INVITATION TO BID PW-05-05 CONTRACTUAL CLEANING SERVICES FOR THE CITY OF PALM COAST, FLORIDA The purpose of this Invitation to Bid is for contractual cleaning services for the City of Palm Coast buildings including: City Hall, Public Works Facility, Utility Facility, Frieda Zamba Swimming Pool Facility, and Community Center. The contract will be for a three (3) year time period. I. Instructions to Proposers: Submittal: Any company/person desiring to provide the required services must submit their bid in a sealed envelope marked: ITB-PW-05-05 Contractual Cleaning Services City of Palm Coast on the outside of the envelope. The bids will be received until 2:00 PM on Wednesday, July 27, 2005. Mail or deliver all bids to Brian Rothwell, Purchasing Manager, City of Palm Coast, 2 Commerce Blvd. Palm Coast, FL 32164. Bids received after the date and time specified will be returned unopened. The City will not be responsible for late deliveries due to mail or other delays. Questions regarding the Bids: Questions related to the bids should be directed to Brian Rothwell, Purchasing Manager, City of Palm Coast, 2 Commerce Blvd., Palm Coast, FL 32164. Inquiries related to the work scope, clarification or correction must be in writing by fax, mail, etc. and received no later than close of business on July 20, 2005, to allow adequate time for response and/or addendum. Please do not contact any other staff member of the City, except the above, with regard to this ITB. All inquiries will be routed to the appropriate staff member for response. II. Terms and Conditions: 1. The City reserves the right to reject any and all bids, with or without cause, to waive technical errors and waive informalities and make award to / negotiate with the firm whose bid best serves the interest(s) of the City. 2. The City reserves the right to clarification of information and to request additional information from one or more Bidders. 3. Any bid may be withdrawn until the date and time set above for the submission of the bids. Any bid not so withdrawn shall constitute an irrevocable offer for a period of ninety (90) days to provide to the City the services set forth in this ITB, or until one or more of the bids have been awarded.
4. Costs related to the preparation of a response to the ITB are solely those of the Bidder, and the City assumes no responsibility for any such costs incurred by the Bidder. 5. Public Entity Crimes. A person or affiliate who has been placed on the convicted Bidder list following a conviction for a public entity crime may not submit a bid or bid on a contract to provide any goods or services to a public entity, may not submit a bid or bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bid or 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 Florida Statutes Section 287.017, for category two for a period of thirty six (36) months from the date of being placed on the convicted Bidder list. The Bidder shall provide a certification of compliance regarding the public crime requirements. 6. Drug Free Workplace. The Bidder shall certify that the firm has a drug free workplace policy in accordance with Section 287.0878, Florida Statutes. Failure to submit this certification shall result in the rejection/disqualification of your bid. 7. All forms in the attached Appendix must be completed, signed and returned with the Bidders bid. 8. Insurance Requirements: A. The selected Bidder shall not commence work under any agreement until obtaining all insurance coverage required by the city under this Section, and the City has approved such insurance. B. All insurance shall be issued by companies authorized Bidder to do business under the laws of the State of Florida, and must be acceptable to the City. The Bidder shall furnish and maintain Certificates of Insurance to the City prior to the commencement of any work. The Certificate shall clearly indicate that the Bidder has obtained insurance of the type, amount and classification as required for strict compliance with this paragraph, and that no material change or cancellation of insurance shall be without thirty (30) days prior written notice to the City. Compliance with the foregoing requirement shall not relieve the Bidder of liability and obligations under any contract entered with the City. C. Coverage shall be as follows: 1) Worker s Compensation: The Bidder will provide Worker s Compensation for all employees. The limits will be statutory limits for Worker s Compensation and $1,000,000 for Employer s Liability. 2) Comprehensive General Liability: The Bidder will provide coverage for all operations including, but not limited to, Contractual, Products and complete Operations and Personal Injury. The limits will not be less that $500,000 Combined Single Limit (CSL) or its equivalent. 3) Comprehensive Automobile Liability: The Bidder will provide complete coverage for owned and non-owned vehicles for limits not less than $500,000 CSL or its equivalent. D. All insurance other than Worker s Compensation to be maintained by the Bidder shall specifically include the City as an additional insured. 2
E. The City shall have the right to terminate its agreement without cause with a hundred twenty (120) day written notice to the other party. The City reserves the right to terminate any agreement for cause with a five (5) day written notice to the Bidder. Notice shall be served to the parties as specified in the agreement. F. Legal Fees: The City shall be entitled to recover any and all legal costs including attorney fees it may incur. G. Term of Contract: The initial term of the agreement shall be for a period of three (3) years. After the three (3) year initial term, the contract shall automatically renew annually for two additional years. The maximum term for the contract and all renewals is a cumulative term of five (5) years. Should the City wish to not have the contract automatically renewed, the City shall provide written notice ninety (90) days prior to the automatic renewal. H. The City reserves the right to increase or decrease the facilities to be cleaned at the discretion of the City. III. Scope of Services: A. General This specifications outlines the Contractual Cleaning needs of the City of Palm Coast. The services outlined herein are for the following buildings: LOCATIONS: 1. City Hall, 2 Commerce Blvd. 2. Public Works, One Wellfield Grade 2 Weekly 3. Community Center, 305 Palm Coast Parkway 4. Utility Facility, 2 Utility Drive 5. Frieda Zamba Swimming Pool Facility DAILY: 1. Dust and clean all countertops, where accessible, to include receptionist, break room and conference room tables, file cabinet tops and computer monitors. 2. Clean all glass doors both sides 3. Retrieve recycle items to be collected from all areas and removed to designated site. Plastic liners replaced where required (provided by the City of Palm Coast). 4. Clean all floors, including lifting floor mats to clean underneath. a. Sweep/mop all tile/vinyl floors with appropriate cleaning liquid (approved by the City) provided by the contractor. b. Vacuum all carpeted floors (Including Underneath Desks) c. Vacuum and/or sweep floor mats 5. Keep break areas neat and sanitary (dishwashing not included), coffee pots, clean countertops, tables, and exterior of refrigerator(s) 6. Thoroughly clean and disinfect restroom including: a. Sinks and counter tops b. Toilets c. Mopping floors with disinfectant 3
d. Scrubbing walls and base boards thoroughly, taking care not to leave rust marks or a soap ring from the mop. e. Replenish soap, toilet paper and paper towels (supplied by City) WEEKLY: MONTHLY: MISCELLANEOUS: 1. Clean and polish restrooms mirrors and chrome 2. Wipe all windowsills clean 3. Clean all windows from interior 4. Wax floors (materials supplied by contractor) 1. Wipe all blinds clean. 2. Dust all shelves, windowsills, file cabinets, doorframes, etc. 3. Desktops to be cleaned when papers are centrally located or removed. It is the City employee s responsibility to remove personal items (i.e. pictures, plants, etc.) so the contractor can clean the area. 4. Dust louvers/doors. 5. Waxed floors to be buffed and recoated to maintain a high gloss but with no wax build up. 1. All equipment and supplies will be neatly stored in janitor s area as designated by the City. 2. The Public Works Director or their designee will be immediately notified of any irregularity or emergency. Deficiency will be corrected on emergency basis immediately (i.e. no toilet paper, etc.) The Public Works Director or their designee will be the contact for any questions or problems that may arise. If the City has to send employees to correct or complete work the contractor should have done, the cost (including benefits) of the City employees doing the work will be deducted from the contractor s invoice. 3. Provide weekly report to the Public Works Director for cleaning performed, materials used and materials required. 4. A copy of Material Safety Data Sheets for all chemicals used shall be provided to the Public Works Director and kept where materials are stored. 5. Spot clean walls as needed. 6. Spot clean carpets as needed 7. Steam clean carpets every three (3) months in all facilities. 8. Strip and wax all tile/vinyl floors every three (3) months in all facilities. 9. Toilet paper and paper towels to be restocked from supplies provided by City of Palm Coast. 10. Contractor is responsible for moving furniture, chairs, file cabinets, tables and other office furniture in order to steam clean, clean, dust, mop, wax or buff. 11. Any supplies provided by the City will be available at the Public Works office from 7:30 am until 3:30 pm Monday through Friday excluding holidays. 12. When steam cleaning or waxing floors, the contractor shall provide a minimum of 96 hours notice to Facility Maintenance Division, and the affected department to schedule the work. In reference to the Community Center, a 4 week notice must be given due to scheduling of the center. 4
B. Standards of Workmanship 13. Contractor must request from the Facilities Maintenance Division supplies when inventory is depleting. Contractor must notify Facilities Maintenance with at least a one (1) week to allow for supplies to arrive. 1. Floor Sweeping Floors which have been swept properly will not have dust streaks or marks or have dirt in corners, below radiators, behind doors or under furniture. Furniture or other equipment moved during sweeping will be returned to the original position. Wall bases, equipment, doors, and furniture, will not be damaged or marked by sweeping or mopping. After sweeping, the room or area will appear orderly. All dirt, dust, debris and other items that are swept up must be cleaned up and discarded properly. 2. Damp/Wet Mopping: Damp or wet-mopped floors shall have a clean appearance and be free from streaks, smears, dirt, residue and water. Damp or wet-mopping shall be accomplished by using a cotton mop, detergent and/or disinfectant solution, and clean water. 3. Floor Cleaning: Scrubbed floors or cleaned carpets shall have no embedded dirt, cleaning solution, film, stains, marks or excess water. After floor cleanings, walls will be left free from marks of mopping or waxing. 4. Dusting: Dusted surfaces shall be free from all dust, dust streaks, lint, cobwebs, dirt, streaks or oil stains/residue from contact with oily/dirty dusters. 5. Plumbing Fixtures and Toilet Rooms: Plumbing fixtures and toilet rooms shall not have any objectionable odors. Toilet bowls, washbowls/basins and urinals/commodes shall be clean and bright without soap film. Soap dispensers shall be kept filled on a daily basis. Marks on walls and fixtures shall be removed. This shall be done in such a way as to not damage the wall or fixture. Floors, wainscoting, partition walls, metal fixtures, other hardware and adjacent surfaces shall be clean and bright. 6. Glass and Mirror Cleaning: Glass and mirror surfaces shall be clean and free from streaks, film, deposits or stains. All adjacent surfaces shall be wiped clean and dry. 7. Metal Cleaning: All metal surfaces shall be free from deposits or tarnish and have a uniformly bright appearance will all adjacent surfaces wiped free of cleaner. 8. Surface Spot Cleaning: Surfaces shall be spot cleaned to remove hand prints, coffee stains or other soils. 9. Vacuuming: Corners, edges of floors, and areas under obstruction will be cleaned along with general unobstructed areas in all rooms or areas being serviced. 10. Floor Waxing or Refinishing: Floors shall be waxed or refinished to maintain a clean, or glossy floor surface. The area shall be completely clean and free of marks, and a new finish appropriate for the floor type applied yielding a maximum gloss and uniform sheen. 11. Contractor will be required to have a monthly meeting with the Facilities Maintenance Division. 5
12. Contractor must ensure all employees are able to communicate effectively with the City of Palm Coast staff. IV. ADDITIONAL INFORMATION GATHERING PROCESS A. To ensure fair consideration for all Proposers, the City prohibits communication to or with any department, or employee during submission process. B. Any questions relative to interpretation of specifications or the proposal process shall be requested of the Purchasing Manager. C. Direct Inquiries to: Brian Rothwell Purchasing Manager City of Palm Coast 2 Commerce Blvd. Palm Coast, FL 32164 Telephone (386)986-3731 D. Please be advised that any interested contractor should contact the purchasing manager prior to visiting any city facility. The purchasing manager will schedule all appointments. 386-986-3731 V. RECEIPT OF BIDS DUE DATE Sealed bids, will be received at the office of the Finance Department no later than 2:00 P.M., July 27, 2005 Bids will not be accepted after this time. Bids shall be addressed as follows: A. For Mail or Hand Delivery Mr. Brian Rothwell City of Palm Coast 2 Commerce Blvd. Palm Coast, FL 32164 B. Submitted envelopes should be clearly marked: ITB-PW-05-05 Contractual Cleaning Services City of Palm Coast VI. PROPOSALS BINDING 90 DAYS All proposals submitted shall be binding for ninety (90) calendar days following the above due date for receipt of proposals. VII. CONDITIONS OF BID S: A. Late Bids Bids received by the City after the time specified for bids opening will not be considered. B. Completeness All information required by the Invitation to Bid must be supplied to constitute a regular bid. 6
INVITATION TO BID PW-05-05 CONTRACTUAL CLEANING SERVICES FOR THE CITY OF PALM COAST, FLORIDA Bid Reply - BID NMBER: ITB-PW-05-05 -Contractual Cleaning Services City of Palm Coast City of Palm Coast Financial Services Department Attn: Brian Rothwell 2 Commerce Blvd. Palm Coast, FL 32164 The City of Palm Coast reserves the right to reject any and all bids, to waive informalities, and to accept any proposal as the City, in its sole discretion, determines to be in the best of the City. I hereby certify that I have read and understand the requirements of this Invitation to Bid-PW-05-05 and that I as the bidder, will comply with all requirements, and that I am duly authorized to execute this bid/offer document and any contract(s) and other transactions required by award of this ITB. Company: Address: Telephone: ( ) Name: 7
Title: (Typed or Printed in Ink) Addendum Acknowledgment: The proposer acknowledges that the following addenda have been received and are included in this proposal: Addenda Number Date 8
INVITATION TO BID FIN-04-03 CONTRACTUAL CLEANING SERVICES FOR THE CITY OF PALM COAST, FLORIDA Bid Reply - BID NMBER: FIN-04-03-Contractual Cleaning Services BID Response Contractual Cleaning Services Locations Per Month Annually City Hall 2 Commerce Blvd. $ $ Public Works Facility, 1 Wellfield Grade (2 Weekly Only) $ $ Community Center, 305 Palm Coast Parkway $ $ Frieda Zamba Swimming Pool, 4510 Belle Terre $ $ Utility Department, 2 Utility Drive $ $ Total Annual Cost $ Quarterly Cleanings Steam Clean Carpets/Each Cleaning 4 x $ Strip and wax all tile/vinyl floors/each Stripping 4 x $ Total Cost Annual Cost $ 9
Request for Qualification APPENDIX FORMS Public Entities Crime Certification Form Conflict of Interest Statement Disputes Disclosure Form Drug Free Workplace Form Statement of Insurance Compliance Form 10
SWORN STATEMENT UNDER SECTION 287.133(3)(a), FLORIDA STATUTES, ON PUBLIC ENTITY CRIMES THIS FORM MUST BE SIGNED AND SWORN TO IN THE PRESENCE OF A NOTARY PUBLIC OR OTHER OFFICER AUTHORIZED TO ADMINISTER OATHS. 1. This sworn statement is submitted to (print name of public entity) by (print individual s name and title) for (print name of entity submitting sworn statement) whose business address is and (if applicable) its Federal Employer Identification Number (FEIN) is (if the entity has no FEIN, include the Social Security Number of the individual signing this sworn statement:.) 2. I understand that a public entity crime as defined in Paragraph 287.133(1)(g), Florida Statutes, means a violation of any state or federal law by a person with respect to and directly related to the transaction of business with any business with any public entity or with an agency or political subdivision of any other state or of the United States, including, but not limited to, any bid or contract for goods or services to be provided to any public entity or an agency or political subdivision of any other state or of the United States and involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentation. 3. I understand that convicted or conviction as defined in Paragraph 287.133(1)(b), Florida Statutes means a finding of guilt or a conviction of a public entity crime, with or without an adjudication of guilt, in any federal or state trial court of record relating to charges brought by indictment or information after July 1, 1989, as a result of a jury verdict, nonjury trial, or entry of a plea of guilty or nolo contendere. 4. I understand that an affiliate as defined in Paragraph 287.133 (1)(a), Florida Statutes, means: 1. A predecessor or successor of a person convicted of a public entity crime; or 2. An entity under the control of any natural person who is active in the management of the entity and who has been convicted of a public entity crime. The term affiliate includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in the management of an affiliate. The ownership by one person of shares constituting a controlling interest in another person, or a pooling of equipment or income among persons when not for fair market value under an arm s length agreement, shall be a prima facie case that one person controls another person. A person who knowingly enters into a joint venture with a person who has been convicted of a public entity crime in Florida during the preceding 36 months shall be considered an affiliate. 5. I understand that a person as defined in Paragraph 287.133(1)(e) Florida Statutes means any natural person or entity under the laws of any state or of the United States with the legal power to enter into a binding contract and which proposals or applies to bid on contracts for the provision of goods or services let by a public entity, or which otherwise transacts or applies to transact business with a public entity. The term person includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in management of an entity. 11
6. Based on information and belief, the statement which I have marked below is true in relation to the entity submitting this sworn statement. (indicate which statement applies) Neither the entity submitting this sworn statement, nor any officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, nor any affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989. The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners, shareholders, employees, members or agents who are active in the management of the entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989. The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989. However, there has been a subsequent proceeding before a Hearing Officer of the State of Florida, Division of Administrative Hearings and the Final Order entered by the hearing Officer determined that it was not in the public interest to place the entity submitting this sworn statement on the convicted vendor list (attach a copy of the final order) I UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTING OFFICER FOR THE PUBLIC ENTITY IDENTIFIED IN PARAGRAPH 1 (ONE) ABOVE IS FOR THAT PUBLIC ENTITY ONLY AND, THAT THIS FORM IS VALID THROUGH DECEMBER 31 OF THE CALENDAR YEAR IN WHICH IT IS FILED. I ALSO UNDERSTAND THAT I AM REQUIRED TO INFORM THE PUBLIC ENTITY PRIOR TO ENTERING INTO A CONTRACT IN EXCESS OF THE THRESHOLD AMOUNT PROVIDED IN SECTION 287.017, FLORIDA STATUTES FOR CATERGORY TWO OF ANY CHANGE IN THE INFORMATION CONTAINED IN THIS FORM (Signature) Sworn to and subscribed before me this day of, 20. Personally known Or Produced identification Notary Public State of My commission expires (Type of Identification) (Printed typed or stamped Commissioned name of Notary Public) 12
CONFLICT OF INTEREST STATEMENT STATE OF FLORIDA ) COUNTY OF ) ) ss Before me, the undersigned authority, personally appeared, who was duly sworn, deposes and states: 1. I am the of with a local office in, and principal office in. The above named entity is submitting an Expression of Interest for the City of Palm Coast project described as ITB-PW-05-05 Contractual Cleaning City of Palm Coast 2. The Affiant has made diligent inquiry and provides the information contained in this Affidavit based upon his own knowledge. 3. The Affiant states that only one submittal for the above project is being submitted and that the above named entity has no financial interest in other entities submitting Statement of Qualifications for the same project. 4. Neither the Affiant nor the above named entity has directly or indirectly entered into any agreement, participated in any collusion or otherwise taken any action in restraint of free competitive pricing in connection with the entity s submittal for the above project. This statement restricts the discussion of pricing data until the completion of negotiations and execution of an agreement for this project. 5. Neither the entity nor its affiliates, nor any one associated with them, is presently suspended or otherwise ineligible from participating in contract lettings by any local, State or Federal agency. 6. Neither the entity, nor its affiliates, nor any one associated with them have any potential conflict of interest due to any other clients, contracts, or property interest for this project. 7. I certify that no member of the entity s ownership, management, or staff has a vested interest in any aspect of or Department of the City of Palm Coast. 8. I certify that no member of the entity s ownership or management is presently applying for an employee position or actively seeking an elected position with City of Palm Coast. 13
9. In the event that a conflict of interest is identified in the provision of services, I, on behalf of the above named entity, will immediately notify the City of Palm Coast in writing. DATED this day of, 2005. Affiant Typed Name of Affiant Title Sworn to and subscribed before me this, day of, 2005. Personally known OR Produced Identification Notary Public State of (Type of identification) My commission expires (Printed, typed or stamped commissioned name Notary Public) This Form Must Be Completed and Returned with your Submittal. 14
DISPUTES DISCLOSURE FORM Answer the following questions by placing an X after YES or NO. If you answer YES, please explain in the space provided or via attachment. Has your firm or any of its officers received a reprimand of any nature or been suspended by the Department of Professional Regulation or any other regulatory agency or professional association within the last five (5) years? YES NO Has your firm or any member of your firm been declared in default, terminated or removed from a contract or job related to the services your firm provides in the regular course of business within the last five (5) years? YES NO Has your firm had filed against it or filed any requests for equitable adjustment, contract claims or litigation in the past five (5) years that is related to the services your firm provides in the regular course of business or any project in which your firm was involved. YES NO If yes, state the nature of the request for equitable adjustment, contract claim or litigation, a brief description of the case, the outcome or status of suit and the monetary amounts or extended contract time involved. I hereby certify that all statements made are true and agree and understand that any misstatement or misrepresentation or falsification of facts shall be cause for forfeiture of rights for further consideration of this project: Project: ITB-PW-05-05 Contractual Cleaning City of Palm Coast Firm Date Authorized Signature Officer Title Printed of Typed Name This Form Must Be Completed and Returned with your Submittal. 15
DRUG-FREE WORKPLACE FORM The undersigned vendor in accordance with Florida Statute 287.087 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 s policy of maintaining a drugfree 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 proposed 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. Proposers Signature Date This Form Must Be Completed and Returned with your Submittal. 16
STATEMENT OF INSURANCE COMPLIANCE The undersigned firm agrees to obtain prior to award, if selected, Professional Liability Insurance, Worker s Compensation and General Liability in accordance to the requirements as set forth in the Request for Professional Services or draft agreement, attached hereto. Policies other than Worker s Compensation shall be issued only by companies authorized by maintaining certificates of authority issued to the companies by the Department of Insurance of the State of Florida to conduct business in the State of Florida and which maintain a Rating of A or better and a Financial Size Category of VII or better according to the A.M. Best Company. Policies for Worker s Compensation may be issued by companies authorized as a group self-insurer by Section 440.57, Florida Statutes. Consultant Authorized Signature Officer Title Date This Form Must Be Completed and Returned with your Submittal. 17