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018-20 - Coastal Custodial - Contract Amendment 1DocuSign Envelope ID: 120BD580-5D11-4496-1321E-E25BC659E08C CITY OF PORT ORCHARD Authorization for Amendment No.1 Date: November 22, 2022 Project: Janitorial Services for City Facilities Contract / Job # Coi8-2o Contractor: Coastal Custodial 8343 Hogum Bay Lane, NE Suite C Lacy, WA 98516 This Amendment Authorizes the following changes to Contract C047-22: Section 1C. Services by Vendor. is amended to read as follows: This Agreement shall commence on February 1, 2020 ("Commencement Date") and shall terminate December 31, 2024, unless extended or terminated in writing as provided herein. 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 change order extends the dates and increases the annual contract amount to capture the increased Prevailing Wage Rates and material costs due to inflation. Contract History Amount Sales Tax Total Date Appyd b Original Contract 2020-2022 164 430.00 $0.00 $164 430.00 14-Jan-20 Council Amendment 1 2o23-2024 147 339.12 $0.00 $147,339.12 22-Nov-20 Council Total Contract $311 769.12 $0.00 $311769.12 I have reviewed the Change Order information above and certify that to the best of my knowledge descriptions and costs are true and accurate. Contractor proval Signature Public Works Director ar:%s�6 e5 j t4 C.4, d Tony Lang Printed Name & Title] Printed Name Change Orders that do not exceed 10%, with a maximum of $50,000, of either legally authorized budget limit or contract Approved amount established by City Council can be approved by the Public Works Director. Change Orders that do not exceed 10%, with a maximum of Attest: $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. �DocuSigned by: b PIMa&t,SWA. Mayor DocuSigned by: City Cler November 22, 2022 Council Approval Date DocuSign Envelope ID: 120BD580-5D1 1-449B-B21 E-E25BC659EO8C AMENDMENT NO. 1 TO CONTRACT NO. C018-20 CITY OF PORT ORCHARD ORDINARY MAINTENANCE AGREEMENT WITH COASTAL CUSTODIAL THIS AMENDMENT No. 1("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 141h 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, the Agreement needs to be amended to extend the duration of the agreement and update the billing rates; and WHEREAS, the Vendor and the City have conferred and agreed to extend the duration of the agreement to December 31, 2024, and to increase the amount of the Agreement by the revised Exhibit A, attached herewith; and WHEREAS, the Vendor and City have agreed to allow the Vendor to submit updated billing rates moving forward, consistent with then -applicable prevailing wage and incorporate this agreement into the Underlying Agreement through this Amendment; and WHEREAS, the parties wish to memorialize their agreement and so modify the Underlying Agreement; NOW, THEREFORE, in consideration of the mutual benefits accruing, it is agreed by and between the parties thereto as follows: FIRST AMENDMENT TO AGREEMENT: 1. Amendment. Section 1, C. Services by Vendor, of the Agreement is hereby amended to read as follows: This Agreement shall commence on February 1, 2020 ("Commencement Date") and shall terminate December 31, 2024, unless terminated in writing as provided herein. 2. 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. As stated in Exhibit A, the Vendor may submit an updated list of billing rates for the calendar year 2024, provided the rates shall not exceed the then -applicable prevailing wage. 3. Severability. The provisions of this Amendment are declared to be severable. If any provision Amendment No.1 to Agreement between City of Port Orchard and Coastal Custodial Contract No.0018-20 Page 1 Updated 4/2022 IBDR DocuSign Envelope ID: 120BD580-5D11-4496-1321E-E25BC659E08C 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. 4. Entire Aereement. 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. 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. 5. Effective date. This Amendment shall be effective as of November 22, 2022. DATED this 22 day of November 2022. �QFrR,QRT ORCHARD, WASHINGTON CONSULTANT � r6b �lnlGlAbtSIAU `` Robert Putaansuu, Mayor Signature rV r(, UT-:HENTICATED: AJAJ� UJALVt, Brandy Wallace, MMC, City Clerk PPWV, 4S TO FORM: Charlotte A. Archer, City Attorney \ ,,PORTrrrryl�, �O�C Fi? O QA�•'/����: i : 2GO O SEAL Le Printed Name and Title Amendment No.1 to Agreement between City of Port Orchard and Coastal Custodial Contract No.0018-20 Page 2 Updated 4/2022 IBDR DocuSign Envelope ID: 120BD580-5D11-449B-B21E-E25BC659E08C EXHIBIT A received October 26, 2022 SUPPLIES Cost Markup (max 10%) Actual 10 % CITY HALL 216 Prospect Street • Monthly Charge Quantity Yearly Total Monthly charge for City Hall janitorial services per the schedule listed in Exhibit A —to include all labor, taxes, cleaning equipment and supervision (prevailing $3,407.88 $40,894.56 wages) $ ? r ron on 12 $ 31-1 2 n n n nn n • Quarterly Quarterly charge for City Hall janitorial services listed under "Quarterly" in Exhibit A —to include all labor, taxes, cleaning equipment and supervision (prevailing $525.00 $2,100.00 wages) $ X425W. X 4 $ 1X Xi4*X • Yearly Yearly charge for City Hall janitorial services listed under "Yearly" in Exhibit A —to include all labor, taxes, cleaning equipment and supervision (prevailing $525.00 $525.00 wages) $ 400.00 1 $ 1,600.00 City Hall Yearly Grand Total $ 3a a� nn nn $43,519.56 1 OF 8 DocuSign Envelope ID: 120BD580-5D11-449B-B21E-E25BC659E08C 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 $165.00 $ l9 � r) $165.00 $ "SIT Charge Quantity Yearly Total $8,700.00 12 $ E)- $660.00 4 $ 50 non $165.00 1 $ 125 . 00 $ s n r, on $9,525.00 20F8 DocuSign Envelope ID: 120BD580-5D11-449B-B21E-E25BC659E08C 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 $— 52 5 . e e) $230.00 $230.00 $ Charge Quantity Yearly Total $9,300.00 12 $ 7 $920.00 4 $ *6-9--�E} $230.00 1 $ 17S_110 $ a� n n $10,450.00 3OF8 DocuSign Envelope ID: 120BD580-5D11-4496-1321E-E25BC659E08C 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 s--F}p-- $175.00 $—T5-i7U $175.00 $ - 173-0-'ff0 Yearly Total for All Facilities (add all the Yearly Grand Totals from above) Charge Quantity Yearly Total $9,300.00 12 $ 4 00 00 .. .. $175.00 1 $ 1-3U : "- $ :3g.ge $10,175.00 $ $73,669.56 Contractor may submit a written amendment request, a minimum of 60 days in advance, to modify 2024 rates due to Washington State Labor and Industries Prevailing Wage increases. • DocuSign Envelope ID: 120BD580-5D11-449B-B21E-E25BC659E08C 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 5OF8 DocuSign Envelope ID: 120BD580-5D11-449B-B21E-E25BC659E08C 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. DocuSign Envelope ID: 120BD580-5D11-449B-B21E-E25BC659E08C 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. 7OF8 DocuSign Envelope ID: 120BD580-5D11-449B-B21E-E25BC659E08C 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