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2014-164-2143 - Awarding a Bid to Stockton Maintenance Group Inc.  1515 NW 167 Street, Building 5 Suite 200    Miami Gardens, Florida 33169    City of Miami Gardens Agenda Cover Memo Council Meeting Date: September 22, 2013 Item Type: (Enter X in box) Resolution Ordinance Other X Fiscal Impact: (Enter X in box) Yes No Ordinance Reading: (Enter X in box) 1st Reading 2nd Reading X Public Hearing: (Enter X in box) Yes No Yes No X Funding Source: General Fund Advertising Requirement: (Enter X in box) Yes No X Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid #: RFP#13‐14‐032 Annual Contract for Janitorial Services X Strategic Plan Related (Enter X in box) Yes No Strategic Plan Priority Area: Enhance Organizational Bus. & Economic Dev Public Safety Quality of Education Qual. of Life & City Image Communcation Strategic Plan Obj./Strategy: (list the specific objective/strategy this item will address) Quality of Life & City Image X Sponsor Name Cameron Benson, City Manager Department: City Facilities   Short Title:    A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AWARDING A BID TO STOCKTON MAINTENANCE GROUP, INC. FOR JANITORIAL SERVICES; AUTHORIZING THE CITY MANAGER TO ISSUE PURCHASE ORDERS, IN AN AMOUNT NOT TO EXCEED THE ANNUAL ALLOCATED BUDGETED AMOUNT, FOR THIS PURPOSE; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING FOR AN EFFECTIVE DATE.   Staff Summary:    Background    The City’s current janitorial services expired in July, staff negotiated with the current contractor before  City Hall moved to amend the contract to provide janitorial services in the new complex until such time  as the City could solicit for the services.      Current  ITEM K-11) CONSENT AGENDA RESOLUTION Janitorial Service   1515 NW 167 Street, Building 5 Suite 200    Miami Gardens, Florida 33169      Staff prepared specifications for janitorial services for the existing Police Department, Public Works and  City Hall.  The specifications provide for certain janitorial duties to be accomplished on daily, weekly,  quarterly and semi‐annually basis.  The janitorial requirements also require the company to supply all  paper products, plastic projects, cleaning solutions/products and necessary equipment to perform the  janitorial duties.  The contract is for an initial period of two (2) years with options to renew annually for  a maximum of three (3) years, subjected to the appropriation of funds.    The specifications were posted as RFP#13‐14‐032 on May 30, 2014.  A broadcast notice was sent to 395  suppliers; forty‐seven (47) bid packages were requested.   A mandatory pre‐proposal meeting/site visit  was held on June 16, 2014 for City Hall; June 17, 2014 for Public Works and Police Department.   Seventeen (17) companies attended.  Five proposals were received; proposers’ names were publicly  read on July 3, 2014.  One proposal was deemed non‐responsive. A copy of the proposal document and  submittals are available at the Assistant to the Mayor and Council’s office for review.    Analysis    A selection/evaluation committee evaluated the proposals in accordance with the criteria.  Site visits  were conducted to inspect the local sites currently being maintained by the top three ranked proposers  as part of the evaluation process.  The ranking sheets were returned to Procurement where the scores  were combined and totaled.  The Committee is recommending award to Stockton Maintenance Group,  Inc. located in West Palm Beach, Florida.    Fiscal Impact   Facility Monthly Cost Annual Cost  City Hall $4,841.59 $58,099.08 Public Works Building $384.12 $4,609.44 Police Department * $1442.00 $17,304.00                    TOTAL $6,667.71 $80,012.52   * The RFP specifications requested pricing for janitorial services at the police department to be seven  days per week, however, the cost to perform seven day per week service exceeds the budget, therefore,  service will be reduced to three days per week.  Pricing above reflects the estimated cost for the  reduced service.    Fiscal Impact  The monthly cost for the City Hall is within the budget allocation for FY 2015.   As to the current Police  Department Building, even with the service is to be reduced from the proposal of seven days a week to  the current service which is three days a week for the past two years; the monthly cost is $72.00 more  than FY 2015 budgeted amount.    Proposed Action:  That the City Council approves the attached resolution awarding Janitorial Services to Stockton  Maintenance Group, Inc. in accordance with RFP#13‐14‐032 and authorizing the City Manager to issue  annual purchase orders for the initial term of the contract.    Attachment:    1515 NW 167 Street, Building 5 Suite 200    Miami Gardens, Florida 33169      Cost Sheet  Evaluation Ranking Sheets  CI T Y O F M I A M I G A R D E N S PR O C U R E M E N T D E P A R T M E N T EV A L U A T I O N R A N K I N G S H E E T RF P # 1 3 - 1 4 - 0 3 2 A n n u a l M a i n t e n a n c e C o nt r a c t f o r J a n i t o r i a l S e r v i c e s Ju l y 3 , 2 0 1 4 Si t e V i s i t - R e f e r e n c e s By s i g n i n g t h i s f o r m a s a n E v a l u a t o r , I c e r ti f y t h a t I h a v e n o c o n f l i c t o f i n t e r e s t Si g n e d _ _ _ _ _ _ _ _ _ _ _ _ __ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ Da t e d : _ _ _ _ _ _ _ _ _ __ _ _ _ _ _ _ _ _ _ _ Co m p a n y B a l a n c e Pr i c e ( m a x 75 p t s ) Eq u i p m e n t t o pe r f o r m w o r k (m a x 1 5 p t s ) Re f e r e n c e s (m a x 9 0 p t s ) ba s e d o n s i t e vi s i t s Ab i l i t y t o p e r f o r m , qu a l i t y a s s u r a n c e pr o g r a m s , e m p l o y e e tr a i n i n g , e t c . ( m a x 6 0 pt s ) Sa m p l e pe r f o r m a n c e me a s u r e s (m a x 1 5 p t s ) Fi r m ( s ) lo c a t e d i n CM G (m a x . 3 0 pt s . ) Firm donate local schools (max.15 pts) Total (max. 300 pts.) St o c k t o n M a i n t e n a n c e 6 8 1 4 8 3 5 0 1 4 0 0 2 2 9 US S I 6 3 1 3 7 7 5 2 1 2 0 0 2 1 7 IG W T C o n s t r u c t i o n 6 1 1 0 1 4 3 3 1 0 0 0 1 2 8 Co m m e n t s : _ _ _ _ S i t e v i s i t s a d d e d t o e x i s t i n g s c o r e s r e c e i v e d v i a p r o p o s a l s u b m i t t a l s __ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ RFP#13‐14‐032 Annual Maintenance Contract for Janitorial Services 3‐Jul‐14 Tabulation Sheet Chi‐Ada Corp.Stockton Maint.USSI IGWT Const. ItemMiami, FLW.P. B, FLFt. Myers, FLHialeah, FL City Hall Building Janitorial $8,932.00$3,983.59$4,471.00$3,910.00 Paper$1,180.00$274.56$473.40$300.00 Plastic$950.00$183.04$236.70$250.00 Cleaning$550.00$400.40$78.90$350.00 Total/Month$11,612.00$4,841.59$5,260.00$4,810.00 Total/Yr$139,344.00$58,099.08$63,120.00$57,720.00 Public Works  Janitorial $8,932.00$306.43$606.00$900.00 Paper$1,180.00$24.84$64.20$100.00 Plastic$950.00$16.58$32.10$80.00 Cleaning$550.00$36.27$10.70$120.00 Total/Month$11,612.00$384.12$713.00$1,200.00 Total/Yr$139,344.00$4,609.44$8,556.00$14,400.00 Police  Janitorial $9,200.00$2,334.57$2,111.00$2,349.00 Paper$1,216.00$142.56$223.80$200.00 Plastic$979.00$95.04$111.90$130.00 Cleaning$567.00$207.90$37.30$300.00 Total/Month$11,962.00$2,780.07$2,484.00$2,979.00 Total/Yr$143,544.00$33,360.84$29,808.00$35,748.00 TOTAL /MO$35,186.00$8,005.78$8,457.00$8,989.00 TOTAL/YR$422,232.00$96,069.36$101,484.00$107,868.00 Add. Clean staff $18.25$12.75$19.75$16.25 Cost per/sq.ft$0.100.095$0.100.0925 Service Keepers proposal is non‐responsive This is only a tabulation of prices submitted and is not an indication of award or responsiveness