REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
March 14, 2023
FROM
DON DAY, Director, Project and Facilities Management Department
SUBJECT
Title
Contract with General Building Management Co. for Custodial Services in the Area Identified as Zone 6 East San Bernardino
End
RECOMMENDATION(S)
Recommendation
Approve a contract with General Building Management Co., to provide custodial services for 14 buildings in the area identified as Zone 6 East San Bernardino, in the amount not to exceed $4,496,558, for the period of April 1, 2023 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 the recommended contract for the San Bernardino County (County)-owned buildings will not require additional Discretionary General Funding (Net County Cost). The total cost of the contract with General Building Management Co. (GBM), to provide routine custodial services for 14 buildings in the area identified as Zone 6 East San Bernardino (Zone 6), is $4,046,558, at a cost of $94,106 per month. The contract also includes the not-to-exceed amount of $450,000 for emergency or other pandemic-related custodial services. The annual cost of $1,129,272 does not increase during the term of the contract. The annual costs are reflected below:
|
Fiscal Year |
Annual Cost |
|
April 1, 2023 - June 30, 2023 |
$282,318 |
|
July 1, 2023 - June 30, 2024 |
$1,129,272 |
|
July 1, 2024 - June 30, 2025 |
$1,129,272 |
|
July 1, 2025 - June 30, 2026 |
$1,129,272 |
|
July 1, 2026 - October 31, 2026 |
$376,424 |
|
Emergency Services |
$450,000 |
|
Total Cost |
$4,496,558 |
Custodial contract charges are reimbursed to Project and Facilities Management Department (PFMD) by County departments that occupy the facilities. The charges are 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 2022-23 PFMD 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.
Approval of this item will award a contract to GBM in the amount not to exceed $4,496,558, for the period of April 1, 2023 through October 31, 2026, to provide custodial services for 14 County-owned buildings in Zone 6. Award of this contract follows a contractor-initiated termination of a previous contract for these services.
PROCUREMENT
On September 14, 2021 (Item No. 42), the Board of Supervisors (Board) approved Contract No. 21-667 with RNA of Ann Arbor Incorporated dba RNA Facilities Management (RNA), to provide custodial services for 15 buildings in Zone 6 in the amount of $5,154,30 for the period of November 1, 2021 through October 31, 2026.
On March 15, 2022 (Item No. 34), the Board approved Amendment No. 1 to Contract No. 21-667 with RNA, to provide additional custodial services at the Sheriff’s Headquarters, 655 E. 3rd St., San Bernardino, increasing the total contract amount to $6,015,130, with no change to the contract term.
On August 19, 2022, RNA notified PFMD of their decision to terminate the existing contract with San Bernardino County within 30 days, as permitted by the contract terms.
Given that an immediate need for custodial services in Zone 6 remained, and with the approval of the Purchasing Department, PFMD established temporary, short-term purchase orders with multiple contractors to provide temporary custodial services for the Zone 6 locations. At the same time, PFMD began the process to prepare and issue a new Request for Proposal (RFP) for custodial services.
On November 22, 2022, PFMD issued RFP No. FMD123-FM-4768 through the County Electronic Procurement Network (ePro) and sent notifications of the RFP through e-mail. Proposals were evaluated based on qualifications and experience, technical review, cost and references, and awarded based on overall evaluation of proposal. Contractors must meet minimum requirements to be awarded a contract, including three years continuous experience, current business license, no outstanding or pending complaints with the County, and have or be able to obtain the required insurance.
The RFP for Zone 6 included the following County-owned buildings:
|
Building ID |
Location |
Address |
|
RED002 |
Redlands Preschool Services Department Administration |
222 Brookside Ave., Redlands |
|
RED003 |
Redlands Museum |
2024 Orange Tree Ln., Redlands |
|
RED519 |
Redlands Public Health WIC |
800 Lugonia, Ste. K, Redlands |
|
SAB001 |
Hall of Records-Assessor |
222 W. Hospitality Ln., San Bernardino |
|
SAB004 |
Sheriff’s Crime Lab |
711 E. Rialto Ave., San Bernardino |
|
SAB004A |
Sheriff’s Scientific Investigation |
711 E. Rialto Ave., San Bernardino |
|
SAB005 |
Sheriff’s Coroner |
175 South Lena Rd., San Bernardino |
|
SAB006 |
General Services Facility |
777 Rialto Ave., San Bernardino |
|
|
Registrar of Voters |
777 Rialto Ave., San Bernardino |
|
|
Registrar of Voters - Elections |
777 Rialto Ave., San Bernardino |
|
|
Public Guardian Warehouse |
777 Rialto Ave., San Bernardino |
|
SAB149 |
Autism Assessment Center |
1499 Tippecanoe, San Bernardino |
|
SAB019 |
Sheriff’s Headquarters & Automotive |
655 E. Third St., San Bernardino |
|
SAB160 |
County Fire Services - Training |
2824 East “W” St., San Bernardino |
|
SAB193 |
Sheriff’s Aviation |
199 N. Hanger Way, San Bernardino |
|
SAB607 |
Human Services Warehouse |
1140 E. Cooley Ave, San Bernardino |
|
SAB611 |
Registrar of Voters Warehouse |
295 E. Caroline St., Ste. K, San Bernardino |
|
|
Registrar of Voters - Elections |
295 E. Caroline St., Ste. K, San Bernardino |
|
|
Performance, Education and Resource Centers |
295 E. Caroline St., Ste. A, San Bernardino |
Mandatory job walks were held on December 6th, 8th, 13th, 15th, and 20th of 2022, and were attended by eight vendors. PFMD received the following eight proposals from vendors in California:
|
Vendor |
Proposal (Per Year) |
Location |
|
Base Hill Inc. |
$1,142,287 |
Santa Fe Springs |
|
Commercial Cleaning |
Non-Responsive |
Ontario |
|
General Building Management Co. |
$1,129,272 |
Commerce |
|
JJ Property Maintenance |
Non-Responsive |
Pasadena |
|
Nelsen’s Janitorial |
Non-Responsive |
Palm Springs |
|
Santa Fe Building Maintenance |
$1,274,827 |
Chino Hills |
|
Servicon Systems Inc. |
Non-Responsive |
Culver City |
|
Williams & Associates |
Non-Responsive |
Ontario |
Five proposals were non-responsive to the RFP as the vendors did not include the correct cost document. The remaining three proposals were evaluated. Eight evaluators considered the three proposals based on the previously described criteria. At the conclusion of the evaluation process, the evaluators identified GBM as the proposer that will provide the best value and quality to the County, in performing the required custodial services. No protests have been received.
PFMD recommends the Board award a contract to GBM, in the amount of $4,496,558, for the period of April 1, 2023 through October 31, 2026, to provide custodial services at 14 buildings in Zone 6.
County Policy 11-04 requires departments to obtain Board approval for the procurement of competitive and non-competitive services in excess of $200,000 during a single annual period.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Tawny Lieu, Deputy County Counsel, 387-5455) on February 3, 2023; Purchasing (Bruce Cole, Lead Buyer, 387-2148) on February 6, 2023; Project and Facilities Management (Jennifer Costa, Assistant Director, 387-2920) on February 14, 2023; Finance (Valerie Clay, Deputy Executive Officer, 387-5423) on February 21, 2023; and County Finance and Administration (Valerie Clay, Deputy Executive Officer, 387-5423) on February 24, 2023.