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Home My WebLink About25B - AGMT CUSTODIAL SVCSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: MAY 15, 2018 TITLE: APPROVE AN AGREEMENT AMENDMENT WITH VALLEY MAINTENANCE CORPORATION FOR CUSTODIAL SERVICES AT PACIFIC ELECTRIC PARK AND SANTA ANA ZOO {STRATEGIC PLAN NO. 6, 113} CIN TANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1s' Reading ❑ Ordinance on 2n^ 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 Valley Maintenance Corporation to provide custodial services at Pacific Electric Park and Santa Ana Zoo by increasing the annual agreement amount by $26,823, which includes a 10% contingency, for a term from June 1, 2018 through May 31, 2019, with two, one-year renewal options, for a total cost of $1,141,487 over the term of the contract, including renewals, subject to non -substantive changes approved by the City Manager and City Attorney. DISCUSSION On May 16, 2017, the City of Santa Ana awarded an agreement to Valley Maintenance Corporation for custodial services at park restrooms and park facilities. In January 2018, the City opened a new park site, Pacific Electric Park. Valley Maintenance Corporation has been maintaining the restrooms at this site as Authorized Extra Work with the use of contingency funds included the original agreement. Additionally, the City is looking to improve the consistency of custodial services of the three restrooms at the Santa Ana Zoo. The service at the zoo will also include quarterly stripping and waxing of the animal hospital floor. The City is requesting adding these sites to the Valley Maintenance Corporation's list of City facilities. The annual cost for custodial services at Pacific Electric Park and Santa Ana Zoo is $5,184 and $19,200, respectively. An additional $2,439 will be added for contingency work that may arise during the term of the agreement. 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). 2513-1 Agreement with Valley Maintenance Corporation May 15, 2018 Page 2 FISCAL IMPACT Funds are available and will be budgeted in the following accounts for the specified fiscal years of the initial term: Accounting Unit FY 17/18 FY18/19 PRCSA-Park Maintenance (no. 01113250-62320) $ 475 $ 5,228 PRCSA-Zoo (no. 01113220-62300) $ 1,760 $ 19.360 Total $ 2,235 $ 24,588 Funds are available in the following accounts for the specified years of the two, one-year renewal terms: Accounting Unit FY 18/19 FY19/20 FY20/21 PRCSA-Park Maintenance (no. 01113250-62320) $ 475 $ 5,228 $ 475 PRCSA-Zoo (no. 01113220-62300) $ 1,760 $ 19,360 $ 1,760 Total $ 2,235 $ 24,588 $ 2,235 Gerardo Mouet Executive Director Parks, Recreation and Community Services Agency Exhibit: 1. Agreement Amendment APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez y1'� Executive Director Finance and Management Services Agency 25B-2 FIRST AMENDMENT WITH VALLEY MAINTENANCE CORP. FOR JANITORIAL SERVICES AT PARK RESTROOMS AND PARK BUILDINGS THIS FIRST AMENDMENT to the above -referenced agreement is entered into on May 15, 2018 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 #A-2017-125, dated June 1, 2017 ("Agreement'), by which Contractor agreed to provide high quality janitorial maintenance services at City park restrooms and park buildings. The Agreement shall continue through May 31, 2019, and is currently in effect. B. The parties wish to -amend the Agreement to provide for additional services beginning June 1, 2018, at additional City park restrooms and buildings. The Agreement shall also be amended to reflect an increase in the overall compensation of the Agreement for these services. The Parties therefore agree: 1. Section I, Scope of Services, is amended to include the additional services for the Pacific Electric Park and the Zoo Animal Hospital as outlined in the quotes attached hereto as Exhibits A-1 and A-2. 2. Section V, Compensation, is amended to include an additional annual amount of $26,823, which includes an additional 10% contingency of $2,439 for services as required at the sole discretion of the City. The annual amount beginning June 1, 2018, shall not exceed $290,508. The total amount for the term of the Agreement, including any renewal option periods, shall not exceed.$ -j -,I ,487. 3. Except as modified by this First Amendment, all terms and conditions of the Agreement shall remain in full force and effect. (Signature Page to Follow) 25B-3 IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement on the date and year first written above. ATTEST MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM SONIA R. CARVALHO, City Attorney By:A 01>0— LAURA A. ROSSINI Senior Assistant City Attorney FOR APPROVAL: CITY OF SANTA ANA RAUL GODINEZ II City Manager VALLEY MAINTENANCE CORP. By: Title: GERARDO MOUET Executive Director Parks, Recreation and Community Services Agency 25B-4 Exhibit A-1 4. WORK SPECIFICATIONS VALLEY MAINTENANCE CORP. 5. SUPPLIES 10002 Pioneer Blvd. Suite 101 Ca. 90670 VALLEY MAINTENANCE CORP TEL: (562) 948-3020 Fax: (562) 948-3081 6. SERVICE CHARGE SERVICE AGREEMENT Janitorial Services -1. WORK SCHEDULE Restrooms: Janitorial services 7 days a week Monday through Sunday Animal Hospital Floor Quarterly Strip & Wax: 2n° Sunday of Jan. April, July & Oct. 2. TIME OF SERVICE Restrooms: Between 6:00 A.M. to 8:00 A.M. or Time the management requests Animal Hospital Floor Strip & Wax: To be arranged with Zoo Management LOCATION 1801 East Chestnut Ave. Santa Ana, CA 92701 3. JOB LOCATIONS Santa Ana Zoo Public Restrooms 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 $19,200.00 Per Annual ( $ 1,600 Per Month) • $ 580 for 1 large restroom and $ 420 eachMfor 2 small restrooms x12 = $17,040 • Animal Hospital Floor Strip & Wax : $ 540 Quarterly x 4 = $ 2,160 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 March 12, 2018 OF SERVICE AGREEMENT Valley Maintenance Corp. i�B��>•� City of Santa Ana 25B-5 Exhibit A-2 jM& 01 VALLEY MAINTENANCE CORP. 10002 Pioneer Blvd. Suite 101 Ca. 90670 VALLEY MAINTENANCE CORP TEL: (562) 948-3020 Fax: (562) 948-3081 SERVICE AGREEMENT Janitorial Services 1. WORK SCHEDULE Janitorial services 7 days a week Monday through Sunday 2. TIME OF SERVICE After 10 PM between 10:00 P.M. to 5:00 A.M. LOCATION The comer of McFadden and Maple Street. Santa Ana, 3. JOB LOCATIONS Pacific Electric Park Restroom 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 $ 5,184 00 Per Annual ( $ 432 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. EFFECTIVE STARTING DATE APPROVED DATE Valley Maintenance Corp. City of Santa Ana r