Broward County Purchasing Division
115 S. Andrews Avenue, Room 212
Fort Lauderdale, FL 33301
(954) 357-6065 FAX (954) 357-8535
Request for Proposals (RFP)
RFP Number: R0899203P1
RFP Name: Janitorial Services for Large Complexes
Procurement Authority
Unchecked boxes do not apply to this solicitation.
Pursuant to the Broward County Procurement Code, the Broward County Commission invites qualified firms to submit Proposals for consideration to provide services on the following project:
Standard Request for Proposals
Construction General Contractor: Two-Step Process - (Step 1) Issue RFP to Short list firms - (Step 2) Issue Invitation for Bids to Shortlisted firms to obtain bids
Establish Library of Firms for Services
Pursuant to the Broward County Procurement Code, the Broward County Commission invites qualified firms to submit Proposals for consideration to provide Construction Manager at Risk Services on the following project.
Standard Construction Manager at Risk
Construction Manager at Risk (Modified): Two Step Process - (Step One) Issue RFP to Short list firms (Step Two) Issue Invitation for Bids to Shortlisted firms to obtain bids
Pursuant to Florida Statutes, Chapter 287.055 (Consultants Competitive Negotiations Act), the Broward County Commission invites qualified firms to submit Proposals for consideration to provide Professional Consulting Services on the following project.
Non-Continuing Contract: (Check only one box)
Professional services needed for a construction project where the construction costs exceed $ 250,000
Professional services needed for a planning or study activity where the fee for the professional services exceed $ 25,000
Continuing Contract :( Check only one box)
Professional services needed for projects in which construction costs do not to exceed $2 million
Professional services needed for study activities when the fee for such professional service does not exceed $ 200,000
Professional services needed for work of a specified nature
Design-Build: (Check only one box)
Qualification - Based with a Guaranteed Maximum Price and a Guaranteed Completion Date
Two-Step process - (Step One) Issue RFP to Short list firms - (Step Two) Issue Request for Proposals to Shortlisted firms to obtain proposals.
Scope of Services
The Scope of Services shall include but is not limited to Janitorial Services for the Main Library (M-Lib), the Broward County Governmental Center (BCGC) and the Broward County Judicial Complex (BCJC) for the Facilities Maintenance Division (FMD). It is the intent of the County to award each location separately to the highest scoring firm for each location; however, one firm may be awarded one (1) or more locations. A detailed Scope of Services is found in Attachment “B“ to this RFP. The initial contract is intended to be for two (2) years from the date of execution, with three (3) one-year renewals.
Submittal Instructions
Unchecked boxes do not apply to this solicitation.
Only interested firms from the Sheltered Market may respond to this solicitation.
This solicitation is open to the general marketplace.
Interested firms may supply requested information in the “Evaluation Criteria” section by typing right into the RFP document using Microsoft Word. Firms may also prepare responses and any requested ancillary forms using other means but following the same order as presented herein.
Submit ten (10) CDs of your RFP response (each CD in a separate disc envelope and labeled with company name and RFP number) containing the following files:
1. A single PDF file that contains your entire RFP response with each page of the response in the order as presented in the RFP document, including any attachments.
2. Responses to the Evaluation Criteria questions in the RFP are to be provided in the following formats:
a. Microsoft Word for any typed responses.
b. Microsoft Excel for any spreadsheets.
Submit ten (10) total printed copies (hard copies) of your RFP response.
It is the responsibility of each firm to assure that the information submitted in both its written response and CDs are consistent and accurate. If there is a discrepancy, the information provided in the written response shall govern.
Price Sheets, Attachment “C“ is attached to this RFP and must be included in your submittal to the RFP. The format of the Price Sheet must not be changed or altered in any manner.
Pre-Submittal Conference
Attendance at the Pre-Submittal Conference is optional. This information session presents an opportunity for bidders to clarify any concerns regarding the solicitation requirements. The proposer is cautioned that, although the Pre-submittal Conference is optional, no modification or any changes will be allowed in the pricing because of the failure of the proposer(s) to have attended the conference.
Pre-Submittal Conference
DATE: February 22, 2011
TIME: 9:00 AM
LOCATION: Governmental Center, Room 430, 115 S. Andrews Ave., Ft. Lauderdale, FL.
If you require any auxiliary aids for communication, please call 357-6065 so that arrangements can be made in advance.
Send all requested materials to:
Broward County Purchasing Division
115 South Andrews Avenue, Room 212
Fort Lauderdale, FL 33301
RE: RFP Number: R0899203P1
The Purchasing Division must receive submittals no later than 5:00 pm on Monday, March 7, 2011. Purchasing will not accept electronically transmitted, late, or misdirected submittals. If fewer than three interested firms respond to this solicitation, the Director of Purchasing may extend the deadline for submittal by up to four (4) weeks. RFP Submittals will only be opened following the final submittal due date.
For Additional Project Information Contact:
Project Manager: Paul Curry
Phone: 954-357-6486
Email:
Evaluation Process
An Evaluation Committee (EC) will be responsible for recommending the most qualified firms and rating them. The process for this procurement may proceed in the following manner:
Review Responses
The Purchasing Division delivers the RFP submittals to agency staff for summarization for the Evaluation Committee members. The Office of Economic and Small Business Development staff evaluates submittals to determine compliance with the Office of Economic and Small Business Development Program requirements, if applicable. Agency staff will prepare an analysis report which includes a matrix of responses submitted by the firms.
Staff will also identify any incomplete responses. The Director of Purchasing will review the information provided in the matrix and will make a recommendation to the Evaluation Committee as to each firm’s responsiveness to the requirements of the RFP. The final determination of responsiveness rests solely on the decision of the Evaluation Committee.
At any time prior to award, the awarding authority may find that an offeror is not responsible to receive a particular award. The awarding authority may consider the following factors, without limitation: debarment or removal from the authorized vendors list or a final decree, declaration or order by a court or administrative hearing officer or tribunal of competent jurisdiction that the offeror has breached or failed to perform a contract, claims history of the offeror, performance history on a County contract(s), an unresolved concern, or any other cause under this code and Florida law for evaluating the responsibility of an offeror.
The proposer is requested to submit a Price Sheet(s), Attachment “C” for each of the three (3) locations if they desire to do so. The proposer is not required to submit three (3) separate price proposals; however they must submit a price proposal for each location they would like to be considered for.
Evaluation Criteria
The scoring of each proposal will be based on the following Evaluation Criteria with a maximum total of 100 points as shown below.
Experience of Key Personnel: (12 Points)1. Key Management Members / 5
1.a. Project Superintendent
1.b. Site Supervisors
1.c. Full Time Services Crews
2. Professional and or Technical Support Employees / 5
2.a. Their functions in the company
2.b. Number of years of service with the company
2.c. Years of experience in the maintenance of comparably complex facilities and systems
3. Training in safety; and basic and green building cleaning procedures / 2
Characteristics of Firm and Staffing: (8 Points) / 8
4. Basic information for proposing company
4.a. Length of Time Firm has been in operation
4.b. Total Number of Current Employees
4.c. Average Seniority of Current Employees
4.d. Total Number of Supervisory Employees
4.e. Total Number of Janitorial Workers
Facilities Served, Work Experience, by Proposing Company Comparison (Includes Project Specific Criteria Questions 5.a., 5.b., 5.c.): (20 Points) / 20
i) Number of buildings comparable to this facility that proposing firm has provided comparable services to on a regular basis (at least a 12 consecutive month period)
ii)Specifically identify up to three individual buildings similar to those listed above, along with requested detail information for the facility
For each specific facility identified provide the following information:
• Name and location of facility
• Facility reference (contact email)
• Size of facility area cleaned (square feet)
• Number of stories (height of building)
• Total number of workers/supervisors assigned to cleaning crew
• Whether prime or sub-contractor
• If serving as a sub-contractor for the facility state the percentage of the facility (contract) that your firm was responsible for
• Annual dollar value of contract
Facilities Served, Work Experience, by Proposing Company Comparison: (2 Points) / 2
6. Green Cleaning Experience
7. Janitorial Projects within the past five (5) years
Firm's Approach: (8 Points) / 8
8. Individual Members that have provided janitorial service to comparable governmental facilities
9.a. Firm’s Proposal to Maintain Public Areas
9.b. Firm’s Proposal to Coordinate Periodic Project and Annual Work Tasks
9.c. Firm’s Proposal in Crew Organization
9.d. Firm’s Proposal of Reporting System to Report Performance
10. Describe Capabilities to respond to Emergency Situations
11.a. Firm’s Start-up orientation for Quality Control Program
11.b. Inspection Procedures including any technical aids used to monitor performance
11.c. Equipment maintained in quality working condition
Other: (10 Points)
Financial Strength of Proposing Firm / 10
Including but not limited to:
· Current Ratio (Current Assets/Current Liabilities)
· Profitability
· Net Equity
· Lien History
· Bankruptcy History
Price: (40 Points)* / 40
TOTAL POINTS / 100
* Total points awarded for price will be determined by applying the following formula:
(Lowest Proposed Price/Proposer’s Price) x 40 = Price Score
Please note that prices may be negotiated in the best interest of the County after the scoring is completed.
List of Employee Titles/Positions and Other Costs that may be in the Contract
This completed sheet should be submitted with the response; however, it must be submitted within five (5) working days of the county’s request.
Please make additional copies of this Sheet, as needed.
Labor Costs:Total Labor Costs make up an estimated 70% of this contract. List each employee title/position, number of employees per position, and total hourly rate paid to each employee that will work on this contract. List positions on separate lines when there are different total hourly rates for the same position. Additionally, provide the number of full and part-time employees per position.
For purposes of this solicitation, a full-time employee is defined as an individual who works twenty (20) hours or more per week for the contractor, regardless of the number of hours the individual works on this contract; a part-time employee is defined as an individual who works less than twenty (20) hours per week for the contractor.
Employee Title/Position / Number of Employees / Total Hourly Rate / Number of Full-time Employees / Number of Part-time Employees
(Insert additional lines/sheets, if needed)
Other Costs:
Total Other Costs make up an estimated 30% of this contract. List all costs that are contained in the 30% (i.e. supplies, overhead, etc.).
(Insert additional lines/sheets, if needed.)
Cone of Silence
At the time of first scheduled meeting of the Evaluation Committee in this RFP process, a Cone of Silence will be imposed. Section 1-266, Broward County Code of Ordinances, provides that after the first scheduled Evaluation Committee meeting, potential vendors and their representatives are substantially restricted from communicating regarding this RFP with any County Commissioner or Commissioner’s staff, the County Administrator, Deputy and Assistants to the County Administrator and their respective support staff, or any person appointed by the county commission to evaluate or recommend selection in this RFP process. After the application of the Cone of Silence, inquiries regarding this RFP should be directed to the Director of Purchasing or designee.
Section 21.87.e, Broward County Administrative Code, provides that the Cone of Silence will be applied at the time of the first scheduled meeting of the Evaluation Committee.
The Cone of Silence terminates when the County Commission or other awarding authority takes action which ends the solicitation.
Demonstrations
If this box is checked, then this project may lend itself to an additional step where short-listed firms demonstrate the nature of their offered solution. In those cases, staff, and sometimes members of the EC, may request a representative display or demonstration. If the EC decides that demonstrations are necessary, short-listed firms will receive a description of, and arrangements for, the desired demonstration.
Pricing
Unchecked boxes do not apply to this solicitation.
Price will be considered in the final evaluation of the interested firms.
County staff and the top ranked firm will negotiate fees for pre-construction services during the Negotiation Phase of this process. Generally, the Parties negotiate a Guaranteed Maximum Price (GMP) for construction services during the course of pre-construction services.
Public Art and Design Program
Unchecked boxes do not apply to this solicitation.
Broward County has adopted Ordinance #95-20 establishing a Public Art and Design Program. It is the intent of Broward County to integrate art, when applicable, into capital projects and integrate artists’ design concepts into this improvement project. The architect/engineer may be required to collaborate with the artist(s) on design development within the scope of this request. Artist(s) shall be selected by Broward County through an independent process. (For additional information contact Mary Becht at (954) 357-7456).
State and Local Preferences
If the solicitation involves a federally funded project where the fund requirements prohibit the use of state and/or local preferences, such preferences contained in the County's Local Vendor Ordinance, Domestic Partnership Ordinance and Procurement Code will not be applied in the procurement process.