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Police Administrative Manager, in his sole and absolute discretion, may authorize or deny any exceptions. J. The City reserves the right to reject any or all proposals submitted and no representation is made hereby that any contract will be awarded pursuant to this RFP or otherwise. The City reserves the right to waive minor inconsistencies in submitted Proposals K. The following information is required: 1) Cover Letter — A letter signed by a principal or authorized representative who can make legally binding commitments for the entity. 2) Firm and Personnel Experience: A profile of the firm's experience, including the names and experience of personnel and sub -consultants who will be providing services. At a minimum, this should include the project manager/principal agent, associates in charge when project manager/principal agent is unavailable, key personnel, and an organization chart identifying only those who will perform work for the proposed project and the percentage of each individual's time devoted to this project. The project manager/principal agent shall be the primary contact person to represent your firm and will be the person to conduct the presentation, if invited for an interview. 3) Implementation Plan: Proposer shall submit a general description of the deliverables and timelines to complete the project. 4) Pricing: Complete the PROPOSAL PRICE SHEET EXHIBIT C. Pricing shall remain firm for the entire Agreement term. Thereafter, any proposed pricing adjustment for follow-on renewal periods shall be submitted to the City Representative in writing at least ninety (90) days prior to the new Agreement term. City reserves the right to approve or deny any pricing adjustments. 5) Proposal Deposit (Bid Bond): Five -percent (5%) of the total proposed annual contract amount of the proposal item pricing. XX. CONTRACTOR SELECTION — PROPOSAL AND EVALUATION The criteria for evaluating the proposals submitted will take the following items into consideration: 1. Responsiveness of RFP (10%): Responsiveness to the RFP by providing all requested documents listed above, references, written procedures and cost offer. 2. Experience of Firm and Personnel (40%): a: Quality and quantity of proposed equipment and supplies to maintain Santa Ana Police Department at a level of acceptable cleanliness and 100% operational. b. Demonstrated service experience in maintaining governmental facilities and grounds. c. Quality and number of references that provide comparable services as requested. d. Process to provide qualified janitorial staff, Supervisors and Agreement Administrator. e. Experience of proposed Agreement Administrator and on-site Supervisor. 3. Pricing (50%). The proposals will be reviewed by a committee of City team members. The committee will evaluate proposers based on the response to the RFP and the City evaluation criteria set forth above. A final score will be calculated for each submitted proposal and used to rank the proposers. The committee may interview the top tier of proposers and recommend award of the contract to the proposer who will provide the best quality service at minimum cost to the City. The City reserves the right to negotiate pricing and for additional terms. City reserves the right to begin negotiations and enter into a contract without interview or further discussions. XXI. PUBLIC RECORDS & CONFIDENTIALITY Page 19 PD JanilodM-9 T§17-022