AGENDA STAFF REPORT

Agenda Item AGENDA STAFF REPORT ASR Control 21-000238
MEETING DATE:	05/11/21
legal entity taking action:	Board of Supervisors
board of supervisors district(s):	All Districts
SUBMITTING Agency/Department:	OC Public Works (Approved)
Department contact person(s):	Joseph Seybold (714) 667-4921
	Robert Kmetz (714) 955-3175

Subject: Approve Contract Amendment No. 2 for Countywide Janitorial Services

ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Discussion

3 Votes Board Majority

Budgeted: N/A

Current Year Cost: N/A

Annual Cost: N/A

Staffing Impact:

# of Positions:

Sole Source: No

Current Fiscal Year Revenue: N/A

Funding Source: See Financial Impact Section	County Audit in last 3 years: No

Prior Board Action: 5/22/2018 #49

RECOMMENDED ACTION(S):

Authorize the County Procurement Officer or authorized Deputy to execute Amendment No. 2 to extend the aggregate contract with Omni Enterprise Inc. and US Metro Group, Inc. for Countywide Janitorial Services, effective May 22, 2021, through December 31, 2021, with no contract cost increase.

SUMMARY:

Approval of Amendment No. 2 to extend the aggregate contract with Omni Enterprise Inc. and US Metro Group, Inc. for Countywide Janitorial Services will support a safe and healthy environment for County of Orange staff and the public.

BACKGROUND INFORMATION:

Janitorial services are required in all County of Orange (County) facilities to maintain the health and safety of the public and County staff. The restrooms must be sanitized daily, office areas dusted, glass cleaned and all trash receptacles emptied. Hard surface flooring must be maintained to prevent slips and falls. In addition, carpets need to be vacuumed and deep cleaned to preserve the life of the carpet and to reduce the amount of airborne dirt and dust within the facilities.

On December 22, 2017, OC Public Works issued a Request for Proposals (RFP) for Janitorial Services (Services). On May 22, 2018, Board of Supervisors (Board) authorized the County Procurement Officer or authorized Deputy to execute aggregate Contract MA-080-18011641 (Contract) with Golden Touch Cleaning, Inc.; Haynes Building Services, LLC.; Omni Enterprise Inc.; and US Metro Group, Inc. for Services, effective May 22, 2018, through May 21, 2021, in an amount not to exceed $8 million, with the option to renew for two additional one-year terms.

Previous Request

May 22, 2018 – May 21, 2021

Current Request

May 22, 2021 – December 31, 2021

Contractors

Requested Contract

Amounts

Usage

Contractors

Requested Contract Amounts

Anticipated

Usage

$8 million

$3,069,319

No new amounts requested. Previously approved amounts will be used.

$1.1 million

Due to a lack of service locations from one contractor and unsatisfactory performance from one contractor, only extensions to the Contract with Omni Enterprise Inc. and US Metro Group, Inc. (Contractors) are being considered while OC Public Works issues a new RFP for Services.

OC Public Works is recommending Board approval to authorize the County Procurement Officer or authorized Deputy to execute Amendment No. 2 to extend the aggregate Contract with Contractors, effective May 22, 2021, through December 31, 2021, with no contract cost increase.

The Contractors’ performances have been confirmed as satisfactory. OC Public Works has verified there are no concerns that must be addressed with respect to Contractors' ownerships/names, litigation status or conflicts with County interests.

This Contract does not currently include subcontractors or pass through to other providers. See Attachment E for Contract Summary Form.

Due to the requests for additional janitorial services due to COVID-19, there has not been enough time to rebid this contract in a timely fashion; therefore, the proposed extension amendment to the Contract is being presented for Board consideration less than 30 days before the contract start date.

Prior to expiration of the proposed contract extension, OC Public Works plans to issue a solicitation to continue Services.

OC Public Works is procuring these Services in accordance with the 2019 Contract Policy Manual Section 3.3-102.

Compliance with CEQA: The proposed project was previously determined to be Categorically Exempt from CEQA pursuant to Section 15301 (Class 1) of the CEQA Guidelines on May 22, 2018, when it was original approved. CEQA Guidelines Section 15301 provides for the exemption of maintenance and repair of existing public facilities.

FINANCIAL IMPACT:

Appropriations and revenue for this Contract are included in the FY 2020-21 Budget for OC Public Works, Budget Control 080, and will be included in the budgeting process for future years. If billable to revenue generating departments, the cost will be offset by revenue.

The proposed aggregate Contract includes a provision stating the Contract is subject to, and contingent upon, applicable budgetary appropriations being approved by the Board for each fiscal year during the term of this Contract. If such appropriations are not approved, this Contract may be immediately terminated without penalty to the County.

STAFFING IMPACT:

N/A

ATTACHMENT(S):

Attachment A - Amendment No. 2 to Contract MA-080-18011641 with Omni Enterprise Inc.
Attachment B - Amendment No. 2 to Contract MA-080-18011641 with US Metro Group, Inc.
Attachment C - Redline to Contract MA-080-18011641 with Omni Enterprise Inc.
Attachment D - Redline to Contract MA-080-18011641 with US Metro Group, Inc.
Attachment E - Contract Summary Form