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Home My WebLink About25D - AGMT CUSTODIAL SERVICESREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: AUGUST 21, 2018 TITLE: APPROVE AN AGREEMENT AMENDMENT WITH VALLEY MAINTENANCE CORPORATION FOR EXPANDED CUSTODIAL SERVICES AT PARK RESTROOMS AND INCLUDE THE ROOSEVELTIWALKER COMMUNITY CENTER {STRATEGIC PLAN NO. 6, 113} ta� RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 151 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 Valley Maintenance Corporation to provide expanded custodial services at park restrooms and include the Roosevelt/Walker Community Center into the base agreement by increasing the annual agreement amount by $186,200 (prorated at $139,650 for the remaining portion of current term), which includes a 10% contingency, from September 1, 2018 through May 31, 2019, with two, one-year renewal options, for a total cost (original and amendments) of $1,653,536 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. Due to the heavy use of city parks, the City wishes to increase services at park restrooms from once per day to twice per day service. The annual cost for custodial services at park restrooms is $141,072, annually, for once per day service. Increasing the service to twice per day will increase the annual price by $141,072. In order to address the urgent need, City staff has already directed the custodial company, through contingency available in the agreement, to begin twice per day service at various parks in the City with a focus on those with sports fields, which started on August 1, 2018. All the park restrooms will receive increased service starting September 1, 2018. Additionally, in June 2018, the City opened a new community center, Roosevelt/Walker Community Center. Valley Maintenance Corporation has been maintaining this facility as authorized extra work with the use of contingency funds included the original agreement. The cost of providing custodial services at the Roosevelt/Walker Community Center will be $28,200, annually. Included the agreement will also be an additional $16,928, annually, as a contingency for unforeseen circumstances. 25D-1 Agreement Amendment with Valley Maintenance Corporation August 21, 2018 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 following accounts for the specified fiscal year of the initial term: Accounting Unit Maintenance (no. 0111 FY18/19 139,650 Funds are available and will be budgeted in the following accounts for the specified years of the two, one-year renewal terms: Unit PRCSA-Park Maintenance (no. 01113250-62320) `Bark§, Recreation and Community Services Agency Exhibit: 1. Agreement Amendment FY 18/19 FY19/20 FY20121 $15,517 $186,200 $170,683 APPROVED AS TO FUNDS AND ACCOUNT: Sergio Vidal FQ (25D) Assistant Director Finance and Management Services Agency 25D-2 SECOND AMENDMENT TO AGREEMENT WITH VALLEY MAINTENANCE CORPORATION FOR JANITORIAL SERVICES AT PARK RESTROOMS AND PARK BUILDINGS THIS SECOND AMENDMENT effective as of the 21 st day of August, 2018, by and between-VdlleyMaintenance Corporation (hereinafter "Valley") and the City of Santa Ana ("City"), a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California. RECITALS 1. On June 1, 2017, City and Valley entered into Agreement No. A-2017-125 ("Agreement') for janitorial services for park restrooms and park buildings. The Agreement was from June 1, 2017 to May 31, 2019 with two (2) one-year options for renewal. 2. On May 15, 2018, City and Valley entered into the First Amendment No. A-2018-124 to add additional services to the Agreement for Pacific Electric Park and the Zoo Animal Hospital effective June 1, 2018 at an additional cost of $26,823 per year and an annual agreement not to exceed amount for each year of $290,508. 3. The parties now wish to amend the Agreement to add additional services at the Roosevelt -Walker Community Center and to increase the daily cleanings at designated City park restrooms to twice a day and increase the compensation to pay for those services. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. Section 1, SCOPE OF SERVICES, of the Agreement will be amended to add Exhibit C attached hereto detailing the new services to be provided at the Roosevelt -Walker Community Center and increasing daily cleaning of restrooms at all listed City Parks under the Agreement starting September 1, 2018. 2. Section 2, COMPENSATION, of the Agreement will be amended to add the following: a. An additional $126,954 plus a 10% contingency of $12,696 for September -1, 2018 to May 31, 2019 for a total annual not to exceed amount of $430,158; b. (Optional fust year renewal) An additional $169,272 plus a 10% contingency of $16,928 for June 1, 2019 to May 31, 2020 for a total annual not to exceed amount of $476,708; c. (Optional second year renewal) An additional $169,272 plus a 10% contingency of $16,928 for June 1, 2020 to May 31, 2021 for a total annual not to exceed amount of $476,708; and d. Total agreement not to exceed amount of$1,653,536 including all optional renewals. EfiBT 1 Except as modified by this Second Amendment, the terms and conditions of the Agreement remain unchanged and in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to the Agreement 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: &w'ta- /A,.�19/�t )1 l Laura A. Rossini Senior Assistant City Attorney RECOMMENDED FOR APPROVAL: Ralph J. Nufiez Interim Executive Director, Parks, Recreation and Community Services Agency CITY OF SANTA ANA Raul Godinez, II. City Manager VALLEY MAINTENANCE CORP. By: Title: EXHIBIT 1 25D-4 am" VALLEY MAINTENANCE CORP Exhibit C VALLEY MAINTENANCE CORP. 10002 Pioneer Blvd. Suite 101 Ca. 90670 TEL: (562) 948-3020 Fax: (562) 948-3081 SERVICE AGREEMENT Janitorial Services 1. WORK SCHEDULE Listed City Park Restrooms 2ntl cleanings services 7 days a week Monday through Sunday 2. TIME OF SERVICE Between 12:00 A.M. to 3:00 P.M. or Time the management requests LOCATION 3. JOB LOCATIONS Listed City of Santa Ana Park 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 $ 141,072.00 Per Annual ( $11,756 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 9, 2018 OF SERVICE AGREEMENT Valley Maintenance Corp. City of Santa Ana Exhibit C CITY OF SANTA ANA PARK RESTROOMS District 1 Address Contract Price 2nd Clean Price Campesino 3311 W. 5th St. $ 352.00 $ 352.00 Edna 2140 W. Edna Dr. $ 352.00 $ 352.00 EI Salvador 1825 W. Civic Center Dr. $ 352.00 $ 352.00 Riverview 1823 W. 19th St. $ 352.00 $ 352.00 Rosita 706 N. Newhope St. $ 352.00 $ 352.00 District 2 Angels 914 W. 3rd St. $ 352.00 $ 352.00 Cabrillo 1820 E. Fruit St. $ 352.00 $ 352.00 Fisher Restroom 2501 N. Flower St. $ 352.00 $ 352.00 Fisher Cabin 2501 N. Flower St. $ 352.00 $ 352.00 Logan/Chepa's 1009 N. Custer St. $ 352.00 $ 352.00 Portcla 1750 E. Santa Clara Ave. $ 352.00 $ 352.00 Santiago RR "A" 510 E. Memory Lane $ 230.00 $ 230.00 Santiago RR "B" 510 E. Memory Lane $ 230.00 $ 230.00 Santiago Cabin 510 E. Memory Lane $ 200.00 $ 200.00 District 3 Delhi 2314 S. Halladay St. $ 432.00 $ 432.00 Madison 1434 S. Standard Ave. $ 432.00 $ 432.00 Memorial 2102 S. Flower St. $ 432.00 $ 432.00 Sandpointe 3700 S. Birch St. $ 432.00 $ 432.00 Pacific Electric 400 E. MaHaden $ 432.00 $ 432.00 District 4 Adams 2101 W. Warner Ave. $ 432.00 $ 432.00 Centennial "A" 3000 W. Edinger Ave. $ 400.00 $ 400.00 Centennial "B" 3000 W. Edinger Ave. $ 400.00 $ 400.00 Centennial "C..3000 W. Edinger Ave. $ 400.00 $ 400.00 Centennial HGHS 3000 W. Edinger Ave. $ 432.00 $ 432.00 DYSC "A" 3000 W. Edinger Ave. $ 540.00 $ 540.00 DYSC "B" 3000 W. Edinger Ave. $ 300.00 $ 300.00 Heritage 4812 W. Camille St. $ 432.00 $ 432.00 Jerome 2101 W. Mcfadden St. $ 432.00 $ 432.00 Santa Anita 300 S. Figueroa Sl. $ 432.00 $ 432.00 Thornton 1801 W. Segerstrom $ 432.00 $ 432.00 Windsor 2915 W. La Verne Ave.$ 432.00 $ 432.00 Total 0$,�.;Al-756?003 1 $ 11,756.00 EXHIBIT 1 25D-6 Exhibit C VALLEY MAINTENANCE CORP VALLEY MAINTENANCE CORP. 10002 Pioneer Blvd. Suite 101 Ca. 90670 TEL: (562) 948-3020 Fax: (562) 948-3081 SERVICE AGREEMENT Janitorial Services 1. WORK SCHEDULE Janitorial services.da a on.a throu h'Sat r a 2. TIME OF SERVICE After 10 PM between 10:00 P.M. to 5:00 A.M. LOCATION 816 East Chestnut Ave. Santa Ana, 3. JOB LOCATIONS Roosevelt -Walker Community Center 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 2139Q1Per Ifllintti 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 the we will correct the maters 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 EZCI BIJ 25D-8