REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
May 19, 2026
FROM
ARLENE MOLINA, Director, Preschool Services Department
SUBJECT
Title
Amendments to Contracts for Preschool Classroom Custodial Services
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 2 to contracts with the following agencies, for preschool classroom custodial services, clarifying fiscal terms and extending the contract term for one additional year, for a total contract period of June 1, 2023, through May 31, 2027, with no change in the total aggregate amount of $2,250,000:
1. Merchants Building Maintenance, LLC, Contract No. 23-457.
2. Executive Facilities Services, Inc., Contract No. 23-458.
(Presenter: Arlene Molina, Director, 945-6478)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Provide for the Safety, Health and Social Service Needs of County Residents.
FINANCIAL IMPACT
This item does not impact Discretionary General Funding (Net County Cost). The total combined contract amount of $2,250,000 is 90% ($2,025,000) federally funded by the United States Department of Health and Human Services, Administration for Children and Families, and 10% ($225,000) funded by the California Department of Education. Adequate appropriation and revenue have been included in the Preschool Services Department (PSD) 2025-26 budget and will be included in future recommended budgets.
BACKGROUND INFORMATION
PSD requires custodial services at all preschool locations to adhere to childcare licensing standards and remain in compliance with California Health and Safety regulations. PSD relies on custodial vendors to meet this need when there are vacancies in PSD in-house custodian positions.
On May 23, 2023 (Item No. 44), resulting from a formal procurement, the Board of Supervisors (Board) approved Contract No. 23-457 with Merchants Building Maintenance, LLC and Contract No. 23-458 with Executive Facilities Services, Inc. to provide preschool classroom custodial services, in the total aggregate amount of $2,250,000, and a contract period of June 1, 2023, through May 31, 2026.
On August 5, 2025 (Item No. 45), the Board approved Amendment No. 1 to Contract No. 23-457 with Merchants Building Maintenance, LLC and Contract No. 23-458 with Executive Facilities Services, Inc., adding four additional service locations to each contract, with no change to the total aggregate contract amount of $2,250,000 or the contract period of June 1, 2023, through May 31, 2026. The Board also authorized the Director of the Preschool Service Department to execute any non-substantive amendments, such as adjusting the scope by adding or removing sites as needed, subject to review by County Counsel.
Amendment No. 2 to Contract Nos. 23-457 and 23-458 (Amendments) will incorporate a change in fiscal terms from a per-contractor amount capping at $1,125,000 each to a simple aggregate amount shared by both. There is no change to the total aggregate amount of $2,250,000 for custodial services and the change in terms clearly establishes this as the shared total. The Amendments will also extend both the contracts for one year to allow PSD time to complete a formal procurement for these services. There is no funding increase requested, as there is sufficient balance remaining in the total aggregate amount.
Contractors’ performance will be monitored by review of monthly reports to ensure compliance with the administrative, fiscal, and program requirements of the contracts. Contractors will cooperate with the County in the monitoring and evaluation of these contracts and comply with all established reporting requirements. PSD will review invoices and all requested supporting documentation remitted by the contractors prior to payment. The contracts may be terminated without cause by the County with 30 days’ written notice.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by Human Services (Lisa Rivas-Ordaz, Contracts Manager, 388-0222) on April 30, 2026; County Counsel (Adam Ebright, Deputy County Counsel, 387-5455) on April 30, 2026; and County Finance and Administration (Allegra Pajot, Administrative Analyst, 388-0218) on April 30, 2026.