Title
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 Amendment I to competitively bid, Agreement for Services 9434 with Pro-Line, increasing the maximum obligation by $31,000, for a new maximum obligation of $158,000, with no change to the term of the Agreement, to extend cleaning services to the increased leased square footage at 768 Pleasant Valley Road; and
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.
FUNDING: 57% Federal/State Medi-Cal, 3% Substance Abuse Block Grant, 23% Mental Health Services Act, 17% Realignment.
Body
DISCUSSION / BACKGROUND:
Since 2013, Pro-Line has been providing janitorial services at HHSA’s Behavioral Health Division (BHD) offices located at 768 Pleasant Valley Road, Diamond Springs. On June 10, 2025, the Board approved competitively bid Agreement 9434 with Pro-Line for this HHSA location (Legistar file 25-0400).
On November 1, 2025, HHSA in conjunction with the Chief Administrative Office (CAO), Facilities Division entered into Amendment III to Lease Agreement 576-L1311 (FENIX 997) with Steve’s Christmas Trees, Inc., increasing the leased square footage of office space at 768 Pleasant Valley Road in Diamond Springs from 13,770 square feet to 17,405 square feet (Legistar file 25-1600). Due to the increase in square footage at this location for HHSA BHD operations, additional janitorial services are required to maintain the expanded space.
Amendment I to Agreement 9434 includes cleaning services for the third floor of the building in addition to the areas currently covered under the existing contract provisions, increases the not-to-exceed compensation amount of the Agreement by $31,000, and includes a new fee schedule effective June 1, 2026.
HHSA BHD recommends the Board approve this Amendment I to Agreement 9434 to ensure the continuation of necessary janitorial services including the additional square footage at HHSA’s BHD office without any service interruption.
ALTERNATIVES:
Should the Board decline to approve this recommendation, HHSA would need to identify another vendor for janitorial services for the additional square footage of office space.
PRIOR BOARD ACTION:
1) 25-0400 - 06/10/25 HHSA Agreement 9434 Pro-Line Cleaning Services, Inc.
2) 25-1600 - 10/21/25 HHSA - Amendment III to Lease Agreement 576-L1311
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 item. Sufficient appropriations were included in the Fiscal Year 2025-26 Budget 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 Amendment I to Agreement for Services 9434.
STRATEGIC PLAN COMPONENT:
N/A
CONTACT:
Olivia Byron-Cooper, MPH, Director, HHSA