Title
MOTION TO AWARD IFB # FI-26-01 "JANITORIAL SERVICES FOR THE FIRE DEPARTMENT" TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, GREEN FACILITY INC., IN THE ANNUAL AMOUNT NOT TO EXCEED $69,438.25, WHICH INCLUDES AN OWNER’S CONTINGENCY IN THE AMOUNT OF $5,331.25 AND AN ALLOWANCE FOR JANITORIAL SUPPLIES IN THE AMOUNT OF $10,794.55.
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 February 18, 2026, the City Commission authorized the advertisement of IFB # FI-26-01 "Janitorial Services for the Fire Department", which was advertised on February 26, 2026.
2. The purpose of this solicitation was to seek proposals from qualified firms to provide janitorial services for the Fire Department at Fire Station 69, the Pembroke Pines Fire Training Facility, Fire Station 101, and the Fire Department Garage.
3. On March 31, 2026, the City opened fourteen (14) proposals from the following vendors (in order of lowest to highest price):
|
Vendor |
Total |
|
IC & G Cleaning Services, Inc. |
$20,157.59 |
|
Green Facility, Inc. |
$64,107.01 |
|
Clean Freeks’s Janitorial Services, LLC |
$66,616.00 |
|
Safeguard Services, Inc |
$77,928.28 |
|
Miami Janitorial Supplies, Inc. |
$87,420.50 |
|
Imperial Cleaning Corp. dba Global Services |
$88,321.80 |
|
Clean Space, LLC |
$90,099.14 |
|
Gum Hunters Carpet & Tile Cleaning Services Corp |
$95,316.94 |
|
Skyshine Enterprises LLC |
$97,828.15 |
|
Celebrity Janitorial and Cleaning, LLC |
$138,398.00 |
|
Pro Alliance Cleaning Services, LLC |
$139,205.67 |
|
Chi-Ada Corporation |
$209,376.15 |
|
SCSI, Southern Cleaning Service Inc |
$323,397.59 |
|
Sunshine Enterprise USA LLC |
$609,622.09 |
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 April 13, 2026, IC & G Cleaning Services, Inc. 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, IC & G Cleaning Services, Inc. withdrew their bid.
6. On April 14, 2026, the Procurement Department held an initial meeting with Green Facility, Inc. and confirmed that the vendor’s pricing proposal was accurate and that the vendor and City were aligned on the scope of services requested.
A 10% contingency of $5,331.25 is being requested for janitorial services that may arise outside of the standard schedule - the contingency was calculated using the submitted values of proposed services and excludes the value of janitorial supplies.
Additionally, a $10,794.55 allowance is being requested based on the submitted yearly value of janitorial supplies.
|
Item |
Cost |
|
Base Janitorial Services |
$53,312.46 |
|
Allowance for Janitorial Supplies |
$10,794.55 |
|
Sub-Total |
$64,107.01 |
|
Owner's Contingency |
$5,331.25 |
|
Total |
$69,438.25 |
7. The Procurement Department has deemed Green Facility, Inc. to be the most responsive/responsible bidder for IFB # FI-26-01 “Janitorial Services for the Fire Department”.
8. Request Commission to award IFB # FI-26-01 “Janitorial Services for the Fire Department” to the most responsive/responsible bidder, Green Facility, Inc., in the annual amount not to exceed $69,438.25, which includes an owner’s contingency in the amount of $5,331.25 and an allowance for janitorial supplies in the amount of $10,794.55.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: Amount not to exceed $69,438.25 annually, which includes an owner’s contingency in the amount of $5,331.25 and an allowance for janitorial supplies in the amount of $10,794.55.
b) Amount budgeted for this item in Account No:
Funds are available in account # 001-529-4003-534950-0000-000-0000- for the following locations: Pembroke Pines Fire Rescue, Pines Fire Training Facility, and Fire Department Garage.
Funds are available in account # 001-529-4003-534950-0000-000-0000-00911 for the Dispatch Center on the 2nd floor of Station 101.
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 |
$23,146.08 |
$69,438.25 |
$46,292.17 |
N/A |
N/A |
|
Net Cost |
$23,146.08 |
$69,438.25 |
$46,292.17 |
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? The total additional cost if the services were performed in-house is estimated at $145,909.