Agenda Item
City Council
Item #: 3.8. 10/11/2022 File #: 22-0536
TO: Honorable Mayor and Members of the City Council
THRU: Rob Houston, City Manager
FROM: Leslie Hardy, Community Services Director
1. SUBJECT
Second Amendment to the Agreement with Merchants Building Maintenance, LLC, for additional custodial services.
2. SUMMARY
This amendment provides six additional months of custodial services, six days per week for the HUB Resource Center located at 517 W. Struck Ave. The total cost of this amendment is $24,149.04.
3. RECOMMENDED ACTION
1. Approve the amendment with Merchants Building Maintenance, LLC. In the amount of $24,149.04 for custodial services and authorize the Mayor and City Clerk to execute on behalf of the City.
2. Authorize the appropriation of $24,149.04 from the General Fund unreserved fund balance to expenditure account number 100.0000.51670.30200, General Fund - 517 W. Struck Transition.
4. FISCAL IMPACT
The total expenditure for the amendment is $24,149.04 and will be funded through the General Fund (100).
5. STRATEGIC PLAN GOALS
Goal 1: Provide for a safe community
a: Provide staffing and resources to deliver services that ensure public safety.
Goal 2: Be a fiscally healthy community
d: Effectively manage and develop City assets.
6. DISCUSSION AND BACKGROUND
The City has developed a plan to provide services such as food, laundry, showers and mail for one year for its unhoused community, as Mary’sKitchen has vacated the property located at 517 W.
Struck Avenue. The City partnered with the HUB OC to oversee and manage the onsite operations (known as the HUB Resource Center (HRC)). As part of this partnership the City rented mobile showers, restrooms, sinks, and laundry facilities. Additionally, a dining area and various booths offering different services were provided. To keep these facilities clean and usable, staff enlisted the City of Orange Printed on 10/6/2022Page 1 of 2
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Item #: 3.8. 10/11/2022 File #: 22-0536
services of Merchants Building Maintenance, LLC (Merchants).
In June 2020, The City Council approved a four-year agreement with Merchants to provide custodial services at City park facilities. In May 2022, the City Manager executed the First Amendment to the Agreement, to include the facilities utilized by the HRC in the Scope of Services of the Agreement and included $30,000 for the first six months of custodial services at the new location. The Second Amendment allows the City to maintain the services of one day porter on-site during operating hours (9 am to 3 pm) six days per week at a cost of $4,024.84 monthly and some contingency for unexpected additional cleaning services.
The City is committed to providing services during this transition period for no less than a year, unless otherwise directed by the Court. Based on the monthly expense for a day porter, the associated cost for the remaining six months as required by the Court is $24,149.04. Therefore, staff is recommending that the City Council approve the proposed Second Amendment adding $24,149.04 to the contract compensation bringing the total not-to-exceed to $1,627,813.41 ($54,150 of the total contract with Merchants is for the cleaning services for the HRC). Staff is also recommending that the City Council authorize an appropriation of $24,149.04 from the General Fund (100) unreserved fund balance to cover the custodial costs. However, staff will research opportunities that would reimburse the General Fund for this service. Should additional funding be required for this or any other transition plan services, staff would return to the City Council with an additional appropriation request.
7. ATTACHMENTS
· Second Amendment to Agreement with Merchants Building Maintenance City of Orange Printed on 10/6/2022Page 2 of 2
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