Br. 302 Fremont/Janitorial Contract Notice of Int to Award

The Michigan Department of State, Purchasing Branch issued Request for Quote (RFQ) No. 231 200000000165 for janitorial services at the Secretary of State Branch 302 office located at 7159 West 48th Street, Fremont, Michigan 49412. The solicitation sought comprehensive cleaning and maintenance services for a 1,500 square foot, single-story facility operating Monday through Friday, with service delivery required five days per week during evening and overnight hours (8 p.m. to 7 a.m. Monday, Tuesday, Thursday, and Friday; 9 p.m. to 8 a.m. Wednesday). Required services include daily office cleaning, restroom sanitization, lobby and corridor maintenance, quarterly window cleaning, weekly salt stain removal from carpeting using extraction equipment, and periodic deep cleaning services such as spray buffing, carpet cleaning, wall dusting, and light fixture cleaning at specified frequencies. The contractor must provide all personnel, equipment, tools, materials, and supplies necessary to maintain a clean, healthy, and safe work environment, with at least one full-time Project/Regional/Area or Site Supervisor assigned to the State account, and all employees must meet background check and drug testing requirements. The RFQ was issued on February 13, 2020, with an optional branch walkthrough scheduled for February 19, 2020 at 12:00 p.m. noon; the deadline for bidders to submit questions was February 19, 2020 at 2:00 p.m. Eastern Daylight Time, with answers posted on www.michigan.gov/SIGMAVSS after 3:00 p.m. that same day; and the proposal deadline was February 24, 2020 at 9:00 a.m. Eastern Daylight Time, with an anticipated contract begin date of March 1, 2020 (subsequently revised to May 1, 2020). Technical evaluation criteria were weighted as follows: Vendor Questions Worksheet (35 points), Confidential Treatment Form (35 points), and Firm's Past Performance in Similar Contracts (30 points), with proposals receiving 80 or more technical evaluation points eligible for pricing evaluation, and the State reserved the right to award to the responsive and responsible bidder offering the best value.

No specific set-aside designations or restrictions limiting participation to disadvantaged enterprises were noted in the solicitation materials, though bidders were required to complete certifications related to labor practices, tax compliance, and corporate citizenship, and the location was not set aside for Community Rehabilitation Organizations (CROs). Three bidders submitted proposals—Edwards Janitorial, Alpine Janitorial Enterprises, and Hi-Tec Building Services—all of whom met mandatory requirements and received identical technical evaluation scores of 100 points; the award was recommended to Edwards Janitorial based on lowest price evaluation. The contract term spans 1 year and 7 months (May 1, 2020, through November 30, 2021) with one optional one-year renewal period at the sole discretion of the State. Edwards Janitorial's award value was $10,535.79 for the initial contract period, significantly lower than competing proposals from Alpine Janitorial Services at $16,250.00 and Hi-Tec Building Services at $19,715.00 for the same service period. The contractor must maintain comprehensive insurance coverage including commercial general liability with minimum limits of $1,000,000 per occurrence and workers' compensation coverage, provide monthly timekeeping reports and invoices by the fifteenth of each month, and is subject to deductible incidents including failure to respond to emergencies, unsatisfactory conditions, unstaffed conditions, and incomplete records.