August 21, 2018 - Regular Meeting Agenda Item #22
Subject RFP No. 18-R067627BLS Janitorial Cleaning Services Briefings None Contact and/or Presenter Information Bonnie Sietman, Financial Management Department, Procurement Division, x3046 David Thompson, Property Management Department, Building Services Division Manager, x3016 Action Requested Authorization to award a two year agreement with two additional two year renewals for Janitorial Cleaning Services to Sunshine Cleaning Systems, Inc., Ft. Lauderdale, FL, for a not-to-exceed annual amount of $900,000. Authorize the County Administrator, or designee, to execute Agreement No. 18-R067627BLS. Enabling/Regulating Authority Manatee County Code of Laws Background Discussion
The Contractor will provide janitorial cleaning services county-wide. Service locations are offices, libraries, social services centers, modern high-rise buildings, and public restrooms. The services are for approximately seventy (70) facilities that require various types of janitorial and specialized services.
Background
On April 11, 2018, the County advertised a Request for Proposal , No. 18-R067627BLS for Janitorial Cleaning Services. Eight responsive and responsible proposals were received from ALBA Cleaning (Bradenton, FL), Ally-dba City Wide Maintenance (St. Pete, FL), American Janitorial Inc. (Umatillia, FL), At Your Service (Sarasota, FL), Boro Building & Property Maintenance (Sarasota, FL), Jan-Pro Cleaning Systems (Sarasota, FL), Sunshine Cleaning Systems, Inc. (Ft. Lauderdale, FL), and United States Services Industries (Ft. Myers, FL). Proposals were evaluated based upon the criteria in the RFP. Interviews were conducted with the six top ranked firms. The final ranking of firms is as follows:
1. Sunshine Cleaning Systems, Inc. 2. American Janitorial Inc. 3. Boro Building & Property Maintenance 4. Ally - dba City Wide Maintenance 5. At Your Service
Manatee County Government Administrative CenterCommission Chambers, First Floor
9:00 a.m. - August 21, 2018
6. United States Services Industries
At the conclusion of the negotiations Sunshine Cleaning Systems, Inc. proposal is $771,949. Additional "as required" shampoo carpet, strip and wax floors and day porter services may total $128,000. The Agreement staff is presenting to the Commission is for an estimated annual amount not-to-exceed $900,000. The Agreement is for two years with the option for two additional two year renewals.
County Attorney Review Not Reviewed (No apparent legal issues) Explanation of Other Reviewing Attorney N/A Instructions to Board Records Please send a stamped approved copy of this item to: [email protected] and [email protected]. Cost and Funds Source Account Number and Name General Account Key (blanket) 5010003698-596000; several County departments; estimated annual cost of $900,000. Amount and Frequency of Recurring Costs N/A Attachment: RFP 18-R067627BLS Janitorial Clean Serv (Cost Summary).pdf Attachment: RFP 18-R067627BLS Janitorial Clean Serv Tech Eval Summary.pdf Attachment: Agreement Sunshine RFP 18-R067627BLS Janitorial Clean Serv.pdf
Manatee County Government Administrative CenterCommission Chambers, First Floor
9:00 a.m. - August 21, 2018
Item Facility Size Annual Cost
1 Group A; facilities 0 - 1,000 square feet 7,177 total square feet (17 locations) 86,753.51$
2 Group B; facilities 0 - 1,000 square feet 57,070 total square feet (21 locations) 87,326.66$
3 Group C; 5,001 - 13,000 square feet 88,318 square feet (10 locations) 100,198.46$
4 Group D; 13,001 square feet and up 280,915 square feet (10 locations) 321,342.04$
5 Group E; GT Bray Complex 30,122 square feet (4 facilities) 75,279.86$
6 Group F; MC Animal Services 3,078 square feet (3 facilities) 15,084.82$
7 Group G; Robinson Preserve Treehouse 1,346 square feet (1 location) 5,843.88$
8 Group H; MC Public Safety Complex 27,421 square feet (1 location) 27,592.82$
9 Manatee County, Café on the Beach 7/8/365 porter services w/utility vehicle 52,527.05$
10 Miscellaneous Services (as required)
shampoo carpets, strip / wax floors
and daily porter services;
i.e. CVB, Crosley, Premiere, etc. 128,000.00$
899,949.10$
RFP No. 18R067627BLS
Janitorial Cleaning Services
Annual, Not-to-Exceed
Evaluation Team Members:
18-R067627BLS
RFP
June 12, 2018
Proposer & Team Experience 30%
Strengths Weaknesses
Ally - dba City Wide
AJI - American
Janitorial Cleaning
At Your Service
Boro Building
& Property
Sunshine Cleaning
System
USSI - United States
Service Industries
Janitorial Cleaning Services
Gary Phillips, Sable Santana, David Thompson
no doc on special expertise, training or certifications
solid overall background; current experience in large serv for gov; tampa
office - local; multiple certs;; florida / family based business;
solid scale of workload in 2017 with specifics to janitorial services;
multiple certifications and training achieved; local;
no specifics to timeline of experience with regards to current
contracts of janitorial cleaning services;; limited gov experience;
extensive experience in large scale commercial cleaning services;
excellent depth of experience in comparison to requirements; extensive
training in multiple facets;; understands expectations; org chart to support
Countys needs;
good level of experience; special experience in hazmat cleanup; floor
care; local;
moderate level of team experience in commercial janitorial
services comparable to the requirements;
1
a) Overall background and experience of the Proposer for janitorial cleaning services;
b) Focus on teams experience (5 clients since Nov. 1, 2015) that is comparable to the requirements;
c) Consideration for aplicable areas of special expertise, training, and / or certifications;
d) Feedback from client references (survey monkey responses due 5/18/2018).
solid depth of experience and background in the applicable field; revelant
team experience is well rounded and fits requirements; proposer has
reference to all applicable ares of expertise; solid feedback from clients;;
local;
solid experience and background; prior gov; local;; showcased clients
post 2015; city of Tampa - parking;
Capacity & Understanding 20%
Strengths Weaknesses
Ally - dba City Wide
AJI - American
At Your Service
Boro Building
Sunshine Cleaning
USSI - United States
did not directly provide a staffing plan;
low salary
vauge capacity;
2
strong capacity to provide staff/serv; tampa - local; 30 yrs - private; solid
workload - current to comparable needs by MC;; hot-spot crew;; strong
implementation time line;
solid response to capacity; able to rotate staff to meet needs;; 20-25
hourly individuals; positive approach with thirty day implementation;
tab 8 missing - look at approach;; do not provide direct hiring;
implementation in approach section - solid timeline;; current staff - 65;;
understands level of supervision requested in RFP; provided inspection
report samples;
examples of long term, large scale capacity of providing staff & services;
detailed implementation of timeline, provisions of services; strong
electronic billing;; mobile app;; routine inspections w/electronic inspection
documentation; re-evaluation after initial 45 days of implementation;
80% part-time - 20% full time - room for growth; adequate strategy and
plan of approach; good approach to services; solid experience /
knowledge of previous experience;; promote from within;; local; employee
retention plan;
strong ability to provide staff / services; org chart and breakdown to
implementation level; multiple examples of previous service as it relates
to required services;; understand needs; back ground checks;
no timeline for service implementation;
a) Capacity to provide staff / services;
b) Proposed strategies;
c) Service implementation timeline;
d) Approach to provision of services;
e) Focus on operational descriptions that demonstrate a working knowledge through examples of previous performance of required
services.
Approach 20%
Strengths Weaknesses
Ally - dba City Wide
AJI - American
At Your Service
Boro Building
Sunshine Cleaning
USSI - United States strong approach in provision of services; good detail of implementation
serivces; solid details for staffing; green products equiment; detailed
security measures;; 24hr phone# for management;; company uniforms;
Kronos electronic monitoring;
vague on safety measures;; call in for time records / paper logs; paper inspection logs;
missing details of implementation services; weak in addressing
digital documentation and electronic supervision; proposal
indicates paper check off work lists;
solid approach; detailed outline of implementation & startup; verififed
electronic tracking; green company; strong staff, cleaning equip; security
measures and checks;; clean check; gis system; hot spot crew;;
proposed GPS route map; strong supervision plan;
uniforms included, but unclear; Manatee would need to provide a
land line phone in each location or area;
excellent in depth approach in provision of services; detailed services
management; safety; strong staffing details, cleaning equipment and
green products;; uses mobil app for real time check in / out;; team
training; online service request portal; aware of safety and security
security measures ?;
3
a) Overall approach for providing janitorial cleaning services;
b) Details of implementation of services (digital stamping, automated attendance records, or other managing solutions);
c) Performance based services, management services, quality control, safety measures, industry and County cleaning standards;
d) Staffing details, cleaning equipment, green products;
e) Security measures, proposer to provide criminal background checks, County may require FL Dept of Law Enforcement (FDLE).
good approach for providing services; innovative work order system for
quality control, time tracking and real time inspections; solid staff details,
equipment and products; meets security measures;; time clock - land
based phones; Kronos for attendance;; good hiring plan;
Compuclean for implementation of services / team members; strong
performance based services, management services; solid breakdown of
individual sites, equipment & products;; web app for inspections &
performance;
moderate approach for providing janitorial services;; moderate
supervision, inspection and electronic documentation / planning;
moderate approach for providing services; FRED - electronic system;
staffing details and work schedule provided;; green building council
member; hand held technology; detailed, appropriate cleaning
equipment;; gps time stamp on remote app;
Fees 15%
Weaknesses
Ally - dba City Wide
AJI - American
At Your Service
Boro Building
Sunshine Cleaning
USSI - United States
10.31%
6.80%
6.01%
5.88%
10.80%
a) Highest score to lowest fees (evaluation team will review fees following initial evaluation meetings).
.
% below are based on a fee score calculation
10.97%
4
Interviews 15%
Strengths Weaknesses
Ally - dba City Wide
AJI - American
At Your Service
Boro Building
Sunshine Cleaning
USSI - United States all W2 employees; currently providing janitorial cleaning services to
County; preset schedules for preventative floor maintenance; facial
recognition tech / expandable;; e-verify;
moderate presentation; no landline - paper sign in sheet; paper
reports; land line based time tracking;
addressed implementation / start-up; chemical dillution dispensers - all
new dispenser equipment for this product; Compuclean is web based
customizable mapping system; t-sheets for time tracking / stamping;
green seal certification;; improved efficiency;; all W2 employees;
adequate presentation;
able to pull from other area's for personnel; 10+ yrs experience in
Sarasota; local; customer based work order system; tablet based system
for QC / high level inspections;; large area presence; no sub-contracted
employees;; multiple additional services; Kronos;
moderate presentation; time tracking is land line based; not able
to see real time color coded cleaning system;
strong presentation; all in house employees - not sub contracted;
thorough system for employee tracking and accountability; useds e-hub
mobile - work ticket system / customer included; large scale cleaning of
municipals; green certification;; floor slip test; special events; EHUB -
client portal; 800+ staff; hospitality training; employee security training;
Geo fencing; no minimum wage employees; real time tracking of staff;
solid presentation; accountability through checklist on-site; less than 20%
turnover; day/night managers at current - additional growth; FRED -
facility remote entry device - gps monitoring;; gps clock in/out; porter
service plus reactive scheduling; am/pm managers for assistance; scope
/ contact board on-site; emergency services;
labor is 1099 - subcontractors; wants large buildings / facilities;
good presentation; all W2 employees; 30 days to start up; experience in
gov and large scale facilities; check lists for efficiency and redundancy;
full time tracking / stamping;; T-sheets; assign crew leads based on
scope;; smart phones; day porter services; high beach and restroom
experience;
5
a) Focus will be on the knowledge demonstrated by the Lead Proposer;
b) Consideration will be given for clear, unqualified answers and comprehensive explanations of relevant prior experience, and proposed
strategies;
c) Consideration will be given for presentation style.