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 are in the public's best interest and the work can be more economically and feasibly performed by an independent contractor than County employees;
2) Authorize the Purchasing Agent to execute Agreement for Services 9603 with Encore One, LLC (doing business as Spencer Building Maintenance) a competitively qualified firm, for a total compensation amount not to exceed $1,706,824.60 and a term of June 15th, 2025, through June 14th, 2028, to provide routine and as-needed janitorial services at specified County buildings; and
3) Authorize the Purchasing Agent to execute any necessary amendments relating to Agreement for Services 9603, excluding term extensions and increases to the total compensation amount, contingent upon approval by County Counsel and Risk Management.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
The County has contracted with Encore One, LLC, doing business as (dba) Spencer Building Maintenance (Spencer), since 2022 for routine and as-needed janitorial services at several County-operated locations on the West Slope. Agreement for Services 6565 was approved by the Board on June 14, 2022 (Legistar file 22-0783) with a term of July 15, 2025 and a total compensation amount not to exceed $1,400,000.
In the last three 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. Because of these additions, on February 25, 2025 (Legistar file 24-1664), the Board approved an increase in compensation in the amount of $25,000 to cover routine services through the contract’s expiration.
On June 27, 2024, Spencer Building Maintenance was formally approved to a qualified list for Janitorial Services, as the result of competitive Request for Qualifications (RFQ) 24-0043. This new contract renews janitorial services at the previously serviced West Slope locations and now allows for Spencer to begin janitorial services at several South Lake Tahoe locations. In an effort to reduce janitorial costs, the Division reduced service frequencies and sought competitive bids for janitorial services in South Lake Tahoe. Switching from the current East Slope janitorial contractor to Spencer and reducing the frequency of services from five days per week to three days per week results in a total savings of approximately $600,000 over the three-year term.
The Division requests the Board authorize the Purchasing Agent to sign Agreement for Services 9603 with Encore One, LLC dba Spencer Building Maintenance for a total compensation amount not to exceed $1,706,824.60 and a term of three years.
The Division also requests the Board 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 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 decline this agreement and the Division could seek a different vendor, but this would cause a gap in janitorial services.
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 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.
Legistar file 24-1664 - February 25, 2025 - Board authorized Amendment II to increase compensation by $25,000 for the remainder of the contract in order to cover services at newly added West Slope locations.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement & Contracts
County Counsel
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is funding available in the Facilities Division budget. Changes to the service levels and combining both slopes under one vendor results in approximate savings of $600,000 over the three-year term.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Chuck Harrell, Facilities Division Manager