TO: Board of Supervisors
FROM: Steven Lederer - Director of Public Works
REPORT BY: Amanda Exum - Staff Services Analyst II
SUBJECT: Professional Services Agreement with Universal Building Services and Supply Co. for Custodial Services
RECOMMENDATION
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Approve and authorize Agreement No. 250378B with Universal Building Services and Supply Co. to provide contracted custodial services at various County locations with a contract term of April 22, 2025 through June 30, 2028, with two one-year automatic renewal options. (Fiscal Impact: $177,851 Expense; Budgeted; Various Funds; Discretionary)
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BACKGROUND
Today’s action will approve a professional services agreement with Universal Building Services and Supply Co. (UBS) effective April 22, 2025, with a maximum compensation amount beginning in fiscal year 2025-26 of $115,651 for routine services, $52,000 for non-routine services, and $10,200 for supplies for a total of $177,851 per fiscal year for fiscal years 2025-26 through 2027-28. The agreement includes the provision for automatic renewal for fiscal year 2028-29 and fiscal year 2029-30 with a maximum compensation amount of $121,989 for routine services, $57,000 for non-routine services, and $12,250 for supplies for a total of $191,239 per fiscal year.
Napa County’s current agreement for contracted custodial services is expiring as of June 30, 2025. As part of a competitive procurement process and in accordance with County purchasing policy, County staff issued a Request for Proposal (RFP) for Custodial Services on November 22, 2024. Five companies submitted proposals in response to this RFP. The proposals were scored according to predetermined weighted criteria: company history, experience, qualifications, approach to scope of work, and pricing. UBS distinguished themselves as the most qualified company and was selected by the panel to provide Napa County with contracted custodial services.
The custodial scope of services under this agreement will be effective July 1, 2025. However, the agreement will be effective upon execution so that the transitional scope of services can be accomplished prior to service start date to avoid service disruption and ensure compliance with state labor law.
Weekly and biweekly custodial services are being provided to locations deemed to be remote or needing special weekend service. Additionally, periodic specialty services will be provided to County locations through this agreement on a quarterly, semiannual, and annual basis. Periodic specialty and weekend services are not part of the regular day-to-day work of County custodial staff. For the purposes of calculating expected yearly costs, these services are labeled in the agreement as “Routine”. The agreement includes “Routine” services for 14 County sites.
Universal Building Services and Supply Co. is not a local vendor.
Requested Action:
1. Approve and authorized the Chair to sign Agreement No. 250378B with Universal Building Services and Supply Co. for a term of April 22, 2025-June 30, 2028, with the provision for two optional one-year automatic renewals.
FISCAL IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
Yes |
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Where is it budgeted? |
Funds: 1000, 2000, 2020, 2030, 2040, 2100, 5010 |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
To maintain a safe and clean environment for staff, clients, and the public. |
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Is the general fund affected? |
Yes |
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Future fiscal impact: |
The agreement will continue to be budgeted in future fiscal years under the agreement terms. |
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Consequences if not approved: |
If the agreement is not approved, the County would be unable to obtain timely and necessary custodial services at many County sites. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable.