INVITATION TO BID FOR JANITORIAL SERVICES

Transcription

1 INVITATION TO BID FOR JANITORIAL SERVICES Issue Date: August 1, 2017 Bids Due: August 30, p.m. EST Send Bids to: Hazel Figueroa (3 hardcopies + Loxahatchee River Environmental Control District 1 digital copy) Purchasing Department 2500 Jupiter Park Drive Jupiter, FL Mark Envelope: Contact Person: ITB # JS Janitorial Services Hazel Figueroa Purchasing Agent (561) ext. 131 hazel.figueroa@lrecd.org

2 INVITATION TO BID JANITORIAL SERVICES Table of Contents Section 1 Introduction and Information 1 Section 2 Special Terms and Conditions 2 Section 3 Minimum Requirements 7 Section 4 Technical Specifications/Scope of Services 10 Section 5 Submittal Requirements 13 Section 6 Evaluation and Award 15 Section 7 Contract Administration 16 Required Forms: Fee Schedule 18 Drug-Free Workplace Certification 20

3 SECTION 1 INTRODUCTION AND INFORMATION A. Purpose The Loxahatchee River Environmental Control District (the District ) is seeking qualified, experienced and licensed firm(s) to provide janitorial maintenance services for the District, in accordance with the terms, conditions, and specifications contained in this Invitation to Bid (ITB). B. Submission Deadline Sealed bids must be received by the District no later than 2:00 PM local time, on August 30, 2017, in the office of the Loxahatchee River Environmental Control District, 2500 Jupiter Park Drive, Jupiter, Florida The outside of your package must be clearly labeled: ITB # JS Janitorial Services 2:00 PM Wednesday, August 30, 2017 Any Bids received after 2:00 PM local time on August 30, 2017 will not be accepted under any circumstances. Any uncertainty regarding the time a Bid is received will be resolved against the Bidder. Any unsealed Bid or Bid received after the designated time will be returned to the Bidder. It is the sole responsibility of the bidder to ensure that their bid arrives in the Purchasing Department prior to the published bid opening time. Bid responses by telephone, electronics, or facsimile shall not be accepted. Each firm shall hold their bid good for acceptance by the District for a period not less than ninety (90) calendar days following the date of the Bid opening. Recommended awards shall be publicly posted for review on the District website prior to final approval, and shall remain posted for a period of five (5) business days. Bidders desiring a copy of the bid posting summary may request same by enclosing a self-addressed, stamped envelope with their bid. The official posting on the District website shall prevail if a discrepancy exists between the referenced listings. C. Pre-Bid Conference and Site Visit There will not be a pre-bid conference or mandatory site visit for this ITB. It will be the sole responsibility of the Contractor to inspect the District's facilities prior to submitting a bid. No variation in price or conditions shall be permitted based upon a claim of ignorance. Submission of a Bid will be considered evidence that the proposer has familiarized themselves with the nature and extent of the work, equipment, materials, and labor required. To schedule an appointment to visit the sites where services are to be, call or Hazel Figueroa at ext. 131 or hazel.figueroa@lrecd.org. 1

4 D. Contract Period The initial contract term shall commence on October 1, 2017, and shall expire three (3) years from that date. The District reserves the right to extend the contract for two (2), additional two-year terms, providing all terms, conditions and specifications remain the same and both parties agree to the extension. Prices quoted shall be firm for the initial contract term of three (3) years. No cost increases shall be accepted in this initial contract term. Any extensions which may be approved by the District shall be subject to the following: costs for any extension terms shall be subject to an adjustment only if increases or decreases occur in the industry. Such adjustment shall be based on the latest yearly percentage increase in the All Urban Consumers Price Index (CPI-U) as published by the Bureau of Labor Statistics, U.S. Dep't. of Labor, and shall not exceed three percent (3%). The yearly increase or decrease in the CPI shall be that latest Index published and available for June, prior to the end of the contract year in effect, as comparable to the index for the comparable month, one-year prior. Any approved cost adjustments shall become effective on the beginning date of the approved contract extension. SECTION 2 SPECIAL TERMS AND CONDITIONS A. Compliance with Laws and Codes Federal, State, County and local laws, ordinances, rules and regulations that in any manner affect the items covered herein apply. Lack of knowledge by the bidder shall in no way be a cause for relief from responsibility. The successful bidder shall strictly comply with Federal, State and local building and safety codes. The Uniform Commercial Code (F.S. Chapter 672) shall prevail as the basis for contractual obligations between the successful bidder and the District for any terms and conditions not specifically stated in the ITB. B. Addenda, Changes, and Interpretations Bidders are advised that this package constitutes the complete set of specifications, terms, and conditions which forms the binding contract between the Loxahatchee River Environmental Control District and the successful bidder. It is the sole responsibility of each firm to request modification or clarification of any ambiguity, conflict, discrepancy, omission or other error discovered in this competitive solicitation. Requests for clarification, modification, interpretation, or changes must be submitted to the Purchasing Department contact in writing in sufficient time to permit a written response and, if required, will be provided to all prospective bidders, prior to bid opening. Material changes, if any, to the scope of services or the solicitation process will only be transmitted by official written addendum issued by the District. Under no circumstances shall an oral explanation given by any District official, officer, staff, or agent be binding upon the District and should be disregarded. All addenda are a part of the competitive solicitation documents and each firm will be bound by such addenda. It is the responsibility of each to read and comprehend all addenda issued. 2

5 C. Changes and Alterations Contractor may change or withdraw a bid at any time prior to bid submission deadline; however, no oral modifications will be allowed. Modifications shall not be allowed following the bid deadline. D. Non-Exclusive Contractor agrees and understands that the contract shall not be construed as an exclusive arrangement and further agrees that the District may, at any time, secure similar or identical services from another vendor at the District s sole option. E. Bid Preparation The District shall not be liable for any costs, fees or expenses incurred by any Firm in responding to this ITB, subsequent inquiries or presentations relating to a response. Pursuant to the Florida Public Records Act, materials submitted by all respondents and the results of the District s evaluation are open to public inspection. Respondents should take special note of this as it relates to any proprietary information that may be included in bids. F. Pricing/Delivery All pricing should be identified on the Bid Response Form provided in this ITB. No additional costs may be accepted, other than the costs stated on the Bid Response Form. Failure to use the District s Bid Response Form and provide costs as requested in this ITB, may deem your bid non-responsive. Contractor must quote a firm, fixed cost per week for each location stated in the ITB. All costs including travel shall be included in your bid. The District shall not accept any additional costs including any travel associated with coming to the Loxahatchee River District or the River Center. G. Invoices/Payment The District will accept invoices no more frequently than once per month. Each invoice shall fully detail the related costs and shall specify the status of the particular task or project as of the date of the invoice with regard to the accepted schedule for that task or project. Payment will be made within forty-five (45) days after receipt of an invoice acceptable to the District, in accordance with the Florida Local Government Prompt Payment Act. If, at any time during the contract, the District shall not approve or accept the Contractor's work product, and agreement cannot be reached between the District and the Contractor to resolve the problem to the District's satisfaction, the District shall negotiate with the Contractor on a payment for the work completed and usable to the District. 3

6 H. Mistakes The consultant shall examine this ITB carefully. The submission of a bid shall be prima facie evidence that the consultant has full knowledge of the scope, nature, and quality of the work to be performed; the detailed requirements of the specifications; and the conditions under which the work is to be performed. Ignorance of the requirements will not relieve the consultant from liability and obligations under the Contract. I. Acceptance of Bids/Minor Irregularities The District reserves the right to accept or reject any or all bids, part of bids, and to waive minor irregularities or variances to specifications contained in bids which do not make the bid conditional in nature, and minor irregularities in the solicitation process. A minor irregularity shall be a variation from the solicitation that does not affect the price of the contract or does not give a respondent an advantage or benefit not enjoyed by other respondents, does not adversely impact the interests of other firms or, does not affect the fundamental fairness of the solicitation process. The District also reserves the right to reissue an Invitation to Bid. The District reserves the right to disqualify Contractor during any phase of the competitive solicitation process and terminate for cause any resulting contract upon evidence of collusion with intent to defraud or other illegal practices on the part of the Contractor. J. Modifications of Services The District reserves the right to delete any portion of the work at any time without cause, and if such right is exercised by the District, the total fee shall be reduced in the same ratio as the estimated cost of the work deleted bears to the estimated cost of the work originally planned. If work has already been accomplished and approved by the District on any portion of a contract resulting from this ITB, the Successful Bidder shall be paid for the work completed based on the estimated percentage of completion of such portion to the total project cost. The District may require additional items or services of a similar nature, but not specifically listed in the contract. The Successful Bidder agrees to provide such items or services, and shall provide the District prices on such additional items or services based upon a formula or method, which is the same or similar to that used in establishing the prices in this ITB. If the price(s) offered are not acceptable to the District, and the situation cannot be resolved to the satisfaction of the District, the District reserves the right to procure those items or services from other vendors, or to cancel the contract upon giving the Successful Bidder thirty (30) days written notice. If the Successful Bidder and the District agree on modifications or revisions to the task elements after the District has approved work to begin on a particular task or project, and a budget has been established for that task or project, the Successful Bidder will submit a revised budget to the District for approval prior to proceeding with the work. 4

7 K. Independent Contractor Relationship The successful bidder is, and shall be, in the performance of all work, services, and activities under this Contract, an Independent Contractor and not an employee, agent, or servant of the District. All persons engaged in any of the work or services performed pursuant to this Contract shall at all times, and in all places, be subject to the successful bidder's sole direction, supervision, and control. The successful bidder shall exercise control over the means and manner in which it and its employees perform the work, and in all respects the successful bidder's relationship, and the relationship of its employees, to the District shall be that of an Independent Contractor and not as employees or agents of the District. L. Responsiveness To be considered responsive to this solicitation, the firm s bid shall fully confirm in all material respects to this solicitation and all of its requirements, including all form and substance. Bidders are cautioned that any condition, qualification, provision, or comment in their bid, or in other correspondence transmitted with their bid, which in any way modifies, takes exception to, or is inconsistent with the specifications, requirements, or any of the terms, conditions, or provisions of this solicitation, is sufficient cause for the rejection of their bid as non-responsive. In order to be considered as a responsible firm, firm shall be fully capable to meet all of the requirements of the solicitation and subsequent contract, must possess the full capability, including financial and technical, to perform as contractually required, and must be able to fully document the ability to provide good faith performance. M. Lobbying Bidders are advised that the "Loxahatchee River Environmental Control District Procurement Policy" prohibits a bidder or anyone representing the bidder from communicating with any District Governing Board Member, or any employee authorized to act on behalf of the Governing Board to award a particular contract regarding its bid, i.e., a "Cone of Silence". The "Cone of Silence" is in effect from the date/time of the deadline for submission of the bid, and terminates at the time that the District Governing Board awards or approves a contract, rejects all bids, or otherwise takes action which ends the solicitation process. Bidders may, however, contact any District Governing Board Member, or any employee authorized to act on behalf of the Governing Board to award a particular contract, via written communication i.e., facsimile, or U.S. mail. Violations of the "Cone of Silence" are punishable by a fine of $ per violation. N. Protest By submitting a bid to the District, Firms agree to the process set forth in Section 2.02 (14) of the District s Procurement Policy. A copy of the District s Procurement Policy can be found at 5

8 O. Public Entity Crimes A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in F.S for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. P. Successor and Assignment The District and the successful bidder each binds itself and its successors and assigns to the other party in respect to all provisions of this Contract. Neither the District nor the successful bidder shall assign, sublet, convey or transfer its interest in this Contract without the prior written consent of the other. Q. Discrimination The District is committed to assuring equal opportunity in the award of contracts and complies with all laws prohibiting discrimination. The successful bidder is prohibited from discriminating against any employee, applicant, or client because of race, color, religion, disability, sex, age, national origin, ancestry, marital status, sexual orientation, or gender identity and expression. R. Non-Collusion Bidder certifies that it has entered into no agreement to commit a fraudulent, deceitful, unlawful, or wrongful act, or any act which may result in unfair advantage for one or more bidders over other bidders. Conviction for the Commission of any fraud or act of collusion in connection with any sale, bid, quotation, proposal or other act incident to doing business with District may result in permanent debarment. No premiums, rebates or gratuities are permitted; either with, prior to or after any delivery of material or provision of services. Any such violation may result in award cancellation, return of materials, discontinuation of services, and removal from the vendor bid list(s), and/or debarment or suspension from doing business with Loxahatchee River Environmental Control District. S. Conflict of Interest All bidders shall disclose with their bid the name of any officer, director, or agent who is also an employee or a relative of an employee of the District. Further, all bidders shall disclose the name of any District employee or relative of a District employee who owns, directly or indirectly, an interest of ten percent or more in the bidder's firm or branches. 6

9 SECTION 3 MINIMUN REQUIREMENTS A. Minimum Qualifications to Bid Contractors shall be in the business of janitorial maintenance services and must possess sufficient financial support, equipment and organization to ensure that it can satisfactorily perform the services if awarded a Contract. Contractor must demonstrate that they, or the principals assigned to the project, have successfully provided services with similar magnitude to those specified in the scope of services to at least one public entity similar in size and complexity to the Loxahatchee River District or can demonstrate they have the experience with large scale private sector clients and the managerial and financial ability to successfully perform the work. Contractor shall satisfy each of the following requirements cited below. Failure to do so may result in the bid being deemed non-responsive. 1. Contractor and those performing the work must be appropriately licensed and registered in the State of Florida. 2. Firm or principals shall have at least three (3) years of janitorial maintenance experience. 3. Have no record of unsatisfactory performance. Contractors who are or have been seriously deficient in current or recent contract performance, in the absence of circumstances properly beyond the reasonable control of the Contractor, shall be presumed to be unable to meet this requirement. 4. Contract Personnel must speak fluent English. 5. Contract Personnel must be legally able to work in the United States. 6. Before awarding the contract, the District reserves the right to require that a Contractor submit such evidence of his/her qualifications as the District may deem necessary. The District may consider any evidence of the financial, technical, and other qualifications and abilities of a firm or principals, including previous experiences of same with the District and performance evaluation for services, in making the award in the best interest of the District. 7. Have the administrative and fiscal capability to provide and manage the proposed services and to ensure an adequate audit trail. 8. Provide a fidelity bond or procure employee dishonesty coverage and supply proof thereof. 7

10 B. Equipment and Supply Requirements Bidder certifies that all products (materials, equipment, processes, or other items supplied in response to this bid) contained in its bid meets all ANSI, NFPA and all other Federal and State requirements 1. The Contractor must furnish all cleaning supplies, trash bags, and equipment, which must be maintained in good repair, including but not limited to; mops, brooms, buffers, vacuums, and any other equipment necessary. Loxahatchee River Environmental Control District has the right to approve/disapprove the use of any equipment or product used in the performance of the services required. 2. The contractor shall not use any equipment or products which may be injurious or damaging to the surfaces upon which they are to be applied. 3. Prior to the Contractor s use of any product/chemical in the building, a material safety Data Sheet for each such product/chemical must be provided. C. Security Requirements 1. The contractor shall prevent all unauthorized persons from entering the building and shall keep the building locked while the contractor and the contractor s personnel are on the premises. 2. When the contractor and/or the contractor s personnel leave the building, the contractor shall lock all doors. If available, the contractor shall activate all security systems per the District s instructions in order to protect the security of the building. 3. The contractor shall be issued keys to all areas in which janitorial services shall be provided. The contractor must take care of and not lose any such keys. In addition, the contractor or the contractor s personnel shall not duplicate any of the keys issued to the contractor. If evidence of duplication is ascertained beyond reasonable doubt, the District shall have the right to immediately replace the locks and all keys and to charge the contractor for such replacement. The contractor shall notify the elected contact immediately upon a loss of key(s) and the District shall have the right to replace the locks and keys at the contractor s cost. 4. At the expiration/termination/cancellation of the contract, the contractor and the contractor s personnel must surrender all the keys issued to the contractor to the contact person(s) stated within. If all keys are not returned, the contractor shall pay the District for the actual costs incurred for the replacement of all locks and keys, including keys held by the building tenants. 5. The contractor and the contractor s personnel must submit to a background check within (20) days after notification of award, prior to the beginning date of the contract and prior to assignment of any new person to provide services under the contract. 8

11 D. Insurance Requirements Before execution of the contract by the District and commencement of the services to be provided, and during the duration of the contract, the successful Firm shall file with the District current certificates of all required insurance on forms acceptable to the District. The successful Firm shall require and ensure that each of its subcontractors providing services hereunder (if any) procures and maintains, until the completion of the services, insurance of the type and to the limits specified herein. The Certificates shall clearly indicate that the Firm has obtained insurance of the type, amount and classification as required for strict compliance with this insurance section. The following insurance coverages are required: 1. Workers Compensation The Firm shall provide coverage for its employees with statutory workers compensation limits. Said coverage shall include a waiver of subrogation in favor of the District and its agents, employees and officials. 2. Commercial General Liability The Firm shall provide coverage for all premises and/or operations including, but not limited to, Contractual, Products and Completed Operations, and Personal Injury and Property Damage Liability. The limits shall not be less than $500,000 per occurrence. 3. Business Automobile Liability The Firm shall provide coverage for Business Automobile Liability, including the MCS-90 Motor Carrier Act Endorsement and/or CA Pollution Liability - Broadened Coverage for Covered Autos - Business Auto, Motor Carrier and Truckers Coverage Forms Endorsement, at a minimum limit not less than $500,000 per occurrence providing coverage for damages against such third-party liability, remediation and defense costs. In the event the policy includes a self-insured retention or deductible in excess of $100,000. The District shall be specifically included as an additional insured to the above policies, and insurer shall agree to waive all rights of subrogation against the District, its officers, officials, employees and volunteers for losses arising from work performed by the Firm for the District. Coverage shall be endorsed to include Loxahatchee River Environmental Control District, a Special District of the State of Florida, its Officers, Employees and Agents as additional Insured as Additional Insureds. E. Indemnification Regardless of the coverage provided by any insurance, the successful bidder shall indemnify, save harmless and defend the District, its agents, servants, or employees from and against any and all claims, liability, losses and/or causes of action which may arise from any negligent act or omission of the successful bidder, its subcontractors, agents, servants or employees during the course of performing services or caused by the goods provided pursuant to these bid documents and/or resultant contract. 9

12 F. Damage to Public or Private Property Extreme care shall be taken to safeguard all existing facilities, site amenities, irrigation systems, vehicles, etc. on or around the job site. Damage to public and/or private property shall be the responsibility of the Contractor and shall be repaired and/or replaced at no additional cost to the District. SECTION 4 TECHNICAL SPECIFICATIONS/SCOPE OF SERVICES A. General Specifications The Contractor shall perform the stated janitorial services to keep all surfaces clean and free of dust, cobwebs, spots, spills, scuffs, other debris, etc. The Contractor will not disturb papers or personal items left on desks and table tops. The contractor shall perform the listed tasks every weekend during the hours of 10 a.m. and 6 p.m. Please note, the River Center is open on Saturdays between the hours of 9 a.m. and 4 p.m., no tasks shall be performed at the River Center before 5 p.m. on Saturday. The Contractor shall provide the District with monthly invoices upon the completion of services. B. Materials and Equipment The Contractor shall provide all materials, supplies, and equipment as required to properly maintain the facilities and areas in an acceptable condition. This shall include all required maintenance and cleaning products, including, but not limited to: cleaners, disinfectants, bleach, floor care cleaners and protective coatings, etc. It shall also include brooms, mops (wet and dry/dry dust mops), mop handles, dust mop handles, dust pans, bowl mops, bowl brushes, putty knives, dusters, sponges, rags, window squeegees, floor pads, small office trashcan liners (as needed), rubber gloves for trash removal, spray bottles, floor machines, vacuum cleaners, etc., needed to perform the cleaning. All supplies must be used in accordance with the manufacturer s recommendations and instructions. All containers must be labeled with the manufacturer s brand name, name of product, and its recommended use. All floor finishes, floor sealer, floor stripper, germicidal cleaner, disinfecting cleaner, carpet cleaner, supplies, detergents, defoamer, spotter, metal and wood polishes, etc. must be registered with the United States Department of Agriculture. Contractor s employees must use protective gloved clothing when using (harsh) skin-irritating chemicals. All equipment used in the cleaning operation of the District buildings must be in good safe operating condition as required by OSHA. Equipment with broken or exposed electric wires will not be allowed to be used. 10

13 C. District Furnished Supplies The District will provide the Contractor with supplies such as toilet tissue, paper towels, and hand soap to be used by District personnel in restrooms and kitchen. Large can liners for trash receptacles in the restrooms, kitchen, and common areas will be provided by the District, as necessary, but installed by the Contractor. D. Service Locations 1. Loxahatchee River District 2500 Jupiter Park Drive Jupiter, FL a. Loxahatchee River District Administrative Building b. Loxahatchee River District Operations Administrative Building c. Loxahatchee River District Warehouse Offices and Restrooms d. Loxahatchee River District Lab Building 2. River Center 805 US Highway 1 Jupiter, FL E. Specific Service Requirements The following service requirements outline the required tasks the Contractor is expected to perform and include in their quotes. Contractor shall perform all services provisioned under the contract in a skillful and competent manner. 1. Weekly Cleaning Offices/Corridors/Lounges/Lobby/Common Areas/Board Room/Education Room 1. Empty and clean all waste containers, remove all trash to collection point. Replace trash bags if ripped, soiled or wet. 2. Empty large waste containers on the outside porch of the River Center and inside the Warehouse. 3. Dust all desks, file cabinets, tables, equipment and other office furniture. 4. Dust silk plants and clean vents, as needed. 5. Clean all counter tops, removing handprints, ink and other marks. 6. Disinfect and polish all drinking fountains. 7. Remove cobwebs throughout entire facility. 8. Sweep/vacuum and wet/damp-mop, as appropriate, all hard flooring. Spot clean any dirt or stains with appropriate cleaners and solvents as needed to maintain an acceptable 11

14 appearance. 9. Vacuum all carpeted areas including all entrance and exit rugs/mats, and paying particular attention to all corners and edges. Spot clean as needed to maintain an acceptable appearance. 10. Spot clean windows, partitions and doors. 11. Wipe down marks on walls, doors, frames, including light switches. 12. Thoroughly clean lobby area, including floors, walls, doors and tables. 13. Sweep exterior walkways as necessary. 14. Clean both sides of entrance door glass, clean door glass frames, and accompanying glass panels. 15. Clean the inside and outside of the doors and windows of the lobby and classroom at the River Center. 16. Clean/sweep off exterior of entrance and exit doors, door frames and awnings. 17. Turn off all designated lights, lock doors and set alarm upon leaving facility. Kitchens 1. Empty, clean, and reline waste containers, removing all trash to collection point. 2. Clean all tables, counters, sinks, and chairs. 3. Wipe down all appliances and exterior of the cabinets. 4. Sweep and wet-mop the entire floor paying attention to corners and edges. Restrooms and Locker-rooms 1. Empty, clean, and reline waste containers, removing all trash to collection point. 2. Clean and disinfect all toilets, toilet seats, and urinals. 3. Clean and disinfect all restroom partitions. 4. Clean and disinfect sinks and counter tops. 5. Clean and disinfect showers and changing areas. 6. Clean and disinfect diaper-changing stations, at River Center only. 7. Clean and polish all chrome and stainless steel. 8. Clean and disinfect door handles and light switches. 9. Clean exterior/interior of all doors. 10. Clean all mirrors. 11. Spot clean walls to remove smudges and marks. 12. Sweep and wet-mop with disinfectant cleaner and rinse all floors. 12

15 2. Quarterly Cleaning The Contractor shall perform the following services four times during the year during the months of January, April, July, and October. 1. Dust and clean all blinds. 2. Clean all baseboards. 3. Remove cobwebs from ceilings, doors, and corners inside the buildings listed within the areas of service. 4. Vacuum and clean all vents. 3. Semi-Annual Cleaning The Contractor shall perform the following services twice a year during the months of May and November. 1. Clean the inside and outside of all windows. 2. Strip and wax all vinyl and tile flooring. 3. Deep clean carpeted areas. 4. Shopvac floor boards in the exhibit area at the River Center. 5. Vacuum all upholstered furniture. SECTION 5 SUBMITTAL REQUIREMENTS One (1) original, three (3) copies, and an electronic (PDF) version of the bid must be submitted to the District s Purchasing Department no later than the time indicated in Section 1. Bids must be submitted in a sealed envelope clearly marked with the name of the firm and ITB # JS Janitorial Services. The following must be submitted for a firm to be considered. A. Title Page Firm s name, the name, address, telephone number, fax number, and address of the contact person and the date of the bid. B. Table of Contents C. Executive Summary Each Contractor must submit an executive summary that identifies the business entity, its background, main office(s), and office location that will service this contract. Identify the officers, principals, supervisory staff and key individuals who will be directly involved with the work and their office locations. 13

16 D. Experience and Qualifications Indicate the firm s number of years of experience in providing the professional services as it relates to the work contemplated. Provide details of past projects for agencies of similar size and scope, including information on your firm s ability to meet time and budget requirements. Indicate the firm s initiatives towards its own sustainable business practices that demonstrate a commitment to conservation. Indicate business structure, i.e.: Corp., Partnership, LLC. Firm should be registered as a legal entity in the State of Florida. Company address, phone number, fax number, address, website, contact person(s), relative size of the firm, including management, technical and support staff, and licenses and any other pertinent information shall be submitted. E. References Provide at least three references, preferably government agencies, for projects with similar scope as listed in this ITB. Information should include: 1. Client Name, address, contact person, telephone and addresses. 2. Description of work. 3. Year the project was completed 4. Total cost of the project, estimated and actual. Note: Do not include the District work or staff as references to demonstrate your capabilities. The District is interested in work experience and references from other governmental entities. F. Violations with Regulatory Agencies Submit copies of all violations issued by all regulatory agencies within the past two (2) years with the outcome of the violation, if applicable. G. Business License Evidence that your firm and/or persons performing the work are licensed to do business in the State of Florida. H. Subcontractors Contractor must clearly identify any subcontractors that may be utilized during the term of this contract. I. Drug-Free Workplace In compliance with F.S attached form "Drug-Free Workplace Certification" should be fully executed and submitted with bid response in order to be considered for a preference whenever two (2) or more bids which are equal with respect to price, quality, and service are received by the District. 14

17 J. Sample Insurance Certificate Demonstrate your firm s ability to comply with insurance requirements. Provide a previous certificate or other evidence listing the Insurance Companies names for the required coverage and limits. K. Fee Schedule Provide firm, fixed costs for all services/products using the form provided in this ITB. These firm, fixed costs for the project include any costs for travel and miscellaneous expenses. No other costs will be accepted. SECTION 6 EVALUATION AND AWARD A. Contract Award The District reserves the right to award a contract to the Contractor who will best serve the interest of the District. The District reserves the right, based upon its deliberations and its opinion, to accept or reject any or all bids. The District also reserves the right to waive minor irregularities or variations of the submittal requirements and ITB process. B. Review Committee A review committee, consisting of a minimum of three (3) members of District staff, will evaluation all bids that meet the submittal requirements. Contractors will be selected on professional qualifications and demonstrated competence, according to the responses to information required, as follows: 1. Firm s past experience on projects of similar size and scope 2. Proposed organizational structure and key staff 3. Completeness of bid and adherence to requirements The committee may conduct interviews and/or require oral presentations. The ranking and the committee s recommendation will be reported to the District Executive Director for consideration of award. C. Local Business Preference In accordance with the District s Purchasing Policy, when prices, quality and other considerations are essentially identical, the bidder with a place of business in Martin or Palm Beach County may be given preference. 15

18 SECTION 7 CONTRACT ADMINISTRATION A. Incorporation, Precedence, Jurisdiction This ITB shall be included and incorporated in the final award. The order of contractual precedence shall be the bid document (original terms and conditions), bid response, and purchase order or term contract order. Any and all legal action necessary to enforce the award or the resultant contract shall be held in Palm Beach County and the contractual obligations shall be interpreted according to the laws of Florida. B. Changes The District s Purchasing Agent, by written notification to the successful bidder may make minor changes to the contract terms. Minor changes are defined as modifications which do not significantly alter the scope, nature, or price of the specified goods or services. Typical minor changes include, but are not limited to, place of delivery, method of shipment, minor revisions to customized work specifications, and administration of the contract. The successful bidder shall not amend any provision of the contract without written notification to the Purchasing Agent, and written acceptance from the Purchasing Agent. C. Default The District may, by written notice of default to the successful bidder, terminate the contract in whole or in part if the successful bidder fails to satisfactorily perform any provisions of this solicitation or resultant contract, or fails to make progress so as to endanger performance under the terms and conditions of this solicitation or resultant contract, or provides repeated non-performance, or does not remedy such failure within a period of 10 days (or such period as the Purchasing Agent may authorize in writing) after receipt of notice from the Purchasing Agent specifying such failure. In the event the District terminates this contract in whole or in part because of default of the successful bidder, the District may procure goods and/or services similar to those terminated, and the successful bidder shall be liable for any excess costs incurred due to this action. If it is determined that the successful bidder was not in default or that the default was excusable (e.g., failure due to causes beyond the control of, or without the fault or negligence of, the successful bidder), the rights and obligations of the parties shall be those provided in Section 7.C, "Termination for Convenience." D. Termination for Convenience The Purchasing Agent may, whenever the interests of the District so require, terminate the contract, in whole or in part, for the convenience of the District. The Purchasing Agent shall give five (5) days prior written notice of termination to the successful bidder, specifying the portions of the contract to be terminated and when the termination is to become effective. If only portions of the contract are terminated, the successful bidder has the right to withdraw, without adverse action, from the entire contract. 16

19 Unless directed differently in the notice of termination, the successful bidder shall incur no further obligations in connection with the terminated work, and shall stop work to the extent specified and on the date given in the notice of termination. Additionally, unless directed differently, the successful bidder shall terminate outstanding orders and/or subcontracts related to the terminated work. E. Access ad Audits The bidder shall maintain adequate records related to all charges, expenses, and costs incurred in estimating and performing the work for at least three (3) years after completion or termination of this Contract. The District shall have access to such books, records, and documents as required in this section for the purpose of inspection or audit during normal business hours, at the bidder's place of business. F. Federal and State Tax The District is exempt from Federal and State taxes. The Purchasing Agent shall provide an exemption certificate to the successful bidder, upon request. Successful bidders are not exempted from paying sales tax to their suppliers for materials to fulfill contractual obligations with the District, nor are successful bidders authorized to use the District's Tax Exemption Number in securing such materials. 17

20 Fee Schedule Contractor Name: Contractor agrees to supply the products and services at the prices bid below in accordance with the terms, conditions and specifications contained in this ITB. Contractor is to provide a firm, fixed rate for janitorial services as detailed within the text of this ITB. Weekly Cleaning Loxahatchee River District Administrative Building Offices/Corridors/Lounges/Lobby/Common Areas/ Board Room/Education Room $ Kitchen $ Restrooms $ Loxahatchee River District Operations Administrative Building Offices/Corridors/Lounges/Lobby/Common Areas $ Kitchen $ Restrooms and Locker-rooms $ Loxahatchee River District Warehouse Office 1and 2 $ Office 3 $ Office 4 $ Kitchen $ Restrooms $ Loxahatchee River District Lab Building Offices/Corridors/Lounges/Lobby/Common Areas $ Kitchen $ Restrooms $ 18

21 River Center Offices/Corridors/Lounges/Lobby/Common Areas/Education Room $ Restrooms $ Quarterly Cleaning Dust and clean all blinds $ Clean all baseboards $ Remove cobwebs from ceilings, doors, and corners inside the buildings listed within the areas of service. $ Vacuum and clean all vents $ Semi-Annual Cleaning Vacuum and clean all vents $ Strip and wax all vinyl and tile flooring $ Deep clean carpeted areas $ Vacuum all upholstered furniture $ Submitted by: Name (printed) Signature Date Title 19

22 DRUG FREE WORKPLACE CERTIFICATION The undersigned vendor in accordance with Florida Statute hereby certifies that does: (Name of Business) 1. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition. 2. Inform employees about the dangers of drug abuse in the workplace, the business policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations. 3. Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in subsection (1). 4. In the statement specified in subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction. 5. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee's community by, any employee who is so convicted. 6. Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section. As the person authorized to sign the statement, I certify that this firm complies fully with the above requirements. Bidder's Signature Business Name 20