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Home My WebLink About07/15/1997, C12 - PARKING LOT CLEANING CONTRACT council j acjenaa aepoin CITY OF SAN LUIS 0B1SP0 FROM: Mike McCluskey,Public Works Director Prepared By: Keith Opalewski,Parking Manger(c,i SUBJECT: Parking Lot Cleaning Contract CAO RECOAEMn tI TDATION 1. Approve the amendment to the parking lot cleaning contract with Sean's Sweeping Service to include parking garage cleaning services and extend the contract for a one year period; 2. Authorize the CAO to execute the amendment to the contract in the amount of$15,600 increasing the price for parking lot and garage cleaning services to$57,600. DISCUSSION Due to unsatisfiictory workmanship by a previous contractor, in March 1997, the City awarded a contract for parking lot cleaning services to Sean's Sweeping Service. The term of the contract was until June 30, 1997 with two one-year renewals possible upon satisfactory service. The contractor has been doing an outstanding job and staff is therefore seeking to renew the contract for the lot clearing services for a one year period in accordance with the contract provisions. In addition to extending the contract, staff is also requesting an amendment to the contract to include cleaning semces for the City's two parking garages. The additional work would include sweeping of the garages for fine dirt, and the more critical, carbon dust ck4mng, along with power washing of all oil spots in the parking spaces and drive lanes. The current contractor has: 1) the professional equipment necessary to complete both tasks;and 2)a great deal of experience in large-scale parking lot cleaning. This request for amending the contract is based on the fact that these services were deleted from the current citywide janitorial contract because past janitorial contractors lacked the proper equipment and experience to complete the job satisfactonly and that the existing contractor can properly perform the needed work The City's previous contractor was losing money in his attempt to fidfill this portion of the contract and as a result of this poor performance, the carbon dust sweeping and oil spot cleaning were deleted from the specifications of the existing janitorial services contract with the intent of getting better bids on janitorial services and then having the garages professionally power swept and scrubbed separately. Based upon Sean's Sweeping Service's outstanding performance thus far and its proven ability to fiM the cleaning requirements in the parking lots, staff is requesting that the lot cleaning contract be amended to include the garage component. The amendment will eliminate the need to separately bid the garage cleaning and thus will also result in one less contract to administer. Council Agenda Report-Parldng Lot Cleaning Contract Page 2 FISCAL EMPACT Budget for the lot cleaning contract and the garage cleaning component (sweeping and oil spots)was approved as part of the 1997-99 Financial Plan The lot cleaning contract is $42,000 per year and the additional garage cleaning is$15,600 per year. The total amount of$57,600 per year is allocated in the contract services line-item budget. ALTERNATIVES 1. Advertise for paridng lot cleaning services. The adsting contract allows for extensions based on satisfactory performance. The contractor has been doing an outstanding job and therefore an extension is recommended 2. Advertise for garage cleaning services. This was anticipated in the budget process but given the current performance of the parldng lot contractor and his ability to provide this service the City can begin garage cleaning services immediately and under one contract by not advertising for separate services. Attachments: Exhibit A Amendment to Agreement Exhibit B Executed Agreement Lnounc�l a��Iat d® 2 C 4$nX AMENDMENT NO. 1 AGREEMENT WITH SEAN'S SWEEPING SERVICE The AGREEMENT dated February 5, 1997, between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as "City" and "Sean's Sweeping Service" hereinafter referred to-as"Contractor", is hereby amended to as follows: A DESCRIPTION OF WORK 2. Workscope Furnish all necessary equipment and labor for the following services at the Marsh Street and Palm Street parldng structures in San Luis Obispo. Sweeping Services a. Sweep entire parking structure with a power sweeper b. Blow all material from behind bumpers and out of corners to be picked up. by sweeper C. Material picked up by sweeper to be disposed of off site by contractor d. Service to be provided once per week Pressure Washing a. Pressure wash all oil spots in parking structures b. Washing to be performed with high pressure and high temperature equipment **No chemicals will be used** C. Waste water shall be filtered of all oil and debris at storm drains to prevent pollution d. Service to be performed once per month These services to be performed at an additional cost of$1300.00 per month. C. SPECIAL TERMS AND CONDITIONS 1. Agreement Term and Conditional Extension Pursuant to the conditions of the agreement, the term shall be extended until June 30, 1998 for satisfactory performance of the workscope specified in the description of work. All other terms and conditions of the AGREEMENT remain the same. Both CITY and CONTRACTOR do covenant that each individual executing this addendum on behalf of each party is a person duly authorized and empowered to execute Agreements for such part. EXHIBIT A IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed on this day of July, 1997. ATTEST: CITY OF SAN LUIS OBISPO A Municipal Corporation City Clerk John Dunn, City Administrative Officer APPROVED AS TO FORM: CONTRACTOR ey D. FORM OF AGREEMENT AGREEMENT THIS AGREEMENT is made and entered into in the City of San Luis Obispo on this 5'day of February, 1997, by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as the City, and Sean's Sweeping Service, hereinafter referred to as the Contractor. WITNESSETH: WHEREAS, on December 17, 1996, the City invited bids to furnish parking lot cleaning services per Specification No. 97-32;and WHEREAS, the Contractor submitted a bid which was accepted by the City for furnishing these services; NOW THEREFORE, in consideration of the mutual promises, obligations, and covenants contained in this Agreement, the parties agree as follows: 1. TERM. The term of this Agreement shall start on March 1, 1997, and end on June 30, 1997. 2• INCORPORATION BY REFERENCE. City Specification No. 97-32 and the Contractor's bid dated January 17, 1997, are incorporated in and made a part of this Agreement. 3• THE CITY'S OBLIGATIONS. For performing the work described in Section A of Specification 97-32, the City will pay and the Contractor shall receive payments based upon actual quantities of work ordered and received by the City at the unit prices bid by the Contractor. 4. THE CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and agreements mentioned to be made and performed by the City, the Contractor agrees with the City to do everything required by this Agreement. 5• AMENDMENTS. Any amendment, modification, or variation from the terms of this Agreement shall be in writing and shall be effective only upon approval by the City Administrative Officer of the City. 6• COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated by reference, shall constitute the complete agreement between the parties. No oral agreement, understanding, or representation not reduced to writing and specifically incorporated shall be of any force or effect, nor shall any such oral a-reement, understanding, or representation be binding upon the parties. 7. NOTICE. All written notices td the parties shall be sent by United States mail, postage prepaid by registered or certified mail addressed as follows: City Public Works Director City of San Luis Obispo 955 Morro Street San Luis Obispo, CA 93401 Contractor Sean's Sweeping Service 1354 Crest Street Oceano, CA 93445 8• AUTHORITY TO EXECUTE AGREEMENT. Both the City and the Contractor covenant that each individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute Agreements for that party. IN WITNTSS WHEREOF, the parties have caused this instrument to be executed on the last date written below. CITY OF SAN LUIS OBISPO., A Municipal Corporation 4JoDu=, CityAd istrative Officer T�� date APPROVED AS TO FORM: ;ff*jor Oc9itytvt-;:me; CO CTOR _r /9 X997 date 9