C2D-Award Contract Citywide Janitorial ServicesCOMMISSION ITEM SUMMARY
Request For Approval To Award A Contract, Pursuant To Invitation To Bid No. 269-2013me, For Janitorial Services,
Cit ide.
Key Intended Outcome Supported:
Item Summary/Recommendation:
The purpose of Invitation to Bid (ITB) 269-2013ME was to establish contracts by means of competitive sealed bids to
qualified providers of janitorial services. These contracts shall remain in effect for an initial year term ofthree (3) years,
with an option to renew for an additional two (2) one-year periods, to be exercised at the City's sole discretion.
City locations are categorized into two (2) groups. Bidders were required to submit prices for all location within one
group and provide prices for additional services within each group for services that may be needed and could be added
and/or deleted as needed throughout the life of the contract. Please refer to Appendix A for the locations included in
each group.
Invitation to Bid (ITB) 269-2013ME was issued on June 7, 2013, with an opening date of July 12, 2013. A Pre-bid
conference and site visit to representative locations included in this ITB scope of services was held on June 18, 2013.
The Public Group issued bid notices and 42 bidders accessed the advertised solicitation which resulted in the receipt of
thirteen (13) bids.
RECOMMENDATION
United Services, Inc. is the lowest responsive and responsible bidder in both groups. Therefore, it is recommended that
both groups be awarded to United Services, Inc. The secondary bidders are Service Keepers Maintenance and ISS
Facility for Group 1 and 2, respectively. The secondary bidders will be utilized in the event that the primary bidder
underperforms or fails to provide services as required under the ITB.
AWARD THE CONTRACT.
Advisory Board Recommendation:
Financial Information·
Source of Amount Account
Funds: 1 $ 820,159 520-1720-000325-Property Management
$ 242,730 435-9962-000325 -Sanitation-Beach Front restrooms
$ 15,600 435-0430-000325 -Sanitation
$ 37,500 011-1210-000325-Fire
$ 3,250 425-0410-000325-Public Works
$ 3,100 425-0420-000325 -Public Works
$ 3,000 427-0427-000325-Public Works
/-:.~ $ 14,300 510-1780-000343-Fleet
ll'Rl)) $ 300,000 480-0463-000325-Parking-Janitorial
7 ~ $ 90,000 480-0463-000325 -Parking -Pressure cleaning -$ 100,000 142-6976-000325-Parking-Janitorial -~ $ 16,000 142-6976-000325-Parking-Pressure cleaning
'-.:...I $ 95,500 463-1990-000325-Parking-Janitorial
$ 16,000 463-1990-000325-Parking-Pressure cleaning
$ 108,000 467-1996-000325-Parking-Janitorial
$ 14,000 467-1996-000325-Parking-Pressure cleaning
OBPI Total $1,879,139
Financial Impact Summary: The annual cost associated with City-wide janitorial services is subject to funds availability approved through the
annual budgeting process. Account information and availability of funds shall be verified and approved for each request prior to procuring the services. The
funding and accounts noted above are the FY 2014 budget amounts pending Commission approval.
MIAMI BEACH
85
AGENDA ITEM ----'C'--2~0 __
DATE 9-JJ-/'!::>
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MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miomi Beoch, Florido 33139, www.miamibeachfl.gov
COMMISSION
TO: Mayor Matti Herrera Bower and Me
FROM: Jimmy L. Morales, Clty Manager
DATE: September 11, 2013
SUBJECT: REQUEST FOR APPROVAL TO AWARD A CONTRACT, PURSUANT TO
INVITATION TO BID NO. 269-2013ME, FOR JANITORIAL SERVICES,
CITYWIDE.
ADMINISTRATION RECOMMENDATION
Approve the award of contract.
KEY INTENDED OUTCOME SUPPORTED
Ensure well maintained facilities and ensure quality and timely delivery of capital projects.
FUNDING
The annual cost associated with City-wide janitorial services is subject to funds availability
approved through the annual budgeting process. Account information and availability of funds
shall be verified and approved for each request prior to procuring the services. The funding and
accounts noted above are the FY 2014 budget amounts pending Commission approval.
$ 820,159
$ 242,730
$ 15,600
$ 37,500
$ 3,250
$ 3,100
$ 3,000
$ 14,300
$ 300,000
$ 90,000
$ 100,000
$ 16,000
$ 95,500
$ 16,000
$ 108,000
$ 14,000
$1,879,139
520-1720-000325 -Property Management
435-9962-000325 -Sanitation -Beach Front restrooms
435-0430-000325 -Sanitation
011-1210-000325-Fire
425-041 0-000325 -Public Works
425-0420-000325 -Public Works
427-0427-000325-Public Works
510-1780-000343 -Fleet
480-0463-000325 -Parking -Janitorial
480-0463-000325 -Parking -Pressure cleaning
142-6976-000325 -Parking -Janitorial
142-6976-000325 -Parking -Pressure cleaning
463-1990-000325 -Parking -Janitorial
463-1 990-000325 -Parking -Pressure cleaning
467-1996-000325 -Parking -Janitorial
467-1 996-000325 -Parking -Pressure cleaning
86
Commission Memorandum-ITB 269-2013ME-Janitorial Services, Citywide
September 11, 2013
Page 2
BACKGROUND
The purpose of Invitation to Bid (ITS) 269-2013ME was to establish contracts by means of
competitive sealed bids to qualified providers of janitorial services. These contracts shall remain
in effect for an initial year term of three {3) years, with an option to renew for an additional two
(2) one-year periods, to be exercised at the City Manager's sole discretion.
The contracts consist of providing janitorial services to City facilities and parking garages which
include administrative offices, recreational facilities, parking facilities and public restrooms. The
awarded companies shall provide all supervision, administrative support, labor, subcontractors,
materials, supplies and equipment, and shall plan, schedule, coordinate and assure effective
completion of all required services.
The specifications of this ITS were reviewed by the Sustainability Committee. Accordingly, the
ITS was issued with language which will require the successful vendor to use environmentally-
preferable cleaning chemicals and paper products & plastic trash bags/liners and maintain
cleaning standards.
ITB PROCESS
Invitation to Bid (ITS) 269-2013ME was issued on June 7, 2013, with an opening date of July
12, 2013. A pre-bid conference and site visit to representative locations included in this ITB
scope of services was held on June 18, 2013. During the pre-bid conference, prospective
bidders were instructed on the procurement process and the information their respective
proposals should contain.
The Public Group issued bid notices and 42 bidders accessed the advertised solicitation which
resulted in the receipt of the following thirteen (13) bids:
1. Staffcaft Miami Corporation
2. DTZ -UGL Services
3. Omarcio Cleaning Services, Inc.
4. Service Keepers Maintenance, Inc.
5. Professional Building Services
6. Federal Janitorial
7. OJS Systems, Inc.
8. Stockton Maintenance Group, Inc.
9. American Multiservices & Janitorial
10. United Services, Inc.
11. ABM Services, Inc.
12. Vista Building Maintenance Services, Inc.
13. ISS C&S Building Maintenance Corporation
The ITB stated that the lowest responsive, responsible bidder meeting all terms, conditions, and
specifications of the ITB will be recommended for award per location, group, or in its entirety, as
deemed in the best interest of the City. Veterans and local preferences will be applied as
applicable in the tabulation of bid prices received. Please note that neither veteran nor local
preference was applied to any of the bidders. In the review of bids received and consideration of
award, the City reserves the right to waive nonmaterial irregularities or technicalities in a bid
received.
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Commission Memorandum -ITB 269-2013ME-Janitorial Services, Citywide
September 11. 2013
Page 3
City locations are categorized into two (2) groups. Bidders were required to submit prices for all
location within one group and provide prices for additional services within each group for
services that may be needed and could be added and/or deleted as needed throughout the life
of the contract. Please refer to Appendix A for the locations included in each group.
Below is a summary of the pricing submitted by all bidders for each group. Please note that
mathematical errors were corrected by Procurement.
United Services Inc. *$ 840,026.64
Service Keepers Maintenance **$ 905,526.96
American MS Janitorial $ 922,967.88
ISS Facility $ 931,024.20
Omarcio Cleaning $ 968,973.60
Federal Janitorial $ 1 ,093, 780.08
OJS Systems $ 1 ,231,440.00
DTZ $ 1,248,947.69
Staffcaf Miami $ 1,317,100.00
Vista Building Maintenance $ 1 ,401 '11 0. 76
Professional Building Service $ 1 ,478, 770.59
ABM Janitorial $ 1,559,099.76
Stockton Maintenance Group $ 1,807,100.30
* Lowest responsible and responsive bidder per group.
** Second lowest responsible and responsive bidder per group.
United Services Inc. *$ 518,842.56
ISS Facility **$ 564,379.20
American MS Janitorial $ 604,086.84
Omarcio Cleaning $ 612,322.32
Professional Building Service $ 617,220.00
Federal Janitorial $ 659,447.04
Service Keepers Maintenance $ 668,289.84
OJS Systems $ 670,620.00
DTZ $ 714,845.03
Stockton Maintenance Group $ 737,960.15
Vista Building Maintenance $ 899,978.40
ABM Janitorial $ 1,310,582.28
Staffcaf Miami N/B
* Lowest responsible and responsive bidder per group.
** Second lowest responsible and responsive bidder per group.
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Commission Memorandum -ITB 269-2013ME-Janitorial SeNices, Citywide
September 11, 2013
Page4
United Services, Inc. is the lowest responsive and responsible bidder in both groups. Therefore,
it is recommended that both groups be awarded to United Services, Inc. The secondary bidders
are Service Keepers Maintenance and ISS Facility for Group 1 and 2, respectively. The
secondary bidders will be utilized in the event that the primary bidder underperforms or fails to
provide services as required under the ITB.
United Services Inc. has been in business for 26 years. The following is a brief summary of the
experience of the company:
• United Services Inc. services over 39 building within and for the City of Miami including
administrative and ancillary services, gyms, parks, theaters, overnight facilities, and boat
Marianas.
• United Services Inc. provides services to all areas for Mary Brickell Village including
several square city blocks of varying client types. The scheduling of services and the
time of completion is critical to the ongoing success of the complex. Employees with
varying skills for the cleaning of settings entirely different in scope and scale are needed
to ensure the effective completion of each and every task at this location.
• United Services Inc. is responsible for 49 buildings located within the City of Newark with
thousands of visitors. The buildings vary in purpose, from City Hall and the Mayor's
Office to educational buildings offering City sponsored classes, police stations, and
courthouses.
• United Services Inc. provides services to New Jersey Institute of Technology, with an
average of one new building a year since 1984. United Services Inc. is responsible for all
the periodical maintenance within the majority of these buildings. They have also
provided pre & post construction services clean-up during these construction phases.
State of the art equipment, along with strategic placement of chemical command dispensing
systems, and the use of a computerized work order tracking software to calculate the proper
amount of work per night for the employees made possible for United Services, Inc. to create
consistency and in line with the customer task frequently schedule.
CITY MANAGER'S DUE DILIGENCE
After considering the review and recommendation of City staff, the City Manager exercised his
due diligence and carefully considered the specifics of this ITB process. As a result, the City
Manager recommends to the Mayor and City Commission to award the contract to United
Services, Inc. the lowest responsive and responsible bidder. Further, in the event that the
primary bidder underperforms or fails to provide services as required under the ITB,
recommends awarding contract to the secondary bidders, Service Keepers Maintenance and
ISS Facility for Group 1 and 2, respectively.
CONCLUSION
The Administration recommends the award of the contract to United Services, Inc., the lowest
responsive, responsible bidder pursuant to Invitation to Bid (ITB) 269-2013ME, for janitorial
service, citywide, and further, in the event that the primary bidder underperforms or fails to
provide services as required under the ITB, recommends awarding contract to the secondary
bidders, Service Keepers Maintenance and ISS Facility for Group 1 and 2, respectively.
JLM/MT/KGB/AD
T:\AGENDA\.2013\September 11\Procurement\ITB 269-2013ME-Janitorial Services -MEMO.docx
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Commission Memorandum -ITB 269-2013ME-Janitorial Services, Citywide
September 11, 2013
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APPENDIX "An
LOCATIONS PER GROUP
City Hall South Pointe Park Ocean Rescue Facilities & Activity Room
City Hall Garage Offices Scott Rakow Youth Center Complex
777 Building Scott Rakow Youth Center Ice Rink
555 Building South Shore Community Center
Fleet Management 21st Street Recreation Center
Sanitation Building North Shore Rec & Tennis Center
Police Athletic League and Rec Center Normandy Shores Park
Police Station Normandy Shores Guardhouse
Fire Station #2 Administration Normandy Isle Park & Pool
Fire Station 2 Support Services f EOC Parks Maintenance Facility
North Beach Police Substation Ocean Front Auditorium
Property Mgmt Office & Maintenance Beach Patrol Office
Public Works Operations Building Flamingo Park Pool
Marine Patrol Office and Public Restroom Flamingo Tennis Center and Restrooms
Police Internal Affairs (225 Washington) Flamingo Park Baseball, Football Stadium & Softball Field Restrooms
S. Pointe Park Beach Public Restroom North Shore Open Space Offices
3rd Street Beach Front Public Restroom Muss Park Paviliol1 & Restroom
6th Street Beach Front Public Restroom Crespi Park Center & Restroom
10th Street Beach Front Public Restroom Tatum Park Center & Restroom
14th Street Beach Front Public Restroom Stillwater Park Center & Restroom
21st Street Beach Front Public Restroom Fairway Park Center & Restroom
35th Street Beach Front Public Restroom 12th Street Parking Garage
46th Street Beach Front Public Restroom 16th Street Parking Garage
53rd Street Beach Front Public Restroom 17th Street Parking Garage
64th Street Restrooms 42nd Street Parking Garage
Unidad Senior Ctr Public Restrooms 13th Street Parking Garage
7th Street Parking Garage
City Hall Parking Garage
Pennsylvania Parking Garage
Sunset Harbor Parking Garage
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