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Consent-General Government # 20.
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| Board of Supervisors |
Financial Services |
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| Subject |
| Approve amendment to Agreement No.12-87 with Lincoln Training Center for janitorial services to extend term to March 31, 2019 and increase the agreement's total maximum contract by $148,492.86 to a new maximum of $2,464,878.56, with an option to extend this contract by an additional three one-month periods for $49,497.62 per option month. (Funding source varies by department) (Newens/Pistochini) |
| Recommended Action |
| Approve amendment to Agreement No.12-87 with Lincoln Training Center for janitorial services to extend term to March 31, 2019 and increase the agreement's total maximum contract by $148,492.86 to a new maximum of $2,464,878.56, with an option to extend this contract by an additional three one-month periods for $49,497.62 per option month. |
| Strategic Plan Goal(s) |
| Operational Excellence |
| Reason for Recommended Action/Background |
| Lincoln Training Services is the current County provider of janitorial services as a result of a competitive solicitation in 2012, and their contract expires 12/31/2018. The County is releasing a competitive solicitation for a new janitorial services provider. This amendment will allow for the completion of the competitive solicitation without a lapse in service. The process is taking longer than expected due to the need to adjust the contracted service level to reflect recent laws requiring the separation of organic waste (food waste and green waste) from garbage. Effective 2019, most County buildings will need to collect organic waste in dumpsters, trash cans and receptacles separately from garbage. Additional County buildings will be required to separate organic waste in 2020. |
| Collaborations (including Board advisory groups and external partner agencies) |
| Procurement Division collaborated with the Department of General Services and the Department of Community Services' Division of Integrated Waste Management in developing this amendment. The County Counsel's Office approves this amendment as to form. |
| Competitive Bid Process |
| The County released a competitive solicitation in 2012. Lincoln Training Center was awarded the contract to perform janitorial services. The contract's original term with option years is set to expire December 31, 2018. Following best practices, the County will issue a new contract pursuant to a competitive solicitation for janitorial services. Procurement Division anticipates submitting to the Board of Supervisors in March 2019 a recommended contract award for janitorial services. This amendment will allow the County to complete its current competitive solicitation for janitorial services without a lapse in service. |
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| Fiscal Impact |
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| Source of Funds for this Expenditure |
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Explanation (Expenditure and/or Revenue) |
| Further explanation as needed: |
| The funding sources utilized to pay for this contract varies by department, but includes a mixture of general fund and other revenue sources. Departments included their share of the base cost of the janitorial services contract in their FY 18-19 budget. Due to recent changes in the minimum wage, the monthly rate will increase by 7% during this additional term. The unbudgeted increase amounts to $9,997 countywide for the term of this agreement, of which $4,122 will impact the general fund. Most departments should be able to absorb this minimal increase. The County Administrator's Office and the Department of Financial Services' Financial Planning Division are aware of this increase and will make recommendations as needed. |
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