Broward County Commission Regular Meeting
Director's Name: Stephen Farmer (Acting Director)
Department: Finance and Administrative Services Division: Purchasing
Information
Requested Action
title
MOTION TO APPROVE Agreement between Broward County and McKenzie's Cleaning Inc., for Janitorial Services for Broward County Aviation Department Administrative Facilities, RFP No. BLD2127663P1, for the Broward County Aviation Department, in a maximum not-to-exceed amount of $854,619, which includes $30,800 for optional services for the initial two-year term, and authorize the Director of Purchasing to renew the Agreement for up to three one-year terms, for a five-year maximum not-to-exceed amount of $2,234,394 and authorize the Mayor and Clerk to execute same.
body
Why Action is Necessary
In accordance with Broward County Procurement Code, Section 21.47, Award and Execution Authority, the Board shall make all awards, and authorize the execution of the associated contracts, with a value of more than $500,000, inclusive of the value of any renewals or extensions.
In accordance with Section 332.0075(3)(b), Florida Statutes, a governing body must approve, award, or ratify contracts for the purchase of commodities or contractual services executed by or on behalf of a large hub airport in an amount that exceeds $1,500,000 as a separate line item on the agenda and must provide a reasonable opportunity for public comment. Such contracts may not be approved, awarded, or ratified as part of a consent agenda.
What Action Accomplishes
Provides comprehensive janitorial services for Broward County Aviation Department’s administrative facilities, located at the Fort Lauderdale-Hollywood International Airport, North Perry Airport Administrative Building, and Building Code Services Airport Satellite Office.
Goal Related Icon(s)
☐County Commission
☐Go Green
☐MAP Broward
Previous Action Taken
None.
Summary Explanation/Background
THE PURCHASING DIVISION AND THE AVIATION DEPARTMENT RECOMMEND APPROVAL OF THE ABOVE MOTION.
The Office of Economic and Small Business Development (OESBD) designated this project as a reserve opportunity for certified County Business Enterprise (CBE) firms. McKenzie's Cleaning Inc. (McKenzie’s). McKenzie’s is a certified CBE firm (Exhibit 2).
This project provides comprehensive janitorial services for Broward County Aviation Department’s administrative facilities located at the Fort Lauderdale-Hollywood International Airport, the North Perry Airport Administrative Building, and the Building Code Services Airport Satellite Office.
In accordance with the Broward County Living Wage Ordinance, Broward County Administrative Code, Section 26-101(i), these services are covered services. McKenzie’s has agreed to be bound to the contractual obligations of the Living Wage Ordinance.
On June 7, 2024, Request for Proposals (RFP) No. BLD2127663P1, Janitorial Services for BCAD Administrative Facilities, was advertised. At the time of the submittal deadline, 13 firms submitted proposals.
On October 17, 2024, an Initial Evaluation Committee meeting was held. The Evaluation Committee (EC) evaluated the submittals and determined nine firms to be non-responsive or non-responsible. Chi-Ada, M & M Global Multi Services, Inc., and McKenzie’s were determined responsive and responsible to the RFP requirements and would proceed to final evaluation.
On November 7, 2024, a Reconvene Initial EC meeting was held to reconsider the determination of responsibility for Amer-Plus; the EC determined Amer-Plus responsive and responsible to the RFP requirements and Amer-Plus would proceed to final evaluation.
On November 25, 2024, a Final EC meeting was held. After presentations, evaluation, scoring, and ranking, the EC named McKenzie’s as the first-ranked firm; Chi-Ada as the second-ranked firm; Amer-Plus as the third-ranked firm; M & M Global Multi Services, Inc as the fourth-ranked firm; and Dream Clean, Inc. as the fifth-ranked firm (Exhibit 1).
On November 26, 2024, the Director of Purchasing received a premature objection letter from Chi-Ada. The objection letter claimed the EC’s scoring for vendor references was not verified properly. It also stated that McKenzie’s, a subcontractor, received a Non-Compliance Violation for non-performance from Broward County which was concealed from the EC members before the final scoring and ranking (Exhibit 3).
The EC’s proposed recommendation of ranking was then posted on the Purchasing Division website from December 2 - 5, 2024, which provided an opportunity for any proposer or interested party to present any new or additional information regarding the responsibility of the proposers.
On December 16, 2024, the Director of Purchasing issued a response to Chi-Ada’s objection stating that the EC scored each proposal independently and on its own merits within the maximum allowable points. There was no reasonable or compelling evidence that EC members’ scores were in any manner to be deemed arbitrary or capricious. The EC used professional discretion in reviewing all known information. In addition, the mentioned Notice of Non-Compliance was issued to the prime contractor, Chi-Ada, which cured the issues associated with the Notice of Non-Compliance. As a result, Chi-Ada’s notice was not disclosed to the EC. The evaluation and scoring of firms were conducted appropriately and within the established guidelines, practices, and procedures set forth in the Broward County Procurement Code, Ordinances, and existing written guidelines. The objection was denied (Exhibit 4).
The EC’s final recommendation of ranking was posted on the Purchasing Division website from December 17 - 24, 2024, which provided an opportunity for any aggrieved proposer to file a formal protest.
On December 20, 2024, the Director of Purchasing received a timely protest letter from Chi-Ada Corporation. The protest letter claimed McKenzie’s failed to allow its financials to be transparent and McKenzie’s presented inaccurate or misleading information to OESBD, and the EC’s evaluation and scoring of McKenzie’s proposal was improper, arbitrary and capricious (Exhibit 5).
On January 15, 2025, the Director of Purchasing issued a response to Chi-Ada’s protest stating that McKenzie’s confidential financial documents were made transparent to the appropriate County staff. Also, there was no reasonable or compelling evidence that the scores of the EC members were made in any manner that can be deemed to be arbitrary, capricious, or otherwise made beyond their professional discretion in reviewing all known information. In addition, the Purchasing Division, along with OESBD, reviewed the claim and did not find evidence that McKenzie’s presented inaccurate or misleading information. As applicable, McKenzie’s has provided the required financial documents necessary to renew and maintain CBE status (Exhibit 6). Chi-Ada was allowed 10 calendar days to appeal. There was no appeal filed against this procurement.
One negotiation meeting was held on March 4, 2025 to negotiate the Agreement with McKenzie’s. This meeting was attended by representatives from McKenzie’s, and staff from the Aviation Department, the County Attorney’s Office, and the Purchasing Division.
Additional supporting documentation provided to the EC for this procurement can be found on the Purchasing Division website at <http://www.broward.org/Purchasing/Pages/Repository.aspx>.
The amounts referenced in this agenda item were rounded to the nearest whole dollar. Vendor payments will be based on the actual total bid amount. The bid tabulation reflects the actual amount of the award.
The initial agreement period begins June 1, 2025 and terminates two years from that date.
Source of Additional Information
Robert E. Gleason, Director, Purchasing Division, (954) 357-6070
Fiscal Impact
Fiscal Impact/Cost Summary
This open-end contract has an estimated not-to-exceed amount of $2,234,394, over a potential five-year period. The funds estimated for the current fiscal year are included in the current fiscal year budget.
Requisition No. AVM0009879