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Home My WebLink About25D - AMEND AGMT FOR JANITORIAL SERVICESREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 1, 2020 TITLE: APPROVE A SECOND AMENDMENT WITH SANTA FIE BUILDING MAINTENANCE FOR POLICE DEPARTMENT JANITORIAL SERVICES IN THE AMOUNT OF $800,248.94 (GENERAL FUND) CLERK OF COUNCIL USE ONLY: •e• O, ❑ As Recommended ❑ As Amended ❑ Ordinance on 1� Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO /s/ Kristine Ridge FILE NUMBER CITY MANAGER RECOMMENDED ACTION Authorize the City Manager to execute a second amendment to the agreement with Santa Fe Building Maintenance for police and jail facility janitorial services, for the period beginning October 1, 2020 through September 30, 2021, in an amount not to exceed $800,248.94, which includes a ten percent (10%) contingency, 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 as a result of an RFP that was issued for janitorial services (RFP# 17-022). Santa Fe Building Maintenance provides janitorial maintenance services for the Police Administration building, jail facility, Southeast Substation, Westend Substation, and Centennial Training Center. Services include vacuuming and carpet care, comprehensive vinyl and tile floor care, general and high dusting, emptying trash receptacles, recycling, and other related services. In addition, 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. These additional services were implemented to protect community members and employees from the transmission of COVID-19. This agreement amendment was approved by City Council at the April 21, 2020 City Council meeting. The Police Department is recommending the City enter a one-year agreement with Santa Fe Building Maintenance for the provision of janitorial services (Exhibit 1). Santa Fe is requesting a seven percent (7%) $3,990.87 increase to cover the minimum wage increase from $13 to $14 per hour, to take effect January 1, 2021, and an eight percent (8%) increase in health and welfare related costs. This will increase the annual cost of the base agreement from $679,608.60 to $727,499.04. The one-year agreement, including a ten percent (10%) contingency, totals $800,248.94. 25D-1 Agreement with Santa Fe Building Maintenance September 1, 2020 Page 2 Santa Fe Building Maintenance employees that work at the Police Department, are represented by SEIU United Service Workers West. Santa Fe Building Maintenance has been accommodating, professional, and consistent in its servicing of Police facilities for the three-year term of their agreement and staff recommends approval of this one-year agreement. FISCAL IMPACT Funds for this agreement are available in the Police Department Building & Facility Contract Services account (no. 01114403 62300) for the following fiscal years: Fiscal Year Accounting Unit - Account# Accounting Unit, Account Description Amount FY 2020-21 01114403-62300 PD Building & Facility - Contract Services $600,186.71 FY 2021-22 01114403-62300 PD Building & Facility - Contract Services $200,062.23 Total $800,248.94 Fiscal Impact Verified By: Kathryn Downs, CPA, Executive Director— Finance and Management Services Agency Submitted By: David Valentin, Chief of Police - Police Department Exhibit: 1. Agreement with Santa Fe Building Maintenance 25D-2 Exhibit I SECOND AMENDMENT TO JANITORIAL SERVICES AGREEMENT WITH SANTA FE BUILDING MAINTENANCE THIS SECOND AMENDMENT to the above -referenced agreement is entered into on September 1, 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. The Agreement is current and in effect. B. On April 21, 2020, the parties agreed to a First Amendment to the Agreement (#A-2020-016) to provide additional services and compensation necessary to combat the spread of COVID- 19. The First Amendment also amended the term to provide additional time to be added to the Agreement. C. The parties seek to further amend the Agreement to extend the term of the Agreement for an additional year and provide additional compensation for services provided during the amended term, below. The Parties therefore agree: 1. Section 2, Compensation, is amended to increase the not -to -exceed amount by $800,248.94. This amount includes a base amount of $727,499.04 plus a 10% contingency amount of $72,749.90, for services provided at the sole discretion of the City. 2. Section 3, Term, is amended to increase the term of the Agreement from October 1, 2020, until September 30, 2021. 3. Except as modified by this Second Amendment, all terms and conditions of the Agreement, as amended, shall remain in full force and effect. [signature page to follow] #s47oiv4 25D-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 R. Carvalho City Attorney By vfi " ara S ogosian Senior Assistant City Attorney RECOMMENDED FOR APPROVAL David Valentin Chief of Police CITY OF SANTA ANA Kristine Ridge City Manager SANTA FE BUILDING MAINTENANCE By: ho Title: taLRbt'gI N�qq� tr #54701v4 25D-4