REPORT TO COUNCIL
SUBJECT
Title
Action on Amendment No. 1 to Extend the Term of the Agreement with Universal Site Services, Inc. for Cleaning Services at the Santa Clara Convention Center Complex - Maintenance District No. 183
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The Department of Public Works (DPW) Facilities Services Division (Facilities) oversees maintenance and repairs for approximately 1,100,000 square feet of buildings throughout the City, which includes services at the Santa Clara Convention Center Complex - Maintenance District No. 183 (MD 183). In order provide services in a timely and efficient manner, Facilities utilizes vendors to assist with the workload.
Site services at MD 183 include regular cleaning of public areas such as exterior handrails, stairways, elevators, and benches, as well as litter can collection, trash clean-up, walkway cleaning and optional power washing, which has been temporarily suspended due to the drought. In 2017, a competitive Request for Proposals (RFP) was conducted and through this process, Universal Site Services, Inc. (Universal) was selected and awarded a five-year contract.
DISCUSSION
The current agreement with Universal terms out on June 30, 2022 and DPW is requesting to extend the term of the agreement for one additional year with no increase to the contract amount. This extension will allow staff the ability to align these services with another site services agreement for City Hall and other City facilities that will be terming out on June 30, 2023.
Staff plans to procure these services for MD 183, City Hall and other City facilities under one competitive RFP. Combining these work efforts under one agreement will leverage the City’s spend and create bidding and contract management efficiencies which is helpful given the City’s current budget and staffing situation. In order to do this, it will be necessary to extend the agreement with Universal by one year ending on June 30, 2023 so that both agreements are on the same cycle.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
FISCAL IMPACT
No increase in funding is required. The amount to be paid to Universal Site Services, Inc. for the one-year extension will be covered with funds from the original agreement. There was lower spending over the term of the agreement due to COVID-19 and drought restrictions.
COORDINATION
This report has been coordinated with the Finance Department and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
Authorize the City Manager to execute Amendment No. 1 to the Agreement with Universal Site Services, Inc. for Santa Clara Convention Center Complex - Maintenance District No. 183 to extend the term of the agreement for one year ending on June 30, 2023, with no increase in the contract amount.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Rajeev Batra, City Manager
ATTACHMENTS
1. Amendment No. 1
2. Agreement with Universal Site Services