From
Anda Upchurch, Senior Buyer
Title
Ratify and approve previous change orders to the price agreement with UBM Enterprise, Inc. for janitorial services in the cumulative amount of $83,163.57, and authorize the City Manager to execute Change Order #6 to current and future renewal terms in the cumulative amount of $161,769.19
Presenter
Ray Riedinger, Facility Services Manager
Recommended Action
Approve
Analysis
On February 7, 2017 Council awarded an annual price agreement for janitorial services for all current City facilities, excluding the Summit, to UBM Enterprise, Inc. for an annual amount of $701,645.52. This requested Council action is to ratify change orders to the previous contract terms in the cumulative amount of $83,163.57, and authorize the City Manager to execute Change Order No. 6 to the current and remaining future renewal terms in the cumulative amount of $161,769.19 and aggregate price fluctuations of the lesser of up to $50,000 or 25% of the original maximum price so long as sufficient funding is appropriated by the City Council to satisfy the City's obligation.
CONTRACT TERM ORIGINAL CONTRACT VALUE C/O VALUE BY TERM ENDING CONTRACT VALUE
Initial - FY17/18 $701,645.52 $25,175.05 $726,820.57
Renewal #1 - FY18/19 $701,645.52 $41,184.71 ratification request $742,830.23
Renewal #2 - FY19 $701,645.52 $41,978.86 ratification request $743,624.38
Renewal #2 - FY20 $3,960.36 approval request $747,584.74
Renewal #3 - FY21/22 $701,645.52 $74,531.76 approval request $776,177.28
Renewal #4 - FY22/23 $701,645.52 $83,277.07 approval request $784,922.59
Previously Approved by CC $3,508,227.60 Approved by CC #17-6465
Previously Approved by Staff $25,175.05
Ratification Request $83,163.57
New Approval Request $161,769.19
Contract Total $3,778,335.36 * if all extensions are exercised
Change Order No. 1 increased the initial term by $12,663.60 for a one-time cleaning of Airhogs Stadium.
Change Order No. 2 added weekend service at the Warmack and Main Libraries, and increased the annual amount of the price agreement by $16,942.00. This change resulted in an increase of only six months of the initial contract term in the amount of $8,471.00.
Change Order No. 3 removed part time weekday services, added full time weekday services at the Warmack Library, and added services at Asia Times Square, Charles V. England, and Lake Parks public safety locations, increased the annual amount of the price agreement by $20,175.63, and executed the first of four available renewal options. This change resulted in an increase of two months to the initial contract term in the amount of $3,362.61.
Change Order No. 4 corrected a calculation error in Change Order No. 3 and increased the annual contract amount by $4,067.08. This change resulted in an increase of only two months to the initial contract term in the amount of $677.85.
Contract Renewal No. 2 executed the second of four renewal options, and did not include any change to the annual amount of the price agreement.
Change Order No. 5 added twice weekly restroom cleaning services at the Service Center Shop and increased the annual amount of the price agreement by $1,361.40. This change resulted in an increase of only seven months to the second renewal term in the amount of $794.15.
The current requested Change Order No. 6 is to add full time weekday services at the new City Hall facility in the annual amount of $40,730.96, and suspend services in the area of the Development Center that will be under renovations from January to October 2020, for an overall reduction of ($12,493.30), and execute the third of four available renewal options. This change will result in an increase of $3,960.36 to the current contract term, $31,985.65 to the third renewal term, and $40,730.96 to the fourth and final renewal term.
Financial Consideration
Funds are available in various departments operating budgets and will be charged accordingly on orders through the end of the fiscal year. Funding for future fiscal years will be paid from that year’s approved budgets.