REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
December 19, 2023
FROM
DON DAY, Director, Project and Facilities Management Department
SUBJECT
Title
Amendment to Contract with Santa Fe Janitorial Maintenance Services, Inc. for Custodial Services in the Area Identified as Zone 5 Central San Bernardino
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 1 to Contract No. 22-479 with Santa Fe Janitorial Maintenance Services, Inc. to provide additional custodial services at one existing location within the area identified as Zone 5 Central San Bernardino, increasing the contract amount by $17,000, from an amount not to exceed $4,089,520 to $4,106,520, with no change to the contract term of July 1, 2022, through October 31, 2026.
(Presenter: Don Day, Director, 387-5000)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Promote the Countywide Vision.
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 $17,000 to provide additional routine custodial services for one location results in a new contract total of $4,106,520. The contract also includes the not-to-exceed amount of $650,000 for emergency services. The County department receiving emergency services will be responsible for seeking reimbursement. The annual costs are as follows:
|
Fiscal Year |
Original Annual Cost |
Amendment No. 1 Cost |
Total Annual Cost |
|
2022-23 |
$793,735 |
- |
$793,735 |
|
2023-24 |
$793,735 |
$3,000* |
$796,735 |
|
2024-25 |
$793,735 |
$6,000 |
$799,735 |
|
2025-26 |
$793,735 |
$6,000 |
$799,735 |
|
2026-27 |
$264,580 |
$2,000** |
$266,580 |
|
Emergency Services (Not-to-Exceed Amount) |
$650,000 |
- |
$650,000 |
|
Total |
$4,089,520 |
$17,000 |
$4,106,520 |
* Six-month period based on commencement date of December 19, 2023.
** Four-month period based on the expiring contract date of October 31, 2026.
Custodial contract charges are reimbursed by County departments that occupy the facilities based on an average cost per square foot times the percentage of usable space each department occupies or billed as requisition work to County departments for facilities not charged a per-square-foot cost for custodial services. Sufficient appropriation is included in the Project and Facilities Management Department (PFMD) 2023-24 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 June 14, 2022 (Item No. 48), as the result of a competitive procurement, the Board of Supervisors approved Contract No. 22-479 with Santa Fe Janitorial Maintenance Services, Inc. (Santa Fe) in an amount not to exceed $4,089,520, for the period of July 1, 2022, through October 31, 2026, to provide custodial services for 17 County-owned locations in multiple County locations, including 150 West 5th Street, San Bernardino. After recent completion of a full renovation of this facility which replaced aging interior finishes, Santa Fe requested an amendment to the contract to ensure the proper cleaning and maintenance of the new and upgraded finishes. PFMD negotiated an amendment with Santa Fe for this additional work.
Approval of the recommended Amendment No. 1 to Contract No. 22-479 will add additional custodial services to the location at 150 West 5th Street, San Bernardino, increasing the contract amount by $17,000, with no change to the contract term.
PROCUREMENT
Section F.7 of Contract No. 22-479 permits service level adjustments; however, a corresponding adjustment in compensation is also required. The Purchasing Department supports amendment of this contract, based on Request for Proposal FMD121-FM-4033, for additional custodial services for the County-owned location.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Jason Searles, Supervising Deputy County Counsel, 387-5455) on November 15, 2023; Purchasing (Ariel Gill, Supervising Buyer, 777-0722) on November 15, 2023; Project and Facilities Management Department (Jennifer Costa, Chief of Facilities Management, 387-2920) on November 15, 2023; Finance (Garrett Baker, Administrative Analyst, 387-3077) on November 30, 2023; and County Finance and Administration (Valerie Clay, Deputy Executive Officer, 387-5423) on November 30, 2023.