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|CITY COUNCIL AGENDA ITEM NO. 2
Meeting Date: October 28, 2008
Subject/Title: Adopt a Resolution approving and authorizing the City Manager to execute Amendment No. 2 to the Contract for Janitorial Services with Dependable Janitorial Services increasing the contract by $12,862, from a total contract amount of $318,032 to $330,894 for changes in janitorial services at the Brentwood Family Aquatic Complex; and the Brentwood Education and Technology Center through fiscal year 2009/10.
Prepared by: Mike Azamey, Landscape/Facilities Supervisor
Submitted by: Craig D. Bronzan, Director of Parks and Recreation
Adopt a Resolution approving and authorizing the City Manager to execute Amendment No. 2 to the Contract for Janitorial Services with Dependable Janitorial Services increasing the contract by $12,862, from a total contract amount of $318,032 to $330,894 for changes in janitorial services at the Brentwood Family Aquatic Complex; and the Brentwood Education and Technology Center through fiscal year 2009/10.
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 2009/10.
On February 26, 2008, City Council approved Amendment No. 1 to the Contract for Janitorial Services with Dependable Janitorial Service for additional janitorial work for the Los Medanos site at the Brentwood Education & Technology Center through fiscal year 2009/10 in the amount of $36,151 for a total contract amount of $318,032.
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 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. Amendment No. 1 was taken to City Council on February 26, 2008 to approve this additional work.
Los Medanos College has now requested additional janitorial work to take place during their regular business hours. Additional work they will perform will include cleaning and restocking two restrooms, and removing trash from classrooms and sweeping and dust mopping hallways as needed. Dependable Janitorial staff will work an additional two hours at the Los Medanos site during each business day Monday through Friday beginning in November 2008. Los Medanos will reimburse the City for these additional costs.
The Brentwood Technology Center required no janitorial service for fiscal year 2007/08 until City staff was relocated in October. Starting November 2008, janitorial services will be provided in the common areas and City staff offices of the Technology Center. This change in services will increase the contract by $852 for fiscal year 2007/08 and $7,188 for fiscal year 2009/10.
With the closure of the pool at the Brentwood Family Aquatic Complex during the months of November - January annually, janitorial services will be ceased during that period and resumed again the following February. Due to the pool closure during fiscal years 2008/09 and 2009/10, there will be a cost savings of $3,489 for each of those fiscal years.
The additional expenses for fiscal year 2008/09 are budgeted in the City Rentals fund and the Facilities Maintenance Service fund. The additional expenses for fiscal year 2009/10 will be included in the 2009/10 – 2010/11 operations budget in the City Rentals, and Facilities Maintenance Service funds. Los Medanos College will reimburse the City of Brentwood for these additional costs per Amendment No. 1 to the Lease Agreement with Contra Costa Community College District dated March 20, 2002. The breakout of the additional monies in this fiscal year and over the upcoming fiscal years is as follows:
FY 2008/09 FY 2009/10
BFAC ($3,489) ($3,489)
Los Medanos College $4,720 $7,080
Brentwood Tech. Ctr. $852 $7,188
Amendment No. 2
ADOPT A RESOLUTION APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE AMENDMENT NO. 2 TO THE CONTRACT FOR JANITORIAL SERVICES WITH DEPENDABLE JANITORIAL SERVICES INCREASING THE CONTRACT BY $12,862, FROM A TOTAL CONTRACT AMOUNT OF $318,032 TO $330,894 FOR CHANGES IN JANITORIAL SERVICES AT THE BRENTWOOD FAMILY AQUATIC COMPLEX; AND THE BRENTWOOD EDUCATION AND TECHNOLOGY CENTER THROUGH FISCAL YEAR 2009/10.
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, on February 26, 2008, City Council approved Resolution 2008-48, amending the Contract 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
WHEREAS, the parties desire to further amend the Contract to provide additional services at Los Medanos College and services at the Brentwood Technology Center and decrease services at the Brentwood Family Aquatic Complex; and
NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of Brentwood hereby approves and authorizes the City Manager to execute Amendment No. 2 to the Contract to increase the Contract amount from $318,032 to $330,894.
PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 28th day of October 2008, by the following vote:
AMENDMENT NO. 2 TO CONTRACT FOR JANITORIAL SERVICES
(Dependable Janitorial Services)
This Amendment No. 2 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”)
A. On February 26, 2008, the Parties executed Amendment No. 1 to the Contract to increase the total amount of the Contract by $36,151 for additional janitorial services requested by Los Medanos College at the Brentwood Education and Technology Center.
B. The Parties now desire to alter the Contract’s scope of work. Please refer to Exhibit A-1 for the revised Scope of Services and Fees to for the remainder of the Contract term for an amended total not to exceed Contract amount of three hundred thirty thousand eight hundred ninety-four dollars ($330,894).
C. The Parties have negotiated and agreed to a supplemental scope of work and fee schedule, which is attached to and incorporated by this reference as Exhibit “A-1”, Scope of Services and Fee.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, the Parties agree as follows:
1. Exhibit “A” to the Contract is hereby amended to add the attached Exhibit “A-1”.
2. The total not to exceed amount of compensation to be paid to Contractor under the Contract for the Services is hereby increased by twelve thousand eight hundred sixty-two dollars ($12,862) in the manner specified in the attached Exhibit “A-1” (“Scope of Services and Fee”) for a total contract not to exceed amount of three hundred thirty thousand eight hundred ninety-four dollars ($330,894).
3. 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.
4. 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.
5. 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.
Donna Landeros, City Manager
Margaret Wimberly, City Clerk
APPROVED AS TO FORM:
Damien Brower, City Attorney
If required by City, proper notarial acknowledgment of execution by Consultant must be attached. If a Corporation, Agreement must be signed by one corporate officer from each of the following two groups.
*Group A. **Group B.
President, or Assistant Secretary,
Vice-President CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation
SCOPE OF SERVICES AND FEE
Los Medanos College
Dependable Janitorial Services will provide additional janitorial services for the Los Medanos site. They will spend two hours during each business day providing additional cleaning work, including cleaning and restocking two restrooms, and removing trash from classrooms and sweeping and dust mopping hallways as needed.
The total cost of additional work for the remainder of the contract term is $11,800 to be broken down as follows:
Fiscal year 2008/09 - $4,720
Fiscal year 2009/10 - $7,080
Brentwood Technology Center
The Brentwood Technology Center required no janitorial service for fiscal year 2007/08 until City staff was relocated in October. Starting November 2008, janitorial services will be provided in the common areas and City staff offices of the Technology Center.
Fiscal year 2008/09 - $852
Fiscal year 2009/10 - $7,188
Brentwood Family Aquatic Complex
Brentwood Family Aquatic Complex (BFAC) will be closed annually during the months of November – January with the re-opening of the facility each following February. Janitorial services will be ceased during closed months with the work resuming back each following February.
Fiscal year 2008/09 – ($3489)
Fiscal year 2009/10 – ($3489)
City of Brentwood City Council
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Brentwood, CA 94513
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