Resolution 2024-33011RESOLUTION NO: 2024-33011
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
INTERIM CITY MANAGER, PURSUANT TO REQUEST FOR PROPOSALS
(RFP) 2024 -032 -WG, FOR JANITORIAL SERVICES, AUTHORIZING THE
ADMINISTRATION TO ENTER INTO SIMULTANEOUS NEGOTIATIONS WITH
AMERICAN FACILITY SERVICES, INC., AND SFM SERVICES, INC., THE TIED
TOP-RANKED PROPOSERS IN ORDER TO ESTABLISH A PRIMARY AND
SECONDARY SERVICE PROVIDER; AND, IF THE ADMINISTRATION IS NOT
SUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH AMERICAN
FACILITY SERVICES, INC. AND/OR SFM SERVICES, INC., AUTHORIZING
THE ADMINISTRATION TO ENTER INTO SIMULTANEOUS NEGOTIATIONS
WITH CLEAN SPACE, INC., AND OWENS, RENZ & LEE CO., INC., THE TIED
THIRD -RANKED PROPOSERS, IN ORDER TO ESTABLISH A PRIMARY
AND/OR SECONDARY SERVICE PROVIDER, CONTINGENT UPON THE
OUTCOME OF NEGOTIATIONS WITH THE TIED TOP- RANKED PROPOSERS;
AND FURTHER REQUIRING THAT THE FINAL NEGOTIATED
AGREEMENTS(S) BE SUBJECT TO THE PRIOR APPROVAL OF THE MAYOR
AND CITY COMMISSION.
WHEREAS, on October 18, 2023, the Mayor and City Commission approved to issue an
RFP for Janitorial Services; and
WHEREAS, on October 19, 2023, RFP 2024 -032 -WG, for janitorial services was issued;
and
WHEREAS, on February 2; 2024, the City received proposals from the following thirteen
(13) firms:
• 305 Multiple Services, Inc.
• Able Business Services, Inc.
• American Facility Services, Inc.
• Chi -Ada Corporation
Clean Space, Inc.
• Dream Clean, Inc.
• Encompass Onsite, LLC
• Kleen Tech Services LLC
• Owens, Renz & Lee Co., Inc.
• SFM Services, Inc.
• Star Building Services, Inc.
• United Services, Inc.
Z&CJS, Inc.; and.
WHEREAS, the proposals submitted by 305 Multiple Services, Inc., Able Business
Services, Inc., Dream Clean, Inc., and Encompass Onsite, LLC failed to meet the requirements
of the RFP and were deemed non-responsive and, therefore, received no further consideration;
and
WHEREAS, on February 24, 2024, the Evaluation Committee comprised of Marcel
11
Couso, Senior Parking Operations Manager, Parking Department; Jose Del Risco, Assistant
Director, Parks and Recreation Department; and Elvis Santana, Facilities Zone Manager,
Facilities and Fleet Management Department, convened to consider the responsive proposals
received; and
WHEREAS, the Committee was provided an overview of the project, information relative
to the City's Cone of Silence Ordinance, the Government Sunshine Law, general information on
the scope of services and a copy of each proposal; and
WHEREAS, the Committee 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 proposers being ranked by the
Evaluation Committee in the following order:
15t ranked — American Facility Services, Inc.
1St ranked — SFM Services, Inc.
3rd ranked — Clean Space, Inc.
3rd ranked — Owens, Renz & Lee Co., Inc. dba Owens Realty Services
51'' ranked — United Services, Inc.
61n ranked — Kleen-Tech Services LLC
71 ranked — Star Building Services, Inc.
8t" ranked — Z&CJS, Inc.
Stn ranked — Chi -Ada Corporation.
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 accept the recommendation of the Interim City Manager and authorize the
Administration to enter into simultaneous negotiations with American Facility Services, Inc., and
SFM Services, Inc., the tied top-ranked proposers, in order to establish a primary and secondary
service provider; and, if the Administration is not successful in negotiating an agreement with
American Facility Services, Inc. and/or Sfm Services, Inc., authorize the Administration to enter
into simultaneous negotiations with Clean Space, Inc., and Owens, Renz & Lee Co., Inc., the tied
third -ranked proposers, in order to establish a primary and/or secordary service provider,
continugent upon the outcome of negotiations with the tied top-ranked proposers; and further
require that the final negotiated agreement(s) be subject to the prior approval of the Mayor and
City Commission.
PASSED AND ADOPTED this
ATTEST:
MAY 2 1
RAFAEL E. GRA ADO, CITY CLERK
�s day of 2024.
2�
12
STEVEN MEINER, MAYOR
APPROVED AS TO
FORM & LANGUAGE
& OR EXECUTION
Ci Attomey _cV' Date
Agenda Item: C2 E
Date: 5/15/2024
DocuSign Envelope ID: 4CAC05A3-7B3C-4480-A842-169BB3A7FF06
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139,
www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Honorable Mayor Steven Miener and Members of the City Commission
FROM: Rickelle Williams, Interim City Manager AW
DATE: May 15, 2024
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) 2024 -032 -WG
JANITORIAL SERVICES, AUTHORIZING THE ADMINISTRATION TO ENTER INTO
SIMULTANEOUS NEGOTIATIONS WITH AMERICAN FACILITY SERVICES, INC., AND SFM
SERVICES, INC., THE TIED TOP RANKED PROPOSERS IN ORDER TO ESTABLISH A
PRIMARY AND SECONDARY SERVICE PROVIDER; AND, IF THE ADMINISTRATION IS
NOT SUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH AMERICAN FACILITY
SERVICES, INC. AND/OR SFM SERVICES, INC., AUTHORIZING THE ADMINISTRATION
TO ENTER TO SIMULTANEOUS NEGOTIATIONS WITH CLEAN SPACE, INC., AND
OWENS, RENZ & LEE CO., INC., THE TIED THIRD RANKED PROPOSERS, IN ORDER TO
ESTABLISH A PRIMARY AND/OR SECONDARY SERVICE PROVIDER, CONTINGENT
UPON THE OUTCOME OF NEGOTIATIONS WITH THE TIED TOP RANKED PROPOSERS;
AND FURTHER REQUIRING THAT THE FINAL NEGOTIATED AGREEMENT(S) BE
SUBJECT TO THE PRIOR APPROVAL OF THE MAYOR AND CITY COMMISSION.
RECOMMENDATION
The Administration recommends that the Mayor and City Commission of the City of Miami
Beach, Florida, approve the Resolution accepting this recommendation, pursuant to Request
for Proposals (RFP) 2024 -032 -WG Janitorial Services, authorizing the Administration to
simultaneously negotiate with both American Facility Services, Inc., and SFM Services, Inc., the
tied top-ranked proposers, in order to establish a primary and secondary service provider. If
negotiations with the top-ranked proposers are not successful, the Resolution authorizes the
Administration to simultaneously negotiate with both Clean Space, Inc., and Owens, Renz &
Lee Co., Inc., the tied third -ranked proposers in order to establish a primary and/or secondary
service provider, contingent upon the outcome of the negotiations with the top tied ranked
proposers. Finally, the Resolution requires that the final negotiated agreement(s) be subject to
the prior approval of the Mayor and City Commission.
This solicitation is currently under the cone of silence.
BACKGROUND/ HISTORY
The City maintains high cleanliness standards and requires professional janitorial services to
provide cleaning and maintenance services for its various types of facilities. Janitorial services
play a crucial role in maintaining a clean, safe, and hygienic environment for residents,
employees, and visitors, and provide the following benefits:
1. Cleanliness and Hygiene: Janitorial services ensure that spaces are kept clean and
sanitary. This includes cleaning floors, surfaces, restrooms, and other areas to prevent the
spread of germs and maintain a healthy environment.
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Request for Proposals (RFP) No. 2024 -032 -WG Janitorial Services
May 15, 2024
Page 2
2: Health and Safety: Regular cleaning and maintenance help prevent accidents and injuries
by keeping walkways clear of debris and ensuring that hazardous substances are properly
handled and disposed of.
3. Preservation of Property: Janitorial services help protect the condition and longevity of a
building and its fixtures by performing routine maintenance tasks, such as dusting,
vacuuming, and cleaning, which can prevent wear and tear.
4. Improved Appearance: Clean and well-maintained spaces create a positive impression
on residents, employees, and visitors.
5. Time and Cost Efficiency: Engaging professional janitorial services contractors can be
more efficient and cost-effective than managing in-house cleaning staff and, allows
organizations to focus on their core operations while leaving the cleaning and maintenance
to experts.
6. Environmental Responsibility: The requirements for City janitorial services include
environmentally friendly cleaning practices and products to reduce the environmental impact
of their operations. This includes using eco -friendly cleaning agents and promoting recycling
and waste reduction.
7. Flexibility: Janitorial services can be tailored to the unique needs and schedules of each
facility and scheduled daily, weekly, monthly, or one-time cleaning services, depending on
the requirements of each facility.
Overall; the purpose of engaging a professional janitorial services contractor is to ensure that
the City's physical spaces are clean, safe, and well-maintained; contribute to the health, comfort,
and productivity of .residents, employees, and visitors; and meet the City's cleanliness
standards.
Accordingly, this item seeks approval to award the RFP for janitorial services to establish a
replacement contract once the current contract expires on May 27, 2024. As a result of the
expiring contract, the RFP was developed seeking proposals for a replacement agreement.
ANALYSIS
On October 18, 2023, the Mayor and City Commission approved the issuance of RFP 2024-
032 -WG Janitorial Services. On October 19, 2023, RFP 2024 -032 -WG was issued. Bid notices
were issued to 16,000 companies, with 181 prospective bidders accessing the advertised
solicitation. A voluntary pre -proposal conference to provide information to proposers submitting
a response was held on November 2, 2023. Seven (7) addenda were issued. RFP responses
were due and received on February 2, 2024. The City received a total of 13 proposals from the
following firms:
305 Multiple Services, Inc.
Able Business Services, Inc.
American Facility Services, Inc.
Chi -Ada Corporation
Clean Space, Inc.
Dream Clean, Inc.
Encompass Onsite, LLC
Kleen Tech Services LLC
Owens, Renz & Lee Co., Inc.
5
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Request for Proposals (RFP) No. 2024 -032 -WG Janitorial Services
May 15, 2024
Page 3
SFM Services, Inc.
Star Building Services; Inc.
United Services, Inc.
Z&CJS, Inc.
The proposals submitted by 305 Multiple Services, Inc., Able Business Services, Inc., Dream
Clean, Inc., and Encompass Onsite, LLC failed to meet the requirements of the RFP and were
deemed non-responsive and, therefore, received no further consideration.
On February 24, 2024, the City Manager appointed an Evaluation Committee via LTC # 065-
2024. The Evaluation Committee convened on March 6th and 7th, 2024, to consider the
responsive proposals received. The Committee was comprised of Marcel Couso, Senior Parking
Operations Manageri Parking Department; Jose Del Risco, Assistant Director, Parks and
Recreation Department; and Elvis Santana, Facilities Zone Manager, Facilities and Fleet
Management Department.
The Committee was provided an overview of the project, and 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 and rank each proposal pursuant to the evaluation criteria
established in the RFP.
The evaluation process resulted in the proposers being ranked by the Evaluation Committee in
the following order (See Attachment A):
1St ranked —American Facility Services, Inc.
1st ranked — SFM Services, Inc.
3rd ranked — Clean Space, Inc.
31 ranked — Owens, Renz & Lee Co., Inc. dba Owens Realty Services
5th ranked — United Services, Inc.
6th ranked — Kleen-Tech Services LLC
7th ranked — Star Building Services, Inc.
8th ranked — Z&CJS, Inc.
9th ranked — Chi -Ada Corporation
The Evaluation Committee resulted in American Facility Services, Inc., and SFM Services, Inc.,
as the tied top-ranked proposers; both firms offered extensive experience providing janitorial
services to entities similar in size and scope to that of the City of Miami Beach, The Evaluation
Committee noted that theservice implementation plan provided by American Facility Services,
Inc. was in-depth and well -detailed; they also were impressed by its state-of-the-art, web -based
Quality Assurance program to facilitate its inspection, reporting,. and corrective action
procedures. Through its detailed, standardized, app -based system, American Facility Services,
Inc. can inspect, document deficiencies, assign .corrective actions, and document issue
resolution with real-time reporting capabilities. The Evaluation Committee also recognized the
value of the training offered to its employees.
The Evaluation Committee noted that one advantage setting SFM Services, Inc. apart from other
firms was its proximity to the City of Miami Beach, allowing for quick mobilization of resources
when necessary. The Committee recognized that SFM Services, Inc. has serviced the City of
Miami Beach since 2019 and was a valuable resource during the COVID-19 pandemic and the
labor shortage crisis. As the incumbent, SFM has experience and in-depth knowledge in keeping
the City's facilities clean. The Evaluation Committee also highlighted SFM's significant local
workforce as vital in promptly addressing both planned and unforeseen events within the City.
0
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Page 4.
SFM also demonstrated commitment by incorporating performance guarantees to ensure
adherence to the specifications outlined in the RFP.
American Facility Services Company, Inc., is a widely respected commercial janitorial firm. They
have a long, successful history of performing work in the Southeast ,and are in good standing
with federal, state, and municipal jurisdictions. American Facility Services currently conducts
business in nine southeastern states and has approximately 800 permanent employees, over
300 contracts in place, and services over 70 million square feet. Over the past five years, they
have maintained a similar customer base.
American Facility Services Company, Inc., presently holds multiple contracts with various public
agencies, including. the City of Tampa, the City of Atlanta, the City of Fort Worth, the City of
Columbia (SC),, Pinellas County (FL), and Lee County (FL), among others. These city and county
government projects include a variety of building types and specifications. American Facility
Services Company, Inc., is- capable of providing the services needed to meet the needs of the
City in a cost-effective manner. The City received positive feedback from previous references.
SFM Services, Inc., is a local, minority -certified, family-owned business headquartered
approximately 30 minutes away from Miami Beach in the Town of Medley. Presently, SFM
Services, Inc. provides janitorial services to over 8 million square feet throughout South Florida.
SFM Services, Inc. offers government buildings, municipalities, medical facilities, and
commercial businesses the necessary services to maintain a clean and safe environment for
their business community and residents. SFM Services, Inc. has the vast experience, talent,
and practices of a large firm but the service and area knowledge of a local company dedicated
to its clients' needs.
SFM Services, Inc. has a proven performance history of serving over 20 municipalities and many
large commercial properties spanning from Monroe to Palm Beach County. Some of its clients
include the City of Miami Beach, Miami Dade County Aviation, the City of Coral Gables, Broward
Health, and Baptist Health South Florida. The City received positive feedback from previous
references. Since 2019, the City has been satisfied with SFM Services, Inc.'s performance
as the incumbent. SFM Services, Inc. has demonstrated flexibility in tailoring its services to meet
the specific needs and preferences of the City, and its familiarity with City facilities would enable
them to adapt quickly to any changes or special requirements that arise.
After reviewing the submissions, the. Evaluation Committee's rankings, and commentary, the
Administration recommends entering into simultaneous negotiations with American Facility
Services, Inc. and SFM Services, Inc. in order to break the tie and establish primary and
secondary vendors. Given the City's needs, it is prudent, in addition to having a primary service
provider, to have a secondary firm awarded in the event of a performance or capacity issue with
the primary firm.
Clean Space, Inc. and Owens, Renz & Lee., Inc. d/b/a Owens Realty Services were also
deemed to be well qualified and were ranked third (tied) by the Evaluation Committee and should
be considered. if negotiations with the top-ranked proposers are not successful in order to
establish a primary and/or secondary service provider, contingent upon the outcome of
negotiations with the tied top-ranked proposers.
FISCAL IMPACT STATEMENT
Funding for janitorial services Citywide is subject to the approval of funds through the City's
budgeting process. The annual expenditures for these services have averaged $2.5 million in
the last three (3) fiscal years.
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Request for Proposals (RFP) No. 2024 -032 -WG Janitorial Services
May 15, 2024
Page 5
Based on the proposals submitted by American Facility Services, Inc. and SFM Services, Inc.,
the top-ranked firms, Staff performed a cost analysis to determine whether the fiscal impact was
in the City's best interest. The cost analysis compared the costs submitted under the RFP to
similar line items in the current contract. In total, it has been determined that American Facility
Services, Inc. provided a total cost that was about 52% less compared to the current contract.
Alternatively, SFM Services, Inc provided a total cost that was about a 13% increase compared
to the current contract.. The Consumer Price Index (CPI) change since the current contract was
awarded in May 2019 is approximately 22-0/o. Accordingly, the proposed increase is much less
than the historical increase since the inception of the most current contract.
Financial Information
Amounts/Accounts
520-1720-000325-34-413-592-00-00-00 ($1,980,000.00)
520-1720-000342-34-413-592-00-00-00 ($15,000.00)
427=0427-000325-29-413-517-00-00-00 ($7,600.00)
425-0410-000325-29-413-513-00-00-00 ($7,600.00)
425-0420-000325-29-413-513-00-00-00 ($10,000.00)
120-6230-000342-34-404-537-00-00-00 ($4,000.00)
119-6231-000325-34-401-508-00-00-00 ($1;500.00)
110-6232-000325-34-401-508-00-00-00 ($1,500.00)
111-6233-000325-34-401-508-00-00-00 ($1,500.00)
142-6976-000325-27-413-526-00-00-00 ($60,000.00)
463-1990-000325-27-413-526-00-00-00 ($62,000.00)
467-1996-000325-27-413-526-00-00-00 ($56,000.00)
468-1998-000325-27-413-526-00-00-00 ($58,000.00)
480-0463.000325-27-413-526-00-00-00 ($404,000.00)
510-1780-000325-34-413-592-00-00-00 ($22,430:52)
435-0430-000325-29-413-511-00-00-00 ($38,000.00)
011-1240-000325-19-401-598-00-00-00 ($28,200.00)
011-0950-000325-28-406-545-00-00-00. ($756,000.00)
FY 2025 funding is subject to FY 2025 budget appropriation.
CONCLUSION
Based on the foregoing, the Administration recommends that the Mayor and City Commission
approve the Resolution authorizing the Administration to enter into simultaneously negotiations
with both American Facility Services, Inc., and SFM Services, Inc., the tied top-ranked
proposers, in order to establish a primary and secondary service provider. If negotiations with
the top-ranked proposers are not successful, the Resolution authorizes the Administration to
simultaneously negotiate with both Clean Space, Inc., and Owens, Renz & Lee Co., Inc., the
tied third -ranked proposers, in order to establish a primary and/or secondary service provider,
contingent upon the outcome of negotiations with the tied top proposers. Finally, the Resolution
requires that the final negotiated agreement(s) be subject to the prior approval of the Mayor and
City Commission.
LOBBYIST DISCLOSURE
In accordance with Resolution No. 2023-32857, adopted by the City Commission on December
13, 2023, the following information
has been. provided by the Administration:
1. Was the Agenda Item initially requested by a lobbyist which, as defined in Code Sec. 2-481,
DocuSign Envelope ID: 4CAC05A3-7B3C-4480-A842-169BB3A7FF06
Request for Proposals (RFP) No. 2024 -032 -WG Janitorial Services
May 15, 2024
Page 6
includes a principal engaged in
lobbying? No.
2. If so, specify name of lobbyist(s) and principal(s): Not applicable.
XMG/EMAR—B
E
O
ATTACHMENT
RFP 2024032 -WG Janitorial
Services
Qualitative
Marcel Couso
Quantitative
Subtotal
c
:4
Qualitative
Jose Del Risco
Quantitative
Subtotal
c
Y
c
Qualitative
Elvis Santana
Quantitative
Subtotal
C '
cc
Low
Aggregate
Totals
_c
American Facility Services, Inc.
50
25
75
1
40
25
65
4
54
25
79
1
6
1
Chi -Ada Corporation
25
9
34
9
30
9
39
8
44
9
53
8
25
9
Clean Space, Inc.
60
14
74
2
65
14
79
2
40
14
54
7
1,1
3
Kleen-Tech Services LLC
50
13
63
6
45
13
58
6
62
13
75
3
15
6
Owens, Renz & Lee Co., Inc.
dba Owens Realty Services,
58
13
71
41
60
1 13
73
3
55
13
68
4
11
3
SFM Services, Inc.
60
11
71
4
75
11
86
1
68
11
79
1
6
1
Star Buildin Services, Inc.
40
13
53
7
25
13
38
•9
53
13
66
5
21
T
United Services, Inc.'65
9
74
2
50
9
59
5
52
9
61
6
13
5
Z&CJS Inc.
20
15
35
8
35
15
50
7
25
75
40
9
24
8
Quantitative Points
Proposer
Cost
Proposed
Maximum Points
Total Points
Awarded
Veteran's
Points
Total Quantitative
(Cost + Veteran's)
American Facility Services, Inc.
S 1,869,514.92
25
25
s
26
Chi -Ada Corporation
s 4,982,980.55
25
9
0
9
Clean Space, Inc.
s 3;264,357.60
25
14
0
14,
Kleen-Tech Services LLC
s 3,497;820.00
25
13
•0
13
Owens, Renz & Lee Co., Inc.
dba Owens Realty Services
$ 3,669,508.48
25
13
8
13
SFM Services, Inc.
S. 4,415,939.88
25
ill
0
11
Star Building Services, Inc.
s 3,608,003.52
'25
13
0
13
United Services, Inc.
s 5,368,114,56
25
s
0
s
Z&CJS, Inc.
I s 3,182,492.76
25
1s
0
1s
5/9/24, 8:51 AM
MIAMI BEACH
TO: Honorable Mayor and Members of the City Commission
FROM: Rickelle Williams, Interim City Manager
DATE: May 15, 2024
Item Coversheet
Competitive Bid Reports - C2 E
COMMISSION MEMORANDUM
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) 2024 -032 -WG, FOR JANITORIAL SERVICES.
(ITEM TO BE SUBMITTED IN SUPPLEMENTAL)
SUPPORTING SURVEY DATA
Not Applicable
FINANCIAL INFORMATION
TBD
Is this a "Residents Right to Does this item utilize G.O.
Know" item,_pursuant to Bond Funds?
City Code Section 2-14?
No No
Legislative Tracking
Facilities and Fleet Management/Procurement
65
https://miamibeach.novusagenda.com/AgendaWeb/CoverSheet.aspx?item I D=35303
0
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