Keyboard Enterable Version of RLI Web viewRequest for Proposals (RFP) RFP Number: R0921804P1. RFP...

Broward County Purchasing Division 115 S. Andrews Avenue, Room 212

Fort Lauderdale, FL 33301(954) 357-6065 FAX (954) 357-8535

Request for Proposals (RFP)RFP Number: R0921804P1

RFP Name: Janitorial Services for South Regional CourthouseProcurement AuthorityUnchecked boxes do not apply to this solicitation.

Pursuant to the Broward County Procurement Code, the Broward County Commission invites qualified firms to submit Proposals for consideration to provide services on the following project:

Standard Request for Proposals

Reserved for CBE (County Business Enterprise) firms. Construction General Contractor: Tw o-Step Process - (Step 1) Issue RFP to Short list

firms (Step Two) Issue Invitation for Bids to Shortlisted firms to obtain bids

Establish Library of Firms for Services

Pursuant to the Broward County Procurement Code, the Broward County Commission invites qualified firms to submit Proposals for consideration to provide Construction Manager at Risk Services on the following project.

Standard Construction Manager at Risk

Construction Manager at Risk (Modified): Two Step Process - (Step One) Issue RFP to Short list firms (Step Two) Issue Invitation for Bids to Shortlisted firms to obtain bids

Pursuant to Florida Statutes, Chapter 287.055 (Consultants Competitive Negotiations Act), the Broward County Commission invites qualified firms to submit Proposals for consideration to provide Professional Consulting Services on the following project.

Non-Continuing Contract: (Check only one box)

Professional services needed for a construction project where the construction costs exceed $ 250,000

Professional services needed for a planning or study activity where the fee for the professional services exceed $ 25,000

Continuing Contract :( Check only one box)

Professional services needed for projects in which construction costs do not to exceed $2 million

Professional services needed for study activities when the fee for such professional service does not exceed $ 200,000

Professional services needed for work of a specified nature

Design-Build: (Check only one box)

Qualification - Based with a Guaranteed Maximum Price and a Guaranteed Completion Date

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Two-Step process - (Step One) Issue RFP to Short list firms - (Step Two) Issue Request for Proposals to Shortlisted firms to obtain proposals.

Scope of ServicesThe Scope of Services shall include but is not limited to Janitorial Services for the South Regional Courthouse for the Facilities Maintenance Division (FMD). It is the intent of the County to award the location to the highest scoring firm for the location. A detailed Scope of Services is found in Attachment “B“ to this RFP. The initial contract is intended to be for two (2) years from the date of execution, with three (3) one-year renewal options.

Submittal InstructionsUnchecked boxes do not apply to this solicitation.

Only interested firms from the Sheltered Market may respond to this solicitation. This solicitation is open to the general marketplace.

Reserved for CBE (County Business Enterprise) firms.Interested firms may supply requested information in the “Evaluation Criteria” section by typing right into the RFP document using Microsoft Word. Firms may also prepare responses and any requested ancillary forms using other means but following the same order as presented herein.

Submit ten (10) CDs of your RFP response containing the following files:CD or DVD discs included in the submittal must be finalized or closed so that no changes can be made to the contents of the discs.

IT IS IMPORTANT THAT EACH CD BE LABELED WITH THE COMPANY NAME, RLI NUMBER AND TITLE, AND THEN PLACED IN AN INDIVIDUAL DISC ENVELOPE.

1. A single PDF file that contains your entire RFP response with each page of the response in the order as presented in the RFP document, including any attachments.

2. Responses to the Evaluation Criteria questions in the RFP are to be provided in the following formats:

a. Microsoft Word for any typed responses. b. Microsoft Excel for any spreadsheets.

Submit three (3) total printed copies (hard copies) of your RFP response. It is the responsibility of each firm to assure that the information submitted in both its written response and CDs are consistent and accurate. If there is a discrepancy, the information provided in the written response shall govern.

Price Sheets, Attachment “C“ is attached to this RFP and must be included in your submittal to the RFP. The format of the Price Sheet must not be changed or altered in any manner. The executable Excel version of Attachment “C”, which is to be used for your submittal, is posted along with this RLI.

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Send all requested materials to:Broward County Purchasing Division115 South Andrews Avenue, Room 212Fort Lauderdale, FL 33301RE: RFP Number: R0899203P1

The Purchasing Division must receive submittals no later than 5:00 pm on Monday, March 7, 2011. Purchasing will not accept electronically transmitted, late, or misdirected submittals. If fewer than three interested firms respond to this solicitation, the Director of Purchasing may extend the deadline for submittal by up to four (4) weeks. RFP Submittals will only be opened following the final submittal due date.

For Additional Project Information Contact:Project Manager: Paul CurryPhone: 954-357-6486Email: [email protected]

Pre-Submittal ConferenceAttendance at the Pre-Submittal Conference is optional. This information session presents an opportunity for bidders to clarify any concerns regarding the solicitation requirements. The proposer is cautioned that, although the Pre-submittal Conference is optional, no modification or any changes will be allowed in the pricing because of the failure of the proposer(s) to have attended the conference.

Pre-Submittal ConferenceDATE: April 12, 2011

TIME: 1:30 PMLOCATION: Governmental Center, Room 430, 115 S. Andrews Ave., Ft. Lauderdale, FL.

If you require any auxiliary aids for communication, please call 357-6065 so that arrangements can be made in advance.

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mailto:[email protected]



Evaluation ProcessAn Evaluation Committee (EC) will be responsible for recommending the most qualified firms and rating them. The process for this procurement may proceed in the following manner:

Review ResponsesThe Purchasing Division delivers the RFP submittals to agency staff for summarization for the Evaluation Committee members. The Office of Economic and Small Business Development staff evaluates submittals to determine compliance with the Office of Economic and Small Business Development Program requirements, if applicable. Agency staff will prepare an analysis report which includes a matrix of responses submitted by the firms.

Staff will also identify any incomplete responses. The Director of Purchasing will review the information provided in the matrix and will make a recommendation to the Evaluation Committee as to each firm’s responsiveness to the requirements of the RFP. The final determination of responsiveness rests solely on the decision of the Evaluation Committee.

At any time prior to award, the awarding authority may find that an offeror is not responsible to receive a particular award. The awarding authority may consider the following factors, without limitation: debarment or removal from the authorized vendors list or a final decree, declaration or order by a court or administrative hearing officer or tribunal of competent jurisdiction that the offeror has breached or failed to perform a contract, claims history of the offeror, performance history on a County contract(s), an unresolved concern, or any other cause under this code and Florida law for evaluating the responsibility of an offeror.

Evaluation CriteriaThe scoring of each proposal will be based on the following Evaluation Criteria with a maximum total of 100 points as shown below.

Experience of Key Personnel: (12 Points) 1. Key Management Members 5

1.a. Project Superintendent 1.b. Site Supervisors 1.c. Full Time Services Crews 2. Professional and or Technical Support Employees 5 2.a. Their functions in the company 2.b. Number of years of service with the company 2.c. Years of experience in the maintenance of comparably complex facilities and systems 3. Training in safety; and basic and green building cleaning procedures 2

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Characteristics of Firm and Staffing: (8 Points) 8 4. Basic information for proposing company

4.a. Length of Time Firm has been in operation 4.b. Total Number of Current Employees 4.c. Average Seniority of Current Employees 4.d. Total Number of Supervisory Employees 4.e. Total Number of Janitorial Workers

Facilities Served, Work Experience, by Proposing Company Comparison (Includes

Project Specific Criteria Questions 5.a and 5.b.): (20 Points)20

5.a. Number of buildings comparable to this facility that proposing firm has provided comparable services to on a regular basis (at least a 12 consecutive month period)

5.b. Specifically identify up to three individual buildings similar to those listed above, along with requested detail information for the facility

For each specific facility identified provide the following information:

• Name and location of facility • Facility reference (contact email)• Size of facility area cleaned (square feet)• Number of stories (height of building) • Total number of workers/supervisors assigned to cleaning crew • Whether prime or sub-contractor

• If serving as a sub-contractor for the facility state the percentage of the facility (contract) that your firm was responsible for

• Annual dollar value of contract

Facilities Served, Work Experience, by Proposing Company Comparison: (2 Points) 2 6. Green Cleaning Experience

7. Janitorial Projects within the past five (5) years

Firm's Approach: (8 Points) 8 8. Individual Members that have provided janitorial service to comparable governmental facilities

9.a. Firm’s Proposal to Maintain Public Areas 9.b. Firm’s Proposal to Coordinate Periodic Project and Annual Work Tasks 9.c. Firm’s Proposal in Crew Organization 9.d. Firm’s Proposal of Reporting System to Report Performance 10. Describe Capabilities to respond to Emergency Situations 11.a. Firm’s Start-up orientation for Quality Control Program

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11.b. Inspection Procedures including any technical aids used to monitor performance 11.c. Equipment maintained in quality working condition

Other: (10 Points) 10

Financial Strength of Proposing Firm Including but not limited to:

Current Ratio (Current Assets/Current Liabilities)ProfitabilityNet EquityLien HistoryBankruptcy History

Price: (40 Points)* 40 TOTAL POINTS 100

* Total points awarded for price will be determined by applying the following formula:(Lowest Proposed Price/Proposer’s Price) x 40 = Price Score

Please note that prices may be negotiated in the best interest of the County

after the scoring is completed.

List of Employee Titles/Positions and Other Costs that may be in the Contract

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This completed sheet should be submitted with the response; however, it must be submitted within five (5) working days of the county’s request.

Please make additional copies of this Sheet, as needed.Labor Costs:Total Labor Costs make up an estimated 70% of this contract. List each employee title/position, number of employees per position, and total hourly rate paid to each employee that will work on this contract. List positions on separate lines when there are different total hourly rates for the same position. Additionally, provide the number of full and part-time employees per position.

For purposes of this solicitation, a full-time employee is defined as an individual who works twenty (20) hours or more per week for the contractor, regardless of the number of hours the individual works on this contract; a part-time employee is defined as an individual who works less than twenty (20) hours per week for the contractor.

Employee Title/Position Number of Employees

Total Hourly Rate

Number of Full-time Employees

Number of Part-time Employees

(Insert additional lines/sheets, if needed)

Other Costs:Total Other Costs make up an estimated 30% of this contract. List all costs that are contained in the 30% (i.e. supplies, overhead, etc.).

(Insert additional lines/sheets, if needed.)

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Cone of SilenceAt the time of the Evaluation Committee appointment (which is typically prior to the advertisement of the solicitation document) in this RFP process, a Cone of Silence will be imposed. Section 1-266, Broward County Code of Ordinances as revised, provides that after the Evaluation Committee appointment, potential vendors and their representatives are substantially restricted from communicating regarding this RFP with the County Administrator, Deputy and Assistants to the County Administrator and their respective support staff, or any person appointed to evaluate or recommend selection in this RFP process. For communication with County Commissioners and Commission staff, the Cone of Silence allows communication until the initial Evaluation Meeting of the Evaluation Committee. After the application of the Cone of Silence, inquiries regarding this RFP should be directed to the Director of Purchasing or designee.

The Cone of Silence terminates when the County Commission or other awarding authority takes action which ends the solicitation.

Demonstrations If this box is checked, then this project may lend itself to an additional step where short-listed

firms demonstrate the nature of their offered solution. In those cases, staff, and sometimes members of the EC, may request a representative display or demonstration. If the EC decides that demonstrations are necessary, short-listed firms will receive a description of, and arrangements for, the desired demonstration.

PricingUnchecked boxes do not apply to this solicitation.

Price will be considered in the final evaluation of the interested firms. County staff and the top ranked firm will negotiate fees for pre-construction services during the Negotiation Phase of this process. Generally, the Parties negotiate a Guaranteed Maximum Price (GMP) for construction services during the course of pre-construction services.

Public Art and Design ProgramUnchecked boxes do not apply to this solicitation.

Broward County has adopted Ordinance #95-20 establishing a Public Art and Design Program. It is the intent of Broward County to integrate art, when applicable, into capital projects and integrate artists’ design concepts into this improvement project. The architect/engineer may be required to collaborate with the artist(s) on design development within the scope of this request. Artist(s) shall be selected by Broward County through an independent process. (For additional information contact Mary Becht at (954) 357-7456).

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Rating/RankingThe EC will rank the firms and post its recommendation for three days as a “Proposed Recommendation of Ranking”. Following this three-day period, if no objections to the proposed ranking have been received in writing by the Director of Purchasing, a Final Recommendation of Ranking will be posted and presented to the Board for approval. At the discretion of the Board, presentations to the Board of County Commissioners by the ranked firms may be required.

State and Local PreferencesIf the solicitation involves a federally funded project where the fund requirements prohibit the use of state and/or local preferences, such preferences contained in the County's Local Vendor Ordinance, Domestic Partnership Ordinance and Procurement Code will not be applied in the procurement process.

Posting of Solicitation and Proposed Contract AwardsThe Broward County Purchasing Division's website is the official location for the County's posting of all solicitations and contract award results. It is the obligation of each vendor to monitor the website in order to obtain complete and timely information. The website is located athttp://www.broward.org/Purchasing/Pages/SolicitationResult.aspx

Vendor Protest

Sections 21.118 and 21.119 of the Broward County Procurement Code set forth procedural requirements that apply if a vendor intends to protest a solicitation or proposed award of a contract and state in part the following:

(a) Any protest concerning the bid or other solicitation specifications or requirements must be made and received by the County within seven (7) business days from the posting of the solicitation or addendum on the Purchasing Division’s website. Such protest must be made in writing to the Director of Purchasing. Failure to timely protest bid specifications or requirements is a waiver of the ability to protest the specifications or requirements.

(b) Any protest concerning a solicitation or proposed award above the award authority of the Director of Purchasing, after the bid opening, shall be submitted in writing and received by the County within five (5) business days from the posting of the recommendation of award on the Purchasing Division's website.

(c) Any actual or prospective bidder or offeror who has a substantial interest in and is aggrieved in connection with the proposed award of a contract which does not exceed the amount of the award authority of the Director of Purchasing, may protest to the Director of Purchasing.

The protest shall be submitted in writing and received within three (3) business days from the posting of the recommendation of award on the Purchasing Division's website.

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(d) For purposes of this section, a business day is defined as Monday through Friday between 8:30 a.m. and 5:00 p.m. Failure to timely file a protest within the time prescribed for a solicitation or proposed contract award shall be a waiver of the vendor's right to protest.

(e) Protests arising from the decisions and votes of an Evaluation Committee or Evaluation Committee shall be limited to protests based upon the alleged deviations from established Committee procedures set forth in the Broward County Procurement Code and existing written Guidelines. Any allegations of misconduct or misrepresentation on the part of a competing vendor shall not be considered a protest.

(f) As a condition of initiating any RFP protest, the protestor shall present the Director of Purchasing a nonrefundable filing fee in accordance with the table below.

Estimated Contract Amount Filing Fee$30,000 - $250,000 $ 500$250,001 - $500,000 $1,000$500,001 - $5 million $3,000Over $5 million $5,000

If no contract bid amount was submitted, the estimated contract amount shall be the County’s estimated contract price for the project. The County may accept cash, money order, certified check, or cashier’s check, payable to Broward County Board of Commissioners.

Rejection of ResponsesThe Evaluation Committee may recommend to the Director of Purchasing the rejection of all responses to this solicitation.

Public Records and ExemptionsUpon receipt, all response submittals become "public records" and shall be subject to public disclosure consistent with Chapter 119, Florida Statutes. Any firm that intends to assert any materials to be exempted from public disclosure under Chapter 119, Florida Statutes must submit the document(s) in a separate bound document labeled "Name of Firm, Attachment to Proposal Package, RFP# - Confidential Matter". The firm must identify the specific statute that authorizes the exemption from the Public Records Law.

Failure to provide this information at the time of submittal may result in a recommendation by the Director of Purchasing that the response is non-responsive.

Any claim of confidentiality on materials that the firm asserts to be exempt and placed elsewhere in the submittal will be considered waived by the firm upon submission, effective after opening.

Please be aware that submitting confidential material may impact full discussion of your submittal by the Evaluation Committee because the Evaluation Committee will be unable to talk about the details of the confidential material(s) at the public Selection/Evaluation Committee meeting.

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Copyrighted MaterialsCopyrighted material will be accepted as part of a submittal only if accompanied by a waiver that will allow the County to make paper and electronic copies necessary for the use of County staff and agents. It is noted that copyrighted material is not exempt from the Public Records Law, Chapter 119, Florida Statutes. Therefore, such material will be subject to viewing by the public, but copies of the material will not be provided to the public.

Domestic Partner This solicitation may include preference for county contractors providing for nondiscrimination of benefits for domestic partners. (Reference Ordinance No. 1999-18, as amended)

In accordance with Broward County Code, Chapter 16 ½ , section 16 ½ -157 and the Broward County Administrative Code, Subsections 21.31.a.,6.,7.,8., the Broward County Board of County Commissioners reserves the right to apply a preference in the award of a contract to those Contractors providing for nondiscrimination of benefits for domestic partners.

This preference may be applied to all awards of $250,000 per annum or more. The determination to apply this preference shall be made by the Board of County Commissioners.

To be eligible for the domestic partnership preference, a contractor’s program eligibility criteria must be substantially equivalent to those established in Section 16 ½ -153 (b), Broward County Code. A contractor will be deemed ineligible for the domestic partnership preference if its benefits program discriminates against employees in violation of the Broward County Human Rights Act.

Local PreferenceIn accordance with Broward County Ordinance No. 2004-29, the Broward County Board of County Commissioners provides a local preference. This preference includes any county with which the Broward County Board of County Commissioners has entered into an inter-local agreement of reciprocity. Except where otherwise provided by federal or state law or other funding source restrictions, a local proposer whose submittal is within 5% of the highest total ranked proposer outside of the preference area will become the firm with whom the County will proceed with negotiations for a final contract.

Local business means the vendor has a valid occupational license issued by the county within which the vendor conducts their business at least one year prior to bid or proposal opening, that authorizes the business to provide the goods, services or construction to be purchased and a physical address located within the limits of said county, in an area zoned for the conduct of such business, from which the vendor operates or performs business on a day-to-day basis that is a substantial component of the goods or services being offered. Post Office Boxes are not verifiable and shall not be used for the purpose of establishing a physical address.

Performance and Payment GuarantyWithin seven (7) days after notification of award, the successful Proposer shall furnish a Performance and Payment Bond attached hereto as Attachment “D”.

The Contractor is required at all times to have a valid Performance and Payment Guaranty in force covering the work being performed. The bond must be in the amount equal to ½ of the initial two-year value of the contract guaranteeing the County the satisfactory performance of the work covered in of 87



such Contract as well as full payment of all suppliers, material men, laborers or subcontractors employed in the prosecution of the work.

The Contractor agrees to keep such Guarantee(s) or a replacement thereof, in force at all time during the period of the contract.

In lieu of the bond required by this section, contractor may furnish an alternate form of security which shall be in the form of cash, money order, certified check, cashier’s check or irrevocable letter of credit of the form and containing all provisions of the Irrevocable Letter of Credit attached hereto as Attachment “E”. Such alternate forms of security shall be for the same purpose and shall be subject to the same conditions as those applicable to the bond required by this section. A determination of the value of such alternative forms of security shall be made by the County.

Qualifications of SuretyThe Performance and Payment Bond must be executed by a surety company of recognized standing, authorized to do business in the State of Florida as surety, having a resident agent in the State of Florida and having been in business with a record of successful continuous operation for at least five years.

In addition to the above-minimum qualifications, the surety company must meet at least one of the following additional qualifications:

The surety company shall hold a current certificate of authority as acceptable surety on federal bonds in accordance with the United States Department of Treasury Circular 570, Current Revisions. If the amount of the Bond exceeds the underwriting limitation set forth in the circular, in order to qualify, the net retention of the surety company shall not exceed the underwriting limitation in the circular, and the excess risks must be protected by coinsurance, reinsurance, or other methods in accordance with Treasury Circular 297, revised September 1, 1978 (31 DFR Section 223.10 Section 223.111). Further, the surety company shall provide the County with evidence satisfactory to the County, that such excess risk has been protected in an acceptable manner.

The County will accept a surety bond from a company with a rating of A- or better for bonds up to $2 million, provided, however, that if any surety company appears on the watch list that is published quarterly by Intercom of the Office of the Florida Insurance Commissioner, the County shall review and either accept or reject the surety company based on the financial information available to the County. A surety company that is rejected by the County may be substituted by the bidder or proposer with a surety company acceptable to the County, only if the bid amount does not increase.

The surety company shall have at least the following minimum ratings:

Policyholder's FinancialAmount of Bond Ratings Size Category 500,001 to 1,000,000 A- Class I

1,000,001 to 2,000,000 A- Class II

2,000,001 to 5,000,000 A Class III

5,000,001 to 10,000,000 A Class IV

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Amount of Bond Ratings Size Category10,000,001 to 25,000,000 A Class V

25,000,001 to 50,000,000 A Class VI

50,000,001 or more A Class VII

For projects which do not exceed $500,000.00 the County shall accept a Performance and Payment Bond from a surety company which has twice the minimum surplus and capital required by the Florida Insurance Code at the time the invitation bid is issued, if the surety company is otherwise in compliance with the provisions of the Florida Insurance Code, and if the surety company holds a currently valid Certificate of Authority issued by the United States Department of the Treasury under Section 9304 to 9308 of Title 31 of the United States Code.

The County will accept a surety bond from a company with a rating of A- or better; provided, however, that if the surety company appears on the 'Watch List' that is published quarterly by 'Focus' of the Office of the Florida Insurance Commissioner, the County shall review and either accept or reject the surety company based on the financial information available to the County. A surety company that is rejected by the County may be substituted by the bidder or proposer with a surety company acceptable to the County only if the bid amount does not increase.

Special NoticeIn accordance with OSHA Regulation 29 CFR 1926.1101(k) (2), bidders are notified of the presence of asbestos containing material and/or presumed asbestos containing material at some Broward County location.

Security Requirements

This solicitation includes sites which are designated as critical to security and public safety pursuant to Broward County Ordinance 2003-08 sections 26-121 and 26-122, as may be amended. All Contractor and Sub-contractor personnel servicing these facilities will be required to have a County identification badge, which will be the responsibility of the Contractor to obtain. The badge must be visible and worn at all times. This will entail a comprehensive background check for the entire State of Florida, which can be conducted by the Florida Department of Law Enforcement (FDLE). The nominal cost of background checks is the Contractor’s responsibility.

FDLE background checks can be done by the Contractor by phone at (850) 410-8109 or online at https://www2.fdle.state.fl.us/cchinet . Upon completion of the background check and receipt of printout, the Contractor must present printout to Broward County Security at the Governmental Center, at 115 South Andrews Avenue Fort Lauderdale, FL 33301, for review when applying for a County identification card. Governmental Center Security phone number is (954) 357-6000.

Requests for County Identification badges requiring FDLE background check requires lengthy processing, therefore Contractor must submit to Broward County Security at least two (2) weeks prior to Contractor employee starting service. When identification badges are ready, Broward County Security will contact the employer to come and pick up badge. Upon pickup, employee must present a valid Florida identification and must be accompanied by his or her supervisor. Security will then of 87



supply identification badges valid for up to one (1) year at Broward County facilities. The Contractor is responsible for the collection and return to Broward County of identification badges from former employees, employees removed from service on this contract and all employees at the termination of this contract.

Additional background checks may be required at Contract inception, Renewal of contract, Change of personnel and annually thereafter.

All Contractors’ personnel must wear distinctive and neat appearing uniforms with vendor’s company name. Contractor’s personnel must wear Broward County IDs. Subcontractor personnel must also have Broward County issued ID’s and meet the same security requirements and uniform standards as the primary Contractor in all respects. Contractor’s personnel will not be allowed on the job site without proper County ID’s.

Price Adjustment ClauseThe Employment Cost Index (ECI), published by the U.S. Department of Labor's Bureau of Labor Statistics (BLS), is a quarterly measure of the change in the cost of labor, free from the influence of employment shifts among occupations and industries.

For years three (3) through five (5), upon renewal of each year, an estimated 70% of contract prices (labor only) can be adjusted by the percentage change in the Employment Cost Index (ECI), Compensation, Civilian Workers, Not Seasonally Adjusted (December 2005 = 100) as published by the U.S. Department of Labor, Bureau of Labor Statistics, from September to September as calculated below.

The price adjustment is limited to a maximum change of plus or minus three percent (3%). The percentage change in price adjustment shall not be more than the percentage change in the Employment Cost Index (ECI), Compensation, Civilian Workers, Not Seasonally Adjusted (December 2005 = 100) as published by the U.S. Department of Labor, Bureau of Labor Statistics; that occurred on the newest Employment Cost Index (ECI) publication available at time of request for the time periods as stated below. The percentage change may be applied to the old contract price to determine the new contract price.

To compute the percentage increase or decrease, divide the index number for the most recent period by the index number for the prior period. Multiply the percentage increase or decrease by the total labor cost to determine the adjusted labor cost.

The calculation is:

Year 3 - The increase or decrease to go into effect upon renewal will be the increase or decrease in the ECI series in the previous 12-month period, not to exceed three percent (3%).



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The Contractor shall make application for price adjustment(s) to the contract as described above. Application must be in writing addressed to the County Director of Purchasing, and received within ninety (90) days of the publication of the Employment Cost Index (ECI) for each series above. Written notification will be sent to the Contractor by the Director of Purchasing of the decision to accept or not accept the adjustment. In the event of non-acceptance of such revision, the contract will be deemed terminated as of the close of business the day prior to the effective date of change as stated in the Contractor's submission.

The vendor is to notify the Director of Purchasing of any Price Decreases within ninety (90) days of the publication of the Employment Cost Index (ECI) for each series above. If the vendor does not notify, the Director of Purchasing may request a reduction in price from the vendor in writing prior to contract renewal or forty-five (45) days prior to the effective date of change. If the vendor does not agree to the decrease, the Director of Purchasing must be notified no later than thirty (30) days prior to the effective date of the change.

If the vendor fails to notify the Director of Purchasing of non-acceptance within the time frame, it shall mean the vendor concurs with it and the new prices will take effect. In the event of non-acceptance by the vendor of such revision the contract will be deemed terminated as of the close of the business day prior to the proposed effective date of change.

The Contractor will complete delivery and the County will receive delivery on any orders mailed to the Contractor prior to the termination date even if no increase is granted by the Director of Purchasing. Failure to complete delivery could cause the Contractor to be debarred from doing business with the County according to the Broward County Procurement Code Section 21.119, Authority to Debar or Suspend.

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***NOTICE TO PROPOSERS***

Proposers are invited to pay strict attention to the following requirements of this RFP. The information being requested in this section is going to be used by the Evaluation Committee during the selection/evaluation process and further consideration for contract award. Please be aware that proposers have a continuing obligation to provide the County with any material changes to the information being requested in this RFP.

A. Definition of a Responsive Bidder:

In accordance with Broward County Procurement Code Section 21.8.b.66, a Responsive Bidder means a person who has submitted a bid which conforms in all material respects to a solicitation. A bid or proposal of a Responsive Bidder must be submitted on the required forms, which contain all required information, signatures, notarizations, insurance, bonding, security, or other mandated requirements required by the bid documents to be submitted at the time of bid opening.

Responsiveness CriteriaFailure to provide the information required below, at the time of submittal opening may result in a recommendation of non-responsive by the Director of Purchasing. The Evaluation Committee will determine whether the firm is responsive to the requirements specified herein. The County reserves the right to waive minor technicalities or irregularities as is in the best interest of the County in accordance with Section 21.30.f.1(c) of the Broward County Procurement Code.

1. Office of Economic and Small Business Development Program – (See Office of Economic and Small Business Development Program requirements below).

Office of Economic and Small Business Development Program RequirementsThe Broward County Business Opportunity Act of 2004 and the County Business Enterprise (CBE) Act of 2009 establish the County’s policies for participation by small business enterprises, county business enterprises, and federal disadvantaged business enterprises in all County contracts and in other selected activities.

In accordance with the Acts, participation for this contract is as follows:

Reserved for CBE (County Business Enterprise) firms.

The above Reserve is applicable to the South Regional Courthouse. The County uses the interested firm’s submittal to this section of the RFP to determine the firm’s “responsiveness.” The County only considers “responsive” submittals for short-listing. To be considered responsive requires the following actions.

Submit the forms and documentation detailed below and attached to this RFP. Copies of each form are available on the Internet at: http://www.broward.org/econdev/SmallBusiness/Pages/compliance.aspx. If the firm does not

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have access to the Internet, contact the Project Manager to receive copies by mail or fax. To be considered responsive requires the following action.

FormContent

Schedule of Participation

List each of the proposed Broward County-certified subcontractors or subconsultants, the type of work each firm will perform, and the projected subcontract dollar amount and/or percentage of professional fees to be awarded, if selected.

Letters of Intent

For each participating firm, indicate the agreed subcontract amount executed with the responding firm’s signature and countersigned by the proposed subcontractor or subconsultant listed on the Schedule of Participation form.

Unavailability Report

For any instances where the specific goals were not achieved, list the subcontractors or subconsultants formally contacted and the reason unavailable to perform or whose bid was not considered.

If the Responder is unable to engage sufficient firms to achieve the participation goals established for this RFP, the responder can demonstrate through accompanying documentation that it made a good-faith effort to meet the goal. The County will evaluate the weight of the evidence to determine if the Responder’s effort was made in good faith. A pro-forma submittal will be considered non-responsive. Evidence of good-faith effort on the part of the Responder should minimally include successful completion and submission of the following requirements:

Timely advertisement in minority/women-owned general circulation media, trade association publications, and minority-focus media, newspapers and articles;

Efforts to assist the designated category of business enterprise subcontractors or subconsultants in obtaining bonding or insurance required by the RFP or the County and the extent of these efforts;

Written solicitation (work specific) to the designated business enterprise firms; and Documentation of all outreach activities relating to solicitation to designated business

enterprise firms. For additional guidance on what information or documentation is deemed acceptable for satisfying the good faith efforts requirements, please contact Office of Economic and Small Business Development at 954-357-6400.

2. Financial Information - Although the review of a vendor's financial information is an issue of responsibility, the failure to either provide the financial documentation or correctly assert a confidentiality claim pursuant the Florida Public Records Law and the solicitation requirements as stated in the Evaluation Criteria and Public Record and Exemptions sections may result in a recommendation of non-responsive by the Director of Purchasing.

3. Litigation History - Although the review of a vendor's litigation history is an issue of responsibility, the failure to provide litigation history as required in the Evaluation Criteria may result in a recommendation of non-responsive by the Director of Purchasing.

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B. Definition of Responsible Bidder:

In accordance with Broward County Procurement Code Section 21.8.b.65, a Responsible Bidder or Offeror means an offeror who has the capability in all respects to perform the contract requirements, and the integrity and reliability which will assure good faith performance.

Responsibility Criteria

The Evaluation Committee will recommend to the awarding authority a determination of a firm’s responsibility. At any time prior to award, the awarding authority may find that an offeror is not responsible to receive a particular award. The following criteria shall be evaluated in making a determination of responsibility:

1. Financial Information

2. Litigation History

Additionally, the awarding authority may consider the following factors, without limitation: debarment or removal from the authorized vendors list or a final decree, declaration or order by a court or administrative hearing officer or tribunal of competent jurisdiction that the offeror has breached or failed to perform a contract, claims history of the offeror, performance history on a County contract(s), an unresolved concern, or any other cause under this code and Florida law for evaluating the responsibility of an offeror.

Right of AppealPursuant to Section 21.83 of the Broward County Procurement Code, any vendor that has a substantial interest in the matter and is dissatisfied or aggrieved in connection with the Evaluation Committee's determination of responsiveness may appeal the determination pursuant to Section 21.120 of the Code. The appeal must be in writing and sent to the Director of Purchasing within ten (10) calendar days of the determination by the Evaluation Committee to be deemed timely. As required by Section 21.120, the appeal must be accompanied by an appeal bond by a person having standing to protest and must comply with all other requirements of this section. The institution and filing of an appeal is an administrative remedy to be employed prior to the institution and filing of any civil action against the County concerning the subject matter of the appeal.

Projected Schedule:RFP Advertised Date: April 1, 2011Pre-submittal Conference: April 12, 2011RFP Open Date: April 25, 2011Initial Evaluation Meeting: TBDFinal Evaluation Meeting: TBD

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Evaluation Criteria

With regard to the Evaluation criteria, each firm has a continuing obligation to provide the County with any material changes to the information requested. The County reserves the right to obtain additional information from interested firms. Evaluation Criteria –

Project-Specific Criteria

Provide answers below. When an entire response cannot be entered, a summary, followed with a page number reference where a complete response can be found is acceptable.

Experience of Key Personnel1) List Key Management Members of proposed

maintenance team, including supervisor(s); and primary project managers for each locations listed on the price sheets, describe their relevant experience and the role they will play in the project, which may include the following:a) Project Superintendent

b) Site supervisors

c) Full time service crews

Experience of Key Personnel2) Provide a brief resume of support employees

who will furnish professional and or technical support services on this contract. This should include, but not be limited to the following:a) Their functions in the company

b) Their title and number of years of service with the company

c) Their years of experience in the maintenance of comparably complex facilities and systems

Experience of Key Personnel3) Offer evidence of providing required training

for supervisors and cleaning workers in safety and basic and green building cleaning procedures required to perform work for this contract.

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Characteristics of Firm and Staffing4) Provide basic information for proposing

company:a) Number of years firm has maintained an

office

b) Total number of current employees

c) Average seniority of current employees

d) Total number supervisory employees

e) Total number of janitorial workers

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Facilities Served, Work Experience, by Proposing Company Comparison5)

A) South Regional Courthouse (51,800 sq ft)

i) Number of buildings comparable to this facility that proposing firm has provided comparable services to on a regular basis (at least a 12 consecutive month period)

ii) Specifically identify up to three individual buildings similar to those listed above, along with requested detail information for the facility

For each specific facility identified provide the following information:

Name and location of facility

Facility reference (contact email)

Size of facility area cleaned (square feet)

Number of stories (height of building)

Total number of workers/supervisors assigned to cleaning crew

Whether prime or sub-contractor

If serving as a sub-contractor for the facility state the percentage of the facility (contract) that your firm was responsible for

Annual dollar value of contract

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Facilities Served, Work Experience, by Proposing Company Comparison6) Green Cleaning experience - describe

experience on projects of similar nature, scope, and duration along with evidence of satisfactory completion that required adhering to green building maintenance standards during the past five (5) years.

Facilities Served, Work Experience, by Proposing Company Comparison7) List all janitorial projects during the past five

(5) years, completed or active. Include project (contract) number and whether performed by proposing firm as either a prime or sub-contractor.

Firm's Approach8) List all individual members of your team that

have provided janitorial service to comparable governmental facilities.

Firm's Approach9) Describe how proposing firm will manage the

project; include the following points in your explanation:a) Describe how you will maintain public

areas, specifically providing high quality floor surfaces.

b) Describe how you will organize basic janitorial service for facilities while coordinating with periodic project and annual work tasks.

c) Describe crew organization to perform basic and project work.

d) Describe and present an example of your reporting system used to compare actual performance to your schedule for regular service.

Firm's Approach10) Describe your capabilities to respond to

emergency or disaster situations including supply of specialized equipment required for de watering or moisture removal tasks or other special cleaning services.

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Firm's Approach11) Describe your quality control program

including:a) Start-up orientation program to bring

facilities into compliance with quality standards.

b) Inspection procedures including any technical aids used to monitor performance standards.

c) Equipment maintained in quality working condition.

Evaluation Criteria –

Company Profile


12) Supply legal firm name, headquarters address, local office addresses, state of incorporation, and key firm contact names with their phone numbers and e-mail addresses.

13) Supply the interested firm’s federal ID number and Dun and Bradstreet number.

14) Is the interested firm legally authorized, pursuant to the requirements of the Florida Statutes, to do business in the State of Florida?

15) All firms are required to provide Broward County the firm's financial statements at the time of submittal in order to demonstrate the firm's financial capabilities. Failure to provide this information at the time of submittal may result in a recommendation by the Director of Purchasing that the response is non-responsive. Each firm shall submit its most recent two (2) years of financial statements for review. The financial statements are not required to be audited financial statements. With respect to the number of years of financial statements required by this RFP, the

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firm must fully disclose the information for all years available; provided, however,

that if the firm has been in business for less than the required number of years, then the firm must disclose for all years of the required period that the firm has been in business, including any partial year-to-date financial statements. The County may consider the unavailability of the most recent year’s financial statements and whether the firm acted in good faith in disclosing the financial documents in its evaluation. Any claim of confidentiality on financial statements should be asserted at the time of submittal. The financial statements should be submitted in a separate bound document labeled "Name of Firm, Attachment to Proposal Package, RFP# - Confidential Matter". The firm must identify the specific statute that authorizes the exemption from the Public Records Law. Failure to provide this information at the time of submittal may result in a recommendation by the Director of Purchasing that the response is non-responsive.

16) List and describe all bankruptcy petitions (voluntary or involuntary) and liens which have been filed by or against the interested firm, its parent or subsidiaries, predecessor organization(s), or any wholly-owned subsidiary during the past three (3) years. Include in the description the disposition of each such bankruptcy petition and lien.

17) List all business related claims, arbitrations, administrative hearings, and lawsuits that are pending or were filed during the last three (3) years brought by or against the firm, its predecessor organization(s), or any wholly-owned subsidiary including but not limited to those claims, arbitrations, administrative hearings and lawsuits that allege negligence, error, or omission, or default, termination, suspension, failure to perform, or improper performance of an obligation of a contract or a legal duty related to a contract.

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The list should include all case names; case, arbitration, or hearing identification numbers; identification of the project involved in the dispute; a description of the subject matter of the dispute; and the final outcome or current status if the matter has not become final.

18) List and describe all criminal proceedings or hearings concerning business related offenses in which the interested firm, its principals, officers, predecessor organization(s), or wholly owned subsidiaries were defendants.

19) Has the interested firm, its principals, officers, or predecessor organization(s) been debarred or suspended from bidding by any government during the last three (3) years? If yes, provide details.

20) Has your company ever failed to complete any work awarded to you? If so, where and why?

21) Has your company ever been terminated from a contract? If so, where and why?

22) Insurance Requirements: Attached are the sample Certificates of Insurance. Attachment “F”. These reflect the insurance requirements deemed necessary for this project. It is not necessary to have this level of insurance in effect at the time of submittal but it is necessary to submit certificates indicating that the firm currently carries the insurance or to submit a letter from the carrier indicating upgrade availability.

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Evaluation Criteria –

Legal Requirements


23) Standard Agreement Language: Identify any standard terms and conditions with which the interested firm cannot agree.

The standard terms and conditions for the resulting contract can be located at: http://www.broward.org/Purchasing/Documents/caf101.pdf

If you do not have computer access to the internet, call the Project Manager for this RFP to arrange for mailing, pick up, or facsimile transmission.

24) Cone of Silence: This County’s ordinance prohibits certain communications among vendors, county staff, and Evaluation Committee members. Identify any violations of this ordinance by any members of the responding firm or its joint venturers. The firm(s) submitting is expected to sign and notarize the Cone of Silence Certification included in this solicitation.

25) Public Entity Crimes Statement: A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit an offer to perform work as a consultant or contract with a public entity, and may not transact business with Broward County for a period of 36 months from the date of being placed on the convicted vendor list. Submit a statement fully describing any violations of this statute by members of the interested firm or its joint venturers.

26) No Contingency Fees: By responding to this solicitation, each firm warrants that it has not and will not pay a contingency fee to any company or person, other than a bona fide employee working solely for the firm, to secure an agreement pursuant to this solicitation.

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http://www.broward.org/Purchasing/Documents/caf101.pdf

http://www.broward.org/Purchasing/Documents/caf101.pdf



For Breach or violation of this provision, County shall have the right to reject the firm’s response or terminate any agreement awarded without liability at its discretion, or to deduct from the agreement price or otherwise recover the full amount of such fee, commission, percentage, gift, or consideration. Submit an attesting statement warranting that the Responder has not and will not pay a contingency fee to any company or person, other than a bona fide employee working solely for the firm, to secure an agreement pursuant to this solicitation.

27) If this box is checked, then the provisions of the Broward County Living Wage Ordinance 2008-45, as amended, (“Living Wage Ordinance”) will apply to this agreement, Attachment “A”. In accordance with the living wage ordinance, certain employers who do business with the county shall pay a living wage to its employees who work on service contracts providing covered services identified under the living wage ordinance.

28) Non-Collusion Statement: By responding to this solicitation, the vendor certifies that this offer is made independently and free from collusion. Vendor shall disclose on the attached Non-Collusion Statement Form to their best knowledge, any Broward County officer or employee, or any relative of any such officer or employee as defined in

Section 112.3135(1) (c), Florida Statutes (1989), who is an officer or director of, or had a material interest in, the vendor’s business, who is in a position to influence this procurement. Any Broward County officer or employee who has any input into the writing of specifications or requirements, solicitation of offers, decision to award, evaluation of offers, or any other activity pertinent to this procurement is presumed, for purposes hereof, a person has a material interest if they directly or indirectly own more than 5 percent of the total assets or capital stock of any business entity, or if they otherwise stand to personally gain if the contract is awarded to this vendor.

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Failure of a vendor to disclose any relationship described herein shall be reason for debarment in accordance with the provisions of the Broward County Procurement Code.

PreferencesProvide answers below. When an entire response cannot be entered, a summary, followed with a page number reference where a complete response can be found is acceptable.

LOCATION in BROWARD COUNTY

1. Is your firm located in Broward County?2. Does your firm have a valid current Broward County Local Business Tax Receipt? 3. Has your firm (a) been in existence for at least six months prior to the proposal opening (b) providing services on a day to day basis (c) at a business address physically located within the limits of Broward County (d) in an area zoned for such business and (e) the services provided from this location are substantial component of the services offered in the firm's proposal?If so, please provide the interested firm's business address in Broward County, telephone number(s), email address, evidence of the Broward County Local Business Tax Receipt and complete the attached Local Vendor Certification Form.Failure to provide a valid Broward County Local Business Tax Receipt and a notarized Certification Form in your proposal, if applicable, shall prevent your firm from receiving any preference(s) allowed under Broward County's Local Preference Ordinance.

DOMESTIC PARTNER BENEFIT1. Do you have a domestic partnership benefit program?2. If so, please provide a copy of your domestic partnership benefit program in your proposal and complete the attached Domestic Partnership Benefit Certification Form.

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3. Does your domestic partnership benefit program provide benefits which are the same or substantially equivalent to those benefits offered to other employees in compliance with the Broward County Domestic Partnership Act of 1999, Broward County Ordinance # 1999-03, as amended?4. If so, please complete the attached Domestic Partnership Benefit Certification Form.Failure to provide a notarized Certification Form in your proposal indicating that the company provides domestic partnership benefits which are the same or substantially equivalent to the requirements of the Broward County Domestic Partnership Act of 1999, Broward County Ordinance # 1999-03, as amended, shall prevent your firm from receiving any preference(s) allowed under the Act if applicable to this solicitation.

DRUG FREE WORKPLACE1. Do you have a drug free workplace policy? 2. If so, please provide a copy of your drug free workplace policy in your proposal. 3. Does your drug free workplace policy comply with Section 287.087 of the Florida Statutes?4. If your drug free workplace policy complies with Section 287.087 of the Florida Statutes, please complete the attached Drug Free Workplace Policy Certification Form (Tiebreaker Criteria Form 3). 5. If your drug free workplace policy does not comply with Section 287.087of the Florida Statutes, does it comply with the drug free workplace requirements pursuant to Section 21.31.a.2 of the Broward County Procurement Code? 6. If so, please complete the attached Drug Free Workplace Policy Certification Form. 7. If your drug free workplace policy does not comply with Section 21.31.a.2 of the Broward County Procurement Code, are you willing to comply with the requirements Section 21.31.a.2 of the Broward County Procurement Code? 8. If so, please complete the attached Drug Free Workplace Policy Certification Form.

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Failure to provide a notarized Certification Form in your proposal indicating your compliance or willingness to comply with Broward County's Drug Free Workplace requirements as stated in Section 21.31.a.2 of the Broward County Procurement Code may result in your firm being ineligible to be awarded a contract pursuant to Broward County's Drug Free Workplace Ordinance and Procurement Code.

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Vendor’s List (Non-Certified Subcontractors and Suppliers Information)

THIS FORM SHOULD BE SUBMITTED WITH THE RFP/RFP; HOWEVER, IT MUST BE SUBMITTED WITHIN 5 CALENDAR DAYS OF COUNTY’S REQUEST.

Provide this information for any sub vendor(s) who will provide a service to the County for this solicitation. This includes major suppliers as well.

1. Firm’s Name:_____________________________________________________________________

2. Firm’s Address:___________________________________________________________________

3. Firm’s Telephone Number: _________________________Firm Email Address:_________________

4. Contact Name and Position:__________________________________________________________

5. Alternate Contact Name and Position:__________________________________________________

6. Alternate Contact Telephone Number: _________________Email Address:___________________

7. Bid/Proposal Number: ______________________________Contracted Amount:_______________

8. Type of Work/Supplies Bid: __________________________Award Date:_____________________

1. Firm’s Name:_____________________________________________________________________

2. Firm’s Address:___________________________________________________________________

3. Firm’s Telephone Number: _________________________Firm Email Address:_________________

4. Contact Name and Position:__________________________________________________________

5. Alternate Contact Name and Position:__________________________________________________

6. Alternate Contact Telephone Number: _________________Email Address:___________________

7. Bid/Proposal Number: ______________________________Contracted Amount:_______________

8. Type of Work/Supplies Bid: __________________________Award Date:_____________________

I certify that the information submitted in this report is in fact true and correct to the best of my knowledge

Signature Title Date

Note: the information provided herein is subject to verification by the Purchasing Division.Use additional sheets for more subcontractors or suppliers as necessary.

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Tiebreaker Criteria - Form 1: (or Local Preference if applicable)

Local Vendor Certification

THE UNDERSIGNED VENDOR HEREBY CERTIFIES THAT:

1. _____ THE VENDOR IS A LOCAL VENDOR IN BROWARD COUNTY AND HAS A VALID BROWARD COUNTY LOCAL BUSINESS TAX RECEIPT WHICH IS ATTACHED TO THIS CERTIFICATION

AND

2. _____ THE VENDOR IS A LOCAL VENDOR IN BROWARD COUNTY AND:

(a) Has been in existence for at least six (6) months prior to the proposal opening;

(b) Provides services on a day to day basis at a business address physically located within the limits of Broward County and in an area zoned for such business; and

(c) The services provided from this location are a substantial component of the services offered in the vendor's proposal.

AND/OR

3. _____ THE VENDOR IS A LOCAL VENDOR IN BROWARD OR MIAMI-DADE COUNTY AND HAS A VALID CORRESPONDING COUNTY LOCAL BUSINESS TAX RECEIPT WHICH IS ATTACHED TO THIS CERTIFICATION AND:

(a) Has been in existence for at least ONE YEAR prior to the proposal opening;

(b) Provides services on a day to day basis at a business address physically located within the limits of Broward County and in an area zoned for such business; and

(c) The services provided from this location are a substantial component of the services offered in the vendor's proposal.

______________________________________(VENDOR SIGNATURE)

______________________________________(PRINT VENDOR NAME)

STATE OF __________________

COUNTY OF ________________

The foregoing instrument was acknowledged before me this ____day of ________________, 20___, by

_________________________________________________ as _________________________ of (Name of person who's signature is being notarized) (Title)

____________________________________________ known to me to be the person described herein, or who produced(Name of Corporation/Company)

____________________________________________ as identification, and who did/did not take an oath.(Type of Identification)

NOTARY PUBLIC:

________________________________(Signature)

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________________________________ My commission expires: _______________________ (Print Name)

Tiebreaker Criteria - Form 2: Domestic Partnership Benefit Certification


1. _____ THE VENDOR HAS A DOMESTIC PARTNERSHIP PROGRAM AND THE DOMESTIC PARTNERSHIP BENEFITS ARE AS IDENTIFIED IN THE COMPANY POLICY ATTACHED TO THIS CERTIFICATION.

AND/OR

2. _____THE VENDOR HAS A DOMESTIC PARTNERSHIP PROGRAM THAT IS IN COMPLIANCE WITH THE BROWARD COUNTY DOMESTIC PARTNERSHIP ACT OF 1999, BROWARD COUNTY ORDINANCE # 1999-03, AS AMENDED, AND OUTLINED AS FOLLOWS:

A. VENDOR'S EMPLOYEE BENEFITS PROGRAM INCLUDES THE FOLLOWING MINIMUM STANDARDS:

1. Any vendor's employee who is a party to a domestic partnership relationship is entitled to elect insurance coverage for his or her domestic partner or a dependent of such domestic partner on the same basis in which any other vendor's employee may elect insurance coverage for his or her spouse or dependents. A vendor's employee's right to elect insurance coverage for his or her domestic partner, or the partner's dependent, extends to all forms of insurance provided by the vendor to the spouses and dependents of vendor's employees.

2. Any vendor's employee who is a party to a domestic partnership relationship is entitled to use all forms of leave provided by the vendor including, but not limited to sick leave and annual leave to care for his or her domestic partner or the dependent of the domestic partner as applicable.

3. All other benefits available to the spouses and dependents of vendor's employees are made available on the same basis to the domestic partner, or dependent of such domestic partner, of a vendor's employee who is party to a domestic partnership relationship.

4. It is within the vendor's discretion as to what benefits are provided to its employees and whether vendor's employees who are party to a domestic partnership relationship must be registered in accordance with Broward County Ordinance No. 1999-03, as amended, in order to be eligible for access to employee benefits.

B. VENDOR'S DOMESTIC PARTNERSHIP EILIGIBILITY CRITERIA ARE SUBSTANTIALLY EQUIVALENT TO THE FOLLOWING:

1. Each domestic partner is at least 18 years old and competent to contract.2. Neither domestic partner is married nor a partner to another domestic partnership relationship.3. The domestic partners are not related by blood.4. Consent of either domestic partner to the domestic partnership relationship has not been obtained

by force, duress, or fraud.5. Each domestic partner agrees to be jointly responsible for each other's basic food and shelter.

__________________________________(VENDOR SIGNATURE)

__________________________________(PRINT VENDOR NAME)

STATE OF __________________

COUNTY OF ________________




____________________________________________ as identification, and who did/did not take an oath. (Type of Identification)

NOTARY PUBLIC:

________________________________(Signature)

________________________________(Print Name)

My commission expires: _______________________ of 87

Tiebreaker Criteria - Form 3: Drug Free Workplace Policy Certification


1. _____ THE VENDOR HAS A DRUG FREE WORKPLACE POLICY AS IDENTIFIED IN THE COMPANY POLICY ATTACHED TO THIS CERTIFICATION.

AND/OR

2. _____ THE VENDOR HAS A DRUG FREE WORKPLACE POLICY THAT IS IN COMPLIANCE WITH SECTION 287.087 OF THE FLORIDA STATUTES.

AND/OR

3. _____ THE VENDOR HAS A DRUG FREE WORKPLACE POLICY THAT IS IN COMPLIANCE WITH THE BROWARD COUNTY DRUG FREE WORKPLACE ORDINANCE # 1992-08, AS AMENDED, AND OUTLINED AS FOLLOWS:

(a) Publishing a statement notifying its employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the offeror's workplace, and specifying the actions that will be taken

against employees for violations of such prohibition;(b) Establishing a continuing drug-free awareness program to inform its employees about:

(i) The dangers of drug abuse in the workplace;(ii) The offeror's policy of maintaining a drug-free workplace;(iii) Any available drug counseling, rehabilitation, and employee assistance programs; and (iv) The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace;

(c) Giving all employees engaged in performance of the contract a copy of the statement required by subparagraph (a);(d) Notifying all employees, in writing, of the statement required by subparagraph (a), that as a condition of employment on a covered

contract, the employee shall:(i) Abide by the terms of the statement; and (ii) Notify the employer in writing of the employee's conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893, Florida Statutes, or of any controlled substance law of the United States or of any state, for a violation occurring in the workplace NO later than five (5) days after such conviction.

(e) Notifying Broward County government in writing within 10 calendar days after receiving notice under subdivision (d) (ii) above, from an employee or otherwise receiving actual notice of such conviction. The notice shall include the position title of

the employee;(f) Within 30 calendar days after receiving notice under subparagraph (d) of a conviction, taking one of the following actions with

respect to an employee who is convicted of a drug abuse violation occurring in the workplace:(i) Taking appropriate personnel action against such employee, up to and including termination; or (ii) Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a federal, state, or local health, law enforcement, or other appropriate agency;

(g) Making a good faith effort to maintain a drug-free workplace program through implementation of subparagraphs (a) through (f).

OR

4.____ THE VENDOR DOES NOT CURRENTLY HAVE A DRUG FREE WORKPLACE POLICY BUT IS WILLING TO COMPLY WITH THE REQUIREMENTS AS SPECIFIED IN NO. 3

______________________________________(VENDOR SIGNATURE)

______________________________________(PRINT VENDOR NAME)

STATE OF __________________

COUNTY OF ________________





NOTARY PUBLIC:

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________________________________(Signature)

________________________________ My commission expires: _______________________ (Print Name)

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Non-Collusion Statement Form

By signing this offer, the vendor certifies that this offer is made independently and free from collusion. Vendor shall disclose below, to their best knowledge, any Broward County officer or employee, or any relative of any such officer or employee as defined in Section 112.3135 (1) (c), Fla. Stat. (1989), who is an officer or director of, or has a material interest in, the vendor’s business, who is in a position to influence this procurement. Any Broward County officer or employee who has any input into the writing of specifications or requirements, solicitation of offers, decision to award, evaluation of offers, or any other activity pertinent to this procurement is presumed, for purposes hereof, to be in a position to influence this procurement. For purposes hereof, a person has a material interest if they directly or indirectly own more than 5 percent of the total assets or capital stock of any business entity, or if they otherwise stand to personally gain if the contract is awarded to this vendor.

Failure of a vendor to disclose any relationship described herein shall be reason for debarment in accordance with the provisions of the Broward County Procurement Code.

NAME RELATIONSHIP

____________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _____________________________ ____________________________ _________________________________________________________ _____________________________ ____________________________ _____________________________

_____________________________________(Vendor Signature)

In the event the vendor does not indicate any names, the County shall interpret this to mean that the vendor has indicated that no such relationships exist.

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CONE OF SILENCE CERTIFICATION

The undersigned vendor hereby certifies that:

1. _____ the vendor has read Broward County's Cone of Silence Ordinance, Section 1-266, Article xiii, Chapter 1 as revised of the Broward County Code; and

2. _____ the vendor understands that the Cone of Silence for this competitive solicitation shall be in effect beginning upon the appointment of the Evaluation Committee (for Requests for Proposals - RFPs) or Selection Committee (for Request for Letters of Interest - RLIs) for communication regarding this RFP/RLI with the County Administrator, Deputy and Assistants to the County Administrator and their respective support staff or any person, including Evaluation or Selection Committee members, appointed to evaluate or recommend selection in this RFP/RLI process. For Communication with County Commissioners and Commission staff, the Cone of Silence allows communication until the initial Evaluation or Selection Committee Meeting.

3.______the vendor agrees to comply with the requirements of the Cone of Silence Ordinance.

_____________________________________(Vendor Signature)

_____________________________________(Print Vendor Name)

STATE OF __________________

COUNTY OF ________________





NOTARY PUBLIC:

________________________________

(Signature)

_______________________________ My commission expires: _______________________ (Print Name)

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ATTACHMENT “A”REQUEST FOR PROPOSALS (RFP)

SUPPLEMENTAL SPECIAL INSTRUCTIONS TO PROPOSERSLIVING WAGE ORDINANCE

The following is a summary of requirements contained within Broward County Ordinance 2008-45, as amended (“Living Wage Ordinance”). This summary is not all-inclusive of the requirements of the Living Wage Ordinance. If there is any conflict between the following summary and the language in the Living Wage Ordinance, the language in the Living Wage Ordinance shall prevail. These terms may supplement the specific requirements of the Living Wage Ordinance in order to effectuate its intent.

For further information about Proposer’s obligations under the Living Wage Ordinance, an electronic version of the full Living Wage Ordinance may be obtained from the Purchasing Division’s website at http://www.broward.org/purchasing/ by clicking on “Living Wage Information” or by going to http://library.municode.com/HTML/10288/level3/PII_C26_AVII.html.

The Proposer, under the terms of a contract awarded subject to the Living Wage Ordinance must comply with the following requirements. By submitting a proposal pursuant to these procurement specifications, a Proposer is hereby agreeing to comply with the provisions of the Living Wage Ordinance and acknowledges awareness of the penalties for non-compliance.

I. LIVING WAGE REQUIREMENT:A. All covered employees, including those of the Proposer’s subcontractors, providing services pursuant to the Proposer’s contract, shall be paid wage rates in accordance with the Living Wage Ordinance, as adjusted. The Proposer and covered subcontractors, hereinafter referred to as “covered employer” may comply with this living wage provision by choosing to pay no less than the lower specified hourly wage rate when said employer also provides health benefits to its covered employees. Proof of the provision of health care benefits must be submitted to the County to qualify for the living wage rate for employees with health care benefits. To comply with this requirement, the notarized compliance affidavit, Living Wage Ordinance Compliance Affidavit, Exhibit 1 of this proposal attachment, should be returned with the proposal but must be received prior to award.

B. Covered employees shall be paid not less than bi-weekly and without subsequent deduction or rebate. The covered employer shall pay living wage rates in accordance with federal and all other applicable laws such as overtime and similar wage laws.

C. The covered employer must post in a prominent place at the site of the work and where paychecks are distributed, a notice (Living Wage rates poster) specifying the wages/benefits to be paid under the Living Wage Ordinance. This poster will be made available by the County. Proposers shall provide a copy of the requirements of the Living Wage Ordinance to any subcontractor submitting a proposal for a subcontract under this contract, prior to their submitting a proposal to the Proposer.

D. The covered employer shall provide the three-language statement to each covered employee with the employee’s first paycheck and every six (6) months thereafter in the manner set forth by the Living Wage Ordinance.

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http://library.municode.com/HTML/10288/level3/PII_C26_AVII.html

http://www.broward.org/purchasing/

ATTACHMENT “A” (cont.)REQUEST FOR PROPOSALS (RFP)

SUPPLEMENTAL SPECIAL INSTRUCTIONS TO PROPOSERSLIVING WAGE ORDINANCE

II. LIVING WAGE - INDEXING:The living wage rate and the health benefits payment shall be annually indexed to inflation consistent with indexing methodology set forth in the Living Wage Ordinance. The living wage rates will be published by the County on an annual basis.

III. SANCTIONS FOR UNPAID WAGES:In the event of any underpayment of required wage rates by the covered employer, civil and/or administrative penalties may be assessed to include sanctioning a service contractor by requiring the service contractor to pay wage restitution to the affected employee or subcontractor or by other means of sanctioning in accordance with the Living Wage Ordinance.

IV. PAYROLL; BASIC RECORDS; REPORTING:A. Each covered employer shall maintain payroll records for all covered employees and basic records relating thereto and shall preserve them for a period of three (3) years beyond the termination or expiration of this contract. The covered employer shall make the covered employees’ payroll records required available for inspection, copying or transcription by authorized representatives of the County for a period of three years from the termination date of any County Service Contract, and shall permit such representative to interview employees during working hours. Failure to submit the required reports upon request or to make records available may be grounds for termination of the contract. The service contractor is responsible for the submission of the information required by the Living Wage Ordinance and for the maintenance of records and provision of access to same by all covered subcontractors.

B. The covered employer shall submit the payroll information required every six months, to the applicable agency’s Contract Administrator, including a copy of the complete payroll for one payroll period showing employer’s payroll records for each covered employee working on the contract for covered services.

C. Exemption: The covered employer may request and obtain an exemption from the requirement to report and file payroll records every six (6) months from the Director of Purchasing under the conditions set forth in the Application for Exemption, Exhibit 2 of this proposal attachment.

V. SUBCONTRACTS:Covered employees of Proposer’s subcontractors, providing covered services pursuant to the Proposer’s contract, shall be paid wage rates, as adjusted, in accordance with the Living Wage Ordinance. The Proposer shall insert in any subcontracts the applicable clauses as required by the Living Wage Ordinance and also a clause requiring the sub-contractors to include these clauses in all other subcontracts. The Proposer shall be responsible for compliance by any subcontractor with the Living Wage Ordinance as it applies to their subcontract.

VI. COMPLAINTS AND HEARINGS; TERMINATION AND DEBARMENT:If a covered employee believes that he or she is not being paid in accordance with the Living Wage Ordinance the employee may file a complaint with the Professional Standards Section of the Internal Investigations and Oversight Division in accordance with the County’s Living Wage Complaint Procedures. Complaints will be investigated, determinations issued, and hearings afforded to the effected parties in accordance with the County’s Living Wage Complaint Procedures. Covered employers found to have violated the Living Wage Ordinance may suffer any or all sanctions provided for in the Living Wage Ordinance, including wage restitution, damages, termination or suspension of payment under the contract, termination of the contract, and debarment. The Living Wage Ordinance also provides employees with a private right of action in court. of 87

ATTACHMENT “A” (cont.)BROWARD COUNTY

Living Wage Ordinance Compliance Affidavit, Exhibit 1(This certification must be provided prior to award of the contract)

Covered Employer:

Address:

Phone Number: Local Contact:

Bid/Contract Number: Address:

Contract Amount: Phone Number:

Department Served:

Brief Description of Service Provided:

Please check one:By signing below I hereby certify that the covered employees listed below:

A. ___ Receive a minimum pay of $_______ per hour and are provided health benefits valued at $_______ per hour.

B. ___ Receive a minimum pay of $_______ per hour and are not provided health benefits.

Provide names of employees and job classifications providing covered services for the above referenced contract:

Name Job Class A or B Name Job Class A or B___________________ ___________ ___________________ ___________

___________________ ___________ ___________________ ___________

___________________ ___________ ___________________ ___________

___________________ ___________ ___________________ ___________

___________________ ___________ ___________________ ___________

(Attach additional sheets in the format above, if needed)

I, ____________________________, _____________________________ of ____________________________________________ hereby attest that (Name) (Title) (Company)

(1) I have the authority to sign this notarized compliance affidavit, (2) the following information is true, complete and correct and (3) the Company certifies that it shall:

Pay all employees working on this contract/project, who are covered by the Broward County Living Wage Ordinance, as amended, in accordance with wage rates and provisions of the Living Wage Ordinance;

Provide the applicable living wage statement regarding wage rates with the employee's first paycheck or direct deposit receipt as required by the Living Wage Ordinance, as amended; and

(IF APPLICABLE) If health care benefits are provided under "A" above, the health care benefit meets the standard health benefit plan as described in Section 627.6699 (12)(b)(4), Florida Statutes, as amended. As a principle officer of the covered employer, the undersigned affirms that the referenced Florida Statute has been reviewed and the covered employer’s health plan meets all the elements required by the statute, as amended.

_______________________________________________ ________________________________________ Signature Title

SWORN TO AND SUBSCRIBED BEFORE ME this ________day of 20___

STATE OF ______________________ COUNTY OF ___________________

_________________________________ My commission expires: _________________________ Notary Public (Print, type or stamp commissioned name of Notary Public)

Personally Known ________ or Produced Identification _________

Type of Identification Produced: ______________

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ATTACHMENT “A” (cont.)(LIVING WAGE CONTINUED)

EXHIBIT 2APPLICATION FOR EXEMPTION FROM LIVING WAGE ORDINANCE REPORTING

REQUIREMENTS

In accordance with Broward County Ordinance No. 2008-45, as amended, “Living Wage Ordinance” (LWO), all covered employers are subject to the LWO requirement for payroll reporting unless an exemption applies and has been granted. Covered employers may submit this affidavit with their proposal or proposal to apply for an exemption from these reporting requirements. Exemptions based on the categories listed below may be granted by the Director of Purchasing prior to contract award; however, an exemption may be canceled at any time by written notice to the covered employer. To request an exemption, the covered employer must submit their exemption application prior to award.

SECTION 1: COVERED EMPLOYER INFORMATION (SERVICE CONTRACTOR )

Company Name: ______________________________________ Contact Person:___________________________________

Company Address: __________________________________________________________________________________________

City: _______________________________ State: ___________ Zip: ____________ Phone: _____________________

SECTION 2: USING AGENCY AND CONTRACT INFORMATION

Using Agency: _________________________________________________ Proposal/Contract #: ______________________________

Contract Title: _______________________________________________________________________________________________

Name of Agency Contact: _____________________________________ Agency Contact Phone: _______________________

Proposal/Contract Amount: $________________________________ Start Date: ____________ End Date: ___________

Purpose/Service Provided: _____________________________________________________________________________________

SECTION 3: EXEMPTION BASIS (Check one of the options below and submit supporting documentation as requested.)□ (LWO 26.103(e)(1); Wage History: Covered employer demonstrates to the satisfaction of the Director of Purchasing that its covered

employees have been continuously paid the applicable living wage rates or higher wages for at least one (1) year prior to entering into the service contract.

Required documentation : Provide or attach prior payroll records or pay scale records (by job classifications) confirming this basis for exemption.

□ (LWO 26.103(e)(2): Contractual: Covered employer demonstrates to the satisfaction of the Director of Purchasing that the amounts paid to its covered employees are required by law or are required pursuant to a contractual obligation, such as a Collective Bargaining Agreement (CBA), union scale, etc.

Required documentation: A copy of the CBA or other contractual agreement must be submitted with this application with the controlling language clearly marked, or a letter from the union stating that the union has agreed to allow the CBA to supersede the LWO or other recognized company pay schedule as the basis for compensation provided that it exceeds the LWO wage rate amounts.

SECTION 4: CERTIFICATION AND NOTARIZED COMPLIANCE AFFIDAVIT

I, ____________________________, _______________________________of __________________________________________ hereby attest that (Name) (Title) (Company)

(1) I have the authority to sign this notarized compliance affidavit, (2) the following information is true, complete and correct and (3) the Company certifies that its wages paid to employees providing covered services under this contract/project are at least equal to or greater than the living wage per the exemption basis selected above and in accordance with wage rates and provisions of the Living Wage Ordinance, as amended.____________________________________________Signature

SWORN TO AND SUBSCRIBED BEFORE ME this ________day of 200___

STATE OF ______________________ COUNTY OF ___________________

_________________________________ My commission expires: _________________________ Notary Public (Print, type or stamp commissioned name of Notary Public)

Personally Known ________ or Produced Identification _________

Type of Identification Produced: ______________

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ATTACHMENT “B”DETAILED SCOPE OF SERVICES

JANITORIAL SERVICES FOR SOUTH REGIONAL COURTHOUSE

Part 1 General Specifications and RequirementsPart 2 Facility (Site) Identification/DetailsPart 3 Base Minimum Service Frequency Schedule Part 4 Equipment List and Budget Part 5 Daily Work Roster/Sign-in Sheet

Part 1 - General Specifications and Requirements

SCOPE Broward County intends to select a Contractor(s) to deliver prompt and professional janitorial and related services as stipulated herein.

1.1 The Contractor shall furnish all supervision, labor, materials, tools and equipment to provide a comprehensive cleaning program for the stated Broward County Facilities.

1.2 Contractor is required to perform an initial cleaning to bring the locations into compliance with specifications for contract Performance Standards (Section 32).

1.3 This cleaning must be performed within 30 days of start of service and satisfactory completion must be approved by the Contract Administrator.

1.4 Because of the high volume of workers and visitors utilizing county facilities, quality services are required to maintain a first class working environment at all times. Some nighttime duties in locations staffed by day porters may appear to be repetitive but are included to ensure that services are being provided in a complete and responsible manner.

1.5 The Contractor is responsible for supplying all equipment and supplies indicated or required to complete specifications in this Solicitation. This includes, but is not limited to paper towels, toilet tissue, trash can liners, liquid soap, disinfectants and any cleaning solvents or waxes required to perform as per the specifications.

1.6 Green Cleaning Practices are to be followed in providing janitorial services to all county facilities by utilizing low-emitting materials, recycled content materials/supplies where possible and environmentally friendly maintenance practices that are implemented through the adoption of training programs for custodial supervisors and staff. These initiatives are intended to reduce the amount of volatile organic compounds (VOCs) used in cleaning while also eliminating many of the indoor airborne particulates, which may adversely impact indoor air quality.

1.6.1 Intent / Requirements - Reduce the amount of harmful chemicals used in the maintenance operations of county facilities. Use only non toxic cleaning supplies in the regular maintenance of the building. Non Toxic is defined as having a zero Health Hazard rating on the product’s Material Safety Data Sheet (MSDS) and listed as “non-toxic” for Acute Toxicity under “Section V - Health Information” on the MSDS.

1.6.2 Janitorial Products - Proposer must identify non-toxic cleaning materials that comply with the objective of providing healthy cleaning supplies for use in meeting the specifications of this agreement. Proposal shall include a list of the planned cleaning chemicals and supplies to be used in providing the required janitorial service to the facilities. Include the MSDS for each product highlighting the required compliance sections.

1.6.3 Recycled Content - Proposer shall use supplies with a recycled content of post-consumer or post-industrial recycled content which constitutes 25% of total product to meet the required cleaning standards of this agreement.

1.6.4 Cleaning Procedures - In the implementation of this contract, Contractor will develop and implement procedures to avoid exposure of building occupants to potentially hazardous chemicals that adversely impact air quality. Proposer shall minimize cross-contamination of regularly occupied areas by chemical pollutants. of 87



In accordance with contract specifications, regularly maintain permanent entryway systems (grills, grates, walk off mats etc.) to capture dirt, particulates, etc. from entering the building at all high volume entryways. Where chemical use occurs (including housekeeping storage areas) maintain practices to ensure that chemical contaminates are adequately dispersed without entering occupied areas. Ensure that drains plumbed for appropriate disposal of liquid waste are used where water and chemical concentrate mixing or disposal occurs to provide environmentally appropriate disposal of liquid waste. When performing maintenance cleaning, custodians should use as little cleaning product as possible to effectively clean the area. When using deep-cleaning products, custodians should carefully apply a minimal amount of the product and allow time for the product to work rather than applying additional product.

1.6.5 Green Cleaning Training and Procedures Manuals - To be considered for award of a contract based on this Proposal, Contractors should submit their Green Cleaning Practices Procedures and Training manuals within five days of request of the Purchasing Division. Failure to do so may result in your Proposal being deemed non-responsive. The manuals must meet the Green Building Counsel Standards as determined by Broward County Green Building Specialists. Approval of manuals must be attained prior to award of Contract.

1.7 Hours for locations requiring Day/Night Porter Service will be found in Part 2 of this document for. Times for day porter service will be included in proposed prices for facilities requiring day porter service. The actual day porter services may be subject to adjustment as needs change. Some locations may have workers assigned to day service without being classified as day porters. These workers would be used to provide basic cleaning services that would normally be provided during the evening.

QUALITY CONTROL

The Contractor shall establish a quality control program to assure the requirements of the contract are provided as specified. The Contractor’s basic quality control program should be provided to the Contract Administrator when requested. An updated copy must be provided to the Contract Administrator as changes occur. The program should include, but not be limited to the following

2.1 A method of identifying deficiencies in the quality of services performed before the level of performance is unacceptable.

2.2 Contractor shall have a plan in place to periodically conduct field audits of all personnel to maintain quality standards.

2.3 An inspection system covering all the services required in this document must be provided. Contractors’ inspection system personnel will coordinate on a daily basis at locations where Facilities Maintenance Division (FMD) maintains an on-site Quality Supervisor. For locations without an on-site FMD quality supervisor, Contractor quality personnel will communicate with designated site administrator.

2.4 Contractor must maintain a working e-mail address at all times during the contract period. The Contract Administrator will generally communicate daily work requests or daily deficiency reports to the Contractor via e-mail.

2.5 Contractor’s performance and timely response to emergency service calls shall be recorded by Contractor and carefully monitored by the County. Failure to adhere to the thirty (30) minute response time by phone and two (2) hour on site response time may be cause to cancel the contract.

2.6 Complaints processed through the Purchasing Division utilizing a Contractor complaint form are to be corrected within ten (10) days of formal complaint. Written response to the Purchasing Division and the Using Division is required. Failure to properly resolve complaints within ten (10) calendar days may result in the cancellation of this contract.

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2.7 All work performed under this contract will be inspected and evaluated on a regular basis. The inspection frequency will generally be determined by the success the Contractor achieves in meeting the required quality standards. All work will be assigned a numerical rating based on a 5-point scale (see section 33 /34). The evaluation will be considered when making a recommendation to the Purchasing Director to renew the contract. A cumulative average score of 3.49 or less may be cause to not renew your contract with the County. The evaluation may also be considered to evaluate future Proposals submitted to the County by the Contractor.

3. QUALIFICATIONS

3.1 Prospective Contractors must prove to the County that they are qualified, fully equipped and capable to fulfill all requirements listed herein.

3.2 Contractor shall perform its duties, obligations, and services under this Agreement in a skillful and responsible manner. The quality of Contractor’s performance and all interim and final product(s) provided to or on behalf of County shall be comparable to the best local and national standards.

3.3 Proposer represents that each person who will render services pursuant to this Agreement is duly qualified to perform such services by all appropriate governmental authorities, where required, and that each such person is reasonably experienced and skilled in the area(s) for which he or she will render his or her services.

3.4 The Contractor may be required to meet with Purchasing and the Using Division(s) prior to the award. The purpose of the meeting will be to review the contract requirements and County procedures and meet with the people who will be responsible for making sure the work is done correctly. Contractor may be required to bring the following personnel to the meeting; the company president or district manager, the service manager, accounting person and the actual service supervisor who will most likely be the person responsible for maintenance service. Failure of the Contractor to attend the meeting may be cause for their company to be determined non-responsible and have their Proposal rejected.

4. COUNTY RESPONSIBILITIES

4.1 The County will make reasonable effort to coordinate the operations and activities of the facilities to minimize, to the extent practical, interference with performance by the Contractor.

4.2 The County will provide water and electric necessary to perform services required for this contract at no cost to the Contractor.

4.3 The County will provide the Contractor a reasonable amount of storage space needed to store supplies and equipment used to fulfill the requirements of this contract. Space for on- site storage of supplies is limited in many county facilities. Contractor must arrange for frequent replenishment of supplies to maintain stocks required. Contractor agrees to keep these areas neat and clean at all times. The Contractor will be responsible and take all risk of loss, damage or theft of any supplies and equipment stored at each location. Contractor accepts risk of loss or damage for equipment stored on county property.

4.4 Contractor may provide tools, documentation, or other equipment (Contractor’s Equipment) in the County’s building for Contractor’s convenience in performing Contractor’s services. Such equipment shall remain Contractor’s property. Contractor retains the right to remove such items at any time during the term, or upon the termination, of this Agreement.

5. CONTRACTOR RESPONSIBILITIES

5.1 Provide competent supervision. The Contractor shall be responsible for the quality of work of their employees and Sub-Contractors.

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5.1.1 The Contractor shall be responsible for the supervision and direction of the work performed by their employees and Sub-Contractors and shall, at all times, provide a full time supervisor on duty and available to the premises to carry out this responsibility.

5.1.2 The Contractor shall provide trained and qualified supervisors capable of providing the necessary supervision to satisfy the contract. Each supervisor shall be capable of verbal and written communication in the English language and shall be capable to effectively communicate with the service workers. In addition, lead workers/day porters working without a supervisor on site shall be capable of communicating fluently in the English Language. Contractors must provide at their own expense an interpreter with any employee who cannot speak English that is sent to a County site to do maintenance/repairs.

5.1.3 The Supervisor shall have the authority to act as agent for the Contractor in their absence. The Supervisor must be familiar with the requirements of this contract and be able to make sure all contracts specifications are met.

5.1.4 Contractor must have at least one full time supervisor on duty at the work site for each ten (10) full-time janitorial employees. On sites with less than 10 employees on a shift Contractor must designate a lead worker on the job site and have one supervisor available to support the site for each 10 employees providing service at multiple sites on the shift.

5.1.5 Supervisor shall conduct a daily inspection and evaluation of all assigned areas of work, note all discrepancies, assure they are corrected, and monitor service workers to ensure they are performing assigned tasks. Supervisor will ensure all interior doors unlocked for cleaning, are locked after rooms are cleaned each shift. After an area is cleaned Supervisor will clear the area of all workers when locking doors.

5.1.6 Contractor shall at all times enforce strict discipline and good order among employees. No children, friends, or relatives, or a person not employed and assigned to work site, are allowed on the premises. Unauthorized use of County property or a County employee’s property is prohibited.

5.2 Provide competent workers. Contractor agrees to utilize only experienced, responsible people in the performance of work.

5.2.1 Contractor shall not use employees of any temporary employment agency. Only actual employees of the Contractor or authorized Sub-Contractors are to be used without prior approval from the County.

5.2.2 Authorized Sub-Contractors may be used for certain specialized tasks such as window washing, floor work, pressure cleaning etc. Proposers should submit a list of any Sub-Contractors prior to award, for approval of the Contract Administrator.

5.3 All Contractors’ personnel must wear distinctive and neat appearing uniforms with Contractor’s company name. Contractor’s personnel must wear photo IDs. Sub-Contractor personnel must have photo ID and meet the same security requirements and uniform standards as the primary Contractor in all respects. Contractor’s personnel will not be allowed on the job site without photo ID.

5.4 At facilities subject to security procedures administered by Broward County Sheriff’s Office, Contractor of 87



must comply with additional security requirements, including background and/or criminal investigations and compliance with immigration and naturalization regulations. The costs of any additional security measures required by the County, in addition to uniforms and County ID badges required will be the responsibility of the Contractor.

5.5 Due to the mandatory increased security at some Broward County locations, Contractor personnel may be required to obtain an additional County issued identification card, which will be the responsibility of the Contractor to obtain. This may entail a comprehensive background check and a charge determined by the amount of access required at the project location. The cost of obtaining the background check, if necessary, and a County issued identification card, is the sole responsibility of the Contractor and needs to be included in the proposed price.

5.6 The Contractor should be familiar with all applicable Federal, State, County, City and Local Laws, Regulations or Codes and be governed accordingly as they will apply to this contract and the actions or operations of those engaged in the work or concerning materials used.

6.7 The Contractor shall be obligated to advise the County as soon as practicable, of any condition it may become aware of which may adversely affect the safe operation of the facility, the correction of which is not within the Contractor’s control.

6.8 The Contractor and its’ staff shall communicate only with designated County representatives regarding project scope and other applicable details.

6.9 The Contractor’s service manager, office personnel, each supervisor and backup personnel who will be performing service for this contract must read and be familiar with the requirements of this contract. The Contractor shall document this requirement.

6.10 All employees of the Contractor shall be considered to be, at all times, the sole employees of the Contractor, under their sole direction and not an employee or agent of Broward County. Broward County may require the Contractor to remove an employee it deems careless, incompetent, insubordinate or otherwise objectionable and whose continued employment on County property is not in the best interest of the County. Appropriate procedures must be followed to remove an employee at the request of the County. Removal must be coordinated with Contract Administrator, not arbitrarily instituted by any County employee.

6. EMPLOYEES CONFIDENTIALITY TRAINING AND CERTIFICATIONS

All Contractor personnel providing service to locations subject to JCAHO and HIPAA confidentiality standards must meet specific confidentiality training and certification standards. These requirements consist of completing a short, programmed text manual and satisfactorily completing an open book test of materials covered in the text. The Contractor employees providing service to this location must successfully meet the requirements of this standard prior to working on the job. Initial copies of instructional and testing materials will be furnished to Contractor. The instruction, training and certificates and all costs shall be the responsibility of the Contractor.

7. EMPLOYEE SAFETY TRAINING

7.1 Contractors, at their own expense, shall provide each of their employees who will be working on the job site, with the training needed to safely and competently perform the services required by this contract, including compliance with Green Cleaning Practices.

7.2 The Contractor must be familiar with all applicable Federal, State, County, City and Local Laws, Regulations or Codes and be governed accordingly as they apply to this service and must be aware of the safety standards concerning materials used. The Contractor shall develop and implement

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procedures to ensure its employees use chemicals in accordance with the instructions of the chemical manufacturers. Contractor shall provide to the Contract Administrator Material Safety Data Sheets (MSDS) for chemicals and cleaning products used.

7.3 Contractor employees shall be trained in accident prevention and provide barricades necessary to protect persons or property against injury or damage, and at all times, be responsible for any such damage or injury that occurs as a result of their fault or negligence.

7.4 Some tasks may require working with potentially hazardous materials. The Contractor shall be obligated to ensure employees are trained and medically cleared for such work. The Contractor shall also be required to assess the need for, and provide their employees personal protective equipment (PPE) as required.

7.5 Proposers should provide a copy of their safety-training program with their Proposal, however, this must be provided prior to award.

7.6 The Contractor will keep a record of all training for each employee. The record shall show, at a minimum, the employee’s name, date of employment, date and type of training for each class attended. A transcript of the training records will be made available to the County on request.

8. EMPLOYEE SAFETY PRACTICES

8.1 Contractor must take precautions necessary to protect persons or property against injury or damage and be responsible for any such damage, or injury that occurs as a result of fault or negligence of Contractor’s employee.

8.2 All chemicals brought on-site shall be purchased by the Contractor and stocked in closets in their original containers. The chemicals shall remain in their containers until diluted or mixed for use. All solution bottles and spray bottles shall be in safety containers, which are safe for handling and their intended use. All containers must be properly labeled by the manufacturer or have a photocopy of the label from the chemical container affixed to the container.

8.3 The Contractor shall provide and use adequate barricades and signs to cordon off hazardous work areas and/or to provide sufficient warning prior to, during and after the performance of services. All generally accepted and government required safety practices shall be followed.

9. STAFFING Minimum Staffing standards are to be considered as listed in Part 2. They are considered to be the acceptable averages required to achieve the performance standards by the Proposer for regular service. Additional staffing for Proposal purposes beyond these standards is at the discretion of the Proposer based on Proposers experience and evaluation of the requirements for facilities to be serviced.

9.1 The staffing hours used is a compilation of industry standards and are for basic cleaning services identified in the contract. It is the responsibility of the Contractor to provide sufficient allowance in their PROPOSAL as may be required in their judgment to meet the quality standards called for in the contract, especially for special cleaning projects such as pressure washing, window cleaning, upholstery cleaning, air quality or floor and carpet cleaning.

9.2 The monthly standard hours, listed on the location detail are based on a production rate of (a) 3,000 sq. ft/hr, for general office facilities. A production rate of 500 sq. ft/hour is the cleaning rate per hour for annual air quality cleaning.

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Monthly standard hours for locations specifying less than 5 day service is calculated using the same basic hourly rates.

10. RECORD KEEPING The Contractor shall be responsible for maintaining a logbook or file. This record shall be kept on County property, maintained by the Contractor and updated on each visit. The logbook or file shall contain at least the following items

A copy of a Daily Work Roster/Sign in Sheet (see sample attached at Part 9) for the building or site. The Contractor shall provide a proposed Daily Work Roster/Sign in Sheet.

This schedule must identify by name each worker scheduled, start and stop times, tasks assigned and supervisor in charge. Schedule must be submitted one week in advance and be approved by the Contract Administrator. This schedule will serve as the sign in sheet and also provide the basis for the monthly labor summary report.

10.1 MSDS sheets for all chemicals and supplies used in the building.

10.2 Contractor’s service schedule for the building. Daily cleaning schedule for the week will be supplied to FMD Custodial Supervisor (on site representative) by 7 00 a.m. on the first day of each week.

10.3 Copies of the prepared Contractor’s Quality Control Inspection Reports should be maintained.

10.4 Service Request/Report forms will be supplied by the Contractor to the Contract Administrator and will be used to advise the Contractor of routine service requests and to document the performance of all work, including emergency work. Upon completion of each service visit to the building, the Contractor’s representative performing the service shall complete, sign, and date the request form and return it to the logbook or file on the same or succeeding day of the services rendered.

11. ACCIDENT, INCIDENT AND DAMAGE REPORT

11.1 The Contractor shall promptly notify the Contract Administrator of any incidents or accidents involving their employees while on site. The report should include the type of incident and an assessment of any property damage and/or personal injury. The report will be made to the County Security Personnel at the location of the incident and a copy to the Contract Administrator/on site representative.

11.2 The Contractor shall promptly complete any report forms required by the County describing the incident or accident. The Contractor shall be responsible for claims resulting from the incident or accident as provided in for the Special Instructions to Proposers.

12. TIME REPORTING Services should be provided to the facilities for the number of days and hours per month as specified in Part 2. Monthly labor summary reports for each group are to be submitted to Contract Administrator for review.

12.1 Summaries submitted must be prepared to identify total hours worked per week by employee task category identified as routine, special projects and air quality. Further identification is required by supervisory and non-supervisory personnel specifically assigned to the group.

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12.2 Detail records to support Monthly Labor Summary by group must include employee name, payroll identification number, hours worked, pay rate and gross pay. Monthly labor detail report documents are not submitted monthly, but must be available upon request. Supporting detail and Summary must be retained by Contractor for a three-year period from the end of each contract year and is subject to verification by audit of the Contractor’s payroll records for compliance with this agreement.

13. Living Wage

All covered employees, including those of the Proposers’ Sub-Contractors, providing covered services pursuant to this contract, shall be paid the current living wage as established by Broward County Living Wage Ordinance 2008-45 as amended.

14. COMMUNICATION REQUIREMENTS/CONTRACTOR ACCESSIBILITY

14.1 The Contractor shall maintain a 24-hour contact telephone response number for emergency service on a digital beeper and/or portable phone at no cost to the County. Maximum telephone response time shall be thirty minutes. Minimum on site response time for emergency services is two (2) hours.

14.2 Contractor shall also maintain an active e-mail address available for electronic communications at all times.

14.3 The Contractor shall have communication with Contractors’ on site supervisor, either by radio or cellular telephone for immediate contact with security or management personnel.

14.4 Each crew supervisor assigned to sites served by this contract must have a radio capable of communication with the site supervisor and FMD Quality Supervisor. Contractor to provide radio to FMD Quality Supervisor.

14.5 Day/Night porters and lead workers assigned to county facilities shall be available to be contacted at all times by cell phone or radio by County representatives.

15. SUPPLIES AND MATERIALS

15.1 The Contractor shall provide all necessary janitorial supplies, including but not limited to deodorizers, urinal blocks, soaps, polishes, cleaners, cleansers, degreasers, mops, brushes, brooms, solvents, paints, all paper towels, liners, toilet tissue (minimum two ply) and a certified MRSA combating germicidal type hand soap to all locations that have dispensers. Paper products provided must be the proper size and type for the existing dispenser(s). An additional one day supply is to be stored on-site and available for use when required.

15.2 Carpet cleaning agents containing chlorinated solvents are prohibited. Carpet cleaning agents containing optical brighteners are prohibited. All cleaning chemicals must be appropriate to use on surfaces and safe for the environment.

15.3 Cleaning chemicals must not have a ph higher than 9.0 as indicated on MSDS sheet.

15.4 The Contractor should submit a proposed list of all supplies and materials, including Chemical Material Safety Data Sheets to the Contract Administrator for approval.

During the term of the contract, all proposed substitutions for previously approved products, must be approved by the Contract Administrator prior to use.

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15.5 Cleaning supplies must meet Green Seal Certification Standards or equal (See Section 1.6).

16. TOOLS AND EQUIPMENT

The Contractor shall furnish all tools and equipment necessary for complete performance of this contract.

A list of tools and equipment to be used on this project, including description, quantities and budgeted purchase cost (Part 4), should be prepared per facility and submitted to the Contract Administrator no later than five (5) days from request of the Purchasing Division.

Tools will be inspected by the Contract Administrator or designee prior to award and whenever different types of tools and equipment are introduced during the period of the contract. If tools have not yet been purchased by Proposer prior to award, inspection may be performed at a supplier designated by Proposer who must demonstrate ability to purchase equipment prior to award and mobilization on job site.

17.4 The Facilities Maintenance Division reserves the right to refuse the use of any tools or equipment it deems ineffective or harmful to surfaces and fixtures. The cost of any damage caused by defective or inferior tools and equipment or by the use of such defective or inferior tools and equipment will be deducted from the Contractor’s monthly invoice.

17. SPECIALIZED EQUIPMENT REQUIRED

17.1 Vacuum cleaners utilized for carpet cleaning must be two motor uprights with high filtration disposable bags and equipped with HEPA filters. All vacuum cleaners must meet carpet manufacturers' recommendations for use.

17.2 Pile lifter should be used where required in conjunction with carpet cleaning procedures, using manufacturer recommended cleaning methods.

17.3 Floor machines for surfacing non-carpeted floors.

17.4 Carpet extraction machines that comply with carpet manufacturer recommended cleaning methods. Available for use in removing water caused by leaks or spills.

17.5 Wet/Dry Tank Vacuum Cleaners.

17.6 Janitorial Carts/Maid Carts – General cleaning janitorial personnel shall be equipped with janitorial carts. The style of cart must be approved by the Contract Administrator and kept neatly stocked at all times. Carts shall contain at a minimum: Cleaning compounds, a pair of scissors for clipping carpet running, plungers for clearing minor toilet blockages, gum tar remover and cleaning cloth. Receptacles for accepting the residue of waste cans, cigarette urns, ashtrays and other litter or debris.

17.7 Brute Barrels – Barrels may not be used inside the buildings unless equipped with wheels. Barrels may be used on sidewalks and garage vestibules.

17.8 Bucket and wringers.

17.9 Information signs (i.e. wet floor signs).

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17.10 Pressure wash scrub equipment, as required for specialized cleaning requirements.

18. EQUIPMENT OPERATION AND MAINTENANCE

18.1 The Contractor shall maintain a complete set of operating instructions for each type, brand and model of equipment, tool and items of supply used in the performance of the work.

18.2 The Contractor agrees that the County shall have the right at all times, but not the obligation, to examine all equipment, vehicles, tools, materials, and supplies provided by and used by the Contractor or their employees on the job site.

If the equipment is found to be unsafe or not in good working condition, the County has the right to direct the Contractor to remove it from service and to repair or replace it promptly. However, if the equipment is not repaired or replaced within 48 hours, the Contractor may be required to rent equipment, at their own expense, in order to meet the service requirements of this contract.

18.3 The Contractor shall ensure that all tools, equipment and supplies used by its employees shall be used in accordance with the manufacturer’s instructions and good safety practices.

18.4 All tools, equipment and supplies used by the Contractor in the performance of the services shall meet the local, state and federal safety requirements. All electrical equipment must operate at full rate performance levels using existing building electrical circuits.

18.5 The Contractor shall develop and implement adequate procedures and control to ensure that all tools, equipment and supplies remain at all times in good, clean condition.

18.6 All equipment and tools shall have non-marking wheels, adequate bumpers and guards to prevent marking or scratching of fixtures, furnishings, vehicles or building surfaces.

18.7 The Contractor shall maintain adequate quantities of backup to ensure that the minimum quantities of required equipment and tools are available and in safe and proper operating condition at all times during the performance of the service.

19. KEYS

19.1 All keys for locations served by this contract will be signed out on a nightly basis, inventoried and returned to the designated FMD Custodial Quality Supervisor or Security Officer at the end of the shift.

19.2 If keys are misplaced or lost by the Contractor, the cost of rekeying the locks and replacement of keys will be the responsibility of the janitorial service Contractor.

20. NO SMOKING ALLOWED

Smoking is not allowed in County buildings and must remain smoke free. The Contractor shall have their employees refrain from smoking except in designated areas outside the building.

21. ENERGY CONSERVATION

The Contractor shall comply with all energy conservation practices.

21.1 No thermostats in buildings are to be adjusted by Contractor personnel. Thermostats are set at 78o

degree Fahrenheit. This setting is part of the County’s energy conservation program.

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21.2 The Contractor shall turn off all lighting when exiting each area of the building that is not occupied. In situations where energy management systems have shut off lighting, the Contractor may manually turn on the lighting, but is expected that the lighting be turned off again when leaving the area.

22. DATA PROCESSING AND OTHER ELECTRONIC EQUIPMENT

22.1 Contractor shall not move or jar computers, and/or data processing machines, equipment and accessories. Word processing machines and other electronic equipment is very sensitive and must not be moved, bumped, jarred, or tampered with.

22.2 Contractor shall not use steel wool, powdered cleansers, brushes, dusters, rags or waste materials, which leave dust, nor any material containing silicon on or around this equipment.

22.3 Contractor shall have its personnel wear clean clothes which have not been contaminated by other cleaning duties.

23. SERVICES SCHEDULE REQUIREMENTS

23.1 Service is required as detailed in Part 2. However, the Contractor may be requested to perform special services at a time when facilities are not being used. Special services may be performed on weekends and/or holidays as requested by the Contract Administrator. The Contract Administrator and the Contractor shall mutually agree upon exact time and day. (See also paragraph 24, Additional Scheduled Services.)

23.2 The agreed upon schedule may be changed to meet the operational needs of the County. Generally, services are to be provided after 5 00 p.m. weekdays. Hours must adapt to comply with any security standards.

23.3 Contractor must provide a schedule for annual air quality cleaning to the Contract Administrator during the first month of the contract. The schedule must fully comply with air quality specifications. When the Contract Administrator approves the schedule, the area(s) must be completed within a consecutive thirty (30) day period. The Contractor must coordinate the scheduling of the air quality cleaning with the Contract Administrator. The Contractor must provide the Contract Administrator with a letter of completion when air quality cleaning is completed. Air quality cleaning schedule for subsequent years must be submitted for approval 90 days, prior to the end of each contract year.

24. ADDITIONAL SCHEDULED SERVICES

24.1 The Contractor, when requested by the Contract Administrator, shall perform additional scheduled cleaning services at the unit cost quoted on the price sheets.

24.2 All daily, weekly, monthly and policing cleaning and/or maintenance tasks listed in Part 2 are considered part of the basic services covered by this Proposal. A call out to replenish an out-of-stock condition caused by lack of adequate supplies on site is also considered part of basic services, and are not considered “additional services.”

24.3 “As Needed/Special Assignments” may include, but are not limited to assisting in setting up for meetings and/or receptions and cleaning after the gatherings have ended, construction clean up, temporary day porter, and other special cleaning projects. The Contractor may be required to assign some employees to special assignments. Tasks are to be provided upon request as required and are not to be considered part of the monthly or annual fixed costs for this contract. Proposers shall provide fixed unit prices as identified in the price sheet for these additional services as part of their Proposal.

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24.4 When a need is identified, the Contractor will submit a cost quotation when requested, using the unit prices offered in their Proposal. These services will not be performed without the Contract Administrator’s approval for each quotation. If agreeable to Contractor these services may be utilized by other facilities and agencies in the County to meet occasional requirements even if the using agency or facility is not regularly being served by this contract.

25. EMERGENCY SERVICE

25.1 The Contractor must be available to perform emergency cleaning services on a twenty-four (24) hour a day, seven (7) days a week basis, when requested by the Contract Administrator. Types of emergency services that may be requested include, but not limited to spills, flooding, overflows and other potential safety and health hazards requiring an immediate response.

25.2 An immediate assessment of the problem encountered must be communicated to the Contract Administrator within ½ hour of arrival at the job site. If immediate service is not possible, an accurate projection of expected completion time must be relayed to the Contract Administrator.

25.3 Once the emergency service estimate has been approved by the Contract Administrator, the service must be initiated within a maximum mobilization time, on site, of four (4) hours. Any exceptions to this requirement must be approved by the Contract Administrator.

25.4 In the event the emergency service takes more than twenty-four (24) hours to complete, a daily progress report from the Contractor will be required. Status calls should be made to the Contract Administrator to inform them of an expected completion time updated with each report.

25.5 If the job completion extends beyond forty-eight (48) hours without the Contract Administrator’s approval, the County reserves the right to discharge the Contractor and award the emergency service to another Contractor.

25.6 Emergency responses occurring during normal service hours will be performed without incurring an additional charge if the emergency can be responded to by redeploying regular staff and equipment.

If the emergency requires additional staff, the Contract Administrator may authorize a charge for additional emergency service.

25.7 In the event of a major emergency and at the sole determination of the Contract Administrator or his designee, the Contractor may be requested to assist in a clean-up operation when an additional outside Contractor has been engaged by the County to provide related services.

26. INITIAL START UP CLEANING

The Contractor shall do an initial cleaning, to bring the location into contract compliance in accordance with the quality standards of these specifications. This cleaning must be performed within 30 days of the start of the contract. Contract Administrator must approve the completed work.

27. DEFINITIONS

Definitions presented in this section describe terms used in the procurement process and in the cleaning specifications (Part 3 – Minimum Service Schedules) and serve as the basis for evaluating Contractors’ compliance with the performance standards identified in Paragraphs 30-32.

27.1 Adhered Soil - means any foreign matter, solid or liquid including but not limited to the following oil, water, dried mud, adhesives, caked oil absorbent compounds.

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27.2 Award - means the acceptance of a Proposal, Offer or Proposal by the proper Governmental Authority.

27.3 Proposal Bond (Proposal Guarantee) - an insurance agreement, accompanied by a monetary commitment, by which a third party (the surety) accepts liability and guarantees that the Proposer will not withdraw the Proposal, the Proposer will furnish bonds as required, and if the contract is awarded to the bonded Proposer, the Proposer will accept the contract as proposed or the surety will pay a specific amount.

27.4 Bi-weekly - means every two weeks.

27.5 Bi-monthly - means every two months.

27.6 Board - means the Broward County Board of County Commissioners

27.7 Buffing and Waxed Surfaces - means all waxed areas shall be buffed sufficiently for maximum gloss, removal of surface dirt, and to present a clean uniform appearance.

27.8 Carpet Cleaning/Maintenance - Carpet Maintenance must be established as a scheduled program rather than as random series of reactions to soiling conditions and infrequent cleaning.

27.8.1 Carpet Cleaning, Bonnet Method - Removing carpet stains using bonnet equipment and supplies is prohibited under the terms of this contract and will not be tolerated.

27.8.2 Carpet Cleaning, Dry Compound Method - Removing carpet stains using dry compound equipment and supplies may be used as an interim method for cleaning carpets. Various commercial dry compound systems are available and may be used for interim or maintenance cleaning if system manufacturer’s procedures are followed.

27.8.3 Carpet Deep Cleaning, Hot Water Extraction Method is recommended method for total or restorative cleaning. The Contractor shall remove carpet stains, completely vacuum, clean, using hot water extraction equipment and supplies, and completely re-vacuum all carpet in the specified areas. The Contractor shall clean areas, such as corners, which are inaccessible to the equipment, with manual scrubbing devices. Special care should be exercised to prevent over wetting the carpet, which can damage the fiber, and backing system. Operators of the equipment must be properly trained to disperse and recover the correct amount of water when using this method. It is also important to completely remove all detergent residues from the carpet to prevent the attraction of soil resulting in a dingy, dirty appearance. (This service is provided as an optional service based on a unit price provided on price sheets).

27.8.4 Carpet Cleaning, Power Pile Lifting Heavy-Traffic Areas in conjunction with vacuuming. The use of a power pile lifter in heavy-traffic areas prevents soil compaction and carpet matting. It opens up the carpet pile so that vacuuming is more effective. Where required to follow manufacturer’s recommendations for cut pile carpeting, a power pile lifter is used every other week for loop pile carpeting; a power pile lifter is used once a month.

27.8.5 Carpet Cleaning, Vacuuming with a dual motor vacuum cleaner is the most important soil management procedure and means a satisfactory vacuumed carpet or floor free of all dirt, grit and lint. Effective vacuuming removes soil from the areas in which it is deposited so that it cannot spread through the carpet. High-traffic areas are vacuumed daily. Vacuuming of the low-traffic areas of carpet is required once a week to remove litter and airborne soils, while preventing long-term soil build-up.

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27.9 Chemical Compatibility - all chemicals used for floor finishes, floor finish removers floor seal, spray buff solutions, detergents and seals must always be compatible and/or be by the same manufacturer.

27.10 Chewing Gum Removal - Chewing gum shall be removed from floors, carpet, sidewalks or any other surfaces daily. In removing chewing gum from carpet, EPA approved gum removal solvent and a putty knife shall be used or another acceptable method approved by the Facilities Maintenance Division.

27.11 Clean - means the removal of any and all matter including loose soil, dirt and litter or adhered soil from any surface. This also includes standing water.

27.12 Clean and Disinfect Drinking Fountains - Drinking fountains should be monitored every two hours at locations where day/porters are assigned. The Contractor shall use spray bottles of germicidal detergent solution which will kill spores for up to 36 hours, sponges, clean cloths, scrub pads and cream cleanser to remove all soil, streaks, smudges, etc. from the drinking fountains and cabinets; disinfect all porcelain and polish surface including the orifices and drain. Drinking fountains located in facilities staffed with Day Porters shall be policed on a regular basis, frequently removing soil from drain surface. Drain surface and nozzle shall be washed frequently during each shift which shall be with a germicide solution. Fountain shall be checked frequently for algal growth, which shall be removed immediately when found. Entire exterior of the water fountain shall be washed each shift.

27.13 Clean and Polish Counters - Polish the fronts and tops of counters on each floor with a non-abrasive product. Particular attention should be paid to the Court Room Tables in each court room. In addition, the furnishings in all reception areas should be monitored frequently because these are high traffic areas.

27.14 Clean and Shampoo Upholstered Furniture - The Contractor shall use shampoo, stain remover and foaming type upholstery shampoo equipment to remove all soil and stains and to apply a soil retardant to the fabric portions of seats. The Contractor shall pretest the compatibility of the shampoo with the fabric by applying a small amount to a detached swatch of the material, if available, or to a small, inconspicuous part of the fabric on the furniture. All brushing and vacuuming, both before and after shampooing shall be repeated until there is no longer evidence of soil and shampoo residue in the fabric. Chewing gum and other gummy soils shall be removed with aerosol fluorocarbon gum remover, putty knife, and stiff bristled utility brush. Any areas of the fabric which are inaccessible to the equipment shall be shampooed with foam from the machine and manual scrubbing devices. Non-fabric parts of the furniture are to be wiped with neutral detergent and a clean cloth or sponge to remove shampoo residue and dry soil.

27.15 Clean and Hose Down - Hose down all entrances, patios, loading dock and dumpster area using disinfectant. Particular attention should be paid to the main entrance areas and ground floor stairwell emergency exits.

27.16 Clean Public Entrances and Adjoining Entrance Glass Areas - Area must be cleaned and made free of debris and glass must be cleaned and free of streaks, spots etc. Empty and clean ashtrays and other waste containers, inserting liners as required. Clean all glass surfaces in the lobby entrances.

27.17 Cleaning and Waxing Floors - means a satisfactory cleaned and waxed floor is without dirt and dust, marks, film, streaks, debris and standing water.

27.18 Clean Juror Waiting Room - Thoroughly vacuum, spot clean all furniture and carpet; thoroughly vacuum all areas; dust entire meeting room each Friday.

27.19 Cleaning of Plumbing Fixtures and Dispensers - means plumbing fixtures and dispensers are of 87



clean when free of all deposits and stains so that item is left without dust, streaks, film odor and stain.

27.20 Clean Waste Baskets and Outside Ash Trays - will be considered properly cleaned when they are emptied and wiped with a chemically treated or damp cloth. If wastebaskets become unduly soiled they must be washed. The Contractor shall furnish plastic liners for wastebaskets.

27.21 Contract – means all types of binding agreements, regardless of what they may be called, for the procurement or disposal of supplies, services or construction.

27.22 Contract Administrator - means the ranking managerial employee for each location, or an employee expressly designated by Facilities Maintenance Division. The Contract Administrator has the responsibility to insure that the provisions of the contract are complied with by both the County and the Contractor. The primary responsibilities of the Contract Administrator are to coordinate and communicate with the Contractor and to manage and supervise services provided under the terms and conditions of this contract.

27.23 Contractor - means the Proposer who is awarded this Contract.

27.24 Damp Mop Non-Carpeted Floors -- The Contractor shall use detergent solution and mop to remove soil from non-carpeted floor and baseboards, which cannot be removed by sweeping, dust mopping or vacuuming. The Contractor shall dust mop floors that are coated with floor finish prior to damp mopping. In rest rooms and locker rooms, the Contractor shall use germicidal detergent solution instead of a detergent solution.

27.25 Day/Night Porter - Day porter is assigned to a facility to provide supplemental services to maintain the desired level of cleanliness consistently throughout the day. Such tasks may be identified as policing or other additional duties as may be required at the assigned facility not specifically identified in the specifications. These additional tasks will be assigned in concert with the site Contract Administrator and the tenant of the facility. All immediate action calls shall be directed to the day/night porter by the Contract Administrator or their designee. The day/night porter must respond to such calls immediately. Response time shall be within five minutes. An employee assigned to day service to provide basic janitorial service is not considered a day porter.

27.26 De-scale Toilets and Urinals - The Contractor may use (the lowest quantity required to be effective) acid-type bowl cleaners and nylon bowl mops to remove scale, scum, mineral deposits, rust stains, etc. from the inside of toilet bowls and urinals.

27.27 Dirt - Any filth or soiling substances or foreign matter, solid or liquid, including mud and dust.

27.28 Dust Mop or Sweep Non-Carpeted Floors - The Contractor shall use treated dust mops, brooms and vacuums to remove soil and litter from non-carpeted floor. On resilient tiles, terrazzo, and other smooth finished floor surfaces, the Contractor shall use treated dust mops. On rough, unsealed concrete, or other floors where dust mopping is not effective, brooms shall be used. Prior to dust mopping the floor surfaces, the Contractor shall use mops and a detergent solution to remove wet soil from the floor. The Contractor shall use putty knives to remove gum, tar, and other sticky substances from the floor. The Contractor shall use a dustpan to remove accumulated soil and litter. The Contractor shall vacuum elevator floor(s), door tracks and areas such as corners and hard-to-reach areas. The Contractor shall use a vacuum cleaner to remove moisture and dry soil from carpeted type entrance mat. The Contractor shall clean exterior entrance mats by hosing with water and/or vacuuming.

27.29 Dusting - means a properly dusted surface free of all dirt and dust, dust streaks, lint and cobwebs.

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27.29.1 Dusting, Weekly - Dust and clean all level surfaces of desks, telephones, chairs, tables, filing cabinets, other office furniture, window sills and exposed book stack areas where applicable. Papers on desks, items on window sills and other furniture must not be removed.

27.29.2 Dusting, High - Means dusting surfaces from the general level of a desk or counter top up to approximately 8 feet in height that can be reached from a short ladder or stool. The Contractor shall accomplish high dusting by using treated dust cloths, treated dust tools, damp sponges, and tank vacuums with crevice tools, brush attachments, and all wall attachments.

27.29.3 Dusting, Low - Means dusting surfaces from the general level of a desk or counter top down to floor height. May require movement of furniture to reach areas under and behind furniture to include baseboards, furniture legs etc. The Contractor shall accomplish low dusting by using treated dust cloths, treated dust tools, damp sponges, and tank vacuums with crevice tools, brush attachments, and all wall attachments.

27.29.4 Dusting, Overhead - The Contractor shall remove all dust, spider webs, litter, etc. from all fixtures and surfaces from 8 feet to and including the ceiling that are visible from the floor surface below or adjacent floor levels, balconies, stairs, etc. This includes exposed surfaces of lights, grills, light fixtures, pipes, sprinkler system, cables, ledges, walls, ceiling vents, speakers, etc.

27.30 Embedded Impregnated Soil - Adhered soil that has penetrated into the matrix of the surface.

27.31 Elevators - Wash elevator walls and base and all doors (every floor) with sponge or cloth and detergent solution daily and dry with clean dry cloth and polish metal with appropriate polish. Clean elevator door tracks with tank-type vacuum cleaner and dust light lenses or diffusers.

27.32 Escalators - Daily wash handrails with non-irritating, non-toxic solution and wipe dry. Wash panels, skirts and molding with a sponge or cloth and a detergent solution. Wipe dry and polish metal with appropriate polish. Polish handrails with appropriate polish.

27.33 Furniture and Desk Top Cleaning - means furniture and desk tops will be considered properly cleaned when the surface is without dirt and dust marks and film, and when a properly applied finish has been restored to the furniture. The Contractor shall not be responsible for cleaning any flat surface that has papers or books on them.

27.34 Glass Cleaning - means glass is clean when all accessible glass surfaces are without streaks, film, deposits, and stains and have a uniformly bright appearance and adjacent surfaces have been wiped clean.

27.35 HEPA Filter - Means high efficiency particulate vacuum filters – remove 99.9% of all particulates to 0.3 microns of harmful particles, including dust, mold spores, dust mites, pet dander and other troublesome allergens.

27.36 JCAHO/HIPAA - means Joint Committee on Accreditation of Healthcare Organization/Health Insurance Portability and Accountability Act. For information on confidentiality training and certification contact Substance Abuse and Health Care Services Division.

27.37 Kitchen Cleaning - Does not include commercial cafeteria kitchen areas. Thoroughly clean of 87



kitchen areas where applicable. Clean counter tops and sinks. The floor is to be mopped with disinfectant daily. (Dish washing is not included). In addition to mopping with disinfectants, a no-wax liquid finish is applied on a weekly basis to prevent permanent staining of any tile surfaces. All trash containers are to be emptied and all towel dispensers are to be replenished.

27.38 Lead Worker – may be a senior employee trained to provide work direction and ensure task completion of less experienced employees in cases where a supervisor is not permanently assigned to a work site. Cannot direct more than 4 employees.

27.39 Litter - means any item(s) or the remains of any activity that has been discarded, including but not limited to paper, cans and bottles. The Contractor shall remove unsightly soil and litter from the building as often as necessary each shift. If the litter cannot be removed by hand, the Contractor shall use a carpet vacuum on carpeted surfaces or broom or dust mop and damp mop on non-carpeted floors. When providing daytime service, Contractor shall remove litter from curbside, walkways, garage walkovers, grass, planters, and planted area up to a distance of 10 feet from walks and building structures. The Contractor shall maintain areas around all dumpsters free of litter, trash, etc. For nightly service litter policing is restricted to entrances and dumpster areas.

27.40 Loose Soil - means any foreign particles not stuck to the surface.

27.41 Machine Scrub Floor - The Contractor shall use electrically powered floor machines with scrubbing brushes and grout cleaning machines with detergent or degreasers solution to remove soil and stains from floor surfaces, such as concrete, brick or pavers, grouted title and other such as uneven or rough floors, making sure any residue is removed from baseboards, furniture and partition bases and legs. The Contractor shall use wet/dry tank vacuums to pick up the scrubbing solution and wet mops, buckets and wringers in areas inaccessible to tank vacuum. The Contractor shall remove all splash marks on baseboard, furniture and other such surfaces.

27.42 Maintenance - means the upkeep of property and the work to keep it clean and presentable according to the requirements of this contract.

27.43 Maintenance Bond - provided by the successful Proposer after award to protect the County from loss due to the Contractors’ inability to complete the contract as agreed; secures the fulfillment of all contract requirements.

27.44 Master Agreement –- also designated price agreement, means a contract whereby an indefinite quantity of supplies, services, are to be procured over an identified time span. This contract has a fixed price to be applied to releases from the County.

27.45 MRSA - is a “Staph super bug” Methicillin-Resistant Staphylococcus Aureus (MRSA) Broward County intends to utilize the janitorial contract to institute procedures to maximize protection of transmitting this serious infection. MRSA is spread through skin-to-skin contact, by sharing contaminated objects or coming into contact with contaminated surfaces. To prevent the spread of MRSA simple hygiene procedures should be followed. Regularly and thoroughly wash your hands. Regularly clean and disinfect commonly touched surfaces. Clean and disinfect the following surfaces, kitchen counter tops, restroom counter tops and toilets, locker rooms and any surface that could come into contact with an infected person’s skin. All potential risk surfaces shall be cleaned using an EPA registered Disinfected Spray for restrooms and other potential contaminated surfaces. All soap dispensers shall use soap containing an EPA registered ingredient certified to combat MRSA. FMD will ensure that signage is posted in all County restrooms with the message to thoroughly wash your hands.

27.46 Non-public Areas - means the area defined as those spaces and areas not normally used by the of 87



public, such as administrative sections, offices and conference rooms.

27.47 Open-End Contract (also designated price agreement or master agreement) - means a contract whereby an indefinite quantity of supplies, services, are to be procured over an identified time span. This contract has a fixed price to be applied to releases from the County.

27.48 “Pass Thru” – means the Contractor may charge the County the same invoice prices charged by its suppliers for additional supplies when needed for Additional Scheduled Services as per Paragraph 24. A copy of the Contractor’s invoice(s) from its supplier for the additional materials must be submitted with the Contractor’s invoice for payment. The County reserves the right to request verification. For example, the Contractor may be requested to provide additional janitorial services when a Governmental building or library is used as an election polling place or other special events which may result in additional material cost for such items as hand towels, toilet paper and hand soap. If the Contract Administrator has requested you provide the additional services and approves the additional purchases, then the cost for the additional supplies may be processed on a “pass thru” basis.

27.49 Polish Stainless Steel, Chrome and Brass - Contractor shall polish these bright metal surfaces with appropriate polishes and a soft cloth. Contractor shall use clean cloths, glass cleaner, detergent, and degreasers to remove smudges, fingerprints, marks, streaks, tape, etc. that polish cannot remove.

27.50 Power Scrub - means the use of automatic commercial equipment utilizing water pressure and solvents that is designated to scrub and remove soil stuck to hard surface floors, walkways and motor vehicle traffic areas.

27.51 Pressure Washing/Cleaning - means the use of water sprayer/washer under pressure, with biodegradable detergent, degreaser or chemical treatments in conjunction with scrapers, brushes, etc. to remove gum, grease, oil and other substances stuck to ceilings, concrete floors, walls, overhangs, walkways, rails, pipes, signs, elevator landings and lobbies, driving lanes, parking areas, loading dock areas, dumpster areas, alleyways columns, interior walls and other horizontal or vertical surfaces and surface areas adjacent to entryways. All facility perimeter walkways and walkway overheads are to be cleaned by the same methods. Cleaning methods described in this section are used to indicate the necessity to thoroughly clean areas described. It is not intended to represent the only method of cleaning. If the high-pressure method will result in damage to paint, structures, etc. it should be substituted by a method that will effectively clean areas described without any resultant damage.

27.52 Pressure Clean/Steam Clean - means the Contractor shall use a high pressure sprayer/washer and hot water, degreaser, scraper, brushes, etc. to remove soil, litter, grease, oil, gum, tar, mildew, etc. from concrete floors, walls, adjacent surfaces, building surfaces and stairwells. Designated area shall be cleaned by the application of the detergent, scrubbing with a brush and steam cleaning with a heated pressure sprayer providing water or vapor at or above 212 degrees F.

27.53 Public Areas - means those spaces and areas (sidewalks, lobbies, auditoriums, hallways, vestibules, etc.) normally open to the public and normally used by the public.

27.54 Public Telephones - shall be policed and spot cleaned each shift. Once each day the entire telephone enclosure shall be dusted and damp wiped with a non-toxic, non-irritating solution. Handset containing the ear and mouth pieces shall be wiped with a clean cloth dampened with a non-toxic, non-irritating germicidal solution. Each week, the top of the enclosure shall be dusted and wiped with a damp cloth.

27.55 Recondition Finished Floors (Wax) - The Contractor shall remove soil, scratches, scuff marks and the top layer of floor finish from non-carpeted floors and all finish and soil from baseboards, furniture and partition legs and bases. The Contractor shall apply a minimum of two (2) additional coats of floor finish to non-carpeted floors. The Contractor shall use an approved single disc floor machine,

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scrubbing pad, putty knife, approved pad, mop, mop bucket and wringer, detergent solution and rust remover. The Contractor shall use manual scrubbing devices in areas inaccessible to the floor machine. The Contractor shall use wet/dry vacuums except in areas where its use is not practical or effective. The Contractor shall rinse all floor surfaces thoroughly with clean water to which detergent solution has been applied. When wet/dry tank vacuums are used, the Contractor shall rinse the floor surface at least once after the detergent solution has been picked up with the wet/dry tank vacuum. When the wet/dry tank vacuum is not used, the Contractor shall rinse the floor surface at least twice. After the top layer of floor finish has been removed, the Contractor shall use a fine strand rayon mop to apply at least 2 coats of floor finish to non-carpeted floor. After the finish has dried, the reflectance shall be uniform and have no streaks, swirls or scratches shall be visible.

27.56 Recycling - The Contractor must remove all recyclable trash from each location nightly (daily). Recyclable trash must be removed separately from other trash to avoid contamination and placed in designated recycle bins and transported to designated pick-up locations if applicable. County will provide separate containers for materials to be recycled. Contractor is not required to separate recyclable items placed in general trash containers.

27.57 Refill Dispensers - Contractor shall check and refill each toilet paper dispenser, hand soap dispenser, paper towel dispenser, paper cup dispenser, nursery dispenser, etc. in accordance with the directions of the suppliers and dispenser manufacturer. Contractor shall wipe surfaces adjacent to hand soap dispenser to remove spillage and leakage.

27.58 Restrooms – Restrooms to be cleaned daily and lightly sprayed (using spray/pump bottles) with MRSA disinfectant (toilets, urinals and sinks). Monitor all bathrooms every two hours to ensure they are thoroughly cleaned. When monitoring the restrooms, note the appropriate items on the Restroom Checklist and post this checklist on the back of each restroom entrance door. Contractor should furnish all toiletries and disinfectants.

27.59 Scrubbing - Scrubbing is using an appropriate detergent in a hot water solution and a stiff brush (mechanical or manual), cleaning the surfaces of all dirt, soil, and grime. After scrubbing, rinse with clear water and dry using mops or mechanical drying method.

27.60 Semi-annual - means twice a year.

27.61 Semi-monthly - means twice a month.

27.62 Services - means the furnishing of labor, time, and effort by a Contractor.

27.63 Slip Resistance - The Contractor shall verify that all floor finishes, seal spray, solutions, and other such chemicals applied to non-carpeted floors, provide adequate protection against slippery floors. The Contractor shall immediately report any observed instance of slippery or slick floors to the Contract Administrator.

27.64 Specifications - means the Specifications and Requirements in Attachment “B” of this solicitation.

27.65 Spot Cleaning - means to clean soiled portions of items including carpets, floors, walls etc. without leaving a noticeable color differential from surrounding area.

27.66 Spot Clean Building Surfaces - The Contractor shall use clean damp cloths, sponges, scrub pads, spray bottles of detergent solution, glass cleaner, or cream cleanser to remove smudges, fingerprints, marks, streaks, tape, etc. from the surfaces of ledges, windows, partition glass, window sills and blinds, fire extinguishers, walls, doors, door frames and sills, pictures, partitions, artworks, rails and

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other types of fixtures and surfaces which are not considered to be furniture surfaces or specialty equipment such as computers, typewriters, calculators, etc. The Contractor shall perform spot cleaning, each shift, up to a height of 8 feet from the floor.

27.67 Spot Mop - The Contractor shall use detergent solution and mop to remove spots, spills and obvious soil from non-carpeted floors which cannot be removed by vacuuming or dust mopping. After the floor has been spot mopped, it shall have a uniform appearance free of soil, stains, streaks, swirl marks, detergent film or any observable soil which can be removed by damp mopping. In rest rooms, the Contractor shall use a germicidal detergent solution instead of detergent solution.

27.68 Spray Buff - The Contractor shall dust, mop, and damp mop the floor surface in preparation for spray buffing. The Contractor shall use single-disc floor machines, buffing pads, and spray bottles with a spray buffing solution to restore a uniform gloss and protective finish to resilient tile or terrazzo floors that are finished with a floor finish. The Contractor shall remove all spray buff solution from baseboards, furniture, trash receptacles, etc.

27.69 Strip and Refinish Ceramic and Vinyl Tile Floors - The Contractor shall completely remove all non-permanent floor finish and sealer from smooth, hard surfaces, wood, terrazzo, resilient tile and baseboards, furniture, partition legs and bases. The Contractor shall use single disc floor machines, stripping pads, putty knives, abrasive pads, mops, mop buckets and wringers, floor finish remover and rust remover to remove all removable marks, heel marks, scuff marks, rust stains, gum and other types of stains and soil. The Contractor shall use manual scrubbing devices in areas inaccessible to the floor machines. The Contractor shall use wet/dry tank vacuum to pick up stripping solutions except in areas where its use is not practical. The Contractor shall rinse thoroughly with clear water all floor surfaces to which floor finish remover has been applied. When a wet/dry tank vacuum is used, the Contractor shall rinse the floor at least twice. After the floor finish has been removed, the Contractor shall use a fine strand rayon mop to apply at least 2 coats of floor seal and 3 coats of floor finish to resilient tile. The Contractor shall remove all floor seal, floor finish, stripper and stripping slurry from baseboards, furniture and other such areas. Special Note In areas of buildings with floor tiles containing asbestos (if any); special floor maintenance procedures are required, unless non-abrasive scrubbers and buffers are used. Non-ammoniated finish strippers may be used, subject to their being effective. Floor tiles may be buffed with low-maintenance, low-abrasion pads at speeds of 190 rpm or less, subject to effective results. Specific floor maintenance procedures for floor tiles containing asbestos shall be approved by the Contract Administrator.

27.70 Special Floor Surfaces - Treatment and care of special floor surfaces shall be dealt with in accordance with manufacturers specifications. New buildings, such as libraries, are utilizing custom designed flooring installations utilizing materials that may require special care to prevent damage. Contractor should take care to investigate the special requirements for floor care that may be necessary in such instances before applying treatment.

27.71 Sweeping - means a properly swept or dust-mopped floor free of all surface dirt, dust, grit, lint and debris.

27.72 Trash - means debris, litter and any item(s) or material left in the area.

27.73 Trash Disposal - By means of equipment provided by the Contractor. All garbage, debris and other trash materials shall be removed as required from cleaned areas to avoid spills and damage to the facilities. It will be transported by the Contractor’s employees and deposited in trash compactors and/or dumpsters provided. The Contractor shall use maximum care in moving the trash to the compactor/dumpster sites. All debris generated is to be removed by the Contractor prior to the end of each shift. All dumpster areas are to be left in a clean and tidy condition, free of all soil and debris at the end of each shift.

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27.74 Vacuum Cleaning - Vacuum Cleaning with a properly equipped machine is the primary method of cleaning hard surfaces, carpets, upholstery and other areas of dust, dirt and allergens.

27.74.1 The Contractor shall use a carpet vacuum equipped with HEPA filter to remove soil and debris from carpeted floor surfaces from within the carpet pile.

27.74.2 The Contractor shall use a hose and brush or crevice attachment to vacuum areas inaccessible to the carpet vacuum including escalator, elevator and door tracks.

27.74.3 Moisture and dry soil is to be vacuumed from carpeted type entrance mats. The Contractor shall use carpet stain remover and gum remover to remove carpet stains and gummy soil from entrance mats.

27.74.4 For vinyl backed carpet and carpet glued directly to the floor without a cushion a vacuum with a rotating cylindrical brush, rather than a beater bar should be used to agitate the pile and loosen the soil.

27.75 Wax - See Recondition Finished Floors

27.76 Wax Removal (See Also Strip and Refinish Floors) - means wax removal is accomplished when surfaces have all wax removed down to the flooring material; floors left free of dirt, stains, deposits, debris, cleaning solution, and standing water, and the floor has a uniform appearance when dry.

27.77 Wet Clean Non-Carpeted Floors - The Contractor shall use detergent solution, wet mops, buckets and wringers, deck brushes, corner brushes, swivel pad holders, abrasive pads and putty knives to remove soil from non-carpeted floors which cannot be removed by vacuuming or dust mopping. The Contractor shall use scrub brushes to remove spots and stains not removed by mopping. After the floor has been wet cleaned, it shall have a uniform appearance free of soil, stains, streaks, swirl marks, detergent film or any observable soil which can be removed by damp mopping.

28. LEVELS OF CLEANING SERVICE

28.1 Daily Cleaning - means various routine procedures that are required on a daily basis.

28.2 Weekly Cleaning - means various routine procedures that are required on a weekly basis.

28.3 Monthly Cleaning - means various routine procedures that are required on a monthly basis.

28.4 Policing - means the various routine services performed one or more times a day, that are intended to be supplemental to the daily cleaning service, in order to keep the facilities neat and clean according to this contract. This service is to be performed when day porters are assigned to a facility.

28.5 Project Cleaning - This category contains the periodic services that are intended to clean to a “like new” condition. This service includes but is not limited to overhead dusting, high dusting, wall washing, carpet extracting, floor stripping and refinishing, steam cleaning, pressure washing and other detailed services not included in routine daily cleaning or policing.

28.6 Annual Air Quality Cleaning - is an intensive detailed cleaning procedure to achieve the goal of enhancing indoor air quality in County buildings and reduce the likelihood of indoor air quality problems, lowering health risks, increasing comfort and productivity and reducing exposure to liability from internal air quality problems. HEPA Vac System must be used to perform all vacuuming functions. See Minimum Services Schedule for annual air quality cleaning.

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29. PERFORMANCE STANDARDSSpecific tasks and the frequency of their performance are stated in the Minimum Services Schedule Part 3. These are suggested minimum requirements to meet quality standards expected to be achieved for this contract. Due to conditions found at particular locations, the Contractor may need to increase the frequency of the tasks in order to keep the facilities neat and clean in accordance with the performance standards stated herein. Any increase in the routine tasks shall be at no additional cost to the County. The Contract Administrator will use the following minimum quality standards to evaluate the performance of the Contractor

29.1 Absence of all dust, lint, spider webs, litter and/or trash etc. in facilities, on horizontal and vertical surfaces, floors, walls, ledges, upholstered furniture, systems furniture, equipment, fixtures and surfaces up to and including the ceiling, that are visible from the floor surface below or adjacent floor levels, balconies, stairs, etc. This includes exposed surface of lights, grills, light fixtures, pipe, sprinkler system, cables, ledges, walls and ceiling vents.

29.2 Absence of finger marks, spots and/or soil build-up on walls, partitions, doors, windows, dividers, etc.

29.3 All urinals, toilets, lavatories must be maintained in a clean and sanitary condition free of all stains, streaks, soil or other residue or latent odor.

29.4 Absence of all bacteria growth and spore formations on surfaces and water fountains.

29.5 Absence of litter – offices, rest rooms and other public areas.

29.6 Absence of graffiti, marks, streaks, spots, stains from all mirrors, stainless steel, chrome, brass and other bright metal surfaces where appropriate. All work shall be polished to a dry sheen.

29.7 Floor drains shall be maintained at all times with a germicidal solution to fill the drain trap and prevent the escape of sewer gas.

29.8 Absence of chewing gum from floors, carpet, sidewalks or any other surfaces.

29.9 The reflectance and protective finish on smooth, hard surfaced, wood, terrazzo, tile and resilient floors shall be a uniform gloss without streaks, swirls or visible scratches.

29.10 Provide adequate protection against slippery floors by ensuring finishes and treatments are properly applied, maintained and free of standing water.

29.11 Absence of incrustation, soil and wax build-up on floors, particularly in corners, along edges and baseboards, around door jams and around furniture and equipment legs and bases.

29.12 Absence of dust, visible soil, lint and debris from carpet surface and within carpet pile.

29.13 Absence of soil, litter dust and spots from all carpets, mats and floors.

29.14 Maintain all janitorial equipment and supply storage areas in a neat condition.

29.15 Absence of soil, litter, dust and incrustation in ashtrays, urns, wastebaskets, and trash containers. Ashtrays, wastebaskets and trash containers shall be washed when needed.

29.16 Absence of marks, spots, stains and streaks on interior and exterior entrance doors and glass, all partition glass, and interior windows.

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29.17 Absence of soil and dust on window blinds, shades, sills, frames and ledges.

29.18 Absence of trash in buildings. Trash shall be collected and removed to designated area which shall be maintained in a neat and tidy condition.

30. COMPLIANCE WITH PERFORMANCE STANDARDSThe Contractor shall be required to clean each facility subject to this contract to a neat and clean condition satisfactory to the County and in accordance with the specifications and frequencies set forth in this agreement.

31. The Contract Administrator at each location will monitor the Contractor’s performance under this contract using the quality assurance procedures specified by the Facilities Maintenance Division. All questions concerning the quality or acceptability of materials used, the work performed, the manner of performance and progress meeting the requirements of the contract should be taken to the Contract Administrator at each location.

32. PERIODIC QUALITY CONFORMANCE EVALUATION

32.1 All work performed under this contract will be inspected on a regular basis. The inspection frequency will generally be determined by the success the Contractor achieves in meeting the required quality standards.

32.2 All work will be assigned a numerical rating based on a 5-point scale.

32.3 A facility rating of 4 or above will be inspected approximately once each 3 months.

32.4 A facility rating between 3.5 and 3.99 will be inspected approximately each 2 months.

32.5 A facility rating of 3.0 to 3.49 will require a follow up inspection within 1 month.

32.6 A facility rating below 3.0 will require a follow up inspection each week.

32.7 Four (4) consecutive weekly inspections resulting in a rating of 3.0 or below, determined individually or cumulatively, could be deemed by the County, in the County’s sole discretion, to be an event of default and subject to termination for non-performance.

33. GRADING FORMAT

County will inspect and evaluate the Contractor’s performance in accordance with the frequency schedule described in the preceding section. Inspections may be more frequent if necessary to ensure compliance with contract specifications. The facility components to be rated will be

(1) – Arrival/Public Access Areas, (2) – Interior Public/Service Areas, (3) – Employee/Group Work Areas, (4) – Administrative/Private Offices, (5) – Employee/Joint Use Areas, (6) – Support/Service Areas, (7) – Rest Rooms, (8) – Carpeted Flooring, (9) – Tile, smooth finish, resilient and other flooring, (10) – Specialty Areas, (11) – Compliance with administrative duties under the contract.

33.1 A numerical rating of 5 signifies the condition of the space is fully in compliance with the applicable standards.

33.2 A numerical rating of 4 signifies the space has from 1 to 2 discrepancies identified as requiring improvement to meet the standard.

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33.3 A numerical rating of 3 signifies the space has from 3 to 4 discrepancies identified as requiring significant additional effort to meet the standard. It may also be assigned if the required tasks have not been performed at the frequency as required by the Minimum Service Schedule called for in Part 3.

33.4 A numerical rating of 2 signifies the space as 5 or more discrepancies identified as not meeting the standard and requires immediate significant additional effort by the Contractor to bring the area into compliance. This rating requires an immediate written notice to the Contractor that improvement is required within 24 hours.

33.5 A numerical rating of 1 signifies the space has continued to receive 5 or more discrepancies identified as not meeting the standard and has not been brought into compliance despite a previous written notification.

33.6 A numerical rating of 0 signifies the space has continued to receive 5 or more discrepancies identified as not meeting the standard or has not been brought into compliance at a minimum rating of 3.5 despite repeated previous written notification.

33.7 Grading Modifications for Alternate Service/Pricing

33.7.1 The Base or Alternate prices and related Suggested Minimum Task Service Schedules are selected for utilization on a facility by facility basis by the agency responsible for providing the janitorial service for a particular facility. Evaluator must be aware of which Pricing and Frequency schedule is being utilized for a facility being evaluated.

33.7.2 The Task Frequency revisions reflected in “Alternate” Pricing and Revised Minimum Task Service Schedule does not eliminate the regular evaluation of the Contractor’s performance, but an adjustment in the grading procedure and deficiency allowance is required.

33.7.3 When performing the Periodic Quality Conformance Evaluation for facilities utilizing “Alternate” Pricing the evaluation per Section 32 utilizing the Grading Format provided for in Section 33 of the contract shall be adjusted. The discrepancies allowed to achieve the numerical grade should be increased by 1(one) discrepancy for each of the numerical ratings described in Sections 33.1 through 33.6

34. REMEDIES FOR NONPERFORMANCE OF SERVICEIn the event of non-performance of service by the Contractor, the Contract Administrator shall have the right to exercise one of the following options

34.1 Notify the Contractor of nonperformance and allow the Contractor to correct such item of nonperformance within reasonable amount of time but not to exceed 24 hours notification. The County shall make no deduction for such item if it is properly corrected.

34.2 If the Contractor does not comply with the above, the Facilities Maintenance Division shall correct the item of nonperformance by any means it deems necessary. Direct cost incurred by the County, including cost of county’s own work force, for the correction shall be deducted from payment made to the Contractor.

34.3 Contractor complaints made by users and processed through the Facilities Maintenance Division are to be corrected within five days of formal complaint. Written response to the Facilities

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Maintenance Division is required. Failure to properly resolve complaints within five calendar days may result in the cancellation of this contract.

36. TERMINATION OF PARTICULAR LOCATIONS

In the event the County shall sell, vacate, abandon, or otherwise dispose of or terminate a location to which this contract applies, all existing contracts or agreements or services applicable to such location, the portion of this contract that applies to such location is so terminated. The County will endeavor to give the Contractor written notice of such termination of locations a minimum of thirty (30) days in advance.

37. ADDITION/MODIFICATION OF LOCATIONS OR SERVICES

37.1 The County reserves the right to add locations to this contract as these additional locations may be acquired. Locations to be added may include, but are not limited to, expansions or additions to existing facilities and acquisition or construction of new properties. In the event that the County makes significant structural changes to an existing facility that impacts the Contractor’s cost in providing the janitorial service anticipated by this contract such change may be treated as a new facility and the procedures provided for in this section may be followed in determining an appropriate price.

37.2 Calculating the cost per square foot for the existing service and applying it to the areas subject to adjustment may be used to determine incremental adjustments in cost due to expansions or contractions of existing facilities. In the event the areas added or subtracted are not comparable in service need to the existing areas covered under the agreement an appropriate adjustment may be made with the approval of the Contract Administrator.

37.3 In the event the County wishes to add other locations to an existing Janitorial Contract, a quotation may be solicited from an incumbent Contractor in good standing with the County under a current Janitorial Contract.

37.4 Pricing proposals will be reviewed by the Contract Administrator and a Purchasing representative, based upon contract pricing in effect for a location with similar requirements. If the County is not satisfied with the results of the review, the county may solicit Proposals from other Contractors providing service to other facilities under contract with the County. In the event only one Contractor is providing service to all County facilities, the new requirements may be filled with a new solicitation.

37.5 In the event services such as Day Porter or other basic scheduled services are added or deleted the appropriate unit labor prices used for additional scheduled services may be utilized for the adjustment. The Contractor may voluntarily provide pricing for such specifically requested service at a lower rate without affecting the standard contract rate established for additional scheduled service.

37.6 Any modifications of locations or the addition or deletion of services shall be effected by an Amendment to this contract.

37.7 The Purchasing Director must approve any adjustment in price.

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Part 2 Facility (Site) Identification/Details

BROWARD COUNTY SOUTH REGIONAL COURTHOUSE3550 HOLLYWOOD BOULEVARD

HOLLYWOOD, FL 33021 ITEM #1

FMD BUILDING MANAGER PETER ARIDA (954) 680-0002CELL PHONE (954) 605-8174

DAYS OF SERVICES 5 DAYSPRODUCT RATE CATEGORY 3,000 SQ. FT. PER HR.

STAFFING:DAY PORTERS 0 PER SHIFTEVENING JANITORIAL STAFF AS REQUIRED – ALL WORK PERFORMED AFTER 5:00

P.M.

MINIMUM HOURS REQUIRED TO PERFORM SERVICE:BASIC JANITORIAL 380PROJECT WORK 76SUPERVISION 46DAY PORTERS 0TOTAL MINIMUM HOURS PER MONTH 511AIR QUALITY CLEANING (ONE TIME PER YEAR) 108SQ. FOOTAGE 51,800% CARPETED 60%

NO. OF EMPLOYEES WORKING IN THE BUILDING 575PUBLIC VISITORS, PATRONS APPROXIMATELY 15,000 PER MONTH

NO. OF RESTROOMS 15NO. OF SINKS 42NO. OF TOILETS 42NO. OF URINALS 16

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Part 3 - Base Service Frequency Schedule

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Part 3 - Base Service Frequency Schedule(Continued)

Part 3 - Base Service Frequency Schedule(Continued)

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Part 4 - Equipment List and Budget

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Part 5 Daily Work Roster/Sign-in Sheet

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ATTACHMENT “D”FORM OF PERFORMANCE AND PAYMENT BOND

KNOW ALL MEN BY THESE PRESENTS:

That we ______________________________________________ as Surety, are bound to the Board of County Commissioners of Broward County, Florida, as Obligee, hereinafter called COUNTY, in the amount of ______________ Dollars ($__________) for the payment whereof CONTRACTOR and Surety bind themselves, their heirs, executors, administrators, successors and assigns, jointly and severally.

WHEREAS, CONTRACTOR has by written agreement entered into a Contract dated the ____________ day of _______, 20__, with COUNTY for _____________________________which Contract is by reference made a part hereof, and is hereinafter referred to as the Contract.

THE CONDITION OF THIS BOND is that if the CONTRACTOR:

1. Performs the Contract between the CONTRACTOR and the COUNTY for construction of _____________________, the Contract being made a part of this Bond by reference, at the times and in the manner prescribed in the Contract; and 2. Promptly makes payments to all claimants, as defined in Section 255.05 (1), Florida Statutes, supplying CONTRACTOR with labor, materials, or supplies, used directly or indirectly by CONTRACTOR in the prosecution of the work provided for in the Contract; and

3. Pays COUNTY all losses, damages, expenses, costs and attorneys fees including appellate proceedings, that COUNTY sustained; and

4. Performs the guarantee of all work and materials furnished under the Contract for the time specified in the Contract, then this Bond is void; otherwise it remains in full force.

The Surety hereby waives notice of and agrees that any changes in or under the Contract Documents and compliance or noncompliance with any formalities connected with the Contract or the changes does not affect Surety's obligation under this Bond.

Whenever CONTRACTOR shall be, and declared by COUNTY to be, in default under the Contract, the COUNTY having performed COUNTY'S obligation thereunder, the Surety may promptly remedy the default, or shall promptly

(1) Complete the CONTRACT in accordance with its terms and conditions; or

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ATTACHMENT “D” (Continued)FORM OF PERFORMANCE AND PAYMENT BOND

(2) Obtain a bid or bids for completing the Contract in accordance with its terms and conditions, and upon determination by Surety of the lowest responsible Bidder, or, if the COUNTY elects, upon determination by the COUNTY and surety jointly of the lowest responsible Bidder, arrange for a Contract between such Bidder and COUNTY, and make available as work progresses (even though there should be a default or a succession of defaults under the Contract or Contracts of completion arranged under this paragraph) sufficient funds to pay the cost of completion less the balance of the Contract price; but not exceeding, including other costs and damages for which the Surety may be liable hereunder, the amount set forth in the first paragraph hereof. The term "balance of the Contract price," as used in this paragraph, shall mean the total amount payable by COUNTY to CONTRACTOR under the Contract and any amendments thereto, less the amount properly paid by COUNTY to CONTRACTOR.

No right action shall accrue on this bond to or for the use of any person or corporation other than the COUNTY named herein and those persons or corporations provided for by Section 255.05, Florida Statutes, or their heirs, executors, administrators or successors.

Any action under this Bond must be instituted in accordance with the Notice and Time Limitations provisions prescribed in Section 255.05(2), Florida Statutes.

Signed and sealed this ______________ day of ____________________, A. D., 20__.

______________________________________________(Name of Corporation)

WITNESSES: __________________________________Secretary

CORPORATE SEAL)BY: ____________________________________________

(Signature and Title)BY: ____________________________________________

(Type Name and Title signed above)

IN THE PRESENCE OF:

__________________INSURANCE COMPANY:______________________________

BY: ___________________________________________Agent and Attorney-in-Fact

Address: ______________________________________ (Street)

______________________________________________(City/State/Zip Code)

Telephone No.: _________________________________

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ATTACHMENT "E"IRREVOCABLE LETTER OF CREDIT

Date of Issue ________________________________________________

Issuing Bank's No. ____________________________________________ Beneficiary: Applicant:Broward County through itsBroward County Board of County Commissioners Amount: ______________________________________________County Administrator in United States FundGovernmental Center115 South Andrew AvenueFort Lauderdale, Florida 33301 Expiry:

(Date)Bid/Contract Number

_____________________________________________We hereby authorize you to draw on _________________________________________________________

(Bank, Issuer name)at__________________________________________________________________________________(Branch Address)by order of and for the account of __________________________________________________________(Contractor, Applicant, Customer)up to an aggregate amount, in United States Funds, of _________________________________ available

by your draft at sight, accompanied by:

(1) A signed statement from the County Administrator of Broward County, or the Administrator's authorized representative, that the drawing is due to default in performance of certain obligations on the part of____________________________________________________________________________

(Contractor, Applicant, Customer)

agreed upon by and between Broward County and_________________________________________(Contractor, Applicant,

Customer)pursuant to the Bid/Contract No. _____________________ for ___________________________(Name of Project)and Section 255.05, Florida Statutes.

Drafts must be drawn and negotiated not later than ______________________________________________

(Expiration Date)Drafts must bear the clause: "Drawn under Letter of Credit No. _________________________________(Number)of ____________________________________________, dated _______________________________

(Bank Name)

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ATTACHMENT "E" (Continued)IRREVOCABLE LETTER OF CREDIT

This Letter of Credit sets forth in full the terms of our undertaking, and such undertaking shall not in any way be modified, amended, or amplified by reference to any documents, instrument, or agreement referred to herein or to which this Letter of Credit is referred or this Letter of Credit relates, and any such reference shall not be deemed to incorporate herein by reference any document, instrument, or agreement.

We hereby agree with the drawers, endorsers and bona fide holders of all drafts drawn under and in compliance with the terms of this credit that such drafts will be duly honored upon presentation to the drawee.

Obligations under this Letter of Credit shall be released one (1) year after the final completion of the Project by the

___________________________________________________________________________________(Contractor, Applicant, Customer)

and final acceptance by Broward County.

This Credit is subject to the "Uniform Customs and Practice for Documentary Credits," International Chamber of Commerce (1984 revision), Publication No. 400 and to the provisions of Florida law. If a conflict between the Uniform Customs and Practice for Documentary Credits and Florida law should arise, Florida law shall prevail. If a conflict between the law of another state or country and Florida law should arise, Florida law shall prevail.

____________________________________(NAME OF ISSUING BANK)

____________________________________Authorized Signature

____________________________________Type Name

____________________________________Type Title

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LETTER OF INTENTTo Utilize a County Business Enterprise (CBE) Subcontractor/Subconsultant

From (Name of Proposer/Bidder): ________________________________________________________

Firm Address: ________________________________________________________________________

Project Description: ____________________________________________________________________

In response to Broward County’s RFP/Bid No. _______________________________________, the undersigned hereby agree to utilize the CBE firm listed below, if awarded the contract. The undersigned further certify that the firm has been contacted and properly apprised of the projected work assignment(s) upon execution of the contract with Broward County.

Name of CBE Firm: ____________________________________________________________________

Address of CBE Firm: __________________________________________________________________

Expiration of CBE Certification:___________ Projected CBE Work Assignment (description of work

assignment): ________________________________________________________________________

Projected Percentage of Prime’s Contract Fees to be Awarded to CBE:___________________________ (Dollar Amt or Percentage %)

_____________________________________________ ________________________________ (Signature of Owner or Authorized Rep. Prime) (Date)

Print Name (owner or authorized Rep. Prime): ______________________________________________

Subscribed and sworn to before me this _________ day of _________________________ 200______.

Notary’s Signature______________________________ Notary Seal: ____________________________- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - (ACKNOWLEDGEMENT BY THE PROPOSED CBE FIRM)

The undersigned intends to perform work in connection with the above Contract as (check one)___ an individual ___ a partnership ___ a corporation ___ a joint venture. The undersigned agrees with the prime contractor’s/consultant’s proposal and further certifies that all information provided herein is true and correct.

_______________________________________ __________________________________ (Signature of Owner or Authorized Rep. CBE) (Date)

Print Name (owner or authorized Rep. CBE): _______________________________________________

Subscribed and sworn to before me this _________ day of ____________________________ 200_____.

Notary’s Signature______________________________ Notary Seal: ____________________________

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SCHEDULE OF (CBE) PARTICIPATION (Submit this form with an executed Letter of Intent from each CBE firm listed in this form)

Bid/RLI/RFP #: Project Location: Date Form Submitted:Project Name: Project Start Date:Prime Contractor: Address: Contact Person: Telephone #: Fax #:

CBE Subcontractor CBE Expiration date Address Phone Type of Work to be

PerformedSub-contract Amount (Agreed Price ($) or Percentage (%)

Total CBE ParticipationTotal Contract AmountCBE Subcontractor Participation Percentage(Total amount allocated to CBEs divided by Total Contract Amount)

%

The listing of a CBE shall constitute a representation by the bidder/responder to Broward County that such CBE has been contacted and properly apprised of the upcoming County project. Bidders/Responders are advised that the information contained herein is subject to verification by the Small Business Development Division and that submission of said information is an assertion of its accuracy, per the requirements of the Small Business Development Program.

I certify that the above information is true to the best of my knowledge: Signature: Title: Date:

THIS DOCUMENT MUST BE PROVIDED WITH THE SUBMITTAL AND SIGNED BY THE PERSON SIGNING THE SUBMITTALSBDD COMPLIANCE FORM 2009-SOP

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CBE UNAVAILABILITY REPORTRFP/BID NO. _______________________

____________________________________________________________________________(NAME OF PRIME CONTRACTOR) (ADDRESS) (TELEPHONE NO.)

The undersigned representative of the Prime Contractor personally appeared before the undersigned officer authorized to administer oaths who after being duly sworn states that the undersigned has contacted the CBEs listed below and that said CBEs are unavailable to perform or submit a bid which was not the low acceptable bid set forth and that the following information regarding CBE subcontractors is true and correct to the best of his/her knowledge:

1. The following CBE contractors were invited to bid subcontract work, but were not available to work. (Attach list if necessary.)

Name

____________________________________________________________________

____________________________________________________________________

2. The following CBE contractors were invited to bid subcontract work, but did not respond to the invitation. (Attach list if necessary.)

Name

____________________________________________________________________

____________________________________________________________________

3. The following CBE contractors submitted bids which were not the low acceptable bids. (Attach list if necessary.)

Name

____________________________________________________________________

____________________________________________________________________

If you did not get any responses to your solicitation of CBE contractors, please detail your efforts to recruit eligible firms, i.e., advertising, personal calls, mailing lists, etc. Information provided will be verified. Attach all supporting documents such as newspaper ads, phone lists, mailing lists, etc.

Signature: _______________________Title: _______________________________

Date: ___________________________

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Keyboard Enterable Version of RLI Web viewRequest for Proposals (RFP) RFP Number: R0921804P1. RFP...

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Transcript of Keyboard Enterable Version of RLI Web viewRequest for Proposals (RFP) RFP Number: R0921804P1. RFP...