CONSENT ITEM
E-4
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SERGIO GONZALEZ, CITY MANAGER
FROM: ROBERT DELGADILLO, P.E., DIRECTOR OF PUBLIC WORKS/CITY
ENGINEER
DATE: OCTOBER 5, 2026
SUBJECT: CONSIDERATION OF A FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH EXECUTIVE FACILITIES SERVICES, INC.
FOR CITY WIDE JANITORIAL SERVICES
BACKGROUND:
On February 3, 2025, the City Council awarded a citywide janitorial services agreement to Executive Facilities Services, Inc. Since then, they have demonstrated a high level of professionalism and the ability to efficiently meet the city's needs. Following the awarding of the agreement, the city has rehabilitated several facilities that are now occupied and in need of janitorial services. These buildings include The Barnes House, 890 Promenade Suite C, and the Parks Division Office. The addition of these buildings will result in an increase of $3,466.58 monthly to the current agreement.
RECOMMENDATIONS:
Staff recommends that the City Council take the following action:
1) Approve a First Amendment to increase the three-year agreement with Executive Facilities Services, Inc. for City Wide Janitorial Services to an amount not to exceed $345,853.56 annually; and
2) Authorize the City Manager to execute a contract, in a form acceptable to the City Attorney, on behalf of the City.
ANALYSIS:
On February 3, 2025, the City Council awarded a city-wide janitorial services agreement to Executive Facilities Services, Inc. Since that time, the company has demonstrated a high level of professionalism and has efficiently met the city’s needs. After the awarding of this agreement, the First Amendment to City Janitorial Services Contract
October 5, 2026
city has completed the rehabilitation of several facilities, which are now occupied by City staff and require janitorial services.
The additional buildings are The Barnes House, 890 Promenade Suite C, and the Parks Division Office. These facilities will be included in the scope of work for the agreement. Janitorial services on these buildings began in July 2026, as staff have already started occupying them.
The Barnes House has recently undergone renovations, and with staff now occupying the building, janitorial services are needed four times a week for a cost of $514.80 monthly. Additionally, the Parks Division office has staff working on weekends, prompting the inclusion of an extra cleaning day during that time for the cost of $168.74 monthly. The renovations at 890 Promenade Suite C have also been completed, and it is now occupied by Metro staff. The previous cost of 890 Promenade was $337.47 monthly. With the completion of Suite C, the additional cost is $2,783.04 per month, bringing the total to $3,120.51 per month for 890 Promenade. The city will be reimbursed for the use of this building by Metro. Attachment 2 of this staff report contains the maintenance quotes for these additional services.
Incorporating these facilities will raise the annual contract amount from $304,254.60 (which is $25,354.55 per month) to $345,853.56 (or $28,821.13 per month) for the remainder of the agreement. This agreement is a three-year contract that currently runs from March 2025 to February 2028. The increase will take effect from July 2026 until February 2028. The breakdown is as follows:
As a result of this adjustment, the total value of the contract will increase from $912,763.80 to an amount not to exceed $982,095.40.
City staff had anticipated an increase when the agreement was awarded due to the addition of these new facilities.
FISCAL IMPACT:
The recommended action increases the monthly contract cost with Executive Facilities Services, Inc. from $25,354.55 to $28,821.13, an increase of $3,466.58 per month. The revised annual contract cost is $345,853.56. The updated annual cost will be funded as follows:
• General Fund - Facilities (10-55-666-000-6430) $257,381.76 • Promenade Maintenance (50-35-645-000-2719) $37,446.12 Amount of total contract with proposed increase
March '25 - February '26 $ 304,254.60 September '27 $ 28,821.13 March '26 $25,354.55 October '27 $ 28,821.13
April '26 $25,354.55 November '27 $ 28,821.13
May '26 $25,354.55 December '27 $ 28,821.13
June '26 $25,354.55 January '28 $ 28,821.13
July '26- June '27 $ 345,853.56 February '28 $ 28,821.13 July '27 $ 28,821.13 Contract Total $ 982,095.40
August '27 $ 28,821.13
First Amendment to City Janitorial Services Contract
October 5, 2026
• L&W Consumer Services Fund (31-40-702-935-6430) $25,917.84 • L&W Electric Fund (33-40-735-880-6430) $12,958.92
• L&W Water Fund Distribution (32-40-723-751-6430) $9,719.16 • L&W Water Fund Production (32-40-722-701-6430) $2,429.76 The amendment increases the total value of the three-year agreement by $69,331.60, from $912,763.80 to a revised not-to-exceed amount of $982,095.40. Sufficient funding is available in the FY 2026-27 adopted budget within the accounts identified above to fund the janitorial service costs. Funding for subsequent fiscal years will be included in the applicable budget process. No additional appropriation is required as a result of the recommended action.
Prepared by: Reviewed by:
Natalie Reagan Robert Delgadillo, P.E.
Senior Management Analyst Director of Public Works/ City Engineer Reviewed and Approved by:
Sergio Gonzalez
City Manager
Attachments:
1) EFS First Amendment Draft
2) Barnes House, Parks Division, and 890 Promenade Quotes 3) Executive Facilities Services, Inc. Maintenance Contract 2025-04
CITY OF AZUSA
FIRST AMENDMENT TO
AGREEMENT FOR PROFESSIONAL SERVICES
This First Amendment to the Agreement for Professional Services Contract No. 2025-04 (the “Agreement”) is entered into on the ____ day of October 2026, by and between the City of Azusa, a municipal corporation, (hereinafter referred to as the “City”) and Executive Facilities Services, Inc., a California Corporation, (hereinafter referred to as the “Contractor”). City and Consultant collectively referred to herein as the “Parties.”
RECITALS
WHEREAS, the Parties entered into the Agreement dated February 3, 2025, whereby Contractor agreed to provide professional services to the City regarding Janitorial Services for City Facilities (“Services”). The term of this First Amendment shall have the same term as the Agreement unless terminated earlier in accordance with the provisions of the Agreement or unless earlier terminated as provided herein (the “First Amendment”).
AMENDMENT
NOW, THEREFORE, in consideration of the mutual covenants, consideration promises and agreements set forth herein, it is agreed the aforesaid Agreement shall remain in full force and effect except as otherwise hereinafter provided:
A. Section 3.1.1 titled “General Scope of Services” shall be amended to read in its entirety as follows:
Contractor promised and agrees to furnish to the City all labor, materials, tools, equipment, services and incidental and customary work necessary to fully and adequately supply the professional Janitorial Maintenance services necessary for the project (“Services”). The Services are more particularly described in Exhibit “A” attached hereto and incorporated herein by reference. All Services shall be subject to, and performed in accordance with, the Agreement and Amendments, the exhibits attached hereto and incorporated herein by reference, and all applicable local, state, federal laws, rules and regulations.
B. Section 3.3.1 titled “Compensation” shall be amended to read in its entirety as follows:
Contractor shall receive compensation, including authorized reimbursements, for all Services under this agreement at the rates set forth in Exhibit “C” attached hereto and incorporated herein by reference. The total compensation shall not exceed Nine hundred eighty-two thousand, ninety-five dollars and forty cents ($982,095.40) without written approval of the City Council. Extra Work may be authorized, as described below, and if authorized, will be compensated at the rates and manner set forth in this agreement.
The person or persons executing this Agreement on behalf of Contractor represents and warrants that they have the authority to execute this Amendment on behalf of the Contractor and has the authority to bind Contractor to the performance of its obligations hereunder.
IN WITNESS WHEREOF, the Parties hereto have caused this Agreement to be executed with an as of the Effective Date of the date of last signature below (“Effective Date”.).
CITY OF AZUSA EXECUTIVE FACILITIES SERVICES,
INC.
By: ________________________________ By: __________________________ Sergio Gonzalez, City Manager Name, Title
Date: _____________________________ Date: _________________________
ATTEST:
By: ________________________________
Jeffrey Cornejo, City Clerk
APPROVED AS TO FORM:
By: ________________________________
Rachel H. Richman, City Attorney
Central Coast – Inland Empire – Ventura County
Office: 844-780-2626 ● Fax: 951-346-3922
www.execservices.biz
July 8th 2026
Natalie Reagan
Management Analyst
City of Azusa
Dear Natalie,
Thank you for giving Executive Facilities Services, Inc. the opportunity to present a price quote for extended janitorial services at the Azusa Barnes House (Sister City), located at 759 N. Dalton Ave, Azusa, CA 91702. The monthly cost has been developed based on a cleanable area of 1,250 square feet and extending the service to 4 days per week The enclosed pricing reflects the current scope of janitorial services Janitorial services:
● 4 days of service
● Monday to Thursday
The total enclosed price quote represents your monthly cost and is inclusive of:
● All labor and supervision
● All materials and equipment required for janitorial services ● All payroll, payroll taxes, insurance, etc.
Please do not hesitate to contact me at (951) 966-7910 in the event you have questions regarding this proposal, or for additional information you deem necessary in assessing our proposal.
Francisco Mendoza
Operations Manager
Central Coast – Inland Empire – Ventura County
Office: 844-780-2626 ● Fax: 951-346-3922
www.execservices.biz
Price Sheet
Monthly Janitorial Price Quote 1 time per Week:
$ 514.80
Central Coast – Inland Empire – Ventura County
Office: 844-780-2626 ● Fax: 951-346-3922
www.execservices.biz
July 9th 2026
Natalie Reagan
Management Analyst
City of Azusa
Dear Natalie,
Thank you for giving Executive Facilities Services, Inc. the opportunity to present a price quote for extended janitorial services at the Public Works and Parks office, located at 809 N. Angelo Ave, Azusa, CA 91702. The monthly cost has been developed based on our current rates, extending the service to 5 days a week
The enclosed pricing reflects the current scope of janitorial services Janitorial services:
● 5 days of service at Public Works office
● Sunday to Thursday
The total enclosed price quote represents your monthly cost and is inclusive of:
● All labor and supervision
● All materials and equipment required for janitorial services ● All payroll, payroll taxes, insurance, etc.
Please do not hesitate to contact me at (951) 966-7910 in the event you have questions regarding this proposal, or for additional information you deem necessary in assessing our proposal.
Francisco Mendoza
Operations Manager
Central Coast – Inland Empire – Ventura County
Office: 844-780-2626 ● Fax: 951-346-3922
www.execservices.biz
Price Sheet
Previous Monthly Cost: 4 days of service per week $ 674.94 Additional Monthly cost for 1 additional day of service per week: $ 168.74 New Total Monthly Janitorial Price Quote: 5 days of service per week $ 843.68
Current Monthly Additional Cost New Monthly
PUBLIC WORKS OFFICE - $ 674.94 $ 168.74 $ 843.68
Central Coast – Inland Empire – Ventura County
Office: 844-780-2626 ● Fax: 951-346-3922
www.execservices.biz
May 19, 2026
Natalie Reagan
Management Analyst
City of Azusa
Dear Natalie,
Thank you for allowing Executive Facilities Services, Inc. the opportunity to present a price quote for Daily janitorial services and quarterly carpet and window cleaning services at the Azusa Promenade Suite C, located at 840 The Promenade, Azusa, CA 91702. The monthly cost has been developed based on a cleanable area of 4,000 square feet.
The enclosed pricing reflects the current scope of janitorial services and is inclusive of Quarterly Carpet and Window Cleaning Services
Janitorial services:
● Seven days a week
Carpet & Window Services
• Services will follow the 4x/year schedule currently in place The total enclosed price quote represents your monthly cost and is inclusive of:
● All labor and supervision
● All materials and equipment required for janitorial services ● All payroll, payroll taxes, insurance, etc.
Please do not hesitate to contact me at (951) 966-7910 in the event you have questions regarding this proposal, or for additional information you deem necessary in assessing our proposal.
Francisco Mendoza
Operations Manager
Central Coast – Inland Empire – Ventura County
Office: 844-780-2626 ● Fax: 951-346-3922
www.execservices.biz
Price Sheet
Monthly Cost for Services
$ 2,783.04
Executive Facilities Services, Inc
Exhibit "C" attached hereto and incorporated herein by reference. The total compensation shall not exceed Three Hundred Four Thousand Two Hundred Fifty-Five Dollars ($304,255) Annually without written approval of the City Council. Extra Work may be authorized, as described below, and if authorized, will be compensated at the rates and manner set forth in this Agreement.
3.3.2 Payment of Compensation. Contractor shall submit to City a monthly itemized statement which indicates work completed and hours of Services rendered by Contractor. The statement shall describe the amount of Services and supplies provided since the initial commencement date, or since the start of the subsequent billing periods, as appropriate, through the date of the statement. City shall, within 45 days of receiving such statement, review the statement and pay all approved charges thereon.
3.3.3 Reimbursement for Expenses. Contractor shall not be reimbursed for any expenses unless authorized in writing by City.
3.3.4 Extra Work. At any time during the term of this Agreement, City may request that Contractor perform Extra Work. As used herein, "Extra Work" means any workwhich is determined by City to be necessary for the proper completion ofthe Project, but which the parties did not reasonably anticipate would be necessary at the execution of this Agreement. Contractor shall not perform, nor be compensated for, Extra Work without written authorization from City's Representative.
3.3.5 Prevailinl! Wages. Contractor is aware of the requirements of California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., ("Prevailing Wage Laws"), which require the payment ofprevailing wage rates and the performance of other requirements on "public works" and "maintenance" projects. Since the Services are being performed as part of an applicable "public works" or "maintenance" project, as defined by the Prevailing Wage Laws, and since the total compensation is $1,000 or more, Contractor agrees to fully comply with such Prevailing Wage Laws. City shall provide Contractor with a copy of the prevailing rates of per diem wages in effect at the commencement of this Agreement. Contractor shall make copies of the prevailing rates of per diem wages for each craft, classification or type ofworker needed to execute the Services available to interested parties upon request, and shall post copies at the Contractor's principal place of business and at the project site. Contractor shall defend, indemnify and hold the City, its elected officials, officers, employees and agents free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws.
3.4 Termination of Agreement.
3.4.1 Grounds for Termination. City may, by written notice to Contractor, terminate the whole or any part of this Agreement at any time and without cause by giving written notice to Contractor of such termination, and specifying the effective date thereof, at least seven (7) days before the effective date of such termination. Upon termination, Contractor shall be compensated only for those services which have been adequately rendered to City, and Contractor shall be entitled to no further compensation. Contractor may not terminate this Agreement except 45635.01000\8520199.1