Item 1.5 - Amendment to the Contract with V.I.P. Holdings, Inc., for Janitorial Services � of PQW. r It
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COUNCIL GE REPORT
The G('�
DATE: September 17, 2019
TO: Honorable Mayor and Members of the City Council
FROM: Eric Heidemann, Interim Director of Public Works
CONTACT: Pat Ryan, Interim Assistant Director of Public Works for Maintenance
Operations
(858) 668-4705 or pryan@poway.org
SUBJECT: Amendment to the Contract with V.I.P. Holdings, Inc., for Janitorial
Services
Summary:
On June 17, 2014, the City Council awarded a contract to V.I.P. Holdings, Inc., (VIP) for janitorial
services at its various facilities. The contract with VIP, expired on August 31, 2019. The City
seeks to approve an amendment andaffirm that the amendment is retroactively extended,
commencing on September 1, 2019, to December 31, 2019, to ensure continuation of service
while staff executes a proposal process and retains a contractor for a long-term janitorial services
contract. The cost of the amendment for the proposed period will not exceed $64,122.
Recommended Action:
It is recommended that the City Council approve Amendment 8 to the contract for Janitorial
Services with VIP Holdings, Inc., that extends the contract retroactively from September 1, 2019,
to December 31, 2019, and authorize the City Manager to execute the necessary documents.
Discussion:
On June 17, 2014, the City approved a contract with the City's current service provider, VIP for
janitorial maintenance services for 30 City facilities. The contractor provided for all personnel,
equipment and materials. The contract with VIP expired August 31, 2019.
In June 2019, the City advertised a Request for Proposal (RFP) for Janitorial Services
(RFP No. 19-021) to retain a new long-term contract in advance of the expiring contract with the
City's current vendor. The City received two proposals, which were more than $120,000 per year
over the Fiscal Year 2019-20 janitorial services budget. As a result, on August 20, 2019, the City
Council approved a Resolution terminating the bid process for Janitorial Services RFP
No. 19-021 and authorized staff to proceed with re-advertisement, open market purchasing or
competitive negotiation.
To ensure continued delivery of this critical service, staff recommends VIP continue to provide
service to the City while staff executes a proposal process and retains a new long-term contract.
In accordance with Poway Municipal Code 3.28.125, approval of amendments to contracts for
supplies, services or equipment in an amount of $50,000 or more shall be approved by the City
Council. The proposed amendment provides for continued daily, weekly and monthly cleaning
services through December 31, 2019, at a cost not-to-exceed $64,122. The not-to-exceed cost
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of $64,122 includes a 3.7 percent Consumer Price Index adjustment to VIP's prior monthly
contracted rate. Upon concluding the RFP process, staff will return to the City Council for approval
of a new janitorial services contract later this year.
Environmental Review:
This action is not subject to review under the California Environmental Quality Act (CEQA).
Fiscal Impact:
There are sufficient funds available in the Fiscal Year 2019-20 Budget (204020-41400, 206020-
41400 and 415010-41400) to approve the amendment.
Public Notification:
None.
k achments:
A. Amendment with VIP Holdings, Inc.
Reviewed/Approved By: Reviewed By: Approved By:
I, "j /
Wend Kaserman Alan Fenstermacher Chris Ha -2 ine
Assistant City Manager City Attorney City Manager
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t d e
EIGHTH AMENDMENT TO JANITORIAL SERVICES CONTRACT
THIS EIGHTH AMENDMENT TO THE CONTRACT is made and entered into this 17th
day of September, 2019, by and between the CITY OF POWAY, a municipal corporation (the
"City"), and V.I.P. Holdings, Inc., a California corporation ("Contractor").
RECITALS
1. City and Contractor entered into that certain "JANITORIAL SERVICES CONTRACT"
dated July 1, 2014 (the "Contract"), by which City and Contractor established the terms and
conditions for providing janitorial maintenance services to assist the City in its municipal activities.
2. The Contract allows for revisions in the Scope of Services Section II, Number 27, in which
City may order changes or revisions within the scope of the contract consisting of additions or
deletions thus requiring changes in the amount of compensation.
3. The parties have previously entered into a first amendment to the CONTRACT
(the"FIRST AMENDMENT"), in order to add week-end service to the Train Depot, Templars Hall,
Porter House and restrooms in Old Poway Park, and modify the fee schedule.
4. The parties have previously entered into a second amendment to the CONTRACT
(the "SECOND AMENDMENT"), in order to add service to an area in City Hall known as
Redevelopment and modify the fee schedule.
5. The parties have previously entered into a third amendment to the CONTRACT
(the "THIRD AMENDMENT"), in order to add service to the Library and extend the contract into
its third year from July 1, 2016, to June 30, 2017 and to modify the fee schedule which includes
a 2.4 percent CPI adjustment as set forth herein.
6. The parties have previously agreed to enter into the fourth amendment to the CONTRACT
(the "FOURTH AMENDMENT"), in order to add a second day of service to the Iron Mountain
Restrooms, remove service from the area in City Hall known as Redevelopment, extend the
contract into its fourth year from July 1, 2017, to June 30, 2018 and to modify the fee schedule
which includes a 2.0 percent CPI adjustment as set forth herein.
7. The parties have previously agreed to enter into the fifth amendment to the CONTRACT
(the "FIFTH AMENDMENT"), in order to extend the contract into its fifth year from July 1, 2018,
to June 30, 2019 and to modify the fee schedule which includes a 2.8 percent CPI adjustment as
set forth herein.
8. The parties have previously agreed to enter into the sixth amendment to the CONTRACT
(the "SIXTH AMENDMENT"), in order to add service to the Community Park Pool and modify the
fee schedule as set forth herein.
9. The parties have previously agreed to enter into the seventh amendment to the
CONTRACT (the "SEVENTH AMENDMENT"), in order to extend the contract from July 1, 2019,
until August 31, 2019.
10. The parties now agree to enter into the eighth amendment to the CONTRACT
(the "EIGHTH AMENDMENT"), in order to remove service from the Community Park Recreation
Office, Weingart Senior Center, reduce service to the Community Park Auditorium, and to extend
the contract from September 1, 2019, until December 31, 2019 and to modify the fee schedule
which includes a 3.7 percent CPI adjustment as set forth herein.
3 of 8 ATTACHMENT A
NOW, THEREFORE, IT IS HERE:Y AGREED AS FOLLOWS:
Section 1. Section V of the proposal, Facility Plans and Frequency Matrixes and
Section VI, Article II and Article. IV of the Janitorial Services Contract, as modified by the FIRST,
SECOND, THIRD, FOURTH-, FIFTH, SIXTH and SEVENTH AMENDMENT, is hereby amended
as set forth in Exhibit 1 and those terms set forth in the CONTRACT, the terms of Exhibit 1 shall
prevail. Exhibit 1 shall be effective September 1, 2019, through December 31, 2019.
Section 2. Except as otherwise amended by this EIGHTH AMENDMENT, all other
terms and conditions of the CONTRACT and the FIRST, SECOND, THIRD, FOURTH, FIFTH,
SIXTH and SEVENTH AMENDMENT shall remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have caused this EIGHTH AMENDMENT to
be executed the day and year first above written.
CITY OF POWAY, V.I.P. Holdings, Inc.,
a municipal corporation. a California corporation
By: By:
Chris Hazeltine, City Manager
ATTEST:
By:
Faviola Medina, City Clerk
APPROVED AS TO FORM:
By:
Alan Fenstermacher, City Attorney
Attachment
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EXHIBIT 1
SPECIAL EVENT ACID WASH
FACILITY GENERAL SERVICES ASSISTANCE TILE(Per
(YEARLY) (YEARLY) Building)
$29,592.36(Second
amendment=$290.00 per
month prorated$3,045.00))
total=$32,637.36,(new total
1 City Hall 13325 Civic Center Dr. for year$33,072.36)
16/17=$33,866.10
17/18=$30,993.82
18/19=31,029.37
19/20=$32,177.46
$14,027.04
Council Chambers 16/17=14,363.69
2 17/18=$14,650.96
13325 Civic Center Dr. 18/19=$15,061.19
19/20=$15,618.45
$675.35
Fire Station 1 Administration 13050 16/17=$691.56
3 Community Rd. 17/18=705.39
Downstairs/Classroom/Restrooms/Hall 18/19=$725.14
19/20=$750.97
$675.35
16/17=$691.56
4 Fire Station 1 Administration 13050 17/18=705.39
Community Rd. Upstairs 18/19=$725.14
19/20=751.97
$5,219.87
Fire Station 3 16/17=$5,219.87
5 17/18=$5,452.05
14322 Pomerado Rd
18/19=$5,604.71
19/20=$5,812.08
$12,144.84 $120.00
16/17=$12,436.32 16/17=$122.88
Community Park Auditorium
6 17/18=$12,685.05 $0.00 17/18=$125.34
13094 Civic Center Dr. 18/19=13,040.23 18/19=$128.84
19/20=$1,020.00 19/20=$133.61
$745.32
Community Park Ball Field Restrooms 16/17=$763.21
7 r 17/18=$778.47
13094 Civic Center Dr.
18/19=$800.27
19/20=$829.88
$9,739.91
16/17=$9,973.67
17/18=$10,173.14 $180.00
Community Park Pool 13094 18/19=$10,457.99(Sixth 16/17=$184.32
8 Amendment=$350.00 per 17/18=$188.00
Civic Center Dr. month prorated$2,450.00. 18/19=$193.26
New Total for year is 19/20=$200.41
$12,907.99
19/20=$13,385.59
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VIP HOLDINGS,INC. AMENDMENT#8 2019/2020
EXHIBIT 1
$1,347.48
16/17=$10,939.39
9 Community Skateboard Park Restrooms 17/18=$1,407.42
13100 Civic Center Dr.
18/19=$1,446.82
19/20=$1,500.35
$12,270.48 Third Amendment=
495*10 Library floor steam
$80.00
cleaning=$4,950.00 new total
=$17, 16/17=$81.92
10 Library 13137 Poway Rd. 220.48. 17/18=$83.56
16/17=$17,633.77 18/19=$85.89
17/18=$17,986.45 19/20=$89.07
18/19=$18,490.07
19/20=$19,174.20
$3,674.52(First amendment
$3,674.52)total=$7,349.04
11 Old Poway Park Porter House 14134 16/17=$7,525.42
Midland Rd. 17/18=$7,675.93
18/19=$7,890.85
19/20=$8,182.81
$2,938.08(First amendment
$2,938.08)total$5,876.16
12 Old Poway Park Templar's Hall 14132 16/17=$6,017.19
Midland Rd. 17/18=$6,137.53
18/19=$6,309.38
19/20=$6,542.83
$2,138.76(First amendment-
$2,138.76)total=$4,277.52 $120.00
Old Poway Park Restrooms 14114 16/17=$4,380.18 16/17=$122.88
13 Midland Rd. 17/18=$4,467.78 17/18=$125.34
18/19=$4,592.88 18/19=$128.84
19/20=$4,762.82 19/20=$133.61
$1,017.00
Aubrey Park Restrooms 16/17=$1,041.41
14 17/18=$1,062.24
13544 Aubrey St. 18/19=$1,091.98
19/20=$1,132.38
$949.55
Vehicle Maintenance Facility 14415 Lake 16/17=$972.34
15 17/18=$991.79
Poway Rd.
18/19=1,019.56
19/20=$1,057.28
$3,040.68 $120.00
Operations Center 16/17=$3,113.66 16/17=$122.88
16 17/18=$3,175.93 17/18=$125.34
14445 Lake Poway Rd 18/19=$3,264.86 18/19=$128.84
19/20=$3,385.66 19/20= $133.61
$2,582.40
Public Works Administration 14467 Lake 16/17=$2,644.39
17 17/18=$2,697.27
Poway Rd. 18/19=$2,772.79
19/20=$2,875.38
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VIP HOLDINGS,INC. AMENDMENT#8 2019/2020
EXHIBIT 1
$5,329.55
Filtration/Water Treatment 14521 16/17=$5,457.46
18 17/18=$5,566.61
Lake Poway Rd.
18/19=$5,722.47
19/20=$5,934.20
$4,212.46
16/17=$4,313.56
Community Services Lake Administration
19 17/18=$4,399.83
14644 Lake Poway Rd. 18/19=$4,523.03
19/20=$4,690.38
$1,547.76
Parks&Landscape Shop 14644 Lake Poway 16/17=$1,584.91
20 Rd. 17/18=$1,616.61
18/19=$1,661.87
19/20=$1,723.36
$810.48
16/17=$829.93
21 Lake Poway Restrooms 14644 Lake Poway 17/18=$846.53
Rd.(Excluding Concession Restrooms)
18/19=$870.23
19/20=$902.43
$1,523.04
16/17=$1,559.59
22 Lake Poway Concession Restrooms 14644 17/18=$1,590.78
Lake Poway Rd. 18/19=$1,635.32
19/20=$1,695.83
$1,783.67
Lake Poway Pavillion 16/17=$1,826.48
23 17/18=$1,863.01
14644 Lake Poway Rd. 18/19=$1,915.17
19/20=$1,986.03
$2,869.08
16/17=42,937.94
Twin Peaks Gymnasium 14640 Tierra
24 17/18=$2,996.70
Bonita Rd.
18/19=$3,080.61
19/20=$3,194.59
$2,869.08
Meadowbrook Gymnasium 12320 16/17=$2,937.94
25 17/18=$2,996.70
Meadowbrook Ln.
18/19=$3,080.61
19/20=$3,194.59
$1,780.44
16/17=$1,823.17
26 Materials Handling Yard 17/18=$1,859.63
12325 Crosthwaite Circle
18/19=$1,911.70
$19/20=$1,982.43
$1,500.00(First amendment
$1,500.00)total=$3,000.00
27 Train Depot 14134 Midland Rd. 16/17=$3,072.00
17/18=$3,133.44
18/19=$3,221.18
19/20=$3,340.36
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VIP HOLDINGS,INC. AMENDMENT#8 2019/2020
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EXHIBIT 1
$2,760.00
16/17=$2,826.24
Iron Mountain Restrooms Poway
28 17/18=$5,765.53
Rd.& Highway 67(east side)
18/19=$5,926.96
19/20=$6,146.26
$23,450.00 $165.00
16/17=$24,012.8016/17=$168.96
29 Poway Center for the Performing Arts 17/18=$24,493.06 17/18=$172.34(up
(PCPA) to 4 times per year)
18/19=$25,178.86 18/19=$177.17
19/20=$26,110.48 19/20=$183.73
***************************************************************
The Fee Schedule does not include the total from the matrixes for the Kumeyaay!pal and Train Barn.
These two matrixes are to be used for as-needed pricing only.To facilitate possible future negotiations,the
line items from all matrixes will serve as a schedule of values for each facility in the event the City requires
future adjustments to frequencies or services. No lines are to be left blank on the proposal form or
frequency matrixes.
****************************************************************
City-wide:
For Upholstery Steam Cleaning Chairs: $2.00 per Chair; 19/20$2.22 per chair
Unscheduled and unquantified work,such as for cleanup of spills and other emergencies will be billed on a
time and materials basis using a standard hourly rate(which shall include labor, materials,overhead and
profit). For the purpose of bid evaluation,bidders shall enter below a standard hourly rate:
Standard Hourly Rate: $25.00; 19/20$27.83
Work requested for power washing at any facility will be billed on a time and materials basis using a
standard hourly rate(which shall include labor, materials,overhead and profit). For the purpose of bid
evaluation, bidders shall enter below a standard hourly rate for this service:
Power Washing Hourly Rate: $25.00: 19/20$27.83
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VIP HOLDINGS,INC. AMENDMENT#8 2019/2020