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HomeMy WebLinkAboutItem 10g - Janitorial and Porter ServicesExtension to the Professional Services Agreement for Janitorial and Porter Services October 17, 2023 Page 1 of 3 DATE: October 17, 2023 TO: Honorable Mayor and City Council FROM: Paul Cranmer, Public Works Services Director By: Carlos Aguilar, General Services Superintendent SUBJECT: EXTENSION TO THE PROFESSIONAL SERVICES AGREEMENT WITH ABM INDUSTRY GROUPS, LLC. FOR JANITORIAL AND PORTER SERVICES AT VARIOUS CITY FACILITIES IN AN AMOUNT NOT TO EXCEED $418,278.42 CEQA: Not a Project Recommendation: Approve SUMMARY On November 1, 2022, the City Council approved a one-year extension to the Professional Services Agreement with ABM Industry Groups, LLC. (“ABM”) in the amount of $398,360.49 to perform janitorial and porter services at various City facilities. ABM has reached the end of their current contract extension term and has submitted a written offer to extend for an additional year. The contractor’s offer reflects a 4.9%, or $19,917.93, cost of living adjustment to offset an increase in the state minimum wage, effective January 1, 2024. This will be ABM’s second contract extension; all other terms and conditions will remain in effect. It is recommended that the City Council approve, authorize, and direct the City Manager to execute a one-year extension to the Professional Services Agreement with ABM Industry Groups, LLC. for Janitorial and Porter Services at various City facilities in an amount not to exceed $418,278.42. BACKGROUND The Public Works Services Department is responsible for the maintenance of all City facilities and utilizes contract services to provide janitorial and porter services. Janitorial services include nightly cleaning of all common areas, restrooms, and offices at various City facilities. Daily porter services include cleaning and replacement of the light fixtures, and helping office staff with routine services such as setting up for special events, and cleaning and stocking public restrooms. Janitorial and porter services are performed at City Hall, the Community Center, Gilb Museum, Lauber Museum Education Center, Library, Public Works Services, Police Department, Fire Station 105, Civic Center Soccer Field, Dana Gym, and restrooms at Bonita and Eisenhower parks. Extension to the Professional Services Agreement for Janitorial and Porter Services October 17, 2023 Page 2 of 3 DISCUSSION On September 21, 2021, the City Council approved a Professional Services Agreement with ABM for janitorial and porter services, with the option of three one-year extensions. On November 1, 2022, the City Council approved a one-year extension to the Professional Services Agreement with ABM in the amount of $398,360.49 to perform janitorial and porter services at various City facilities. ABM has reached the end of their first contract extension and has submitted a written offer to extend for an additional year. ABM’s offer reflects a 4.9% cost of living adjustment. The proposed 4.9% contract increase in the amount of $19,917.93 will offset costs from an anticipated increase in the State’s minimum wage. Effective January 1, 2024, California minimum wage will increase to $16.00 per hour. The State’s minimum wage increase represents a 6.67% increase over the previous year, while the proposed contract increase submitted by ABM is 1.77% less than the impact of the State’s minimum wage rate increase. An analysis of the proposed contract increase indicates that the impact to departmental budgets will be minimal. All other terms and conditions of the contract will remain the same. ABM has provided quality janitorial and porter services to Arcadia. ABM is a stable corporation with a long-standing history in the cleaning industry, including extensive experience in serving government agencies. Some of their current municipal contracts include the Cities of Long Beach and Cerritos. ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), and it can be seen with certainty that it will have no impact on the environment. Thus, this matter is exempt under CEQA. FISCAL IMPACT For the Fiscal Year 2023-24 Operating Budget, funds are budgeted in each Department’s Contract Services account. The Public Works Services Department will conduct a mid- year budget review of the janitorial and porter services agreement and recommend budget adjustments, if needed, at that time. Otherwise, each Department’s Fiscal Year 2023-24 budget for janitorial and porter services will be adjusted to reflect the actual cost of providing these services. RECOMMENDATION It is recommended that the City Council determine that this action does not constitute a project, and is therefore, exempt under the California Environmental Quality Act (“CEQA”); and approve, authorize, and direct the City Manager to execute a one-year Extension to the Professional Services Agreement for Janitorial and Porter Services October 17, 2023 Page 3 of 3 extension to the Professional Services Agreement with ABM Industry Groups, LLC. for Janitorial and Porter Services at various City facilities in an amount not to exceed $418,278.42. Attachment: Proposed Amendment No. 2 to the Professional Services Agreement AMENDMENT NO. 2 TO THE PROFESSIONAL SERVICES AGREEMENT REGARDING JANITORIAL & PORTER SERVIES AT VARIOUS CITY FACILITIES BY AND BETWEEN THE CITY OF ARCAIDA AND ABM INDUSTRY GROUPS, LLC This Amendment No. 2 (“Amendment No. 2”) is hereby entered into this ____ day of ________________, 2023 by and between the City of Arcadia, a municipal corporation of the State of California, and ABM Industry Groups, LLC. a Limited Liability Company, with respect to that certain Professional Services Agreement between the parties dated December 15, 2021, and further amended by Amendment No. 1 dated December 21, 2022 (“Agreement”). The Parties agree as follows: 1. Pursuant to Section 5 of the Agreement “Term”, the Term is hereby amended by extending the term from December 21, 2023 through and including December 21, 2024, as set forth in the attached Exhibit “C”. 2. Pursuant to Section 2(b) of the Agreement “Compensation”, the Compensation is hereby amended to provide that the total compensation due and payable to the Contractor for the Extended Term shall not exceed Four Hundred Eighteen Thousand, Two Hundred Seventy-Eight Dollars and Forty-Two Cents ($418,278.42). The Contractor shall perform work during the Extended Period in accordance with the pricing schedule set forth in Exhibit “B” attached hereto and incorporated herein by reference. 3. All terms and provisions of the Agreement not amended by this Amendment No. 2 are hereby reaffirmed. In witness whereof the Parties have executed this Amendment No. 2 on the date set forth below. CITY OF ARCADIA ABM INDUSTRY GROUPS, LLC By: By: Dominic Lazzaretto City Manager Title: Dated: Dated: By: ATTEST: Title: Dated: City Clerk APPROVED AS TO FORM: CONCUR: Michael J. Maurer Paul Cranmer City Attorney Public Works Services Director Exhibit ”B” Schedule of Charges/Payments For the term of this Agreement, the Compensation shall not to exceed the total amount listed below: The schedule of prices is attached as attachment “A” to this Exhibit “B” Janitorial & Porter Services at Various City Facilities - $418,278.42 Total Compensation - $418,278.42 The total compensation shall not exceed the total listed without written authorization in accordance with Section 2 (b) of the Agreement. Exhibit “C” Activity Schedule All work shall be completed in accordance with the following schedule: The Term of this Agreement shall be for one year from December 15, 2023 through and including December 15, 2024.