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Home My WebLink About12 AUTHORIZE THE CITY MANAGER TO APPROVE CONTRACT AMENDMENT WITH EXECUTIVE FACILITIES SERVICES, INC.Docusign Envelope ID: 40401183-034E-4EA7-85A0-B59714CF19A8 MEETING DATE TO: FROM: SUBJECT: SUMMARY: Agenda Item 12 AGENDA REPORT Reviewed: Initial City Manager Ini Wales Finance Director J SEPTEMBER 16, 2025 ALDO E. SCHINDLER, CITY MANAGER MICHAEL GRISSO, DIRECTOR OF PUBLIC WORKS AUTHORIZE THE CITY MANAGER TO APPROVE CONTRACT AMENDMENT WITH EXECUTIVE FACILITIES SERVICES, INC. The City Council approved the custodial services contract with Executive Facilities Services, Inc. on June 3, 2025, which includes one (1) full-time day porter dedicated to the Police Department. Following this approval and due to the 24/7 operational needs of the Police Department, staff have identified a need for additional services. Staff request that the contract be amended to add a night shift for an additional porter dedicated to the Police Department. RECOMMENDATION: It is recommended that the City Council approve the First Amendment to Contract for Custodial Services with Executive Facilities Services, Inc., and authorize the City Manager to execute the amendment on behalf of the City. FISCAL IMPACT: The additional services will increase the monthly maintenance costs for the Police Department by $7,007.00 to a total of $16,350.15, an annual increase in contract costs totaling $84,084.00. The proposed amendment will not exceed the budget appropriations adopted by the City Council through the annual budget process for custodial services at General Fund facilities. CORRELATION TO THE STRATEGIC PLAN: This item contributes to the fulfillment of the City's Strategic Plan Goal B: Public Safety and Protection of Assets, specifically addressing Strategy 5, which among other items, is to ensure continuous maintenance and improvements of public facilities to ensure Tustin is an attractive, safe and well maintained community in which people feel pride. Docusign Envelope ID: 40401183-034E-4EA7-85A0-B59714CF19A8 City Council Agenda Report Amendment to Executive Facilities Services, Inc. September 16, 2025 Page 2 BACKGROUND AND DISCUSSION: On June 3, 2025, the City Council awarded a contract to Executive Facility Services, Inc. for custodial maintenance services at various City buildings and park restrooms. The contract term is from July 1, 2025, through June 30, 2027. Public Works staff began meeting with other departments to ensure the custodial services being provided meet their operational needs. The Police Department has identified the need for additional nighttime services that were not included in the contract. Staff recommends the City Council authorize the City Manager to execute the first amendment to the contract with Executive Services, Inc., to add overnight custodial services in support of the Police Department's operational needs. Michael Grisso, Director of Public Works Attachment: 1. First Amendment to Contract for Custodial Services Docusign Envelope ID: 40401183-034E-4EA7-85A0-B59714CF19A8 FIRST AMENDMENT TO CONTRACT FOR CUSTODIAL SERVICES THIS FIRST AMENDMENT ("Amendment") is entered into this 17th day of September 2025, between the City of Tustin, a municipal corporation ("City"), and Executive Facilities Services, Inc., a California corporation ("Contractor"). This Amendment is made with reference to the following: RECITALS 1. WHEREAS, City and Contractor entered into that certain Contract for Custodial Services dated July 1, 2025 ("Agreement"), which is incorporated herein by this reference, pursuant to which the Contractor has agreed to provide custodial services to the City for the period from September 17, 2025 to June 30, 2027. 2. WHEREAS, the Agreement includes "daily" cleaning services at the Police Station seven (7) times per week, eight (8) hours a day, from 8:00 am to 4:30 pm. 5. WHEREAS, City and Contractor desire to amend the Agreement to add "nightly" cleaning services at the Police Station seven (7) times per week, six (6) hours a day, from 6:00 pm to 12:00 am. AGREEMENT The Agreement is hereby amended as follows: A. Updated Pricing i. Line Item 8 (Police Department) of the Custodial Services Cost Sheet included at pgs. 2-3 of the Agreement is hereby amended and restated to read as follows (new text in underline; deletions in strikethre gI ): Item No. Facilities Days Per Week General Custodial Floor Care Labor to empty trash/ recycling Supplies Total cost per month Total annual cost 8. Police Department 7 $4,°�z3 $434.46 $784.81 $2896.39 $794.17 $1,564.94 $9,343.15 $112,�90 $8,688.94 $5,068.55 $16,350.15 $196,201.80 ii. The "Monthly Grand Total" listed in the of the Custodial Services Cost Sheet included at pgs. 2-3 of the Agreement is hereby increased by $7,007.00 from $66,083.30 to $73,090.30. iii. The "Annual Grand Total" listed in the of the Custodial Services Cost Sheet included at pgs. 2-3 of the Agreement is hereby increased by $84,084.00 from $792,999.60 to $877,083.60. 4910-6346-5572, v. 1 Docusign Envelope ID: 40401183-034E-4EA7-85A0-B59714CF19A8 B. Expanded Services at Police Department & Parking Structure Section D of the Agreement is hereby replaced by the updated Special Provisions appended to this Amendment as Exhibit "A", which reads in significant part: "POLICE DEPARTMENT & PARKING STRUCTURE - 300 CENTENNIAL WAY CLEANABLE AREA: Police Department 25,737 Approx. Sq. Ft. Parking Structure 60,000 Approx. Sq. Ft. HOURS OF OPERATION: The Contractor is advised that this facility operates on a 24 hour/7-day schedule and is open every day. Items listed as "Daily" and "Nightly" will require the contractor to perform the services on a schedule that coincides with the City's operational schedule. The frequency of items designated will be seven (7) times per week. The "Daily" schedule is for eight (8) hours a day and the "Nightly" schedule is for six (6) hours a night. A custodial service employee will be scheduled Monday through Sunday to assure the facility is ready for use and is in a properly maintained condition. Typical daily hours for cleaning are from 8:00 am to 4:30 pm. Typical night hours for cleaning are from 6:00 pm to 12:00 am. The custodial service employee will perform the daily/nightly and/or weekly maintenance items so the building will be ready for use, in addition to any other items specified or requested by the Buildings Supervisor." C. Effect of Amendment This Amendment is supplemental to the Agreement and is by reference made a part of the Agreement. All of the terms, conditions, and provisions of the Agreement unless specifically modified herein, shall apply to this Amendment and shall continue in full force and effect. In the event of any conflict or inconsistency between the provisions of this Amendment and any of the provisions of the Agreement, the provisions of this Amendment shall in all respects govern and control. D. Incorporation of Recitals The Recitals above are hereby incorporated into this section as though fully set forth herein and each Party acknowledges and agrees that such Party is bound, for purposes of Amendment, by the same. E. Entire Agreement The Agreement together with Amendment constitute the entire agreement between the parties hereto and supersedes all prior negotiations, arrangements, representations, and understandings, if any, made by or among the parties hereto with respect to the subject matter hereof. No amendments or other modifications of the Agreement and Amendment shall be binding unless executed in writing by both parties hereto, or their respective successors, assigns, or grantees. F. Severability In the event that any one or more of the phrases, sentences, clauses, paragraphs, or sections contained in this Amendment shall be declared invalid or unenforceable by valid judgment or decree of a court of competent jurisdiction, such invalidity or unenforceability 4910-6346-5572, v. 1 Docusign Envelope ID: 40401183-034E-4EA7-85A0-B59714CF19A8 shall not affect any of the remaining phrases, sentences, clauses, paragraphs, or sections of this Amendment, which shall be interpreted to carry out the intent of the partied hereunder. F. Authority The persons executing this Amendment on behalf of the parties hereto warrant that they are duly authorized to execute this Amendment on behalf of said parties and that by do executing this Amendment the Parties hereto are formally bound to the provisions of this Amendment. IN WITNESS WHEREOF, this Amendment has been executed in the name of City, by its officer's thereunto duly authorized, and Contractor as of the day and year first above written. APPROVED AS TO FORM: David Kendig, City Attorney /msd/ (Seal) THE CITY OF TUSTIN AYA Aldo E. Schindler, City Manager ATTEST: Erica Yasuda, City Clerk CONTRACTOR Executive Facilities Services, Inc. 9W TITLE: 4910-6346-5572, v. 1 Docusign Envelope ID: 40401183-034E-4EA7-85A0-B59714CF19A8 Attachment "A" SECTION D SPECIAL PROVISIONS 4910-6346-5572, v. 1 Docusign Envelope ID: 40401183-034E-4EA7-85A0-B59714CF19A8 SECTION D SPECIAL PROVISIONS The Contractor shall provide services to the following facilities and locations: FACILITY DESCRIPTIONS It is impossible to indicate every specific item that requires custodial service, but the following tasks and frequencies indicate most of them. This information is intended to inform the custodial contractor that nothing less than full service custodial service will be accepted. POLICE DEPARTMENT & PARKING STRUCTURE - 300 CENTENNIAL WAY CLEANABLE AREA: Police Department 25,737 Approx. Sq. Ft. Parking Structure 60,000 Approx. Sq. Ft. HOURS OF OPERATION: The Contractor is advised that this facility operates on a 24 hour/7-day schedule and is open every day. Items listed as "Daily" and "Nightly" will require the contractor to perform the services on a schedule that coincides with the City's operational schedule. The frequency of items designated will be seven (7) times per week. The "Daily" schedule is for eight (8) hours a day and the "Nightly" schedule is for six (6) hours a night. A custodial service employee will be scheduled Monday through Sunday to assure the facility is ready for use and is in a properly maintained condition. Typical daily hours for cleaning are from 8:00 am to 4:30 pm. Typical night hours for cleaning are from 6:00 pm to 12:00 am. The custodial service employee will perform the daily/nightly and/or weekly maintenance items so the building will be ready for use, in addition to any other items specified or requested by the Buildings Supervisor. CITY HALL, COUNCIL CHAMBERS, CONFERENCE ROOM AND ATRIUM - 300 CENTENNIAL WAY CLEANABLE AREA: City Hall 30,000 Approx. Sq. Ft. Council Chambers, Conference Room, Atrium 5,329 Approx. Sq. Ft. HOURS OF OPERATION: The Contractor is advised that this facility operates on a 10 hour/5-day schedule and is open Monday through Friday. Items listed as "Daily" will require the contractor to perform the services on a schedule that coincides with the City's operational schedule. The frequency of items designated as "Daily" will be five times per week. CLIFTON COMMUNITY CENTER- 300 CENTENNIAL WAY CLEANABLE AREA: Community Center 5,970 Approx. Sq. Ft. HOURS OF OPERATION: The Contractor is advised that this facility operates on a 15 hour/6- day schedule and is open Monday through Saturday. Items listed as "Daily" will 4910-6346-5572, v. 1 Docusign Envelope ID: 40401183-034E-4EA7-85A0-B59714CF19A8 require the contractor to perform the services on a schedule that coincides with the City's operational schedule. The frequency of items designated as "Daily" will be six (6) times per week. TUSTIN AREA SENIOR CENTER - 200 SOUTH "C" STREET CLEANABLE AREA: Tustin Area Senior Center 17,980 Approx. Sq. Ft. HOURS OF OPERATION: The Contractor is advised that this facility operates on a 14 hour/6-day schedule and is open Monday through Saturday. Items listed as "Daily" will require the contractor to perform the services on a schedule that coincides with the City's operational schedule. The frequency of items designated as "Daily" will be six (6) times per week. Annual waxing of auditorium and classroom floors. PUBLIC WORKS CORPORATE YARD, EOC, WAREHOUSE (RESTROOM ONLY), FITNESS CENTER & GARAGE SHOP BUILDING -1472 SERVICE ROAD It is impossible to indicate every specific item that requires custodial service, but the following tasks and frequencies indicate most of them. This information is intended to inform the custodial contractor that nothing less than full service custodial service will be accepted. CLEANABLE AREA: Building & Garage Shop (Office & Restroom) 10,200 Approx. Sq. Ft. HOURS OF OPERATION: The Contractor is advised that this facility operates on a 12 hour/5- day schedule and is open Monday through Friday. Items listed as "Daily" will require the contractor to perform the services on a schedule that coincides with the City's operational schedule. The frequency of items designated as "Daily" will be five (5) times per week. TUSTIN FAMILY YOUTH CENTER - 14722 NEWPORT AVENUE CLEANABLE AREA: Youth Center 6,000 Approx. Sq. Ft. HOURS OF OPERATION: The Contractor is advised that this facility operates on a 12 hour/6-day schedule and is open Monday through Saturday. Items listed as "Daily" will require the contractor to perform the services on a schedule that coincides with the City's operational schedule. The frequency of items designated as "Daily" will be six (6) times per week. COLUMBUS TUSTIN ACTIVITY CENTER & GYMNASIUM - 17522 BENETA WAY CLEANABLE AREA: Columbus Tustin Activity Center & Gymnasium 16,621 Approx. Sq. Ft. HOURS OF OPERATION: The Contractor is advised that this facility operates on a 14 hour/7-day schedule and is open Monday through Sunday. Items listed as "Daily" will require the contractor to perform the, services on a schedule that coincides with the City's operational schedule. The frequency of items designated as "Daily" will be seven 4910-6346-5572, v. 1 Docusign Envelope ID: 40401183-034E-4EA7-85A0-B59714CF19A8 times per week. Annual waxing of gym and classroom floors. LEGACY ANNEX (POLICE DEPARTMENT/PARKS AND RECREATION DEPARTMENT - 15445 LANSDOWNE ROAD CLEANABLE AREA: Legacy Annex 15,000 Approx. Sq. Ft. HOURS OF OPERATION: The Contractor is advised that this facility operates on a 14 hour/7- day schedule and is open Monday through Sunday. Items listed as "Daily" will require the contractor to perform the services on a schedule that coincides with the City's operational schedule. The frequency of items designated as "Daily" will be seven (7) times per week. METROLINK STATION - 2975 EDINGER AVENUE CLEANABLE AREA: Metrolink Station & Parking Structure 243,130 Approx. Sq. Ft. HOURS OF OPERATION: The Contractor is advised that this facility operates on a 24 hour/7- day schedule and is open every day. Items listed as "Daily" will require the contractor to perform the services on a schedule that coincides with the City's operational schedule. The frequency of items designated as "Daily" will be seven (7) times per week for four (4) hours a day. The custodial service employee will perform the daily and/or weekly maintenance items so the elevators, plant forms, bus stops, ramps and waiting areas will be ready for use, in addition to any other items specified or requested by the Buildings Supervisor. No restroom cleaning necessary PARKS - TRASH ONLY MCFADDEN PARKETTE - MCFADDEN & PASADENA SANTA CLARA PARK — MARSHALL LANE (FAIRMONT/SANTA CLARA) CLEANABLE AREA: McFadden Parkette Trash Only Santa Clara Park Trash Only HOURS OF OPERATION: The Contractor is advised that this facility operates on a 24 hour/7-day schedule and is open every day. Items listed as "Daily" will require the contractor to perform the services on a schedule that coincides with the City's operational schedule. The frequency of items designated as "Daily" will be seven (7) times per week. PARKS & RESTROOMS CAMINO REAL PARK — 13602 PARKCENTER LANE CEDAR GROVE PARK — 11385 PIONEER ROAD CENTENNIAL PARK — 14722 DEVONSHIRE AVENUE CITRUS RANCH PARK — 2910 PORTOLA PARKWAY COLUMBUS TUSTIN PARK — 14712 PROSPECT AVENUE FRONTIER PARK — 1400 MITCHELL AVENUE HERITAGE PARK — 2350 KINSMAN CIRCLE LAUREL GLEN PARK— 133771/2 MYFORD ROAD LINEAR PARK — 1705 FLIGHT WAY MAGNOLIA PARK — 2282 FIGTREE DRIVE 4910-6346-5572, v. 1 Docusign Envelope ID: 40401183-034E-4EA7-85A0-B59714CF19A8 PEPPERTREE PARK — 230 W. FIRST STREET PINETREE PARK — 1402 BRYAN AVENUE PIONEER ROAD PARK— 10250 PIONEER ROAD TUSTIN SPORTS PARKS — 12850 ROBINSON DRIVE VETERANS SPORTS PARK — 1645 VALENCIA AVENUE VICTORY PARK — 3300 PARK AVENUE CLEANABLE AREA: Parks & Restrooms listed above. HOURS OF OPERATION: The Contractor is advised that this facility operates Sunrise to 10:00 pm/7- day schedule and is open every day. Items listed as "Daily" will require the contractor to perform the services on a schedule that coincides with the City's operational schedule. The frequency of items designated as "Daily" will be seven (7) times per week. Empty all waste receptacles and replace plastic liners where required. Plastic liners to fit waste receptacles in such a manner as to not over hang the top. Cleaning restrooms daily per General Provisions. 4910-6346-5572, v. 1