January 7, 1999
The Honorable Board of Supervisors
County of Los Angeles
383 Kenneth Hahn Hall of Administration
500 West Temple Street
Los Angeles, CA 90012
Dear Supervisors:
AWARD CUSTODIAL CONTRACT TO
EXPERT DEVELOPMENT & SERVICES, INC.
(DISTRICT 4 - 3 VOTES)
IT IS RECOMMENDED THAT YOUR BOARD:
Find that custodial services can be performed more economically by an independent contractor.
Authorize the ISD Interim Director to utilize the most recent custodial services solicitation for the selection of Expert Development & Services, Inc. (Expert) as the replacement contractor for the Registrar-Recorder Headquarters.
Award a contract to Expert for custodial services at the Registrar-Recorder Headquarters (Attachment A), for two years with three one-year renewal options, with a first year amount of $255,286. This amount includes a 15% contingency for unexpected requirements.
The Honorable Board of Supervisors
January 7, 1999
Page 2
4. Authorize the ISD Interim Director to extend the contract on a month to month basis at the end of the contract term, not to exceed six months.
5. Approve and instruct the Chairman to sign and return one copy of the executed agreement.
PURPOSE OF RECOMMENDED ACTION:
To replace the current custodial contractor for the Registrar-Recorder Headquarters.
JUSTIFICATION:
A custodial services contract for the Registrar-Recorder Headquarters building was awarded by your Board to Bell Building Maintenance Company (Bell) on July 14, 1998. Services began on August 1, 1998. The level and quality of service provided by Bell have not met contract requirements. Monetary assessments of $4,350 have been made, but the firm's performance continued to be deficient.
On November 9, 1998, Bell presented a letter to ISD requesting termination of the contract. Because of continuing problems and with the concurrence of the Registrar-Recorder, ISD determined that it was in the best interest of the County to terminate the contract for default as of December 31, 1998 and award a temporary contract under County Purchasing Agent authority until a new contract was awarded.
FISCAL IMPACT:
The total estimated cost to provide the services with County staff is $358,104. Proposed total cost for the first contract year is $239,192, which includes contract monitoring costs, but excludes the contingency amounts. The estimated savings are $118,912 (Attachment B) for the first year.
FINANCING:
Funding for the contract cost is included in ISD's Budget for 1998-99. Costs will be recovered by billing the Registrar- Recorder for services.
The Honorable Board of Supervisors
January 7, 1999
Page 3
FACTS AND PROVISIONS/LEGAL REQUIREMENTS:
Termination for Default action, effective December 31, 1998, has been taken against Bell. Damages against Bell will be levied pursuant to the contract for costs to replace their services by deducting the contract sum of $5,000 from their final payment.
This agreement will commence upon approval by your Board with an initial term of two years, with three one-year renewal options. Language in the contract allows for monitoring and assessments for non-compliance with the contract requirements.
In addition, the contractor shall give first consideration for any employment openings to County employees targeted for layoff or qualified former County employees who are on a re-employment list during the life of the contract when filling future vacancies. The contract also requires that the contractor consider hiring participants in DPSS' GAIN program who meet the contractor's minimum qualifications for open positions.
Expert has met all of the provisions of the District Attorney's Dependent Support Program.
Community Business Enterprise (CBE) information is attached. Expert was selected without regard to gender, race, color or creed.
CONTRACTING PROCESS:
A formal solicitation for custodial services for the Registrar-Recorder Headquarters building was released on March 30, 1998. As a result of that solicitation, a contract was awarded to Bell. Expert was the next highest scoring proposer with the next lowest contract cost.
Due to the necessity to replace the current contractor as soon as possible, ISD believes it is more efficient and in the County's best overall interests to utilize the last solicitation (which concluded in May 1998) to select a replacement vendor.
The Honorable Board of Supervisors
January 7, 1999
Page 4
This is a Proposition A contract and all of the mandatory prerequisites for award of the contract as set forth in Section 2.121.380 of the County Code have been satisfied. Award of the contract will not violate County Code 2.180.010. County Counsel has approved the contract as to form.
IMPACT ON CURRENT SERVICES (OR PROJECTS):
Based on the performance of Expert on other County contracts, it is anticipated that custodial services provided for the Registrar-Recorder Headquarters building will be improved significantly by Expert.
Respectfully submitted,
JOAN OUDERKIRK
Interim Director
JO:sj
Attachments
c: Executive Officer, Board of Supervisors
Chief Administrative Officer
Auditor-Controller
County Counsel
Registrar-Recorder
Cusbdltr2
ATTACHMENT A
ANNUAL CONTRACT COSTS
REGISTRAR-RECORDER - EXPERT DEVELOPMENT & SERVICES, INC.
CONTRACT COST $221,988
15% CONTINGENCY 33,298 TOTAL CONTRACT COST $255,286 $255,286
ATTACHMENT B
PROPOSITION A CONTRACTING
COMPARISON OF ESTIMATED AVOIDABLE COSTS
TO THE COST OF CONTRACTING
DIRECT COUNTY
SALARIES $ 244,788
EMPLOYEE BENEFITS $ 78,332
TOTAL CONTRACT COST $ 323,120
SERVICES AND SUPPLIES $ 16,156
OTHER ___________
TOTAL DIRECT $ 339,276 $ 339,276
INDIRECT
TOTAL OVERHEAD $ 86,683
UNAVOIDABLE OVERHEAD $ 67,855
TOTAL AVOIDABLE OVERHEAD $ 18,828 $ 18,828
TOTAL COUNTY COST $ 358,104
DIRECT CONTRACTOR
CONTRACT COST $ 221,988
OTHER (SPECIFY) _________
TOTAL DIRECT $ 221,988
INDIRECT
EMPLOYEE TRAINING
CONTRACT MONITORING $ 17,204
OTHER (SPECIFY)
OTHER DIRECT _________
TOTAL CONTRACT COST $239,192 $239,192
TOTAL CONTRACT SAVINGS $118,912
ATTACHMENT C
EMPLOYEE WAGES AND BENEFITSEMPLOYEE WAGES AND BENEFITS
The proposed contracts will reduce the County's cost to provide custodial services by an estimated $118,912 based on Auditor-Controller guidelines for cost comparison. Additional information on contract employee's wages and benefits is listed below:
EXPERT DEVELOPMENT & SERVICES, INC.
5 days vacation per year WAGES: $5.75 hr. Custodian
2 shirts per person $9.00 hr. Supervisor
10 holidays per year
3 sick days per year MEDICAL: Kaiser
Employee pays 20% of total premium
for employee only. No deductible.
ATTACHMENT D
COMMUNITY BUSINESS ENTERPRISE PARTICIPATION
MINORITY/WOMEN INFORMATION
EXPERT TOTAL NUMBER OF EMPLOYEES/OWNERS: OWNERS/PARTNERS/ASSOCIATES: Black/African American Hispanic/Latin American Asian American 1 Filipino American American Indian/Alaskan White All Others Women (included in above) MANAGERS: Black/African American 2 Hispanic/Latin American 12 Asian American 2 Filipino American American Indian/Alaskan White All Others Women (included in above) 4 STAFF: Black/African American 6 Hispanic/Latin American 9 Asian American 97 Filipino American American Indian/Alaskan White All Others Women (included in above) 38 TYPE OF BUSINESS STRUCTURE: (Corp. = C; Partner = P; Sole Proprietor = S) C TOTAL NUMBER OF OWNERS/PARTNERS, ETC: PERCENTAGE OF OWNERSHIP: Black/African American Hispanic/Latin American Asian American 100% Filipino American American Indian/Alaskan White All Others Women (included in above) CURRENT CERTIFICATION AS COMMUNITY BUSINESS ENTERPRISE (CBE) OWNED FIRM State of California - Yes/No N City of Los Angeles - Yes/No Y Federal Government - Yes/No N