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Home My WebLink About25C - AGMT - JANITORIAL SERVICESREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: CLERK OF COUNCIL USE ONLY: JULY 16, 2012 TITLE: APPROVED ? As Recommended AMENDMENT TO AGREEMENT FOR ? As Amended Ordinance on 1'? Ordinance on 2nd Reading JANITORIAL SERVICE R Reading ? Implementing Resolution ? Set Public Hearing For_ CONTINUED TO FILE NUMBER CITY M AG R RECOMMENDED ACTION Authorize the City Manger and the Clerk of the Council to execute the attached amendment to the agreement with Commercial Cleaning Systems (formerly 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 $203,000 for a one-year term. Action subject to non-substantive changes approved by the City Manager and City Attorney. 2. Authorize the City Manger 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 $195,000 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 with 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 Commercial Cleaning Systems (formerly Pacific Building Care, Inc.) and Bell Building Maintenance Company for a two-year period, with provisions for three one-year renewals. Commercial Cleaning Systems has provided 25C-1 Amendment to Agreement for Janitorial Services July 16, 2012 Page 2 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, 2012 through June 30, 2013, in an amount not to exceed $160,000. The amendment to the agreement includes all supplies. In addition, Commercial Cleaning Systems provides quality janitorial service, skilled staffing and strong supervision at two library buildings, the Santa Ana PAAL program facility and 13 park centers. This amendment to the agreement will provide service from July 1, 2012 through June 30, 2013, in an annual contract not to exceed $203,000, including an eight percent contingency. Bell Building Maintenance Company provides janitorial service for City Hall, the 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 for July 1, 2012 through June 30, 2013 for an annual amount not to exceed of $195,000 includes an eight percent contingency to cover additional tasks as requested. The contract includes all supplies, including cleaning and paper products. Both Commercial Cleaning Systems 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. Staff recommends the second renewal to these agreements. FISCAL IMPACT Funds are available in the SA Depot Operations (accounting unit 06717650-62310) for $160,000 and Building Maintenance Fin/Mgmt Custodial (accounting unit 07310101-62310) for $398,000. APPROVED AS TO FUNDS AND ACCOUNTS: Raul Godinez II Executive Director Public Works Agency sp o? e Q Francisco Gutierrez Executive Director Finance & Management Services Agency 25C-2 THIRD AMENDMENT TO AGREEMENT THIS THIRD AMENDMENT TO AGREEMENT is entered into on July 16, 2012, by and between Commercial Cleaning Systems, 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 City and Pacific Building Care, Inc. 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 (SARTC) and various City park centers. B. By Amendment, the parties amended said Agreement to extend the term and increased the Scope to include additional park sites which will be maintained pursuant to said Agreement. C. Effective August 15, 2011, Pacific Building Care, Inc., changed its name to Commercial Cleaning Systems, Inc. D. In accordance with the terms and conditions of said Agreement, the City desires to exercise its second of three options to extend the term, 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 Third 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-1, attached hereto and incorporated by this reference. The total sum to be expended for janitorial services and supplies at SARTC shall not exceed $146,000.00, during the extended one-year term of said Agreement. 2. At the Park Centers, the rates and charges identified in Exhibit A-2, attached hereto and incorporated by this reference. The amount expended for janitorial services and supplies at the Park Centers shall not exceed $203,000.00. 3. The City shall have a contingency fund of up to $14,000, to pay for unanticipated services provided during the extended term. The total amount to be expended during the extended one-year term of said Agreement shall not exceed $363,000.00." 2. Section 3, TERM, shall be amended to reflect the parties' option to exercise the second one- year extension of the term. Said section shall be deleted in its entirety and replaced with the following: 25C-3 "The term of this Agreement shall commence on September 1, 2009, and terminate on June 30, 2013, unless terminated earlier in accordance with Section 12, below. This Agreement may be extended for one (1) additional one-year period, 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. IN WITNESS WHEREOF, the parties hereto have executed this Third Amendment to Agreement on the date and year first written above. ATTEST: CITY OF SANTA ANA MARIA D. HUIZAR Clerk of the Council PAUL M. WALTERS City Manager APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney COMMERCIAL CLEANING SYSTEMS, INC. By: Laura Sheedy Assistant City Attorney (Name): (Title): _ 25C-4 _ COr)utlt~fdoces l Cleaning $yylems Jab Number IUQBH -.... Jot) DescrtpLion T!t(t Ucpal: 1?11?nciay t'rithty f7aypurier .....m lvluttthly E3illitt - - ? ? - - Annual Rtliittv-- , Servic os ,187.7G ? 27,g5?.17 itl[.8 3 The be-P-0-1: 'Salur(La y And s U111Jtty, ' __ __._.-- ...__ . _ Daypoltcr Sorvices l OQBB T 10 0!?1'{ ° )): lv andaY Friday, Lea(t Dayparter Services $_ ._ .. ..2,981.5 i . $ ---- 35,JrJ0 018 10088 Ttit? Det)oi; Monday - Friday, DaYporter S S 2,418. ?U 2?i 382 72 ervices , . Ii1Q£t8 Tha t}ripoi: Salurrlny <,ni1 Sut1clay, Duyporter 5r,rvices 1,187.2E $ 4,2,17.12 10t7#3fi ____ ----- Tho Depot: F ull Time Bridge, ? h•? roller .? Y! S ? 2.233.66 $ 26 8U:3.92 Total ; $ 12.Q89.5l,- ? , ids rte rn MARY TELEPHONE: (800) 700-7271 FAX, (949) 261-8604 orange counly 1375 W 5wdl,rnor. C051s klesa, CA 02626 LOS Ana'9105 O(ticas 1&514 A)MiAN Stwel. Van Nuys, CA (323) 261 1230 San 01090 Offices 7343 Ro,lsnn Road. St6w U. 5att t t,e 9 1323) 230 1210 Ce"INll Valley / Sacramento Offices t1o, CA 2 t t 1 1858) 2711 Ott t3 7595 Dr Fos-der, 5uith 110, fto{+to, CA 53272 (555).348. f089 Denver onicas 1495 So I pan,ttuc-rl. [)Fare(, GO 6fj223 Phoenix Offices 17642 N Black Cny Hwy, it 108. Phoenix, AZ 85032 (302) 733.8,x97 (f02) 404-34tk1 . V^M,connnercla[clean Ingsystorns.nut 25C-5 COMPleicial Cleaning Sy3tems CITY OF SANTA ANA Job Number _ Job Description - - `- MOt?thl (3flllrt T if3GG8 Santa Arta Coniral 1_rbcnr7 S 10658.1 1,488.36 •.. - y t,uuu us ? t?..000.3fi iQ668 2-- NICF dden (3ranch Library - - 5 iUGGB•3 _ 826 95 S 9,923.40 SOut'Wes( Senior Center 1, 103 .40 _ S 13,240.80 Center 68-1 CO In 8 459,.15 tOG?if3.5 -- S 40,313,40 Santa Ana Senior C4:nlcr $ 930 7l S - -`- IOGGii-G _ _ 11,192.(14 Soi9ada Centlar _ ___ S 2 10'1.45 _ $ 2ri 217.x10 10tiG8.7 _------ Saris 1 Anita Center $ 187.70 ipCita8?8 ___ .. 2,252.46 El Salvador Cerltom Glfi E$ S 7;7 x4.16 Memorial Center - - _ S 768.,10 5 9, ,`! . 10068.10 SandllrrfntclContnr __? $ _.._ .-_56.05 -..._._ _------ _ ._ _ G72.GQ I6668-11 502.66 5 _ __ 6,031.12 (.Y1rre?,5 C;enlclr _ I _...__. 1UfG$-1I I.0pn Canter _ -127 .41) $ 1 58.80 IOG(?13- t4 --- - SreltinUa Lawn Nntirlint7 Center _ $ 229.43 ? 753. jG ipisGB 15 Sanllag() Wildlife and Mater0led (reeler 106w-16- JerrmlQ Conte( S 2 58(1 UG $ -- 31,032.72 r ......._-- .. Total 7x15 S MA RA' MAIN TELEPt'IOME; (800) 700-7271 FAX,• (949) 261.8604 Orange Gdonty 1375 41! SnROtle1, GoMa Mesa. GA 9262+1 Los Angeles Ollicas 15514 Aity"ma S(reel, Van Mi r- CA 1323) ?.E11.1290 San Dingo Offices 7 43 Ronson Road, Sui1c U, San rxoycr: CA 921 1328) 270.1290 Central Valley / Sacramento offices 26+ 5 N Fowler, Suile 110, Fresno, CA 93272 1 t (858) 278.0818 OenVOt Offtr:es 1.485 So Lipan Sheet. Nnvei, CO $0223 (550) 348-1090 Phoenix Offices 17902 N. (31ark C.ny 11eq. 9108. Fhceni* AZ 85012 (303) 739-8092 (002) 404.8400 - _ • . www.cominerclalcleanIn9systerns,net y,HjB 25C-6 THIRD AMENDMENT TO AGREEMENT THIS THIRD AMENDMENT TO AGREEMENT is entered into on July 16, 2012, 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. By Second Amendment to Agreement dated January 25, 2012, the parties amended the Scope of Services to reflect fewer days of service, and included additional floor space at City Hall to be cleaned by Contractor on the reduced service schedule. C. In accordance with the terms and conditions of said Agreement, the parties wish to exercise the second option to extend and add compensation to pay for services during the extended term. 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 Third Amendment to Agreement, the parties agree as follows: Section 1, SCOPE OF SERVICES, shall be amended to provide that in addition to janitorial maintenance services provided at City Hall, Ross Annex and Corporate Yard, Contractor shall provide janitorial maintenance services at the Police Department Substation - McFadden Learning Center, 2627 W. McFadden Ave., Santa Ana, and the Centennial Training Facility, 3006 W. Centennial, Santa Ana. The service at the Police Substation and Centennial Training Facility shall be provided on Monday, Wednesday and Friday. 2. 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-1, attached hereto and incorporated by this reference. The total sum to be expended for janitorial services and supplies pursuant to this Amendment shall not exceed $182,040, plus a twelve thousand dollar ($12,000.00) contingency for unanticipated services. The total amount to be expended during the extended one-year term of said Agreement shall not exceed $195,000.00." 3. Except as hereinabove amended, all terms and conditions of said Agreement shall remain in full force and effect. 25C-7 IN WITNESS WHEREOF, the parties hereto have executed this Third Amendment to Agreement on the date and year first written above. ATTEST: CITY OF SANTA ANA MARIA D. HUIZAR Clerk of the Council PAUL M. WALTERS City Manager APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney BELL BUILDING MAINTENANCE, FIX. By: Laura Sheedy Assistant City Attorney Name: Title: 25C-8 EXHIBIT A-1 COST PROPOSAL City Hall (Restrooms only) 3,600.00 City Hall (4th, 5th, and 6th floor) 1,950.00 Ross Annex 4,948.00 Corporate Yard (Admin) 2 ,543.00 Corporate yard (Bldg J) 1,039.00 Coproate Yard (Bldg A) 405.00 Police Westend Substation (McFadden) 205.00 Centennial Training Center 480.00 4 days/week 4 days/week 4 days/week 4 days/week 4 days/week 4 days/week 3 days/week 3 days/week 25C-9 25C-10