fiscal Year 2018-19 (July 1, 2018 through
June 30, 2019).
b.
Optional extension term, Fiscal Year 2019-20 (July 1, 2019 through
June 30, 2020).
Compensation under this AGREEMENT shall become due and payable thirty
(30) days after CITYS approval of CONTRACTORS submission of monthly written
invoices. Written invoices shall clearly itemize each charge. The payment of any
compensation to CONTRACTOR hereunder shall be contingent upon performance
of the terms and conditions of this AGREEMENT to the satisfaction of the CITY.
If the CITY determines that the work set forth in the written invoice has not been
performed in accordance with the terms of this AGREEMENT CITY shall not be
responsible for payment until such time as the work has been satisfactorily performed.
4.
Meet and Confer. CONTRACTOR agrees to meet and confer with CITY or its
agents or employees with regard to services as set forth herein as may be required by CITY
to insure timely and adequate performance of this AGREEMENT.
5.
Indemnification. CONTRACTOR hereby agrees to the following indemnification
clause:
To the fullest extent permitted by law (including, without limitation, California Civil Code
Sections 2782 and 2782.6), CONTRACTOR shall defend (with legal counsel reasonably
acceptable to the CITY), indemnify and hold harmless CITY and its officers, designated
agents, departments, officials, representatives and employees (collectively Indemnitees)
from and against claims, loss, cost, damage, injury expense and liability (including incidental
and consequential damages, court costs, reasonable attorneys fees, litigation expenses and
fees of expert consultants or expert witnesses incurred in connection therewith and costs of
investigation) to the extent they arise out of, pertain to, or relate to, the negligence,
recklessness, or willful misconduct of CONTRACTOR, any sub-contractor, anyone directly or
indirectly employed by them, or anyone that they control (collectively Liabilities). Such
obligations to defend, hold harmless and indemnify any Indemnitee shall not apply to the
extent that such Liabilities are caused in part by the negligence, or willful misconduct of such
Indemnitee.

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Notwithstanding the provisions of the above paragraph, CONTRACTOR agrees

to indemnify and hold harmless CITY from and against any and all claims, demands, defense
costs, liability, expense, or damages arising out of or in connection with damage to or loss of
any property belonging to CONTRACTOR or CONTRACTORS employees, contractors,
representatives, patrons, guests or invitees.
CONTRACTOR further agrees to indemnify CITY for damage to or loss of CITY
OF CARMEL-BY-THE-SEA property to the proportionate extent they arise out of
CONTRACTORS negligent performance of the work associated with this AGREEMENT or to
the proportionate extent they arise out of any negligent act or omission of CONTRACTOR or
any of CONTRACTORS employees, agents, contractors, representatives, patrons, guests or
invitees; excepting such damage or loss arising out of the negligence of CITY.
6.
Insurance. CONTRACTOR shall submit and maintain in full force all insurance
as described herein. Without altering or limiting CONTRACTORS duty to indemnify,
CONTRACTOR shall maintain in effect throughout the term of this AGREEMENT a policy or
policies of insurance with the following minimum limits of liability:
Commercial general liability insurance including but not limited to premises,
personal injuries, bodily injuries, products, and completed operations, with a combined single
limit of not less than $1,000,000 per occurrence and $2,000,000 in the aggregate.
Commercial automobile liability insurance covering all automobiles, including
owned, leased, non-owned, and hired automobiles, used in providing services under this
AGREEMENT, with a combined single limit of not less than $1,000,000 per occurrence.
Workers Compensation Insurance. If CONTRACTOR employs others in the
performance of this AGREEMENT, CONTRACTOR shall maintain workers compensation
insurance in accordance with California Labor Code section 3700 and with a minimum of
$100,000 per occurrence for employers liability.
Other Insurance Requirements
A.
All insurance required under this AGREEMENT must be written by an

insurance company either:
1)
admitted to do business in California with a current A.M. Best
rating of no less than A:VI; or

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2)
an insurance company with a current A.M. Best rating of no less
than A:VII
Exception may be made for the State Compensation Insurance Fund
when not specifically rated.
B.
Each insurance policy required by this AGREEMENT shall be endorsed

to state that CITY shall be given notice in writing at least thirty (30) days
in advance of any cancellation thereof, except CITY shall be given ten
(10) days notice for nonpayment of the premium.
C.
The general liability and auto policies shall:

1)
Provide an endorsement naming CITY, its officers, officials, and
employees as additional insureds under an ISO CG 20 10 07 04 or ISO
20 37 07 04 or their equivalent.
2)
Provide that such insurance is primary and non-contributing
insurance to any insurance or self-insurance maintained by CITY.
3)
Contain a Separation of Insureds provision substantially
equivalent to that used in the ISO form CG 00 01 10 01 or their
equivalent.
4)
Provide for a waiver of any subrogation rights against CITY via an
ISO CG 24 01 10 93 or its equivalent.
D.
Prior to the start of work under this AGREEMENT CONTRACTOR shall

file certificates of insurance and endorsements evidencing the coverage
required by this AGREEMENT with the CITY. CONTRACTOR shall file a
new or amended certificate of insurance promptly after any change is
made in any insurance policy which would alter the information on the
certificate then on file.
E.
Neither the insurance requirements hereunder, nor acceptance or

approval of CONTRACTORS insurance, nor whether any claims are
covered under any insurance, shall in any way modify or change
CONTRACTORS obligations under the indemnification clause in this
AGREEMENT, which shall continue in full force and effect.
Notwithstanding the insurance requirements contained herein,
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CONTRACTOR is financially liable for its indemnity obligations under this

AGREEMENT.
F.
Any deductibles or self-insured retentions must be declared to and approved

by CITY. At the option of CITY either: the insured shall reduce or eliminate
such deductibles or self-insured retentions as respects CITY, its officers,
officials, employees and volunteers; or CONTRACTOR shall provide a
financial guarantee satisfactory to CITY guaranteeing payment of losses and
related investigations, claim administration, and defense expenses.
7.
Licensing. CONTRACTOR represents that it is properly licensed to perform the work
specified under this AGREEMENT, including but not limited to, possession of a current city business
license.
8.
Termination. This AGREEMENT may be terminated by either party upon thirty (30)
calendar days written notice to the other party, except as otherwise noted in Section 3 of this
AGREEMENT. In the event of such termination, CITY shall pay CONTRACTOR for all services
performed to the satisfaction of CITY to the date of receipt of notice of termination. An itemized
statement of the work performed to the date of termination shall be submitted to CITY. In
ascertaining the services actually rendered hereunder up to the date of termination of this
AGREEMENT consideration shall be given to both completed work and work in process of
completion, and to complete and incomplete drawings and other documents whether delivered to
CITY or in the possession of the CONTRACTOR.
9.
Agency. In performing the services specified under this AGREEMENT CONTRACTOR
is hereby deemed to be an independent CONTRACTOR and not an agent or employee of CITY.
10.
Authority of the City Administrator. CONTRACTOR shall perform all necessary services
provided under this AGREEMENT and carry out said work in a satisfactory and proper manner as
determined by and to the satisfaction of the City Administrator. The City Administrator reserves the
right to make changes, additions or deletions, to the scope of work as deemed necessary or
advisable to implement and carry out the purposes of this AGREEMENT. The City Administrator is
authorized to execute change orders.
11.
Responsibility of Contractor. By executing this CONTRACTOR represents and states to
CITY that he/she possesses, or will arrange to secure from others, all necessary professional
capabilities, experience, resources and facilities necessary to provide to CITY the services
contemplated under this AGREEMENT. CONTRACTOR further warrants that he/she will follow the
current generally accepted practices of the profession regarding the services rendered under this
AGREEMENT.
12.
Materials and Equipment.
CONTRACTOR shall furnish at his/her own expense all

11

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materials and equipment necessary to carry out the terms of this AGREEMENT, except the supply of
consumables (such as paper products, hand soap, and trash liners), which are to be supplied by the
CITY.
13.
Audit Authority. CONTRACTOR shall keep full and detailed accounts and exercise
such controls as may be necessary for proper financial management under this AGREEMENT; the
accounting and control systems shall be satisfactory to CITY. CITY and CITYS auditor shall be
afforded access to CONTRACTORS records, books, correspondence and other data relating to this
AGREEMENT. CONTRACTOR shall preserve these records, books, correspondence and other data
relating to this AGREEMENT for a period of four (4) years after final payment or for such longer
period as may be required by law. In addition, CONTRACTOR agrees to make said records, books
correspondence and other data relating to this AGREEMENT available to CITY at CITYS principle
place of business upon seventy-two (72) hours advance written notice. The City Administrator, or his
or her designee, shall at all times have the right to inspect the work, services, or materials.
CONTRACTOR shall furnish all reasonable aid and assistance required by CITY for the proper
examination of the work or services and all parts thereof. Such inspection shall not relieve
CONTRACTOR form any obligation to perform said work or services strictly in accordance with the
specifications or any modifications thereof and in compliance with the law.
14.
Notices. All notices herein provided to be given, or which may be given by either party
to the other, shall be considered fully received when made in writing and deposited in the United
States mail, certified and postage prepaid, and addressed to the respective parties as follows:
City
Contractor
City Clerk
Silveira Building Services, LLC
City of Carmel-by-the-Sea
484 B Washington St. #317
Post Office Box CC
Monterey CA, 93940
Carmel-by-the-Sea, CA 93921
15.
Entire Agreement. This AGREEMENT constitutes the entire AGREEMENT between the
parties hereto and supersedes any and all prior agreements, whether oral or written, relating to the
subject matter thereof. Any modification of this AGREEMENT will be effective only if it is in writing
signed by both parties hereto.
16.
Validity. If any provision in this AGREEMENT is held by a court of competent
jurisdiction to be invalid, void or unenforceable, the remaining provisions will continue in full force
without being impaired or invalidated in any way.
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17.
Assignment of Interest. The duties under this AGREEMENT shall not be assignable,
delegable, or transferable without the prior written consent of CITY. Any such purported assignment,
delegation, or transfer shall constitute a material breach of this AGREEMENT upon which CITY may
terminate this AGREEMENT and be entitled to damages.
18.
Conflict of Interest. CONTRACTOR covenants that neither it nor any person working for
it or with it to provide the services called for by this AGREEMENT has any interest, nor shall any
person acquire any interest, directly or indirectly, which would conflict in any manner or degree with
the performance of the services hereunder. CONTRACTOR further covenants that in the
performance of this AGREEMENT, no person having such interest shall be employed by
CONTRACTOR. CONTRACTOR shall at all time avoid conflicts of interest, or the appearance of
conflicts of interest, in the performance of this AGREEMENT. CONTRACTOR shall file statements of
financial interest, on forms provided by City, to the extent and at the times required by City's Conflict
of Interest Code and applicable law.
19.
Non-discrimination/Affirmative Action. CONTRACTOR will not discriminate against any
employee or applicant for employment because of race, creed, color, sex, age, national origin, marital
status, physical or other motor handicap, unless based upon bonafide occupational disqualification.
CONTRACTOR will take affirmative action to ensure that applicants are employed and that
employees are treated during employment without regard to their race, creed, color, sex, age, and
national origin, and marital status, physical or other motor handicap.
20.
Counterparts. This AGREEMENT may be executed in multiple originals, each of which
is deemed to be an original, and may be signed in counterparts.
21.
Laws. CONTRACTOR agrees that in the performance of this AGREEMENT it will
reasonably comply with all applicable state, federal and local laws and regulations. This
AGREEMENT shall be governed by and construed in accordance with the laws of the State of
California and the City of Carmel-by-the-Sea.
22.
Attorneys Fees and Court Venue. Should either party to this AGREEMENT bring legal
action against the other, (formal judicial proceeding, mediation or arbitration), the case shall be
handled in Monterey County, California, and the party prevailing in such action shall be entitled to a
reasonable attorneys fee which shall be fixed by the judge, mediator or arbitrator hearing the case
and such fee shall be included in the judgment, together with all costs.
23.
Severability. If any term of this AGREEMENT is held invalid by a court of competent
jurisdiction the remainder of this AGREEMENT shall remain in effect.
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IN WITNESS WHEREOF, this AGREEMENT is entered into by the parties hereto in

Carmel, California, on the day and year first above written.
CITY OF CARMEL-BY-THE-SEA,
CONTRACTOR,
By:
By:
(Signature)
Doug Schmitz, City Administrator
Date:
(Title)
Date:
ATTEST:
_______
Lori Frontella, MMC Interim City Clerk
Date:
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Exhibit B
Tasks and Frequencies
Weekly
Monthly
Quarterly
Weekly
Monthly
Quarterly
Annually
3X Weekly
3X Weekly
Semi-Annually
2X Weekly
2X Weekly
Daily
All Included City of Carmel-by-the-Sea Facilities
General
Report all facility / building emergencies and problems to the City.
Provide daily support services as directed by City.
Leave personal work spaces contents undisturbed.
Remove interior and exterior graffiti.
Store equipment and supplies in a safe and orderly manner.
Trash to be disposed of in a desginated City-owned dumpster.
Provide toilet unplugging services throughout all included buildings as needed.
Unlock and lock buildings as assigned by City.
X
X
X
X
X
X
X
X
3X Weekly
Weekly
Monthly
Quarterly
Semi-Annually
Annually
Weekly
Monthly
Quarterly
Semi-Annually
Annually
Fully clean restrooms; apply germicidal to fixtures, surfaces, door frames, handles
and light switches; refill dispensers, empty trash and replace liners, clean chrome
and mirrors; clean partitions, sweep and mop floors with germicidal cleaner providing
a clean and sanitized area free of buildup, cobwebs, debris, dust, fingerprints,
malodor, soil, spots and streaks.
Clean floor drain surfaces, remove debris and pour water or enzymes into drain to
prevent malodor.
3X Weekly
2X Weekly
General-Use Restrooms (Includes Forest

Hills Park - Lower, Forest Hills Park Upper, Piccadilly Park, Vista Lobos
Meeting Room)
Annually
3X
Daily (Mon -Sun)
Fully clean restrooms; apply germicidal to fixtures, surfaces, door frames, handles
and light switches; refill dispensers, empty trash and replace liners, clean chrome
and mirrors; clean partitions, sweep and mop floors with germicidal cleaner providing
a clean and sanitized area free of buildup, cobwebs, debris, dust, fingerprints,
malodor, soil, spots and streaks.
prevent malodor.
Pressure wash restroom walls with resulting in a sanitized surface free of buildup,
cobwebs, debris, dust, fingerprints, malodor, soil, spots and streaks; all waste water
to be recaptured.
2X Weekly
High-Use/High-Visibility Restrooms
(Includes: Del Mar, Murphy and Devendorf
and Scenic when it becomes available)
Semi-Annually
Daily (Mon -Sun)
Public Restroom Facilities
X
X
Public Use Municipal Buildings - Includes: Harrison Memorial Library, Park Branch (Children's) Library, City Hall*
* City Hall to receive one additional cleaning the first week of each month due to
the Public Workshop and City Council Meetings
All Public-Use Municipal Building Areas
Daily
Floor Care
Dust mop or sweep hard surface floors to remove cobwebs, debris, dust and soil.
Spot mop hard surface floors; damp mop heavy use areas to remove buildup,
cobwebs, debris, dust, soil, spots and streaks.
Damp mop or auto scrub all hard surface floors to remove buildup, cobwebs, debris,
dust, soil, spots and streaks.
Strip and refinish resilient floors using approved floor finish to remove buildup, scuffs
and dull appearance.
X
X
X
X
Machine scrub non-resilient interior hard surfaces to remove buildup.
Spot clean carpeted floors using approved carpet spotting equipment and supplies.
Fully vacuum carpeted matting at or near entrance doors to remove debris, dust,
and soil.
Fully vacuum all carpeted floors from wall to wall including corners and edges to
remove debris, dust and soil.
X
X
X
(Hot-water extract) carpeted areas using approved equipment and supplies to

remove buildup.
Empty trash and recyclables and replace liners when soiled or torn. Remove trash
and recyclables to designated areas.
Spot clean receptacles as required to remove debris, dust, fingerprints, soil, spots
and streaks.
Completely wash and sanitize receptacles to remove buildup.

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Annually
Semi-Annually
Quarterly
Monthly
Weekly
3X Weekly
Daily
Trash / Recycle Collection
2X Weekly
X
X
X
Agenda Item: 7.H

Page 15
Spot clean horizontal and vertical surfaces including furniture, equipment, walls,
doors and fixtures to remove debris, dust, fingerprints, soil, spots and streaks.
Sanitize heavy-use contact points.
Clean and sanitize drinking fountains to remove buildup, debris, dust, fingerprints,
soil, spots and streaks.
Spot clean interior office glass and glass adjacent to entrance doors.
Clean and sanitize childrens' play and learning equipment and contact surfaces.
Dust and damp wipe horizontal and vertical surfaces.
High and low-dust hard-to-reach horizontal and vertical surfaces.
Dust, spot clean or damp wipe window coverings.
Dust or damp wipe HVAC intake and discharge vents, exhaust fan grills and ceiling
light fixtures to remove buildup, debris, dust, fingerprints and soil.
Vacuum upholstered furniture to remove dust and debris.
Annually
Semi-Annually
Quarterly
Monthly
Weekly
3X Weekly
2X Weekly
Daily
Dusting, Spot Cleaning and Sanitizing
X
X
X
X
X
X
X
X
X
X
Annually
Semi-Annually
Quarterly
Monthly
Weekly
3X Weekly
X
X
X
Monthly
Quarterly
Semi-Annually
Annually
Monthly
Quarterly
Semi-Annually
Annually
Spot clean stairways to remove debris, soil and spots; sanitize handrails.
Fully clean stairways including treads, risers, landings and handrails to remove
debris, soil and spots; sanitize handrails.
Weekly
Daily
Stairs and Stairwells
3X Weekly
2X Weekly
X
Daily
Kitchens, Kitchenettes
Police areas to spot clean and to reposition furniture after use.

Damp wipe and sanitize tables and contact areas of chairs to remove debris, dust,
fingerprints, soil, spots and streaks.
Damp wipe exterior of refrigerator to remove debris, dust, fingerprints, soil, spots
and streaks.
Damp wipe interior and exterior of kitchen appliances including: cook tops, ovens,
microwaves, coffee makers and toasters to remove debris, dust, fingerprints, soil,
spots and streaks.
Fully clean coffee pots.
Inspect refrigerators' contents to locate and remove outdated food.
Fully clean and sanitize kitchen appliances.
Fully clean and sanitize interior of refrigerator.
Weekly
3X Weekly
Fully clean restrooms and shower areas; apply germicidal to fixtures, surfaces, door
frames, handles and light switches; refill dispensers, empty trash and replace liners,
clean chrome and mirrors; spot clean partitions, sweep and mop floors with
germicidal cleaner providing a clean and sanitized area free of buildup, cobwebs,
debris, dust, fingerprints, malodor, soil, spots and streaks.
Police restrooms and shower areas to remove trash, debris, and graffiti; sanitize
changing tables, spot clean fixtures, walls, mirrors, door frames, handles, light
switches and spot mop floors to provide a sanitized area free of dust, debris, soil and
streaks. Refill dispensers as needed.
Replace air freshener cartridges to prevent malodor.
Machine scrub floors using an approved disinfectant to remove buildup.
prevent malodor.
Wash restroom walls with germicidal cleaner resulting in a sanitized surface free of
soil, dust and streaks.
2X Weekly
Restrooms / Showers
2X Weekly
Daily 5X Weekly
Area-Specific Additional Requirements
X
X
X
X
X
X
X
X
Pull refrigerators from their current positions to clean floors and surrounding walls;
perform routine maintenance including dusting coils and & drip trays.
Police Headquarters Building
Machine scrub and recoat resilient floors using approved floor finish to remove
buildup, scuffs and dull appearance.

Page 118
Annually
Semi-Annually
Quarterly
Monthly
Weekly
X
X
X

Spot vacuum carpeted floors, full vacuum high use areas to remove debris, dust,
and soil.
3X Weekly
Floor Care
2X Weekly
Daily (Mon-Sun)
All Police Headquarters Building Areas
X
X
X
Agenda Item: 7.H

Page 16
X
X
Annually
Semi-Annually
Quarterly
Monthly
Annually
Semi-Annually
Quarterly
Monthly
Daily
Weekly
Weekly
3X Weekly
and streaks.
3X Weekly
Daily
2X Weekly
2X Weekly
and soil.
Deep clean carpeted areas using approved equipment and supplies to remove
buildup.
X
X
X
X
X
X
X
X
X
Annually
Semi-Annually
Quarterly
X
X
Monthly
Quarterly
Semi-Annually
Annually
Monthly
Quarterly
Semi-Annually
Annually
Weekly
3X Weekly
Daily
2X Weekly
Weekly
Daily
3X Weekly

Damp wipe and sanitize tables and contact areas of chairs to remove debris, dust,
fingerprints, soil, spots and streaks.
Damp wipe exterior of refrigerator to remove debris, dust, fingerprints, soil, spots
and streaks.
spots and streaks.
Fully clean and sanitize interior of refrigerator.
Pull refrigerators from their current positions to clean floors and surrounding walls;
perform routine maintenance including dusting coils and & drip trays.
Monthly
X
Weekly
2X Weekly
prevent malodor.
3X Weekly
Daily
Restrooms / Showers
2X Weekly
Area-Specific Additional Requirements - Police Headquarters
X
X
X
X
X
X
X
X
X
Public Works Building

Page 119
Annually
Semi-Annually
Quarterly
Monthly
Weekly
3X Weekly
Floor Care
2X Weekly
Daily (Mon-Sun)
Public Works Buuilding - Office Area
Agenda Item: 7.H

Page 17
Machine scrub and recoat resilient floors using approved floor finish to remove
buildup, scuffs and dull appearance.
X
X
Spot vacuum carpeted floors, full vacuum high use areas to remove debris, dust,
and soil.
and soil.
Deep clean carpeted areas using approved equipment and supplies to remove
buildup.
X
X
and streaks.
Annually
Semi-Annually
Quarterly
Monthly
Weekly
3X Weekly
Daily
2X Weekly
X
X
Annually
Semi-Annually
Quarterly
Monthly
Weekly
3X Weekly
Daily
2X Weekly
X
X
X
X
X
X
X
X
X
Annually
Semi-Annually
X
X
Quarterly
Semi-Annually
Annually
Quarterly
Semi-Annually
Annually
Monthly
Weekly
3X Weekly
Daily
2X Weekly
Weekly
3X Weekly
Daily
2X Weekly

Page 120
Quarterly

spots and streaks.
Fully clean and sanitize interior of refrigerator; perform routine maintenance
including cleaning coils, motor and & drip trays.
Pull refrigerators from their current positions to clean floors and surrounding walls.
Monthly
Weekly

prevent malodor.
Monthly
3X Weekly
Daily
Restrooms / Showers
2X Weekly
Area-Specific Additional Requirements -Public Works Building
X
X
X
X
X
X
Agenda Item: 7.H

Page 18

Service Agreement With Silveira Building Services LLC 12-02-14

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Service Agreement With Silveira Building Services LLC 12-02-14

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CITY OF CARMEL-BY-THE-SEA

Honorable Mayor and Members of the City Council

Sharon Friedrichsen, Public Services Director

City Council Meeting of 12/2/2014

Agenda Item: 7.H

Funding Source( general fund, grant,

PREVIOUS COUNCIL ACTION/DECISION HISTORY: None

City Council Meeting of 12/2/2014

Agenda Item: 7.H

Agenda Item: 7.H

City Council Meeting of 12/2/2014

City Council Meeting of 12/2/2014

Agenda Item: 7.H

City Council Meeting of 12/2/2014

Agenda Item: 7.H

City Council Meeting of 12/2/2014

Agenda Item: 7.H

Any increase in price in this AGREEMENT shall not exceed, unless

City Council Meeting of 12/2/2014

Agenda Item: 7.H

City Council Meeting of 12/2/2014

Agenda Item: 7.H

Notwithstanding the provisions of the above paragraph, CONTRACTOR agrees

All insurance required under this AGREEMENT must be written by an

City Council Meeting of 12/2/2014

Agenda Item: 7.H

Each insurance policy required by this AGREEMENT shall be endorsed

The general liability and auto policies shall:

Prior to the start of work under this AGREEMENT CONTRACTOR shall

Neither the insurance requirements hereunder, nor acceptance or

City Council Meeting of 12/2/2014

Agenda Item: 7.H

CONTRACTOR is financially liable for its indemnity obligations under this

Any deductibles or self-insured retentions must be declared to and approved

Materials and Equipment.

CONTRACTOR shall furnish at his/her own expense all

City Council Meeting of 12/2/2014

Agenda Item: 7.H

Silveira Building Services, LLC

484 B Washington St. #317

Post Office Box CC

Monterey CA, 93940

City Council Meeting of 12/2/2014

Agenda Item: 7.H

City Council Meeting of 12/2/2014

Agenda Item: 7.H

IN WITNESS WHEREOF, this AGREEMENT is entered into by the parties hereto in

Doug Schmitz, City Administrator

Agenda Item: 7.H

All Included City of Carmel-by-the-Sea Facilities

General-Use Restrooms (Includes Forest

Daily (Mon -Sun)

Daily (Mon -Sun)

Public Restroom Facilities

All Public-Use Municipal Building Areas

Machine scrub non-resilient interior hard surfaces to remove buildup.

(Hot-water extract) carpeted areas using approved equipment and supplies to

City Council Meeting of 12/2/2014

Trash / Recycle Collection

Agenda Item: 7.H

Dusting, Spot Cleaning and Sanitizing

Stairs and Stairwells

Police areas to spot clean and to reposition furniture after use.

Area-Specific Additional Requirements