HomeMy WebLinkAbout25B - AGMT - CUSTODIAL SRVSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE.
DECEMBER 15, 2015
TITLE:
AGREEMENT AMENDMENT WITH XANADU
SERVICE SYSTEM, INC FOR CUSTODIAL
SERVICES IN PARK BUILDINGS
{STRATEGIC PLAN NO. 6, 1B}
� I "') L '�_
CITY MANAGE
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
❑ As Recommended
❑ As Amended
❑ Ordinance on 1 ®' Reading
❑ ordinance on 2nd Reading
❑ Implementing Resolution
❑
Set Public Hearing For
CONTINUED TO
FILE NUMBER
Authorize the City Manager and Clerk of the Council to execute an amendment to the agreement
with Xanadu Service System, Inc. for custodial services in park buildings for $43,638.32, for a
term from January 1, 2016 to May 31, 2016, subject to non - substantive changes approved by the
City Manager and the City Attorney.
DISCUSSION
On February 20, 2014 the City issued a request for proposal for custodial services in park
restrooms and park buildings. On May 6, 2014, Xanadu Service System, formerly Bell Building
Maintenance, was awarded the contract for park restrooms and ABM was awarded the contract
for park buildings. On November 2, 2015 the City received a letter from ABM requesting an
increase to their monthly compensation to account for the increases in costs that they are facing,
including account specific equipment, chemicals, State minimum wages, employer insurance
rates, workers compensation and the Affordable Health Care Act.
As a result of this request, City Staff reviewed departmental budget information and determined
that an increase to the compensation for the vendor is not possible. Therefore staff contacted
Xanadu, as they had also submitted a proposal for the contract that ABM was awarded, and
negotiated for Xanadu to complete the term of ABM's contract while City Staff issues a new
request for proposal. The terms of the negotiation are for Xanadu to perform services at the cost
originally proposed plus an additional amount for sites that have been added since the proposal
was originally submitted. The difference in cost between ABM and Xanadu is $20,274.55 in
savings for the remainder of the original term.
2513-1
Agreement Amendment with Xanadu Service Systems, Inc.
December 15, 2015
Page 2
STRATEGIC PLAN ALIGNMENT
Approval of this item allows the City to meet Goal #6 Community Facilities & Infrastructure,
Objective #1 (Establish and maintain a Community Investment Plan for all City assets), Strategy
B (Equitably maintain existing streets and associated assets in a state of good repair so they are
clean, safe and aesthetically pleasing for all users).
FISCAL IMPACT
Funds are available in the PRCSA Park Maintenance, Maintenance & Repairs Buildings &
Grounds account (no, 01113250-62320) for the following fiscal year: FY 2015 -2016 - $43,638.32.
U �U/
rot Gerard Mouet,
Executi a Director
Parks, Recreation and Community
Services Agency
EXHIBIT: Agreement
APPROVED AS TO FUNDS AND ACCOUNT:
Francis-do Ge
Executive Director
Finance and Management Services Agency �
25B -2
SECOND AMENDMENT TO CUSTODIAL SERVICES AGREEMENT
THIS SECOND AMENDMENT TO CUSTODIAL SERVICES AGREEMENT is entered into
this 15TH day of December 2015, by and between Xanadu Service System, Inc. ( "Xanadu "), and the City of
Santa Ana, a charter city and municipal corporation duly organized and existing under the Constitution and
laws of the State of California ("City").
RECITALS
A. On June 1, 2014, the City entered into Agreement #A- 2014 -105 with Bell Building
Maintenance Company, Inc. to provide janitorial and custodial services for park restrooms in
Districts 1, 2, 3 and 4 for a one -year term with two one -year options exercisable by the City.
B. By letter dated May 27, 2015, the City exercised the first option and extended the term of the
Agreement for an additional one -year period, from June 1, 2015 to May 31, 2016.
C. Effective June 1, 2015, Bell Building Maintenance Company merged with Xanadu and began
doing business as Xanadu Service System, Inc. In view of this change, on June 12, 2015, the
City entered into a First Amendment to Custodial Services Agreement #A- 2014 - 105 -01b with
Xanadu to adjust the entity references and notice information accordingly:
D, The Agreement remains in effect, and the parties now seek to further amend the Agreement to
expand the scope of services and the compensation to be expended, under the Agreement for the
remainder of the term in support of the expanded services.
The Parties therefore agree:
1. Section I., SCOPE OF SERVICES, is amended to include custodial services at the additional City
locations appearing on Exhibit A.
2. Section 3, COMPENSATION, is amended to include an additional $43,638.32 in support of the
scope of services, as amended, and as detailed in Exhibit A.
Except as modified by this Second Amendment, and all prior amendments, all terms and
conditions of the Agreement shall remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to Custodial
Services Agreement the date and year first above written.
ATTEST:
CITY OF SANTA ANA
MARIA D, RUIZAR DAVID CAVAZOS
Cleric of the Council City Manager
-- additional signatures on following page--
Page 1 of 2
25B -3
APPROVED AS TO FORM:
Sonia R. Carvalho, City Attorney
JOHN M. FUNK
Assistant City Attorney
RECOMMENDED FOR APPROVAL: XANADU SERVICE SYSTEM, INC.
GERARDO MOUET
Executive Director of Parks,
Recreation, and Community
Services Agency
Name:
Title:
Page 2 of 2
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