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Home My WebLink AboutAGENDA REPORT 2019 0501 REG CCSA ITEM 10FCITY OF MOORPARK, CALIFORNIA City Council Meeting of May 1, 2019 ACTION Approved Staff Recommendation. BY B.Garza F. Consider Amendment No. 1 with Charles Von Rueden dba ServiceMaster Professional Building Maintenance Services Increasing the not-to-exceed amount to cover minimum wage increase and authorize additional cleaning services. Staff Recommendation: Approve Amendment No. 1 with Charles Von Rueden dba ServiceMaster Professional Building Maintenance, and authorize the City Manager to sign the Amendment, subject to final language approval of the City Manager. (Staff: Jeremy Laurentowski) Item: 10.F. MOORPARK CITY COUNCIL AGENDA REPORT TO: Honorable City Council FROM: Jeremy Laurentowski, Parks and Recreation Director BY: Jessica Sandifer, Community Services Manager DATE: 05/01/2019 Regular Meeting SUBJECT: Consider Amendment No. 1 with Charles Von Rueden dba ServiceMaster Professional Building Maintenance Services increasing the not-to-exceed amount to cover minimum wage increase and authorize additional cleaning services BACKGROUND On March 27, 2018, the City Council approved an agreement with Charles Von Rueden DBA ServiceMaster Professional Building Maintenance (ServiceMaster) for monthly janitorial services for the Moorpark City Library, Ruben Castro Human Services Center, Moorpark Public Services Facility, and miscellaneous cleaning as requested. The agreement was for a 27-month term from April 1, 2018 to June 30, 2020, with a not to exceed amount for the initial term of $130,720. DISCUSSION ServiceMaster has submitted a letter requesting an increase in their monthly service rates due to the mandated increase in California’s minimum wage that became effective January 1, 2019. Minimum Wage for employers with more than 26 employees increased to $12/hr. Minimum wage will increase again January 1, 2020 to $13/hr. In order to cover this increase during the contract term, ServiceMaster is requesting an increase to their monthly service costs for calendar year 2019 and 2020. The minimum wage increases are based on the calendar year so the effect on the contract for the total term is summarized below: 4/1/18-5/31/19 6/1/19-12/31/19 1/1/2020-6/30/2020 TOTAL OVER TERM Library Mo 16,354.00$ 9,604.00$ 8,916.00$ 34,874.00$ RCHSC Mo 18,122.00$ 10,647.00$ 9,888.00$ 38,657.00$ MPSF Mo 7,507.50$ 4,413.50$ 4,101.00$ 16,022.00$ Total Mo Maint 89,553.00$ Item: 10.F. 150 Honorable City Council 05/01/2019 Regular Meeting Page 2 Once approved by the City Council, the minimum wage cost increase will go in to effect in June 2019. Staff is also requesting an increase to the quantity of deep cleanings completed annually. Currently Services Master performs one deep cleaning annually that includes a full service sanitizing of the facility, high and low dusting, including dusting all building fixtures, and additional cleaning services such as stripping and waxing floors, shampooing carpets, and exterior and interior window cleaning. Staff recommends increasing the annual deep cleaning services to two bi-annual deep cleanings per year at the Library, Ruben Castro Human Services Center, City Hall, Active Adult Center/Community Center, and the Arroyo Vista Recreation Center. These facilities exhibit a high use by both patrons and staff. As these facilities age, it has become increasingly difficult to maintain an acceptable level of cleanliness by our in-house staff and contract custodial services. The costs for this increase for the total term of the Agreement are summarized below: 7/1/18-12/31/18 1/1/19-12/31/19 1/1/2020-6/30/2020 TOTAL OVER TERM Lib Ann 3,000.00$ 6,000.00$ 3,000.00$ 12,000.00$ RCHSC Ann 1,500.00$ 3,000.00$ 1,500.00$ 6,000.00$ MPSF Ann 3,200.00$ 6,400.00$ 3,200.00$ 12,800.00$ CH Ann 4,785.00$ 9,570.00$ 4,785.00$ 19,140.00$ AVRC Ann 4,950.00$ 9,900.00$ 4,950.00$ 19,800.00$ AAC Ann 4,000.00$ 2,000.00$ 6,000.00$ Total Annual Maint 75,740.00$ Additionally, staff is requesting additional cleaning services in order to clean and sanitize the City’s park restrooms during the days when the parks are used the most. Currently, the restrooms at 12 parks are opened and cleaned Monday through Friday by our landscape maintenance contractor. However, on weekends or holidays, the park restrooms are opened and stocked by the part time staff, but they are not necessarily cleaned and sanitized. Historically, there has not been enough time allocated to the part time staff budget to complete these services. Staff is requesting to enlist the services of ServiceMaster to include cleaning the park restrooms on weekends and holidays in order to ensure that the parks are cleaned and sanitized when the parks are used the most. Staff has requested a quote from ServiceMaster to perform these services on Saturdays, Sundays, and City holidays. The additional cost for these services is $28,210 for the remaining term of the contract. In order to offset these costs, staff recommends removing cleaning services at the parks restrooms on Tuesdays and Thursdays from the agreement with the park maintenance contractor, as the park restrooms are used considerably less frequently during the week, as compared to the weekends. Additionally, staff recommends reducing the part time staff hours on the weekend to realize additional savings. Currently, the part time staff are scheduled to 151 Honorable City Council 05/01/2019 Regular Meeting Page 3 start work at 5:45 a.m. every weekend in order to restock and open the restrooms. With the new cleaning schedule, the part time staff will not need to start their shift until approximately 8:00 a.m., which will result in some savings to the City as detailed in the Fiscal Impact section of this report. In total, this new schedule will include opening and cleaning the park restrooms Monday, Wednesday, Friday, Saturday, and Sunday, including all City holidays. It should be noted that even though the restrooms will not be thoroughly cleaned on Tuesday or Thursday, they will be inspected, serviced and restocked by our part time staff that close the restrooms on Monday night and Wednesday night. Additionally, the City’s landscape maintenance contractor will still be required to open the restroom facilities in the morning and will notify City staff of any maintenance concerns. The current total contract value for the two year term is $130,720.70. With the minimum wage increases and added services, the new total contract value is increasing by $91,807.75 to $222,528.45 for the two year term ending June 30, 2020. This total contract value includes a contingency of 15% for miscellaneous janitorial services. FISCAL IMPACT The increased costs for monthly maintenance and annual cleaning can be absorbed in the FY 2018/19 operating budget and will be included in the FY 2019/20 budget. As mentioned above, the cost for ServiceMaster to open and clean the restrooms in the parks on the weekends and City holidays will be offset by a credit from the City’s maintenance contractor of $29,120. In addition, there will be additional salary savings of $4,125 from reduction of part-time staff hours, whose shifts can be scheduled to start later since they will no longer need to open the restrooms on the weekends. The total net savings to the City for the 14 month term is $5,035. STAFF RECOMMENDATION Approve Amendment No. 1 with Charles Von Rueden dba ServiceMaster Professional Building Maintenance, and authorize the City Manager to sign the Amendment, subject to final language approval of the City Manager. Attachment: Amendment No. 1 to Agreement with Charles Von Rueden dba ServiceMaster Professional Building Maintenance 152 Attachment AMENDMENT NO. 1 TO AGREEMENT BETWEEN THE CITY OF MOORPARK AND CHARLES VON RUEDEN, DBA SERVICEMASTER PROFESSIONAL BUILDING MAINTENANCE, FOR BUILDING MAINTENANCE SERVICES This Amendment No. 1 to the Agreement between the City of Moorpark, a municipal corporation (“City”), and Charles Von Rueden, a sole proprietor, DBA ServiceMaster Professional Building Maintenance, (“Contractor”), for building maintenance services (“Agreement”), is made and entered into on this ___ day of ____________________, 2019. RECITALS WHEREAS, on March 27, 20118 the City and Contractor entered into an Agreement to have the Contractor provide building maintenance services; and WHEREAS, the City and Contractor now desire to amend the Agreement to increase the scope of services consistent with Exhibit E, and the compensation for services to be performed by Contractor from one hundred thirty thousand seven hundred twenty dollars and seventy cents ($130,720.70) by a value of ninety-one thousand eight hundred seven dollars and seventy-five cents ($91,807.75), for a total contract value of two hundred twenty-two thousand five hundred twenty-eight dollars and forty-five cents ($222,528.45), and document said agreement to amend by jointly approving Amendment No. 1 to the Agreement. NOW, THEREFORE, it is mutually agreed by and between the parties to the Agreement as follows: I. Section 2, SCOPE OF SERVICES, is amended by replacing the third paragraph as follows: “Compensation for the services to be performed by Contractor shall be in accordance with Exhibits C, D, and E: Contractor Proposal. Compensation shall not exceed the rates or total contract value of two hundred twenty-two thousand five hundred twenty-eight dollars and forty- five cents ($222,528.45), which includes a fifteen percent (15%) contingency of twenty-nine thousand twenty-five dollars and forty-five cents ($29,025.45), during the initial term ending June 30, 2020. Payment by City to Contractor shall be in accordance with the provisions of this Agreement.” II. Section 5, PAYMENT, is amended by replacing the second paragraph as follows: “The City agrees to pay Contractor monthly, in accordance with the payment rates and terms and the schedule of payment as set forth in Exhibits C, D, and E, based upon actual time spent on the above tasks. 153 This amount shall not exceed two hundred twenty-two thousand five hundred twenty-eight dollars and forty-five cents ($222,528.45), which includes a fifteen percent (15%) contingency of twenty-nine thousand twenty-five dollars and forty-five cents ($29,025.45), during the initial term ending June 30, 2020.” III. Remaining Provisions: Except as revised by this Amendment No. 1, all of the provisions of the Agreement shall remain in full force and effect. In W itness W hereof, the parties hereto have caused this Amendment to be executed the day and year first above written. CITY OF MOORPARK CHARLES VON RUEDEN DBA SERVICEMASTER PROFESSIONAL BUILDING MAINTENANCE _______________________________ _______________________________ Troy Brown, City Manager Charles Von Rueden, Owner Attest: _______________________________ Deborah Traffenstedt Assistant City Manager/City Clerk Amendment No.1 to Agreement between City of Moorpark and Charles Von Rueden dba Service Master Professional Building Maintenance. Page 2 154 Exhibit D SerVICeJIIASTER ServiceMaster Professional Building Maintenance Clean 4053 Calle Tesoro, E Camarillo,CA 93012 805/389-6883 805/389-1179 charlie@servicemasterpbm.com www.servicemasterpbm.com ATTACHMENT 2 An independent business licensed to serve you by FINANCIAL CONSIDERATIONS ServiceMaster Clean MOORPARK PUBLIC LIBRARY 699 MOORPAK AVE (MON THRU SAT) Compensation: $1372 Monthly $16,464 Annual Year 2019 Compensation: $1486 Monthly $17,832 Annual Year 2020 Compensation: $3,000 Annual Cleaning RUBEN CASTRO HUMAN SERVICES FACILITY 612 SPRING ROAD (MON THRU FRI) Compensation: $1521 Monthly $18,252 Annual Year 2019 Compensation: $1648 Monthly $19,776 Annual Year 2020 Compensation: $1,500 Annual Cleaning MOORPARK PUBLIC SERVICES FACILITY 527 FITCH AVE (2-DAYS PER WEEK) Compensation: $630.50 Monthly $7,566 Annual Year 2019 Compensation: $683.50 Monthly$8,202 Annual Year 2020 Compensation: $3,200 Annual Cleaning CITY CIVIC CENTER 799 MOORPARK AVE (ANNUAL) Compensation: $4,785 Annual Cleaning ARROYO VISTA RECREATION CENTER 455 TIERRA REJADA ROAD (ANNUAL) Compensation: $4,950 annual Cleaning ACTIVE ADULT CENTER(ANNUAL) Compensation: $2000 Annual Cleaning A SerViCeMASTER fD Seri)iCeMA Q d cT TER Janitorial Services ServiceMaster Professional Building Maintenance Clean 4053 Calle Tesoro,YF Camarillo,CA 93012 805/389-6883 • 805/389-1179 charlie@servicemasterpbm.com www.servicemasterpbm.com An independent business licensed to serve you by ServiceMaster Clean ATTACHMENT 2 PAGE 2 SPECIAL REQUEST CLEANING Compensation: $36.00 per hour The labor rates are all inclusive without limitation, to include wage benefits, vehicle, fuel, tools, mobilization and demobilization, supervision, insurance, all licenses, permits, overhead and profit and all other requirements necessary for the commencement, performance and completion of the work. A ServiceM 1sTE.x Exhibit E ServiCeMASTERServiceMaster Professional Building Maintenance 4053 Calle Tesoro, F Clean Camarillo,CA 93012 805/389-6883 805/389-1179 charlie@servicemasterpbm.com www.servicemasterpbm.corn An independent business March 14, 2019 licensed to serve you by ServiceMaster Clean Jeremy Laurentowski City of Moorpark 799 Moorpark Avenue Moorpark, CA 93021 Re: 12 City Parks Dear Jeremy, Thank you for the opportunity to present this ServiceMaster proposal for cleaning of restrooms at 12 City Parks every weekend and on City holidays. Extent of Service: 1. Unlock and open gates. 2. Unlock, open and clean 24 restrooms . 3. Finish cleaning by 8 am. 4. Service with two people. Cost: $2015.00 per month Should you have any questions regarding this proposal, please don't hesitate to call me. . cer: g /✓ i harles Von Rueden Owner CVR/jvr SerViceMASTER. 1 D