Police Department
www.santa-ana.org/police
Item # 10
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
December 3, 2024
TOPIC: Janitorial Services
AGENDA TITLE
First Amendment to Agreement with Allied Universal Janitorial Services (General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute the first amendment to the agreement with Allied Universal Executive Protection and Intelligence Services, Inc. dba Allied Universal Janitorial Services to provide janitorial services at the Police Department in the additional amount of $739,123, for a total aggregate amount not to exceed $2,972,646 through October 31, 2025 (Agreement No. A-2024-XXX).
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
On October 5, 2021, the City Council approved a three-year agreement with Allied Universal Executive Protection and Intelligence Services, Inc. dba Allied Universal Janitorial Services (Allied) to provide janitorial services for the Santa Ana Police Department and Jail Facility (SAPD) in the amount of $2,233,523 after a competitive Request for Proposal process. The facilities combined are over 400,000 square feet and operate 24 hours, seven days a week. Allied also provides janitorial maintenance services at several off-site facilities, including the Westend Substation, Southeast Substation, etc.
The Request for Proposals and the agreement included options for the City to grant up to two 1-year renewals. Allied has provided satisfactory services to the Department during the past three years, in addition to the enhanced disinfection services requested during the COVID-19 pandemic. Due to the secure and sensitive nature of SAPD operations, all janitorial contract staff must also complete a background investigation.
Therefore, continuity from contract staff is important to maintain the facility’s superior professional appearance without disruption of services. As such, the City exercised the first renewal option to extend the contract for another year through October 31, 2025 via letter agreement.
The original agreement was also a closed shop agreement, requiring Allied to provide
Janitorial Services
December 3, 2024
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only union member employees under the contract. Allied’s pricing for continued services is increasing effective January 1, 2025 by approximately 7.3%, in large part due to the collective bargaining benefits for its employees. Allied has agreed to maintain the current pricing level through the end of the 2024 calendar year.
Staff also anticipates that changes will be necessary during the term of this renewal period as the SAPD moves out of the current Centennial Training Facility and the Westend Substation will be moving to co-locate with the Santa Anita Santa Ana Police Athletic & Activity League program upon construction completion. Any addition or removal of off-site locations will be agreed upon in writing by Side Letter exercisable by the City Manager and City Attorney, and the costs for any new off-site locations will be covered by the remaining contingency amount included in the original agreement.
The first amendment to the agreement with Allied will increase compensation by $739,123 for services to be provided from November 1, 2024 through October 31, 2025, with a total aggregate amount not to exceed $2,972,646. Staff recommends approval of the amendment.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
The current fiscal year funding is available in the FY 2024-25 budget and future fiscal year funding will be included in the proposed budget for City Council consideration as follows:
Fiscal Year Accounting Unit
– Account No.
Fund
Description
Accounting Unit –
Account No.
Description
Amount
FY 24-25
(Nov.-Dec.) 01114403-62310 General Fund
Building and
Facility, Janitorial &
Housekeeping
$116,155
FY 24-25
(Jan.-June) 01114403-62310 General Fund
Building and
Facility, Janitorial &
Housekeeping
$373,781
FY 25-26
(July-Oct.) 01114403-62310 General Fund
Building and
Facility, Janitorial &
Housekeeping
$249,187
Total $739,123
*Note: Amounts rounded up or down to nearest dollar to equal total amount of contract. November and December 2024 total is based on 3rd Year pricing of original Agreement, Exhibit C.
The amounts above are estimated projections and are subject to change.
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EXHIBIT(S)
1. First Amendment with Allied Universal Janitorial Services Submitted By: Robert Rodriguez, Acting Police Chief
Approved By: Alvaro Nuñez, City Manager