2027010 Custodial Services for Sandridge Golf Club.pdf

2027010 Custodial Services for Sandridge Golf Club

Request for Proposals

Project Name: Custodial Services for Sandridge Golf Club

RFP #: 2027010

Fidelity Bond Required: $25,000 (required if awarded contract)

Mandatory Pre-Proposal Meeting time/location:

October 20, 2026 at 9:00 a.m.

Sandridge Golf Club Cafe 5300 73rd Street Vero Beach, 32967

RFP Opening Date: November 5, 2026 RFP Opening Time: 2:00 P.M.

All proposals must be submitted electronically through the Bonfire platform (https://indianriver.bonfirehub.com). Hard copy proposals are not accepted.

Unless otherwise noted, proposals will be publicly opened in room B1-303, 1800 27th Street, Vero Beach, FL 32960.

Initial screening, ranking, final ranking, and negotiations will be in accordance with the criteria specified within this solicitation. The Board of County Commissioners reserves the right to accept or reject any and all submittals and to waive any and all informalities.

https://indianriver.bonfirehub.com/

Scope of Services

1. Introduction Indian River County, on behalf of Sandridge Golf Club, is seeking proposals from qualified custodial service providers to provide comprehensive custodial and day-porter services for Sandridge Golf Club's new clubhouse and designated golf-course support facilities in Vero Beach, Florida.

Sandridge operates a high-volume 36-hole public golf facility. The new clubhouse includes golf operations, administrative offices, banquet and meeting facilities, public restrooms and common areas, together with restaurant and food-and-beverage operations. Certain restaurant, kitchen and catering-kitchen areas are specifically excluded from the custodial scope.

The intent of this solicitation is to establish a reliable custodial program that maintains the facility in a clean, safe, sanitary, orderly and presentation-ready condition throughout the operating day. The County is seeking more than traditional after-hours janitorial cleaning; the successful Contractor must provide scheduled cleaning, ongoing restroom inspection and servicing, day-porter functions, designated satellite-facility service, responsive corrective cleaning, documentation and effective supervision.

The detailed technical requirements are contained in Exhibit A, Sandridge Golf Club Custodial Services

- Scope of Work.

2. Facility and Operational Background

• Sandridge Golf Club is a 36-hole public golf facility consisting of the Dunes and Lakes golf courses.

• The custodial contract will support a newly occupied clubhouse and designated satellite golf facilities. Maintaining the appearance and condition of the new building is a priority.

• Custodial service is expected to begin at 5:45 a.m. daily, with the clubhouse opening-ready at approximately 6:15 a.m.

• The Pro Shop is normally open from 6:45 a.m. until 5:30 p.m. daily and is locked outside those hours. Pro Shop custodial work must occur during the access window.

• Normal building closing is tied to restaurant operating hours. Custodial coverage required because an event extends beyond normal restaurant/building hours is an additional billable service.

• The restaurant, kitchen and catering kitchen are outside the base custodial scope except for specifically identified included offices, the kitchen staff restroom and common-area interfaces.

• Four on-course shelters, Birdie House and designated cart-barn employee areas are included in the custodial program.

• Custodial storage is anticipated in the cart barn. A utility sink/water source is anticipated near the kitchen staff restroom area.

3. Intent of Solicitation Sandridge is contracting for facility cleanliness and presentation standards, not merely completion of individual cleaning tasks. Minimum service frequencies establish baseline requirements; the successful Contractor shall proactively identify and correct routine custodial deficiencies during staffed operating hours.

The County's objective is to select a Contractor capable of:

• Providing opening readiness before customers enter the building.

• Maintaining high-use public restrooms through formal cleaning cycles and interim condition inspections.

• Maintaining public tile corridors, entrances, glass, trash receptacles and high-touch areas throughout the day.

• Providing consistent service to four remote golf-course shelters, Birdie House and cart-barn employee areas.

• Maintaining sufficient clubhouse coverage while employees are servicing remote facilities.

• Responding promptly to spills, restroom problems and other unexpected custodial conditions.

• Providing competent supervision and quality control without requiring Sandridge personnel to manage the Contractor's individual cleaners.

• Documenting inspections and completed work using Microsoft Forms or another Sandridge-approved digital system once implemented.

• Providing additional event-related services when separately authorized.

4. Contractor Qualifications Each proposer should demonstrate the organizational capacity, experience and staffing resources necessary to perform the Scope of Work. At a minimum, proposals should address:

• Company history and number of years providing commercial custodial services.

• Experience servicing high-traffic public, hospitality, government, recreation, clubhouse, hotel, event, convention or comparable facilities.

• At least three current or recent comparable client references.

• Ability to provide staffing throughout the required operating period and reliable back-up coverage for absences and call-outs.

• Account-management and supervisory structure proposed for Sandridge.

• Employee training in chemical handling, equipment use, PPE, workplace safety, bodily-fluid cleanup and other applicable custodial procedures.

• Quality-control and inspection procedures.

• Ability to mobilize and transition into a newly occupied facility.

• Licenses, registrations, background requirements and other qualifications required by Indian River

County.

• Insurance requirements established by Indian River County Risk Management/Procurement.

5. Pre-Proposal Site Visit / Walkthrough A Mandatory pre-proposal site walkthrough will be held at Sandridge Golf Club Cafe located at 5300 73rd Street, Vero Beach, FL 32967 on October 20, 2026, at 9:00 a.m., so prospective proposers can observe the clubhouse layout, restroom groups, floor surfaces, Pro Shop access, banquet and meeting areas, custodial storage, utility-sink location, Birdie House, cart barn and the four golf-course shelter locations. No one arriving after the mandatory pre-proposal meeting starts will be allowed to sign in as having been in attendance. The walkthrough will explain the travel requirements to the remote shelters.

The furthest shelter requires up to approximately 10 minutes travel each way (golf carts will be provided); the other three are approximately 5 minutes each way. Anyone who needs a special accommodation for this meeting may contact the County’s Americans with Disabilities Act (ADA) Coordinator at (772) 226-1223 at least 48 hours in advance of the site visit/walkthrough.

6. Scope of Work The successful Contractor shall perform all work described in Exhibit A - Sandridge Golf Club Custodial Services Scope of Work. Proposers shall review the entire Scope of Work before submitting pricing.

The Scope of Work distinguishes base service from separately authorized services, including post-event banquet cleaning, extended-hours event custodial coverage, carpet extraction/deep cleaning and certain specialty window work.

7. Contract Performance and Deficiencies The Contractor will be expected to meet both the minimum frequencies and the condition standards in Exhibit A. Documented completion of a scheduled task does not excuse an unacceptable condition that reasonably requires corrective custodial service during staffed hours.

8. Exhibits

• Exhibit A - Sandridge Golf Club Custodial Services Scope of Work.

• Exhibit B - Clubhouse Custodial Area Plan / Floor Plan Legend.

PROJECT REQUIREMENTS

Proposer must possess the following licenses and registrations at the time of proposal:

Business Tax Certificate Actively enrolled in E-verify

End of Technical Specifications

Submittal Instructions

Information to Be Submitted: Proposals shall be uploaded as a single, searchable pdf file, and organized as follows:

a. Cover letter: If desired, provide a one-page cover letter summarizing your proposal and identifying your primary point of contact for this proposal.

b. Company Qualifications: History, relevant experience, organizational capacity and qualifications.

c. References: Provide at least three current or recent comparable custodial service references, including entity, contact name, phone number and email. Sandridge/County will contact references and may consider the proposer’s ability to provide consistent service with limited day-to-day client supervision.

d. Staffing & Work Plan: Sandridge does not prescribe an exact employee headcount. Each proposer shall determine the staffing necessary to meet the Scope of Work. The staffing submission should identify anticipated employees and labor hours by time of day and day of week (5:45 a.m. – 10:00 p.m.) and explain:

• How opening readiness will be completed between 5:45 a.m. and approximately 6:15 a.m.

• How public restroom inspections and formal cleaning cycles will be maintained.

• How the Pro Shop will be serviced within its 6:45 a.m. – 5:30 p.m. access window.

• How the kitchen staff restroom and Chef/F&B Manager office will be serviced mid-morning/midday without unnecessary ki9tchen interference.

• How two daily remote facility routes will be completed without leaving the clubhouse inadequately covered.

• How normal closing responsibilities will be coordinated with restaurant/building hours.

• How call-outs, vacations and vacancies will be covered.

e. Quality Control Plan: Describe inspections, supervision, deficiency correction, customer communication and proposed use of Sandridge’s digital checklist system.

f. Startup Plan: Because the work will support a newly constructed and occupied clubhouse, the selected Contractor shall participate in a pre-commencement transition process. The final startup plan should confirm:

• Assigned employees and supervisor/account manager.

• Equipment and supply mobilization.

• Custodial – storage organization.

• Utility-sink/water access.

• Keys, access controls and alarm/security procedures as applicable.

• Flooring and finish-product compatibility.

• Consumable dispenser types and stocking plan.

• Microsoft Forms/checklist onboarding.

• Emergency and management contacts.

• Opening day and first week staffing plan.

g. Pricing: Proposers shall use Bid Table BT-06NR in the Required Information section so the County can compare equivalent pricing. The County requests the contractor base the price on the Contractor providing labor and all equipment, cleaning supplies, and consumables.

All additional charges, minimums, after-hours differentials, weekend/holiday differentials, supply markups, fuel charges or other mandatory fees must be disclosed in the written portion of the proposal. Any separately priced services shall not be performed without authorization in accordance with County/Sandridge procedures.

Proposers are instructed to complete and submit the following forms individually where indicated in “Requested Information” in Euna Bonfire (do not include in the pdf):

1. RFP Compliance Form

2. Sworn statement on Disclosure of Relationships as per Section 105.06 of the Indian River

County Code

3. Certification Regarding Prohibition Against Contracting with Scrutinized Companies

4. Certification regarding lobbying

5. Anti-Human Trafficking Affidavit

6. Proof of enrollment in the Department of Homeland Security’s E-Verify System

7. Business Tax Certificate

There is no page limit, however, please consider the committee’s limited time and the need for Proposals to be concise. Images of licenses and certifications are not desired. Please provide only information relevant to the requested services. A single page cover letter may be included but is not requested or required.

Proposals should not be marked “confidential”, “trade secret” or the like. Any information submitted that is exempt from disclosure, in accordance with Florida Statute, MUST be submitted as a separate file, and include the reference in Florida statute that authorizes the County to withhold that specific information from public record requests. The County reserves the right to not consider Proposals containing excessive exempt material, at the County’s sole interpretation. This includes submittals summarily marked as exempt, confidential, or the like.

Method of Selection: The County shall convene a Selection Committee of which the responsibility shall be as follows:

a. Each Committee member shall independently review and evaluate each submittal by assigning a number of points for each criterion, as established in the solicitation, and then totaling the number of points for all criteria for each firm.

b. As a "Committee of the whole", develop a combined ranking order of all Submittals meeting minimum qualifications. The ranking of firms shall be done in the following manner:

1. The total number of points received by each firm from all Committee members shall be totaled and divided by the number of Committee members, to produce an average score.

2. The firm receiving the highest average score shall be ranked the # 1 firm, and the process repeated until all firms have been ranked according to their average score.

3. In the event of a tie, the ranking of tied firms shall be determined by consensus scoring, based on discussion on the tied firms among the committee.

4. After the initial ranking is established, the Committee may discuss the scores and their reasons behind them, and each member may modify their ranking or scores of firms accordingly until the Committee is satisfied with the rankings.

5. After interviews (if held), and based upon information learned during the interviews, each Committee member will rank the firms in order of preference and a consolidated final Committee ranking established.

6. Supplemental information, including Best and Final Offers (BAFO) may be requested during the ranking process, and committee members may modify their ranking of firms, based on the additional information received and/or BAFO response.

7. The evaluation process shall continue until the Committee declares the rankings final.

c. The County may, solely at its own option, seek additional Submittals with this or a similar Submittal in the event the County, solely at its own option, determines that the quantity and/or quality of Submittals received is insufficient to meet the County's needs and/or that award of a contract arising from this RFP would not be in the public interest.

d. The committee will proceed with negotiations with the firm identified in the final rankings as the top ranked firm, if necessary. Should negotiations with the top ranked firm fail, the committee will negotiate with subsequently ranked firms until a final recommendation of award is determined.

Criteria for Award:

EVALUATION CRITERIA EVALUATION POINTS

MAXIMUM

1. Contractor/Staff qualifications/capabilities and similar projects 20

2. References 15

3. Staffing Schedule/Work Plan 20

4. Quality Control 10

5. Start Up Plan 5

6. Pricing 30

TOTAL 100

General Terms and Conditions

By submitting a proposal in response to this request, firm acknowledges the instructions and information provided herein.

Cone of Silence. Potential respondents and their agents must not communicate in any way with the Board of Commissioners, County Administrator or any County staff other than Procurement personnel in reference or relation to this solicitation. This restriction is effective from the time of RFP issue until the Board of County Commissioners meets to authorize award. Such communication may result in disqualification.

Interpretations: All questions about the meaning or intent of the Request for Proposals are to be submitted to the County through the Bonfire platform. Interpretations, modifications, responses, or clarifications considered necessary by County in reply to such questions will be issued by Addenda.

Only questions answered or changes made by Addenda will be binding. Oral and other interpretations, modifications, or clarifications will be without legal effect. All such Addenda shall become part of the RFP and contract documents. Questions submitted within 10 days of the deadline for submittal of proposals may not be answered.

Permits, Impact and Inspection Fees. In accordance with Florida Statutes Section 218.80, the "Public Bid Disclosure Act", County as OWNER is obligated to disclose all license, permit, impact, or inspection fees that are payable to Indian River County in connection with the construction of the Work by the awarded proposer. The anticipated cost of the permit fees due to the Building Division is provided as a fixed line item on the pricing form, specifically indicated in the scope of work, or attached as an appendix to the RFP. This amount does not include fees for any necessary re-inspection(s), which are the responsibility of the Contractor.

Proposal Submission: All proposals and required documents must be submitted electronically via the Bonfire portal, prior to the closing date and time for the proposals. Verbal, printed, emailed or faxed submissions will not be considered, nor will late submittals. The County will not reimburse any proposer for costs associated with preparation or submittal of a proposal.

Public Record Exemption: Correspondence, materials, and documents received pursuant to this Request for Proposals become public records subject to the provisions of Chapter 119, Florida Statutes.

Should the Proposer assert any exemptions to the requirements of Chapter 119, Florida Statutes, and related statutes, the burden of establishing such exemption, by the way of injunctive or other relief as provided by law, shall be upon the Proposer.

Proposal Rejection: Failure to comply with all the enclosed instructions may result in rejection of the proposal.

Valid Period of Proposal: Proposer agrees the pricing, terms and conditions of its proposal will remain valid for a minimum of sixty days from the deadline for receipt of proposals.

Prohibition Against Considering Social, Political or Ideological Interests in Government Contracting: As provided in section 287.05701, Florida Statutes, as amended, the County may not request documentation of, or consider a Proposer's social, political, or ideological interests when determining if the Proposer is responsible, and may not give preference to a Proposer based on its social, political, or ideological interests.

Right to Protest: Any actual or prospective proposer who is aggrieved in connection with a competitive selection process may protest to the Procurement Manager. The protest shall be submitted to the Procurement Manager in writing within five (5) calendar days after the proposer knows or should have known of the facts giving rise to the protest. If the protest is not resolved by mutual agreement, the Procurement Manager shall promptly issue a decision in writing, after consulting the using Department and the Office of the County Attorney.

Committee Meetings: Notice of committee meetings will be posted to the RFP’s listing on the Bonfire portal. Any portion of a meeting pursuant to a competitive solicitation, at which negotiation strategies are discussed, a vendor makes an oral presentation, or answers questions as part of a competitive solicitation is exempt from the Public Meeting requirements in Chapter 286.011 (per Chapter 286.0113(1)(b)1).

Applicable Law and Venue: The resulting Agreement and all rights and duties of the parties hereto shall be governed by the laws of the State of Florida, including but not limited to the provisions of the Florida Uniform Commercial Code Chapters 671-679 F.S., for any terms and conditions not specifically stated within. Venue for any lawsuit brought by either party against the other party or otherwise arising out of this Contract shall be in Indian River County, Florida, or, in the event of a federal jurisdiction, in the United States District Court for the Southern District of Florida.

Conflict of Interest: Any entity submitting a bid or proposal or entering into a contract with the County shall disclose any relationship that may exist between the contracting entity and a County Commissioner or a County Employee. The relationship with a County Commissioner or a County Employee that must be disclosed is as follows: current county employee or commissioner, father, mother, son, daughter, brother, sister, uncle, aunt, first cousin, nephew, niece, husband, wife, father-in-law, mother-in-law, daughter-in-law, son-in-law, brother-in-law, sister-in-law, stepfather, stepmother, stepson, stepdaughter, stepbrother, stepsister, half brother, half sister, grandparent, or grandchild. The term “affiliate” includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in the management of the entity. The disclosure of relationships shall be a sworn statement made on a County-approved form. Failure to submit the form will be cause for rejection of the bid or proposal.

Public Entity Crimes: Pursuant to Florida Statutes Section 287.133(2)(a), all proposers are hereby notified that a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity (defined as the State of Florida, any of its departments or agencies, or any political subdivision); may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity in excess of the threshold amount provided in Florida Statutes Section 287.017 for CATEGORY TWO [currently $35,000] for a period of 36 months from the date of being placed on the convicted vendor list. A "public entity crime" means a violation of any state or federal law by a person with respect to and directly related to the transaction of business with any public entity or with an agency or political subdivision of any other state or with the United States, including, but not limited to, any bid, proposal, reply, or contract for goods or services, any lease for real property, or any contract for the construction or repair of a public building or public work, involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentation.

Foreign Ownership: By submittal of a response to this RFP, Proposer attests it is not owned by, does not have a principal place of business in, and is not established by the laws of, a foreign country of concern as defined in Section 287.138, Florida Statutes.

Suspension and Debarment: County will not make award to parties listed on the government-wide exclusions in the System for Award Management (SAM). The bidder or proposer agrees to comply with the requirements of 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C while this offer is valid and throughout the period of any contract that may arise from this offer. The bidder or proposer further agrees to include a provision requiring such compliance in its lower tier covered transactions. The bidder or proposer further agrees to include a provision requiring such compliance in its lower tier covered transactions. By submittal of its response to this solicitation, proposer asserts neither it nor its principals is presently debarred, suspended or proposed for debarment, declared ineligible, or voluntarily excluded from participation in this work by any Federal department or agency. For work funded by federal grant, bidder or proposer is required to have an active registration with the System for Award Management (SAM) (https://www.sam.gov) prior to execution of the agreement.

Scrutinized Companies Lists: The proposer certifies that it and those related entities of respondent as defined by Florida law are not on the Scrutinized Companies that Boycott Israel List, created pursuant to s. 215.4725 of the Florida Statutes, and are not engaged in a boycott of Israel. In addition, if this agreement is for goods or services of one million dollars or more, proposer certifies that it and those related entities of respondent as defined by Florida law are not on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, created pursuant to Section 215.473 of the Florida Statutes and are not engaged in business operations in Cuba or Syria. The County may terminate this Contract if Company is found to have submitted a false certification as provided under section 287.135(5), Florida Statutes, been placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or been engaged in business operations in Cuba or Syria, as defined by section 287.135, Florida Statutes. County may terminate this Contract if Company, including all wholly owned subsidiaries, majority-owned subsidiaries, and parent companies that exist for the https://www.sam.gov/ purpose of making profit, is found to have been placed on the Scrutinized Companies that Boycott Israel List or is engaged in a boycott of Israel as set forth in section 215.4725, Florida Statutes.

Accordingly, firms responding to this solicitation shall return with their response an executed copy of the attached “Certification Regarding Prohibition Against Contracting With Scrutinized Companies.”

Failure to return this executed form with submitted bid/proposal/statement of qualifications will result in the response being deemed non-responsive and eliminated from consideration.

Non-Discrimination: County will not knowingly do business with vendors or contractors who discriminate on the basis of race, color or national origin, sex, sexual orientation, gender identity, age and/or disability. Through the course of providing services to the County, Contractors shall affirmatively comply with all applicable provisions of Title VI of the Civil Rights Act of 1964, the Civil Rights Restoration Act of 1987 and the Florida Civil Rights Act of 1992, as well as all other applicable regulations, guidelines and standards. Any person who believes their rights have been violated should report such discrimination to the County’s Title VI/Nondiscrimination Coordinator through the office of the County Attorney.

No Coercion: Proposer attests it does not use coercion for labor or services.

E-Verify: Proposer must be registered with and use, at their sole expense, the Department of Homeland Security’s E-Verify system (www.e-verify.gov) to confirm the employment eligibility of all newly hired employees, as required by Section 448.095, F.S. County, proposer, and subcontractors may not enter into a contract unless each party to the contract registers with and uses the E-Verify system.

Proposer is responsible for obtaining proof of E-Verify registration for all subcontractors. This requirement applies to any provider of services or goods.

Assignment/Delegation: No right, obligation or interest in an awarded Agreement may be assigned or delegated by the Proposer without prior written consent of the County, without prejudice to County’s other rights and remedies.

Indemnification (non-Construction): Proposer shall defend, indemnify and hold harmless the County and its commissioners, officers, employees and agents, from any and all losses, damages, expenses (including reasonable attorneys fees) and other liabilities of any type whatsoever, arising out of or relating to any negligence, intentional tort, breach of contract, or breach of applicable law by the Proposer, or its employees, agents, subcontractors, or other persons or entities performing work under the contract.

Indemnification (Construction): Proposer shall indemnify and hold harmless the County, and its commissioners, officers and employees, from liabilities, damages, losses and costs, including, but not limited to, reasonable attorney’s fees, to the extent caused by the negligence, recklessness, or intentional wrongful misconduct of the proposer and persons employed or utilized by the contractor in the performance of the construction contract.

Records/Audit: The Proposer shall maintain books, records and documents pertinent to performance under this Invitation and any resulting Agreement in accordance with generally accepted accounting principles consistently applied. The County and the Florida Office of the Inspector General shall have inspection and audit rights to such records for audit purposes during the term of the contract and for three years following the termination of obligations hereunder. Records which relate to any litigation, appeals or settlements of claims arising from performance under this work or purchase shall be made available until a final disposition has been made of such litigation, appeals, or claims.

http://www.e-verify.gov/

Public Access: The Proposer shall allow public access to all documents and materials in accordance with the provisions of Chapter 119, Florida Statutes.

Domestic Preference for Procurement: In accordance with 2 CFR 200.322, County will extend a preference for the purchase, acquisition or use of goods, products or materials produced in the United States (including, but not limited to iron, aluminum, steel, cement and other manufactured products), to the maximum extent practicable.

Direct Purchase: County reserves the option to purchase certain tangible materials necessary for the performance of the Contract, and thereby save the amount of the sales tax thereon by virtue of the Owner's status as a Tax Exempt Institution. For the purpose of these procedures, the Contractor will assign to the County any rights the Contractor may have under quotes, contracts or commitments received from the particular vendor or supplier for the materials described in the requisition. The invoiced amount of County Purchased Materials and applicable sales tax, had the purchases not been tax exempt, once finalized through the Owner’s Purchase Order and after confirmation of completed delivery and acceptance, will be deducted from the Contractor’s Contract price via Change Order.

Licensure: Proposer must hold licensure as indicated in the Technical Specifications/Scope of Work.

Indian River County Code section 400.01(1) requires that “No person shall engage in the business of construction, contracting or subcontracting as regulated by Florida Statutes or in a [any] categories listed in Appendix A to Ordinance No. 94-16 without a valid certificate of competency issued by the Indian River County Building Department unless certified under Florida Statutes.” Proposers who do not hold the appropriate licensure at the time of RFP opening will be deemed non-responsive.

Insurance:

• Owners and Contractors Insurance: The Contractor shall not commence work until they have obtained all the insurance required under this section, and until such insurance has been approved by the owner, nor shall the contractor allow any subcontractor to commence work until the subcontractor has obtained the insurance required for a contractor herein and such insurance has been approved unless the subcontractor’s work is covered by the protections afforded by the Contractor’s insurance.

• Fidelity Bond: The Contractor shall procure and maintain $25,000 fidelity bond coverage for employee dishonesty and theft of property prior to execution of the agreement.

• Worker’s Compensation Insurance: The Contractor shall procure and maintain worker’s compensation insurance to the extent required by law for all their employees to be engaged in work under this contract. In case any employees are to be engaged in hazardous work under this contract and are not protected under the worker’s compensation statute, the Contractor shall provide adequate coverage for the protection of such employees.

• Public Liability Insurance: The Contractor shall procure and maintain broad form commercial general liability insurance (including contractual coverage) and commercial automobile liability insurance in amounts not less than shown below. The owner shall be an additional named insured on this insurance with respect to all claims arising out of the operations or work to be performed.

Commercial General (Public)

Liability, other than Automobile

Commercial General Premises / Operations Independent Contractors

$1,000,000.00 Combined single limit for Bodily Injury and Property

Damage

Products / Completed Operations Personal Injury Contractual Liability Explosion, Collapse, and Underground Property Damage

Automobile

$1,000,000.00 Combined single limit Bodily Injury and Damage

Liability

Owner Leased Automobiles Non-Owned Automobiles Hired Automobiles Owned Automobiles

• Proof of Insurance: The Contractor shall furnish the owner a certificate of insurance in a form acceptable to the owner for the insurance required. Such certificate or an endorsement provided by the contractor must state that the owner will be given thirty (30) days written notice prior to cancellation or material change in coverage. Copies of an endorsement-naming owner as Additional Insured must accompany the Certificate of Insurance.

Note: Any and all special conditions attached hereto, which may vary from these General Conditions, shall have precedence.

End of General Terms and Conditions

EXHIBIT A

Sandridge Golf Club Custodial Services - Scope of

Work

Sandridge Golf Club

1. Purpose Sandridge Golf Club seeks qualified custodial services to maintain the new clubhouse and designated golf-course support facilities in a clean, sanitary, safe, orderly, and presentation-ready condition throughout normal operating hours. This Scope of Work establishes minimum service requirements, frequencies, performance standards, included and excluded areas, documentation expectations, and pricing requirements.

2. Service Philosophy and Performance Standard The Contractor shall be responsible for maintaining the required condition of assigned areas, not solely for completing scheduled tasks. Minimum frequencies in this Scope of Work establish baseline service.

When an obvious deficiency occurs between scheduled services, the Contractor shall provide corrective service during staffed hours.

• Public areas shall remain free of excessive litter, visible spills, standing water, overflowing trash, objectionable odors, and obvious soil.

• Restrooms shall remain stocked, operational, visibly clean, and free of objectionable odor.

• Entrances, public glass, tile circulation areas, and other high-visibility surfaces shall be maintained in a presentation-ready condition.

• Urgent public-area conditions, including significant spills, overflowing fixtures, broken glass, bodily-fluid incidents, or slip hazards, shall receive prompt initial response during staffed hours.

3. Hours and Access

• Custodial service shall begin at 5:45 a.m. daily. The clubhouse shall be opening-ready by approximately 6:15 a.m.

• Normal daily service through closing shall be coordinated with normal restaurant/building operating hours.

• Events extending beyond normal restaurant/building hours are outside the base service period and shall be treated as additional billable custodial coverage when requested.

• The Pro Shop, stock room, and three Pro Shop administrative offices are accessible only from 6:45 a.m.-5:30 p.m. daily. All custodial work in these areas must occur during that access window.

• The kitchen staff restroom and Chef/F&B Manager offices shall be serviced mid-morning/midday during kitchen operating hours to minimize interference with kitchen operations.

4. Included Facilities and Areas

• Clubhouse public restrooms and designated single-user restrooms.

• Tile public hallways, entrances, and designated common/circulation areas.

• Pro Shop, stock room, and three Pro Shop administrative offices.

• Staff IV office and Marketing Manager office.

• Conference/Green Room.

• Chef office and F&B Manager office.

• Kitchen staff restroom.

• Designated banquet-room/common interfaces as described herein.

• Golf-course shelters: Lakes 6, Lakes 14, Dunes 5/13-area facilities as designated by Sandridge; four shelters total.

• Birdie House, including two restrooms and designated covered/common areas.

• Cart barn employee restroom and break room.

5. Excluded Areas and Services

• Restaurant dining operational cleaning, kitchen, and catering kitchen are outside the base custodial scope except for specifically identified included offices/restroom and common-area interfaces.

• Post-event banquet-room cleaning is excluded from the base bid and shall be separately priced.

• Carpet extraction/deep cleaning is excluded from the base bid and shall be separately priced.

• Custodial coverage for events extending beyond normal restaurant/building hours is excluded from the base bid and shall be separately priced.

• Internal food-contact sanitation/service of ice machines, vending machines, kitchen equipment, and food-service equipment is excluded unless separately authorized.

6. Opening Readiness Between 5:45 a.m. and approximately 6:15 a.m., the Contractor shall perform an opening-readiness inspection and corrective service in all accessible public areas.

• Inspect public restrooms for stocking, fixtures, floors, trash, mirrors/counters, odor, and overall presentation.

• Inspect tile hallways and entrances; remove visible debris and correct spills, moisture, or slip hazards.

• Spot-clean entrance/customer-touch glass and doors.

• Service public-area trash as required.

• Report overnight maintenance, plumbing, pest, damage, or safety issues.

7. Public Restroom Service Public restrooms shall receive formal full-service cleaning at approximately 10:00 a.m., 2:00 p.m., 5:00 p.m., and 9:00 p.m., subject to normal operating hours. Interim condition inspections/spot service shall occur approximately every two to three hours and as required by use.

• Clean and disinfect toilets, urinals where present, sinks, faucets, counters, flush controls, stall latches, doors, handles, and other high-touch surfaces.

• Clean mirrors; remove visible streaks, splashes, fingerprints, and water spots.

• Sweep and wet mop tile floors; immediately address standing water, spills, tracked-in soil, and slip hazards.

• Clean/spot-clean tiled wall surfaces, partitions, doors, baseboards, corners, and edges; keep free of visible soil, prints, debris, and blemishes.

• Empty trash and sanitary receptacles; replace liners.

• Check and replenish soap, toilet paper, paper towels where provided, sanitary supplies/bags where provided, and other required consumables.

• Maintain an odor-free condition and report plumbing, fixture, dispenser, lighting, ventilation, or drainage problems.

At every inspection, supplies shall be available; trash shall not be overflowing; counters shall be reasonably dry; floors shall be free of litter and standing water; fixtures shall be visibly clean and operational; mirrors shall be free of obvious soil; and no objectionable odor shall be present.

8. Tile Hallways, Entrances and Common Areas

• Sweep/dust mop and wet mop tile as required to maintain a clean and safe condition.

• Respond to spills, tracked-in water/soil, litter, and other visible conditions throughout staffed hours.

• Empty trash/recycling before overflow.

• Spot-clean walls, baseboards, doors, frames, credenzas, TV exteriors, and assigned furnishings.

• Spot-clean entrance doors, sidelights, interior glass, and customer-touch glass throughout the day.

• Perform full cleaning of normally reachable interior/exterior windows weekly.

• Maintain entrance mats and immediate entry areas and remove insects/webs from assigned covered areas.

• Clean high-touch points including door handles, push plates, handrails, bottle fillers/drinking fountains, and similar shared surfaces.

9. Office, Meeting and Golf Operations Areas

9.1 Pro Shop / Stock Room / Three Administrative Offices

• Service only during the 6:45 a.m.-5:30 p.m. access period.

• Vacuum carpeted floors and spot-clean as required.

• Empty trash/recycling and replace liners.

• Dust accessible surfaces without disturbing merchandise, paperwork, electronics, or operational equipment.

• Clean glass/mirrors, doors, handles, and high-touch surfaces.

• Maintain stock-room floor/access areas safely without rearranging inventory unless directed.

9.2 Staff IV / Marketing Manager / Conference-Green Room

• Empty trash/recycling and replace liners.

• Dust accessible surfaces, credenzas, and TV exteriors.

• Vacuum carpeted areas and clean other installed floor surfaces appropriately.

• Clean glass/mirrors, doors, handles, and high-touch surfaces.

• Do not disturb papers, files, electronics, meeting materials, or personal work items.

9.3 Chef / F&B Manager Offices

Service mid-morning/midday during kitchen operating hours. Perform routine trash, dusting, floor care, glass/door, and high-touch cleaning while minimizing interference with kitchen operations.

10. Kitchen Staff Restroom Service once daily during the approved mid-morning/midday operating window and provide corrective service when specifically required.

• Clean and disinfect toilets, urinals where present, sinks, faucets, counters, flush controls, stall latches, doors, handles, and other high-touch surfaces.

• Clean mirrors; remove visible streaks, splashes, fingerprints, and water spots.

• Sweep and wet mop tile floors; immediately address standing water, spills, tracked-in soil, and slip hazards.

• Clean/spot-clean tiled wall surfaces, partitions, doors, baseboards, corners, and edges; keep free of visible soil, prints, debris, and blemishes.

• Empty trash and sanitary receptacles; replace liners.

• Check and replenish soap, toilet paper, paper towels where provided, sanitary supplies/bags where provided, and other required consumables.

• Maintain an odor-free condition and report plumbing, fixture, dispenser, lighting, ventilation, or drainage problems.

11. Banquet Rooms and Events

• Post-event banquet-room cleaning is not part of the base bid. Contractor shall provide separate pricing and shall perform this service only when authorized by Sandridge.

• Additional custodial labor required because an event extends beyond normal restaurant/building hours shall be separately billable.

• Contractor shall provide a stated hourly and/or unit rate for additional event custodial/porter coverage and clearly identify minimum charges, if any.

• Routine public common-area and restroom responsibilities continue during normal building hours regardless of banquet use.

12. Golf Course Shelters Four golf-course shelters shall be serviced twice daily using efficient consolidated routes. The furthest shelter requires up to approximately 10 minutes travel each way; the other three require approximately 5 minutes travel each way. Contractor shall account for travel and route time in its staffing plan.

• Clean and disinfect toilets, urinals where present, sinks, faucets, counters, flush controls, stall latches, doors, handles, and other high-touch surfaces.

• Clean mirrors; remove visible streaks, splashes, fingerprints, and water spots.

• Sweep and wet mop tile floors; immediately address standing water, spills, tracked-in soil, and slip hazards.

• Clean/spot-clean tiled wall surfaces, partitions, doors, baseboards, corners, and edges; keep free of visible soil, prints, debris, and blemishes.

• Empty trash and sanitary receptacles; replace liners.

• Check and replenish soap, toilet paper, paper towels where provided, sanitary supplies/bags where provided, and other required consumables.

• Maintain an odor-free condition and report plumbing, fixture, dispenser, lighting, ventilation, or drainage problems.

• Sweep/blow concrete patios and approaches; remove litter, leaves, insects, nests, and webs.

• Clean exterior surfaces of ice machines and surrounding floor/drain areas.

• Carry sufficient consumables and cleaning supplies to complete the route without unnecessary return trips.

• Report vandalism, plumbing, lighting, pest, fixture, or safety conditions promptly.

13. Birdie House Service approximately 8:00 a.m. and 6:00 p.m., with additional corrective service when specifically required.

• Clean and disinfect toilets, urinals where present, sinks, faucets, counters, flush controls, stall latches, doors, handles, and other high-touch surfaces.

• Clean mirrors; remove visible streaks, splashes, fingerprints, and water spots.

• Sweep and wet mop tile floors; immediately address standing water, spills, tracked-in soil, and slip hazards.

• Clean/spot-clean tiled wall surfaces, partitions, doors, baseboards, corners, and edges; keep free of visible soil, prints, debris, and blemishes.

• Empty trash and sanitary receptacles; replace liners.

• Check and replenish soap, toilet paper, paper towels where provided, sanitary supplies/bags where provided, and other required consumables.

• Maintain an odor-free condition and report plumbing, fixture, dispenser, lighting, ventilation, or drainage problems.

• Clean exterior surfaces of ice machines and vending machines.

• Sweep/blow covered floors, patios, and entryways; remove litter, leaves, insects, and webs.

• Clean assigned exterior counters/tables and non-food-contact surfaces if present.

14. Cart Barn

14.1 Employee Restroom

• Clean/disinfect toilet, sink/faucet, mirror, door/handle, and high-touch surfaces.

• Sweep and mop tile floor; clean floor drain if present.

• Clean walls, baseboards, and hand dryer.

• Empty trash; replenish soap, toilet paper, and paper towels if provided.

14.2 Employee Break Room

• Empty garbage/recycling and replace liners.

• Clean tables/chairs, counters, cabinet fronts, sink/faucet, doors/handles, and assigned surfaces.

• Clean floors according to installed material.

• Clean refrigerator exterior and microwave exterior/interior if assigned.

• Dust/clean timeclock and remove visible insects/webs.

15. Custodial Storage, Utility Sink and Route Preparation

• Custodial storage is anticipated in the cart barn. Contractor shall maintain the assigned storage area in an orderly and safe condition.

• A utility sink/water source is anticipated near the kitchen staff restroom area and may be used subject to Sandridge operating rules.

• Chemicals shall be labeled, stored, and handled in accordance with applicable requirements and

Safety Data Sheets.

• Restroom cleaning tools and mop water shall not be used in general or food-adjacent areas.

Contractor shall use a color-coded or equivalent cross-contamination-control system.

• Change mop water between separate restroom locations or sooner when visibly soiled.

16. Periodic and Additional Services - Separate Pricing Service Pricing Requirement Post-event banquet-room cleaning Provide separate unit pricing; identify minimum charge.

Extended-hours event custodial coverage Provide hourly rate(s), including any after-hours differential/minimum.

Carpet extraction/deep cleaning Provide separate pricing by square foot, room, or other clearly stated unit. Work performed only when authorized.

Specialty/high-access window cleaning Identify and separately price if not achievable as part of normal reachable weekly window service.

17. Supplies, Equipment Contractor shall price the base custodial service with all required custodial cleaning supplies, equipment, and consumables included. The bidder shall identify what is included, including chemicals, trash liners, toilet tissue, paper towels, hand soap, sanitary supplies/bags, urinal products where applicable, microfiber products, mop heads, PPE, caution signs, vacuums, carts, and other required items.

18. Equipment, Chemicals and Floor Care

• Use commercial-grade equipment and manufacturer-appropriate chemicals suitable for each installed surface.

• Tile floors and restroom tile walls shall be cleaned using methods that avoid residue, damage, or unsafe slipperiness.

• Carpeted areas shall receive routine vacuuming/spot cleaning under the base service.

Extraction/deep cleaning is separately authorized and priced.

• Contractor shall provide Safety Data Sheets for chemicals used and comply with applicable labeling, storage, PPE, and safety requirements.

• Accessible HVAC supply/return grilles may be dusted/wiped as part of routine detail cleaning. HVAC filter replacement is not included unless separately directed.

19. Emergency / Corrective Cleaning

• During staffed hours, respond promptly to spills, broken glass, overflowing trash, restroom overflows, tracked-in water/mud, and other public safety/presentation conditions.

• Maintain procedures, PPE, and materials appropriate for bodily-fluid cleanup and other potentially infectious materials in accordance with applicable requirements.

• Place warning/caution signage and protect affected areas until safe.

• Notify Sandridge management promptly of conditions requiring maintenance, plumbing, pest-control, or other non-custodial response.

20. Inspection, Documentation and Microsoft Forms

• Contractor shall document required inspections and service activities using Microsoft Forms or another Sandridge-approved system once implemented.

• Records should identify date/time, employee, location, condition check, stocking, corrective action, and maintenance issue reporting.

• Contractor supervisors shall conduct routine quality-control inspections and correct deficiencies promptly.

• Sandridge may require corrective service when an area fails the stated condition standard even if a scheduled service was previously documented.

21. Contractor Staffing and Work Plan

• Bidder shall submit a proposed daily staffing schedule showing sufficient coverage…