HomeMy WebLinkAboutSpecificationsN
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City Commission of s U 0 "o
Norman S. Edelcup INVITATION TO BID
Mayor
Lewis J. Thaler
Vice Mayor
Roslyn Brezin
Commissioner
Gerry Goodman JANITORIAL SERVICES —
Commissioner
Danny Iglesias GOVERNMENT
Commissioner
Christopher J. Russo FACILITIES
City Manager
Lynn M. Dannheisser
City Attorney
Jane A. Hines
City Clerk
CITY OF
SUNNY ISLES BEACH
MIAMI —DADE COUNTY,
FLORIDA
BID NO. 04 -10 -01
Bid 04 -10 -01 -Janitorial Svcs Notice
NOTICE TO BIDDERS
NOTICE IS HEREBY GIVEN that the CITY OF SUNNY ISLES BEACH is seeking
sealed bids for the following:
City of Sunny Isles Beach Bid No. 04 -10 -01
Janitorial Services — Government Facilities
Sealed bids for the janitorial services for the new Sunny Isles Beach Government
Center.
Bids shall be on a lump sum basis; segregated bids will not be accepted. Sealed bids
will be received by the City Clerk until 10:00 am, Friday, December 17, 2004, at City
of Sunny Isles Beach, City Hall located at 17070 Collins Avenue, Suite 250, Sunny
Isles Beach, Florida, 33160. Bids received after this time will not be accepted. Bids
submitted will be opened publicly and read aloud at this time.
A mandatory Pre -Bid Conference is scheduled for 10:00 a.m., Friday, December 10,
2004 at the Sunny Isles Beach Government Center, 18070 Collins Avenue, Sunny
Isles Beach, Florida. All contractors planning to submit a bid are required to attend this
meeting. Contractors should allow sufficient time to ensure arrival prior to the indicated
time. Bids from those who have failed to attend will not be accepted. Contractors
arriving past the indicated time will not be eligible to submit a bid.
Bid packages may be obtained from James Watts, Public Works Director, City of
Sunny Isles Beach, 17070 Collins Avenue, Suite 250, Sunny Isles Beach, Florida
33160, at no cost.
Bidding Documents may be examined at the City of Sunny Isles Beach, at the above
referenced address.
The Owner 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 the Owner.
For further information, please contact James Watts, Public Works Director, at (305)
947 -0606.
Jane A. Hines, City Clerk
City of Sunny Isles Beach
Bid 04 -10 -01 -Janitorial Svcs Notice
CITY OF SUNNY ISLES BEACH
INVITATION TO BID NO. 04 -10 -01
JANITORIAL SERVICES - GOVERNMENT FACILITIES
INSTRUCTION TO BIDDERS:
1. Each proposal submitted must have clearly marked on the face of the envelope the
following information:
"SEALED BID"
JANITORIAL SERVICES - GOVERNMENT FACILITIES
OPENING DATE AND TIME: FRIDAY, DECEMBER 17, 10:00 A.M.
BID #04 -10 -01
2. All Proposals shall be submitted on the Bid Form and shall include all requested
documentation and a completed Public Entity Crime Form.
3. Mail or deliver ten (10) sets of the complete proposal with authorized original
signatures to:
Office of the City Clerk
City of Sunny Isles Beach
17070 Collins Avenue, Suite 250
Sunny Isles Beach, FL 33160
4. Faxed proposals will not be accepted.
5. The City reserves the right to accept or reject any or all proposals received.
6. Proposals shall be publicly opened at, and no proposal received later than, 10:00
a.m., Friday, December 17, 2004.
7. A mandatory pre -bid conference is scheduled for 10:00 a.m., Friday, December
10, 2004. All contractors planning to submit a bid are required to attend this
meeting.
8. Any additional information can be obtained by calling James Watts, Public Works
Director, at (305) 947 -0606.
9. The City of Sunny Isles Beach is tax exempt (Certificate #23 -00- 477131 -54C).
Bid 04 -10 -01 - Janitorial Svcs Notice
CITY OF SUNNY ISLES BEACH, FLORIDA
18070 Collins Avenue
Sunny Isles Beach, Florida 33160
305 - 947 -0606 Phone 305 - 947 -3113 Fax
INVITATION TO BID FOR
Janitorial Services — Government Facilities
Bid No. 04 -10 -01
1. Purpose: The purpose of this solicitation is to invite bidders
to submit bids to provide1anitorial services for the City Hall.
1.1 Procedure. Submit ten (10) sets of the complete proposal
by the closing date and time.
1.2 Specifications may be obtained from Public Works, located
at 17070 Collins Avenue, Suite 250, Sunny Isles Beach, FL
33160 (305) 947 -0606.
Proposals will be accepted until 10:00 am Friday,
December 17, 2004 in the office of the City Clerk, 17070
Collins Avenue, Suite #250, Sunny Isles Beach, FL 33160.
Bids will be opened at 10:00 am, Friday, December 17,
2004.
A mandatory pre -bid conference will be held at the new
Government Center, 18070 Collins Avenue, City of Sunny
Isles Beach, FL 33160 at 10:00 am Friday, December 10,
2004.
1.3. No reimbursement will be made by the City of Sunny Isles
Beach for any cost incurred in appropriation of this solicitation
or any presentation (s).
1.4 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 a contract award, all documentation and
work product produced as part of the contract shall become the
exclusive property of the City.
Page 1 of 11
1.5 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.
Janitorial Services Bid
2. Background. The City of Sunny Isles Beach is located between
the Atlantic Ocean on the East and the Intracoastal Waterway
on the West and 194th 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 as redevelopment of Sunny Isles Beach Boulevard and
Collins Avenue with a focus on protecting the environment,
providing landscaping and development comprehensive
planning process including the development of land
development regulations.
2. 1 The City is seeking a janitorial contractor
3. Qualifications: 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 the three years, beginning on the date of
executions and ending on September 30, 2007.
4.2 The first task will be to execute a contract with the City
regarding this solicitation.
4.3 Describe work in phases.
4.4Cancellation of Invitations for Bid 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 therefore shall be made part of the contract
Page 2 of 11
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 business
solicited. The notice shall identify the solicitation, explain
the reason for the 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 of 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 law alleging a material mistake of fact may be
permitted to withdraw its bid if:
(1) The mistake is clearly evident on the face of the bid
document but the intended correction 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.
4.6The City Manager of the City of Sunny Isles Beach reserves
the right to reject any and all proposals; to waive any and all
informalities or irregularities, and to reject all or any part of
any proposal as he deems to be in the best interest of the
City of Sunny Isles Beach.
5. Cancellation of Contract
5.1 The City shall have the right to cancel this contract at any
time during the term upon thirty (30) days written notice.
Payment will be made only for work completed to the
satisfaction of the City.
Page 3 of 11
5.2 Bid security in the form of a bid bond or certified check
made payable to the City of Sunny Isles Beach in the
amount of five (5) percent of the bid shall be included
with the bid documents.
5.3 The successful bidder shall supply a Performance bond
for 110% of the Contract Price for year one of the
contract made payable to the City of Sunny Isles
Beach within five days of notification of award of
contract which shall stay in effect for the duration of the
Contract.
EXHIBIT "A"
STATEMENT OF WORK /SPECIFICATIONS
General
The City Hall is located at 18070 Collins Avenue. The total
area for these facilities is 53,373 S.F. Complete Janitorial
services by experienced and reliable personnel will be required
Monday thru Saturday, after 6:OOPM except Saturday when an
earlier start time is permissible.
Included in the 53,373 S.F. above, is the Post Office (1,200
S.F.) and the Library (7,500 S.F.). While both areas are to be
included in computing total cost, these facilities will be broken
out to reflect their individual costs.
Areas requiring
intensive cleaning
Bathrooms
13
Break Rooms
03
Holding cells
02
Locker rooms
03
Twenty -one areas above represent 1,158 S.F.
Fixtures are as follows
Toilets
36
Sinks
33
Urinals
06
Showers
04
Prior to starting work, the contractor shall provide a listing of all
personnel to be allowed in the building. Minimum required
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information should include the name, resident address,
telephone number, date of birth, and Social Security number,
for a thorough police background check. No one shall be
allowed to work in this building without this information and
background check on file. No one under the age of (17) will be
allowed in the building. Computers, copy machines, radios and
telephones are not to be used or moved by Contractor
personnel.
The City shall have the right to require the contractor to remove
from assignment to its facilities such employees as shall be
deemed incompetent, careless, insubordinate, or in any way
objectionable, or any personnel whose actions may be contrary
to the public interest or inconsistent with the best interests of
the City of Sunny Isles Beach. Employees shall be properly
certified — (1 -9) citizens, Visa green cards, etc. All personnel
shall wear uniforms with exposed I.D. tags, issued by the City,
or they shall not be permitted to enter the premises. All
employees responsible to open and close shall be capable of
operating fire and burglar alarm systems properly.
QUALITY STANDARDS
In general, the achievement of the desired standards as
outlined here will result in an almost complete absence of
visible soil. In order to maintain the facilities in this condition,
the contractor will immediately remove any visible soil, which is
found as a result of his inspection. For purposes of definition,
absence of soil shall be at a minimum as follows:
A. Absence of dust on horizontal and vertical surfaces, floors,
walls, ledges, furniture and equipment.
B. Absence of litter and trash on floor and horizontal surfaces of
equipment.
C. Absence of finger marks and sports and soil build -up on walls,
partitions, doors, dividers, etc.
D. Absence of incrustation, soil and wax build -up on floors,
particularly in thresholds, corners, along edges and baseboard,
around door jams, and around furniture and equipment legs
and bases.
E. Absence of soil and stains on toilet room fixtures, drains, traps,
faucets, soap and dispensers, stalls, mirrors, ledges and
drinking fountains. Disinfectants shall be used to sterilize toilet
room fixtures where required.
F. Absence of dust, spots, soil build -up and incrustation on
furniture and equipment surfaces and legs.
Page 5 of 11
G. Absence of dust, lint and litter on upholstered furniture.
H. Absence of soil, linter, dust and incrustation in ashtrays, urns,
wastebaskets, and trash containers. Wastebaskets and trash
containers to be washed as needed.
I. Absence of marks, spots, stains, and streaks on interior and
exterior entrance doors, lobby glass, all partition glass and
concourse interior windows.
J. Absence of soil and dust on window blinds, shades, sills,
frames and ledges.
K. Absence of other visible soil and cobwebs on horizontal and
vertical surfaces including ceiling, interior and exterior.
L. Absence of trash in building. Trash shall be collected and
removed to designated area.
M. Absence of soil, litter, dust and spots from all carpets, mats and
floors.
N. Absence of streaks, spots, stains from all bright work, where
appropriate. All bright work shall be polished dry to a sheen.
O. Absence of streaks, spots, stains, incrustation, dirt, dust, black
marks from all resilient floors.
SPECIAL PROVISION TO BE OBSERVED WHILE CLEANING
AREAS WITH DATA PROCESSING MACHINES WORD
PROCESSING AND OTHER ELECTRONIC DEVICES.
A. Contractor shall not move nor jar computers, and /or data
processing machines, equipment and accessories. Word
processing machines and other electronic equipment are very
sensitive and must not be moved, bumped, jarred, nor
tampered with without prior approval.
B. Contractor shall not use steel wool, powdered cleansers,
brushes, dusters, rags or waste material that leave dust nor any
material containing silicon on or around this equipment.
RECYCLING
The Contractor must remove all recyclable trash from each
location nightly (daily.) Recyclable trash must be removed
separately from other trash to avoid contamination and placed
in designated recycle bins.
MATERIAL AND EQUIPMENT
A. The contractor shall submit a list of all supplies and materials,
including chemical material safety data sheets to the
Department of Public Works for approval.
Page 6 of 11
B. The Contractor shall furnish and maintain all the necessary
equipment and should submit as part of his bid a complete list
of the equipment to be used. Bidder must, submit with their
bid, evidence and /or references of satisfactory service rendered
in the past two years similar to those specified herein.
INSPECTIONS
The Contractor shall be responsible for supervision and
direction of the work performed by his employees and shall at
all times provide a full time supervisor on the premises to carry
out this responsibility. The supervisor shall have the authority
to act as agent for the Contractor in his absence. He /she shall
be fully qualified to implement the contract specifications.
Supervisors, Project Managers and any employee performing
day coverage must speak fluent English.
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 be included as required:
B. Offices
1. Dust all office furnishings (desk, bookshelves,
file cabinets, computers), blinds 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 windows once a week inside with
Page 7 of 11
squeegee only (not paper)
C. Kitchen (every
night)
1.
Clean and wipe down counter tops.
2.
Sweep
3.
Vacuum /mop
4.
Empty garbage /trash cans and replace bags
every night
5.
In addition to the three days specified, the items
1 -4 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
Page 7 of 11
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 the floors once a month.
E. Foyer /Reception
Area:
1.
Vacuum every night
2.
Dust all Furniture every night.
3.
Empty garbage /trash cans and replace bags
every night.
4.
Dust blinds and Clean windows 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 two ply
tissue, c -fold towers, soap, etc.)
Provide urinal screens and deodorant blocks. Replace as
needed.
G. Elevators
7. Clean /wipe walls and toilet partitions two (2)
times per week.
1. Sweep area every night
2. Vacuum carpet every night
3. Wipe doors and walls
H. Commission Chambers
1. Dust all furnishings each Monday, Wednesday,
and Friday except when it is obvious a meeting
is taking place.
Page 8 of 11
2. Vacuum carpet every night
3. Empty garbage /trash and replace bags each
night.
4. Mop and dust break room behind dias
I. Miscellaneous
1. Clean pay telephone apparatus
2. Any other surfaces not previously mentioned
FLOOR CARE
Contractor must use the following steps to ensure the expected
level of service.
MAINTENANCE OF FLOORS OTHER THAN RESTROOMS
AND KITCHEN AREAS
A.Non- Carpeted Areas
1. Either the water or waterless (dry process may be used. Only
highest quality materials. Butcher's Products or equal may be
used (Daily)
2.Completely strip and thoroughly rinse floors.
3. No ammoniated stripper) (Quarterly). See Q1.
4. Apply 2 coats of finish (Butcher's Highnoon or equal
(Quarterly)
C. Carpeted Areas
Vacuuming — vacuum all areas making sure vacuum bags do
not exceed 70% capacity.
1. Full Vacuuming (daily)
Utilize extension hoses and tools to thoroughly vacuum all
carpeted areas. This includes under desks, close to walls, etc.
2.Spotting (daily)
a. Spot carpet areas using Ramsey's Professional
Spotters or equal in the following manner
b. Spray spot, agitate from the outside in using a
non -blunt instrument such as a bone scraper.
Page 9 of 11
C. Blot spot using a white cotton towel. Larger spots
may be removed using a hand tool or wand. This
step can be performed while vacuuming. Note,
about 80 -90% of spots will be removed during this
step. If a spot does not come out during this step,
it should be reported to the shift supervisor.
d. The shift supervisor or other properly trained
personnel should use Ramsey's Professional
Spotting Kit or equal according to its specific
directions as outlined in the Master Spot5ting
Guide. Certain spots and stains have certain
procedures as outlined in Ramsey's Professional
Carpet and Upholstery Cleaning guide and should
be followed accordingly (i.e., red dye, copy toner.)
3.Heavy Traffic Monthly Procedures.
A. Pre - spraying
1. Vacuum all areas to be cleaned
making sure vacuum bag does not
exceed 70% Capacity.
2. Pre -spray carpet using Ramsey's
Premulsion or equal with a pump -up
sprayer or similar device.
3. Mix 16 oz. Per gallon. Do not over -
dilute chemical.
4. Spray evenly in block patterns.
Allow at least 10 minutes of dwell
time.
5. Extra Agitation may be required in
excessively soiled areas using a
175 RPM machine with a soft carpet
brush attachment.
6. Agitate pre- sprayed areas only.
Then rinse extract with an extraction
machine.
4. RINSE EXTRACTION
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1. Fill extractor with a mixture of hot water and
Ramsey's Rinsoft of equal.
2. Mix 1 oz. Per gallon. Do not over dilute
chemical.
3. Extract areas that have been pre- sprayed.
Note: do not allow pre -spray to dry before
being extracted.
Note: this step deep cleans carpet fibers, removed any detergent
and neutralizes the pH.
4. Carpet blowers may be utilized to reduce
drying time.
Page 11 of 11
SWORN STATEMENT PURSUANT TO SECTION 287.133(3)(a)
FLORIDA STATUTES, ON PUBLIC ENTITY CRIMES
THIS FORM MUST BE SIGNED AND SWORN TO IN THE PRESENCE OF A NOTARY PUBLIC OR
OTHER OFFICIAL AUTHORIZED TO ADMINISTER OATHS.
1 . This sworn statement is submitted to
by
for
whose business address is
and (if applicable) its Federal Employer Identification Number (FEIN) is -_
(IF the entity had no FEIN, include the Social Security Number of the individual signing this sworn
statement:
1 understand that a "public entity crime" as defined in Paragraph 287.133(1)(g), Florida Statutes, means a
violation of any state or federal law by a person with respect to and directly related to the transaction of
business with any public entity or with an agency or political subdivision of any other state or of the United
States, including, but not limited to, any bid or contract for goods or services to be provided to any public
entity or an agency or political subdivision of any other state or of the United States and involving antitrust,
fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentation.
3. 1 understand that "convicted" or "conviction" as defined in Paragraph 287.133(1)(b), Florida Statutes means a
finding of guilt or a conviction of a public entity crime, with or without an adjudication of guilt, in any federal
or state trial court of record relating to charges brought by indictment or information after July 1, 1989, as a
result of a jury verdict, nonjury trial, or entry of a plea of guilty or nolo contenders.
4. I understand that an "affiliate" as defined in Paragraph 287.133(l)(a), Florida Statutes, means:
a. A predecessor or successor of a person convicted of a public entity crime; or
b. An entity under the control of any natural person who is active in the management of the entity
and who has been convicted of a public entity come. The term "affiliate" includes those officers,
directors, executives, partners, shareholders, employees, members, and agents who are active in the
management of an affiliate. The ownership by one person of shares constituting a controlling interest in
another person, or a pooling of equipment or income among persons when not for fair market value under
an arm's length agreement, shall be a prima facie case that one person controls another person. A person
who knowingly enters into a joint venture with a person who has been convicted of a public entity crime
in Florida during the preceding 36 months shall be considered an affiliate.
5. I understand that a "person" as defined in Paragraph 287.133(1)(e), Florida Statutes, means any
natural person or entity organized under the laws of any state or of the United States with the legal power
to enter into a binding contract and which bids or applies to bid on contracts for the provision of goods or
services let by a public entity, or which otherwise transacts or applies to transact business with a public
entity. The term "person" includes those officers, directors, executives, partners, shareholders,
employees, members, and agents who are active in management of any entity.
Signature Date
Sworn to and subscribed before me this day of 2004, by
who is personally known to me or has provided
as identification.
Notary Seal:
Notary Signature
I Request For Proposal Form
NON - COLLUSIVE AFFIDAVIT
State of
)ss
County of
deposes and says that:
being first duly sworn,
(1) He /she is the Owner, Partner, Officer, Representative or Agent of the Bidder that
has submitted the attached Bid;
(2) He /she is fully informed respecting the preparation and contents of the attached
Bid and of all pertinent circumstances respecting such Bid;
(3) Such Bid is genuine and is not a collusive or sham Bid;
(4) Neither the said bidder nor any of its officers, partners, owners, agents,
representatives, employees or parties in interest, including this affiant, have in any
way colluded, conspired, connived or agreed, directly or indirectly, with any other
Bidder, firm, or person to submit a collusive or sham Bid in connection with the
Work for which the attached Bid has been submitted; or to refrain from bidding in
connection with such Work; or have in any manner, directly or indirectly, sought
by agreement or collusion, or communication, or conference with any Bidder,
firm, or person to fix the price or prices in the attached Bid or of any other Bidder,
or to fix any overhead, profit, or cost elements of the Bid price or the Bid price of
any other Bidder, or to secure through any collusion, conspiracy, connivance, or
unlawful agreement any advantage against the City of Sunny Isles Beach, or any
person interested in the proposed Work;
(5) The price or prices quoted in the attached Bid are fair and proper and are not
tainted by any collusion, conspiracy, connivance, or unlawful agreement on the
part of the Bidder or any other of its agents, representatives, owners, employees or
parties in interest, including this affiant.
Sworn to and subscribed before me this day of , 2001, by
who is personally known to me or has provided
as identification.
Notary Seal:
Notary Signature
/ Request For Proposal Form