HomeMy WebLinkAbout2020-07-14 - AGENDA REPORTS - JANITORIAL SERVICES SCOPE INCREASE AND CONTR RENEW (2)Agenda Item: 14
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CITY OF SANTA CLARITA AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:1
DATE: July 14, 2020
SUBJECT: JANITORIAL SERVICES SCOPE INCREASE AND CONTRACT
RENEWALS
DEPARTMENT: Administrative Services
PRESENTER: Joseph Oerum
RECOMMENDED ACTION
City Council:
1. Authorize a monthly contract increase in the amount of $13,826 to the Citywide contract
with Servicon Systems, Inc., for a total monthly amount not to exceed $137,524 through
October 16, 2020.
2. Authorize the City Manager or designee to execute up to two additional one-year renewal
options beginning on October 17, 2020, not to exceed the base annual contract, inclusive of
contingency, of $1,650,293 plus any adjustment consistent with the appropriate Consumer
Price Index.
3. Appropriate $48,391 to COVID-19 Response expenditure account E0211601-5161.001;
increase transfers out account 10019500-5501.601 and transfers in account 601-4711.100 by
$48,391.
4. Authorize the City Manager or designee to execute all contracts and associated documents, or
modify the award in the event that issues of impossibility of performance arise, and execute
all documents subject to City Attorney approval.
BACKGROUND
Janitorial services are provided to City of Santa Clarita (City) owned facilities to ensure that
areas are maintained for daily use by members of the public and City staff. Routine janitorial
services are provided to 44 City -owned facilities, including community centers, Metrolink
stations, and parks, encompassing approximately 284,000 square feet.
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In light of the COVID-19 pandemic, the Division of Occupational Safety and Health
(Cal/OSHA), in adherence to the Centers for Disease Control and Prevention (CDC), released
guidelines for California employers for the protection of their employees from the spread of the
virus. Amongst other things, these guidelines outline the practice of periodically disinfecting
commonly touched surfaces and objects within the workplace. Staff from various divisions
responded to the guidelines accordingly and conducted several meetings with the City's current
janitorial services contractor, Servicon Systems, Inc. (Servicon), to ensure that extra disinfectant
cleanings for all 44 City facilities were added to the existing scope of work. These supplemental
cleaning services not only ensure Cal/OSHA compliance but also the safety and security of City
staff and members of the public.
The current contract with Servicon is set to expire without any further renewal options on
October 16, 2020. Due to extensive efforts by City staff to expand Servicon's scope of service to
include specialized disinfectant cleanings at every City facility, terminal cleanings when
necessary, and daily Sheriff's Station cleanings, it was determined that adding two additional
one-year renewal options would be the most prudent approach to the City's ongoing janitorial
needs. Additionally, it was concluded that going through a formal procurement process would
prove to be convoluted in consideration of the COVID-19 pandemic and the restrictions that the
City would have to enforce upon bidders during the various site visits necessary as part of the
solicitation undertaking.
ALTERNATIVE ACTION
Other actions as determined by the City Council.
FISCAL IMPACT
Upon approval of the recommended action, the budget will be adjusted accordingly.
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