HomeMy WebLinkAboutSpecificationsFj µNV /SFf
F CITY OF SUNNY ISLES BEACH, FLORIDA
`= 17070 Collins Avenue, Suite 250
Sunny Isles Beach, Florida 33160
F SUN '
(305) 947 -0606 Phone (305) 949 -3113 Fax
INVITATION TO BID
FOR Janitorial Services — Government Facilities
Bid No. 01 -03 -03
Purpose. The purpose of this solicitation is to invite bidders to submit bids to provide
janitorial services for the City Hall, Police Department and other government facilities
1.1 Procedure. Submit ten (10) sets of the complete proposal by the closing date and
time.
1.2. No reimbursement will be made by the City of Sunny Isles Beach for any costs
incurred in appropriation of this solicitation or any presentation(s).
1.3. Property of City. All bids and accompanying documentation received from
bidders in response to this Invitation to Bid shall become the property of the City
and will not be returned to the bidders. In the event of contract award, all
documentation and work product produced as part of the contract shall become
the exclusive property of the City.
1.4. By submission of a response hereunder, the bidder becomes responsible to
comply with the terms and conditions of the Purchasing Procedures Ordinance of
the City as may be amended from time to time. To the extent of any conflict, the
terms of this document control.
2. Background. The City of Sunny Isles Beach is located between the Atlantic Ocean and
the Intercoastal Waterway on the East and West and 191St Street or Terracina Boulevard
on the North and Haulover Beach Park on the South. Our City standards stress a high
quality of development with a focus on creating visual corridors to the ocean, with access
to the ocean as well redevelopment of Sunny Isles Beach Boulevard and Collins Avenue
with a focus on protecting the environment, providing landscaping and developing
aesthetically attractive structures. The City of Sunny Isles Beach is currently in its
comprehensive planning process including the development of land development
regulations.
2.2. The City is seeking a janitorial contractor.
Janitorial Services Bid
Page 1 of 10 City of Sunny Isles Beach
17070 Collins Avenue, Suite 250
Sunny Isles Beach, Florida 33160
(305) 947 -0606 Phone (305) 949 -3113 Fax
Qualification. Bidder must demonstrate an ability to perform the work described in the
statement of work/specifications which is attached as Exhibit "A" (Describe evidence
of qualifications, as the City deems necessary and desirable.)
4. Bid/Proposal.
4.1 The City contemplates award of a firm -fixed price contract resulting from this
solicitation. The term of the contract will be for three years, beginning on the
date of execution and ending on September 30, 2004.
4.2 The first task will be to execute a contract with the City regarding this solicitation.
4.3 Describe work in phases.
4.4 Cancellation of Invitations for Bids or Requests for Proposals. An invitation for
bids, or request for proposals, or other solicitation may be cancelled, or any or all
bids or proposals may be rejected in whole, or in part, as may be specified in the
solicitation, when it is in the best interests of the City. The reasons therefor shall
be made part of the contract file. Each solicitation issued by the City shall state
that the solicitation may be cancelled and that any bid or proposal may be
rejected, in whole or in part, in the best interests of the City. Notice of
cancellation shall be sent to all businesses solicited. The notice shall identify the
solicitation, explain the reason for cancellation and, where appropriate, explain
that an opportunity will be given to compete on any re- solicitation or any future
procurement of similar items.
4.5 Correction or Withdrawal of Bids, Cancellation of Awards In general, bids shall
be unconditionally accepted without alteration or correction, except as authorized
in this Ordinance. However, correction or withdrawal of inadvertently erroneous
bids before or after bid opening, or cancellation of awards or contracts based on
such bid mistakes, may be permitted, where appropriate. Mistakes discovered
before bid opening may be modified, or the bid may be withdrawn by written or
telegraphic notice received in the office designated in the invitation for bids prior
to time set for bid opening. After bid opening, no changes in bid prices or other
provisions of bids prejudicial to the interest of the City, or fair competition, shall
be permitted. In lieu of bid correction, a low bidder alleging a material mistake of
fact may be permitted to withdraw its bid if
Janitorial Services Bid
(1) The mistake is clearly evident on the face of the bid document
but the intended correct bid is not similarly evident; or
(2) The bidder submits evidence which clearly and convincingly
demonstrates that a mistake was made. All decisions to permit the
correction or withdrawal of bids, or to cancel awards or contracts
based on bid mistakes, shall be supported by a written determination
Page 2 of 10 City of Sunny Isles Beach
17070 Collins Avenue, Suite 250
Sunny Isles Beach, Florida 33160
(305) 947 -0606 Phone (305) 949 -3113 Fax
made by the Purchasing Agent.
(3) Notwithstanding the foregoing, the City Commission shall have
the authority to waive any and all irregularities in any and all
proposals.
5. Critical Issues. Describe any particular critical issues relating to timeliness or emphasis
on particular problem areas, etc.
6. Submittals. Include the following in your proposal/bid:
6.1 Cover sheet of this Invitation for Bid.
6.2 An informative, narrative report introducing your firm and location of the office
that will be responsible for the project.
6.3 Price Schedule.
6.4 A resume detailing experience.
6.5 Copies of the firm's professional licensures.
6.6 Any other forms that are required by the City and sample of similar work
performed by the firm.
6.7 Specification of how the final project will be submitted to the City, i.e., pad, GIF,
disk, etc.
6.8 Bids will be received, recorded and clocked in at the City Clerk's Office, 17070
Collins Avenue, Suite 250, Sunny Isles Beach, Florida 33160, until 10:00am local
time on March 28, 2001. Bids will be opened soon thereafter.
7. Evaluation. Bids will be evaluated using the following criteria. The criteria are not
listed in order of importance and additional criteria may be used. The City Manager will
have the final say on the evaluation criteria and will make the final selection in the best
interests of the City.
• Ability of professional personnel (including the
the capacity, ability and skill of the provider to
perform the contract; the character, integrity,
reputation, judgment, experience and efficiency
of the provider); 20 points
• Relevant Experience (including professional
licensure required when service of a skilled
nature as required by law to perform such
Page 3 of 10 City of Sunny Isles Beach
17070 Collins Avenue, Suite 250
Sunny Isles Beach, Florida 33160
Janitorial Services Bid (305) 947 -0606 Phone (305) 949 -3113 Fax
service and /or skill);
• Past Performance (including the quality of
performance of previous contracts);
• Recent, current and projective workloads (including
whether the provider can perform the contract
within the time specified without delay or
interference);
• Fee proposal
• Association with Sunny Isles Beach firm
• Demonstration of legal capability
• Demonstration of Experience and ability to use
bidder in the future
15 points
15 points
10 points
15 points
5 points
10 points
10 points
8. Peformance. The bidder, upon award of any contract shall ensure that all items supplied
and /or work performed, comply with federal, state and local laws rules and regulations as
well as the terms of the contract.
9. Process. Bidder, upon award of the contract shall be responsible for management and
organization of all public hearings and meetings with City officials, citizens' and
business groups or other organizations as applicable. Any and all meetings will be at no
additional cost to the City.
9.1 Non - award. The City reserves the right in its sole and absolute discretion to reject
any and all bids to cancel and withdraw this Invitation to Bid at any time.
9.2 The City reserves the right to award any contract to any bidder which it deems to
offer the best overall service and be the most responsible responsive bidder
thereby the City is not bound to award any contract based solely on the lowest
quoted price and no contract is created until it is signed with the approval of the
City Commission. The City, in its sole and absolute discretion, also reserves the
right to negotiate separately with competing firms as it deems to be in the best
interest of the City and as permitted by law.
9.3 In the event the lowest, most responsive and responsible bid for a project exceeds
available funds, and the City Commission does not make available additional
funds, the City Manager is authorized, when time or economic considerations
preclude re- solicitation of bids, to negotiate an adjustment of the bid price as long
as the scope of work is not changed with the lowest, most responsive and
responsible bidder, in order to bring the bid within the amount of available funds.
Final negotiation shall be in written form as approved by the City Manager.
9.4 One Response. If only one responsive bid or proposal for commodity or
contractual service is received, in response to an Invitation for Bid/Proposal, an
award may be made to the single Bidder/Proposer, if the City Manager finds the
price submitted is fair and reasonable, and that other prospective bidders had
reasonable opportunity to respond, or there is not adequate time for re- solicitation.
Janitorial Services Bid
Page 4 of 10 City of Sunny Isles Beach
17070 Collins Avenue, Suite 250
Sunny Isles Beach, Florida 33160
(305) 947 -0606 Phone (305) 949 -3113 Fax
Further, the City Manager reserves the right, if it is in the best interests of the
City, to negotiate with the sole Bidder/Proposer for the best terms, conditions and
price. The City Manager shall document the reasons that such action is in the best
interest of the City. Otherwise, the bid /proposal may be rejected and:
1. new bids or offers may be solicited;
2. the sole bid /proposal may be rejected.
3. If the City Manager determines in writing that the need for the supply or
service continues, but that the price of the one bid /proposal is unreasonable
and there is not time for re- solicitation or re- solicitation would likely be futile,
the procurement may then be conducted under Section 6(D) or Section 6(F),
of the Ordinance as appropriate.
10. Taxes. The bidder is responsible for paying any and all taxes associated with the
agreement.
11. Termination of Agreement If the bidder fails to perform the conditions of the
agreement as specified and as interpreted by the Manager, the Manager shall provide
written notice of such violation.
11.2 The City reserves the right to terminate the agreement, without cause, with a 30-
day calendar written notice unless otherwise provided in the contract.
11.3 Termination and cancellation of any agreement will not relieve the bidder for
work rest, which was to be completed prior to the termination or cancellation of
the agreement.
11.4 If the agreement is terminated for cause, bidder will be removed from the City's
vendor list.
11.5 The City Commission shall have the right to terminate the agreement in the event
the bidder files any petition or proceeding for bankruptcy relief or is adjudicated
to be bankrupt or insolvent or fails to pay just debts as they ordinarily become
due.
11.6 This agreement may not be terminated by the bidder unless otherwise provided in
the contract.
12. Insurance Requirements.
12.1 General. The bidder, including service- related bidder, shall purchase and
maintain for the entire life of the Project, including any and all approved time
extensions, until its final acceptance by the City, such insurance as will protect the
bidder from claims under Workers' Compensation, disability benefit laws or other
Janitorial Services Bid
Page 5 of 10 City of Sunny Isles Beach
17070 Collins Avenue, Suite 250
Sunny Isles Beach, Florida 33160
(305) 947 -0606 Phone (305) 949 -3113 Fax
similar employee benefit laws; from claims for damages because of bodily injury,
occupational sickness or disease, or death of bidder employees; from claims
insured by usual or unusual injury liability coverage; from claims or injury to or
destruction of tangible property and from claims insured by usual Commercial
General Liability coverage. This includes loss of use resulting therefrom, any or
all of which may arise out of the bidder's operations under the Contract
Documents, whether such operations be by the bidder, or any sub contractor, or
by anyone directly or indirectly employed by any of them or for whose acts any of
them may be legally liable. The bidder's deductibles /self - insured retentions shall
be disclosed to the City and may be disapproved by the City and may be reduced
or eliminated at the sole discretion of the City. The bidder is responsible for the
amount of any deductible or self - insured retention.
12.2 Requirements for Certificates of Insurance. Bidder shall provide the City with all
required Certificates of Insurance which Certificates must be acceptable to the
City. Each Certificate of Insurance shall be provided to the City at least 15 days
prior to coverage renewals requested by the City. The bidder shall furnish
complete copies of bidder's insurance policies, forms and endorsements. If the
bidder fails to obtain and maintain for the life of the contract insurance required
herby or to replace any such expired or cancelled policies, the City may obtain
and maintain such insurance with such company as it deems satisfactory with
those amounts expended by the City in payment of premiums to be deducted by
the City from the amounts due the bidder for work covered by the contract.
13. Hold Harmless.
13.1 The City, its agents, employees and officials, both elected and appointed shall be
held harmless against all claims for bodily injury, sickness, disease, death or
personal injury or damage to property or loss of use resulting therefrom arising
out of performance of the agreement or contract, unless such claims are a result of
the City's sole negligence, as determined by the final arbiter of such claim.
13.2 The City, its agents, employees and official, both elected and appointed shall also
be held harmless against all claims for financial loss with respect to the provision
of or failure to provide professional or other services resulting in professional,
malpractice, or errors and omissions liability arising out of performance of the
agreement or contract, unless such claims are a result of the City's sole
negligence, as determined by the final arbiter of such claim.
14. Payment on Behalf of the City.
14.1 Bidder agrees to pay on behalf of the City, and to pay the cost of the City's legal
defense, as may be selected by the City, for all claims described in the Hold
Harmless paragraph 13 above.
Janitorial Services Bid
Page 6 of 10 City of Sunny Isles Beach
17070 Collins Avenue, Suite 250
Sunny Isles Beach, Florida 33160
(305) 947 -0606 Phone (305) 949 -3113 Fax
14.2 Such payment on behalf of the City shall be in addition to any and all other legal
remedies available to the City and shall not be considered to be the City's
exclusive remedy.
15. Public Entity Crimes,
Section 287.133, Florida Statutes, provides that a person or affiliate, as defined in that
Section, who has been placed on the convicted vendor list following a conviction for a
public entity crime may not submit a bid on a contract to provide any goods or services to
a public entity, may not submit a bid on a contract with a public entity for the
construction or repair of a public building or a public work, may not submit bids on
leases of real property to a public entity, may not be awarded or perform work as a
contractor, supplier, subcontractor, or consultant under a contract with any public entity,
and may not transact business with any public entity, and may not transact business with
any public entity in excess of the threshold amount provided in s.287.017 for
CATEGORY TWO ($25,000) for a period of 36 months from the date of being placed on
the convicted vendor list. Any such person or affiliate convicted of a public entity crime
shall provide written notice of such conviction to the City within 30 days after the date of
such conviction.
16. Explanations/Interpretations.
Bidders desiring an explanation or interpretation relative to this solicitation, must request
it in writing soon enough before the date and time scheduled for receipt of bids specified
in this solicitation. Annotate the solicitation number on all written inquiries and
correspondence. Oral explanations or instructions will not be binding. Any information
given to bidder, which in the opinion of the Procurement Services Office, affects all
bidders or would be prejudicial to other bidders if not communicated shall be furnished
to all other bidders as an addendum to the solicitation. Direct inquiries as follows: Jim
Watts - Public Works Director, City of Sunny Isles Beach, 17070 Collins Avenue,
Suite 250, Sunny Isles Beach, Florida 33160.
Janitorial Services Bid
Page 7 of 10 City ojSunny Isles Beach
17070 Collins Avenue, Suite 250
Sunny Isles Beach, Florida 33160
(305) 947 -0606 Phone (305) 949 -3113 Fax
EXHIBIT "A"
STATEMENT OF WORK/SPECIFICATIONS.
General
The City Hall, Police Department and Building Department are located at 17070 Collins
Avenue, Suites 250, 255, and 268. The total area for these facilities is 23.200 S.F.
Complete Janitorial services by experienced and reliable personnel will be required
Monday thru Friday for City Hall and the Building Department after 9:OOpm except
during commission meetings. The Police Department requires Monday thru Thursday
plus Saturday after 9:OOpm.
The contractor shall provide a listing of all personnel to be allowed in the building.
Minimum required information should include the name, resident address, telephone
number and Social Security number. No one shall be allowed to work in this building
without this information on file. The number of personnel allowed in the building will be
limited to four (4) unless prior arrangements have been made. No one under the age of
seventeen (17) will be allowed in the buildings. Computers, copy machines, radios and
telephones are not to be used by Contractor personnel.
The janitorial contractor shall provide all necessary cleaning equipment and all supplies.
Cleaning, dusting and sanitiaing/disingectant supplies shall be provided and used as
necessary to maintain first class cleanliness. Garbage bags shall be furnished by the
contractor and sized for the container into which they are installed.
All office paper discarded in the individual recycling containers, shall be kept separate
from regular garbage. All recycled paper shall be placed in the dumpster located at the
far end of the parking lot. Empty cardboard boxes shall be broken -down and placed in
the dumpster at the far end of the parking lot.
Janitorial services shall include all of the following elements with specific requirements
by area: Dusting is defined as cleaning with appropriate dust attractant for the particular
surface which will minimize scattering of dust to surrounding area. Mopping is defined
as cleaning tile floor with appropriate mopping solution, which is designed for the
particular surface. Sweeping is defined as cleaning with appropriate sweeping
compound for the surface to which it is applied to avoid scattering dust and trash to other
areas. Vacuuming is defined as cleaning with a vacuum to clean carpet, floors, tapestry,
or upholstered work.
Requirements
(A) Initial Start-up
Janitorial Services Bid
Page 8 of 10 City of Sunny Isles Beach
17070 Collins Avenue, Suite 250
Sunny Isles Beach, Florida 33160
(305) 947 -0606 Phone (305) 949 -3113 Fax
1) All carpets are to be cleaned at the beginning of service and every three 3 months
thereafter. Vender shall provide a unit price for additional carpet cleaning if
required.
2) Strip and wax all tile floors at the beginning of service. Tile floors are to be
waxed once per month unless otherwise specified. Waxed floors are to be stripped
every six (6) months.
3) At the beginning of service, all light fixtures, air conditioner vents /grills shall be
cleaned completely and cleaned monthly thereafter.
4) Clean all windows (inside only) at the beginning of service and as specified
thereafter.
5) Clean (dust, vacuum, mop) under all partitions. Cabinets and furniture.
The following itemized schedule and listing cleaning items shall be construed to be the
minimum acceptable for this contract. In addition to the following, spot cleaning shall as
required.
(B) Offices:
1) Dust all office furnishings (desk, bookshelves, file cabinets, computers), binds and
baseboards every Monday, Wednesday and Friday.
2) Vacuum carpeted floors every night
3) Sweep tile floors and mop every night.
4) Empty garbage /trash cans and replace bags every night.
5) Clean window once a Week.
(C) Kitchen (every night):
1) Clean and wipe down counter tops.
2) Sweep
3) Vacuum
4) Empty garbage /trash cans and replace bags every night.
5) In addition to the three days specified the items I -iv above shall be performed on
any other night that the Kitchen area is used.
(D) Hallways:
1) Vacuum carpeted areas every night.
2) Sweep tiled areas every night.
3) Mop tiled areas every night.
4) Dust baseboards nightly
5) Remove any boxes or containers every night
6) Clean entry door glass every night.
7) Wax tile floors once a month.
(E) Foyer/Reception Area:
(1) Vacuum every night.
(2) Dust all Furniture every night.
Janitorial Services Bid
Page 9 of 10 City ojSunny Isles Beach
17070 Collins Avenue, Suite 250
Sunny Isles Beach, Florida 33160
(305) 947 -0606 Phone (305) 949 -3113 Fax
(3) Empty garbage /trash cans and replace bags every night.
(4) Dust blinds and Clean window every Monday, Wednesday and Friday
(5) Clean door glass every night.
(F) Restrooms:
1) Clean and sanitize toilets, urinals and lavatories every night with cleaner and
disinfectant.
2) Sweep every night.
3) Mop floor with sanitizing/disinfectant solution every night.
4) Empty garbage /trash cans and change bags every night.
5) Clean mirrors with appropriate cleaning agent every night.
6) Refill all dispensers every night (toilet tissue, c -fold towels, soap, etc.,)
7) Provide urinal screens and deodorant blocks. Replace as needed.
8) Clean/wipe walls and toilet partitions two (2) times per week.
(G) Elevator and Hallway Area:
1) Sweep area every night.
2) Vacuum carpet and sweep every night.
3) Wipe doors and walls to City Hall and Police Department.
4) Clean pay telephone apparatus.
5) Dust all ledges and other flat surfaces.
Janitorial Services Bid
Page 10 of 10 City ojSunny Isles Beach
17070 Collins Avenue, Suite 250
Sunny Isles Beach, Florida 33160
(305) 947 -0606 Phone (305) 949 -3113 Fax