City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: APRIL 19, 2022 FROM: GENERAL SERVICES DEPARTMENT WARDS: ALL
SUBJECT: APPROVE THE FIRST AMENDMENT TO THE AGREEMENT FOR CUSTODIAL SERVICES AT VARIOUS CITY FACILITIES FOR SUPPLEMENTAL SANITIZATION SERVICES DUE TO COVID-19 EMERGENCY WITH UNIVERSAL BUILDING MAINTENANCE, LLC DOING BUSINESS AS ALLIED UNIVERSAL JANITORIAL SERVICES, TO EXTEND THE TERM BY FIFTEEN MONTHS FROM MARCH 24, 2021 TO JUNE 30, 2022 IN THE AMOUNT OF $500,000 PLUS A 15% CHANGE ORDER AUTHORITY OF $75,000 FOR A REVISED TOTAL CONTRACT AMOUNT OF $ 1,150,000 ISSUE:
Approve the First Amendment to the Agreement for supplemental sanitization services due to COVID-19 emergency at various City facilities with Universal Building Maintenance, LLC of Pasadena, California dba Allied Universal Janitorial Services to extend the term by fifteen months from March 24, 2021 to June 30, 2022, in the amount of $500,000 and authorize a 15% change order authority of $75,000 for unforeseen service needs for a revised total contract amount of $1,150,000.
RECOMMENDATION:
That the City Council:
Approve the First Amendment to the Agreement for supplemental COVID-19 related sanitization services at various city facilities with Universal Building Maintenance, LLC of Pasadena, California dba Allied Universal Janitorial Services in the amount of $500,000 to extend the term by fifteen (15) months from March 23, 2021, to June 30, 2022 Authorize a 15% change order authority in the amount of $75,000 for unforeseen changes to services to include but not limited to the request to increase service frequency, add new City facilities or provide emergency special sanitization services for a total revised contract amount of $1,150,000; and Authorize the City Manager, or his designee, to execute an Agreement for Custodial Services at Various City Facilities with Universal Building Maintenance, LLC of Pasadena, California dba Allied Universal Janitorial Services including making minor and non-substantive changes.
BACKGROUND:
On March 19, 2019, the General Services Department (General Services) issued a Request for Proposal (RFP) 1914 for Citywide Janitorial Services, and Allied Universal Janitorial Services (AUJS) was selected as the most qualified.
On August 4, 2020, the City Council approved the Expenditure Plan for Coronavirus Aid, Relief, and Economic Security (CARES) Act funding, which included funding for janitorial daily deep cleaning, disinfecting, and emergency sanitization services to help mitigate the spread of COVID-19.
On August 18, 2020, City Council approved an Agreement for Custodial Services at Various City Facilities with Universal Building Maintenance, LLC, dba Allied Universal Janitorial Services, (AUJS), for supplemental sanitization services due to the COVID-19 emergency for a term of twelve months from March 23, 2020, through March 23, 2021, in the amount of $500,000 plus a 15% contingency, for a total contact amount of $575,000. The supplemental sanitization services consist of daily disinfection teams that travel from facility to facility disinfecting high traffic touchpoints and providing special deep sanitization to staff working environments affected by positive and/or presumptive COVID-19 cases. While the Agreement for these services ended in March 2021, the pandemic did not; thus, the supplemental sanitization services continued while awaiting approval of anticipated American Rescue Plan Act (ARPA) funding.
On October 5, 2021, the City Council approved the ARPA Funding Expenditure Plan for the first allocation in the amount of $36,767.594. The approved ARPA Funding Plan includes $575,000 for Enhanced Sanitization Services under expenditure category 1. Public Health, 1.4 Prevention in Congregate Settings. ARPA funds must be expended between March 3, 2021 and December 31, 2024.
DISCUSSION:
The Center for Disease Control and Prevention (CDC) has advised that COVID-19 spreads easily from person to person through respiratory droplets produced when an infected person coughs, sneezes or talks. Furthermore, the CDC advises that it may be possible that a person can contract COVID-19 by touching a surface or object that has the virus on it and then touching their mouth, nose, or possibly their eyes. For this reason, the CDC recommends frequent cleaning and disinfecting of high-touch surfaces, such as tables, door handles, light switches, countertops, desks, phones, keyboards, toilets, faucets, sinks, etc. Reducing the risk of exposure to COVID-19 by cleaning and sanitizing surfaces is an integral part of the City’s Covid Prevention Plan, per recommendations from the CDC and California Occupational Safety and Health Administration (Cal/OSHA) COVID 19 Industry Guidance for reopening public spaces. To continue following the CDC and Cal/OSHA recommendations, the City of Riverside has deemed it necessary to continue to provide regular sanitizing services to facilities being placed back into use during the continued risk of the Pandemic.
Positive or Presumptive Cleaning/Sanitization Services Provided to Date:
Service Type
Instances
Evaclean (disinfection for positive/presumptive case of COVID-19 in a case-by-case basis 116
Five Daily Disinfecting Teams (monthly service)
83 Day Porter Services (monthly service at various facilities) 51 Scope of Services
Approximately fifty-plus facilities may require supplemental sanitization/cleaning services under this agreement, including several facilities for Public Utilities, Libraries, City Hall, Airport, Museum, City Corporation Yard, Fire Stations, Park and Recreation and others as needed. The scope of services shall remain the same; however, as the State updates the COVID restrictions guidelines, City facilities may be added or deleted and modified accordingly to our needs.
Purchasing Resolution No. 23812, Section 702 (h) states that competitive procurement is not required when services “can be Procured from a Contractor who offers the same or better price, terms and conditions as the Contractor previously offered as the Lowest Responsive Bidder under Competitive Procurement or negotiations conducted by the City or another public agency, provided that, in the opinion of the manager, it is in the best interests of the City to do so”.
Allied Universal Janitorial Services has offered the additional cleaning services at the same prices they’ve previously offered for RFP 1914.
The Purchasing Manager concurs that the recommendation to approve the amendment is in compliance with current Purchasing Resolution 23812.
STRATEGIC PLAN ALIGNMENT:
This item contributes to Strategic Priority No. 5 High Performing Government and Goal No. 5.5 – Foster a culture of safety, well-being, resilience, sustainability, diversity, and inclusion across the city organization.
This item aligns with EACH of the five Cross-Cutting Threads as follows:
Community Trust – Riverside is committed to providing a transparent process and gathering community input to support how ARPA funds will be used. Additional sanitization services will enable the City to move forward with expanding our in-person services while considering the health and welfare of our community and staff.
Equity – This agreement provides services at multiple community facilities which are located across the entire City.
Fiscal Responsibility – This item ensures fiscal responsibility of ARPA funds by identifying a need or negative impact and identifying how the service addresses the identified need. General Service was able to secure the same pricing with the current vendor as previously offered for RFP 1914.
Innovation – General Services collaborated with City departments to formulate an action plan to ensure a safe environment for the community and staff to continue with core services throughout the pandemic.
Sustainability & Resiliency – The products used by our current vendor is Environmental Protection Agency (EPA) approved in conformance with State and CDC guidelines.
FISCAL IMPACT:
The fiscal impact of this action is $575,000, which includes a 15% change order authority. Sufficient funds are budgeted and available in Grants and Restricted Programs Fund, General Services-Building Service Maintenance, Professional Services expenditure account number 8810400-421000.
Prepared by: Carl Carey, General Services Director
Certified as to
availability of funds: Edward Enriquez, Chief Financial Officer/Treasurer Approved by: Kris Martinez, Assistant City Manager
Approved as to form: Phaedra A. Norton, City Attorney
Attachment: Services Agreement First Amendment
Second Amendment to Merchants Building Maintenance LLC AgreementPage 3