The URL can be used to link to this page

Home My WebLink About25D - AGMT - CUSTODIAL SRVS FOR PARK0 0 L40111 L1 CITY COUNCIL MEETING DATE: MAY 17, 2016 TITLE: AGREEMENT AMENDMENT WITH XANADU SERVICE SYSTEM, INC FOR CUSTODIAL SERVICES OF PARK RESTROOMS AND BUILDINGS {STRATEGIC PLAN NO. 6, 1 B} ( CITY MANAGER • =021 1 . CLERK OF COUNCIL USE ONLY: :--:• 97 ❑ As Recommended ❑ As Amended ❑ Ordinance on 1" 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 renew the agreement with Xanadu Service System, Inc. for custodial services of park restrooms and park buildings for a total of $230,528, which includes a 10% contingency, for a term from June 1, 2016 through May 31, 2017, subject to non - substantive changes approved by the City Manager and the City Attorney. DISCUSSION On February 20, 2014 the City issued a request for proposal for custodial services of park restrooms and park buildings. Xanadu Service System, formerly Bell Building Maintenance, and ABM were the only proposals. On May 6, 2014, Xanadu Service System was awarded an agreement for park restrooms and ABM was awarded an agreement for park buildings for a period of one year from June 1, 2014 through May 31, 2015, with two, one -year renewal options, which allowed the companies to continue through May 31, 2017, if renewed. On November 2, 2015 the City received a letter from ABM requesting an increase to their monthly compensation to account for the increases in costs that the company was facing, including account specific equipment, chemicals, State minimum wages, employer insurance rates, workers compensation and the Affordable Health Care Act. As a result of this request, City Staff reviewed departmental budget information and determined that an increase to the compensation for the vendor was not possible. Therefore, staff contacted Xanadu, since the company also submitted a proposal for custodial services of park buildings, and negotiated for Xanadu to complete the term of ABM's contract while City Staff issued a new request for proposal (RFP). j 25D -1 Agreement Amendment with Xanadu Service Systems, Inc. May 17, 2016 Page 2 Since then PRCSA issued an RFP for custodial services of park buildings, which resulted in proposal submittals of approximately $38,000 to $99,000 above the current amount of approximately $95,000. Funding for the additional amount is not available in the department's budget; therefore, PRCSA is requesting that the City continue with Xanadu to provide custodial services of park buildings as well as park restrooms for a combined total of $209,571 plus $20,957 for contingency purposes for the final renewal period of the agreement with Xanadu (Exhibit 1). 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 years: Accounting Unit FY 15/16 FY 16/17 Stadium (no. 01113210- 62320) $2,872 $31,593 Park Maintenance (no. 01113250- 62320) $16,338 $179,725 Gerardo Mouet, Executive Director Parks, Recreation and Community Services Agency Exhibit: 1. Agreement APPROVED AS TO FUNDS AND ACCOUNT: Francisco Gutierrez, Executive Director Finance and Management Services Agency 25D -2 THIRD AMENDMENT TO CUSTODIAL SERVICES AGREEMENT THIS THIRD AMENDMENT TO CUSTODIAL SERVICES AGREEMENT is entered into this 17TH day of May 2016, by and between Xanadu Service System, Inc. ("Xanadu'), and the City of Santa Ana, a charter city and municipal corporation duly organized and existing tinder the Constitution and laws of the State of California ("City"). RECITALS A. On June 1, 2014, the City entered into Agreement #A- 2014 -105 with Bell Building Maintenance Company, Inc. to provide janitorial and custodial services for park restrooms in Districts 1, 2, 3 and 4 for a one -year term with two one -year options exercisable by the City ( "Agreement"). B. By letter dated May 27, 2015, the City exercised the first option and extended the term of the Agreement for an additional one -year period, from June 1, 2015 to May 31, 2016, C. Effective June 1, 2015, Bell Building Maintenance Company merged with Xanadu and began doing business as Xanadu Service System, Inc. In view of this change, on June 12, 2015, the City entered into a First Amendment to Custodial Services Agreement #A -2014- 105 -01b with Xanadu to adjust the entity references and notice information accordingly. D. On December 15, 2015, the City entered into a. Second Amendment to Custodial Services Agreement #A- 2015 -288 with Xanadu to expand the scope of services and the compensation to be expended under the Agreement for the remainder of the term through May 31, 2016, in support of the expanded services. E. The Agreement remains in effect, and the parties now seek to extend the term of the Agreement for the final one -year tern, with the expanded scope of services still in effect, and to increase the compensation to be expended under the Agreement during the final term in support of the expanded services. The Parties therefore agree: Section 1, SCOPE OF SERVICES, is re- stated to include custodial services at the additional City locations appearing on Exhibit A. Section 3, COMPENSATION, is amended to include an additional $230,528 in support of the scope of services, as detailed in Exhibit A. This amount is comprised of (1) the stun of $209,571 and (2) a 10% contingency of up to $20,957 for additional services as may be performed by Xanadu at the sole discretion of the City. 3. Section 4, TERM, is amended to extend the tern of the Agreement from Jane 1, 2016 through May 31, 2017. Paget of 2 25D -3 4. Except as modified by this Third Amendment, and all prior amendments, all terms and conditions of the Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this Third Amendment to Custodial Services Agreement the date and year first above written. ATTEST: TA ANA MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM: Sonia R, Carvalho, City Attorney By JOHN M. FUNK Assistant City Attorney RECOMMENDED FOR APPROVAL: CITY OF SAN DAVID CAVAZOS City Manager XANADU SERVICE SYSTEM, INC. GERARDO MOUET Name: Executive Director of Parks, Title: Recreation, and Community Services Agency Page 2 of 2 25D -4 EXHI BT A 25D -5 Yearly Amount $ 4,476 $ 4,476 $ 4,476 $ 4,476 $ 4,476 $ 4,476 $ 4,476 $ 5,400 $ 3,300 $ 7,500 $ 4,740 $ 4,200 $ 3,540 $ 873 $ 5,125 $ 1,277 $ 3,300 $ 7,800 $ 3,840 $ 5,400 $ 7,584 $ 95,211 $ 209,571 $ 20,957 $ 230,528 Fee Schedule Custodial Sites -Park Restrooms Custodial Sites -Park Buildings District Yearly Amount Stadium Campeslno $ 3,840 Press Box Edna $ 3,840 West Side Restrooms El Salvador $ 3,840 East Side Restrooms Riverview $ 3,840 Player Locker Rooms Roslta $ 3,840 Off lclals Locker Room District 2 West Side Concession Bldg Angels $ 3,840 East Side Concession Bldg Cabrillo $ 3,840 District 1 Fisher Restroom $ 3,840 Roslta - Salgado Fisher Cabin $ 3,840 Roslta - Salgado Pool Logan $ 3,840 Rosita - Salgado Gym Portola $ 3,840 District Santiago RR "A" $ 2,520 Logan Center Santiago RR "8" $ 2,520 Santiago Nature Center Santiago Cabin $ 2,160 Santiago Lawn Bowling Center Santiago Lawn Bowling Center- District 3 Lower Level Deihl $ 4,320 Garfield School Madison $ 4,320 Willard Intermediate Memorial $ 4,320 District 3 Sandpointe $ 4,320 Memorial Center District 4 Memorial Pool Adams $ 4,320 Sandpointe Centennial "A" $ 3,000 Cypress Center Centennial "B" $ 3,000 District Centennial "Co $ 3,000 Centennial Reservation Offices Centennial HGHS $ 4,320 Park Buildings Subtotal DYSC "A" includes locker room and restrooms $ 5,400 DYSC "B" $ 3,000 Total Heritage $ 4,320 Contingency Jerome $ 4,320 Contract Amount Santa Anita $ 4,320 Thornton $ 4,320 Windsor $ 4,320 Park Restrooms Subtotal $ 114,360 25D -5 Yearly Amount $ 4,476 $ 4,476 $ 4,476 $ 4,476 $ 4,476 $ 4,476 $ 4,476 $ 5,400 $ 3,300 $ 7,500 $ 4,740 $ 4,200 $ 3,540 $ 873 $ 5,125 $ 1,277 $ 3,300 $ 7,800 $ 3,840 $ 5,400 $ 7,584 $ 95,211 $ 209,571 $ 20,957 $ 230,528 25D -6