HomeMy Public PortalAbout20-9745 - Janitorial Maintenance ServicesSponsored by: City Manager
RESOLUTION NO. 20-9745
A RESOLUTION OF THE CITY COMMISSION OF THE
CITY OF OPA-LOCKA, FLORIDA, AUTHORIZING THE
CITY MANAGER TO ENTER INTO AN AGREEMENT
WITH KELLY JANITORIAL SERVICES, INC. FOR
JANITORIAL MAINTENANCE SERVICES AT THE CITY
OF OPA-LOCKA'S MUNICIPAL COMPLEX PURSUANT
TO REQUEST FOR PROPOSAL (RFP) NO. 20-0225100;
PROVIDING FOR INCORPORATION OF RECITALS;
PROVIDING FOR AN EFFECTIVE DATE
WHEREAS, Request for Proposal (RFP) 20-0225100, attached hereto as Exhibit
"A", was published on January 26, 2020 for janitorial maintenance services; and
WHEREAS, thirteen (13) sealed proposals were received by the City Clerk's
Office and certified by the City Clerk on February 25, 2020; and
WHEREAS, the City Manager's Office assembled an Evaluation Committee
("Committee") to review, evaluate, score and rank the proposals submitted; and
WHEREAS, upon review of all proposals submitted, the Committee
recommended Kelly Janitorial Systems, Inc. as the lowest responsive responsible bidder
as reflected into the City Manager memorandum attached hereto as Exhibit "B"; and
WHEREAS, the City has determined that the selection of Kelly Janitorial
Systems, Inc. for janitorial maintenance services is in the best interest of the City and its
residents.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE CITY COMMISSION
OF THE CITY OF OPA-LOCKA, FLORIDA:
Section 1. Adoption of Representations. The above recitals are true and
correct and are incorporated into this Resolution by reference.
Section 2. Authorizing City Manager to Enter Agreement for Janitorial
Maintenance Services of the Municipal Complex. The City Commission of the City of
Opa-locka hereby authorizes the City to enter an agreement with Kelly Janitorial
Resolution No. 20-9745
Services, Inc. for janitorial services pursuant to Request for Proposal (RFP) 20-0225100,
attached hereto as Exhibit "A".
Section 3. Effective Date.
This Resolution shall take effect immediately upon adoption by the City Commission of
the City of Opa-locka.
PASSED and ADOPTED this 8th day of April, 2020.
Matthew Pigatt, Mayor
ATTEST:
nna Flores, City Clerk
APPROVED AS TO FORM AND
LEGAL S . FICIENCY:
B n. e - e No is -Weeks, P.A.
City Attorney
Moved by: Commissioner Bass
Seconded by: Commissioner Kelley
VOTE: 5-0
Commissioner Bass YES
Commissioner Burke YES
Commissioner Kelley YES
Vice -Mayor Davis YES
Mayor Pigatt YES
EXHIBIT "A
REQUEST FOR PROPOSAL (RFP)
Janitorial Maintenance Services
City of Opa-locka
RFP NO: 20-0225100
REQUEST FOR PROPOSAL (RFP)
JANITORIAL MAINTENANCE SERVICES
CITY OF OPA LOCKA 780 FISHERMAN STREET OPA-LOCKA, FLORIDA 33054
CITY OF OPA-LOCKA
REQUEST FOR PROPOSALS
RFP NO: 20-0225100
Janitorial Maintenance Services
Sealed Proposals for Janitorial Maintenance Services will be received by the City of Opa-locka at
the Office of the City Clerk, 780 Fisherman St, 4th Floor, Opa-locka, Florida 33054, Tuesday,
February 25, 2020 by 1:00 p.m. Any RFP Package received after the designated closing time
will be returned unopened.
An original and six (6) copies for a total of seven (7) plus 1 copy of the Proposal package on
USB Flash Drive in PDF format shall be submitted in sealed envelopes/packages addressed to
the City Clerk, City of 0pa-locka, Florida, and marked RFP for janitorial Maintenance
Services.
Proposers desiring information for use in preparing proposals may obtain a set of such
documents from the City Clerk's Office, 780 Fisherman Street, 4th Floor, Opa-locka, Florida
33054, or copies of the RFP No. 20-0225100 may also be obtained by visiting the City's website
at www.opalockafl.gov.
The City reserves the right to accept or reject any and all proposals and to waive any
technicalities or irregularities therein. The City further reserves the right to award the contract
to that proposer whose proposal best complies with the RFP NO: 20-0225100 requirements.
Proposers may not withdraw their proposal for a period of ninety (90) days from the date set
for the opening thereof.
A Mandatory pre -bid meeting will be held on Wednesday, February 5, 2020 at 10:00 a.m. at
the Municipal Complex, 780 Fisherman Street, Opa-locka, FL 33054.
City Clerk
Joanna Flores, CMC
1.1 Introduction
The City of Opa-locka is requesting cost proposals for Janitorial Services For 780 Fisherman
Street on a daily basis, Monday through Friday, in the afternoon.
The Opa-locka Municipal Complex, 780 Fisherman Street
• 1st Floor Common Areas - Entryway, Hallways, Restrooms
• 1st Floor Utility Billing Department - Entire Office Area
• 1st Floor MDC Utility Billing Department - Entire Office Area
• 1st Floor Information Technology Department - Entire Office Area
• 1st Floor Career Source - Entire Office Area
• 2nd Floor Common Areas - Entryway, Restrooms
• 3rd Floor Common Areas - Entryway, Hallways, Restrooms
• 3rd Floor Police Department - All Individual Offices
• 4th Floor Common Areas - Entryway, Restrooms
• 4th Floor - All Individual Offices
1.2. DEVELOPMENT COSTS
Neither the City nor its representatives shall be liable for any expenses incurred in
connection with preparation of a response to this Request for Proposal. Proposers should
prepare their proposals simply and economically, providing a straightforward and concise
description of the Proposer's ability to meet the requirements of the RFP.
1.3. PROPOSAL SUBMISSION AND WITHDRAWAL
The City must receive all proposals in a sealed envelope by 1:00 p.m. on February 25, 2020.
The proposals shall be submitted at the following address:
CITY OF OPA-LOCKA
Office of the City Clerk
780 Fisherman Street, 4th Floor
Opa-locka, Florida 33054
To facilitate processing, please clearly mark the outside of the proposal package as follows:
RFP NO: 20-0225100 janitorial Maintenance Services.
Page 1 3
The package shall also include the Proposer's return address. Proposers may withdraw their
proposals by notifying the City in writing at any time prior to the deadline for proposal
submittal. After the deadline, the proposal will constitute an irrevocable offer, for a period
of 90 days. Once opened, proposals become a record of the CITY and will not be returned to
the Proposer.
The City cautions proposers to assure actual delivery of mailed or hand -delivered proposals
directly to the City Clerk's Office at 780 Fisherman Street, 4th Floor, Opa-locka, Florida 33054
prior to the deadline set for receiving proposals. Telephone confirmation of timely receipt
of the proposal may be made by calling (305) 688-4611 before proposal closing time. Any
proposal received after the established deadline will not be considered and will be returned
unopened to the Proposer(s).
1.4. INQUIRIES
The City Clerk will receive written requests for clarification concerning the meaning or
interpretations of the RFP, until eight (8) days prior to the submittal date. Proposers may e-
mail their requests to the attention of the City Clerk at jflores@Opalockafl.gov. City personnel
are authorized only to direct the attention of prospective Proposers to various portions of
the RFP so that they may read and interpret such for themselves. No employee of the City is
authorized to interpret any portion of this RFP or give information as to the requirements of
the RFP in addition to what is contained in the written RFP document.
1.5. ADDENDUM
The City may record its response to inquiries and any supplemental instructions in the form
of written addenda. The CITY may mail written addenda up to three (3) calendar days before
the date fixed for receiving the proposals. Proposers shall contact the City to ascertain
whether any addenda have been issued. Failure to do so could result in an unresponsive
proposal. Any oral explanation given before the RFP opening will not be binding.
All Proposers are expected to carefully examine the proposal documents. Any ambiguities
or inconsistencies should be brought to the attention of the City through written
communication prior to the opening of the proposals.
1.6. CONTRACT AWARDS
The City anticipates entering into an Agreement with the Proposer who submits the proposal
judged by the City to be most advantageous.
The Proposer understands that this RFP does not constitute an offer or an Agreement with
the Proposer. An offer or Agreement shall not be deemed to exist and is not binding until
proposals are reviewed, accepted by appointed staff, the best proposal has been identified,
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approved by the appropriate level of authority within the City and executed by all parties.
The City anticipates that the final Agreement will be in substantial conformance with this
sample Agreement; nevertheless, Proposers are advised that any Agreement may result from
the RFP may deviate from the Sample Agreement.
The City reserves the right to reject all proposals, to abandon the project and/or to solicit
and re -advertise for other proposals.
1.7. CONTRACTUAL AGREEMENT
This RFP and Contractor proposal shall be included and incorporated in the final award. The
order of contractual precedence will be the Contract or Agreement document, original Terms
and Conditions, and Proposer response. Any and all legal action necessary to enforce the
award will be held in Miami -Dade County and the contractual obligations will be interpreted
according to the laws of Florida. Any additional contract or agreement requested for
consideration by the Proposer must be attached and enclosed as part of the proposal.
1.8. SELECTION PROCESS
The proposals will be evaluated and assigned points. The company with the highest number
of points will be ranked first; however, nothing herein will prevent the City from assigning
work to any firm deemed responsive and responsible.
The City reserves the right to further negotiate any proposal, including price, with the
highest rated Proposer. If an agreement cannot be reached with the highest rated Proposer,
the City reserves the right to negotiate and recommend award to the next highest Proposer
or subsequent Proposers until an agreement is reached.
1.9. PUBLIC RECORDS
Upon award recommendation or ten (10) days after opening, whichever occurs first,
proposals become "public records" and shall be subject to public disclosure consistent with
Chapter 119 Florida Statutes. Proposers must invoke the exemptions to disclosure provided
by law in the response to the RFP, and must identify the data or other materials to be
protected, and must state the reasons why such exclusion from public disclosure is
necessary. Document files may be examined, during normal working hours.
1.10 LICENSES
Proposers, both corporate and individual, must be fully licensed and certified in the State of
Florida at the time of RFP submittal. The proposal of any Proposer who is not fully licensed
and certified shall be rejected.
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1.11. PUBLIC ENTITY CRIMES
Award will not be made to any person or affiliate identified on the Department of
Management Services' "Convicted Vendor List". This list is defined as consisting of persons
and affiliates who are disqualified from public contracting and purchasing process because
they have been found guilty of a public entity crime. No public entity shall award any contract
to, or transact any business in excess of the threshold amount provided in Section 287.017
Florida Statutes for Category Two (currently $25,000) with any person or affiliated on the
"Convicted Vendor List" for a period of thirty-six (36) months from the date that person or
affiliate was placed on the "Convicted Vendor List" unless that person or affiliate has been
removed from the list. By signing and submitting the RFP proposal forms, Proposer attests
that they have not been placed on the "Convicted Vendor List".
1.12. CODE OF ETHICS
If any Proposer violates or is a party to a violation of the code of ethics of the City of Opa-
locka or the State of Florida with respect to this proposal, such Proposer may be disqualified
from performing the work described in this proposal or from furnishing the goods or
services for which the proposal is submitted and shall be further disqualified from
submitting any future proposals for work, goods or services for the City of Opa-locka.
1.13. Drug -Free Workplace: Preference shall be given to businesses with Drug -Free Work
Place (DFW) programs. Whenever two or more proposals which are equal with respect to
price, quality, and service are received by the City for the procurement of commodities or
contractual services, a proposal received from a business that completes the attached DFW
form certifying that it is a DFW shall be given preference in the award process.
1.14. CONE OF SILENCE
"Cone of Silence", as used herein, means a prohibition on any communication regarding a
particular Request for Proposal ("RFP"), Request for Qualification ("RFQ") or bid.
Proposers are hereby advised that this RFP is subject to the "Cone of Silence", in accordance
with Opa-locka Ordinance (Ord. No. 16-08, § 2). From the time of advertising until the City
Manager issues a recommendation, there is a prohibition on communication with the City's
professional staff. The ordinance does not apply to oral communications at pre -proposal
conference, public presentations made to the City Commissioners during any duly notices
public meeting, or communications in writing at any time with any city employee, official, or
member of the City Commissioners unless specifically prohibited herein. A copy of all written
communications must be filed with the City Clerk, at the address as listed in Section 1.3
herein. Among other penalties, violation of these provisions by any particular bidder shall
render any Bid ward to said bidder voidable.
Page 16
1.15. PERMITS AND TAXES
The Proposer shall procure all permits, pay all charges, fees, and taxes, and give all notices
necessary and incidental to the due and lawful prosecution of the work.
1.16. PROTESTS
Protests of the plans, specifications, and other requirements of the request for proposal and
bids must be received in writing by the City Clerk's Office at least ten (10) working days prior
to the scheduled bid opening. A detailed explanation of the reason for the protest must be
included. Protests of the award or intended award of the bid or contract must be in writing
and received in the City Clerk's Office within seven (7) working days of the notice of award.
A detailed explanation of the protest must be included.
1.17. INSURANCE
The awarded Proposer(s) shall maintain insurance coverage reflecting at least the minimum
amounts and conditions specified herein as set forth below. In the event the Proposer is a
governmental entity or a self -insured organization, different insurance requirements may
apply. Misrepresentation of any material fact, whether intentional or not, regarding the
Proposers' insurance coverage, policies or capabilities may be grounds for rejection of the
proposal and rescission of any ensuing Agreement.
1. Evidence of General Liability coverage with limits not less than $1,000,000 per
Occurrence/ $2,000,000 Aggregate (Including Policy Number and Policy Period);
2. Evidence of Auto Liability coverage with limits not less than $1,000,000 per
Occurrence/$1,000,000 Aggregate (Including Policy Number and Policy Period);
3. Evidence of Workers' Compensation coverage with statutory limits and
Employer's Liability coverage with limits not less than $100,000 (Including Policy
Number and Policy Period);
4. The City must be listed as an additional insured (this may be specifically limited
to the specific job(s) the vendor will be performing);
5. Minimum 30-day written notice of cancellation.
1.18. LICENSES
Proposers, both corporate and individual, must be fully licensed and certified in the State of
Florida at the time of RFP NO: 20-0225100 submittal. The proposal of any Proposer who is
not fully licensed and certified shall be rejected.
Page 17
1.19. INDEMNIFICATION
The work performed by the vendor shall be at the risk of the vendor exclusively. To the fullest
extent permitted by law, the vendor shall indemnify, defend (at the vendor's sole expense)
and hold harmless the owner, joint ventures, representatives, members, designees, officers,
directors, employees, agents, successors and assigns ("indemnified parties") from and
against any and all claims for bodily injury, death or damage to property, demands, damages,
actions, causes of actions, suits, losses, judgments, obligations and any liabilities, costs and
expenses (including but not limited to investigative and repair costs, attorney's fees and
costs) ("claims") which arise or are in any way connected with the work performed,
materials furnished, or services provided under this agreement by the vendor or its agents.
These indemnity and defense obligations shall apply to any acts or missions, negligent or
willful misconduct of the supplier, its employees, or agents, whether active or passive. The
vendor shall not be obligated to indemnify or defend the owner for claims found to be due to
the sole negligence or willful misconduct of the indemnified parties. The vendor's
indemnification and defense obligations hereunder shall extend to claims occurring after
this agreement is terminated as well as while it is in force, and shall continue until it is finally
adjudicated and any and all actions against the indemnified parties for such matter which
are indemnified hereunder are fully and finally barred by applicable laws.
1.20. RISK OF LOSS. DESTRUCTION. OR DAMAGE
The City will not be responsible for any theft, destruction of, or damage to equipment from
any cause, with the exception of negligence or willful acts by an employee(s) or agent(s) of
the City.
1.21. NON -COLLUSION AFFIDAVIT
The vendor, in accordance with Miami -Dade County requirements, must sign an affidavit of
non -collusion which has been attached hereto. This document must be signed and returned
with the bid response.
1.22. TERMINATION FOR CONVENIENCE
A contract may be terminated in whole or in part by the City at any time and for any reason
in accordance with this clause whenever the City shall determine that such termination is in
the best interest of the City. Any such termination shall be effected by the delivery to the
contractor at least five (5) working days before the effective date of a Notice of Termination
specifying the extent to which performance shall be terminated and the date upon which
termination becomes effective. An equitable adjustment in the contract price shall be made
for the completed service, but no amount shall be allowed for anticipated profit on
unperformed services.
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1.23. PROPOSAL SCHEDULE
The following Schedule of Key Events and Dates represents the City's best estimate of the
schedule that shall be followed.
The City reserve the right, at its sole discretion, to adjust this schedule as it deems necessary.
The City will make a good faith effort to notify potential vendors of adjustments to the
Schedule; however, ultimate responsibility for obtaining notice of changes in the Schedule of
Key Events lies with the potential vendors.
KEY DATES
Event
Date
Time
RFP Release date
Sunday, January 26, 2020
Mandatory Pre -Bid Meeting
Wednesday, February 5, 2020
10:00 a.m.
Last Date for Receipt of Written Questions
Monday, February 17, 2020
5:00 p.m.
Deadline for Proposal Submission
Tuesday, February 25, 2020
1:00 p.m.
Evaluation Committee Meeting
To Be Determined
TBD
Address for RFP Package Delivery
Proposals must be received by the office of:
Office of the City Clerk
780 Fisherman Street 4th
Opa-locka, Florida 33054
1.24. LATE PROPOSALS
Proposals received after the Closing Time will not be accepted or considered. Delays caused
by any delivery, courier or mail service(s) will not be grounds for an extension of the Closing
Time. Firms submitting proposals are fully responsible for their delivery. Reliance upon mail
or mail carriers is at the firm's risk.
1.25. ADDENDUM
If the City determines that an amendment is required to this RFP, the City Representative
will post a written addendum on the City Website at www.Opalockafl.gov (the "City
Website") and upon posting will be deemed to form part of this RFP. No amendment of any
kind to the RFP is effective unless it is posted in a formal written addendum on the City
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Website. Upon submitting a Proposal, Proponents will be deemed to have received notice of
all addenda that are posted on the City Website.
1.26. OPENING OF PROPOSALS
The City intends to open Proposals in public.
1.27. CITY RIGHTS
CITY reserves the right to reject any or all proposals and to waive any informality in
proposals received. CITY also reserves the right to reject proposals from companies who
have previously failed to perform properly or complete on time contracts for CITY, or a
proposal where investigation shows that the proposing company is not in a position to
successfully perform the contract, in the judgment of CITY.
CITY reserves the right to reject a proposal, regardless of price and conditions, where the
proposed terms and/or conditions are deemed unacceptable to CITY. This Request for
Proposals does not commit CITY to award a contract, to pay for any costs incurred in
preparation of a proposal, nor contract for services.
1.28. PROPOSAL SUBMISSION FORM AND CONTENTS
In order to maintain comparability and enhance the review process, proposals shall be
organized in the manner specified below and include all information required herein. The
proposal must name all persons or entities interested in the proposal as principals. The
proposal must declare that it is made without collusion with any other person or entity
submitting a proposal pursuant to this RFP.
1.29. QUALIFICATIONS
Contractors shall be in the business of janitorial maintenance services and must possess
sufficient financial support, equipment and organization to insure that it can satisfactorily
perform the services is awarded a Contract Contractor must demonstrate that they are the
principals assigned to the project, have successfully provided services with similar
magnitude to those specified in the scope of services to at least one public entity similar in
size and complexity to the City of Opa-locka or can demonstrate they have the experience
with large scale private sector clients and the managerial and financial ability to successfully
perform the work.
Contractor shall satisfy each of the following requirements cited below. Failure to do so may
result in the proposal being deemed non -responsive is required that all Bidders enclose with
their sealed bids the following information:
Page I10
" A d e t a i l e d d e s c r i p t i o n o f t h e f i r m i n c l u d i n g a d d r e s s , t e l e p h o n e n u m b e r L i c e n s e
C l a s s i f i c a t i o n w i t h n u m b e r a n d d a t e o f e x p i r a t i o n , a p p l i c a b l e L i c e n s e s t a t u s , a n d
b a n k i n g a n d c r e d i t r e f e r e n c e s .
" B r i e f l y d e s c r i b e t h e e d u c a t i o n a l b a c k g r o u n d a n d p r o f e s s i o n a l e x p e r i e n c e i n a r e s u m e
f o r m a t o f t h e f i r m o w n e r s , s u p e r v i s o r s a n d k e y e m p l o y e e s .
" L i s t s i m i l a r c o n t r a c t s f o r J a n i t o r i a l S e r v i c e s n o w h e l d b y y o u r f i r m a n d o t h e r s i m i l a r
c o n t r a c t s , i f a n y f o r m e r l y h e l d . L i s t a t l e a s t o n e p e r s o n f o r e a c h s u c h c o n t r a c t w h o m
m a y b e c o n t a c t e d b y u s w h o i s k n o w l e d g e a b l e a b o u t y o u r w o r k . L i s t t e l e p h o n e
n u m b e r s f o r t h e s e i n d i v i d u a l s .
" T h i s c o n t r a c t w i l l b e a w a r d e d o n l y t o r e s p o n s i b l e C o n t r a c t o r s q u a l i f i e d b y e x p e r i e n c e
t o d o t h e w o r k s p e c i f i e d h e r e i n . T h e B i d d e r s h a l l s u b m i t , w i t h h i s b i d , s a t i s f a c t o r y
e v i d e n c e o f h i s e x p e r i e n c e i n l i k e w o r k a n d t h a t h e i s f u l l y p r e p a r e d w i t h t h e
n e c e s s a r y o r g a n i z a t i o n , c a p i t a l , e q u i p m e n t a n d m a c h i n e r y t o c o m p l e t e t h e w o r k t o
t h e s a t i s f a c t i o n o f t h e O w n e r .
T h o s e p a r t i e s d e e m e d t o b e q u a l i f i e d t o s e r v i c e t h i s c o n t r a c t s h a l l b e j u d g e d o n t h e i r p a s t
p e r f o r m a n c e a n d p r e s e n t a b i l i t y t o p r o v i d e a l l l a b o r , m a t e r i a l s , a n d e q u i p m e n t t o
s u c c e s s f u l l y f u l f i l l t h e p r o v i s i o n s o f t h i s c o n t r a c t .
1 . 3 0 . C O M P A N Y Q U A L I F I C A T I O N S
" C o m p a n y s h a l l h a v e b e e n i n c o n t i n u o u s s e r v i c e a n d i n c o r p o r a t e d i n t h e S t a t e o f
F l o r i d a f o r a m i n i m u m o f t h r e e ( 3 ) y e a r s .
" C o m p a n y m u s t h a v e a p r o v e n h i s t o r y i n J a n i t o r i a l a n d M a i n t e n a n c e s e r v i c e s f o r
p u b l i c f a c i l i t i e s .
" C o m p a n y m u s t b e f u l l y l i c e n s e d w i t h a l l r e q u i r e d S t a t e a n d / o r L o c a l g o v e r n m e n t
l i c e n s e s , a n d p e r m i t s .
1 . 3 1 . P E R S O N N E L M A N A G E M E N T R E Q U I R E M E N T S :
" M a n a g e r s m u s t h a v e e x c e l l e n t c o m m u n i c a t i o n s k i l l s a n d b e c a p a b l e o f d i r e c t i n g a l l
r e g u l a r j a n i t o r i a l m a i n t e n a n c e s e r v i c e s a n d c o o r d i n a t i n g t h e s e w i t h t h e d e s i g n a t e d
C i t y o f O p a - l o c k a s t a f f .
" M a n a g e r s s h a l l c o n s t a n t l y u s e t h e i r e x p e r i e n c e a n d t r a i n i n g t o p r e v e n t , d e t e c t a n d
c o n t r o l a d v e r s e c o n d i t i o n s b y p h y s i c a l l y i n s p e c t i n g t h e l o c a t i o n s a n d p r o p e r l y
g u i d i n g j a n i t o r i a l s e r v i c e s .
" M a n a g e r s s h a l l h a v e I n t e r n e t a c c e s s t o p r o v i d e c o r r e s p o n d e n c e v i a E - m a i l t o C i t y
d e s i g n a t e d s t a f f .
P a g e I 1 1
1.32. TECHNICAL SERVICES:
• To provide an adequate number of personnel specifically trained and experienced in
Janitorial Services.
1.33. SCOPE OF WORK:
DAILY
• Empty all trash receptacles, replace liners, and remove trash to a collection point.
• Stock all restrooms with towels, tissue, and hand soap. Wipe dispensers as needed.
• Toiles and urinals to be cleaned and sanitized inside and outside.
• Toilet seats wiped clean on both sides.
• Report any restroom repairs needed to the Building Manager.
• Pour fresh water down floor drains to refresh water in sewer lines.
• Squeegee both sides of glass doors removing prints and smudges; wipe frames.
• Thoroughly dust all horizontal and vertical surfaces, including window sills, ledges,
moldings, telephones, pictures, office furniture and manner of furnishings.
• Vacuum walk off mats and traffic lanes.
• Dust mop hard surface floors.
• Damp mop hard surface floors, taking care to get into corners, along edges and
beneath furniture.
• Vacuum all carpeting, taking care to get into corners, along edges and beneath
furniture.
• Spot wipe light switches and doors.
• Clean drinking fountains
MONTHLY
• Spot treat soiled carpet areas.
• Complete all high dusting, including exhaust fans and air ventilators within reach.
• Thoroughly wash windows (interior and exterior on all floors) and partition glass on
both sides.
• Dust window blinds.
QUARTERLY
• Machine strip all tile floors
The Vendor will be responsible for supplying all cleaning equipment, chemicals, trash bags,
paper towels, hand soap, and toilet paper.
Page I12
The vendor shall inform the City's/Division representative of any immediate safety hazards
or vandalism (including graffiti) upon discovery in the field. The vendor shall fill any holes
found which would constitute a safety hazard.
1.34. REFERENCE
The Proposer must provide references from at least two (2) clients for whom the related
Janitorial Maintenance Services were provided by the respective contractor. The references
should include the name, physical address, email address and telephone number of a contact
person for each reference cited.
1.3 S. EVALUATION AND SELECTION
The evaluation of Proposals will be undertaken on behalf of the City by the Evaluation Team.
The Evaluation Team may consult with others including City staff members, third party
consultants and references, as the Evaluation Team may in its discretion decide is required.
The Evaluation Team will give a written recommendation for the selection of a Preferred
Proponent or Preferred Proponents to the City.
Proposals will be evaluated and negotiated in accordance with the evaluation criteria
described herein. Subject to CITY's right to reject any or all proposals, the Proposer whose
proposal is found, in CITY's sole discretion, to be most advantageous to the CITY will be
selected. The City will select the proposal that offers the best service plan and terms for CITY.
Therefore, contractors are encouraged to submit proposals that provide their best possible
service and compensation guarantee to the City. Award of the Contract is not valid until
authorized by the CITY Board of Commissioners.
CITY will employ a structured, competitive evaluation process. All written proposals will be
reviewed and scored based on how well they address the specific needs of the City as
outlined in this RFP. CITY's evaluation team will review the technical proposals individually
and meet as a group. The evaluation team meeting will be open to the public.
Page I13
1.36 EVALUATION CRITERIA
CategorY
Pants
Experience and Qualifications of professional personnel assigned to
project
1. Number of years providing janitorial services
2. Qualifications and experience of assigned staff
3. Licensing
4. Adherence to requirements, forms and qualifications listed in this RFP
25
Price Proposal
1. Cost of proposed services
2. Value of added services
35
Resources and approach
1. Adequate resources (financial, equipment, facilities)
2. Capability to undertake the required performance period
3. Proposed plan and approach to fulfilling scope
30
References
Containing at least three agencies.
10
TOTAL
100
1.37. LITIGATION
In addition to any other provision of this RFP, the City may, in its absolute discretion, reject
a Proposal if the Proponent, or any officer or director of the Proponent submitting the
Proposal, is or has been engaged directly or indirectly in a legal action against the City, its
elected or appointed officers, representatives or employees in relation to any matter.
In determining whether or not to reject a Proposal under this section, the City will consider
whether the litigation is likely to affect the Proponent's ability to work with the City, its
consultants and representatives and whether the City's experience with the Proponent
indicates that there is a risk the City will incur increased staff and legal costs in the
administration of the Contract if it is awarded to the Proponent.
Page 114
1.38. GENERAL CONDITIONS
The City is under no obligation to accept any Proposal submitted. The City reserves the right
in its sole discretion to waive informalities in, or reject any or all Proposals, or to accept any
Proposal deemed most favorable in the interest of the City, or cancel the competition at any
time without award. Thereafter, the City may issue a new Invitation / Request, sole source
or do nothing.
This RFP is not a tender and does not commit the City in any way to select a Preferred
Proponent, or to proceed to negotiations for a Contract, or to award any Contract, and the
City reserves the complete right to at any time reject all Proposals, and to terminate this RFP
process.
Page I15
RFP NO: 20-0225100
JANITORIAL MAINTENANCE SERVICES
PROPOSER QUALIFICATIONS
The Proposer, as a result of this proposal, MUST hold a County and/or Municipal Consultant's
Occupational License in the area of their fixed business location. The following information MUST be
completed and submitted with the proposal to be considered:
1. Legal Name and Address:
Name:
Address:
City, State, Zip: Phone/Fax:
2. Check One: Corporation () Partnership () Individual ( )
3. If Corporation, state:
Date of Incorporation: State in which Incorporated:
4. If an out-of-state Corporation, currently authorized to do business in Florida, give date of such
authorization:
5. Name and Title of Principal Officers Date Elected:
6. The length of time in business: years
7. The length of time (continuous) in business as a service organization in Florida:
years
8. Provide a list of at least three commercial or government references that the bidder has
supplied service/commodities meeting the requirements of the City of Opa-locka
specification, during the last twenty-four months.
9. A copy of County and/or Municipal Occupational License(s)
Note: Information requested herein and submitted by the proposers will be analyzed by the City of Opa-locka and will be a
factor considered in awarding any resulting contract The purpose is to insure that the Consultants, in the sole opinion of the
City of Opa-locka, can sufficiently and efficiently perform all the required services in a timely and satisfactory manner as will
be required by the subject contract. If there are any terms and/or conditions that are in conflict, the most stringent requirement
shall apply.
Page116
RFP NO: 20-0225100
PROPOSER QUALIFICATIONS
The Proposer, as a result of this proposal, MUST hold a County and/or Municipal Vendor's Occupational License
in the area of their fixed business location. The following information MUST be completed and submitted with
the proposal to be considered:
1. Legal Name and Address;
Name:
Address:
City, State, Zip: Phone/Fax:
2. Check One: Corporation () Partnership () Individual ( )
3. If Corporation, state:
Date of Incorporation: State in which Incorporated:
4. If an out-of-state Corporation, currently authorized to do business in Florida, give date of such
authorization:
5. Name and Title of Principal Officers Date Elected:
6. The length of time in business: years
7. The length of time (continuous) in business as a service organization in Florida:
years
8. Provide a list of at least three commercial or government references that the bidder has supplied
service/commodities meeting the requirements of the City of Opa-Locka specification, during the last
five years.
9. A copy of County and/or Municipal Occupational License(s)
Note: Information requested herein and submitted by the proposers will be analyzed by the City of Opa-locka and will be a
factor considered in awarding any resulting contract The purpose is to insure that the Vendors, in the sole opinion of the City
of Opa-Locka, can sufficiently and efficiently perform all the required services in a timely and satisfactory manner as will be
required by the subject contract If there are any terms and/or conditions that are in conflict, the most stringent requirement
shall apply.
Page17
RFP NO: 20-0225100
PRICE PROPOSAL FORM
JANITORIAL MAINTENANCE SERVICES
PROPONENT understands and agrees that the Contract Price is the lump sum to furnish and install
all of the Work complete in place. Vendor's price will not be adjusted unless the CITY changes the
scope of the Project after the Contract Date.
As such, the Vendor shall furnish all labor, materials, equipment, tools, superintendence and services
necessary to provide a complete, in place Project for the Proposed Price of:
SUBMITTED THIS
LUMP SUM PRICE: $
BID SUBMITTED BY:
DAY OF 2019.
Company Telephone Number
Name of Person Authorized to Submit
Bid
Signature
Title
Fax Number
Email Address
Page I18
CITY OF OPA-LOCKA
CERTIFICATION REGARDING DEBARMENT, SUSPENSION
PROPOSED DEBARMENT AND OTHER MATTERS OFRESPONSIBILITY
1. The Proposer certifies, to the best of its knowledge and belief, that the Proposer and/or any of its
Principals:
A. Are not presently debarred, suspended, proposed for debarment, or declared ineligible for
the award of contracts by any Federal agency.
B. Have not, within a three-year period preceding this offer, been convicted of or had a civil
judgment rendered against them for: commission of fraud or a criminal offense in connection
with obtaining, attempting to obtain, or performing a public (Federal, state, or local) contract
or subcontract; violation of Federal or state antitrust statutes relating to the submission of
offers; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of
records, making false statements, tax evasion, or receiving stolen property; and
C. Are not presently indicted for, or otherwise criminally or civilly charged by a governmental
entity with, commission of any of the offenses enumerated in paragraph 1-B of this provision.
2. The Proposer has not, within a three-year period preceding this offer, had one or more contracts
terminated for default by any City, State or Federal agency.
A. "Principals," for the purposes of this certification, means officers; directors; owners;
partners; and, persons having primary management or supervisory responsibilities within a
business entity (e.g., general manager; plant manager; head of a subsidiary, division, or
business segment, and similar positions).
This Certification Concerns a Matter Within the Jurisdiction of an Agency of the United States
and the Making of a False, Fictitious, or Fraudulent Certification May Render the Maker
Subject to Prosecution Under Section 1001, Title 18, United States Code.
B. The Proposer shall provide immediate written notice to the Contracting Officer if, at any
time prior to contract award, the Proposer learns that its certification was erroneous when
submitted or has become erroneous by reason of changed circumstances.
C. A certification that any of the items in paragraph (a) of this provision exists will not
necessarily result in withholding of an award under this solicitation. However, the
certification will be considered in connection with a determination of the Proposer's
responsibility. Failure of the Proposer to furnish a certification or provide such additional
information as requested by the Contracting Officer may render the Proposer non-
responsive.
Page I19
D. Nothing contained in the foregoing shall be construed to require establishment of a system
of records in order to render, in good faith, the certification required by paragraph (a) of this
provision. The knowledge and information of a Proposer is not required to exceed that which
is normally possessed by a prudent person in the ordinary course of business dealings.
E. The certification in paragraph (a) of this provision is a material representation of fact upon
which reliance was placed when making award. If it is later determined that the Proposer
knowingly rendered an erroneous certification, in addition to other remedies available to the
Government, the Contracting Officer may terminate the contract resulting from this
solicitation for default.
AS THE PERSON AUTHORIZED TO SIGN THE STATEMENT, 1 CERTIFY THAT THIS CONSULTANT
COMPLIES FULLY WITH THE ABOVE REQUIREMENTS.
Signature
Printed Name
Page 1 20
CITY OF OPA-LOCKA
DRUG -FREE WORKPLACE CERTIFICATION FORM
Whenever two (2) or more bids/proposals, which are equal with respect to price, quality, and service, are
received by the CITY OF OPA-LOCKA for the procurement of commodities or contractual services, a
bid/proposal received from a business that certifies that it has implemented a drug -free workplace program
shall be given preference in the award process. In order to have a drug -free workplace program, a business
shall:
1. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing,
possession or use of controlled substances is prohibited in the workplace and specifying the actions
that will be taken against employees for violations of such prohibition.
2. Inform employees about the dangers of drug abuse in the workplace, the business's policy of
maintaining a drug -free workplace, any available drug counseling, rehabilitation, and employee
assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.
3. Give each employee engaged in providing the commodities or contractual services that are under bid
a copy of the statement specified in number (1).
4. In the statement specified in number (1), notify the employees that as a condition for working on the
commodities or contractual services that are under bid, the employee will abide by the terms of the
statement and will notify the employer of any conviction on or plea of guilty or no contest to any
violation of Chapter 893, Florida Statutes or of any controlled substance law of the United States or
any singular state, for a violation occurring in the workplace no later than five (5) days after such
conviction.
5. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or
rehabilitation program if such is available in the employee's community by any employee who is so
convicted.
6. Make a good faith effort to continue to maintain a drug -free workplace through implementation of
Section 287.087, Florida Statutes.
This Certification is submitted by the
(Name)
of
(Title/Position) (Company)
who does hereby certify that said Company has implemented a drug -free workplace program, which meets the
requirements of Section 287.087, Florida Statutes, which are identified in numbers (1) through (6) above.
Date Signature
Page I 21
CITY OF OPA-LOCKA
NON -COLLUSION AFFIDAVIT
STATE OF FLORIDA - COUNTY OF MIAMI DADE
being first duly sworn, deposes and says that:
(1) He/She/They is/are the
(Owner, Partner, Officer, Representative or Agent) of
the PROPONENT that has submitted the attached
proposal;
(2) He/She/They is/are fully informed respecting the preparation and contents of the
attached Proposal and of all pertinent circumstances respecting such Proposal;
(3) Such Proposal is genuine and is not a collusive or sham Proposal;
(4) Neither the said PROPONENT nor any of its officers, partners, owners, agents,
representatives, employees or parties in interest, including this affiant, have in any way
colluded, conspired, connived or agreed, directly or indirectly, with any other
PROPONENT, firm, or person to submit a collusive or sham Proposal in connection with
the Work for which the attached Proposal has been submitted; or to refrain from
Proposing in connection with such Work; or have in any manner, directly or indirectly,
sought by agreement or collusion, or communication, or conference with any
PROPONENT, firm, or person to fix any overhead, profit, or cost elements of the Proposal
or of any other PROPONENT, or to fix any overhead, profit, or cost elements of the
Proposed Price or the Proposed Price of any other PROPONENT, or to secure through any
collusion, conspiracy, connivance, or unlawful agreement any advantage against
(Recipient), or any person interested in the proposed Work;
(5)
The price or prices quoted in the attached Proposal are fair and proper and are not tainted
by any collusion, conspiracy, connivance, or unlawful agreement on the part of the
PROPONENT or any other of its agents, representatives, owners, employees or parties of
interest, including this affiant.
Signed, sealed and delivered in the presence of:
By:
Witness Signature
Witness Print Name and Title
Page 122
NON-DISCRIMINATION AFFIDAVIT
I, the undersigned, hereby duly sworn, depose and say that the organization, business or
entity represented herein shall not discriminate against any person in its operations, activities or
delivery of services under any agreement it enters into with the City of Opa-locka. The same shall
affirmatively comply with all applicable provisions of federal, state and local equal employment laws
and shall not engage in or commit any discriminatory practice against any person based on race, age,
religion, color, gender, sexual orientation, national origin, marital status, physical or mental
disability, political affiliation or any other factor which cannot be lawfully used as a basis for service
delivery.
Sworn and subscribed before this
day of , 20_
Notary Public, State of Florida
(Printed Name)
My commission expires:
By:
Title:
Page 1 23
EXHIBIT "B"
CITY MANAGER RFP NO. 20-0225100 EVALUATION COMMITTEE RESULTS
MEMORANDUM
Office of the City Manager
780 Fisherman Street, 4th Floor
Opa-locka, FL 33054
John E. Pate, MS, CM Telephone (786) 338-6598
City Manager Email: jpatena,opalockafl.gov
To:
Mayor Matthew Pigatt
Vice Mayor Chris Davis
Commissioner Sherelean Bass
Commissioner Alvin Burke
Commissioner Joseph L. Kelley
From: John E. Pate, City Manager
Date: March 2, 2020
Re: Resolution: Committee Selection for Janitorial Maintenance Services
Req uest:
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA-
LOCKA, FLORIDA, ACCEPTING THE PROPOSAL OF KELLY JANITORIAL
SYSTEMS FOR JANITORIAL MAINTENANCE SERVICES AT THE
MUNICIPAL COMPLEX PURSUANT TO RFP NO. 20-0225100; FURTHER
AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT
WITH THE LOWEST RESPONSIVE RESPONSIBLE BIDDER; PROVIDING
FOR INCORPORATION OF RECITALS; PROVIDING FOR AN EFFECTIVE
DATE.
Description: Janitorial Maintenance Services for the property located at 780 Fisherman Street, Opa-
locka, FL 33054.
Analysis:
Bid proposals were received by the Office of the City Clerk on February 25, 2020 at
1:11 p.m. The City Clerk's Office opened sealed proposals and certified the bids under
the provisions of Sec. 2-320.1 of the City's Code of Ordinance. The following thirteen
(13) companies submitted proposals:
Abdiel Construction Cleaners of South FL, Inc.
Kelly Janitorial Systems
A-1 Extreme Cleaning, LLC
EPMG, LLC
J-MAC Cleaning Services, Inc.
Optell Solutions Group, Inc.
BACM Solutions Services
AAA Facility Solutions
P.C.S. Professional Cleaning Services, Corp.
High Sources, Inc.
Amer -Plus Janitorial & Maintenance, LLC.
United States Service Industries, Inc. (USSI)
G & D Construction & Janitorial Services Corp
The evaluation committee met on March 2, 2020 to review proposals. Members of the evaluation committee
included:
Carlos Gonzalez, CIP Project Manager
Gerald Lee, Community Development Planner
King Leonard, Building Maintenance Superintendent
Rich Oddman, Sr. Accountant
Nelson Rodriguez, IT Director
Each committee member's review evaluation and scoring of proposals were based on the following
criterion and weight system:
Criterion
Weight
Experience and Qualification
25%
Price Proposal
35%
Resources and Approach
3 0%
References
10%
Below you will find the selection committee evaluations that include scoring of the thirteen (13) proposals
submitted / received. The proposals are listed in order from highest to lowest in ranking:
Kelley Janitorial Systems
Name
Rating
Carlos Gonzalez
4.45
Gerald Lee
3.75
King Leonard
4.25
Rich Oddman
4.70
Nelson Rodriguez
5.00
TOTAL
4.43
AAA Facility Solutions
Name
Rating
Carlos Gonzalez
3.55
Gerald Lee
2.20
King Leonard
3.70
Rich Oddman
3.80
Nelson Rodriguez
3.80
TOTAL
3.41
United States Service Industries
Name
Rating
Carlos Gonzalez
4.55
Gerald Lee
2.30
King Leonard
2.40
Rich Oddman
2.65
Nelson Rodriguez
3.95
TOTAL
3.17
BACM Solutions Services
Name
Rating
Carlos Gonzalez
3.30
Gerald Lee
1.75
King Leonard
2.85
Rich Oddman
3.05
Nelson Rodriguez
2.05
TOTAL
2.60
G & D Construction & Janitorial
Name
Rating
Carlos Gonzalez
3.35
Gerald Lee
0.70
King Leonard
2.05
Rich Oddman
0.70
Nelson Rodriguez
0.35
TOTAL
1.43
P.C.S. Professional
Name
Rating
Carlos Gonzalez
4.10
Gerald Lee
2.35
King Leonard
3.20
Rich Oddman
4.10
Nelson Rodriguez
4.65
TOTAL
3.68
Abdiel Construction
Name
Rating
Carlos Gonzalez
3.85
Gerald Lee
3.65
King Leonard
3.35
Rich Oddman
3.15
Nelson Rodriguez
2.65
TOTAL
3.33
High Sources, Inc.
Name
Rating
Carlos Gonzalez
3.55
Gerald Lee
2.35
King Leonard
2.40
Rich Oddman
3.15
Nelson Rodriguez
2.95
TOTAL
2.88
J-MAC Cleaning Services, Inc.
Name
Rating
Carlos Gonzalez
3.20
Gerald Lee
2.00
King Leonard
2.70
Rich Oddman
2.55
Nelson Rodriguez
1.40
TOTAL
2.37
A-1 Extreme Cleaning, LLC
Name
Rating
Carlos Gonzalez
3.70
Gerald Lee
2.65
King Leonard
3.70
Rich Oddman
4.15
Nelson Rodriguez
3.35
TOTAL
3.51
Optell Solutions Group, Inc.
Name
Rating
Carlos Gonzalez
3.85
Gerald Lee
3.25
King Leonard
2.80
Rich Oddman
3.30
Nelson Rodriguez
3.20
TOTAL
3.28
Amer -Plus Janitorial & Mainten.
Name
Rating
Carlos Gonzalez
3.45
Gerald Lee
2.30
King Leonard
2.95
Rich Oddman
3.10
Nelson Rodriguez
2.60
TOTAL
2.88
EPMG, LLC
Name
Rating
Carlos Gonzalez
2.75
Gerald Lee
1.90
King Leonard
2.95
Rich Oddman
1.95
Nelson Rodriguez
1.40
TOTAL
2.19
Recommendation(s):
Staff recommends approval based upon the committee's review, evaluation, scoring and ranking of the proposals
submitted. Therefore, it is the recommendation of the Selection Committee that the City negotiates and enters into
an agreement with Kelly Janitorial Systems.
Attachments:
Request for Proposal (RFP) #20-0225100
Advertisements
Bid Certification
Committee Evaluation Forms
Bid Proposals
City of Opa-Locka
Agenda Cover Memo
Department
Director:
Department
Director
Si nature:
City
Manager:
John E. Pate
CM Signature:
_
Commission
Meeting
Date:
03.25.2020
Item Type:
(EnterX in box)
Resolution
r i ance
Other
X
Fiscal
Impact:
(Enter X in box)
Yes
No
Ordinance Reading.
(EnterX in box)
1st Reading
2" Reading
x
Public Hearing:
(Enter X in box)
Yes
No
Yes
No
X
X
Funding
Source:
Account#:
62-519340
(Enter Fund & Dept)
Ex:
Town Center
Other Contracted
Services
Advertising Requirement:
(Enter X in box)
Yes
No
x
Contract/P.O.
Required:
(Enter X in box)
Yes
No
RFP/RFQ/Bid#:
x
Strategic
Plan Related
(Enter X in box)
Yes
No
Strategic Plan Priority
Enhance Organizational
Bus. & Economic Dev
Public Safety
Quality of Education
Qual. of Life & City Image
Communcation
Area:
Strategic Plan Obj./Strategy:
(list the specific objective/strategy this
item will address)
•
X
un
NI
•
•
El
•
Sponsor
Name
City Manager
Department:
City Manager
Short Title:
A resolution authorizing the City Manager to enter into an agreement with Kelly Janitorial Systems for
Janitorial Maintenance Services at the Municipal Complex.
Staff Summary:
Request for Proposal (RFP) 20-0225100 was published on January 26, 2020 for Janitorial Maintenance
Services. Thirteen (13) sealed proposals were received by the City Clerk's Office and certified by the City Clerk
on February 25, 2020.
The Evaluation Committee reviewed the proposals and subsequently selected Kelly Janitorial Systems as the
lowest responsive responsible bidder.
Proposed Action:
Staff recommends the approval based on the Selection Committee review, scoring and ranking.
Attachment:
RFP No. 20-0225100
Advertisements
Bid Certification
Committee Evaluation Forms
Bid Proposals