SR - AGR-6267.B.1 - CUSTODIAL SERVICES FOR SENIOR CENTER FOR 23 MONTHS1. SUBJECT
First Amendment to Contract 6267.13 with Merchants Building Maintenance, LLC, to add
custodial services for the Senior Center facility for twenty -three months in an amount not to
exceed $121,739.
2. SUMMARY
In an effort to provide consistent oversight of both maintenance and programs at the Senior
Center, supervision of Senior Center maintenance is being transferred from public facilities
supervised by the Public Works Department to park facilities supervised by the Community
Services Department. This transition requires eliminating Senior Center maintenance from
Ultimate Building Services, the current contractor for public facilities, and adding these
responsibilities to Merchants Building Maintenance, the current contractor for park facilities.
3. RECOMMENDED ACTION
Approve amendment and authorize the Mayor and City Clerk to execute on behalf of the City.
4. FISCAL IMPACT
Funds are available to cover the cost of the remaining eleven months of service for Fiscal Year
2016 -2017 (FY 17) as follows:
100.7022.51420.00000 (Contractual Services) $58,223
ITEM3. 4 1 7/12/2016
5. STRATEGIC PLAN GOAL(S)
2d. Be a fiscally healthy community -- effectively manage and develop City assets.
6. GENERAL PLAN IMPLEMENTATION
Natural Resources Element Goal 5.1: Maintain existing City parks at levels that provide
maximum recreational benefit to City residents.
7. DISCUSSION and BACKGROUND
Recently, Community Services and Public Works staff agreed that maintenance services for the
Senior Center facility were better managed by the Community Services Department since
oversight of the Senior Center and facilities programming is done by Community Services. With
this transition, all building maintenance and custodial services will be the responsibility of
Community Services with the exception of HVAC preventative maintenance which will remain
with Public Works and is consistent with how all other parks facilities HVAC systems are
managed.
Moving facilities maintenance of the Senior Center from Public Works to Community Services
will provide for more continuity of services, and help to mitigate impacts on the operation and
programming of the facility. Custodial services provided under this amendment include regular
daily cleaning in addition to a day porter on site each day to assist with day -to -day needs. Regular
nightly custodial services specifications are the same as all City facilities and includes cleaning
of the kitchen on weekends as needed. Regular cleaning services include restrooms, floors, walls,
windows, lounge, and lobby. Periodic cleaning of carpets and waxing of floors is also included.
Custodial services for the Senior Center will be removed from Ultimate Building Services
(public facilities contractor) and added to Merchants Building Maintenance (park facilities
contractor) beginning August 1, 2016. The proposed Amendment will increase the annual
amount of the Merchants Building Maintenance Contract by $63,516 annually, or $5,293 per
month. With an administrative appropriations transfer of funds from Public Works to
Community Services, funds for the remaining eleven months of FY 17 ($58, 223) are available in
Community Services contractual services account. The total not to exceed amount of the
Contract for the initial term of 2 years and 5 months will increase by $121,739, from
$571,632.13 to $693,371.13. The Contract has the option of two, one -year extensions beyond the
initial term. This amendment provides for including Senior Center services at the same annual
amount of $63,516 for each extension.
8. ATTACHMENTS
• First Amendment to Contract 6267.B.1
• Agreement No. 6267.B
ITEM 2 7/12/2016
CITY COUNCIL MINUTES JULY 12, 2016
2. PUBLIC COMMENTS (Continued)
Matt Huddleston — spoke regarding the rent doubling for the Orange Y BMX facility that
is currently on YMCA property.
Shirley Hunt — expressed concerns with the abandoned property at 184 N. Prospect and
thanked staff for their assistance thus far.
Kimberly Bottomley — expressed concerns about Titan Automotive servicing cars on
neighboring residential streets and submitted signatures of other residents with the same
concerns.
Tony C — expressed concerns with Titan Automotive servicing cars on the street.
3A. CONSENT CALENDAR
All items on the Consent Calendar are considered routine and are enacted by one motion
approving the recommended action listed on the Agenda. Any member of the City Council,
staff or the public may request an item be removed from the Consent Calendar for
discussion or separate action. Unless otherwise specified in the request to remove an item
from the Consent Calendar, all items removed shall be considered immediately following
action on the remaining items on the Consent Calendar.
3.1 Confirmation of warrant registers dated, June 9, 16, 23, and 30, 2016. (C2500.J.1.7)
ACTION: Approved.
3.2 City Council Minutes, Regular Meeting of June 14, 2016. (C2500.D.4)
ACTION: Approved.
3.3 Waive reading in full of all ordinances on the Agenda.
ACTION: Approved.
AGREEMENTS
3.4 First Amendment to Contract 6267.B with Merchants Building Maintenance, LLC,
to add custodial services for the Senior Center facility for twenty -three months in an
amount not to exceed $121,739. (A2100.0; Agr- 6267.B)
ACTION: Approved amendment to the contract with Merchants Building Maintenance,
LLC, and authorized the Mayor and City Clerk to execute on behalf of the City.
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