Resolution 2018-30535 Resolution No. 2018-30535
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY
MANAGER, PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO. 2017-070-JC,
FOR JANITORIAL SERVICES; AUTHORIZING THE ADMINISTRATION TO ENTER
INTO SIMULTANEOUS NEGOTIATIONS WITH ABLE BUSINESS SERVICES, INC.,
THE TOP RANKED PROPOSER, AND SFM SERVICES, INC., THE SECOND
RANKED PROPOSER; FURTHER, AUTHORIZING THE CITY MANAGER TO
SELECT THE FIRM THAT WILL SERVE AS THE PRIMARY CONTRACTOR, BASED
ON THE CITY MANAGER'S DETERMINATION OF THE FINAL NEGOTIATED
PROPOSAL THAT OFFERS THE CITY THE BEST COMBINATION OF PRICING,
SERVICES, AND TERMS, WITH THE REMAINING FIRM TO SERVE AS THE
SECONDARY CONTRACTOR; AND FURTHER, AUTHORIZING THE MAYOR AND
CITY CLERK TO EXECUTE AN AGREEMENT WITH EACH PROPOSER UPON
CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION.
WHEREAS, the City seeks to preserve Miami Beach as a world-class destination, and has
established a high standard for the cleanliness of its facilities; and
WHEREAS, the City utilizes a janitorial services company to meet and exceed the daily
cleaning needs of City buildings, properties and public spaces; and
WHEREAS, the current janitorial services contract expires on February 23, 2019; and
WHEREAS, in anticipation of the expiration of the current janitorial services contract, the
Administration determined that a replacement contract is required; and
WHEREAS, On July 26, 2017, the City Commission approved the issuance of the RFP No.
2017-070-JC, Janitorial Services; and
WHEREAS, on July 27, 2017, the RFP was issued to 255 firms; and
WHEREAS, 134 prospective proposers accessed the advertised solicitation; and
WHEREAS, a voluntary pre-proposal conference was held on August 9, 2017; and
WHEREAS, a facilities site visit was scheduled on August 24, 2017, and was attended by ten
(10)firms; and
WHEREAS, the Administration determined to offer a second site visit to further clarify questions
related to scope of services, department density, and facilities area square footage; and
WHEREAS, the second site visit was conducted on October 20, 2017, and was attended by
seven (7) firms; and
WHEREAS, RFP responses were due and received on February 14, 2018; and
WHEREAS, the City received a total of twelve (12) responsive proposals; and
WHEREAS, on March 1, 2018, the City Manager, pursuant to LTC No. 116-2018, appointed an
Evaluation Committee (the "Committee"), comprised of: Miguel Beingolea, Operations Manager,
Parking Department; Michael Clark, Sanitation Operator, Public Works Department; Carlos DaCruz,
Project Manager, Parks and Recreation Department; Rene Guerra, Zone Manager, Property
Management Division; Leslie Rosenfeld, Chief of Learning Development, Organizational Development
and Performance Initiatives; and
WHEREAS, the Committee convened on June 13, 2018, to consider the proposals received;
and
WHEREAS, the Committee was provided an overview of the project, information relative to the
City's Cone of Silence Ordinance and the Government Sunshine Law, as well as general information on
the scope of services and a copy of each proposal, and was instructed to score and rank each proposal
pursuant to the evaluation criteria established in the RFP; and
WHEREAS, the evaluation process resulted in the following order of ranking:
1e' ranked proposer: Able Business Services, Inc.; and
2nd ranked proposer: SFM Services, Inc.; and
3cd ranked proposer: EnDirt, LLC; and
4th ranked proposer: United Services, Inc.; and
5th ranked proposer: Maverick Building Services; and
6'h ranked proposer: JDL Cleaning Services; and
7th ranked proposer: Miami Janitorial Supplies, Inc.; and
8th(lie)ranked proposer: National Cleaning Contractors USA, Inc.; and
8th(t1e) ranked proposer: American Facility Services; and
8th(he) ranked proposer: JLS Professional Cleaning Services; and
11th ranked proposer: D&A Building Services, Inc.; and
12th ranked proposer: Chi-Ada Corporation; and
WHEREAS, after reviewing the results of the evaluation committee process, and the proposals
received, the City Manager exercised his due diligence and recommends that the Mayor and City
Commission approve the Resolution authorizing the Administration to enter into simultaneous
negotiations with the two (2) top ranked proposers, Able Business Services, Inc., and SFM Services,
Inc.; and further recommends that the City Commission delegate to the City Manager the authority to
make the final determination as to which firm will serve as the primary contractor, and which firm will
serve as the secondary contractor, based on the City Manager's evaluation of the best and final overall
pricing, services and other terms or benefits offered by the two firms (including, without limitation,
employee retention incentives).
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF
THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby accept the
recommendation of the City Manager, pursuant to Request for Proposals (RFP) No. 2017-070-JC, for
Janitorial Services; authorizing the Administration to enter into simultaneous negotiations with Able
Business Services, Inc., the top ranked proposer, and SFM Services, Inc., the second ranked proposer;
and further authorize the City Manager to select the firm that will serve as the primary contractor, based
on the City Manager's determination of the final negotiated proposal that offers the City the best
combination of pricing, services, and terms, with the remaining firm to serve as the secondary
contractor; and, further, authorizing the Mayor and City Clerk to execute an agreement with each
proposer upon conclusion of successful negotiations by the Administration.
PASSED AND ADOPTED this 17 day of O(/0/JPr 2018.
Dan Gelber, Mayor
ATTEST:
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Rafael E. Granado, Cit Cle k am
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MIAMI BEACH
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Jimmy L. Morales, City Manager
DATE: October 17, 2018
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY
MANAGER, PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO. 2017-070-
JC, FOR JANITORIAL SERVICES; AUTHORIZING THE ADMINISTRATION TO
ENTER INTO SIMULTANEOUS NEGOTIATIONS WITH ABLE BUSINESS
SERVICES, INC., THE TOP RANKED PROPOSER, AND SFM SERVICES, INC.,
THE SECOND RANKED PROPOSER; FURTHER, AUTHORIZING THE CITY
MANAGER TO SELECT THE FIRM THAT WILL SERVE AS THE PRIMARY
CONTRACTOR, BASED ON THE CITY MANAGER'S DETERMINATION OF THE
FINAL NEGOTIATED PROPOSAL THAT OFFERS THE CITY THE BEST
COMBINATION OF PRICING AND SERVICE, WITH THE REMAINING FIRM TO
SERVE AS THE SECONDARY CONTRACTOR; AND FURTHER, AUTHORIZING
THE MAYOR AND CITY CLERK TO EXECUTE THE FINAL AGREEMENTS UPON
CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION.
RECOMMENDATION
Adopt the Resolution.
ANALYSIS
In an effort to preserve Miami Beach as a world-class destination, the City has established a high
standard for the cleanliness of its facilities. As such, the City is seeking a qualified contractor(s) to
provide outstanding janitorial services for City facilities and public spaces. The City currently has
approximately fifty (50) locations requiring daily and/or periodic janitorial services. These facilities
include administrative buildings, parking garages, community recreation and tennis centers, parks,
sports facilities, police stations, and beachfront public restrooms. The selected contractor(s) shall
coordinate janitorial services, as well as periodic and additional services, with Property Management
staff, in an effort to maintain the health, safety and cleanliness of City properties.
It is in the City's best interest to enter into an agreement(s)with a firm(s)that have the capability and
flexibility to provide janitorial services and as-needed emergency service availability, twenty-four (24)
hours a day, seven (7) days per week. The awarded firm(s) will be responsible for maintaining
superior levels of cleanliness to commons areas, offices, restrooms, corridors, sidewalks, stairways,
stairwells, elevators, carpeted areas, glass surfaces, and other areas, as required by the RFP.
Additionally, the awarded firm(s) shall be responsible for regular monthly inspections, daily
supervision and training of cleaning staff, monitoring response times, reporting and correcting of any
deficiencies discovered and mitigating future occurrences. The awarded firm(s) shall furnish all labor,
materials, supplies, tools, and equipment in an effort to deliver total quality control of cleanliness,
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promote and maintain environmental health and safety standards to City facilities, its employees, and
visitors.
Currently, under Contract No. 13-269-ME, the City has coverage to provide for janitorial services
through February 23, 2019. In consideration of the above, the Administration prepared Request for
Proposals (RFP) 2017-070-JC to seek proposals from qualified firms to provide janitorial services to
the City in order to replace the expiring City contract.
On July 26, 2017, the City Commission approved the issuance of the RFP No. 2017-070-JC,
Janitorial Services, which was issued on July 27, 2017. The Procurement Department issued
solicitation notices to 255 firms utilizing www.publicpurchase.com. 134 prospective proposers
accessed the advertised solicitation. A voluntary pre-proposal conference to provide information to
the proposers submitting a response was held on August 9, 2017. Additionally, a facilities site visit
was scheduled on August 24, 2017, and was attended by ten (10) firms. Following the requests from
several firms, the Administration determined to offer a second site visit to further clarify questions
related to scope of services, department density, and facilities area square footage. The second site
visit was conducted on October 20, 2017 and was attended by seven (7)firms. RFP responses were
due and received on February 14, 2018. The City received a total of twelve (12) proposals from the
following firms:
• Able Business Service, Inc
• American Facility Services
• Chi-Ada Corporation
• D&A Building Services, Inc
• EnDirt, LLC
• JDL Cleaning Services
JLS Professional Cleaning Services
• Maverick Building Services
• Miami Janitorial Supplies, Inc
• National Cleaning Contractors USA, Inc
• SFM Services, Inc
United Services, Inc
On March 1, 2018, the City Manager appointed the Evaluation Committee via LTC # 116-2018. The
Evaluation Committee convened on June 13, 2018 to consider proposals received. The Committee
was comprised of the following: Miguel Beingolea, Operations Manager, Parking Department;
Michael Clark, Sanitation Operator, Public Works Department; Carlos DaCruz, Project Manager,
Parks and Recreation Department; Rene Guerra, Zone Manager, Property Management Division;
Leslie Rosenfeld, Chief of Learning Development, Organizational Development and Performance
Initiatives.
The Committee was provided an overview of the project, information relative to the City's Cone of
Silence Ordinance and the Government Sunshine Law. The Committee was also provided with
general information on the scope of services and a copy of each proposal. The Committee was
instructed to score each proposal pursuant to the qualitative evaluation criteria established in the
RFP. The RFP stipulated that points for cost would be added to the qualitative scores established by
the Evaluation Committee to determine an overall ranking for all proposals evaluated. The evaluation
process (qualitative and initial costs as stipulated in the RFP) resulted in the ranking of proposers as
indicated in Attachment A. The following is a brief summary of the qualifications of the two top-ranked
proposers:
Able Business Service. Inc.
Able Business Service, Inc. specializes in providing innovative equipment and methods in order to
Page 455 of 1637
deliver superior cleaning techniques in servicing client facilities. Able Business Service has been in
business eighteen (18) years providing clients with services directed at government entities, banks,
hospitals, and commercial clients, generating annual gross income of over $4 million. Such clients
include Jackson Health System, US Department of Agriculture, City of Miami, and the State of
Florida. The company is certified by the U.S. Small Business Administration in Janitorial, Facility
Management, and Vocational Rehabilitation Services. They are also certified as a DBE by the State
of Florida, and SBE by Miami-Dade County and Broward County, Florida. Able Business Service
has over 135 employees on staff.
SFM Services. Inc.
According to their proposal, SFM Services, Inc. is a facilities maintenance company that offers
business owners, property managers, healthcare facilities, government municipalities, educational
institutions and large venues, a one-stop shop for facility maintenance services. Rather than dealing
with separate firms, SFM offers its customers one company to work with and one local phone call to
make. Clients include Baptist Health Systems, City of Coral Gables, and Town of Miami Lakes, as
well as the Ultra Music Festival. The firm has over 750 employees on staff in Miami-Dade County.
CONCLUSION
I have reviewed the proposals and the results of the evaluation committee process. I note that the
City is fortunate to have received twelve (12) responses to the RFP. NI of the companies that
responded appear to be well qualified to assist the City with janitorial services. However, after
reviewing the results of the evaluation committee process, I note that Able Business Services and
SFM Services appear to be closely ranked as the first and second ranked firms, respectively. With
regard to Able Business Services, the evaluation conmittee noted its solid employee training
program, its plan for supervision and its experience with parking garages. With regard to SFM
Services, the evaluation committee noted its performance tracking program and software and its
eperience with large venues and events.
Additionally, Able Business Services and SFM Services have provided relatively close cost
proposals as indicated in Attachment A. Considering the available budget and the need for a high
level of service, I have asked staff to look closely at the level of service being offered in each area to
assure that the level of service is neither excessive or deficient, and that, whenever possible, cost
savings be identified. To do so, I believe that it is in the City's best interest to enter into negotiations
with the two top ranked proposers to fine tune the level of service and identify cost savings wherever
possible.
Finally, in consideration of a transition from one contractor to another, aside from the usual service
transition issues that must be worked out, it is important to consider the employees of the current
contractor and, whenever possible, assure that they can be retained by the new contractor(s).
Therefore, I recommend that the Mayor and City Commission authorize the Administration to enter
into negotiations with Able Business Services, Inc., the 1st ranked proposer, and SFM Services, Inc.,
the 2nd ranked proposer, in order to determine the best combination of service and cost, with the goal
of identifying any cost savings opportunities, as well as addressing current contractor employee
retention; and further authorize the City Manager to select the proposer offering the best combination
of pricing and service, as the primary contractor, and the remaining proposer, as the secondary
contractor; and, further, authorizing the Mayor and City Clerk to execute the final agreements upon
conclusion of successful negotiations by the Administration.
KEY INTENDED OUTCOMES SUPPORTED
Improve Cleanliness, City Beaches
Page 456 of 1637
FINANCIAL INFORMATION
Grant funding will not be utilized for this project.
Legislative Tracking
Property Management/Procurement
ATTACHMENTS:
Description
❑ AttachmentA
Page 457 of 1637
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