HomeMy WebLinkAbout0283.091•
June 20" 1991
THE HONORABLE CITY COUNCIL
Palo Alto, California
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CUstodi§l services -Award of Contract
Members of the council:
Bepqrt in Brief
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This report recommends that Council award a two-year contract, with
an option for a third year, to Central Maintenance Company in the
amount of $120,561.82 per year for custodial services at various
City facilities~ Funds for custodial se.rvices are allocated to
user departments through the city's cost allocation plan~ Funds
have been apprO\->i'"iated in the Public Works Department Facilities
Manaqement Division FY 1991-92 operating budget for year one of the
contra.ct. Funding for years two and three is contingent upon
council approval of the budqets for each subsequent year.
Qiscussion
The Facilities Management Division contracts for cleaning services
at various City facilities. These include the Animal services
center, Golf Course Club Hcuse, landfill staff offices, six
libraries l Rinconade lockar rooms, Children's and Community
Theatres I JUnior Museum.. Baylands Interpretive Center, various
Municipal Ser~ices Center facilities, Regional Water Quality
Control Plant, stairwells and elevators at "On garage.. 425 Bryant
street (City owned building), :!lnd 19 restroo:ns at various City
parks.
Bids were received from three qualified contractors as shown on the
attached summary. Staff recommends that the lo~ bid of $120,561.82
for each year of the contract submitted by Central Maintenance
company be determined by Council to be the lowest responsible bid
and that the contract be a~arded accordingly.
This long-term contract is advantageous to the City, as the price
is held firm in each year. The contract al1o~s for termination by
either party upon 60 days written notice.
RecopendatioDS
staff recommends that Council:
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C>!R:283:91
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1. Approve and authori~e the Mayor to execute the attached two
year contract, with option for a third year, with Central
Maintenance Company in the amount of $120,561.82 per y~ar for
custodial services at various city facilities~
2. Authorize the City Manager or his designee to negotiate and
execute one or more change orders to the contract with central
Maintenance Company, the value of all of ~hich change orders
shall not exceed $18,000 in each year of the contract.
3. Authorize the City Manager or his designee to exercise the
option for the third year, in his discretion, and to execute
any other documents necessary to implement the third year of
the contract.
Respectfully submitted,
c. '1'. CORAN
Facilities Enqineer
D~D G. ADAMS ~i~ :o~ Of~'V"-....... c~w_orl<S
FLEMIN6 /"
As~istant city Ma~a~
Attachments: Bid Summary
Contract pages
CMR:283:91
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$\20.~6l.Bl per year
$1~l.61~.lS per year
.l53.~69.00 per je
ar
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THIS AGREEMENT is made and entered into, in duplicate, this
d.ey of :-19 __ • by and between the City of Palo Alto,
California, hereinafter called ·CIT,,-~ and Central MAintenanc.e Cpmpany
=-~~_~_, hereinafter called ·Contractor-, whose Taxpayer Identification
Number is:
For and in consideration of their mutual covenants, the parties hereto
agree as follows:
1~ Contractor shall do all the work and furnish all the materials necessary
to construct and complete in a qood, workmanlike and substantial manner,
and to the £atisfaction of the
City of Palo Alto, the following:
CUSTODIAL SERiICES
2. This contract shall consist of the following documents on file with the
City Clerk, all of which are incorporated herein and made a part hereof
by reference thereto:
a. This Contract
D. Notice Inviting Sealed Proposals
c. Accepted proposal
d. Standard Specifications dated 1972, as amended# or as
superseded by other documents incorporated herein.
e. General Provisions
f. Technical SpeCifications --Special Provisions
g. Certificate of Insurance
h. rerformance Bond
L Labor and Materials Bond
j. Affirmative Action Guidelines and Compliance Report
k. Any and all supplemental aqreements which amend or extend
the w04k contemplated and which may be required to complete
the ~ork in a substantial and acceptable manner.
J. In consideration of such work, CITY shall pay Contractor the amount
specified in his bid in the manner provided in said Standard
Specifications dated 1972, as amended.
4. Concurrently with the execution of this contract, Contractor shall
provide CITY with the Contractor's Labor and Material and Faithful
Performance Bonds and certificates of insurance I including any workers'
compensation insurance required by the lavs of the State of Calif~rnia
or otherwise Iequired in s~id specifications.
5. This contract shall not be assiqned by Contractor.
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CONTRACT (continued)
All claiss by Contractor regardinq extra ~ork, charqes, delay or other
disputes arising out of the Contract 2IIUst be submitted to CITY in
writinq within ten (10) ~orkinq dayB after the claim arose, describing
in detail the nature and v~lue of the disputed work or claim.
contractor hereby ~grees to indemnity, defend and hold harmless CITY,
its officers, agents, and employees from any and all demands, claims or
liabillty of any nature, caused by or arising out of Contractor'S, its
officers', agents', or employees' negligent acts, errors, or omissions,
or willful misconduct, or conduct for 'Which the law imposes strict
liability on Contractor in the performanee or failure to perform this
Aqreement.
8~ This Aqreement represents the entire Agreement between the parties with
respect to the-purchase and sale of the equipment, materials, or
supplies or payment for services which :may be the subject of this
Contract~ All prior agreements, representations, statements, negotia
tions and undertakings 'Whether oral or written are superseded hereby.
9. No payment, partial payment, acceptance, or partial acceptance by City
shall operate as waiver on the part of City of any of its rights under
this contract ..
10. Contractor agrees to permit CITY to audit, at any reasonable tilDe d1Jrinq
the term of this Aqreement and for three (3) years thereatter$
Contractor's records pertaining to matters covered by this Aqreement.
contractor further aqrees to maintain sych records for at least three
e3l years after the term of this Agreement.
IN WITNESS WHEREOF, the Parties have set their hands all on the day and year
first above written.
ATTESt': CI'l'l{ OF PALO ALTO, CALIFORNIA
By: __________________________ __
city Clerk Kayor
APPROVED: CONTRACTOR
City Manager By:~----------------------------Title:
Public Works Department Taxpayer I.D.' __________________ __
APPROVED AS TO FORM:
Director of Finance
Risk Manager City Attorney