Invitation to Bid for Janitorial and Cleaning Services Harrison Avenue Facility ITB #

Transcription

1 Invitation to Bid for Janitorial and Cleaning Services Harrison Avenue Facility ITB # Big Bend Community Based Care, Inc. 525 N. Martin Luther King Jr. Blvd. Tallahassee, FL Page 1 of 16

2 TABLE OF CONTENTS 1.0 OVERVIEW PURPOSE BACKGROUND MISSION VISION PROCUREMENT DETAILS AND QUALIFICATIONS DETAILS QUALIFICATION REQUIREMENTS SCOPE BACKGROUND QUALIFICATIONS VALID BID EMPLOYMENT ELIGIBILITY VERIFICATION BID SUBMISSION GENERAL DELIVERY OF BIDS BID PROCESS, SCHEDULE, FORMAT, EVALUATION ITB PROCESS SCHEDULE OF EVENTS BID FORMAT CONTENT ORGANIZATION BID EVALUATION BID SPECIFICATIONS...12 Page 2 of 16

3 4.6 PROCEDURE FOR PROTEST...14 ATTACHMENTS ATTACHMENT A, Bid Tabulation ATTACHMENT B, Bid Evaluation Documentation. 16 Page 3 of 16

4 1.0 OVERVIEW 1.1 Purpose Big Bend Community Based Care, Inc. (BBCBC) is requesting competitive bids from qualified janitorial and cleaning services for the Harrison Avenue facility at 910 Harrison Avenue, Panama City, Florida The facility has approximately 57,204 square feet of usable space and a lobby/reception space, individual offices, conference rooms, rest rooms, data and file rooms, staff lounge, training room, vending, and children s play area. 1.2 Background Big Bend Community Based Care, Inc. is a private, not for profit organization selected by the Florida Department of Children and Families (DCF) as the lead agency responsible for the privatization of child protection services in Bay, Calhoun, Franklin, Gadsden, Gulf, Holmes, Jackson, Jefferson, Leon, Liberty, Wakulla and Washington Counties (Circuits 2 and 14) and as the Managing Entity for Substance Abuse and Mental Health services for the Northwest Region which includes Bay, Calhoun, Escambia, Franklin, Gadsden, Gulf, Holmes, Jackson, Jefferson, Okaloosa, Leon, Liberty, Madison, Santa Rosa, Taylor, Wakulla, Walton, and Washington counties (Circuits 1, 2, 3 and 14). The agency develops and manages a comprehensive, community based system of care for abused, neglected and abandoned children and their families. BBCBC is committed to promoting the welfare of children through abuse/neglect prevention services, in home care, foster care, and adoption, as outlined in section , F.S. In order to ensure the safety, security, and well-being of every child, BBCBC has created a continuum of care for Circuit 2 and 14 children and families to address the prevention, intervention and treatment of child abuse and neglect. BBCBC has an established local community board comprised of strong community advocates who represent diverse career leadership. 1.3 Mission At Big Bend Community Based Care our sole purpose is to provide the highest quality child welfare, substance abuse and mental health services to children, adults and their families within their communities through a managed network of accredited providers. 1.4 Vision Our vision is to create local ownership and effective integration of the child welfare and substance abusemental health systems in each of our 18 communities. By doing so, we believe that the quality of life for children, adults and families we serve will dramatically improve, resulting in personal independence and stronger communities. Page 4 of 16

5 2.0 PROCUREMENT DETAILS AND QUALIFICATIONS 2.1 Details Authority: This Invitation to Bid (ITB) is issued under the provisions of the BBCBC and the DCF Contracts BJ101 and AHME1, Florida Statutes and its Florida Administrative Code. All prospective applicants are charged with presumptive knowledge of all requirements of the cited authorities. Submission of a valid executed bids application by a prospective applicant shall constitute admission of such knowledge on the part of such prospective applicant. Submission of Questions: Applicants may submit written questions electronically to the ITB Contact Person identified in Section 4.1 of this document by December 20, 2017 at 2:00 PM EST (1:00 PM CST). Only those communications that are in writing, electronically, to the BBCBC Contract Manager may be considered as duly authorized expressions on behalf of BBCBC. Only written inquiries from potential service vendors, which are signed by persons authorized to contractually bind that company, will be recognized by BBCBC as duly authorized expressions on behalf of the service vendor. The only recognized exceptions are the questions that may be answered during Mandatory Site Visit. Public Inspection: Procurement files shall be open to public inspection after a contract has been awarded and executed by all parties. ITB Addenda: BBCBC reserves the right to amend this ITB at any time. Cancellation of ITB: The ITB may be canceled when it is determined to be in the best interest of BBCBC. Costs for Bid Preparation: Any cost incurred by the applicant in preparing or submitting a bid is the sole responsibility of the applicant. Rejection of Bids: BBCBC reserves the right to reject any and all responses to this ITB and/or to withdraw this ITB at any time. BBCBC reserves the right to reject any and all bids or to waive minor irregularities when to do so would be in the best interest of BBCBC. A minor irregularity is defined as a variation from the ITB terms and a condition which does not affect the price of the bid or give the prospective applicant an advantage or benefit not enjoyed by other prospective applicants or does not adversely impact the interest of the agency. At its option, BBCBC may correct minor irregularities in any response to this ITB and/or make minor modifications to the requirements of this ITB when to do so would be in the best interest of BBCBC. BBCBC is under no obligation to make any such corrections or modifications and in no instance shall BBCBC assume liability to any respondent to this ITB. Evaluations of Bids: All valid bids received will be reviewed by the Evaluation Committee. Recommendations will be made to the BBCBC Finance Committee and the final approval will be made by the BBCBC Board of Directors. Notice of Award: Decisions shall be posted on the BBCBC website upon completion of the evaluation. Any agreement arising out of this solicitation is subject to the approval of BBCBC as to form, and to all further approvals, including any approvals required by statute, regulation, rule, order or other directive. No work Page 5 of 16

6 is to be undertaken by the awardee prior to the contract commencement date. BBCBC is not liable for any costs incurred prior to the official starting date. Availability of Funds: The award of a contract and any allowed renewal or extension thereof, is subject to allotments made by BBCBC and subject to the availability of State and/or Federal funds. Wages and Labor Law Compliance: Prior to contract execution for service contract in excess of $1.00, the vendor shall certify, if applicable, that it complies with all state of Florida labor and wage regulations. Compliance with all Applicable State Business and Employment Laws: All vendor contracts shall comply with all laws governing entities doing business in the State of Florida and must be in good standing. Prior to contracting, owners of all forms of business doing business in the State except sole proprietorships, charitable organizations unincorporated associations and foreign insurance companies shall register and be in good standing with the Florida Department of Corporations, Business Registration Division. Foreign entities/companies must register with the Florida Department of State, Division of Corporations. More information is available at the Florida Department of Corporations website. Under Florida law a foreign corporation is a for profit corporation incorporated under laws outside of Florida (subsection (12), F.S.). A foreign corporation may not transact business in this state until it obtains a certificate of authority from the Department of State. (subsection (1), F.S.). Sunshine Law: BBCBC reserves the right to retain all copies of vendor bids submitted in response to this ITB. You are hereby notified that under section , F.S., ( Florida s Sunshine Law ) bids submitted in response to this solicitation cannot be granted immunity from public scrutiny. All information submitted must be made available to the public for examination, if so requested. Vendor requests to hold certain submitted materials in confidence cannot be honored. If it is essential to your organization that certain materials are kept confidential, and they are a required element of this ITB, it is recommended that you decline to respond to this solicitation. Campaign Contributions by State and County Contractors: Contractors are hereby notified that campaign contributions are prohibited from specified State or county government contractors during the term of the contract if the contractors are paid with funds appropriated by a legislative body. For more information, visit the Florida Department of State Website. Subcontractors: Vendor must describe in the bids, all responsibilities that vendor anticipates assigning or subcontracting, identify the subcontractor and also describe how vendor will manage these subcontractors. Licenses and Permits: Vendor shall obtain and pay for all necessary licenses, permits, and related documents, required; to comply with the bid. Vendor shall save and hold harmless BBCBC as a result of any infraction of the fore mentioned. Vendor shall provide all applicable licenses as a part of the bid. 2.2 Qualification Requirements All janitorial vendors interested in submitting a bid must meet the following qualification requirements in order for their submission to be reviewed and considered for contract. Institutions not meeting these Page 6 of 16

7 minimum requirements need not apply. Failure to have performed any previous contractual obligations with BBCBC or the State of Florida in a manner satisfactory to BBCBC or DCF may be sufficient cause for disqualification. To be disqualified as a Respondent under this provision, the Respondent must have: 1) Previously failed to satisfactorily perform in a contract with BBCBC or DCF, been notified by BBCBC or DCF of unsatisfactory performance, and failed to correct the unsatisfactory performance to the satisfaction of BBCBC or DCF; or 2) Had a contract terminated by BBCBC or DCF. 3.0 SCOPE 3.1 Background To be considered for selection, submitting bidders shall meet certain qualifications which include, but are not limited to, the following: Be capable of providing the services sought by the agency three weekdays per week - Monday, Wednesday, and Friday; Agree to commence provision of services as of February 1, 2018; Be licensed as a business; Be bonded and insured; Service vendor shall furnish all cleaning/maintenance equipment and cleaning supplies as required, including, but not limited to, drinking cups at water fountains, adequate trash receptacle liners, (liquid) hand soap, and doormats at entrances to the facility; All supplies are to be of good quality acceptable in the janitorial profession and of satisfactory quality suitable to the needs of the personnel. 3.2 Qualifications In accordance with sections , , and , F.S., foreign corporations, foreign limited liability companies, and foreign limited partnerships must be authorized to do business in the State of Florida. Such authorization should be obtained by the bid due date and time, but in any case, must be obtained and provided to the BBCBC Contract Manager prior to posting of the intended award of the contract. For authorization, contact: Florida Department of State, Tallahassee, Florida 32399, (850) Submitting vendor shall provide three (3) professional references including points of contact with valid addresses, , and phone numbers. Please include any not-for-profit references. BBCBC reserves the right to contact all references to verify experience. Page 7 of 16

8 3.3 Valid Bid Responsive offer means a person or firm that has submitted a bid that conforms in all material respects to the ITB as posted. Only a responsive offer in full compliance with the ITB specifications and conditions by a responsible person or firm will be evaluated. The responsiveness of a bid shall be determined based on the documents submitted by the bidding vendor and by the vendor s documented attendance at the Mandatory Site Visit. Vendors shall submit one (1) bid with original signatures and three (3) copies of the bid. The responsiveness of the bid is the responsibility of the Bidder and will be determined during the evaluation process. Responsible or Qualified Bidder means a person or firm with the capability in all respects to perform fully the contract requirements and the integrity and reliability to assure good faith performance. Failure to provide information to determine responsibility in response to a condition of a bid requiring information may be cause for such bid to be rejected. 3.4 Employment Eligibility Verification: Executive Order 11-02, signed January 4, 2011, by the Governor of Florida, requires contracts to expressly require that Vendor utilize the U.S. Department of Homeland Security s E-Verify system to verify the employment of eligibility of: All persons employed during the Contract term by Vendor to perform employment duties within Florida; and All persons (including subcontractors) assigned by Vendor to perform work pursuant to this Contract (i.e., the Vendor must require its subcontractors to utilize the E-Verify system for its employees assigned to this Contract). E-Verify is an Internet-based system that allows an employer, using information reported on an employee's Form I-9, Employment Eligibility Verification, to determine the eligibility of all new employees hired to work in the United States. There is no charge to employers to use E-Verify. The Department of Homeland Security s E-Verify system can be found at: Compliance with the requirements of this section is required prior to commencing performance under any Contract issued as a result of this solicitation. 3.5 Bid Submission General Sealed bids will be received until January 10, 2018 at 2:00 PM (1:00 PM CST) at the address listed in Section Bids not received at that location, or after that time and date, will not be considered. By submitting a bid, the bidder represents that it understands and accepts the terms and conditions to be met and the Page 8 of 16

9 character, quality and scope of services to be provided. All bids and associated forms must be signed and dated in ink by a duly authorized representative of the bidder. Each bidder must fully acquaint themselves with the conditions relating to the performance of services under the conditions of this solicitation. Bidder shall submit one (1) original and three (3) copies of the bid with original signatures. The ITB number, opening date and time should appear on the envelope of the bid. BBCBC does not currently accept electronic submissions Delivery of Bids Delivery of sealed bids is to be made in person or by carrier to the following address: Big Bend Community Based Care, Inc. Margaret Petronio, Contract Manager 525 N. Martin Luther King, Jr. Blvd. Tallahassee, FL NO FAXED OR ELECTRONIC SUBMISSIONS WILL BE ACCEPTED Payment will be made on a monthly basis after services have been rendered satisfactorily by the vendor. 4.0 BID PROCESS, SCHEDULE, FORMAT, EVALUATION 4.1 ITB Process A Mandatory Site Visit is scheduled for December 13, 2017 at 3:00 PM EST (2:00 PM CST) on location at the Harrison Avenue Facility at 910 Harrison Avenue, Panama City, Florida A bid will be rejected and no longer considered for award if received from a vendor who has not signed in during the Mandatory Site Visit. Questions shall be submitted electronically to margaret.petronio@bigbendcbc.org no later than December 20, 2017 at 2:00 PM EST (1:00 PM CST). No inquiries shall be entertained via telephone. Submissions received after this deadline may not be answered. Written and complete bids must be received no later than January 10, 2018 at 2:00 PM (1:00 PM CST). Written and complete hard-copy bids shall be delivered to the following address: Big Bend Community Based Care, Inc. Margaret Petronio, Contract Manager 525 N. Martin Luther King, Jr. Blvd. Tallahassee, FL Page 9 of 16

10 Please do not call or otherwise contact other members of BBCBC management, staff or Board of Directors. Any firm violating this restriction will be removed from consideration. The sealed bids will be opened by BBCBC s contract personnel at 525 North Martin Luther King Jr. Blvd., Tallahassee, Florida on January 10, 2018, at 3:30 PM EST (4:00 PM CST). The names and addresses of all respondents will be read at the opening. All bid openings are open to the public. 4.2 Schedule of Events Date December 4, 2017 December 13, 2017 December 20, 2017 January 3, 2018 January 10, 2018 January 10, 2018 January 17, 2018 Action Issue date of the ITB Mandatory Site Visit; Harrison Avenue Facility at 910 Harrison Avenue, Panama City, Florida :00 PM EST (2:00 PM CST) All questions about the ITB must be submitted in writing to Margaret Petronio, Contract Manager, by 2:00 PM EST (1:00 PM CST) (may be submitted earlier) Written public responses to written inquires will be posted on BBCBC website, All Bids Due no later than 2:00 PM EST (1:00 PM CST) Bid Opening at 5:00 PM EST (4:00 PM CST). Opening location will be at 525 North Martin Luther King Jr., Blvd., Tallahassee, FL Post Bid Tab and Notice of Intended Award 4.3 Bid Format Content Bids shall be submitted to BBCBC addressing the items as shown below. A written response is required for each item. Failure to answer any of the items will impact an applicant s score. Applicants are strongly encouraged to review evaluation criteria when completing the bid. A bid narrative shall be submitted and shall address the following items as presented in Section 3.0 of this ITB: Background Page 10 of 16

11 Qualifications Experience (including three (3) current references) Personnel Cost for services Organization The bids shall be organized as follows: Cover Page including: o o o o o Name of Respondent (organization); Name and title of Single Point of Contact (POC); POC telephone number including extension; POC address; POC physical address; Bid Narrative (maximum length is ten (10) pages); Cost by month for services as outlined in this ITB (see Section 4.5, Bid Specifications, for more details); and Additional attachments supporting the bid. Bids shall be printed on 8½ x 11 paper only, using no less than 12-point font with one-inch page margins. Narrative sections should be single spaced, with each section clearly defined. 4.4 Bid Evaluation The evaluation of bids received in response to this ITB will be conducted comprehensively, fairly and impartially. The Evaluation Committee of designated reviewers shall review and evaluate bids. When an evaluation committee is utilized, the committee will be comprised of individuals with experience in, knowledge of, and janitorial/cleaning services. Bids will be evaluated using the following criteria: Cost of performing the service; Experience and credentials of the organization; Prior experience with similar projects and successful completion of same; and Page 11 of 16

12 Other supportive considerations as documented in the submitted bid. No single factor, such as cost, will determine the final decision to award. During the review of the submitted bid, the Evaluation Committee may, at its discretion, request a telephone or teleconference to further discuss the submitted bid. Such discussions will provide applicants with an opportunity to answer any questions the committee may have on the submitted bid. Not all applicants may be contacted for further discussion. BBCBC will not be liable for any costs incurred by the applicant in connection with these discussions. 4.5 Bid Specifications Cleaning of the facility should be carried out in accordance with the chart below. FLOORS WEEKLY: SEMI-ANNUALLY: ANNUALLY: Carpeted Areas -- Vacuum; Non-carpeted Areas -- Dust mop; Remove gum and other material; Spot damp mop to remove stains or spots. Non-carpeted Areas -- Damp mop and spray buff. Machine clean carpets in hallways. Other areas to be cleaned if their condition so dictates; Strip, reseal, and wax all normally waxed floors. Machine clean all carpets throughout the facility. WALLS, CEILINGS, INTERIOR DOORS, LEDGES, ETC. WEEKLY: MONTHLY: ANNUALLY: Spot clean; Clean light switch plates and surrounding wall areas; Dust windowsills, ledges, fixtures, etc. Dust or vacuum HVAC registers. Clean all light fixture diffusers and dust light bulbs. WINDOWS AND GLASS SEMI-ANNUALLY: Spot clean entrances and vicinity glass, both inside and out; Spot clean directory and internal glass or windows. Clean inside of external windows. WATER FOUNTAINS Page 12 of 16

13 Clean and sanitize; Replenish supply of disposable cups (if applicable) FURNISHINGS AS NEEDED, BUT AT LEAST WEEKLY: SEMI-ANNUALLY: Dust tables, chairs, desks, credenzas, file cabinets, bookcases, etc.; Do not disturb any papers lying on desks or cabinets; Dust and clean all ornamental wall decorations, pictures, charts, chalkboards, etc.; Dust draperies, venetian blinds, or curtains. Vacuum all drapes, venetian blinds, or curtains. TRASH AND REFUSE Empty and clean all trash receptacles. Receptacle liners are to be used. Change as necessary; Remove all collected trash to external dumpsters or trash containers; In conference rooms, reception areas, etc., remove accumulated trash (i.e., paper cups, soda cans, etc.). CIGAREETE URNS AND ASHTRAYS Empty and clean all cigarette urns; Empty and damp wipe all ashtrays. ELEVATORS (If Applicable) WEEKLY: If carpeted, vacuum; If not carpeted, dust mop, remove gum and other materials, spot damp mop to remove stains or spots. Clean hardware and control panels. Vacuum door tracks; Damp mop floors and spray buff if not carpeted. STAIRWELLS (If Applicable) Remove accumulated trash; Spot sweep as required. Page 13 of 16

14 WEEKLY: Sweep; Dust mop to remove stains; Dust handrails, ledges, etc.; Spot clean walls and doors. RESTROOMS MONTHLY: Maintain in a clean and sanitary condition: floors, walls, doors, stalls, partitions, shelves, sinks, commodes, urinals, bath facilities, soap and towel dispensers; Clean and polish mirrors; Empty and sanitize trash and sanitary napkin receptacles; Replenish supplies of tissue, towels, and soap; Check and replace, as necessary, deodorizer bars/room air fresheners. Clean ceramic tile surfaces with a strong cleaner or bleach so that the tile and grout have a uniform color. LOUNGE AND KITCHEN AREAS (If Applicable) Clean and sanitize sinks and counter areas. EXTERIOR WEEKLY: Sweep outside area immediately adjacent to the building entrances; Keep parking lit and surrounding grass areas free of trash. Sweep all exterior access areas (i.e., sidewalks, porches, verandas, etc.). Bids shall include a breakdown of cost per component for all service tasks as listed in the chart, above. Bids shall also include a cost breakdown for services both with and without paper goods. BBCBC, at its option, may make a la carte selections in accordance to its needs. 4.6 Procedure For Protest Protests must be submitted to the BBCBC contract person responsible for the ITN, Margaret Petronio, Contract Manager, in writing during the bid process or within 72 hours from announcement of Intent to Award. Failure to submit protest within the prescribed timeline will result in the forfeiture of the Bidder s right to file protest. The protest will be reviewed with the BBCBC Chief Operations Officer who will issue a recommendation to BBCBC s CEO. A written response will be provided to the Bidder within 30 days of receipt of written protest. Page 14 of 16

15 ATTACHMENT A BID TABULATION ITB # : Vendor Bid Tabulation Vendor Name Monthly Cost FY Cost Total Contract Manager Name Date of Tabulation Page 15 of 16

16 ATTACHMENT B BID EVALUATION DOCUMENTATION Has the Bidder submitted the following: Pass Fail 1 Cover Page 2 Name of Respondent (Organization) 3 Organization Address 4 Name and Title of Single Point of Contact (POC) 5 POC Telephone Number 6 POC Address 7 POC Physical Address 8 Bid Narrative (Company s Abilities, Outline Years of Experience, Etc.) 9 Valid Business License 10 Certificate of Liability Insurance 11 Certificate of Bonding 12 Three (3) Commercial References 13 One (1) Complete Bid with Original Signatures 14 Three (3) Copies of Signed Submission 15 Documented Attendance at Mandatory Site Visit by BBCBC Contract Manager 16 Cost Page (by Month and Year for Services as Outlined in the ITB) Is the Bidder determined as having submitted a successful bid? Yes No Cost for Services: Per Month: $ Per FY Total (12 Months): $ Page 16 of 16