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CITY COUNCIL AGENDA ITEM NO. 4

Meeting Date: February 26, 2008

Subject/Title: Adopt a Resolution approving and authorizing the City Manager to execute an amendment to the Contract for Janitorial Services with Dependable Janitorial Services increasing the contract by $36,151, from a total contract amount of $281,881 to $318,032 for additional janitorial work for the Los Medanos site at the Brentwood Education & Technology Center through fiscal year 09/10

Prepared by: Mike Azamey, Landscape/Facilities Supervisor

Submitted by: Craig D. Bronzan, Director of Parks and Recreation

RECOMMENDATION
Adopt a Resolution approving and authorizing the City Manager to execute an amendment to a Contract for Janitorial Services with Dependable Janitorial Services increasing the contract by $36,151, from a total contract amount of $281,881 to $318,032 for additional janitorial work for the Los Medanos site at the Brentwood Education & Technology Center through fiscal year 09/10.

PREVIOUS ACTION
On September 11, 2007, City Council approved a Contract for Janitorial Services with Dependable Janitorial Service for City Facilities in an amount of $74,417 for remaining FY 07-08 (October 2007 – June 2008), $102,199 for FY 08/09 and $105,265 for FY 09/10.

BACKGROUND
The Parks and Recreation Department went out to bid for janitorial services for City facilities. Requests for Proposals were mailed out on July 13, 2007 to companies neighboring Brentwood and given out to companies who were also interested in bidding. On July 25, 2007, Landscape/Facilities Manager and Landscape/Facilities Supervisor held a mandatory pre-bid meeting and tour of the facilities with interested parties. Final proposals were received on August 17, 2007 from six companies. The base bid requested monthly services for the Brentwood Family Aquatic Complex, Heritage High School (locker/restroom facilities and office), City Hall, Council Chamber, Community Development, Engineer Department, Library, Los Medanos College, Parks & Recreation Offices, Community Center, Police Department, Data Center in PD, Police Substation, Public Work trailers, Corp Yard Mechanic’s Shop, Wastewater Treatment Plant, Parks Trailer, Brentwood Technology Center and Women’s Club.

After careful review of each proposal, interviews were set up for the week of August 20, 2007. The Manager and Supervisor of the Landscape/Facilities division conducted interviews and after much discussion, it was decided to award the work to two separate firms. This decision was made based on the cost savings and being able to have a competitive atmosphere with existing contractors doing janitorial work for the City of Brentwood. This was discussed with both firms (Dependable Janitorial and BMS Services) and they agreed to this arrangement. This decision was made based on qualifications and proposal prices on the various locations.

The Contract was awarded on September 11, 2007 and services commenced October 1, 2007. Dependable Janitorial Services has been performing to the standards outlined in the Contract. Los Medanos College staff has requested additional cleaning such as stripping, waxing, and sealing of floors, cleaning of whiteboards, damp wiping of desks, and cleaning of the exterior windows. In addition, Los Medanos College expanded the space they occupy in the Brentwood Education and Technology Center by approximately 1,800 square feet in February 2008. These extra cleaning items in the existing space and the janitorial services for the additional 1,800 square feet were not included in the original Contract.

FISCAL IMPACT
The additional expenses for fiscal years 2007/08 – 2008/09 are budgeted in the City Rentals fund. The additional expenses for fiscal year 2009/10 will be included in the 2009/10-2010/11 operations budget City Rentals fund. Los Medanos College will reimburse the City of Brentwood for these additional costs. The breakout of the additional monies in this fiscal year and over the upcoming fiscal years is as follows:

FY 07/08 $10,151
FY 08/09 $13,000
FY 09/10 $13,000

ATTACHMENTS
Resolution
Amendment No. 1

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE CONTRACT FOR JANITORIAL SERVICES WITH DEPENDABLE JANITORIAL SERVICES INCREASING THE CONTRACT AMOUNT BY $36,151, FROM A TOTAL CONTRACT AMOUNT OF $281,881 TO $318,032, FOR ADDITIONAL JANITORIAL WORK FOR THE LOS MEDANOS SITE AT THE BRENTWOOD EDUCATION & TECHNOLOGY CENTER THROUGH FISCAL YEAR 2009/2010

WHEREAS, in September 2007, the City of Brentwood entered into a Contract for Janitorial Services with Dependable Janitorial Services for City Facilities (the “Contract”); and

WHEREAS, Dependable Janitorial Services has performed to the satisfaction of the City under the Contract; and

WHEREAS, Los Medanos Collage expanded the amount of space they occupy at the Brentwood Education and Technology Center by 1,800 square feet in February 2008; and

WHEREAS, it is necessary to increase the Contract amount by $36,151, from a total contract amount of $281,881 to $318,032 to accommodate additional work that has become necessary since Los Medanos College expanded the amount of square footage occupied at the Brentwood Education and Technology Center; and

NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of Brentwood hereby approves and authorizes the City Manager to execute an amendment to the Contract to increase the Contract amount from $281,881 to $318,032.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 26th day of February 2008, by the following vote:

AMENDMENT NO. 1 TO CONTRACT FOR JANITORIAL SERVICES
(Dependable Janitorial Services)

This Amendment No. 1 is entered into and effective as of the _______ day of ___________ 2008, amending the contract dated September 20, 2007 (the “Contract”) by and between the City of Brentwood, a municipal corporation of the State of California ("City"), and Dependable Janitorial Services (“Contractor") (collectively, the “Parties”)

RECITALS

A. Los Medanos Collage expanded the amount of space they occupy at the Brentwood Education and Technology Center by 1,800 square feet in February 2008. As this additional space was not anticipated, sufficient funds were not included in the not to exceed Contract amount.

B. The Parties desire to alter the Contract’s scope of work to increase the contract amount by thirty-six thousand one hundred fifty-one dollars ($36,151) for a total contract not to exceed amount of three hundred eighteen thousand thirty-two dollars ($318,032).

NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, the Parties agree as follows:

1. The total not to exceed amount of compensation to be paid to Contractor under the Contract for the Services is hereby increased by thirty-six thousand one hundred fifty-one dollars ($36,151) in the manner specified in the attached Exhibit “A” (“Payment”) for a total contract not to exceed amount of three hundred eighteen thousand thirty-two dollars ($318,032).

2. Except as amended herein, all provisions of the Contract, as may have been amended from time to time, will remain in full force and effect.

3. All requisite insurance policies to be maintained by Contractor pursuant to the Contract, as may have been amended from time to time, will include coverage for this Amendment.

4. The individuals executing this Amendment and the instruments referenced in it on behalf of Contractor each represent and warrant that they have the legal power, right and actual authority to bind Contractor to the terms and conditions of this Amendment.

CONTRACTOR:

By:

Printed Name:

Title:

CITY:

By:
Donna Landeros, City Manager

ATTEST:

By:
Margaret Wimberly, City Clerk

APPROVED AS TO FORM:

By:
Damien B. Brower, City Attorney

EXHIBIT “A”

PAYMENT

Dependable Janitorial Services will provide additional janitorial services for the Los Medanos site. They will be cleaning the white boards in classrooms, strip, wax and seal the floors twice a year. They will also be cleaning the windows twice a year and wiping down the desks in the classrooms.

The total cost of additional work for the remainder of the contract term is $36,151 to be broken down as follows:

Fiscal year 2007/08 - $10,151
Fiscal year 2008/09 - $13,000
Fiscal year 2009/10 - $13,000
 

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