13-Evaluation Criteria 26-0212.pdf

RFP 26-0212 CITYWIDE JANITORIAL SERVICES

EVALUATION CRITERIA AND PROPOSAL SUBMISSION

The City will conduct a comprehensive and impartial evaluation of all responsive proposals received in response to this RFP. The City reserves the right to use any and all reasonable and relevant criteria in making its decision as to the most advantageous proposer. Discussions may be conducted with Vendors determined to be reasonably qualified, and the City reserves the right to reject any and all proposals. The City reserves the right to determine the overall qualifications under the RFP.

A committee comprised of various city staff will evaluate all responsive proposals. At the City’s option or in order to make a final determination, proposers may be invited to a second round of scoring which may include oral presentations or interviews. The evaluation committee will determine the responsiveness and acceptability of each proposal according to established criteria.

Vendors shall be treated fairly and equally with respect to any opportunity for discussion and revision of their offer. To obtain the best and final value offers, revisions may be permitted after submissions and before award of the Contract.

The City will evaluate and score each of the proposal submittals received from responsive respondents based on established criteria listed below. Only the top ranked respondents will proceed to the Negotiation Phase. No order of preference is required during this phase.

Evaluation Criteria:

An evaluation committee will assess the information provided by proposers in response to the criteria established below. The scores of all evaluators will be used to determine the ranking of each proposal.

Proposals will be evaluated on a matrix of the following criteria/weights.

Maximum Possible Points Evaluation Criteria

Operational Strategy:

• Staffing Plan

• Adequacy of staffing levels by facility type

• Supervision structure and coverage

• Backup staffing/absenteeism plan

• Work Plan & Scheduling

• Detailed cleaning schedules (daily, weekly, periodic)

• Approach to citywide coordination across multiple facilities

• Flexibility for special events and emergency response

• Quality Assurance & Performance Management

• Inspection processes and frequency

• KPIs and service level standards

• Issue tracking and resolution procedures

• Equipment & Materials

• Types and quality of equipment used

• Use of environmentally preferable products

• Inventory and supply management

• Health, Safety & Compliance Approach

• Safety programs and training

• OSHA compliance practices

• Risk mitigation strategies

• Technology & Innovation

• Use of software for scheduling, reporting, and communication

• Data tracking and performance reporting capabilities

Experience and Qualifications:

• Firm Experience

• Years in business

• Experience with municipal or similarly complex contracts

• Demonstrated ability to manage multiple sites

• Past Performance

• Quality of services provided to similar clients

• References and client satisfaction

• History of contract compliance

• Key Personnel

• Qualifications and resumes of project manager and supervisors

• Relevant certifications and training

• Stability/tenure of leadership staff

• Financial Stability

• Ability to sustain long-term contract performance

Pricing:

• Pricing structure (labor, insurance, supplies, taxes, overhead)

• Cost breakdown by facility, square footage, or service level

• Transparency and completeness of pricing

• Compensation and added value benefits for staff

• Additional fees and services not offered in contract services

• Alignment of pricing with proposed staffing and service levels

100 TOTAL POINTS

Each vendor is responsible for submitting all relevant, factual, and correct information with their bid. The evaluation committee will assign a ranking score to each vendor based on the available data.

Short-Listing:

The Evaluation Committee at its sole discretion may create a short-list of the highest scored proposals based on the preliminary evaluation against the evaluation criteria. Only those short-listed Proposers would be invited to participate in interviews and/or presentations, demonstrations or product testing. Upon conclusion of any interviews and/or presentations, demonstrations or product testing, the Evaluation Committee will finalize the scoring against the evaluation criteria.

Oral Presentations:

Proposers who submit a PROPOSAL in response to this RFP may be required to give an oral presentation of their PROPOSAL to the City. The City will schedule the time and location of these presentations. Oral presentations are an option of the City and may or may not be conducted.

Notwithstanding the possibility of a request for an on-site interview and presentation, Proposers shall not rely on the possibility of such a request and shall submit a complete and comprehensive written response to this solicitation. Any costs incurred for the interviews and the oral presentation are the responsibility of the Proposer.

The Evaluation Committee will then discuss the oral presentation results and arrive at an overall score for each respondent. Negotiations with the respondent having the highest overall score will then begin.

Negotiations:

If negotiations do not result in a contract, the city will then begin negotiations with the respondent having the second highest overall score. This process will continue until either a contract is awarded or the RFP is cancelled. Once the city and the respondent determine that an agreement cannot be reached and the decision is made to move on to the next highest scoring respondent, negotiations cannot be reconvened with a respondent with whom agreement previously could not be reached.

Other Considerations:

The City reserves the right to consider historical information and facts, whether gained from the proposal, references, or any other source, in the evaluation process, including Proposer’s past working or business relationship with the City, if any.

The City will also consider the impact on the ability of the City to comply with rules, policies, and practices relating to contracting with historically underutilized businesses and nonprofit organizations employing persons with disabilities. The City further reserves the right to consider a Firm’s background, personnel, experience, financial and other references, exceptions to this RFP or subsequent contract, and any working relationships, past or present, a proposer may have with its other clients.