Contract_(1).pdf

_____________________________ 11

Attachment “A”

SANTA ROSA COUNTY,

FLORIDA

ITB 22-009 Custodial Services

November 2021

OWNER: BOARD OF COUNTY COMMISSIONERS

SANTA ROSA COUNTY, FLORIDA

SAM PARKER -DISTRICT I

ROBERT A. “BOB” COLE -DISTRICT II

JAMES CALKINS -DISTRICT III

DAVE PIECH -DISTRICT IV

COLTEN WRIGHT -DISTRICT V

Exhibit A

SECTION I.

Invitation to Bid

This Page Intentionally Left Blank

SANTA ROSA COUNTY

PROCUREMENT DEPARTMENT

6495 Caroline Street, Suite L| Milton, Florida 32570 850-983-1870 procurement@santarosa.fl.gov

Office: 850.983.1870 | Fax: 850.983.1860 | www.santarosa.fl.gov

MEMORANDUM

SRC Procurement Form Memo 015_00_082719

TO: Company Addressed DATE: November 19, 2021

FROM: Santa Rosa County Procurement Office

SUBJECT: ITB 22-009 Custodial Services

Notice is hereby given that the Santa Rosa County Board of County Commissioners calling for and requesting bids from qualified licensed companies for custodial services for Santa Rosa

County facilities.

All bids must be in writing and delivered by hand, overnight courier service, or U.S. Mail to the

Santa Rosa County Procurement Department, 6495 Caroline Street, Suite M, Milton, Florida

32570, and must be received by 10:00 a.m. on December 13, 2021, at which time will be publicly opened. Only bids received by the afore stated time and date will be considered. E-mailed proposal responses will be rejected. All bids shall be sealed and clearly labeled, “ITB 22-

009 Custodial Services”. Please provide the original proposal, labeled “ORIGINAL”, and two

(2) copies labeled “COPY” along with one (1) electronic file in OCR (readable) PDF format.

A pre-bid meeting will be held on December 2, 2021, at 9:00 a.m. at the Santa Rosa County

Auditorium, 4530 Spikes Way, Milton, Florida 32583. All interested parties are strongly encouraged to attend.

Specifications may be secured by download from the Santa Rosa County Website:

www.santarosa.fl.gov/391/Procurement-Office “Bid Opportunities”. Questions concerning this request should be directed to the Santa Rosa County Procurement Office in writing at bidinfo@santarosa.fl.gov prior to 12:00 p.m. on December 6, 2021.

Santa Rosa County Board of County Commissioners encourages all segments of the business community to participate in its procurement opportunities, including small businesses, minority/women owned businesses, and disadvantaged business enterprises. The Board does not discriminate on the basis of race, color, religion, national origin, disability, sex, or age in the administration of contracts.

The Board of County Commissioners reserves the right to waive irregularities in bids, to reject any or all bids with or without cause, and to award the bid that it determines to be in the best interest of Santa Rosa County.

By order of the Board of County Commissioners of Santa Rosa, Florida

SECTION II.

STD ITB – BID INSTRUCTIONS, SUBMITTAL

REQUIREMENTS AND GENERAL BID

REQUIREMENTS

BID INSTRUCTIONS, SUBMITTAL REQUIREMENTS AND

GENERAL BID CONDITIONS

PRE-BID ACTIVITY

Except as provided in this section, respondents are prohibited from contacting or lobbying the County, County Administrator, Commissioners, County staff, and Review Committee members, or any other person authorized on behalf of the County related or involved with the solicitation. All inquiries on the scope of work, specifications, additional requirements, attachments, terms and general conditions or instructions, or any issue must be directed in writing, by US mail or email to: Santa Rosa County Procurement Office, 6495 Caroline

Street, Suite L Milton Fl. 32570. Email; Bidinfo@santarosa.fl.gov.

All questions or inquiries must be received no later than the last day for questions stated in the ITB & Legal Notice. Any addenda or other modification to the bid documents will be issued by the County five (5) days prior to the date and time of bid closing, as written addenda, and will be posted to the Santa Rosa County website at https://www.santarosa.fl.gov keyword; Bids.

Such written addenda or modification shall be part of the bid documents and shall be binding upon each respondent. Each respondent is required to acknowledge receipt of any and all addenda in writing and submit with their bid. No respondent may rely upon any verbal modification or interpretation.

PROPOSED SCHEDULE

Invitation to Bid Published November 20, 2021

Pre-Bid Conference December 2, 2021 @ 9:00 a.m.

Deadline for Questions December 6, 2021 @ 12:00 p.m.

Bids Due December 13, 2021 @ 10:00 a.m.

PREPARATION OF BID

A Bid form is included in these specifications. The Owner may consider as informal any bid on which there is an alteration of or departure from the Bid Form hereto attached. The respondent shall submit bids in accordance with the public notice.

All blanks in the bid documents shall be completed by printing in ink or by typewriter in both words and numbers with the amounts extended, totaled and the bid signed. A bid price shall be indicated for each section, bid item, alternative, adjustment unit price item, and unit price item listed therein, or the words “No Bid”, “No Change”, or “Not Applicable” entered.

No changes shall be made to the phraseology of the form or in the items mentioned therein.

In case of any discrepancy between the written amount and the numerical figures, the written amount shall govern. Any bid which contains any omissions, erasures, alterations, additions, irregularities of any kind, or items not called for which shall in any manner fail to conform to the conditions of public notice inviting bids may be rejected.

A bid submitted by a partnership shall be executed in the partnership name and signed by a partner (whose title must appear under the signature). The official address of the partnership shall be shown below the signature.

A bid submitted by a limited liability company shall be executed in the name of the firm by a member and accompanied by evidence of authority to sign. The state of formation of the firm and the official address of the firm must be shown below the signature.

A bid submitted by an individual shall show the respondent’s name and official address.

A bid submitted by a joint venture shall be executed by each joint venture in the manner indicated on the bid form. The official address of the joint venture must be shown below the signature.

It is preferred that all signatures be in blue ink with the names type or printed below the signature. Santa Rosa County does not accept electronic signatures in bid submissions.

The bid shall contain an acknowledgement of receipt of all Addenda, the numbers of which shall be filled in on the form. The address and telephone # for communications regarding the bid shall be shown.

If the respondent is an out-of-state corporation, the bid shall contain evidence of respondent’s authority and qualification to do business as an out-of-state corporation in the State of

Florida. A state contractor license # for the State of Florida shall also be included on the bid form. Respondent shall be licensed in accordance with the requirements of Chapter 489, Florida Statutes.

The Bid shall be based upon the completion of the Work according to the drawings and specifications, together with all addenda thereto.

Bids must include lump sum pricing. Use Bid Form provided in this document. All proposed fees and costs must be broken down and disclosed in the bid.

SUBMITTAL OF BID

A bid shall be submitted no later than the date and time prescribed and at the place indicated in the advertisement or invitation to bid and shall be sealed and clearly labeled with the words

“ITB 22-009 Custodial Services”, name of bidder and date and time of opening so as to guard against premature opening of any bid and shall be accompanied by the bid security and other required documents. It is the respondent’s responsibility to assure that its bid is delivered at the proper time and place. Offers by email, facsimile, or telephone will NOT be accepted.

Each contractor’s submittal shall include all the items listed on the Bidders Submission

Checklist, in order, with the Checklist on the top of the submission.

INTEGRITY OF BID DOCUMENTS

Respondents shall use the original Bid documents provided by the Santa Rosa County

Procurement Office and enter information only in the spaces where a response is requested.

Respondents may use an attachment to the Bid documents if sufficient space is not available.

Any modifications or alterations to the original bid documents by the respondent, whether intentional or otherwise, will constitute grounds for rejection of a bid. Any such modification or alteration that a respondent wishes to propose must be clearly stated in the respondent’s response in the form of an addendum to the original bid documents.

WITHDRAWAL OF SUBMITTALS

Any Respondent may withdraw its Submittal, either personally or by written request, at any time prior to the scheduled time for opening Submittals.

INTERPRETATION

No oral interpretation will be made to any Bidder as to the meaning of the drawings or specifications. Every interpretation made to a Bidder will be in the form of an Addendum to the specifications. Addenda will be furnished to each Bidder, but it shall be the Bidder’s responsibility to make inquiry as to Addenda issued. All such addenda shall become part of the contract and all Bidders shall be bound by such Addenda whether or not received by the

Bidders.

BIDS TO REMAIN SUBJECT TO ACCEPTANCE

All bids will remain subject to acceptance or rejection by Santa Rosa County for sixty (60) calendar days after the day of the bid opening. The County may, in its sole discretion, release any bid and return the bid security prior to the end of this period.

CONDITIONAL & INCOMPLETE BIDS

Santa Rosa County specifically reserves the right to reject any conditional bid.

ADDITION/DELETION OF ITEM

The County reserves the right to add or delete any item from this bid or resulting contract when deemed to be in the County’s best interest.

SPECIFICATION EXCEPTIONS

Specifications are based on the most current literature available. Respondent shall clearly list any change in the manufacturer’s specifications which conflict with the bid specifications.

Respondent must also explain any deviation from the bid specification in writing, as a foot note on the applicable bid page and enclose a copy of the manufacturer’s specifications data detailing the changed item(s) with their bid. Failure of the respondent to comply with these provisions will result in respondents being held responsible for all costs required to bring the equipment in compliance with bid specifications.

FAMILIARITY WITH LAWS

All applicable Federal and State laws, County and municipal ordinances, orders, rules and regulations of all authorities having jurisdiction over the project shall apply to the bid throughout, and they will be deemed to be included in the contract the same as though they were written in full therein.

EXAMINATION OF DOCUMENTS AND SITE

Before submitting their proposal, the Bidder shall familiarize themselves with the nature and extent of the work and any local conditions that may in any manner affect the work to be done and the equipment, materials, and labor required. Bidder shall also examine all drawings, specifications, addenda and other Contract Documents to be thoroughly informed regarding any and all conditions and requirements that may in any manner affect the work to be performed under the contract.

RIGHT TO REJECT PROPOSAL

The Owner reserves the right to waive informalities in bids to reject any or all bids with or without cause and accept the bid that in its judgment is in the best interest of the County.

DISQUALIFICATION OF RESPONDENTS

Any of the following reasons may be considered as sufficient for the disqualification of a respondent and the rejection of its bid:

Submission of more than one proposal for the same work from an individual, firm or corporation under the same or different name. Evidence that the respondent has a financial interest in the firm of another respondent for the same work.

Evidence of collusion among respondents. Participants in such collusion will receive no recognition as respondents for any future work of the County until such participant has been reinstated as a qualified respondent.

Uncompleted work which in the judgment of the County might hinder or prevent the prompt completion of additional work if awarded.

Failure to pay or satisfactorily settle all bills due for labor and material on former contracts in force at the time of advertisement of proposals. Default under previous contract.

Listing of the respondent by any Local, State or Federal Government on its barred/suspended vendor list.

DISCRIMINATION

An entity or affiliate who has been placed on the discriminatory vendor list may not submit a bid on a contract to provide 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 award or perform work as a contractor, supplier, subcontractor, or consultant under contract with any public entity, and may not transact business with any public entity.

REVIEW OF PROCUREMENT DOCUMENTS

Per Florida Statute 119.071 (1) 2, sealed bids, proposals, or replies received by the County pursuant to a competitive solicitation are exempt from public disclosure until such time as the County provides notice of an intended decision or until 30 days after opening the bids, proposals, or final replies, whichever is earlier.

COMPLIANCE WITH FLORIDA STATUTE 119.0701

The Respondent shall comply with all the provisions of section 119.0701, Florida Statutes relating to the public records which requires, among other things, that the Respondent: (a)

Keep and maintain public records; (b) Provide the public with access to public records on the same terms and conditions that the public agency would provide the records; (c) ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law; and (d) Meet all requirements for retaining public records and transfer, at no cost, to the public agency all public records in possession of the respondent upon termination of the contract.

IF THE CONTRACTOR HAS QUESTIONS REGARDING THE

APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE

CONTRACTOR’S DUTY TO PROVIDE PUBLIC RECORDS RELATING

TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC

RECORDS AT (850) 983-1925, wandap@santarosa.fl.gov; 6495 CAROLINE

STREET, SUITE C, MILTON, FLORIDA 32570.

SUSPENSION OR TERMINATION FOR CONVENIENCE

The County may, at any time, without cause, order Respondent in writing to suspend, delay or interrupt the work in whole or in part for such period of time as the County may determine, or to terminate all or a portion of the Contract for the County’s convenience. Upon such termination, the Contract Price earned to the date of termination shall be paid to Respondent, but Respondent waives any claim for damages, including loss of profits arising out of or related to the early termination. Those Contract provisions which by their nature survive final acceptance shall remain in full force and effect. If the County orders a suspension, the

Contract price and Contract time may be adjusted for increases in the cost and time caused by suspension, delay or interruption. No adjustment shall be made to the extent that performance is, was or would have been so suspended, delayed or interrupted by reason for which Respondent is responsible; or that an equitable adjustment is made or denied under another provision of this Contract.

FAILURE OF PERFORMANCE/DELIVERY

In case of default by the respondent, the County after due notice (oral or written) may procure the necessary supplies or services from other sources and hold the respondent responsible for difference in cost incurred. Continuous instances of default shall result in cancellation of the award and removal of the respondent from the bid list for duration of one (1) year, at the option of the County.

AUDIT

If requested, respondent shall permit the County or an authorized, independent audit agency to inspect all data and records of respondent relating to its performance and its subcontracts under this bid from the date of the award through three (3) years after the expiration of contract.

NON-COLLUSION

Respondent certifies that it has entered into no agreement to commit a fraudulent, deceitful, unlawful or wrongful act, or any act which may result in an unfair advantage over other respondents. See Florida Statute 838.22.

PUBLIC ENTITY CRIME INFORMATION

Pursuant to Florida Statute 287.133, a respondent 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 following the date of being placed on the convicted vendor list.

Note: For respondent’s convenience, this certification form is enclosed and is made a part of the bid package.

INVESTIGATION OF RESPONDENT

The County may make such investigations, as it deems necessary to determine the stability of the respondent to perform the work and that there is no conflict of interest as it relates to the project. The respondent shall furnish to the Owner any additional information and financial data for this purpose as the County may request.

CONE OF SILENCE CLAUSE

The Santa Rosa County Board of County Commissioners has established a solicitation silence policy (Cone of Silence Clause) that prohibits oral and written communication regarding all formal solicitations for goods and services (formal bids, Request for Proposals, Requests for Qualifications) issued by the Board through the Procurement Office. The period commences from the date of advertisement until award of contract. All communications shall be directed to the Procurement Office.

Note: For respondent’s convenience, this certification form is enclosed and is made a part of the bid package.

EVALUATION OF BIDS AND AWARD OF CONTRACT

Santa Rosa County Staff will review all bids and will provide the recommendation to award to the Procurement Office, the County Administrator and the Board of County

Commissioners. The County will award the bid to the responsive and responsible vendor(s) with the lowest responsive bid(s). The County reserves the right to award the bid to the respondent submitting a responsive bid with a resulting negotiated agreement which is most advantageous and in the best interest of the County, and to reject any and all bids or to waive any irregularity or technicality in bids received. Santa Rosa County shall be the sole judge of the bid and the resulting negotiated agreement that is in its best interest and its decision shall be final.

Santa Rosa County reserves its right to reject any or all Bids, including without limitation nonconforming, nonresponsive, unbalanced or conditional Bids. The County further reserves the right to reject the Bid of any Bidder whom it finds after reasonable inquiry and evaluation to not be responsible. In evaluating Bidders, the County may consider the qualifications of

Bidders and may consider the qualifications and experience of Subcontractors, Suppliers, and other individuals or entities proposed for those portions of the Work for which the identity of Subcontractors, Suppliers, and other individuals or entities must be submitted with the Bid Form.

Santa Rosa County reserves the right to waive any informalities or reject any and all bids, in whole or part, to utilize any applicable state contracts in lieu of or in addition to this bid and to accept the bid that in its judgment will best serve the interest of the County.

Santa Rosa County reserves the right to reject any conditional bids and will normally reject those which made it impossible to determine the true amount of the bid. Each item must be bid separately, and no attempt is to be made to tie any item or items to any other item or items.

FORM OF AGREEMENT

The Contract form shall be provided by the Procurement Office. The successful contractor shall, within 10 days after receipt of the Notice of Award and the contract forms or documents, sign and deliver to the Procurement Office all required contract documents. The awarded contractor shall also deliver the policies of insurance or insurance certificate as required. All insurance documents shall be approved by Santa Rosa County Procurement

Office before the successful contractor may proceed with the work.

Contractor is responsible for submitted along with their response any exceptions it has to the standard terms of contract, within the attached sample contract. Failure to submit exceptions at time of submittal of the response will be considered a waiver by bidder to contest or request exception to the contract provisions. Any exceptions to the standard terms of contract will be taken into consideration as part of the County’s review of the response. The County reserves the right to reject bids depending on the substance of the exceptions.

SECTION III.

SANTA ROSA COUNTY DOCUMENTS AND FORMS

Santa Rosa County

Insurance Requirements

March 2021

Workers’ Compensation – meet statutory limits in compliance with the Workers Compensation Laws of Florida. This policy must include Employer Liability with a limit of $100,000 for each accident, $500,000 disease policy limit and $100,000 disease each employee limit.

Commercial General Liability – coverage shall provide minimum limits of liability of $1,000,000 per occurrence, $2,000,000 Aggregate, for bodily injury and property damage. This shall include coverage for:

a. Premises/operations

b. Products/complete operations

c. Contractual liability

d. Independent contractors

Business Auto Liability – coverage shall provide minimum limits $500,000.

Combined Single Limit for bodily injury and property damage. If Split limit coverage is provided Limits of 500,000 per person/500,000 per accident and 500,000 for property damage are required.

This shall include coverage for:

a. Owned autos

b. Hired autos

c. Non-owned autos

Special Requirements:

1) Prior to execution of a contract or agreement, certificates of insurance will be produced that shall provide for the following:

a. Santa Rosa County shall be named as an additional insured on all coverages except workers’ compensation.

b. Santa Rosa County will be given thirty (30) days’ notice prior to cancellation or modification of any stipulated insurance.

2) It is the responsibility of the contractor to ensure that all subcontractors comply with all insurance requirements.

3) It should be noted that these are minimum requirements which are subject to modification in response to specialized or high hazard operations.

In the event of unusual circumstances, the County Administrator, or his designee, may adjust these insurance requirements.

Insurance Checklist

Proposal/Project Reference_____________________________________________________________

Required Coverage (Marked by “X”) Minimum Limits

1. ____Workers Compensation $100,000. Employers Liab.

Proprietor/Executive Officers Exclusion not allowed $100,000. Accident –Disease

$500,000. Disease policy Limit

2. ____Commercial General Liability $1,000,000. CSL Including Premises operations-Products completed ops $2,000,000. Annual Aggregate Contractual Liability and Personal and advertising Liability

3. ____Automobile Liability – including Hired and Non-Owned $1,000,000. CSL

4. ____ Professional Liability coverage $1,000,000. Per Occurrence

5. ____Asbestos Removal Liability $2,000,000. Per Occurrence

6. ____Medical Malpractice $1,000,000 Per Occurrence

7. ____Garage Liability $1,000,000. BI/PD- Occurrence

8. ____Garage Keepers Liability $500,000. Comprehensive $500,000. Collision

9.____Inland Marine- Bailee’s Insurance $________________

10. ____Moving and Rigging Floater Endorsement to CGL

11.____Crime/Dishonesty Bond $_________________

12.____Builders Risk/Installation Floater – Provide coverage in Full amount of Contract.

13.____Owner’s Protective Liability $_________________

14.____Excess/Umbrella Liability $_________________

General Requirements

A. Carrier rating shall be A.M. Best rating of B++V or Better.

B. Notice of Cancellation or Non-renewal or material change in coverage shall be provided to Santa

Rosa County at least 30 days prior to action.

C. Santa Rosa County shall be named as Additional Insured on all policies except Workers’

Compensation.

Approved by the BOCC March 23, 2021

SECTION IV.

PROJECT MANUAL, SPECIFICATIONS, PLANS AND

SUPPORTING DOCUMENTATION

MINIMUM SPECIFICATIONS

CUSTODIAL SERVICES

The Santa Rosa County Board of Commissioners is requesting custodial/janitorial services for the following facilities:

*Administrative Annex, (Regional Conflict Suite), 6491 Caroline Street Milton, FL 32570

Animal Services Building, 4451 Pine Forest Road, Milton, FL 32583 Co-Operative Extension Office, 6263 Dogwood Dr., Milton, FL 32570 Emergency Management, 4499 Pine Forest Rd., Milton, FL 32583 Engineering Department, 6051 Old Bagdad Hwy., Suite 300, Milton, FL 32583 Gulf Breeze Library, 1060 Shoreline Dr., Gulf Breeze, FL 32561

*Library Administration, 6275 Dogwood Dr., Milton, FL 32570 Milton Library, 5541 Alabama St., Milton, FL 32570 Navarre Library, 8484 James M Harvell Rd, Navarre 32566 Navarre Visitor Center, 8543 Navarre Pkwy, Navarre 32566 Pace Library, 5750 Pace Patriot Blvd., Pace, FL 32571

*Probation, 6816 Caroline St. Milton, FL 32570 Public Defender’s Office, 5210 Willing Street Milton, FL 32570 Public Services Complex, 6051 Old Bagdad Hwy., Milton, FL 32583 (Building Permits, Environmental, Planning and Zoning Offices, Housing/Veterans Services)

Public Works Building, 6075 Old Bagdad Hwy., Milton, FL 32583 *Santa Rosa Archives, 6444 Open Rose Drive, Milton, FL 32570

Veterans Memorial Office, 5191 C Willing Street, Milton, FL 32570

*Denotes cleaning during working hours

**Bagdad Community Center & Exterior Restrooms, 4591 School Street, Bagdad, FL 32583 **Benny Russell Event room and 2 Restrooms, 4160 N. Spencer Field Rd, Milton FL 32571 Chumuckla Community Center, 2355 Highway 182, Jay FL 32565 Fidelis Community Center, 13785 Highway 87 N, Jay, FL 32565 **Pace Community Center, 5980 Chumuckla Hwy, Pace, FL 32571 **Peter Prince Field Restrooms, I; DD; AAA; CCC: 5600 North Airport, Milton, 32583 **Tiger Point Community Center, 1370 Tiger Point Lane, Gulf Breeze, FL 32561

**Denotes onetime per week cleaning, Fidelis & Chumuckla Community Centers will be cleaned when requested.

I. QUALIFICATIONS OF CONTRACTORS:

A. All prospective firms must have a minimum of five (5) years experience in the janitorial and custodial servicing of buildings and grounds. They must submit, with their proposals, evidence of their reliability, ability and experience. Copies of licenses are to be attached to the bid form.

B. Contractor must have physical office within fifty (50) miles of Santa Rosa County Building

Maintenance, 4530 Spikes Way, Milton, FL 32583.

C. Provide a list of five (5) locations where custodial programs of similar scope and size are presently managed, (two of the locations within one hundred (100) miles of Santa Rosa County). Give name and address, length of service, customers served and name and telephone number of a contact person for each contract.

D. A list of facilities and other similar accounts where services have been discontinued or terminated for any reason within the past two years and the reason why. Include contact person and telephone number.

II. INSPECTION OF PREMISES:

A. Contractors must inspect the buildings and grounds of the proposed buildings to be fully aware of the scope of services required and attend a mandatory pre-bid meeting. Interested parties must contact the Santa Rosa County Building Maintenance Director, or his designee, at the Santa Rosa County Building Maintenance Office, 4530 Spikes Way, Milton, FL 32583 prior to inspecting the facilities, telephone (850) 623-1569.

III. Submittal Review and Assessment A. Proposals will be judged on multiple criteria, and not solely on price. The firm or firms found to be most qualified and in the County’s best interest, shall be selected. Criteria used in evaluating the presentations will include but may not be limited to the following:

B. 1. Pricing & Warranty = 40 pts. The proposal should include a detailed cost breakdown of all pricing and warrantees of products.

C. 2. Availability = 30pts. The proposal should include the estimated response time after being contacted for a non-scheduled service.

D. 3. References/ Company Credentials = 30pts. The firm shall submit a minimum of three (3) references representing similar projects and a company resume. References must contain current contact information. (i.e. name, title, phone and address) E. A Selection Committee will evaluate each submittal according to the criteria set forth above. The Selection Committee will select a proposal based on the submittals received;

no formal interviews are anticipated; however, the Selection Committee reserves the right to ask for interviews as needed. The County reserves the right to award contracts to one or more qualified Providers. The County may perform a due diligence process on the Firm receiving the highest evaluation.

IV. SCOPE OF WORK:

A. Contract period will be for two (2) years, with possibility of annual renewals.

B. An evaluation is required every 3 months for the first year and a “poor” evaluation can cause termination of contract immediately.

C. All custodial/janitorial work to be performed under this proposal shall consist of furnishing all equipment, tools, labor, supervision, and insurance necessary to perform this contract. The use of county equipment and cleaning supplies is strictly prohibited. Santa Rosa County will provide the paper products, trash liners, hand soap and the metered scent dispensers needed to supply the offices and restrooms. The cleaning equipment and chemicals should be to industry standards. The county reserves the right to require contractor to replace any equipment, supplies, or chemicals deemed unacceptable. All work under this proposal shall be done after normal business hours, unless so specified in writing and agreed to by both parties.

D. The following areas of work, frequency of work, and specified work should be included in your proposal as follows:

(1) Restrooms:

(a) To be cleaned and sanitized three (3) days per week.

(2) Hallways and Common Areas:

(a) To be vacuumed and/or mopped three (3) days per week.

(b) Tile floor areas to be cleaned, waxed and buffed bi-annually. The county Facilities supervisor will make arrangements to schedule the floor waxing with the contractor.

Waxing will take place after hours and on weekends.

(c) Public counter tops should be dusted three (3) days per week.

(d) Glass entrance windows and doors cleaned three (3) days per week.

(e) All tables and chairs should be cleaned three (3) days per week.

(3) Office Areas:

(a) To be cleaned (dusted, vacuumed, mopped) three (3) days per week.

(4) Office Windows:

(a) To be cleaned once per month.

(5) All Trash Containers:

(a) To be emptied three (3) days per week.

(6) Exterior Trash Containers near Entrances and Common Areas:

(a) To be emptied three (3) days per week, this includes smoking urns, covered walkways, and sidewalks.

(b) Daily check list sheet may be required for each building and should be initialed after each cleaning.

E. These duties are to be performed on Mondays, Wednesdays, and Fridays, except on holidays when county offices are closed. Scheduling arrangements for holidays must be arranged by county supervisor. Cleanings three (3) times per week are still required.

The monthly window cleaning are to be scheduled on the same weekend or after hours by the county supervisor and the contractor.

F. All items not covered in this bid request may be negotiated between both parties.

Items covered in this bid request may be amended and negotiated by both parties.

Requirements for Bagdad Community Center, Pace Community Center, and Tiger Point Community Center: Cleanings are to be done once a week at these locations,

1) Sweep and mop

2) Empty trash

3) Windows to be cleaned once per month

4) Cobwebs and dust including from light fixtures to be removed

5) Dust blinds

6) Wipe down window casements and window sills

7) Wipe down baseboards, molding, door jams, and doors

8) Wipe down and sanitize light switches & thermostats

9) Wipe down door handles

10) Wipe down and sanitize water fountain

11) Clean roll-around trash cans once per month

12) Clean kitchen: To be done once a week.

a. Wipe down cabinets and splatters above kitchen sink

b. Wipe top of refrigerator, clean grate on bottom of fridge, and wipe inside of refrigerator.

c. Clean and sanitize counter tops.

d. Wipe down inside and outside of microwave.

e. Clean stove including wipe food splatters from back splash, wipe hood, lift grates and clean, clean burners, and stove controls. Open oven door and wipe. Open stove drawer and wipe.

13) Restrooms: at all Community centers and Peter Prince Airport- To be done on Fridays

a. Clean and sanitize Commodes and Sinks

b. Clean mirrors

c. Restock Toilet Paper and Paper towels in dispensers

d. Sweep & Mop

e. Empty trash

f. Wipe down walls

g. Cobwebs and dust including from light fixtures to be removed

h. Wipe down baseboards, molding, door jams, and doors

i. Wipe down and sanitize light switches

j. Wipe down door handles

14) Strip Wax and Buff Floors as requested at the following locations

a) Bagdad Community Center

b) Chumuckla Community Center

c) Pace Community Center

d) Tiger Point Community Center

BID FORM

CUSTODIAL SERVICES

Santa Rosa County Procurement Department 6495 Caroline Street, Suite G Milton, Florida 32570 Date__________________________

Dear Sir:

The undersigned agrees to furnish the service as requested by you for Santa Rosa County in your invitation to bid and certifies that the service bid meets or exceeds the specifications called for, except as set out in “Exceptions to Bid Conditions” and attached to this form.

Name & Address of Bidder ____________________________________________

Site name Location Address Square Footage Cost Per Month *Denotes cleaning during working hours

**Denotes once a week cleaning *Administrative Annex 6491 Caroline St Suite 4

Milton FL 32570 5,600

Animal Services Building 4451 Pine Forest Road, Milton, FL 32583

20,000

Co-Operative Extension Office 6263 Dogwood Dr., Milton, FL 32570

16,150

Emergency Management 4499 Pine Forest Rd., Milton, FL 32583

17,100

Engineering Department 6051 Old Bagdad Hwy., Suite 300, Milton, FL 32583

5,110

Gulf Breeze Library 1060 Shoreline Dr., Gulf Breeze, FL 32561

14,175

*Library Administration 6275 Dogwood Dr., Milton, FL 32570

8,452

Milton Library 5541 Alabama St., Milton, FL 32570

9,796

Navarre Library 8484 James M Harvell Rd, Navarre, FL 32566

10,009

Navarre Visitor Center 8543 Navarre Pkwy Navarre, FL 32566

Pace Library 5750 Pace Patriot Blvd., Pace, FL 32571

7,222

*Probation Services 6816 Caroline St.

Milton, FL 32570

3,811

Public Defender’s Office 5210 Willing Street Milton, FL 32570

13,030

Public Services Complex 6051 Old Bagdad Hwy., Milton, FL 32583

18,267

Public Works Building 6075 Old Bagdad Hwy., Milton, FL 32583

16,499

Santa Rosa Archives 6444 Open Rose Drive, Milton, FL 32570

Veterans Memorial Office 5191 C Willing Street, Milton, FL 32570

**Bagdad Community Center & Exterior Restroom

4591 School Street, Bagdad, FL 32583

**Benny Russell Park Event Room/Restroom building & the 2nd Exterior Restroom

4160 N. Spencer Field Rd, Milton FL 32571

**Pace Community Center 5976 Chumuckla Hwy, Pace, FL 32571

**Peter Prince Field Restrooms I; DD;

AAA; CCC

5600 North Airport, Milton, FL 32583

276 each 4 units

**Tiger Point Community Center 1370 Tiger Point Lane, Gulf Breeze, FL 32561

As Requested Chumuckla Community Center 2355 Highway 182

Jay, FL

Fidelis Community Center

13774 Highway 87 N Fidelis, FL

*Provide square footage rate for any other buildings that may be added.

TOTAL ____________ per month

Company Representative Signature Telephone

NOTE: Please return this bid form to the above address. NO OTHER BID FORM WILL BE

ACCEPTED.

COMMENTS:

_____________________________ 12

Attachment “B”

Santa Rosa County

March 2021

Workers’ Compensation – meet statutory limits in compliance with the Workers Compensation Laws of Florida. This policy must include Employer Liability with a limit of $100,000 for each accident, $500,000 disease policy limit and $100,000 disease each employee limit.

Commercial General Liability – coverage shall provide minimum limits of liability of $1,000,000 per occurrence, $2,000,000 Aggregate, for bodily injury and property damage. This shall include coverage for:

a. Premises/operations

b. Products/complete operations

c. Contractual liability

d. Independent contractors

Business Auto Liability – coverage shall provide minimum limits $500,000.

Combined Single Limit for bodily injury and property damage. If Split limit coverage is provided Limits of 500,000 per person/500,000 per accident and 500,000 for property damage are required.

This shall include coverage for:

a. Owned autos

b. Hired autos

c. Non-owned autos

Special Requirements:

1) Prior to execution of a contract or agreement, certificates of insurance will be produced that shall provide for the following:

a. Santa Rosa County shall be named as an additional insured on all coverages except workers’ compensation.

b. Santa Rosa County will be given thirty (30) days’ notice prior to cancellation or modification of any stipulated insurance.

2) It is the responsibility of the contractor to ensure that all subcontractors comply with all insurance requirements.

3) It should be noted that these are minimum requirements which are subject to modification in response to specialized or high hazard operations.

In the event of unusual circumstances, the County Administrator, or his designee, may adjust these insurance requirements.

_____________________________ 13

Attachment “C” Civil Rights Clauses

_____________________________ 14

Attachment “C”

Title VI List of Pertinent Nondiscrimination Acts and Authorities

During the performance of this Agreement, the Contractor, for itself, its assignees, and successors in interest (hereinafter referred to as the “Contractor”), as applicable, agrees to comply with the following non-discrimination statutes and authorities; including but not limited to:

• Title VI of the Civil Rights Act of 1964 (42 USC § 2000d et seq., 78 stat. 252) (prohibits discrimination on the basis of race, color, national origin);

• 49 CFR part 21 (Non-discrimination in Federally-assisted programs of the Department of Transportation—Effectuation of Title VI of the Civil Rights Act of 1964);

• The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, (42 USC § 4601) (prohibits unfair treatment of persons displaced or whose property has been acquired because of Federal or Federal-aid programs and projects);

• Section 504 of the Rehabilitation Act of 1973 (29 USC § 794 et seq.), as amended (prohibits discrimination on the basis of disability); and 49 CFR part 27;

• The Age Discrimination Act of 1975, as amended (42 USC § 6101 et seq.) (prohibits discrimination on the basis of age);

• Airport and Airway Improvement Act of 1982 (49 USC § 471, Section 47123), as amended (prohibits discrimination based on race, creed, color, national origin, or sex);

• The Civil Rights Restoration Act of 1987 (PL 100-209) (broadened the scope, coverage and applicability of Title VI of the Civil Rights Act of 1964, the Age Discrimination Act of 1975 and Section 504 of the Rehabilitation Act of 1973, by expanding the definition of the terms “programs or activities” to include all of the programs or activities of the Federal-aid recipients, sub-recipients and contractors, whether such programs or activities are Federally funded or not);

• Titles II and III of the Americans with Disabilities Act of 1990, which prohibit discrimination on the basis of disability in the operation of public entities, public and private transportation systems, places of public accommodation, and certain testing entities (42 USC §§ 12131 – 12189) as implemented by U.S. Department of Transportation regulations at 49 CFR parts 37 and 38;

• The Federal Aviation Administration’s Nondiscrimination statute (49 USC § 47123) (prohibits discrimination on the basis of race, color, national origin, and sex);

• Executive Order 12898, Federal Actions to Address Environmental Justice in Minority Populations and Low-Income Populations, which ensures nondiscrimination against minority populations by discouraging programs, policies, and activities with disproportionately high and adverse human health or environmental effects on minority and low-income populations;

• Executive Order 13166, Improving Access to Services for Persons with Limited English Proficiency, and resulting agency guidance, national origin discrimination includes discrimination because of limited English proficiency (LEP). To ensure compliance with Title VI, you must take reasonable steps to ensure that LEP persons have meaningful access to your programs (70 Fed. Reg. at 74087 to 74100);

• Title IX of the Education Amendments of 1972, as amended, which prohibits you from discriminating because of sex in education programs or activities (20 USC 1681 et seq).

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Attachment “D”

Scrutinized Contractors Certificate