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Probation Department recommending the Board consider the following:
1) Approve and authorize the Chair to sign Agreement for Services 060-S1711 with Pro-Line Cleaning Services, Inc., for the provision of janitorial services for the Probation Department located at 3974 Durock Road, Shingle Springs, Suites 205-211 and for the Community Corrections Center located at 3974 Durock Road, Shingle Springs, Suites 201-204, for the term of August 1, 2016 through July 31, 2019, with a maximum contractual obligation of $70,324.20; and
2) Authorize the Purchasing Agent, or designee, to execute further documents relating to Agreement for Services 060-S1711, including amendments which do not increase the maximum dollar amount or term of the Agreement, and contingent upon approval by County Counsel and Risk Management.
FUNDING: General Fund & AB109 Funding.
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DEPARTMENT RECOMMENDATION
Probation Department recommending approval of Agreement for Services 060-S1711 with Pro-Line Cleaning Services, Inc. (Pro-Line) for the provision of selected janitorial services for the Probation Department located at 3974 Durock Road, Shingle Springs, Suites 205-211 and for the Community Corrections Center located at 3974 Durock Road, Shingle Springs, Suites 201-204, for the term of August 1, 2016 through July 31, 2019, with a maximum contractual obligation of $70,324.20 for the term of the Agreement.
DISCUSSION / BACKGROUND:
Pro-Line has been providing janitorial services to the County since 2007, including Probation. Under the current Agreement 093-S1410, Pro-Line was contracted to clean the Probation Department located at 3974 Durock Road, Shingle Springs, Suites 205-211 and was amended on February 26, 2014 to add the Community Corrections Center located at 3974 Durock Road, Shingle Springs, Suites 201-204. The current agreement did not have a yearly rate increase during the three year term. This agreement includes a yearly rate increase. The vendor has indicated it is due to the implementation of the new minimum wage law. This Agreement for Services 060-S1711 was developed in accordance with Board of Supervisors Policy C-17, Section 7.11, obtaining concurrence via a review of the scope of services and the contractor's professional qualifications.
Government Code Section 31000 requires that prior to contracting for janitorial services the Board must find that the site receiving said services is remote from available county employee resources and that the county's economic interests are served by such a contract rather than by paying additional travel and subsistence expenses to existing county employees. Working with the Chief Administrative Office Facilities Division, Probation ascertained that the Shingle Springs location is remote enough from the closest location currently receiving janitorial services from County employees. In addition, the current County employees that are providing janitorial services do not have the capacity to also service the Probation Department and Community Corrections Center in Shingle Springs. It would take an additional custodial position to service the building in Shingle Springs. The fully burdened cost of an employee providing custodial services is approximately $55,000 per year whereas the annual cost of the services provided under this Agreement would be approximately $23,500. Therefore, Probation recommends the Board find that contracting janitorial services for the Probation Department and Community Corrections Center in Shingle Springs is more economically and feasibly performed by an independent contractor.
ALTERNATIVES:
Disapproval of this agreement would require Probation to identify another vendor for janitorial services and develop a contract with that vendor, thereby creating a gap in services.
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
N/A
CAO RECOMMENDATION
The Chief Administrative Office concurs with the recommendation.
FINANCIAL IMPACT:
There is no change in Net County Cost associated with this Agreement. Sufficient appropriations were included in the approved Fiscal Year 2016-17 Budget and will be included in future budgets for the term of the Agreement.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1. Clerk of the Board to obtain the signature of the Chair on two (2) originals of Agreement for Services 060-S1711.
2. Clerk of the Board to return one (1) signed original Agreement to the Probation Department, 3974 Durock Road, STE 205, Shingle Springs
STRATEGIC PLAN COMPONENT:
N/A
CONTACT
Brian Richart, Chief Probation Officer, 530-621-5625