09-01-2020 - AGENDA ITEM 08 CONSIDERATION OF FOURTH AMENDMENT TO THE UNITED MAINTENANCE SYSTEMS, INC. PROFESSIONAL SERVICES AGREEMENT FOR JANITORIAL SERVICES AT CITY BUILDINGS AND FACILITIES12/1 /2020
Print Staff Report
AGENDA ITEM NO. 8
DATE: September 1, 2020
TO: Mayor and City Council
FROM: David Carmany
City Manager
AGENDA STAFF REPORT
City of West Covina I Office of the City Manager
SUBJECT: CONSIDERATION OF FOURTH AMENDMENT TO THE UNITED MAINTENANCE
SYSTEMS, INC. PROFESSIONAL SERVICES AGREEMENT FOR JANITORIAL
SERVICES AT CITY BUILDINGS AND FACILITIES
RECOMMENDATION:
It is recommended that the City Council approve the Fourth Amendment to the Professional Services
Agreement with United Maintenance Systems, Inc. for janitorial services at City buildings and authorize the
City Manager to negotiate and execute the amendment.
BACKGROUND:
The original contract with United Maintenance Systems, Inc. for janitorial services at City buildings
commenced on February 1, 2017 and had a one year term with three, one year extensions. The three
amendments extended the term through January 31, 2021. Following the City Council's declaration of a fiscal
emergency through Resolution 2020-46 on May 19, 2020, the city manager asked staff to negotiate reductions
in all service contracts by 5-10%.
DISCUSSION:
Staff worked with United Maintenance Systems, Inc. to negotiate savings by reducing the scope of janitorial
services at all City buildings except City Hall and the Police Department. Contract janitorial services will be
eliminated at the following locations, through the term of the contract:
• City maintenance yard
• Cameron Community Center (currently closed)
• Shadow Oak Park (currently closed)
• Palm View Park (currently closed)
• Senior Citizens Center (currently under limited operations)
The reductions will result in a monthly saving of $12,600, and a potential saving of $88,200 for the remainder
of the contract term - January 31, 2021.
Staff at the Senior Center and City Yard will assume the responsibility of cleaning their own facilities. When
the community centers are allowed to reopen, staff will reassess the need for having janitorial services
provided using contracted services.
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12/1/2020
Print Staff Report
LEGAL REVIEW:
The City Attorney's Office has reviewed the amendment and approved it as to form.
OPTIONS:
The City Council has the following options:
1. Adopt staff's recommendation.
2. Provide alternative direction.
Prepared by: Mike Cresap Public Services Superintendent
Fiscal Impact
FISCAL IMPACT:
The reduced scope of services will result in a monthly saving of $12,600 or $88,200 through the term of
contract - January 31, 2021. This results in direct savings to the General Fund.
Attachments
Attachment No. 1 - United Maintenance Systems - Fourth Amendment
CITY Achieve Fiscal Sustainability and Financial Stability
COUNCIL
GOALS &
OBJECTIVES:
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ATTACHMENT NO. 1
FOURTH AMENDMENT TO
CITY OF WEST COVINA
PROFESSIONAL SERVICES AGREEMENT
WITH
UNITED MAINTENANCE SYSTEMS, INC.
FOR
JANITORIAL SERVICES AT CITY BUILDINGS AND FACILITIES
THIS FOURTH AMENDMENT ("Amendment") is made and entered into as of June 1,
2020 ("Effective Date") by and between the CITY OF WEST COVINA, a municipal corporation
("City"), and UNITED MAINTENANCE SYSTEMS, INC., a California corporation ("Contractor").
WHEREAS, City and Contractor entered into a Professional Services Agreement dated
January 17, 2017 for Contractor to provide janitorial services at City buildings and facilities (the
"Original Agreement"); and
WHEREAS, the Original Agreement provides for a term commencing February 1, 2017
and ending February 1, 2018, with the option to extend the term of the agreement for three (3)
successive one (1) year periods; and
WHEREAS, City and Contractor extended the term through January 31, 2019 through the
First Amendment to the Original Agreement; and
WHEREAS, City and Contractor extended the term through January 31, 2020 through the
Second Amendment to the Original Agreement; and
WHEREAS, City and Contractor extended the term through January 31, 2021 through the
Third Amendment to the Original Agreement; and
WHEREAS, on May 19, 2020, the City Council declared a fiscal emergency through the
adoption of Resolution No. 2020-46; and
WHEREAS, in declaring the fiscal emergency, the City Council directed the City Manager
to take any and all actions necessary to address the fiscal emergency, including, but not limited
to, measures relating to personnel and benefit costs, operations, and reductions in service levels,
and reviewing and negotiating changes to labor agreements, service agreements, and franchise
agreements, to the extent permitted by law; and
WHEREAS, City and Contractor have negotiated a reduction in Contractor's service levels
pursuant to the Original Agreement, which will reduce Contractor's monthly compensation by
$12,600.00; and
WHEREAS, City and Contractor desire to amend the Original Agreement accordingly; and
WHEREAS, City and Contractor intend and desire that this Amendment be effective
retroactive to the Effective Date.
United Maintenance Systems, Inc.
Fourth Amendment
Form Revised April 2020
NOW, THEREFORE, for valuable consideration, the receipt and sufficiency of which is
hereby acknowledged, the parties agree as follows:
This Amendment shall be effective retroactive to the Effective Date.
The Scope of Services shall be amended to reflect that janitorial services will not
be provided to the following buildings:
a. City Maintenance Yard Office
b. Cameron Community Center
C. Shadow Oak Recreation Center
d. Palm View Recreation Center
e. Senior Citizens Center
3. By amending the Scope of Services to reflect that janitorial services will not be
provided to the buildings identified in Section 1, Contractor's monthly
compensation shall be reduced by the following amounts, for a total monthly
reduction of $12,600.00:
a. City Maintenance Yard Office - $750.00/month
b. Cameron Community Center - $3,900.00/month
C. Shadow Oak Recreation Center - $2,850.00/month
d. Palm View Recreation Center - $1,700/month
e. Senior Citizens Center - $3,400/month
Section 2.1 of the Original Agreement shall be amended to reflect that, for the
period commencing June 1, 2020 and ending January 31, 2021, Contractor's
monthly compensation shall not exceed Sixty -Eight Thousand Six Hundred Dollars
($68,600.00).
5. All terms not defined herein shall have the same meaning and use as set forth in
the Original Agreement.
6. All other terms, conditions, and provisions of the Original Agreement not in conflict
with this Amendment shall remain in full force and effect.
[SIGNATURE PAGE FOLLOWS.]
United Maintenance Systems, Inc.
Fourth Amendment
Form Revised April 2020
IN WITNESS WHEREOF, City and Contractor have executed this Amendment as of the
date set forth above.
CITY OF WEST COVINA CONTRACTOR
David Carmany Jae Kim
City Manager Operations Manager
ATTEST:
Lisa Sherrick
Assistant City Clerk
APPROVED AS TO FORM:
Thomas P. Duarte
City Attorney
United Maintenance Systems, Inc.
Fourth Amendment
Form Revised April 2020