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: bonnie.sietman@mymanatee.org and randy@sunclean.com. 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.