TO: Board of Supervisors
FROM: Steven Lederer - Director of Public Works
REPORT BY: Amanda Exum - Staff Services Analyst I
SUBJECT: Amendment No. 6 to Professional Services Agreement 180073B with Superior Building Services, Inc.
RECOMMENDATION
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Director of Public Works requests approval of and authorization for the Chair to sign Amendment No. 6 to Agreement No. 180073B with Superior Building Services, Inc. increasing maximum compensation by $35,140 for Fiscal Years 2023-24 and 2024-25 for a new annual maximum of $141,895 per fiscal year to compensate for additional custodial services and supplies at various County locations.
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EXECUTIVE SUMMARY
Approval of Amendment No. 6 will amend the agreement to include new regular routine custodial services locations at The Avenues houses 1, 2, and 3 (Fresh Start) located at 2100 Napa-Vallejo Hwy., the County Airport located at 2000 Airport Road, and Napa Main Library located at 580 Coombs Street. Additionally, the amendment will increase services at the American Canyon Library and Calistoga Library branches and include additional supplies for Napa County Roads Department. Maximum annual compensation will increase for regular routine services by $20,140, supplies by $500, and non-routine services by $14,500 per fiscal year for a total increase of $35,140 in Fiscal Years 2023-24 and 2024-25 to compensate for additional services and additional supplies.
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? |
Napa Main Library-2020001, Calistoga Library-2020004, American Canyon Library-2020002, Roads-2040000, Airport-5010000, Health and Human Services Agency-2000203 |
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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 and the general public. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
The amount will be budgeted accordingly in future fiscal years. |
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Consequences if not approved: |
If the amendment is not approved, the County would be unable to obtain additional routine and non-routine custodial services and supplies at County locations. |
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County Strategic Plan pillar addressed: |
Effective and Open Government |
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.
BACKGROUND AND DISCUSSION
On August 1, 2017, after a competitive Request for Proposals, Napa County entered into Professional Services Agreement No. 180073C with Superior Building Services, Inc. (Superior), for regular and annual custodial services, supplies, and non-routine custodial services for the American Canyon Library and the Calistoga Library. Subsequently, Superior was also chosen to provide services to the Roads Department and the Weights and Measures Department after a competitive bidding process.
On May 1, 2018, Napa County's Purchasing Agent approved Amendment No. 1 to the Agreement to add to the scope of work and increase maximum compensation to include custodial services for the Roads Department and Weights & Measures Department.
On December 14, 2018, Napa County's Purchasing Agent approved Amendment No. 2 to include custodial services at the South Napa Homeless Shelter and to increase maximum compensation accordingly. The justification for the increases and additional sites were based upon the results of a competitive bidding process. The contractor's pricing was the lowest of the bids that were submitted.
On June 4, 2019, the Board approved Amendment No. 3 (renumbering the agreement to 180073B to reflect signature authority) to increase the contract maximum by $24,910 for additional non-routine custodial services throughout County properties, including locations not covered in the Agreement. Those sites included Napa County Records and Health and Human Services Agency American Canyon Satellite Offices.
On June 23, 2020, the Board approved Amendment No. 4 to extend the term up to five (5) years (to June 30, 2025), amend the scope of work to include additional days of services at American Canyon Library and Calistoga Library due to their increased hours, and increased the annual maximum compensation by $9,470 for fiscal years 2020-21 through 2022-23 (new annual maximum of $95,935) and by an additional $4,880 for fiscal years 2023-24 and 2024-25 (new annual maximum of $100,815) to compensate for added services and increased costs.
On June 21, 2022, the Board approved Amendment No. 5 to amend the agreement to update the scope of work to include increased services for Napa County Records Center and Calistoga Library, to include additional supplies for Napa Records Center, County Roads Department, and Health and Human Services Agency, American Canyon, and to increase annual maximum compensation accordingly by $5,705 for fiscal year 2022-23 (from $95,935 to $101,640 in fiscal year 2022-23) and by an additional $5,940 for fiscal years 2023-24 and 2024-25 (from $100,815 to $106,755).
Amendment No. 6 will amend the agreement to update the scope of work to include new regular routine custodial services locations at The Avenues houses 1, 2, and 3 (Fresh Start) located at 2100 Napa-Vallejo Hwy., the County Airport located at 2000 Airport Road, and Napa Main Library located at 580 Coombs Street. The Avenues (Fresh Start) locations will receive annual and biannual services, the Airport will receive quarterly services, and the Napa Main Library will receive annual and biannual services. Additionally, the amendment will increase annual and biannual services at the American Canyon Library, add annual services and increase biannual services at the Calistoga Library, and will increase supplies maximum for Napa County Roads Department.
Approval of Amendment No. 6 will increase maximum annual compensation for regular routine services by $20,140, supplies by $500, and non-routine services by $14,500 per fiscal year for a total increase of $35,140 for a new annual maximum of $141,895 in Fiscal Years 2023-24 and 2024-25 to compensate for additional service locations, additional services at existing locations, and additional supplies.
Superior Building Services, Inc is not a local vendor.