AGENDA STAFF REPORT

Agenda Item AGENDA STAFF REPORT ASR Control 19-000818
MEETING DATE:	09/10/19
legal entity taking action:	Board of Supervisors
board of supervisors district(s):	3
SUBMITTING Agency/Department:	Social Services Agency (Approved)
Department contact person(s):	Alyson Piguee (714) 245-6190
	Isela Martinez (714) 541-7834

Subject: Renewal of Janitorial Contract for Orangewood Children and Family Center

ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Discussion

3 Votes Board Majority

Budgeted: Yes

Current Year Cost: $199,049

Annual Cost: FY 2020-21
$84,751

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: 1/10/2017 #11, 4/26/2016 #10

RECOMMENDED ACTION(S):

Authorize the County Procurement Officer or authorized Deputy to execute Amendment to Renew Contract with Omni Enterprise, Inc. DBA Omniclean for a third term for janitorial and day porter services at Orangewood Children and Family Center in an amount not to exceed $283,800, for the period of October 18, 2019, through October 17, 2020, for a revised cumulative total of $1,057,800, for the period of October 18, 2016, through October 17, 2020.

SUMMARY:

Approval of Amendment to renew Contract with Omni Enterprise, Inc. DBA Omniclean for janitorial and day porter services for Orangewood Children and Family Center will provide critical services to maintain health and safety standards for child residents, staff and clients on the premises.

BACKGROUND INFORMATION:

The Social Services Agency (SSA) is requesting Board of Supervisors’ (Board) approval to execute an Amendment to renew the Contract with Omni Enterprise, Inc. DBA Omniclean (Omni) for janitorial and day porter services at the Orangewood Children and Family Center (OCFC) for the period of October 18, 2019, through October 17, 2020, in an amount not to exceed $283,800, for a revised cumulative total of $1,057,800, for the period of October 18, 2016, through October 17, 2020.

SSA issued an Invitation for Bid (IFB) on December 17, 2015, for the janitorial and day porter services for OCFC and awarded it to the lowest responsive and responsible bidder, Property Building Maintenance Services LLC (PBMS). The Contract with PBMS was approved by the Board on April 26, 2016, for services effective June 1, 2016. SSA terminated the contract with PBMS on October 17, 2016, due to contractor’s non-performance. In order to avoid a lapse in service, SSA issued a four-month Contract for $86,000 effective October 18, 2016, with Omni, the second lowest bidder for the janitorial and day porter services IFB.

On January 10, 2017, the Board approved Amendment One to extend and increase the contract with Omni by $172,000 through October 17, 2017, for a total amount not to exceed $258,000, with the option to renew for two additional two-year terms. An Amendment was issued to administratively renew the contract for the first additional two-year term per 2017 County Policy Manual 3.3-106, effective October 18, 2017, through October 17, 2019, for an amount of $516,000, for a cumulative total of $774,000.

OCFC is a full service center that includes the County's emergency shelter facility for child dependents, the Family Visitation Center, the First Step Assessment Center and the Child Abuse Services Team. In addition to the daily use for visitation and assessment, this facility houses children for the purpose of caring for their physical and emotional needs on a short-term emergency basis. This 110,000-square-foot facility consists of 16 buildings and is operated by SSA under a license from the California Department of Social Services, Community Care Licensing Division. Staffed by County personnel, OCFC operates 24 hours a day, seven days a week and must maintain health and safety standards for staff, clients, child residents and visitors that are on the premises each day. Daily janitorial and day porter services are an integral part of maintaining health and safety standards at the facility.

The Contractor’s performance has been confirmed as at least satisfactory. SSA 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 to other providers. See Attachment C for the Contract Summary Form. This contract, due to the nature of the services, could require the addition of subcontractors. In order to add subcontractor(s) to the contract, the contractor must seek express consent from SSA. Should the addition of a subcontractor impact the scope of work and/or contract amount, SSA will bring the item back to the Board for approval.

FINANCIAL IMPACT:

Appropriations for this Agreement are included in Budget Control 063 FY 2019-20 Budget and will be included in the budgeting process for future years.

This Contract is funded through Child Welfare Services Fund Emergency Assistance - Temporary Assistance for Needy Families. The total funding breakdown is 27 percent federal, 30 percent state and 43 percent County. Federal and state dollars are comprised of Child Welfare Services funds. County General Funds will be used towards the required match to access federal and state funding.

Contingency of Funds

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

ATTACHMENT(S):

Attachment A – Amendment to Renew Contract MA-063-19011919 with Omni Enterprise, Inc.
Attachment B - Redline Contract MA-063-18010032 with Omni Enterprise, Inc.
Attachment C - Contract Summary Form