03.06 Custodial Services All City Buildings1. SUBJECT
First Amendment Custodial Services for All City Buildings Agreement No. 6225 (Agreement)
with Ultimate Maintenance Services, Inc. (Ultimate)
2. SUMMARY
The Public Works Department currently has a contract, Agreement No. 6225, with Ultimate, for
custodial services. The initial term of the contract was for three years ending on June 30, 2018.
The original contract has two, one -year extensions available at the direction of the City Council.
Staff is recommending the first extension of the contract to FY 18 -19 not to exceed $405,000.
3. RECOMMENDED ACTION
Approve First Amendment with a one -year extension to the Agreement with Ultimate Maintenance
Services, Inc. for an amount not to exceed $405,000 and authorize the Mayor and City Clerk to
execute on behalf of the City.
4. FISCAL IMPACT
Funds will be available in the below account upon approval of the FY 18 -19 Budget.
100.5028.51422.00000 Janitorial Services $ 420,000
5. STRATEGIC PLAN GOAL(S)
1. Provide for a safe community -
b. Provide and maintain infrastructure necessary to ensure public safety.
2. Be a fiscally healthy community —
a. Expend fiscal resources responsibly.
4. Provide outstanding public service —
b. Provide facilities and services to meet customer expectations.
16. GENERAL PLAN IMPLEMENTATION
Natural Resources Goal 5.0 Provide recreational facilities and programs that adequately serve
the needs of the residents.
Policy 5.1: Maintain existing City parks at levels that provide maximum recreational benefit.
17. DISCUSSION and BACKGROUND
The Public Works Department currently has a contract, Agreement No. 6225, with Ultimate for
custodial services. The initial term of the contract was for three years ending on June 30, 2018.
The original contract has two, one -year extensions available at the direction of the City Council.
Staff is recommending the first extension of the contract to FY 18 -19 not to exceed $405,000.
For this current fiscal year, the total projected expenditure is about $390,000. This amendment
will provide additional services such as Sunday and holiday trash receptacle and enclosure services
at the Plaza and two additional porters at the Main Library and Civic Center.
Ultimate has performed satisfactorily in accordance with the agreement and the scope of work for
the last 3 years of the contract. Staff recommends the first extension to be authorized in an amount
not to exceed $405,000, with a 5% contingency included for special events and emergency
cleanings throughout the year. This is the first extension, so no Consumer Price Index (CPI)
adjustment is allowed per the original contract.
18. ATTACHMENTS I
• First Amendment
ITEM 2 05/08/18
CITY COUNCIL MINUTES MAY 8, 2018
3. 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 April 5, April 13, April 19, and April 27,
2018. (C2500.J.1.7)
ACTION: Approved.
3.2 City Council Minutes, Adjourned Regular Meeting of March 27, 2018; and Regular
Meeting of April 10, 2018. (C2500.D.4)
ACTION: Approved.
3.3 Waive reading in full of all ordinances on the Agenda.
ACTION: Approved.
3.4 Monthly Treasurer's Reports for January, February, and March 2018. (C2500.F)
ACTION: Received and filed.
3.5 Agreement with Robertson Industries, Inc. for maintenance and repair of rubberized
play surface material for tot lots in four City parks. (A2100.0; AGR -6602)
ACTION: Approved agreement with Robertson Industries, Inc. in the amount not -to-
exceed $58,390; and authorized the Mayor and the City Clerk to execute on behalf of the
City.
3.6 First Amendment to Custodial Services for All City Buildings Agreement No. 6225;
with Ultimate Maintenance Services, Inc. (A2100.0; AGR- 6225.1)
ACTION: Approved First Amendment with a one -year extension to the Agreement with
Ultimate Maintenance Services, Inc. for an amount not -to- exceed $405,000; and
authorized the Mayor and City Clerk to execute on behalf of the City.
(ITEM REMOVED AND HEARD SEPARATELY)
3.7 First Amendment and rate adjustment to Street Sweeping Agreement No. 5963 with
CR &R Environmental Services Incorporated (CR &R). (A2100.0; AGR - 5963.1)
City Engineer Frank Sun clarified Councilmember Alvarez's question regarding the
contract amount. The current contract amount is $510,000 and the proposed increase of
$10,387 is included in the FY 2018 -19 budget.
MOTION — Alvarez
SECOND — Nichols
AYES — Alvarez, Whitaker, Smith, Murphy, Nichols
Moved to approve First Amendment to the agreement with CR &R for an amount not -to-
exceed $530,000, including a 2% rate adjustment; and authorize the Mayor and City Clerk
to execute on behalf of the City.
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