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018-20 - Coastal Custodial - Contract Amendment 2DocuSign Envelope ID: 9594026E-25CE-4BDA-9807-388094F51 EE5 CITY OF PORT ORCHARD -Li Authorization for Amendment No. 2 Date: February 14, 2023 Project: Janitorial Services for City Facilities Contract / Job # C018-20 Contractor: Coastal Custodial This Amendment Authorizes the following changes to Contract C018-20: 8343 Hogum Bay Lane, NE Suite C Lacey, WA 98516 Section 3. Compensation. Time and Materials. Compensation for these services shall be on a time and materials basis according to the list of billing rates and reimbursable expenses attached hereto as Exhibit A (Revised). This Amendment increases the contract amount to capture janitorial services for a new City facility located at 600 Kitsap Street. Janitorial services shall begin at this location on March 1, 2023, and will continue for the duration of the Agreement. 2023 monthly and quarterly services are calculated at a prorated cost, the yearly service remains at the full annual total. 2023 (March through December) = $7,725.00. 2024 (January through December) = $9,225.00. The total contract price is increased by $16,950.00. Contract History Amount Sales Tax Total Date Appvd b Original Contract 2020-2022 $164 430.00 $0.00 $164 430.00 14-Jan-20 Council Amendment 1 2023-2024 $147 339.12 $0.00 $147,339.12 22-Nov-22 Council Amendment 2 2023-2024 $16 950.00 $0.00 $16 950.00 14-Feb-23 Council Total Contract $328,719.12 $0.00 $328,719.12 I have reviewed the Amendment information above and certify that to the best of my knowledge descriptions and costs are true and accurate. Contractor App-rekal Signature Public Works Director Chris Cherrett President CEO Printed Name & Title Change Orders that do not exceed 10%, with a maximum of $50,000, of either legally authorized budget limit or contract amount established by City Council can be approved by the Public Works Director. Change Orders that do not exceed 10%, with a maximum of $100,000, of either legally authorized budget limit or contract amount established by City Council are to be approved by the Mayor. Change Orders over $100,000 or exceed a total of 10% require Council Action. Tony Lang _ Printed Name by: LD"ocuSigned Approved:1essw Ma gr ocu Igne y: 6V 6UAJ� U tU- ``}}}51411111ffflfl,, Q 0RT QI?C'�,,,� Attest: ���.��� `��p �p o &q .i City Clerk .• oo rya., o February 14, 2023SEAL _ - S Council Approval Date . (pFA 4vA'�N '�frrrfrrrll111} }}n Page 1 of 14 DocuSign Envelope ID: 9594026E-25CE-4BDA-9807-388094F51 EE5 AMENDMENT NO.2 TO CONTRACT NO. C018-20 CITY OF PORT ORCHARD ORDINARY MAINTENANCE AGREEMENT WITH COASTAL CUSTODIAL THIS AMENDMENT No. 2 ("Amendment") to Contract No. C018-20 is entered into between the City of Port Orchard, a Washington municipal corporation ("City" or "Port Orchard") and Coastal Custodial, a Washington corporation ("Vendor"). City and Consultant are each a "Party" and together "Parties" to this Amendment. RECITALS: WHEREAS, on the 14th day of January 2020, the City executed an Ordinary Maintenance Agreement for Janitorial Services for City Facilities, Contract No. C018-20, with the Vendor ("Underlying Agreement"); and WHEREAS, on the 22"d day of November 2022, Port Orchard City Council approved an amendment to extend the duration of the agreement and update the billing rates; and WHEREAS, the City has leased office space at 600 Kitsap Street and janitorial services for this City facility are necessary; and WHEREAS, the Vendor and the City have conferred and agree to increase the amount of the Agreement to include the janitorial service for this location by the revised Exhibit A, attached herewith; and WHEREAS, the parties wish to memorialize their agreement, so modifying the Underlying Agreement; NOW, THEREFORE, in consideration of the mutual benefits accruing, it is agreed by and between the parties thereto as follows: SECOND AMENDMENT TO AGREEMENT: 1. Amendment. Section 3. Compensation, of the Agreement is hereby amended to read as follows: Time and Materials. Compensation for these services shall be on a time and materials basis according to the list of billing rates and reimbursable expenses attached hereto as, Revised Exhibit A. 2. Severability. The provisions of this Amendment are declared to be severable. If any provision of this Amendment is, for any reason, held to be invalid or unconstitutional by a court of competent jurisdiction, such invalidity or unconstitutionality shall not affect the validity or constitutionality of any other provision. 3. Entire Agreement. The written provisions and terms of this Amendment shall supersede all prior verbal statements of any officer or other representative of the parties, and such statements shall not be effective or be construed as entering into or forming a part of or altering in any manner whatsoever, this Amendment. The entire agreement between the Parties with respect to the subject matter hereunder is contained in the Agreement and exhibits thereto, any prior executed amendments and this Amendment. Amendment No. 2 to Agreement between City of Port Orchard and Coastal Custodial Contract No.0018-20 Updated 4/20221BDR Page 2 of 14 DocuSign Envelope ID: 9594026E-25CE-4BDA-9807-388094F51 EE5 Should any language in any of the Exhibits to the Agreement or prior amendments conflict with any language contained in this Amendment, then this Amendment shall prevail. Except as modified by this Amendment, all other provisions of the original Agreement and any amendments thereto not inconsistent with this Amendment shall remain in full force and effect. 4. Effective date. This Amendment shall be effective as of February 14, 2023. DATED this 14 day of February 2023. ddFTvORCHARD, WASHINGTON FWS@Br-4w... Mark Trenary, Mayor Pro-Tem A W�I,d FINTICATED: �jV 6t.Vt,�,11 1N Brandy Wallace, MMC, City Clerk A �JLUKA ASJO FORM: Charlotte A. Archer, City Attorney Vendor Chris Cherrett President CEO Printed Name and Title Amendment No. 2 to Agreement between City of Port Orchard and Coastal Custodial Contract No.0018-20 Updated 4/2022 IBDR Page 3 of 14 DocuSign Envelope ID: 9594026E-25CE-4BDA-9807-388094F51 EE5 EXHIBIT A SUPPLIES CITY HALL 216 Prospect Street • Monthly Monthly charge for City Hall janitorial services per the schedule listed in Exhibit A — to include all labor, taxes, cleaning equipment and supervision (prevailing wages) • Quarterly Quarterly charge for City Hall janitorial services listed under "Quarterly" in Exhibit A —to include all labor, taxes, cleaning equipment and supervision (prevailing wages) • Yearly Yearly charge for City Hall janitorial services listed under "Yearly" in ExhibitA —to include all labor, taxes, cleaning equipment and supervision (prevailing wages) City Hall Yearly Grand Total $3,407.88 $ #i $525.00 $ ###### $525.00 Cost Actual Charge Quantity 12 4 1 Markup (max 10%) 10 % Yearly Total $40,894.56 $ ####### 12 $2,100.00 ######W $525.00 $ ####A#k##*W $43,519.56 Page 4 of 14 1 of 11 DocuSign Envelope ID: 9594026E-25CE-4BDA-9807-388094F51 EE5 EXHIBIT 600 KITSAP ST (101/201) Leased Unit • Monthly Charge QTY Yearly Total Monthly charge for Janitorial services per Schedule listed. $675.00 12 $8,100.00 • Quarterly Quarterly charge for Janitorial services Listed under "Quarterly" $225.00 4 $900.00 • Yearly Yearly charge for Janitorial services Listed under "Yearly" $225.00 1 $225.00 Yearly Grand Total: $9,225.00 Page 5 of 14 2 of 11 DocuSign Envelope ID: 9594026E-25CE-4BDA-9807-388094F51 EE5 EXHIBIT A DEPARTMENT OF COMMUNITY DEVELOPMENT 720 Prospect Street • Monthly Monthly charge for City Hall janitorial services per the schedule listed in Exhibit A —to include all labor, taxes, cleaning equipment and supervision (prevailing wages) • Quarterly Quarterly charge for City Hall janitorial services listed under "Quarterly" in Exhibit A —to include all labor, taxes, cleaning equipment and supervision (prevailing wages) • Yearly Yearly charge for City Hall janitorial services listed under "Yearly" in Exhibit A —to include all labor, taxes, cleaning equipment and supervision (prevailing wages) Department of Community Development Yearly Grand Total $725.00 $ 9#9# $165.00 $ # 4#$## $165.00 $+# Charge Quantity 12 4 1 Yearly Total $8,700.00 $660.00 $ # W. # $165.00 $ #1#### $9,525.00 $ Page 6 of 14 3 of 11 DocuSign Envelope ID: 9594026E-25CE-4BDA-9807-388094F51 EE5 EXHIBIT PUBLIC WORKS SHOP 1535 Vivian Court • Monthly Monthly charge for City Hall janitorial services per the schedule listed in Exhibit A —to include all labor, taxes, cleaning equipment and supervision (prevailing wages) • Quarterly Quarterly charge for City Hall janitorial services listed under "Quarterly" in Exhibit A — to include all labor, taxes, cleaning equipment and supervision (prevailing wages) • Yearly Yearly charge for City Hall janitorial services listed under "Yearly" in Exhibit A — to include all labor, taxes, cleaning equipment and supervision (prevailing wages) Public Works Shop Yearly Grand Total $775.00 $s# $230.00 $ #iW## $230.00 Charge Quantity $9,300.00 Yearly Total $920.00 4 $ ####### $230.00 1 $ ####### $ #####ice $10,450.00 Page 7 of 14 4 of 11 DocuSign Envelope ID: 9594026E-25CE-4BDA-9807-388094F51 EE5 EXHIBIT A ACTIVE CLUB 1025 Tacoma Avenue • Monthly Monthly charge for City Hall janitorial services per the schedule listed in ExhibitA —to include all labor, taxes, cleaning equipment and supervision (prevailing wages) • Quarterly Quarterly charge for City Hall janitorial services listed under "Quarterly" in Exhibit A — to include all labor, taxes, cleaning equipment and supervision (prevailing wages) • Yearly Yearly charge for City Hall janitorial services listed under "Yearly" in Exhibit A —to include all labor, taxes, cleaning equipment and supervision (prevailing wages) Active Club Yearly Grand Total $775.00 $175.00 $175.00 Yearly Total for All Facilities (add all the Yearly Grand Totals from above) Charge Quantity Yearly Total $9,300.00 12 $ # W#=## $700.00 4 $ ## $175.00 1 $ ## $#### $10,175.00 $ #t#l##### $82,894.56 Page 8 of 14 5 of 11 DocuSign Envelope ID: 9594026E-25CE-4BDA-9807-388094F51 EE5 EXHIBIT EXHIBIT A — SCOPE OF SERVICES MAINTENANCE HOURS City facilities are available as follows: 1. City Hall A. 1" floor is available for cleaning Monday thru Friday between 8:00 am to 4:30 pm. B. 2"d floor is available for cleaning Monday thru Friday between 6:00 pm to 8:00 am. C. 3rd floor is available for cleaning Monday thru Friday between 6:00 pm to 8:00 am, except for City Council Meetings on the 2"d, 3rd, and 41" Tuesday's. On those nights the Council Chambers is unavailable until 10:00 pm. 2. Department of Community Development Available for cleaning Monday thru Friday between 6:00 pm to 8:00 am. 3. Public Works Shop Available for cleaning Monday thru Friday between 6:00 pm to 8:00 am. 4. Active Club Available for cleaning Monday thru Friday between 9:00 pm to 8:00 am. CITY OBSERVED HOLIDAYS: Services shall not be performed on the following observed holidays. When a holiday falls on a regular cleaning day, services shall be performed on the next scheduled cleaning day. Any holiday falling on Saturday will be observed on the preceding Friday. Any holiday falling on Sunday will be observed on the following Monday. • New Year's Day • Martin Luther King Jr. Day • President's Day • Memorial Day • 41" of July • Labor Day • Veteran's Day • Thanksgiving Day • Day after Thanksgiving • December 25tn AREAS TO BE CLEANED 1. City Hall A. 1st floor (Police Department) All lobby/common areas, restrooms, kitchen/breakrooms, locker rooms, office areas except for locked rooms and the evidence room B. 2n1 floor (Public Works/Finance/Clerks Departments) All areas except locked rooms C. 3rd floor (Courts/Council Chambers) All areas Page 9 of 14 6 of 11 DocuSign Envelope ID: 9594026E-25CE-4BDA-9807-388094F51 EE5 EXHIBIT 2. Department of Community Development All areas 3. Public Works Shop All areas except garage 4. Active Club All areas — main floor CLEANING SCOPE OF WORK All Buildings except for Active Club Five days o Week: 1. Empty all waste receptacles. Replace plastic liners as needed — any liner with food on it shall be replaced. 2. Empty all recycling containers. 3. Pick up debris from immediate exterior of entrance to buildings. 4. Damp clean lunchroom tables and counters using sanitizer. 5. Clean and sanitize all sinks and countertops in kitchens/breakrooms. Three days a week: 1. Vacuum carpeted areas moving chairs and garbage cans (anything light and easy to move) including under desks and put back items moved. All visible dirt, dust and soil to be removed. 2. Spot clean carpet areas to remove spilled or soiled spots or as needed. 3. Dust, sweep or mop all hard flooring or as needed. One day a week: 1. Sanitize and polish all drinking fountains 2. Clean interior and exterior glass doors on all building entrances. 3. Remove fingerprints from doors, frames, light switches, kick and push plates, handles, and railings. 4. Stairs — Sweep/damp mop/vacuum (as appropriate). For non -concrete, finished steps, remove visible marks as needed. Restroom/Locker Rooms 5 days a Week NOTE: Cleaning tools used in restrooms shall not be utilized in general office and other areas (i.e., rags, mops, sponges, gloves, etc.) 1. Using a germicidal cleaner, clean and sanitize all restroom fixtures including, but not limited to, toilet seats, toilet bowls, urinals and sinks. 2. Damp wipe and polish glass and mirrors. 3. Clean and sanitize all flush rings, drain and overflow outlets. 4. Clean and polish all chrome fittings. 5. Damp wipe all counters, doors, etc. using a germicidal cleaner. 6. Remove fingerprints from doors, frames, light switches, kick and push plates, handles, etc. 7. Remove spots, stains and splashes from wall area adjacent to hand basins. 8. Damp mop all floors using germicidal cleaner. 9. Refill all dispensers. Page 10 of 14 7 of 11 DocuSign Envelope ID: 9594026E-25CE-4BDA-9807-388094F51 EE5 EXHIBIT 10. Empty all containers and disposals and insert liners as required. 11. Empty and sanitize interior of sanitary containers. 12. Wash and sanitize exterior of all dispensers and containers (weekly). 13. Spot clean all walls, doors, and partitions (monthly). 14. Ensure floor and p-trap drains are flushed weekly to remove stagnated water. Active Club 2 days a Week: 1. Dust, sweep and/or mop all hard flooring. 2. Clean and sanitize all sinks and countertops in kitchen. Restroom/Locker Rooms 5 days a Week NOTE: Cleaning tools used in restrooms shall not be utilized in general office and other areas (i.e., rags, mops, sponges, gloves, etc.) 1. Using a germicidal cleaner, clean and sanitize all restroom fixtures including, but not limited to, toilet seats, toilet bowls, urinals and sinks. 2. Damp wipe and polish glass and mirrors. 3. Clean and sanitize all flush rings, drain and overflow outlets. 4. Clean and polish all chrome fittings. 5. Damp wipe all counters, doors, etc. using a germicidal cleaner. 6. Remove fingerprints from doors, frames, light switches, kick and push plates, handles, etc. 7. Remove spots, stains and splashes from wall area adjacent to hand basins. 8. Damp mop all floors using germicidal cleaner. 9. Refill all dispensers. 10. Empty all containers and disposals and insert liners as required. 11. Empty and sanitize interior of sanitary containers. 12. Wash and sanitize exterior of all dispensers and containers (weekly). 13. Spot clean all walls, doors, and partitions (monthly). 14. Ensure floor and p-trap drains are flushed weekly to remove stagnated water. ALL FACILITIES When quarterly and yearly tasks are completed, verification of completion form will need to be submitted to the Public Works Office. QUARTERLY TASKS 1. Dust the tops of all office partitions. 2. Dust and clean customer service countertops unless covered with papers, all furniture including chairs, tables, filing cabinets, bookcases, shelves, windowsills, door frames, picture and artwork frames, molding and counters. 3. Remove dust and cobwebs from ceiling areas. 4. Dust or vacuum all supply and return air grilles and diffusers to remove all visible dust and dirt. Page 11 of 14 8 of 11 DocuSign Envelope ID: 9594026E-25CE-4BDA-9807-388094F51 EE5 EXHIBIT YEARLY TASKS 1. Clean, in appropriate manner (vacuum, wash, dust), all window blinds. 2. All hard floors in areas designated to be cleaned whether linoleum, tile or terrazzo, shall be stripped, sealed and waxed. 3. Window Cleaning —All interior windows. 4. Window Cleaning — Exterior. For City Hall, it will be the 15t and 2"d ground floor windows only Page 12 of 14 9 of 11 DocuSign Envelope ID: 9594026E-25CE-4BDA-9807-388094F51 EE5 Exhibit A EXHIBIT SCOPE OF SERVICES FOR 600 KITSAP ST (UNITS 101/201) MAINTENANCE HOURS Leased units are available as follows: 1. 1" floor— Unit 101 a. 1" floor is available for cleaning Monday thru Friday between 4:30 p.m. and 8:00 a.m. 2 2nd floor (Police Dept) — Unit 201 a. 2nd floor is available for cleaning Monday thru Friday between 8:00 a.m. to 4:30 p.m. i. If the unit is not staffed at the time of cleaning, the janitor may disregard that day's scope of work and perform those duties on the next scheduled cleaning day. CITY OBSERVED HOLIDAYS Services shall not be performed on the following observed holidays. When a holiday falls on a regular cleaning day, the services shall be performed on the next scheduled cleaning day. Any holiday falling on Saturday will be observed on the preceding Friday. Any holiday falling on Sunday will be observed on the following Monday. • New Year's Day • Martin Luther King JR. Day • President's Day • Memorial Day • Juneteenth • 4t" of July • Labor Day • Veteran's day • Thanksgiving Day • Day after Thanksgiving Day • December 25' AREAS TO BE CLEANED 1. 1't floor— Unit 101 All areas except locked rooms 2 2n1 floor (Police Department) — Unit 201 All areas except locked rooms CLEANING SCOPE OF WORK Monthly Five Days a week: 1. Empty all waste receptacles. Replace plastic liners as needed — any liner with food on it shall be replaced. 2. Empty all recycling containers. 3. Pick up debris in front of the entrance to each unit. 4. Damp clean tables and counters using sanitizer. 5. Clean and sanitize all sinks and countertops in kitchen/breakrooms. Three days a week: 1. Vacuum carpeted areas, move chairs and garbage cans (anything light and easy to move) including under desks, and put back items moved. All visible dirt, dust, and soil to be removed. Page 13 of 14 10 of 11 DocuSign Envelope ID: 9594026E-25CE-4BDA-9807-388094F51 EE5 EXHIBIT 2. Spot clean carpet areas to remove spilled or soiled spots or as needed. 3. Dust, sweep or mop all hard flooring or as needed (If applicable). One day a week: 1. Clean interior and exterior glass doors on all entrances to the units. 2. Remove fingerprints from doors, frames, light switches, kick and push plates, handles, and railings. Restroom — 2nd floor only. 1St floor restroom is maintained by the landlord. NOTE: Cleaning tools used in restroom shall not be utilized in general office and other areas (i.e., rags, mops, sponges, gloves, etc.) 1. Using a germicidal cleaner, clean and sanitize all restroom fixtures including, but not limited to, toilet seats, toilet bowls, urinals and sinks. 2. Damp wipe and polish glass and mirrors. 3. Clean and sanitize all flush rings, drain and overflow outlets. 4. Clean and polish all chrome fittings. 5. Damp wipe all counters, doors, etc. using a germicidal cleaner. 6. Remove fingerprints from doors, frames, light switches, kick and push plates, handles, etc. 7. Remove spots, stains and splashes from wall area adjacent to hand basins. 8. Damp mop all floors using germicidal cleaner. 9. Refill all dispensers. 10. Empty all containers and disposals and insert liners as required. 11. Empty and sanitize interior of sanitary containers. 12. Wash and sanitize exterior of all dispensers and containers. (Weekly) 13. Spot clean all walls, doors, and partitions (Monthly). When quarterly and yearly tasks are completed, a verification of completion form will need to be submitted to the Public Works Office. QUARTERLY TASKS 1. Dust the tops of all office partitions. 2. Dust and clean customer service countertops unless covered with papers, all furniture including chairs, tables, filing cabinets, bookcases, shelves, windowsills, door frames, picture and artwork frames, molding and counters. 3. Remove dust and cobwebs from ceiling areas. 4. Dust or vacuum all supply and return air grilles and diffusers to remove all visible dust and dirt. YEARLY TASKS 1. Clean, in an appropriate manner (Vacuum, wash, dust), all window blinds. 2. Window Cleaning —All interior and exterior windows of each unit. Page 14 of 14 11 of 11