26-27-003 Janitorial_Services_RFP.pdf

SUWANNEE RIVER WATER MANAGEMENT DISTRICT

REQUEST FOR PROPOSAL

NO. 26/27-003

JANITORIAL SERVICES

Table of Contents

Section Title Page 1 Introduction 2 2 Proposed Schedule 2 3 Instructions to Bidders 2-3 4 Key Points 3-5 5 Scope of Work 5-6 6 Bid Response Form 7

Suwannee River Water Management District

9225 CR 49

Live Oak, FL 32060

386-362-1001 386-362-1056 (Fax)

800-226-1066 (Florida only) www.mysuwanneeriver.com

SECTION 1 - INTRODUCTION

The Suwannee River Water Management District (District) is conducting this Request for Proposal for Janitorial Services at District headquarters in Live Oak, Florida. The District headquarters' complex consists of 4 buildings containing 2 large conference room areas, 6 restroom facilities, 100 offices, 1 breakroom and 1 kitchen area. Janitorial services will be performed after 5:30 p.m. three days a week on non-board meeting weeks (Monday/Wednesday/Friday) and 4 days a week on board meeting weeks (Monday/Tuesday/Wednesday/Friday).

The initial contract shall be for a period of three years with two subsequent one-year renewals based upon the mutual agreement of the District and the Contractor.

SECTION 2 - PROPOSED SCHEDULE

July 10, 2026 Release of Request for Proposal

July 15, 2026** Mandatory Pre-Proposal Meeting 2:00 P.M.**

July 24, 2026 Questions DUE BY 5:00 P.M.

July 29, 2026 District will post all questions that were asked during the question period and answers to those questions on or before 5:00 PM.

August 3, 2026* Proposals DUE PRIOR TO 2:00 p.m. at District Headquarters. Opening will occur at this time. *

August 11, 2026* Selection Committee Meeting at District Headquarters*

October 1, 2026 Anticipated contract start date.

* Denotes an optional public meeting. The District is located at the corner of U.S. 90 and C.R. 49 in Live Oak, Florida. All times are Eastern Daylight Time (EDT).

**Denotes a mandatory public meeting. In order to qualify for submission of PROPOSAL you must attend the mandatory pre-proposal meeting.

SECTION 3 - INSTRUCTIONS TO PROPOSERS

Bidder Qualifications: Bidders shall be bonded, licensed, and insured.

Questions: To provide equal opportunity and ensure the same information is provided to all proposers, any questions should be submitted by email to Tyler Winburn at Tyler.Winburn@srwmd.org on or before July 24, 2026. The questions with answers will be posted on the District website www.mysuwanneeriver.com, and DemandStar on July 24, 2026. District staff are not authorized to orally interpret the meaning of the specification or other agreement documents, or correct any apparent ambiguity, inconsistency, or error therein.

Delivery of Proposal: The Bid package must be submitted electronically through Demand Star.

https://www.demandstar.com/app/agencies/florida/suwannee-river-water-management-district/procurement Proposal packages are due to be submitted through DemandStar by 2 p.m. August 3, 2026.

Proposals received after this time, for any reason, will be rejected.

Additional Information: Additional Request for Proposal packages may be obtained from the District website www.mysuwanneeriver.com

ADA Compliance: Vendor must ensure that the electronic version of the Response and all documents submitted electronically are accessible according to 282.603 Florida Statutes and Section 508 of the Rehabilitation Act of 1973 relating to the creation and use of electronic documents. This requirement applies to editable formats, such as Microsoft Word, as well as portable document formats (PDF). All proposals submitted in electronic/digital format must include a certification by the Vendor that the electronic submission and all supporting documents are accessible according to 282.603 Florida Statutes and Section 508 of the Rehabilitation Act of 1973 relating to the creation and use of electronic documents.

It is the obligation of the proposer to ensure that it has reviewed all amendments and all questions and answers to this RFP as posted on the District website to ensure that the proposal responds to the most current information available for the RFP.

SECTION 4 - KEY POINTS

Evaluation by District: The District intends to contract with one firm, the contract shall be awarded to the responsible and responsive vendor who submits the lowest responsive proposal that provides the best value to the District as calculated using the criteria listed in "Evaluation of Responses" section. To be considered a "Responsive Vendor" Respondents must 1.) attend the Mandatory Pre-Bid meeting, 2.) provide all information requested in SECTION 6. Failure to meet any of the criteria will result in a "non-responsive vendor" and the proposal will be rejected.

Evaluation of Responses: Responsive, responsible proposals shall include all requested information or documentation as described in SECTION 6 and will be evaluated using the following five criteria.

Firm Name

Evaluation Criteria Weight Score Total

1. Project cost effectiveness

- Total price submitted

- Ability to perform the scope of work

40%

2. Work Experience

- Prior experience with the District or similar entities

25%

3. Established Business

- Length of time in business

15%

4. Location

- Location of office in relation to District headquarters

- Location of Supervisor/ Manager in relation to District headquarters

20%

Proposal Score 100%

Selection Committee members will individually evaluate and score all responsive, responsible proposals using the following system:

• STEP ONE - Individual Selection Committee members will develop a total proposal score for each submitted proposal based on the five evaluation criteria areas listed above and their weighted values.

For each criteria area, individual Selection Committee members can apply a score ranging from (5) representing high/excellent to (1) representing low/unsatisfactory. Using this system, in combination with the weighted values, (5) is the highest score a Selection Committee member can give any individual proposal.

• STEP TWO - Individual Selection Committee member scores for each proposal will then be added together to produce a final total score for each individual proposal. Based on this system, and assuming three committee members, 15 is the highest final total score any individual proposal can receive from all combined Selection Committee scores.

• STEP THREE - Based on these combined final total scores, the proposal/firm that has the highest final total score will be contacted for contract negotiations.

Challenge of Solicitation Process: If a potential proposer protests any provisions of this bid invitation, a notice of intent to protest shall be filed with the District, in writing, within 72 hours after the posting of the Request for Proposal on the District's website and the proposer shall file a formal written protest within ten

(10) days after filing of notice of intent to protest. Any proposer who files a formal written protest pursuant to Chapter 28-110, Florida Administrative Code, and Section 120.57(3), Florida Statutes shall post with the District at the time of filing the formal written protest, a bond pursuant to Section 287.042(2)(c), Florida Statutes (2010).

Failure to file a notice of intent to protest or failure to file a formal written protest within the time prescribed in Chapter 28-110, Florida Administrative Code and Section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. More specifically, "Failure to file a protest within the time prescribed in Section 120.57(3) Florida Statutes shall constitute a waiver of proceedings under Chapter 120 of Florida Statutes."

Challenge of District's Intent to Award Contract: If a proposer intends to protest District's intent to award contract, the notice of intent to protest must be filed with the District, in writing, within 72 hours after posting of a notice of intent to award contract and the proposer shall file a formal written protest within ten (10) days after filing of notice of intent to protest. Any proposer who files a formal written protest pursuant to Chapter 28-110, Florida Administrative Code, and Section 120.57(3), Florida Statutes shall post with the District at the time of filing the formal written protest, a bond pursuant to Section 287.042(2)(c), Florida Statutes (2010).

Failure to file a notice of intent to protest or failure to file a formal written protest within the time prescribed in Chapter 28-110, Florida Administrative Code and Section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. More specifically, "Failure to file a protest within the time prescribed in Section 120.57(3) Florida Statutes shall constitute a waiver of proceedings under Chapter 120 of Florida Statutes."

Americans with Disabilities Act: The District does not discriminate upon the basis of any individual's disability status. This nondiscrimination policy involves every aspect of the District's functions including one's access to, participation, employment, or treatment in its programs or activities. Anyone requiring reasonable accommodation as provided for in the Americans with Disabilities Act should contact the District at (386) 362-1001 or (800) 226-1066 (Florida only). The District's fax number is (386) 362-1056.

Minority Business Enterprises: The District recognizes fair and open competition as a basic tenet of public procurement. Bidders doing business with the District are prohibited from discriminating on the basis of race, color, creed, national origin, handicap, age, or sex. The District encourages participation by minority business enterprises. Whenever two or more service providers are ranked equally, a minority business enterprise shall be given preference in the award process.

Veteran's Preference: In the absence of minority business enterprise, whenever two or more service providers are ranked equally by the District, a veteran-owned business enterprise shall be given preference in the award process.

Drug Free Workplace Act: The selected proposer shall represent that it has established a drug free workplace.

Public Entity Crime: Section 287.133(2)(a), Florida Statutes, states "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 on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids 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 s.287.017 for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list."

Scrutinized Company: Section 287.135, Florida Statutes, states "A company is ineligible to, and may not, bid on, submit a proposal for, or enter into or renew a contract with an agency or local governmental entity for goods or services of:

a. Any amount if, at the time of bidding on, submitting a proposal for, or entering into or renewing such contract, the company is on the Scrutinized Companies that Boycott Israel List, created pursuant to s.

215.4725, or is engaged in a boycott of Israel; or

b. One million dollars or more if, at the time of bidding on, submitting a proposal for, or entering into or renewing such contract, the company:

1. Is 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 s. 215.473; or

2. Is engaged in business operations in Cuba or Syria."

Insurance Requirements: If awarded, proposer shall represent and guarantee that all employees, agents, servants or representatives of the bidder, and all employees, agents, servants, or representatives of subcontractors are covered by workers' compensation insurance as required by Florida Statute. Prior to entering into contract with the District, proposer shall furnish District with certificates of insurance, naming District as named or additional insured without waiving any defense of sovereign immunity or increasing the limits of District's liability in excess of the Florida Statutory Cap under Florida Statute 768.28(5) for items 2 and 3 below, providing evidence that proposer has in full force and effect the following minimum insurance with insurers authorized to do business in the State of Florida:

3. Workers' compensation insurance as required above;

4. Motor vehicular liability insurance with limits of not less than $300,000 combined single limit which insurance shall be applicable to any and all vehicles utilized by bidder to provide the services requested by District;

5. General liability insurance for all services rendered by bidder for the requested services with a minimum of $300,000 personal and advertising injury and $300,000 general aggregate.

The certificate of insurance shall also provide that District shall be notified in writing by the carrier at least 30 days prior to any cancellation of said insurance.

Rejection of Responses: The District reserves the right to reject any and all bids or other proposals submitted in response to District invitation. District also reserves the right to waive any minor deviations in an otherwise valid proposal. The District reserves the right to waive technical, non-substantive deficiencies in responses.

Proposers to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72 business hour period following the agency posting the notice of intended award, any employee or officer of the District concerning any aspect of this solicitation, except in writing as indicated above. Violation of this provision may be grounds for rejecting a response.

SECTION 5 - SCOPE OF WORK

The Suwannee River Water Management District headquarters' complex consists of 4 buildings containing 2 large conference room areas, 6 restroom facilities, 100 offices, 1 breakroom and 1 kitchen area.

STANDARD JANITORIAL SERVICES:

Duties listed below will be performed after 5:30 p.m. three days a week on non-Governing Board meeting weeks (Monday/Wednesday/Friday) and four days a week on Governing Board meeting weeks (Monday/Tuesday/Wednesday/Friday). Janitorial services for Governing Board room (Suwannee Room) and Kitchen area (Santa Fe Room) are listed separately below and are in addition to the regularly scheduled duties on service nights. Service days may be adjusted based on scheduled holiday closings. Selected contractor will provide all equipment and labor needed to perform these services; cleaning supplies will be provided by the District. Selected contractors' staff shall be over the age of 18 years old.

Suwannee Room Services:

These items are to be completed monthly and must be completed the service night before the Monthly Board Meeting.

Monthly Board meetings are held every 2nd Tuesday of each month with the exception of September which has two meetings beginning after 5 p.m., these cleaning nights will have to be slightly adjusted.

• Vacuum Chairs in Suwannee Room

• Dust all horizontal surfaces

• Removal of all cobwebs

• Clean windows inside and out Santa Fe Room Services:

These items are to be completed monthly and must be completed the Tuesday night of Governing Board Meeting.

• Wipe down and sanitize all surfaces in the kitchen area

• Wipe down and sanitize all tables in the Santa Fe Room

• Empty all garbage from the Santa Fe Room and take out to the dumpster Nightly Cleaning Services for Monday/Wednesday/Friday:

• Empty individual office and common area trash cans, replace liners when necessary. Break down empty boxes and place in dumpster.

• Clean and sanitize 6 restrooms. Cleaning to include but not limited to floors, mirrors, walls as needed, washbasin areas, urinals, toilet bowls and sanitizing of toilet seats. (2 restrooms in Lobby; 2 restrooms in Main building; 1 restroom in Kirby Building and 1 restroom in Lab building;

• Mopping of bathroom floors in main building and lobby, and non-carpeted area in lobby

• Refill all soap dispensers, paper towel dispensers, hand sanitizers and toilet paper.

• Clean kitchen/break room surfaces including but not limited to floors, major appliances, microwaves including inside, sinks, counter tops, and fixtures;

• Mop break room floors and other non-carpeted areas;

• Clean door glass inside and out at all entrances, clean outdoor floor mats and sweep outside of entrance doorways;

• Remove cobwebs and or insect nest from entryways and breezeways;

• Remove cobwebs from interior spaces of building

• Vacuum and dust Lobby area

• Clean and sanitize water fountains in break room and lobby area Nightly Cleaning Services for Monday/Wednesday/Friday: New Lab area in Kirby Building

• Sweep Floors

• Mop Floors

• Empty garbage from Lab

• All other cleaning of the Lab area will be completed by District staff due to special equipment and testing agents.

Weekly Services in addition to regular nightly duties:

• Vacuum hallways and conference rooms

• Vacuum records room

• Vacuum Executive Directors Office

• Lobby: clean windows inside and out (including hallway windows).

Bi-Monthly Services in addition to other duties:

• Dust all horizontal surfaces in public areas. This includes four meeting rooms, the Suwannee Room, and

Executive Director's office;

Monthly Services in addition to other duties:

• Vacuum offices

• Clean glass office doors inside and out

• Dust HVAC vents; including door vents, or as needed Quarterly Service in addition to other duties:

• Clean windows in hallways, conference rooms and Executive Director's office Services to be performed as needed in addition to other duties:

As needed services shall be at the discretion of the contractor and/or District project manager.

• Spot clean carpet stains

• Remove dead bugs from light fixtures. (Contractor must supply own ladder, which may be stored on site).

Additional Responsibilities:

• Provide annual steam clean/shampoo of all carpeted areas and all chairs in the Suwannee Room a minimum of once per year as scheduled by the District.

• Contractor shall provide emergency/on call services billed at an hourly rate until services are completed.

Emergency response will occur within 24 hours of notification to contractor from District.

SECTION 6 - PROPOSAL RESPONSE FORM

Proposers are required to complete and submit this form. Proposal shall include a letter of transmittal detailing the contractor's ability to perform the scope of work as shown in Section 5 and shall include a list of three projects similar in scope and level of complexity that the contractor has completed in the past five years. Included should be any prior experience working with the District. Previous experience with the District will be considered in the evaluation of all proposals.

Proposers shall provide the following:

Service/Product Cost

Annual Janitorial Services $ ______________________________ /Year

Annual Janitorial Services $ ______________________________ /Nightly

Additional Requests $ ______________________________ /Man hour

Emergency/on call Request $ ______________________________ /Man hour

Proposer's Name: ______________________________________________ Company Name: ______________________________________________

Company Address: ______________________________________________

Company Phone Number: ______________________________________________

Length of time company has been in business: ______________________________________________ Primary Contact Person: ______________________________________________

Primary Contact Email: ______________________________________________

Primary Contact Phone: ______________________________________________ Primary Contact Cellular: ______________________________________________ Proposed Site Manager if different from primary contact:

Site Managers location: ______________________________________________

FEID: ______________________________________________

Any material submitted in response to this RFP (except trade secrets as defined in s. 812.081, FS) will become a public document pursuant to Section 119.07, F.S. This includes material which the responding proposer might consider to be confidential. Any claim of confidentiality is waived upon submission, effective after opening pursuant to Section 119.07. It is the responsibility of the proposer to specifically identify any trade secret information contained in the proposal by clearly marking each page and section which contains trade secrets as defined by Florida Statute 812.081. Contractor's refusal to comply with this provision shall constitute sufficient cause for termination of the contract resulting from this RFP.

This procurement is conducted under the rules, policies, and procedures of the Suwannee River Water Management District and the District's Governing Board. This procurement is not conducted pursuant to Ch.

287, Florida Statutes, except where explicitly provided by law. The District's rules, policies, and procedures are available by contacting the procurement officer.