Title
Department of Transportation, Maintenance and Operations Division, 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 the janitorial services provided by the Contractors are in the public's best interest and the work can be more economically and feasibly performed by an independent contractor than County employees;
2) Authorize the Purchasing Agent to sign Amendment I to competitively procured Agreement for Services 7106 with Pro-Line Cleaning Services, Inc. to increase compensation by $50,000 for an amended not-to-exceed amount of $120,000.00 and extend the term for one (1) additional year, expiring January 31, 2026; and
3) Authorize the Purchasing Agent to sign Amendment I to competitively procured Agreement for Services 7059 with Building Services of CA and NV, LLC. to increase compensation by $40,000 for an amended not-to-exceed amount of $121,635 and extend the term for one (1) additional year, expiring February 1, 2026.
FUNDING: Road Fund (100%).
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DISCUSSION / BACKGROUND
Pro-Line Cleaning Services, Inc. (Pro-Line) has been providing janitorial services to the County since 2007 and for Department of Transportation (Transportation) at 2441 Headington Road since 2018. Building Services of CA and NV, LLC has been performing services at 1121 Shakori Drive and 924B Emerald Bay Road since 2017.
On February 1, 2023, the Purchasing Agent executed Agreement for Services #7106 with Pro-Line Cleaning Services, Inc. for a not-to-exceed (NTE) amount of $70,000 and a term of two (2) years to provide routine janitorial services at 2441 Headington Road. Likewise, on February 2, 2023, the Purchasing Agent executed Agreement for Services #7059 with Building Services of CA and NV, LLC for a NTE amount of $81,635.00 and a term of two (2) years to provide routine janitorial services at 1121 Shakori Drive and 924B Emerald Bay Road in South Lake Tahoe.
On May 10, 2024, Procurement and Contracts, a Division of the Chief Administrative Office, posted a Countywide Request for Qualifications (RFQ) No. 24-0043 to competitively procure janitorial services. On June 7, 2024 RFQ No. 24-0043 closed and Pro-Line was selected for the Qualified List based on the competitive evaluation process. A total of eight companies responded to the RFQ and all eight have declined to provide services in the Tahoe Basin.
The two (2) First Amendments would increase the compensation and extend the term for one (1) additional year. Agreement #7106 would be extended one (1) year for a total of three (3) year term and increase the compensation by $50,000 to allow for services during the additional year of service. Other administrative changes in the First Amendment include ancillary updates to Article XXIII, Indemnity and Article XXVI, Insurance. Likewise, Agreement #7056 would be extended one (1) year for a total of three (3) year term and increase the compensation by $40,000 to allow for services during the additional year of service.
It is further recommended the Board make findings pursuant to Section 3.13.030 (A) of the El Dorado County Ordinance Chapter 3.13, Contracting Out, that the janitorial services provided by the Contractors are in the public's best interest and the work can be more economically and feasibly performed by an independent contractor than County employees.
ALTERNATIVES
The Board could choose not to approve the First Amendments to Agreement #7106 and #7056; however, it would jeopardize janitorial services for three (3) Transportation Offices until other options were researched and executed.
PRIOR BOARD ACTION
10/24/23, #23-1720 #23
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel, Procurement and Contracts and Risk Management
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no change in Net County Cost. Department of Transportation, Maintenance and Operations Division has budgeted for janitorial services in Fiscal Year (FY) 2024-25 adopted budget and will budget for services through the FY 2025-26 budget process.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Rafael Martinez, Director
Department of Transportation