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Home My WebLink About9/7/2016 - STAFF REPORTS - 1.Q. PALM S. c V N w Q`'f°"`'" City Council Staff Report Date: September 7, 2016 CONSENT CALENDAR Subject: APPROVE AMENDMENT NO. 3 TO THE AGREEMENT WITH ADVANCED, INC. DBA PROGREEN BUILDING, INC. FOR ADDITIONAL JANITORIAL SERVICES REQUIRED FOR THE PALM SPRINGS ANIMAL SHELTER From: David H. Ready, City Manager Initiated by: Department of Maintenance and Facilities SUMMARY The intent of this Amendment No. 3 is to increase the annual contract by $7,800.00 and to authorize a one-time cost of $1,625.00 for additional janitorial services required to maintain the Palm Springs Animal Shelter located at 4575 E. Mesquite Avenue (21,000 approximate square footage) adequately. RECOMMENDATION 1) Approve Amendment No. 3 to Agreement No. 5728 with Advanced, Inc., dba Progreen Building, Inc., increasing the janitorial services in the amount of $7,800.00, for an amended total amount of$334,648.92 per year; and 2) Authorize the City Manager to execute the Amendment to the Agreement. STAFF ANALYSIS On December 18, 2013, City Council awarded a contract services agreement with Advanced, Inc., dba PROGreen Building Maintenance for Janitorial Services for Various City Facilities for a monthly amount of $19,500.00, not to exceed $234,000.00 per year for three years with two one- year extensions upon mutual consent of the City and PROGreen. The City contracts out janitorial services for: City Hall, City Yard, Fleet Operations, Police Department, Police Downtown Station, Main Library, Fire Station No. 2 (Admin Office), Pavilion, Leisure Center, Swim Center, Demuth Community Center, Desert Highland Center, Train Station, and Downtown Parking Structure. Amendment No. 1 was approved by Council on October 15, 2014 for $81,088.92, and added or increased janitorial services at following locations: Park Restrooms, City Hall weekend cleaning, Baristo Downtown Parking Structure increase services to seven days a week, Downtown Palm Springs Parking Structure, Palm Springs Animal Shelter, Fire Stations No. 1, 2 and 3 add floor cleaning twice a year and Training Center add floor cleaning once a year. Annual total contract including Amendment No. 1 is $315,088.92. ITEM NO. City Council Staff Report September 7, 2016 — Page 2 Approve Amendment No. 3 for additional janitorial services for the Palm Springs Animal Shelter Amendment No. 2 was approved by Council on July 9, 2015 for $11,760.00, and added janitorial services for the Welwood Murray Memorial Library to our Contract Services Agreement for a monthly cost of$980.00. Annual total contract including Amendment No. 2 is $326,848.92. The intent of this Amendment No. 3 is to increase the annual contract by $7,800.00 and a one- time cost of $1,625.00. The additional $7,800.00 annual cost is to provide an increase in the scope of janitorial services for the Palm Springs Animal Shelter located at 4575 E. Mesquite Avenue (21,000 approximate square footage). The monthly cost is increased from $1,425.00 per month to $2,075.00 per month for an increase of$650.00 per month. In addition, a one-time charge of $1,625.00 is authorized to detail scrub and clean all epoxy grey painted concrete floors, thresholds, and detail all stainless steel wall moldings, door kick plates in public and non- public areas, as described in scope of services. The total revised annual contract amount including Amendment No. 3 is not to exceed $334,648.92. FISCAL IMPACT Sufficient funds are available in account 520-5641-43280. SUBMITTED Prepared by: Submitted by: Staci A. Schaf arcus L. Fuller, PA, P.E., P.L.S. Director of Maintenance and Facilities Assistant City Manager/City Engineer Approved by: David H. Ready, Esq., MID City Manager Attachments: 1. Amendment No. 3 2. Quote 02 Attachment 1 03 AMENDMENT NO. 3 TO CONRACT SERVICES AGREEMENT NO. 5728 WITH PROGREEN BUILDING, INC. FOR JANITORIAL SERVICES The following articles of Agreement No. 5728 are hereby amended as follows: THIS THIRD AMENDMENT TO THE CONTRACT SERVICES AGREEMENT (herein 'Third Amendment') made and entered into on this day of 2016, 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, Inc. (herein "Contractor"), amends that certain Contract Services Agreement dated December 18, 2013 (herein "Agreement') by and between the same parties. SECTION 2.1 "Maximum Contract Amount' — The Maximum Contract Amount is increased by a total of$7,800.00 for a total annual cost of$334,648.92 and a one-time cost of$1,625.00. SCOPE OF SERVICES— is hereby modified to add additional services, namely: Palm Springs Animal Shelter — Increase scope of services due to the amount of work required to maintain the facility adequately. Six days a week, including holidays for full janitorial services according to Exhibit "A" Scope of Services. The intent of this Third Amendment is to increase the annual contract by $7,800.00 and a one- time cost of $1,625.00. The additional $7,800.00 annual cost is to provide an increase in the scope of janitorial services for the Palm Springs Animal Shelter located at 4575 E. Mesquite Avenue (21,000 approximate square footage). The monthly cost is increased from $1,425.00 per month to $2,075.00 per month for an increase of $650.00 per month. In addition a one-time charge of $1,625.00 is authorized to detail scrub and clean all epoxy grey painted concrete floors, thresholds, and detail all stainless steel wall moldings, door kick plates in public and non- public areas, as described in scope of services. Agreement Number: 5728 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 04 Advanced, Inc., dba Progreen Building, Inc. Amendment No. 3 Page 2 of 3 THIS Amendment No. 3: Annual Increase: $ 7,800.00 Total Amended Annual Contract: $ 334,648.92 Account Number(s): 520-5641-43280 Except as specifically amended by this Third Amendment all terms and provisions of Agreement 5728 remain in full force and effect. SIGNATURES ON NEXT PAGE 05 Advanced, Inc., dba Progreen Building, Inc. 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: Staci A. Schafer Director of Maintenance & Facilities APPROVED: ATTEST: By: By: David Ready James Thompson City Manager City Clerk "Contractor" Advanced, Inc., dba Progreen Building, Inc. 31878 del Obispo St., Ste 118-354 San Juan Capistrano, CA. 92675 Date: By: Mike Sullivan President 06