HomeMy WebLinkAboutGreen Facility ITB 24-01-01 (2)
INVITATION TO BID
NO. 24-01-01
Goods & Services
CITYWIDE CARPET & FLOOR MAINTENANCE
SERVICES
RELEASE DATE: TUESDAY, JANUARY 9, 2024
WEDNESDAY, JANUARY 24, 2024 AT 9:00 AM
ST
GOVERNMENT CENTER, 1 FLOOR CONFERENCE RM
MANDATORY PRE-BID MEETING
18070 COLLINS AVE, SUNNY ISLES BEACH FL. 33160
& SITE-VISIT (ESTIMATED 2 HOUR TOUR):
NO LATER THAN FRIDAY, JANUARY 26, 2024 AT 5:00
ALL QUESTIONS DUE:
PM IN WRITING TO PURCHASING@SIBFL.NET.
All questions will be answered via
addendum posted to DemandStar.
NO LATER THAN THURSDAY, FEBRUARY 1, 2024 AT
DUE DATE FOR BIDS:
11:00 AM
RESPONDENTS SHALL SUBMIT ALL BIDS
ELECTRONICALLY THROUGH
SUBMIT ELECTRONIC BID TO: WWW.DEMANDSTAR.COM. THE CITY IS ONLY
ACCEPTING
ELECTRONIC SUBMITTALS VIA DEMANDSTAR AT
WWW.DEMANDSTAR.COM
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
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
read aloud at this time at the Sunny Isles Beach Government Center located at 18070 Collins Avenue,
st
1 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 :00 AM
ST
at the City of Sunny Isles Beach Government Center, 1 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
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: 1.8 BID EXECUTION, SIGNATURES, ERASURE/CORRECTION:
Any questions concerning the Bid Specifications or any required need All Bids shall be signed in blue ink. All price quotes shall be
for clarification must be addressed to Purchasing at typewritten or printed with ink. All corrections made by the
Purchasing@sibfl.net by the date mentioned above. Interpretations proposers prior to the opening must be initialed and dated by the
or clarifications considered necessary by the City will be issued by proposers. No changes or corrections will be allowed after Bids are
addenda and posted/disseminated by DemandStar opened. Bids must contain an original, manual signature of an
(www.demandstar.com) to all parties listed on the official plan authorized representative of the company.
holders’ list as having received the Bid documents. Only questions
answered by written addenda shall be binding. Oral interpretations 1.9 WITHDRAWAL OF BIDS:
or clarifications shall be without legal effect. No plea of ignorance
or delay or required need of additional information shall exempt a Proposers may withdraw Bids only by written request and shall
Proposers from submitting their Bid on the required date and time forward the withdrawal request via “Certified U.S. Mail – Return
as publicly noted.Receipt Requested” prior to the Bid opening time. Negligence on the
part of the Proposers in preparing the Bid confers no right for the
1.2 PLAN HOLDER’S LIST:
withdrawal of the Bid after it has been opened.
As a convenience to vendors, the City of Sunny Isles Beach has made 1.10 BID OPENING:
available via internet lists of all plan holders for each REQUEST FOR
PROPOSALS, INVITATION TO BID, and request for qualifications. Bids will be opened publicly at the time and place stated in the Notice
The information is available on-line at www.demandstar.com or by to Bidder. It is the responsibility of the proposers to insure that the
calling the Office of the City Clerk at (305) 792-1703.
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,
1.3 ADDENDA TO SPECIFICATIONS:the contents of the Bid Form will be made public for the information
of vendors and other interested parties who may be present either
If any addenda are issued after the initial specifications are released,
in person or by representative. Bids that are received after the Bid
the City will post and disseminate the addenda through DemandStar. opening time will not be considered and will not be returned.
For those projects with separate plans, blue prints, or other materials
that cannot be accessed through the internet, the Office of the City 1.11 EVALUATION OF BIDS:
Clerk will make good faith effort to ensure that all registered
proposers (those who have been registered as receiving a Bid The City, at its sole discretion, reserves the right to inspect any/all
Proposers facilities to determine their capability of meeting the
package) receive the documents. It is the responsibility of the
vendor prior to the submission of any Bid to check the above website requirements for the Contract. Also, price, responsibility, and
or contact the Office of the City Clerk at (305) 792-1703 to verify any responsiveness of the Proposers, the financial position, experience,
addenda issued. The receipt of all addenda must be acknowledged staffing, equipment, materials, references, and past history of
on the Bid Response Sheet. service to the City and/or with other units of state, and/or local
governments in Florida, or comparable private entities, will be taken
1.4 SPECIAL ACCOMMODATIONS:
into consideration in the Award of the Contract.
Any person requiring a special accommodation at a Pre-Bid 1.11.1 Hold Harmless: All Proposer’s shall hold the City, it's
Conference or Bid/RFP/RFQ opening because of a disability should officials and employees harmless and covenant not to
call the Office of the City Clerk at (305) 792-1703 at lease five (5) sue the City, it's officials and employees in reference to
days prior to the Pre-Bid Conference or Bid/RFP/RFQ opening. If you their decisions to reject, award, or not award a Bid, as
are hearing or speech impaired, please contact the Office of the City applicable.
Clerk by calling the City of Sunny Isles Beach using the Florida Relay 1.11.2 Cancellation: Failure on the part of the Proposers to
Service which can be reached at 1(800) 955-8771 (TDD).comply with the conditions, specifications,
requirements, and terms as determined by the City,
1.5 PUBLIC ENTITY CRIMES STATEMENT: shall be just cause for cancellation of the Award.
1.11.3 Disputes: If any dispute concerning a question of fact
Pursuant to the provisions of paragraph (2) (a) of section 287.133,
arises under the Contract, other than termination for
Florida statutes -"a person or affiliate who has been placed on the
default or convenience, the Contractor and the City
convicted vendor list following a conviction for a public entity crime department responsible for the administration of the
may notsubmit a Bid on a contract to provide any goods or services Contract shall make a good faith effort to resolve the
to a public entity, may not submit a Bid on a contract with a public dispute. If the dispute cannot be resolved by
entity for the construction or repair of a public building or public
agreement, then the department with the advice of the
work, may not submit Bids on leases of real property to a public
City Attorney shall resolve the dispute and send a
entity, may not be awarded to perform work as a Contractor,
written copy of its decision to the Contractor, which
supplier, sub-Contractor, or consultant under a contract with any shall be binding on both parties.
public entity, and may not transact business with any public entity in
excess of the threshold amount provided in section 287.107, for 1.12 AGREEMENT:
category two for a period of 36 months from the date of being placed
on the convicted vendor list”. After the Bid award, the City will, at its option, prepare an Agreement
specifying the terms and conditions resulting from the award of this
1.6 BID DEADLINE: Bid. The vendor will have ten (10) calendar days after notification of
the award by the City to execute the Agreement and provide the
Bids must be submitted no later than the time and date shown within required Performance Bond. The performance of the City of Sunny
this document.Isles Beach of any of its obligations under the agreement shall be
subject to and contingent upon the availability of funds lawfully
1.7 SEALED BID: expendable for the purposes of the agreement for the current and
any future periods provided for within the Bid specifications.
Electronic submission only.
1.13 PAYMENTS:
Proposers warrants that there has been no violation of copyrights or
Payment will be made after commodities/services have been patent rights in manufacturing, producing or selling of goods shipped
received, accepted, and properly invoiced as indicated in the contract or ordered, as a result of this Bid. The seller agrees to indemnify
and/or purchase order. Invoices must bear the purchase order City from any and all liability, loss, or expense occasioned by any
number. such violation.
1.14 BRAND NAMES: 1.22 LOCAL BUSINESS TAX (OCCUPATIONAL LICENSE
REGISTRATION):
If a brand name, make, of any "or equal" manufacturer trade name,
or vendor catalog is mentioned whether or not followed by the words The Contractor shall be responsible for obtaining and maintaining
"approved equal" it is for the purpose of establishing a grade or throughout the contract period his or her city and county local
quality of material only. Vendor may offer equals with appropriate business tax receipts. Each vendor submitting a Bid on this
identification, samples, and/or specifications on such item(s). The INVITATION TO BID shall include a copy of the company’s local
City shall be the sole judge concerning the merits of items Bid as business tax/occupational license(s) with the Bid response. For
equals. information specific to City of Sunny Isles Beach local business
tax/occupational licenses, please call Code Enforcement & Licensing
1.15 MATERIAL: at (305) 792-1705. If the Contractor is operating under a fictitious
name as defined in Section 865.059, Florida Statutes, proof of
Material(s) delivered to the City under this Bid shall remain the current registration with the Florida Secretary of State shall be
property of the seller until accepted to the satisfaction of the City. submitted with the Bid. A business formed by an attorney actively
In the event materials supplied to City are found to be defective or licensed to practice law in this state, by a person actively licensed by
do not conform to specifications, the City reserves the right to return the Department of Business and Professional Regulations or the
the product(s) to the seller at the seller’s expense.Department of Health for the purpose of practicing his or her licensed
profession, or by any corporation, partnership, or other commercial
1.16 SAMPLES:
entity that is actively organized or registered with the Department of
State shall submit a copy of the current licensing from the
Sampl
es of items, when required, must be furnished by the appropriate agency and/or proof of current active status with the
Proposers free of charge to the City. Each individual sample must Division of Corporations of the State of Florida.
be labeled with the Proposers name and manufacturer's brand name
and delivered by them within ten (10) calendar days of Proposers 1.23 LIABILITY, INSURANCE, PERMITS AND LICENSES:
receipt of the “Notice to Proceed”, unless schedule indicates a
Proposers shall assume the full duty, obligation, and expense of
different time. If samples are requested subsequent to the Bid
opening, they should be delivered within ten (10) calendar days of obtaining all necessary licenses, permits, inspections, and insurance
the request. The City will not be responsible for returning samples.required. The Proposers shall be liable for any damages or loss to
the City occasioned by negligence of the Proposers (or their agent)
1.17 QUANTITY GUARANTY: or any person the Proposers has designated in the completion of
their contract as a result of the Bid. Contractor shall be required to
No guaranty or warranty is given or implied by the City as to the total
furnish a copy of all licenses, certificates of competency or other
amount that may or may not be purchased from any resulting licensor requirements necessary to practice their profession as
Contract or Award. These quantities are for Bid purposes only and required by Florida State Statute, Miami-Dade County, and City of
will be used for tabulation and presentation of the Bid. The City Sunny Isles Beach Code. Contractors shall include current Miami-
reserves the right to increase or decrease quantities as required, Dade County Certificates of Competency. These documents shall be
even significantly. The prices offered herein and the percentage rate furnished to the City along with the Bid response. Failure to furnish
these documents or to have required licensor will be grounds for
of discount applies to other representative items not listed in this Bid.
rejecting the Bid.
1.18 GOVERNMENTAL RESTRICTIONS ON MATERIALS:
1.24 CERTIFICATE(S) OF INSURANCE:
In the event any governmental restrictions may be imposed which
would necessitate alteration of the material quality, workmanship, or Proposers shall furnish to the Office of the City Clerk, City of Sunny
performance of the items offered on this Bid prior to their delivery, Isles Beach, 18070 Collins Avenue, Sunny Isles Beach, Florida 33160,
it shall be the responsibility of the successful Proposers to notify the certificate(s) of insurance which indicate that insurance coverage has
City at once, indicating in their letter the specific regulation which been obtained from an insurance company authorized to do business
required an alteration. The City of Sunny Isles Beach reserves the in the State of Florida or otherwise secured in a manner satisfactory
right to accept any such alteration, including any price adjustments to the City, for those coverage types and amounts listed in this
occasioned thereby, or to cancel at no further expense to the City. 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
1.19 SAFETY STANDARDS:Award(s) Document(s). The City of Sunny Isles Beach shall be
named as "additional insured" with respect to this coverage. The
The Proposers warrants that the product(s) supplied to the City required certificates of insurance shall not only name the types of
conforms in all respects to the standards set forth in the occupational policies provided, but shall also refer specifically to this Bid and
safety and health act (OSHA) and its amendments. Bids must be section. At the time of Bid submission the Proposers must submit
accompanied by a materials data safety sheet (MSDS) when certificates of insurance as outlined in the General Conditions
applicable.Contractor shall take all necessary precautions for the section. All required insurances shall name the City of Sunny Isles
safety of employees, andshall erect and properly maintain at all Beach as additional insured and such insurance shall be issued by
companies authorized to issue insurance in the State of Florida. It
times all necessary safeguards for the protection of the employees
shall be the responsibility of the Proposers and insurer to notify the
and the public. Contractor shall follow all OSHA Safety Standards.
City Manager of the City of Sunny Isles Beach of cancellation, lapse,
Danger signs warning against hazards created by his/ her operation
and work in progress must be posted.or material modification of any insurance policies insuring the
Proposers, which relate to the activities of such vendor and the City
All employees of the Contractor shall be expected to wear safety of Sunny Isles Beach. Such notification shall be in writing, and shall
be submitted to the City finance support service director thirty (30)
glasses or goggles, appropriate clothing, and hearing protection
days prior to cancellation of such policies. This requirement shall be
when and wherever applicable. The Contractor shall use only
reflected on the certificate of insurance. Failure to fully and
equipment that is fully operational and in safe operating order.
Contractor shall be especially careful when servicing property when satisfactorily comply with the city's insurance and bonding
pedestrians and/ or vehicles are in close proximity — work shall requirements set forth herein will authorize the City Manager to
cease until it is safe to proceed. implement a rescission of the Bid award without further City
Commission action. The Proposers hereby holds the City harmless
1.20 WARRANTIES: and agrees to indemnify City and covenants not to sue the City by
virtue of such rescission.
Successful Proposers shall act as agent for the City in the follow-up
and compliance of all items under Warranty/Guaranty and complete 1.25 ASSIGNMENT:
all forms for Warranty/Guarantee coverage under this Contract.
The Contractor shall not transfer or assign the performance required
1.21 COPYRIGHTS/PATENT RIGHTS: by this Bid without prior written consent of the City Manager. Any
award issued pursuant to the INVITATION TO BID and monies which
may be due hereunder are not assignable except with prior written
approval of the City Manager. Further, in the event that the majority Change Order: A written order to the Contractor signed
ownership or control of the Contractor changes hands subsequent to by the City authorizing an addition,
the award of this contract, Contractor shall promptly notify City in deletion or revision in the Work, or an
writing (via United States Postal Service – Certified Mail, Return adjustment in the Contract Price or the
Receipt Requested) of such change in ownership or control at least Contract Time issued after execution of
thirty (30) days prior to such change and City shall have the right to the Agreement.
terminate the contract upon sixty (60) days written notice, at City’s
sole discretion.City:City of Sunny Isles Beach, 18070 Collins
Avenue, Sunny Isles Beach, Florida
1.26 HOLD HARMLESS/INDEMNIFICATION: 33160.
The Contractor shall indemnify, hold harmless, and defend the City Contract Documents: Contract Documents shall include,
of Sunny Isles Beach, it's officers, agents and employees from and Instructions to Proposers, Contractor's
against any claims, demands or causes of action of whatsoever kind Bid, the Bonds, the Notice of Award, the
or nature arising out of error, omission, negligent act, conduct, or Agreement between the City and
misconduct of the Contractor, their agents, servants or employees in Contractor as well as any addenda
the provision of goods or the performance of services pursuant to thereto, these General Conditions,
this Bid and / or from any procurement decision of the City including Special Conditions, the Technical
without limitation, awarding the Contract to the Contractor.Specifications, Drawings and
Modifications, Notice to Proceed,
1.27 NON-CONFORMANCE TO CONTRACT: Invitation to Bid, Insurance Certificates,
Change Orders and Acknowledgment of
The City of Sunny Isles Beach may withhold acceptance of, or reject Conformance with the City of Sunny Isles
items which are found upon examination, not to meet the
Beach.
specification requirements. Upon written notification of rejection,
items shall be removed within five (5) calendar days by the vendor Contract Price: The total monies payable to the
at their own expense and redelivered at their expense. Rejected Contractor under the Contract
goods left longer than thirty (30) calendar days will be regarded as Documents.
abandoned and the City shall have the right to dispose of them as
its own property. Rejection for non-conformance or failure to meet Contract Time: The number of calendar days stated in
delivery schedules may result in the Contractor being found in the Agreement for the completion of the
default. Work.
1.28 DEFAULT PROVISION: Contracting Officer: The individual who is authorized to sign
the contract documents on behalf of the
In case of default by the Proposers, the City of Sunny Isles Beach
City’s governing body.
may procure the articles or services from other sources and hold the
Proposers responsible for any excess costs occasioned or incurred Contractor: The person, firm or corporation with
thereby.whom the City has executed this
Agreement.
1.29 SECONDARY/OTHER VENDORS:
Day: A calendar day of twenty-four hours
The City reserves the right in the event the primary vendor cannot
measured from midnight to the next
provide an item(s) or service(s) in a timely manner as requested, to midnight.
seek other sources without violating the intent of the Contract.
Field Order: A written order issued by the City which
1.30 DEFINITIONS: clarifies or interprets the Contract
Documents or orders minor changes in
Wherever used in these General Conditions or in the other Contract
the Work.
Documents, the following terms shall have the meaning indicated
which shall be applicable to both the singular and plural thereof:Modification: Modification means any one of the
following: (a) a written amendment of
Acceptance: Acceptance by the City of the Work as the Contract Documents signed by both
being fully complete in accordance with parties, (b) a Change Order, (c) a written
the Contract Documents subject to clarification or interpretation if issued by
waiver of claims. the City, or (d) a written order for minor
change or alteration in the Work issued
Agreement: The written Agreement between the City by the City. A modification may only be
and the Contractor covering the Work to issued after execution of the Agreement.
be performed, which includes the
Contract Documents. Notice of Award: The written notice by City to the apparent
successful Proposers stating that upon
Addenda: Written or graphic instruments issued compliance with the conditions precedent
prior to the Bid Opening which modify or to be fulfilled by him within the time
interpret the Contract Documents, specified, City will execute and deliver
Drawings and Specifications, by addition, the Agreement to him.
deletions, clarifications or corrections.
Samples: Physical examples which illustrate
Approved: Means approved by the City. materials, equipment or workmanship
and establish standards by which the
Bid or Proposal: The offer of the Bidders/Proposers Work will be judged.
submitted on the prescribed form setting
forth the prices for the Work to be Specifications:Those portions of the Contract
performed. Documents consisting of written
technical descriptions of materials,
Proposers or Bidders: Any person, firm or corporation equipment, construction systems,
submitting a Bid for Work. standards and workmanship as applied to
the Work.
Bonds: Bid, performance bond and other
instruments of security, furnished by the Statement of Services: The form furnished by the City which is
Contractor and their surety in accordance to be used by the Contractor in
with the Contract Documents and in requesting progress payments.
accordance with the law of the State of
Florida.
Supplier: Any person or organization who supplies No. 23-00-477131-54C appears on each purchase order. Exemption
materials or equipment for the Work, certificates are available upon request.
including that fabricated to a special
design, but who does not perform labor 1.35 DUTY TO DEFEND, INDEMNIFY AND SAVE HARMLESS:
at the site.
In consideration of the separate sum of twenty-five dollars ($25.00)
Work: Any and all obligations, duties and and other valuable consideration, the Contractor shall defend,
responsibilities necessary to the indemnify and hold harmless the City, its officers, agents and
successful completion of the Project employees, from or on account of any injuries or damages, received
assigned to or undertaken by Contractor or sustained by any person or persons during or on account of any
under the Contract Documents, including operations connected with the Work described in the Contract
all labor, materials, equipment and other Documents, or by or in consequence of any negligence in connection
incidentals, and the furnishing thereof. 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-
Written Notice: The term “Notice” as used herein shall Contractor, agents, servants or employees. The Contractor will
mean and include all written notices, defend, indemnify and hold harmless the City and their agents or
demands, instructions, claims, approvals employees from and against all claims, damages, losses and
and disapproval’s required to obtain expenses including attorneys' fees arising out of or resulting from
compliance with Contract requirements. the performance of the Work, provided that any such claim damage,
Written notice shall be deemed to have loss or expense (a) is attributable to bodily injury, sickness, disease
been duly served if delivered in person to or death, or to injury to or destruction of tangible property (other
the individual or to a member of the firm than Work itself) including the loss of use resulting wherefrom and
or to an officer of the corporation for (b) is caused in whole or in part by any negligent act or omission of
whom it is intended, or to an authorized the Contractor, Sub-Contractor, anyone directly or indirectly
representative or such individual, firm, or employed by any of them or anyone for whose acts any of them may
corporation, or if delivered at or sent by be liable, regardless of whether or not it is caused by a party
registered mail to the last business indemnified hereunder. In the event that a court of competent
address known to them who gives the jurisdiction determines that Sec. 725.06 (2), F.S. is applicable to this
notice. Unless otherwise stated in Work, then in lieu of the above provisions of this section the parties
writing, any notice to or demand upon agree that Contractor shall indemnify, defend and hold harmless the
the City under this Contract shall be City, their officers and employees, to the fullest extent authorized by
delivered to the City. 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
1.31 BID AWARD: the event that any action or proceeding is brought against City by
reason of any such claim or demand, Contractor, upon written notice
The City reserves the right to reject any and all Bids at its sole from City shall defend such action or proceeding by counsel
discretion. Bids shall be awarded by the City after the City performs
satisfactory to City. The indemnification provided above shall
all necessary searches, inquiries, exploration, and analysis of the
obligate Contractor to defend at its own expense or to provide for
Bids. The ITB shall be awarded to the lowest responsible and such defense, at City’s option, any and all claims of liability and all
responsive Bidder whose Bid best serves the interests of and suits and actions of every name and description that may be brought
represents the best value to the City. No Notice of Award will be against City, excluding only those which allege that the injuries arose
given until the City has concluded any investigation(s) as they deem out of the sole negligence of City, which may result from the
necessary to establish the Proposer’s capability to perform the operations and activities under this Contract whether the Work be
Services as described in this RFP, ITB, RFQ or ITQ, as substantiated performed by Contractor, its Sub-Contractors, or by anyone directly
by the required professional experience, client references, technical or indirectly employed by either.
knowledge and qualifications; and sufficient labor and equipment to
comply with the City’s established standards, as well as the financial 1.36 DECISIONS ON DISAGREEMENTS:
capability of the Proposer to perform the Work in accordance with
The City will be the initial interpreter of the Technical Specifications.
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 1.37 CITY MAY TERMINATE:
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 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
take into consideration client references, past work experience and
work product, proven ability to satisfactorily perform. If the Contract or receiver is appointed for the Contractor or for any of their
is awarded, the City will issue the Notice of Award and give the property, or if they file a petition to take advantage of any debtor’s
successful Proposers a Contract for execution within ninety (90) days act, or to reorganize under bankruptcy or similar laws, or if they
after opening of Bids. The City specifically reserves the right to award repeatedly fails to supply sufficient skilled workmen or suitable
the contract to a proposer who is not necessarily the lowest dollars materials or equipment, or if they repeatedly fail to make prompt
and cents proposers on the basis of the results of these queries and payments to Sub-Contractors or for labor, materials or equipment or
investigation(s). they disregard laws, ordinances, rules, regulations or orders of any
public body having jurisdiction, or if they disregard the authority of
1.32 EXECUTION OF AGREEMENT: the City, of if they otherwise violate any provision of, the Contract
Documents, then the City may, without prejudice to any other right
At least four counterparts of the Agreement, the Performance Bond,
or remedy and after giving the Contractor and the surety ten (10)
the Certificates of Insurance and such other Documents as required
days written notice, terminate the services of the Contractor and take
by the Contract Documents shall be executed and delivered by
possession of the Project and of all materials, equipment, tools,
Contractor to the City within ten (10) calendar days of receipt of the construction equipment and machinery thereon owned by the
Notice of Award. Contractor, and finish the Work by whatever method they may deem
expedient. In such case the Contractor shall not be entitled to
1.33 LAWS AND REGULATIONS:
receive any further payment until the Work is finished. If the unpaid
balance of the Contract Price exceeds the direct and indirect costs of
The Contractor will give all notices and comply with all laws,
completing the Project, including compensation for additional
ordinances, rules and regulations applicable to the Work. If the professional services, such excess shall be paid to the Contractor. If
Contractor observes that the Specifications are at variance therewith, such costs exceed such unpaid balance, the Contractor will pay the
they will give the City prompt written notice thereof, and any difference to the City. Such costs incurred by the City will be
necessary changes shall be adjusted by an appropriate modification.
determined by the City and incorporated in a Change Order. If after
If the Contractor performs any Work knowing it to be contrary to
termination of the Contractor under this Section, it is determined by
such laws, ordinances, rules and regulations, and without such notice
a court of competent jurisdiction for any reason that the Contractor
to the City, they will bear all costs arising wherefrom. 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
1.34 TAXES:
pursuant to this document.
The City of Sunny Isles Beach is exempt from sales tax imposed by
1.37.1 Where the Contractor’s services have been so
the State and/or Federal Government. Florida Sales Tax Exemption terminated by the City said termination shall not affect
any rights of the City against the Contractor then may be entered in any court having jurisdiction. Arbitration shall be
existing or which may thereafter accrue. Any retention held in Miami-Dade County, Florida. All costs of arbitration and
or payment of moneys by the City due the Contractor attorneys’ fees incurred by the parties shall be paid by the non-
will not release the Contractor from liability. 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
1.37.2Upon ten (10) days written notice to the Contractor, respective attorneys’ fees as may be determined by the court on
the City may, without cause (termination for confirmation.
convenience) and without prejudice to any other right
or remedy, elect to terminate the Agreement. In such 1.43 PROJECT RECORDS:
case, the Contractor shall be paid for all Work executed
and accepted by the City as of the date of the City shall have right to inspect and copy during regular business
termination. No payment shall be made for profit for hours at City’s expense, the books and records and accounts of
Work which has not been performed. 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
1.38 MISCELLANEOUS: relate to the Project. Contractor shall retain and make available to
City all such books and records and accounts, financial or otherwise,
Proposers acknowledge the following miscellaneous conditions: which relate to the Project and to any claim for a period of three
years following final completion of the Project. During the Project
1.38.1 Whenever any provision of the Contract Documents and the three year period following final completion of the Project,
requires the giving of written notice it shall be deemed Contractor shall provide City access to its books and records upon
to have been validly given if delivered in person to the five days written notice.
individual or to a member of the firm or to an officer of
the corporation for whom it is intended, or if delivered 1.44 SEVERABILITY:
at or sent by registered or certified mail, postage
prepaid, to the last business address known to them If any provision of the Contract or the application thereof to any
who gives the notice. person or situation shall to any extent, be held invalid or
unenforceable, the remainder of the Contract, and the application of
1.38.2 The Contract Documents shall remain the property of such provisions to persons or situations other than those as to which
the City. The Contractor shall have the right to keep it shall have been held invalid or unenforceable shall not be affected
one record set of the Contract Documents upon thereby, and shall continue in full force and effect, and be enforced
completion of the Project. to the fullest extent permitted by law.
1.38.3 The duties and obligations imposed by these General 1.45 INDEPENDENT CONTRACTOR:
Conditions, Special Conditions and Supplemental
Conditions and the rights and remedies available The Contractor is an independent Contractor under the Contract.
Services provided by the Contractor shall be by employees of the
hereunder, and, in particular but without limitation, the
Contractor and subject to supervision by the Contractor, and not as
warranties, guarantees and obligations imposed upon
Contractor and those in the Special Conditions and the officers, employees, or agents of the City. Personnel policies, tax
rights and remedies available to the City, shall be in responsibilities, social security and health insurance, employee
addition to, and shall not be construed in any way as a benefits, purchasing policies and other similar administrative
limitation of, any rights and remedies available by law, procedures, applicable to services rendered under the Contract shall
by special guarantee or by other provisions of the be those of the Contractor.
Contract Documents.
1.46 PROHIBITION AGAINST CONTRACTING WITH
1.38.4 Should the City or the Contractor suffer injury or SCRUTINIZED COMPANIES:
damage to its person or property because of any error,
Pursuant to Florida Statutes Section 287.135, and subject to limited
omission, or act of the other or of any of their
exceptions contained therein, a company is ineligible to, and may
employees or agents or others for whose acts they are
not, bid on, submit a proposal for, or enter into or renew a contract
legally liable, claim shall be made in writing to the other
party within a reasonable time of the first observance with an agency or local governmental entity for goods or services if
of such in jury or damage. at the time of bidding, submitting a proposal for, or entering into or
renewing a contract, the company is on the Scrutinized Companies
1.39 WAIVER OF JURY TRIAL: that Boycott Israel List or is engaged in the boycott of Israel.
Contractors must certify that the company is not participating in a
City and Contractor knowingly, irrevocably voluntarily and boycott of Israel. Any contract for goods or services of One Million
intentionally waive any right either may have to a trial by jury in Dollars ($1,000,000) or more shall be terminated at the City’s option
State or Federal Court proceedings in respect to any action, if it is discovered that the company submitted a false certification, or
proceeding, lawsuit or counterclaim based upon the Contract at the time of bidding, submitting a proposal for, or entering into or
Documents or the performance of the Work there under. renewing a contract, is listed on the Scrutinized Companies with
Activities in Sudan List, the Scrutinized Companies with Activities in
1.40GOVERNING LAW:the Iran Terrorism Sectors List, created pursuant to Florida Statute
Section 215.473, or is or has been engaged in business operations
The Contract shall be construed in accordance with and governed by in Cuba or Syria, after July 1, 2018. Any contract entered into or
the law of the State of Florida.
renewed after July 1, 2018 shall be terminated at the City’s option if
the company is listed on the Scrutinized Companies that Boycott
1.41 VENUE:
Israel List or engaged in the boycott of Israel.
Venue of any action to enforce the Contract Documents shall be in 1.47 Prohibition Against Considering Social, Political or
Miami-Dade County, Florida. Ideological Interests In Government Contracting
1.42 ARBITRATION: Bidders are hereby notified of the provisions of section
287.05701, Florida Statutes, as amended, that the City will
It is the intention of the parties that whenever possible, if a dispute not request documentation of or consider a Bidder's social,
or controversy arises hereunder then such dispute or controversy political, or ideological interests when determining if the
shall be settled by arbitration in accordance with the procedures, Bidder is a responsible Bidder. Bidders are further notified
rules and regulations of the American Arbitration Association. The that the City's governing body may not give preference to a Bidder
decision rendered by the Arbitrator shall be final and binding upon based on the Bidder's social, political, or ideological interests.
the parties and judgment upon the award rendered by the arbitrator
End of Section
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.
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
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 perlocation(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
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:
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
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
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
stndrd
Department areas and Ocean Rescue areas of City Hall (1, 2 and 3 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
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 – 2620SF
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
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 - 1810SF
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) - 7980SF
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.
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 BETWEENMONDAY – 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
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
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
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
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
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.
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:
st
-Lobby and Library of the 1 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.
-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
-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 floorsurfaces.
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
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.
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
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.
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
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.
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.
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
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
Section 5
Bid Format
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:
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.
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
4. Staffing
Relevant experience and qualifications of key personnel, including key personnel of
subcontractors, that will be assigned to this project and experience and qualifications of
subcontractors. Resumes of supervisors should be provided with emphasis being given to
their experience, track record and training in similar work. The following information must
also be included:
• The size and experience of the company staff pool from which staff assigned to
the management contract can be drawn.
The composition of the staff team should include:
The names of the employees in the area responsible for this contract
The name of the person who will be responsible for the coordination of
work.
Identify all major sub-contractors, if any.
5. Approach / Methodology
Proposers approach methodology to providing the services requested in this solicitation:
Suitability of the methodologies and approaches used in achieving tasks
Overall organization to completing the project
Sample of checklist per floor
6. EXCEPTIONS
Any exceptions taken on bid terms and conditions.
7. Contract Forms
All completed contract forms
Questionnaire-
RESPONDENT QUESTIONNAIRE
1.COMPANY NAME AND TYPE OF ORGANIZATION:
2.NAME AND TITLE OF AUTHORIZED CONTRACT SIGNER(S):
3.ADMINISTRATIVE PERSONNEL: LIST NAMES, EMAIL AND PHONE NUMBER OF ADMINISTRATIVE
PERSONNEL.
4.SUPERVISORS: LIST NAME, TITLE AND YEARS OF EXPERIENCE:
5.LIST WORK NORMALLY SUBCONTRACTED TO OTHERS:
6.NUMBER OF EMPLOYEES THAT WILL BE ASSIGNED TO THIS CONTRACT, PER LOCATION, IF
AWARDED:
7.LIST A MINIMUM OF THREE (3) REFERENCES (PROVIDE FIRM NAME, ADDRESS, AND
CONTACT/PHONE/EMAIL) OF CURRENT AND PAST CUSTOMERS, PREFERABLY GOVERNMENT
AGENCIES OF WHICH YOU HAVE PROVIDED SERVICES SIMILAR IN SCOPE:
8.HOW DOES YOUR COMPANY PROVIDE RELIEF PERSONNEL FOR EMPLOYEES WHO DO NOT SHOW
UP FOR WORK?
9.EXPLAIN YOUR COMPANY’S BACKGROUND CHECK PROCEDURES:
10.EXPLAIN AN EXPERIENCE WHEN YOUR COMPANY WENT ABOVE AND BEYOND FOR A
CUSTOMER:
11.NAME, ADDRESS AND TELEPHONE NUMBER OF CONTACT FOR EMERGENCY SERVICE.
12.HAS YOUR FIRM EVER BEEN DEBARRED OR SUSPENDED FROM BIDDING OR PROPOSING ON A
PROCUREMENT PROJECT BY ANY GOVERNMENT ENTITY DURING THE LAST FIVE (5) YEARS?
ATTACHMENTS:
JANITORIAL SERVICE QUALITY CONTROL REPORT TEMPLATE AND CHECKLIST PER FLOOR.
DemandStar.com
SECTION 6
OPENING: 11:00 A.M.
BID SUBMITTAL FORMS
FEBRUARY 1, 2024
PLEASE QUOTE PRICES F.O.B. DESTINATION, LESS TAXES, DELIVERED IN
CITY OF SUNNY ISLES BEACH, FLORIDA
NOTE: City of Sunny Isles Beach is exempt from all taxes (Federal, State, and Local). Bid price should be
less all taxes. Tax Exemption Certificate furnished upon request.
Issued by: Purchasing Date Issued: This Bid Submittal Consists of
January 9, 2024
Pages 3+
Sealed bids are subject to the Terms and Conditions of this Invitation to Bid and the accompanying Bid
Submittal. Such other contract provisions, specifications, drawings or other data as are attached or
incorporated by reference in the Bid Submittal, will be received at the office of the City Clerk at the address
shown above until the above stated time and date, and at that time, publicly opened for furnishing the
supplies or services described in the accompanying Bid Submittal Requirement.
ITB 24-01-01
ITB # 24-01-01 CARPET & FLOOR MAINTENANCE SERVICES
Genesis Cuevas
_______________________________________
Commodity Code(s):
_
FAILURE TO SIGN PAGE 4 OF SECTION 6 BID SUBMITTAL WILL RENDER YOUR BID NON-RESPONSIVE
BID SUBMITTAL FOR:
ACKNOWLEDGEMENT OF ADDENDA
INSTRUCTIONS: COMPLETE PART I OR PART II, WHICHEVER APPLIES
PART I:
LIST BELOW ARE THE DATES OF ISSUE FOR EACH ADDENDUM RECEIVED IN CONNECTION WITH THIS BID
Addendum #1, Dated
Addendum #2, Dated
Addendum #3, Dated
Addendum #4, Dated
Addendum #5, Dated
Addendum #6, Dated
Addendum #7, Dated
Addendum #8, Dated
PART II:
NO ADDENDUM WAS RECEIVED IN CONNECTION WITH THIS BID
FIRM NAME:
AUTHORIZED SIGNATURE: DATE:
TITLE OF OFFICER:
BID SUBMITTAL FORM
Bid Title: ITB # 24-01-01 CARPET & FLOOR MAINTENANCE SERVICES
The undersigned bidder proposes and agrees, if this Bid is accepted, to enter into an agreement with The
City of Sunny Isles Beach to perform and furnish all Work as specified or indicated in the Contract
Documents for the Contract Price and within the Contract Time indicated in this Bid and in accordance
with the other terms and conditions of the Contract Documents.
The Proposer accepts all of the terms and conditions of the Advertisement or Invitation to Bid and
Instructions to Proposers, including without limitation those dealing with the disposition of Bid Security.
This Bid will remain subject to acceptance for 90 days after the day of Bid opening. The Proposer agrees
to sign and submit the Agreement with the Bonds and other documents required by the Bidding
Requirements within ten days after the date of the City’s Notice of Award.
In submitting this Bid, the Proposer represents, as more fully set forth in the Agreement, that:
The Proposer has familiarized himself/herself with the nature and extent of the
Contract Documents, Work, site, locality, and all local conditions and Law and
Regulations that in any manner may affect cost, progress, performance, or
furnishing of the Work.
The Proposer has given the City written notice of all conflicts, errors,
discrepancies that it has discovered in the Contract Documents and the written
resolution thereof by City is acceptable to the Proposer.
This Bid is genuine and not made in the interest of or on behalf of any undisclosed
person, firm or corporation and is not submitted in conformity with any
agreement or rules of any group, association, organization, or corporation; the
Proposer has not directly or indirectly induced or solicited any other Proposer to
submit a false or sham Bid; the Proposer has not solicited or induced any person,
firm or corporation to refrain from Bidding; and Proposer has not sought by
collusion to obtain for itself any advantage over any other Proposers or over the
City.
The bidder understands and agrees that the Bid is for unit prices to furnish and install individual Work
Items for maintenance and/or repair work, complete in place. Estimates are provided for the purpose of
Bid Evaluation and to establish unit prices for individual Work Items for maintenance and/or repair work
to be contracted by the City under individual Purchase Orders, based on the unit prices established under
this Bid.
The City and the successful bidder will establish completion times for each individual Work Item and the
successful Proposer agrees that the work will be completed within the time frames agreed upon and
stipulated in the individual Purchase Orders and/or Notice to Proceed.
Firm Name:
_____________________________________________________________________________
Street Address:
_____________________________________________________________________________
Mailing Address (if different):
_____________________________________________________________________________
Telephone No. ________________Fax No. _________________________
Email Address: ____________FEIN No.
*“By signing thisdocument the bidderagrees toallTerms
Signature and Date:
__________________________________________________________________
(Signature of authorized agent)
Print Name: ________________
Title:_______________________________
THEEXECUTIONOFTHISFORMCONSTITUTESTHEUNEQUIVOCALOFFEROFPROPOSERTOBE
BOUNDBYTHETERMSOFITSBID.FAILURETOSIGNTHISSOLICITATIONWHEREINDICATED
ABOVEBYANAUTHORIZEDREPRESENTATIVESHALLRENDERTHEBIDNON-RESPONSIVE.THECITY
MAY,HOWEVER,INITSSOLEDISCRETION,ACCEPTANYBIDTHATINCLUDESANEXECUTED
DOCUMENT WHICH UNEQUIVOCALLY BINDS THE BIDDER TO THE TERMS OF ITS OFFER.
REASON FOR “NO BID”
For firms choosing NOT to propose on this opportunity, the City appreciates your
response using this form.
Please return via email to Purchasing@sibfl.net.
Why did your firm choose not to respond to this opportunity?
Circle all that apply from below list: ____
a. We do not offer these services or equivalent.
b. Insufficient time to respond to the solicitation.
c. Our project schedule would not permit us to perform.
d. Unable to meet requirements.
Other:
ATTACHMENTS
ATTACHMENT A
PRICE SHEET
ATTACHMENT B
Responding to an
Electronic Bid
AFFIDAVITS
ADDENDUM # 1
DATE: JANUARY 16, 2024
TO: ALL PLANHOLDERS
FROM: PURCHASING MANAGER
BID NO.: ITB # 24-01-01 CARPET & FLOOR MAINTENANCE SERVICES
SUBJECT: ADDENDUM NO. 1
PLEASE NOTE RECEIPT OF THIS ADDENDUM BY COMPLETING ACKNOWLEDGEMENT OF
ADDENDA’ WITH YOUR FIRM’S SUBMISSION.
REGISTRATION FOR MANDATORY PRE-BID MEETING / SITE
VISIT ON WEDNESDAY, JANUARY 24, 2024
AT 9:00 AM – 12:00 PM
Firms register by , January 2, 2024, :00 M
for the scheduled site visit. For registration, please email
Purchasing@sibfl.net with subject line to read “Registration
for Scheduled Site Visits – ITB ”, and provide company
name; phone number, and email of person attending site visit.
Only one representative per vendor is permitted.
The Site-visits will take place during regular city business
hours, therefore disruptions must be minimal. Thank you.
SITE-VISIT ITINERARY SCHEDULE WILL BE FORTHCOMING.
ADDENDUM # 2
DATE: JANUARY 22, 2024
TO: ALL PLANHOLDERS
FROM: PURCHASING MANAGER
BID NO.: ITB # 24-01-01 CARPET & FLOOR MAINTENANCE SERVICES
SUBJECT: ADDENDUM NO. 2
PLEASE NO
TE RECEIPT OF THIS ADDENDUM BY COMPLETING ACKNOWLEDGEMENT OF
ADDENDA’ WITH YOUR FIRM’S SUBMISSION.
ITINERARY FOR MANDATORY PRE-BID MEETING / SITE VISIT
ON WEDNESDAY, JANUARY 24, 2024
AT 9:00 AM – 12:00 PM
Attached is the itinerary.
Only one representative per vendor is permitted as site-visit
will take place during normal business hours.
Only bidders who attend the mandatory pre-bid/site-visit
are allowed to submit an electronic bid.
MANDATORYPRE-BID MEETING/ SITE-VISIT
ITB# 24-01-01 FLOOR MAINTENANCE SERVICES
JANUARY 24, 2024, 9:00AM- 12:00 PM
ITINERARY
9:00- 9:45AM– Government Center
(Police Departmentwalk-lobby area),
,
st
18070 Collins Ave, 1
Sunny Isle Beach, FL33160
9:50- 10:00AM– GovernmentAnnex
18050 Collins Ave
Sunny Isle Beach, FL 33160
10:05- 10:10 AM– FleetBuilding
18080 Collins Ave
Sunny Isle Beach, FL 33160
10:15- 10:45 AM– Pelican Community Park
Sunny Isles Beach, FL 33160
10:50- 11:10 AM– The Spot
th
215 185Street
Sunny Isles Beach, FL 33160
11:15- 11:30 AM–
19160 Collins Avenue
Sunny Isles Beach, FL 33160
11:40- 12:00 PM– Gateway Park Center
Sunny Isles Beach, FL 33160
ADDENDUM # 3
DATE: JANUARY 25, 2024
TO: ALL PLANHOLDERS
FROM: PURCHASING MANAGER
BID NO.: ITB # 24-01-01 CARPET & FLOOR MAINTENANCE SERVICES
SUBJECT: ADDENDUM NO. 3
PLEASE NOTE RECEIPT OF THIS ADDENDUM BY COMPLETING ACKNOWLEDGEMENT OF
ADDENDA’ WITH YOUR FIRM’S SUBMISSION.
Q1. What is the estimated budget for this project?
A1. The annualestimated budget is $114,500 for all the scope referenced in the ITB.
Q2. May we be provided with the current budget at which this contract is being executed?
A2. Refer to A1.
Q3. What is the estimated start date for this contract?
A3. The estimated start date is March 1, 2024, upon the fully executed contract and Purchase
Order.
Q4.What will be the estimated date for notice of award to be sent out to the awarded firm?
A4. The Intent to Award Notice is estimated to be released the week of February 5, 2024.
Q5. When will bid tabulations be posted?
Pursuant to Florida Statutes 119.071, sealed bids, proposals or replies by an agency
A5.
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.
Q 6. Could you please provide clarification on the meaning of "LIST WORK NORMALLY
SUBCONTRACTED TO OTHERS" mentioned on page 37, item #5?
A6. Identify all major sub-contractors, if any. Per page 13, 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.
Q7.Additionally, could you explain the content on page 39, specifically the attachment for
the "JANITORIAL SERVICE QUALITY CONTROL REPORT TEMPLATE AND CHECKLIST PER
FLOOR"? Does this refer to a template and checklist for quality control reports for janitorial
services on each individual floor, or does it pertain to different types of flooring, such as
terrazzo, carpet, tile, and VCT?
A7. Per page 36 of the ITB, the bidder must provide a checklist to explain their approach/
methodology to servicing each floor type, and the facilities/locations/floors.
Q8. Understanding the budget parameters will significantly assist us in tailoring our proposal
to align with the financial considerations outlined for this project.
A8. Refer to A1.
Q9. Who is the current contractor?
A9. Green Facility Inc.
Q10. What is the current contract price being paid for each floor type today?
A10. The city does not have this information currently available, as billing/invoicing is not
specified by floor type but by facility/location.
Q11. What is your budget?
A11. Refer to A1.
Q12. What is the approx. value of the contract?
A.Refer to A1.
Q13. Can you provide floor drawings/layouts?
A13. Not available.
Q14. Why is the bid being send out now?
A14. Per the City’s Purchasing Code, Chapter 62, contracts over $50,000.00 require a formal
sealedprocurement method, such as an Invitation to Bid.
Q15. Regarding VCT are we responsible for replacing any already damaged tiles?
A15. No
Q
16. What is the required amount of coats of wax required for the VCT floors?
A16. Refer to page 25 of ITB.
Q17. Is there wax on the 3rd floor terrazzo floors at the government center building?
ndrdth
, 3 and 4 floor.
A17. Yes, the Government Center has terrazzo wax treatment on the 2
Q18. Regarding laminate floorings will we be just washing with water and mop or machine?
Or will it also receive the same strip and wax once a year like the wood laminate floors
A18. Yes just washing with water and mop or machine on a regular basis, and once a year strip and
wax the wood laminate floors.
Q19. In the walkthrough we were told the gym floors were not to be waxed however it is a wood
laminate floor, does this mean the gym floors will be waxed?
A19. Same as answer #18.
Q20. Can I have the sample checklist document?
A20. Refer to A7.
Q21. Is the local business tax/occupational business license applicable by Sunbiz?
A21. Refer to 1.22.
Q22. Are all of the affidavits and disclosures required?
A22. Yes.
ADDENDUM #4
DATE: MONDAY, JANUARY 29, 2024
TO: ALL PLANHOLDERS
FROM: PURCHASING MANAGER
BID NO.: ITB # 24-01-01 CARPET & FLOOR MAINTENANCE SERVICES
SUBJECT: ADDENDUM NO. 4
PLEAS
E NOTE RECEIPT OF THIS ADDENDUM BY COMPLETING ACKNOWLEDGEMENT OF
ADDENDA’ WITH YOUR FIRM’S SUBMISSION.
REVISED CLEANING SCHEDULE
REPLACES HOURS LISTED IN ITB PAGES 16-18
WORKING HOURS UPDATE
ITB # 24-01-01 CARPET & FLOOR MAINTENANCE SERVICES
WORKING HOURS PER LOCATON:
Government Center, Library, Chambers - Monday
18070 Collins Ave,
Sunny Isle Beach, FL 33160
POST OFFICE - Hours– Friday 8:45 AM – 4:15 PM, access to this
.
18070 Collins Ave,
Sunny Isle Beach, FL 33160
Government Annex (Future But) -
18050 Collins Ave
Sunny Isle Beach, FL 33160
Fleet -
18080 Collins Ave
Sunny Isle Beach, FL 33160
Pelican Community Park – Wednesday
18115 N Bay Rd
Sunny Isles Beach, FL 33160
- 8:3
th
215 185 Street
Sunny Isles Beach, FL 33160
-
19160 Collins Avenue
Sunny Isles Beach, FL 33160
–
151 Sunny Isles Blvd
Sunny Isles Beach, FL 33160
ADDENDUM # 5
DATE: JANUARY 29, 2024
TO: ALL PLANHOLDERS
FROM: PURCHASING MANAGER
BID NO.: ITB # 24-01-01 CARPET & FLOOR MAINTENANCE SERVICES
SUBJECT: ADDENDUM NO. 5
PLEASE NOTE RECEIPT OF THIS ADDENDUM BY COMPLETING ACKNOWLEDGEMENT OF
ADDENDA’ WITH YOUR FIRM’S SUBMISSION.
Q1. How much is the sq ft for the VCT in the gateway park, and can you clarify the days per
week that each facility needs service.
A1. There are no VCT floors at Gateway Park.
Q2. Can we keep floor care equipment in each site?
A2. The City will not provide storage space for any equipment.
Q3. Will the terrazzo floors and similar require a diamond cut?
A3. Yes.
Q4.Will you provide us with the Square Feet of each type of floor for each site?
A4. Refer to Price Sheet.
Q5. What is the budget for this project?
Refer to Addendum # 3.
A5.
Q6. May we have a copy of the current contract?
Q6. Attached.
Q7. May we have the current bill rate for each line item on the price sheet?
A7. Refer to Addendum # 3.
Q8. May we have a copy of the bid tabulations from the last time this contract was out for
bid?
A8. This is the first formal sealed solicitation conducted for this service. Previously, only
quotes were procured.
Q9. Can you clarify the number of days in weekly maintenance?
A9. Refer to Addendum # 4.
Q10. At the walkthrough we visited the new building department facility. However I do not
see information for that facility in the proposal. Can you clarify if it is included and under
what facility. Also please provide a breakdown of the flooring by square footage. We
observed carpet, tile, wood laminate in this facility.
A10. Refer to page 17, Government Annex.
Q11. Where and how should we request exceptions?
A11. Please refer to page 36 of the ITB.
Q12. What is the projected budget for this project?
A12. Refer to Addendum # 3.
Q13. On the pricing sheet should we be inputting the monthly price for weekly service for
each line item and then the price of deep cleaning where it indicates 6 month deep cleaning ?
A13. Yes
If so, will the deep cleaning price be billed every time the service is performed (2X year)? Yes
ADDENDUM #
DATE: , JANUARY , 2024
TO: ALL PLANHOLDERS
FROM: PURCHASING MANAGER
BID NO.: ITB # 24-01-01 CARPET & FLOOR MAINTENANCE SERVICES
SUBJECT: ADDENDUM NO.
PLEASE NOTE RECEIPT OF THIS ADDENDUM BY COMPLETING ACKNOWLEDGEMENT OF
ADDENDA’ WITH YOUR FIRM’S SUBMISSION.
WORKING HOURS UPDATE
ITB # 24-01-01 CARPET & FLOOR MAINTENANCE SERVICES
WORKING HOURS PER LOCATON:
Government Center, Library, Chambers - Monday
18070 Collins Ave,
Sunny Isle Beach, FL 33160
POST OFFICE - Hours– Friday 8:45 AM – 4:15 PM, access to this
.
18070 Collins Ave,
Sunny Isle Beach, FL 33160
Government Annex (Future But) -
18050 Collins Ave
Sunny Isle Beach, FL 33160
Fleet -
18080 Collins Ave
Sunny Isle Beach, FL 33160
Pelican Community Park – Wednesday
18115 N Bay Rd
Sunny Isles Beach, FL 33160
- 8:3
th
215 185 Street
Sunny Isles Beach, FL 33160
-
19160 Collins Avenue
Sunny Isles Beach, FL 33160
–
151 Sunny Isles Blvd
Sunny Isles Beach, FL 33160
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Proposal
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Operations
OrganizationalChart
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Directs all company
operations
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Directs all district operations.
Ensures customer
satisfaction and district
success.
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Complete oversight of Oversight andDirects operations, ensures Ensures ongoing customer
single, largeaccount. implementationof all customersatisfaction, covers satisfactionand assists in
Ensures quality and district hiring, training and supervisor absenteeism, all account start-ups.
customer satisfaction.safety programs.schedules special services.
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Oversees completion of
Oversees completion and
Performs all specialty
shiftoperations and
quality of operations in one
projects including tile, carpet,
reports daily.
or more buildings.
windows, painting, etc.
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Performs contracted service
Performs contracted service
to meet customer
to meet customer
expectations.
expectations.
xxx/hgjdmfbo/dpn
Full Service Company
Green Facility, Inc. (GFI) is a leading regional provider of quality janitorial
services, grounds maintenance, and other facility services. With regional
presence and broad service capabilities, Green Facility, Inc. strives to maintain
small business service quality while staying large enough to meet your most
complex needs.
Over 25 Years in Business
Over 300 Employees
25 Million SF. Cleaned Daily
Fortune 500 Clients
Quality employees are the fist step to quality service.
Quality
Our stringent hiring processes only supply us the best
employees, consequently rendering a turnover rate 1/3
Employees
of the industry average.
GFI utilizes the latest quality control, work order, and
Relevant
customer communication technology to make us
more effective in providing the service that you
Technology
expect and require.
You can’t rate your success unless you measure it. By
Quality
combining written inspections with standardized
operating procedures, we ensure success on every
Service
job, every time.
The quality of our services and the effectiveness of
Top-Notch
our employees are directly related to the leadership of
our management staff. Therefore, we strive to hire the
Management
best and train for excellence.
We earn our customers’ trust by demonstrating hard
Superior
work, integrity and frequent communication. It is this
trust that allows us to keep nearly 95% of our clients
Relationships
and is the principle that GFI was founded upon.
xxx/hgjdmfbo/dpn
Full Service Solutions
At Green Facility, Inc., we desire to build long lasting partnerships with each of
our customers. Each customer has unique service needs and we are prepared
to meet those needs by offering customized service solutions. Green Facility,
Inc. offers a wide array of services that gives you a flexible, cost effective
solution to managing your facility’s service demands.
Core Solutions
Janitorial Services
Carpet & Floor Care
Day Porting Services
Resale of Paper, Plastic, & Soap
Industrial/Overhead Cleaning
Production Equipment Cleaning
Exterior Service
Grounds Maintenance
Parking Lot Maintenance
Window Cleaning
Pressure Washing
Garage Maintenance
Ancillary Services
Minor & General Maintenance
Recycle Programs
Light Bulb Replacement
Painting
Temporary/Permanent Staffing
Spray Booth Painting
xxx/hgjdmfbo/dpn
Management Hiring Process
A well run project is always the product of great leadership. At Green Facility,
Inc, we understand that quality leadership plays a critical in the labor-intensive
service industry. Our management hiring process is designed to find and hire
the best to achieve the results you expect.
Define DNASource
Education, Skills, Target the DNA Needed: Internal
Experience,Candidates, Referrals, Internet Recruiting,
Competencies, Position Headhunting, Newspaper Advertising and
Profile, Customer MatchOther Successful Methods.
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Reference Check
X Peer
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X 2 Supervised Employees
X 2 Previous Bosses
X 2 Customers Serviced
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xxx/hgjdmfbo/dpn
Quality People. Quality
Service.
At Green Facility, Inc., we realize that exceptional service can only be as good as
the people who provide it. That is why we have developed a hiring process that
gives us the best. Without quality employees, we wouldn’t be able to bring you
the level of service our clients have come to expect from us. Take a look at how
we select the right individuals to serve your needs.
Referral Program
Completed
Employment
Application
Services
WorkHistory
Associations ( i.e.
Proximity toJob
Application
AARP)
Location
Filtering
Advertising
References
Phone
Formal
Reference
Interview
Interview
Checks
Background
Drug Screening
Job OfferNew Hire
Check
(by location)
New
Hire
xxx/hgjdmfbo/dpn
Technology –For Better
Quality, For Better Service.
Today’s business world requires today’s business techniques. At Green Facility,
Inc. (GFI), technology plays a vital role in the success of our operation. From
customer communication to quality control, we utilize the latest technology to
enhance our performance and save you money. Below you will find how our
technologies benefit our customers.
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Trackserviceprogresswithelectronic
inspectionssentrighttoyour email.
Relaxasprojectandperiodicmaintenance
iscompletedontime,asscheduled.
Nomoremissedservice from“noshows.”
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Ensure that all your requests are received
and completed.
Easily manage the service levels at multiple
locations or departments.
Track contractor’s effectiveness in an instant.
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Save $1,000’s with accurate
hourly billing options.
GFIincreased efficiency results in
overall cost savings.
xxx/hgjdmfbo/dpn
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Inspection:1196 -AFNI
RatingService/TrackingItemAttributesNotes
BreakRoom
Break Room -7X Week -Kitchen /
GYRN Clean Break Room Tables & Chairs
Lunchroom / Break Room /
Cafeteria
Break Room -7X Week -Kitchen /
GYRN Clean Coffee Station
Lunchroom / Break Room /
Cafeteria
Break Room -7X Week -Kitchen /
GYRN Clean Kitchen Counter
Lunchroom / Break Room /
Cafeteria
Break Room -7X Week -Kitchen /
Clean Microwave
GYRN
Lunchroom / Break Room /
Cafeteria
Break Room -7X Week -Kitchen /
Clean Water Fountain
GYRN
Lunchroom / Break Room /
Cafeteria
Break Room -7X Week -Hard Floor
Damp Mop
GYRN
Maintenance
Break Room -7X Week -
Dust Mop
GYRN
Vacuuming / Sweeping
Break Room -7X Week -Trash
GYRN Empty & Remove Trash
Removal / Recycling
Break Room -1X Week -Dusting
High / Low Dusting
GYRN
Break Room -7X Week -Dusting
Horizontal Dusting
GYRN
Break Room -7X Week -General
GYRN Spot Clean
Cleaning
Break Room -7X Week -Carpet
Spot Clean Carpet
GYRN
Cleaning
Vacuum Carpet
GYRN Break Room -7X Week -
Vacuuming / Sweeping
CubicleArea
Offices / Cubicles -7X Week -Trash
GYRN Empty & Remove Trash
Removal / Recycling
Offices / Cubicles -1X Week -
High / Low Dusting
GYRN
Dusting
Offices / Cubicles -7X Week -
Horizontal Dusting
GYRN
Dusting
Offices / Cubicles -7X Week -
GYRN Spot Clean
General Cleaning
Offices / Cubicles -7X Week -
Spot Clean Carpet
GYRN
Carpet Cleaning
Offices / Cubicles -7X Week -
Spot Clean Phones
GYRN
General Cleaning
Vacuum Carpet
GYRN Offices / Cubicles -7X Week -
Vacuuming / Sweeping
FrontOffices
Offices / Cubicles -7X Week -Trash
GYRN Empty & Remove Trash
Removal / Recycling
Offices / Cubicles -1X Week -
High / Low Dusting
GYRN
Dusting
Offices / Cubicles -7X Week -
GYRN Horizontal Dusting
Dusting
Offices / Cubicles -7X Week -
GYRN Spot Clean
General Cleaning
Offices / Cubicles -7X Week -
Spot Clean Carpet
GYRN
Carpet Cleaning
Offices / Cubicles -7X Week -
Spot Clean Phones
GYRN
General Cleaning
GYRN Vacuum CarpetOffices / Cubicles -7X Week -
Vacuuming / Sweeping
LargeRestrooms
Clean Mirrors
Restroom -7X Week -Restrooms
GYRN
xxx/hgjdmfbo/dpn
Inspection:1196 -AFNI
RatingService/TrackingItemAttributesNotes
Restroom -7X Week -Restrooms
GYRN Clean Partitions
Restroom -7X Week -Restrooms
Clean Sinks & Counters
GYRN
Restroom -7X Week -Restrooms
Clean Toilets & Urinals
GYRN
Restroom -7X Week -Hard Floor
GYRN Damp Mop
Maintenance
Restroom -7X Week -Vacuuming /
Dust Mop
GYRN
Sweeping
Restroom -7X Week -Trash
Empty & Remove Trash
GYRN
Removal / Recycling
GYRN
Restroom -7X Week -Restrooms
Refill Dispensers
SmallRestrooms
Restroom -7X Week -Restrooms
Clean Mirrors
GYRN
Restroom -7X Week -Restrooms
Clean Partitions
GYRN
Restroom -7X Week -Restrooms
GYRN Clean Sinks & Counters
Restroom -7X Week -Restrooms
Clean Toilets & Urinals
GYRN
Restroom -7X Week -Hard Floor
Damp Mop
GYRN
Maintenance
Restroom -7X Week -Vacuuming /
GYRN Dust Mop
Sweeping
Restroom -7X Week -Trash
Empty & Remove Trash
GYRN
Removal / Recycling
GYRN
Restroom -7X Week -Restrooms
Refill Dispensers
TrainingRooms
Offices / Cubicles -7X Week -Trash
Empty & Remove Trash
GYRN
Removal / Recycling
Offices / Cubicles -1X Week -
GYRN High / Low Dusting
Dusting
Offices / Cubicles -7X Week -
GYRN Horizontal Dusting
Dusting
Offices / Cubicles -7X Week -
Spot Clean
GYRN
General Cleaning
Offices / Cubicles -7X Week -
Spot Clean Carpet
GYRN
Carpet Cleaning
Offices / Cubicles -7X Week -
GYRN Spot Clean Phones
General Cleaning
GYRN Vacuum CarpetOffices / Cubicles -7X Week -
Vacuuming / Sweeping
Vestibule/Lobby
Vestibule / Lobby -1X Week -
High / Low Dusting
GYRN
Dusting
Vestibule / Lobby -7X Week -
Horizontal Dusting
GYRN
Dusting
Vestibule / Lobby -7X Week -
Spot Clean
GYRN
General Cleaning
Vestibule / Lobby -7X Week -
Spot Clean Carpet
GYRN
Carpet Cleaning
Vestibule / Lobby -7X Week -
GYRN Spot Clean Partition & Door Glass
Windows / Glass
GYRN Vacuum CarpetVestibule / Lobby -7X Week -
Vacuuming / Sweeping
xxx/hgjdmfbo/dpn
Quality Control &
Communication –A Formula
For Success
At Green Facility, Inc. (GFI), our number one goal is to satisfy our customers.
We believe there are two factors that ensure success and customer
satisfaction: quality control and customer communication. Here are a few of
the steps we take to produce satisfied customers.
Inspections
You cannot manage what you do not measure. We truly believe this at GFIand have
created a process to manage our work.
Monthly inspections are performed at each facility and loaded into
Routine Inspections
Cleantelligent.
Notification
Completed inspections are immediately viewable by customers.
History
All inspections are permanently stored in Cleantelligent for future
reference.
Inspections are a powerful feedback tool, showing tangible ratings of
Feedback
routine work.
Management
We strongly believe that the key to every successfully run jobsite is quality management.
High quality, trained managers are assigned to EVERY account. They
For Quality
ensure employee performance and service quality remains excellent.
For Communication
Managers guarantee customer satisfaction through proactive
communication with EVERY customer.
Communication
At GFI, our desire is to develop long-lasting partnership with EVERY one of our customers.
This is accomplished through goodwill meetings, quarterly reviews, and 24/7 accessibility.This is accomplished through goodwill meetings, quarterly reviews, and 24/7 accessibility.
Managers regularly meetwith customers to ensure satisfaction, discussustomers to ensure satisfaction, discuss
Goodwill Meetings
inspection scores, and assess ongoing needs.
Quarterly Reviews
GFI management desires to meet with every customer quarterly toGFI management desires to meet with every customer quarterly to
assess service levels, indentify areas for improvement, create action service levels, indentify areas for improvement, create action
plans, and strengthen the partnership.
xxx/hgjdmfbo/dpn
Quarterly Review Summary
Date: Customer:
Names of Customers Present:
Last Meeting Action Items:
Review Staffing/Personnel:
Review Facility Inspections:
Review Customer Surveys:
Review Corrective Actions:
Upcoming Project Work:
Is your building being maintained to your satisfaction?
Are we in danger of losing this account?
Do you that we have problems that have not been addressed that need to be discussed?
Are there any service areas in your facility that are not in our contract that we may
provide you assistance?
12345678910
Customer rated us: (circle
rating)
What are the 2 or 3 things we could do to improve our performance grade:
Page 1 of 2
xxx/hgjdmfbo/dpn
Next Meeting Date/Time:
ActionItems:
1.
2.
3.
Comments:
Page 2 of 2
xxx/hgjdmfbo/dpn
A Standard of Excellence
About gƻľľƊ fēİŧſŧǑǸͮ uƊİͳ
MISSION
Green Cleaning, Eco-Friendly, Safe, Effective yet Very Affordable.
MARKETS & INDUSTRIES
.
Our STANDARD OF EXCELLENCE offers 20 years of experience in many industries:
twh9b w9/hw5
Over 35million Square Feet Cleaned Nightly, over 300 Satisfied
Customer and The Number Keeps Growing!
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Fevdbujpo
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xxx/hgjdmfbo/dpn
Janitorial
Services
Proposal
Hsffo!Gbdjmjuz-!Jod/!Qspqptbm!gps!Dbsqfu!boe!Gmpps!Dbsf!Dpousbdu!
Cje!Op/!35.12.12
Djuz!pg!Tvooz!Jtmft!Cfbdi!
2/Jouspevdujpo
Hsffo!Gbdjmjuz-!Jod/!jt!fydjufe!up!qsftfou!pvs!qspqptbm!gps!uif!Dbsqfu!boe!Gmpps!Nbjoufobodf!Tfswjdft!
dpousbdu!gps!uif!Djuz!pg!Tvooz!Jtmft!Cfbdi/!Bt!b!DJNT.dfsujÑfe!pshboj{bujpo!xjui!HCBD.usbjofe!bewjtpst!
boe!bmmfshz!tuboebset!dfsujÑdbujpo-!xf!csjoh!b!dpnnjunfou!up!rvbmjuz!boe!tvtubjobcjmjuz-!fotvsjoh!upq.
opudi!tfswjdf!xijmf!beifsjoh!up!fowjsponfoubmmz.gsjfoemz!qsbdujdft!boe!ifbmui.dpotdjpvt!tuboebset/
3/RvbmjÑdbujpot!boe!Fyqfsjfodf
Qspwfo!Fyqfsujtf;Xf!qpttftt!fyufotjwf!fyqfsjfodf!jo!dbsqfu!boe!Òpps!nbjoufobodf-!xjui!b!tuspoh
sfdpse!pg!ijhi.rvbmjuz!tfswjdf/!Pvs!bqqspbdi!fydffet!uif!sfrvjsfnfout!tfu!gpsui!jo!uif!JUC-!
efnpotusbujoh!xiz!Hsffo!Gbdjmjuz-!Jod/!jt!uif!cftu!dipjdf!gps!uijt!dpousbdu/
Dvssfou!Sfhjpobm!Dpousbdut;Pvs!pohpjoh!dpousbdut!xjuijo!Mfpo-!Psbohf-!Tfnjopmf-!Tbsbtpub-
Ijmmtcpspvhi-!Njbnj.Ebef-!Cspxbse-!boe!Qbmn!Cfbdi!Dpvoujft!sfÒfdu!pvs!sfmjbcmf!boe!fgÑdjfou!
tfswjdf-!tipxdbtjoh!pvs!dbqbcjmjuz!up!nbobhf!mbshf.tdbmf!boe!ejwfstf!qspkfdut!xjui!pwfs!461!
dmjfout/
Dpnnjunfou!up!Tvtubjobcjmjuz;Xf!qsjpsjuj{f!uif!vtf!pg!hsffo!qspevdut-!bmjhojoh!xjui!fowjsponfoubm
tuboebset!boe!qspnpujoh!b!ifbmuijfs!gbdjmjuz/
4/Dpoubdu!Jogpsnbujpo
Beesftt;3:11!O!Vojwfstjuz!Es/!Dpsbm!Tqsjoht-!GM!44176
Qipof;:65/765/4476
Fnbjm;divohAhÑdmfbo/dpn
Xfctjuf;xxx/hÑdmfbo/dpn
5/TubgÑoh!boe!Qfstpoofm
Lfz!Qfstpoofm!Fyqfsjfodf;Pvs!ufbn!dpnqsjtft!joejwjevbmt!xjui!tjhojÑdbou!fyqfsjfodf!jo!dbsqfu
boe!Òpps!dbsf/!Xf!xjmm!qspwjef!sftvnft!fnqibtj{joh!uifjs!usbdl!sfdpset-!sfmfwbou!usbjojoh-!boe!
fyqfsjfodf!jo!tjnjmbs!qspkfdut/
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Tubgg!Ufbn!Dpnqptjujpo;
Dmbvejb!Hbmep;!Nbslfu!Fyqbotjpo!Ejsfdups
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csjoh!pvs!dfsujÑfe!fyqfsujtf!up!uijt!qspkfdu/
Operations
OrganizationalChart
Qsftjefou0DFP
Directs all company
operations
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Directs all district operations.
Ensures customer
satisfaction and district
success.
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Complete oversight of Oversight andDirects operations, ensures Ensures ongoing customer
single, largeaccount. implementationof all customersatisfaction, covers satisfactionand assists in
Ensures quality and district hiring, training and supervisor absenteeism, all account start-ups.
customer satisfaction.safety programs.schedules special services.
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Oversees completion of
Oversees completion and
Performs all specialty
shiftoperations and
quality of operations in one
projects including tile, carpet,
reports daily.
or more buildings.
windows, painting, etc.
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Performs contracted service
Performs contracted service
to meet customer
to meet customer
expectations.
expectations.
xxx/hgjdmfbo/dpn
Full Service Company
Green Facility, Inc. (GFI) is a leading regional provider of quality janitorial
services, grounds maintenance, and other facility services. With regional
presence and broad service capabilities, Green Facility, Inc. strives to maintain
small business service quality while staying large enough to meet your most
complex needs.
Over 25 Years in Business
Over 300 Employees
25 Million SF. Cleaned Daily
Fortune 500 Clients
Quality employees are the fist step to quality service.
Quality
Our stringent hiring processes only supply us the best
employees, consequently rendering a turnover rate 1/3
Employees
of the industry average.
GFI utilizes the latest quality control, work order, and
Relevant
customer communication technology to make us
more effective in providing the service that you
Technology
expect and require.
You can’t rate your success unless you measure it. By
Quality
combining written inspections with standardized
operating procedures, we ensure success on every
Service
job, every time.
The quality of our services and the effectiveness of
Top-Notch
our employees are directly related to the leadership of
our management staff. Therefore, we strive to hire the
Management
best and train for excellence.
We earn our customers’ trust by demonstrating hard
Superior
work, integrity and frequent communication. It is this
trust that allows us to keep nearly 95% of our clients
Relationships
and is the principle that GFI was founded upon.
xxx/hgjdmfbo/dpn
Full Service Solutions
At Green Facility, Inc., we desire to build long lasting partnerships with each of
our customers. Each customer has unique service needs and we are prepared
to meet those needs by offering customized service solutions. Green Facility,
Inc. offers a wide array of services that gives you a flexible, cost effective
solution to managing your facility’s service demands.
Core Solutions
Janitorial Services
Carpet & Floor Care
Day Porting Services
Resale of Paper, Plastic, & Soap
Industrial/Overhead Cleaning
Production Equipment Cleaning
Exterior Service
Grounds Maintenance
Parking Lot Maintenance
Window Cleaning
Pressure Washing
Garage Maintenance
Ancillary Services
Minor & General Maintenance
Recycle Programs
Light Bulb Replacement
Painting
Temporary/Permanent Staffing
Spray Booth Painting
xxx/hgjdmfbo/dpn
Management Hiring Process
A well run project is always the product of great leadership. At Green Facility,
Inc, we understand that quality leadership plays a critical in the labor-intensive
service industry. Our management hiring process is designed to find and hire
the best to achieve the results you expect.
Define DNASource
Education, Skills, Target the DNA Needed: Internal
Experience,Candidates, Referrals, Internet Recruiting,
Competencies, Position Headhunting, Newspaper Advertising and
Profile, Customer MatchOther Successful Methods.
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•Dvtupnfs!Bqqspwbm
Fyufoe!Pggfs
Reference Check
X Peer
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X 2 Supervised Employees
X 2 Previous Bosses
X 2 Customers Serviced
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xxx/hgjdmfbo/dpn
Quality People. Quality
Service.
At Green Facility, Inc., we realize that exceptional service can only be as good as
the people who provide it. That is why we have developed a hiring process that
gives us the best. Without quality employees, we wouldn’t be able to bring you
the level of service our clients have come to expect from us. Take a look at how
we select the right individuals to serve your needs.
Referral Program
Completed
Employment
Application
Services
WorkHistory
Associations ( i.e.
Proximity toJob
Application
AARP)
Location
Filtering
Advertising
References
Phone
Formal
Reference
Interview
Interview
Checks
Background
Drug Screening
Job OfferNew Hire
Check
(by location)
New
Hire
xxx/hgjdmfbo/dpn
Technology –For Better
Quality, For Better Service.
Today’s business world requires today’s business techniques. At Green Facility,
Inc. (GFI), technology plays a vital role in the success of our operation. From
customer communication to quality control, we utilize the latest technology to
enhance our performance and save you money. Below you will find how our
technologies benefit our customers.
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Trackserviceprogresswithelectronic
inspectionssentrighttoyour email.
Relaxasprojectandperiodicmaintenance
iscompletedontime,asscheduled.
Nomoremissedservice from“noshows.”
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Ensure that all your requests are received
and completed.
Easily manage the service levels at multiple
locations or departments.
Track contractor’s effectiveness in an instant.
Tbwf!Npofz
Save $1,000’s with accurate
hourly billing options.
GFIincreased efficiency results in
overall cost savings.
xxx/hgjdmfbo/dpn
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usfoet!jo!zpvs!gbdjmjujft/
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sfrvjsfnfout!'!fyqfdubujpot/
Ipx!Up!Cfhjo!Vtjoh!DmfboUfmmjhfou;
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Inspection:1196 -AFNI
RatingService/TrackingItemAttributesNotes
BreakRoom
Break Room -7X Week -Kitchen /
GYRN Clean Break Room Tables & Chairs
Lunchroom / Break Room /
Cafeteria
Break Room -7X Week -Kitchen /
GYRN Clean Coffee Station
Lunchroom / Break Room /
Cafeteria
Break Room -7X Week -Kitchen /
GYRN Clean Kitchen Counter
Lunchroom / Break Room /
Cafeteria
Break Room -7X Week -Kitchen /
Clean Microwave
GYRN
Lunchroom / Break Room /
Cafeteria
Break Room -7X Week -Kitchen /
Clean Water Fountain
GYRN
Lunchroom / Break Room /
Cafeteria
Break Room -7X Week -Hard Floor
Damp Mop
GYRN
Maintenance
Break Room -7X Week -
Dust Mop
GYRN
Vacuuming / Sweeping
Break Room -7X Week -Trash
GYRN Empty & Remove Trash
Removal / Recycling
Break Room -1X Week -Dusting
High / Low Dusting
GYRN
Break Room -7X Week -Dusting
Horizontal Dusting
GYRN
Break Room -7X Week -General
GYRN Spot Clean
Cleaning
Break Room -7X Week -Carpet
Spot Clean Carpet
GYRN
Cleaning
Vacuum Carpet
GYRN Break Room -7X Week -
Vacuuming / Sweeping
CubicleArea
Offices / Cubicles -7X Week -Trash
GYRN Empty & Remove Trash
Removal / Recycling
Offices / Cubicles -1X Week -
High / Low Dusting
GYRN
Dusting
Offices / Cubicles -7X Week -
Horizontal Dusting
GYRN
Dusting
Offices / Cubicles -7X Week -
GYRN Spot Clean
General Cleaning
Offices / Cubicles -7X Week -
Spot Clean Carpet
GYRN
Carpet Cleaning
Offices / Cubicles -7X Week -
Spot Clean Phones
GYRN
General Cleaning
Vacuum Carpet
GYRN Offices / Cubicles -7X Week -
Vacuuming / Sweeping
FrontOffices
Offices / Cubicles -7X Week -Trash
GYRN Empty & Remove Trash
Removal / Recycling
Offices / Cubicles -1X Week -
High / Low Dusting
GYRN
Dusting
Offices / Cubicles -7X Week -
GYRN Horizontal Dusting
Dusting
Offices / Cubicles -7X Week -
GYRN Spot Clean
General Cleaning
Offices / Cubicles -7X Week -
Spot Clean Carpet
GYRN
Carpet Cleaning
Offices / Cubicles -7X Week -
Spot Clean Phones
GYRN
General Cleaning
GYRN Vacuum CarpetOffices / Cubicles -7X Week -
Vacuuming / Sweeping
LargeRestrooms
Clean Mirrors
Restroom -7X Week -Restrooms
GYRN
xxx/hgjdmfbo/dpn
Inspection:1196 -AFNI
RatingService/TrackingItemAttributesNotes
Restroom -7X Week -Restrooms
GYRN Clean Partitions
Restroom -7X Week -Restrooms
Clean Sinks & Counters
GYRN
Restroom -7X Week -Restrooms
Clean Toilets & Urinals
GYRN
Restroom -7X Week -Hard Floor
GYRN Damp Mop
Maintenance
Restroom -7X Week -Vacuuming /
Dust Mop
GYRN
Sweeping
Restroom -7X Week -Trash
Empty & Remove Trash
GYRN
Removal / Recycling
GYRN
Restroom -7X Week -Restrooms
Refill Dispensers
SmallRestrooms
Restroom -7X Week -Restrooms
Clean Mirrors
GYRN
Restroom -7X Week -Restrooms
Clean Partitions
GYRN
Restroom -7X Week -Restrooms
GYRN Clean Sinks & Counters
Restroom -7X Week -Restrooms
Clean Toilets & Urinals
GYRN
Restroom -7X Week -Hard Floor
Damp Mop
GYRN
Maintenance
Restroom -7X Week -Vacuuming /
GYRN Dust Mop
Sweeping
Restroom -7X Week -Trash
Empty & Remove Trash
GYRN
Removal / Recycling
GYRN
Restroom -7X Week -Restrooms
Refill Dispensers
TrainingRooms
Offices / Cubicles -7X Week -Trash
Empty & Remove Trash
GYRN
Removal / Recycling
Offices / Cubicles -1X Week -
GYRN High / Low Dusting
Dusting
Offices / Cubicles -7X Week -
GYRN Horizontal Dusting
Dusting
Offices / Cubicles -7X Week -
Spot Clean
GYRN
General Cleaning
Offices / Cubicles -7X Week -
Spot Clean Carpet
GYRN
Carpet Cleaning
Offices / Cubicles -7X Week -
GYRN Spot Clean Phones
General Cleaning
GYRN Vacuum CarpetOffices / Cubicles -7X Week -
Vacuuming / Sweeping
Vestibule/Lobby
Vestibule / Lobby -1X Week -
High / Low Dusting
GYRN
Dusting
Vestibule / Lobby -7X Week -
Horizontal Dusting
GYRN
Dusting
Vestibule / Lobby -7X Week -
Spot Clean
GYRN
General Cleaning
Vestibule / Lobby -7X Week -
Spot Clean Carpet
GYRN
Carpet Cleaning
Vestibule / Lobby -7X Week -
GYRN Spot Clean Partition & Door Glass
Windows / Glass
GYRN Vacuum CarpetVestibule / Lobby -7X Week -
Vacuuming / Sweeping
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Quality Control &
Communication –A Formula
For Success
At Green Facility, Inc. (GFI), our number one goal is to satisfy our customers.
We believe there are two factors that ensure success and customer
satisfaction: quality control and customer communication. Here are a few of
the steps we take to produce satisfied customers.
Inspections
You cannot manage what you do not measure. We truly believe this at GFIand have
created a process to manage our work.
Monthly inspections are performed at each facility and loaded into
Routine Inspections
Cleantelligent.
Notification
Completed inspections are immediately viewable by customers.
History
All inspections are permanently stored in Cleantelligent for future
reference.
Inspections are a powerful feedback tool, showing tangible ratings of
Feedback
routine work.
Management
We strongly believe that the key to every successfully run jobsite is quality management.
High quality, trained managers are assigned to EVERY account. They
For Quality
ensure employee performance and service quality remains excellent.
For Communication
Managers guarantee customer satisfaction through proactive
communication with EVERY customer.
Communication
At GFI, our desire is to develop long-lasting partnership with EVERY one of our customers.
This is accomplished through goodwill meetings, quarterly reviews, and 24/7 accessibility.This is accomplished through goodwill meetings, quarterly reviews, and 24/7 accessibility.
Managers regularly meetwith customers to ensure satisfaction, discussustomers to ensure satisfaction, discuss
Goodwill Meetings
inspection scores, and assess ongoing needs.
Quarterly Reviews
GFI management desires to meet with every customer quarterly toGFI management desires to meet with every customer quarterly to
assess service levels, indentify areas for improvement, create action service levels, indentify areas for improvement, create action
plans, and strengthen the partnership.
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Quarterly Review Summary
Date: Customer:
Names of Customers Present:
Last Meeting Action Items:
Review Staffing/Personnel:
Review Facility Inspections:
Review Customer Surveys:
Review Corrective Actions:
Upcoming Project Work:
Is your building being maintained to your satisfaction?
Are we in danger of losing this account?
Do you that we have problems that have not been addressed that need to be discussed?
Are there any service areas in your facility that are not in our contract that we may
provide you assistance?
12345678910
Customer rated us: (circle
rating)
What are the 2 or 3 things we could do to improve our performance grade:
Page 1 of 2
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Next Meeting Date/Time:
ActionItems:
1.
2.
3.
Comments:
Page 2 of 2
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A Standard of Excellence
About gƻľľƊ fēİŧſŧǑǸͮ uƊİͳ
MISSION
Green Cleaning, Eco-Friendly, Safe, Effective yet Very Affordable.
MARKETS & INDUSTRIES
.
Our STANDARD OF EXCELLENCE offers 20 years of experience in many industries:
twh9b w9/hw5
Over 35million Square Feet Cleaned Nightly, over 300 Satisfied
Customer and The Number Keeps Growing!
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