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Health and Human Services Agency (HHSA) recommending the Board:
1) Make findings pursuant to 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 9434 with Pro-Line in the amount of $127,000 and for the term of three years from October 1, 2025, through September 30, 2028, for janitorial services at HHSA’s Behavioral Health offices located at 768 Pleasant Valley Road, Placerville;
3) Authorize the Purchasing Agent to execute amendments relating to Agreement 9434, 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 HHSA Director, or the Chief Assistant Director, to execute programmatic, administrative, and fiscal documents relating to Agreement 9434.
FUNDING: 57% Federal/State Medi-Cal, 3% Substance Abuse Block Grant, 23% Mental Health Services Act, 17% Realignment.
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DISCUSSION / BACKGROUND:
Since 2013, Pro-Line has been providing janitorial services at HHSA’s Behavioral Health offices located at 768 Pleasant Valley Road, Placerville. The Board approved Agreement 6898 with Pro-Line on September 27, 2022 (Legistar file 22-1569). Proposed Agreement 9434 is a renewal agreement with Pro-Line to continue janitorial service at this location.
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 27, 2024, Pro-Line was selected to be placed on the Qualified List based on the competitive evaluation process.
HHSA recommends the Board approve competitively procured Agreement 9434 with Pro-line to ensure continuation of necessary janitorial services at HHSA’s Behavioral Health Office without any service interruption.
ALTERNATIVES:
Should the Board decline to approve this recommendation, HHSA would need to identify another vendor for janitorial services and develop a contract with that vendor, thereby creating a gap in services.
PRIOR BOARD ACTION:
09/27/22, 22-1569, HHSA Pro-Line Janitorial Agreement 6898
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
Approved by County Counsel, Human Resources, and Risk Management.
CAO RECOMMENDATION:
Approve as recommended.
FINANCIAL IMPACT:
There is no Net County Cost associated with this agenda item. Sufficient appropriations were included in the Fiscal Year 2025-26 Budget request and will be included in future budgets for the term of the Agreement.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Clerk of the Board to obtain signature of Chair on one original Agreement for Services 9434.
STRATEGIC PLAN COMPONENT:
N/A
CONTACT
Olivia Byron-Cooper, MPH, Director, Health and Human Services Agency