HomeMy WebLinkAboutE-08 Staff Report - Ultimate Maintenance Second AmendmentCONSENT ITEM
E-8
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SERGIO GONZALEZ, CITY MANAGER
FROM: DANIEL BOBADILLA, P.E., DIRECTOR OF PUBLIC WORKS/CITY ENGINEER
DATE: MAY 7, 2018
SUBJECT: APPROVAL OF A SECOND AMENDMENT TO THE MAINTENANCE SERVICES
AGREEMENT BETWEEN THE CITY OF AZUSA AND ULTIMATE
MAINTENANCE SERVICES, INC.
BACKGROUND:
Th e City has contracted with Ultimate Maintenance Services, Inc. for janitorial services since June 1,
2015. This agreement is set to expire on May 31, 2018, however, there are two one-year extensions
available for the City to exercise. The proposed action approves a second amendment to extend the
agreement with Ultimate Maintenance Service, Inc. for one additional year and authorizes a contract
increase for additional services.
RECOMMENDATION:
Staff recommends the City Council take the following actions:
1) Approve the Second Amendment to Maintenance Services Agreement between the City of Azusa
and Ultimate Maintenance Services, Inc. for City-wide Janitorial Services; and
2)Authorize the City Manager to execute the Second Amendment, in a form acceptable to the City
Attorney, on behalf of the City.
ANALYSIS:
On April 20, 2015, the City Council awarded the City-wide janitorial services agreement to Ultimate
Maintenance Services, Inc. This contract is effective through May 31, 2018, with two potential one-year
extensions available. Subsequently, in July of 2017, the City Council approved the First Amendment to
the agreement, which added additional responsibilities and increased the compensation.
APPROVED
CITY COUNCIL
5/7/2018
Second Amendment to Maintenance Services Agreement
May 7, 2018
Page 2
With the original contract expiring May 31, 2018, the City purchasing policy requires a one-year
extension of the agreement be approved by the City Council. The proposed second amendment extends
the agreement through May 31, 2019 and increases the compensation by $3,900 for duties added to the
scope of services. The additional duties include cleaning of the exterior of the Light and Water
Administration building and the service of Suite 2B, which previously had not been occupied.
FISCAL IMPACT:
The second amendment increases the compensation by $3,900 per year for a total compensation of
$148,268. The costs for this increase will be funded by Light and Water Funds. If approved by the City
Council, a budget amendment will be processed for the remainder of this fiscal year and the necessary
funds will be budgeted for the subsequent fiscal year.
Prepared by: Fiscal Impact Reviewed by:
Daniel Bobadilla Talika M. Johnson
Director of Public Works/City Engineer Director of Finance
Reviewed and Approved: Reviewed and Approved:
Louie F. Lacasella Sergio Gonzalez
Senior Management Analyst City Manager
Attachment:
1)Second Amendment to Maintenance Services Agreement
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SECOND AMENDMENT TO MAINTENANCE SERVICES AGREEMENT
BETWEEN THE CITY OF AZUSA
AND
ULTIMATE MAINTENANCE SERVICES, INC.
FOR CITY-WIDE JANITORIAL SERVICES
ARTICLE 1. PARTIES AND DATE
This second amendment to the Maintenance Services Agreement (“Second Amendment”)
is entered this 1st day of June, 2018, by and between the City of Azusa (“City”) and Ultimate
Maintenance Services, Inc. (“Contractor”).
ARTICLE 2. RECITALS
2.1 WHEREAS, the City and Contractor entered into a three year Maintenance
Services Agreement dated June 1, 2015 (“Agreement”) for Contractor to provide City-Wide
janitorial services (“Services”) to the City of Azusa; and
2.2 WHEREAS, Section 3.1.2 of Agreement requires written approval of an
extension of the original three year term; and
2.3 WHEREAS, the City and Contractor have mutually agreed to extend the contract
for one year or until May 31, 2019; and
2.4 WHEREAS, Section 3.3 of Agreement requires written approval of an increase
to total compensation; and
2.5 WHEREAS, the City desires to increase certain service levels at City facilities;
and
2.6 WHEREAS, the City and Contractor have mutually agreed to increase the annual
total compensation to accommodate the aforementioned items;
NOW, THEREFORE, THE PARTIES DO HEREBY AGREE TO THE FOLLOWING:
1. 3.1. Scope of Services and Terms. The first paragraph of Section 3.1.2 is
hereby replaced, in its entirety, with the following:
3.1.2 Term. The term of this Agreement shall be from June 1, 2015 to May 31,
2019, as allowed by adding one additional year extension, unless earlier terminated as provided
herein. One additional one-year extension may be granted. Contractor shall complete the
Services within the term of this Agreement, and shall meet any other established schedules and
deadlines. The Parties may, by mutual, written consent, extend the term of this Agreement if
necessary to complete the Services.
Attachment 1
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2. 3.3 Fees and Payments. The first paragraph of Section 3.3.1 is hereby
replaced, in its entirety, with the following:
3.3.1 Compensation. Contractor shall receive compensation, including
authorized reimbursements, for all Services rendered under this Agreement at the rates set for in
Exhibit “C” attached hereto and incorporated by reference. The total compensation shall not
exceed One Hundred Forty Eight Thousand Two Hundred Sixty Eight Dollars ($148,268) per
year without written approval of the City Manager.
3. Exhibit B - Schedule of Maintenance Services is hereby replaced, in its entirety,
with the following (changes from original Agreement identified by italics):
1. Daily service shall be provided per the days specified on section #5
(Service by Facility) for the following:
a. Daily Restrooms and Break Rooms Service
1. Refill soap (at Police Department and Light and Water; other
facilities’ soap dispensers maintained separately), paper towels and
tissue dispensers.
2. Clean wash basins, toilets and urinals.
3. Polish all chrome fixtures.
4. Empty trash containers and clean outside of trash container as
required.
5. Clean all mirrors.
6. Disinfect all toilet seats.
7. Wipe down walls around lavatory fixtures.
8. Wet mop all floors with disinfectant.
9. Change all fragrant deodorizers as required.
10. High dust all partitions and fixtures.
11. Clean table tops, counter tops, sinks, wipe stove tops and sides of
refrigerators.
12. Wet mop kitchen at Senior Center.
13. Shower room cleaning at Light and Water facilities.
14. Empty blue recycling bin containers to the main blue recycling bin
(white paper only at L&W facilities, Library, West Wing, City
Hall).
15. Spray cleaning enzymes on waterless urinals interior and wipe
clean urinals exterior.
b. Daily Floor Service
1. Sweep all floors thoroughly with chemically treated dust mop.
2. Wet mop composition floors from spillage.
3. Vacuum all carpeted areas.
4. Carpet spot cleaning.
c. Daily Interior Cleaning
1. Vacuum all carpeted areas.
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2. Empty trash containers.
3. Replace plastic liners.
4. Dust table tops and counters.
5. Empty exterior ash trays.
6. Clean all glass doors and front/rear entry windows.
7. Wipe down door knobs and jams including handles on appliances
with sanitary wipes (as needed during flu season).
d. Daily Exterior Cleaning
1. Removal of trash, litter and leaves on exterior of building (L&W
Administration. Monday through Thursday).
2. Weekly service shall be once per week on the last service day of the week
for the following:
a. Weekly Floor Service
1. Wet mop all vinyl and tile floors.
2. Spot clean where required.
3. Clean and wipe Council dais.
b. Weekly Interior Cleaning
1. Dust mini blinds.
2. Vacuum all cloth chairs.
3. High dust all file cabinets, doors and partitions.
4. Wash walls and doors of hand prints or other visible marks.
5. Clean mechanical vents.
6. Wipe and clean all window panes.
7. Wipe and clean cabinets in break room.
8. Wipe down door knobs and jams including handles on appliances
with sanitary wipes.
3. Quarterly service shall be once every three months on the 1st weekly
service day of the quarter for the following:
1. Wash all exterior and interior windows.
2. Clean all interior baseboards.
3. Clean exterior building railings.
4. Replacement of waterless urinal cartridges.
4. Bi-annual service shall be once every six months on the first non-regular
work day of the month.
1. Carpet steam cleaning.
5. Service by Facility
a. Police Department, NRC & Memorial Park Public Areas
1. Service shall be performed seven (7) days per week.
2. NRC & Memorial Park – Full janitorial service: Monday to
Sunday between the hours of 5:30PM and 6:00AM
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3. Police Station – 6 hours of janitorial service per day are
required for this facility. Service is to commence no later than
3:30 P.M. and no earlier than 2:00 P.M. Monday-Thursday.
4. Full janitorial service: Friday to Sunday between the hours of
7:00AM and 4:00 PM.
b. City Library
1. Full janitorial service: Monday to Saturday between the hours of
9:00PM and 6:00AM.
2. Additional restroom service at 2PM on Monday, Tuesday and
Wednesday.
c. City Hall, West Wing, City Yard, Memorial Park Admin.,
Auditorium
1. Full janitorial service: Monday to Thursday between the hours of
5:30PM and 6:00AM
2. Auditorium and Council Lounge to be serviced once per week on
Tuesday between the hours of 5:30PM and 6:00AM.
d. Durrell House, Barnes House, Woman’s Club, Boy Scout House,
Aquatic Center
1. Full janitorial service: Once per month
e. Senior Center
1. Full janitorial service: Monday to Friday between the hours of
11PM and 6:00AM.
2. Additional restroom cleaning on an as needed basis (notice will be
given when a special event is taking place). Approximately 5
times per month.
3. Clean commercial/industrial stove thoroughly once per year.
Steam clean all grease, burned patches, and particles, to include
cleaning of the stove hood and sliding grates that are located
above.
f. Light & Water Administration Building, Electric Yard Office,
Water Yard Office & Annex Building, Light & Water Suite 2B – 2
hours of service with 2 janitorial staff members are required daily
at these facilities.
1. Full janitorial service: Monday, Tuesday, Wednesday and Friday
between the hours of 5:30PM and 6:00AM.
2. Light & Water Suite 2B is now occupied. Same service as above.
3. Exterior of L&W Administration: Monday, Tuesday, Wednesday,
Thursday morning before 8 a.m.
g. Water Filtration Office
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1. Full janitorial service: Friday between the hours of 5:30PM and
6:00AM.
4. Exhibit C - Compensation is hereby replaced, in its entirety, with the following
(changes from original Agreement identified by italics):
FACILITY UNIT PRICE
CIVIC CENTER
1 CITY HALL $ 542 MONTHLY
2 WEST WING $ 644 MONTHLY
3 AUDITORIUM $ 164 MONTHLY
4 COUNCIL LOUNGE $ 133 MONTHLY
5 DURRELL HOUSE $ 133 MONTHLY
6 BARNES HOUSE $ 133 MONTHLY
7 POLICE STATION $ 2,642 MONTHLY
8 SENIOR CENTER $ 1,091 MONTHLY
SENIOR CENTER – ADDTL RESTROOM CLEANING $ 50 2 X PER MONTH
9 LIBRARY $ 997 MONTHLY
CITY CORPORATE YARD
10 PUBLIC WORKS OFFICE $ 416 MONTHLY
11 TRANSPORTATION OFFICE $ 222 MONTHLY
12 WAREHOUSE $ 222 MONTHLY
13 RESTROOM $ 111 MONTHLY
SATELLITE FACILITIES
14 WOMEN’S CLUB $ 165 MONTHLY
15 MEMORIAL PARK ADMIN AREA $ 389 MONTHLY
16 NRC AND MEMORIAL PARK PUBLIC $ 422 MONTHLY
17 AQUATIC CENTER $ 200 MONTHLY
18 BOY SCOUT HOUSE $ 56 MONTHLY
LIGHT & WATER FACILITIES
19 L&W ADMIN BUILDING (inc. Suite 2B) $ 1,213 MONTHLY
20 ELECTRIC YARD OFFICE $ 472 MONTHLY
21 WATER YARD & ANNEX $ 361 MONTHLY
22 WATER FILTRATION OFFICE $ 216 MONTHLY
WATERLESS URINAL SERVICE $ 266 MONTHLY
TOTAL $ 11,262 MONTHLY
TOTAL $ 135,144 ANNUALLY
SENIOR CTR ADDTL RESTROOM $ 25 PER CLEANING
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Price for carpet cleaning $ .25 cents per square foot
Price for strip and wax/flooring $ .50 cents per square foot
5. Continuing Effect of Agreement: Except as amended by this Second
Amendment, all provisions of the Agreement as amended by the First Amendment shall remain
unchanged and in full force and effect. From and after the date of this Second Amendment,
whenever the term “Agreement” appears in the Agreement, it shall mean the Agreement as
amended by the First and Second Amendments.
6. Adequate Consideration: The Parties hereto irrevocably stipulate and agree that
they have each received adequate and independent consideration for the performance of the
obligations they have undertaken pursuant to this Second Amendment.
7. Counterparts: This Second Amendment may be executed in duplicate originals,
each of which is deemed to be an original, but when taken together shall constitute but one and
the same instrument.
SIGNATURES ON NEXT PAGE
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IN WITNESS WHEREOF, City and Contractor have executed this Second Amendment
as of the date first written above.
CITY OF AZUSA Ultimate Maintenance Services, Inc.
By: By:
Sergio Gonzalez Claudia Salomon
City Manager Corporate Secretary
Attest:
By: By:
Jeffrey Lawrence Cornejo, Jr. Paul Marmol
City Clerk President
Approved as to Form:
By:
Best Best & Krieger LLP
City Attorney