For City Council Meeting November 10, 2026
TO: Honorable Mayor and City Council
FROM: Tanya Williams, City Manager
AUTHOR: Yazdan Emrani, P.E., Director of Public Works
Title
Request City Council to: (1) Approve a Third Amendment to the Professional Services Agreement with CCS Facility Services in the Amount of $299,328 for Janitorial Services at the new Rialto Police Station and Logistics Building in Fiscal Year 2026/2027, Increasing the Total Contract Amount to $806,491.60; and (2) Authorize the City Manager or Their Designee to Execute all Related Documents.
(ACTION)
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RECOMMENDATION
Staff recommends that the City Council:
1) Authorize a Third Amendment to the Professional Services Agreement with CCS Facility Services, a California corporation, in the amount of $299,328 for janitorial services in Fiscal Year 2026/2027, increasing the total contract amount to $806,491.60; and
2) Authorize the City Manager or their designee to execute all related documents.
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BACKGROUND:
The Public Works Department coordinates building maintenance functions citywide, including managing janitorial services across various municipal facilities. These janitorial services are traditionally outsourced to a contractor and currently cover the following City locations:
• City Hall Offices and Council Chambers
• Civic Center North Building (Community Development Offices)
• Civic Center North Annex (Rialto Network)
• Civic Center South Building (Finance and Treasurer)
• Civic Center West Annex (City Clerk Office)
• Fire Administration (including Administration Offices, Training Room/Conference Room, Lower-Level Offices and Break Room, Emergency Medical Services Coordinator’s Office, and the Captains’ Office, located at Fire Station 201)
• Fleet Services Garage (Offices Only)
• Human Resources/Maintenance & Facilities Office
• Hughbanks Elementary Child Care Site
• IT Offices
• Public Works, Maintenance & Facilities Administration, and Engineering
• Metrolink Depot
• Police Department & Support Services Facility
• Police Department Annex
• Purchasing (Offices Only)
• The Community Center
• The Senior Center
• The Simonson Center (Fitness Center)
On May 28, 2024, the City Council approved a contract with CCS Facility Services (CCS) to provide janitorial services. A copy of the original Professional Services Agreement is included as Attachment 1, and a copy of CCS’ original proposal is included as Attachment 2. The initial Services Agreement is for one (1) year at a standard rate of $446,775.60. The City retained the option to extend the contract for up to four (4) additional one-year terms, not-to-exceed a total contract period of five (5) years.
The First Amendment to the Service Agreement was made on September 9, 2024, in the amount of $10,500 to include janitorial services provided for Hughbanks Elementary Childcare Site, included as Attachment 3.
The Second Amendment to the Service Agreement was made on May 12, 2026, in the amount of $49,888 for janitorial services provided for the new Police Station and Support Services Facility located at 128 N Willow Ave. for the last two months of Fiscal Year 2026, included as Attachment 4.
The City is currently in year three of its agreement with CCS, representing the second extension under the four possible one-year renewals. The contract terms are as follows:
• Initial term: July 1, 2024 - June 30, 2025
• First optional extension: July 1, 2025 - June 30, 2026
• Second optional extension: July 1, 2026 - June 30, 2027 (current year)
• Third optional extension: July 1, 2027 - June 30, 2028
• Fourth and final optional extension: July 1, 2028 - June 30, 2029
This structure provides the City with flexibility and continuity in janitorial services, ensuring that all key City facilities remain clean, safe, and well-maintained.
ANALYSIS/DISCUSSION:
Adding janitorial services for the new Rialto Police Department station and logistics building is necessary to keep facilities clean, safe, and well-maintained. Currently, CCS provides comprehensive janitorial and porter services, supporting the Police Department. CCS staff operate in three shifts and provide 24/7 coverage, seven days a week.
The Police Department plans to recruit for three internal staff positions to bring janitorial services in-house, with funding allocated in the Department’s budget. However, recruitment for these positions has not yet been completed. As a result, the Police Department requests an extension of janitorial services through the City’s existing contract with CCS.
Procurement prepared a Third Amendment, which is included as Attachment 5, to the CCS contract that will increase the contract by $299,328 for Fiscal Year 2027 to cover janitorial services for both the new Police Department station and the logistics building. The additional request will cover labor and supplies, including sanitization materials, and was not anticipated, as in-house staff was expected to fill these roles.
Currently, ongoing janitorial services are nearing the City Manager’s $100,000 spending authority threshold. In accordance with City Procurement policies, staff has prepared a staff report for City Council’s approval, developed in cooperation with the Police Department, to authorize the contract extension and associated funding.
Monthly Billing
• New Police Department: $24,944/month
o Labor: $23,084
o Supplies: $1,860
Service Locations and Scope
• Police Department Station: 60,000 sq. ft., cleaned 7 days/week
• Police Support Service Facility: 12,000 sq. ft., cleaned 7 days/week
CCS will follow the City of Rialto’s exact cleaning specifications, including detailed daily, weekly, and quarterly tasks for entrances, lobbies, restrooms, corridors, and elevator lobbies. Key tasks include:
Entrance and Main Lobby
• Daily: Clean entry doors and metal surfaces, vacuum and mop floors, dust surfaces, and maintain ashtrays and sand urns.
• Weekly: Wash door frames, dust high surfaces, clean windowsills, and spot clean walls.
Restrooms
• Daily: Sanitize fixtures, refill supplies, polish mirrors and dispensers, empty and sanitize receptacles, and mop floors.
• Weekly: Treat floor drains, dust fixtures and vents, and clean partitions.
• Quarterly: Strip and wax VCT floors.
Corridors and Elevator Lobbies
• Daily: Spot clean elevator areas, vacuum carpets, sanitize drinking fountains, and dust window mullions.
CCS will ensure all City of Rialto cleaning standards are met for both buildings, supporting a safe and welcoming environment for staff and visitors.
ENVIRONMENTAL IMPACT:
The proposed action is not a “Project” as defined by the California Environmental Quality Act (CEQA). Pursuant to Section 15378(a), a “Project” means the whole of an action, which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. According to Section 15378(b), a Project does not include: (5) Organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment.
GENERAL PLAN CONSISTENCY:
This action is consistent with Guiding Principle 3A in the General Plan:
Our City government will lead by example, and will operate in an open, transparent, and responsive manner that meets the needs of the citizens and is a good place to do business.
LEGAL REVIEW:
The City Attorney’s Office has reviewed the Third Amendment and approved it as to form.
FINANCIAL IMPACT:
Operating Budget Impact:
The Professional Services Agreement with CCS Facility Services is funded by the General Fund. If approved, the Third Amendment will be funded by accounts outlined in the table below:
The cost of the Third Amendment for additional janitorial services in Fiscal Year 2026/2027 is $299,328, consisting of $74,365.44 from the General Fund Building Maintenance Account No. 10107302-52011 and $224,962.56 from the General Fund Police Department Account No. 10106281-52011. Upon execution of the Third Amendment, the cumulative contract amount will be $806,491.60.
Capital Improvement Budget Impact:
There is no impact to the Capital Improvement budget with this request.
Licensing
Prior to the execution of the Third Amendment, the vendor shall submit a business license application and pay a Business License tax at the rate of $504, as well as Administration and State fees.
ATTACHMENTS
1. CCS Facility Services Contract Service Agreement
2. Work Proposal RFP 24-009
3. CCS Facility Services First Amendment
4. CCS Facility Services Second Amendment
5. CCS Facility Services Third Amendment