2022-23 Merchants Building Maintenance LLC Amendment 4 - Janitorial ServicesMEMORANDUM
DATE:
TO:
FROM:
RE:
Please list the Contracting Party / Vendor Name, type of agreement to be executed, including any change orders or
amendments, and the type of services to be provided. Make sure to list any related Project No. and Project Name.
Authority to execute this agreement is based upon:
___ Approved by City Council on ___________________________________________
___ City Manager’s signing authority provided under the City’s Purchasing Police
[Resolution No. 2019-021] for budget expenditures of $50,000 or less.
___ Department Director’s or Manager’s signing authority provided under the City’s
Purchasing Policy [Resolution No. 2019-021] for budget expenditures of $15,000 and
$5,000, respectively, or less.
Procurement Method (one must apply):
___ Bid ___ RFP ___ RFQ ___ 3 written informal bids
___ Sole Source ___ Select Source ___ Cooperative Procurement
Requesting department shall check and attach the items below as appropriate:
___ Agreement payment will be charged to Account No.: _____________________
___ Agreement term: Start Date ________________ End Date ________________
___ Amount of Agreement, Amendment, Change Order, etc.: $____________________
REMINDER: Signing authorities listed above are applicable on the aggregate Agreement amount,
not individual Amendments or Change Orders!
___ Insurance certificates as required by the Agreement for Risk Manager approval
Approved by: ______________________________ Date: _______________
___ Bonds (originals)as required by the Agreement (Performance, Payment, etc.)
___ Conflict of Interest Form 700 Statement of Economic Interests from Consultant(s)
NOTE: Review the “Form 700 Disclosure for Consultants” guidance to determine if a Form 700 is
required pursuant FPPC regulation 18701(2)
___ Business License No. __________________; Expires: __________________
___ Requisition for a Purchase Order has been prepared (Agreements over $5,000)
June 22nd, 2022
Jon McMillen, City Manager
Alfred Berumen, Fleet & Facilities Analyst
Attached for your signature is Amendment No. 4 to contract services agreement with
Merchants Building Maintenance, LLC. For citywide janitorial services.
May 17th, 2022
✔101-3008-60115; 202-3004-
07/01/2022 06/30/2023
208,599
Laurie McGinley 6/24/2022
766173 6/30/2021
Page 1 of 6
AMENDMENT NO. 4 TO CONTRACT SERVICES AGREEMENT
WITH MERCHANTS BUILDING MAINTENANCE, LLC
This Amendment No. 4 (“Amendment No. 4”) to Contract Services
Agreement (“Agreement”) is made and entered into as of the 1st day of July
2022 ("Effective Date") by and between the CITY OF LA QUINTA ("City"), a
California municipal corporation and Merchants Building Maintenance, a
Janitorial Service (“Contracting Party”).
RECITALS
WHEREAS, on or about July 1, 2018, the City and Contracting Party
entered into an Agreement to provide janitorial services for City facilities, for
a total not to exceed amount of $159,371. The term of the Agreement expired
on June 30, 2019; and
WHEREAS, the City and Contracting Party executed Amendment No. 1
and mutually agreed to extend the term of the Agreement for one additional
year, from July 1, 2019 to June 30, 2020 (“Extended Term”), and amend the
scope of services to include year-round maintenance of the Fritz Burns Pool
building and bi-weekly window cleaning of the Wellness Center, for additional
annual compensation of $175,716, which includes a State mandated
prevailing wage increase of $8,759 ($159,371 + $7,586 + $8,759 =
$175,716); and
WHEREAS, the City and Contracting Party mutually agreed to amend
Section 1.1 – Scope of Services to include year-round maintenance of the
Cove Restroom for additional annual compensation of $4,602 pursuant to
Section 2.3 Compensation for Additional Services amounting to five percent
(5%) or less of the Contract Sum; and
WHEREAS, the City and Contracting Party executed Amendment No. 2
and mutually agreed to extend the term of the Agreement for one additional
year in accordance with Section 3.4 – Term, from July 1, 2020 to June 30,
2021 (“Extended Term”), and increase Section 2.1 Contract Sum to a total not
to exceed amount of $507,061, adding an annual compensation for FY
2020/21 of $171,974, which included a State mandated prevailing wage
increase of $11,600 ($160,374 + $11,600 = $171,974); and
WHEREAS, the City and Contracting Party mutually agreed to extend
the term of the Agreement for one additional year, from July 1, 2021 to June
30, 2022 (“Extended Term”), and amend the scope of services to include year-
Page 2 of 6
round maintenance of the Silver Rock Event site restrooms and the Modular
Events Building and year-round maintenance of the Civic Center restrooms,
for additional annual compensation of $181,802 which includes a State
mandated minimum wage increase of $12,829 ($171,974 + $9,828 + $12,829
= $194,631); and
WHEREAS, the City and Contracting Party mutually agree to extend the
term of the Agreement for one additional year, from July 1, 2022 to June 30,
2023 (“Extended Term”), and amend the scope of services to include year-
round maintenance of the Silver Rock Event site restrooms, and the Modular
Events Building, year-round maintenance of the Civic Center restrooms, year-
round maintenance of the Cove restroom for additional annual compensation
of $208,599; and
WHEREAS, Section 2.1 – Contract Sum shall be amended by an
additional $208,599 to include compensation for the additional service listed
above, for a total not to exceed amount of $910,291.
NOW THEREFORE, in consideration of the mutual covenant herein
contained, the parties agree as follows:
AMENDMENT
In consideration of the foregoing Recitals and the covenants and
promises hereinafter contained, and for good and valuable consideration, the
sufficiency and receipt of which are hereby acknowledged, the parties hereto
agree as follows:
1. Section 1.1; Scope of Services is amended pursuant to the attached
“Exhibit A,” incorporated herewith by this reference.
2. Section 2.1; Contract Sum is amended by an additional $208,599 for a
total not to exceed amount of $910,291 as listed in revised “Exhibit B,”
attached hereto, and incorporated herewith by this reference.
Initial term (July 1, 2018 – June 30, 2019) $159,371
Extended Term (July 1, 2019 – June 30, 2020) $175,716
Extended Term (July 1, 2019 – June 30, 2020) $171,974
Extended Term (July 1, 2021 – June 30, 2022) $194,631
Extended Term (July 1, 2022 – June 30, 2023) $208,599
Total not to exceed amount: $910,291
Page 4 of 6
Exhibit A
Scope of Services
Section 1.1 Scope of Services is amended to include additional services.
Additional Services
Civic Center Park Restrooms – Year-round maintenance of restrooms
Cove Restroom – Year-round maintenance
Silver Rock Event Site Restrooms – Year-round maintenance of
restrooms
Silver Rock Event Site Building – As needed cleaning schedule
Page 5 of 6
Exhibit B
Schedule of Compensation
With the exception of compensation, Additional Services provided for in
Section 2.3 of this Agreement, the maximum total compensation to be paid to
Contracting Party under this Amendment No. 4 in Fiscal Year 2022/2023 is
Two Hundred Eight Thousand, Five Hundred and Ninety-nine Dollars
($208,599) (“Contract Sum”). The Contract Sum shall be paid to Contracting
Party in conformance with Section 2.2 of the Agreement.
Page 6 of 6
Exhibit B
Schedule of Compensation
City of La Quinta
CITY COUNCIL MEETING: May 17, 2022
STAFF REPORT
AGENDA TITLE: APPROVE AMENDMENT NO. 4 TO AGREEMENT FOR
CONTRACT SERVICES WITH MERCHANTS BUILDING MAINTENANCE, LLC FOR
CITYWIDE JANITORIAL SERVICES
RECOMMENDATION
Approve Amendment No. 4 to Agreement for Contract Services with Merchants
Building Maintenance, LLC for janitorial services, in the amount of $208,599;
and authorize the City Manager to execute the Amendment.
EXECUTIVE SUMMARY
•On June 5, 2018, Council approved a Agreement for Contract Services
with Merchants Building Maintenance, LLC. (Merchants) for janitorial
services.
•The contract expires on June 30, 2022; however, the term allows for
four additional one-year extensions.
•Amendment No. 4 (Attachment 1) includes additional services.
FISCAL IMPACT
The total cost for 2022/23 would be $208,599, a 7% or $13,968 increase; the
annual cost is allocated between the General Fund, Library, and Museum as
follows:
2018/19 2019/20 2020/21 2021/22 2022/23
General Fund
(101-3008-
60115)
$ 121,816 $ 135,607 $ 133,314 $ 153,304 $ 164,108
Library (202-
3004-60115)
$ 29,646 $ 31,733 $ 30,459 $ 32,527 $ 34,130
Museum (202-
3006-60115)
$ 7,909 $ 8,376 $ 8,201 $ 8,800 $ 10,361
TOTAL $ 159,371 $ 175,716 $ 171,974 $ 194,631 $208,599
CONSENT CALENDAR ITEM NO. 7
187
BACKGROUND/ANALYSIS
On June 5, 2018, Council awarded the citywide janitorial services contract to
Merchants. The contract allows for four one-year extensions.
In May 2019, Council approved Amendment No. 1 for a one-year extension to
year-round janitorial services and included additional services for the Fritz
Burns pool building, bi-monthly window cleaning at the Wellness Center, and
State mandated prevailing wage increase of $8,759. This amendment resulted
in an overall contract increase of $16,345 from the prior fiscal year.
In May 2020, Council approved Amendment No. 2 for a one-year extension to
year-round janitorial services. This amendment included additional services
for the Cove Restroom and State mandated prevailing wage increase of
$11,600. To limit contact during the COVID-19 Pandemic, nightly spot vacuum
was removed from the schedule, and dusting of desks, chairs, tables, and
other office furniture and equipment was amended to take place weekly. This
resulted in an overall contract reduction of $3,742, or 2%, from the prior fiscal
year.
In June 2021, Council approved Amendment No. 3 for a one-year extension
for year-round janitorial services with the addition of the Civic Center Park
restrooms, the SilverRock event site restrooms, the SilverRock event site
building in the amount of $9,828, and State mandated minimum wage
increase in the amount of $12,829. This resulted in an overall contract
increase of $22,657, or 13%, from FY 2020/21.
Amendment No. 4 would include a one-year extension for year-round janitorial
services with the addition of year-round service for the Cove restroom, Civic
Center Park restrooms, the SilverRock event site restrooms, and as-needed
service for the SilverRock event site building. This increases the contract cost
by $13,968, or 7%, from FY 2021/22.
Based on Merchants performance, staff recommends extending the contract
for 2022/23.
ALTERNATIVES
Council may elect not to approve the amendment and direct staff to re-
advertise for citywide janitorial services.
Prepared by: Alfred Berumen, Management Analyst
Approved by: Tony Ulloa, Deputy Director
Attachment: 1. Amendment No. 4 to Contract Services Agreement
188