DATE: October 7, 2024
TO: Mayor and Members of City Council
VIA: Stefan Chatwin, City Manager
Marlene Subhashini, Assistant City Manager
FROM: Andrew Brozyna, Public Works Director
Kurt Zander, Building and Vehicle Maintenance Manager
DEPARTMENT: Public Works
SUBJECT: CONTRACT AMENDMENT NO. 1 TO THE CONTRACT WITH
JULIO’S CLEANING AND MAINTENANCE SERVICES TO
REMOVE THE RECREATION CENTER AND ADD THE
TEMPORARY MODULAR RECREATION CENTER FACILITIES
TO THE SCOPE OF WORK DUE TO THE APPROVAL OF THE
RECREATION CENTER REBUILD PROJECT
RECOMMENDATION
It is recommended that City Council adopt the attached resolution approving Contract Amendment No. 1 to the vendor services agreement for janitorial services with Julio's Cleaning and Maintenance Services dated September 3, 2024, to remove the Recreation Center from the Scope of Work and add the temporary modular Recreation Center facilities to the Scope of Work due to the approval of the Recreation Center Rebuild Project and authorize the Mayor to execute Contract Amendment No.1.
EXECUTIVE SUMMARY
At its meeting on September 3, 2024, the City Council approved an agreement with Julio's Cleaning and Maintenance Services to provide Citywide Janitorial services starting October 1, 2024. At that same meeting, the City Council approved a construction contract for the Recreation Center Rebuild project which will result in the current Recreation Center being closed. Julio's Cleaning and Maintenance Services has provided pricing for the temporary modular Recreation Center facilities in the amount of $1,350 per month. Contract Amendment No. 1 (Attachment 2) removes the
cleaning of the current Recreation Center from the janitorial service contract scope of work and adds the temporary modular Recreation Center facilities for an annual cost savings of $57,312.
BACKGROUND
At its meeting on September 3, 2024, the City Council approved an agreement with Julio's Cleaning and Maintenance Services to provide Citywide Janitorial services for two years from October 1, 2024, through September 30, 2026, with three (3) optional one-year extensions through September 30, 2029. Award of the agreement within that timeframe was necessary in order to complete the execution of the successor contract prior to the end of the existing contract term on September 30, 2024.
ANALYSIS
The Recreation Center Rebuild Project requires the relocation of the Recreation programs to various City buildings as well as a complex of four temporary modular facilities that will be located at the current tennis courts. However, since the future of the new Recreation Center was uncertain during the issuance of the Request for Proposals for Janitorial Services, the proposals were based upon the cleaning requirements of the current Recreation Center/Senior Wing facilities. It was anticipated that staff would engage in discussions with the selected vendor regarding the temporary modular facilities once the Recreation Center project construction was approved, which also occurred on September 3, 2024.
Julio's Cleaning and Maintenance Services has provided pricing for the total 4,320 square foot temporary modular Recreation Center facilities in the amount of $1,350 per month. Contract Amendment No. 1 (Attachment 2) removes the cleaning of the current Recreation Center from the janitorial service contract scope of work once all programs have moved from the Center, and adds the cleaning of the temporary modular recreation facilities to the scope of work.
Julio's Cleaning and Maintenance Services will continue to clean occupied staff offices and the Bright Horizons childcare program rooms in the current Recreation Center at the proposed temporary modular facility rate of $1,350 per month, until the temporary modular facilities are fully installed and powered, which is anticipated in October 2024.
Once the temporary modular facilities are installed and powered, the staff offices and Bright Horizons program will move to the temporary modular facilities and the current recreation center will be completely decommissioned.
CEQA
This action is not a project under Section 15378 of the CEQA Guidelines, as the approval of contract terms for routine janitorial services has no potential for a direct or indirect physical change in the environment.
FISCAL IMPACT
Adoption of Contract Amendment No. 1 will result in a savings of $4,776 per month for a total of $57,312 annually due to the difference in cost to clean the smaller and less intensive uses in the temporary modular Recreation Center facilities compared to the current Recreation Center building. There is sufficient funding in Building Maintenance Fund 505 for the contract cost.
ATTACHMENTS:
Attachment 1 – Resolution
Attachment 2 – Contract Amendment No. 1