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HomeMy WebLinkAbout25K - AGMT - JANITORIAL SRVSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: JULY 18, 2011 TITLE: AMENDMENT TO AGREEMENT FOR JANITORIAL SERVICE CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ? As Recommended ? As Amended ? Ordinance on 1St Reading ? Ordinance on 2nd Reading ? Implementing Resolution ? Set Public Hearing For_ CONTINUED TO FILE NUMBER Authorize the City Manager and the Clerk of the Council to execute the attached amendment to the agreement with Pacific Building Care, Inc. for janitorial services at the Depot at Santa Ana in an annual amount not to exceed $160,000 for a one-year term. Additionally, include janitorial services at the Santa Ana Main Library, Newhope Learning Center, Santa Ana PAAL (Police Athletic & Activity League) program facility and 13 park centers in an annual amount not to exceed $200,000 for a one-year term. Action subject to non-substantive changes approved by the City Manager and City Attorney. 2. Authorize the CityManager and the Clerk of the Council to execute the attached amendment to the agreement with Bell Building Maintenance Company for janitorial services at Santa Ana City Hall, Ross Annex, and Corporate Yard in an amount not to exceed $248,000 for a one- year term. Action subject to non-substantive changes approved by the City Manager and City Attorney. DISCUSSION The Finance & Management Services Agency Building Maintenance Division oversees City facilities in order to maintain clean, safe, and properly functioning buildings utilized by City employees and the public. Currently, janitorial service for the Depot, the libraries and park centers is provided through a janitorial service contract. City Hall, the Ross Annex and the Corporate Yard are serviced through a combination of City staff and a janitorial service contract. Specifically, the City provides one full-time custodian and five part-time janitors to compliment the contracted service. On August 3, 2009, the City Council authorized agreements to Pacific Building Care and Bell Building Maintenance Company for a two-year period, with provisions for three one-year renewals. Pacific Building Care has provided janitorial service at the Depot for the past contract period and has continued to perform at a level of attentiveness that meets or exceeds our requirements. The amendment to the agreement will provide service from July 1, 2011 through June 30, 2012, in an amount not to exceed $160,000. The amendment to the agreement includes all supplies. 25K-1 Amendment to Agreement for Janitorial Services July 18, 2011 Page 2 In addition, Pacific Building Care offers janitorial service on two library buildings, the Santa Ana PAAL program facility and 13 park centers as a continuation of their quality service, skilled staffing and strong supervision for an amendment to the agreement to provide service from July 1, 2011 through June 30, 2012. Annual contract not to exceed $200,000, including an eight percent contingency. Bell Building Maintenance Company's offers janitorial service for City Hall, Ross Annex and the Corporate Yard reflecting the quality and high standards the City requires for the buildings and surrounding areas. The amendment to the agreement provides service from July 1, 2011 through June 30, 2012 for an annual amount not to exceed of $248,000, including an annual eight percent contingency to cover additional tasks as requested. The contract includes all supplies including cleaning and paper products. Both Pacific Building Care and Bell Building Maintenance Company have been attentive to their janitorial assignments, and responded quickly to requested adjustments in service and agreed to amend the agreements without an increase in pricing. FISCAL IMPACT Funds are available in the SA Depot Operations account (no.06717650-62310) for $160,000 and Building Maintenance Fin/Mgmt Custodial account (no.07310100-62310) for $448,000. APPROVED AS TO FUNDS AND ACCOUNTS: Raul Go Inez II Executive Director Public Works Agency km Francisco Gutierrez Executive Director Finance & Management Services Agency 25K-2 FIRST AMENDMENT TO AGREEMENT THIS FIRST AMENDMENT TO AGREEMENT is entered into on July 18, 2011, by and between Pacific Building Care, Inc., a California corporation ("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 that certain Agreement A-2009-112, dated August 3, 2009, (hereinafter "said Agreement") by which Contractor has provided janitorial maintenance services at the Santa Ana Regional Transportation Center and various City park centers. B. In accordance with the terms and conditions of said Agreement, the parties wish to extend the term for the first of three optional extension periods, and add compensation to pay for services during the extended period. WHEREFORE, in consideration of the covenants contained in said Agreement, and subject to all the terms and conditions of said Agreement, except those amended in this First Amendment to Agreement, the parties agree as follows: 1. Section 2.a., COMPENSATION, shall be deleted in its entirety and replaced with the following: "a. City agrees to pay, and Contractor agrees to accept as total payment for its services: 1. At the Santa Ana Regional Transportation Center, the rates and charges identified in Exhibit A, Attachment H to said Agreement. The total sum to be expended for janitorial services and supplies at SARTC shall not exceed $160,000.00 during the extended one-year term of said Agreement. 2. At the Park Centers, the rates and charges identified in Exhibit B to said Agreement. The amount expended for janitorial services and supplies at the Park Centers shall not exceed $184,000, plus an eight percent (8%) contingency for unanticipated services. The total amount to be expended during the extended one-year term of said Agreement shall not exceed $200,000." Section 3, TERM, shall be amended to reflect the parties' option to exercise the first one-year extension of the term. Said section shall be deleted in its entirety and replaced with the following: "The term of this Agreement shall commence on September 1, 2009, and terminate on June 30, 2012, unless terminated earlier in accordance with Section 12, below. This Agreement may be extended for two (2) additional one-year periods, upon the mutual agreement of the parties." 3. Except as hereinabove amended, all terms and conditions of said Agreement shall remain in full force and effect. // 25K-3 IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to Agreement on the date and year first written above. ATTEST: MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM: JOSEPH STRAKA Interim City Attorney By: Laura Sheedy Assistant City Attorney CITY OF SANTA ANA PAUL M. WALTERS Acting City Manager PACIFIC BUILDING CARE, INC. (NAME) (Title) 25K-4 FIRST AMENDMENT TO AGREEMENT THIS FIRST AMENDMENT TO AGREEMENT is entered into on July 18, 2011, by and between Bell Building Maintenance, Inc., a California corporation ("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 that certain Agreement A-2009-113, dated August 3, 2009, (hereinafter "said Agreement") by which Contractor has provided janitorial maintenance services at Santa Ana City Hall, Ross Annex and Corporate Yard. B. In accordance with the terms and conditions of said Agreement, the parties wish to extend the term for the first of three optional extension periods, and add compensation to pay for services during the extended period. WHEREFORE, in consideration of the covenants contained in said Agreement, and subject to all the terms and conditions of said Agreement, except those amended in this First Amendment to Agreement, the parties agree as follows: 1. Section 2.a., COMPENSATION, shall be deleted in its entirety and replaced with the following: "a. City agrees to pay, and Contractor agrees to accept as total payment for its services, the rates and charges identified in Exhibit A to said Agreement. The total sum to be expended for janitorial services and supplies pursuant to this Amendment shall not exceed $228,160,000, plus an eight percent (8%) contingency for unanticipated services. The total amount to be expended during the extended one-year term of said Agreement shall not exceed $248,000." 2. Section 3, TERM, shall be amended to reflect the parties' option to exercise the first one-year extension of the term. Said section shall be deleted in its entirety and replaced with the following: "The term of this Agreement shall commence on September 1, 2009, and terminate on June 30, 2012, unless terminated earlier in accordance with Section 12, below. This Agreement may be extended for two (2) additional one-year periods, upon the mutual agreement of the parties." 3. Except as hereinabove amended, all terms and conditions of said Agreement shall remain in full force and effect. 25K-5 IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to Agreement on the date and year first written above. ATTEST: MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM: JOSEPH STRAKA Interim City Attorney By: Laura Sheedy Assistant City Attorney CITY OF SANTA ANA PAUL M. WALTERS Acting City Manager BELL BUILDING MAINTENANCE, INC. (NAME) (Title) 25K-6