TO:
VIA:
FROM:
DATE:
Placentia City Council
CITY COUNCIL
CITY ADMINISTRATOR
DEPUTY DIRECTOR OF COMMUNITY SERVICES
JULY 16, 2024
AGENDA REPORT
SUBJECT: AMENDMENT NO. 2 TO THE MAINTENANCE SERVICES AGREEMENT WITH TEAM ONE MANAGEMENT INC. FOR PARK RESTROOM JANITORIAL
SERVICES
FISCAL
IMPACT: EXPENSE: $ 87,297 ANNUAL CONTRACT AMOUNT
BUDGETED: $ 87,297 (104055-6130)
SUMMARY:
On May 13, 2021, the City Council awarded a Maintenance Services Agreement to Team One Management for park restroom janitorial services. The agreement was for an initial contract term of (3) years for a not to exceed amount of $213,525, with the option to extend the term of the agreement for one (1) additional two-year term. The City Administrator was granted approval and signing authority for changes up to 10% or, $21,352.50. When a new restroom facility was opened, the contract was amended on July 1, 2021, for an additional cost of $20,800 for the remaining term of the contract.
Currently, the contract is set to expire on July 31, 2024; however, the City has the option to extend the agreement for one (1) additional two-year term based on contractor performance and at the discretion of the City. Staff recommends the City Council exercise the option to extend Team One's contract for an additional one (1) two-year term extension with an expiration date of July 31, 2026. Additionally, as part of Amendment No. 2, Staff recommends increasing the yearly contract amount approved in Amendment No. 1 by $522.00 per year , based on inflation rates for service.
The recommended actions will approve Amendment No. 2 to the Maintenance Services Agreement with Team One Management Inc. for park restroom janitorial services for a cumulative not -to -exceed amount of $174,594 for (2) two additional years for the period of Fiscal Year 2024-25 to 2025-26.
1.e.
July 16, 2024
City Council Agenda
July 16, 2024
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RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve Amendment No. 2 to the Maintenance Services Agreement with Team One Management Inc. for park restroom janitorial services for an additional one (1) two-year term contract not -to -exceed a cumulative amount of $174,594 or $87,297 per year; and
2. Authorize the City Administrator to approve contract change orders up to 10% of the cumulative contract not -to -exceed amount or $17,459.40; and
3. Authorize the City Administrator and/or his designee to execute all necessary documents, in a form approved by the City Attorney.
STRATEGIC PLAN STATEMENT:
There is no specific strategic planning goal or objective associated with this agenda item.
DISCUSSION:
Team One Management Inc. (Team One) has been providing park restroom janitorial services for the City since 2016, and their performance has met the City's expectations. Additionally, Team One currently provides janitorial services to several other Orange County cities including the cities of Mission Viejo, Aliso Viejo, and the County of Orange.
Team One maintains and cleans the restrooms at Kraemer Park, McFadden Park, Tuffree Park, Koch Park, Vaqueros Park, Arroyo Verde Park, Parque de los Ninos, Placentia Champions Sports Complex, and Valadez Middle School. The scope of work requires the contractor to provide routine janitorial services for all City park restroom facilities, seven (7) days a week, including holidays. The contractor also provides all cleaning supplies as well as all paper and soap supplies for each restroom. The contractor is also responsible for unlocking all the restroom facilities by 7:00 a.m. each day, and all restroom maintenance must be completed by 10:00 a.m.
The contract scope of work will remain unchanged for the contract amendment. Team One will continue to provide park restroom janitorial services as previously outlined. The City's current contract for these services is set to expire on July 31, 2024. Should the City Council approve the contract term extension, Team One will continue providing services under the amended agreement with the City beginning on August 1, 2024.
FISCAL IMPACT:
The agreement with Team One is for two (2) years for a cumulative not -to -exceed contract amount of $174,594 and including contract change orders up to 10% of the cumulative contract not -to - exceed amount or $17,459.40. Per contract year, the total funding shall amount to $87,297.
Funding for park restroom janitorial services has been included in the proposed Fiscal Year
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2024-25 Operating Budget. Funding for year two of the agreement shall be allocated during the regular budget process for Fiscal Year 2025-26. Accordingly, sufficient funds exist for the recommended actions.
Prepared by:
Veronica Oritiz 2
Deputy Director 'of -Community Services
Reviewed and approved:
ennif
Direct'
ampman
or of Finance
Reviewed and approved:
Damie RT rrula
City Administrator
Attachments:
1. Amendment No. 2 to the Maintenance Services Agreement with Team One Management Inc.
2. Maintenance Services Agreement with Team One Management Inc.