Item Coversheet

Competitive Bid Reports - C2  F




COMMISSION MEMORANDUM

TO:Honorable Mayor and Members of the City Commission 
FROM:Alina T. Hudak, City Manager 
DATE:October  18, 2023
 



SUBJECT:REQUEST FOR APPROVAL TO ISSUE REQUEST FOR PROPOSALS (RFP) NO. 2024-032-WG JANITORIAL SERVICES.

RECOMMENDATION

It is recommended that the Mayor and City Commission of the City of Miami Beach, Florida, authorize the issuance of Request for Proposals (RFP) 2024-032-WG Janitorial Services.

 

BACKGROUND/HISTORY

The City maintains high cleanliness standards and requires professional janitorial services to provide cleaning and maintenance services for its various types of facilities. Janitorial services play a crucial role in maintaining a clean, safe, and hygienic environment for residents, employees, and visitors, and provide the following benefits:

1. Cleanliness and Hygiene: Janitorial services ensure that spaces are kept clean and sanitary. This includes cleaning floors, surfaces, restrooms, and other areas to prevent the spread of germs and maintain a healthy environment.

2. Health and Safety: Regular cleaning and maintenance help prevent accidents and injuries by keeping walkways clear of debris and ensuring that hazardous substances are properly handled and disposed of.

3. Preservation of Property: Janitorial services help protect the condition and longevity of a building and its fixtures by performing routine maintenance tasks, such as dusting, vacuuming, and cleaning, which can prevent wear and tear.

4. Improved Appearance: Clean and well-maintained spaces create a positive impression on residents, employees, and visitors.

5. Time and Cost Efficiency: Engaging professional janitorial services contractors can be more efficient and cost-effective than managing in-house cleaning staff and, allows organizations to focus on their core operations while leaving the cleaning and maintenance to experts.

6. Environmental Responsibility: The requirements for City janitorial services include environmentally friendly cleaning practices and products to reduce the environmental impact of their operations. This includes using eco-friendly cleaning agents and promoting recycling and waste reduction.

7. Flexibility: Janitorial services can be tailored to the unique needs and schedules of each facility and scheduled daily, weekly, monthly, or one-time cleaning services, depending on the requirements of each facility.

 

Overall, the purpose of engaging a professional janitorial services contractor is to ensure that the City’s physical spaces are clean, safe, and well-maintained, contributing to the health, comfort, and productivity of residents, employees, and visitors while meeting the established cleanliness standards.

 

To engage a contractor for the required services, on October 17, 2018, the Mayor and City Commission accepted the recommendation of the City Manager to negotiate with Able Business Services and SFM Services, Inc. Initially, contracts were executed with Able Business Services, Inc. Zones 4 and 6, and SFM Services, Inc., for Zones 2 and 3. On April 22, 2020, all zones were awarded to SFM Services, Inc. The existing agreement with SFM Services, Inc. is scheduled to expire on May 27, 2024.

ANALYSIS

To consider a replacement agreement, the Administration developed RFP 2024-032-WG seeking proposals from qualified contractors to provide citywide janitorial cleaning services for all facilities and public spaces. The selected contractor(s) will be responsible for providing all labor, supervision, administrative and technical support, materials, supplies, and equipment, All work shall completed in accordance with the specifications in the RFP, which include requirements to use environmentally preferable chemicals, equipment, and practices. (see Appendix A).

 

Proposing firms will be evaluated on the criteria established in the RFP, which include experience, qualifications, and approach to the required services, as well as cost for each facility and special services that may be required. 

SUPPORTING SURVEY DATA

Not Applicable

FINANCIAL INFORMATION

Annual expenditures of $2.5 million are anticipated for Janitorial Services.

CONCLUSION

It is recommended that the Mayor and Commission of the City of Miami Beach, Florida, authorize the issuance of RFP 2024-032-WG Janitorial Services.

Is this a "Residents Right to Know" item, pursuant to City Code Section 2-14? Does this item utilize G.O. Bond Funds?
No No 
Legislative Tracking
Facilities and Fleet Management/Procurement

ATTACHMENTS:
Description
Draft RFP
Appendix D Facility Locations