Title
Facilities, a division of the Chief Administrative Office, recommending the Board:
1) Make findings pursuant to Ordinance Code, Section 3.13.030(a), El Dorado County Charter, Section 210(b)(6), and/or Government Code Section 31000 that janitorial services are in the public's best interest and the work can be more economically and feasibly performed by an independent contractor than County employees; and
2) Authorize the Purchasing Agent to execute Amendment I to Agreement for Services 9603 with Encore One, LLC (doing business as Spencer Building Maintenance), a competitively qualified firm, increasing the compensation amount by $219,536.76 for an amended compensation amount not to exceed $1,926,361.36 and an amended term of June 15, 2025, through June 30, 2028, to provide routine and as-needed janitorial services at specified County buildings.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
The County has contracted with Encore One, LLC, doing business as Spencer Building Maintenance (Spencer), since 2022 for routine and as-needed janitorial services at several County-operated locations.
On June 27, 2024, Spencer was formally approved to a qualified list for Janitorial Services, as the result of competitive Request for Qualifications (RFQ) 24-0043.
On June 10, 2025, the Board authorized Agreement for Services 9603 with Spencer for $1,706,824.60 and a term of June 15th, 2025, through June 14th, 2028, to provide routine and as-needed janitorial services at specified County buildings. This contract added East Slope locations and reduced the service frequency to three days per week.
Since then, certain locations (including libraries and senior services) have reported a need to return to the original service frequency of five days per week in order to best serve the public. As a result, the Division requests the Board authorize the Purchasing Agent to sign Amendment I to Agreement for Services 9603 with Spencer, updating the Scope of Work and Exhibit A to list the service frequency at each individual site and increasing the compensation to cover more frequent routine services at certain sites. The Amendment would increase the compensation by $219,536.76 for a total compensation amount not to exceed $1,926,361.36. The Amendment would also change the end of the term to June 30, 2028 (coinciding with the end of the Fiscal Year (FY) 2027-28 instead of mid-June), in an effort to simplify the invoicing process.
The Division also requests the Board make findings pursuant to Ordinance Code Section 3.13.030(a), El Dorado County Charter Section 210(b)(6), and/or Government Code Section 31000 that the ongoing aggregate of the work to be performed under this Agreement would be more economically and feasibly performed by an independent contractor than County employees.
ALTERNATIVES
The Board could decline this Amendment and service frequencies would remain at three days per week.
PRIOR BOARD ACTION
Legistar file 25-0866 - June 10, 2025 - Board authorized Agreement for Services 9603 with Spencer for $1,706,824.60 and a term of June 15th, 2025, through June 14th, 2028, to provide routine and as-needed janitorial services at specified County buildings.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts
County Counsel
Health and Human Services Agency
Library
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Funding is not included in the FY 2025-26 budget. The FY 2025-26 budget included funding for janitorial services based on a three day per week schedule. The department will closely monitor the budget, and if savings can't be achieved elsewhere, to cover the increased FY 2025-26 approximate annual cost of $73,000, the department will return to the Board to request a budget transfer from General Fund Contingency.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Laura Schwartz, Assistant Chief Administrative Officer