20272029_Office_Cleaning_RFP.pdf

This institution is an equal opportunity provider and employer.

ISSUED DATE: October 23, 2026

REQUEST FOR PROPOSAL

Central Florida Electric Cooperative, Inc. (CFEC) is seeking proposals from qualified contractors to provide

Office Cleaning Services CFEC from 2027-2029. This document is a request for a proposal for the scope of work described below. This Request for Proposal (RFP) establishes minimum requirements a bidder must meet to be eligible for consideration as well as information to be included in the Contractor’s bid response.

BID SUBMISSION

Respondent(s) may submit their proposal any time prior to the submission deadline. All proposals should be submitted through the VendorLink portal where the opportunity was broadcast. Proposals are due by

3:00 p.m. on November 23, 2026. Late proposals or proposals submitted in any other form than identified above may be rejected.

GENERAL QUESTIONS

CFEC will entertain questions for clarification until November 6, 2026, at 3:00 pm. All questions must be submitted in writing by email to cbeauchamp@cfec.com.

PROPOSAL REQUIREMENTS

• Submittal of Proof of Insurance as required by the requirements below

• Submittal of Resume

• Submittal of (3) Letters of Reference-MANDATORY

• Completion of Exhibit A- Price Sheet

• Completion of Exhibit B- Affidavit of Corporate Ownership

• Completion of Exhibit C-Conflict/Non-Conflict of Interest Statement

Central Florida Electric Cooperative, Inc.

PO Box 9, Chiefland, FL 32644

11491 NW 50th Ave, Chiefland, FL 32626 mailto:cbeauchamp@cfec.com

INSURANCE

Contractor shall, at its own cost and expense, procure and maintain in full force and effect during the term of this Agreement, policies of insurance, of the types and in the minimum amounts stated herein, with responsible insurance carriers duly qualified in those states (locations) where the Services are to be performed, covering the operations of Contractor, pursuant to this Agreement.

TYPES OF INSURANCE

Required

(X)

LIMITS OF LIABILITY

(Minimum Amounts)

Comprehensive or Commercial General

Liability and Third-Party Property

Damage

X $1,000,000 per occurrence, $3,000,000 aggregate

Excess Liability Insurance X $2,000,000 per occurrence, $2,000,000 aggregate

Comprehensive or Business Automobile

Liability; Personal Injury (including bodily injury) and Third-Party Property

Damage

X $1,000,000 per occurrence, $3,000,000 aggregate

Workers' Compensation X Statutory limits

Employer’s Liability X $500,000 per accident

Professional Errors and Omissions

Insurance

N/A

CFEC shall be named as an additional insured in such policies which shall contain standard cross liability clauses. The contractor shall cause the liability it assumed under this Agreement to be specifically insured under the contractual liability section of the liability insurance policies. The liability policy shall be primary without the right of contribution from any insurance by CFEC. Such policies shall require that CFEC be given not less than thirty (30) days prior written notice of any cancellation thereof or material change therein.

CFEC shall have the right to request an adjustment of Limits of Liability for General Liability and Errors and Omissions Insurance as Contractor’s exposure to CFEC increases (i.e. if Contractor’s annual payment is expected to be $2,000,000 then $1,000,000 limits are no longer adequate). Such policies shall provide coverage for CFEC during the term of this Agreement and up to and until the expiration of any applicable statute of limitations applicable to the occurrences triggering any of the insurance, indemnification, subrogation, and defense clauses included in this Agreement.

Upon CFEC’s request, Contractor shall provide CFEC with certificates of insurance evidencing all of the above coverage, including all special requirements specifically noted above, and shall provide CFEC with certificates of insurance evidencing renewal or substitution of such insurance thirty (30) days prior to the effective date of such renewal or substitution.

CHANGES, INTERPRETATIONS, QUESTIONS

CFEC reserves the right to cancel a solicitation at any time prior to the execution of a resulting contract.

The decision to cancel a solicitation cannot be the basis for a protest.

CFEC reserves the right to request clarification of information submitted and to request additional information of any Respondent. Any such request should not be construed by a Respondent as an indication of the selection to provide proposed services.

Any proposal may be withdrawn by the date and time set above for the submission of the proposals. Any proposal not so withdrawn shall constitute an irrevocable offer, for a period of 90 days, to provide CFEC the services set forth in this RFP, or until one or more of the proposals have been awarded.

Respondents shall not direct any queries or statements concerning their proposal to CFEC staff during the selection process, from the time of submission of a proposal until the execution of a contract. Any respondent who initiates any discussions with staff in any manner other than that described below is subject to disqualification from this procurement. No oral interpretation of this RFP shall be considered binding.

EVALUATION AND AWARD

CFEC will evaluate and rank the most advantageous proposals and make a selection for contract negotiation and award. The selected Respondent will be notified in writing with the intent to award letter. CFEC reserves its right to award the contract to someone other than the lowest price offeror.

Award criteria may include, but is not necessarily limited, to the Contractor’s background and experience in performing requested services, availability, and best financial value.

Each proposal will be evaluated individually and in the context of all other proposals. Proposals must be fully responsive to the requirements described in this RFP and to any subsequent requests for clarification or additional information made by CFEC through written addenda to this RFP. Proposals failing to comply with the submission requirements, or those unresponsive to any part of this RFP, may be disqualified. There is no obligation on the part of CFEC to award the proposal to the lowest-priced Respondent, and CFEC reserves the right to award the contract to the Respondent submitting the best overall responsive proposal which is most advantageous to and in the best interest of CFEC consistent with the evaluation criteria. CFEC shall be the sole judge of the proposals that are in the best interests.

SUCCESSFUL EXPERIENCE AND QUALIFICATIONS

Respondents shall provide a summary regarding their ability to deliver the requested services in a specific timeframe, including a proposed project timeline. Information regarding dedicated staff and current workload should be provided. Resumes for key personnel should also be included. Resumes should not exceed two pages per person.

Resumes should include a description of:

• Training, education, and degrees.

• Related experience and for whom.

• Professional certifications, licenses, and affiliations.

Respondents shall provide three letters of reference demonstrating their experience and/or skill with similar projects. This is a MANDATORY requirement. Prior experience and skills with other rural electric cooperatives are desirable. Respondents are responsible for verifying correct phone numbers and contact information provided. Failure to provide accurate information may result in the reference not being obtained or considered.

DRUG FREE WORKPLACE

CFEC is a Drug Free Workplace. CFEC also requires its Contractors to be drug free and have their employees periodically drug tested by Contractor.

SCOPE OF WORK

The contractor shall provide the labor, supervision, equipment, and cleaning products necessary to perform janitorial services at the CFEC facilities identified below, in accordance with Exhibit A and this scope of work.

Facilities and Cleaning Areas

CFEC is an electric provider primarily serving Levy, Dixie, and Gilchrist counties. Area maps are provided to identify the spaces included in the cleaning scope.

Facility Location Cleaning Area

Headquarters Chiefland, Florida 32,021 sq. ft.

Operations Complex Headquarters property 11,590 sq. ft.

Inglis District Office Inglis, Florida 560 sq. ft.

Cross City District Office Cross City, Florida 834 sq. ft.

Total 45,005 sq. ft.

Site Visits and Coordination

Site visits shall be scheduled by appointment. Email cbeauchamp@cfec.com to arrange a visit.

Required Services and Schedule

The contractor shall perform the services at the frequencies specified in Exhibit A. Exhibit A and the provided area maps shall be used together to establish the required tasks and cleaning areas.

Office cleaning at each location shall begin after 5:30 p.m. Any change to the cleaning schedule or access arrangements shall be coordinated with and approved by CFEC in advance.

Contractor Equipment and Cleaning Products

The contractor shall furnish and maintain vacuum cleaners, shop vacuums as needed, brooms, mops, mop buckets, rolling trash cans, and cleaning products necessary to complete the required work. Equipment shall be maintained in safe working conditions.

Cleaning products and methods shall be suitable for the surfaces being cleaned and used in accordance with manufacturer instructions. The contractor shall prevent damage to flooring, furnishings, fixtures, and equipment.

Facility Care and Restoration

The contractor shall leave all serviced areas clean, orderly, and ready for use. All rugs and chairs moved in kitchens for mopping shall be returned to their original positions after the floor is sufficiently dry.

CFEC property shall be handled carefully. The contractor shall promptly report damage, leaks, or other conditions discovered during cleaning to the CFEC contact.

Building Access and Security

The contractor shall follow CFEC access and security instructions. No interior doors shall be left propped open when the contractor leaves the building. Exterior doors shall be secured, and alarms shall be set as directed by CFEC.

Keys, access cards, and alarm information provided to the contractor shall be safeguarded and used only for authorized work. Contractor personnel shall not disturb records, operate CFEC equipment, or enter areas outside the authorized cleaning scope.

Safety Responsibilities

Proper safety precautions shall be always used and shall remain the contractor’s responsibility. The contractor should supervise its personnel and ensure that equipment, cleaning products, and work practices are used safely.

Wet floor signs shall be placed during mopping and remain in place until floors are dry. Exits, walkways, and access to emergency equipment shall remain unobstructed. Cleaning chemicals shall be properly labeled and safely handled and stored. Safety data sheets shall be available for the products used.

Quality and Service Corrections

The contractor shall provide a designated contact for scheduling, service concerns, and corrective action.

CFEC may inspect completed work for compliance with Exhibit A and this scope of work.

The contractor shall promptly address missed or deficient services and coordinate corrective work with

CFEC. Services outside Exhibit A shall require prior CFEC approval before being performed or billed.

EXHIBIT “B”

AFFIDAVIT OF CORPORATE OWNERSHIP

I, know all men by these presents that “Contractor’s Name,” hereafter called the “Contractor” as principal, do certify the following in regard to Central Florida Electric Cooperative, Inc., hereafter called the “Owner” in connection with the project described in the scope of services.

1. That the contractor, its proprietor, any partners, or stockholders are NOT an employee of the Owner and are NOT or HAVE NEVER BEEN on the Owner’s Board of Trustees; and

2. That the contractor, its proprietors, any partners, or stockholders are NOT immediately related to any employee of the Owner or the Owner’s current Board of Trustees other than those listed below

(immediately related means grandfather, grandmother, father, mother, brother, sister, son, daughter, and corresponding in-laws). Check “yes” or “no” accordingly. By listing individuals, it is understood that this subject action may disqualify the contractor from entering any contractual agreement with the Owner.

Relationship Yes No

Contractor Employee Relationship

% Owner

Owner

Employee

Relative

EXHIBIT “C”

CONFLICT/NON-CONFLICT OF INTEREST STATEMENT

Check One

[ ] To the best of our knowledge, the undersigned firm has no potential conflict of interest due to any other clients, contracts, or property for this project.

OR

[ ] The undersigned firm, by attachment to this form, submits information which may be a potential conflict of interest due to other clients, contracts, or property interest for this project.

Litigation Statement

Check One

[ ] The undersigned firm has had no litigation and/or judgements entered against it by any local, state, or federal entity and has had no litigation and/or judgements entered against such entities during the past ten (10) years.

OR

[ ] The undersigned firm, by attachment to this form, submits a summary and disposition of individual cases of litigation and/or judgements entered by or against any local, state, or federal entity, by any state or federal court, during the last ten (10) years.

Failure to check the appropriate boxes above may result in disqualification of your proposal. Likewise, failure to provide documentation of a possible conflict of interest, or a summary of past litigation and/or judgements, may result in disqualification of your proposal.

Signed, as to both statements

Company Name Authorized Signature

Name (Print or Type) Title