ATTENDEES: Summary Meeting Minutes RFP No. R2112705P1 Janitorial Services for Various Large County Facilities Initial Evaluation Meeting Thursday, November 9, 2017, 2:00 P.M. Governmental Center Building, 115 S. Andrews Avenue, Room GC430, Fort Lauderdale, FL 33301 Committee Members: Christine Calhoun, Purchasing Division, Finance and Administrative Services Department (Chair and Non-Voting Committee Member) Scott Campbell, Director, Facilities Management Division, Public Works Department Kelvin Watson, Director, Broward County Libraries Division Katrina Jackson, Facilities Maintenance Superintendent, Facilities Management Division, Public Works Department Arnold Delacruz, Port Maintenance Manager, Operations Division, Port Everglades Department County Staff: Ian Mitchell - Facilities Management Division Delanor Nurse - Purchasing Division Neil Sharma - County Attorney s Office Oswaldo Casco - Office of Economic and Small Business Development Anna Owens - Finance and Administrative Services Department Colleen Pounall - Risk Management Division The meeting was called to order at 2:02pm and announcements were made by the Chair. Felicia McRae introduced County Staff, made some introductory comments about the solicitation. She stated that at the time of RFP advertising deadline, 5:00 P.M., July 21, 2017, there were fifteen (15) submittals and noted that the meeting has been publicly noticed.
Summary Meeting Minutes RFP No. R2112705P1, Janitorial Services for Various Large County Facilities Combination Initial and Final Evaluation Meeting The Chair stated that a Quorum Present and named the Committee members. The Chair stated the responsibility of the Evaluation Committee. The Chair stated that the purpose of the meeting is to determine responsiveness and responsibility of the firms that submitted a proposal and that only the firms that have been determined by the Evaluation Committee to be both responsive and responsible to the requirements of the RFP will proceed to the Final Evaluation and Scoring. The chair stated that all firms that are determined to be both responsive and responsible will move on to final evaluation to be scored and the highest scored firm will become the number one ranked firm that will be recommended for award. The Chair stated that a sign-in sheet was being circulated and to be sure that everyone signs in. The Chair stated that the cone of silence for this project has been in effect since June 26, 2017 for County Staff and upon the first meeting of the Evaluation Committee for County Commissioners and their staff; and all inquiries should be directed to the Project Manager or the Director of Purchasing. The Chair stated that in accordance with Broward County Procurement Code all Committee Members shall be free of conflicts of interest. Felicia McRae then reported on the Purchasing Division s findings about the responsiveness and responsibility of the firms. Felicia McRae stated the responsiveness requirements and that all fifteen (15) firms are being recommended to be evaluated as responsive to the requirements. Felicia McRae stated the responsibility requirements and that fourteen (14) firms are being recommended to be evaluated as responsible to the requirements. Felicia McRae stated that none of the firms have taken exception to the County s standard terms and conditions. The Chair gave the definition of responsiveness and asked for a motion. Motion was made to find all firms responsive for contracts 1-5 and motion passed unanimously. The Chair gave the definition of responsibility and asked for a motion for each of the 5 contracts separately. Motion for Contract #1 was made to find 10 of the 11 firms responsible and motion passed unanimously. Page 2 of 5
Summary Meeting Minutes RFP No. R2112705P1, Janitorial Services for Various Large County Facilities Combination Initial and Final Evaluation Meeting Motion for Contract #1 was made to find 1 of the 11 firms, McNeil s Cleaning LLC, nonresponsible and motion passed unanimously. Motion for Contract #2 was made to find 11 of the 12 firms responsible and motion passed unanimously. Motion for Contract #2 was made to find 1 of the 12 firms, McNeil s Cleaning LLC, nonresponsible and motion passed unanimously. Motion for Contract #3 was made to find 5 of the 8 firms responsible and motion passed unanimously. Motion for Contract #3 was made to find 3 of the 8 firms, Chi-Aid Corporation, Image Janitorial Services, Inc. dba Image Companies and McNeil s Cleaning LLC, nonresponsible and motion passed unanimously. Motion for Contract #4 was made to find 8 of the 9 firms responsible and motion passed unanimously. Motion for Contract #4 was made to find 1 of the 9 firms, McNeil s Cleaning LLC, nonresponsible and motion passed unanimously. Motion for Contract #5 was made to find 3 of the 7 firms responsible and motion passed unanimously. Motion for Contract #5 was made to find 4 of the 7 firms, Cleaning Systems, Inc. dba Mirage Building Maintenance, Image Janitorial Services, Inc. dba Image Companies, L&B Janitorial Services, Inc. and McNeil s Cleaning LLC, non-responsible and motion passed unanimously. The Chair asked for a motion to accept the fourteen (14) firms that have been determined to be both responsive and responsible to proceed to final evaluation and scoring. Motion was made to have all fourteen (14) firms proceed to the final evaluation and be numerically scored and motion passed unanimously. The Chair announced that the Final Evaluation Meetings #1 and #2 will be held on November 15, 2017 at 1:30 PM in ROOM GC422 located at the Governmental Center, 115 S Andrews Avenue, Fort Lauderdale, Florida and November 21, 2017 at 1:00 PM in ROOM GC430 located at the Governmental Center, 115 S Andrews Avenue, Fort Lauderdale, Florida. The Chair asked for the length of presentations to be discussed by the Evaluation Committee. After the discussion, the Chair asked for a motion for the firms to have ten minutes for the 1 st contract with 3-minutes additional for each subsequent contract for presentations. Motion was made for the length of presentations to be ten minutes for the Page 3 of 5
Summary Meeting Minutes RFP No. R2112705P1, Janitorial Services for Various Large County Facilities Combination Initial and Final Evaluation Meeting 1 st contract with 3-minutes additional for each subsequent contract and motion passed unanimously. The Chair announced that the order of the presentations would be chosen randomly from the draw of a hat by the Purchasing Division. Delanor Nurse chose the names and the order of presentations and dates are: Firm Name Presentation Date and Order Contract(s) # s for Presentation MCJ Professional Cleaning Services Page 4 of 5 11/15/17 - #1 #3, #5 L&B Janitorial Services, Inc. 11/15/17 - #2 #1, #2, #3 Image Janitorial Services, Inc. dba Image Companies Able Business Services, Inc. Clean Freek's Janitorial Services, LLC Owens, Renz & Lee Co., Inc. dba Owens Realty Services McKenzie's Cleaning, Inc. American Facility Services, Inc. 11/15/17 - #3 #1, #2, #4 11/15/17 #4 #1, #2, #4 11/15/17 - #5 #3, #5 11/15/17 - #6 #1, #2, #4 11/15/17 - #7 #3, #5 11/15/17 - #8 #1, #2, #4 SFM Services, Inc. 11/21/17 - #1 #1, #2 Chi-Ada Corporation Triangle Services of Florida, Inc dba Triangle Services 11/21/17 - #2 #1, #2, #4 11/21/17 - #3 #1, #2, #4 Sunshine Cleaning Systems, Inc. 11/21/17 - #4 #1, #2, #4 Cleaning Systems, Inc. dba Mirage Building Maintenance United Services, Inc. 11/21/17 - #5 #2, #3 11/21/17 - #6 #1, #2, #4 The Chair asked the Committee if there any questions they wish to have included or specifically addressed in the presentations. The Committee had the flowing specific questions for the firms: 1. What is their Staffing Plan approach for each specific facility? 2. Explain your Firm s Financial Status on how you will be able to manage your Payroll and Living Wage as it pertains to the requirements of this RFP?
Summary Meeting Minutes RFP No. R2112705P1, Janitorial Services for Various Large County Facilities Combination Initial and Final Evaluation Meeting The Chair asked if there was any other business, seeing none, the Chair adjourned the meeting at 3:20 PM. Page 5 of 5