CITY OF MENIFEE
SUBJECT: Agreement Amendment with Aztec Janitorial Services for City Facility Janitorial Services
MEETING DATE: June 4, 2025
TO: Mayor and City Council
PREPARED BY: Nancy Rodriguez, Management Analyst II
REVIEWED BY: Mariana Mitchell, Community Services Director APPROVED BY: Armando G. Villa, City Manager
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RECOMMENDED ACTION
1. Approve and authorize the City Manager to execute Amendment No. 3 to the Contract Services Agreement with Aztec Janitorial Services for routine and annual deep cleaning janitorial services increasing the amount by $331,138.21, for a total not-to-exceed amount of $879,917.19, and extending the agreement term through June 30, 2026; and
2. Authorize the City Manager or designee to execute two optional, one-year extensions in the amounts not-to-exceed $347,695.12 for year six and $365,079.88 for year seven; and
3. Authorize the City Manager or designee to execute amendments as needed to include services for future maintenance areas currently under construction, at the City’s discretion and contingent on availability of the corresponding budget.
DISCUSSION
The City of Menifee’s Community Services Department, Facilities Division, oversees the ongoing maintenance of all City owned, leased, and operated sites. Janitorial services are required at the nine separate sites listed in Table 1 on the following page.
City of Menifee Staff Report
Aztec Amendment
June 4, 2025
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TABLE 1 – CITY FACILITIES REQUIRING JANITORIAL SERVICES City Facility Address
City Hall 29884 Haun Road
Community Services Headquarters – West Annex 29995 Evans Road Kay Ceniceros Senior Center and North Annex 29995 Evans Road Lazy Creek Recreation Center, Buildings A & B 26480 Lazy Creek Road Public Works Maintenance and Operations Center 27860 Bradley Road Menifee Police Headquarters 29714 Haun Road
Menifee Police Substation 28115 Bradley Road
IT Offices 29826 Haun Road
CSD Locker Rooms 28349 Bradley Road
On December 29, 2021, the City issued Request for Proposal (RFP) No. 2022-10 for citywide janitorial services. At the conclusion of the RFP process, Aztec Janitorial Services (Aztec) was selected as the most responsive and qualified bidder. A Contract Service Agreement was approved by the Council on April 20, 2022, with services beginning Fiscal Year (FY) 2021/22.
The initial performance period of the agreement included the following:
•Year 1 (FY 2021/22): March 1, 2021 to June 30, 2022
•Year 2 (FY 2022/23): July 1, 2022 to June 30, 2023
•Year 3 (FY 2023/24): July 1, 2023 to June 30, 2024
•Year 4 (FY 2024/25): July 1, 2024 to June 30, 2025
At the end of the initial performance period, the City reserved the right to renew the agreement at its sole discretion for an additional three one-year extension terms by mutual written agreement of the parties, pending satisfactory performance under the original contract. The extension periods are as follows.
•Year 5 (FY 2025/26): July 1, 2025 to June 30, 2026
•Year 6 (FY 2026/27): July 1, 2026 to June 30, 2027
•Year 7 (FY 2027/28): July 1, 2027 to June 30, 2028
In the first three years of performance, staff have been satisfied with the delivery of services provided by Aztec and is recommending the execution of three additional one-year amendments for annual services covering the period of July 1, 2025, to June 30, 2028. In accordance with the pre-negotiated terms and conditions of the original agreement, annual contract renewals are eligible for a cost adjustment beginning year four based on the California Consumer Price Index (CPI), All Urban Consumers, as published by the United States Department of Labor, Bureau of Labor Statistics for the Los Angeles-Ontario-Riverside Statistical Area (CPI-U); provided however, that those adjustments in rates be based solely on the change in CPI but not to exceed five percent. Amendment No. 3 has been updated to reflect an annual CPI increase.
In order to maintain each facility to City standards, Amendment No. 3 also includes deep cleaning services which would take place annually. Over the last two years, additional services have been requested from Aztec to include tasks beyond the scope of regular maintenance. These tasks include items such as ceiling vent cleaning, restroom floor and wall scrubbing, high dusting, and City of Menifee Staff Report
Aztec Amendment
June 4, 2025
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Interior and exterior window cleaning, If the amendment is approved, deep cleaning services would take place in the fall once per year.
Table 2 below details the breakdown of all previously approved contract amendments.
TABLE 2 – AMENDMENT HISTORY
Amendment
No. Amount Term
Extension Description Date
Approved
Original
Agreement $250,487.17 Original Contract 9/13/2023
1 $16,080.28
Addition of Deep
Cleaning Services for
FY 2023/24
11/29/2023
2 $282,211.53 July 1, 2024 -
June 30, 2025
Compensation, Term
Extension, and
Addition of CSD Locker
Room Maintenance
6/25/2024
3 $331,138.21 July 1, 2025 -
June 30, 2026
Compensation, Term
Extension, and
Addition of Annual
Deep Cleaning
Services
TBD
Total $879,917.19
STRATEGIC PLAN OBJECTIVE
Regular City Business
FISCAL IMPACT
The fiscal impact of proposed Amendment No. 3 totals a not-to-exceed amount of $331,138.21 including $311,138.21 for regular maintenance and $20,000 for deep cleaning services. The services are budgeted within the next fiscal year’s proposed budget and contingent on the approval from City Council.
TABLE 3 – FISCAL YEAR 2025/26 PROPOSED FUNDING
Fund/Department Account No. Available
Balance
Amount
Requested
Facilities/General Services 1116-GSD-652801 $97,997.00 $63,466.52 Facilities/Public Works 1116-PWD-652801 $18,253.00 $13,259.22 Facilities/Community Services 1116-CSD-652801 $177,265.00 $152,093.65 Facilities/Police Department 1116-MPD-652801 $120,246.00 $102,318.82 Total $413,761.00 $331,138.21
Funding for the remaining $712,775 in years six and seven would be budgeted as part of their respective year’s budget and contingent on available funds.
City of Menifee Staff Report
Aztec Amendment
June 4, 2025
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3 2
ATTACHMENTS
1. Aztec Janitorial Services Amendment No. 3