Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Ann M. Stillman, Director of Public Works
Subject: Amendment to the Agreement with Karla's Janitorial & Suppliers
RECOMMENDATION:
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Adopt a resolution:
A) Authorizing an amendment to the Agreement with Karla's Janitorial & Suppliers for custodial services at various County owned and leased facilities, and extending the term through June 30, 2026, and increasing the not-to-exceed amount up to $324,493.68 for a new not-to-exceed amount of up to $2,179,083.48; and
B) Authorizing the County Executive Officer, or designee, to extend the term of the Agreement on a month-to-month basis through October 31, 2026, if necessary, for continuity of custodial services.
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BACKGROUND:
The Department of Public Works (Department) is responsible for providing and managing contract custodial services for County owned and leased facilities. The Department currently relies on contract custodial services for eleven County facilities that are not proximate to the County Government Center.
On September 28, 2021, this Board adopted Resolution No. 078455, authorizing an Agreement with Karla’s Janitorial & Suppliers (Karla’s) for contract custodial services for ten County facilities in an amount of $1,298,980.08 and a term from October 1, 2021 through September 30, 2024.
As authorized by Resolution No. 078455, the Director of Public Works executed Amendment Nos. 1 and 2 increasing the not-to-exceed amount by $300,000 for a new not-to-exceed amount of $1,598,980.08 and extending the term through April 30, 2025.
The Department issued a request for proposals (RFP) for Custodial Services in January 2025 such that a recommendation for an agreement could be presented to the Board prior to April 30, 2025. However, the item was not considered by the Board and instead on April 22, 2025, this Board adopted Resolution No. 081102, amending the Agreement with Karla’s to increase the not-to-exceed amount by $255,609.72 for a new not-to-exceed amount of $1,854,589.80 and extending the term through October 31, 2025.
On June 10, 2025, this Board adopted Resolution No. 081196, authorizing and directing the County Executive Officer, or designee(s), to establish a contracting policy for
janitorial service contracts awarded by the County and to report back to the Board regarding the status of the policy within six months.
DISCUSSION:
Karla's contract expires on October 31, 2025, and their authorized funding will have been exhausted by that date. The Department recommends amending the Agreement with Karla's through June 2026 and authorizing the County Executive Officer, or designee, to execute amendments for term and amount if necessary to facilitate uninterrupted janitorial services. Once the janitorial service contracting policy is established, the Department must prepare a solicitation consistent with a contracting policy, facilitate the RFP process, and recommend a custodial services agreement to the Board. The recommended action will allow for uninterrupted janitorial and building services of current eleven County facilities for which these services are provided and allow for flexibility that may be necessary depending upon the RFP process and results.
The recommended increase in the not-to-exceed amount of the amendment allows for the current level of service to continue at a cost of $40,561.71 per month.
The Department recommends the Board authorize the County Executive Officer, or designee, to extend the agreement through October 31, 2026, if needed, on a month-to-month basis as mutually agreed upon by both parties. The monthly cost to continue services beyond June 30, 2026, if said services are necessary, would be $40,561.71 per month. This will ensure continuity of custodial services and allow for the time needed for the RFP process and award of a new agreement.
The County Attorney has reviewed and approved the amendment and resolution as to form.
COMMUNITY IMPACT:
The Department’s Building Services Section is committed to providing consistent, high-standard custodial services for County facilities regardless of department, location, or size of the space. The Department’s mission and commitment is to provide custodial services to all our clients. Building Services collects customer feedback regarding the quality of services on a regular basis and are always prepared to address any concerns related to quality of work.
FISCAL IMPACT:
The term of this amendment is through June 30, 2026, for an amount not to exceed up to $2,179,083.48. Funding for this amendment is included in the Department of Public Works Approved Budget for FY2025-26 and funding for future fiscal year custodial services will be included in future fiscal year budgets.
There is no additional impact to the General Fund.