TO: Board of Supervisors
FROM: Steven Lederer - Director of Public Works
REPORT BY: Amanda Exum - Staff Services Analyst II
SUBJECT: Amendment No. 8 to Professional Services Agreement 180073B with Superior Building Services, Inc.
RECOMMENDATION
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Approve and authorize Amendment No. 8 to Agreement No. 180073B with Superior Building Services, Inc. to add 4381 Broadway, Suite 102, American Canyon, and 1834 Soscol Avenue, Suite A, Napa, as regular routine custodial service location, remove 4381 Broadway, Suite 100, American Canyon, and 994 Kaiser Road, Napa, as regular routine custodial service locations, and decrease maximum compensation under the agreement for Fiscal Year 2024-25. (Fiscal Impact: $5,740 Expense Reduction; Various Funds; Budgeted; Discretionary)
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BACKGROUND
Satellite office space at 4381 Broadway, Suite 102, American Canyon, is being leased for use by the District 5 County Supervisor to increase presence in south Napa County. Probation recently returned to leased space at 1834 Soscol Avenue, Suite A, in Napa, for use as an Evening Reporting Center to provide programming for youth. These locations require custodial services to maintain a clean and healthy environment for staff, clients, and the public. Simultaneously, the Health and Human Services Agency lease of a satellite office located in Suite 100 at 4381 Broadway, American Canyon, is no longer needed, and the Napa County Records Center’s lease at 994 Kaiser Road has expired, therefore custodial services are no longer required at the formerly leased locations.
Approval of Amendment No. 8 to Agreement No. 180073B with Superior Building Services, Inc. (Superior) will add the District 5 County Supervisor satellite office as a routine service location receiving weekly services, annual services, and supplies, add Probation’s Evening Reporting Center as a regular routine service location receiving weekly custodial service, remove routine services at HHSA Satellite Office, Suite 100 effective October 1, 2024, and remove routine services for 994 Kaiser Road effective July 1, 2024.
The additional services in this Amendment No. 8 will increase expenses by $5,250 with the addition of 4381 Broadway, Suite 102 and 1834 Soscol Ave, Suite A as routine service locations, expenses will decrease by $10,990 with the removal of 4381 Broadway, Suite 100 and 994 Kaiser Road as routine service locations. This results in an overall decrease of $5,740 in the maximum annual compensation for regular routine for Fiscal Year 2024-25. The total maximum compensation under the agreement for Fiscal Year 2024-25 will decrease from $153,545 to $147,805.
The agreement is in its final fiscal year of automatic renewals and is scheduled to expire on June 30, 2025. A request for proposals (RFP) is planned for release by Public Works staff this fiscal year to procure contracted custodial services for future fiscal years.
Agreement No. 180073C with Superior Building Services, Inc. for regular and annual custodial services, supplies, and non-routine custodial services for the American Canyon Library and the Calistoga Library was originally executed on August 1, 2017, after a competitive Request for Proposals. Subsequently, Superior was also chosen to provide services to the Roads Department and the Weights and Measures Department after a competitive bidding process and the locations were added to the original Agreement.
Amendment No.’s 1 through 7 to Agreement 180073B occurred between May 1, 2018, and February 1, 2024. Each amendment was executed to add new remote locations, add or increase specialty services, and/or increase supplies, and to increase maximum compensation related to added services. The agreement was renumbered to 180073B to reflect signature authority on June 4, 2019. Remote locations and specialty services included in the Agreement over the life of the agreement include: County Fire, houses at Napa State Hospital that are used for HHSA programing, Napa County Airport, Napa Main Library, Records Center, HHSA American Canyon Satellite Offices, South Napa Homeless Shelter, American Canyon Library, Calistoga Library, Roads Department, and the Weights and Measures Department.
Superior Building Services, Inc is not a local vendor.
Requested Action:
1. Approve and authorize Amendment No. 8 to Agreement No. 180073B with Superior Building Services, Inc. to add 4381 Broadway, Suite 102, American Canyon, and 1834 Soscol Avenue, Suite A, Napa, as regular routine custodial service location, remove 4381 Broadway, Suite 100, American Canyon, and 994 Kaiser Road, Napa, as regular routine custodial service locations, and decrease maximum compensation under the agreement for Fiscal Year 2024-25.
FISCAL & STRATEGIC PLAN 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? |
New services are budgeted in Fund 1000, Sub-Division 1010000 and Fund 1420, Subdivision 1420000 |
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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: |
No future fiscal impact. This agreement will expire on 6/30/2025. |
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Consequences if not approved: |
If the amendment is not approved, the County would be unable to obtain additional timely routine custodial services. |
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.