CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
5/13/2024
1 SUBJECT:
Adopt Resolution to Approve Amendment No. 2 To Agreement Between the City of Pacifica and Universal Building Services (UBS) For Janitorial Services RECOMMENDED ACTION:
Adopt Resolution to Approve Amendment Number 2 to the vendor services agreement with Universal Building Services to provide additional Janitorial Services for City restrooms at Linda Mar State Beach, Pacifica Pier, Rockaway Beach, Frontierland Park and outside the Community Center in an amount of $84,397.77 increasing the overall cost to $343,657.77/year.
STAFF CONTACT:
Lisa Petersen; Director PW
650 738-7382
[email protected]
BACKGROUND/DISCUSSION:
On February 27, 2023, the City Council approved an agreement with Universal Building Services (UBS) for janitorial services. The agreement was put in place to consolidate the city’s different janitorial services to allow for both cost savings and a higher quality of janitorial services to all city facilities. Additional cost benefits were realized by staff managing one vendor versus four different vendors. The agreement allowed for cleaning all the city buildings generally Monday through Friday, with exceptions such as Sharp Park Library that is serviced 7 days/week, childcare centers that are serviced 3 days/week, and the Council Chambers, which is serviced 1 day/week. The total cost was $222,756/year, including the Civic Center Campus buildings.
Staff returned to Council on October 9, 2023, to request approval of Amendment Number 1 to the UBS agreement to allow for weekend cleaning of the Community Center and bathroom cleaning at the Jean E. Brink Pool located on the Oceana High School campus. The total yearly added cost approved to the contract through Amendment 1 was $36,504 for a total annual agreement cost of $259,260.
During the last labor negotiations, it was suggested that City management look into adding janitorial services to the PW operational costs for city restrooms at Linda Mar State Beach, Pacifica Pier, Rockaway Beach, Frontierland Park, and outside the Community Center.
Generally, the restrooms are cleaned in the evening to allow for immediate morning openings that are especially critical to the beach areas because of early morning ocean sports activities.
The task currently falls to the Rangers in the evenings because of their schedules, but also the high season day cleanings that are required when significant public activity is occurring in these areas. Due to low staffing in the Field Services maintenance department, other staff are not available to take over these tasks. Completing bathroom cleaning is time-consuming and not part of the ongoing duties for the Ranger classification, and it takes away from other important tasks such as safety monitoring, wildlife protection, parking control, enforcement of Pacifica City Council 2
May 13, 2024
rules, conflict resolution, addressing complaints, and responding to emergencies.
An RFP was released on January 4, 2024, for the cleaning of 13 restrooms in the areas noted above; this includes seven days per week, twice a day cleaning from May through October (high season) and once per day cleaning from November through April. The bid opening was on February 9, 2024, and the city received one bid from UBS for a total annual cost of $84,397.77 The seven-day-per-week service will generally include:
• Clean/disinfect walls, doors, switches, door handles
• Clean toilets, urinals, and sinks with disinfectant cleaner • Empty trash receptacles
• Restock dispensers
• Clean mirrors, faucets, dispensers
• Clean ceiling vents
• Wipe down doors/frames
• Sweep/mop all floors
UBS is currently used for cleaning all city buildings and their services have been to expected standards. The City Manager recommends adopting a Resolution to approve Amendment Number 2 to the vendor services agreement with Universal Building Services to provide additional janitorial services for city restrooms at Linda Mar State Beach, Pacifica Pier, Rockaway Beach, Frontierland Park and outside the Community Center in an amount of $84,397.77/yr., increasing the overall cost to $343,657.77.
ALTERNATIVE ACTION:
Council could choose not to approve the amendment. This is not recommended as these cleaning services are needed, and using the Rangers for these services is outside of their classification and impacting their availability to cover important Ranger tasks such as safety monitoring, wildlife protection, parking control, rule enforcement, conflict resolution, addressing complaints, and responding to emergencies.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
Improve and steward City infrastructure, streets, and facilities: Awarding this work will allow the public park and beach bathrooms to be appropriately cleaned and sanitized.
FISCAL IMPACT:
There is no additional FY 2023-24 fiscal impact associated with contract amendment as the cost for the remainder of the year will be covered by the existing budget through salary and other savings in Public Works parks contractual services. If approved, the FY 2024-25 cost of $84,397.77 will be added to the FY 2024-25 base budget.
ORIGINATED BY:
Parks, Beaches & Recreation and Public Works
ORIGINATED BY:
Public Works
Pacifica City Council 3
May 13, 2024
ATTACHMENT LIST:
Attachment A_Agreement_UBS_202302 & Amendment No. 1 (PDF) Attachment B_Agreement_Amendment No. 2_UBS_20240423 (PDF) Pacifica City Council 4
May 13, 2024
RESOLUTION NO. ______
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA ADOPTING A RESOLUTION TO APPROVE AMENDMENT NUMBER 2 TO THE VENDOR SERVICES
AGREEMENT WITH UNIVERSAL BUILDING SERVICES (UBS) TO PROVIDE ADDITIONAL
JANITORIAL SERVICES FOR CITY RESTROOMS AT LINDA MAR STATE BEACH,
PACIFICA PIER, ROCKAWAY BEACH, FRONTIERLAND PARK AND OUTSIDE THE
COMMUNITY CENTER
WHEREAS, the public city restrooms at Linda Mar State Beach, Pacifica Pier, Rockaway Beach, Frontierland Park and outside the Community Center need daily cleaning and twice a day cleaning during the high season (May-October) to remain clean and sanitary; and WHEREAS, the Rangers currently clean these restrooms, although outside of their classification, taking away from other important Ranger tasks such as safety monitoring, wildlife protection, parking control, enforcement of rules, conflict resolution, addressing complaints and responding to emergencies; and
WHEREAS, on February 27, 2023, the Council approved a vendor services agreement with UBS for cleaning all city facilities and on October 9, 2023 the Council approved a first amendment to the agreement for added services at the Community Center and Jean E. Brink Pool and UBS has been preforming these services to expected standard; and WHEREAS, on May 13, 2024, the City Council of the City of Pacifica considered the City Manager’s recommendation to approve a second amendment to the agreement with UBS to provide additional restroom cleaning services.
NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Pacifica to approve Amendment 2 to the vendor services agreement with UBS for additional janitorial services for city restrooms at Linda Mar State Beach, Pacifica Pier, Rockaway Beach, Frontierland Park and outside the Community Center in an amount of $84,397.77 increasing the overall cost of the UBS Janitorial Services Agreement to $343,657.77/year. • • • • •
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 13th day of May 2024, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
_____________________________
Sue Vaterlaus, Mayor
ATTEST: APPROVED AS TO FORM:
_________________________ __________________________
Sarah Coffey, City Clerk Michelle Kenyon, City Attorney