AGENDA STAFF REPORT

Agenda Item AGENDA STAFF REPORT ASR Control 21-000646
MEETING DATE:	09/14/21
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 for Janitorial Services at Various Locations

ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Discussion

3 Votes Board Majority

Budgeted: Yes

Current Year Cost: $286,364

Annual Cost: FY 2022-23 $381,818
FY 2023-24 $381,818

Staffing Impact:

# of Positions:

Sole Source: No

Current Fiscal Year Revenue: N/A

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

Prior Board Action: 1/26/2021 #14

RECOMMENDED ACTION(S):

Find that the project is categorically exempt from the CEQA, Class 1 (Existing Facilities) pursuant to CEQA Guidelines Section 15301.

Authorize the County Procurement Officer or authorized deputy to execute a contract with H.N.W. Building Maintenance Inc. dba Beneficial Maintenance Services Inc. for Janitorial Services at Various Locations, effective upon execution of all necessary signatures through February 29, 2024, in an amount not to exceed $1,050,000, with the option to renew for two additional one-year terms upon Board of Supervisors approval.

SUMMARY:

Approval of a contract for janitorial services at various County of Orange facilities will allow OC Public Works to support requests for service, allowing for a healthy environment for County 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 October 9, 2020, OC Public Works issued an Invitation for Bid for Janitorial Services at Various Locations (Services) on the County online bidding system. Eight bids were received and evaluated. The lowest responsive, responsible bidder, JJ Property Maintenance Network, Inc. (JPMN) was deemed qualified to perform the needed Services. The various locations include the Fruit Street Complex, Law Library, County Operations Center, Seven Oaks Dam and the Operations & Maintenance Glassell Complex.

On January 26, 2021, the Board of Supervisors (Board) approved contract MA-080-21010808 with JPMN for Services effective March 1, 2021, through February 28, 2024, in an amount not to exceed $1.05 million with the option to renew for two additional one-year terms upon Board approval.

Due to performance issues under the contract with JPMN, all parties have dealt in good faith and made several attempts to resolve disputes over the course of four months. However, JPMN's non-compliance with performance requirements still persists. Therefore, OC Public Works terminated the contract with JPMN effective July 31, 2021. Omni Enterprise is providing the Services through the end of the year.

OC Public Works is procuring these Services in accordance with the 2021 Contract Policy Manual Section 3.3.102. The Orange County Preference Policy (OCPP) was applicable and incorporated into this solicitation. Two OCPP qualified proposals were submitted. Based on final scoring and specified evaluation criteria, the contract was not awarded to an OCPP qualified contractor.

Previous Request

March 1, 2021 – February 28, 2024

Current Request

Upon execution - February 24, 2024

Contractors

Requested Contract Amount

Usage as of

July 13, 2021

Contractors

Requested Contract Amount

Anticipated Usage

$1,093,810

$91,109.25*

$1,050,000

* Current usage includes deductions for poor performance.

OC Public Works is recommending the Board approve Contract MA-080-21011825 (Contract) with the next lowest, responsive bidder, H.N.W. Building Maintenance Inc. dba Beneficial Maintenance Services Inc. upon execution of all necessary signatures through February 29, 2024, in an amount not to exceed $1.05 million, with the option to renew for two additional one-year terms upon Board approval.

OC Public Works has conducted due diligence on the Contractor. Reference checks were satisfactory and completed with San Joaquin County, The Irvine Company and ServiceLink IP Holding Company, LLC regarding similar Services. OC Public Works has verified there are no concerns that must be addressed with respect to the 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 B for Contract Summary Form.

Compliance with CEQA: The project is Categorically Exempt (Class 1) from the provisions of CEQA pursuant to Section 15301, because it consists of the maintenance of existing public facilities, involving no expansion of existing use.

FINANCIAL IMPACT:

Appropriations and revenue for this Contract are included in the FY 2021-22 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 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 - Contract MA-080-21011825 with H.N.W. Building Maintenance Inc. dba Beneficial Maintenance Services Inc.
Attachment B - Contract Summary Form
Attachment C - Bid Summary