September 7, 2000
The Honorable Board of Supervisors
County of Los Angeles
383 Kenneth Hahn Hall of Administration
500 West Temple Street
Los Angeles, California 90012
Dear Supervisors:
AWARD OF CUSTODIAL SERVICES - AREA 8 CONTRACT
FOR THE COUNTY OF LOS ANGELES PUBLIC LIBRARY (1,4,5)
(3 VOTE MATTER)
IT IS RECOMMENDED THAT YOUR BOARD:
1. Make a finding that services can be performed more economically by an independent contractor;
2. Approve and instruct the CHAIR to sign a four-year agreement with Advanced Building Maintenance Company, at an annual cost of $193,628.36 for the provision of custodial services in the Public Library=s Area 8, effective October 4, 2000 through October 3, 2004; and
3. Authorize the County Librarian to sign modifications created by increases or decreases in the number of facilities or hours of operation at any of the County libraries in Area 8 over the term of the agreement, and to sign monthly extensions as set forth in the agreement for a period not to exceed six months, if needed.
PURPOSE OF RECOMMENDED ACTION:
The recommended contract award is needed to continue the provision of custodial services at 13 libraries located in the Public Library=s Area 8 (East County area). Custodial service to these facilities is currently operating under a temporary month-to-month agreement which expires on October 3, 2000.
JUSTIFICATION:
The contracted services are required to provide custodial services at 13 of the Department=s facilities.
The Honorable Board of Supervisors
September 7, 2000
Page 2
FISCAL IMPACT:
The recommended contractor=s annual cost of $193,628.36 represents a cost savings of $77,662 (28.63%) over the estimated County cost (including start up costs) to perform similar services for the first year. The proposed contract does not include any cost-of-living increases.
FINANCING:
Funds are available in the Department=s operating budget.
FACTS AND PROVISIONS/LEGAL REQUIREMENTS:
The Department is recommending the contract be awarded to Advanced Building Maintenance Company, for four years effective October 4, 2000 through October 3, 2004. We are requesting that your Board authorize the Acting County Librarian to sign agreement modifications created by increases or decreases in the number of facilities or hours of operation at any of the County libraries located in Area 8 during the term of the contract and to sign monthly extensions as set forth in the agreement for a period not to exceed six months if needed.
All requirements of County Code Section 2.121.380 have been met and there is no conflict of interest as specified in County Code Section 2.121.295. On final analysis and consideration of an award, this contractor was selected without regard to sex, race, color, or creed.
The contract contains a provision which requires the contractor to give first consideration for any employment openings to qualified permanent employees who are targeted for layoff or on re-employment lists during the life of the agreement. The attached contract has been approved as to form by County Counsel.
CONTRACTING PROCESS:
Under the provisions of Section 2.121.250 through Section 2.121.420 of the Los Angeles County Code as amended, proposals were solicited for the provision of custodial services for the County of Los Angeles Public Library. On May 3, 2000, proposals were solicited from the Public Library=s bidder=s list which includes contractors listed on the County=s ADirectory of Minority and Women-Owned Businesses.@ Advertisements were placed in the Los Angeles Times, The Sentinel, and a chain of bilingual community ethnic newspapers published by The Eastern Group. The solicitation information was also made available to perspective contractors on the Internet through the County=s Office of Small Business Participation=s web site. The Community Business Enterprise (CBE) information is summarized on attached documents.
The bidder=s conference was held on May 19, 2000 where contractors were informed of the County=s Living Wage Program and Contractor Responsibility and Debarment provisions. Nine proposals were received by the Library on June 29, 2000. The Public Library reviewed and evaluated the proposals and rated them according to business experience, financial resources, compliance with the Living Wage Program, ability to perform the work, and cost to the County. Four proposals were deemed non-responsive (two did not complete the mandatory bidder=s conference and two proposals were incomplete). Advanced Building Maintenance received the highest overall rating by the Department=s evaluation committee.
Honorable Board of Supervisors
September 7, 2000
Page 3
The Department has evaluated and determined that the contractor fully complies with the requirements of the Living Wage Program (County Code Chapter 2.201) and agrees to pay its full-time employees providing County services a living wage.
The Department determined, through the Request for Proposals process, that these services can be performed more economically by an independent contractor and proposes awarding a contract to Advanced Building Maintenance. The County Auditor-Controller=s office has reviewed and approved the Department=s Avoidable Cost Analysis.
Advanced Building Maintenance is a minority/woman-owned business. The State Labor Commissioner=s Office reports finding no labor/wage violations. Advanced Building Maintenance will pay its employees a living wage of not less than $9.46 per hour. Advanced Building Maintenance also provides employees with paid holidays and five days of paid annual vacation. A Proposition A Contracting - Employee Wage & Benefits form summarizing and comparing the Contractor=s wages and benefits to those of the County is attached.
Advanced Building Maintenance has certified that it will comply with all terms, conditions, and requirements of the County=s Living Wage Program. Contractor agrees to notify and assist its employees with the Federal Earned Income Tax Credit application process. Advanced Building Maintenance completed and submitted the Principal Owner Information form and the Child Support Compliance Program Certification form to the District Attorney=s office as required by the County=s Child Support Compliance Program.
IMPACT ON CURRENT SERVICES:
There will be no impact on current services.
CONCLUSION:
The custodial services provided under the recommended contract are essential to the Department.
Respectfully submitted,
Wendy J. Romano
Acting County Librarian
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Attachments