Consent-General Government # 24.
Board of Supervisors
General Services
- Meeting Date:
- 07/25/2023
- Brief Title
- Third Amendment-Janitorial Services Contract
From:
Ryan Pistochini, Director, General Services Department
Staff Contact:
Sofia Mejia, Associate Administrative Analyst, General Services Department, x5021
Supervisorial District Impact:
Countywide
Subject
Approve third amendment to the County's Janitorial Services Contract with Lincoln Training Center in the amount of $1,260,694 for services through June 30, 2024. (No general fund impact) (Pistochini)
Recommended Action
Approve third amendment to the County's Janitorial Services Contract with Lincoln Training Center in the amount of $1,260,694 for services through June 30, 2024.
Strategic Plan Goal(s)
 |
In Support of All Goals (Internal Departments Only) |
Reason for Recommended Action/Background
The County's janitorial services' contractor, Lincoln Training Services, provides janitorial services to all County buildings. The contract (Agreement No. 19-161) was awarded in 2019 based on anticipated needs of the County departments at that time for services to be provided through June 30, 2022, with three one-year options to extend the agreement. The County and Lincoln Training Services have previously amended the Agreement to extend the term to June 30, 2023 and increase the compensation due to changes in the scope of services, such as additional cleaning protocols necessitated by the COVID-19 pandemic (see letter extension dated 3/22/2022 and Second Amendment (Agreement No. 22-233)). This third amendment extends the contract through June 30, 2024, formalizing the second one-year option and adjusting the maximum amount of the contract to cover the cost of providing services for this year. Costs have increased year-on-year due to janitorial wage increases and the costs of materials. Departments continually work with General Services throughout the contract term to identify their desired service levels and will increase or decrease their services as their operations require.
Collaborations (including Board advisory groups and external partner agencies)
The department coordinated with the County Counsel's Office in developing this amendment. The Department coordinated with the Department of Financial Services to include projected cost increases within the budget instructions, so all County departments can budget for janitorial expenses. Additionally, General Services coordinates service level changes with the requesting department to ensure they are aware of the potential cost impact prior to formalizing the change.
Competitive Bid Process/Vendor Performance
This contract was originally solicited in 2019. While sixty-eight potential proposers reviewed this opportunity, only two proposals were received. Of the two proposals, only one proposal was deemed responsive. Lincoln Training Center's proposal was evaluated and subsequently awarded the contract.
Fiscal Impact
Fiscal impact (see budgetary detail below)
Fiscal Impact (Expenditure)
- Total cost of recommended action:
- $ 1,260,694
- Amount budgeted for expenditure:
- $ 1,138,572
- Additional expenditure authority needed:
- $ 0
- One-time commitment:
- Yes
Source of Funds for this Expenditure
- General Fund
- $0
Further explanation as needed:
The funding source utilized to pay for this Contract varies by department, but includes a mixture of general fund and other revenue sources as identified by the benefiting department. The cost of janitorial services is increasing from prior years due to increases in labor cost and added scope requested by departments. Countywide, the budget for baseline janitorial services is approximately $1.1 million. Departments included these costs in their FY 23-24 budget. The increased capacity included in this amendment will be utilized for janitorial services in excess of baseline on an as needed, as requested basis. It is the requesting departments' responsibility to verify budget availability up to and including returning to the Board for any necessary budget adjustments in excess of baseline services.
Attachments
Form Review
| Inbox | Reviewed By | Date |
|---|---|---|
| Ryan Pistochini | Ryan Pistochini | 07/17/2023 05:15 PM |
| Ryan Pistochini | Ryan Pistochini | 07/17/2023 10:10 PM |
| Financial Services | Laura Liddicoet | 07/18/2023 10:51 AM |
| Financial Services | David Estrada | 07/20/2023 07:59 AM |
| County Counsel | Kimberly Hood | 07/20/2023 03:34 PM |
- Form Started By:
- Sofia Mejia
- Started On:
- 06/19/2023 10:39 AM
- Final Approval Date:
- 07/20/2023