HomeMy WebLinkAboutITB # 24-01-01 CARPET & FLOOR MAINTENANCE SERVICES
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CITYWIDE CARPET & FLOOR MAINTENANCE SERVICES # 24-01-01
CITY OF SUNNY ISLES BEACH
18070 Collins Ave. | Sunny Isles Beach, FL 33160
305.792.1707 | sibfl.net | Purchasing@sibfl.net
INVITATION TO BID
NO. 24-01-01
Goods & Services
CITYWIDE CARPET & FLOOR MAINTENANCE
SERVICES
RELEASE DATE: TUESDAY, JANUARY 9, 2024
MANDATORY PRE-BID MEETING
& SITE-VISIT (ESTIMATED 2 HOUR TOUR):
WEDNESDAY, JANUARY 24, 2024 AT 9:00 AM
GOVERNMENT CENTER, 1ST FLOOR CONFERENCE RM
18070 COLLINS AVE, SUNNY ISLES BEACH FL. 33160
ALL QUESTIONS DUE:
All questions will be answered via
addendum posted to DemandStar.
NO LATER THAN FRIDAY, JANUARY 26, 2024 AT 5:00
PM IN WRITING TO PURCHASING@SIBFL.NET.
DUE DATE FOR BIDS: NO LATER THAN THURSDAY, FEBRUARY 1, 2024 AT
11:00 AM
SUBMIT ELECTRONIC BID TO:
RESPONDENTS SHALL SUBMIT ALL BIDS
ELECTRONICALLY THROUGH
WWW.DEMANDSTAR.COM. THE CITY IS ONLY
ACCEPTING
ELECTRONIC SUBMITTALS VIA DEMANDSTAR AT
WWW.DEMANDSTAR.COM
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CITYWIDE CARPET & FLOOR MAINTENANCE SERVICES # 24-01-01
CITY OF SUNNY ISLES BEACH
18070 Collins Ave. | Sunny Isles Beach, FL 33160
305.792.1707 | sibfl.net | Purchasing@sibfl.net
TABLE OF CONTENTS
Table of Contents Page 2
Legal Advertisement/Notice to Bidder Page 3
Instructions to Bidder / General Terms and Conditions Section 1 Page 4
Special Terms and Conditions Section 2 Page 9
Scope of Services / General Specifications Section 3 Page 16
Chemical Specifications Section 4 Page 29
Bid Format Section 5 Page 35
Bid Submittal Forms Section 6 Page 40
AFFIDAVITS
Non-Collusive Affidavit
Public Entity Crimes
Equal Opportunity / Affirmative Action Statement
Conflict of Interest Statement
Dispute Disclosure Form
Anti-Kickback Affidavit
E-Verify Affidavit
ATTACHMENT
Attachment A - Price Schedule
Attachment B - Responding to an Electronic Bid
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CITYWIDE CARPET & FLOOR MAINTENANCE SERVICES # 24-01-01
CITY OF SUNNY ISLES BEACH
18070 Collins Ave. | Sunny Isles Beach, FL 33160
305.792.1707 | sibfl.net | Purchasing@sibfl.net
LEGAL ADVERTISEMENT
NOTICE TO FIRM
NOTICE IS HEREBY GIVEN that the City of Sunny Isles Beach is seeking sealed Bids for the following work as
specified.
CARPET & FLOOR MAINTENANCE SERVICES
INVITATION TO BID NO. 24-01-01
The Specifications for this INVITATION TO BID are available from DemandStar by calling (800) 711-1712 or by
accessing their website at www.demandstar.com. The Bid Specifications may also be examined at the City of
Sunny Isles Beach – Office of the City Clerk. Vendors who obtain the Bid Specifications from sources other than
DemandStar or the City of Sunny Isles Beach are cautioned that their Bid response package may be incomplete.
Bidders shall submit all bid documents electronically through www.demandstar.com. A full instructional guide
on how to submit documents will be included with this solicitation. Submissions are due no later than 11:00
AM ON THURSDAY, FEBRUARY 1, 2024. Bids received after this time will not be considered. The City is under
no obligation to return Bids. Timely submitted Bids will be opened publicly and names of firms and bid
totals read aloud at this time at the Sunny Isles Beach Government Center located at 18070 Collins Avenue,
1st floor conference RM., Sunny Isles Beach, Florida, 33160. The bidder’s bid submission must clearly by
marked:
INVITATION TO BID NO. 24-01-01
CARPET & FLOOR MAINTENANCE SERVICES
OPENING DATE AND TIME: THURSDAY, FEBURARY 1, 2024 AT 11:00 AM
The City reserves the right to reject any or all Bids, with or without cause, to waive technical errors
and informalities, and to accept the Bid, which best serves the interest of, and represents the best value
to, the City in conformity with the criteria set forth in Section 62-8 of the Code of Ordinances of the City of
Sunny Isles Beach. Potential and actual proposers shall not solicit or otherwise communicate in any manner
whatsoever, directly or indirectly, with the City Commission, City Manager, evaluation committee
members, or City staff, other than Purchasing Division personnel, regarding this ITB from the time of the
ITB initial release through the award.
The City will host a mandatory pre-bid conference/site-visit on WEDNESDAY, JANUARY 24, 2024 AT 9:00 AM
at the City of Sunny Isles Beach Government Center, 1ST Floor Conference Room.
All questions regarding this bid shall be directed in writing by FRIDAY, JANUARY 26, 2024 AT 5:00 PM.
Questions may be submitted via email to: Purchasing@sibfl.net.
Pursuant to Florida Statutes 119.071, sealed bids, proposals or replies by an agency pursuant to a competitive
solicitation are exempt from inspection until such time as the agency provides notice of an intended decision
or until thirty (30) days after the opening of the bids, proposals, or final replies, whichever is earlier.
Mauricio Betancur, CMC, City Clerk
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CITYWIDE CARPET & FLOOR MAINTENANCE SERVICES # 24-01-01
CITY OF SUNNY ISLES BEACH
18070 Collins Ave. | Sunny Isles Beach, FL 33160
305.792.1707 | sibfl.net | Purchasing@sibfl.net
SECTION 1
INSTRUCTIONS TO BIDDER / GENERAL TERMS AND CONDITIONS
THESE INSTRUCTIONS ARE STANDARD FOR ALL BID COMMODITIES/SERVICES ISSUED BY THE CITY OF SUNNY ISLES BEACH. THE CITY OF SUNNY ISLES BEACH MAY DELETE,
SUPERSEDE OR MODIFY ANY OF THESE STANDARD INSTRUCTIONS FOR A PARTICULAR CONTRACT BY INDICATING SUCH CHANGE IN SPECIAL INSTRUCTIONS TO BIDDERS
OR IN THE BID SHEETS. ANY AND ALL SPECIAL CONDITIONS THAT MAY VARY FROM THE GENERAL CONDITIO0NS SHALL HAVE PRECEDENCE. BIDDER AGREES THAT THE
PROVISIONS INCLUDED WITHIN THIS BID OR RFP SHALL PREVAIL OVER ANY CONFLICTING PROVISION WITHIN ANY STANDARD FORM CONTRACT OF THE BIDDER
REGARDLESS OF ANY LANGUAGE IN BIDDER’S CONTRACT TO THE CONTRARY.
1.1 CLARIFICATION/EXPLANATION/QUESTIONS:
Any questions concerning the Bid Specifications or any required need
for clarification must be addressed to Purchasing at
Purchasing@sibfl.net by the date mentioned above. Interpretations
or clarifications considered necessary by the City will be issued by
addenda and posted/disseminated by DemandStar
(www.demandstar.com) to all parties listed on the official plan
holders’ list as having received the Bid documents. Only questions
answered by written addenda shall be binding. Oral interpretations
or clarifications shall be without legal effect. No plea of ignorance
or delay or required need of additional information shall exempt a
Proposers from submitting their Bid on the required date and time
as publicly noted.
1.2 PLAN HOLDER’S LIST:
As a convenience to vendors, the City of Sunny Isles Beach has made
available via internet lists of all plan holders for each REQUEST FOR
PROPOSALS, INVITATION TO BID, and request for qualifications.
The information is available on-line at www.demandstar.com or by
calling the Office of the City Clerk at (305) 792-1703.
1.3 ADDENDA TO SPECIFICATIONS:
If any addenda are issued after the initial specifications are released,
the City will post and disseminate the addenda through DemandStar.
For those projects with separate plans, blue prints, or other materials
that cannot be accessed through the internet, the Office of the City
Clerk will make good faith effort to ensure that all registered
proposers (those who have been registered as receiving a Bid
package) receive the documents. It is the responsibility of the
vendor prior to the submission of any Bid to check the above website
or contact the Office of the City Clerk at (305) 792-1703 to verify any
addenda issued. The receipt of all addenda must be acknowledged
on the Bid Response Sheet.
1.4 SPECIAL ACCOMMODATIONS:
Any person requiring a special accommodation at a Pre-Bid
Conference or Bid/RFP/RFQ opening because of a disability should
call the Office of the City Clerk at (305) 792-1703 at lease five (5)
days prior to the Pre-Bid Conference or Bid/RFP/RFQ opening. If you
are hearing or speech impaired, please contact the Office of the City
Clerk by calling the City of Sunny Isles Beach using the Florida Relay
Service which can be reached at 1(800) 955-8771 (TDD).
1.5 PUBLIC ENTITY CRIMES STATEMENT:
Pursuant to the provisions of paragraph (2) (a) of section 287.133,
Florida statutes -"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 to provide any goods or services
to a public entity, 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 to perform work as a Contractor,
supplier, sub-Contractor, 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 section 287.107, for
category two for a period of 36 months from the date of being placed
on the convicted vendor list”.
1.6 BID DEADLINE:
Bids must be submitted no later than the time and date shown within
this document.
1.7 SEALED BID:
Electronic submission only.
1.8 BID EXECUTION, SIGNATURES, ERASURE/CORRECTION:
All Bids shall be signed in blue ink. All price quotes shall be
typewritten or printed with ink. All corrections made by the
proposers prior to the opening must be initialed and dated by the
proposers. No changes or corrections will be allowed after Bids are
opened. Bids must contain an original, manual signature of an
authorized representative of the company.
1.9 WITHDRAWAL OF BIDS:
Proposers may withdraw Bids only by written request and shall
forward the withdrawal request via “Certified U.S. Mail – Return
Receipt Requested” prior to the Bid opening time. Negligence on the
part of the Proposers in preparing the Bid confers no right for the
withdrawal of the Bid after it has been opened.
1.10 BID OPENING:
Bids will be opened publicly at the time and place stated in the Notice
to Bidder. It is the responsibility of the proposers to insure that the
Bid reaches the Office of the City Clerk on or before the closing hour
and date stated on the INVITATION TO BID. After the Bid opening,
the contents of the Bid Form will be made public for the information
of vendors and other interested parties who may be present either
in person or by representative. Bids that are received after the Bid
opening time will not be considered and will not be returned.
1.11 EVALUATION OF BIDS:
The City, at its sole discretion, reserves the right to inspect any/all
Proposers facilities to determine their capability of meeting the
requirements for the Contract. Also, price, responsibility, and
responsiveness of the Proposers, the financial position, experience,
staffing, equipment, materials, references, and past history of
service to the City and/or with other units of state, and/or local
governments in Florida, or comparable private entities, will be taken
into consideration in the Award of the Contract.
1.11.1 Hold Harmless: All Proposer’s shall hold the City, it's
officials and employees harmless and covenant not to
sue the City, it's officials and employees in reference to
their decisions to reject, award, or not award a Bid, as
applicable.
1.11.2 Cancellation: Failure on the part of the Proposers to
comply with the conditions, specifications,
requirements, and terms as determined by the City,
shall be just cause for cancellation of the Award.
1.11.3 Disputes: If any dispute concerning a question of fact
arises under the Contract, other than termination for
default or convenience, the Contractor and the City
department responsible for the administration of the
Contract shall make a good faith effort to resolve the
dispute. If the dispute cannot be resolved by
agreement, then the department with the advice of the
City Attorney shall resolve the dispute and send a
written copy of its decision to the Contractor, which
shall be binding on both parties.
1.12 AGREEMENT:
After the Bid award, the City will, at its option, prepare an Agreement
specifying the terms and conditions resulting from the award of this
Bid. The vendor will have ten (10) calendar days after notification of
the award by the City to execute the Agreement and provide the
required Performance Bond. The performance of the City of Sunny
Isles Beach of any of its obligations under the agreement shall be
subject to and contingent upon the availability of funds lawfully
expendable for the purposes of the agreement for the current and
any future periods provided for within the Bid specifications.
1.13 PAYMENTS:
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CITY OF SUNNY ISLES BEACH
18070 Collins Ave. | Sunny Isles Beach, FL 33160
305.792.1707 | sibfl.net | Purchasing@sibfl.net
Payment will be made after commodities/services have been
received, accepted, and properly invoiced as indicated in the contract
and/or purchase order. Invoices must bear the purchase order
number.
1.14 BRAND NAMES:
If a brand name, make, of any "or equal" manufacturer trade name,
or vendor catalog is mentioned whether or not followed by the words
"approved equal" it is for the purpose of establishing a grade or
quality of material only. Vendor may offer equals with appropriate
identification, samples, and/or specifications on such item(s). The
City shall be the sole judge concerning the merits of items Bid as
equals.
1.15 MATERIAL:
Material(s) delivered to the City under this Bid shall remain the
property of the seller until accepted to the satisfaction of the City.
In the event materials supplied to City are found to be defective or
do not conform to specifications, the City reserves the right to return
the product(s) to the seller at the seller’s expense.
1.16 SAMPLES:
Samples of items, when required, must be furnished by the
Proposers free of charge to the City. Each individual sample must
be labeled with the Proposers name and manufacturer's brand name
and delivered by them within ten (10) calendar days of Proposers
receipt of the “Notice to Proceed”, unless schedule indicates a
different time. If samples are requested subsequent to the Bid
opening, they should be delivered within ten (10) calendar days of
the request. The City will not be responsible for returning samples.
1.17 QUANTITY GUARANTY:
No guaranty or warranty is given or implied by the City as to the total
amount that may or may not be purchased from any resulting
Contract or Award. These quantities are for Bid purposes only and
will be used for tabulation and presentation of the Bid. The City
reserves the right to increase or decrease quantities as required,
even significantly. The prices offered herein and the percentage rate
of discount applies to other representative items not listed in this Bid.
1.18 GOVERNMENTAL RESTRICTIONS ON MATERIALS:
In the event any governmental restrictions may be imposed which
would necessitate alteration of the material quality, workmanship, or
performance of the items offered on this Bid prior to their delivery,
it shall be the responsibility of the successful Proposers to notify the
City at once, indicating in their letter the specific regulation which
required an alteration. The City of Sunny Isles Beach reserves the
right to accept any such alteration, including any price adjustments
occasioned thereby, or to cancel at no further expense to the City.
1.19 SAFETY STANDARDS:
The Proposers warrants that the product(s) supplied to the City
conforms in all respects to the standards set forth in the occupational
safety and health act (OSHA) and its amendments. Bids must be
accompanied by a materials data safety sheet (MSDS) when
applicable. Contractor shall take all necessary precautions for the
safety of employees, and shall erect and properly maintain at all
times all necessary safeguards for the protection of the employees
and the public. Contractor shall follow all OSHA Safety Standards.
Danger signs warning against hazards created by his/ her operation
and work in progress must be posted.
All employees of the Contractor shall be expected to wear safety
glasses or goggles, appropriate clothing, and hearing protection
when and wherever applicable. The Contractor shall use only
equipment that is fully operational and in safe operating order.
Contractor shall be especially careful when servicing property when
pedestrians and/ or vehicles are in close proximity — work shall
cease until it is safe to proceed.
1.20 WARRANTIES:
Successful Proposers shall act as agent for the City in the follow-up
and compliance of all items under Warranty/Guaranty and complete
all forms for Warranty/Guarantee coverage under this Contract.
1.21 COPYRIGHTS/PATENT RIGHTS:
Proposers warrants that there has been no violation of copyrights or
patent rights in manufacturing, producing or selling of goods shipped
or ordered, as a result of this Bid. The seller agrees to indemnify
City from any and all liability, loss, or expense occasioned by any
such violation.
1.22 LOCAL BUSINESS TAX (OCCUPATIONAL LICENSE
REGISTRATION):
The Contractor shall be responsible for obtaining and maintaining
throughout the contract period his or her city and county local
business tax receipts. Each vendor submitting a Bid on this
INVITATION TO BID shall include a copy of the company’s local
business tax/occupational license(s) with the Bid response. For
information specific to City of Sunny Isles Beach local business
tax/occupational licenses, please call Code Enforcement & Licensing
at (305) 792-1705. If the Contractor is operating under a fictitious
name as defined in Section 865.059, Florida Statutes, proof of
current registration with the Florida Secretary of State shall be
submitted with the Bid. A business formed by an attorney actively
licensed to practice law in this state, by a person actively licensed by
the Department of Business and Professional Regulations or the
Department of Health for the purpose of practicing his or her licensed
profession, or by any corporation, partnership, or other commercial
entity that is actively organized or registered with the Department of
State shall submit a copy of the current licensing from the
appropriate agency and/or proof of current active status with the
Division of Corporations of the State of Florida.
1.23 LIABILITY, INSURANCE, PERMITS AND LICENSES:
Proposers shall assume the full duty, obligation, and expense of
obtaining all necessary licenses, permits, inspections, and insurance
required. The Proposers shall be liable for any damages or loss to
the City occasioned by negligence of the Proposers (or their agent)
or any person the Proposers has designated in the completion of
their contract as a result of the Bid. Contractor shall be required to
furnish a copy of all licenses, certificates of competency or other
licensor requirements necessary to practice their profession as
required by Florida State Statute, Miami-Dade County, and City of
Sunny Isles Beach Code. Contractors shall include current Miami-
Dade County Certificates of Competency. These documents shall be
furnished to the City along with the Bid response. Failure to furnish
these documents or to have required licensor will be grounds for
rejecting the Bid.
1.24 CERTIFICATE(S) OF INSURANCE:
Proposers shall furnish to the Office of the City Clerk, City of Sunny
Isles Beach, 18070 Collins Avenue, Sunny Isles Beach, Florida 33160,
certificate(s) of insurance which indicate that insurance coverage has
been obtained from an insurance company authorized to do business
in the State of Florida or otherwise secured in a manner satisfactory
to the City, for those coverage types and amounts listed in this
document, in an amount equal to 100% of the requirements and
shall be presented to the City prior to issuance of any Contract(s) or
Award(s) Document(s). The City of Sunny Isles Beach shall be
named as "additional insured" with respect to this coverage. The
required certificates of insurance shall not only name the types of
policies provided, but shall also refer specifically to this Bid and
section. At the time of Bid submission the Proposers must submit
certificates of insurance as outlined in the General Conditions
section. All required insurances shall name the City of Sunny Isles
Beach as additional insured and such insurance shall be issued by
companies authorized to issue insurance in the State of Florida. It
shall be the responsibility of the Proposers and insurer to notify the
City Manager of the City of Sunny Isles Beach of cancellation, lapse,
or material modification of any insurance policies insuring the
Proposers, which relate to the activities of such vendor and the City
of Sunny Isles Beach. Such notification shall be in writing, and shall
be submitted to the City finance support service director thirty (30)
days prior to cancellation of such policies. This requirement shall be
reflected on the certificate of insurance. Failure to fully and
satisfactorily comply with the city's insurance and bonding
requirements set forth herein will authorize the City Manager to
implement a rescission of the Bid award without further City
Commission action. The Proposers hereby holds the City harmless
and agrees to indemnify City and covenants not to sue the City by
virtue of such rescission.
1.25 ASSIGNMENT:
The Contractor shall not transfer or assign the performance required
by this Bid without prior written consent of the City Manager. Any
award issued pursuant to the INVITATION TO BID and monies which
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CITY OF SUNNY ISLES BEACH
18070 Collins Ave. | Sunny Isles Beach, FL 33160
305.792.1707 | sibfl.net | Purchasing@sibfl.net
may be due hereunder are not assignable except with prior written
approval of the City Manager. Further, in the event that the majority
ownership or control of the Contractor changes hands subsequent to
the award of this contract, Contractor shall promptly notify City in
writing (via United States Postal Service – Certified Mail, Return
Receipt Requested) of such change in ownership or control at least
thirty (30) days prior to such change and City shall have the right to
terminate the contract upon sixty (60) days written notice, at City’s
sole discretion.
1.26 HOLD HARMLESS/INDEMNIFICATION:
The Contractor shall indemnify, hold harmless, and defend the City
of Sunny Isles Beach, it's officers, agents and employees from and
against any claims, demands or causes of action of whatsoever kind
or nature arising out of error, omission, negligent act, conduct, or
misconduct of the Contractor, their agents, servants or employees in
the provision of goods or the performance of services pursuant to
this Bid and / or from any procurement decision of the City including
without limitation, awarding the Contract to the Contractor.
1.27 NON-CONFORMANCE TO CONTRACT:
The City of Sunny Isles Beach may withhold acceptance of, or reject
items which are found upon examination, not to meet the
specification requirements. Upon written notification of rejection,
items shall be removed within five (5) calendar days by the vendor
at their own expense and redelivered at their expense. Rejected
goods left longer than thirty (30) calendar days will be regarded as
abandoned and the City shall have the right to dispose of them as
its own property. Rejection for non-conformance or failure to meet
delivery schedules may result in the Contractor being found in
default.
1.28 DEFAULT PROVISION:
In case of default by the Proposers, the City of Sunny Isles Beach
may procure the articles or services from other sources and hold the
Proposers responsible for any excess costs occasioned or incurred
thereby.
1.29 SECONDARY/OTHER VENDORS:
The City reserves the right in the event the primary vendor cannot
provide an item(s) or service(s) in a timely manner as requested, to
seek other sources without violating the intent of the Contract.
1.30 DEFINITIONS:
Wherever used in these General Conditions or in the other Contract
Documents, the following terms shall have the meaning indicated
which shall be applicable to both the singular and plural thereof:
Acceptance: Acceptance by the City of the Work as
being fully complete in accordance with
the Contract Documents subject to
waiver of claims.
Agreement: The written Agreement between the City
and the Contractor covering the Work to
be performed, which includes the
Contract Documents.
Addenda: Written or graphic instruments issued
prior to the Bid Opening which modify or
interpret the Contract Documents,
Drawings and Specifications, by addition,
deletions, clarifications or corrections.
Approved: Means approved by the City.
Bid or Proposal: The offer of the Bidders/Proposers
submitted on the prescribed form setting
forth the prices for the Work to be
performed.
Proposers or Bidders: Any person, firm or corporation
submitting a Bid for Work.
Bonds: Bid, performance bond and other
instruments of security, furnished by the
Contractor and their surety in accordance
with the Contract Documents and in
accordance with the law of the State of
Florida.
Change Order: A written order to the Contractor signed
by the City authorizing an addition,
deletion or revision in the Work, or an
adjustment in the Contract Price or the
Contract Time issued after execution of
the Agreement.
City: City of Sunny Isles Beach, 18070 Collins
Avenue, Sunny Isles Beach, Florida
33160.
Contract Documents: Contract Documents shall include,
Instructions to Proposers, Contractor's
Bid, the Bonds, the Notice of Award, the
Agreement between the City and
Contractor as well as any addenda
thereto, these General Conditions,
Special Conditions, the Technical
Specifications, Drawings and
Modifications, Notice to Proceed,
Invitation to Bid, Insurance Certificates,
Change Orders and Acknowledgment of
Conformance with the City of Sunny Isles
Beach.
Contract Price: The total monies payable to the
Contractor under the Contract
Documents.
Contract Time: The number of calendar days stated in
the Agreement for the completion of the
Work.
Contracting Officer: The individual who is authorized to sign
the contract documents on behalf of the
City’s governing body.
Contractor: The person, firm or corporation with
whom the City has executed this
Agreement.
Day: A calendar day of twenty-four hours
measured from midnight to the next
midnight.
Field Order: A written order issued by the City which
clarifies or interprets the Contract
Documents or orders minor changes in
the Work.
Modification: Modification means any one of the
following: (a) a written amendment of
the Contract Documents signed by both
parties, (b) a Change Order, (c) a written
clarification or interpretation if issued by
the City, or (d) a written order for minor
change or alteration in the Work issued
by the City. A modification may only be
issued after execution of the Agreement.
Notice of Award: The written notice by City to the apparent
successful Proposers stating that upon
compliance with the conditions precedent
to be fulfilled by him within the time
specified, City will execute and deliver
the Agreement to him.
Samples: Physical examples which illustrate
materials, equipment or workmanship
and establish standards by which the
Work will be judged.
Specifications: Those portions of the Contract
Documents consisting of written
technical descriptions of materials,
equipment, construction systems,
standards and workmanship as applied to
the Work.
Statement of Services: The form furnished by the City which is
to be used by the Contractor in
requesting progress payments.
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CITY OF SUNNY ISLES BEACH
18070 Collins Ave. | Sunny Isles Beach, FL 33160
305.792.1707 | sibfl.net | Purchasing@sibfl.net
Supplier: Any person or organization who supplies
materials or equipment for the Work,
including that fabricated to a special
design, but who does not perform labor
at the site.
Work: Any and all obligations, duties and
responsibilities necessary to the
successful completion of the Project
assigned to or undertaken by Contractor
under the Contract Documents, including
all labor, materials, equipment and other
incidentals, and the furnishing thereof.
Written Notice: The term “Notice” as used herein shall
mean and include all written notices,
demands, instructions, claims, approvals
and disapproval’s required to obtain
compliance with Contract requirements.
Written notice shall be deemed to have
been duly served if delivered in person to
the individual or to a member of the firm
or to an officer of the corporation for
whom it is intended, or to an authorized
representative or such individual, firm, or
corporation, or if delivered at or sent by
registered mail to the last business
address known to them who gives the
notice. Unless otherwise stated in
writing, any notice to or demand upon
the City under this Contract shall be
delivered to the City.
1.31 BID AWARD:
The City reserves the right to reject any and all Bids at its sole
discretion. Bids shall be awarded by the City after the City performs
all necessary searches, inquiries, exploration, and analysis of the
Bids. The ITB shall be awarded to the lowest responsible and
responsive Bidder whose Bid best serves the interests of and
represents the best value to the City. No Notice of Award will be
given until the City has concluded any investigation(s) as they deem
necessary to establish the Proposer’s capability to perform the
Services as described in this RFP, ITB, RFQ or ITQ, as substantiated
by the required professional experience, client references, technical
knowledge and qualifications; and sufficient labor and equipment to
comply with the City’s established standards, as well as the financial
capability of the Proposer to perform the Work in accordance with
the Contract Documents to the satisfaction of the City within the time
prescribed. The City reserves the right to reject the Bid of any
Proposers on the basis of these queries and investigations and who
does not meet the City’s satisfaction, even though the firm may be
the lowest dollars and cents Bid. In analyzing Bids, the City will also
take into consideration client references, past work experience and
work product, proven ability to satisfactorily perform. If the Contract
is awarded, the City will issue the Notice of Award and give the
successful Proposers a Contract for execution within ninety (90) days
after opening of Bids. The City specifically reserves the right to award
the contract to a proposer who is not necessarily the lowest dollars
and cents proposers on the basis of the results of these queries and
investigation(s).
1.32 EXECUTION OF AGREEMENT:
At least four counterparts of the Agreement, the Performance Bond,
the Certificates of Insurance and such other Documents as required
by the Contract Documents shall be executed and delivered by
Contractor to the City within ten (10) calendar days of receipt of the
Notice of Award.
1.33 LAWS AND REGULATIONS:
The Contractor will give all notices and comply with all laws,
ordinances, rules and regulations applicable to the Work. If the
Contractor observes that the Specifications are at variance therewith,
they will give the City prompt written notice thereof, and any
necessary changes shall be adjusted by an appropriate modification.
If the Contractor performs any Work knowing it to be contrary to
such laws, ordinances, rules and regulations, and without such notice
to the City, they will bear all costs arising wherefrom.
1.34 TAXES:
The City of Sunny Isles Beach is exempt from sales tax imposed by
the State and/or Federal Government. Florida Sales Tax Exemption
No. 23-00-477131-54C appears on each purchase order. Exemption
certificates are available upon request.
1.35 DUTY TO DEFEND, INDEMNIFY AND SAVE HARMLESS:
In consideration of the separate sum of twenty-five dollars ($25.00)
and other valuable consideration, the Contractor shall defend,
indemnify and hold harmless the City, its officers, agents and
employees, from or on account of any injuries or damages, received
or sustained by any person or persons during or on account of any
operations connected with the Work described in the Contract
Documents, or by or in consequence of any negligence in connection
with the same; or by use of any improper materials or by or on
account of any act or omission of the said Contractor or his Sub-
Contractor, agents, servants or employees. The Contractor will
defend, indemnify and hold harmless the City and their agents or
employees from and against all claims, damages, losses and
expenses including attorneys' fees arising out of or resulting from
the performance of the Work, provided that any such claim damage,
loss or expense (a) is attributable to bodily injury, sickness, disease
or death, or to injury to or destruction of tangible property (other
than Work itself) including the loss of use resulting wherefrom and
(b) is caused in whole or in part by any negligent act or omission of
the Contractor, Sub-Contractor, anyone directly or indirectly
employed by any of them or anyone for whose acts any of them may
be liable, regardless of whether or not it is caused by a party
indemnified hereunder. In the event that a court of competent
jurisdiction determines that Sec. 725.06 (2), F.S. is applicable to this
Work, then in lieu of the above provisions of this section the parties
agree that Contractor shall indemnify, defend and hold harmless the
City, their officers and employees, to the fullest extent authorized by
Sec. 725.06 (2) F.S., which statutory provisions shall be deemed to
be incorporated herein by reference as if fully set forth herein. In
the event that any action or proceeding is brought against City by
reason of any such claim or demand, Contractor, upon written notice
from City shall defend such action or proceeding by counsel
satisfactory to City. The indemnification provided above shall
obligate Contractor to defend at its own expense or to provide for
such defense, at City’s option, any and all claims of liability and all
suits and actions of every name and description that may be brought
against City, excluding only those which allege that the injuries arose
out of the sole negligence of City, which may result from the
operations and activities under this Contract whether the Work be
performed by Contractor, its Sub-Contractors, or by anyone directly
or indirectly employed by either.
1.36 DECISIONS ON DISAGREEMENTS:
The City will be the initial interpreter of the Technical Specifications.
1.37 CITY MAY TERMINATE:
If the Contractor is adjudged bankrupt or insolvent, or if they make
a general assignment for the benefit of their creditors, or if a trustee
or receiver is appointed for the Contractor or for any of their
property, or if they file a petition to take advantage of any debtor’s
act, or to reorganize under bankruptcy or similar laws, or if they
repeatedly fails to supply sufficient skilled workmen or suitable
materials or equipment, or if they repeatedly fail to make prompt
payments to Sub-Contractors or for labor, materials or equipment or
they disregard laws, ordinances, rules, regulations or orders of any
public body having jurisdiction, or if they disregard the authority of
the City, of if they otherwise violate any provision of, the Contract
Documents, then the City may, without prejudice to any other right
or remedy and after giving the Contractor and the surety ten (10)
days written notice, terminate the services of the Contractor and take
possession of the Project and of all materials, equipment, tools,
construction equipment and machinery thereon owned by the
Contractor, and finish the Work by whatever method they may deem
expedient. In such case the Contractor shall not be entitled to
receive any further payment until the Work is finished. If the unpaid
balance of the Contract Price exceeds the direct and indirect costs of
completing the Project, including compensation for additional
professional services, such excess shall be paid to the Contractor. If
such costs exceed such unpaid balance, the Contractor will pay the
difference to the City. Such costs incurred by the City will be
determined by the City and incorporated in a Change Order. If after
termination of the Contractor under this Section, it is determined by
a court of competent jurisdiction for any reason that the Contractor
was not in default, the rights and obligations of the City and the
Contractor shall be the same as if the termination had been issued
pursuant to this document.
1.37.1 Where the Contractor’s services have been so
terminated by the City said termination shall not affect
8
CITY OF SUNNY ISLES BEACH
18070 Collins Ave. | Sunny Isles Beach, FL 33160
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any rights of the City against the Contractor then
existing or which may thereafter accrue. Any retention
or payment of moneys by the City due the Contractor
will not release the Contractor from liability.
1.37.2 Upon ten (10) days written notice to the Contractor,
the City may, without cause (termination for
convenience) and without prejudice to any other right
or remedy, elect to terminate the Agreement. In such
case, the Contractor shall be paid for all Work executed
and accepted by the City as of the date of the
termination. No payment shall be made for profit for
Work which has not been performed.
1.38 MISCELLANEOUS:
Proposers acknowledge the following miscellaneous conditions:
1.38.1 Whenever any provision of the Contract Documents
requires the giving of written notice it shall be deemed
to have been validly given if delivered in person to the
individual or to a member of the firm or to an officer of
the corporation for whom it is intended, or if delivered
at or sent by registered or certified mail, postage
prepaid, to the last business address known to them
who gives the notice.
1.38.2 The Contract Documents shall remain the property of
the City. The Contractor shall have the right to keep
one record set of the Contract Documents upon
completion of the Project.
1.38.3 The duties and obligations imposed by these General
Conditions, Special Conditions and Supplemental
Conditions and the rights and remedies available
hereunder, and, in particular but without limitation, the
warranties, guarantees and obligations imposed upon
Contractor and those in the Special Conditions and the
rights and remedies available to the City, shall be in
addition to, and shall not be construed in any way as a
limitation of, any rights and remedies available by law,
by special guarantee or by other provisions of the
Contract Documents.
1.38.4 Should the City or the Contractor suffer injury or
damage to its person or property because of any error,
omission, or act of the other or of any of their
employees or agents or others for whose acts they are
legally liable, claim shall be made in writing to the other
party within a reasonable time of the first observance
of such in jury or damage.
1.39 WAIVER OF JURY TRIAL:
City and Contractor knowingly, irrevocably voluntarily and
intentionally waive any right either may have to a trial by jury in
State or Federal Court proceedings in respect to any action,
proceeding, lawsuit or counterclaim based upon the Contract
Documents or the performance of the Work there under.
1.40 GOVERNING LAW:
The Contract shall be construed in accordance with and governed by
the law of the State of Florida.
1.41 VENUE:
Venue of any action to enforce the Contract Documents shall be in
Miami-Dade County, Florida.
1.42 ARBITRATION:
It is the intention of the parties that whenever possible, if a dispute
or controversy arises hereunder then such dispute or controversy
shall be settled by arbitration in accordance with the procedures,
rules and regulations of the American Arbitration Association. The
decision rendered by the Arbitrator shall be final and binding upon
the parties and judgment upon the award rendered by the arbitrator
may be entered in any court having jurisdiction. Arbitration shall be
held in Miami-Dade County, Florida. All costs of arbitration and
attorneys’ fees incurred by the parties shall be paid by the non-
prevailing party or, if neither party prevails on the whole, each party
shall be responsible for a portion of the costs of arbitration and their
respective attorneys’ fees as may be determined by the court on
confirmation.
1.43 PROJECT RECORDS:
City shall have right to inspect and copy during regular business
hours at City’s expense, the books and records and accounts of
Contractor which relate in any way to the Project, and to any claim
for additional compensation made by Contractor, and to conduct an
audit of the financial and accounting records of Contractor which
relate to the Project. Contractor shall retain and make available to
City all such books and records and accounts, financial or otherwise,
which relate to the Project and to any claim for a period of three
years following final completion of the Project. During the Project
and the three year period following final completion of the Project,
Contractor shall provide City access to its books and records upon
five days written notice.
1.44 SEVERABILITY:
If any provision of the Contract or the application thereof to any
person or situation shall to any extent, be held invalid or
unenforceable, the remainder of the Contract, and the application of
such provisions to persons or situations other than those as to which
it shall have been held invalid or unenforceable shall not be affected
thereby, and shall continue in full force and effect, and be enforced
to the fullest extent permitted by law.
1.45 INDEPENDENT CONTRACTOR:
The Contractor is an independent Contractor under the Contract.
Services provided by the Contractor shall be by employees of the
Contractor and subject to supervision by the Contractor, and not as
officers, employees, or agents of the City. Personnel policies, tax
responsibilities, social security and health insurance, employee
benefits, purchasing policies and other similar administrative
procedures, applicable to services rendered under the Contract shall
be those of the Contractor.
1.46 PROHIBITION AGAINST CONTRACTING WITH
SCRUTINIZED COMPANIES:
Pursuant to Florida Statutes Section 287.135, and subject to limited
exceptions contained therein, a company is ineligible to, and may
not, bid on, submit a proposal for, or enter into or renew a contract
with an agency or local governmental entity for goods or services if
at the time of bidding, submitting a proposal for, or entering into or
renewing a contract, the company is on the Scrutinized Companies
that Boycott Israel List or is engaged in the boycott of Israel.
Contractors must certify that the company is not participating in a
boycott of Israel. Any contract for goods or services of One Million
Dollars ($1,000,000) or more shall be terminated at the City’s option
if it is discovered that the company submitted a false certification, or
at the time of bidding, submitting a proposal for, or entering into or
renewing a contract, is listed on the Scrutinized Companies with
Activities in Sudan List, the Scrutinized Companies with Activities in
the Iran Terrorism Sectors List, created pursuant to Florida Statute
Section 215.473, or is or has been engaged in business operations
in Cuba or Syria, after July 1, 2018. Any contract entered into or
renewed after July 1, 2018 shall be terminated at the City’s option if
the company is listed on the Scrutinized Companies that Boycott
Israel List or engaged in the boycott of Israel.
1.47 Prohibition Against Considering Social, Political or
Ideological Interests In Government Contracting
Bidders are hereby notified of the provisions of section
287.05701, Florida Statutes, as amended, that the City will
not request documentation of or consider a Bidder's social,
political, or ideological interests when determining if the
Bidder is a responsible Bidder. Bidders are further notified
that the City's governing body may not give preference to a Bidder
based on the Bidder's social, political, or ideological interests.
End of Section
Carpet and Floor Maintenance Services | Bid No. 24-01-01 9
CITY OF SUNNY ISLES BEACH
18070 Collins Ave. | Sunny Isles Beach, FL 33160
305.792.1707 | sibfl.net | Purchasing@sibfl.net
Section 2
Special Terms and Conditions
2.1 PURPOSE OF BID:
It is the intent of the City (the “City”) to award one or more contracts to cleaning contractors
(“Contractor”, “Bidder”) to provide citywide floor cleaning services. Services shall include all labor,
materials, tools, specialized equipment, supplies, trained personnel, insurance, travel, per diem,
storage, uniform, direct and indirect administrative costs, overhead, tolls, parking, fuel, lodging,
all other cost and charges, and all things and services necessary and in accordance with the
requirements of this ITB. There shall be no add-on charges of any kind.
All cleaning services shall be performed in a manner and schedule as not to conflict, interrupt, or
inconvenience the City employees, its occupants or visitors.
2.2 MINIMUM QUALIFICATION REQUIREMENTS (MQRS)
All Minimum Qualification Requirements (MQRs) must be submitted with Bidder’s response.
Bidder(s) that do not comply with MQRs will be determined non-responsive and disqualified from
the evaluation process and their Bids will not be evaluated.
a. Bidder’s Project Manager assigned to the contract must have three (3) years continuous
experience in management of commercial cleaning operations. A resume must be
provided to show the experience.
b. The Prime Contractor must have been awarded Prime Contractor and successfully
performed three (3) commercial cleaning operations of 5,000 square feet or larger,
within the last three (3) years.
c. Bidder shall provide reference letters for no less than three (3) commercial clients in
which Contractor served as Prime Contractor. Please note that the references must be
for the same projects in response to MQR “b” above. The City of Sunny Isles Beach
cannot be used as a reference.
2.3 PRE-BID MEETING (MANDATORY):
A pre-bid meeting for all potential bidders is scheduled for Wednesday, January 24, 2024 at 9:00
AM in the First Floor Conference Room at the City of Sunny Isles Beach Government Center
located at 18070 Collins Avenue, Sunny Isles Beach, Florida 33160. Bids will not be accepted from
bidders who did not attend the Pre-Bid Conference. Interested bidders MUST participate in a
mandatory tour of the facilities to be serviced, please allow 2-3 hours for this tour. No plea of
ignorance by the Bidder of conditions that exist, or that may hereinafter exist as a result of failure
to make the necessary examinations or investigations or failure to fulfill in every detail the
requirements of the contract documents will be accepted.
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18070 Collins Ave. | Sunny Isles Beach, FL 33160
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2.4 TERM
This initial contract shall commence upon approval by the City Commission, contingent upon the
completion and submittal of all required bid documents and fully executed contract. The initial
contract shall remain in effect for two (2) years with an option of three mutually agreeable written
renewals of one (1) year each. This contract shall remain in effect until the completion of services,
provided that the services rendered by Firm during the contract period are satisfactory and that
City funding is available as appropriated on an annual basis. However, in the event funding is not
appropriated on an annual basis during any particular year within the contract period, the
contract may be canceled upon thirty (30) days written notice to Firm. In such an event, the City
shall only be responsible for the reasonable value of services performed prior to the effective date
of termination.
2.5 OPTIONS TO RENEW
The initial contract prices resultant from this solicitation shall prevail for a two (2) year
period from the contract’s initial effective date. Prior to, or upon completion, of that initial term,
the City shall have the option to renew this contract for an additional three (1) year periods on a
year-to-year basis. Prior to completion of each exercised contract term, the City may consider an
adjustment to price based on changes in the following pricing index: Consumer Price Index (CPI),
All Urban Consumers, All Items, Miami-Ft. Lauderdale area, in an amount not to exceed 3%.
It is the vendor’s responsibility to request any pricing adjustment under this provision. For any
adjustment to commence on the first day of any exercised option period, the vendor’s
request for adjustment should be submitted 90 days prior to expiration of the then current
contract term. The vendor adjustment request should not be more than the relevant pricing index
change. If no adjustment request is received from the vendor, the City will assume that the
vendor has agreed that the optional term may be exercised without pricing adjustment.
Any adjustment request received after the commencement of a new option period may not
be considered.
2.6 METHOD OF AWARD
Following the review of bids, the lowest responsible, responsive bidder(s) meeting all terms,
conditions, and specifications of the ITB shall be recommended for award either by bid item, bid
group, or for the entirety of all bid items, as deemed in the best interest of the City. The City
Manager may also reject all bids received. In determining the lowest responsible, responsive
bidder, and in addition to price, section 62-8 of the City Code provides that the City may consider
the following:
The ability, capacity and skill of the bidder to perform the Contract.
Whether the bidder can perform the Contract within the time specified, without delay or
interference.
The character, integrity, reputation, judgment, experience and efficiency of the bidder.
The quality of performance of previous contracts.
In order to be deemed responsive the bids must meet or exceed the minimum
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18070 Collins Ave. | Sunny Isles Beach, FL 33160
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qualification requirements.
2.7 MULTIPLE AWARD
The City may award multiple Bidders (primary, secondary and tertiary) as available, by line item,
by group, or in its entirety. The City will endeavor to utilize Bidders in order of award. The lowest
responsive and responsible bidder for each group shall be considered the primary awardee and
should receive the largest volume of work, upon meeting the required qualifications and
acceptance to the City’s terms. However, the City may utilize other Bidders in the event that: 1)
a contract Bidder is not or is unable to be in compliance with any contract or delivery requirement;
2) it is in the best interest of the City to do so regardless of reason. In the event that one of the
successful bidders (primary, secondary or tertiary) are deemed to be performing unsatisfactorily
as determined by the City, the City may opt to award their designated bid group to the Bidder
performing to City’s approval and satisfaction.
The City may also add Municipal Building locations to the scope of work, at which the City has the
right to request an Equitable Adjustment per location(s) from the Contractor. The City reserves
the right to add similar items/services or delete items/services specified in the contract as
requirements may change during the course of the Contract.
2.8 PRICE
If the vendor is awarded a contract under this solicitation, the prices proposed by the vendor shall
remain fixed and firm during the term of contract, except as detailed in Section 2.4 OPTIONS TO
RENEW.
2.9 PERFORMANCE MINIMUM REQUIREMENTS/PENALTIES
The intent of this contract is for the award bidder to provide maintenance of clean floors. Failure
to meet the cleaning specifications, as set forth in this contract, will result in deductions in
payment and possible termination of the contract. Performance and quality of work shall be first-
class in hygiene, cleanliness, and appearance.
In order to maintain the facilities in this condition, the successful bidder will immediately remove
any visible soil found as a result of inspection. The assessment of the performance of the
Successful Proposer will be based upon visible results, and not upon the frequency or method
of cleaning.
Punitive actions for poor performance that may be taken by the City may include any one or
more of the following actions:
a. Issue an order to stop payment for work accomplished under this contract until
corrective action(s) have been taken.
b. If the Awardee completely misses a facility and/or location, a monetary deduction of
$200.00 will be assessed. A monetary deduction of $50.00 per any specific task as
specified within the daily, weekly, monthly requirements shall be assessed by the City for
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non-performance or deficiencies in work performed. These deductions shall be based on
a single task per location. When a task is reported as unsatisfactory (deficiency), the
designated City representative will notify the Awardee by telephone, and follow up by a
written report. The Awardee shall have a crew dispatched to correct the deficiency no
later than the following work day. This remedy does not negate the City’s right to the
monetary deduction. The Awardee shall bear all costs associated with the required
correction as described herein.
c. Obtain required services from any other source and deduct full cost to City from
amount due contractor.
d. Initiate termination actions.
2.10 DELIVERY
Intentionally Omitted
2.11 INSURANCE
2.11.1 COMPREHENSIVE GENERAL LIABILITY INSURANCE
Comprehensive General Liability with minimum limits of One Million Dollars
($1,000,000.00) per occurrence combined single limit for Bodily Injury Liability and
Property Damage Liability. Coverage must be offered in a form no more restrictive than
the latest edition of the Comprehensive General Liability policy, without restrictive
endorsements, as filed by the Insurance Services Office, and shall specifically include the
following with minimum limits not less than those required for Bodily Injury Liability and
Property Damage Liability:
• Premises and Operation;
• Independent Contractors;
• Products and/or Completed Operations Hazard;
• Broad Form Property Damage;
• Broad Form Contractual Coverage applicable to this specific Contract, including any
hold harmless and/or indemnification agreement.
• Personal Injury Coverage with Employee and Contractual Exclusions removed, with
minimum limits of coverage equal to those required for Bodily Injury Liability and
Property Damage Liability.
2.11.2 BUSINESS AUTOMOBILE LIABILITY INSURANCE
Business Automobile Liability with minimum limits of One Million Dollars ($1,000,000.00)
per occurrence combined single limit for Bodily Injury Liability and Property Damage
Liability. Coverage must be afforded on a form no more restrictive than the latest edition
of the Business Automobile Liability policy, without restrictive endorsements, as filed by
the Insurance Services Office, and must include:
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18070 Collins Ave. | Sunny Isles Beach, FL 33160
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• Owned Vehicles;
• Hired and Non-Owned Vehicles;
• Employers’ Non-Cityship.
Before starting the Work, the Contractor will file and make sure that all certificates of
insurance required by this document and by the Contract are in the City’s possession.
These certificates shall contain a provision that the coverage afforded under the policies
will not be canceled or materially changed until at least thirty (30) days prior written
notice has been given to the City by certified mail. The City shall be named as an
additional insured on the above-referenced policies.
The Bidder agrees that if any part of the Work under the Contract is sublet, they will
require the Sub-Contractor(s) to carry insurance as required, and that they will require
the Sub-Contractor(s) to furnish to them insurance certificates similar to those required
by the City in this section.
2.11.3 WORKER’S COMPENSATION INSURANCE
Worker's Compensation Insurance for statutory obligations imposed by Worker's
Compensation or Occupational Disease Laws, including, where applicable, the United States
Longshoremen's and Harbor Worker's Act, the Federal Employers’ Liability Act and the
Homes Act. Employer's Liability Insurance shall be provided with a minimum of One Hundred
Thousand and 00/100 dollars ($100,000.00) per accident. Contractor agrees to be
responsible for the employment, conduct and control of its employees and for any injury
sustained by such employees in the course of their employment.
2.11.4 CANCELLATION AND RE-INSURANCE
If any insurance should be cancelled or changed by the insurance company or should any
insurance expire during the period of this contract, the Consultant shall be responsible
for securing other acceptable insurance to provide the coverage specified in this section
to maintain coverage during the life of this Contract. All deductibles must be declared by
the Contractor and must be approved by the City. At the option of the City, either the
Contractor shall eliminate or reduce such deductible or the Contractor shall procure a
Bond, in a form satisfactory to the City, covering the same.
2.12 BACKGROUND CHECK
The successful bidder and all personnel employed by them shall be required, at their sole cost and
expense, to pass a criminal background check prior to award of the contract, and every renewal
term, which background check shall be facilitated through the City’s Human Resources
Department. Contractor expressly understands and agrees that a duty is hereby created under
the Contract that requires Contractor to provide ongoing disclosure throughout the term of the
Contract as provided for herein relative to the criminal background screening required by this
Section. The criminal background check shall consist of a Florida department of Law Enforcement
("FDLE") Florida crime information center/national crime information center ("FCIC/NCIC")
criminal records check. Any employee not meeting this requirement will not be permitted to work
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CITY OF SUNNY ISLES BEACH
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at any city facility. The successful proposer shall be required to coordinate the criminal
background checks through the City by contacting Human Resources at 305-792-1708. The cost
of the fingerprints is $62.00 per person.
2.13 MONTHLY INVOICES PAYMENTS
Vendor shall submit by the 10th day of the following month vendor's completed Invoice for
services rendered. Should the 10th fall on a weekend or holiday, Contractor shall submit his
invoice on the next workday.
Vendor is advised that processing of invoices must follow this schedule. A late Statement of
Services may be paid in the next month’s billing cycle. Payment will be made by the City after
services have been received and accepted. These invoices shall be submitted to the City of Sunny
Isles Beach, ATTN: Accounts Payable, 18070 Collins Avenue, Sunny Isles Beach, FL 33160 or
AccountsPayable@sibfl.net. All documentation shall reference the appropriate Contract number,
the type of Service(s) provided, and the dates or period that the Services were provided in the
prior 30 days.
2.14 COMPLIANCE WITH FEDERAL STANDARDS
All items to be purchased and utilized in the performance of this contract shall be in
accordance with all governmental standards, to include, but not be limited to, those issued
by the Occupational Safety and Health Administration (OSHA), the National Institute of
Occupational Safety Hazards (NIOSH), and the National Fire Protection Association (NFPA).
2.15 EXCEPTIONS
Contractor is advised that if it wishes to take exception to any of the terms contained in this Bid,
it must identify the term and the exception in its response to the Bid. Failure to do so may lead
the City to declare any such term non-negotiable.
2.16 HOLIDAYS
The City recognizes the following holidays:
• Christmas Day
• New Year’s Day
• Martin Luther King Jr. Day
• Presidents’ Day
• Memorial Day
• Juneteenth Independence
• Independence Day
• Labor Day
• Veterans Day
• Thanksgiving Day
• Day After Thanksgiving
Carpet and Floor Maintenance Services | Bid No. 24-01-01 15
CITY OF SUNNY ISLES BEACH
18070 Collins Ave. | Sunny Isles Beach, FL 33160
305.792.1707 | sibfl.net | Purchasing@sibfl.net
• Christmas Day
• New Year’s Day
Please note: If the holiday falls on a Saturday, the City observes it on the preceding Friday. If the
holiday falls on a Sunday, the City observes it on the following Monday. The Contractor is not
required to provide cleaning services for the City’s recognized holidays, except for Police
Department areas and Ocean Rescue areas of City Hall (1st, 2nd and 3rd floor). If the Contractor
does elect to provide services on recognized holidays, there will be no extra charge to the City.
2.17 DEBARRED OR SUSPENDED BIDDERS OR PROPOSERS
The bidder or proposer certifies, by submission of a response to this solicitation, that neither it
nor its principals and subcontractors are presently debarred or suspended by any Federal
department or agency.
2.18 PUBLIC RECORDS
IF THE SUCCESSFUL PROPOSER HAS QUESTIONS REGARDING
THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO
THE SUCCESSFUL PROPOSER’S DUTY TO PROVIDE PUBLIC
RECORDS RELATING TO THIS AGREEMENT, CONTACT THE
CUSTODIAN OF PUBLIC RECORDS AT CITY OF SUNNY ISLES
BEACH 18070 COLLINS AVENUE, SUNNY ISLES BEACH, FL
33160. THE CITY CLERK’S OFFICE MAY BE CONTACTED BY
PHONE AT (305) 792-1703 OR VIA EMAIL AT
MBetancur@sibfl.net.
END OF SECTION
Carpet and Floor Maintenance Services | Bid No. 24-01-01 16
CITY OF SUNNY ISLES BEACH
18070 Collins Ave. | Sunny Isles Beach, FL 33160
305.792.1707 | sibfl.net | Purchasing@sibfl.net
Section 3
Scope of Services / General Specifications
3.1 SCOPE OF SERVICES
The scope to be performed shall include floor cleaning and maintenance to the government facility
buildings as described below in this document. All locations must be cleaned vigorously and
thoroughly to ensure pristineness throughout. We seek to procure a vendor who can demonstrate
exceptional attention to detail and notices the smallest imperfections, proactively correcting them.
The awarded Contractor agrees to perform weekly floor maintenance services on terrazzo, carpet,
tile, VCT and marble, at various locations throughout the city. Any changes to the schedule require
prior agreement between both parties.
Additionally, the awarded Contractor agrees to perform deep cleaning services for the terrazzo
floors and carpet every six months.
LOCATIONS OF WORK & CLEANING SCHEDULES
GATEWAY CENTER – SATURDAY MORNING (OR SUBJECT TO CHANGE WITH 2-DAY NOTICE)
• Terrazzo - 2,875 SF
Weekly Maintenance -The scope of work includes but is not limited to sweeping,
vacuuming, mopping, spot cleaning, and ensuring the overall cleanliness and
maintenance of the terrazzo floor.
• Carpet - 3,621 SF
Vacuum carpet Steam/Hot Water (to minimize wetness), Deep Shampoo to clean stains.
Weekly Maintenance - Scope of work includes, but is not limited to, general vacuuming
of carpeted areas. Including cleaning the baseboards & stains removal.
• Tile – 2620 SF
Weekly Maintenance – Scope of work includes, but is not limited to sweeping, mopping,
spot cleaning, and ensuring general cleanliness and maintenance of tile surfaces.
Including cleaning the baseboards.
PELICAN COMMUNITY PARK – WEDNESDAY AFTER 9:00 PM (OR SUBJECT TO CHANGE WITH 2-
DAY NOTICE)
• Terrazzo - 4,302 SF
Weekly Maintenance -The scope of work includes but is not limited to sweeping,
vacuuming, mopping, spot cleaning, and ensuring the overall cleanliness and
maintenance of the terrazzo floor.
• Carpet - 1,000 SF
Carpet and Floor Maintenance Services | Bid No. 24-01-01 17
CITY OF SUNNY ISLES BEACH
18070 Collins Ave. | Sunny Isles Beach, FL 33160
305.792.1707 | sibfl.net | Purchasing@sibfl.net
Vacuum carpet Steam/Hot Water (to minimize wetness), Deep Shampoo to clean stains.
Weekly Maintenance - Scope of work includes, but is not limited to, general vacuuming
of carpeted areas. Including cleaning the baseboards & stains removal.
• Tile - 1810 SF
Weekly Maintenance – Scope of work includes, but is not limited to sweeping, mopping,
spot cleaning, and ensuring general cleanliness and maintenance of tile surfaces.
Including cleaning the baseboards.
• VCT -2760 SF
Weekly Maintenance - The scope of work includes, but is not limited to, sweeping or
vacuum mopping with a pH neutral shampoo, polishing, and ensuring general
cleanliness and maintenance of VCT surfaces.
• WOOD LAMINATE (GYM) - 7980 SF
Weekly Maintenance – Scope of work includes, but is not limited to sweeping, mopping,
spot cleaning, and ensuring general cleanliness and maintenance of floor surfaces.
THE SPOT - SERVICE MONDAY - FRIDAY BETWEEN 7:00 AM-3:30 PM
• Marble – 7,400 SF
• Laminate – 1,000 SF
Stains removal / Natural look– Sweep & Mopping
FLEET BUILDING – SERVICE BETWEEN MONDAY – FRIDAY 5:00 PM-11:00 PM
• Tile- 474 SF
Weekly Maintenance – Scope of work includes, but is not limited to sweeping, mopping,
spot cleaning, and ensuring general cleanliness and maintenance of tile surfaces.
Including cleaning the baseboards.
GOVERNMENT ANNEX - SERVICE BETWEEN MONDAY – FRIDAY 5:00 PM-11:00 PM
• Terrazzo – 2,180 SF
Weekly Maintenance - The scope of work includes but is not limited to sweeping,
vacuuming, mopping, spot cleaning, and ensuring the overall cleanliness and
maintenance of the terrazzo floor.
• Carpet - 1,380 SF
Vacuum carpet Steam/Hot Water (to minimize wetness), Deep Shampoo to clean stains.
Weekly Maintenance - Scope of work includes, but is not limited to, general vacuuming
of carpeted areas. Including cleaning the baseboards & stains removal.
Carpet and Floor Maintenance Services | Bid No. 24-01-01 18
CITY OF SUNNY ISLES BEACH
18070 Collins Ave. | Sunny Isles Beach, FL 33160
305.792.1707 | sibfl.net | Purchasing@sibfl.net
• Tile – 1,367 SF
Weekly Maintenance – Scope of work includes, but is not limited to sweeping, mopping,
spot cleaning, and ensuring general cleanliness and maintenance of tile surfaces.
Including cleaning the baseboards.
GOVERNMENT CENTER – SERVICE BETWEEN MONDAY – FRIDAY 5:00 PM-11:00 PM
• Terrazzo
Library / Front Lobby – 5,050 SF
Second & Third Floor – 1,090 SF
Weekly Maintenance -The scope of work includes but is not limited to sweeping,
vacuuming, mopping, spot cleaning, and ensuring the overall cleanliness and
maintenance of the terrazzo floor.
• Tile – 3,434 SF
Weekly Maintenance – Scope of work includes, but is not limited to sweeping, mopping,
spot cleaning, and ensuring general cleanliness and maintenance of tile surfaces.
Including cleaning the baseboards.
• Carpet – 17,674 SF
Vacuum carpet Steam/Hot Water (to minimize wetness), Deep Shampoo to clean stains.
Weekly Maintenance - Scope of work includes, but is not limited to, general vacuuming
of carpeted areas. Including cleaning the baseboards & stains removal.
• VCT – 7,272 (Government Center)
• VCT – 1,000 (Post Office, hours of operation are Monday – Friday 8:45 AM – 4:15 PM,
access to this location will not be available after hours)
Weekly Maintenance - The scope of work includes, but is not limited to, sweeping or
vacuum mopping with a pH neutral shampoo, polishing, and ensuring general
cleanliness and maintenance of VCT surfaces.
• Marble – 420 SF
Weekly Maintenance – Restore shine using Dia-Glo applied pads and low speed buffer.
3.2 CITY FURNISHED MATERIALS
Electrical power shall be furnished by the City at existing power outlets for the
Contractor's use to operate such equipment as is necessary in the conduct of work. The
Awardee's employees shall not unplug any equipment already plugged in during the
performance of their duties. Water will also be made available, as necessary, for the
services provided under this award.
3.3 CLEANING SUPPLIES AND EQUIPMENT
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CITY OF SUNNY ISLES BEACH
18070 Collins Ave. | Sunny Isles Beach, FL 33160
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The vendor shall not use the city’s janitorial supplies.
The Service Provider is responsible for providing all necessary cleaning supplies, including pH-
neutral detergents, soft brooms, mops, waxing agents, polishing equipment and any other tools
or equipment necessary for the maintenance of the floors. vacuum cleaners, dust mops, and any
specialized cleaning solutions as required, as industry standard for the floor maintenance
requirements.
No supplies shall be used that the City or the manufacturer of the product determines harmful to
the surfaces to which applied or to any other part of the Facility, their occupants, contents, or
equipment.
Personal Protection Equipment (PPE) must be kept in each janitorial closet for staff to use. This
PPE must include masks and gloves.
The City will not provide storage space for any equipment.
3.5 GENERAL CLEANING SPECIFICATIONS
FLOOR CARE
I. Upon completion of weekly routine work, floors shall be free of dirt, dust, film
streaks, and debris, and shall be devoid of such when dry.
II. Floor finish is understood to be used as a preservative and also as a safety (non-
slip) factor. Finish shall be applied only to appropriate areas free of residual dirt
and buildup.
III. Carpet shall be vacuumed thoroughly and shall be free of dirt, dust, lint and
debris.
IV. Vacuum cleaners should meet all standards set forth in the Carpet & Rug
Institutes green label program. Vacuums shall have High Efficiency Particulate Air
(HEPA) filtration capabilities for filtering airborne particles
V. The Bidder shall remove and replace furniture as required to perform the work,
exercising necessary safety precautions designed to prevent damage to City
property.
VI. The Contractor shall verify that all floor finishes, seals, spray buff solutions and
other such chemicals applied to non-carpeted floors provide adequate protection
against slippery floors. Any observed instances of slippery or slick floors shall be
corrected immediately upon discovery. Caution signs are to be used until
conditions are corrected. Contractor shall use caution signs as required by OSHA
Regulation 1910.144 and 1910.145 at no cost to the City shall be on-site on
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commencement of Contract. A minimum of two caution signs per building shall
be onsite.
A. Dust Mop or Sweep Non-Carpeted Floors
Prior to dust mopping the floor surface, use a mop and neutral detergent or other
approved cleaner to remove spills and obvious soil from the floor. Use a putty knife to
remove gum, tar, and other sticky substances from the floor. On resilient tile, slate,
smooth sealed concrete, or other smooth finish surfaces, use a treated dust mop and a
dustpan to remove accumulated soul and litter. On rough, unsealed concrete, as in
outside door entries and dock areas, use a push broom. The entire area to be dust
mopped or swept shall be thoroughly cleaned to remove dust, dry soil, and other litter.
Spread oil dry compound on oily spots and spills, then sweep. Chairs and trash receptacles
shall be moved when necessary to clean underneath. After the floor has been dust
mopped or swept, the floor surfaces, including corners and abutments, shall be free of
streaks, litter, and spots caused by spilling or tracking.
B. Spot Mop Non-Carpeted Floors
A wet mop, mop bucket, and wringer and a neutral detergent, germicidal disinfectant or
cleaner degreaser shall be used to remove all obvious soil and nonpermanent stains from
the entire area. Spot mopping is to be performed with a clean mop head and solution
shall be changed periodically to remain clear. Mops to be used for cleaner degreaser
solution shall not be used for any other solution. Spots which are removed must include
areas surrounding spots so that entire spot is removed. Chairs, trash receptacles, etc. shall
be moved when necessary to spot mop underneath. After being spot mopped, the floor
shall have a uniform appearance with no streaks, swirl marks, detergent residue or any
evidence of soil. There should be no splash marks or mop streaks on furniture, walls,
baseboards, etc. All visible litter such as paper, rubber bands, paper clips, staples, chewing
gum, etc. shall be picked up and disposed of in a waste collection container. All cardboard
boxes and other obvious trash must be removed to the trash area.
C. Damp Mop Complete
Prior to being damp mopped, the floor surface shall be dust mopped. When damp
mopping, a wet mop, mop bucket and wringer, and a neutral detergent solution, or
cleaner degreaser shall be used to remove all soil and non-permanent stains from the
entire area. Mop bucket solution shall be changed frequently so that solution remains
clear. All accessible areas shall be damp mopped. Chairs, trash receptacles, etc. shall be
moved when necessary to mop underneath. Mop is to be wrung well before damp
mopping floors so that there is no water standing on the floor during mopping process.
After being wet mopped, floors shall have a uniform appearance with no streaks, swirl
marks, detergent residue, or any evidence of soil. There should be no splash marks or
mop streaks on furniture, walls, baseboards, etc., or mop strands remaining in the area.
All mops are to be changed every two weeks to keep floors and grout clean.
D. Burnishing Finished Surfaces
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When burnishing finished resilient tile, sealed concrete, terrazzo, quarry tile, or other
finished floor surfaces, prepare the surface by removing any wet spills with a damp mop.
Dried residue (gum, etc.) should be removed with a putty knife and/or Freon. Dust mop
the entire surface to be burnished with a lightly treated dust mop or a treated disposable
pad. Using a 17 inch to 32 inch high speed burnisher (1500 to 2500 RPM) equipped with
a gold or yellow burnishing pad, begin by following a straight line to the extent of the
machine or the confines of the area. Turn the machine 180 degrees and parallel the
original path overlapping up to 4 inches. Continue this procedure until the entire area has
been burnished. Check pads frequently for buildup and reverse or replace as needed.
When burnishing has been completed, dust mop the floor area again to pick up any loose
soil or dust which may have been dislodged during burnishing. Wipe the base and any low
wall areas to remove dust accumulation that may have resulted from the burnishing.
When the burnishing has been completed, the floor surface shall have a uniform high
gloss with no swirl marks or blemishes. The solution will be applied thinly, uniformly and
evenly in such a manner as to avoid skipping of areas. Walls, baseboards, furniture and
other surfaces will be free of solution residue and marks from the equipment.
Clean equipment before storing. Damp wipe the machine paying particular attention to
the cord. Wash all pads in warm water until clean and hang on peg until dry. Vacuum the
dust mop head to remove any dust, dirt, or debris and hang on a suitable tool holder.
E. Wet Mop-Scrub Floors
Prior to being wet cleaned, the entire floor surface involved shall be dust mopped, except
in small restrooms where dust mopping is obviously not required. A wet mop, mop bucket
and wringer, scrub brush, floor squeegee and neutral detergent or germicidal disinfectant
shall be used to remove all soil and non-permanent stains from the entire floor,
baseboards, etc. When necessary, a cleaner degreaser must be used. The cleaning
solution shall be applied to the entire floor area and allowed to remain for three to five
minutes. Then the entire floor area shall be scrubbed with a scrub brush. In areas with
floor drains, the floors shall then be squeegeed dry and then rinsed with clear water. In
areas without a floor drain, the solution shall be picked up with a wet mop and mop
bucket with wringer, and then rinsed with clear water. All accessible areas shall be wet
cleaned. Chairs and trash receptacles, etc., shall be moved when necessary to mop
underneath. After being cleaned, the floor shall have a uniform appearance with no
streaks, swirl marks, detergent residue, or any evidence of soil. There shall be no splash
marks or mop streaks on furniture, walls, baseboards, etc., or mop strands remaining in
the area.
F. Vacuum Traffic Area
Use a carpet vacuum on all flat surfaces to collect surface soil and embedded grit from all
areas accessible to the vacuum. Chairs and trash receptacles shall be tilted or moved
when necessary to vacuum underneath. Additionally, as necessary to prevent any visible
accumulation of soil or litter in carpeted areas inaccessible to the vacuum, a crevice tool
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and brush attachment shall be used. All surface litter such as paper clips, bits of paper,
and staples shall be hand-picked from the carpeting and placed in a trash receptacle.
Vacuuming must be done in a slow movement for a more thorough pickup. After the
carpeted floor has been vacuumed, it shall be free of all visible litter, soil and embedded
grit.
G. Spot Carpet
Use a damp cloth or sponge and regular carpet shampoo material. Do not wet the spot
itself heavily and rub it back and forth across into the clean area of the carpet; rather,
start with a cloth or sponge which is only moderately wet and rub it with a brushing action
from the edge of the spot towards the center, so that the size of the spot is reduced rather
than spread.
H. Furniture and Equipment Replaced
All furniture and equipment moved during the cleaning operation will be returned to its
original position. Portable and tank-type machines will be wiped clean, dust bags
emptied, and vacuum hose coiled loosely on machine or hung on racks provided for that
purpose. Equipment in view will always appear neat and orderly.
3.5.1 STRIPPING AND REFINISHING RESILIENT TILE FLOORS
A. Stripping
Stripping will be defined as the complete removal, without damage to the floor surface, of all
finish and/or sealer from all visible floor surfaces and from those floor surfaces that can be
exposed by the removal of non-fixed furnishings. Stripping should also include the complete
removal of all marks, scuffs, and stains, etc. except in cases in which there is damage to the
floor surface.
The stripping chemical(s) used should meet the specifications given in these bid documents
for the type of finish and/or sealer being stripped, and should be used according to the
manufacturer’s directions.
The floors should be scrubbed with a single-disc floor machine equipped with a stripping pad,
except those areas in which the use of manual scrubbing devices are necessary to completely
remove the finish and/or sealer (along walls, in corners, etc.). The stripping solution and rinse
water should be picked up with a wet/dry vacuum except in areas where its use is impossible
or impractical (very small areas, areas with low amperage circuits, etc.).
All floor surfaces to which stripper has been applied should be thoroughly rinsed with clean
water. When a wet/dry vacuum is used, the area should be rinsed at least once after the
stripping solution has been removed. If a mop is used to pick up the stripping solution, the
area should be rinsed at least twice.
B. Refinishing
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Refinishing shall be defined as the proper application of at least two coats of finish to all areas.
In addition, terrazzo floors must be treated with proper crystallization seal process every 6
months (part of Deep Cleaning Service). The finish should be applied with a clean, fine strand,
rayon mop head. No finish, which has been removed from its original container, should be
returned to that container.
3.5.2 CARPET CLEANING, WATER EXTRACTION METHOD
Carpet cleaning, water extraction method shall be defined as the spot cleaning and vacuuming
operation of the water extraction equipment, and re-vacuuming of all carpet in an area.
All vacuuming, both before and after the use of the water extraction equipment shall be done
with a medium-duty pile lifter vacuum.
All stained areas shall be treated with spot cleaning solutions, following the directions of the
manufacturer of the solutions. Spot cleaning should continue until as much of the stain as possible
has been removed.
The water extraction equipment and materials shall meet the specifications given in this
document. The water extraction equipment shall be operated over the entire carpeted area.
All instructions provided by the manufacturer of the water extraction equipment and materials
shall be followed during their use.
After operating the water extraction equipment and allowing sufficient drying time, the carpet
shall be vacuumed following a pattern that will give the carpet pile a uniform appearance.
3.5.3 CARPET CLEANING, DRY FOAM METHOD
Dry foam shampooing of carpets shall be defined as the spot cleaning, vacuuming, shampooing,
and re-vacuuming of all carpets in an area. All vacuuming, both before and after shampooing,
shall be done with a medium-duty pile lifter vacuum.
All stained areas shall be treated with a spot cleaning solution, following the directions of the
manufacturer. Spot cleaning should be continued until as much of the stain as possible has been
removed.
The shampooing shall be done using equipment and materials specifically designed for dry foam
shampooing and meeting the specifications for such equipment and materials given in this
document. The instructions provided by the manufacturers of the equipment and materials
should be followed during its use.
Areas, such as corners, which are inaccessible to the machine, shall be shampooed with foam
from the machine and manual scrubbing devices.
After shampooing and allowing sufficient drying time, the carpet shall be vacuumed following a
pattern that will give the pile a uniform appearance.
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3.5.4 DEEP CLEANING MAINTENACE OF ALL FLOORS EVERY 6 MONHS
TERRAZZO FLOOR:
Cleaning procedures:
- Sweep/vacuum
- Sweep or vacuum terrazzo floors to remove dust and loose debris.
- Cleaning with Neutral pH
- Scrub the floor with a pH neutral terrazzo cleaner to remove surface dirt and stains.
Stain Remover:
- Prompt solution of stains using appropriate terrazzo cleaning solutions.
WAX-Stripping and Application:
- Removal of approximately 2 layers of existing wax, using wax stripper with side-by-side
equipment, and finished floor pad remover.
- Application of 2 wax coats 24/7 for terrazzo floors suitable
Terrazzo Polishing:
-Lobby and Library of the 1st floor of Government Center terrazzo flooring must be polished and
sealed to restore and maintain floor shine with side-by-side floor polisher equipment, and must
be treated with proper crystallization seal process.
Sealing:
- Application of a terrazzo sealer to protect against stains and moisture. applied with side-by-side
polishing equipment.
baseboard and buffing cleaning.
CARPET FLOOR:
Cleaning procedures:
- Periodic deep cleaning using hot water extraction methods to remove embedded dirt and
allergens.
High traffic areas:
- Pay special attention to high traffic areas and ensure thorough cleaning in these areas.
- Use carpet cleaning equipment with accessories suitable for all areas.
Odor control:
-Use of deodorizing agents or treatments to control and eliminate odors.
TILE FLOOR:
Cleaning procedures:
-Sweep or dry dust tile floors to remove loose dirt and debris.
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-Scrub and clean tile and grout lines to remove embedded dirt, stains and discoloration. Using
grout brushes and cleaners to address specific grout problems.
High traffic areas:
-Paying special attention to transit areas and ensuring deep cleaning in these areas.
Use appropriate cleaning equipment with brushes or scouring pads for all areas.
Deep Cleaning and Stain Removal:
-Periodic inspection of the tiles and grout for signs of wear, damage or problems that require
attention right away.
VCT FLOOR:
Cleaning procedures:
Damp mopping:
- Damp mop with a pH neutral cleaner to remove surface dirt and stains.
Wax stripping:
- Removal of approximately 2 layers of existing wax layers using wax stripper or floor finish
remover with side-by-side equipment and pads
Wax Application:
- Application of 2 coats of high quality 24/7 wax or floor finish suitable for VCT floors.
- Use of a high-speed polisher for uniform application.
High Traffic Areas:
- Pay special attention to high traffic areas and ensure thorough cleaning and application of wax
in these areas.
Polishing:
- Polish waxed VCT floors to enhance shine and smoothness.
Stain Remover:
- Immediate stain treatment using appropriate VCT cleaning solutions to prevent damage to the
waxed surface.
Floor inspection:
- Periodic inspection of VCT floors for signs of wear, damage or problems that require attention,
any damage or problem should be notified to the City of Sunny Isles Beach.
MARBLE FLOOR:
Cleaning procedures:
-Damp mop with a pH neutral marble cleaner to remove surface dirt and stains.
Polishing
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-Polishing with equipment side to side with defender grip pad, apply salt to the marble floors to
enhance and maintain the shine.
Using marble polisher or crystallization process.
Stain removal:
-Treat stains using appropriate marble cleaning solutions to prevent damage to the polished
surface.
Sealing:
-Application of a marble sealer to protect against stains and moisture.
Floor inspection:
-Periodic inspection of Marble floors for signs of wear, damage or problems that require attention,
any damage or problem should be notified to the City of Sunny Isles Beach.
WOOD LAMINATE FLOOR:
Cleaning procedures:
-Scope of work includes, but is not limited to sweeping, mopping, spot cleaning, and
ensuring general cleanliness and maintenance of floor surfaces.
Polishing
-Once a year strip out the wax coat and reapply 5 to 6 coats of was coats (as needed).
3.6 LOST & FOUND
It is the responsibility of the Contractor to ensure all articles of personal or monetary value found
by employee are immediately turned in to the manager of each facility or the Contract
Administrator.
3.7 INSPECTIONS
The City representative, shall make inspections at times deemed appropriate to assure timely
performance in strict compliance with all specification requirements in all areas being serviced. A
check list shall be used for each floor and is to be filled out and approved each week. Include a
sample of the checklist with bid submittal. Any work not done to the satisfaction of the City shall
be corrected within 24 hours, at the Bidder’s sole expense.
3.8 CONTRACTOR QUALITY CONTROL PROGRAM
The Contractor shall have a total quality control program to ensure the requirements of the
Contract are met as specified. A Quality Control Plan (QCP) shall be submitted for review and
approval within ten (10) days of Contract award. The QCP shall be a system for identifying and
correcting deficiencies in the quality of services before the level of performance becomes
unacceptable and/or City staff points out the deficiencies. Deductions will be taken for
deficiencies. The QCP shall include an inspection system which is tailored to the specific facility
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and which covers all services stated in the tasks and frequencies segment of the Contract. This
system should include, but not be limited to, the following:
A. The Contractor shall devise a daily quality control checklist for use during the performance of
the work. The checklist shall be signed and dated to indicate the time inspection was completed.
It is not permissible for the person who performs the work to inspect and accept that work. The
Contractor and his/her supervisors who will complete inspections should be identified by title and
type of inspection each is authorized to perform. A copy of each inspection report is to be
provided to the Contract Administrator within twenty-four (24) hours of any inspection. A copy of
this checklist shall be submitted to the Contract Administrator within ten (10) days of Contract
award for review and approval.
B. Black Light Test - The City may use a black light test to detect the presence of urine. The City
will deem bathroom floors not meeting specifications if the black light detects urine.
3.9 BIDDER’S EMPLOYEES:
Bidder’s employees must be at least 18 years old, be competent and physically capable of
performing the work, with or without accomodation. At least one employee on site for each
facility shall be able to follow English verbal and written commands from the City, and be able to
communicate those instructions to all other Bidders’ employees on site. The City reserves the
right to require the Bidder to immediately remove any employee, at its sole discretion. The
Contractor shall employ sufficient number of permanent trained personnel to perform specified
duties at the Facility covered under this Contract.
During employees’ scheduled hours, each employee assigned shall be in a work uniform supplied
by Bidder with the company name indicated on the uniform, and must be neat in appearance and
groomed at all times. All Bidders’ employees working on City property shall be required to wear
a photo identification card at all times supplied by the City; if uniform or ID is not clearly present
on their employees, $50.00 per employee in violation per day will be assessed. Doors that require
security badge entrance should never be propped open.
The Contractor shall not allow anyone into the building other than authorized employees of the
Contractor. The Contractor shall not allow its employee’s family members, friends, etc. to enter
the Facility. Unauthorized access may be cause for termination of the Contract.
Custodians shall be instructed by the supervisors regarding schedule of cleaning, requirements of
the Facility, use of appropriate cleaning solutions and equipment, and all other requirements as
set forth in the Contract. Electronic Equipment, including but not limited to Computers, copy
machines, televisions, radios and telephones are not to be used by Contractor personnel. If moved
for cleaning, they should be moved carefully and put back in place when done.
Employee absenteeism or vacations shall in no way relieve the awarded contractor of the
requirements of this contract. The contractor shall provide relief personnel and work overtime,
as necessary, at no cost to the City, to ensure that all work is performed as scheduled.
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3.10 COMPETENCE
Bidder shall provide evidence of technical and professional training in performing Janitorial
services in all commercial and governmental settings. Provide evidence in the area of cleaning
LEED certified buildings or green cleaning procedures; if none, so state.
3.11 SAFETY
The Bidder will be responsible for instructing its employees in safety measures considered
appropriate. Personnel will not place or use mops, brooms, or any equipment in traffic lanes or
other locations in such a manner as to create safety hazards. They will provide, place and remove
appropriate warnings signs for wet or slippery floors caused by cleaning or waxing operations (see
section 3.5(c)-vi). General safety requirements will be complied with in all activities.
All equipment shall be maintained in an efficient and safe operating condition while performing
work under the contract. Equipment shall have all proper safety devices required by law, properly
maintained, and in use at all times. If equipment does not contain proper safety devices and/or is
being operated in an unsafe manner, the City may direct the Contractor to remove such
equipment and/or the operator until the deficiency is corrected to the satisfaction of the City of
Sunny Isles Beach. The Contractor shall be solely responsible and liable for injury to persons,
and/or property damage caused by operation of the equipment.
3.12 ADHERENCE TO LAWS
The successful bidder shall be in compliance with all OSHA and other local, state and Federal
requirements. This includes compliance with OSHA Act #1910-1030 regarding worker exposure to
blood borne pathogens. Failure of the Contractor or their employees to comply with all applicable
laws, regulations and rules shall permit the City to immediately terminate this Contract without
liability or obligations.
3.13 REPORTING HAZARDOUS CONDITIONS AND ITEMS FOR REPAIR
The Bidder or his employees shall report any hazardous conditions and items in need of repair
including burnt out light bulbs, leaky faucets, toilet stoppages, etc. to the City’s Contract
Administrator.
3.14 TERMINATION
The City may, by written notice to the contractor, terminate the contract if the contractor has
been found to have failed to perform its services in a manner satisfactory to the City as per
specifications. The date of termination shall be stated in the notice. The City shall be the sole
judge of non-performance.
END OF SECTION
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Section 4
CHEMICAL SPECIFICATIONS
4.0 GENERAL REQUIREMENTS
The Bidder shall furnish all cleaning chemicals necessary to properly perform the work defined in this
document. As a minimum, the Bidder shall furnish the following cleaning agents:
Carpet Stain Removal Kit
Floor Finish Stripper
Concentrated Synthetic Neutral Detergent
Quaternary Ammonium Germicidal Detergent
Water-Emulsion Type Concrete and Terrazzo Sealer
Carpet Shampoo Concentrate
Metal-Link Polymer Floor Finish
All chemicals shall comply with the appropriate chemical specifications. OSHA Form 20, Material Safety
Data Sheet, or equivalent, for all chemicals to be used and specifications and samples shall be submitted
to the City’s Representative for his approval or rejection prior to the use of the chemical in the
performance of the work. The Bidder is required to furnish from the chemical supplier, a certification, as
to compliance with the appropriate chemical specifications, and a completed copy of OSHA Form 20 on
all approved products.
All Cleaning products, except sanitizers must have one of the following certifications:
1- Green Seal Products
2- US EPA: DFI Products ( Designed for the Environment)
3- CRI: Carpet and Rug Institute – History Hall, Government Center must be cleaned with a CRI
approved product.
4- Florida DEP certification as defined in this Agreement
All chemicals purchased by the vendor shall be in their original containers and shall retain the original
label that must define the instructions for use of the chemical and any pertinent warnings or safety
instructions.
If an alternate brand meets or exceeds the respective chemical specifications, and performs as well or
better than the specified brand as demonstrated by actual performance testing which will be evaluated
by the City Representative and causes no interference with the operational activities of the City, or
damage to the facilities, and is in the best interest of the City, then the chemical shall be approved for
use by the Bidder.
Any additional costs associated with testing or using an alternate brand or chemical or with changing
from one brand to another brand will be borne by the Bidder, if the Bidder requested the test or change.
No ammonia, bleach or powdered cleanser shall be used in the performance of this work.
Carpet and Floor Maintenance Services | Bid No. 24-01-01 30
CITY OF SUNNY ISLES BEACH
18070 Collins Ave. | Sunny Isles Beach, FL 33160
305.792.1707 | sibfl.net | Purchasing@sibfl.net
4.1 FLOOR FINISH STRIPPER WATER EMULSION-TYPE WAX OR FINISH REMOVER
Scope
This specification covers commercial wax remover for use in stripping water emulsion floor wax
or finish (including the metal-link polymers) from vinyl, rubber, asphalt, and other composition
floor surfaces. Also for use as a heavy-duty cleaner for ceramic and conductive floors.
The compound shall be a liquid of one grade only.
Requirements
1. The compound shall be homogeneous, highly concentrated free-flowing liquid so formulated
that it may be diluted with clear water. It shall be composed of synthetic detergents, alkaline
builders and sequestering agents. It shall not cause skin irritations when used in accordance
with directions.
2. The compound in use concentrates shall be free rinsing and free from any odor which might be
objectionable under conditions of use.
3. The compound shall not contain any fatty acid soaps.
4. The compound shall be stable and not lose its original effectiveness or otherwise deteriorate
when stored for nine months in a closed shipping container at room temperature.
5. The non-volatile content shall not be less than 6.52 at 105° C.
6. The pH value of a 1.0% by weight solution shall not be more than 12.0 when tested by standard
pH meter.
7. The compound shall be completely miscible with tap water in all proportions. It shall be stable
and clear between a temperature range of 32° F and 110° F.
8. The floor wax removal compound shall remove 95% of a wax film as determined by instrumental
measurement, in which the reflectance of a light colored unwaxed standard linoleum panel is
compared with that of a panel which has been waxed with a standard dyed water emulsion wax
and then stripped. Measurement is made on a Hunter Multi-Purpose Reflecto-meter as
described in paragraph 4.4.6 of Federal Specification PR-20 1 b.
9. The product shall remove grease, oils, waxes, gums, dirt and hard to remove soils from all
recommended surfaces when used as directed.
10. The wax shall be applied thinly, uniformly, and evenly in such a manner as to avoid skipping of
areas, and allowed to properly dry before being polished.
11. Walls, baseboards, furniture, and other surfaces shall be free of wax residue and marks from the
Carpet and Floor Maintenance Services | Bid No. 24-01-01 31
CITY OF SUNNY ISLES BEACH
18070 Collins Ave. | Sunny Isles Beach, FL 33160
305.792.1707 | sibfl.net | Purchasing@sibfl.net
equipment.
12. Covering for wall protection shall be used in areas where paneling or cloth is found.
13. The waxed area shall be free of streaks, mop strand marks, skipped areas and other
evidence of improper wax application.
4.2 CONCENTRATED SYNTHETIC NEUTRAL DETERGENT
Scope
This specification covers one grade of a liquid concentrated compound suitable for wet cleaning of
both painted and unpainted surfaces where hard or soft water prevails.
An effective cleaning agent for use on wood, rubber, asphalt tile, terrazzo, marble, concrete floors
and other surfaces.
Requirements
1. Compound shall be composed of synthetic organic detergents, sequestering, suspending and
other cleaning agents.
2. The ingredients shall be assembled to form a homogeneous liquid with no more than a trace of
suspended matter. It shall be biodegradable and mildly perfumed.
3. The compound shall be non-caustic and contain no soap.
4. The compound shall be completely soluble in distilled water at room temperature.
5. The compound shall contain no free alkali or ammonia.
6. The compound shall contain no free oil, abrasives or other harmful ingredients and shall not be
irritating to the skin.
7. The compound shall contain no more than 87% by weight, of matter volatile at 105°C.
8. The compound shall be stable and not lose its original effectiveness or otherwise deteriorate
when stored for none months in a closed shipping container at room temperature.
9. The synthetic organic detergent shall be non-ionic or anionic type, and formulated in such a
manner as to assure its being packaged in mild steel-type containers.
10. The pH of the compound shall be no higher than 9.9 (Beckman pH meter) at a 1% concentration
in distilled water.
11. Emulsification of grease, oil and dirt - very good.
Carpet and Floor Maintenance Services | Bid No. 24-01-01 32
CITY OF SUNNY ISLES BEACH
18070 Collins Ave. | Sunny Isles Beach, FL 33160
305.792.1707 | sibfl.net | Purchasing@sibfl.net
12. Free rinsing - excellent.
13. Foaming – Moderate foam with excellent stability, in the presence of grease and oil.
14. The undiluted concentrate shall have a viscosity of not less than 450 cps or more than 850 cps at
room temperature (20°C).
15. The product may be diluted as much as one ounce per gallon (1:128) for application to cars and
trucks; as much as one to eighty for cleaning windows, mirrors and glassware; and as much as
one to fifty for cleaning walls, woodwork, and all types of floors.
16. The product shall be safe for use on all surfaces when used as directed.
4.3 WATER EMULSION TYPE CONCRETE AND TERRAZZO SEALER
Scope
• Water emulsion type concrete and terrazzo sealer covered by this specification is a water
emulsion of polymers for use as a pre-coat on resilient floors, both porous and non-porous, and
on non-resilient floors such as concrete and terrazzo.
Requirements
1. Non-Volatile Total Solids: Shall not be less than 15.6%.
2. Stability: The product shall show no separation, gelling, creaming, or otherwise deteriorate in
the container for a period of at least a year.
3. Alkalinity: The product shall have a pH of 9.1 measured on a Beckman pH Balance at 25°C.
4. Gloss: The product shall have a gloss of 87 when applied to a black glass plate having a gloss of
95.
5. Drying Time: The product shall dry to a clear, glossy finish within 30 minutes.
6. Slip Resistance: Meets or exceeds the CSMA Bench Mark Standard for slip resistance as
determined by ASTM D-2047-69-A, a comparable standard to that used by Underwriters
Laboratory.
7. Tackiness: A dry film of the product shall not be tacky when tested 4 hours after application.
8. Deleterious Effect on Floor: The product, when applied to resilient or non-resilient floors, shall
not show effects such as whitening, discoloration or in any way be injurious to the floor surface.
9. Water resistance: Shall not be affected by 24 hours of contact with water.
Carpet and Floor Maintenance Services | Bid No. 24-01-01 33
CITY OF SUNNY ISLES BEACH
18070 Collins Ave. | Sunny Isles Beach, FL 33160
305.792.1707 | sibfl.net | Purchasing@sibfl.net
Removability:
1. The product shall be completely removed using a nylon abrasive pad and a good floor finish
remover.
2. The product shall have a Specific Gravity of Min. 1.025 to Max. 1.035 When measured by a
Westphalt Gravity Balance at 25°C.
3. The product shall contain no copper or magnesium except for trace amounts found in the water.
4. The product shall have a clean-smelling, ammonia type odor with no objectionable odors.
5. Flash Point: The product shall exhibit no measurable Flash Point when the Cleveland Closed Cup
or Tagliabue Cup Flash Point Test Apparatus is employed.
6. The product shall have Viscosity of Min. 3 to Max 5 Centipoises, when measured by the
Brookfield Viscosity Meter at 25°C.
7. The product shall be free from non-aqueous solvents, such as hydrocarbons, ketones, esters,
pine oil, alcohol, etc.
4.4 METAL - LINK POLYMER FLOOR FINISH
Scope
• This specification covers a self-polishing, slip resistant, all synthetic water emulsion floor finish
intended for use on, and not detrimental to, sealed or finished wood surfaces, asphalt tile,
linoleum, rubber, vinyl composition, painted concrete, terrazzo and cement surfaces. The
product is to be used without dilution. Acid sensitive emulsions are excluded.
Requirements
1. The finish shall consist of all synthetic components. It shall contain no natural waxes.
2. The finish shall contain a minimum of 15 non-volatile materials when determined in
accordance with ASTM method D-1289-64.
3. The finish shall consist of polyacrylic and polyethylene components. Polymers shall be
metal-linked to provide excellent detergent resistance.
4. The product shall be safe for use on all kinds of floors including asphalt, vinyl, linoleum,
terrazzo, marble, sealed wood, cork, rubber, and other composition tile surfaces.
5. The product shall produce a colorless, non-slip, water resistant coating having a very
high gloss.
6. The finish shall be re-applied within 30 minutes after prior coat has dried. Second coat
Carpet and Floor Maintenance Services | Bid No. 24-01-01 34
CITY OF SUNNY ISLES BEACH
18070 Collins Ave. | Sunny Isles Beach, FL 33160
305.792.1707 | sibfl.net | Purchasing@sibfl.net
shall not whiten or lift the first coat – it shall produce enhanced gloss.
7. The product shall resist scuffing, powdering, and scratching under traffic to a
satisfactory degree and shall respond to buffing.
8. The finish shall level well without streaking or puddling when applied with mop or lambs
wool applicator or when tested according to ASTM method D-1436-56.
9. The finish shall resist wet cleaning with alkaline detergents without being removed from
the floor and without destroying gloss. However, it shall be readily removable by
industrial and institutional wax strippers. Removability properties may be tested in
accordance with ASTM method D-1792-66.
10. The product shall not be acid sensitive, and shall resist acidic cleaners and strippers,
including acidic soft drinks and fruit juices.
11. The finish shall be non-yellowing on the floor and shall be milk white in the original
container, rather than tan.
12. The finish shall have a coefficient of static friction on the floor greater than 0.50 when
measured by the ASTM method D-2047-69, and accordingly, is considered safe.
13. The finish shall be film-forming at usual temperatures and shall produce no powdering
and no hazing.
14. The finish shall be completely waterproof within twelve (12) hours after application.
15. The finish shall be free from objectionable odor and must not develop an offensive odor
upon storage in the original, unopened container.
16. The finish shall be suitable for high speed (1500 to 2500 RPM) burnishing.
END OF SECTION
Carpet and Floor Maintenance Services | Bid No. 24-01-01 35
CITY OF SUNNY ISLES BEACH
18070 Collins Ave. | Sunny Isles Beach, FL 33160
305.792.1707 | sibfl.net | Purchasing@sibfl.net
Section 5
Bid Format 1.FORMAT
All required signatures shall be manual, in blue ink of an authorized representative who has the
legal authority to bind the Contractor in contractual obligations. Each page of the bid should state
the name of the Contractor, the bid number, and the page number. The City reserves the right to
request additional data or material to support bid. All material submitted in response to the ITB
will become the property of the City.
LABEL EACH SECTION AS NUMBERED
The ITB must be in the following format at the time of submittal:
2.MINIMUM QUALIFICATION REQUIREMENTS (MQRS)
Bidder must read the MQRs first to ensure your firm meets these requirements in order to
provide a response to this ITB. Firms that do not meet all the MQRs stated will be
determined non-responsive and disqualified from the evaluation process and will not be
considered.
Proposer must provide all MQRs as requested, in addition to the information requested below.
3.Company Information
In response to this Bid, all Contractors must provide the following:
Name of Agency/Company (including any "Doing Business As" names)
Company Location(s)
Internet Web Site Address (if any)
Details of Entity Business Structure (Corporation, Partnership, LLC)
Date Founded
Office address and telephone number, email address
List of any outstanding litigation that would threaten the viability of the firm or the
performance of this contract
Proof of insurance
Bidder must submit a copy of Florida Division of Corporations Sunbiz report with
your company registered as active.
W9
Bidder must submit their estimated project timeline within the contract period
mentioned above.
4.Qualifications
Proposer’s relevant experience, qualifications and past performance
An explanation of why the vendor is the best qualified to perform the contract including
how the firm meets or exceeds the requirements of this ITB.
Current Contracts in Miami-Dade, Broward or Palm Beach, Florida Counties.
Use of green products