HomeMy WebLinkAbout2009-017 Off.
CUSTODIAL SERVICES AGREEMENT
This Custodial Services Agreement ("Agreement" ) is entered into effective as of
February 1 , 2009 , by and between Indian River County , a political subdivision of the State of
Florida , 1801 27th Street , Vero Beach , FL 32960 (" County " ) and Heveron Group , Inc . , a
Florida corporation , having a principal place of business at 1872 Commerce Avenue , Suite A ,
Vero Beach , FL 32960 , d /b/a Beachland Cleaning Service ( " Contractor" ) .
BACKGROUND RECITALS
A . The County issued a Request for Proposals for the furnishing of all labor , supervision ,
transportation , tools , equipment , and materials for the provision of custodial services in
accordance with the specifications contained in the Request for Proposals .
B . Pursuant to the Request for Proposals , the County ' s duly-constituted Contractor
Selection Committee reviewed all of the proposals , and ranked the firms that responded to
the Request for Proposals based on the evaluative criteria set forth in the Request for
Proposals .
C . Thereafter , the County issued a duly authorized " Request for Best and Final Offers " to
the three firms that were shortlisted by the Contractor Selection Committee , and the
Contractor Selection Committee again met to review the proposals and rank the firms that
responded to . the " Best and Final Offers " request .
D . The Contractor was the highest ranked respondent to the Request for Proposals and
to the " Best and Final Offers " request ; and , on January 13 , 2009 , the County approved the
Contractor Selection Committee recommendation to hire Contractor to provide the custodial
services set forth in the Request for Proposals and this Agreement .
E . Contractor is willing and able to perform the services as set forth in this Agreement on
the terms and conditions set forth below .
F . The County and the Contractor wish to enter into this Agreement for the custodial
services as set forth below .
NOW, THEREFORE , for good and valuable consideration , the receipt and sufficiency
of which is hereby acknowledged , and intending to be legally bound hereby , the parties
hereby agree as follows :
1 . DESCRIPTION OF COUNTY FACILITIES TO BE CLEANED . The facilities of the County
that will be cleaned by Contractor , pursuant to this Agreement , are set forth in Exhibit "A"
attached hereto and incorporated herein by this reference in its entirety . The County and
Contractor acknowledge and agree that the start dates for all of the buildings will be February
11 2009 , and that no " Notice to Proceed " will be issued by the County to Contractor.
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2 . SCOPE OF SERVICES ; EXCLUSIONS . The scope of custodial services provided under
this Agreement , shall be as more specifically set forth in Exhibit " B " attached hereto and
incorporated herein by this reference in its entirety ( " Services " ) and includes : routine daily
cleaning ; project cleaning ; and daytime building attendant( s ) . The County and Contractor
acknowledge and agree that the following are excluded from this Agreement : 1 ) Emergency
cleanup required by fire , windstorm , rainstorm , or vandalism ; 2 ) Carpet cleaning ; and 3 )
Exterior window cleaning (the foregoing collectively " Excluded Items " ) .
3 . ADDITIONAL SERVICES , The County may , but is not obligated to , request that additional
County facilities be added to the Services provided by the Contractor under this Agreement .
The County and Contractor acknowledge and agree that the compensation for any such
additional Services will be negotiated based on pricing that is consistent with , and
comparable to , the compensation for similar County facilities covered under this Agreement .
In addition , the County may , but is not obligated to , request that the Contractor provide one or
more of the Excluded Items to certain County facilities . The County and Contractor
acknowledge and agree that the compensation for any such Excluded Items will be
negotiated based on pricing that is consistent with , and comparable to , the pricing extended
to similarly-situated customers of Contractor .
4 . COUNTY RESPONSIBILITIES . During the term of this Agreement , the County shall : A)
provide explanation of layout of individual buildings to familiarize the Contractor with
applicable restrictions ; B ) provide training to Contractor for operation of security systems ; C )
provide emergency call list for all facilities to Contractor ; and D ) 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 ; and d ) Hand soap for dispensers .
5 . . COMPENSATION . The County shall pay the Contractor for the Services the monthly
amounts set forth on Exhibit " C " attached hereto and incorporated herein by this reference in
its entirety . Proper Invoices shall be submitted to the County ' s Finance Department in detail
sufficient for proper prepayment and post payment audit . All payments for services shall be
made to the Contractor by the County in accordance with the Local Government Prompt
Payment Act (2008 ) , Florida Statutes Section 218 . 70 et seq .
6 . ADJUSTMENTS ; LOGS .
6 . 1 . The County and Contractor acknowledge and agree that the objective of the County
under this Agreement is to obtain full cleaning in accordance with the specifications ,
frequency , and quality standards set forth herein for the complete performance of each
cleaning job as identified . The County and Contractor acknowledge and agree that
adjustments or deductions in the compensation payable hereunder will be made as
determined by the Buildings and Grounds Division Superintendent in accordance with the
following :
( 1 ) if any work 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
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building in which the deficiency occurs and for the period of time the deficiency remains
uncorrected ;
(2 ) where toilets are not satisfactorily cleaned or serviced , a deduction will be made for the
entire room ;
( 3 ) 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 .
6 . 2 . The Contractor shall maintain a log at each building to receive written communication
from the occupants concerning unsatisfactory , omitted , or deficient work . Items listed in the
log shall be corrected during the next shift the Contractor is on site . The Contractor' s
employee correcting the situation shall place into the log the date and the time that the
correction was made , along with their initials . Time allowances will be made for work
requiring non-stock supplies or equipment not usually on hand .
7 . INSURANCE ; INDEMNIFICATION .
7 . 1 . The Contractor shall not commence the Services under this Agreement until it has
obtained all insurance required under this Agreement , set forth in Exhibit " D " attached hereto
and incorporated herein by this reference in their entirety , and such certificates of insurance
have been approved by the County ' s Risk Manager. The cost of such insurance shall be
included in the Contractor' s fee . The County , by and through its Risk Manager , reserves the
right periodically to review any and all policies of insurance and reasonably to adjust the limits
of coverage required hereunder, from time to time throughout the term of this Agreement . In
such event , the County shall provide the Contractor with separate written notice of such
adjusted limits and Contractor shall comply within thirty ( 30 ) days of receipt thereof. The
failure by Contractor to provide such additional coverage may constitute a default by
Contractor and may be grounds for termination of this Agreement by the County .
7 . 2 . In consideration of the sum of Fifteen and 00/ 100 Dollars ( $ 15 . 00 ) , the receipt and
sufficiency of which is acknowledged by Contractor and payable separately from the
contract fee , the Contractor shall indemnify and hold harmless the County and its agents and
employees from and against all liabilities , claims , damages , losses , and expenses , including
attorney's fees , arising out of or resulting from the performance of the Services under this
Agreement , provided that any such liability , claim , damage , loss , or expense : a ) is attributable
to bodily injury , sickness , disease or death , or to injury to or destruction of tangible property
( other than the work itself) , including the loss of use resulting therefrom ; and b ) is caused in
whole or in part by any negligent , reckless or intentional act or omission of the contractor , and
subcontractor , anyone directly or indirectly employed by any of them or anyone for whose
acts any of them may be liable , regardless of whether or not it is caused in whole or in part by
the County . In any and all claims against the County or any of its agents or employees , by
any employee of the Contractor , any subcontractor , anyone directly or indirectly employed by
any of them or anyone for whose acts any of them may be liable , the indemnification
obligation under this Agreement shall not be limited in any way as to the amount or type of
damages , compensation or benefits payable by or for the Contractor or any subcontractor
under Workers ' Compensation Acts , disability benefit acts , or other employee benefit acts .
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8 . TERM ; TERMINATION .
8 . 1 . Subject to sooner termination as provided herein , this Agreement will be for a period of
one ( 1 ) year and may be renewed for two (2 ) additional periods of one ( 1 ) year each , subject
to Contractor acceptance , satisfactory performance , and staffs determination that a renewal
would be in the best interest of the County .
8 . 2 . This Agreement may be terminated : ( a ) by the County , for any reason , upon at least
thirty ( 30 ) days ' prior written notice to the Contractor ; or ( b ) by the Contractor , for any reason ,
upon at least thirty ( 30 ) days ' prior written notice to the County ; or ( c) as may otherwise be
provided below . In the event of termination of this Agreement , any liability of one party to the
other arising out of any Services rendered , or for any act or event occurring prior to
the
termination , shall not be terminated or released .
8 . 3 . In the event of termination by the County , the County 's sole obligation to the Contractor
shall be payment for those portions of satisfactorily completed work under this Agreement .
Such payment shall be determined by pro- rating the monthly charges due under this
Agreement through and including the termination date . In the event of such termination , the
County may , without penalty or other obligation to the Contractor , elect to employ other
persons to perform the same or similar services . .
8 . 4 . The obligation to provide services under this Agreement may be terminated by either
party upon seven ( 7 ) days prior written notice in the event of substantial failure by the other
party to perform in accordance with the terms of this Agreement through no fault of the
terminating party .
8 . 5 . In the event that the Contractor merges with another company , becomes a subsidiary of,
or makes any other substantial change in structure , the County reserves the right to terminate
this Agreement in accordance with its terms .
9 . INDEPENDENT CONTRACTOR . It is specifically acknowledged and agreed by the
parties hereto that the Contractor is and shall be , in the performance of all Services and
activities under this Agreement , an independent contractor , and not an employee , agent , or
servant of the County . All persons engaged in any of the Services performed pursuant to this
Agreement shall at all times , and in all places , be subject to the Contractor' s sole direction ,
supervision , and control , The Contractor shall exercise control over the means and manner
in which Contractor and its employees perform the Services , and in all respects the
Contractor' s relationship and the relationship of its employees to the County shall be that of
an independent contractor performing solely under the terms of the Agreement and not as
employees , agents , or servants of the County .
10 . MERGER ; MODIFICATION . This Agreement incorporates and includes all prior and
contemporaneous negotiations , correspondence , conversations , agreements or
understandings applicable to the matters contained herein and the parties agree that there
are no commitments , agreements , or understandings of any nature whatsoever concerning
the subject matter hereof that are not contained in this document . Accordingly , it is agreed
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that no deviation from the terms hereof shall be predicated upon any prior or
contemporaneous representations or agreements , whether oral or written . No alteration ,
change , or modification of the terms of this Agreement shall be valid unless made in writing
and signed by the Contractor and the County .
11 . GOVERNING LAW; VENUE . This Agreement , including all attachments hereto , shall be
construed according to 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 .
12 . REMEDIES ; NO WAIVER . All remedies provided in this Agreement shall be deemed
cumulative and additional , and not in lieu or exclusive of each other or of any other remedy
available to either party , at law or in equity . Each right , power and remedy of the parties
provided in this Agreement shall be cumulative and concurrent and shall be in addition to
every other right , power or remedy provided for in this Agreement or now or hereafter existing
at law or in equity or by statute or otherwise . The failure of either party to insist
upon
compliance by the other party with any obligation , or exercise any remedy , does not waive
the right to do so in the event of a continuing or subsequent delinquency or default . A party ' s
waiver of one or more defaults does not constitute a waver of any other delinquency or
default . If any legal action or other proceeding is brought for the enforcement of this
Agreement or because of an alleged dispute , breach , default , or misrepresentation in
connection with any provisions of this Agreement , each party shall bear its own costs .
13 . SEVERABILITY . If any term or provision of this Agreement , or the application thereof to
any person or circumstance shall , to any extent , be held invalid or unenforceable for the
remainder of this Agreement , then the application of such term or provision to persons or
circumstances other than those as to which it is held invalid or unenforceable shall not be
affected , and every other term and provision of this Agreement shall be deemed valid and
enforceable to the extent permitted by law .
14 . AVAILABILITY OF FUNDS . The obligations of the County under this Agreement are
subject to the availability of funds lawfully appropriated for its purpose by the Board of County
Commissioners of Indian River County .
15 , NO PLEDGE OF CREDIT . The Contractor shall not pledge the County ' s credit or make
it a guarantor of payment or surety for any contract , debt , obligation , judgment , lien , or any
form of indebtedness .
16 . PUBLIC RECORDS , The Contractor shall comply with the provisions of Chapter 119 ,
Florida Statutes ( Public Records Law) in connection with this Agreement .
17 . NOTICES . Any notice , request , demand , consent , approval , or other communication
required or permitted by this Agreement shall be given or made in writing and shall be
served , as elected by the party giving such notice , by any of the following methods : ( a ) Hand
delivery to the other party ; ( b ) Delivery by commercial overnight courier service ; or ( c) Mailed
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by registered or certified mail ( postage prepaid ) , return receipt requested at the addresses of
the parties shown below :
County Indian River County
Attn : Lynn Williams , Project Manager
430543 rd Ave . , Vero Beach , FL 32960
Phone : ( 772 ) 226 - 3490 ; Facsimile : ( 772 ) 226- 3495
Contractor : Beachland Cleaning Service
Attn : Thomas C . Heveron III
1972 Commerce Avenue , Suite A
Vero Beach , FL 32960
Phone : ( 772 ) 569 -0799 , Facsimile : (772 ) 569 -0893
Notices shall be effective when received at the address as specified above . Facsimile
transmission is acceptable notice effective when received , provided , however , that facsimile
transmissions received ( i . e . , printed ) after 5 : 00 p . m , or on weekends or holidays , will be
deemed received on the next day that is not a weekend day or a holiday . The original of the
notice must additionally be mailed . Either party may change its address , for the purposes of
this section , by written notice to the other party given in accordance with the provisions of this
section .
18 . SURVIVAL . Except as otherwise expressly provided herein , each obligation in this
Agreement to be performed by Contractor shall survive the termination or expiration of this
Agreement .
19 . CONSTRUCTION . The headings of the sections of this Agreement are for the purpose of
convenience only , and shall not be deemed to expand , limit , or modify the provisions
contained in such Sections . All pronouns and any variations thereof shall be deemed to refer
to the masculine , feminine or neuter , singular or plural , as the identity of the party or parties
may require . The parties hereby acknowledge and agree that each was properly represented
by counsel and this Agreement was negotiated and drafted at arm ' s - length so that the judicial
rule of construction to the effect that a legal document shall be construed against the
draftsperson shall be inapplicable to this Agreement
20 . COUNTERPARTS . This Agreement may be executed in one or more counterparts , each
of which shall be deemed to be an original copy and all of which shall constitute but one and
the same instrument .
21 . GENERAL . The Background Recitals are true and correct and form a material part of this
Agreement .
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IN WITNESS WHEREOF , the County and the Contractor have caused this Agreement
to be executed in their respective names as of the date first set forth above .
Contra r : to
P , INC . INDIAN RIVER COUNTY
Board of County Commissioners
(si n ) •
as Cn , III , President B
Wesley S . avis, Chwi-man'
Witness :
Attest : J . K . Barton , Clerks
( sign ) 6 By --�
Printed name : Deputy ,Cferr;
o
Approved by BCC : Ja >uap R "
Approved :
B
Jrrved
B it , oun y Administrator
As to formand legal sufficiency :
B
M ian E . Fell , Senior Assistant County Attorney
Indian Rlvtr Q6 AjMroved Date
Admin.
Legal
Budyei
Dent.
Risk Mgr,
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EXHIBIT A
Daytime Building Attendant (Judicial Center) and Administration Complex
The Contractor shall provide and include the monthly cost of a fulltime employee (40 hours
per week) for the purpose of attending to the daytime custodial needs of the above- specified
buildings as a part of this Agreement .
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 .
Address of Buildings :
County Administration Complex
1800- 1801 27th Street
Vero Beach , FI , 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 20th Place
Vero Beach , FI . 32960
Approx . 7 , 500 sq . ft .
Single story Administrative office building housing four separate divisions . Three restrooms ,
security system , primarily carpeted .
Main Library
1600 21St St .
Vero Beach , FI . 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 , FI . 32958
Approx . 46 , 000 sq . ft .
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Single Story Public Library , heavy use . Primarily carpeted , ceramic the entrance ; five
restrooms , security system , six day a week operation
Health Department (HRS)
190027 th 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 th 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 .
43'd 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 4 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 rd 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 .
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Sheriff's Administration Building
4141 41s' St .
Vero Beach , A .
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 . ;
7/24 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 .
Sheriff' s Mall Office
6200 20th Street ( Mail storefront)
Vero Beach , FI . 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 .
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EXHIBIT B
Services ; Description of Contractor Requirements , Responsibilities , and Equipment
Contractor Requirements
1 ) The Contractor must have been in the commercial custodial business for at least three ( 3 )
continuous years prior to the contract start date .
2 ) The Contractor must have provided commercial custodial services for at least 50 , 000
square feet at least once during each of those three years .
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 Contractors business name .
8 ) All personnel shall comply with the instructions pertaining to conduct while working in
County operated facilities .
9 ) The Contractor shall prohibit his employees from disturbing papers on desks opening desk
drawers or cabinets , 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 his employees shall permit individuals not employed by the
contractor access to any County Facility with out express consent of the Buildings and
Grounds 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 .
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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 .
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 .
Services
1 . Provide the owner with a continuous comprehensive custodial janitorial service .
2 . Provide sufficient staff and equipment to fulfill the requirements of this contract .
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 .
7A . Indian River County Green Cleaning Policy . 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 .
Contractor 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 Grave
Certification .
8 . Provide pick up of County provided supplies from the Facilities Management Department
and distribute to various County Facilities . 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 .
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11 . Provide for collection of recyclable materials from collection station to central point in
building .
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 ) ; Vacuum all carpeted areas and corridors
throughout building ; 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 remove
large recycle bins from bldg . ; Empty wastebaskets and remove trash from building ( replace
liners) .
Daily -- Restrooms
Remove Trash ; Restock Paper Towels ; 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
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 floor in kitchen and elevators ;
Quarterly
Strip and wax tile floors ; Dust light fixtures
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EXHIBIT D
INSURANCE REQUIREMENTS
At least ten ( 10 ) days prior to February 1 , 2009 , Contractor shall procure , pay for , and
maintain at least the following insurance coverage ' s and limits .
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 $ 2 , 000 , 000 . 00 , each
occurrence ; and property damage of not less than $ 1 , 000 , 000 . 00 , each occurrence . ( Combined
single limits of not less than $ 2 , 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 .
3 . Commercial Automobile and Truck liability covering owned , hired , and nonowned vehicles
with combined single limits of not less than $2 , 000 , 000 . 00 , each occurrence . Coverage shall
be on an " occurrence" basis , such insurance to include coverage for loading and unloading
hazards .
The required insurance shall be evidenced by delivery to the County of 1 ) certificates of
insurance executed by the insurers listing coverages and limits , expiration dates and terms of
policies and all endorsements whether or not required by the County , and listing all carriers
issuing such 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
Agreement .
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 , 1840 25th Street Room N - 118 ,
Vero Beach , FL 32960- 3365 . 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 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 named insured . 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 .
1
EXHIB11col4T
BEACHLAND
SERVICE
January 7, 2009
Indian River County
Vero Beach, FL 32960
Attn. : Lynn Williams
RE : Best and Final Offer sheet correction
Sent Via Email: lwilliamsAirceov.com- Hand Delivered
Dear Lynn,
Upon review of our Best and Final Offer sheet, I located an error that was missed. The
change does not affect the total monthly proposed cost, but the sheet does not balance due
to an omission of the Supervisor of Elections bldg from the 43rd Ave Administration
Annex.
When the form for best and final offer was filled out there was an omission the 43rd Ave
Admin Annex of the Supervisor of Elections bldg. Due to the work sheet I used and the
fact that I had separated out the buildings in my original quote, the Elections building was
omitted from the 43rd Ave total on the Best and Final Offer sheet. The total amount on
our Best and Final Offer sheet is accurate because it was used from the work sheet.
For that reason the line items on the Best and Final Offer sheet do not total up correctly.
If added it is $ 1 ,203 . 00 short of the monthly total amount proposed. I have corrected the
amount on the attached sheet to include the Elections Building.
If you have any questions please feel free to contact me at anytime.
Sincerely
omas C . Heveron, CBSE
President
1848 Commerce Ave, Vero Beach, Florida 32960
Phone (772) 229-9882 Fax (772) 5694893
www. heveron,erou,o. com www. CleaninzforaReason. org
BOARD OF COUNTY COMMISSIONERS
December 22, 2009
BEST AND FINAL OFFER PROPOSAL
TO : INDIAN RIVER County Purchasing Department
1800 27" Street
Vero Beach, Florida 32960
Project: Indian River County RFP # 2009016
Project Name Custodial Services for CgIM 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 Proposal; 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.
Company Name: Beachland Cleaning Service
hereafter called "CONTRACTOR" , hereby submits the following Best and Final Offer.
FACILITY MONTHLY AMOUNT ANNUAL AMOUNT
County Administration Complex $ 14 , 2 91 . 0 0 $ 171 , 4 9 2 . 0 0
Administration Annex $ 565000 $ 6 , 780 . 00
Main Library $ 4 , 429 . 00 $ 531148e00
North County Library $ 2 , 418900 $ 2 9 , 016 . 0 0
Health Department $ 41159e00 $ 4 9 , 9 0 8 . 0 0
FACILITY MONTHLY AMOUNT ANNUAL AMOUNT
Judicial Center $ 101840e00 $ 130 , 080000
43 Ave. Administration Annex $ 2 , 5 4 4 . 39 $ 3 0 , 5 3 2 . 5 6
Emergency Operations Center $ 1 , 1018 01 $ 13 , 212e12
North County Offices $ 315e00 $ 3 , 7 8 0 . 0 0
Sheriffs Administration Building $ 4 , 112 . 5 0 $ 491350e00
Sheriffs Mall $ 228 . 80 $ 21745e60
Veterans Service $ 400e83 $ 4 , 809 * 9 6
Total $ 45 , 404 . 53
$ $ 544 , 854 . 33
Proposed Contract Sum : Forty Five Thousand Four Hundred Four , 53
Total Proposal Amount eve hundred Forty Four thousand eight hundred
fifty four . 33
Best and Final Offer = Written
NOTE: If your staffing level will be different from that which was included in your
original proposal, please submit a revised staffing level breakdown on additional sheet(s)
with this submittal.
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,
Beachland C1 an ' Service 1848 Commerce Ave
Address
Vero Beach , FL 32960
guthonzed Signature City, State, Zip Code
President 7� 72 ) 569 _ 0799
Title Phone
� 9
Date Signed
E-mail: Z40 X)ed (4 P 2:�;�