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Home My WebLink About06/21/2005, C9 - JANITORIAL SERVICE CONTRACT EXTENSIONS AND AMENDMENT NO. 2 TO JANITORIAL SERVICE, SPECIFICATION NO. counat M..tiag Dw j agenda Repout C I TY OF SAN LU I S O B I S P O FROM: Jay Walter,Public Works Director Prepared By: Dave Smith,Interim Public Works Administrative Service Manager Kathe Bishop, Police Administrative Analyst SUBJECT: Janitorial Service Contract Extensions and Amendment No. 2 to Janitorial Service, Specification No. 90201 RECOMMENDATIONS 1) Approve amendment No. 2 to Specification No. 90201 to extend the contract for Excel Cleaning through June 30, 2007 and to increase the contract amount by $2,210 per month to furnish new janitorial services at three Police Department locations. 2) Approve Amendment No. 3 to Specification No. 90201 to extend the contract for Service Master through June 30, 2007. 3) Authorize the Mayor to execute the contracts. DISCUSSION The existing master agreement for JANITORIAL SERVICES - Specification 90201 resulted in contract awards to three service providers: Excel Cleaning for City office locations; Service Master for Recreation and other facility locations; and SP Maintenance for Park restroom locations. All three contracts expire on June 30, 2005, but have an option to extend for an additional two years upon mutual agreement if service is satisfactory. All three contractors have been providing service that exceeds expectations; however, only two have agreed to accept a two year contract extension. In addition, there is a need for expanded janitorial service with one of the contractors. Acceptance of 2 year contract extensions Excel Cleaning and Service Master have agreed to continue with maintaining the City facility areas they currently service. A written notification to formally extend the contract for an additional two year term has been sent in accordance with the master agreement. Decline of 2 year contract extension SP Maintenance has declined to accept the 2 year extension option for the City facility areas they currently maintain. We will be requesting proposals for parks restrooms maintenance shortly. In the interim, SP Maintenance has agreed to continue service at the current prices on a month to month basis. Consumer Price Index (CPI) Adjustments As a provision of the master agreement, an annual CPI adjustment is made to the contract prices at the beginning of each fiscal year. The current CPI adjustment amount for 2005-06 has been determined to be 3.1% based on the Consumer Price Index/All Urban Consumers. Workers Compensation adjustment As part of the 2005-07 Financial Plan, Council is anticipated to approve a significant operating program change to provide a reasonable adjustment to contract prices originally established in 2001. This is in response to the impacts of unusually high workers comp increases over the last four years. J CAR—Janitorial Service Contract Extensions Page 2 of 2 Excel Cleaning—expanded work at the Police Department Historically, the janitorial services at the Police Department have been performed by a regular full-time City Building Maintenance Worker paid from the Police Department budget. In addition, Excel Cleaning has been performing backup and supplemental janitorial maintenance at the Police Department facilities, on an as-needed basis, over the past four years. The City employee performing police building maintenance work is retiring effective July 5, 2005. As part of the 2005-07 financial planning process, the Police Department recommended to the CAO that the police budget for salary and benefits for the Building Maintenance Worker position be converted to contract janitorial services, thereby resulting in a $25,000 cost savings to the City. This cost savings is based on the janitorial services quote provided by Excel Cleaning. Excel Cleaning has effectively demonstrated their ability to meet the janitorial service needs for the police facilities which are utilized 24/7 and Excel Cleaning provides properly qualified employees to meet the security clearance requirements to work in the sensitive areas of the police facilities. Staff recommends Council approval of Amendment No. 2 to Janitorial Service specification 90201 to award Excel Cleaning an additional monthly fee of $2,210 to provide janitorial services at three Police Department facilities, effective July 1, 2005 through June 30, 2007. FISCAL IMPACT There is sufficient funding available in the Buildings program budget for continuance of existing contracts including the CPI and Workers Compensation adjustments. There is also sufficient funding available in the Police program budget for the proposed new work areas. CPI and workers compensation increases are not relevant to the new bid pricing. Vendor Locations Existing CPI @ 3.1% Workers Projected Monthly Costs Comp @ 8% Monthly Costs Excel Cleaning Citv Offices 9,908 307 793 11008 Excel Cleaning Parking Office 1,563 48 125 1736 Service Master Recreation and Other Facilities 5,697 177 456 6 329 Excel Cleaning Police Department n/a n/a n/a 2,210 Totals 1 17,1681 532 1 1,373 21284 There is sufficient funding in the Parks operating program budget to fund ongoing park restroom maintenance at the current pricing, however, SP Maintenance has declined a 2 year contract extension. Staff may need to returnto Council at midyear to adjust budget funding, as it possible new bidding for park restroom maintenance may result in significantly higher costs than the current contract. Attachments Attachment 1: Amendment No. 2 to Specification 90201 for Excel Cleaning Attachment 2: Amendment No. 3 to Specification 90201 for Service Master 1:\USERS\EVERY0NM_Counci1 Agenda Reports\2005 agenda reports\Adminisvative Services(Smith)\Facifities Maintenance(Collins)\90201 CAR award contract extension and additional work.doc �'9-Z C' C ATTACHMENT 1 AMENDMENT TO AGREEMENT AMENDMENT NO. 2 AGREEMENT TO FURNISH JANITORIAL SERVICE SPECIFICATION NO. 90201 THIS AMENDMENT TO AGREEMENT is made and entered in the City of San Luis Obispo on this day of ,by and between the CITY OF SAN LUIS OBISPO,a municipal corporation,hereinafter referred to as City,and EXCEL CLEANING,hereinafter referred to as Contractor. WITNESSETH: WHEREAS,on July 9,2001,the City entered into an Agreement with Contractor for janitorial service to be performed in City facilities;and WHEREAS, the City and Contractor mutually agree to amend the contract to continue beyond June 30, 2005;and WHEREAS, the City desires to amend the scope of services to also add janitorial services at three police facility locations and Contractor has submitted a proposal for this purpose that is acceptable to the City;and Whereas,the City and the Contractor agree that additional janitorial services and floor care for the Police Department facilities shall be added as follows: Workers 1881 Vendor Locations Ethly C CPI @ Comp @ Monthly Costs 3.1% 8% Excel Cleanin (Existing) Ci Hall 4,360 135 349Old Ci Libr 395 12 32879 Morro 793 25 63 955 Morro 1,288 40 103 1431. Parks and Recreation 793 25 63 881 Corp Yard 2,279 71 182 2,532 Parking Office 1,563 48 125 1736 Excel Cleaning x anded Police De art- 1042_Walnut n/a n/a n/a '118801 Police Depart- 10 16 Walnut n/a n/a n/a 265 Police Depart-840.Marsh_ n/a n/a n/a 65 Totals 11,471 356 918 14,951 �9-3 1. For the expanded Police areas only,the Contractor shall furnish all janitorial labor,equipment,and chemicals 2. Toilet paper,paper towels,seat covers and trash bags,.for police facilities,will be furnished by the City Police Department. 3. All personnel employed by the Contractor will be subject to a background clearance check conducted by the City Police Department. 4. The conditions of this agreement may be amended by written notification to the Contractor. 5. The term of this amendment will start on July 1,2005 and end on June 30,2007. NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained,the parties hereto agree as follows: 1. The scope of services and related compensation is hereby amended as set forth in Exhibit A attached hereto. 2. All other terms and conditions of the Agreement remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first written above. CITY OF SAN LUIS OBISPO By: David F.Romero,Mayor APPROVED AS TO FORM: CONTRACTOR By: Cik A mey 9"11 Excel Cleaning cI-1lCii7 �} 6180 White Oak Ln. San Luis Obispo Ca.93401 3444279 4413006. Kathy BWmP San Leis Obispo police Department 520105 1042 Walnut S.L.O.Co.93401 Ms.Bishop. Atsmice schedule we discussed is as follows: 1042 Wahty t will be 5 days per week. 1016 Walnut will be 2 days per week 840 Marsh will be I tine per month.(to be scheduled) The eleamng duties will coincide with the revrsed lust provided by you and your staff. The matin wr11 bathe sme on all days acmpt Tuesday and Friday when we do 1016. The monthly price for the geaarai scz-Am W/floor care $ 2210.00/mo The yearly price with floor care programs S 26,520.00/year (The only variance would be brae and one half on Holidays) Toe list of cleaning needs outside of the daily specification which will be on an as requested basis.are as follam. Bonnet cleaning Twice per year Exuacttion dean Once per year Floor scrub and wax(1042& 1016 Once per year break r00%and bathrooms If there is aaydit else to add please let we know. I have not added the papa goods or bwb bags snot knowing your usage.Back invoices could shed Monne W an the monibly cost yon are paying now.We will tvpply all the janomria!equipesmt sad All people eanployed by Bxed cleaning vnll be subject to a backgnormd check Thanks for the oppottsraity to bid this program. Jay GinoA-owner Fame Cleaning C 9-S� ATTACHMENT 2 AMENDMENT TO AGREEMENT AMENDMENT NO.3 AGREEMENT TO FURNISH JANITORIAL SERVICE SPECIFICATION NO. 90201 THIS AMENDMENT TO AGREEMENT is made and entered in the City of San Luis Obispo on this day of ,by and between the CITY OF SAN LUIS OBISPO,a municipal corporation,herein after referred to as City,and SERVICE MASTER,hereinafter referred to as Contractor. WITNESSETH: WHEREAS,on July 9,2001,the City entered into an Agreement with Contractor for janitorial service to be performed in City facilities;and WHEREAS, the City and Contractor mutually agree to amend the contract to continue beyond June 30, 2005;and Whereas,the City and the Contractor agree that janitorial services is to occur,as follows: Existing CPI @ Workers Projected Vendor Locations Monthly 3.1% Comp @ 8% Monthly Costs Costs Service Master(Existing) City County Library Conference 315 10 25 350 Ludwick Center 2,641 82 211 2.934 Senior Center 880 27 70 978 Meadow Park 23 7 19 260 Jack House Service*Buildin * 260 8 21 289 Fire Station One 1.367 _42 109 1.519 Totals 5 697 177 1 456 6,329 *average monthly cost based on total annual high/low season pricing. 1. The Contractor shall furnish all janitorial labor,equipment,chemicals,toilet paper,paper towels, seat covers and trash bags,for all locations except Fire Station One. 2. Toilet paper,paper towels,seat covers and trash bags will be furnished by the Fire Department for Fire Station One. 3. The conditions of this agreement may be amended by written notification to the Contractor. Cj� v -✓ 4. The term of this amendment will start on July 1,2005 and end on June 30,2007. NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained,the parties hereto agree as follows: 1. The scope of services and related compensation is hereby amended as set forth in Exhibit A attached hereto. 2. All other terms and conditions of the Agreement remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first written above. CITY OF SAN LUIS OBISPO By: David F.Romero,Mayor APPROVED AS TO FORM: CONTRACTOR By: Ci A ney