The URL can be used to link to this page

Home My WebLink AboutC33741 - CO1 - Janitorial Svcs at Henderson Community BuildingContract No. C33741 CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT STAFF REPORT REQUEST: APPROVE CHANGE ORDER NO. 1 TO CONTRACT NO. C33741 WITH DEDICATED BUILDING SERVICES, LLC, TO PROVIDE JANITORIAL SERVICES FOR THE COMMON AREAS AT THE HENDERSON COMMUNITY BUILDING, AND INCREASE THE AMOUNT OF THE CONTRACT BY $5,075 SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works CONTRACTOR: Dedicated Building Services, LLC 4419 Van Nuys Blvd, Ste 209 Sherman Oaks, CA 91403 DATE: November 10, 2016 CONTENTS: Change Order No. 1 Dedicated Building Services' Proposal Recommendation By Minute Motion: 1. Approve Change Order No. 1 to Contract No. C33741 with Dedicated Building Services, LLC, (Dedicated) to provide twice weekly janitorial services for the common areas at the Henderson Community Building (Chamber of Commerce building); 2. Increase the amount of the contract by $5,075; and 3. Authorize the Mayor to execute Change Order No. 1. Funds are available in the General Fund Account No. 1104340-4332600, R/M Janitorial. Strateqic Plan Obiective Providing janitorial services is an on -going operational/maintenance function and, as such, does not directly contribute to the objectives of the Strategic Plan. Staff Report Change Order No. 1 to Contract No. C33741 for Janitorial Services Page 2 of 2 November 10, 2016 Background The subject contract was awarded to Dedicated by the City Council on August 28, 2014, to provide regular janitorial services to City Hall, the Corp Yard, and the Portola Community Center. The original term of the contract was for 21 months with an option for two, one-year extensions. On May 12, 2016, the City Council approved the first one-year extension in the amount of $78,612.60. In September 2016, the Public Works Department assumed the maintenance of all city -owned facilities. During the transfer of responsibilities, staff discovered that there was no contract in place for the janitorial services being provided by Premier Residential Services for the common areas at the Henderson Community Building at a cost of $955 per month. Because Dedicated is under contract to provide these services at other City -owned facilities, staff requested a quote to provide the same level of service for the Henderson Community Building. Dedicated submitted a quote for $725 per month, which is a savings of $230 per month. Therefore, staff requests approval to add the the Henderson Community Building to the contract term (December 1, 2016, through amount of the contract by $5,075 ($725 $83,687.60. Fiscal Analysis janitorial services for the common areas at subject contract for the remainder of the June 30, 2017). This will increase the x 7 months), for a total contract cost of This is an on -going maintenance activity with no fiscal impact beyond the contract amendment. n Prepare, By: - ez, Facilities Manager J✓an M. Moore, Director of Finance Approval: Lauri Aylaian, City Manager Deparffier� Hfiad: Mark Grbehwood, P.t;�'. Directorlof Public Works CITY OF PALM DESERT Contract # / P.O. # I C33741 P112816 Change Order No. I 1 CONTRACT CHANGE ORDER Contingency: YES I Quop) Contract Purpose Facilities Janitorial Services Account No. 1104340-4332600 Consultant's Name Dedicated Building Services LLC Project No. n/a Address: 4419 Van Nuys Blvd, Ste 209 Vendor No. I V0013422 Sherman Oaks, CA 91403 You are hereby requested to comply with the following changes from the contract plans and specifications: DESCRIPTION OF CHANGES I DECREASE INCREASE SSupplemental Plans, Specifications, and Directives dated Attached) In Contract Price In Contract Price Add janitorial services for the common areas at Henderson Community Building Rate: $725 per month X 7 (December 1, 2016 thru June 30, 2017) TOTALS: NET CHANGE IN CONTRACT PRICE: JUSTIFICATION: Provide janitorial services twice per week to the common areas of the Henderson Community Building. TOTAL BUDGET FOR PROJECT: + 83,687.60 CONTINGENCY: Less: Expend. & Encumb. To Date: - 78,612.60 Amount Approved by Council: + Less: This Change Order Amount: - 5,075.00 Less: Prior Change Order(s): - BALANCE OF BUDGET Less: This Change Order: - REMAINING FOR PROJECT: - Balance Remaining of Contingency: 5,075.00 5,075.00 5,075.00 The amount of the Contract will be increased by the Sum of: Five Thousand Seventv-five and 00/100 Dollars ($5,075.00). See reverse ... Contract C33741 Change Order No. 1 Continued from front This Change Order covers changes to the subject contract as described herein. The Contractor shall construct, furnish equipment and materials, and perform all work as necessary or required to complete the Change Order items for a lump sum price agreed upon between the Contractor and the City of Palm Desert, otherwise referred to as Owner. Contract Time Extension 0 Days. Revised Contract Total $83,687.60 The undersigned Contractor approves the foregoing Change Order # 1 as to the changes, if any, in the contract price specified for each item including any and all supervision costs and other miscellaneous costs relating to the change in work, and as to the extension of time allowed, if any, for completion of the entire work on account of said Change Order # 1 . The Contractor agrees to furnish all labor and materials and perform all other necessary work, inclusive of that directly or indirectly related to the approved time extension, required to complete the Change Order items. This document will become a supplement of the contract and all provisions will apply hereto. It is understood that the Change Order shall be effective when approved by the Owner. Execution of this Change Order by the Contractor constitutes a binding accord and satisfaction that fully satisfies, waives, and releases the Owner from all claims, demands, costs, and liabilities, in contract, law or equity, arising out of or related to the subject of the Change Order, whether known or unknown, including but not limited to direct and indirect costs and/or damages for delay, disruption, acceleration, loss of productivity, and stacking of trades, as well as any and all consequential damages. This document will become a supplement to the Contract and all provisions will apply hereto, all items included above must have required signatures as per the purchase resolution. REQUESTED BY: 3. CERTIFIED FUNDS AVAILABLE: DEPARTMENT HEAD FINANCE DIRECTOR NOTE: No payments will be made prior to City Manager and Council approval 2. ACCEPTED BY: CONTRACTOR Date Accepted 4. APPROVED BY: ROBERT A. SPIEGEL, MAYOR Date Approved CITY MANAGER Date Approved See reverse COMPANY NAME: Dedicated Building Services DATE: 10/17/16 Custodial Services Quote/Proposal Submitted to: Customer: Contact Person: City of Palm Desert Carlos Hernandez Customer Address: Phone Number: Fax Number: 73510 Fred Waring Dr, 760-346-0611 x810 Palm Desert, CA 92260 CHECK ONE: As Requested (✓) Recommended ( ) Job Name: Job Location Name: Area: Custodial Services Chamber of Commerce Palm Desert CUSTODIAL SERVICES QUOTE/PROPOSAL We hereby propose the following: Description: Custodial Services for 2days per week. Proposal includes cost for consumable products solely for the public area. Custodian will be responsible for cleaning the public area only - lobby, public irestrooms, kitchenette. and conference rooms. ITEMIZE: Custodial Services— Monthly cost for 2days per week $725.00 Total Cost: $725.00 Submitted By: Brittany Ramos Print Name Signature Date Acceptance/Approval of Quote/Proposal: Print Name Signature Date