Loading...
HomeMy WebLinkAboutItem 19 - Custodial Services at Park Restroom and FacilitiesParks, Recreation, and Community Services https://www.santa-ana.org/parks Item # 19 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report April 6, 2021 TOPIC: Custodial Services at Park Restrooms and Facilities AGENDA TITLE: Approve an Amendment to Add a One -Year Extension to the Agreement with Valley Maintenance Corporation for Custodial Services at City Park Restrooms and Facilities from June 1, 2021 to May 31, 2022 for a Total Annual Amount of $476,708, for Total Agreement Amount for the Five -Year Period to $2,130,425 (General Fund) RECOMMENDED ACTION Authorize the City Manager to execute an amendment to the agreement with Valley Maintenance Corporation for custodial services at City park restrooms and facilities to extend the term for one year, from June 1, 2021 to May 31, 2022 for a total annual amount of $476,708, bringing the total agreement amount for the five-year period to $2,130,425, subject to non -substantive changes approved by the City Manager and City Attorney. DISCUSSION In 2017, the City of Santa Ana issued a Request for Proposals (RFP) for custodial services at City park restrooms and facilities. At the completion of the RFP process, the City selected and awarded an agreement with Valley Maintenance Corporation. The agreement is due to expire at the end of May 2021. The City is requesting to add a one- year extension to the agreement. Valley Maintenance has been performing services at City park restrooms and facilities and has learned the various issues and needs involved with maintaining the City facilities, particularly during the current COVID-19 pandemic. The City is attempting to avoid a disruption of service during this time and delay the Request for Proposal process until 2022. FISCAL IMPACT Funds are available in the following accounts for the current fiscal year and will be budgeted and made available for the next fiscal year: Fiscal Accounting Unit- Fund Accounting Unit, Amount Year Account # Description Account Description FY 20-21 01113250-62320 General Fund PRCSA, Maintenance & $38,126 Repair/Building & Ground A one-year agreement extension for custodial services at park restrooms and facilities April 6, 2021 Page 2 FY 20-21 01113220-62300 General Fund PRCSA, Contractual $1,600 Services -Professional Fiscal Accounting Unit- Fund Accounting Unit, Amount Year Account # Description Account Description FY 21-22 01113250-62320 General Fund PRCSA, Maintenance & $419,382 Repair/Building & Ground FY 21-22 01113220-62300 General Fund PRCSA, Contractual $17,600 Services -Professional EXHIBIT(S) 1. Agreement Amendment Submitted By: Lisa Rudloff, Executive Director of Parks, Recreation and Community Services Approved By: Kristine Ridge, City Manager THIRD AMENDMENT TO AGREEMENT WITH VALLEY MAINTENANCE CORPORATION FOR JANITORIAL SERVICES AT PARK RESTROOMS AND PARK BUILDINGS THIS THIRD AMENDMENT is made and entered into this 6TH day of April, 2021, by and between Valley Maintenance 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. On August 18, 2018, City and Valley entered into a Second Amendment No. (A-2018-187) seeking to add additional services to the Agreement for Roosevelt -Walker Community Center and increasing daily cleaning of restrooms at all listed City Parks, and increase the overall compensation to the Agreement for said services during the remainder of the Agreement and extensions exercised by the parties. 4. City and Valley exercised the options to extend the Agreement on April 8, 2019 (A-2018- 124-01), and on May 12, 2020 (A-2017-125-01) extending the term of the Agreement until May 31, 2021. The Agreement is current and in effect. 5. The parties now wish to amend the Agreement to add an additional year to the term of the Agreement and add compensation to pay for an additional year of 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 2, COMPENSATION of the Agreement is amended to increase the total not - to -exceed amount for the Agreement as follows: a. An additional annual amount for this extended term, defined below, in an amount not to exceed $476,708; b. Total compensation for the Agreement shall not exceed $2,130,425. 2. Section 3, TERM of the Agreement, is hereby extended from June 1, 2021 until May 31, 2022. 3. Except as modified by this Third Amendment, the terms and conditions of the Agreement, as amended, remain unchanged and in full force and effect. [Signature page to follow] IN WITNESS WHEREOF, the parties hereto have executed this Third Amendment to the Agreement the date and year first written above. ATTEST: Daisy Gomez Clerk of the Council APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney CITY OF SANTA ANA Kristine Ridge City Manager VALLEY MAINTENANCE CORP. By:� Laura A. Rossini ` By: D r u Ce } r4rV Chief Assistant City Attorney Title: 1Ileg� pR.E51Dr-rI—T . RECOMMENDED FOR APPROVAL: Lisa Rudloff Executive Director, Parks, Recreation and Community Services Agency COMMERCIAL GENERAL LIABILITY off POLICY NUMBER:3AA414169 MMKEr EVANSTON INSURANCE COMPANY THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. BLANKET ADDITIONAL INSURED This endorsement modifies insurance provided under the following; COMMERCIAL GENERAL LIABILITY COVERAGE FORM LIQUOR LIABILITY COVERAGE FORM OWNERS AND CONTRACTORS PROTECTIVE LIABILITY COVERAGE FORM PRODUCTSICOMPLETED OPERATIONS LIABILITY COVERAGE FORM _ SCHEDULE L Additional Premium: $Included [Check box if fully earned ®} Please refer to each Coverage Form to determine which terms are defined. Words shown in quotations an this endorsement may or may not be defined in all Coverage Forms. A. Who Is An Insured is amended to include as an additional insured any person or entity to whom you are required by valid written contract or agreement to provide such coverage, but only with respect to "bodily injury" "property damage" (including "bodily injury" and "property damage" included in the 'products -completed operations hazard"), and "personal and advertising injury" caused, in whole or in part, by the negligent acts or omissions of the Named Insured and only with respect to any coverage not otherwise excluded in the policy. However: 1. The insurance afforded to such additional insured only applies to the extent permitted by law, and 2. The insurance afforded to such additional insured will not be broader than that which you are required by the valid written contract or agreement to provide for such additional insured. Our agreement to accept an additional insured provision In a valid written contract or agreement is not an acceptance of any other provisions of such contract or agreement or the contract or agreement in total. When coverage does not apply for the !Named Insured, nn coverage or defense will apply for the additional insured. No coverage applies to such additional Insured for 111jury or damage of any type to any "employee" of the Named Insured or to any obligation of the additional insured to indemnify another because of damages arising out of such injury or damage. S. With respect to the insurance afforded to these additional insured, the following: is added to limits of insurance: The most we will pay on behalf of the additional insured is the amount of insurance: 1. Required by the valid written contract or agreement; or 2. Available under the applicable limits of insurance shown in the Declarations; Whichever is less. This endorsement shall not increase the applicable limits of insurance shown in the Declarations. All other terms and conditions remain unchanged. MEGL 0009-01 09 18 Includes copyrighted material of Insurance Services Office, Inc„ with its permission. page 1 of COMMERCIAL GENERAL LIABILITY III POLICY NQMSER; 3AA414169 ,MARKEL" EVANSTON INSURANCE COMPANY THIS ENDORSEMENT CHANGES THE POLICY, PLEASE READ IT CAREFULLY. BLANKET WAIVER OF TRANSFER OF RIGHTS OF RECOVERY AGAINST OTHERS TO US This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE FORM SCHEDULE Name Of Person Or Organization: Any person(s) or organization(s) with whom the Named Insured agrees, in a written contract executed prior to the "occurrence", to waive rights of recovery Additional Premium: $ Included The following is added to Condition 8. Transfer Of Flights Of Recovery Against Others To ifs under Section IV — Commerciai General Liability Conditions: We waive any right of recovery we may have against any person or organization shown in the Schedule of this endorsement. This waiver applies only to the person or organization shown in the Schedule of this endorsement. All other terms and conditions remain unchanged. MEGL 0241-01 05 16 Includes copyrighted material of Insurance Services Office, Inc., Page 1 of 7 with its permission. ACQ CERTIFICATE OF LIABILITY INSURANCE DATE(MMIDD)YYYY) `� 03/08/2021 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW, THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder Is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endomement(s). PRODUCER NAME- S ILV I CHA INSURANCE LAND INSURANCE SERVICES PHONE 213_3SS-550 FAx 213-�$$-']14-8 IC, No. Extl: _ _ �A C NNoj _. — . - 4032 WILSHIRE ]3LVD ADDRESS: INSURANCELAND@GMAIL.COM - — SUITE 309 -- INSURERS} AFFORDING COVERAGE NAIC N LOS ANGELES —CA 90010 INSURER A:EVANSTON INSURANCE COMPANY 35378 INSURED INsuRER B :STATE FARM — 117 7 0 VALLEY MAINTENANCE CORPORATION INSURER C. UNITED STATES LIABILITY INS. CO. 2$895 INSURER D : ICW GROUP 27847 11759 TELEGRAPH ROAD INSURER rm: TRAVEL19RS CASUALTY AND SURETY CO. 19038 SANTA FE SPRINGS CA 90670 1 INSURERF: -- — COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS- 7R TYPE OF INSURANCE iADDLlpjqnI - R; - — -- _ -- POLICY EFF POLICY M VAM POLlCYNUMBER MMlDDrYYYY DI MMIDYYYY LIMITS COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE S 11000,000 3AA414169 08/13/2020 08/13/2021 pAMAGE TE❑ CLAIMS © OCCUR _PREMISES [Ea occum3nCa $ 100,000 PRIMA'RV unu-rt1MTRTarrrnnr, — - - PA G E N'L AGGREGATE LIMITAPPLIES PER- V1POLICY E] JET II LOC i AUTOMOBILE LIABILITY 1-7 1 ANY AUTO SCHEDULED — B AUTOS ED -- AUTOSALL O NON-OWNED HIREDAUTOS j� AUTOS UMBRELLA LIAR + + OCCUR C EXCESS LIAB IIHI! rl Aluc WORKERS COMPENSATION AND EMPLOYERS' LIABILITY Y 1 ANY PROPRIETORIPARTNERIEXECUTIVE D OFFICEWMEMBER EXCLUDED? Y (Mandatory in Nil) I If ves- describe under MED EXP (Any one person) s 5,000 PERSONAL&ADVINJURY X x $ 110001000 GENERALAGGREGATE $ 2,000,000 PRODUCTS -COMPlop AGG $ INCLUDED $ $25,000 683B202C15-75 9/15/202D 9/15/2021 C MBINED SEN LE LIMIT Ea accident]. S 2,000,000 S 11000, 000 BODILY INJURY (Per person) 7L R BODILY INJURY (Per accidwQ $ 11000,000 PRQPERIY DAMAGE [Peraccident) $ 11000,000 S 1,000,000 AGGREGATE I XL1578400C 05/02/2020 os/02/2021 CH_OCCURREN_CE_ tGREGATE $ 51 000, 000 . _ $ 5,000,000 PRODUCTS-COH/OP AGG $ 11000,000 I I WSA 5037498 03 0e/13/20201 08/13/2021 ER TATUTE j ERN NIA x E-L-EACH ACCIDENT 1 S 1,000,000 E.L. DISEASE - EA E M PLOY E El S 1,000,000 E.L. DISEASE -POLICY LIMIT $ 1,000,000 105620659 05/24/2020 05224/20211THIRD PARTY $1, 000, 000 DESCRIPTION OF OPERATIONS I LOCATION 51 VEHICLES (ACORD 101, Additional Remarks Scheftle, may be attached If more space is required) ty of Santa Ana, Risk Management, it's officers, employees, agents, representatives, and volunteers additional inured, rtificate of Insurance shall provide thirty (30) day prior written notice of cancellation CERTIFICATE HOLDER CANCELLATION (CITY OF SANTA ANA RISK MANAGEMENT DIVISION 20 CIVIC CENTER PLAZA, 4TH FLOOR SANTA ANA CA 92702 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE I4911i C u T SBU-ZUT4 ACORD CORPORATION. All rights reserved. ACORD 25 (2014101 ) The ACORD name and logo are registered marks of ACORD