1. City Wide Janitorial services Pre-bid Conference
Bid No
City of league city
Civic center room 2
June 11, 2018 at 9:00 am CST

2. AGENDA The Program Team Procurement Timeline Program Requirements
Bid Requirements
Evaluation & Award
Bid Addenda & Corrections
Site Visits and Schedule
Questions & Answers

3. The Program team
Program Manager Purchasing Team Mr. Kenny Walsh Mr. Al Turner Parks Recreation Purchasing Manager/Purchasing Authority Ms. Ashley Killion Ms. Amanda Smith Custodial Services Supervisor Buyer/Program Contract Administrator

4. Procurement timeline Invitation to Bid Released - May 21, 2018
Pre-Bid Conference – June 11, 2018 at 10:00 AM CST (Addendum No. 1)
Facility Site Visits – June 12-14, 2018 starting at 9:00 AM CST each day (Addendum No. 1)
Questions to Bid Requirements – June 19, 2018 at 3:00 pm CST (Addendum No. 1)
Bid Opening – July 10, 2018 at 2:00 pm CST
Vendor Presentations (Top 3 Evaluated Bidders) – Tentatively Schedule July 25-26, 2018
Award Notifications/Unsuccessful Bidder Notifications – August 17, 2018
Contract Transition – Start September 1, 2018
Contract Start – October 1, 2018
*Dates are notional and subject to change…

5. Program requirements
This program is for City Wide Janitorial Services for Sixteen (16) City Buildings & Sites.
This bid is a re-compete of services. Current contract expires September 30, 2018.
Services are to be provided Daily, Weekly, Monthly, Quarterly, and Semi-Annual.
This is a Performance Based Program with emphasis on Quality Delivery and Management.
City Staff Members will perform inspection Daily, Weekly and Monthly.
All bidders will be required to adhere to a 95% performance requirement that will be conducted by City’s Quality Inspector utilizing a Quality Assurance Checklist.
Requirements, Building Square Footage and estimated weekly hours are provided in the Bid Instructions.

6. Bid requirements
The City of League City is anticipating a two (2) year base contract with two (2) 12-month option period.
Bidders may be disqualified and rejection of proposal may be recommended based on the following:
Lack of signature by an authorized representative on the bid form
Failure to properly complete the bid
Evidence of collusion among bidders
Lack of signature and acknowledgement of addendums or non-compliant proposal.
The City of League City anticipates award this program to one (1) bidder, however the City of League City reserves the right to award multiple contracts. City of League City reserves the right to use other vendors when the response time is not met.

7. Bid requirements Proposal Format
It is recommended that bidders read the entire bid specifications and adhere to bid instructions!!!
Bid Opening 2:00 pm CST, Tuesday, July 10, 2018.
Bidders are to submit one (1) bounded marked, signed original; five (5) marked, signed copies and one (1) electronic media source (CD or flash drive) properly labeled and clearly marked with the Bid number.
Proposal shall be limited to no more than 45 pages, excluding sample documents. All proposals must be bound!!! Proposals that are not bounded will be rejected!!!
Proposals shall have 1” margins and be single-sided, single spaced, using Times New Roman 12- point font.

8. Bid Requirements Each proposal shall consist of the following:
Transmittal Letter (Executive Summary of Services)
Table of Contents with appropriate page numbers for locating the required information.
Entity information
Detail Technical Approach
Transition/Implementation Plan
Manpower/Staffing Process (include resume and qualification of employees)
Quality and Program Management Plan
Performance Monitoring and Contract Management Plan
Delivery Method
Completed Bid Sheets
Financial References, Statements and Past Performance References (Separate Envelope)
Completed Bidder Certification and Addenda Acknowledge Form (initials and signed addendums or amendments are required as part of the proposal.
Completed City of League City House Bill 89 Verification Form

9. Evaluation & award
It is the City’s intent to enter into a contract with the Vendor that offers the “Best Value” for the desired services.
Proposals will be evaluated based upon the following criteria:
Quality and Program Management Plan – 25%
Manpower/Staffing Process – 20%
Responsiveness to the RFP – 20%
Price – 15%
References and Financial Status – 10%
Transition Plan – 5%
Presentation – 5%
(Invitation to present bidder’s solution to requirements will be extended to the top 3 scoring bidders – Will appear in the upcoming Addendum)
The City shall consider all factors it believes to be relevant in selecting the offer that provides the best value for the City including, but not limited to: (a) adherence to service description/specification/qualification requirements; and (b) price.

10. Evaluation & award
The City of League City reserves the right to accept or reject any bid or combination of bids deemed advantageous to it; however, it is the intent of the City to award to a single service provider representing the best value to the City regards to the factors cited.
Discussions (formal or informal) communication involving an oral or written exchange of information for the primary purpose of obtaining information essential for determining the acceptability of a proposal may occur. Any discussion of this nature are only intended to clarify the City’s understanding of submission.
In addition, Best and Final Offer (BAF) may be exercised in a competitive negotiation. The final proposal submitted after negotiations or discussions are completed that contains most favorable terms for price, services to be delivered to the City. (Upcoming Addendum to correct language errors).

11. Bid addenda & corrections
Bid Addenda will be posted on City of League City website under “Bids”. There will be a upcoming Addendum to clarify and correct language based on bidders comments and clarification submitted.
Bidders are required to initial and acknowledge all addenda posted on the “Completed Bidder Certification and Addenda Acknowledge Form” to be included in bidder’s proposals.
Bidders are require sign addenda posted and include in bidder’s proposals.
Bidders that do not submit these forms will be disqualified!! NO EXCEPTIONS!!!

12. Site visits and schedule
June 12, 2018
Meet at Civic Center at 9:00 am CST
June 13, 2018
Meet at Hometown Heroes Park at 9:00 am CST
June 14, 2018 Meet at EMS (260 FM 270) at 9:00 am CST
Tour the following buildings:
Court
City Hall
Library
PSB
Building Dept. 500 W Walker
Annex 600 W Walker
Hometown Heroes Park
Vehicle Maintenance
Public Works
Line Repair
Blue Building
EMS
Dallas Salmon
CS Water Tower
SWWRF
Bidders are not required to attend but recommended. There will be no other site visits scheduled.
Requirements Matrix will be provided as bidders tour the facilities.

13. Questions & Answers
Deadline for submission of questions is June 19, 2018 at 3:00 pm CST (Addendum No. 1)
Answers will be provided through a formal addendum that will be posted.
All questions are to be in writing.
The City of League City Purchasing and Program Staff have been instructed not accept any phone calls to address questions or to set up site visits outside the designated dates and time.
All questions are to be submitted via to with a cc: to the attention of Amanda Smith, Buyer,

14. END OF PRE-BID CONFERENCE
GOOD LUCK!
&
THANK YOU FOR YOUR PARTICIPATION