Broward County Commission Regular Meeting
Director's Name: George Tablack
Department: Finance and Administrative Services Division: Purchasing
Information
Requested Action
title
A. MOTION TO REJECT all proposals for Request for Proposals (RFP) No. BLD2117566P1, Janitorial Services, for the Broward County Fort Lauderdale-Hollywood International Airport, Group 1, Rental Car Center, an approved reserved solicitation for Certified Business Enterprise firms. (Deferred from June 16, 2020 - Item No. 75)
(A member of the public pulled this item.)
(Consistent with Board Rules, a member of the public was given 10 minutes in total to speak to all Public Meeting Items, and additional time to address Quasi-Judicial Items and Public Hearing Items.)
ACTION: (T-2:36 PM) Commissioner Furr made motion to negotiate with Sunshine Cleaning Systems, Inc., with 40% CBE participation, as well as a mentoring program. The motion was seconded by Commissioner Rich telephonically. (Refer to minutes for full discussion.) (See Yellow-Sheeted Additional Material, dated September 22, 2020, submitted at the request of Finance and Administrative Services Department.)
VOTE: 6-3. Commissioner Udine and Mayor Holness voted against this motion. Vice-Mayor Geller voted against this motion telephonically.
B. MOTION TO AUTHORIZE County Administrator to approve for advertisement the re-solicitation Request for Proposals (RFP) No. BLD2117566P2, Janitorial Services for the Broward County Fort Lauderdale-Hollywood International Airport, Group 1, Rental Car Center, a Reserved Contract for Certified Business Enterprise firms. (Deferred from June 16, 2020 - Item No. 75)
(A member of the public pulled this item.)
(Consistent with Board Rules, a member of the public was given 10 minutes in total to speak to all Public Meeting Items, and additional time to address Quasi-Judicial Items and Public Hearing Items.)
ACTION: (T-2:36 PM) Commissioner Furr made motion to negotiate with Sunshine Cleaning Systems, Inc., with 40% CBE participation, as well as a mentoring program. The motion was seconded by Commissioner Rich telephonically. (Refer to minutes for full discussion.) (See Yellow-Sheeted Additional Material, dated September 22, 2020, submitted at the request of Finance and Administrative Services Department.)
VOTE: 6-3. Commissioner Udine and Mayor Holness voted against this motion. Vice-Mayor Geller voted against this motion telephonically.
body
Why Action is Necessary
Motion A. In accordance with the Broward County Procurement Code, Section 21.31.i, Board approval is required to reject all proposals for the Request for Proposal solicitation approved by the Board.
Motion B. In accordance with the Broward County Procurement Code, Section 21.32.c, Competitive Sealed Proposals, Board approval is required prior to advertisement for competitive sealed proposals that has an anticipated total value of more than $500,000.
What Action Accomplishes
Motion A. Rejects all proposals under RFP No. BLD2117566P1 for Janitorial Services for Broward County Fort Lauderdale-Hollywood International Airport, Group 1, Rental Car Center.
Motion B. Authorizes the County Administrator to act on behalf of the Board to approve the advertisement of a Request for Proposals re-solicitation for Janitorial Services for the Broward County Fort Lauderdale-Hollywood International Airport, Group 1, Rental Car Center.
Is this Action Goal Related
No
Previous Action Taken
On June 16, 2020 (Item No. 75), the Board deferred Motion B to reject all proposals for RFP No. BLD2117566P1 (Group 1-Rental Car Center) and deferred Motion D to authorize the County Administrator to approve for advertisement the re-solicitation of RFP No. BLD2117566P2 (Group 1-Rental Car Center) for further discussion after Summer Recess.
Summary Explanation/Background
THE PURCHASING DIVISION, THE AVIATION DEPARTMENT AND THE OFFICE OF ECONOMIC AND SMALL BUSINESS DEVELOPMENT RECOMMEND APPROVAL OF THE ABOVE MOTIONS.
Motion A. On March 5, 2019 (Item No. 35), the Board approved the Request for Proposals (RFP) No. BLD2117566P1. In response to the RFP, ten firms submitted proposals to provide janitorial services for the Broward County Fort Lauderdale-Hollywood International Airport, Group 1, Rental Car Center (RCC), a reserved contract for County Business Enterprises (CBE). Of the ten firms that submitted proposals for Group 1, six were compliant to CBE Reserved requirements and four were non-compliant (Exhibit 1).
On May 30, 2019, an Initial Evaluation Meeting was held. The Evaluation Committee determined that three of the ten firms for Group 1 were both responsive and responsible to the RFP requirements and would move forward to final evaluation and scoring. Only one of the three firms that moved forward to the final evaluation and scoring was a CBE firm.
On June 5, 2019, a Final Evaluation Meeting was held and presentations from three firms were heard by the Evaluation Committee. The Evaluation Committee named Fuel Facility Management, Inc. (FFM), the only CBE finalist, as the first-ranked firm for Group 1 - RCC.
The Evaluation Committee's final recommendation of ranking for Group 1 was posted on the Purchasing Division website from July 17 through 24, 2019, which provided an opportunity for any aggrieved proposer to file a formal protest. There was no protest filed for Group 1 within this timeframe.
On September 10, 2019 (Item No. 49), the Board approved the final ranking and authorized staff to negotiate with FFM. Five meetings were held to negotiate an agreement: October 17 and 23, 2019; November 1 and 12, 2019; and February 26, 2020.
From December 12, 2019 through January 3, 2020, the Office of the Inspector General (OIG) met and had follow-up discussions with the Purchasing Division regarding the response provided by FFM to the RFP concerning minimum qualifications (i.e. janitorial services’ experience, the number of years providing janitorial services and the supporting references), Reference Verification Forms, and CBE Certification Form.
On January 22, 2020, representatives of the Purchasing Division met with representatives of FFM to discuss and seek clarification of information pointed out by the OIG.
On February 5, 2020, the Director of Purchasing issued a memorandum to the Evaluation Committee regarding clarification of information concerning the OIG and the response provided by FFM. Pursuant to Section 21.84.g. of the Procurement Code, on February 6, 2020, the Evaluation Committee was reconvened to provide an opportunity to discuss, review and ask questions regarding the clarification of information. The Evaluation Committee ratified the original ranking for FFM as the first-ranked firm for Group 1.
On April 23, 2020, an impasse was declared between the County and FFM, which terminated the negotiations for the Agreement for Group 1 - RCC. The impasse was declared due to a request by FFM (after reaching agreement on financial terms) for an increase of $438,860 in the agreed upon contract amount. FFM indicated that the additional cost was to cover costs incurred by FFM based on the solicitation requirement for a labor peace agreement. FFM is the only certified and ranked CBE firm. Therefore, to support the overall intent to reserve this portion of the project for CBE participation, the recommendation is to reject all proposals for Group 1 and resolicit as a CBE Reserved contract for Group 1 - RCC (Exhibit 2).
Exhibit 3 is correspondence regarding this procurement from LSN Government Affairs, the representative for Sunshine Cleaning.
Motion B. Board approval will authorize the County Administrator to approve advertisement of a new RFP solicitation for janitorial services for the Broward County Fort Lauderdale-Hollywood International Airport, Group 1 - RCC, a reserved contract for CBE participation.
Source of Additional Information
Brenda J. Billingsley, Director, Purchasing Division, (954) 357-6070
Fiscal Impact
Fiscal Impact/Cost Summary
There is no fiscal impact.
Requisition No. AVM0002977; Folder No. 2117566