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Dynamic Bldg. Maintenance, Inc.To: CITY OF LA QUINTA RFP — Janitorial Services Dynamic Bldg. Maintenance Inc. "A Complete Janitorial Service" Office: (888) 684-7740 Fag: (951) 257-0339 Email: services(�7&dynamic-bldg.com Web: -*vNvNNi.dAnamac-bm.coni 4187 Flat Rock Dr. Ste.300 Riverside, CA 92505 May 5, 2023 A. Cover Letter B. Background, Qualifications, Experience 1. Business Profile 2. Key Personnel 3. Organizational Chart assigned to City of La Quinta 4. Management Responsibilities C. Approach to Performing Scope of Work I. Quality Assurance Program 2. Personnel Performance Monitoring 3. Problem Resolution 4. Absenteeism Preparedness Plan D. Implementation Plan E. Hazard Communication F. Personnel Safety Training H. References I. Rewired Forms Dynamic Bldg. Maintenance Inc. Office: 4187 Flat Rock Drive Ste. 300 Riverside, CA 92505 Email: Services(a)dynamic-bldg.com Web: www.dynamic-bm.com Phone: 888 684-7740 Fax: 949 257-0339 Re: RFP- Janitorial Services Dynamic wants to thank The City of Quinta for the opportunity to submit our proposal to provide Janitorial Services. The pricing in our proposal is valid for ninety days. Dynamic personnel who will perforin the work for the city are free of any conflict of interest. Dynamic has reviewed, acknowledges, and fully understands the contract requirements and scope of services of RFP. Dynamic has been providing janitorial services throughout Southern California and has enjoyed a successful relationship with our business customers. Dynamic has maintained success by having the best competitive prices and responsive professional customer service. Our experience and the ability to manage our level of work, and the quality that we deliver, sets us apart from our competition. Dynamic, as an organization, takes pride in our commitment to deliver and exceed customer satisfaction. In the process, we have gained the experience that will make you proud of your decision to select Dynamic to provide your janitorial needs. We look forward to the opportunity of working with the City of La Quinta. Regards, Art Ojeda, President/ Director Dynamic Bldg. Maintenance Inc. "A complete Janitorial Service" B. Background, Qualifications, Experience Io. Business Profile Dynamic Building Maintenance (Fein 47-1660006) is a complete janitorial service company established in December of 2005 by Co-founders Art Ojeda and Mike Sullivan. Its business office and base of operations is in Riverside, California, conveniently located in proximity to City of La Quinta facilities. Dynamic is a mid-sized company that operates exclusively in the Southern California area. Over the past 15 years, Dynamic has gained extensive experience in successfully meeting the janitorial needs of a diverse range of government and commercial entities, large and small, throughout the Los Angeles, Orange, Riverside, and San Bernardino Counties. We currently maintain a staff of 75 employees consisting of management, supervisory, and janitorial personal. Our contracts represent an annual gross sale of 1.5M. 2. Key Personnel: Dynamic co-founders Art and Mike, with more than 45 years shared experience in the janitorial sector in Southern California, function in the role of Dynamic's Co Directors of Operations. They bring with them a breadth and depth of knowledge and experience and an investment in a hands-on approach to day-to-day operations that has been fundamental to Dynamic's success. Dynamic strives to provide each client with the finest quality of service possible, as well as providing cost control and cost containment solutions for all our clients. Providing quality jobs for our community and conducting business in a manner that shows honesty and integrity is emphasized to each employee at every level. It is always Dynamic's goal to hire quality personnel that coincide with our standards. Quality control, accountability and reliability are built into our proposal to you. 3. Organizational Chart - proposed staffmg to be assigned to City of La Quinta janitorial service contract, CITY OF LA QUINTA Art Ojeda, President Director of Operations 40 years Janitorial Experience Email: arWdynamic-bldg.com Mike Sullivan, Vice President Co -Director of Operations. 45 years Janitorial Experience Email: mike(&dynamic-bldiz.com On Site: On Site Supervisor 1 Area Supervisor 1 Custodians 12 Specialty Cleaners 3 (floors, carpets, windows) Back-up Staff 3 Dynamic Bldg. Maintenance "A Complete Janitorial Service" Supervisor 10 yrs., Adv. Bldg. Maint. Gen. Mgr. 7 yrs., Alpha Maint. Co. Operat. Mgr., 12 yrs., Allied Facilities Gen. Mgr. 7 yrs., All Amer. Bldg. Pres., 33 yrs., Adv. Bldg. Maint. Co. BS Degee,1974, Cal Poly, Pomona 4. Management Responsibilities Co -Directors of Operations: Art Ojeda and Mike Sullivan will be the direct contacts for City of La Quinta and will be personally responsible for the following activities: • Communicating with the City daily via text, fax, phone & email. • Employee management: Employee evaluation, time management, payroll and conflict resolution • Monitoring employee dispatch and attendance and dispatching backup personnel as needed using our GPS Mobile Management App. • Creating work schedules • Conducting periodic inspections, generating quality control reports, and resolving deficiencies • Submitting required reports to City representatives • Conduct employee training Site Supervisor: who will be responsible for the following: • Monitor employee attendance and report back to Co -Directors of Operations, and request backup personnel, if needed. • Work order execution: Assigning tasks to workers and notifying Co -Directors of operations upon completion. • Performing inspections of completed tasks • Performing equipment maintenance to insure for the purpose of ensuring proper functioning and usability and reporting to Co -Directors of Operations if major repair is required. • Supply management: Delivering supplies and conducting periodic inventory • Emergency call response: Resolving issues directly or reporting to Co -Director of Operations, as applicable • Performing supplemental on-site job training as needed. Dynamic Bldg. Maintenance "A Complete Janitorial Service" C. Approach to Performing Scope of Work Requirements As an experienced provider of commercial janitorial services, Dynamic has a clear understanding of City of La Quinta's day-to-day needs in providing a clean and safe work environment for its employees. We are committed to providing best -in -class services that consistently meet and exceed your expectations, as well as invested in taking a proactive approach to heading off potential problems to the greatest extent possible. To that end, Dynamic has established overall processes and protocols using proven monitoring and inspection tools and techniques that will be tailored to City of La Quinta's specific needs to ensure work is performed per contract to the highest standards in a timely and cost-efficient manner. 1. Quality Assurance Program Dynamic recognizes that an effective quality assurance program begins with a workforce that is well-trained, stable, and reliable. Dynamic thoroughly vets its employees before hiring and brings you a team of trained specialists with clearly defined roles and responsibilities and in- depth expertise in the janitorial field. Dynamic will communicate job descriptions taken directly from the contract to all employees, down to the cleaner level. Doing so ensures every worker has a clear understanding of assigned tasks and allows Dynamic to identify deficiencies before they become "service issues." We will also conduct periodic surveys to solicit feedback from City of La Quinta personnel toward snaking adjustments as needed to improve service on an ongoing basis. Inspections will also be performed at each facility by the assigned Dynamic site supervisor on a regular basis to ensure adherence to contract requirements. Dynamic Blt% Maintenance "A Complete Janitorial Service" 2. Personnel Performance Monitoring To facilitate communication among supervisory staff and ensure timely delivery of consistent, high-quality services, Dynamic will be utilizing its customized GPS mobile app at all City of La Quinta locations. This tool is a cloud -based application that provides the capability to access employee time sheet reports and verify, in real time, when any Dynamic team member enters/exits any La Quinta City facility or starts/finishes a task. All Dynamic personnel will be provided with "smart phones" for this purpose. The Dynamic Mobile GPS Alerts listed below will be set up to send notifications via email and text in real time to management and supervisory staff. • When a worker enters or exits a location • When a specific form is completed by a worker When a job has not been started and has passed its scheduled start time When a job has not been started within a predetermined time frame past the scheduled 'start time • When a worker has not logged in or out by a specified time • When a worker has not started or ended a shift by a specified time 3. Problem Resolution The City of La Quinta locations will have a customized checklist of tasks in accordance with the site's scope of work. That checklist will be kept in the janitor's room, checked daily, by the cleaning staff. These inspections will also be performed at night by the onsite foreman/lead cleanser, or night supervisor. These inspections will occur more often and will insure service delivery consistency throughout the week. Any deficiencies or requests will be promptly resolved by the appropriate Dynamic team member. If carpets or floor care is required, the specialty floor crew will be notified and scheduled to address timely. 4. Absenteeism Preparedness Plan In case of absence, sickness, etc. Dynamic will deploy back-up personnel by training selected cleaners that are presently working on our other janitorial contracts. Dynamic Bldg. Maintenance `A Complete Janitorial Service" D. Implementation Plan Upon contract award, Dynamic will schedule a meeting with City of La Quinta key project management personnel as soon as practical toward putting a janitorial team in place. Dynamic Co-founders and Co -Directors of Operations, Art Ojeda and Mike Sullivan, will take direct responsibility for contract execution and will be the primary points of contact for The City of La Quinta. Both will be personally involved in all aspects of contract, beginning with execution of a implementation plan to ensure a smooth transition for the Dynamic team. To that end, prior to start of work, Dynamic will immediately perform the following tasks to facilitate a seamless hand-off- • Review contract language to identify and address any ambiguities • Set up a billing and invoicing processes and infrastructure • Order necessary equipment and supplies • Confirm and calendarize tasks to be performed on a monthly, quarterly, and annual basis • Meet with City of La Quinta representatives to review needs and expectations and identify any past pressure points or areas of concern requiring special attention. • Implement the required protocol regarding the retention of incumbent employees in accordance with the California Labor Board's Displaced Janitorial Opportunity Act Dynamic Bidg. Alainlenance "A Complete Janitorial Service" E. Hazard Communication Program General Information In compliance with California Occupational Safety and Health Administration (OSHA) requirements, the following Hazard Communication Program has been established by Dynamic for implementation across all contracts. Training • Dynamic provides mandatory training to its employees on the proper use and disposal of all cleaning chemicals (immediately after an employee is hired, with a refresher course every (6 ) months or as deemed necessary). • Dynamic ensures all individuals at risk of exposure to chemicals in their work environment are adequately informed (in writing) of their use and how they are stored in the workplace. • Dynamic implements safety protocols that identify and evaluate chemical hazards and then trains employees on preventative safety measures to reduce the likelihood of injury or illness. • Dynamic provides all required personal protective equipment (PPE) and instructs employees in the proper maintenance and storage of assigned equipment. Labeling • The assigned supervisor ensures proper labeling of all containers of hazardous chemicals in their area of responsibility. • The chemical manufacturer /distributor is required to provide labels on all hazardous chemicals shipped, • Portable containers of working solutions must be labeled appropriately to identify contents. • Labels must be legible and prominently displayed on the container. Safety Data Sheets Safety Data Sheets (SDS) provide employees with detailed information of the potential hazards associated with materials used or stored in the work area. • An SDS must be kept for every hazardous chemical used and must be readily available to employees for viewing. • The area supervisor is responsible for acquiring and updating the SDS for all hazardous chemicals in their work area. Dynamic Bldg. Maintenance "A Complete Janitorial Service" F. Personnel, Safety Training Dynamic will implement the required protocol of applicable) to comply to the California Displacement Janitor Act. Dynamic's Pre -Employment screening process is implemented once a potential employee fills out an application. This complete screening process includes the following: A. Verification 1-9 B. DMV check C. Background check D. Drug Testing (if applicable) E. Criminal records check Dynamic's selected employees will be provided initial training sessions that will provide instruction in the following: A. Proper use of equipment B. Proper labeling of cleaning products C. Proper use of protective equipment D. Proper cleaning techniques E. Correct lifting techniques ++F. Suitable dress code G. Correct use of Material Safety Data Sheets H. Compliance with Cal -Ostia Sbl98 requirements 1. Work safety and emergency procedures All training is provided by our skilled supervisory staff coupled with management oversight. Training will be ongoing to ensure maximum comprehension of janitorial procedures and safety precautions. Dynamic Bldg. Maintenance "A Complete Janitorial Service" Exhibit C Schedule of Performance Contracting Party shall complete all services identified in the Scope of Services, Exhibit A of this Agreement, in accordance with the Project Schedule_ The following table itemizes the services provided, the frequency of service, and the charges for each location: ITEM LOCATION TIMES TOTAL PER PER YEAR SQUARE NUMBER OF NO. PER MONTH IN FEET RESTROOMS WEEK DOLLARS City Hall X12= MEN -5 1a 78495 Calle Tampico 5 WOMEN - 5 Mon. -Fri. After 5:30 p.m. $ 5500 Toilets - 20 $ 66,000 48,400 Urinals -4 1b City Halo Patios X12= After 5:30 p.m. 1 $ 100 $ 1200 1,301 City Hal! X12= MEN -1 Emergency Operations Center, Stairwells Ic Front and Back & Hallways (Archive room 1 WOMEN - I NOT include) $ 100 $ 1200 Toilets - 3 After 5:30 p.m. 3,100 Urinals -1 I Id City Hall Special Covid Disinfecting as As $ 650 As needed 48,400 Needed after 5:30 needed upon request Library Book & Office Areas X12= MEN — 1 2a 78275 Calle Tampico 7 WOMEN —1 Sun. — Sat. After 7 p.m. $ 2600 $ 31,200 Toilets — 5 16,000 Urinals — I 2b Library Classroom & Community Room X12= with Kitchen 7 $ 200 $ 2400 2,000 Exterior Library Restrooms X12 Lock Restrooms after Cleaning MEN -1 2c 7 WOMEN 1 $ 450 Toilets - 2 $ 5400 160 2d Library Special Covid Disinfecting as As AAs needed 16,000 needed after 7:00 p.m. needed $ 400uponrequest Wellness Center X12= MEN -2 3a 78450 Avenida La Fonda WOMEN - 2 Mon -Fri After l0 p.m. 7 $ 3150 SHARED -1 $ 37,800 Toilets -10 16,240 Urinals - 2 Exhibit C Page 1 of 3 ITEM LOCATION TIMES TOTAL PER PER YEAR SQUARE NUMBER OF NO. PER MONTH IN FEET RESTROOMS WEEK DOLLARS Wellness Center/ Multi-purpose Area MEN -2 as needed after events WOMEN - 2 3b (Flat Rate/2-week notice) N/A $ 150 Reimbursed by SHARED -1 Renters Toilets -10 16,240 Urinals - 2 3c Wellness Center Patios X12= After 10 p.m. 1 $50 $ 600 2,500 3d Wellness Center Special Covid Disinfecting As $ 250 upon request As Needed 16,240 as needed after 10 p.m. Needed Museum X12= MEN -1 77885 Avenida Montezuma WOMEN -1 4a Mon. -Fri. After 9:30 p.m. 5 $ 750 SHARED -1 $ 9,000 Toilets - 6 8,800 Urinals - I Museum Meeting Room/ Special Cleaning 4b as needed after events. N/A $150 upon request Reimbursed by (Flat Rate/2-week notice) Renters 1,000 4c Museum Special Covid Disinfecting as As 200 upon trequest As Needed 8,800 lNeeded Needed 1$ Public Works Yard (Offices & X12= MEN -1 Restrooms) 78109 Avenue 52 WOMEN -1 5a Mon–Fri After 5:30 p.m. 5 $700 $ 8,400 1,900 MEN -1 Exterior Shop Toilets - 3 5b Public Works Yard Special Covid As $ 200 upon trequest As Needed 1,900 Disinfecting Neededl Sports Complex X12= MEN -3 6 78900 Avenue 50 7 $900 WOMEN - 3 Mon–Sun After 10 p.m. Toilets - 6 jLock Restrooms after Cleaning $10,800 880 Urinals - 3 Fritz Burns Park Restrooms X12= MEN - I 7a 78060 Frances Hack Lane 7 $750 WOMEN - I Mon -Sun after 10 p.m. Toilets - 2 Lock Restrooms after cleaning $9,000 400 Colonel Mitchell Paige Restrooms X11= 6,600 MEN - 1 43495 Palm Royal Drive WOMEN - 1 8 Mon–Fri After 10 p.m. (Augl – June 1) 5 $ 600 X4= 2,400 Toilets - 4 Sat after 10 p.m. (Novl - Feb -1) 6 $9,000 Urinals –1 — ILock Restrooms After Cleaning 125 N ITEM LOCATION TIMES TOTAL PER PER YEAR SQUARE NUMBER OF NO. PER MONTH IN FEET RESTROOMS WEEK DOLLARS La Quinta Park Restrooms X12= MEN -1 79120 Blackhawk Way WOMEN -1 9a Sat-Sun @ 11a.m. & 11p.m. & 9 $ 900 Toilets - 6 Mon-Fri after 10 p.m. $ 10,800 380 Urinals -1 Lock Restrooms After Nightly Cleaning La Quinta Park, New Restrooms X9 MEN-1 9b 71290 Blackhawk Way 6 $ 700 WOMEN —1 Mon — Sat @ 11 p.m. (Novi—1uly31) Toilets — 6 Lock Restrooms After Nightly Cleaning $ 6,300 220 Urinals - 2 La Quinta Park Snack Bar X1= 9c 79120 Blackhawk Way N/A $ 17 Annual Super Cleaning-August $ 204 220 X12= MEN-1 Fritz Burns Pool Restroom & Offices WOMEN -1 10 78060 Frances Hack Lane 6 $ 800 Toilets - 5 After 7 p.m. $ 9,600 990 Urinals -1 Silver Rock Park Restrooms 12X= 150 MEN-1 11 51900 Silver Rock Way 7 $ 800 Women -1 After 10 p.m. $ 9,600 Toilets — 4 Lock restrooms after nightly cleaning Urinals - 2 Silver Rock Park Building As needed 3,000 MEN-1 11a$ Flat Rate As WOMEN —1 Needed 125 upon request Toilets — 4 Urinals - 2 Cove Restroom X12= 50 Unisex Toilet-1 12 La Quinta Cove Trailhead 7 $ 600 After 10 p.m. $ 7,200 Lock restroom after cleaning TOTAL PER TOTAL PER MONTH YEAR TOTAL BASE PRICE FOR ONE YEAR $ 235,500 TOTAL BASE PRICE FOR ONE YEAR (Words): two hundred and thirty five thousand and five hundred dollars -3- References: 1. Company: City of San Marino - 2200 Huntington Dr., San Marino Ca. Contact: Robert Bauman Phone: 626 300-0765 Email: RBAUMAN@CITYOFSANMARINO.ORG Date of Project: 2016 to Present: Complete janitorial services at San Marino facilities 2. Company: Harbor Building Services — 5011 Argosy, Huntington Beach Ca. Contact: Bill Denardo Phone: 310 871-6693 Email: BILL(a,HARBORBM.COM Date of Project: 2014 to Present: Complete janitorial services at various facilities throughout Riverside and San Bernardino County 3. Company: Riverside Flood Control -1995 Market St.. Riverside, Ca. Contact: Kamyar Ghods Phone: 951955-0097 Email: KRGHODSARIVCO.ORG Date of Project: 2020 to present: Complete Janitorial Services 4. Company: City Wide Facility Solutions - 3125 E. Guasti Rd., Ontario, Ca. Contact Gerardo Gonzalez Phone: 909 367-2874 Email: GGONZALEZ(4,GOCITYWIDE.COM Date of Project: 2017 to Present: Complete janitorial services at numerous facilities throughout Orange, Riverside, San Bernardino and San Diego Counties 5. Company: Calico Building Services - 15550 Rockfield Blvd., Irvine, Ca. Contact: Gene Santiago Phone: 800 576-7313 Email: EUGENESACALICOWEB.COM Date of Project: 2015 — Present: Complete janitorial services at numerous facilities throughout Orange, Riverside, San Bernardino and San Diego Counties tev Qiev ATTACHMENT 3 INSURANCE REQUIREMENTS ACKNOWLEDGEMENT Must be executed by proposer and -submitted with the proposal 1, ART OJEDA (name) hereby acknowledge and confirm that Dynamic Building Maintenance Inc (name of company) has reviewed the City's indemnification and minimum insurance requirements as listed in Exhibits E and F of the City's Agreement for Contract Services (Attachment 1); and declare that insurance certificates and endorsements verifying compliance will be provided if an agreement is awarded. I am PRESIDENT -CO DIRECTOR of Dynamic Bldg Maintenance Inc (Title) (Company) Page 30 of 32 Commercial General Liability (at least as broad as ISO CG 0001) $1,000,000 (per occurrence); $2,000,000 (general aggregate) Must include the following endorsements: General Liability Additional Insured General Liability Primary and Noncontributory Commercial Auto Liability (at least as broad as ISO CA 0001) $1,000,000 (per accident) Personal Auto Declaration Page if applicable Worker's Compensation (per statutory requirements) Must include the following endorsements: Worker's Compensation Waiver of Subrogation Worker's Compensation Declaration of Sole Proprietor if applicable Page 30 of 32 1, ART OJEDA tev ATTACHMENT 4 NON -COLLUSION AFFID"IT FORM Must be executed by proposer and submitted with the proposal (name) hereby declare as follows: I am PRESIDENT -CO DIRECTOR of Dynamic Bldg. Maintenance , (Title) (Company) the party making the foregoing proposal, that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the proposer has not directly or indirectly induced or solicited any other proposer to put in a false or sham proposal, and has not directly or indirectly colluded, conspired, connived, or agreed with any proposer or anyone else to put in a sham proposal, or that anyone shall refrain from proposing; that the proposer has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the proposer or any other proposer, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other proposer, or to secure any advantage against the public body awarding the agreement of anyone interested in the proposed agreement; that all statements contained in the proposal are true; and, further, that the proposer has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative hereto, or paid, and will not pay, any fee to any corporation, partnership, company, association, organization, proposal depository, or to any member or agent thereof to effectuate a collusive or sham proposal. I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Proposer Signature: ` 4t- V Proposer Name: ART OJEDA Proposer Title: PRESIDENT -CO DIRECTOR Company Name: Dynamic Bldg. Maintenance Address: 4187 Flat Rock Drive Ste. 300 Riverside CA 92505 Page 31 of 32 fi 1, ART OJEDA tev ATTACHMENT 4 NON -COLLUSION AFFID"IT FORM Must be executed by proposer and submitted with the proposal (name) hereby declare as follows: I am PRESIDENT -CO DIRECTOR of Dynamic Bldg. Maintenance , (Title) (Company) the party making the foregoing proposal, that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the proposer has not directly or indirectly induced or solicited any other proposer to put in a false or sham proposal, and has not directly or indirectly colluded, conspired, connived, or agreed with any proposer or anyone else to put in a sham proposal, or that anyone shall refrain from proposing; that the proposer has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the proposer or any other proposer, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other proposer, or to secure any advantage against the public body awarding the agreement of anyone interested in the proposed agreement; that all statements contained in the proposal are true; and, further, that the proposer has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative hereto, or paid, and will not pay, any fee to any corporation, partnership, company, association, organization, proposal depository, or to any member or agent thereof to effectuate a collusive or sham proposal. I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Proposer Signature: ` 4t- V Proposer Name: ART OJEDA Proposer Title: PRESIDENT -CO DIRECTOR Company Name: Dynamic Bldg. Maintenance Address: 4187 Flat Rock Drive Ste. 300 Riverside CA 92505 Page 31 of 32 ........... yrti s• 14 Owkra Must be executed by proposer and submitted with the proposal, If no addenda has been issued, mark "NIA" under Addendum No. indicating Not Applicable and sign A D DiEE 4 D U M N 0. SIGNAT UR!F- INDICATING RECEIPT #1 #2 Page 32 of 32