9 4
0 DATE: June 16, 2025
TO: Mayor and Members of City Council
VIA: Stefan Chatwin, City Manager
Marlene Subhashini, Assistant City Manager
FROM: Andrew Brozyna, Public Works Director
DEPARTMENT: Public Works
SUBJECT: CONTRACT AMENDMENT NO. 2 TO THE CONTRACT WITH
JULIO’S CLEANING AND MAINTENANCE SERVICES TO ADD
THE AREA OF THE 2ND FLOOR OF CITY HALL THAT WAS
PREVIOUSLY OCCUPIED BY THE SAN MATEO
CONSOLIDATED FIRE DEPARTMENT TO THE SCOPE OF
WORK
RECOMMENDATION
It is recommended that City Council adopt the attached resolution approving Contract Amendment No. 2 (CA No. 2), effective July 1, 2025, to the vendor services agreement for janitorial services with Julio's Cleaning and Maintenance Services dated September 3, 2024, to add the 2nd floor area previously occupied by the Fire Administration of the San Mateo Consolidated Fire Department (SMC Fire) to the Scope of Work for an additional cost of $546 per month ($6,552 annual total) and authorize the Mayor to sign the amendment.
EXECUTIVE SUMMARY
On April 15, 2025, the Fire Administration unit vacated the 2nd floor of City Hall to consolidate staff at the SMC Fire offices in San Mateo. The City’s Administrative Services Department will occupy this space starting July 1, 2025. CA No. 2 is required to extend janitorial services to this area, increasing the monthly cost by $546 ($6,552 annually).
9 4
0 BACKGROUND/ANALYSIS
On September 3, 2024, the City Council approved a two-year vendor services agreement with Julio's Cleaning and Maintenance Services, effective October 1, 2024, through September 30, 2026, with three optional one-year extensions through 2029 (“Agreement”). The Agreement was executed on September 30, 2024.
On October 7, 2024, the City Council approved Contract Amendment No. 1 to the Agreement, which removed the Recreation Center from the janitorial scope of work and added services for the temporary modular Recreation facilities, reducing the annual contract total from $348,184 to $290,872.
Julio's Cleaning and Maintenance Services submitted pricing for janitorial services for the 3,400-square-foot 2nd-floor office at $546 per month. CA No. 2 (Attachment 2) includes cleaning services five days a week, raising the annual not-to-exceed amount from $290,872 to $297,424, effective July 1, 2025.
SMC Fire previously paid for janitorial services through their own contract with another vendor. Now that SMC Fire has vacated the 2nd floor, the City must incorporate this area into the scope of work for janitorial services for City facilities.
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
CA No. 2 increases costs by $6,552 annually, bringing the total not-to-exceed amount to $297,424, effective July 1, 2025. Funding will be allocated in the FY 2025-26 budget from the Building Maintenance Fund (Fund 505).
CITY COUNCIL VISION, MISSION, AND VALUE/PRIORITY AREA
Staff Empowerment and Operational Excellence
ATTACHMENTS:
Attachment 1 – Resolution
Attachment 2 – Contract Amendment No. 2