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Police Administrative Manager, in his sole and absolute discretion, may authorize or deny <br />any exceptions. <br />J. The City reserves the right to reject any or all proposals submitted and no representation is <br />made hereby that any contract will be awarded pursuant to this RFP or otherwise. The City <br />reserves the right to waive minor inconsistencies in submitted Proposals <br />K. The following information is required: <br />1) Cover Letter — A letter signed by a principal or authorized representative who can <br />make legally binding commitments for the entity. <br />2) Firm and Personnel Excerience: A profile of the firm's experience, including the <br />names and experience of personnel and sub -consultants who will be providing <br />services. At a minimum, this should include the project manager/principal agent, <br />associates in charge when project manager/principal agent is unavailable, key <br />personnel, and an organization chart identifying only those who will perform work <br />for the proposed project and the percentage of each individual's time devoted to <br />this project. The project manager/principal agent shall be the primary contact <br />person to represent your firm and will be the person to conduct the presentation, if <br />invited for an interview. <br />3) Implementation Plan: Proposer shall submit a general description of the <br />deliverables and timelines to complete the project. <br />4) Pricing: Complete the PROPOSAL PRICE SHEET EXHIBIT C. Pricing shall remain <br />firm for the entire Agreement term. Thereafter, any proposed pricing adjustment for <br />follow-on renewal periods shall be submitted to the City Representative in writing at <br />least ninety (90) days prior to the new Agreement term. City reserves the right to <br />approve or deny any pricing adjustments. <br />5) Proposal Deposit (Bid Bond): Five -percent (5%) of the total proposed annual <br />contract amount of the proposal item pricing. <br />XX. CONTRACTOR SELECTION — PROPOSAL AND EVALUATION <br />The criteria for evaluating the proposals submitted will take the following items into <br />consideration: <br />1. Responsiveness of RFP (10%): Responsiveness to the RFP by providing all requested <br />documents listed above, references, written procedures and cost offer. <br />2. Experience of Firm and Personnel (40%): <br />a: Quality and quantity of proposed equipment and supplies to maintain Santa Ana <br />Police Department at a level of acceptable cleanliness and 100% operational. <br />b. Demonstrated service experience in maintaining governmental facilities and grounds. <br />c. Quality and number of references that provide comparable services as requested. <br />d. Process to provide qualified janitorial staff, Supervisors and Agreement Administrator. <br />e. Experience of proposed Agreement Administrator and on -site Supervisor. <br />3. Pricing (50%). <br />The proposals will be reviewed by a committee of City team members. The committee will <br />evaluate proposers based on the response to the RFP and the City evaluation criteria set forth <br />above. A final score will be calculated for each submitted proposal and used to rank the <br />proposers. The committee may interview the top tier of proposers and recommend award of the <br />contract to the proposer who will provide the best quality service at minimum cost to the City. <br />The City reserves the right to negotiate pricing and for additional terms. City reserves the right to <br />begin negotiations and enter into a contract without interview or further discussions. <br />XXI. PUBLIC RECORDS & CONFIDENTIALITY <br />Page19 <br />PD Janitorial Services RFP 17-022 <br />