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Home My WebLink About2018-08-28; City Council; Resolution 2018-159RESOLUTION NO. 2018-159 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING EXECUTION OF AMENDMENT NO. 1 TO THE CITYWIDE CUSTODIAL SERVICE AGREEMENT WITH PRIZM JANITORIAL SERVICES, INC. FOR AN AMOUNT NOT TO EXCEED $58,279 PER YEAR FOR ADDITIONAL SERVICE LOCATIONS. EXHIBIT 1 WHEREAS, on May 7, 2017, the City Council adopted Resolution No. 2017-074 awarding an agreement to Prizm Janitorial Services, Inc. for custodial services at 17 city parks and 19 city facilities; and WHEREAS, staff has identified the need for custodial services at three new park locations and two existing facilities locations; and WHEREAS, Prizm Janitorial Services, Inc. has demonstrated a record of success at fulfilling the current contract requirements and has the capacity to support our custodial needs; and WHEREAS, the annual cost of services for the five additional locations has been negotiated at $58,279; and WHEREAS, Resolution No. 2017-074 authorized the city manager to execute amendments up to $30,000 per year; and WHEREAS, Amendment No. 1 authorizes a $58,279 increase to the contracted amount and limits future year increases so the total contractual amount over the life of the contract will not exceed the original contract maximum amount of $2,701,584; and WHEREAS, the Purchasing Officer recommends that the contracted work in Amendment No. 1 be exempted from the competitive procurement process pursuant to Carlsbad Municipal Code section 3.28.ll0(N) (situations where solicitations of bids or proposals for goods, services, or professional services would be, in the discretion of the awarding authority, impractical, unavailing, impossible, or not in the best interests of the city); and WHEREAS, sufficient funds are available in the Facilities Maintenance and Parks Maintenance Operating Budgets to fully fund the remainder of the current fiscal year with funding for subsequent years to be requested during the city's annual budget process. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: August 28, 2018 Item #3 Page 4 of 10 EXHIBIT 1 1. That the above recitations are true and correct. 2. That Amendment No. 1 is exempt from the competitive procurement process under Carlsbad Municipal Code section 3.28.ll0(N). 3. That the mayor is authorized and directed to execute Amendment No. 1 to the citywide custodial service Agreement between the City of Carlsbad and Prizm Janitorial Services, Inc. attached hereto as Attachment A. PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 28th day of August, 2018, by the following vote, to wit: AYES: NOES: ABSENT: M. Hall, K. Blackburn, M. Schumacher, C. Schumacher, M. Packard. None. None. C~K1tlJtl~ ~RBARA ENGLESON, City Clerk (SEAL) August 28, 2018 Item #3 Page 5 of 10 AMENDMENT NO. 1 TO AMEND AGREEMENT FOR CUSTODIAL MAINTENANCE SERVICES PRIZM JANITORIAL, INC. GS1542 No. 1 is entered into and effective as of the/)."8-fh day of ~:::::....:~~!!!\,..o...1:~~----' 2018, amending the agreement dated May 11, 2017, (the "Agreement y and between the City of Carlsbad, a municipal corporation, ("City"), and Prizm Janitorial, Inc., a California corporation, ("Contractor") (collectively, the "Parties") for custodial maintenance services. RECITALS A. The Parties desire to alter the Agreement's scope of work to add janitorial services to the following locations in the City: Pine Park Community Center, Monroe St. Pool, Ann D. L'Heureux Dog Park, Calavera Trails, and Leo Carrillo Ranch Historic Park; and B. The Parties desire to alter the Agreement's scope of work and adjust language directing opening and closing procedures at Leo Carrillo Ranch Historic Park and Beach Bluff Restroom; and / C. The Parties desire to alter the Agreement's Compensation and adjust language to allow increases for subsequent years to be consistent with the Carlsbad Purchasing Manual; and D. The Parties have negotiated and agreed to a supplemental scope of work and fee schedule, which is attached to and incorporated in by this reference as Exhibit "A", Scope of Services and Fee. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows: 1. In addition to those services contained in the Agreement, as may have been amended from time to time, Contractor will provide those services described in Exhibit "A". With this Amendment, the total annual Agreement amount shall not exceed four hundred thirty-four thousand, one hundred forty two dollars and sixty cents ($433,542.60) during the current agreement year. 2. City will pay Contractor for all work associated with those services described in Exhibit "A" on a time and materials basis not-to-exceed fifty eight thousand two hundred seventy eight dollars and seventy two cents ($58,278.72). Contractor will provide City, on a monthly basis, copies of invoices sufficiently detailed to include hours performed, hourly rates, and related activities and costs for approval by City. 3. Compensation adjustments for any future agreement year amendment shall not exceed fifteen thousand eight hundred sixty dollars and sixty four cents ($15,860.64) per agreement year. 4. Contractor will complete all work described in Exhibit "A" by May 11, 2019. 5. All other provisions of the Agreement, as may have been amended from time to time, will remain in full force and effect. City Attorney Approved Version 1 /30/13 August 28, 2018 Item #3 Page 6 of 10 GS1542 6. All requisite insurance policies to be maintained by the Contractor pursuant to the Agreement, as may have been amended from time to time, will include coverage for this Amendment. 7. The individuals executing this Amendment and the instruments referenced in it on behalf of Contractor each represent and warrant that they have the legal power, right and actual authority to bind Contractor to the terms and conditions of this Amendment. CONTRACTOR PRIZM JANITORIAL, INC., a California corporation (sign here) ,:;:.~,:;·-~J: ...... c.<-12h~r1~s~oV1~L~e.---B+-'r.~£.~S~~ cl~,e_~r_\'t (print name/title) CITY OF CARLSBAD, a municipal corporation of the State of California MATT t'fALL Mayor (sign here) BARBARA~IJUH"-.:::: J;~f))c)Y) Le. -\l,o2 -Pr.e.S\o\.QutT/City Clerk (print name/title) Cf'O If required by City, proper notarial acknowledgment of execution by Contractor must be attached. If a corporation, Agreement must be signed by one corporate officer from each of the following two groups: Group A Chairman, President, or Vice-President Group B Secretary, Assistant Secretary, CFO or Assistant Treasurer Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation. APPROVED AS TO FORM: CELIA A. BREWER, City Attorney BY:~~==---~~- Deputy City Attorney City Attorney Approved Version 1/30/13 2 GS1542 of work for Carrillo Ranch ONLY shall be between the hours of 7:00 a.m. and 9:00 a.m. unless otherwise directed by CONTRACT ADMINISTRATOR. 25.00 CARRILLO RANCH SCOPE OF SERVICES The CONTRACTOR will perform the following custod,i.~t~aintenance services at Carrillo Ranch Historic Buildings (Outdoor Areas including all ~\19; restrooms) described in Exhibit A, Part I General Specifications, Section 2.00 thre~:~J) seven (7) days per week, if£udny~ :§gtu[dgy and1 Sunday thru Saturday. Service· for all outdoor areas shall be performed between the hours of 7:00 a.m. and 9:00 a.m. City Attorney Approved Version 1 /30/13 5 August 28, 2018 Item #3 Page 10 of 10