HomeMy WebLinkAboutReso 57-23 Approving Amendments to Agreements with Sweeping Corporation of America, Universal Building Services and Supply Co., and Prudential Overall Supply
Reso. No. 57-23, Item 4.15, Adopted 06/06/2023 Page 1 of 2
RESOLUTION NO. 57 – 23
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
APPROVING AMENDMENTS TO AGREEMENTS WITH SWEEPING CORPORATION OF
AMERICA, UNIVERSAL BUILDING SERVICES AND SUPPLY CO., AND PRUDENTIAL
OVERALL SUPPLY
WHEREAS, in 2019, Staff prepared and initiated a Requests for Proposals (RFPs) for
Street Sweeping Services, Window and Carpet Cleaning Services, and Mat and Towel Services;
and
WHEREAS, during that time, Staff reviewed and selected the most qualified contractors
and the City entered into agreements for these services; and
WHEREAS, the City wishes to amend the agreements with Sweeping Corporation of
America for Street Sweeping Services, Universal Building Services and Supply Co. for Window
and Carpet Cleaning Services, and Prudential Overall Supply for Mat and Towel Services; and
WHEREAS, the City wishes to extend terms to June 30, 2025, and increase the not-to-
exceed compensation to $1,499,030 for Sweeping Corporation of America, to $427,634 for
Universal Building Services and Supply Co., and to $67,261 for Prudential Overall Supply.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does
hereby approve the amendments to the agreements with Sweeping Corporation of America,
Universal Building Services and Supply Co., and Prudential Overall Supply, attached hereto as
Exhibit A to this Resolution.
BE IT FURTHER RESOLVED that the City Manager, or designee, is authorized to execute
Exhibit A, and make any necessary, non-substantive changes to Exhibit A to carry out the intent
of this Resolution.
{Signatures on the following page}
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Reso. No. 57-23, Item 4.15, Adopted 06/06/2023 Page 2 of 2
PASSED, APPROVED AND ADOPTED this 6th day of June 2023, by the following vote:
AYES: Councilmembers Hu, Josey, McCorriston, Qaadri and Mayor Hernandez
NOES:
ABSENT:
ABSTAIN:
______________________________
Mayor
ATTEST:
_________________________________
City Clerk
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AMENDMENT #1 TO CONTRACTING SERVICES AGREEMENT BETWEEN THE
CITY OF DUBLIN AND
PRUDENTIAL OVERALL SUPPLY
WHEREAS, on July 1, 2020, the City of Dublin (hereinafter referred to as
"CITY") and Prudential Overall Supply (hereinafter referred to as CONTRACTOR)
entered into a Contracting Services Agreement for Mat and Towel services (hereinafter
referred to as the “AGREEMENT”); and
WHEREAS, the existing AGREEMENT will expire on June 30, 2023; and
WHEREAS, the CITY and CONSULTANT now wish to amend the
Agreement to extend the term through June 30, 2025 by modifying section 1.1 of the
Agreement, to increase the not to exceed compensation amount to $67,261 by modifying
Section 2 of the Agreement, and update the scope of work and compensation schedule
by modifying Exhibit A and Exhibit B of the Agreement.
NOW THEREFORE, for good and valuable consideration, the sufficiency of
which is hereby acknowledged, the AGREEMENT is amended as follows:
1)Section 1.1 shall be rescinded in its entirety and replaced with the following:
Term of Services. The term of this Agreement shall begin on the Effective Date
and shall end on June 30, 2025, and Consultant shall complete the work
described in Exhibit A on or before that date, unless the term of the Agreement is
otherwise terminated or extended, as provided for in Section 8. The time provided
to Consultant to complete the services required by this Agreement shall not affect
the City's right to terminate the Agreement, as referenced in Section 8.
Notwithstanding the foregoing this Agreement may be extended on a month to
month basis for up to 6 months upon the written consent of the Consultant and
the City Manager, provided that: a) sufficient funds have been appropriated for
such purchase, b) the price charged by the Consultant for the provision of the
serves described in Exhibit A does not increase. None of the foregoing shall
affect the City's right to terminate the Agreement as provided for in Section 8.
2)Section 2 COMPENSATION, the first paragraph shall be rescinded in its entirety
and replaced with the following:
Section 2. COMPENSATION. City hereby agrees to pay Consultant a sum not
to exceed $67,261, notwithstanding any contrary indications that may be contained
in the Consultant’s proposal, for services to be performed and reimbursable costs
incurred under his Agreement. In the event of a conflict between this Agreement
and the Consultant’s proposal, regarding the amount of compensation, the
Agreement shall prevail. City shall pay Consultant for services rendered pursuant
to this Agreement at the time and in the manner set forth herein. Consultant shall
submit all invoices to City in the manner specified herein. Except as specifically
Exhibit A
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authorized by City, Consultant shall not bill City for duplicate services performed
by more than one person.
3)Exhibit A, the scope of services shall be rescinded in its entirety and replaced,
attached hereto and incorporated herein as Exhibit A.
4) Exhibit B, the compensation schedule shall be rescinded in its entirety and
replaced, attached hereto and incorporated herein as Exhibit B.
5) Except to the extent inconsistent with this First Amendment, the Parties ratify and
confirm all of the terms and conditions of the AGREEMENT.
6) All requisite insurance policies to be maintained by the Consultant pursuant to
the Agreement, as may have been amended from time to time, shall include
coverage for the amended term, as described above.
7) The individuals executing this Amendment and the instruments referenced in it
on behalf of Consultant each represent and warrant that they have the legal
power, right and actual authority to bind Consultant to the terms and conditions of
this Amendment.
SIGNATURES ON THE FOLLOWING PAGE
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IN WITNESS WHEREOF, the parties hereto have caused this First Amendment to be
executed as of the date of the City Manager’s signature below.
CITY OF DUBLIN PRUDENTIAL OVERALL SUPPLY
By: _____________________________ By: _____________________________
Linda Smith, City Manager Micah Elberson, General Manager
Dated:
AT TEST:
By: _____
Marsha Moore, City Clerk
APPROVED AS TO FORM:
By: _____________________________
City Attorney
*****“**”
“***”
“****”
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EXHIBIT A
SCOPE OF SERVICES
Contractor shall provide qualified personnel, transportation and supplies necessary to perform floor mat
and towel services for six (6) City facilities. Changes or increases to locations, frequencies, quantities,
and/or schedule must be approved in writing, by the Public Works Maintenance Manager, or their designee.
1.Civic Center (including *Cultural Arts Center coming Spring 2024) – 100 Civic Center
Quantity Product/Description Schedule
7 3 x 4 – Black Mats 2nd and 4th Friday
5 4 x 6 – Black Mats 2nd and 4th Friday
2 3 x 10 – Black Mats 2nd and 4th Friday
5* 3 x 4 – Black Mats 2nd and 4th Friday
4* 4 x 6 – Black Mats 2nd and 4th Friday
2.Senior Center – 7600 Amador Valley Boulevard
Quantity Product/Description Schedule
2 4 x 6 – Black Mats 2nd and 4th Friday
1 3 x 10 – Black Mats 2nd and 4th Friday
75 Kitchen Towels 2nd and 4th Friday
7 3 x 5 - Anti-Fatigue Kitchen Mats 2nd and 4th Friday
3.Shannon Community Center – 11600 Shannon Avenue
Quantity Product/Description Schedule
5 4 x 6 – Black Mats Weekly
3 3 x 10 – Black Mats Weekly
2 4 x 6 – Black Mats 2nd and 4th Friday
4.Corporation Yard – 5709 Scarlett Court
Quantity Product/Description Schedule
2 3 x 4 – Black Mats 2nd and 4th Friday
1 3 x 5 – Black Mats (Scraper Mat) 2nd and 4th Friday
1 4 x 6 – Black Mats 2nd and 4th Friday
2 3 x 10 – Black Mats 2nd and 4th Friday
5.The WAVE Aquatic Park – 4201 Central Parkway
Quantity Product/Description Schedule
3 3 x 4 – Black Mats 2nd and 4th Friday
1 3 x 5 – Black Mats (Scraper Mat) 2nd and 4th Friday
1 4 x 6 – Black Mats 2nd and 4th Friday
5 3 x 10 – Black Mats 2nd and 4th Friday
6.Public Safety Complex (Police Services) – 6361 Clark Avenue
Quantity Product/Description Schedule
2 3 x 4 – Black Mats 2nd and 4th Friday
1 3 x 5 – Black Mats (Scraper Mat) 2nd and 4th Friday
1 4 x 6 – Black Mats 2nd and 4th Friday
2 3 x 10 – Black Mats 2nd and 4th Friday
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EXHIBIT B
COMPENSATION SCHEDULE
1.Civic Center (including *Cultural Arts Center coming Spring 2024) – 100 Civic Center
Quantity Product/Description 2023-2024 Unit Price
7 3 x 4 – Black Mats $3.28
5 4 x 6 – Black Mats $5.25
2 3 x 10 – Black Mats $6.56
5* 3 x 4 – Black Mats $3.28
4* 4 x 6 – Black Mats $5.25
2.Senior Center – 7600 Amador Valley Boulevard
Quantity Product/Description 2023-2024 Unit Price
2 4 x 6 – Black Mats $5.25
1 3 x 10 – Black Mats $6.56
75 Kitchen Towels $0.12
7 3 x 5 - Anti-Fatigue Kitchen Mats $3.82
3.Shannon Community Center – 11600 Shannon Avenue
Quantity Product/Description 2023-2024 Unit Price
7 4 x 6 – Black Mats $5.25
3 3 x 10 – Black Mats $6.56
4.Corporation Yard – 5709 Scarlett Court
Quantity Product/Description 2023-2024 Unit Price
2 3 x 4 – Black Mats $3.28
1 3 x 5 – Black Mats (Scraper Mat) $3.28
1 4 x 6 – Black Mats $5.25
2 3 x 10 – Black Mats $6.56
5.The WAVE Aquatic Park – 4201 Central Parkway
Quantity Product/Description 2023-2024 Unit Price
3 3 x 4 – Black Mats $3.28
1 3 x 5 – Black Mats (Scraper Mat) $3.28
1 4 x 6 – Black Mats $5.25
5 3 x 10 – Black Mats $6.56
6.Public Safety Complex (Police Services) – 6361 Clark Avenue
Quantity Product/Description 2023-2024 Unit Price
2 3 x 4 – Black Mats $3.28
1 3 x 5 – Black Mats (Scraper Mat) $3.28
1 4 x 6 – Black Mats $5.25
2 3 x 10 – Black Mats $6.56
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Additional Charges
Product/Description 2023-2024 Price
Delivery Charges $12.02
Minimum bi-weekly order $43.71
Assuming a maximum 3% CPI increase, contract not to exceed amount for prior three years and additional
two years is as follows:
Year 1 FY2020/2021 $11,916
Year 2 FY2021/2022 $12,273
Year 3 FY2022/2023 $12,641
Year 4 FY2023/2024 $ 13,020
Year 5 FY2024/2025 $ 13,411
Sub-Total $ 63,261
Contingency $ 4,000
Total:$ 67,261
Contractor shall notify City of any proposed increases to costs no later than 60 days prior to a new Fiscal
Year (July 1 – June 30). Any changes to costs shall be approved in writing by the Public Works Maintenance
Manager, or their designee. Any such annual increase shall be calculated based on the Bay Area Consumer
Index Rate (CPI) and shall not exceed 3%.
Please note, reimbursable expenses are built into rates as identified above.
Invoices shall be submitted electronically to: pwinvoices@dublin.ca.gov no more than once monthly and as
work is completed.
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AMENDMENT #1 TO CONSULTING SERVICES AGREEMENT
BETWEEN THE CITY OF DUBLIN AND SWEEPING CORPORATION OF AMERICA
(FORMERLY CONTRACT SWEEPING SERVICES)
WHEREAS, on July 1, 2020, the City of Dublin (hereinafter referred to as
"CITY") and Sweeping Corporation of America (formerly Contract Sweeping
Services) (hereinafter referred to as CONTRACTOR) entered into a Contracting
Services Agreement for Street Sweeping services (hereinafter referred to as the
“AGREEMENT”); and
WHEREAS, the existing AGREEMENT will expire on June 30, 2023; and
WHEREAS, the CITY and CONSULTANT now wish to amend the
Agreement to extend the term through June 30, 2025 by modifying section 1.1 of the
Agreement, to increase the not to exceed compensation amount to $1,499,030 by
modifying Section 2 of the Agreement, and update the scope of work and compensation
schedule by modifying Exhibit A and Exhibit B of the Agreement.
NOW THEREFORE, for good and valuable consideration, the sufficiency of
which is hereby acknowledged, the AGREEMENT is amended as follows:
1)Section 1.1 shall be rescinded in its entirety and replaced with the following:
Term of Services. The term of this Agreement shall begin on the Effective Date
and shall end on June 30, 2025, and Consultant shall complete the work
described in Exhibit A on or before that date, unless the term of the Agreement is
otherwise terminated or extended, as provided for in Section 8. The time provided
to Consultant to complete the services required by this Agreement shall not affect
the City's right to terminate the Agreement, as referenced in Section 8.
Notwithstanding the foregoing this Agreement may be extended on a month to
month basis for up to 6 months upon the written consent of the Consultant and
the City Manager, provided that: a) sufficient funds have been appropriated for
such purchase, b) the price charged by the Consultant for the provision of the
serves described in Exhibit A does not increase. None of the foregoing shall
affect the City's right to terminate the Agreement as provided for in Section 8.
2)Section 2 COMPENSATION, the first paragraph shall be rescinded in its entirety
and replaced with the following:
Section 2. COMPENSATION. City hereby agrees to pay Consultant a sum not
to exceed $1,499,030, notwithstanding any contrary indications that may be
contained in the Consultant’s proposal, for services to be performed and
reimbursable costs incurred under his Agreement. In the event of a conflict
between this Agreement and the Consultant’s proposal, regarding the amount of
compensation, the Agreement shall prevail. City shall pay Consultant for services
rendered pursuant to this Agreement at the time and in the manner set forth herein.
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Consultant shall submit all invoices to City in the manner specified herein. Except
as specifically authorized by City, Consultant shall not bill City for duplicate
services performed by more than one person.
3)Exhibit A, the scope of services shall be rescinded in its entirety and replaced,
attached hereto and incorporated herein as Exhibit A.
4) Exhibit B, the compensation schedule shall be rescinded in its entirety and
replaced, attached hereto and incorporated herein as Exhibit B.
5) Except to the extent inconsistent with this First Amendment, the Parties ratify and
confirm all of the terms and conditions of the AGREEMENT.
6) All requisite insurance policies to be maintained by the Consultant pursuant to
the Agreement, as may have been amended from time to time, shall include
coverage for the amended term, as described above.
7) The individuals executing this Amendment and the instruments referenced in it
on behalf of Consultant each represent and warrant that they have the legal
power, right and actual authority to bind Consultant to the terms and conditions of
this Amendment.
SIGNATURES ON THE FOLLOWING PAGE
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IN WITNESS WHEREOF, the parties hereto have caused this First Amendment to be
executed as of the date of the City Manager’s signature below.
CITY OF DUBLIN SWEEPING CORPORATION OF
AMERICA
By: _____________________________ By: _____________________________
Linda Smith, City Manager Manvendra S. Saxena, General Manager
Dated:
AT TEST:
By: _____
Marsha Moore, City Clerk
APPROVED AS TO FORM:
By: _____________________________
City Attorney
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EXHIBIT A
SCOPE OF SERVICES
Contractor shall provide City with street sweeping services for residential and commercial streets,
intersections, parking lots, as well as emergency callout service.
SWEEPING CATEGORIES AND LOCATIONS:
COMMERCIAL STREETS: Commercial streets, including all medians, shall be swept twice monthly, from
January through October and four times monthly for the months of November and December. The
following streets are defined as commercial streets:
x Altamirano Avenue (Arnold Road to BART parking lot)
x Amador Plaza Road (Amador Valley Boulevard to southerly end)
x Amador Valley Boulevard (Village Parkway to westerly end)
x Arnold Road (Altamirano Avenue to Gleason Drive)
x Campbell Lane (Dublin Boulevard to Demarcus Boulevard)
x Clark Avenue (Village Parkway to Dublin Boulevard)
x Demarcus Boulevard (Iron Horse Parkway to Dublin Boulevard)
x Dougherty Road (I-580 to northerly City Limit, including a pass through the painted median areas)
x Dublin Boulevard. (Schaefer Ranch Road to Fallon Road)
x Fallon Road (I-580 to Northerly City Limit)
x Gleason Drive (Arnold Road to Fallon Road)
x Golden Gate Drive (Dublin Boulevard to southerly end)
x Hacienda Drive (I-580 to Gleason Drive)
x Iron Horse Parkway (Demarcus Boulevard to Dublin Boulevard)
x John Monego Court (Dublin Boulevard to southerly end)
x Lewis Avenue (Village Parkway to Portage Road)
x Martinelli Way (Hacienda Drive to Iron Horse Parkway)
x Regional Street (Amador Valley Boulevard to south end)
x Saint Patrick Way (Amador Plaza Road to Golden Gate Drive)
x San Ramon Road (I-580 to Alcosta Boulevard)
x Scarlett Court (Dublin Boulevard to east end)
x Scarlett Drive (Dublin Boulevard to Scarlett Court)
x Tassajara Road (I-580 to Fallon Road, including a pass through the painted median areas)
x Village Parkway (Village/Clark Avenue to Kimball Ave)
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The following commercial streets, including all medians, shall be treated as residential streets (swept twice
per month) for the purpose of this Agreement, these commercial streets shall be swept at a time agreed
upon by City, as to avoid noise complaints from adjacent residents.
x Dublin Court
x Sierra Lane
x Sierra Court
x Civic Plaza
x Trinity Court
x Houston Place
x Central Parkway (to be swept after 9am, four times monthly for the months of November and
December.)
Any portion of the above streets which are not within the limits above shall be defined as a residential street
and shall be swept in accordance with Residential Street Sweeping provisions.
RESIDENTIAL STREETS: The City is divided into seven residential sweeping zones. Residential street
sweeping shall be performed twice monthly. In addition, center medians within the limits specified shall
also be swept twice monthly. Residential sweeping shall commence no earlier than 8 a.m. so to avoid
noise complaints from adjacent residents. The following residential streets located adjacent to identified
schools must be swept no earlier than 6 a.m. and no later than 8a.m.:
Dublin High School:
x Brighton Drive
x Callan Street
x Newport Court
x Burnham Way
x Fredrickson Lane
x Fredrickson Court
x Mansfield Avenue
x Tamarack Drive
x Langmuir Lane
x Langmuir Court
x Brookdale Court
Emerald High School opening 2024-2025:
x Streets to be determined
The City may agree to modify sweeping zones provided the following conditions:
x To allow for the addition of new street segments as accepted by the City (City will provide list in
writing, as needed)
x Garbage collection route changes*
*Sweeping shall not occur on the same day as garbage pickup in any given area. Contractor shall sweep
on days following garbage pickup, whenever possible. Route changes shall not be allowed without written
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authorization from the Public Works Maintenance Manager, or their designee. Should a route change be
approved, Contractor shall be responsible for notifying individual households that are affected in writing at
least two weeks prior to beginning the new schedule.
INTERSECTIONS: Intersections listed below shall be swept twice monthly, paying special attention to
areas of gravel and debris accumulated between through lanes and turn lanes:
x Dublin Boulevard/San Ramon Road
x Dublin Boulevard/Regional Street
x Dublin Boulevard/Golden Gate Drive
x Dublin Boulevard/Amador Plaza Road
x Dublin Boulevard/Village Parkway
x Dublin Boulevard/Dublin Court
x Dublin Boulevard/Sierra Court
x Dublin Boulevard/Dougherty Road
x Dublin Boulevard/Demarcus Boulevard
x Dublin Boulevard/Iron Horse Parkway
x Dublin Boulevard/Arnold Road
x Dublin Boulevard/Hacienda Drive
x Dublin Boulevard/Tassajara Road
x Dublin Boulevard/Fallon Road
x Amador Valley Blvd./San Ramon Road
x Amador Valley Blvd./Regional Street
x Amador Valley Blvd./Village Parkway
x Amador Valley Blvd./Amador Plaza
Road
x Amador Valley Blvd./Dougherty Road
x Dougherty Road/Sierra Lane
x Gleason Drive/Hacienda Drive
x Gleason Drive/Tassajara Road
x Gleason Drive/Fallon Road
x Central Parkway/Hacienda Drive
x Central Parkway/Tassajara Road
x Central Parkway/Fallon Road
x Hacienda Drive/Martinelli Way
x Tassajara/Fallon
PARKING LOTS: Contractor shall provide sweeping services monthly during the same weeks as
Commercial sweeping. Sweeping shall be done after the normal operating hours of the facility so that no
vehicles remain in the parking lot at the time sweeping is done. In the case of parks in residential
neighborhoods (e.g., Alamo Creek Park), sweeping shall be completed no earlier than 8 a.m. to avoid noise
complaints from adjacent residents. Changes to sweeping days and times for all parking lots shall be
approved by the Public Works Maintenance Manager, or their designee.
x Civic Center - 100 Civic Plaza
x Shannon Park/Community Center - 11600 Shannon Avenue
x Alamo Creek Park - Dougherty Road and Willow Creek Drive
x Dublin Sports Grounds - Dublin Boulevard next to Civic Center Plaza
x Emerald Glen Park - Gleason Drive at Tassajara Road (3 parking lots, one on Gleason Drive and
two on Central Parkway)
x Senior Center - 7600 Amador Valley Boulevard
x Dublin Heritage Park - 11805 Dublin Boulevard (2 parking lots, one at Heritage Park, one at bank
parking lot on Dublin Boulevard)
x Dougherty Hills Dog Park – Amador Valley Boulevard east of Stagecoach Road
x Fallon Sports Park - (2 parking lots, one on Palermo Way east of Lockhart Street, one on Central
Parkway)
x Public Safety Complex - (2 parking lots, one at 6361 Clark Avenue and one at 6363 Clark Avenue)
x Don Biddle Community Park - (2 parking lots, one on Columbus street, one on Horizon Parkway)
x Dublin Corporation Yard - 5709 Scarlett Court
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EMERGENCY CALLOUTS: Contractor shall provide a 24-hour telephone number and/or a list of
employees, including mobile telephone numbers, who are available for 24-hour emergency callout service.
Fall leaf clean-up shall be billed on an emergency callout basis. Compensation for emergency callouts
shall be on an hourly basis as detailed in Exhibit B, Compensation Schedule.
TERMS:
Calculation of Curb Miles: Curb mileage shall be calculated according to actual street curb miles and not
machine odometer readings. If Consultant and the City disagree on the number of curb miles in a given
area, mileage may be measured and recalculated, but the final determination shall be made by City.
Report Submittal: Contractor shall submit a report with Global Positioning System (GPS) information for
completed routes within the billing dates for each monthly invoice. Contractor shall submit an annual
report, at fiscal year-end, of total curb miles serviced within the fiscal year.
If Contractor identifies a need for increased frequency, miles swept or altered callout hours, Contractor
shall submit a proposal to the Public Works Superintendent, or their designee, and may not perform
additional services without their written approval.
Any streets added to the City during the term of this Agreement, either by new construction or annexation,
shall be swept according to the appropriate schedule, as determined by the Public Works Maintenance
Superintendent, or their designee. The additional cost for sweeping these streets shall be based upon the
per mile cost detailed in Exhibit B. Contractor shall be capable of providing any additional equipment and
personnel needed to sweep potential development or annexation areas for the term of this Agreement.
The City additionally reserves the right to reduce the number of curb miles to be swept within a given year
without incurring an increase in the agreed per-curb-mile cost for that year.
Holidays: If Contractor is unable to perform sweeping services due to a holiday, Contractor must provide
an alternative schedule for streets missed. City shall be advised no later than thirty days in advance of
holidays to be observed by Contractor and shall be provided with a makeup schedule that is no more than
one week later. Once the makeup schedule is established, it shall not be changed without prior written
approval of the City.
Quality of Sweeping: The street sweeper shall leave designated areas of sweeping free of all dirt, litter,
debris, and visual dust.
The Contractor’s street sweeper shall leave designated areas free of all dirt, litter, debris, and visual dust
within the control of a fully operational machine. Due to various street widths and configurations throughout
the City, street sweeping may require slower travel speed and/or multiple passes by the sweeper in many
cases, to ensure curb-to-curb coverage of the street. Streets with raised medians (commercial and
residential) shall have the curb-gutter perimeters of each raised median swept, including turnouts. Street -
grade striped medians shall be swept in their entirety. All deposits within intersections shall be removed as
part of the sweeping operations, resulting in minimal debris residual or tailings left on the swept surface
following the completion of a pass(es) of the street sweeping machine. No sweeper shall blow debris onto
private property or sidewalks.
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Due to various street configurations and densities of the urban forest throughout the City, when necessary
for proper cleaning, the Contractor shall make more than one pass on a street without extra charge.
Payment will be made for the initial length of curb swept, not the number of passes needed to leave
designated areas free of all dirt, litter, debris, and visual dust within the control of a fully operational
machine.
Re-Sweeps: Those sweeps required of Contractor when previous sweeps have been deemed by City to be
of poor quality, or when a street or sections of a street have been missed by Contractor during regularly
scheduled street sweeping. Re-sweeps are completed at the expense of Contractor and shall be completed
within 24-hours of notice, weather permitting. (from San Mateo County contract).
The Contractor shall immediately respond when notified by the City to re - sweep unsatisfactory areas at no
additional charge. In areas with offset angles, extruded curbs, parking blocks or any areas where street
sweeping equipment has difficulty in maneuvering, the Contractor shall use whatever legal means
necessary to maintain the cleanliness of these areas. These areas are subject to all the terms and
conditions listed in this contract.
Disposal of Sweepings: Contractor shall dispose of all refuse collected by hauling same to legally
established refuse disposal sites or other site approved by the Public Works Superintendent, or their
designee. Refuse shall not be stored on the street but shall be loaded into trucks or in appropriately placed
containers, which shall be approved by the Public Works Superintendent, or their designee. If containers
are used, they shall be dumped upon completion of the sweeping cycle. Any residual liquid waste shall be
disposed of properly (e.g., not in the storm drain system).
Water: Contractor shall provide, at their own expense, sufficient water for the street sweeping equipment
necessary to comply with this Agreement and to assure that the curb and gutter are left in a clean condition
and the amount of dust during sweeping is kept to a minimum. Water meters shall be obtained from the
Dublin San Ramon Services District. The cost of water shall be paid by Contractor and included in the unit
costs for various sweeping services. Contractor shall report gallons of water used per route as part of the
monthly invoice reporting. Contractor shall, at no time, complete routes without refill of water reservoir.
Equipment: Equipment not suitable to produce the quality of work required shall not be permitted to
operate on the contract work. All equipment shall be subject to the approval of the Director of Public Works
prior to use. All sweeping equipment shall have appropriate safety markings consisting of all highway
lighting, flashing and warning lights, clearance lights, and warning flags, all in accordance with the State
Vehicle Code, the City of Dublin Noise Ordinance and approved by the Director of Public Works. All
vehicles and equipment used by the Contractor must be clearly identified with the name of the company
and telephone number on each side of the equipment.
Equipment must be maintained and clean at all times; mechanical brushes and brooms shall be maintained
in proper condition and shall be replaced as recommended by the manufacturer or when pick-up ability
becomes repaired.
Age of Vehicles: The age of all streets sweeping equipment shall be no older than six (6) years, unless the
Director of Public Works grants approval.
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The use of a steel plate on the sweeper wheel to prevent tire scuffing against the curb will not be permitted.
At all times the Contractor shall properly maintain a minimum of two (2) machine sweepers, both as to
condition and appearance, for use on the work under this contract.
Sweepers must be equipped with mobile radio communications or cellular telephones to the Contractor’s
dispatch office, as well as GPS monitoring devices. Contractor will provide the City with access to the GPS
system which allows for the monitoring of each sweeper’s current location, as well as previously traveled
locations when requested. Contractor shall provide the City with computer access to program to use GPS
system at no cost.
Equipment Operation: The Contractor shall operate the sweepers between 4 and 5 miles per hour when
sweeping, unless it can be proven the sweeper can operate at a higher speed and still operate efficiently.
Regulatory Compliance: Work, equipment, and methods shall be in compliance with all applicable
California Air Resources Board (CARB), Bay Area Air Quality Management District (BAAQMD) and
National Pollutant Discharge Elimination System (NPDES) regulations and requirements.
Any street sweeping vehicle fluid leaks will be cleaned immediately using all appropriate dry cleaning
methods and properly disposed. Each sweeper provided by the Contractor shall carry a spill kit and the
operator shall be properly trained on how to clean spills. Costs incurred by the City to respond to, clean up,
and/or contain fluid spills from any Contractor’s vehicle shall be paid by the Contractor.
Delays in Sweeping Schedule: In the event of delays to the sweeping schedule, Contractor shall notify the
City as soon as possible and provide a makeup schedule satisfactory to the City.
Contractor shall use and furnish at his own expense all labor, equipment, and materials necessary for the
satisfactory performance of the street sweeping and parking lot sweeping work set forth herein. Contractor
shall deploy at a minimum, one vehicle with a back-brush each service day. After sweeping, curbs and
gutters shall be left in a clean condition. A clean condition is defined as the absence of residue in the
streets and gutters upon the completion of the sweeping operation. Sweeping shall include as many
passes as necessary to leave the street in a clean condition. Contractor shall maintain a log that records
dates, times, streets, and miles swept. The log shall be available for inspection by the Public Works
Superintendent, or their designee as soon as possible upon request.
Obstructions: Contractor shall make all possible effort to avoid obstacles while completing a thorough
sweep of streets. It is the responsibility of Contractor to replace and/or repair damaged assets within Public
Right-of-Way. Contractor shall notify City of issues of concern where obstructions are in the way of
completing work.
Handling of Customer Complaints: Contractor, at the direction of City, shall reach out to residents to
address complaints within the same business day reported. Contractor shall follow up with City to report on
any and all resolutions to complaints and concerns.
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Performance: If at any time City feels the performance of Contractor is not meeting the needs of its
residents and business community, City shall bring this to the attention of the Company President for
immediate resolution.
The Contractor shall furnish copies of valid commercial driver licenses for all operators assigned to the City,
whether permanently or temporarily assigned.
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EXHIBIT B
COMPENSATION SCHEDULE
Annual Street Sweeping Quantities
Item description Unit Est.
Quantities
Unit Price Year 4
FY2023/2024
Total Price
Year 4
FY2023/2024
Residential Street Sweeping (2x monthly)
Curb
mile 5,800 $32.51 $188,550
Commercial Street Sweeping (2x monthly except
for Nov and Dec which are 4x monthly)
Curb
mile 2,650 $32.51 $86,151
Intersections (28 intersections at 2x monthly
except for Nov and Dec which are 4x monthly) Each 784 $5.46 $4,281
Callouts (Includes Special Events and additional
fall leaf season cleanup) Minimum 2 hours Hours 150 $109.27 $16,391
Parking Lots (18 lots at 1x monthly) Each 216 $54.64 $11,802
Additional Curb Miles (120 curb miles
maximum/year – to be billed only with prior written
permission by City)
Curb
mile 120 $32.51 $3,901
Totals $311,076
The above chart lists estimates for FY 2023-24. Assuming an average of 120 new curb miles added annually, as
well as a maximum 3% CPI increase, a contract not to exceed amount for prior three years and additional two
years is as follows:
Year 1 - FY2020/2021 $277,163
Year 2 - FY2021/2022 $289,048
Year 3 - FY2022/2023 $301,289
Year 4 - FY2023/2024 $311,076
Year 5 - FY2024/2025 $320,454
Total $1,499,030
Contractor shall notify City of any proposed increases to costs no later than 60 days prior to a new Fiscal Year
(July 1 – June 30). Any changes to costs shall be approved in writing by the Public Works Maintenance
Superintendent, or their designee. Any such annual increase shall be calculated based on the Bay Area Consumer
Index Rate (CPI) and shall not exceed 3%.
Please note, reimbursable expenses are built into rates as identified above.
Note that quantities shown are projected amounts for Fiscal Year 2023-2024and are not necessarily the exact
amount to be swept. Street Sweeping services will be paid for based on actual quantities of the unit of measure
of the associated bid item.
When requesting callout services, the City shall provide Contractor with the number of hours required. If not
provided, a one hour minimum shall be assumed.
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Invoices shall be submitted electronically to: pwinvoices@dublin.ca.gov no more than once monthly and as work
is completed.
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AMENDMENT #1 TO CONTRACTING SERVICES AGREEMENT BETWEEN THE
CITY OF DUBLIN AND
UNIVERSAL BUILDING SERVICES AND SUPPLY CO.
WHEREAS, on July 1, 2020, the City of Dublin (hereinafter referred to as
"CITY") and Universal Building Services and Supply Co. (hereinafter referred to as
CONTRACTOR) entered into a Contracting Services Agreement for Carpet Cleaning
and Window Cleaning services (hereinafter referred to as the “AGREEMENT”); and
WHEREAS, the existing AGREEMENT will expire on June 30, 2023; and
WHEREAS, the CITY and CONSULTANT now wish to amend the
Agreement to extend the term through June 30, 2025 by modifying section 1.1 of the
Agreement, to increase the not to exceed compensation amount to $427,634 by
modifying Section 2 of the Agreement, and update the scope of work and compensation
schedule by modifying Exhibit A and Exhibit B of the Agreement.
NOW THEREFORE, for good and valuable consideration, the sufficiency of
which is hereby acknowledged, the AGREEMENT is amended as follows:
1)Section 1.1 shall be rescinded in its entirety and replaced with the following:
Term of Services. The term of this Agreement shall begin on the Effective Date
and shall end on June 30, 2025, and Consultant shall complete the work
described in Exhibit A on or before that date, unless the term of the Agreement is
otherwise terminated or extended, as provided for in Section 8. The time provided
to Consultant to complete the services required by this Agreement shall not affect
the City's right to terminate the Agreement, as referenced in Section 8.
Notwithstanding the foregoing this Agreement may be extended on a month to
month basis for up to 6 months upon the written consent of the Consultant and
the City Manager, provided that: a) sufficient funds have been appropriated for
such purchase, b) the price charged by the Consultant for the provision of the
serves described in Exhibit A does not increase. None of the foregoing shall
affect the City's right to terminate the Agreement as provided for in Section 8.
2)Section 2 COMPENSATION, the first paragraph shall be rescinded in its entirety
and replaced with the following:
Section 2. COMPENSATION. City hereby agrees to pay Consultant a sum not
to exceed $427,634, notwithstanding any contrary indications that may be
contained in the Consultant’s proposal, for services to be performed and
reimbursable costs incurred under his Agreement. In the event of a conflict
between this Agreement and the Consultant’s proposal, regarding the amount of
compensation, the Agreement shall prevail. City shall pay Consultant for services
rendered pursuant to this Agreement at the time and in the manner set forth herein.
Consultant shall submit all invoices to City in the manner specified herein. Except
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as specifically authorized by City, Consultant shall not bill City for duplicate
services performed by more than one person.
3)Exhibit A, the scope of services shall be rescinded in its entirety and replaced,
attached hereto and incorporated herein as Exhibit A.
4) Exhibit B, the compensation schedule shall be rescinded in its entirety and
replaced, attached hereto and incorporated herein as Exhibit B.
5) Except to the extent inconsistent with this First Amendment, the Parties ratify and
confirm all of the terms and conditions of the AGREEMENT.
6) All requisite insurance policies to be maintained by the Consultant pursuant to
the Agreement, as may have been amended from time to time, shall include
coverage for the amended term, as described above.
7) The individuals executing this Amendment and the instruments referenced in it
on behalf of Consultant each represent and warrant that they have the legal
power, right and actual authority to bind Consultant to the terms and conditions of
this Amendment.
SIGNATURES ON THE FOLLOWING PAGE
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IN WITNESS WHEREOF, the parties hereto have caused this First Amendment to be
executed as of the date of the City Manager’s signature below.
CITY OF DUBLIN UNIVERSAL BUILDING SERVICES
AND SUPPLY CO.
By: _____________________________ By: _____________________________
Linda Smith, City Manager Dario Devincenzi, Operations Manager
Dated:
AT TEST:
By: _____
Marsha Moore, City Clerk
APPROVED AS TO FORM:
By: _____________________________
City Attorney
“**” *****
“***”
“****”
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EXHIBIT A
SCOPE OF SERVICES
CONTRACTOR shall provide qualified personnel, transportation and supplies necessary to perform carpet
cleaning services for twelve (12) City facilities, window cleaning services at eight (8) City facilities, and
upholstery cleaning upon request.
CARPET CLEANING SERVICES
LOCATION FREQUENCY
1. City Hall – 100 Civic Center
Regional Meeting Room: 1,150sf every month
Area A: 2,622sf – Administration Wing 1st floor main hallway, staircases,
2nd floor main hallways (outside Finance & City Manager’s Office) &
staircases.
every month
Area B: 4730sf - Internal corridors & traffic areas, Administration Wing. Aug, Nov, Feb, May
Council Chambers (Floor Only): 500sf Aug, Feb
Chamber Seating Area (Floor Only): 2,000sf Feb
2.Cultural Arts Center – 100 Civic Center
First Floor Carpet Areas including staircases: 420sf every month
Second Floor Carpet Areas: 4,322sf Aug, Nov, Feb, May
3. Library – 200 Civic Center
Community Room: 1,600sf Jul, Sep, Nov, Jan, Mar, May
Main Library / Virginia Bennet Room: 14,150sf Sep, Jan, May
Program Room: 575sf Sep, Jan, May
4. Dublin Senior Center – 7600 Amador Valley Boulevard
All Carpet Areas: 4,405sf Jul, Sep, Nov, Jan, Mar, May
5. Shannon Community Center – 11600 Shannon Avenue
Area A: 7,610sf - Ballroom (must be cleaned using dry extraction, with
spot treatment at every cleaning), classroom, lobby & hallway. every month
Area B: 1,035sf - Offices Aug, Oct, Dec, Feb, Apr, Jun
6. Fire Station 16 – 7494 Donohue Drive*
All Carpet Areas: 2,260sf Apr
7. Fire Station 17 – 6200 Madigan Avenue*
All Carpet Areas: 3,480sf Apr
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*Cleanings at these locations shall be coordinated by staff with Contractor.
WINDOW CLEANING SERVICES
8. Fire Station 18 - 4800 Fallon Road*
All Carpet Areas: 1,980sf Apr
9. Dublin Heritage Center & Museum – 6600 Donlon Way*
All Carpet Areas: 600sf Oct, May
10. The WAVE Aquatic Park – 4201 Central Parkway*
Area A: 4,504sf - Multi-purpose room, lobby & hallway. every month
Area B: 1,800sf - Offices Aug, Oct, Dec, Feb, Apr, Jun
11. Corporation Yard - 5709 Scarlett Court*
All Carpet Areas: 1,800sf Apr, Dec
12. Public Safety Complex (Police Services) – 6361 Clark Avenue*
All Carpet Areas: 12,055sf Sep, Mar
Main Foot Traffic Areas: 4,600sf Dec, Jun
LOCATION FREQUENCY
1. Civic Center – 100 Civic Center (Both Wings)
All exterior perimeter windows May & October
All interior windows, atrium & partition glass October
Lobby (both wings) - Interior and exterior September & March
Atrium (hallway) – Exterior or Interior Upon Request
2. Library – 200 Civic Center
All exterior perimeter windows -exterior only Feb, Jun, Sep, Dec
All interior windows & partition glass October
Atrium hi-bay circular windows October
Entrance lobby glass doors Feb, Jun, Sep, Dec
3. Shannon Community Center – 11600 Shannon Avenue
Perimeter windows - Exterior only Feb, Jun, Oct
Perimeter windows - Interior only June
Interior partitions and doors June
4. Dublin Senior Center – 7600 Amador Valley Boulevard
Perimeter windows - Exterior only April & October
Perimeter windows - Interior only October
5. Dublin Heritage Center – 6600 Donlon Way
Museum - Interior and exterior September
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CONTRACTOR REQUIREMENTS
1.Upon the City of Dublin’s request, the contractor shall provide Safety Data Sheets (SDS) for all
chemicals used.
2.Contractor shall provide all personnel, uniforms, tools, equipment, parts, records/logs, rags,
cleaning chemicals, etc., necessary to perform the services described. All other
materials/supplies required to perform this service, and not otherwise mentioned, shall be
provided by the Contractor at his/her expense.
3.Contractor shall adhere to all current state and local water use restrictions & regulations.
4.Window Cleaning shall be performed on site during regular business hours, between 8:00 AM
and 5:00 PM on weekdays, unless it causes a disruption to the City of Dublin employees or the
City’s ability to serve the community or presents a safety hazard/disruption to others.
5.Contractor shall be responsible for all damage which occurs to City property while performing
services, regardless of whether the damage is to an item(s) being cleaned or to other item(s) in
and around the unit where services are being performed.
6.Contractor is not allowed to subcontract work to a third party once a service contract
agreement has been approved.
7.Contractor is responsible for maintaining a safe work area which includes installing safety
barricades and signs to warn the public.
CONTRACTOR PERSONNEL REQUIREMENTS
1.Contractor shall assign a sufficient number of trained & experienced employees to perform the
required service. Contractor shall designate one (1) employee as principal with full
responsibility for directing the entire crew. Each principal shall be authorized to act for the
Contractor in every detail.
2.Contractor shall furnish and require every on-duty employee to wear a company shirt or a
visible photo identification badge identifying employee by name.
Church - Interior and exterior September
Kolb House - Interior and exterior September
School Barn - Interior and exterior September
Public Restroom Building - Interior and exterior September
Art Studio - Interior and exterior September
6. The WAVE Aquatic Park – 4201 Central Parkway
Perimeter windows - Exterior only May, Jun, Sep, Jan
Perimeter windows - Interior only May, Jun, Sep, Jan
Natatorium windows (second story) - Interior and exterior October & March
Lobby lower windows - Interior and exterior Upon Request
7. Public Safety Complex (Police Services)– 6361 Clark Avenue
Perimeter windows - Exterior only June
Perimeter windows - Interior only June
8. Corporation Yard – 5709 Scarlett Court
Perimeter windows - Exterior only June
Perimeter windows - Interior only June
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3.All assigned personnel are subject to a criminal history records check performed using Live
Scan. Government fees are required for the State (DOJ) and Federal (FBI) level criminal
history record checks. Contractor is responsible for the fee to perform such records search. A
$45 application per personnel is required to perform a formal criminal history records check.
Should an employee not pass the criminal history records check; a refund will not be provided.
4.All assigned personnel must have all the proper safety training, and equipment operator
certificates to meet the minimum requirements of Cal OSHA.
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EXHIBIT B
COMPENSATION SCHEDULE
CARPET CLEANING SERVICES
LOCATION FREQUENCY ANNUAL COST
FY23/24
1. City Hall – 100 Civic Center
Regional Meeting Room: 1,150sf every month $2,256
Area A: 2,622sf – Administration Wing 1st floor main hallway,
staircases, 2nd floor main hallways (outside Finance & City Manager’s
Office) & staircases.
every month
$5,144
Area B: 4730sf - Internal corridors & traffic areas, Administration Wing. Aug, Nov, Feb, May $3,093
Council Chambers (Floor Only): 500sf Aug, Feb $164
Chamber Seating Area (Floor Only): 2,000sf Feb $613
2.Cultural Arts Center – 100 Civic Center
First Floor Carpet Areas including staircases: 420sf every month $824
Second Floor Carpet Areas: 4,322sf Aug, Nov, Feb, May $2,827
3. Library – 200 Civic Center
Community Room: 1,600sf Jul, Sep, Nov, Jan, Mar, May $1,570
Main Library / Virginia Bennet Room: 14,150sf Sep, Jan, May $6,941
Program Room: 575sf Sep, Jan, May $282
4. Dublin Senior Center – 7600 Amador Valley Boulevard
All Carpet Areas: 4,405sf Jul, Sep, Nov, Jan, Mar, May $4,321
5. Shannon Community Center – 11600 Shannon Avenue
Area A: 7,610sf - Ballroom (must be cleaned using dry extraction, with
spot treatment at every cleaning), classroom, lobby & hallway. every month $14,931
Area B: 1,035sf - Offices Aug, Oct, Dec, Feb, Apr, Jun $1,015
6. Fire Station 16 – 7494 Donohue Drive
All Carpet Areas: 2,260sf Apr $370
7. Fire Station 17 – 6200 Madigan Avenue*
All Carpet Areas: 3,480sf Apr $569
8. Fire Station 18 - 4800 Fallon Road*
All Carpet Areas: 1,980sf Apr $324
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*Cleanings at these locations shall be coordinated by staff with Contractor.
FY2023/2024 Rates:
x Council Chamber Seating Area is billed at $0.3063/sf.
x All other locations billed at $0.1635/sf.
9. Dublin Heritage Center & Museum – 6600 Donlon Way*
All Carpet Areas: 600sf Oct, May $196
10. The WAVE Aquatic Park – 4201 Central Parkway*
Area A: 4,504sf - Multi-purpose room, lobby & hallway. every month $8,837
Area B: 1,800sf - Offices Aug, Oct, Dec, Feb, Apr, Jun $1,766
11. Corporation Yard - 5709 Scarlett Court*
All Carpet Areas: 1,800sf Apr, Dec $589
12. Public Safety Complex (Police Services) – 6361 Clark Avenue*
All Carpet Areas: 12,055sf Sep, Mar $3,942
Main Foot Traffic Areas: 4,600sf Dec, Jun $1,504
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WINDOW CLEANING SERVICES
LOCATION FREQUENCY Annual Cost
FY23/24
1. Civic Center – 100 Civic Center (Both Wings)
All exterior perimeter windows May & October $2,616
All interior windows, atrium & partition glass October $2,616
Lobbies (both wings) - Interior and exterior September & March $436
Atrium (hallway) – Interior Upon Request $1,308
Atrium (hallway) – Exterior Upon Request $436
2. Library – 200 Civic Center
All exterior perimeter windows -exterior only Feb, Jun, Sep, Dec $2,616
All interior windows & partition glass October $872
Atrium hi-bay circular windows October $218
Entrance lobby glass doors Feb, Jun, Sep, Dec $436
3. Shannon Community Center – 11600 Shannon Avenue
Perimeter windows - Exterior only Feb, Jun, Oct $1,635
Perimeter windows - Interior only June $545
Interior partitions and doors June $109
4. Dublin Senior Center – 7600 Amador Valley Boulevard
Perimeter windows - Exterior only April & October $654
Perimeter windows - Interior only October $436
5. Dublin Heritage Center – 6600 Donlon Way
Museum - Interior and exterior September $273
Church - Interior and exterior September $109
Kolb House - Interior and exterior September $218
School Barn - Interior and exterior September $55
Public Restroom Building - Interior and exterior September $55
Art Studio - Interior and exterior September $218
6. The WAVE Aquatic Park – 4201 Central Parkway
Perimeter windows - Exterior only May, Jun, Sep, Jan $3,488
Perimeter windows - Interior only May, Jun, Sep, Jan $3,488
Natatorium windows (second story) - Interior
and exterior October & March
$1,962
Lobby lower windows - Interior and exterior Upon Request $218
7. Public Safety Complex (Police Services)– 6361 Clark Avenue
Perimeter windows - Exterior only June $556
Perimeter windows - Interior only June $545
8. Corporation Yard – 5709 Scarlett Court
Perimeter windows - Interior and Exterior June $109
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Window
Cleaning
Carpet
Cleaning
Carpet,
Window,
Upholstery,
Contingency
Annual
Estimated
Total
Year 1
(FY20/21) $24,060 $50,799 $3,000 $77,859
Year 2
(FY21/22) $24,782 $52,323 $3,000 $80,105
Year 3
FY22/23) $25,525 $53,893 $3,000 $82,418
Year 4
(FY23/24) $26,225 $62,076 $4,000 $92,301
Year 5
(FY24/25) $27,012 $63,939 $4,000 $94,951
Total $127,604 $283,030 $17,000 $427,634
Contractor shall notify City of any proposed increases to costs no later than 60 days prior to a new Fiscal Year
(July 1 – June 30). Any changes to costs shall be approved in writing by the Public Works Maintenance Manager,
or their designee. Any such annual increase shall be calculated based on the Bay Area Consumer Index Rate
(CPI) and shall not exceed 3%.
Please note, reimbursable expenses are built into rates as identified above.
Invoices shall be submitted electronically to: pwinvoices@dublin.ca.gov no more than once monthly and as work
is completed.
DocuSign Envelope ID: 91E18C8B-6332-4E18-B969-926165A93030