Item No.
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: OFFICE OF THE CITY MANAGER
BY: MATTHEW BAUMGARDER, P.E., DIRECTOR OF PUBLIC WORKS
DATE: JUNE 27, 2023
SUBJECT: CONTRACT EXTENSION FOR JANITORIAL SERVICE WITH ALLIED
UNIVERSAL
EXECUTIVE SUMMARY
The City Council will consider approving a six-month contract extension for janitorial service for City facilities with Allied Universal to allow for time to complete the Request for Proposal Process. The City has approximately 210,000 square feet of buildings that receive janitorial services, which would be serviced by Allied Universal during this time period.
RECOMMENDATION
That the City Council:
1.Approve Amendment No. 1 to the professional services agreement with Allied Universal for a six-month term beginning on July 1, 2023, and ending December 31, 2023 for a total contract amount of $274,404; and
2.Authorize the City Manager, or his designee, to execute Amendment No. 1 to the professional services agreement with Allied Universal in the amount of $274,404, including any non-substantive extensions, change orders, purchase orders, and amendments up to the authorized budget amount of $548,806; and
BACKGROUND
On October 13, 2020, City Council awarded a contract for Janitorial Services to J316 Builder, Inc. As part of the janitorial services, J316 Builder, Inc. was to service 21 City- owned facilities in accordance with prescribed maintenance schedules. The work includes cleaning restrooms, restocking supplies as needed, mopping and sweeping hard floors, vacuuming carpets, dusting, cleaning glass windows and doors, polishing furniture as needed, emptying trash cans, and cleaning countertops.
Due to the negative financial impacts of COVID-19 protocols on its business operations, the owners of J316 Builder, Inc. relocated out of the State and ceased janitorial service operations in California as of June 2022.
To continue uninterrupted janitorial services to City facilities, staff reached out to Allied Universal Janitorial Services, which was ranked No. 2 in the initial RFP process and
APPROVED BY
CITY MANAGER
APPROVE JANITORIAL SERVICES CONTRACT EXTENSION
WITH ALLIED UNIVERSAL, INC.
JUNE 27, 2023
PAGE 2
submitted the second most comprehensive and cost-effective proposal, demonstrated a good understanding of the City’s janitorial service needs, proposed an effective scope of services and approach, has appropriate staffing levels, and successfully provided satisfactory services to the Cities of Los Angeles, Riverside, Newport Beach, Santa Ana, Lake Forest, and the County of Orange. In addition, as a national company, Allied Universal Janitorial Services had the resources and staffing to provide services for a one- year term.
Subsequently, on May 10, 2022, City Council awarded a contract to Allied Janitorial Services with the contact expiring on June 30, 2023.
ANALYSIS
The City has approximately 210,000 square feet of buildings that receive janitorial services. Not all firms will be able to meet the required level of janitorial services to maintain the facilities satisfactorily. As such, staff needs additional time to update the Request for Proposal documents (RFP) to include new facilities and review the current level of service for each facility to determine if janitorial services are adequate or if adjustments are needed.
Staff reached out to Allied Universal, the current service provider, and Allied Janitorial has agreed to continue janitorial services for another six months The terms of the current contract will remain in effect. The total cost of the six-month extension is $274,404 or $45,734 a month.
CITY COUNCIL PRIORITIES
Quality of Life, Infrastructure & Parks
FISCAL IMPACT
Approval of the recommended actions will result in an appropriation of $548,806 in the following funds and account numbers in the Public Works Operating Budget for the proposed FY 2023-2024 budget.
Funds are included in the proposed FY 2023-2024 operating budget.
Account Number Fund Budget
10-4-3122-0360 General Fund $ 58,283
65-4-3121-0360 General Fund $ 239,663
10-4-3120-0360 General Fund $ 6,750
10-4-3123-0360 General Fund $ 40,447
51-4-3550-0360 Water Utility Fund $ 7,408
24-4-3125-0360 Learning Center Fund (CMSC) $ 41,599
10-4-3130-0360 General Fund $ 154,653
Total: $ 548,803
APPROVE JANITORIAL SERVICES CONTRACT EXTENSION
WITH ALLIED UNIVERSAL, INC.
JUNE 27, 2023
PAGE 3
ATTACHMENTS
Attachment A –Amendment No. 1 to Agreement with Allied Universal
AMENDMENTNO.1TOAGREEMENTWITHUNIVERSALALLIEDJANITORIALSERVICESFORJANITORIALSERVICESTHISAMENDMENTNo.1(“Amendment”)isenteredintothisdayof,2023,byandbetweentheCityofDowney,aCaliforniamunicipalcorporationandchartercity(“City”)withitsprincipalplaceofbusinessat11111BrookshireAvenue,Downey,CA90241andUniversalBuildingMaintenance,LLC,DBAAlliedUniversalJanitorialServices,aCaliforniaCorporation,withitsprincipalplaceofbusinessat300PasadenaAvenue,SouthPasadena,CA91030(“ServiceProvider”).CityandServiceProvideraresometimesindividuallyreferredtoasthe“Party”andcollectivelyasthe“Parties”.WHEREAS,CityandServiceProviderenteredintoanagreementonMay24,2022("Agreement”)fortheprovisionofCity-widejanitorialservicesrequiredbyCityonthetermsandconditionssetforthinthatAgreement;WHEREAS,thepartiesdesiretoamendthisAgreementtoextendtheterm,assetforthherein;andWHEREAS,thePartiesintendtobeboundbythetermsandprovisionsoftheAgreementasitisamendedherein.NOW,THEREFORE,forandinconsiderationofthemutualcovenantsandconditionshereincontained,thePartiesagreeasfollows:Section1.Section3.1.2oftheAgreementisamendedtoreadinfullasfollows:“3.1.2.Term.TheTermofthisAgreementshallbefromJuly1,2022toDecember31,2023,unlessearlierterminatedasprovidedherein.ServiceProvidershallcompletetheServicesattheratessetforthinExhibit“C”attachedheretoandincorporatedhereinwithintheTermofthisAgreement,andshallmeetanyotherestablishedschedulesanddeadlines.ThisAgreementmaybeamendedforanadditionalsix(6)monthsatthesameratessetforthinExhibit“C”withapprovaloftheCityManager.”Section2.Section3.5.1oftheAgreementisamendedtoreadinfullasfollows:“3.5.1.Compensation.FromJuly1,2022toJune30,2023,ServiceProvidershallreceivecompensation,includingauthorizedreimbursements,forallServicesattheratessetforthinExhibit“C,”foratotalcompensationnottoexceedfivehundredforty-eightthousandeighthundredfivedollarsandninety-sixcents($548,805.96).FromJuly1,2023throughDecember31,2023,ServiceProvidershallreceivecompensation,includingauthorizedreimbursements,forallServicesattheratessetforthinExhibit"C,”foratotalcompensationnottoexceedtwohundredseventy-fourthousandfourhundredtwodollarsandninety-eightcents($274,402.98).Extraworkmaybeauthorized,asdescribedbelow,andifauthorized,saidExtraWorkwillbecompensatedattheratesandmannersetforthinthisAgreement.”Therights,obligationsandfeesofthePartiesundertheAgreementshallnototherwisebeamended,alteredorrevisedexceptasexpresslyprovidedforhereinandallothertermsoftheAgreementshallremaininfullforceandeffect.Section3.ThisAmendmentmaybeexecutedincounterparts,eachofwhichshallbedeemedanoriginal,butallofwhich,together,shallconstituteoneandthesameinstrument.1ATTACHMENT A
ATTACHMENT A