The Town requires comprehensive custodial services conducted in a manner that will present and maintain a clean, neat, and professional appearance throughout all Town facilities. These services will be performed in five Town facilities: the Government Center; Mary Collins Community Center; Youth Center; Roberto Alonso Community Center; and Miami Lakes Optimist Clubhouse.

The contract awarded under the RFP will be a Performance Based Contract, meaning that the RFP and resulting contract include specific quality standards based on measurable outcomes of the services rendered rather than direct performance processes, methods, and procedures. The contract dictates minimum quality levels to be met by the contractor, and places responsibility for how the quality levels are met on the contractor.

This enables the contractor to deliver the custodial services by following its own best practices. The primary focus is on the end results, thereby allowing the contractor the flexibility to adjust its processes, as necessary, during the contract term.

Contractors that fail to meet the minimum quality levels are assessed a penalty in amounts based on the deficient task. A complete list of liquidated damages per task can be found in Exhibit A of the contract.

The Town issued Request for Proposals (“RFP”) 2018-23 for Custodial Services for Town Facilities on April 2, 2018. The RFP was posted to DemandStar where it was advertised to 289 vendors, Public Purchase where it was advertised to 108 vendors, and posted in the Government Center Lobby.

To qualify for award, prospective Proposers were required to:
1. Possess a minimum of five (5) years' experience performing custodial services under its current business name and ownership; and
2. Provide verifiable client references demonstrating satisfactory performance on at least three (3) custodial contracts of similar size, scope, and complexity within the last seven (7) years.

On the date of the proposal deadline, May 7, 2018, we received four (4) proposals from the following Proposers:
1. Chi-Ada Corporation (“Chi-Ada”) – $1,171,602.60
2. Miami Janitorial Supplies, Inc. (“Miami Janitorial”) – $1,080,000.00
3. SFM Services, Inc. (“SFM”) – $1,749,900.00
4. Sunshine Cleaning Systems, Inc. (“Sunshine”) - $1,720,321.71

An Evaluation Committee (“Committee”) was appointed, comprised of the following members:
1. Dario Martinez, Facilities Manager, Town of Miami Lakes
2. Lourdes Rodriguez, Building Department Manager, Town of Miami Lakes
3. Ismael Diaz, Chief Financial Officer, Town of Miami Lakes
4. Luis Sanchez, Facilities Manager, City of Doral

Procurement performed a due diligence review of the proposals for responsiveness and found that all proposals were responsive. A review of each proposal did not reveal any material defects in the proposal, nor in the Proposers' qualifications. Each Proposer has been in business for more than five (5) years and provided three verifiable references demonstrating satisfactory work on at least three other custodial contracts. Procurement did not find any issues that would indicate any Proposer was incapable of performing the services.

The Committee was provided the responsive proposals and met on May 21, 2018, to evaluate and rank the proposals. At the conclusion of this meeting, the Committee moved to establish the following ranking:
1. Miami Janitorial – 400 points
2. SFM – 359.08 points
3. Chi-Ada – 308.92 points
4. Sunshine – 306 points

The Committee found Miami Janitorial's proposal to be well organized and provided the best overall package. Miami Janitorial has over 14 years of experience providing custodial services. The company currently has contracts with Islamorada, Bayshore Dura Medical, and the Department of Juvenile Justice. Miami Janitorial has won prior contracts with the City of Homestead, the State of Florida, City of Tallahassee, City of Tampa, City of Miami, City of Miami Beach, and several other South Florida agencies. Miami Janitorial worked for the Town in the past providing custodial services at Roberto Alonso Community Center and Mary Collins Community Center. To date, performance has been satisfactory, and no issues have been reported on either contract.

SFM, the second highest-ranked Proposer, also submitted a strong proposal. The Committee found that of all the proposals, SFM's was the best organized and demonstrated a clear understanding of the several requirements under the contract. SFM has several large contracts within South Florida including Baptist Health South Florida, Leon Medical Centers, Town of Cutler Bay, Ocean Bank. SFM is the incumbent vendor for custodial services in the Town's Government Center. The Committee noted some performance issues that the Town has experienced within the last six months at the Government Center, but overall, SFM still received the highest technical score of 248 points for their proposal.

Miami Janitorial's extensive experience, both with the Town and other municipalities, contributed to a strong technical score of 220 points, less than SFM's, however, Miami Janitorial's proposal price was also the lowest, earning the proposal the maximum amount of price points, which for this solicitation was 45 points per Committee member for a total of 180 points. SFM's proposal price was significantly higher than Miami Janitorial's, which earned the proposal a price score of 27.77 per Committee member for a total of 111.08 points. Both elements combined earned Miami Janitorial the highest rank with 400 points and SFM the second highest rank with 359.08 points.

Based on the above, it is recommended that the Town Council authorize the Town Manager to execute a contract with Miami Janitorial, the highest ranked proposer for RFP 2018-23, Custodial Services for Town Facilities, in an amount not to exceed $1,188,000.