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HomeMy WebLinkAboutItem 10e - Janitorial and Porter ServicesExtension to the Professional Services Agreement for Janitorial and Porter Services October 15, 2024 Page 1 of 3 DATE: October 15, 2024 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 $496,682.80 CEQA: Not a Project Recommendation: Approve SUMMARY On October 17, 2023, the City Council approved a one-year extension to the Professional Services Agreement with ABM Industry Groups, LLC. (“ABM”) in the amount of $418,278.42, 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 5.5%, or $23,065.18, cost-of-living adjustment to offset an increase in the state minimum wage, effective January 1, 2025. Furthermore, the City has added two additional daily cleanings at the Eisenhower and Bonita Park restrooms, which will result in an additional $55,339.20 being added to the contract total. If approved, this will be ABM’s final contract extension. 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 $496,682.80. 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, helping with routine services such as special event setup, and cleaning and stocking public restrooms. Janitorial and porter services are performed at City Hall, the Community Center, the Gilb Museum, Museum Education Center, the Library, Public Works Services, Extension to the Professional Services Agreement for Janitorial and Porter Services October 15, 2024 Page 2 of 3 Police Department, Fire Station 105, Civic Center Soccer Field, Dana Gym, and now, restrooms at Bonita and Eisenhower Parks. 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 October 17, 2023, the City Council approved a one-year extension to the Professional Services Agreement with ABM in the amount of $418,278.42, to perform janitorial and porter services at various City facilities. ABM has reached the end of their second contract extension and has submitted a written offer to extend for an additional year. ABM’s offer reflects a 5.5% cost-of-living adjustment. The proposed 5.5% contract increase in the amount of $23,065.18 will offset costs from an anticipated increase in the State’s minimum wage. Effective January 1, 2025, California minimum wage will increase to $16.50 per hour. An analysis of the proposed contract increase indicates that the impact to departmental budgets will be minimal. Furthermore, due to complaints received from the public regarding the cleanliness of the restrooms at Eisenhower and Bonita Parks, ABM has been asked to include two additional daily cleanings at Eisenhower and Bonita Parks. Currently, the contract only includes night cleaning at both parks. The additional daily cleaning will include the sweeping and mopping of the floors, cleaning of the sinks, restroom fixtures, and restocking of supplies twice per day, mid-morning and mid-afternoon. The third cleaning will continue at night at the cost already included in the contract. The two additional cleanings will add $55,339.20 to the contract total. 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. FISCAL IMPACT The total cost for the extension period is not expected to exceed $496,682.80, including the 5.5% cost increase and the additional cleanings at the parks. For the Fiscal Year 2024-25 Operating Budget, funds are budgeted in each Department’s Contract Services account for these purposes. The Public Works Services Department will conduct a mid- Extension to the Professional Services Agreement for Janitorial and Porter Services October 15, 2024 Page 3 of 3 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 2024-25 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 under the California Environmental Quality Act (“CEQA”); and approve, authorize, and direct the City Manager to execute an 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 $496,682.80. Attachment: Proposed Amendment No. 3 to the Professional Services Agreement AMENDMENT NO. 3 TO THE PROFESSIONAL SERVICES AGREEMENT REGARDING JANITORIAL & PORTER SERVIES AT VARIOUS CITY FACILITIES BY AND BETWEEN THE CITY OF ARCADIA AND ABM INDUSTRY GROUPS, LLC This Amendment No. 3 (“Amendment No. 3”) is hereby entered into this ____ day of ________________, 2024 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, further amended by Amendment No. 1 dated December 21, 2022, and further amended by Amendment No. 2 dated December 5, 2023 (“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, 2024 through and including December 21, 2025, 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 Ninety-Six Thousand, Six Hundred Eighty-Two Dollars and Eighty Cents ($496,682.80). 3. Pursuant to Section 1 of the Agreement “Scope of Services”, the Scope of Services is hereby amended to include daily cleaning at Eisenhower and Bonita Park restrooms as set forth in the attached Exhibit “A”. 4. 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 “A” Scope of Services The Scope of Services is hereby amended to include as follows: • Provide daily cleaning at Eisenhower Park and Bonita Park restrooms. Cleaning services shall include, but not limited to, sweep and mop floors, clean stainless sinks, restroom fixtures and restock twice per day mid-morning and mid-afternoon. The third cleaning will continue to be at night at the cost already in the Agreement. 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 - $496,682.80 Total Compensation - $496,682.80 The total compensation shall not exceed the total listed without written authorization in accordance with Section 2 (b) of the Agreement. *Attached hereto and incorporated herein by reference is the monthly cost for Eisenhower and Park restroom cleaning. 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, 2024 through and including December 15, 2025.