Broward County Commission Regular Meeting
Director's Name: George Tablack
Department: Finance and Administrative Services Division: Purchasing
Information
Requested Action
title
MOTION TO AWARD open-end contract to low responsive, responsible bidder, Dammel Cleaning Enterprise, Inc. DBA Palm Beach & Broward Building Maintenance, a Broward County certified County Business Enterprise, for Janitorial Services - Aviation Administration Buildings, Group 2, Bid No. BLD2120718B1, for the Broward County Aviation Department, in the initial estimated one-year amount of $133,024, and authorize the Director of Purchasing to renew the contract for two one-year periods for a three-year potential estimated amount of $399,072. The initial contract period shall begin on the first day of the month following 45 days from the date of award and will terminate one year from that date contingent upon receipt and approval of insurance.
body
Why Action is Necessary
In accordance with the Broward County Procurement Code, Section 21.31.a.4, Award Authority, Board approval is required for awards exceeding $500,000 that includes a single bidder, rejection of apparent low bidder, or protested award.
What Action Accomplishes
Provide contract to furnish all supplies, equipment, and labor for janitorial services at Broward County Aviation Department offices and various other Broward County Aviation Department buildings.
Is this Action Goal Related
No
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 a reserved project for County Business Enterprise (CBE) firms. The OESBD has determined that Dammel Cleaning Enterprise, Inc. DBA Palm Beach & Broward Building Maintenance meets the eligibility criteria of the CBE reserve program (Exhibit 2).
The purpose of this contract is to furnish all supplies, equipment, and labor for providing janitorial services to administrative buildings for the Broward County Aviation Department’s (BCAD’s) Facilities Maintenance Division.
This contract includes covered services in accordance with the Broward County Living Wage Ordinance, Section 26-101(k). For Group 2, Dammel Cleaning Enterprise, Inc. DBA Palm Beach & Broward Building Maintenance has agreed to be bound to the contractual obligations. The Group 2 three-year potential estimated amount of $399,072 includes the health care benefit increase effective January 1, 2021.
For Group 2, ALJ Services LLC submitted a bid considered unbalanced as related to offered “future price effective January 1, 2021” for Item Response Form Lines 02-04 through 02-06 where services were offered at a unit price of $1.00. Clarification regarding its price was requested from ALJ Services LLC, who responded by email, indicating that the unit prices were incorrect and offered corrected prices. In accordance with the Broward County Procurement Code, Section 21.30.f.2.(d), Unsuccessful Bidders Are Not Permitted To Correct Bid Mistakes, no bidder shall be permitted to correct a bid mistake, with the exception of mathematical computation, which would cause such bidder to have the low bid and receive an award which otherwise would go to another vendor bidder except in accordance with the provisions of Section 21.30.f.2.(b). In the event the corrected prices were considered, ALJ Services LLC would no longer be considered the apparent low bidder. The Director of Purchasing deemed ALJ Services LLC as non-responsive for providing an unbalanced bid. Upon review of the bids, OESBD determined that low bidders for Group 2 (ALJ Services LLC, BNB Distributors Co., Kelly Janitorial Systems, Inc., and Clean Freek’s Janitorial Service LLC) did not meet the CBE program requirement; thus, the vendors were non-compliant to the bid’s CBE program requirement. Based upon the determination of OESBD, the Director of Purchasing deemed that the low bidders for Group 2 (ALJ Services LLC, BNB Distributors Co., Kelly Janitorial Systems, Inc., and Clean Freek’s Janitorial Service LLC) to be non-responsive to the solicitation’s CBE program requirement (Exhibit 2).
The Director of Purchasing approved the requests for bid withdrawal on December 9, 2020 as a nonjudgmental mistake of fact pursuant to the Broward County Procurement Code, Section 21.30.f.4(b)(1). MCJ Professional Cleaning Services, Corp. and Island Cleaning CC LLC requested to withdraw their bids for Group 2 for reasons of a misunderstanding of the scope of work and site conditions as related to the Terminal 4 office location, Item Response Form Line No. 02-04. The Terminal 4 office location was unavailable for bidder site visits during the solicitation process as the location was under construction and not anticipated to be available to view prior to bid opening.
BCAD reviewed the bid submitted by Dammel Cleaning Enterprise, Inc. DBA Palm Beach & Broward Building Maintenance and concurs with the recommendation for award for Group 2 (Exhibit 3). Two vendor performance evaluations have been completed for Dammel Cleaning Enterprise, Inc. DBA Palm Beach & Broward Building Maintenance; they have an overall rating of 3.89 out of a possible rating of 5.0. Copies of the vendor performance evaluations are available upon request.
The Purchasing Division researched the prices submitted by the recommended bidder, Dammel Cleaning Enterprise, Inc. DBA Palm Beach & Broward Building Maintenance, for Group 2 and determined that the prices submitted are fair and reasonable in comparison to prices of the competing firms, current contract prices, and increase in the relevant Consumer Price Indices (Exhibit 4).
Incumbent: Dammel Cleaning Enterprise Inc. DBA Palm Beach & Broward Building Maintenance, Contract Number and Title: Contract No. C2113733B1_1, Janitorial Services for Aviation Offices (Groups 1 and 2), Contract Term: June 30, 2017 through September 27, 2020. Expenditures to date: $741,058.
Incumbent: Dammel Cleaning Enterprise Inc. DBA Palm Beach & Broward Building Maintenance, Contract Number and Title: Interim Contract No. C2113733BX_1, Janitorial Services for Aviation Offices (Group 2), Contract Term: August 1, 2017 through January 31, 2018. Expenditures to date: $23,858.
Incumbent: Dammel Cleaning Enterprise Inc. DBA Palm Beach & Broward Building Maintenance, Contract Number and Title: Interim Contract No. C2113733X1_1, Janitorial Services for Aviation Offices (Groups 1 and 2), Contract Term: September 28, 2020 through March 27, 2021. Expenditures to date: $67,940.
Incumbent: Admire Cleaning Service Corp, Contract Number and Title: Contract No. C2113733B1_2, Janitorial Services for Aviation Offices (Group 2), Contract Term: June 30, 2017 through November 17, 2017. Expenditures to date: $4,100. The Contract was terminated by the Board on October 10, 2017 (Item No. 21) and awarded to Dammel Cleaning Enterprise Inc. DBA Palm Beach & Broward Building Maintenance.
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 awards.
There was no protest or appeal filed regarding this procurement.
The bid validity for this project expired on November 19, 2020. The recommended bidder, Dammel Cleaning Enterprise, Inc. DBA Palm Beach & Broward Building Maintenance, for Group 2 agreed to extend its bid validity through February 28, 2021 for Bid No. BLD2120718B1.
The bid posted on June 19, 2020 and opened on July 22, 2020; 14 bids and one partial bid were received with no declinations (Exhibit 1).
Source of Additional Information
Brenda J. Billingsley, Director, Purchasing Division, (954) 357-6070
Fiscal Impact
Fiscal Impact/Cost Summary
Each requirement processed against this open-end contract will be funded by the appropriate source at the time of release.
Requisition No. AVM0004552