The URL can be used to link to this page

Home My WebLink About25I - AMENDMENT FOR COVID-19 JANITORIAL SERVICESREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: APRIL 21, 2020 TITLE APPROVE AN AMENDMENT TO THE AGREEMENT WITH SANTA FE BUILDING MAINTENANCE IN THE AMOUNT OF $52,180.41 FOR ENHANCED COVID-19- RELATED JANITORIAL SERVICES FOR THE POLICE DEPARTMENT /s/Kristine CITY MANAGER CLERK OF COUNCIL USE ONLY: ❑ As Recommended ❑ As Amended ❑ Ordinance on Is' Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO RECOMMENDED ACTION Authorize the City Manager to execute an amendment to the agreement with Santa Fe Building Maintenance for enhanced COVID-19 related janitorial services for the Police Administrative and Jail facilities, in an amount not to exceed $52,180.41, subject to non -substantive changes approved by the City Manager and City Attorney. DISCUSSION On October 1, 2017, the City entered into a three-year agreement with Santa Fe Building Maintenance for the provision of janitorial services for the Police Administrative and Jail facilities. At the onset of the COVID-19 pandemic, the Police Department contacted Santa Fe Building Maintenance to perform daily sanitizing of all doorknobs/handles, elevator buttons/panels, stair rails, conference tables, and other frequently touched surfaces in general employee and public areas, including public lobbies, hallways, and meeting rooms/areas. In addition, Santa Fe Building Maintenance will provide daily sanitizing of public counters, general use counters, sink fixture handles, and soap dispensers multiple times daily. These additional services were implemented to protect community members and employees from the transmission of COVID-19. This amendment covers a seven -month period and will end when the Santa Fe Building Maintenance agreement expires on September 30, 2020. These additional services will cost $52,180.41 over the seven -month period, and will increase the three-year agreement not -to - exceed amount to $1,689,470.25 (see Table A). Table A Annually Year 1 484,891.20 Year 2 538,767.84 Year 3 598,630.80 Contingency 15,000.00 Amendment #1 52,180.41 Total 1,689,470.25 251-1 Amendment to Agreement with Santa Fe Building Maintenance April 21, 2020 Page 2 When the COVID-19 pandemic concludes, the Police Department will no longer need these additional services and can discontinue these services with 10 days' written notice. Santa Fe Building Maintenance has performed well during the term of their agreement, has been accommodating, professional and consistent in its provision of services, and the Police Department staff recommends approval of this amendment. STRATEGIC PLAN ALIGNMNET Approval of this item allows the City to meet Goal #1 - Community Safety, Objective #3 (promote fiscal accountability to ensure financial responsibility at all levels of the organization), Strategy A (continuously evaluate and assess fiscal aspect of service delivery to ensure that the Police Department provides programs and services efficiently and effectively). FISCAL IMPACT Funds for this agreement are available in the Police Department Field Operations Contract Services account (no. 01114420 62300) for the following fiscal years: Fiscal Year Accounting Unit — Account# Account Description Amount FY 2019-20 01114420-62300 Field Operations $32,835.96 FY 2020-21 01114420-62300 Field Operations $19,344.45 Total $52,180.41 Exhibit: 1. Amendment Agreement with Santa Fe Building Maintenance 251-2 FIRST AMENDMENT TO JANITORIAL SERVICES AGREEMENT WITH SANTA FE BUILDING MAINTENANCE THIS FIRST AMENDMENT to the above -referenced agreement is entered into on April 21, 2020, by and between Santa Fe Building Maintenance ("Consultant"), 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 No. A-2017-240, dated October 1, 2017, by which Consultant agreed to provide janitorial services to the Santa Ana Police Administration, Detention Facilities, and surrounding grounds ("Agreement"). The original term of the Agreement runs through September 30, 2020, with no extensions. The Agreement is current and in effect. B. The parties seek to expand the scope of services and the compensation to meet the increased need for services to address the City's efforts to combat the spread of COVID-19. The parties also seek to amend the term of the Agreement by use of an option to extend the term. The Parties therefore agree: 1. Section 1, Scope of Services, is amended to include the services as detailed in Exhibit A-1 to this First Amendment. 2. Section 2, Compensation, is amended to increase the not -to -exceed amount of the Agreement by $52,180.41, as detailed in Exhibit A-2 to this Agreement. 3. Section 2, Term, shall now read: The term of this Agreement shall be for a three (3) year period, commencing on October 1, 2017, and terminating on September 30, 2020. The term of this Agreement may be extended upon a writing executed by the City Manager and the City Attorney. 4. 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] #31703v1 2 51-3 IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement on the date and year first written above. ATTEST Daisy Gomez Clerk of the Council APPROVED AS TO FORM Sonia RR Carvalho CitNtorney By: Tamara Bog Assistant City Attorney RECOMMENDED FOR APPROVAL David Valentin Chief of Police 431703v1 CITY OF SANTA ANA Kristine Ridge City Manager SANTA FE BUILDING MAINTENANCE y J r;r\e0 hkv\o Title: F ChCr �< <`ighggtr 251-4 Exhibit A-1 Revision to Janitorial Scope of Service Daily Contractor shall perform daily sanitizing of all doorknobs/handles, elevator buttons/panels, stair rails, conference tables, and other frequently touched surfaces in general employee and public areas, including public lobbies, hallways, and meeting rooms/areas. Multiple Times Daily Contractor shall perform daily sanitizing of public counters, general use counters, sink fixture handles, and soap dispensers daily at 7:00 a.m., 11:00 a.m. and 3:00 p.m. Public and general use counters include: 1. Report Room including keyboards and phones 2. Roll Call Room tables 3. Traffic Report Room 4. PD Lobby Counter (temporarily closed) 5. Jail Lobby — counter and six chairs (temporarily closed) 6. Jail Roll Call Room 7. Jail Release Counter 8. Jail Booking — six chairs 9. Jail Pre -Booking Counter 10. Evidence Counter 11.CDC Counter Cleaning shall be performed with a soft cloth and the cleaning solution shall be changed/applied frequently in order to provide a thorough disinfecting application. Cleaning solution used shall be Simple Green Clean Finish or Simple Green d Pro 5. (Simple Green All -Purpose IS NOT effective against CV-19.) If these disinfectants are unavailable, must use one of the products listed on the EPA's Registered Antimicrobial Products for Use Against Novel Coronavirus SARS-CoV-2, the cause of COVID-19 list One -Time Cleaning 1. All chairs in Jail lobby 2. Jail Control — Counters, pass -through slots 3. Jail Booking Chairs These additional services are in response to COVID 19. The City may discontinue these services with 10 days written notice. b 251-5 Exhibit A-2 Santa. Fe BUILDING MAINTENANCE March 17, 2020 Attn: Robert Carroll / Police Administrative Budget Manager Police Department 60 Civic Center Plaza Santa Ana, CA 92701 RE: Quote for extra cleaning hours Dear Robert, We would like to thank you for allowing us to submit a quote to provide extra cleaning hours for the Santa Ana Police Department located at 60 Civic Center Plaza, Santa Ana, CA 9270 t. We know it takes considerable time and effort to provide any potential contractor the necessary information required to perform the services being requested. Upon reviewing the services requested, Santa Fe Building Maintenance provides the following quotes: Overtime Hours (Extend the hours of current employees to cover the hours $ 9,669.83 / Monthly Requested on "Revision to Janitorial Scope of Services" attachment. The normal cost for the requested services would have been of $ 6,448.15, if we could hire a regular employee to cover the hours requested. Unfortunately, due to the current state of things this is not possible currently. Therefore, the only way we can cover the revisions to the scope of services is to extend the hours of the current cleaning personnel. Should you have any questions regarding the information provided please contact Irineo Nuno, at (909) 606- 2756, via FAX (909) 606-6469, or via e-mail irineonsantaFeb ldmaint.com. Sincerely, Irineo Nuno General Manger Attachment: Revision ro Janitorial Scope o seiTice A 5I _6