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Home My WebLink AboutAgenda Report - June 16, 2010 D-08_ AGENDA ITEM D g CITY OF LODI ,. COUNCIL COMMUNICATION M AGENDA TITLE: Adopt Resolution Approving Contractsfor Fiscal Year 2010/11 with United Cerebral Palsy of San Joaquin, Amador, and Calaveras Counties, of Stockton, for Downtown Cleaning ($46,686) and Transit Facility Cleaning ($38,456) MEETING DATE: June 16,2010 PREPARED BY: Public Works Director RECOMMENDED ACTION: Adopt a resolution approving contracts for Fiscal Year 2010/11 with United Cerebral Palsy of San Joaquin, Amador, and Calaveras Counties, of Stockton, for Downtown cleaning in the amount of $46,686, and Transit Facility cleaning in the amount of $38,456. BACKGROUND INFORMATION: United Cerebral Palsy (UCP) has been working for the Public Works Departmentsince 2000 at several City facilities. Staff is proposing to continue contracting with UCP for Downtown and Transit Facility cleaning. The Downtown emphasis is placed on School Street and addresses street furniture, trash, litter, spills, and leaf removal. The Transit Facility cleaning addresses the grounds surrounding Lodi Station, the Lodi Parking Structure, and sheltered bus stops. The UCP program provides meaningful work for the disabled. Each UCP crew is composed of four persons plus a supervisor. The program includes transportation and direct supervision for the crew at a contract rate of $46.50 per hour. UCP is the only known non-profit organization that pays the disabled the State minimum wage. All other organizations pay crew members less and cite additional benefits such as training, transportation, supervision, and overhead as reasons for below -minimum wage compensation. In addition to strengthening the self-esteem of these crew members, the citizens of Lodi continue to receive excellent services at a very competitive price. FISCAL IMPACT: Maintaining a clean Downtown core and Transit Facility enhances the Lodi experience, resulting in increased visitation and sales tax generation FUNDING AVAILABLE: Funds for these contracts are provided in the 2010/11 Streets and Transit operating budgets. Downtown Cleaning: $46,686 — Street Fund (3215037) Transit Facility Cleaning: $38,455.50—Transit Fund (125053) Jordan yers Deputy City Manager/[ internal Services Director ai,6. Ja'A� F. Wally s4fidelin Public Works Director Prepared by Curtis Juran, Streets and Drainage Superintendent FWS/CJ/dsg cc: Curt Juran, Streets and Drainage Superintendent Downtown Lodi Business Partnership APPROVED Konraartlam, Interim City Manager K:\WP\COUNCIL\2010\UCP Contract2010.doc 6/3/2010 0 -1 2010 Contract for "Downtown Lodi Cleaning Crew" 3 ' . r LODI This contract agreement is made and entered into this 1 day of July 2010 between United Cerebral Palsy Association of San Joaquin, Amador, and Calaveras Counties, (hereafter referred to as the Contractor) and the City of Lodi, (hereafter referred to as the Customer). This contract intends to define the responsibilities associated with the provision of a "Downtown Lodi Cleaning" service by the Contractor for the Customer. The Contractor, beginning July 1, 2010, will provide services associated with the "Downtown Lodi Cleaning" project. The duties outlined in the contract will not officially begin until Customer specifies. The services for "DowntownLodi Cleaning" outlined in the following proposal will be conducted by persons with disabilities affiliated with the Contractor's Supported Employment program. This program is considered cost-effective for the State of California because it transitions adults with special needs into gainful employment opportunities that they would otherwise not be able to obtain under normal circumstances. Because of the unique working relationship associated with this contract, the City of Lodi`s specific needs for "Downtown Lodi Cleaning" will be met as well as the needs of the disabled worker. The working relationship defined under this contract may be extended or terminated by either party with a written one-month notice or mutually agreed upon time. In addition to the terms outlined between the Contractor and the Customer, both parties agree that: a) No alterations or variation of the terms of the contract shall be valid unless made in writing and signed by the Contractor and the Customer and no oral understanding or agreement not incorporated in the contract shall be binding on either party to the contract. b) Implementation of this contact cannot occur until both parties have approved the terms specified in the contract. c) The Customer retains the right to use the crew for other "cleaning projects" by mutual agreement between the Customer and Contractor. Additional charges for other projects will be assessed prior to beginning any project not related to "Downtown Lodi Cleaning". It is suggested that the Customer, upon agreement of these terms, supply the Contractor an outline of specific responsibilities related to the "Downtown Lodi Cleaning" project's duties as outlined by the City of Lodi include: • Work hours, Monday — Friday, 6:00 am —10:00 am, except holidays • Empty trash containers and clean area Monday & Friday (map attached) • Clean all Downtown furniture weekly, dust benches, bollards, light standards • Remove litter, broken glass, cleanup spills Remove fallen leaves weekly • Wash sidewalk areas around trash containers monthly • Report hazards immediately— broken tree limbs, loose pavers, bent signs etc.. . The Contractor'sresnonsibilities 1. The Contractor will provide the staff to make up one (1) crew, totaling four (4) crewmembers, to ensure the production needs of the contract are met. The Contractor will assign one (1) supervisor/job coach to ensure quality and accuracy of all duties associated with the required work. It shall be the responsibility of the supervisor/job coach to keep accurate account of each service performed and to monitor the quality standards set forth by the Customer. With prior approval, the Contractor may make modifications to the work station/area to accommodate crewmembers at no cost to the Customer. 2. The Contractor will perform "Downtown Lodi Cleaning" as designated by the Streets & Drainage Manager. The cleaning schedule will be a rotating schedule to ensure all designated Downtown areas receive adequate cleaning for the month. For convenience and safety UCP agrees to begin cleaning Downtown at 6:00 am —10:00 am, Monday through Friday. 3. It shall be the responsibility of the Contractor to train, supervise, schedule and oversee all crewmembers at no cost to the Customer. The Contractor agrees to provide the trainer(s)/supervisor(s) to the Customer at no additional charge to the Customer. The trainer(s)/supervisor(s) will remain on-site, in the immediate work area while crewmembers are present, The Contractor has the sole responsibility of all Workers' Compensation and wages paid to each crewmember and staff assigned to the work site. 4. The Contractor and not the Customer, will pay all crewmember wages; all personnel costs and liabilities (e.g., Workers' Compensation, insurance, state and federal taxes as well as any reimbursement costs), associated with the "Downtown Lodi Cleaning" services rendered. 5. Detailed tracking documents, time studies and the invoice will be submitted to the Customer on a monthly basis. 6. The Contractor will properly maintain all equipment and supplies to ensure that the project services associated with the daily operations not be negatively affected. If the Contractor damages any property due to negligence, or causes harm to persons through negligence, the Contractor will be responsible for all liabilities including repairing or replacing the Customer's property. 7. Notwithstanding the provisions of section 5 below under the Customer's responsibilities, all crewmembers will comply with the health and safety regulations established by the Customer while performing the contract services. 8. The Contractor will make up the lost hours due to holidays, the following business day. The Customer's Responsibilities 1. The Customer will reimburse the Contractor by the fifteenth (15th) working day of each month, after submission of invoice fox services of $46.50 for each hour associated with the "Downtown Lodi Cleaning". 2. The Customer will provide all Contractor crewmembers with "Downtown Lodi Cleaning" supplies and equipment specific to 'Special Services' as outlined in the proposal, to ensure the production and productivity of the contract is performed to the Customer's standards. 3. The Customer, within reason, will assist the Contractor crewmembers in locating and centralizing tools and equipment specific to the contract on an as needed basis. 4. The Customer will maintain confidentiality of all records and transactions with the Contractor. 5. The Customer will indemnify and hold harmless the State of California, its officers, agents and employees from any and all claims and losses occurring or resulting to any persons, firm or corporation that may be injured or damaged by the Contractor in the performance of this contract. This indemnity shall not apply to on the job injuries caused by the Contractor's Workers' Compensation injuries incurred by the Contractor's crewmembers. The Contractor and the agent employees of the Contractor, in the performance of the contract, are acting in an independent capacity and not as officers or employees of the State of California. FY10-11 July August Sept Oct Nov DQc Jan Feb March r April May June T^rs1 His. Serviced 84 88 84 84 80 80 80 76 92 A 84 g 1. 1,004 Cleaning Cost Per $46.50 546.50 $46.50 $46.50 $46.50 $40.50 $46.50 $46.50 $46.50 $46.50 $46.50 $46.50 Hr. $ 46.50 Cleaning CostPer $3,906 $4,092 $3,906 $3,906 $3,720 $3,720 $3,720 $3,534 $4,278 $3,906 $3,906 $4,092 46,686.00 By binding signatures, United Cerebral Palsy of Sail Joaquin, Calaveras, & Anlador Counties and the City of Lodi agree to all the stipulations in this agreement and its attachments: 'ignature of Contractor Representative CITY OF LODI, a municipal corporation Konradt Bartlam, Interim City Manager ATTEST: Randi Johl, City Clerk Approved as to Form: ---1 —^-----s Date Date Date Date November 26 13 2010-2011 Downtown Lodi Schedule August September S M IT W :T M IF S W 7 _1"M�W4S$00 Hft'j.0, M Q 14 15 i; 21 20 :.2O M��5r26 F22��P�30N 4 5 December March A[)fi1 S IM IT M T W T F S 13 1 9 20 :.2O M��5r26 ,31 4 5 1 1 0.11.11. 12 13 2999 a 18 19 15 "'21"'22 23 24 25 26 27 2 23 ,24, March A[)fi1 S IM IT W IT IF S I- I -A 5 6 12 13 1 9 20 :.2O M��5r26 23 27 -1.1 1 1 S IM T W IT F S T 2 3 9 10 16 17 000,111 2- 23 :.2O 30 Days Worked S M IT W T IF S N � 4 5 6 12 ]Mff, 0 M1, H_ 8, ORN 25 19 9 26 fanuary S M T W T IF IS I .9 10 2; 17 4:01202 23 24 C26 6 7 . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 13 R, ",8 19 1 201 15 16 17 27 2 23 ,24, Mav S M IT W :T IF S I MNOjNB$M 7 8 4 15 RMAO, ININTA 21 22 28 29 30 Ortnhtar S M IT W T IF S W T 2 3 .9 10 2; 17 4:01202 23 24 C26 6 7 . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Fp.hni;;ry S M T W T F S 5 6 7 . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 13 R, ",8 19 1 201 ?1 12g 22$ `?,24 2, 27 lune S IM IT W IT IF S 1 4 5 1`140 0 11 12 MEE MM MM. 18 19 IM M 0:221.11 W 25 MAy 0 4 2010 UTY OF LOM MUNICIPAL SERVICE CENM Contract for "Transit Facifity Cleaninn" This contract agreement is made and entered into this 1 st day of July, 2010 between United Cerebral Palsy Association of San Joaquin, Amador, and Calaveras Counties, (hereafter referred to as the Contractor) and the City of Lodi, (hereafter referred to as the Customer), This contract intends to define the responsibilities associated with the provision of a "Parking Lot Cleaning" service by the Contractor for the Customer. The Contractor, beginning July 1, 2010, will provide services associated with the "Transit Facility Cleaning" project. The duties outlined in the contract will not officially begin until Customer specifies. The services for "Transit Facility Cleaning" outlined in the following proposal will be conducted by persons with disabilities affiliated with the Contractor's Supported Employment program. This program is considered cost-effective for the State of California because it transitions adults with special needs into gainful employment opportunities that they would otherwise not be able to obtain under normal circumstances. Because of the unique working relationship associated with this contract, the City of Lodi's specific needs for "Parking Lot Cleaning" will be met as well as the needs of the disabled worker. The working relationship defined under this contract may be extended or terminated by either party with a written one-month notice or mutually agreed upon time. In addition to the terms outlined between the Contractor and the Customer, both parties agree that: a) No alterations or variation of the terms of the contract shall be valid unless made in writing and signed by the Contractor and the Customer and no oral understanding or agreement not incorporated in the contract shall be binding on either party to the contract. b) Implementation of this contract cannot occur until both parties have approved the terms specified in the contract. c) The Customer retains the right to use the crew for other "cleaning projects" by mutual agreement between the Customer and Contractor. Additional charges for other projects will be assessed prior to beginning any project not related to "Parking Lot Cleaning". It is suggested that the Customer, upon agreement of these terms, supply the Contractor an outline of specific responsibilities related to the "Parking Lot Cleaning" projects duties as outlined by the City of Lodi. Specific responsibilities for all parking lots include removal of litter, debris, leaves, and weeds as needed. At the Lodi Station Parking structure, specific responsibilities include those itemized above as well as washing down spilled or leaked fluids and emptying trash containers. The Contractor's Responsibilities The Contractor will provide the staff to make up one (1) crew, totaling four (4) crewmembers, to ensure the production needs of the contract are met. The Contractor will assign one (: 1 supervisor/job coach to ensure quality and accuracy of all duties associated with the required work, It shall be the responsibility of the supervisor/job coach to keep accurate account of each service performed and to monitor the quality standards set forth by the Customer. With prior approval, the Contractor may make modifications to the work station/area to accommodate crewmembers at cost to the Customer. 2. The Contractor will perform "Transit Facility Cleaning" for City owned facilities such as the Lodi Train Station, the Lodi Station Parking Structure and Grapeline bus shelter as designated by the Streets & Drainage Manager. The cleaning schedule will be a rotating schedule to ensure all designated areas receive adequate cleaning for the month. For convenience and safety UCP agrees to arrive at the lots no earlier than 4:30 p.m. (Weekends, if necessary, will be excluded from the 4:30 p.m. start time.) The Contractor will now also collect garbage from bus stops as needed. This duty has been added to the contract, The Contractor will be responsible for the bus stops mentioned in Exhibit A. Bus Stops Exhibit A Wal-Mart • Target • Lowe's . Lower Sacramento North of Elm • Lower Sacramento by Meritage Apartments . Salisbury's (Turner and Woodhaven) • Lodi Lake on Turner Road near the main gate • Lockeford Street at Calaveras Street • Hale Park • Loel Center • Smart and Final • Central Avenue at Tokay Street • Central Avenue at Boys and Girls Club • Kofu Park • Municipal Service Center 3. It shall be the responsibility of the Contractor to train, supervise, schedule and oversee all crewmembers at no cost to the Customer. The Contractor agrees to provide the trainer(s)/supervisor(s) to the Customer at no additional charge to the Customer. The trainer(s) / supervisor(s) will remain onsite, in the immediate work area while crewmembers are present. The Contractor has the sole responsibility of all Workers' Compensation and wages paid to each crewmember and staff assigned to the work site. 4. The Contractor and not the Customer, will pay all crewmember wages; all personnel costs and liabilities (e.g., Workers' Compensation, insurance, state and federal taxes as well as any reimbursement costs), associated with the "Parking Lot Cleaning" services rendered. 5. Detailed tracking documents, time studies and the invoice will be submitted to the Customer on a monthly basis. 6. The Contractor will properly maintain all equipment and supplies to ensure that the project services associated with the daily operations are not negatively effected. If the Contractor damages any property due to negligence, or causes harm to persons through negligence, the Contractor will be responsible for all liabilities including repairing or replacing the Customer's property. 7. Notwithstanding the provisions of section 5 below under the "Customer's Responsibilities", all crewmembers will comply with the health and safety regulations established by the Customer while performing the contract services. 8. The Contractor will make up the lost hours due to holidays, the following business day. The Customer's Responsibilities 1. The Customer will reimburse the Contractor by the fifteenth (15th) working day of each month, after submission of invoice for services of $46.50 for each hour associated with the "Parking Lot Cleaning". This cost will not exceed $40,000 per year regardless of hours worked. This shall be considered full compensation for all the Contractor's expenses incurred in the performance of the contract. 2. The Customer will provide all Contractor crewmembers with "Transit Facility Cleaning" supplies and equipment specific to "Special Services" as outlined in the proposal, to ensure the production and productivity of the contract is performed to the Customer's standards. 3. The Customer, within reason, will assist the Contractor crewmembers in locating and centralizing tools and equipment specific to the contract on an as needed basis. 4. The Customer will maintain confidentiality of all records and transactions with the Contractor. 5. The Customer will indemnify and hold harmless the State of California, its officers, agents and employees from any and all claims and losses occurring or resulting to any persons, firm or corporation that may be injured or damaged by the Contractor in the performance of this contract. This indemnity shall not apply to on the job injuries caused by the Contractor's Workers' Compensation injuries incurred by the Contractor's crewmembers. an independent capacity and not as officers or employees of the State of California. FY 10-11 Jud AwTust Set Oct Nov Dec Jan Feb Mar Apr May June Total Hrs. 68.25 77 68.25 68.25 65 65 65 57 80.5 68.25 67.5 77 827 Serviced Parking $46.50 $46.50 $46.50 $46.50 $46.50 $46.50 $46.50 $46.50 $46.50 $46.50 $46.50 $46.50 Lot cost per Hr. Parking Lot $3,173.63 $3,580.50 $3,173.63 $3,173.63 $3,022.50 $3,022.50 $3,022.50 $2,650.50 $3,743.25 $3,173.63 $3,138.75 $3,580.50 $38,455.50 Cost per Month By binding signatures, United Cerebral Palsy of San Joaquin, Calaveras, & Amador Counties and the City of Lodi agree to all the stipulations in the agreement and its attachments: re of Contractor Representative OF LODI, a municipal corporation Date tYaiM1§�i��zx Date Konradt Bar.tlam, Interim City Manager ATTEST: Randi Johl, City Clerk Approved as to Form: Date D. Stephen Schwabauer, City Attorney Date November 2010-2011 Transit Facility Cleaning Schedule 1-1 U-4 U L) L S M IT W T IF S 7 8 '112.1 13 14 15 '.1116 .71 21 22 23 24 a2a� 2fi "27 28 December S _M IT W T F S . A :61 7 8 14 4 113 1 9 Q 21 22""23 2 ,4 -, :- ; 27 28 ':-"�' � 252 12 30 1' 311 1 18 19 24 25 26 27.-r;'.'..28:.:;.. 2.0 ru Days Worked 3mDer M IT 19 26 May 11 M 221 S M T W T IF IS 3 . A :61 7 8 14 15 113 1 9 Q 21 22""23 2 ,4 -, :- ; 27 28 ':-"�' � 252 29 30 1' 311 1 October T June MMM MIM MMw== =MM= RESOLUTION NO. 2010-97 A RESOLUTION OF THE LODI CITY COUNCIL APPROVING CONTRACTS FOR FISCAL YEAR 2010/11 FOR DOWNTOWN CLEANING AND TRANSIT FACILITY CLEANING WHEREAS, United Cerebral Palsy (UCP) has been working for the Public Works Department since 2000 at several City facilities; and WHEREAS, the Downtown emphasis is placed on School Street and addresses street furniture, trash, litter, spills, and leaf removal. The Transit Facility service addresses the exterior of the Lodi Station, the Lodi Parking Structure, and sheltered bus stops; and WHEREAS, the UCP program provides meaningful work for the disabled. The program includes transportation and direct supervision for the crew at a contract rate of $46.50 per hour. UCP is the only known non-profit organization that pays the disabled the State minimum wage. In addition to strengthening the self-esteem of these crew members, the citizens of Lodi continue to receive excellent services at a very competitive price. NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby approve the contracts for Fiscal Year 2010/11 with United Cerebral Palsy of San Joaquin, Amador, and Calaveras Counties, of Stockton, for Downtown cleaning in the amount of $46,686, and Transit Facility cleaning in the amount of $38,456. Dated: June 16,2010 ------------------------------------------------------------------- ................................................................... hereby certify that Resolution No. 2010-97 was passed and adopted by the City Council of the City of Lodi in a regular meeting held June 16, 2010, by the following vote: AYES: COUNCIL MEMBERS — Hansen, Hitchcock, Johnson, and Mounce NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS— Mayor Katzakian ABSTAIN: COUNCIL MEMBERS— None I JOHL City Clerk 2010-97 CITY COUNCIL PHIL KATZAKIAN, Mayor SUSAN HITCHCOCK, Mayor Pro Tempore LARRY D. HANSEN BOBJOHNSON JOANNE L. MOUNCE CITY OF LODI PUBLIC WORKS DEPARTMENT CITY HALL, 221 WEST PINE STREET P.O. BOX 3006 LODI, CALIFORNIA 95241-1910 (209) 333-6706 FAX (209) 333-6710 EMAIL pwdept@lodi.gov h tt p: \\www . lodi .g ov June 10,2010 Downtown Lodi Business Partnership P.O. Box 1565 Lodi, CA 95241-1565 KONRADT BARTLAM Interim City Manager RANDIJOHL City Clerk D. STEVEN SCHWABAUER City Attorney F. WALLY SANDELIN Public Works Director SUBJECT: Adopt ResolutionApproving Contractsfor Fiscal Year 2010/1 (with United Cerebral Palsy of San Joaquin, Amador, and Calaveras Counties, of Stockton, for Downtown Cleaning ($46,686) and Transit Facility Cleaning ($38,456) Enclosed is a copy of background information on an item on the City Council agenda of Wednesday, June 16, 2010. The meeting will be held at 7 p.m. in the City Council Chamber, Carnegie Forum, 305 West Pine Street. This item is on the consent calendar and is usually not discussed unless a Council Member requests discussion. The public is given an opportunity to address items on the consent calendar at the appropriate time. If you wish to write to the City Council, please address your letterto City Council, City of Lodi, P. 0. Box 3006, Lodi, California, 95241-1910. Be sure to allow time for the mail. Or, you may hand-deliverthe letterto City Hall, 221 West Pine Street. If you wish to address the Council at the Council Meeting, be sure to fill out a speaker's card (available at the Carnegie Forum immediately prior to the start of the meeting) and give it to the City Clerk. If you have any questions about communicating with the Council, please contact Randi Johl, City Clerk, at 333-6702. If you have any questions about the item itself, please call Curt Juran, Streets and Drainage Superintendent, at 333-6740. T• . F. Wally Sandelin 'r - Public Works Director FWS/pmf Enclosure cc: City Clerk NUCP CONTRACT 2010.DCC