HomeMy WebLinkAbout3/15/2017 - STAFF REPORTS - 1.K. *PALM s'O9
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Cq<�FORN`P City Council Staff Report
DATE: March 15, 2017 CONSENT CALENDAR
SUBJECT: AMENDMENT TO AGREEMENT NO. A5728 WITH ADVANCE
INC. DBA PROGREEN BUILDING MAINTENANCE FOR A FIVE
(5) MONTH CONTRACT SERVICE EXTENSION FOR
JANITORIAL SERVICES AT VARIOUS CITY FACILITIES
FROM: David H. Ready, City Manager
BY: Staci Schafer, Director of Maintenance and Facilities
SUMMARY
The City contracts for janitorial services for various city-owned facilities, with PROgreen
Building Maintenance, excluding the Palm Spring International Airport and the Palm
Springs Convention Center. The previous five-year contract is nearing the end of the
term, and the City Council will consider approving a five-month contract extension for
janitorial services while the RFP process is being finalized.
RECOMMENDATION:
1. Approve an Amendment to Agreement No. A5728 with Advanced Inc. DBA
PROgreen Building Maintenance, for janitorial services at various city owned
facilities, for an additional 5 month term extension not to exceed $108,949.64;
and
2. Authorize the City Manager to extend the current agreement for janitorial services
for a period not to exceed 5 months, under the same terms and conditions,
during the interim period; and
3. Authorize the City Manager to execute all necessary documents.
STAFF ANALYSIS:
The Maintenance and Facilities Department oversees the on-going maintenance and
janitorial services of all City-owned facilities with the exception of the Palm Springs
International Airport and the Palm Springs Convention Center. The 18 facilities
included in this scope of work are as follows: City Hall, City Yard, Fleet Operations,
Police Headquarters, Downtown Police Sub-Station, Downtown Parking Structure,
ITEM NO. .1 •K-
City Council
March 15. 2017 -- Page 2
Amendment No. 3 to Agreement No. A5728
Main Library, Fire Dept. Administration Headquarters, Pavilion, Leisure Center, Swim
Center, Demuth Community Center, Desert Highland Center, Rudy's Store, Welwood
Murray Memorial Library, Animal Shelter, VillageFest Restroom Trailer, City-owned
Park Restrooms, and the Train Station.
A five (5) month contract extension is necessary until a new Janitorial Service is
selected and awarded by City Council. The Procurement and Contracting Division
has conducted a Request for Proposal N o . 02-17 that was issued on 1/4/17,
advertised on 1/5/17 and 12/12/17, posted to the City's website, and sent to 24
potential vendors. A pre-proposal conference and site tour was conducted on
1/17/17. 8 responsive proposals were received and are being evaluated by Staci
Schafer, Director of Maintenance and Facilities, Vicki Oltean, Director of Recreation,
Jeannie Kays, Director of Library Services, and Henricus Peeters, Police Captain.
FISCAL IMPACT:
Funding for janitorial services is available in the current fiscal year 2016-2017 budget
in account #520-5641-43280.
Submitted by: Approved by:
Staci Schafer y David H. Ready,
Director of Maintenance and Facilities City Manager
Attachments:
1. Amendment No. 3
02
AMENDMENT NO. 3 TO CONTRACT SERVICES AGREEMENT NO. 5728
WITH PROGREEN BUILDING MAINTENANCE
FOR JANITORIAL SERVICES
The following articles of Agreement No. 5728 are hereby amended as follows:
THIS SECOND AMENDMENT TO THE CONTRACT SERVICES AGREEMENT (herein
"Second Amendment") made and entered into on this day of
, 2017, by the City of Palm Springs (herein "City"), a
charter city organized and existing in the County of Riverside, under the virtue of the
laws of the State of California and Advanced, Inc., dba PROGreen Building
Maintenance (herein "Contractor"), amends that certain Contract Services Agreement
dated December 18, 2013 (herein "Agreement') by and between the same parties.
SECTION 3.4 "Term" — Unless earlier terminated under this Agreement, this Agreement
shall commence upon the effective date of this Agreement and continue in full force
and effect until completion of the Services. However, the term shall not exceed three
(3) years and five (5) months from the commencement date, except as otherwise
provided in the Schedule of Performance described in Section 3.2. Any extension must
be through mutual written agreement of the Parties.
The intent of this Amendment No. 3 is to extend this contract by an additional five (5)
months; for a total not to exceed $108,949.64 to provide janitorial services per
Agreement No. 5827.
Agreement Number: 5728
PO Number: 15-0345
Original:
City Council Approval: December 18, 2013
Contract Amount: $ 234,000.00
Amendment No. 1:
Annual Increase: $ 81,088.92
Total Amended Annual Contract: $ 315,088.92
Amendment No. 2:
Annual Increase: $ 11,760.00
Total Amended Annual Contract: $ 326,848.92
03
Advanced, Inc., dba PROGreen Building Maintenance
Amendment No. 3
Page 2 of 3
Account Number(s): 520-5641-43280
THIS Amendment No. 3:
One Time Cost Increase: $108,949.64
Total Amended Annual Contract: $326,848.92
Except as specifically amended by this Amendment No. 3 all terms and provisions of
Agreement 5728 remains in full force and effect.
SIGNATURES ON NEXT PAGE
04
Advanced, Inc., dba PROGreen Building Maintenance
Amendment No. 3
Page 3 of 3
IN WITNESS WHEROF, the parties have executed this Amendment as of the dates
stated below.
,.City"
CITY OF PALM SPRINGS
Date: By:
David Ready, City Manager
ATTEST:
By:
City Clerk
"Contractor"
Advanced, Inc., dba
PROGreen Building Maintenance
33041 Calle Aviador, Ste. H
San Juan Capistrano, CA. 92675
Date: By:
Mike Sullivan, President