Title
MOTION TO AWARD IFB # PD-25-04 "JANITORIAL SERVICES FOR THE POLICE DEPARTMENT" TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, MCJ PROFESSIONAL CLEANING SERVICES, CORP., IN THE ANNUAL AMOUNT NOT TO EXCEED $130,892.12, WHICH INCLUDES AN OWNER’S CONTINGENCY IN THE AMOUNT OF $11,643.10 AND AN ALLOWANCE FOR JANITORIAL SUPPLIES IN THE AMOUNT OF $2,818.00.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinances is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.15 defines an Invitation for Bid as “A written solicitation for competitive sealed bids with the title, date and hour of the public bid opening designated therein and specifically defining the commodities or services for which bids are sought. The invitation for bid shall be used when the city is capable of specifically defining the scope of work for which a service is required or when the city is capable of establishing precise specifications defining the actual commodities required. The invitation for bid shall include instructions to bidders, plans, drawings and specifications, if any, bid form and other required forms and documents to be submitted with the bid.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- Section 35.18(A) states, "A purchase of or contracts for commodities or services that is estimated by the Chief Procurement Officer to cost more than $100,000 shall be based on sealed competitive solicitations as determined by the Chief Procurement Officer, except as specifically provided herein."
- Section 35.19 of the City's Code of Ordinances is titled "SEALED COMPETITIVE BIDDING PROCEDURE."
- Section 35.19(A) states "All sealed competitive solicitations as defined in § 35.18 shall be presented to the City Commission for their consideration prior to advertisement."
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $100,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
SUMMARY EXPLANATION AND BACKGROUND:
1. On November 19, 2025, the City Commission authorized the advertisement of IFB # PD-25-04 "Janitorial Services for the Police Department", which was advertised on November 25, 2025.
2. The purpose of this solicitation was to seek proposals from qualified firms to provide janitorial services for the Police Department at the East Station, West Station, Training Facility, and Investigations Facility.
3. On January 13, 2026, the City opened fourteen (14) proposals from the following vendors (in order of lowest to highest price):
|
Vendor |
Total |
|
Celebrity Janitorial and Cleaning, LLC |
$11,508.25 |
|
AAA Facility Solutions |
$64,088.09 |
|
Skyshine Enterprises LLC |
$99,225.72 |
|
MCJ Professional Cleaning Services |
$116,431.02 |
|
Green Facility, Inc. |
$121,941.55 |
|
Safeguard Services, Inc |
$131,844.51 |
|
Gum Hunters Carpet & Tile Cleaning Services Corp |
$136,012.80 |
|
United Maintenance Company, Inc. |
$154,539.41 |
|
SFM Janitorial Services, LLC. |
$173,954.71 |
|
Kleen-Tech Services, LLC |
$218,862.16 |
|
Majesty Cleaning Services, Inc |
$245,042.56 |
|
Amer Plus Janitorial Maintenance LLC |
$252,750.95 |
|
Clean Space LLC |
$294,003.55 |
|
Chi-Ada Corporation |
$316,739.96 |
4. As part of the City’s due diligence process, the City contacts vendors to clarify bid submissions, confirm understanding of scope requirements, and schedule pre-award meetings.
5. On February 5, 2026, Celebrity Janitorial and Cleaning, LLC was deemed unresponsive - the vendor confirmed that their submitted service rates contained an error that underpriced their proposal by a significant margin and was not in alignment with their intended bid. Subsequently, Celebrity Janitorial and Cleaning, LLC withdrew their bid.
6. On February 10, 2026, Skyshine Enterprises LLC was deemed non-responsive. Following a subsequent meeting with City staff to review the scope of services, Skyshine clarified that their pricing was based on the assumption that special service requests would occur on a quarterly basis. However, these services are performed on an as-needed basis and, historically, have only been requested approximately twice per year.
The vendor confirmed that, unless the special services were performed quarterly, they would not be able to honor the submitted pricing and therefore withdrew their bid.
7. On February 11, 2026, AAA Facility Solutions was deemed non-responsive. Following a meeting with City staff to review the staffing requirements for the East Police Station, the vendor confirmed that their pricing did not include dedicated on-site staff as required by the solicitation. As a result, the vendor withdrew their bid.
8. On February 11, 2026, the Procurement Department held an initial meeting with MCJ Professional Cleaning Services, Corp. and confirmed that the vendor’s pricing proposal was accurate and that the vendor and City were aligned on the scope of services requested.
City staff collected usage data for janitorial supplies across the service locations and developed an estimated annual allowance based on historical usage and the unit prices submitted in the vendor’s bid. This allowance is calculated at $2,818.
Additionally, a 10% contingency is being requested to account for janitorial services that may be required outside of the standard schedule, as well as unforeseen needs not captured in the estimated allowance, such as additional supply purchases.
|
Bid Total |
Contingency |
Allowance |
Total |
|
$116,431.02 |
$11,643.10 |
$2,818.00 |
$130,892.12 |
9. The Procurement Department has deemed MCJ Professional Cleaning Services, Corp. to be the most responsive/responsible bidder for IFB # PD-25-04 “Janitorial Services for the Police Department”.
10. Request Commission to award IFB # PD-25-04 “Janitorial Services for the Police Department” to the most responsive/responsible bidder, MCJ Professional Cleaning Services, Corp., in the annual amount not to exceed $130,892.12, which includes an owner’s contingency in the amount of $11,643.10 and an allowance for janitorial supplies in the amount of $2,818.00.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: Amount not to exceed $130,892.12 annually, which includes an owner’s contingency in the amount of $11,643.10 and an allowance for janitorial supplies in the amount of $2,818.00.
b) Amount budgeted for this item in Account No: 001-521-3001-534950-0000-000-0000- (Other Svc - Maintenance)
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project: The agreement is for an initial two-year period, with two additional two-year renewal terms upon mutual written consent of the parties.
|
|
Year 1 |
Year 2 |
Year 3 |
Year 4 |
Year 5 |
|
Revenues |
N/A |
N/A |
N/A |
N/A |
N/A |
|
Expenditures |
$65,446.06 |
$130,892.12 |
$65,446.06 |
N/A |
N/A |
|
Net Cost |
$65,446.06 |
$130,892.12 |
$65,446.06 |
N/A |
N/A |
e) Detail of additional staff requirements: Not Applicable.
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Yes
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? $244,306