CITY OF SAN MATEO
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CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 35 Section Name: {{section.name}} Account Number: 82-4681 File ID: {{item.tracking_number}} TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: June 16, 2025
SUBJECT:
Citywide Custodial Services — Amendment
RECOMMENDATION:
Approve Amendment No. 8 to the service agreement with Imperial Maintenance Services, Inc. for Citywide Custodial Services to increase the agreement by $78,665.32, for a revised total agreement amount not to exceed $6,499,300.54; extend the agreement term an additional month to July 31, 2025; establish a contingency reserve in the amount of $8,000.00; and authorize the Public Works Director to execute Amendment No. 8 in substantially the form presented and issue change orders within the contingency amount.
BACKGROUND:
The Fleet and Facilities Division of Public Works contracts with Imperial Maintenance Services, Inc. (Imperial) to perform scheduled cleaning of City facilities, keeping them in good condition for both staff and members of the public. In February 2018, a three-year service agreement was awarded by City Council to Imperial for Citywide Custodial Services with an annual not-to-exceed amount of $747,600. The approval also allowed for five (5) optional annual extensions of the service with annual increases to the budget.
Since the execution of the 2018 agreement, Amendment Nos. 1 and 2 were approved and executed to adjust the term of the agreement to align with fiscal year end and set minimum wage requirements to align with the City’s minimum wage Ordinance instead of the State’s minimum wage requirements. Amendments Nos. 3 through 7 were approved and executed to provide the five optional annual term extensions, add annual funding to the agreement, include additional cleaning services for new buildings, and account for annual Consumer Price Index (CPI) increases.
Amendment No. 8 will extend the agreement term for an additional month in order to ensure a continuation in custodial services until a new long-term contract is in place in August 2025, as well as increase the agreement amount to cover the costs of the additional month of service. Therefore, staff recommends amending the existing Citywide Custodial Services agreement to Imperial Maintenance Services, Inc. to avoid disruption in service.
BUDGET IMPACT:
Funding for Citywide custodial services is budgeted annually through the operating budgets of the Fleet and Building Maintenance Fund and the departments receiving these services for the City facilities each department manages. Pending approval and adoption of the Fiscal Year 2025-26 budget, sufficient funding will be available to cover the cost of this amendment.
ENVIRONMENTAL DETERMINATION:
This project is not a project subject to CEQA, because it can be seen with certainty that it will not cause a physical change in the environment. (Public Resources Code Section 21065.)
CITY OF SAN MATEO
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NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 – Amendment No. 8
STAFF CONTACT
Derek Bahamondes, Facilities Maintenance Supervisor
[email protected]
(650) 522-7355
Steve Wu, Facilities and Fleet Services Manager
[email protected]
(650) 522-7345