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Approve the execution of a purchase order for the extension of procured carpet cleaning services with Casson & Son Carpet Care in the amount of $197,171; and Authorize the County Administrator or designee to execute the purchase order and any subsequent amendments, with County Counsel concurrence, within the project-approved budget
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Published Notice Required? Yes ____ No _X _
Public Hearing Required? Yes ____ No _X _
DEPARTMENTAL RECOMMENDATION:
The Department of General Services recommends that the Board of Supervisors:
1. Approve the execution of a purchase order (PO) for the extension of procured carpet cleaning services with Casson & Son Carpet Care in the amount of $197,171; and
2. Authorize the County Administrator or designee to execute the PO and any subsequent amendments, with County Counsel concurrence, within the project-approved budget.
SUMMARY/DISCUSSION:
The Department of General Services is recommending the Board authorize the execution of a PO for $197,171 with Casson & Son Carpet care for carpet cleaning services throughout various County facilities totaling 579,912 square feet (sq. ft). The carpet cleaning service extends the life of the carpet and helps to reduce employee illness by removing dirt that can allow bacteria to build up.
A Request for Proposals (RFP) for Countywide carpet cleaning services was conducted in 2021 to obtain a contractor. The RFP stated that the effective period for services would be September 1, 2021, through September 1, 2024, with the County reserving the right to extend the service period for one year at a time, not to exceed a total of five years. The period of September 2024 through September 2025 is Year Four.
Casson & Son Carpet Care, the successful bidder in the RFP process, is a local vendor based in Winters, CA that has been in business since 1995. They have partnered with Solano County for many years and have been a reliable source of expertise with an excellent response time.
The addresses and total square footage of carpet to be cleaned per building is included in Attachment A.
FINANCIAL IMPACT:
Upon approval by the Board, a PO for procurement of services will be created and processed per County Purchasing Policy. The total cost of the PO will be $197,171 and will be absorbed by the FY2024/25 General Services Facilities Operations Custodial Working Budget (BU 1659).
The costs associated with preparing the agenda item are nominal and absorbed by the department’s FY2024/25 Working Budget.
ALTERNATIVES:
The Board may choose not to authorize the PO and maintenance can be performed on an ad hoc basis. This is not recommended as the County is not staffed to efficiently perform carpet care services. The work would have to happen after regular business hours and would require either hiring more staff or increasing overtime which would have a negative impact on County staff. Performing the work on an ad hoc basis would also lead to an expedited breakdown of the carpet, as not all carpets would be cleaned on a routine basis, which will have costly long-term impact to the County.
OTHER AGENCY INVOLVEMENT:
County Counsel approved this recommendation and reviewed/approved the PO template as to form
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION