REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF THE COUNTY OF SAN BERNARDINO
AND RECORD OF ACTION
March 10, 2020
FROM
PHALOS HAIRE, Director, Preschool Services Department
SUBJECT
Title
Custodial Services for the Preschool Services Department
End
RECOMMENDATION(S)
Recommendation
Authorize the Purchasing Agent to issue purchase orders to the following vendors for custodial services for Preschool Services Department Head Start preschools locations, in the total not to exceed amount of $330,000, from March 10, 2020 through June 30, 2020:
1. Angel’s Complete Janitorial Service in an amount not to exceed $223,000.
2. Moran Janitorial Service, LLC, in an amount not to exceed $107,000.
(Presenter: Phalos Haire, Director, 383-2005)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Provide for the Safety, Health and Social Service Needs of County Residents.
FINANCIAL IMPACT
Approval of this item will not result in the use of additional Discretionary General Funding (Net County Cost). Adequate appropriation and revenue have been included in the Preschool Services Department (PSD) 2019-20 budget.
BACKGROUND INFORMATION
PSD requires custodial services at Head Start preschool locations to maintain childcare licensing standards and remain in compliance with Health and Safety regulations. PSD hires custodian staff to perform daily custodial duties but attrition and program hiring requirements regularly create vacancies that affect PSD's ability to maintain the sites. PSD will not delete any custodial positions from the budget due to the need to utilize custodial services provided by the vendors listed in the Recommendation.
In September 2019, PSD initiated a Request for Proposal (RFP) to provide custodial services at various sites throughout San Bernardino County. To allow time for the RFP process to be completed, in October 2019, purchase orders (PO) in the amount of $93,900 were issued to cover services for a period of three months for seven of PSD’s preschool sites (Mill, Del Rosa, Ontario Maple, Redlands Valencia, Victor Valley College, Chino and Rancho Cucamonga). The department will continue with the RFP process to solve long-term custodial issues, and will utilize Angel’s Complete Janitorial Service (Angel’s) and Moran Janitorial Service, LLC (Moran) in the absence of regular PSD custodians until the RFP is completed.
PSD utilized substitute custodial services in 2018-19 resulting in expenditures of $76,611 with Angel’s and $44,250 with Moran. For 2019-20, several POs have been issued to each vendor, over the period of July 1, 2019 through December 31, 2019, resulting in expenditures of $182,793 with Angel’s and $78,400 with Moran. In addition, PSD currently has approximately $68,807 in pending invoices to the two vendors. PSD will exceed expenditures in 2019-20 due to a number of factors including the number of locations being serviced and the frequency of various cleaning services to maintain compliance with State licensing.
Approval of the recommended item will allow PSD to pay the outstanding invoices. This will enable the necessary custodial services to continue until the RFP can be completed to establish contracts for custodial services in the new fiscal year.
PROCUREMENT
To date, custodial services have been provided based on informal quotes because the services, location by location, are typically low value. PSD is coordinating with the Purchasing Department to establish contracts with vendors under an aggregate amount for these services in the future.
REVIEW BY OTHERS
This item has been reviewed by Human Services Contracts (Jennifer Mulhall-Daudel, Contracts Manager, 388-0241) on February 20, 2020; County Counsel (Adam Ebright, Deputy County Counsel, 387-5455) on February 20, 2020; Purchasing (Leo Gomez, Purchasing Manager, 387-2063) on February 20, 2020; Finance (Paul Garcia, Administrative Analyst, 386-8392) on February 21, 2020; and County Finance and Administration (Tanya Bratton, Deputy Executive Officer, 388-0332) on February 21, 2020.