HomeMy WebLinkAbout2012-010B AGREEMENT
THIS AGREEMENT made and entered into this day of )wa/vc'
20 1 !t�, by and between �"S YY1 Les 4. Tom,!' . a ' C)
hereinafter called the CONTRACTOR and INDIAN RIVER COUNTY herein called the
OWNER .
WITNESSED : That whereas , the OWNER and the CONTRACTOR for the consideration
hereinafter named , agree as set forth below :
Article 1 . SCOPE OF WORK
As per specifications of advertised and sealed bid in Indian River County Bid # 0> 0 i
LCISyC Zvi S C � rt�v, LC ( , rts )
CONTRACTOR, as an independent CONTRACTOR and not as an emplo ee , shall furnish, for
the sum of v t �4 t twd n � e � ' 1 ($ C (vV
q-1 �Yq -- ,� 4, 1>
) , all of the necessary labor, material , and equipment to perform the work described in
accordance with the Contract Documents .
Article 2 . TIME OF COMPLETION
Days from receipt of the Notice to Proceed.
Article 3 . GENERAL
The CONTRACTOR hereby certifies that he has read every clause of the Contract Documents
and that he has made such examination of the location of the proposed work as is necessary to
understand fully the nature of the obligation herein made ; and shall complete the same the time
limit specified herein in accordance with the plans and specifications .
The OWNER and CONTRACTOR agree to maintain records , invoices , and payments for the
work. The CONTRACTOR shall provide Performance Bonds for all work in this Agreement .
All work under this Contract shall be done to the satisfaction of the OWNER, who shall in all
cases determine the amount, quality, fitness , and acceptability of the several kinds of work and
materials which are to be paid for hereunder, and shall decide all questions which may arise as to
fulfillment of the Contract on the part of the CONTRACTOR, and his decision thereon shall be
final and conclusive ; and such determination and decision , in case any question shall arise , shall
be a condition precedent to the right of the CONTRACTOR to receive any money hereunder .
Any clause or section of this contract or specification which may for any reason be declared
invalid by a court of competent jurisdiction, including appeal , if any, may be eliminated
therefrom ; and the intent of this Contract and the remaining portion thereof will remain in full
force and effect as though such invalid clause or section has not been incorporated therein .
AGREEMENT
THIS AGREEMENT made and entered into this day of
20 I �, by and between _ rn
hereinafter called the CONTRACTOR and INDIAN RIVER COUNTY herein called the
OWNER.
WITNESSED : That whereas , the OWNER and the CONTRACTOR for the consideration
hereinafter named , agree as set forth below :
Article 1 . SCOPE OF WORK
As per specifications of advertised and sealed bid in Indian River County Bid # 40 i 0&p* G' 4CIA
-
5`� vGW i v %4LttJ ift tl ti
CONTRACTOR, as an independent CONTRACTOR and not as an emplo ee , shall furnish, for
the sum of - ur 100- h� r �� n � 1 uS w $ C - v
), all of the necessary labor, material , and equipment to perform the work described in
accordance with the Contract Documents .
Article 2 . TIME OF COMPLETION
Days from receipt of the Notice to Proceed .
Article 3 . GENERAL
The CONTRACTOR hereby certifies that he has read every clause of the Contract Documents
and that he has made such examination of the location of the proposed work as is necessary to
understand fully the nature of the obligation herein made ; and shall complete the same the time
limit specified herein in accordance with the plans and specifications .
The OWNER and CONTRACTOR agree to maintain records , invoices , and payments for the
work . The CONTRACTOR shall provide Performance Bonds for all work in this Agreement .
All work under this Contract shall be done to the satisfaction of the OWNER, who shall in all
cases determine the amount, quality, fitness, and acceptability of the several kinds of work and
materials which are to be paid for hereunder, and shall decide all questions which may arise as to
fulfillment of the Contract on the part of the CONTRACTOR, and his decision thereon shall be
final and conclusive ; and such determination and decision, in case any question shall arise, shall
be a condition precedent to the right of the CONTRACTOR to receive any money hereunder.
Any clause or section of this contract or specification which may for any reason be declared
invalid by a court of competent jurisdiction , including appeal , if any, may be eliminated
therefrom ; and the intent of this Contract and the remaining portion thereof will remain in full
force and effect as though such invalid clause or section has not been incorporated therein .
Article 4 . QUANTITIES AND PRICES
The Owner shall pay the CONTRACTOR for all work included and completed in accordance
with this Contract, based on the items of work set forth in the CONTRACTOR ' S Bid Form .
Article 5 . ACCEPTANCE AND FINAL PAYMENT
When the work provided for under this contract has been completed , in accordance with the
terms thereof, that a lump sum payment request in the amount of such work shall be prepared by
the CONTRACTOR, and filed with the OWNER within fifteen days after the ate of completion .
The final estimate shall be accompanied by a Certificate of Acceptance issued by the
ENGINEER, stating that the work has been completed to his satisfaction, in compliance with the
Contract . The Certificate of Acceptance shall not be issued until completed Asbuilt drawings of
the actual construction have been furnished to the OWNER and verified .
In accordance with the Florida Prompt Payment Act, after receipt of the ENGINEER ' S final
acceptance by the OWNER, the OWNER shall make payment to the CONTRACTOR in the full
amount. PAYMENT of the lump sum amount and acceptance of such payment by the
CONTRACTOR shall release the OWNER from all claims or liabilities to the CONTRACTOR
in connection with this Contract .
Article 6 . THE CONTRACT DOCUMENTS
The General Conditions , Special Conditions , Specifications , Bid Documents, Insurance
Requirements (Exhibit A) , Bonds , and the Drawings , together with this Agreement, form the
Contract, and are fully a part of this Contract as if included herein .
Article 7 . VENUE
This agreement shall be governed by the laws of the State of Florida. Venue for any lawsuit
brought by either party against the other party or otherwise arising out of this agreement shall be
in Indian River County , Florida, or in the event of federal jurisdiction, in the United States
District Court for the Southern District of Florida .
( Contractor) ( Owner) �SS�� ' � .
t�3 riz 'X� Indian River Count F
F =
President Gary W eler, BCC Chairman i1••,, , fo
IND
Witnessed by � ald4 %3«a /li Approved by BCC 01 - 24 - 12
Attest :
APPROVED Jeffrey K . lerk it
� urt '
, /�•-C
�l i
oseph kAaird , County Adniiinistrator Deputy Cler
Approved as to Form qnd : e al Sufficiency
BY
County Attorn y
Article 4 . QUANTITIES AND PRICES
The Owner shall pay the CONTRACTOR for all work included and completed in accordance
with this Contract, based on the items of work set forth in the CONTRACTOR ' S Bid Form .
Article 5 . ACCEPTANCE AND FINAL PAYMENT
When the work provided for under this contract has been completed , in accordance with the
terms thereof, that a lump sum payment request in the amount of such work shall be prepared by
the CONTRACTOR, and filed with the OWNER within fifteen days after the ate of completion .
The final estimate shall be accompanied by a Certificate of Acceptance issued by the
ENGINEER, stating that the work has been completed to his satisfaction, in compliance with the
Contract . The Certificate of Acceptance shall not be issued until completed Asbuilt drawings of
the actual construction have been furnished to the OWNER and verified .
In accordance with the Florida Prompt Payment Act, after receipt of the ENGINEER ' S final
acceptance by the OWNER, the OWNER shall make payment to the CONTRACTOR in the full
amount. PAYMENT of the lump sum amount and acceptance of such payment by the
CONTRACTOR shall release the OWNER from all claims or liabilities to the CONTRACTOR
in connection with this Contract .
Article 6 . THE CONTRACT DOCUMENTS
The General Conditions , Special Conditions , Specifications , Bid Documents, Insurance
Requirements (Exhibit A) , Bonds , and the Drawings , together with this Agreement, form the
Contract, and are fully a part of this Contract as if included herein .
Article 7 . VENUE
This agreement shall be governed by the laws of the State of Florida. Venue for any lawsuit
brought by either party against the other party or otherwise arising out of this agreement shall be
in Indian River County , Florida, or in the event of federal jurisdiction, in the United States
District Court for the Southern District of Florida .
( Contractor) ( Owner) �SS�� ' � .
t�3 riz 'X� Indian River Count F
F =
President Gary W eler, BCC Chairman i1••,, , fo
IND
Witnessed by � ald4 %3«a /li Approved by BCC 01 - 24 - 12
Attest :
APPROVED Jeffrey K . lerk it
� urt '
, /�•-C
�l i
oseph kAaird , County Adniiinistrator Deputy Cler
Approved as to Form qnd : e al Sufficiency
BY
County Attorn y
AGREEMENT
THIS AGREEMENT made and entered into this day of
20 I �, by and between _ rn
hereinafter called the CONTRACTOR and INDIAN RIVER COUNTY herein called the
OWNER.
WITNESSED : That whereas , the OWNER and the CONTRACTOR for the consideration
hereinafter named , agree as set forth below :
Article 1 . SCOPE OF WORK
As per specifications of advertised and sealed bid in Indian River County Bid # 40 i 0&p* G' 4CIA
-
5`� vGW i v %4LttJ ift tl ti
CONTRACTOR, as an independent CONTRACTOR and not as an emplo ee , shall furnish, for
the sum of - ur 100- h� r �� n � 1 uS w $ C - v
), all of the necessary labor, material , and equipment to perform the work described in
accordance with the Contract Documents .
Article 2 . TIME OF COMPLETION
Days from receipt of the Notice to Proceed .
Article 3 . GENERAL
The CONTRACTOR hereby certifies that he has read every clause of the Contract Documents
and that he has made such examination of the location of the proposed work as is necessary to
understand fully the nature of the obligation herein made ; and shall complete the same the time
limit specified herein in accordance with the plans and specifications .
The OWNER and CONTRACTOR agree to maintain records , invoices , and payments for the
work . The CONTRACTOR shall provide Performance Bonds for all work in this Agreement .
All work under this Contract shall be done to the satisfaction of the OWNER, who shall in all
cases determine the amount, quality, fitness, and acceptability of the several kinds of work and
materials which are to be paid for hereunder, and shall decide all questions which may arise as to
fulfillment of the Contract on the part of the CONTRACTOR, and his decision thereon shall be
final and conclusive ; and such determination and decision, in case any question shall arise, shall
be a condition precedent to the right of the CONTRACTOR to receive any money hereunder.
Any clause or section of this contract or specification which may for any reason be declared
invalid by a court of competent jurisdiction , including appeal , if any, may be eliminated
therefrom ; and the intent of this Contract and the remaining portion thereof will remain in full
force and effect as though such invalid clause or section has not been incorporated therein .
a � � S � Ccs
�tVE� INDIANRIVER COUNTY
PURCHASING DI VISION
1800 27TH STREET
yVERoBEACHFL 329604310 c fF
�+ (772) 226- 1416 FAX (772) 770-5140 4%
LOR1�J
REQUEST FOR PROPOSALS
PROJECT NAME . CUSTODIAL SERVICES FOR COUNTY BUILDINGS
RFP NUMBER : 2012021
REFER ALL QUESTIONS IN WRITING TO :
MR. JERRY DAVIS
PURCHASING MANAGER
E-MAIL : purchasing_kircgov . com
RFP OPENING DATE : DECEMBER 9, 2011
RFP OPENING TIME . 2 : 00 P.M.
ALL PROPOSALS MUST BE RECEIVED BY THE PURCHASING DIVISION
LOCATED AT 1800 27TH STREET , VERO BEACH, FLORIDA 32960 PRIOR TO
THE DATE AND TIME SHOWN ABOVE , LATE PROPOSALS WILL BE
RETURNED UNOPENED.
PLEASE SUBMIT ONE (1 ) ORIGINAL AND THREE (3) COPIES OF YOUR PROPOSAL
Page 1 of 22
IMPORTANT ! - PLEASE REAL) CAREFULLY BEFORE MAKING PROPOSAL
GENERAL PROVISIONS
ACKNOWLEDGEMENTS OF AMENDMENTS
_ ,urR
Contractors shall acknowledge receipt of any amendment to the solicitation by identifying the
k ), ,%,amendment number in the space provided for this purpose on the proposal form, or by returning a copy
of the issued amendment with the submitted proposal . The acknowledgement must be received by
Indian River County by the time and at the place specified for the receipt of proposals . Failure
to
acknowledge an issued amendment may result in proposal rejection and disqualification.
ADDITIONAL INFORMATION
Questions concerning the contract or technical portions of the proposal document must be submitted in
writing to Indian River County Purchasing Division, 1800 27thStreet, Building B , Vero Beach, FL
32960 , Email : purchasing@iregov . com . Contractors are cautioned that any statements made by
individuals , or employees of Indian River County, that materially change any portion of the proposal
document shall not be relied upon unless subsequently ratified by a formal written amendment to the
proposal document . No contractual or technical questions will be accepted after ten ( 10) days prior to
the date set for proposal opening .
PROPOSAL ENVELOPES
Envelopes containing proposals must be sealed and marked on the outside with the proposers name and
address, the Request for Proposal number, proposal name, and date of opening of proposals . Failure to
do so may cause proposal not to be considered. Express mail envelopes containing a sealed proposal
shall also be sealed and marked on the outside with the same information specified above.
PROPOSAL RECEIPT AND OPENING
Indian River County will receive sealed proposals until date and time indicated on proposal cover.
Proposals must be delivered, by hand or mail, to the Indian River County Purchasing Division, located
at 1800 27th Street, Vero Beach, FL 32960 , where they will be opened at the stated time, READING
ONLY THE NAMES OF THE SUBMITTING CONTRACTORS . Proposals must be time stamped in
the Purchasing Division before or on the hour and date indicated on the cover sheet for the proposal
opening . Proposals received after the date and time of the proposal opening will be received ,
date
stamped, and returned to the contractor unopened . It is the responsibility of the contractor to ensure that
proposals arrive at the designated opening place on time . Late or non-delivery due to mail or express
delivery company failure will not be considered adequate reason for consideration of late proposals .
FAXED PROPOSALS WILL NOT BE ACCEPTED , AND SHALL NOT BE CONSIDERED FOR
EVALUATION OR AWARD . Notes may be taken at the public reading of the proposal(s) at the
specified time and date of the opening or a personal inspection may be made of the proposal(s) after
award has been made and documents are placed in central and public files, or 10 days after the proposal
due date if an award has not been made at the time .
Page 2 of 22
INSURANCE REQUIREMENTS
Prior to the time contractor is entitled to commence any part of the project, work, or services under this
contract, contractor shall procure , pay for, and maintain at least the following insurance coverage' s and
limits . Said insurance shall be evidenced by delivery to the County of 1 ) certificates of
insurance
executed by the insurers listing coverage' s and limits, expiration dates and terms of policies and all
endorsements whether or not required by the County, and listing all carriers issuing said policies ; and
2) upon request, a certified copy of each policy, including all endorsements . The insurance
requirements shall remain in effect throughout the term of this contract.
1 . Workers ' Compensation in at least the limits as required by law; Employers ' Liability Insurance of
not less than $ 100 ,000 . 00 for each accident.
2 . Commercial General Liability Insurance including, but not limited to , Independent, Contractor,
Contractual , Premises/Operations , Products/Completed Operation and Person Injury covering the
liability assumed under indemnification provisions of this contract, with limits of liability for
personal injury and/or bodily injury, including death, of not less than $ 1 , 000 , 000 . 00, each
occurrence; and property damage of not less than $ 1 , 000 ,000 . 00 , each occurrence . (Combines
single limits of not less than $ 1 ,000 ,000 . 00 , each occurrence, will be acceptable unless otherwise
stated) . Coverage shall be on an " occurrence " basis , and the policy shall include Broad
Form
Property Damage coverage and Fire Legal Liability of not less than $ 50 ,000 . 00 per occurrence,
unless otherwise stated by exception herein.
3 . Commercial Automobile and Truck liability covering owned, hired, and nonowned vehicles with
combined single limits of not less than $ 1 , 000 , 000 . 00 , each occurrence . Coverage shall be on an
" occurrence " basis , such insurance to include coverage for loading and unloading hazards .
Each insurance policy shall include the following conditions by endorsement to the policy:
1 . Each policy shall require that thirty (30) days prior to expiration, cancellation, nonrenewal, or any
material change in coverage or limits , a notice thereof shall be given to County by certified mail to :
Indian River County, Purchasing Division, 1800 27th Street, Vero Beach, FL 32960 . Contractor
shall also notify County, in a like manner, within twenty-four (24) hours after receipt, of
any
notices of expiration, cancellation, nonrenewal, or material change in coverage received by said
contractor form its insurer; and nothing contained herein shall absolve contractor of this
requirement to provide notice .
2 . Companies issuing the insurance policy, or policies, shall have no recourse against County for
payment of premiums or assessments for any deductibles which all are at the sole responsibility and
risk of contractor.
3 . The term " County" or " Indian River County" shall include all Authorities , Boards , Bureaus,
Commissions , Divisions, Departments , and Offices of County and individual members , employees
thereof in their official capacities , and/or while acting on behalf of Indian River County.
4 . Indian River County Board of County Commissioners shall be endorsed to the required policy or
policies as an additional insured .
Page 3 of 22
5 . The policy clause " Other Insurance " shall not apply to any insurance coverage currently held by
County to any such future coverage, or to County' s self-insured retention of whatever nature .
County hereby waives subrogation rights for loss or damage against the County.
CERTIFICATES AND LICENSES
The successful contractor shall posses all valid licenses and certificates required for performance of the
work specified herein. Current notarized copies of licenses and certificates shall be provided to Indian
River County within twenty-four hours upon demand at any time prior to or during the contract term .
INDEMNIFICATION
The successful bidder shall indemnify and save harmless Indian River County, its commissioners , officers ,
employees , and agents , from and against all claims , suits , actions, damages , causes , or action or judgments
(collectively "claims") arising out of or related to any negligence, intentional wrongdoing, breach
of
applicable law or breach of the resulting agreement, and from and against all costs, attorney'
s fees,
expenses , and other liabilities incurred in the defense of any such claims . Nothing herein shall be deemed
to affect the rights , privileges , and immunities of the County as set forth in Florida Statute Section 768 . 28 .
DEBARMENT
By submitting a proposal , the contractor certifies that it is not currently debarred from submitting proposals
for contracts issued by any political subdivision or agency of the State of Florida and that it is not an agent
of a person or entity that is currently debarred from submitting proposals for contracts issued
by any
subdivision or agency of the State of Florida.
EXPENSES INCURRED IN PREPARING PROPOSAL
Indian River County accepts no responsibility for any expense incurred by the contractor in the preparation
and presentation of a proposal . Such expenses shall be borne exclusively by the contractor.
INFORMALITIES AND IRREGULARITIES
Indian River County has the right to waive minor defects or variation of a proposal from
the exact
requirements of the specifications that do not affect the price, quality, quantity, delivery, or performance
time of the services being procured. If insufficient information is submitted by a contractor with
the
proposal for Indian River County to properly evaluate the proposal, Indian River County has the right to
require such additional information as it may deem necessary after the time set for receipt of proposals ,
provided that the information requested does not change the price, quality, quantity, delivery, or
performance time of the services being procured . The Indian River County Board of County
Commissioners reserves the right to reject any or all proposals in whole or in part ; to award by any item,
group (s) of items, total proposal, or accept the proposal which is most advantageous and in the best interest
of Indian River County.
NONCONFORMING TERMS AND CONDITIONS
Proposal responses that include terms and conditions that do not conform to the terms and conditions in the
RFP document are subject to rejection as nonresponsive . Indian River County reserves the right to permit
the contractor to withdraw nonconforming terms and conditions from its proposal response prior to
a
determination by Indian River County of nonresponsiveness based on the submission of nonconforming
terms and conditions .
Page 4 of 22
VENUE
The laws of the State of Florida shall govern this agreement. Venue for any lawsuit brought by either party
against the other party or otherwise arising out of this agreement shall be in Indian River County, Florida,
or, in the event of federal jurisdiction, in the United States District Court for the Southern District
of
Florida.
PUBLIC ENTITY CRIMES
Pursuant to Florida Statutes Section 287 . 133 (2) (a) , all Bidders are hereby notified that a person or affiliate
who has been placed on the convicted vendor list following a conviction for a public entity crime may not
submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity (defined as
the State of Florida, any of its departments or agencies , or any political subdivision) ; may not submit a bid,
proposal , or reply on a contract with a public entity for the construction or repair of a public building or
public work; may not submit bids, proposals , or replies on leases of real property to a public entity; may
not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with
any public entity; and may not transact business with any public entity in excess of the threshold amount
provided in Florida Statutes Section 287 . 017 for CATEGORY TWO [ currently $ 25 , 000] for a period of 36
months from the date of being placed on the convicted vendor list. A "public entity crime " 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 with the
United States, including, but not limited to , any bid, proposal , reply, or contract for goods or services , any
lease for real property, or any contract for the construction or repair of a public building or public work,
involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentation.
END OF GENERAL PROVISIONS
Page S of 22
3fi
4-'' ,
STATEMENT OF WORK
I. Introduction
Indian River County will receive proposals from firms having specific experience and qualifications
in the area identified in the Request for Proposals . For consideration, proposals for the project must
contain evidence of the firm' s experience and abilities in the specified area and other disciplines
directly related to the proposed service .
II. Background Information
The proposal solicitation is for the purpose of contracting with an experienced firm for Custodial
Services in County Owned and/or operated facilities . The work will include furnishing all labor,
supervision, transportation, tools, equipment and materials for the execution of Custodial Services
in accordance with the specifications and subject to the terms of the agreement . A list of County
provided supplies are listed in the Owners Responsibilities section of this document . The services
shall include all functions normally considered a part of workmanlike janitorial work. All proposals
shall be based on a start date of February 1 , 2012 .
Work is to include :
A . Routine Daily cleaning
B . Project cleaning
C . Daytime Building Attendant(s)
Current contracts for all buildings will expire in January 2012.
III. Contractor Requirements
1 ) The Contractor must have been in the commercial custodial business for at least five (5 )
continuous years prior to the contract start date .
2) The Contractor must have provided commercial custodial services for a building(s) of 50 , 000
square feet or larger during those five years and a total of 100 ,000 square feet under contract .
3 ) The Contractor' s proposed Project Manager must have at least five ( 5 ) years continuous
experience in supervising commercial cleaning . A Resume must be provided.
4) The Contractor shall employ, at all times , the quality of supervision necessary for the
performance of the work contained herein.
5 ) All personnel of the Contractor shall be capable employees qualified and trained in this type of
work.
6) All personnel of the Contractor will be subjected to a criminal background check prior to
beginning work. This will include citizenship status, criminal history and validation of Social
Security number.
7) All personnel shall be identified by appropriate uniform, smock or other clothing article clearly
displaying the Contractor ' s business name .
8) All personnel shall comply with the instructions pertaining to conduct while working in County
operated facilities .
Page 6 of 22
9) The Contractor shall prohibit its employees from disturbing papers on desks, opening desk
drawers or cabinets, or using telephones or other office equipment.
10) The Contractor shall be responsible for securing of all facilities after their work is complete .
This may include setting of security systems, if provided .
11 ) The Contractor shall develop an emergency plan for all buildings , dealing with his employee ' s
responsibilities and notification of County designated staff.
12) Neither the Contractor nor its employees shall permit individuals not employed by the
contractor access to any County" Facility with out express consent of the Facilities Management
Division.
13 ) Space provided within County buildings for use by the Contractor will be kept neat and
orderly.
14) The Contractor will be responsible for providing a weekly supply order for Custodial supplies
provided by the County and for the distribution and handling of those supplies when delivered
to the appropriate locations within the buildings .
15 ) The Contractor will be responsible for maintaining all MSDS forms for any Contractor
provided material used in County Facilities .
16) The Contractor may request specific cleaning products be added to those provided by the
County. The request should be in writing with adequate information, including proposed use,
approximate cost, expected quantities, etc . , so as to allow evaluation of the request. Approval
of the request will not be unreasonably withheld .
17) The Contractor will be responsible for the means and methods used in cleaning procedures .
The County will provide, when available, specific instructions regarding the care of fixtures,
finishes and materials in order to avoid errors or damage .
18) The County reserves the right to object to specific products or procedures that may cause an
adverse effect to the Building or its occupants .
IV. Contractor Equipment
1 ) All Vacuums used in the completion of this work shall be equipped with HEPA filters .
2) The contractor shall maintain a log of filter changes for each vacuum. This log shall include, as
a minimum, the date the filter was changed and the person completing the change .
3 ) All equipment required for the completion of this work " will be responsibility of the Contractor.
4) All equipment will be properly maintained and operated in a safe manner at all times .
IV. Scope of Work
1 ) Provide the owner with a continuous comprehensive custodial janitorial service.
2) Provide sufficient staff and equipment to fulfill the requirements of this contract.
Page 7 of 22
3 ) Provide on-site supervision of all crews containing more than two (2) workers .
4) Provide all required transportation to and from the various work sites .
5) Provide services as outlined in duties and frequencies section of this document
6) Provide necessary training of employees as may be required to fulfill the requirements of this
contract. This may include attendance of training provided by supplier, manufacturers or
contractors of the County.
7) Provide all supplies necessary to fulfill the requirements of this contract including but not
limited to , cleaners , polishers , disinfectants , waxes , rags , towels and necessary personnel safety
items . Exclusions are listed separately.
To insure the safety of the public and the employees of Indian River County as the occupants
of County facilities, it shall be the policy of Indian River County that the use of any chemicals
or materials used in the cleaning and maintenance of County facilities be certified green . If it is
determined for sanitary reasons that a non-green product must be used, then it shall only be
utilized at times when the employees and public are not within the confines of the facilities
being cleaned or sanitized . All custodial contractors shall provide a list of materials used in
their daily cleaning routine and provide evidence of their certification as being a green
product.
Green cleaners are not regulated or certified by any government agency or department,
including the Florida Department of Environmental Protection . However, there are several
independent certifies that can be of assistance in finding green cleaners . They are :
• Green Seal Green Certified Products/Services
• EcoLogo Green products Database
• MBDC Cradle to Cradle Certification
All contractual documents or agreements or renewal agreements for the provision of custodial
services shall provide for the inclusion and use of certified green cleaning products .
8) Provide pick up of County provided supplies from the Facilities Management Division and
distribute to various facilities under contract. Abide by established inventory controls .
9) Provide monthly written self-appraisals of each building service using County provided forms .
10) Provide for arming and disarming security systems and securing of buildings as part of normal
duties .
11 ) Provide for collection of recyclable materials from collection station to central point in
building
Page 8 of 22
LIMITATIONS
Items limited or excluded from this contract for Custodial/Janitorial Service
1 ) Emergency cleanup required by fire, wind rain- storm or vandalism is not included in the basic
service .
2) Carpet cleaning is not included in basic service . However, supplemental services agreement
may be issued for this service subject to negotiation .
3 ) Exterior window cleaning is not included in basic service. However, supplemental services
agreement may be issued for this service subject to negotiation.
TERMINATION
1 ) Subject to the provisions below, the contract may be terminated by either party upon sixty (60)
days advance written notice to the other party; but if any work or services hereunder are in
progress , but not complete as the date of termination, then this contact may be extended upon
written approval by the County until said work or services are completed and accepted .
a. Termination of convenience — In the event that this contract is terminated or cancelled upon
request and for the convenience of the County, without the required sixty (60) days advance
written notice, then the County shall negotiate reasonable termination costs , if applicable .
b . Termination of Cause — Termination by the County for cause default or negligence on the
part of the Contractor shall be excluded, from the foregoing provision; termination costs , if
any, shall not apply . The sixty (60) days advance notice requirement is waived in the event of
Termination for Cause .
ADJUSTMENTS
The objective of the County is to obtain full cleaning in accordance with the specification, frequency and
quality standards set forth. The County is contracting for the complete performance of each cleaning job as
identified . Adjustments or deductions will be made as determined by the Facilities Management Division
in accordance with the following stipulations :
If any work which is scheduled for daily, weekly or monthly performance is omitted or unsatisfactorily
performed, the Contractor will be notified of the failure or omission. An adjustment or deduction may be
made from any monies due or to become due the Contractor. Adjustments or deductions will be consistent
with the per square foot rate for the building the deficiency occurs and for the period of time the deficiency
remains uncorrected.
In the instance where toilets are not satisfactorily cleaned or serviced a deduction will be made for the
entire room.
In the instance where room cleaning has not been satisfactorily performed or portions of the work have
been omitted or improperly performed a deduction will be made for the entire room .
The contractor shall maintain a log at each building for the purpose of the occupants communicating
unsatisfactory, omitted or deficient work . Items listed in ' the log shall be corrected during the next shift the
Page 9 of 22
contractor is on site . The Contractors employee correcting the situation shall initial date and time the
correction was made . Time allowances will be made for work requiring non stock supplies or equipment
not usually on hand.
PAYMENTS
It is the responsibility of the Contractor to invoice for services provided . The County will promptly pay
monthly invoicing for custodial services received, no advanced or prepayment will be allowed. Electronic
transfer of funds is available .
OWNER' S RESPONSIBILITY
1 ) The owner will provide explanation of layout of individual buildings and familiarization of
restrictions .
2) The owner shall provide training for operation of security systems .
3 ) The owner will provide emergency call list for all facilities .
4) The owner will provide the following supplies for use and/or restocking of restrooms and
offices .
a . Paper towels for dispensers
b . Toilet paper
c . Trash can liners
d . Hand soap for dispensers
The owner will prepare a written contract for execution by both parties . The conditions , requirements and
limitation of this RFP will become part of the contact . This contract will be for a period of one (1 ) year
and may be renewed for two (2) additional one (1 ) year periods subject to vendor acceptance,
satisfactory performance and staffs determination that a renewal would be in the best interest of the
County.
Notification of interest to renew will be mailed sixty- (60) calendar days in advance of the expiration date
of this award .
SUPPLEMENTAL CONTRACTOR REQUIREMENTS
1 ) Contractor must be licensed to perform Custodial/Janitorial Service within the City of Vero
Beach and Indian River County at the time of Contract Execution.
2) Contractor shall meet or exceed all insurance requirements as set forth in this document.
3 ) Contractor shall provide a list of holidays upon which service is not provided for each year the
contract is in force .
4) Contractor will be held responsible for damage to County equipment, furnishings and facilities
that is directly attributable to his negligence or cleaning practices .
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5) Contractor shall agree to provide service to locations which may be added during the term of
the contract and negotiate a fee based upon the service requirements of that facility.
6) Contractor shall agree to execute a written contract provided by the owner.
SUPPLEMENTAL SERVICES
1 ) Provide a separate proposal for carpet cleaning .
a) Provide descriptions of each method offered .
b) Provide price per square foot for each method offered.
c) The County will reserve the right to accept or refuse this offering and or limit the extent it
may be used .
DUTIES AND FREQUENCIES
The following list represents the minimum allowable standards for duties to be covered by this service
contract. Some buildings may require more frequent attention due to operating hours/days , traffic or
specific use patterns .
Proposals should be provided that ensure that acceptable standards are met and adjustment to frequencies
can be made in order to maintain these standards . The County shall be the sole determination of acceptable
standards .
MINIMUM ALLOWABLE FREQUENCIES
Daily — Offices, Hallways and Common Areas
Empty trash can; replace liners , police building perimeter
Empty and clean ashtrays and trash receptacles at entrances (big and small)
Clean and sanitize drinking fountains and public telephones
Spot clean walls, doors, trim and switch plates
Clean elevator walls, floors, doors and door tracks
Clean entrance doors and surrounding glass (inside and out) .
Empty recycle containers and place materials in designated bins outside bldg .
Empty wastebaskets and remove trash from building (replace liners) .
Daily -- Restrooms
Remove Trash
Restock Paper Towels
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Restock Toilet Paper
Refill Soap Dispensers
Clean Mirrors
Damp Wipe Counters and Sinks
Sanitize Toilets
Sanitize Urinals
Clean Toilet Partitions
Sweep and Damp Mop Floors
Scrub Floors under Urinals
Clean Stainless with Stainless Cleaner
Twice Weekly
Vacuum all carpeted areas and corridors throughout building
Weekly
Spot cleaning all carpeting, including all offices
Dust all Flat Surfaces
Monthly
Dust all a/c vents and wall mounted fixtures in all corridors and offices
Clean mildew off outside metal doors
Dust all furniture and window ledges
Damp wipe and sanitize inside and outside of waste receptacles
Wash and spray buff all vinyl floors in kitchen and elevators
Quarterly
Strip and wax tile floors
Dust light fixtures
Page 12 of 22
Daytime Building Attendant (Judicial Center) and Administration Complex
The contractor shall provide and include the monthly cost of an employee (minimum of 6 hours per day)
for the purpose of attending to the daytime custodial needs of specified buildings as a part of this proposal .
Currently the County has daytime attendants in the two locations listed above .
Attendant Duties :
The attendant position is to supplement the Contractor ' s work staff by attending to restrooms and other
heavily used public areas while the building is open. The attendant ' s duties shall not impede or
significantly interfere with the operation of the building . However, temporary closing of restrooms for
cleanup will be allowed .
Examples of other duties :
Cleanup of spills and other emergency type cleaning duties .
Keep entrance doors and windows clean.
Empty trash and smoke receptacles at entrances .
Dust baseboards and conference room furniture when not occupied .
Perform duties outlined in the daily, weekly or quarterly duties that do not adversely affect the occupants ,
or visitors to the building .
Page 73 of 22
Address and Description of Buildings :
County Administration Complex
1800 - 180127" Street
Vero Beach, Fl . 32960
Building "A" approx . 100 ,000 Square feet
Building "B " approx . 62 ,000 Square feet Occupied
Multi- story Administrative office buildings ; five day operation, some offices require service prior to
building close ( 5pm) . Card Access system, multiple restrooms, Commission Chambers . Office areas are
primarily carpeted, atriums are ceramic tile, file rooms are vinyl tile .
Administrative Annex
1028 201h Place
Vero Beach, Fl . 32960
Approx . 7 , 500 sq . ft .
Single story Administrative office building housing four separate divisions . Three restrooms , security
system, primarily carpeted .
Main Library
1600 21s' St.
Vero Beach, Fl . 32960
Approx . 47 ,256 sq . ft.
Two Story Public Library, heavy use . Primarily carpeted, with brick paver lobby, eight restrooms, security
system, seven day a week operation.
North County Library
1001 Fellsmere Road ( S . R. 512)
Sebastian, Fl . 32958
Approx . 46 ,000 sq . ft.
Single Story Public Library, heavy use. Primarily carpeted, ceramic tile entrance; five restrooms, security
system, six day a week operation
Health Department (HRS)
190027 Ih St .
Vero Beach, Fl . 32960
Approx . 40 , 000
Two Story Public Health Clinic and Administrative offices, heavy use . Clinic and waiting room VCT ,
offices are carpeted; numerous examination rooms , restrooms (public and clinic) , security system .
Five day operation with occasional after hours and weekend clinics . This facility is a Health Care facility
and the level of service should be provided consistent with that designation .
Judicial Center
200016 Ih Ave.
Vero Beach, Fl . 32960
Approx . 120 ,000 sq . ft .
Three story Judicial Center, seven courtrooms , six public restrooms, multiple private restrooms ; terrazzo
floors in public hallways, carpeted most office areas, access control ; normally five day per week operation
with some offices occupied week ends ; occasional after hours court proceedings .
Page 14 of 22
43rd Ave. Administrative Annex
4305 - 4375 43rd Ave
Vero Beach, Fl . 32960
Approx . 33 , 000 sq . ft .
Single story office and warehouse complex containing 2 separate buildings with 3 separate departments .
Five day per week operation, with occasional after hours activities during elections . Security system,
approximately 5000 square feet of warehouse will not require daily cleaning.
Emergency Operations Center
422543 d Ave.
Vero Beach, Fl . 32960
Approx . 16000 square feet
Single story office/training building . Access controlled, five day per week normal operation with
occasional night time meetings . Primarily carpet with some ceramic and vinyl tile. Large training room and
adjacent offices are a three day per week schedule .
North County Offices
11602 & 11604 U. S . # 1
Sebastian, Fl . 32958
Approx . 3 ,000 sq . ft.
Single story leased space used to house county offices ; security system, four restrooms . Five day per week
operation.
Sheriffs Administration Building
4141 41s' St .
Vero Beach, Fl .
Approx . 35 ,000 sq. ft. in Main building
Approx . 1400 sq. ft in Modular G
Approx . 960 sq . ft in Volunteer Modular
Single story administrative office building ; also houses 911 dispatch center (apprx . 2500 sq. ft . ; 24/7
operation, limited access) , uniform and detective divisions are 7 day operations ; building access control,
Two public restrooms, multiple private restrooms . Sensitive materials and locations . Includes Garage
offices and restrooms and modular buildings listed above. Does not include Jail .
Sheriffs Mall Office
6200 20`h Street (Mall storefront)
Vero Beach, Fl . 32960
Three day per week cleaning of Sheriff' s substation office located in the mall . Approximately 600- 800
sq . ft .
Veterans Service Office (Homeless Services Building)
2525 St . Lucie Ave .
Vero Beach, Fl . 32960
Approximately 600 sq . ft of rented space within the Homeless Services Building . Vinyl tile floors .
Page 15 of 22
Proposer Questionnaire
The undersigned guarantees the truth and accuracy of all statements and answers herein contained :
1 ) How many years has your organization been in the business? Years .
2) Business Tax Receipt Number #
3 ) Number of employees currently "on the job" each week?
4) Will you subcontract any part of this work? If so , give details :
5 ) List three references of individuals or corporations for which you have performed this type of work :
a) Firm Phone
Contact
b) Firm Phone
Contact
c) Firm Phone
Contact
6) Have you ever failed to complete work awarded to you? If so , where and why?
7) State the true, exact, correct and complete name of the partnership , corporation or trade name under
which you do business and the address of the place of business .
Correct Name of Proposer:
Address of Proposer:
Page 16 of 22
RESPONSE FORMAT
Contractors shall present their responses to the Request for Proposals in the manner and format listed
below, identifying each response by its respective tab numeral .
Tab Item
I . Management summary. The contractor shall provide a cover letter indicating the underlying
philosophy of the firm in providing the service . Contractor shall also provide a comprehensive
organizational chart .
II . Proposal. Describe, in detail, how the requested services will be provided, and address each of the
tasks identified in the Scope of Work. Contractor shall provide proposed timeliness for the specified
services/deliverables . Proposals will only be considered from those firms demonstrating historical
expertise and experience in such procedure development .
III . Corporate experience and capacity. The contractor shall state the size of the firm , the size of the
firm's staff, the location of the office from which this service is to be performed and the number and
nature of the professional staff to be employed in the performance of this service on a full-time
basis and the number and nature of the staff to be so employed on a part-time basis . Proposals will
only be considered from those firms demonstrating historical expertise and experience in such
procedure development .
IV . Qualifications. The contractor shall submit comprehensive statements for qualifications and
resumes of all involved in the delivery of the offered services .
V . References. The contractor shall provide at least three (3 ) references for contracts of similar size
and scope. Include the name of the organization, the length of the contract, a brief summary of the
work and the name and telephone number of a responsible contact person. References should
contain only those for similar services .
VI . Pricing. The contractor shall provide pricing information relative to providing the services outlined
herein. Pricing shall include all direct and indirect costs, including all out-of-pocket expenses .
Indian River County is not responsible for expenses incurred in preparing and submitting a
proposal ; therefore, such costs shall not be included in submitted proposals .
VII . Manpower. The contractor shall provide a detailed list of manpower assigned to each location.
Provide the job title of each employee , approximate building area of responsibility and number of
hours assigned.
Pricing shall include the following information:
1 ) Name of the firm;
2) Certification that the person signing the proposal is entitled to represent the firm,
authorized to submit the proposal and pricing data, and authorized to sign a contract
with Indian River County Board of County Commissioners ;
Page 17 of 22
PROPOSAL PRICING
Proposer:
(Proposer' s Name)
hereafter called " CONTRACTOR" , hereby submits
TO : INDIAN RIVER County Purchasing Division
180027 lb Street
Vero Beach, Florida 32960
Project: Indian River County RFP # 2012021
Project Name Custodial Services for County Buildings
Indian River County, Florida
The undersigned, as CONTRACTOR, declares that he/she has reviewed the plans and specifications for the
scope of the project, visited the premises to review existing conditions and has reviewed the contractual
documents thereto ; and has read all special provisions furnished Prior to the opening of Proposals ; that
he/she has satisfied himself/herself relative to the work to be performed .
The CONTRACTOR proposes and agrees , if this Proposal is accepted, to contract with the County in the
form of the Work in full and complete accordance with the shown, described, and reasonable intended
requirements of the plans , specifications and Contract documents to the full and entire satisfaction of the
County.
FACILITY MONTHLY AMOUNT ANNUAL AMOUNT
County Administration Complex :
Administration Annex :
Main Library.
North County Library:
Health Department:
Judicial Center:
43rd Ave. Administration Annex :
Emergency Operations Center:
Page 18 of 22
FACILITY MONTHLY AMOUNT ANNUAL AMOUNT
North County Offices :
Sheriff' s Administration Building:
Sheriff' s Mall :
Veterans Service:
Total Proposed Cost : $ $
Proposal Annual Cost :
Proposal Price in Words
The undersigned hereby certifies that they have read and understand the contents of this solicitation
and agree to furnish at the prices shown above all of the services specified in the RFP document,
subject to all instructions, conditions, specifications and attachments hereto . Failure to have read all
the provisions of this solicitation shall not be cause to alter any resulting contract or request
additional compensation .
Respectfully Submitted,
Name of Firm Address
Authorized Signature City, State, Zip Code
Title Phone
Date Signed
&mail :
Page 19 of 22
REVIEW AND ASSESSMENT
Professional firms will be evaluated on the following criteria. These criteria will be the basis for review of
the written proposals , discussions, and interview sessions (if necessary) . INDIAN RIVER COUNTY
RESERVES THE RIGHT TO EVALUATE AND AWARD ON THE BASIS OF INITIAL PROPOSALS
WITHOUT INTERVIEW SESSIONS .
The contractor shall be required before the award of any contract to show to the complete satisfaction of
Indian River County that it has the necessary facilities, ability and financial resources to provide the service
specified therein in a satisfactory manner. The contractor may also be required to give a past history and
references in order to satisfy Indian River County with regard to the contractor' s qualifications . Indian
River County may take reasonable investigations deemed necessary and proper to determine the ability of
the contractor to perform the work, and the contractor shall furnish to the County all information for this
purpose that may be requested . The County reserves the right to reject any proposal if the
evidence
submitted by, or investigation of, the contractor falls to satisfy the County that the contractor is properly
qualified to carry out the obligations of the contract and to complete the work described therein. Evaluation
of the contractor's qualifications shall include :
EVALUATION CRITERIA
1 ) The following criteria will be used in a recommendation of award to the Board of County
Commissioners . The evaluation will be based on a 100 point system . Each of the elements listed below
will be scored and assessed a value. The maximum for each element is listed with the criteria :
a) Ability to meet the needs and requirements as set forth in this document . 25 Points
b) Past service recommendations from current and previous customers . 20 Points
c) Approach to project management and supervision of workers . 20 Points
d) Cost of the service to the County over the term of the contact . 20 Points
e) Proposer questionnaire . 15 points
Page 20 of 22
SWORN STATEMENT UNDER SECTION 105. 08,
INDIAN RIVER COUNTY CODE, ON DISCLOSURE OF RELATIONSHIPS
THIS FORM MUST BE SIGNED IN THE PRESENCE OF A NOTARY PUBLIC OR OTHER OFFICER
AUTHORIZED TO ADMINISTER OATHS .
1 . This sworn statement MUST be submitted with Bid, Proposal or Contract No . 2012021
for Custodial Services for County Buildings
2 . This sworn statement is submitted by:
(Name of entity submitting Statement)
Whose business address is :
and its Federal Employer Identification Number (FEIN) is
3 . My name is
(Please print name of individual signing)
and my relationship to the entity named above is
4 . I understand that an "affiliate" as defined in Section 105 . 08 , Indian River County Code, means :
The term "affiliate" includes those officers, directors , executives , partners, shareholders,
employees , members, and agents who are active in the management of the entity.
5 . I understand that the relationship with a County Commissioner or County employee that must be
disclosed as follows :
Father, mother, son, daughter, brother, sister, uncle, aunt, first cousin, nephew, niece, husband,
wife, father-in-law, mother-in-law, daughter-in-law, son-in-law, brother-in-law, sister-in-law,
stepfather, stepmother, stepson, stepdaughter, stepbrother, stepsister, half brother, half sister,
grandparent, or grandchild .
Page 21 of 22
6 . Based on information and belief, the statement, which I have marked below, is true in relation to the
entity submitting this sworn statement. [Please indicate which statement applies . ]
Neither the entity submitting this sworn statement, nor any officers , directors , executives , partners ,
shareholders, employees , members, or agents who are active in management of the entity, have any
relationships as defined in section 105 . 08 , Indian River County Code, with any County
Commissioner or County employee .
The entity submitting this sworn statement, or one or more of the officers, directors , executives ,
partners, shareholders, employees , members , or agents , who are active in management of the entity,
have the following relationships with a County Commissioner or County employee :
Name of Affiliate Name of County Commissioner Relationship
or entity or employee
( Signature)
(Date)
STATE OF
COUNTY OF
The foregoing instrument was acknowledged before me this day of , 20_5
by , who is personally known to me or who has produced
as identification.
NOTARY PUBLIC
SIGN :
PRINT :
Notary Public , State at large
My Commission Expires :
( Seal)
Page 22 of 22