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Agenda Item
ASR
Control 18-000916 |
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MEETING DATE: |
10/30/18 |
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legal entity taking action: |
Board of Supervisors |
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board of supervisors
district(s): |
3 |
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SUBMITTING
Agency/Department: |
Social Services Agency (Approved) |
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Department contact
person(s): |
Alyson Piguee (714) 245-6190 |
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Evelyn Yambao (714) 541-7719 |
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Subject: Janitorial and Day Porter
Services at Eckhoff Facilities
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ceo CONCUR |
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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:
$174,067 |
Annual Cost:
FY 2019-20 $261,100 |
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Staffing Impact: |
No |
# of Positions:
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Sole Source:
No |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 5/22/2018
#49 |
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RECOMMENDED ACTION(S):
Authorize the County Procurement Officer or authorized Deputy to execute Contract with Omni Enterprise Inc. for janitorial and day porter services at 800 and 840 North Eckhoff Street in Orange in an amount not to exceed $783,300 for the period of November 1, 2018, through October 31, 2021, renewable for two additional one-year terms.
SUMMARY:
Approval to execute the Contract with Omni Enterprise Inc. for janitorial and day porter services for the Social Services Agency buildings located at 800 and 840 North Eckhoff Street will provide critical services to maintain health and safety standards for staff and clients on the premises.
BACKGROUND INFORMATION:
The Social Services Agency (SSA) is requesting the Board of Supervisors’ (Board) approval to execute Contract with Omni Enterprise Inc. for janitorial and day porter services for the SSA buildings located at 800 and 840 North Eckhoff Street in Orange (Eckhoff Facility), for the period of November 1, 2018, through October 31, 2021, in an amount not to exceed $783,300, renewable for two additional one-year terms with Board approval.
The SSA buildings located at the Eckhoff Facility are County-owned and house SSA staff from various divisions, along with Orange County Sheriff-Coroner Department (OCSD) staff from the Communications Division. Janitorial and day porter services at these two buildings are essential to maintain health and safety standards for staff and clients.
The previous contract for these services was issued by OC Public Works (OCPW) with Jonset Corporation DBA Sunset Property Services (Sunset) for an annual amount of $240,259 through February 28, 2018. To avoid a lapse in services at the Eckhoff Facility while the department solicited bids for a new Countywide Janitorial Services contract, OCPW issued three two-month interim contracts at $50,000 each, with the existing vendor Sunset, covering the period March 1, 2018 through August 31, 2018. SSA issued one interim contract, covering the period September 1, 2018 through October 31, 2018, also in the amount of $50,000. OCPW is requesting retroactive Board approval of the four interim contracts for the Eckhoff Facility on a separate ASR.
The Board approved the OCPW aggregate contract for Countywide Janitorial Services on May 22, 2018, and a job walk was conducted with the four qualified vendors on June 12, 2018. The lowest proposal from the job walk was $322,327, approximately $80,000 higher than the previous contract. In consultation with OCPW, SSA opted to issue a separate solicitation that was specific to the Eckhoff Facility to determine if these services could be provided at a lower cost.
The following is the bid recap for the solicitation issued for these services by SSA on July 31, 2018:
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Line# |
Bidder |
Total Annual
Amount |
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1 |
Omni Enterprise Inc. |
$261,100.00 |
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2 |
Nelsen’s Janitorial Service |
$276,796.96 |
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3 |
Jonset Corporation DBA Sunset Property Services |
$328,019.00 |
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4 |
Coastal Building Services |
$378,527.00 |
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5 |
ACEPEX Management Corporation |
$408,256.00 |
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6 |
Santa Fe Building Maintenance |
$415,192.84 |
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7 |
Commercial Cleaning Systems |
$594,525.04 |
Omni Enterprise Inc. submitted the lowest responsive and responsible bid. SSA staff conducted due diligence on the contractor. Reference checks were satisfactory and completed with OCPW, Yorba Linda Water District and City of La Palma. In addition to the three references, Omni Enterprise Inc. is the current contractor for janitorial services at the Orangewood Children and Family Center and has performed satisfactorily.
On August 30, 2018, SSA received one protest from Sunset, the incumbent contractor, concerning the proposed contract award. After a thorough review, the Deputy Purchasing Agent made a determination that none of the alleged claims were valid. As a result, the protest was denied and a written decision was issued on September 14, 2018. Sunset did not appeal the decision.
The proposed Contract with Omni Enterprise Inc. is issued in accordance with the standard County of Orange terms, conditions, indemnification and insurance provisions. County Counsel has reviewed and approved the Contract as to form.
An analysis was conducted to determine the cost/benefit of contracting out versus providing these services in-house. Based on this analysis, staff determined that contracting for these services is more cost effective.
This contract does not currently include subcontractors or pass through to other providers. See Attachment C for 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 provider/contractor must seek express consent from the department. Should the addition of a subcontractor impact the scope of work and/or contract amount, the department will bring the item back to the Board of Supervisors for approval.
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.
FINANCIAL IMPACT:
Appropriations for this Contract are included in the FY 2018-19 Budget and will be included in the budgeting process for future years.
SSA's portion of the Contract is funded by federal (31.85 %), state (62.39 %) and County funds (5.76%). The OCSD portion of the cost for these services in 18.83%.
Federal and state dollars are comprised of qualified SSA program funding allocations based on its generic supporting function. County General Funds will be used towards the required match to access federal and state funding
Contingency of Funds
The Contractor acknowledges funding or portions of funding for this Contract may be contingent upon state and federal budget approval; receipt of funds from, and/or obligation of funds by State of California or the federal government to the County; and inclusion of sufficient funding for the services hereunder in the budget approval by the County’s Board of Supervisors for the term of this Contract. If such approval, funding or appropriations are not forthcoming, or are otherwise limited, the County may immediately terminate or modify this Contract without penalty.
STAFFING IMPACT:
N/A
REVIEWING AGENCIES:
OC Public Works
Orange County Sheriff-Coroner Department
ATTACHMENT(S):
Attachment A - Contract MA-063-19010383
Attachment B - Redline Contract MA-063-19010222
Attachment C - Contract Summary Form