REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
September 14, 2021
FROM
TERRY W. THOMPSON, Director, Real Estate Services Department - Facilities Management
SUBJECT
Title
Contract with Guadalupe Medina dba Santa Fe Building Maintenance for Custodial Services in the Area Identified as Zone 3 Mountain Area
End
RECOMMENDATION(S)
Recommendation
Approve a five-year contract with Guadalupe Medina dba Santa Fe Building Maintenance in the amount not to exceed $1,880,560 for the period of November 1, 2021 through October 31, 2026, to provide custodial services for eight locations in the area identified as Zone 3 Mountain Area.
(Presenter: Terry W. Thompson, 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 San Bernardino County (County) - owned buildings will not require additional Discretionary General Funding (Net County Cost). The total cost of the five-year contract with Guadalupe Medina dba Santa Fe Building Maintenance, to provide routine custodial services for eight locations in the area identified as Zone 3 Mountain Area, is $1,630,560 for the period of November 1, 2021 through October 31, 2026 ($27,176 per month x 60 months). The contract also includes the not-to-exceed amount of $250,000 for emergency or other pandemic services. The County department receiving emergency services will be responsible for seeking reimbursement. The annual costs are reflected below:
|
Fiscal Year |
Annual Cost |
|
November 1, 2021 - June 30, 2022 (8 months) |
$ 217,408 |
|
July 1, 2022 - June 30, 2023 (12 months) |
$ 326,112 |
|
July 1, 2023 - June 30, 2024 (12 months) |
$ 326,112 |
|
July 1, 2024 - June 30, 2025 (12 months) |
$ 326,112 |
|
July 1, 2025 - June 30, 2026 (12 months) |
$ 326,112 |
|
July 1, 2026 - October 31, 2026 (4 months) |
$ 108,704 |
|
Not-to-Exceed Amount - Emergency |
$ 250,000 |
|
Total Cost |
$1,880,560 |
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 2021-22 Real Estate Services Department - Facilities Management (RESD-FM) budget (7303001000) and will be included in future recommended budgets.
BACKGROUND INFORMATION
RESD-FM is responsible for providing custodial services for County-owned and some leased facilities.
An additional 80 locations in the County require custodial services, both routine custodial services and COVID related services with specific approval by the County. Given the number of buildings in the County that require service, the geographical size of the County, and the lack of additional available employee resources, the County has contracted with vendors to provide custodial services to these 80 locations for approximately 20 to 30 years, depending on the location.
RESD-FM recently changed its approach to contracting for the custodial services at these 80 locations in order to reduce the number of contracts requiring administration, increase efficiency, elevate quality of services and reduce costs. RESD-FM divided the County into six custodial zones with the intent of having six contracts only, rather than approximately 60. This change in approach does not expand the contracted services and will not result in a reduction of employee resources.
The recommended contract in an amount not to exceed $1,880,560, is necessary given the current status of available employee resources, and will serve the economic interests of the County. Contracts for each of the remaining five zones will be presented separately, with each having an individual Board agenda item.
San Bernardino County currently does not have available employee resources to complete the custodial work required to serve eight locations in the area identified as Zone 3 Mountain Area, and San Bernardino County’s economic interests are served by approval of the recommended contract.
Approval of this item will award one five-year contract to Guadalupe Medina dba Santa Fe Building Maintenance, in an amount not to exceed $1,880,560, to provide custodial services for eight County-owned buildings in the area identified as Zone 3 Mountain Area.
PROCUREMENT
On December 28, 2020, RESD-FM issued a Request for Proposals (RFP) FMD121-FM-4028 through the San Bernardino County Electronic Procurement Network (ePro) and sent notification of the RFP via e-mail. Proposals are evaluated based on qualifications and experience, technical review, cost and references and awarded based on overall evaluation of proposal. Proposals must be valid for 180 days. Contractors must meet minimum requirements to be awarded a contract, including five years continuous experience, current business license, no outstanding or pending complaints with the Better Business Bureau, the State Department of Consumer Affairs or the County, and have or be able to obtain the required insurance.
The RFP was issued for Zone 3 Mountain Area for the following County-owned buildings:
|
Building ID |
Location |
Address |
|
29P502 |
Twentynine Palms WIC |
6527 Desert Queen, Twentynine Palms |
|
BGL003 |
Big Bear Sheriff |
477 Summit Blvd., Big Bear |
|
BGL004 |
Big Bear Court |
477 Summit Blvd., Big Bear |
|
JOS001 |
Morongo Courthouse |
6527 White Feather Rd., Joshua Tree |
|
JOS022 |
Bob Burke Joshua Tree Government Center |
63665 Twentynine Palms Hwy., Joshua Tree |
|
JOS025 |
Morongo Oasis Center, DBH |
60805 Twentynine Palms Hwy., Joshua Tree |
|
TWI001 |
Twin Peaks County Complex and Sheriff |
26010 State Hwy. 189, Twin Peaks |
|
YVL507 |
South Desert County Fire |
57485 Aviation Ave., Yucca Valley |
Mandatory job walks were conducted on February 18 and 23, 2021 and attended by seven vendors. RESD-FM received the following seven proposals:
|
Vendor |
Proposal (Per Year) |
Location |
|
Nelsen’s Janitorial |
$294,078 |
Palm Springs |
|
General Building Management |
$323,160 |
Commerce |
|
Guadalupe Medina dba Santa Fe Building Maintenance |
$326,112 |
Chino Hills |
|
JJ Property Maintenance |
$362,196 |
Pasadena |
|
Base Hill Inc. |
$374,937 |
Santa Fe Springs |
|
Williams and Associates |
$384,026 |
Ontario |
|
Servicon Systems Inc. |
$462,953 |
Culver City |
Eight evaluators considered proposals based on the previously described criteria. At the conclusion of the evaluation process, the evaluators identified Guadalupe Medina dba Santa Fe Building Maintenance as the proposer that will provide the best value and quality to the County in performing the required custodial services. RESD-FM recommends the Board of Supervisors (Board) award a contract to Santa Fe Building Maintenance, in the amount of $1,880,560 for the period of November 1, 2021 through October 31, 2026, to provide custodial services at eight locations in the area identified as Zone 3 Mountain Area.
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 (Katherine M. Hardy, Deputy County Counsel, 387-5437) on August 20, 2021; Purchasing (Bruce Cole, Supervising Buyer, 387-2148) on August 27, 2021; Real Estate Services Department - Facilities Management (Kevin Ryan, Assistant Director, 387-3199) on August 18, 2021; Real Estate Services Department (Jennifer Costa, Assistant Director, 387-5380) on August 18, 2021; Finance (Carl Lofton, Administrative Analyst, 387-5404) on August 27, 2021; and County Finance and Administration (Matthew Erickson, County Chief Financial Officer, 387-5423) on August 27, 2021.