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HomeMy WebLinkAboutC33050 - AMND Janitorial Svcs PD Sheriff Substn CITY OF PALM DESERT /� � /` . /�.,,,,�;i � i OFFICE OF THE CITY MANAGER STAFF REPORT REQUEST: APPROVE AMENDMENT OF CONTRACT NO C33050 WITH WURMS JANITORIAL SERVICES, INC. TO INCREASE JANITORIAL SERVICES AT THE PALM DESERT SHERIFF SUBSTATION (73-520 FRED WARING DRIVE). CONTRACTOR: WURMS JANITORIAL SERVICES, INC. 544 Bateman Circle Corona, California 92880 SUBMITTED BY: Stephen Y. Aryan, Risk Manager DATE: February 27, 2014 CONTENTS: Contract Amendment Recommendation By Minute Motion, 1. Authorize the approval of an amendment to Contract No, C33050 with Wurms Janitorial Services, Inc. for the period of March 1, 2014, through June 30, 2015. 2. Approve a one year term extension for Contract No. C33050 for the period of July 1, 2014- June 30, 2015, which includes the new amendments. 3. Authorize an increase of monthly janitorial services costs for Contract No. C33050 from $1,113.07 to $1,618.95. Funds are currently available in Sherriff Substation Maintenance Account No. 510-4195-495-3695. 4. Authorize the City Manager to include an additional two rooms requiring janitorial services, if they are utilized in the future, at a cost of$58.19 per month. Backqround In September 2013, the Palm Desert City Council awarded Wurm's Janitorial Services, Inc. an annual contract for monthly janitorial services at the Palm Desert Police Substation located at 73- 520 Fred Waring Drive. Wurm's was providing such services since 2011 and the current contract will expire on June 30, 2014. Currently Sheriff Communication Operations (911 dispatch) are provided at the substation. The Riverside County Sherriff's Department also has the option to relocate other County personnel into this facility. The County and City entered into a lease agreement, and the City has responsibility for maintenance operations, which includes janitorial services. The county provides lease payments to the City that are calculated to cover maintenance operations and fair market lease. Staff Report-Contract C33050 Amendment February 27, 2014 Page 2 of 2 Commencing March 1, 2014, the basement of this facility will be utilized by the Sheriff Investigations Bureau (i.e. Narcotics, Homicide, etc.) and will occupy approximately an additional 6,366 square feet, which is in addition to the 11,555 square feet utilized by dispatch staff and deputies who periodically come to complete reports. Please note that the building totals 25,393 square feet. Approval of the proposed contract amendment will do the following: • Increase the monthly janitorial services at the Palm Desert Sheriff Substation from $1,113.07 to $1,618.95 (a $505.88 increase). � Authorize staff to include an additional two rooms for janitorial service, if they are utilized in the future, at a cost of$58.19 per month. • Extend the existing contract one year through June 30, 2015. Staff respectfully requests that the City Council approve this amendment. Fiscal Analvsis Should the City Council concur with staff's recommendation, the costs of janitorial services at the police substation should not exceed $26,834.24 for the period of March 1, 2014-June 30, 2015. Funds for this service are currently available in Sherriff Substation Maintenance Account No. 510- 4195-495-3695. Submitted By: Step en Y. ryan, Risk Man ger Reviewed by: Paul S. Gibson, Director of Finance CITY COUNCILACTIOIv APPROVF:D ✓ !)i:hrlF.D Approval: ItGCEIVEU OTH�:N MEt;TtNG DATE � � ��'��l ' AY[:s: ��i�2s�n. �-l�rn�"K . ��o�e�N.l� �l��,�er ��������r NOES' l�lr�,r�r', Jo M. Wohl uth, City Manager AI3SI;NT: _��`��' - A13STAIN: �►�� VF,R(F[ED �v�_ l�K I�c� Original on File with City Clerk's Office CONTRACT NO. C33050 AMENDMENT This amendment is entered into this 1St day of March, 2014, by and befinreen the City of Palm Desert, California ("City") and Wurms Janitorial Services, Inc. ("Contractor") to provide an increase in janitorial services related to the City owned building at 73-520 Fred Waring Drive, known as the Palm Desert Sheriff Substation. RECITALS 1. The City and Wurms entered into Contract No. C 33050 on September 12, 2013, for janitorial services related the cleaning of the City owned building at 73-520 Fred Waring Drive; and 2. Per that agreement, Wurms provide services to the upstairs area occupied by the Sheriff's Communication Center that comprises approximately 11,555 square feet; and 3. The Sheriff's Investigation Team will be occupying the facility's basement commencing March 1, 2014, and comprising approximately 6,366 square feet; and 4. Staff is recommending janitorial services now be provided in the basement area three days p/week and as noted in "Attachment A" to this amendment. The upstairs area janitorial services will remain unchanged and is five days p/week; and 5. Staff further recommends a contract term extension through June 30, 2015. THEREFORE, for good and valuable consideration, including, without limitation, the mutual promises, conditions, and agreement set forth herein, the City and Wurms Janitorial Services, Inc., agree as follows: A. TERM The term of this Contract Amendment shall commence on March 1, 2014 and end on June 30, 2015. B. COMPENSATION As of March 1, 2014, the City will pay Wurms Janitorial Services, Inc. $1,618.95 per month for janitorial services that will occur over five days (upstairs) and three days (basement) per week at said building. The City Manager may also authorize an additional two rooms requiring janitorial services, if they are utilized in the future, at a cost of $58.19 per month. All remaining requirements within the original contract will remain in force and unchanged. CONTRACT NO. C33050 The undersigned represent that they are authorized to execute this Contract Amendment on behalf of the parties hereto on whose behalf they purport to sign. This Contract Amendment shall be deemed executed on the date first above written. CITY OF PALM DESERT WURMS JANITORIAL SERVICES, INC. VAN G, TANNER, MAYOR LARRY D. STEWART, PRESIDENT/OWNER ATTEST: By: RACHELLE D. KLASSEN CITY CLERK APPROVED AS TO FORM: DAVID J. ERWIN, CITY ATTORNEY ATTACHMENT A W U R M '�`i �anita�ria� Services, �nc. S�� B1te'lY4'lll f_�jTfIP ��Ol'O1L'1. C_�a 9?$$Q Plt�l�p.tn{1>5sz-oao; F�.:�9sr>Ss�-oaos l'���t-rc�"l i� ,s c�r�virtr�,r TI7c� Ir°�lut�tc� En7�ai s c� .��1 i?C•�� 1��� Mr. Stephen Aryan 02-19-14 Risk Manager City of Palm Desert �3-510 Fred VVaring Drive Palm Desert, CA 92660-2578 Dear Mr. Aryan, Subject: Janitorial Services-Proposal First of all I would like to thank you for considering Wurm's for your building services needs. The following janitorial proposal is submitted for the Palm Desert Police Substation located at 73-520 Fred Waring Drive in Palm Desert. This proposal is inclusive of the 5 day service for the Dispatch area on the lst floor as stated in the 07-13 agreement. In addition to this, are the designated areas of the basement of which service will be provided 3 days a week(MWF) during business hours. This service is intended to begin in March. Two additional locations are quoted for future occupancy. Scope of Work-Janitorial Service Provided Dailv: l. Vacuum all carpeted areas. 2. Dust mop and damp mop all hard surface floors. 3. Spot clean all glass doors and wipe off kick marks. Spot clean windows for smudge marks. 4. Remove all trash and replace any soiled or torn liners. 5. Clean all break rooms. This shall include: a.) Wipe down the exterior of all appliances. b.) Clean counter tops, tables, cabinets and sinks. c.) Vacuum and or sweep and mop all floors. 6. Clean all restrooms/ locker rooms. This shall include: a.) Clean and disinfect washbasins, toilet bowls,urinals and showers. b.) Clean all metal and mirrors. c.) Fill all dispensers. d.) Empty all trash. e.) Remove splash marks from around and underneath urinals. f.) Sweep and mop all floors. 7. Provide spot cleaning of carpets as necessary. ATTACHMENT A Mr. Stephen Aryan City of Palm Desert Page 2 Service Provided Dailv: Continued 8. Wipe down conference room tables. 9. Dust desks and surrounding areas. Desks cleared off will be polished. 10. Clean and disinfect all drinking fountains/water coolers. 11. Management will be notified by our office of any facility concerns. 12. Affected security systems will be secured at the end of daily service. Services Provided Weeklv: 1. Dust all horizontal surfaces such as bookcases, file cabinets, windowsills, partitions, mirror and frame tops. Restroom walls and partitions will be wiped down. This includes removal of cobwebs. 2. Spot clean all light switches, walls, file cabinets, and glass display cases. 3. Clean all baseboards and thresholds. Services Provided Monthlv: 1. Vacuum all fabric covered upholstered furniture. 2. Vacuum wall and ceiling vents. 3. Vacuum all corners and edges. 4. Dust all blinds. Other Services Available: We are pleased to offer other services such as interior and exterior window cleaning, carpet cleaning and hard floor services. 1. Floor work-We recommend that tile and linoleum floors be stripped, sealed and waxed. We can do the strip, seal and wax for$.22/sq' with a$150.00 minimum. We have trained personnel, the proper equipment and use Butchers and Johnson products. 2. Carpet cleaning-We recommend that the carpets be cleaned twice per year. We can provide this service for$.20/sq' with a$150.00 minimum. We have trained personnel, truck mounted extraction equipment and use Waxie soil extractors. 3. Window cleaning- We recommend that the windows be cleaned twice per year. We can provide this service for$2.00 per surface with a$150.00 minimum. We have trained personnel and the proper equipment. ATTACHMENT A Mr. Stephen Aryan City of Palm Desert Page 3 We can also offer additional maintenance staff for emergency cleaning services or setup of special events for a price of$25.00 per hour. The above items have been presented individually with recommendations so that you may choose based on budgets, timing, need, weather or some other condition. We thank you for this opportunity to provide you with this proposal. Insurance• A Two Million dollar Liability Insurance Certificate naming your company as additional insured will be provided along with a copy of our Workman's Compensation Insurance as well as Automobile Liability. Please note that we do not subcontract any of our services. Equiqment and Supqlies: We will provide all equipment and supplies necessary to do the work as described. This includes restroom supplies such as toilet tissue, hand towels, hand soap, seat covers and trashcan liners. Charges• The monthly charge for the services listed above are: 5 Dav/Week Service-Dispatch(Monday-Fridav , 3Dav/Week Service-Basement (MWF� $1,618.95 Future Additions-3Da.� Basement Locker room-$30.77 Upstairs office-$27.42 This price is good thru June of 2015. We honor the six major holidays. Sincerely, Larry D. Stewart President/ Owner Wurm's Janitorial Services, Inc.