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 can be more economically and feasibly performed by independent contractors than County employees;
2) Make findings in accordance with Procurement Policy C-17 Section 3.4(5) to extend the term of Agreement for Services 5780 with Pro-Line for an additional four months, and Agreement for Services 5855 with Pro-Line for an additional three months, with both Agreements' terms ending on December 31, 2024, "as it is in the best interest of the County to extend these contracts at the same rates, terms, and conditions as the previous contract,” while the Request for Qualifications to procure these services for new terms is currently in process;
3) Approve and authorize the Chair to sign Amendment I to Agreement 5780 with Pro-Line, increasing the maximum obligation by $32,100, for a total amount of $307,944, at the same rates, terms, and conditions, and a four-month term extension from September 1, 2024, through December 31, 2024;
4) Approve and authorize the Chair to sign Amendment I to Agreement 5855 with Pro-Line, increasing the maximum obligation by $10,056, for a new total amount of $124,548, at the same rates, terms, and conditions, and a 91-day term extension from October 1, 2024, through December 31, 2024;
5) Authorize the Purchasing Agent to execute amendments relating to Agreements 5780 and 5855, contingent upon approval by County Counsel and Risk Management, which do not increase the maximum dollar amounts or terms of the Agreements; and
6) Authorize the HHSA Director, or the Chief Assistant Director, to execute programmatic, administrative, and fiscal documents relating to Agreements 5780 and 5855.
FUNDING: Amendment I to Agreement 5780: 21% Reimbursed by the Indirect Cost Rate through HHSA Programs, 20% Federal, 10% State, 11% Realignment, and 38% General Fund; Amendment I to Agreement 5855: 12% Public Health Realignment, 7% City of Placerville, 12% License and Fees and 69% General Fund.
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DISCUSSION / BACKGROUND:
Amendment I to Agreement 5780
HHSA Administrative offices and some of its programs are housed in two adjacent leased buildings located at 3047 and 3057 Briw Road in Placerville. Since 2007, HHSA has maintained a contractual relationship with Pro-Line for janitorial services at these two buildings, with satisfactory performance during that time. On August 24, 2021, the Board approved Agreement 5780 with Pro-Line, which is the current janitorial services agreement used for these two locations (Legistar file 21-1204).
In accordance with the Board of Supervisors Procurement Policy C-17, adopted October 11, 2006, which was in effect when Agreement 5780 was executed, Section 7.11, the contractor selection process for service contracts in excess of $100,000 included a review of the scope of services and contractor’s professional qualifications by a group of individuals (including at least one representative from outside the department requesting the services) qualified to judge the contractor’s ability to perform the services. HHSA has documentation on file that such a review was performed for Agreement 5780.
This Amendment I to Agreement 5780 extends the term of the Agreement by an additional four months, for a new term of September 1, 2021, through December 31, 2024, and increases compensation by $32,100, for a new total amount of $307,944. Pro-Line has agreed to this extension for an interim period with no changes to the prior agreed upon monthly rates, terms, and conditions. This extension will allow service continuity while the new RFQ for these services is in process.
Amendment I to Agreement 5855
Since 2009, HHSA’s Animal Services (AS) Division, located at 6435 Capitol Avenue in Diamond Springs, has maintained a contractual relationship with Pro-Line for janitorial services at their facility. Said services were provided in accordance with Government Code section 31000, which states that “the Board of Supervisors may contract for special services, including custodial matters, if the Board finds that the site is removed from available County employee resources and that the County’s economic interests are served by such a contract, rather than paying additional travel and subsistence expenses to existing County employees.” It was previously determined by working with CAO’s Facilities Division that County janitorial staff have not serviced the AS facility, and that due to its remote location, janitorial services are more economically and feasibly performed by Pro-Line as an independent contractor. On August 24, 2021, the Board authorized and signed Agreement 5855, which is the current janitorial services Agreement used for this location (Legistar file 21-1402).
In accordance with the prior Board of Supervisors Procurement Policy C-17, adopted October 11, 2006, Section 7.11, which was in effect when Agreement 5855 was executed, the contractor selection process for service contracts in excess of $100,000 included a review of the scope of services and contractor’s professional qualifications by a group of individuals (including at least one representative from outside the department requesting the services) qualified to judge the contractor’s ability to perform the services. HHSA has documentation on file that such a review was performed for Agreement 5855.
This Amendment I to Agreement 5855 extends the term of the Agreement by an additional three months, for a new term of October 1, 2021, through December 31, 2024, with no changes to the prior agreed upon monthly rates, terms, and conditions, and increases compensation by $10,056, for a new total amount of $124,548. This extension will allow service continuity while the new RFQ for these services is in process.
The CAO Procurement and Contracts (P&C) Division is currently finalizing the RFQ for County-wide janitorial services. HHSA intends to use the resulting Qualified List to enter into new contracts for such services. HHSA is recommending the Board approve this Amendment I to Agreement 5780 and Amendment I to Agreement 5855 to ensure continuation of janitorial services without any interruption pending the competitive solicitation awards.
ALTERNATIVES:
Should the Board decline to approve this Amendment I to Agreement 5780, HHSA will not have a janitorial service in place to provide routine cleaning at 3047 and 3057 Briw Road until a new janitorial service could be obtained. Should the Board decline to approve this Amendment I to Agreement 5855, HHSA will not have a janitorial service in place to provide routine cleaning at 6435 Capitol Avenue in Diamond Springs until a new janitorial service could be obtained.
PRIOR BOARD ACTION:
1) 08/24/21, 21-1204, HHSA Pro-Line Briw Road Agreement 5780
2) 09/28/21, 21-1402, HHSA Pro-Line West Slope Animal Services Agreement 5855
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
Approved by County Counsel, Human Resources, and Risk Management. The Auditor-Controller was notified per Policy B-12.
CAO RECOMMENDATION:
Approve as recommended.
FINANCIAL IMPACT:
Sufficient appropriations were included in the Fiscal Year 2024-25 Budget for these agreements and will be included in future budgets for the term of the agreements.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) Clerk of the Board to obtain signature of Chair on one original Amendment I to Agreement 5780; and
2) Clerk of the Board to obtain signature of Chair on one original Amendment I to Agreement 5855.
STRATEGIC PLAN COMPONENT:
N/A
CONTACT
Olivia Byron-Cooper, MPH, Director, Health and Human Services Agency