HomeMy Public PortalAbout08) 7D First Amendment to Agreement with United Maintenance Systems for Janitorial ServicesAGENDA
ITEM 7.0.
COMMUNITY DEVELOPMENT DEPARTMENT
MEMORANDUM
DATE: Octob e r 1, 2019
TO : The Honorable City Council
FROM: Bryan Cook , City Manager
By: Ashley Avery, Management Analyst
SUBJECT : FIRST AMENDMENT TO AGREEMENT WITH UNITED MAINTENANCE
SYSTEMS FOR CITYWIDE JANITORIAL SERVICES
RECOMMENDATION:
The C ity Council is requested to au th o ri ze the City Manager to execute a first amendment
(Attachment "A ") to th e agreement w ith United Maintenance Systems fo r Citywide
Ja nitorial Services .
BACKGROUND:
On April 17 , 2018 the City Council approved a three-year Agreement for Jan itor ial
Services with United Maintenance Systems in the amount of $222 ,300 and authorized
the City Manager to execute the agreement.
ANALYSIS:
Currently , Un ited Maintenance Systems provid es janitorial services for Live Oak Park 7
days per week ; City Hall , the Community Room , and the Live Oak Park Annex 5 days per
week ; and the Civic Center 2 days per week . Jan itorial services are conducted in the
evening after the close of business hours at each city facility.
Due to the increased use of some facilities , City Staff is requesting to amend Exhibits A
(Sco pe of Services) and C (C ompensation ) of the cu rrent Agreeme nt with United
Maintenance Systems . The amended Exhibit A or Scope of Serv ices will include janitorial
services for City Yard 2 days per week and will increase the number of scheduled service
days at the Ci vi c Center from 2 days per week to 3 days per week .
Due to th e increase in servi ce , Exhibit C will be amended as shown in th e table below:
City Counci l
October 1 , 20 19
Pag e 2 of 3
J I 1 2019 J UIY , -une 30 2020 '
Live Oak Park Community Center
Live Oak Park Annex
Live Oak Park Outdoor Restrooms
City Hall
Community Room
Civic Center
City Hall Outdoor Restrooms
City Yard-Initial Cleaning
City Yard
Total Compensation -not to
exceed amount
J I 1 2020 J 30 2021 UIY , -une '
Live Oak Park Community Center
Live Oak Park Annex
Live Oa k Park Outdoor Restrooms
City Hall
Community Room
Civic Center
City Hall O utdoor Restrooms
City Yard
Total Compensation -not to
exceed amount
CITY STRATEGIC GOALS:
Exhibit C -Current Exhibit C-Amended
$2 ,300/mo No change
$525/mo No change
$1 ,000/mo No change
$1 ,475/mo No change
$225/mo No change
$175/mo $250/mo
$475/mo No change
Not included $350 one-time
Not included $250/mo
$6 , 100/mo $6 ,500/mo
or or
$74 ,1 00/yr $78 ,000/yr
Exhibit C-Current Exhibit C -Amended
$2 ,350/mo No changes
$550/mo No changes
$1 ,050 /mo No changes
$1 ,500 /mo No changes
$250/mo No changes
$200/mo $300/mo
$500/mo No changes
Not included $300/mo
$6,400/mo $6 ,800/mo
or o r
$76 ,800/yr $81 ,600/yr
Amending the Agreement w ith United Ma intenance Systems for citywide j an itorial
services is co nsistent with the city stra tegic goals of Good Governance and Public Health
and Safety.
FISCAL IMPACT:
The amended Agreement with United Mainte nance Systems would increase costs by
$4 ,800 per year for both FY 2019-2020 and for FY 2020-2021 .
City Council
October 1, 2019
Page 3 of 3
ATTACHMENT:
A. First Amendment to Agreement for Citywide Janitorial Services (United Maintenance
Systems)
ATTACHMENT A
FIRST AMENDMENT TO AGREEMENT
FOR CITYWIDE JANITORIAL SERVICES
(United Maintenance Systems)
This First Amendment to the Agreement for Citywide Janitorial Services , dated
October 1, 2019 ("First Amendment"), is hereby entered into by and between the CITY
OF TEMPLE CITY, a Cal ifo rn ia charter city ("City"), and UMS , Inc., a Californ ia
Corporation , doing business as United Maintenance Systems ("Contractor"), as follows :
RECITALS
A. City and Contractor entered in an Agreement for Citywide Janitorial Services ,
dated April 17 , 2018 ("Agreement"). The Agreement provides that Contractor will
provide janitorial services to th e City for a three-year period .
B. Under Sections 1.3 and 10 .10 of the Agreement, the Agreement may be
amended to address any changes in the scope of work , or any extra work
needed by the C ity.
C . City and Contractor seeks to amend the Agreement because of the need for
add iti onal fre quency of such services and the addit ion of an additional site for
such services , beginn ing October 1, 2019 .
NOW, THEREFORE , the parties enter into this First Amendment , wh ich modifies
and amends the Agreement , as follows :
TERMS
1. AMENDMENT. The Agreement is mod ified and amended as follows :
1.1 Exhib it A (Scope of Serv ices ) and Exh ibit C (Compensation) to the
Agreement is ame nded and resta ted as set forth in Attachment 1 to
this Amendment.
2. GENERAL PROVISIONS .
2 .1 Remainder Unchanged . Except as spec ific ally mod ified and
amended in this First Ame ndment, the Agreement remains in fu ll force and effect and
bind i ng upon the parties .
2 .2 Integration . This First Amendment constitutes the entire
understand i ng and agreement of the parties and supersedes all negotiations or previous
agreements between the parties with respect to all or any part of the transaction
d iscussed in this First Amendment.
2 .3 Effective Date . This First Amendment shall not become effective
until the date it has been formally approved by the City Council and executed by the
appropriate authorities of t he City and Contractor.
LA #4 846·2562-4483 v i
2.4 Applicable Law . The laws of the State of Californ ia shall govern
the i nterpretation and enforcement of this Fi rst Amendment.
2 .5 References . All references to the Agreement include al l their
respect ive terms and provisions . All defined terms utilized in this First Amendment have
the same meaning as prov ided in the Agreement, unless expressly stated to the
contrary in this First Amendment.
[Signatures on the following page.]
LA #4846-2562-4483 v I
IN WITNESS WHEREOF , the parties hereto have executed this First
Amendment to the Ag reement on the date and year first written above .
CITY :
THE CITY OF TEMPLE CITY
By :=---=----:---=.,..,.--;-:--------Bryan Cook , City Manager
ATTEST :
Peggy Kuo , C ity Clerk
APPROVED AS TO FORM
Gregory M. Murphy , City Attorney
CONTRACTOR:
By : _____________ _
Name : ___________ _
Title : -------------
By : _____________ _
Name : ___________ _
L/\ 114 846-2562-4483 vI
NOTE:
Ti t le : ----------------------
CONTRACTOR'S SIGNATURES SHALL BE DULY NOTARIZED, AND
APPROPRIATE ATTESTATIONS SHALL BE INCLUDED AS MAY BE
REQUIRED BY THE BYLAWS, ARTICLES OF INCORPORATION , OR
OTHER RULES OR REGULATIONS APPLICABLE TO THE ENTITY
LA #4846-2562-4483 v i
l" Evti-OOOtr-8 181>11 V1
1N3WON3WV lS}:JI:I 3Hl 01 ~ lN3WH:>VllV
EXHIBIT "A "
SCOPE OF SERVICES
Contractor shall provide all the necessary personnel , materials 1 , equipment , transportation
and safety apparatus requ ired to perform the following services :
LIVE OAK PARK COMMUNITY CENTER, ANNEX AND OUTDOOR RESTROOMS
10144 Bogue Street, Temple City, CA 91780
I. General Services .
The Contractor shall perform the following tasks for both the Live Oak Park Community
Center and Live Oak Park Annex buildings unless otherwise specified . Work cannot start at
the Live Oak Park Commun ity Center until after 10:00 p .m . nightly. Work cannot start at the
Live Oak Park Annex until after 9 :00p.m . n ightly:
A. General Clean ing
The followin g shall be performed on a daily basis , seven (7)-days per week (Annex
5 days per week as determ ined by the City):
1 . Empty all waste containers and place trash in dumpster. Replace trash
bags as needed .
2 . Clean a ll desks, f il e cab inets , tables, equ ipment and other office
furniture .
3 . Clean all counter tops , removing handprints , ink and other marks .
4 . Clean and polish all drink ing fountai ns .
5 . Remove cobwebs throughout entire facility .
6 . Sweep w ith chemically treated dust-mop all hard flooring , and damp-
mop as needed to remove spi ll s , stains , etc.
7 . Vacuum all carpeted areas . Spot clean as needed to remove spi lls ,
stains , etc .
8 . Spot clean windows , partition s and doors .
9 . Clean exterior patio area tables .. chairs and concrete surfaces.
10. Thorough ly clean lobby area , including floors , walls, doors and tables .
1 Materials do not include cons umable s upplies s uc h as toilet pa per , soap, seat covers, and the like, which will be
provided by the City.
LA #4818-4000-1443 v2 2
11 . Clean exterior walkways and steps as n ecessary .
12 . Turn off all des ignated ligh ts , lock doors and set alarm upon leaving
fac ility.
B. Kitchen Clean ing
The following shall be performed on a daily basis , seven (7)-days per week (Annex
5 days per week as determined by the City):
1 . Wipe all tables , counters and appliance exterior surfaces w ith
appropriate cleani ng agents for stainless steel surfaces .
2 . Wet-mop the entire floor with mop designated exclusively for use in
kitchen area .
3 . Refill all paper towel dispensers and soap containers .
C . Restroom Cleaning
The fo llowing shall be performed on a daily bas is , seven (7)-days per week . This section
includes all indoor and outdoor restroom facilities at Live Oak Park ; exterior of the
Commun ity Center and Annex (5 days per week), concession stand and adjacent to the
basketball courts .
1.
2 .
3.
4 .
5 .
6 .
7 .
8 .
9 .
10 .
11 .
LA #4818-4000 -144 3 v2
Empty al l waste conta i ners and replace trash bags .
Clean and disinfect all commodes and urinals .
Clean all restroom partitions .
Clean sinks and counter tops .
Clean and polish all chrome and stai nle ss steel.
Clean exteri or/interior of a ll doors .
Clean a ll mirrors .
Clean and d is infect diaper-changing stations .
Spot clean walls to remove smudges and marks
Refill all soap containers , paper products, toilet paper, paper towels ,
etc .
Sweep and wet-mop all floors , with mop designated exclusively for use
in restroom facilities .
3
D. V inyl Floors
1 . Buff and polish all vinyl floors eight (8)-times a year.
2 . Strip and wax all vinyl floors on a quarterly (4-times a year) bas is .
E . Children's Activ ity Rooms in the Live Oak Park Community Center
The followi ng shall be performed on a daily basis , seven (7 )-days per week :
1 . Empty all waste containers and replace trash bags as needed .
2 . Clean and d isinfect commode .
3 . C lean and disinfect a ll sinks and cou nter tops .
4 . Clean and polish all chrome and stainless steel.
5 . Refill a ll soap containers , paper products , to ilet paper, paper towels ,
etc.
6 . Sweep and mop floors .
7 . Vacuum play carpet.
8 . Wipe all table tops .
F . Occasiona l C lean ing for the Live Oak Park Community Center
The Contractor shall perform the following tasks on a weekly basi s :
1 .
2 .
3 .
4 .
5 .
6 .
7 .
8 .
9 .
LA #4 818-4 000-1443 v2
Clean and disinfect all telephones .
Low dusting to include chair rungs , table braces , inner desk ledges ,
baseboards , w indowsills , etc.
High dusting to include picture frames , h igh ledges , etc.
Clean all reachable air vents .
Clean f ire extinguisher cabi nets .
Clean offi ce equipment, calcu lators , copy mach ines, etc .
Clean all doors and door jams.
Remove gum from carpets and floors .
Dust a ny exposed water p ipes .
4
II. Special Services for the Live Oak Park Community Center
The Contractor shall perform the following services for the Live Oak Park Community
Center on a sched uled bas is as co o rdinated with City personnel based on facility
avail abi l ity:
A. Quarte rly
The following shal l b e performed on a q u a rt erly (4-times per year) basis :
1 . Machine scrub a ll quarry tile .
2 . St r ip and seal interior restroom ceram ic tiles floors .
3 . Wash all w in dows in/out and glass room partitions .
4 . Clean HVAC vents .
B . A nn ual ly
The following shall be performed on an annual (once per year) basis :
1 . Steam-clean approximately 150 stackab le chairs.
CITY HALL , COMMUNITY ROOM , CIVIC CENTER AND OUTDOOR RESTROOMS
9701 Las Tunas D ri ve , Temp le City , CA 91780
I. General Services
The Contractor sha ll perform the fol lowi ng tasks for the fol lowing fac ili ties un less otherwise
specified : 1) City Ha ll , 2) Community Room , 3) Civic Center and 4 ) Cit y Hall Outdoor
Restrooms . Work sha ll be conducted at t h e frequency described below for each task,
according to t he followi ng schedule :
1 .
2 .
3 .
4 .
LA 114818-4000-1443 v2
City Hal l: Wo rk sha ll occur Monday t hrough Friday and shall not begin
prior to 6 :00 p .m .
Community Room : Work shall occur Monday thro ugh Friday and s h a ll
n ot occur while the room is in use .
Civic Center: Work shall occur on Mo nday and Tuesday evenings. On
Tuesday evenings, wo rk s hall not begin while any publ ic meeting is in
session (typica ll y n o earlier th an 10 p .m .)
City Hall Outdoor Restrooms : Work shall occur seven (7) days per
week and shall not begin prio r to 10:00 p.m .
5
A . General Cleaning
The following services shall be performed on a daily basis , five (5) days per week unless
otherwise specified . The Civic Center shall be cleaned on a three (3) days per week basis
(Monday, Tuesday , and Friday).
1 .
2 .
3 .
4 .
5 .
6 .
7 .
8 .
9 .
10.
11 .
12 .
13.
14.
15 .
16.
17 .
LA #4818-4000-1443 v2
Dust horizontal surfaces of desks, counter tops , table tops , partition
tops and bases , computer monitors , filing cabinets and shelv ing .
Spot clean above mentioned a reas to remove smudges , spillage ,
beverage ri ngs , etc.
Dust office equipment.
Clean front entry glass and interior partition glass .
Empty all waste containers and place trash in dumpster. Sanitize each
trash receptacle . Replace trash bags as needed .
Clean wa ll s behind waste conta iners to remove over-spillage .
Wipe down the outside of break room/kitchen cabinets, refrigerator
and microwave . (For the Community Room , one-day per week)
Clean ins ide of break room /k i tchen microwave. (For the Community
Room , one-day per week)
Clean tho roughly the break room /kitchen/restroom sinks .
Clean and d is i nfect break room/kitchen counter top and table top .
Rinse out and clean coffee pot.
Mop thoro ughly all hard surface f loors with a chemically treated mop
head.
Damp-mop all ceramic and tile flooring . (For the Community Room ,
one-day per week)
Vacuum thoroughly carpeted areas with a hepa-grade vacuum , wall to
wall , and spot clean as needed .
Wipe c lean all telephone receivers and dust bases .
Disinfect all skin-touched surfaces (e .g . light switches , door handles ,
drinking fountains, etc.).
Remove spots and smudges from walls , doors and kick plates .
6
18 . Remove cobwebs throughout CITY facilities .
19 . Turn off a ll designated lights and lock doors upon leaving fac ili ty .
20 . Report all maintenance issues in Log Book .
B. Restroom Clean ing
The following services shall be performed on a daily basis , f ive (5)-days per week except
the City Hall Outdoor Restrooms for which the following will be performed on a daily basis ,
seven (7)-days per week . The C ivic Center restrooms shall be cleaned on a two (2) days
per week bas is:
1. Empty waste containers . Wash as necessary.
2 . Clean and sanitize the outside of waste containers and d ispensers .
3 . Clean and d isinfect all sinks , toilets and toi let seats .
4 . Clean all d ispensers , mirrors and fixtures .
5. Refill soap containers , pape r products , to ilet paper, paper towels , etc .
6 . Clean and disinfect door handles and light switches .
7 . Clean ·and sanitize restroom partitions and walls around toilets .
8 . Spot clean walls to remove smudges and marks .
9 . Dust-mop floors with a micro-fiber mop .
10 . Wet-mop floors with a chemically t rea ted mop head .
11 . High-dust tops of doors , mirrors and air vents .
12 . Use "Cons u me" to el im inate the smell of urine .
13. Provide , inspect and service the "Natural Breeze Air System ," "All
Fresh
14 . Auto Flush" and "A uto Clean System" services . Refill and replace as
needed .
II. Special Services
The Contractor shall perform the following services on a scheduled basis as coordinated
with City personnel and fac ility availability :
LA #48 18-4000-1443 v2 7
A. Monthly
The following shall be performed on a monthly (12-ti mes per year) basis :
1. Dust thoroughly all vertical surfaces of office furniture , includ ing desks ,
tables , chairs , fi le cabinets , etc .
2 . Clean all office furniture and work stations (vacuum fabr ic partitions).
3 . Clean all office equipment, ca lculato rs , copy machine, fa x mach ine ,
etc.
4 . Clean f ire extinguis he r cabinets .
5 . High-dust all air vents , tops of doors , door frames , ceiling corners and
edges , etc .
6 . Low-dust all baseboards and chair bases .
7 . Dust window blinds and w indow sills .
8 . Edge carpets along baseboards , fi li ng cabinets and partition bases to
remove dust build -up .
9 . Dust any exposed water pipes .
10 . Clean spots and smudges from walls .
11. Remove gum from carpets and floors .
12. Clean thoroughly inter ior/exterior of all kitchen appl iances .
13 . Clean a ll HVAC vents .
B . Semi-Annually
T he fo ll ow ing shall be performed on a semi-annua l (2-times per year) bas is :
1. Window washing in/out and awnings .
2. Strip , seal and wax restroom floors in City Hall , Community Room ,
Civic Center and Finance file room .
3. Clean all carpets .
C. Annually
The follow ing shall be performed on an annual (o nce a year) basis :
1. Clean all inte rior walls .
LA #4818-4 000-1443 v2 8
2 . Clean all interior light fixtures .
3 . Seal ceram ic t il e floors in Community Room and employee lounge with
an acryl ic sealant.
CITY YARD
9167 La Rosa Drive, Temple City, CA 91780
I. General Services
The Contractor shall , at least 2 times per week, perform the fo llowing tasks for the City Ya rd
location (which consists of a ma intena nce room /commo n area of approximately 105 sq ft,
an office area of approximately 150 sq ft , a tree crew/common area of approximately 198 sq
ft , and 2 restrooms, each approximate 204 sq ft), unless otherwise specified :
A . General Cleaning
The following shall be performed twice per week:
1 . Empty all waste containers and place in the dumpster. Replace trash
bags as needed .
2 . Clean all desks, file cabinets , tables , equipment and other office
furniture .
3. Clean all counter tops , removing handprints, ink and other marks .
4 . Clean and polish all drinking fountains .
5. Remove cobwebs throughout entire facility .
6 . Sweep with chem ically treated dust mop all hard flooring , and damp-
mop as needed to remove spills , stains, etc.
7 . Spot clean windows , partit ions and doors.
8 . Thorough ly clean common areas , includi ng floors , walls , doors and
tables.
9 . Turn off a ll designated lights , lock doors and set alarm upon leaving
facility .
B . Restroom Cleaning
The following shall be performed once per week :
1. Empty all waste containers and replace trash bags .
2 . Clean and disinfect all commodes and urinals .
LA #4818-4000-144 3 v2 9
3 . Clean all restroom partitions.
4 . Clean s inks and counter tops .
5. Clean and polish all chrome and stainless steel.
6 . Clean exterior/interior of all doors .
7 . Clean all mirrors .
8 . Spot clean walls to remove smudges and marks
9 . Refill all soap conta i ners , paper products , toilet paper, paper towels ,
10 . Sweep and wet-mop all floors , with mop designated exclusively for use
in restroom facilities .
II . Spec ial Services
The Contractor shall provide an initia l cleaning which consists of window wash ing , cleaning
VCT t iles , and scrubbing , re seal ing , and waxing restroom floo rs and walls .
LA #48 18-4000-1443 v2 10
EXHIBIT "C "
COMPENSATION
Service Provider shall use the following rates of pay in the performance of the Services :
Year I (July 1 I 2018-June 301 2019)
1 .
2 .
3 .
4 .
5 .
6 .
7 .
Live Oak Pa rk Comm unity Ce nte r
Live Oak Park Annex
Live Oak Park Outdoor Restrooms
City Hall
Community Room
Civic Center
City Hall Outdoor Restrooms
$2 ,250.00/mo
$500 .00/m o
$950 .00/mo
$1 ,450 .00/mo
$200 .00/mo
$150 .00/mo
$450 .00/mo
The total compens ation for the Services for Year I shall not exceed $71,400.00
($5 ,950 .00/month), as provided in Sect ion 2 "Compensation and Method of Payment" of this
Agreement.
Year II (July 1 I 2019-June 301 2020)
1 .
2 .
3 .
4 .
5 .
6 .
7 .
8 .
9 .
Live Oak Park Comm unity Ce nte r
Live Oak Park A nnex
Live Oak Park Outdoor Restrooms
City Ha ll
Communit y Room
Civic Center
City Ha ll Outdoor Restrooms
One-time Initial Cleaning at City Yard
City Yard
$2 ,300.00/mo
$525 .00/mo
$1 ,000 .00/mo
$1 ,475 .00/mo
$225 .00/mo
$250.00/mo
$475.00/mo
$350.00
$250.00/mo
The total compensat io n for the Services for Yea r II shall not exceed $78 ,000.00
($6 ,500 .00/month), as p ro v ided i n Section 2 "Compensat ion and Method of Payment" of this
Agreement.
Year Ill (July 1 I 2020-June 301 2021)
1 .
2 .
3.
4 .
5 .
6 .
7 .
8 .
Live Oak Park Community Center
Live Oak Park Annex
Live Oak Park Outdoor Restrooms
City Hall
Community Room
Civic Center
City Hall Outdoor Restrooms
City Yard
LA #4 81 8-4000-1443 v2
DRAFT 9/3/19
$2 ,350 .00/mo
$550 .00/mo
$1 ,050.00/mo
$1 ,500.00/mo
$250 .00/mo
$300.00/mo
$500 .00/mo
$300 .00/mo
The total compensation for the Services for Year Ill shall not exceed $81 ,600 .00
($6 ,800 .00/month), as provided in Section 2 "Compensation and Method of Payment" of this
Agreement.
LA #48 18-4000-1443 v2
DRAFT 9/3/19 2