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CUSTODIAL SERVICES FOR MUNICIPAL SERVICES BUILDING AND PARKING GARAGE . . CONTRACT This CONTRACT made and entered into this 15t day of August, 2001 ,by and between the City of Clearwater, Florida, a municipal corporation, hereinafter designated as "City" and Cleaning & Supplies DOT COM, 308 W. South Ave., Tampa, FL 33614, a Florida corporation, hereinafter designated as "Contractor." WITNESSETH: That the parties to this contract each in consideration of the undertakings, promises and agreements on the part of the other herein contained, do hereby undertake, promise and agree as follows: The Contractor, and his or its successors, assigns, executors or administrators, in consideration of the sums of money as herein after set forth to be paid by the City to the Contractor, shall and will at its own cost and expense perform all labor, furnish all materials, tools and equipment as detailed in: Request for Bid Number 40-01 , Custodial Services In accordance with the City's attached technical specifications and the Contractor's bid response, together with any instructions to bidders, general conditions, and proposal, which may be hereto attached, are hereby made a part of this contract, and all of said work to be performed Page 1 of 5 ~ ,-"I r /) -2 /:' ,-,' (( -- J j' -~ - ~ ' '- (~(! and completed by the Contractor and its successors and assigns shall be fully completed in a good and workmanlike manner to the satisfaction of the City. If the Contractor shall fail to comply with any of the terms, conditions, provisions or stipulations as contained herein within the time specified for completion of the work to be performed by the Contractor, then the City may, at its option, avail itself of any or all remedies provided on its behalf and shall have the right to proceed to complete such work as Contractor is obligated to perform in accordance with the provisions as contained herein. THE CONTRACTOR AND HIS OR ITS SUCCESSORS AND ASSIGNS DOES HEREBY AGREE TO ASSUME THE DEFENSE OF ANY LEGAL ACTION WHICH MAY BE BROUGHT AGAINST THE CITY AS A RESULT OF THE CONTRACTOR'S ACTIVITIES ARISING OUT OF THIS CONTRACT, AND FURTHERMORE, IN CONSIDERATION OF THE TERMS, STIPULATIONS AND CONDITIONS AS CONTAINED HEREIN, THE CONTRACTOR AGREES TO HOLD THE CITY FREE AND HARMLESS FROM ANY AND ALL CLAIMS FOR DAMAGES, COSTS OR SUITS, JUDGMENTS OR DECREES RESULTING FROM ANY CLAIMS MADE UNDER THIS CONTRACT AGAINST THE CITY OR THE CONTRACTOR OR THE CONTRACTOR'S SUB-CONTRACTORS, AGENTS, SERVANTS OR EMPLOYEES RESULTING FROM ACTIVITIES BY THE AFOREMENTIONED CONTRACTOR, SUB-CONTRACTOR, AGENTS, SERVANTS OR EMPLOYEES. THE CONTRACTOR SHALL PROVIDE INSURANCE OF THE FOLLOWING TYPES AND LIMITS OF COVERAGE, FOR THE LIFE OF THE CONTRACT. Page 2 of 5 t A. WORKERS' COMPENSATION INSURANCE COVERING ALL EMPLOYEES WITH LIMITS MEETING ALL STATE AND FEDERAL LAWS. B. GENERAL LIABILITY INSURANCE WITH MINIMUM LEVELS OF COVERAGE OF $500,000 PER OCCURRENCE. COVERAGE SHALL INCLUDE PREMISES AND OPERATIONS, INDEPENDENT CONTRACTORS, PRODUCTS AND COMPLETED OPERATIONS AND CONTRACTUAL LIABILITY. THIS POLICY SHALL PROVIDE COVERAGE FOR DEATH, BODILY INJURY, PERSONAL INJURY OR PROPERTY DAMAGE THAT MAY ARISE DIRECTLY OR INDIRECTLY FROM THE PERFORMANCE OF THIS CONTRACT. C. BUSINESS AUTOMOBILE LIABILITY WITH MINIMUM LIMITS OF COVERAGE OF $500,000 PER OCCURRENCE, COMBINED SINGLE LIMIT FOR BODILY INJURY LIABILITY AND PROPERTY DAMAGE LIABILITY. THIS COVERAGE SHALL BE AN "ANY AUTO" TYPE POLICY. D. THE CITY SHALL BE INCLUDED AND IDENTIFIED AS AN ADDITIONAL INSURED UNDER THE GENERAL LIABILITY AND BUSINESS AUTOMOBILE LIABILITY POLICIES. In addition to the foregoing provisions, the Contractor agrees to conform to the following requirements: In connection with the performance of work under this contract, the Contractor agrees not to discriminate against any employee or applicant for employment because of race, sex, religion, color, or natural original. The aforesaid provision shall include, but not be limited Page 3 of 5 ~ to, the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; lay-off or termination; rates of payor other forms of compensation; and selection for training, including apprenticeship. The Contractor agrees to post hereafter in conspicuous places, available for employees or applicants for employment, notices to be provided by the contracting officer setting forth the provisions of the non-discrimination clause. The Contractor further agrees to insert the foregoing provisions in all contracts hereunder, including contractors or agreements with labor unions and/or workers' representatives, except sub-contractors for standard commercial supplies or raw materials. It is mutually agreed between the parties hereto that time is of the essence of this contract, and in the event that the work to be performed by the Contractor is not completed within the time stipulated herein, to the satisfaction of the City, then it is agreed that the City may cancel the contract or service to any facility, upon thirty days written notice. Page 4 of 5 Iv IN WITNESS WHEREOF, the parties to the agreement have hereunto set their hands and seals and have executed this Agreement, in duplicate, the day and year first above written. Countersigned: CITY OF CLEARWATER, FLORIDA Brian J. Aungst Mayor-Commis . By: ~~.~Jr William B. Horne, II Interim City Manager Approved as to form: Attest: /~r~ L-, e C. Hayman ssistant City Attorney (Contractor must indicate whether Corporation, Partnership, Company or Individual.) ~~Ru~" V<-(J ~:\ d~v') + (The person signing shall, in his own handwriting, sign the Principal's name, his own name, and his title; where the person is signing for a Corporation, he must, by Affidavit, show his authority to bind the Corporation). by ~O-{"' \ 0--. C<. \. ve (C_ (SEAL) Page 5 of 5 ~ Request for Bids (RFB) To Provide CUSTODIAL SERVICES For The: MUNICIPAL SERVICES BUILDING AND PARKING GARAGE CITY OF CLEARWATER GENERAL SUPPORT SERVICES DEPARTMENT BUILDING & MAINTENANCE DIVISION Release Date: April 13, 2001 Iv REQUEST FOR BID (RFB) TO PROVIDE CUSTODIAL SERVICES GENERAL SCOPE - The City of Clearwater (hereinafter called "City"), Building and Maintenance Division, is seeking custodial services for one Municipal facility. Services are to include general office, entrance, stairway, restroom, locker room and parking garage cleaning - as applicable - as well as scheduled floor cleaning and maintenance. It is required that after the first month of service a formal inspection be performed by City representative(s) to establish an acceptable level of performance. After acceptance by the City, this level of service quality shall be maintained throughout the contract period. The successful bidder (hereinafter called "Contractor") shall provide all personnel, equipment, tools, materials and supplies to perform the agreed-upon cleaning responsibilities to the satisfaction of the City's Building and Maintenance Superintendent. CALENDAR OF EVENTS RFB Release Date - April 13, 2001 Site Tours - April 30, 2001 Bidders are to meet at the main entrance of the Municipal Services Building, 100 South Myrtle Avenue, at 12:00 NOON. Questions from bidders due: May 9, 2001 Bids Due by May 18, 2001 at 3:30 PM Bid Package due to City Clerk: May 25, 2001 Commission Approval: June 21, 2001 Award of Contract to Successful Bidder - July 2, 2001 CONTRACT START DA TE - AUGUST 1ST INSTRUCTIONS TO BIDDERS The length of the Contract will be for one year. Work is required to begin on August 1, 2001. The Contract may be renewed, at the city's request, for up to two (2) one-y~ar periods providing no requested annual price adjustment will exceed the Consumer Price Index for all goods and services in the latest twelve (12) month period. Site inspections are required - prior to submittal of bids - to determine building sizes/details, the extent of the work to be done and actual working conditions. No allowances will be made for a bidder's failure to obtain all pertinent information prior to submitting a bid. The man-hour requirements as specified herein are the City's minimum man-hour requirements which must be met or exceeded at each location and shall not be interpreted as limitations which could restrict performance in any manner whatsoever. If the bidder feels that a situation exists wherein a specified 1 ,L- minimum appears inadequate to provide quality service, then quality of service shall take precedence and it is therefore the responsibility of the bidder to include - as part of hislher bid submittal - any additional man-hours that he/she considers essential to provide high quality service. No requests for revisions or cost increases will be considered after submittal of bid. It is the intent of these Specifications to ensure that the minimum man-hour mandates are met or exceeded and that a high level of service quality is maintained throughout the Contract period. All bids and questions are to be submitted in writing to the attention of: City of Clearwater, Purchasing Department George McKibben, Purchasing Manager 100 S. Myrtle Ave Clearwater, FL 33756 Questions may also be faxed to Mr. McKibben at (727) 562-4635. Submitted questions will be answered in writing by the purchasing manager. Responses will not be made to questions received after May 9,2001. Once submitted, the City will not accept any requests for corrections or additions to any bidder's bid details or pricing. Each bidder is required to submit one (1) copy of their bid. The City, as an entity of government, is subject to the appropriation of funds by its legislative body in an amount sufficient to allow continuation of its performance in accordance with the terms and conditions of this contract for each and every fiscal year following the fiscal year in which this contract shall remain in effect. In the event and upon notice that sufficient funds are not available in subsequent fiscal years, the City shall thereafter be released of all terms and other conditions. Any actual or prospective bidder who is aggrieved in connection with this solicitation or award of a contract may seek resolution of his/her complaints by contacting the Purchasing Manager. Written competitive proposals, other submissions, correspondence, and all records made thereof, as well as negotiations conducted pursuant to this RFB, shall be handled in compliance with Chapters 119 and 286 Florida Statutes. The City gives no assurance as to the confidentiality of any portion of any proposal once submitted. 2 tv REQUIRED SUBMITTALS - TO BE FURNISHED ON SEPARATE SHEET(S) EACH BID MUST INCLUDE ALL OF THE FOLLOWING SUBMITTALS: 1.) Statement of Qualifications a. Date the firm was incorporated or went into business. b. Resumes of primary members of staff to be associated with the execution of the contract. c. Name, address and phone number of a contact person or persons. d. List of all contracts in the last three years, including the name and phone number of the client, that are similar in size and complexity to the work described in these specifications. 2.) Cost per square foot per month (unit pricing) for the addition or deletion of work for areas to be cleaned at each location. 3.) The number of full-time supervisors that will be dedicated to performing quality control and the frequency in which they will be inspecting each facility. 4.) Proposed methods for minimizing non-performance due to absence of employee(s) and for the improvement of substandard work. By offering a submission to this RFB, the bidder certifies that they have not divulged to, discussed with or compared their competitive bids or any information contained therein relevant to this bid with other competitors in any manner. Lack of required submittals or furnishing inadequate information may be cause for rejection of Bid. 3 Iv TERMS & CONDITIONS 1.) The Contractor shall provide all personnel, equipment, tools, materials and supervision to perform the services defined in these specifications and the resulting Contractor's submittals. 2.) Payment for services performed under this contract will be made on a monthly basis, in arrears, with a requirement for the submission of monthly invoices and documented verification of conformance to City-mandated man-hour obligations, Verification of said man-hour requirements shall be by means of City-provided time clocks and time cards, showing date and time, shall be obtained by Contractor's supervisory personnel on a daily basis, and shall be submitted with the monthly invoices. The Contractor's supervisor(s) shall meet with a City representative on site each morninQ (M-F) to verify quality of service and adherence to manpower requirements. Quality of service and adherence to man-power requirements shall be continuously monitored by the Building & Maintenance Superintendent and his representatives and the City has the unencumbered right to cancel the contract to any or all facilities upon thirty days written notice for non-conformance to these requirements. 3.) If the Building & Maintenance Superintendent finds that repairs to a building, its contents or appearance, which in his opinion, are necessary as the result of the use of materials, equipment or workmanship which are inferior, defective or not in accordance with the terms of this contract, the Contractor shall promptly, upon notice, place in satisfactory condition all of such work. If the Contractor fails to comply, the City will have such work performed and deduct the cost from the current invoice of the Contractor. 4.) The Contractor shall maintain an adequate number of employees to satisfactorily fulfill all mandatory minimum man-hour obligations and properly complete all scheduled operations in a timely manner. Staffing levels shall also be such that the performance of additional non-daily cleaning activities (Per "Appendix A") will not reduce the number of employees available for maintaining the performance levels of daily cleaning activities. Additionally, Contractor shall assure that: a. Incompetent or disorderly contract employees shall be removed and replaced when ordered by the City. b. Contractor's employees shall not have friends, family members or other unauthorized persons present on City property while at work. c. Contract personnel shall present a neat and clean appearance and are required to wear uniforms with the company's and employee's names clearly displayed. d. At least one Contractor employee at each facility shall effectively communicate orally and understand written documentation in English. 4 tv 5.) The Contractor shall assign a Contract Administrator who shall be responsible for the performance of all work under the contract. This Contract Manager shall have authority to act for the Contractor on all matters relating to the daily operations of the contract and shall be readily accessible at all times. 6.) The Contractor must respond to a call for corrective services within two (2) hours. 7.) The penalty for non-performance or unacceptable work shall be 110% of the charges for the affected room(s) based on square footage. 8.) The contractor shall provide copies of Material Safety Data Sheets (MSDS) for all chemicals used in performing work. All containers need Hazmat labels affixed to them before delivery to the facilities. 9.) The Contractor shall be furnished access to all areas to be cleaned. The contractor shall be responsible for the following: a. Insuring that all keys provided are not lost, misplaced or used by unauthorized personnel. b. Insuring that no key provided is duplicated. c. Securing all City property during and after services are provided. d. Turning off lights after services are provided. e. Forbidding the use of City/Employee property including telephones, televisions, radios, computers and other office equipment. f. Insuring that protected electrical circuits for electronic equipment are not used for powering cleaning equipment. g. Enforcing a "No Smoking" policy while contractor's employees are on City property. h. Insuring that the consumption of food and drinks are restricted to assigned locations. 10.) The following tasks are to be performed every day that services are required in each facility: ROOM CLEANING a. Sweep and dust mop hard surface floors b. Vacuum carpets and rugs c. Spot clean carpets, rugs and fabric on modular office furniture d. Damp mop kitchen and break room floors e. Clean sinks with non-abrasive, non-acidic, cleaner/disinfectant, wet wipe and polish faucets and refill dispensers f. Empty trash receptacles and replace bags g. Clean and polish mirrors h. Dust office furniture, filing cabinets and other storage devices. Do not move papers Dust around office machines 1. Damp wipe all glass surfaces including interior windows - without streaks J. Dust all horizontal surfaces 5 t. k. Spot clean walls, doors and door frames 1. Clean the interior and exterior of microwave ovens in all break areas m. Wash all interior glass surfaces of doors and adjacent glass panels LOBBIES. CORRIDORS. ENTRANCES & STAIRWELLS a. Sweep and damp mop resilient and tile floors, including elevator floors b. Vacuum, edge and spot clean carpets, including elevator floors c. Vacuum and spot clean mats and rugs. d. Vacuum, sweep, dust mop or vacuum stairwells e. Vacuum and clean elevator tracks f. Empty trash receptacles and replace bags g. Empty, damp wipe and polish ash trays and receptacles h. Dust furniture, display cases and light fixtures 1. Damp wipe all glass surfaces, including the interior of windows leaving surface non-streaked J. Dust all horizontal surfaces k. Damp wipe water fountains 1. Damp wipe all counters, tables and desks m. Remove cobwebs wherever found n. Clean and dust all elevator doors, walls and floors o. Spot clean wall surfaces p. All interior glass surfaces of doors and adjacent glass panels q. At the exterior of all entrances, empty all receptacles (e.g., trash cans, ash trays, etc.), pick up debris and render area broom clean. TOILET AND LOCKER ROOM CLEANING a. Sweep floors b. Damp mop floors with water and disinfectant c. Clean all fixtures with a non-abrasive, non-acidic cleaner/disinfectant d. Clean partition walls, doors and all other horizontal surfaces e. Dust moldings and ledges f. Empty trash receptacles and replace bags g. Empty sanitary napkin receptacles and replace bags h. Fill all dispensers (soap and paper products) 1. Wet wipe and polish bright metal J. Clean and polish mirrors k. Thoroughly clean and disinfect shower stalls 1. Thoroughly clean and disinfect waste receptacles m. Scrub ceramic tile floors and grout around all plumbing fixtures MUNICIPAL PARKING GARAGE a. Empty all trash cans daily b. Empty all ash trays and receptacles daily c. Damp wipe trash receptacles daily d. Sweep and damp mop elevator floors and landings daily 6 t e. Damp wipe and polish elevator doors, walls and ceilings daily f. Vacuum and clean elevator tracks daily The following tasks are to be performed weekly in each facility: ROOM CLEANING a. Sweep, damp mop, and buff resilient floors to a high shine b. Damp clean telephones with disinfectant c. Clean and polish water fountains d. Vacuum edge between carpet and baseboards e. Dust all window blinds f. Damp wipe all window frames and sills g. Dust transoms, clocks, moldings around ceilings, tops of partitions, pictures and ceiling fan blades LOBBIES. CORRIDORS. ENTRANCES & STAIRWELLS a. Dust walls and horizontal surfaces b. Damp clean telephones with disinfectant c. Clean and polish water fountains d. Dust all window blinds e. Damp wipe all window frames and sills f. Dust transoms, clocks, moldings, around ceilings, tops of partitions, pictures & ceiling fan blades g. Clean all door push plates and kick plates TOILETS AND LOCKER ROOM CLEANING a. Clean all ceramic tile walls to a shiny, spot free appearance b. Clean baseboards and baseboard grout as needed c. Damp wipe window frames and sills d. Remove stains from porcelain fixtures e. Thoroughly clean and polish all bright metal f. Damp wipe exterior of lockers 11.) The Contractor is responsible for providing the following items along with all necessary cleaning supplies: a. Toilet tissue (two ply, facial quality) b. Paper towels (single, multi-fold and roll- as appropriate) c. Sanitary napkins and tampons for existing dispensers (money is to be collected and kept by the contractor) d. Used sanitary product disposal bags e. Liquid hand soap f. Trash receptacle liners g. Toilet seat covers for existing dispensers 7 j.,. 12.) All waste will be bagged or placed in closed containers and put into dumpsters. 13.) The Contractor shall provide insurance of the following types and limits of coverage, for the life of the contract: a. Workers' Compensation Insurance covering all employees with limits meeting all applicable state and federal laws. This coverage shall include Employees' Liability, with limits meeting all state and federal laws. b. General Liability Insurance with minimum limits of coverage of $500,000 per occurrence. Coverage shall include Premises and Operations, Independent Contractors, Products and Completed Operations and Contractual Liability. This policy shall provide coverage for death, bodily injury, personal injury or property damage that may arise directly or indirectly from the performance of this contract. c. Business Automobile Liability with minimum limits of coverage of $500,000 per occurrence, combined single limit for Bodily Injury Liability and Property Damage Liability. This coverage shall be an "Any Auto" type policy. d. The City shall be included and identified as an additional insured under the General Liability and Business Automobile Liability Policies. The Contractor shall defend, indemnify, save and hold harmless from any and all claims, suits, judgments and liability for death, personal injury, or property damage arising directly or indirectly from the performance of this contract by the contractor, its employees, or subcontractors, including legal fees, court costs, or other legal expenses. 14.) Before work can be started, the contractor is required to submit a personal data form, on every employee who will be associated with this contract. These forms will include the employee's name, current and past address and social security account number. This information will be used to perform background checks. 15.) The facilities to be included in this bid is: A. Municipal Services Building - 100 South Myrtle Avenue B. Municipal Parking Garage - 644 Pierce Street 16.) Prior to award of contract the selected Contractor will be required to sign a contract similar to the draft copy attached to this request for bid. Additions to this draft will be made to incorporate the specifics provided during the submittal and award process. 8 t FACILITIES TO BE CLEANED 1. MUNICIPAL SERVICES BUILDING & ADJACENT PARKING GARAGE 100 S. Myrtle Avenue & 644 Pierce Street 68,264 Square Feet Estimated (Bidder to verify) Service required on first three floors Fourth floor is a mechanical penthouse and is excluded The parking garage elevators & elevator landings are included Service required Monday through Friday starting no earlier than 6:00 p.m. with completion no later than 8:00 a.m. (excluding corrections) Staffinq/manpower requirements: Minimum - 36.0 man-hours per day with at least three (3) full-time persons assigned to this facility. 9 Iv ~ APPENDIX A (Non-Daily Cleaning Requirements) ROOM CLEANING a. Vacuum all upholstered furniture - Monthly b. Clean all fabric backed furniture, including partitions - Quarterly* c. Deep clean carpets using the extraction method - Quarterly* d. Clean light fixtures & lenses and HVAC grilles - Monthly e. Strip and refinish all resilient floors - Quarterly* f. Buff and polish all resilient floors - Monthly g. Thoroughly clean window blinds - Monthly h. Wash all interior glass window surfaces - Quarterly* LOBBIES. CORRIDORS. ENTRANCES & STAIRWELLS a. Wash all interior glass window surfaces - Quarterly* b. Vacuum all upholstered furniture. Vacuum or dust fabric partitions - Monthly c. Clean light fixtures & lenses and HVAC grilles - Monthly d. Scrub ceramic tile floors and grout - Monthly e. Buff and polish all resilient floors - Monthly f. Strip and refinish all resilient tile floors - Quarterly* g. Clean and extract all fabric backed furniture - Quarterly* h. Deep clean carpet using extraction method - Quarterly* 1. Thoroughly clean window blinds - Monthly TOILET & LOCKER ROOM CLEANING a. Scrub ceramic tile floors and grout - Monthly b. Thoroughly clean window blinds - Monthly c. Clean light fixtures & lenses and HVAC grilles - Monthly - Note: If more frequent cleaning of a specific item/location is indicated on the daily/weekly schedule, that schedule shall prevail. *Quarterly cleanings shall be performed as follows: AUGUST, NOVEMBER, FEBRUARY and MA Y 10 ~