REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
October 20, 2026
FROM
MOE YOUSIF, Interim Director, Project and Facilities Management Department
SUBJECT
Title
Amendment to Contract with Santa Fe Janitorial Maintenance Service, Inc. for Custodial Services in the Area Identified as Zone 4 West San Bernardino
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 7 to Contract No. 21-670 with Santa Fe Janitorial Maintenance Service, Inc. to provide custodial services for multiple County locations, increasing the contract amount by $738,070, from an amount not to exceed of $6,309,891 to $7,047,961, and extending the contract term by nine months, for a new total contract period of November 1, 2021 through July 31, 2027.
(Presenter: Moe Yousif, Interim Director, 387-5000)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Operate in a Fiscally-Responsible and Business-Like Manner.
FINANCIAL IMPACT
Approval of this item will not require additional Discretionary General Funding (Net County Cost). The increase of $738,070 to provide custodial services will result in a total cost of $7,047,961, including a not to exceed amount of $550,000 for emergency services.
Custodial services costs are reimbursed by County departments that occupy serviced facilities based on an average cost-per-square-foot multiplied by the percentage of usable space occupied or, for County departments not charged a per-square-foot cost for custodial services, billed as requisition work. Sufficient appropriation is included in the Project and Facilities Management Department (PFMD) 2026-27 budget (7303001000) and will be included in future recommended budgets.
BACKGROUND INFORMATION
PFMD is responsible for providing custodial services for County-owned and some leased facilities. Due to the number of buildings that require service and the geographical size of the County, private custodial service providers are contracted to service certain locations throughout the County.
On September 14, 2021 (Item No. 45), as the result of Request for Proposals (RFP) No. FMD121-FM-4032, the Board of Supervisors (Board) approved Contract No. 21-670 (Contract) with Guadalupe Medina dba Santa Fe Building Management (Contractor) to provide custodial services for 13 locations in the area identified as Zone 4 West San Bernardino, in the amount not to exceed $4,949,260, for a contract term of November 1, 2021, through October 31, 2026.
On February 8, 2022 (Item No. 49), the Board approved Amendment No. 1 to the Contract incorporating the legal name change of the Contractor to Santa Fe Janitorial Maintenance Service, Inc.
On March 15, 2022 (Item No. 35), the Board approved Amendment No. 2 to the Contract, adding three additional service locations and increasing the contract amount by $1,595,908, for a total contract amount of $6,545,168, with no change to the contract term of November 1, 2021, through October 31, 2026.
On October 24, 2023 (Item No. 43), the Board approved Amendment No. 3 to the Contract, adding one additional service location and increasing the contract amount by $22,248, for a total contract amount of $6,657,416, with no change to the contract term of November 1, 2021, through October 31, 2026.
On March 26, 2024 (Item No. 53), the Board approved Amendment No. 4 to the Contract adding two additional locations and increasing the contract amount by $95,914, for a total contract amount of $6,663,330, with no change to the contract term of November 1, 2021, through October 31, 2026.
On July 23, 2024 (Item No. 44), the Board approved Amendment No. 5 to the Contract adding one additional location and increasing the contract amount by $44,145, for a total contract amount of $6,707,475, with no change to the contract term of November 1, 2021, through October 31, 2026.
On November 18, 2025 (Item No. 47), the Board approved Amendment No. 6 to the Contract terminating services at 10 existing locations and decreasing the contract amount by $397,584, for a total contract amount of $6,309,891, with no change to the contract term of November 1, 2021, through October 31, 2026.
On April 3, 2026, PFMD released RFP No. FMD126-FM-6059 through the San Bernardino County Electronic Procurement Network. After further evaluation of the solicitation requirements and procurement approach, PFMD determined that cancellation of the RFP was in the County’s best interest and the RFP was cancelled on September 23, 2026. PFMD will revise the solicitation, as appropriate, and initiate a new RFP. As a result of this cancelled RFP, PFMD is recommending extending the current contract with the Contractor by nine months to allow sufficient time for the revised solicitation.
Approval of Amendment No. 7 to Contract No. 21-670 with Santa Fe will enable PFMD to provide for uninterrupted custodial services to Zone 4 West San Bernardino for the period of November 1, 2021 through July 31, 2027 while PFMD seeks a new contract through a new competitive RFP process.
PROCUREMENT
Approval of this item will give PFMD sufficient time to release a new RFP and evaluate bidders to establish a new five-year contract. The Purchasing Department concurs with the recommendation as additional time is needed to properly complete a competitive RFP process.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Kaleigh Ragon, Deputy County Counsel, 387-5455) on September 25, 2026; Purchasing (Ariel Gill, Supervising Buyer, 777-0722) on September 28, 2026; Project and Facilities Management Department (Jennifer Costa, Chief of Facilities Management, 387-2920) on September 29, 2026; and County Finance and Administration (Eduardo Mora, Administrative Analyst, 387-4376) on October 7, 2026.