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 provided by the Contractor 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 sign Amendment II to competitively procured Agreement 6565 with Marsden LLC (doing business as Spencer Building Maintenance, for routine and as-needed janitorial services), increasing the compensation amount by $25,000 for an amended total not to exceed $1,425,000, with no change to the term or contract rates.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
In December 2021, the Facilities Division of the Chief Administrative Office conducted a Request for Proposals (RFP) for countywide custodial services. The results from that RFP projected an estimated savings for the County between $304,000 - $508,000 annually when custodial services are contracted out.
The County has contracted with Spencer Building Maintenance since 2022 for routine janitorial services at several West Slope County-operated locations. Agreement for Services 6565 was executed by the Purchasing Agent on June 15, 2022, with a three year term of June 15, 2022, to June 14, 2025, and a total compensation amount not to exceed $1,400,000. Amendment I was executed on October 11, 2024, updating the company name after Marsden Central LLC acquired Spencer Building Maintenance. There were no changes to the compensation or term in this amendment and the previous Board item delegated authority to the Purchasing Agent, or designee, to execute future amendments which do not increase the maximum dollar amount or term.
In the last two years, the County has added the Placerville Jail, West Slope Animal Services, and the lower floor of the Veterans Memorial Building to the list of sites receiving routine janitorial services from Spencer Building Maintenance. Because of these additions, the Division is seeking an increase in compensation in the amount of $25,000 to cover routine services through the contract’s expiration in June.
The Division also requests the Board make findings 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 choose not to approve Amendment II to Agreement 6565, which would cause the Facilities Division to cut cleaning services at some of its West Slope locations through the remainder of the contract term.
PRIOR BOARD ACTION
Legistar file 22-0783 - June 14, 2022 - Board authorized the Purchasing Agent to execute Agreement for Services 6565 with Spencer Building Maintenance Inc. to provide routine and as-needed janitorial services at specified County buildings, for a total compensation amount not to exceed $1,400,000 and a term of three years.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement & Contracts
County Counsel
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is funding available in the Division’s current fiscal year’s operational budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Chuck Harrell, Facilities Division Manager