RESOURCE MANAGEMENT AGENCY - M. CHAMBLESS

Approve an amendment to the Schedule of Approved Positions to reflect Five new Custodian Positions and One Custodial Lead Position. Approve budget appropriation in the amount of $396,319.00 to Resource Management Agency (RMA) for Wages/Salaries for five (5) Custodian positions and one (1) Custodian Lead position, startup supplies, and material expenses, and three (3) vehicles for RMA through the San Benito County Enterprise Fleet Management Auto Lease Program with the option to buy in an amount not to exceed $40,000 each; delegate the authority to negotiate and purchase to the RMA Director. Also, approve the budget transfer in the amount of $25,828.00 for four (4) months Outside Labor from Current Cleaning Services Contract to the Salaries and Benefits to cover a portion of Salaries and Wages from the Custodial Staff. (4/5th vote required)

SBC FILE NUMBER: 105.3

On December 14, 2021 the board approved job specs for Custodian and Custodian Lead. The next step in hiring and onboarding staff would be to approve the budget appropriation to cover the wages of these positions and the costs of associated materials. Once approved we will begin the interviewing process. We will begin with six (6) positions and hire an additional one (1) if the workload determines it is needed. This budget appropriation is to cover six (6) of the seven (7) approved positions.

Due to the hiring process, training, wages, and startup costs will overlap with the M.A. Jones janitorial contract for four (4) months: March, April, May, and June of 2022. We cannot quit service until we have a functioning staff that is properly trained and we have acquired the needed tools, material, and vehicles. This is why we have requested a Budget Appropriations and  Budget Transfer. A separate item has been placed on this agenda, requesting the Board approve Amendment #5 to M.A. Jones' contract, to remove the Behavioral Health Building and Esperanza Center from the list of County Departments receiving cleaning services.  Following approval of Amendment #5, we will transfer $25,828 from the contract expenses to supplement inhouse custodian startup fees and salaries.

The Board of Supervisors approved the in-house hiring of seven (7) janitorial staff on September 14^th, 2021, determining the County will benefit financially and our needs better met once janitorial services are managed onsite. An in-house Custodian team will replace janitorial services currently contracted with M.A. Jones Cleaning Services, Inc.

Staff has worked to finalize job specifications, meet and confer with SCIU, define supervisory and training needs, and identify all equipment to be purchased. We now have defined Custodian and Custodian Lead Worker positions. Staff plans to begin with a team of six (6) Custodians and proceed to hire one (1) additional custodian if needed due to workload.

The custodial team will be reporting to the Building and Grounds Maintenance Supervisor.

 Timeline:

·        Recruiting process 6 weeks Jan 17 to Feb 25 (Because BOS is not till Jan 25th this will be pushed about 2 weeks and we will post the job and collect applications before board approval but only move forward with interviews if approved on Jan 25th.)

·        Training 8 weeks Feb 28th to April 22nd

·        Custodian team in full service May 2022

·        Delays in acquiring Vans may require us to keep contract with M.A. Jones until completion in June 2022. If Vans are purchased we can serve 30 day quit on May 1, 2022.

o   M.A. Jones Cleaning Service’s contract is set to expire in June 2022. The County has a 30 day quit option.

On June 25, 2019 the Board of Supervisors approved a three-year contract with Cleaning Services (M.A. Jones, Inc. dba Cleaning Services) to provide routine janitorial services at various County buildings, for an amount not to exceed $519,828.00. The contract was awarded to Cleaning Services through an RFP process.  Staff prepared and advertised an RFP for these services.  Only 2 responsive proposals were received and staff had identified Cleaning Services as the most-qualified firm.  With recent changes to County Departments there have been requests to add services to various departments and to add new office locations (New Behavioral Health Building, Jail Expansion, and Public Health), including the new vaccine clinic. The janitorial contract is now a total amount of $616,571.00.  In response to COVID-19 additional services were contracted for Janitorial emergency service totaling $324,590 which expired June 30, 2021. This brings the janitorial total costs to $941,161.00. Since emergency services have ended many deficiencies in service have been reported.

On June 22, 2021, the board requested an item be placed on a future agenda regarding janitorial services. County staff brought forth a complete cost analysis of having in-house janitorial services vs. outsourced cleaning services and the aspects of potentially going to a new RFP for board discussion.  The Board of Supervisors approved the in-house hiring of seven (7) janitorial staff on September 14^th, 2021, determining the County will benefit financially and our needs better met once janitorial services are managed onsite. An in-house Custodian team will replace janitorial services currently contracted with M.A. Jones Cleaning Services, Inc.  However, due to the hiring process, training, wages, and startup costs will overlap with the M.A. Jones janitorial contract for the remaining four (4) months on the contract term: March, April, May, and June of 2022.  A separate item has been placed on this agenda, requesting the Board approve Amendment #5 to M.A. Jones' contract, to remove the Behavioral Health Building and Esperanza Center from the list of County Departments receiving cleaning services.

Costs for cleaning services are split among all departments including Subvented and general fund departments. The Resource Management Agency Department bills Subvented funds for the cleaning in their facilities.