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Home My WebLink AboutItem 15 - Custodial Services of City Park Restrooms and Park BuildingsPublic Works Agency www.santa-ana.org/pw Item # 15 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report September 20, 2022 TOPIC: Custodial Services of City Park Restrooms and Park Buildings AGENDA TITLE: Amend Agreement with Valley Maintenance Corporation for Custodial Services of City Park Restrooms and Park Buildings, Increasing the Annual amount by $200,000, Not to Exceed $694,095 for Four Years, and Total Agreement Amount of $1,976,380 (General Fund) RECOMMENDED ACTION Authorize the City Manager to execute an amendment to the agreement with Valley Maintenance Corporation to increase custodial services of City Park Restrooms, and Park Buildings for an annual amount not to exceed $694,095, for the remaining term from September 20, 2022 through May 3, 2026 and a total agreement amount of $1,976,380, subject to non -substantive changes approved by the City Manager and the City Attorney. DISCUSSION As of July 1, 2022, park maintenance functions have transferred from the Parks, Recreation and Community Services Agency (PRCSA) to the Public Works Agency (PWA). PWA's Parks, Fleet and Facilities Division provides custodial services for park restrooms and at various park buildings through a Contractor. On February 24, 2022, a Request for Proposals (RFP) for custodial services was issued by PRCSA and Valley Maintenance Corporation was awarded an agreement on May 3, 2022. Valley Maintenance Corporation provides custodial services at all City parks. Their highly professional and prompt responses have been instrumental in keeping well maintained park facilities. With the recent adoption of the City's FY 2022-23 budget, the City Council approved an additional $2.5 Million for park maintenance. Staff determined that the public restrooms would benefit from an additional cleaning by increasing the frequency of services from twice a day to three times a day. In addition, in an effort to provide clean facilities for the public to enjoy, Valley Maintenance will include pressure -washing services in and around the public restrooms. Amend Agreement with Valley Maintenance Corporation September 20, 2022 Page 2 Valley Maintenance Corporation has provided high quality janitorial maintenance service to the City since June 2017. Staff recommends increasing their level of service to implement an enhanced cleaning at all park sites. To fund the enhanced services, staff recommends increasing the agreement amount by $200,000 on an annual basis (Exhibit 1). ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT Funds are available for expenditure in the current Fiscal Year 2022-23 from the account listed on the table below for the requested increase of $200,000 to the annual amount and will be budgeted in subsequent fiscal years. Fiscal Year Accounting Fund Accounting Unit, Amount Unit -Account # Description Account Description PWA Park Maintenance 2022-23 01117651-62320 General Service Enhancement, $150,000 (Sept -June) Fund Maintenance & Repair Buildings & Grounds PWA Park Maintenance 2023-24 01117651-62320 General Service Enhancement, $200,000 (July -June) Fund Maintenance & Repair Buildings & Grounds PWA Park Maintenance 2024-25 01117651-62320 General Service Enhancement, $200,000 (July -June) Fund Maintenance & Repair Buildings & Grounds PWA Park Maintenance 2025-26 01117651-62320 General Service Enhancement, $183,334 (July -May) Fund Maintenance & Repair Buildings & Grounds EXHIBIT(S) 1. Agreement with Valley Maintenance Corporation Submitted By: Nabil Saba, P.E., Executive Director of Public Works Agency Approved By: Kristine Ridge, City Manager FIRST AMENDMENT TO AGREEMENT WITH VALLEY MAINTENANCE CORP. TO PROVIDE JANITORIAL SERVICES AT CITY PARK RESTROOMS AND BUILDINGS THIS FIRST AMENDMENT to the above -referenced agreement is entered into September 20, 2022, by and between Valley Maintenance Corp. ("Contractor"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City„). RECITALS A. The parties entered into Agreement No. A-2022-068 ("Agreement") dated May 3, 2022, to retain Contractor to provide janitorial services at City park restrooms and buildings. B. The Agreement is current and in -effect through May 3, 2026. C. The parties now wish to amend the Agreement to increase the scope and compensation terms of the Agreement. The Parties therefore agree: 1. Section 1, Scope of Services, is hereby amended to include the additional services as detailed in Exhibit A-1 to this First Amendment. Contractor agrees to honor the costs reflected in Exhibit A-1 throughout the term of this Agreement. 2. Section 2(a), Compensation, is hereby amended to increase the total annual sum to be expended under the term of the Agreement, including any extension periods, by $200,000 for a total annual amount not to exceed $694,095. The total Agreement not to exceed amount shall remain $1,976,380. 3. Except as modified by this First Amendment, all terms and conditions of the Agreement, shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement on the date and year first written above. ATTEST Clerk of the Council APPROVED AS TO FORM SONIA R. CARVALHO City Attorney By: Branco`-i Salvatierra Deputy City Attorney CITY OF SANTA ANA KRISTINE RIDGE City Manager VALLEY MAINTENANCE CORP. rue M. 11wang Vice President [signatures continued on next page] Page 1 of 2 RECOMMENDED FOR APPROVAL Nabil Saba Executive Director Public Works Agency Page 2 of 2 EXHIBIT A-1 ABA VALLEY MAINTENANCE CORP VALLEY MAINTENANCE CORP. 11759 Telegraph Santa Fe Springs Ca. 90670 TEL: (562) 948-3020 Fax: (562) 948-3081 SERVICE AGREEMENT PARK RESTROOMS 3RD CLEANING & PRESSURE WASH 1. WORK SCHEDULE Park Restrooms 3RD Clean and Pressure Wash 7 days a week 2. TIME OF SERVICE 3RD Service Visits a Day: Between 3:00 PM — 7:00 PM 3. JOB LOCATIONS 32 Park Restroom list are attached 4. WORK SPECIFICATIONS Per existing service contract work specification 5. SUPPLIES Cleaning supplies will be supplied by: VMC Restroom supplies & trash liners will be supplied by: VMC 6. SERVICE CHARGE THE SERVICE CHARGE(S) FOR ABOVE DESCRIBED SERVICES $ 15,157.00 Per Month 7. GUARANTEE You are respectfully requested to examine the results of our work and if you find our workmanship and finished results to be less satisfactory, please call VMC immediately so we will correct the matters within 1 hour. 9. ACCEPTANCE Please indicate your approval by signing the acceptance line below. DATE OF SUBMISSION July 8, 2022 OF SERVICE AGREEMENT Valley Maintenance Corp." City of Santa Ana 3RD CLEANING DAILY PRESSURE WASH TOTAL LOCATION Address 1 Cabrillo 1820 E. Fruit St. $ 245 $ 200 $ 445 2 Portola 1750 E. Santa Clara Ave. $ 245 $ 200 $ 445 3 Santiago RR "A" 510 E. Memory Lane $ 160 $ 200 $ 360 4 Santiago RR "B" 510 E. Memory Lane $ 160 $ 200 $ 360 5 Santiago Cabin 510 E. Memory Lane $ 140 $ 200 $ 340 6 Fisher Restroom 2501 N. Flower St. $ 245 $ 200 $ 445 7 Fisher Cabin 2501 N. Flower St. $ 245 $ 200 $ 445 8 Logan Center 1009 N. Custer St. $ 245 $ 245 $ 200 $ 445 9 Angels 914 W. 3rd St. $ 200 $ 445 10 El Salvador 1825 W. Civic Center Dr. $ 245 $ 200 $ 445 11 Riverview 1823 W. 19th St. $ 245 $ 200 $ 445 12 Edna 2140 W. Edna Dr. $ 245 $ 200 $ 445 13 Campesino 3311 W. 5th St. $ 245 $ 200 $ 445 14 Rosita 706 N. Newhope St. $ 245 $ 200 $ 445 15 Delhi 2314 S. Halladay St. $ 302 $ 200 $ 502 16 Madison 1434 S. Standard Ave. $ 302 $ 200 $ 502 17 Memorial 2102 S. Flower St. $ 302 $ 200 $ 502 18 Sandpointe 3700 S. Birch St. $ 302 $ 200 $ 502 19 Pacific Electric 400 E. Maffaden $ 302 $ 200 $ 502 20 Adams 2101 W. Warner Ave. $ 302 $ 200 $ 502 21 Centennial "A" 3000 W. Edinger Ave. $ 280 $ 200 $ 480 22 Centennial "B" 3000 W. Edinger Ave. $ 280 $ 200 $ 480 23 Centennial "C" 3000 W. Edinger Ave. $ 280 $ 200 $ 480 24 Centennial HGHS 3000 W. Edinger Ave. $ 302 $ 200 $ 502 25 DYSC "A" 3000 W. Edinger Ave. $ 378 $ 200 $ 578 26 DYSC "B" 3000 W. Edinger Ave. $ 210 $ 200 $ 200 $ 200 $ 410 $ 410 $ 502 27 DYSC "B" 3000 W. Edinger Ave. $ 210 $ 302 28 Heritage 4812 W. Camille St. 29 Jerome 2101 W. Mcfadden St. $ 302 $ 200 $ 502 30 Santa Anita 300 S. Figueroa St. $ 302 $ 200 $ 502 31 Thornton 1801 W. Segerstrom Ave. $ 302 $ 200 $ 502 New Thornton 2 $ 140 $ 200 $ 340 32 Windsor 2915 W. La Verne Ave. $ 302 $ 200 $ 502 Sub Total $ 8,557 $ 6,600 $ 15,157