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Home My WebLink About25H - AGMT - JANITORIAL SRVSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: FEBRUARY 4, 2014 TITLE: AGREEMENT AMENDMENT FOR JANITORIAL SERVICES CITY ANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 18'Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the City Manager and the Clerk of the Council to execute an agreement amendment with Commercial Cleaning Systems (formerly Pacific Building Care, Inc.) for janitorial services at the Santa Ana Regional Transportation Center (SARTC) in an amount not to exceed $160,000 and other City facility sites in an amount not to exceed $212,000, for a one -year period commencing July 1, 2013, subject to non - substantive changes approved by the City Manager and City Attorney. DISCUSSION The Finance & Management Services Agency - Building Maintenance Division oversees City facilities in order to maintain clean, safe, and properly functioning buildings. Janitorial services for the SARTC, Santa Ana Main Library, Newhope Learning Center, Santa Ana Police Athletic & Activity League (PAAL) program facility, Garfield Community Center and 13 park and recreation centers are provided through the Commercial Cleaning Systems agreement covering a total of 380,185 square feet. On August 3, 2009, the City Council authorized agreements with Commercial Cleaning System, (formerly Pacific Building Care, Inc.) for a two -year period, with provisions for three one -year renewals. Commercial Cleaning Systems has been attentive to its janitorial assignments, has expeditiously responded to service adjustments and has agreed to renew the agreement without an increase in pricing. Staff recommends approval of the final renewal to this agreement, which will allow time to competitively bid the services to commence July 1, 2014. The amendment to the agreement includes all cleaning and paper supplies. 25H -1 Agreement Amendment for February 4, 2014 Page 2 FISCAL IMPACT Janitorial Services Funds are available in the Public Works SARTC Operations account (no. 06717650 - 62310) for $160,000, in the Finance and Management Services Building Maintenance Custodial account (no. 07310101 - 62310) for $152,000 and in the Recreation and Community Services account (no. 01113230-62300) for $60,000. i2Ln cve:::� Edwin "William" alvez, P.E. Interim Executive Director Public Works Agency Gerardo Moue Executive Director Parks, Rec. & Comm. Svc. Agency AL1 Exhibit: 1. Agreement APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez V Executive Director Finance and Management Services Agency 25H -2 FOURTH AMENDMENT TO AGREEMENT THIS FOURTH AMENDMENT TO AGREEMENT is entered into on February 4, 2014, by and between Commercial Cleaning Systems, Inc., a California corporation ( "Contractor ") and the City of Santa Ana, a charter city and municipal corporation organized and existing wider the Constitution and laws of the State of California ( "City "). RECITALS: A. The City and Pacific Building Care, hie. entered into that certain Agreement A- 2009 -112, dated August 3, 2009, (hereinafter "said Agreement ") by which Contractor has provided janitorial maintenance services at the Santa Ana Regional Transportation Center ( SARTC) and various City park centers. B. By Amendment A- 2011 -185, dated July 18, 2011, and Amendment A- 2012 -158, dated July 16, 2012, the parties agreed to extend the term of said Agreement. C. By Amendment A- 2011 - 185 -01, dated September 27, 2011, the parties agreed to increase the Scope of Services to include additional park sites which will be maintained pursuant to said Agreement. D. In accordance with the terms and conditions of said Agreement, the parties desire to execute this Fourth Amendment to Agreement to evidence the mutual agreement to exercise the option to extend the term for a third one -year period from July 1, 2013 through June 30, 2014, and to add compensation to pay for services during the extended period. WHEREFORE, in consideration of the covenants contained in said Agreement, and subject to all the terms and conditions of said Agreement, except those amended in this Fourth Amendment to Agreement, the parties agree as follows: 1. Section 2.a., COMPENSATION, shall be deleted in its entirety and replaced with the following: "a. City agrees to pay, and Contractor agrees to accept as total payment for its services: At the Santa Ana Regional Transportation Center, the rates and charges identified in said Agreement, Exhibit A -1, Attachment H. The total sum to be expended for janitorial services and supplies at SARTC shall not exceed $160,000.00, during the extended one -year term of said Agreement. 2. At the Park Centers, the rates and charges identified in Exhibit A -2, attached hereto and incorporated by this reference. The amount expended for janitorial services and supplies at the Park Centers shall not exceed $212,000.00. 2. Section 3, TERM, shall be amended to reflect the parties' option to exercise the third one- year extension of the term. Said section shall be deleted in its entirety and replaced with the following: "The term of this Agreement shall commence on September 1, 2009, and terminate on June 30, 2014, unless terminated earlier in accordance with Section 12, below." 25H -3 3. Except as hereinabove amended, all terms and conditions of said Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this Fourth Amendment to 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: Laura Sheedy Assistant City Attorney CITY OF SANTA ANA DAVID CAVAZOS City Manager COMMERCIAL CLEANING SYSTEMS, INC. (Name): (Title): _ 25H -4 EXHIBIT A -1 ATTACHMENT H OFFICIAL BID PROPOSAL CUSTODIAL MAINTENANCE FOR CITY OF SANTA ANA THE DEPOT AT SANTA ANA MONTHLY SERVICE CHARGE INCLUDING ALL COSTS PER ATTACHED SPECIFICATIONS FOR ROUTINE SERVICE. A. Total cost of Common Areas: $4,835.82 per month B. Total cost for Tenant Space: $2,417.91 per month C. Total cost for Outside Patios and Lunchroom: $1,813.43 per month D. total cost for Restrooms: $1,813.43 per month E. Total cost for Outdoor Parking and Driveways: $1.208.93 per month F. GRAND TOTAL FOR ALL CATEGORIES: $12,089.55 Per month G. GRAND MONTHLY TOTAL: $12,089.55x 12 months = ANNUAL COST: $145,074.60 (This will be the total amount of service from July 1, 2009 for a period of twenty -four (24)months.) All charges identified with monthly cleaning costs and the service of this contract must be in the above total. II. EXTRA CLEANING CHARGES A. Carpet cleaning — as needed basis $_—Q-08 sq. ft. B. All carpets twice /year — every six (6) months (as per method prescribed in Attachment E #I) C. Hourly rate for nonspecific tasks D. Strip and refinish floors E. Wash fluorescent light fixtures Extra cleaning charges will be paid on usage only. No s For bonds, insurance or other expenses. III. EXTERIOR BUILDING CLEANING $1.302.43 total $_24 00 hour $_0.25 sq. R. $1.50 — 6.00per fixture additional funds will be allowed A. Clean exterior of building (up to ten (10) feet off ground level, $163.57 each time By removing cobwebs, dirt, etc., using brushes, brooms and hosing. B. Clean exterior doors, door frames, thresholds $113.91 each time and window sills. C. Wash down equipment in immediate area of building $133.18 each time such as benches, trash receptacles, partitions, posts and planter walls. 25H -5 included D. Clean lighting fixtures below ten (10) feet, attached to $649.88 each time building or vehicle parking structure, canopy, eves, overhangs, including fixture lenses. E. Clean concrete walkways to, and /or around buildings, $2,008.00 each time removing spills, stains, dirt, gum, etc. to a distance of ten (10) to thirty (3) ft, stopping at landscape, curb or other reasonable border area. F. Windows may need to be washed after cleaning building $12.00 per window surface. 25H -6 Facility Santa Ana Central Library Newhope Branch Library McFadden Branch Library Southwest Senior Center Corbin Center Santa Ana Senior Center Jerome Center Salgado Center Santa Anita Center El Salvador Center Memorial Center Sandpointe Center Cypress Center Logan Center Santiago Lawn Bowling Center Santiago Wildlife and Watershed Center Garfield Corrammity Center TOTAL EXHIBIT A -2 Monthly cost $4,488.36 $1,000.03 $826.95 $1,103.40 $859.45 $932.72 $2,586.06 $2,101.45 $187.70 $646.18 $768.49 $56.05 $502.66 $127.40 $229.43 $496.91 $680.67 $17,593.91 x 12 = $211,126.92 25H -7 25H -8