DATE: November 24, 2020
TO: Board of Supervisors
SUBMITTED BY: Margaret Mims, Sheriff-Coroner-Public Administrator
Kirk Haynes, Chief Probation Officer
SUBJECT: Second Amendment to Agreement with Trinity Services Group, Inc.
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute the Second Amendment to Agreement No. A-15-628 with Trinity Services Group, Inc. for meal services for the Sheriff-Coroner-Public Administrator’s Office and Probation Department detention facilities, extending the term by one year commencing on January 1, 2021 to December 31, 2021 and increasing the maximum by $8,249,463 to a total of $47,181,282.
REPORT
There is no additional Net County Cost associated with the recommended action. The recommended amendment would allow for Trinity Services Group, Inc. to extend the Agreement for another year. Approval of the recommended action will grant authority to the Sheriff, Probation Chief, or her/his designee to approve a 2.0% increase in meal services pricing to offset the inflationary costs associated with purchasing food items and a $0.044 increase in meal services pricing to offset the State of California minimum wage adjustment. Both price increases, will become effective January 1, 2021. The Sheriff’s Office and Probation Department are requesting for a year extension to allow time to request for quotations for meal services as the process was delayed due to the COVID-19 Public Health Emergency. This item is countywide.
ALTERNATIVE ACTION(S):
Your Board may choose not to approve the recommended amendment to the Agreement. However, the agreement will not be extended for another year and services will need to be bid out. There is no practical alternative under the circumstances as the Sheriff’s Office and Probation believe there is no greater cost-effective alternative.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. The Sheriff-Coroner-Public Administrator’s Office and Probation Department have sufficient appropriations included in their respective budgets (Sheriff-Coroner-Public Administrator Org 3111 and Probation Org 3440) for costs associated with inflation and minimum wage increase.
The requested increase in the amount payable to Trinity Services Group, Inc. is a 2.0% increase in meal services pricing to offset the inflationary costs associated with purchasing food items, and a $0.044 increase in meal services pricing to offset the State of California minimum wage adjustment in calendar year 2021. Sufficient appropriations will be included in future recommended budgets for both departments.
The Sheriff’s Office and Probation expect that the recommended increase in the maximum amount payable of $8,249,463 would be allocated as follows: Sheriff’s Office would be $6,949,463; and Probation would be $1,300,000.
DISCUSSION:
On December 15, 2015, the Board approved the existing agreement with Trinity Services Group, Inc. to provide meal services for the Sheriff’s Office and Probation Department detention facilities. The current agreement does not allow for funding for minimum wage increases in Trinity Services Group, Inc.’s costs for fiscal year 2021.
On April 3, 2018, the Board approved Amendment I to Agreement No. A-15-628 with Trinity Services Group, Inc. to allow the offset of costs associated with California’s minimum wage increases for the Sheriff’s Office and Probation Department in the following maximum amounts, based on Trinity Service Group Inc.’s request, and subject to approval of the Sheriff or his/her designee: three percent (3%) in calendar year 2018; six percent (6%) in calendar year 2019; and six percent (6%) in calendar year 2020
Approval of the recommended second amendment would allow Trinity Services Group, Inc. to extend the Agreement for another year for County’s operational purposes and for more time to request for quotations for meal services, January 1, 2021 through December 31, 2021 with a 2.0% increase in meal services pricing to offset the inflationary costs associated with purchasing food items and a $0.044 increase in meal services pricing to offset the State of California minimum wage adjustment. The new pricing will become effective January 1, 2021 with meals subject to the appropriate sales tax rate.
REFERENCE MATERIAL:
BAI #27, April 3, 2018
BAI #19, December 15, 2015
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Amendment II to Agreement
CAO ANALYST:
Yussel Zalapa