1411644846 (RFP) Facilities Janitorial Service ? Open Market for Downtown, Service Centers and Other Sites
| Agency: | Jea |
|---|---|
| State: | Florida |
| Type of Government: | State & Local |
| Category: |
|
| Posted: | Apr 17, 2024 |
| Due: | Apr 23, 2024 |
| Publication URL: | To access bid details, please log in. |
1411644846 (RFP) Facilities Janitorial Service – Open Market for Downtown, Service Centers and Other Sites
The purpose of this Request for Proposal (RFP) solicitation for Facilities Janitorial Service – Open Market for Downtown, Service Centers and Other Sites (this "Solicitation") is to evaluate and select a vendor to provide Janitorial Services for JEA’s Service Centers, and other specific additional facilities including Wellness Centers identified in “Appendix B - Proposal Workbook” as described in this Solicitation (the "Work") and to determine the best method for JEA to procure the Work with regard to pricing, quality, approach, and workmanship. JEA owns sites primarily in Duval County, with some additional sites in Clay, Nassau, and St Johns Counties. The work to be performed by the Company includes all labor, supervision, materials, tools, and equipment, and reporting requirements necessary for performing the work. The Proposal Workbook represents estimated quantities and is to be used as a guideline and not a guarantee of work.
USE THIS LINK TO ACCESS THIS SOLICITATION ON ZYCUS:
https://zsn.zycus.com/guest/genericRegister/JEA074/iSource/789910/
Response Due Date: April 23, 2024
Attachment Preview
Solicitation
For Participation in
Facilities Janitorial Service – Open Market for Downtown, Service Centers and Other Sites
for
JEA
Jacksonville, FL
Solicitation Number 1411644846
Optional Pre-Response Meeting via Microsoft Teams or Teleconference on Monday, April 8, 2024, at 10:00 AM EST
Meeting Link: https://www.microsoft.com/microsoft-teams/join-a-meeting
Meeting ID: 279 800 103 392
Meeting Passcode: P42MgA
Teleconference: +1 469-208-1810
Phone Conference ID: 460 394 029#
Those planning to attend the Teams Pre-Response Meeting should send contact information to: Halley Stewart
Reimhj@jea.com, 48 hours prior to the Pre-Response Meeting to have contact information documented.
Responses are due on Tuesday, April 23, 2024, by 12:00 PM EST
All Responses shall be submitted through JEA’s E-Procurement and Contract Management Portal which is provided
by Zycus Supplier Network which can be accessed at https://zsn.zycus.com/guest. Instructions on how to login to
Zycus is provided below in this Solicitation. LATE RESPONSES MAY BE REJECTED.
JEA will publicly open all Responses received from qualified Respondents on Tuesday, April 23, 2024, via WebEx.
For more information please contact the JEA Buyer at:
Halley Stewart (Reimhj@jea.com)
1.2) Scope of Work
The purpose of this Request for Proposal (RFP) solicitation for Facilities Janitorial Service – Open Market for
Downtown, Service Centers and Other Sites (this "Solicitation") is to evaluate and select a vendor to provide Janitorial
Services for JEA’s Service Centers, and other specific additional facilities including Wellness Centers identified in
“Appendix B - Proposal Workbook” as described in this Solicitation (the "Work") and to determine the best method
for JEA to procure the Work with regard to pricing, quality, approach, and workmanship. JEA owns sites primarily in
Duval County, with some additional sites in Clay, Nassau, and St Johns Counties. The work to be performed by the
Company includes all labor, supervision, materials, tools, and equipment, and reporting requirements necessary for
performing the work. The Proposal Workbook represents estimated quantities and is to be used as a guideline and not
a guarantee of work.
A more detailed description of the Work is provided in the Technical Specifications included as an Exhibit to this
Solicitation.
Capitalized terms used in this Solicitation without definition shall have the definitions given to them in Section 2 of
this Solicitation.
1.3) Background
JEA owns, operates and manages the electric system established by the City of Jacksonville, Florida since 1895. In June
1997, JEA also assumed operation of the water and sewer system previously managed by the City. JEA is located in
Jacksonville, Florida, where we proudly serve an estimated 522,469 electric, 396,566 water and 316,441 sewer and
26,902 reuse water customers. JEA is Florida's largest community owned utility and the eighth largest municipal in the
United States.
1.4) Invitation - Submitting a Response
Respondents that meet the Minimum Qualification stated herein are invited to submit a Response to this Solicitation to
perform the Work. A complete copy of this Solicitation, the Technical Specifications, forms and all other documents
referenced in this Solicitation are on JEA’s E-Procurement and Contract Management Portal which is provided by
Zycus Supplier Network which can be accessed at https://zsn.zycus.com/guest/genericRegister/JEA074. Instructions
on how to login to Zycus is provided below in this Solicitation.
All Responses are due at the time indicated on the title page of this Solicitation. Section 1 of this Solicitation are the
instructions for submitting a Response for this Solicitation. Section 2 of this Solicitation contain the definitions and
commercial contract terms associated with this procurement.
A Contract will presented to the Respondent awarded this Work and the Contract will incorporate by reference this
entire Solicitation and all associated Addenda. A sample of the JEA Contract can be found on jea.com.
All documentation submitted with a Response must reference the Solicitation Title and Number stated herein. All
Responses must be made on the appropriate forms and formats as specified by this Solicitation and uploaded to JEA’s
procurement platform.
All Responses should be delivered electronically to JEA via the Zycus platform. An automated, detailed auditing
system provides sealed Response integrity. Responses remain sealed on the platform until the Close Date & Time
(Tuesday, April 23, 2024, by 12:00 PM EST).
A Respondent shall be solely responsible for timely delivery of its Response to the Zycus Supplier
Network. Respondents are strongly encouraged to acquire log in credentials early as possible. Additionally
Respondents are encouraged to submit Responses early to ensure uploading process goes smoothly. If Respondent is
not able to submit its Response via Zycus, then please email the Response to the JEA Buyer identified in the
Section below titled "Questions".
Responses are due by the time and on the date stated on the cover page of this Solicitation. LATE RESPONSES
MAY BE REJECTED.
1.5) Zycus Instructions
I. How to Log Into Zycus
A. New Users – Zycus
1. New Users will need to register to login. Registration will require Company name, address, phone, contact, title,
phone and email address. Also, it is recommended users use Google Chrome to access Zycus.
2. Note if the company is already doing business with JEA, you may find the company is already registered in Zycus.
To find out if you are registered, try entering your email address in the New User Registration screen. If you receive a
message stating “Email ID already registered”, log in as an Existing User Log-in”. If you don’t know your password,
enter your email address and click on “Forgot Password”.
B. Existing Users or New Users with Previously Registered Emails
1. Once the user has a login on the sourcing platform select “Existing User Log-in”, the user may navigate to the
solicitation by selecting the icon for the applicable solicitation.
II. How to Submit a Response Using Zycus
1. Once logged in, users will see all JEA Sourcing Events, then select the applicable event.
2. Once in the Sourcing Event. The Sourcing Event has prompts for actions required to respond to the solicitation.
3. For the user to proceed to submit a Response to JEA using Zycus, the user will be required to provide its acceptance
of the of the Zycus iSource Terms & Conditions associated with the work. Such Terms and Conditions may cover
non-disclosure, safety, cyber security, Invitation for Bid contract terms, etc.
4. Once all terms are accepted, additional Solicitation information will be available for viewing and submitting a
Response by selecting “Confirm Participation”. JEA will then have a record indicating the company intends to submit
a Response.
5. A user then can respond to each section of the Solicitation, once completed with each section, select “Save”. Note
each section has a red, yellow, green light code. Items will turn green once completed. Yellow and red lights mean
there is additional action required. Users may also note under each tab, there are multiple questions to respond to,
scroll down the list to ensure all questions are answered.
6. In most Solicitations, JEA will provide Technical Specifications, pricing tables in Excel which the user will need to
download. Additionally, Excel pricing tables may need to be uploaded once completed to as part of the Response.
Users can download the required attachments by selecting the “Buyers Attachments” icon.
7. Once the required forms are uploaded and saved, the section light will turn green. Once all sections are completed
and green lighted, the User may select “Submit Response”.
8. Once the user selects “Submit Response”, the user will receive a “Success” pop-up when submitted.
9. Once submitted users may recall and modify submitted documentation and submit information until the Response
Due Date and Time.
1.6) Questions
All Questions must be submitted in writing to the JEA Buyer (Halley Stewart Reimhj@jea.com) listed herein at least
five business days prior to the opening date. Questions received within five business days prior to the opening date
may not be answered.
1.7) Pre-Response Meeting
There is an optional Pre-Response meeting associated with this Solicitation at the date and time listed on the cover
page of this Solicitation. All interested Respondents are invited to attend the Pre-Response meeting. Those planning
to attend the Teams or teleconference may email their name and contact information to the JEA Buyer listed herein at
least 48 hours prior to the Pre-Response meeting to facilitate roll call. A Respondent must only sign in representing
one company, unless otherwise agreed to by JEA in writing.
1.8) Opening of Responses
All Responses received shall be publicly announced and recorded via WebEx at the date and time indicated on the
cover page of this Solicitation.
The details for the WebEx will be on jea.com at the following website: https://www.jea.com approximately 48 hours
before the Response opening.
At the opening of Responses, a JEA representative will publicly open each Response that was received prior to the
Date and Time, except for those Responses that have been properly withdrawn. JEA has the right to waive
irregularities or informalities in the Responses to the extent allowable under applicable laws.
1.9) Alternate Provisions and Conditions
Responses that contain provisions that are contrary to requirements found on this RFP, including, but not limited to,
the Contract terms and conditions contained in Section 2 of this RFP, and any requirements found in the Technical
Specifications attached as an exhibit or attachment to this RFP, will be reviewed but may not be accepted by JEA.
However, as this is an RFP, JEA reserves the right to negotiate the best terms and conditions if determined to be in the
best interests of JEA, and negotiate different terms and related price adjustments if JEA determines that it provides the
best value to JEA.
1.10) Minimum Qualifications
Respondent must meet the following Minimum Qualifications to be considered eligible to have its Response evaluated
by JEA. Respondent must complete and submit the Minimum Qualification Form provided in this Solicitation.
Respondents that are working or have worked for JEA in the past 2 years involving similar work must submit JEA as a
reference. JEA reserves the right to ask for additional back up documentation or additional reference projects to
confirm the Respondent meets the requirements stated above.
JEA will reject Responses from Respondents not meeting all of the following Minimum Qualifications:
• The Respondent must have successfully performed at least two (2) similar Janitorial Service contracts in the last five
(5) years. Each contract must be at least $600,000 per year and encompass at least seventy (70) separate sites, ending
March 31, 2024.
o A similar contract is defined as providing Janitorial services for a commercial facility with similar
complexity as described within Technical Specifications Appendix A. To include but not limited to:
regularly scheduled cleaning services, emergency cleaning services, and Ad Hoc cleaning services.
o Only one (1) of the two (2) references can be work performed for JEA.
1.11) Number of Contracts to be Awarded
JEA intends to Award one (1) Contract for the Work. JEA reserves the right to Award more than one Contract based
on certain groupings of the Work items, or JEA may exclude certain Work items, if JEA determines that it is in its best
interest.
1.12) Insurance Requirements
Prior to JEA issuing a Purchase Order to the Company to begin the Work, the Company shall submit a certificate of
insurance (COI) that is in compliance with amounts and requirements as indicated in this Solicitation. Note that the
COI shall specifically indicate JEA as additional insured on all required insurance except Worker's Compensation and
Professional Liability (if applicable). Furthermore, waiver of subrogation must be provided for all required insurance
in favor of JEA, including its board members, officers, employees, agents, successors, and assigns.
1.13) Optional Use of Small and Emerging Business Program
It is at the Respondent's option as to whether it chooses to subcontract with a JSEB firm. JEA encourages the use of
JSEB firms; however, the Respondent is not required to utilize a JSEB to be awarded a Contract under this
Solicitation.
For more information regarding the JSEB program, please contact Bill Hickey, JEA, Manager of Supplier Diversity
Programs and Procurement Services, hickwj@jea.com or jsebprogram@jea.com.
1.14) Basis of Award - Highest Evaluated
JEA will Award a Contract to the responsive and responsible Respondent whose Response meets or exceeds
the Minimum Qualifications set forth in this Solicitation, and whose Response receives the highest number of points
based upon JEA’s evaluation of the Selection Criteria stated herein. JEA will not Award this Contract on a price only
basis, but will Award based on an evaluation of how well each Respondent meets the “Selection Criteria” stated
herein. Price will never be weighted less than the highest non-price factor.
1.15) Evaluation Methodology
Responses will be scored and ranked by a committee of 3 to 5 evaluators consisting of JEA’s staff. Each evaluator will
individually score the Responses using the evaluation matrix attached to this Solicitation.
JEA will use the "Selection Criteria" listed below to evaluate the Responses. JEA may make its Award decision based
solely upon the information submitted in the Responses. JEA may also choose to have one or more Respondent make
presentations to representatives of JEA. It is always in the best interest of the Respondent to provide informative,
concise, well-organized technical and business information relative to the Work, in both the initial submittal of its
Response and in any subsequent submittals.
Please note, JEA may reject Responses that request material changes or take exceptions to JEA commercial terms and
conditions. Material changes to the commercial terms and conditions can only be made by JEA prior to public opening
of the Responses.
1.16) Selection Criteria
The following criteria will be used by JEA to evaluate and rank Responses from Respondents who meet the Minimum
Qualifications specified in this Solicitation.
1.17) Quotation of Rates
Maximum score: 50 Points
The Proposer shall provide a firm-fixed price quote for all Work in this Solicitation by completing the enclosed
Proposal Workbook. The prices shall include all profit, taxes, benefits, travel, and all other overhead items.
Please note, the prices quoted by the Proposer on the Proposal Form must be firm-fixed prices, not estimates. Any
modifications, exceptions, or objections contained within the Proposal form may subject the Proposal to
disqualification.
Description of Services – Facilities Janitorial Service - Open Market for
Downtown, Service Centers and Other Sites
Total Two (2) Year Proposal Price – Transfer total from Appendix B –
Proposal Workbook
Total Two (2) Year
Proposal Price
$
1.18) Professional Experience, Location, and Availability of Respondents Staff
Maximum score: 20 Points
The Proposer shall provide one resume of for the Account Manager available to work on the JEA engagement.
Education and Experience: Maximum points for this criterion: 10 points. At a minimum, the resume shall present the
employee's name, title, years of service with the company, applicable professional registrations, education and work
experience, including contracts similar in complexity and include the number of sites supported during the contract.
Additional points will be awarded for contracts of similar size and complexity.
This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation.
For more information, please visit the Publication URL Web page.
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