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Agenda Item
ASR
Control 25-000599 |
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MEETING
DATE: |
09/23/25 |
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legal entity taking action: |
Board
of Supervisors |
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board of supervisors district(s): |
2,
4 |
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SUBMITTING Agency/Department: |
Probation (Approved) |
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Department contact person(s): |
Daniel
Hernandez (714) 645-7001 |
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Jennifer
Villa (714) 645-7013 |
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Subject: Subordinate Contract with US Metro
Group Inc. for Janitorial Services
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ceo CONCUR |
County Counsel Review |
Clerk of the Board |
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Concur |
Approved
Agreement to Form |
Discussion |
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3
Votes Board Majority |
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Budgeted: Yes |
Current Year
Cost: $885,000 |
Annual Cost: FY 2026-27: $295,000 |
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Staffing Impact: |
No |
# of Positions: |
Sole Source: No |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 12/17/2024 #S31D |
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RECOMMENDED
ACTION(S):
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1. |
Authorize the County
Procurement Officer or Deputized designee to execute Amendment Two with US
Metro Group, Inc. for janitorial services to add seven Probation locations
and increase the not to exceed amount to $1,180,000, effective October 1,
2025, through August 31, 2026, for a revised cumulative contract amount of
$2,587,573. |
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2. |
Pursuant to Contract
Policy Manual section 3.3-113 authorize the County Procurement Officer or
Deputized Designee to exercise a contingency contract cost increase, not to
exceed a total of 10 percent of the original amount of the first year of the
Contract, for the entire term of the Contract, including renewals, and within
the scope of work set forth in the Contract. The use of this contingency
contract cost increase is subject to approval requirements established by the
County Procurement Officer. |
SUMMARY:
Approval of Amendment Two to the
contract with US Metro Group, Inc. will allow for uninterrupted janitorial
services for the Orange County Probation Department, the Orange County Child
Support Services, and their clients.
BACKGROUND
INFORMATION:
In September 2021, the County
Procurement Office issued Regional Cooperative Agreement RCA-017- 22010002 for
Janitorial Services commencing on September 1, 2021, through and including
August 31, 2026 (RCA). The table below shows the prior actions taken for this
subordinate contract. The original contract amount did not exceed the amount
needed for approval from the Orange County Board of Supervisors (Board).
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Board Date |
Contract or Amendment Number |
Term |
Maximum Obligation |
Action |
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N/A |
MA-07-25010715 |
11/14/2024 – 8/31/2026 |
$371,759.90 |
N/A |
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12/17/2024 |
Amendment One |
1/2/2025 – 8/31/2026 |
$1,407,573 |
Board approved Amendment One to add
service locations and increase the contract amount |
Amendment Two includes the addition
of seven Orange County Probation Department (Probation) locations to the
Contract and modification to the Scope of work and the Compensation and Payment
sections, accounting for the new service locations. The new locations are
currently serviced by a different contractor, but the services from US Metro
Group, Inc. (Metro) better suit Probation’s needs. Metro has provided effective
services to all other Probation locations, and for these reasons, Probation is
requesting the consolidation of all locations under the proposed contract.
The table below is a list of the
additional site locations. Probation shares the Probation Administration Office
building with Orange County Child Support Services (CSS), who are included in
the Contract. The Orange County Executive Office of Real Estate will be
reimbursing Probation for the CSS portion of janitorial costs.
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Site
Name |
Address |
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Juvenile Hall |
Orange, CA 92868 |
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Manchester Officer Building |
Orange, CA 92868 |
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Multipurpose Rehabilitation Center |
Orange CA 92868 |
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North Youth Reporting Center |
Anaheim, CA 92801 |
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Santa Ana Field Office |
Santa Ana, CA 92701 |
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Youth Guidance Center |
Santa Ana, CA 92706 |
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Youth Leadership Academy |
Orange, CA 92868 |
Probation now requests the Board’s
approval of the Contract with Metro for Janitorial services effective October
1, 2025, through August 31, 2026, in an amount not to exceed $1,180,000, for a
revised cumulative amount of $2,587,573. Probation is also requesting the
Board’s approval for a 10 percent contingency cost increase in the event that
emergency or after-hours cleaning is needed.
The Contract is being presented for
Board approval less than 30 days before the effective date due to an extended
review to ensure compliance with labor laws. An analysis was completed to
verify the contracts provide the County with persons specially trained,
experienced, expert and competent to perform the special services in accordance
with the law.
The contractor’s performance has
been deemed satisfactory. Probation has verified there are no concerns that
must be addressed with respect to Contractor’s ownership/name, litigation
status, or conflicts with County interests. This Contract does not currently
include subcontractors or pass through other contractors. See Attachment B for
Contract Summary Form.
FINANCIAL
IMPACT:
Appropriations for this Contract
will be included in Budget Control 057 FY 2025-26 Budget and will be included
in the budgeting process for future years. The services provided under this
contract are funded by: State: 53% (1991 Realignment, 2011 Public Safety
Realignment and Assembly Bill 1869 (2021) Criminal Fees Backfill), GF: 47%. The
proposed Contract includes provisions that the Contract is contingent upon the
availability of funds and inclusion of sufficient funds in the budget approved
by the Board for each fiscal year the Contract remains in effect or operation.
In the event such funding is terminated or reduced, the County may terminate
the Contract, reduce the County’s maximum obligation or modify the Contract,
without penalty.
STAFFING
IMPACT:
N/A
REVIEWING
AGENCIES:
Child
Support Services
ATTACHMENT(S):
Attachment
A – Subordinate Contract MA-057-25010715 with US Metro Group, Inc.
Attachment B – Contract Summary Form