DATE: June 10, 2025
TO: Board of Supervisors
SUBMITTED BY: David Luchini, RN, PHN, Director, Department of Public Health
SUBJECT: Suspension of Competition for Retroactive Agreement with PBC SolutionsOne, Inc. DBA CCS Facility Services.
RECOMMENDED ACTION(S):
TITLE
1. Under Administrative Policy No. 34 for competitive bids or requests for proposals (AP 34), determine that an exception to the competitive bidding requirement under AP 34 is satisfied and a suspension of competition is warranted due to unusual or extraordinary circumstances, and that the best interests of the County would be served by entering into an agreement with PBC SolutionsOne, Inc. dba CCS Facilities Services as they are the only vendor to offer uninterruptible janitorial services; and
2. Approve and authorize the Chairman to execute a retroactive Agreement with PBC SolutionsOne, Inc. dba CCS Facility Services to provide janitorial services at the Brix-Mercer Complex and Fresno County Animal Services building effective January 1, 2025, through December 31, 2025, total not to exceed $212,472.
REPORT
There is no increase in Net County Cost associated with the recommended actions. The recommended actions will allow the Department of Public Health (Department) to continue to compensate PBC SolutionsOne, Inc. dba CCS Facilities Services (CCS) for providing janitorial services at the Brix-Mercer Complex and Fresno County Animal Services building. While the Brix-Mercer Complex is located within District 3, and the Animal Services building is located within District 1, the services provided at those locations are countywide.
ALTERNATIVE ACTION(S):
Should your Board not approve the recommended actions, the Department would be unable to compensate CCS for services provided from January 1, 2025. The Department would then be without janitorial services for the Brix-Mercer Complex and the Fresno County Animal Services building pending the timeframes to submit a Request for Quote and future Board approval of any potential bidder.
SUSPENSION OF COMPETITION/SOLE SOURCE CONTRACT:
It is requested that the County find under AP 34 that an exception to the competitive bidding requirement is satisfied, and a suspension of competition is warranted due to unusual or extraordinary circumstances, as CCS currently provides janitorial services for the Department of Public Health at its Brix-Mercer Campus and Fresno County Animal Shelter. The Facility Management Team of Public Health administers the contract janitorial for the Department. Maintaining janitorial services is essential, especially within the Department’s medical clinics and the Fresno County Animal Shelter. The Department has utilized CCS since 2020. The Department requires additional time to complete the Request for Quotation process for determination, selection, and onboarding of any new contracted providers. The General Services Department - Purchasing concurs with the Department’s assessment that this satisfies the exception to the competitive bidding process required by AP 34.
A complete termination of janitorial services would create a health and safety issue for the Department while the Request or Quotation process is ongoing.
RETROACTIVE AGREEMENT:
The current Agreement, A-22-458, was effective January 1, 2020, until December 31, 2023 and included two optional one-year extensions, upon written approval by both parties no later than 30 days prior to the first day of the next 12-month extension period. Due to Contractor's oversight, the letter to extend was not returned within the term of the original agreement requiring 30-days advance notice, which resulted in the agreement expiring effective December 31, 2024. Approval of the recommended action would ensure appropriate compensation to the contractor and eliminate a gap in janitorial services.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended actions. The maximum compensation ($212,472) will be offset with Health Realignment funds. Sufficient appropriations and estimated revenues are included in the Department’s FY 2024-2025 Adopted Budget and will be included in future budget requests. The current outstanding invoices for this vendor total $68,651.85.
DISCUSSION:
On December 15, 2020, the Board approved Agreement No. 20-508 to provide janitorial services to the Brix-Mercer Complex located at 1221 Fulton Street for up to a five-year term, not to exceed $555,400.
On October 11, 2022, the Board approved Agreement No. 22-458 to increase compensation and add the Fresno County Animal Services building located at 1510 W. Dan Ronquillo Dr. along with temporary testing sites with an increased maximum to not exceed $955,968. The term of the agreement includes two optional one-year extensions. The letter to exercise the final one-year extension was submitted to CCS by County staff on September 26, 2024 with an advance notice deadline of December 1, 2024. CCS returned the letter late on December 5, 2024, resulting in the agreement expiring on December 31, 2024. CCS provided intent to renew the entire time while waiting for the letter to be signed and provided verbal confirmation of renewal. CCS was evaluating potential applicability of Senate Bill 525 (Labor Code 1182.14) to its workforce when providing services at a facility that provides health care services. Ultimately, the specific regulation was not applicable to the proposed Agreement.
The term of this Agreement is for one year, retroactive to January 1, 2025, through December 31, 2025, consistent with the original terms of the agreement.
Approval of the recommended actions will allow CCS to continue providing janitorial services through the fifth and final year of the original agreement to the Department of Public Health’s Brix-Mercer Complex and the Fresno County Animal Shelter. The Department will complete a Request for Quotation including selection of a vendor and submission of a new agreement to your Board.
REFERENCE MATERIAL:
BAI #32, October 11, 2022
BAI #71, December 15, 2020
ATTACHMENTS INCLUDED AND/OR ON FILE:
Suspension of Competition Acquisition Request Form
On file with Clerk - Agreement with CCS
CAO ANALYST:
Ron Alexander