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Health and Human Services Agency (HHSA) recommending the Board:
1) Make findings pursuant to Section 3.13.030 (A) of the El Dorado County Ordinance Chapter 3.13, Contracting Out, that janitorial services provided by Pro-Line Cleaning Services, Inc. (Pro-Line) can be more economically and feasibly performed by independent contractors than County employees;
2) Approve and authorize the Chair to sign competitively procured Agreement for Services 9026 with Pro-Line, in the amount of $302,564 and for the term of three years from January 1, 2025, through December 31, 2027;
3) Authorize the Purchasing Agent to execute amendments relating to Agreement 9026, contingent upon approval by County Counsel and Risk Management, which do not increase the maximum dollar amount or term of the Agreement; and
4) Authorize the HHSA Director, or the Chief Assistant Director, to execute programmatic, administrative, and fiscal documents relating to Agreement 9026.
FUNDING: 21% Reimbursed by the Indirect Cost Rate through HHSA Programs, 20% Federal, 10% State,11% Realignment, and 38% General Fund.
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DISCUSSION / BACKGROUND:
HHSA Administrative offices and some of its programs are housed in two adjacent leased buildings located at 3047 and 3057 Briw Road in Placerville. Since 2007, HHSA has maintained a contractual relationship with Pro-Line for janitorial services at these two buildings, with satisfactory performance during that time. The Board approved Agreement 5780 with Pro-Line on August 24, 2021 (Legistar file 21-1204) and Amendment I to Agreement 5780 on July 30, 2024, which is the current janitorial services agreement used for these two locations. (Legistar file 24-0768).
On May 10, 2024, the Chief Administrative Office (CAO) Procurement and Contracts Division (P&C), on behalf of HHSA, posted Request for Qualifications (RFQ) No. 24-0043 to competitively procure janitorial services for 3047 and 3057 Briw Road. On June 7, 2024, RFQ No. 24-0043 closed and Pro-Line was selected for the Qualified List based on the competitive evaluation process.
This proposed Agreement with Pro-Line is a renewal of Agreement 5780 to continue janitorial service at 3047 and 3057 Briw Road. HHSA recommends the Board approve competitively bid Agreement 9026 to ensure continuation of necessary services.
ALTERNATIVES:
Should the Board decline to approve Agreement 9026, HHSA will not have a janitorial service in place to provide routine cleaning at 3047 and 3057 Briw Road until a new janitorial service could be obtained.
PRIOR BOARD ACTION:
1) 08/24/21, 21-1204, HHSA Pro-Line Briw Road Agreement 5780
2) 07/30/24, 24-0768, HHSA Pro-Line Cleaning Services 5855 Amendment I & 5780 Amendment I
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
Approved by CAO P&C, County Counsel, Human Resources, and Risk Management.
CAO RECOMMENDATION:
Approve as recommended.
FINANCIAL IMPACT:
Sufficient appropriations were included in the Fiscal Year 2024-25 Budget, and will be included in future budgets for the term of the Agreement. The agreement is funded through the Indirect Cost Rate through HHSA programs, federal, state, Realignment, and General Fund funding sources.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Clerk of the Board to obtain signature of Chair on one original Agreement for Services 9026.
STRATEGIC PLAN COMPONENT:
N/A
CONTACT
Olivia Byron-Cooper, MPH, Director, Health and Human Services Agency