ORANGE COUNTY TRANSPORTATION AUTHORITY. Agreement for Janitorial Services. Staff Report

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1 ORANGE COUNTY TRANSPORTATION AUTHORITY Agreement for Janitorial Services Staff Report

September 11, 2014 To: From: Subject: Transit Committee Darrell Johnson, Chief Executive Officer Agreement for Janitorial Services Overview A request for proposals for janitorial services was

2 September 11, 2014 To: From: Subject: Transit Committee Darrell Johnson, Chief Executive Officer Agreement for Janitorial Services Overview A request for proposals for janitorial services was released following approval from the Board of Directors on June 23, Offers were received in accordance with the Orange County Transportation Authority procurement procedures for professional and technical services. Approval is requested to execute an agreement for these services. Recommendations A. Approve the selection of Commercial Cleaning Systems as the firm to provide janitorial services. B. Authorize the Chief Executive Officer to negotiate and execute Agreement No. C between the Orange County Transportation Authority and Commercial Cleaning Systems, in the amount of $3,125,326, for janitorial services beginning November 1, 2014, consisting of a three-year initial term and one, two-year option term. Discussion Janitorial services are currently provided at five Orange County Transportation Authority (OCTA)-owned bus maintenance and operations bases, seven transportation centers, and one park-and-ride facility throughout Orange County. These facilities require janitorial services on a daily, weekly, or monthly basis. OCTA requires the vendor to furnish a qualified labor force sufficient to complete all specified requirements in the prescribed time and to furnish all cleaning materials and equipment to perform these services. OCTA provides all of the paper products. On June 23, 2014, the OCTA Board of Directors (Board) approved the release of a request for proposals (RFP) for janitorial services. Services to be Orange County Transportation Authority 550 South Main Street / P.O. Box / Orange / California / (714) 560-OCTA (6282)

3 Agreement for Janitorial Services Page 2 performed include the cleaning of offices, restrooms, locker rooms, and break areas in the operations and maintenance buildings, bus yards, and maintenance shop areas. The scope of work also provides for monthly pressure washing services, with the capture of all fluids, and quarterly window cleaning. Additionally, the janitorial company ensures that the transit centers and the park-and-ride facility restrooms are open and cleaned up to three times a day, and that the facilities are free from trash and debris. The janitorial contractor is responsible for the cleanliness of more than 400,000 square feet of OCTA-owned bus bases, 1,518 parking stalls for buses and cars, 75 maintenance bays, and 68 multi-stall restrooms. Procurement Approach This procurement was handled in accordance with OCTA Board-approved procedures for professional and technical services. In addition to cost, other factors are considered in an award for professional and technical services. Award is recommended to the firm offering the most comprehensive overall proposal, considering factors such as qualifications, prior experience with similar projects, staffing and project organization, work plan, and cost and price. On June 23, 2014, the Board authorized the release of RFP to select a firm to provide janitorial services. The RFP was issued electronically on CAMM NET. The project was advertised in a newspaper of general circulation on June 24 and July 1, A pre-proposal conference was held on July 7, 2014, with 17 attendees representing 13 firms. One addendum was issued to post the pre-proposal conference registration sheets and respond to questions related to the RFP. On July 24, 2014, eleven proposals were received. An evaluation committee consisting of OCTA staff from Contracts Administration and Materials Management, Maintenance, Financial Planning and Analysis, Transit, and Health Safety and Environmental Compliance met to review the submitted proposals. The proposals were evaluated based on the following Board-approved evaluation criteria and weights: Qualifications of the Firm, Staffing and Project Organization 40 percent Work Plan 20 percent Cost and Price 40 percent Given the nature of the services and types of skills required, staff chose to combine the qualifications of the firm and staffing into one criterion. A higher level of importance was assigned to the qualifications of the firm and staffing to

4 Agreement for Janitorial Services Page 3 emphasize the importance of the proposing firms related project experience, with a proven history in successfully completing similar projects efficiently. The cost and price is also a critical requirement for firms to demonstrate competitiveness in pricing to carry out the required services. The work plan is weighted at 20 percent and must address every aspect of the requirements specified in the scope of work, demonstrate knowledge and understanding of the requested services, and clearly describe the quality control measures that will be taken to maintain a high level of service standards. The evaluation committee reviewed all proposals based on the evaluation criteria and short-listed the following five firms who were most qualified to proceed into the interview phase with the evaluation committee. The firms are listed below in alphabetical order: Firm and Location Commercial Cleaning Systems (CCS) Costa Mesa, California Corporate Image Maintenance (CIM) Santa Ana, California Pride Industries One, Inc. (Pride) Roseville, California Universal Building Maintenance (Universal) Santa Ana, California US Metro Group, Inc. (US Metro) Los Angeles, California On August 7, 2014, the evaluation committee interviewed the short-listed firms to assess their project understanding and approach to the scope of work. Each firm had an opportunity to present its qualifications and respond to the evaluation committee s questions. The evaluation committee asked specific clarification questions related to each firm s proposal relative to OCTA s janitorial services requirements. There were changes to the individual criteria scores of all short-listed firms after the interviews; the overall ranking of the firms changed as a result of the interviews, resulting in CCS achieving the highest overall score.

5 Agreement for Janitorial Services Page 4 On August 7, 2014, all short-listed firms were requested to submit a best and final offer (BAFO) to provide more competitive pricing based on clarifications provided during the interviews. Based on the evaluation of the written proposals, the information obtained from interviews, and the BAFO, it is recommended that CCS be selected to provide janitorial services. Qualifications of the Firm, Staffing and Project Organization All five short-listed firms are established companies with experience in providing janitorial services to various agencies. CCS has experience in providing a wide range of janitorial services including day cleaning, porter service, power washing, and window cleaning to large public agencies that require daily service at multiple locations. CCS provides city-wide janitorial services for the cities of Fontana, Murrieta, Rancho Cucamonga, and Santa Ana. In addition, CCS provides services to California State University, San Bernardino, and the Orange County Fair and Event Center. CCS proposed a dedicated project manager to serve as the point of contact and assist the onsite crews with fulfilling the daily scope of work required by OCTA. CCS will augment the regular onsite crew with specialty crews dedicated only to OCTA, who will perform tasks outside of the recurring daily tasks. In addition, upon contract award, CCS will have employee floaters, who are trained at each facility, to cover regular crew absences and prevent a disruption in service. During the interview, their staff was organized, worked well as a team, and demonstrated a solid understanding of the requirements of the RFP. CIM has experience in providing janitorial services including day cleaning, evening cleaning, and floor care to corporate and government agencies with a large footprint. These agencies include Gulfstream Aircraft, Inc., Orange County Sanitation District, and United Parcel Service. In addition, CIM currently provides bus cleaning services and interim janitorial services to OCTA. CIM proposed three co-project managers to serve as the points of contact for the dedicated supervisors or leads at various locations, with the owner being the main point of contact. CIM will utilize employee floaters or pay regular employees overtime to cover absences. Pride has experience in providing janitorial services including day cleaning, floor care, and pressure washing services to a variety of public agencies including base-wide janitorial services for Naval Base Ventura County and Travis Air Force Base. Pride also provides office cleaning services to various counties including Santa Clara, Sonoma, and Stanislaus. Pride proposed a

6 Agreement for Janitorial Services Page 5 project/quality control manager and a utility specialist/custodial supervisor as the points of contact for all OCTA locations. Pride has a large number of staff located in close proximity and on-call to cover employee absences. Universal has experience in providing janitorial and pressure washing services to the City of Anaheim, servicing over 50 locations. In addition, Universal has provided maintenance services for the Central City East Association in Los Angeles, servicing 44 city blocks. Universal proposed a project manager and the regional vice president as the two main points of contact for OCTA. The daily staffing includes cleaning crew leads, cleaners, day porters, a utility route crew lead, and a utility crew team. Universal has five people in the office, dedicated only to OCTA, to cover absences in addition to roving personnel. US Metro has experience in providing janitorial services, including day and night porters, floor care, and pressure washing at several large facilities. These facilities include nine shopping malls, 100 Wells Fargo Bank branches, California State University, Northridge, and NBC Universal Plaza. US Metro also provides janitorial services to the City of Ventura at multiple locations. US Metro proposed a dedicated project manager, along with a project foreman/lead, and a quality assurance director. The vice president of operations is a proposed point of contact to address OCTA concerns. US Metro has a crew consisting of approximately 40 people on standby to cover absences. Work Plan CCS presented a comprehensive work plan that addressed most elements of the scope of work in the written proposal. The clarification and discussion during the interview regarding the proposed staffing level demonstrated a comprehensive depth of knowledge and understanding of OCTA s requirements. CIM presented a work plan that addressed many elements of the scope of work in the written proposal. The clarification and discussion during the interview regarding proposed staffing demonstrated that CIM understands OCTA s requirements, and revealed that employee travel times may be included as part of the work plan, reducing time spent cleaning at OCTA locations. Pride presented a work plan that fell short of addressing all elements of the scope of work in the written proposal. The clarification and discussion during the interview regarding proposed staffing hours revealed that some aspects of the scope of work may have been overlooked. The BAFO appeared to reflect the oversight, with a significant increase in cost to OCTA.

7 Agreement for Janitorial Services Page 6 Universal presented a work plan that broadly addressed each element outlined in the scope of work in the written proposal. The clarification and discussion during the interview defined the proposed hours at each base and the rationale behind the proposed hours. US Metro presented a work plan that broadly addressed many elements of the scope of work in the written proposal. The clarification and discussion during the interview did not demonstrate a good understanding of the scope of work as it pertains to OCTA requirements. Cost and Price The amount proposed is based on the monthly firm-fixed price for services at five bus maintenance and operations bases, seven transportation centers, and one park-and-ride facility throughout Orange County. Pricing scores have been based on a formula which assigns the highest score of 5.0 to the lowest proposed rate. Both CCS and US Metro received a score of 5.0 based on the initial term and option term pricing. Evaluation Summary Based on the evaluation of the written proposals, the firm s qualifications, and information obtained from the interviews and the BAFO, the evaluation committee recommends the contract award to CCS. The firm demonstrated a thorough understanding of OCTA s specific requirements for janitorial services and submitted a comprehensive proposal responsive to all requirements of the RFP. Fiscal Impact Funds for these services are included in the OCTA Fiscal Year Budget, Transit Division, Maintenance Department, Account D3107-2W5; this project is 80 percent funded with Federal Transit Administration Formula 5307 Preventive Maintenance funds and 20 percent funded with the Local Transportation Fund. Summary Based on the information provided, staff recommends the Board authorize the Chief Executive Officer to negotiate and execute Agreement No. C with Commercial Cleaning Systems, in the amount of $3,125,326, for janitorial services, for a three-year initial term effective November 1, 2014 through October 31, 2017, with one, two-year option term.

8 Agreement for Janitorial Services Page 7 Attachments A. Review of Proposals, RFP Janitorial Services B. Proposal Evaluation Criteria Matrix (Short-Listed Firms), RFP Janitorial Services C. Two Year Contract History, RFP Janitorial Services Prepared by: Approved by: Cliff Thorne Manager, Maintenance (714) Beth McCormick General Manager, Transit (714) Virginia Abadessa Director, Contracts Administration and Materials Management (714)

9 ORANGE COUNTY TRANSPORTATION AUTHORITY Agreement for Janitorial Services Attachment A

10 REVIEW OF PROPOSALS RFP Janitorial Services PRESENTED TO THE TRANSIT COMMITTEE - SEPTEMBER 11, proposals were received, 5 firms were interviewed, 1 firm is being recommended. Overall Ranking ProposalScore Firm & Location Sub-Contractors Evaluation Committee Comments Total Price 1 90 Commercial Cleaning Systems None Highest-ranked firm overall Costa Mesa, CA Highly-experienced and well-rounded project team Initial Term $3,125,326 Demonstrated excellent team dynamic and camaraderie during interview Proposed thorough and detailed work plan Option Term $2,157,719 Have employee floaters pre-trained for the facility to cover absences $5,283, years in janitorial services industry 2 82 US Metro Group, Inc. None Second-ranked firm Los Angeles, CA Good overall proposal Initial Term $3,105,111 Project team has experience in large venues with multiple locations Proposed a dedicated project manager and project foreman/lead Option Term $2,174,973 Have a crew on standby to cover absences $5,280, years in janitorial services industry 3 81 Corporate Image Maintenance Alert Power Washing Firm has good experience in providing janitorial services Santa Ana, CA Orange County Window Cleaning Current provider of OCTA's bus cleaning services and interim janitorial services Initial Term $3,086,400 Proposed three co-project managers as points of contact Proposed good overall work plan; total hours includes travel time Option Term $2,253,600 Has employee floaters or pays overtime to cover absences $5,340, years in janitorial services industry 4 78 Universal Building Maintenance None Firm has staff with many years of experience in providing janitorial services Santa Ana, CA Experience in providing janitorial and pressure washing services to multiple locations Initial Term $3,192,702 Proposed project manager and regional vice president as points of contact Proposed work plan lacked detail in how scope of work will be executed Option Term $2,307,129 Proposed 5 people in the office dedicated only to OCTA to cover absences $5,499, years in janitorial services industry 5 74 Pride Industries One, Inc. None Proposed highest price Roseville, CA Experience in providing janitorial services and steam cleaning to large agencies Initial Term $3,389,826 Proposed a project/quality control manager and utility/specialist Proposed work plan lacked detail in how scope of work will be executed Option Term $2,394,175 Has large number of staff in close proximity to cover absences $5,784, years in janitorial services industry Evaluation Panel: Proposal Criteria Weight Factors Contracts Administration and Materials Management (1) Financial Planning & Analysis (1) Health Safety and Environmental Compliance (1) Work Plan 20% Maintenance (1) Cost and Price 40% Transit (1) Qualification of the Firm, Staffing and Project Organization 40% ATTACHMENT A Page 1 of 1

11 ORANGE COUNTY TRANSPORTATION AUTHORITY Agreement for Janitorial Services Attachment B

12 ATTACHMENT B PROPOSAL EVALUATION CRITERIA MATRIX (SHORT-LISTED FIRMS) RFP JANITORIAL SERVICES FIRM: COMMERCIAL CLEANING SYSTEMS Weights Average Score Evaluator Number Qualifications of Firm, Staffing and Project Organization Work Plan Cost and Price Overall Score FIRM: US METRO GROUP, INC. Weights Average Score Evaluator Number Qualifications of Firm, Staffing and Project Organization Work Plan Cost and Price Overall Score FIRM: CORPORATE IMAGE MAINTENANCE Weights Average Score Evaluator Number Qualifications of Firm, Staffing and Project Organization Work Plan Cost and Price Overall Score FIRM: UNIVERSAL BUILDING MAINTENANCE Weights Average Score Evaluator Number Qualifications of Firm, Staffing and Project Organization Work Plan Cost and Price Overall Score FIRM: PRIDE INDUSTRIES ONE, INC. Weights Average Score Evaluator Number Qualifications of Firm, Staffing and Project Organization Work Plan Cost and Price Overall Score The Range of Scores for the Non-Short-listed Firms was Page 1 of 1

13 ORANGE COUNTY TRANSPORTATION AUTHORITY Agreement for Janitorial Services Attachment C

14 TWO YEAR CONTRACT HISTORY RFP JANITORIAL SERVICES Prime and Subcontractor Contract No. Description Contract Start Date Contract End Date Subconsultant Amount Total Contract Amount Commercial Cleaning Systems Contract Type: N/A None N/A N/A N/A N/A $ - Subconsultants: None Sub Total $ - US Metro Group, Inc. Contract Type: N/A None N/A N/A N/A N/A $ - Subconsultants: None Sub Total $ - Corporate Image Maintenance Contract Type: Firm-Fixed Price C90704 Bus Cleaning and Pest Control Services May 1, 2010 April 30, 2013 $ 716,700 Subconsultants: Accurid Commercial Services by Orkin Contract Type: Firm-Fixed Price C31418 Pesticide Application and Bus Cleaning Services May 1, 2013 April 30, 2016 $21, $ 798,562 Subconsultants: Orkin Pest and Termite Control Contract Type: Firm-Fixed Price C41659 Interim Janitorial Services at Santa Ana Transit Terminal June 13, 2014 October 31, 2014 $ 12,400 Subconsultants: Alert Power Washing Contract Type: Firm-Fixed Price C41653 Interim Janitorial Services June 20, 2014 October 31, 2014 $1, $ 232,000 Subconsultants: Alert Power Washing Sub Total Universal Building Maintenance Contract Type: N/A None N/A N/A N/A N/A $ - Subconsultants: None $ 1,747,262 Sub Total $ - PRIDE Industries One, Inc. Contract Type: N/A None N/A N/A N/A N/A $ - Subconsultants: None Sub Total $ - ATTACHMENT C Page 1 of 1

ORANGE COUNTY TRANSPORTATION AUTHORITY. Award of Liquefied Natural Gas Contract. Staff Report

ORANGE COUNTY TRANSPORTATION AUTHORITY Award of Liquefied Natural Gas Contract Staff Report April 11, 2013 To: From: Subject: Transit Committeee Darrell Johnson, Chief Executive Officer Award of Liquefied