CITY OF DORAL

REQUEST FOR PROPOSALS (RFP) No. 2026-09

Custodial Services for City of Doral Facilities

NOTICE IS HEREBY GIVEN that the City of Doral is soliciting Request for Proposals from qualified contractors to submit their solicitation response for Custodial Services for City of Doral Facilities

Solicitation documents, addenda, and notices for this Solicitation can be viewed and downloaded through OpenGov Interested parties must register with OpenGov to receive automatic notifications of addenda or notices related to this Solicitation.

Electronic responses will only be received online via OpenGov.

Issuance/Advertisement Date April 6, 2026

Pre-Proposal Meeting (Mandatory) April 15, 2026, 9:30am

City of Doral City Hall, 3rd Floor 8401 NW 53 Terrace Doral, FL. 33166

Site Visit 04/15/2026 10:00 am

City of Doral City Hall, 3rd Floor 8401 NW 53 Terrace Doral, FL. 33166

Cut-off Date for Written Questions April 22, 2026, 4:00pm https://procurement.opengov.com/portal/cityofdoral https://procurement.opengov.com/portal/cityofdoral

Deadline for RFP Submittals &

Date of Opening

April 27, 2026, 2:30pm

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/2812772

1548167?p=XOSoGRxKf0hQDKjtZF

Meeting ID:

281 277 215 481 67

Passcode:

9kz3jj67

Anticipated Public Evaluation

Committee Meeting Phase I (Non-

Mandatory)

May 6, 2026, 11:00am

City of Doral City Hall, 3rd Floor 8401 NW 53 Terrace Doral, FL. 33166

Anticipated Evaluation Committee

Meeting - Interviews - Phase II

(Closed to the Public) (Optional)

Meeting location, date, and time will be announced at a later date.

Anticipated Evaluation Committee

Meeting – Final Ranking – Phase II

(Optional)

Meeting location, date, and time will be announced at a later date.

Attendance at the scheduled pre-bid meeting is HIGHLY encouraged. Attendees will be able to receive important information which will be discussed as it relates to this RFP procurement process.

This RFP procurement process is subject to the “Cone of Silence” as more particularly described in the solicitation. Accordingly, all questions regarding this RFP must be made in writing using the

OpenGov platform.

Connie Diaz, MMC

City Clerk, City of Doral https://teams.microsoft.com/meet/28127721548167?p=XOSoGRxKf0hQDKjtZF https://teams.microsoft.com/meet/28127721548167?p=XOSoGRxKf0hQDKjtZF

CITY OF DORAL

Request for Proposals

Custodial Services for City of Doral

Facilities

Submission Due Date: Monday, April 27, 2026, at 2:30 pm

RFP No. 2026-09

Procurement and Asset Management Director:

ROMAN MARTINEZ, MPA, CPPO, CPPB

City of Doral

Custodial Services for City of Doral Facilities

2026-09

Table Of Contents

1. GENERAL INFORMATION

1.1. General Instructions and Submittal Requirements

2. SCOPE OF WORK

2.1. Technical Specifications

2.2. Pricing Proposal

3. MINIMUM INSURANCE REQUIREMENTS

3.1. MINIMUM INSURANCE REQUIREMENTS

4. RESPONSE REQUIREMENTS

4.1. Required Forms & Certifications

4.2. Technical Response Requirements

4.3. Staffing & Qualifications

4.4. References and Past Performance

4.5. Financial Stability Documentation

5. EVALUATION CRITERIA AND METHODOLOGY

5.1. Evaluation Process Overview

5.2. Scoring Criteria & Weights

5.3. Oral Presentations/Interviews (if applicable)

6. SPECIAL PROVISIONS

6.1. Special Terms and Conditions

7. GENERAL DEFINITIONS AND SOLICITATION TERMS AND CONDITIONS

7.1. General Definitions

7.2. General Terms and Conditions

8. VENDOR RESPONSE

8.1. Vendor Questionnaire

Attachments:

Custodial Services for City

J - Sample Agreement

1. GENERAL INFORMATION

1.1. General Instructions and Submittal Requirements

1.1.1. Notice to Respondents

NOTICE: The City of Doral (“City”) hereby gives notice of its intent to seek Responses from interested and qualified parties in response to this 2026-09 Custodial Services for City of Doral Facilities to provide the services described herein. Responses must be received before the deadline date and time specified below.

1.1.2. Project Overview

The City of Doral (the "City") is seeking Responses from qualified organizations or individuals to provide

Custodial Services for City of Doral Facilities under the coordination of Procurement.

1.1.3. Procurement Schedule

All dates and times in this Solicitation may be changed by a written addendum issued by the City. After the deadline for Submittals, any remaining dates and times are estimates and may be adjusted by the City at its discretion without issuing a written addendum.

Issuance/Advertisement Date: April 6, 2026

Pre-Proposal Meeting (Mandatory): April 15, 2026, 9:30am

City of Doral City Hall, 3rd Floor 8401 NW 53 Terrace Doral, FL. 33166

Site Visit: 04/15/2026 10:00 am

City of Doral City Hall, 3rd Floor 8401 NW 53 Terrace Doral, FL. 33166

Cut-off Date for Written Questions: April 22, 2026, 4:00pm

Custodial Services for City

Deadline for RFP Submittals & Date of

Opening:

April 27, 2026, 2:30pm

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/28127721

548167?p=XOSoGRxKf0hQDKjtZF

Meeting ID:

281 277 215 481 67

Passcode:

9kz3jj67

Anticipated Public Evaluation Committee

Meeting Phase I (Non-Mandatory):

May 6, 2026, 11:00am

City of Doral City Hall, 3rd Floor 8401 NW 53 Terrace Doral, FL. 33166

Anticipated Evaluation Committee Meeting -

Interviews - Phase II (Closed to the Public)

(Optional):

Meeting location, date, and time will be announced at a later date.

Anticipated Evaluation Committee Meeting

– Final Ranking – Phase II (Optional):

Meeting location, date, and time will be announced at a later date.

1.1.4. Pre-Solicitation Conference

Conference Type: Mandatory

A Pre-Solicitation Conference will be held on the date and time specified in the Procurement Schedule. During this meeting, the requirements of this Solicitation will be reviewed and discussed.

Mandatory Meeting: Prospective Respondents must attend. Those who do not attend will be ineligible to submit a Response. Any Response submitted by a non-attendee will be deemed non-responsive.

Any changes to this Solicitation discussed during the conference or site visit are not binding unless included in a written addendum issued by the City.

Any substantive questions regarding the Solicitation must be submitted in writing using the OpenGov platform, on or before the question deadline.

Respondents are responsible for reviewing all information related to this Solicitation, including information presented at the conference. By submitting a Proposal, the Proposer certifies that it is sufficiently familiar with the facilities, work requirements, and all conditions that may affect contract performance.

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Custodial Services for City

1.1.5. Cone of Silence Policy and Contact Information

This Solicitation is subject to the “Cone of Silence”. Accordingly, all questions or comments regarding this

Solicitation must be made in writing using the OpenGov platform. No e-mails or phone calls will be accepted in reference to this Solicitation. If it becomes necessary to provide additional clarifying information that revises any part of this Solicitation, supplements or revisions will be made available via a written addendum posted on

OpenGov.

1.1.6. Method and Deadline for Submittal

Responses must be submitted electronically through OpenGov by the date and time stated above. The responsibility for submitting a Response before the stated time and date is solely and strictly that of the

Respondent. The City is not responsible for any delayed, lost, late, misdelivered, or non-delivered Responses, no matter the cause. Any Responses received after the due date and time specified will not be considered.

Solicitation documents, addenda, and notices for this Solicitation can be viewed and downloaded through

OpenGov. Interested parties must register with OpenGov to receive automatic notifications of addenda or notices related to this Solicitation.

The City reserves the right to accept any Response deemed in its best interest, to waive minor irregularities, omissions, deviations, or technicalities, and to reject any or all Responses and re-advertise, as permitted by

Florida Statutes, the City Charter, and the City Code. Minor issues may be corrected at the City’s discretion;

however, material deficiencies, missing mandatory information, or failure to meet basic requirements may result in disqualification.

1.1.7. Term of Contract

The contract term will be an initial three (3) years term with an option to renew for three (3) additional one (1) year periods for a possible total of six (6) years, subject to cancellation as provided herein.

The City and the Awarded Respondent shall execute a contract (“Agreement”) within thirty (30) days after

Notification of Award based upon the requirements set forth in the RFP through action taken by the City

Council at a fully authorized meeting. If the Respondent awarded the Contract fails to enter into a contract as herein provided, the award may be declared null and void, and the Contract may be awarded to the next most responsible and responsive Respondent, or re‐advertised, as determined by the City. Continuation of the contract beyond the initial period, and any option subsequently exercised, is a City prerogative, and not a right of the Awarded Proposer(s). This prerogative may be exercised only when such continuation is clearly in the best interest of the City.

2. SCOPE OF WORK

2.1. Technical Specifications

2.1.1. Statement of Need/Objectives

The City of Doral is seeking proposals from qualified firms or entities (herein referred to as

“proposer/bidder”) Certified in Green Building Best Maintenance Practices for performing

Custodial Services, including the provision of: all personnel/labor, supervision, cleaning supplies and paper products consisting of: toilet paper, toilet seat covers, hand paper towels, garbage can liners, hand soap and any other materials necessary for the complete servicing of the facility/facilities in accordance with the specification provided. Any and all products utilized shall be “Green Certifies https://procurement.opengov.com/signup https://procurement.opengov.com/signup https://procurement.opengov.com/signup

Custodial Services for City

Products” of the highest quality to effectively perform all duties. Failure to provide paper products or supplies of a quality previously approved by the City may be deemed insufficient by the Facilities

Manager and shall be replaced by other approved products when required.

The annual budget for this service is $200,000.00 annually.

A Bid Bond in the amount of five (5%) percent of the base bid amount is required for this project. BID Bond MUST be submitted to the City Clerks Office no later than the Deadline for

RFP Submittals & Date of Opening detailed in the timeline.

2.1.2. Project Overview

The City of Doral desires to retain a Custodial Services firm to maintain the City’s facilities which include :

City Hall

50,670 square foot three story building, LEED Certified Government Center.

The facility houses: The Office of the Mayor, City Council and approximately 170 City employees of various departments.

Doral Police Department

24,430 square foot two story building.

Facility houses: Police Department of Doral and EEC MD County.

PD Training Center

10150 square feet

Facility houses: PD training department and simulation center.

Public Works Warehouse

4100 square feet

Facility houses: warehouse, vehicle repair facility and PW offices.

2.1.3. Scope of Work

The Awarded Proposer shall be required to perform various Custodial Services, which shall include but not be limited to the provision of: all personnel/labor, supervision, cleaning supplies and paper products consisting of:

toilet paper, toilet seat covers, hand paper towels, garbage can liners, hand soap and any other materials necessary for the complete servicing of the facility/facilities in accordance with the specification provided. Any and all products utilized shall be “Green Certifies Products” of the highest quality to effectively perform all

Custodial Services for City duties. Failure to provide paper products or supplies of a quality previously approved by the City may be deemed insufficient by the Facilities Manager and shall be replaced by other approved products when required.

FACILITIES

The facilities to be maintained are as follows:

• Doral City Hall o Approx. 50,670 square foot three story building o LEED Certified Government Center.

o The facility houses: The Office of the Mayor, City Council and approximately 170 City employees of various departments.

• Doral Police Department o Approx. 24,430 square foot two story building.

o Police Department of Doral and EEC MD County.

• Public Works Warehouse o Approx. 4100 square foot building o warehouse, vehicle repair facility and PW offices.

• Police Department Training Center o Approx. 10,150 square foot building o PD training department and simulation center.

The City reserves the right to expand the scope of services to include additional facilities as needed and negotiated between the City and Awarded Proposer(s).

HOURS AND HOLIDAYS

All services for this facility shall be conducted between the hours of 4:00 p.m. and 11:00 p.m., five (5) days per week (Monday through Friday) or upon such other timeframe approved by the City. Janitorial personnel will not be required to work on the following holidays observed by the City:

o New Year's Day o Memorial Day o Juneteenth Day

Custodial Services for City o Fourth of July o Labor Day o Thanksgiving Day o Christmas Day

2.1.4. SERVICE SPECIFICATIONS

1. FREQUENCY OF SERVICE

City Hall

• Facility Size: 50,670 sq. ft., three-story building

• Description: LEED Certified Government Center housing the Office of the Mayor, City Council, and approximately 170 City employees from various departments.

• Cleaning Schedule:

o Frequency: 5 days per week (Monday – Friday) o Service Hours: 4:00 p.m. – 11:00 p.m

Doral Police Department (PD)

• Facility Size: 24,430 sq. ft., two-story building

• Description: Houses the Doral Police Department and EEC MD County.

• Cleaning Schedule:

o Frequency: 5 days per week (Monday – Friday) o Service Hours: 4:00 p.m. – 11:00 p.m.

Public Works Warehouse

• Facility Size: 4,100 sq. ft.

• Description: Includes a warehouse, vehicle repair facility, and Public Works offices.

• Cleaning Schedule:

o Frequency: 5 days per week (Monday – Friday) o Service Hours: 4:00 p.m. – 11:00 p.m.

PD Training Center

• Facility Size: 10,150 sq. ft.

• Description: Houses the Police Department training department and simulation center.

Custodial Services for City

• Cleaning Schedule:

o Frequency: 5 days per week (Monday – Friday) o Service Hours: 4:00 p.m. – 11:00 p.m.

2. SERVICES PROVIDED ON A DAILY BASIS

A. Common/Public areas, Offices, Gymnasiums and Auditoriums

1. Empty and clean all waste and sanitary receptacles, replace plastic liners; wash if necessary.

2. Remove all waste collected from the building and dispose on City provided commercial dumpster.

3. Empty all office recycling receptacles and dispose into City provided 96 gallon recycling carts.

4. Vacuum all carpets.

5. Remove dirt and or marks from doors, walls, elevator walls and doors, light switches, glass panels and partitions.

6. Clean and disinfect all drinking fountains.

7. Spot clean carpets as needed.

8. Check for, and remove, any and all cobwebs.

9. Spot clean furniture, fixtures, doors walls, counters and glass partitions.

10. Sweep and damp mop elevators (including parking garage elevator), and main stairwells with germicidal detergent.

11. Spot clean main stairs, landings, walls, doors, and handrails.

12. Police all stairs and landings to ensure cleanliness.

13. Sweep and damp mop all hard floors using germicidal detergent and appropriate Caution Wet Floor

Warning signs (Granite floors included as applicable).

14. Damp mop all tile floors, using germicidal detergent and appropriate Caution Wet Floor Warning devices to safeguard the public and departmental personnel.

15. Clean the clerk/ cashier windows and all building entrance doors.

16. Wipe clean all conference room tables.

18. Clean all water drinking fountains.

19. Wipe down and disinfect all exercise equipment.

Custodial Services for City

B. Restrooms

I. Clean and disinfect all urinals and toilet bowls, including toilet seats.

2. Clean and polish all mirrors and plumbing fixtures.

3. Wash, clean and disinfect all urinal walls and stall partitions.

4. Clean and disinfect ail trash receptacles and replace all with plastic liners; wash if required.

5. Wet mop and disinfect all floors.

6. Scrub and disinfect all sinks and counter tops.

7. Remove all splash marks from all walls, partitions and cabinets.

8. Spot clean all commode partitions and doors, inside and outside.

9. Clean and dry all tables.

10. Replace urinal screens as needed.

11. Provide disposal bags for sanitary products on as needed basis where restrooms have provisions for these items.

12. Refill all dispensers and replenish all paper supplies and hand soap on a daily basis.

13. Report water leaks to the Facilities Manager.

C. Showers and Locker Rooms

1. Sanitize and polish all fixtures and splatter areas.

2. Damp clean and polish all mirrors, counter tops.

3. Clean and sanitize all showers and dressing areas: clean all shower hardware, walls and floors.

4. Remove all trash, debris, toiletries, or other articles left unattended outside lockers, which appear to be abandoned. (Determine placement of these items in conjunction with the Facilities Manager.

5. Disinfect lockers, furniture, fixtures, walls, partitions, doors, etc.

6. Wipe down and sanitize benches.

7. Empty trash and sanitary receptacles, replace liners.

8. Refill all paper, hand soap dispensers and sanitary napkin dispensers.

D. Employee Lounge Areas

1. Empty trash and recycling receptacles, replace liners.

Custodial Services for City

2. Clean trash and recycling receptacles.

3. Re-arrange furniture as needed.

4. Spot clean furniture, fixtures, doors walls, counters and glass partitions.

5. Wipe clean all tables, cabinets, appliances and counter tops.

6. Sweep hard floor surfaces.

7. Damp mop floors with germicidal detergent.

3. SERVICES REQUIRED ON A WEEKLY BASIS

1. Dust, all building areas to include all surfaces of furniture (desks, tables, counters, files, fixtures, etc.) (Note: some personnel may request that their personal desk(s) be excluded; however, the bid should be based on all furnishings).

2. Clean and polish all furniture to include the auditorium furniture, podium etc.

3. Clean and spray buff hard floor surfaces including Granite floors as applicable.

4. Dust window treatments/blinds and windowsills.

5. Clean glass partitions.

6. Clean behind all doors and crevices along walls to eliminate dust buildup.

7. Vacuum or brush all upholstered furniture.

8. Sweep all stairwells, including parking garage.

9. Vacuum and clean all designated "high traffic" carpet areas.

10. Clean mop sink on janitorial closets.

11. Sweep and mop floors of janitorial closets.

1. Machine scrub and disinfect all restroom ceramic tile floors.

2. Wash and disinfect stall partitions.

Custodial Services for City

1. Machine scrub shower and locker room ceramic tile floors.

2. Wipe clean and disinfect all lockers.

D. Employee Lounge Areas

1. Machine scrub and spray buff hard floor surfaces.

2. Wash waste and recycling receptacles.

3. Clean interior and exterior of kitchen cabinets and drawers.

4. Clean upholstered seating as needed.

5. Perform thorough cleaning of tables, chairs and dining areas.

4 SERVICES REQUIRED ON A MONTHY BASIS

A. Common/Public Areas, Offices, Gymnasiums and Auditoriums

1. Clean all air-conditioning vents.

2. Clean, strip, seal, buff and refinish various hard floor surfaces. Including Granite floors (With methods satisfactory to the City).

3. Vacuum and bonnet clean all carpets.

4. Clean interiors of all windows and window sills.

5. Clean and disinfect all trash receptacles and replace in their designated location(s).

6. Sweep and damp mop all stairs and/or landings.

7. Dust and clean all high areas not easy to reach during normal cleaning schedule.

8. Wipe clean all light fixtures throughout the building.

1. Deep clean all restrooms to include, toilet, sinks, ceramic tile walls, floors, tables, partitions and urinals.

2. Polish all plumbing fixtures and dispensers.

3. Dust all light fixtures and a/c vents.

4. Wash and disinfect all waste and recycling receptacles.

Custodial Services for City

1. Deep clean showers and locker room areas to include ceramic tile walls, floors, dressing areas, benches, lockers and drain strainers.

2. Replace damaged or moldy shower privacy curtain as needed.

5. SERVICES REQUIRED ON A QUATERLY BASIS

1. Steam clean all carpets, using the hot water extraction method.

2. Strip, seal and refinish all hard floor surfaces. Including Granite floors as applicable.

3. Dust all auditorium wood and fabric panels (high and low).

4. Clean wall coverings as needed, using extreme caution and approved methods.

5. Clean upholstered furniture/seating throughout the building.

6. Clean and polish all metal door thresholds.

6. CLOSING INSTRUCTIONS

Common Areas

1. Report any maintenance problems in Facilities Manager’s log book.

2. Turn off lights.

3. Set any alarms.

4. Close and lock all building’s exterior doors.

7. QUOTE FOR ADDITIONAL SERVICES

Provide quotes for additional services per Square Feet as follows:

• Carpet vacuuming

• Carpet cleaning

• Scrub and wash ceramic tile floors

• Strip, seal and buff VCT floors

Custodial Services for City

• Dusting, cleaning, and removal of waste and recycling receptacles on approximately 1000 SQ. FT of office space.

8. ACCEPTANCE OF COMPLETED WORK

A representative from the City of Doral must approve the work and related costs prior to the commencement of work. The City of Doral will determine if the work that is done is acceptable. If the work does not meet the

City’s requirements, the Vendor must take whatever remedial action is necessary to meet the requirements.

Work determined to be defective will be remedied by the contractor at no additional cost to the City within a period of 24 hours.

9. SUPPLIES AND PROGRAM

The Bidder shall supply all tools and equipment of every kind, ample in quantity and capacity, in good working order and suitable in character to carry out the work or services of his contract according to an approved program.

a. All equipment used in City Facilities shall comply with the requirements of IEQc3.4:

Green Cleaning, Sustainable Cleaning Equipment:

• Vacuum cleaners meet the requirements of the Carpet and Rug Institute “Green Label” Testing

Program— Vacuum Cleaner Criteria and are capable of capturing 96% of particulates 0.3 microns in size and shall operate with a sound level less than 70dBA.

• Carpet extraction equipment for restorative, deep cleaning is certified by the Carpet and Rug Institute’s

“Seal of Approval” Testing Program for deep-cleaning extractors.

• Powered floor equipment—e.g., electric and battery-powered floor buffers and burnishers—is equipped with vacuums, guards and/or other devices for capturing fine particulates and operates with a sound level less than 70dBA.

• Propane-powered floor equipment has high-efficiency, low-emission engines with catalytic converters and mufflers that meet California Air Resources Board (CARB) or Environmental Protection Agency

(EPA) standards for the specific engine size and operate with a sound level of less than 90dBA.

• Automated scrubbing machines are equipped with variable-speed feed pumps and onboard chemical metering to optimize the use of cleaning fluids. Alternatively, the scrubbing machines use only tap water with no added cleaning products.

• Battery-powered equipment is equipped with environmentally preferable gel batteries.

• Powered equipment is ergonomically designed to minimize vibration, noise and user fatigue.

• Equipment is designed with safeguards, such as rollers or rubber bumpers, to reduce potential damage to building surfaces.

Custodial Services for City

b. Cleaning products and materials, including hard-floor and carpet-care products, used at the City Facilities shall, when possible, meet the requirements of IEQc3.3: Green Cleaning, Purchase of Sustainable Cleaning

Products and Materials.

Product types subject to these requirements include, but are not limited to, bio-enzymatic cleaners, hard-floor cleaners, carpet cleaners, general-purpose cleaners, specialty cleaners, odor control, disinfectants, disposable janitorial paper products and trash bags, and hand soaps.

c. IEQc3.3: Green Cleaning, Purchase of Sustainable Cleaning Products and Materials Criteria:

• The cleaning products meet one or more of the following standards for the appropriate category:

o Green Seal GS-37, for general-purpose, bathroom, glass and carpet cleaner use for industrial and institutional purposes o Environmental Choice CCD-110, for cleaning and degreasing compounds o Environmental Choice CCD-146, for hard-surface cleaners o Environmental Choice CCD-148, for carpet and upholstery care.

• Disinfectants, metal polish, floor finishes, strippers or other products not addressed by GS-37 or

Environmental Choice CCD-110, 146, or 148 shall meet at least one of the following standards for the appropriate category:

o Green Seal GS-40, for industrial and institutional floor-care products o Environmental Choice CCD-112, for digestion additives for cleaning and odor control o Environmental Choice CCD-113, for drain or grease-trap additives o Environmental Choice CCD-115, for odor-control additives o Environmental Choice CCD-147, for hard-floor care o California Code of Regulations maximum allowable VOC levels for the specific product category.

• Disposable janitorial paper products and trash bags meet the minimum requirements of one or more of the following programs for the applicable product category:

o U.S. EPA Comprehensive Procurement Guidelines for Janitorial Paper and Plastic Trash Can

Liners o Green Seal GS-09, for paper towels and napkins o Green Seal GS- 01, for tissue paper o Environmental Choice CCD-082, for toilet tissue o Environmental Choice CCD-086, for hand towels

Custodial Services for City o Janitorial paper products derived from rapidly renewable resources or made from tree-free fibers.

• Hand soaps meet one or more of the following standards:

o No antimicrobial agents (other than as a preservative) except where required by health codes and other regulations (i.e., food service and health care requirements) o Green Seal GS-41, for industrial and institutional hand cleaners o Environmental Choice CCD-104, for hand cleaners and hand soaps.

d. Equipment and Supplies

The Awarded Proposer shall supply all tools, equipment, and supplies of every kind, ample in quantity and capacity, in good working order and suitable in character to carry out the work or services of the contract according to an approved program.

Approved Product List: The products indicated below are approved for use. Products beyond those listed here must be submitted for approval prior to use.

Product Type

Manufacturer/Product Name

Sustainability Criteria Met

Toilet Tissue SCOTT® 2-ply Standard Roll Bathroom Tissue

Meets EPA Standards for minimum post consumer waste content.

C-Fold Towel EcoSoft™ Green Seal™ C- Fold Towel

Exceeds EPA guidelines for post-consumer wastepaper content, and features environmentally preferable packaging

Glass Cleaner Betco Green Earth® Glass Fastdraw®

Environmentally preferable glass and surface cleaner. Green Seal Certified

Daily Disinfectant Cleaner Betco Green Earth® Daily Disinfectant Cleaner Fastdraw®

A multi-purpose, germicidal detergent and deodorant effective in hard water up to 400 ppm plus 5% organic serum. Disinfects, cleans and deodorizes.

Custodial Services for City

Natural All Purpose Cleaner Betco Green Earth®

Natural All Purpose Cleaner Fastdaw®

Environmentally Preferable spray and wipe cleaner

Peroxide Cleaner Betco Green Earth® Peroxide Cleaner Fastdraw®

Environmentally Preferable multi-purpose cleaner. Green Seal Certified

Degreaser Betco Green Earth® Natural Degreaser Fastdraw®

Environmentally Preferable degreaser

Restroom Cleaner Betco Green Earth® Restroom Cleaner Fastdraw®

Heavy Duty Non- Corrosive Organic Acid Restroom Cleaner

Daily Floor Cleaner Betco Green Earth® Daily Floor Cleaner Fastdraw®

Environmentally preferable daily floor cleaner. Green Seal Certified

Floor Stripper Betco Green Earth® Floor Stripper

Non-butyl/ non-ammoniated stripper.

Green Seal Certified

Floor Finish & Sealer Betco Green Earth® Prelude Floor Finish & Stripper

Green Seal™ certified solution for protecting and maintaining floors.

In the event a particular approved product becomes unavailable during the term of the Contract, the Contractor awarded that item may arrange with the City's authorized representative(s) to supply a substitute product at the awarded price or lower provided that a sample is approved in advance of delivery and that the new product meets or exceeds all quality requirements.

e. Quality of Goods/Services

All products utilized throughout the facilities in the performance of the Awarded Proposer(s) responsibilities shall be Green Certified Products of highest quality to effectively perform all duties. Failure to provide products or supplies of a quality previously approved by the City may be deemed insufficient by the Facilities Manager and shall be replaced by other approved product(s) at Awarded Proposer(s)’ cost when required. All equipment shall be safe and in good operational condition.

f. Processing of Application for Payment

Cut-off date is the close of the Work day of the final Friday of each month. Contractor shall submit by the first

Friday of each month Contractor's completed Application for Payment for the previous period. City must be

Custodial Services for City notified of all scheduled and completed work in sufficient time to verify completeness of such work. Should the submittal date fall on a holiday, Contractor shall submit his application on the next workday.

Contractor is advised that processing of draws must follow this schedule, as the City has funding requirements and other payment obligations which may prevent payment of late Application for Payment for that month’s billing cycle. Late Application for Payment with a Recommendation for Payment will be paid in the next month’s billing cycle.

g. SAFETY AND PROTECTION

The CONTRACTOR will be responsible for initiating, maintaining and supervising all safety precautions and programs. They will take all necessary precautions for the safety of, and will provide the necessary protection to prevent damage, injury or loss to:

• All employees and other persons who may be affected thereby,

• All the Work and all materials or equipment to be incorporated therein, whether in storage on or off the work area, and

• Other property at the work area or adjacent thereto, including trees, shrubs, lawns, walks, pavements, roadways, structures and utilities not designated for removal, relocation or replacement in the course of construction.

h. WORK DURING INCLEMENT WEATHER

No Work shall be done under these specifications except by permission of the City when the weather is unfit for good and careful Work to be performed. Should the severity of the weather continue, the Contractor upon the direction of the City, shall suspend all Work until instructed to resume operations by the City.

i. COMMENCEMENT CONFERENCE

Within five (5) days after delivery of the executed Agreement by City to the Contractor, but before starting the

Work, a commencement conference will be held to review the above schedules, and provide procedures for processing Applications for Payment, and to establish a working understanding between the parties as to the

Project. Present at the conference will be the City representative, and the Contractor.

2.1.5. Qualifications and Experience

The City wishes to engage a firm that is regularly engaged in, and legally authorized to conduct, the business of providing the services as described herein. The firm shall have sufficient financial support, equipment, and organization to ensure that they can satisfactorily execute the services if awarded a Contract under the terms and conditions herein stated. There shall not be any pending criminal charges against the firm, principal owners, partners, corporate officers, or management employees. The term “equipment and organization” as used herein shall be construed to mean a fully equipped and well-established operation as determined by officials of the City of Doral. Bidder shall be fully licensed to perform the work described herein and shall comply with all applicable State Statutes and local codes and ordinances.

Custodial Services for City

A. All firms that submit a bid shall meet, but not be limited to, the following minimum qualifications:

1. The firm, or principals of the firm, shall be regularly engaged in the business of providing the services described herein. The firm shall have a record of performance and operation within Florida for a five-year period of time immediately preceding this Invitation to Bid. The firm shall have sufficient financial support, equipment, and organization to ensure that they can satisfactorily execute the services if awarded a Contract under the terms and conditions herein stated. There shall not be any criminal charges pending against the firm, principal owners, partners, corporate officers, or management employees. The term “equipment and organization” as used herein shall be construed to mean a fully equipped and well-established operation as determined by officials of the City of Doral.

2. Bidder shall be fully licensed to perform the work described herein and shall comply with all applicable State

Statutes and local codes and ordinances.

3. Bidder must have performed work in the Florida on at least three (3) Custodial Maintenance jobs, each within the past five (5) years. At least one (1) of these jobs must have been performed for a governmental entity in Florida.

Supporting references must include company name or governmental agency, contact person telephone number and email address. It is the responsibility of the Bidder to ascertain that the contact person will be responsive.

4. Section 8 of this RFP there is a Performance Evaluation Survey. Prospective proposer is to send the survey to their client and in turn the client will forward the Performance Survey to the City of Doral at performancesurvey@cityofdoral.com. The City reserves the right to verify and/or visit these or any other references as part of the evaluation and ranking of proposers.

5. The bidder must show proof of having met these minimum requirements on the “Bidder

Qualification Statement” in Section 8 Vendor Questionnaire. THE CITY WILL NOT ACCEPT ANY

SUBSTITUTION FOR THIS FORM.

Respondents must show proof of meeting these minimum qualifications and should do so by the completion of the forms included in Vendor Response section. Respondents must also identify at least one (1) reference for each project/contract identified to substantiate specified experience, as required in Vendor Response section.

It is the responsibility of the Respondent to ascertain that the reference/contact person will be responsive.

6. Respondents must provide a letter identifying all government entities, if any, for whom they have entered into agreements to provide instruction.

7. Bidder shall have never filed for bankruptcy, be in sound financial condition, have no record of pending lawsuits or criminal activities, and shall not have conflicts of interest which may be of embarrassment to the

City.

8. Bidder shall not submit a bid should the contractor have any member, officer, or stockholder that is in arrears or is in default of any debt or contract involving the City, is a defaulter or surety otherwise, upon any obligation to the City, and/or has failed to perform faithfully any previous contract with the City.

9. Bidder shall be certified in Green Building Best Maintenance Practices by an accredited Institution.

mailto:procurement@cityofdoral.com

Custodial Services for City

10. Bidder shall provide a Quality Control Program, suited to track performance and to ensure the highest quality service.

Failure to meet the above-stated mandatory minimum qualifications will result in the Respondent’s submittal being disqualified as non-responsive. The City may consider a Response responsive where a Respondent has less than the stipulated minimum number of years of experience, solely where the Respondent has undergone a name change and such change-of-name has been filed with the State of Florida, or where the Respondent was a subsidiary of a larger firm and the Respondent’s firm has been merged into the larger firm. Respondents must include documentation substantiating the above-stated minimum requirements as part of their Response for the City to consider crediting the years of experience from the Respondent under its previous name, if applicable.

2.1.6. Licensing

Successful respondent must provide a copy of their occupational/business license and State registration at time of award. Florida state registration can be downloaded and printed via www.sunbiz.org.

2.1.7. Pricing

If the Bidder is awarded a contract under this RFP solicitation procurement process, the prices quoted by the

Bidder shall remain fixed and firm throughout the initial term of this contract. However, the Bidder may offer incentives and discounts from this fixed price to the City at any time during the contractual term.

Prior to, or upon completion of that initial term, the City shall have the option to renew this contract for an additional three (3) years on a year by year basis. Prior to completion of each exercised contract term, the City may consider an adjustment to price based on changes in the Consumer Price Index Urban Wage Earners and

Clerical Workers, Miami / Ft Lauderdale – All Items. (or, if applicable, whatever Dept of Labor CPI Index relates to the commodity / service being procured)

It is the Awarded Bidder’s responsibility to request any pricing adjustment under this provision. For any adjustment to commence on the first day of any exercised option period, the request for adjustment should be submitted 90 days prior to expiration of the then current contract term. The adjustment request should not be in excess of the relevant pricing index change. If no adjustment request is received from the vendor, the City will assume that the vendor has agreed that the optional term may be exercised without pricing adjustment.

Any adjustment request received after the commencement of a new option period may not be considered.

The City reserves the right to negotiate lower pricing for the additional term(s) based on market research information or other factors that influence price. The City reserves the right to apply any reduction in pricing for the additional term(s) based on the downward movement of the applicable index.

The City reserves the right to reject any price adjustments submitted by the vendor and/or to not exercise any otherwise available option period based on such price adjustments. Continuation of the contract beyond the initial term, and any option subsequently exercised, is a City prerogative, and not a right of the Awarded

Bidder. This prerogative will be exercised only when such continuation is clearly in the best interest of the City.

2.2. Pricing Proposal

Proposer is to provide all lump pricing below for each location shall be inclusive of labor cost, chemical supplies, miscellaneous supplies, paper goods, and equipment to be used in the performance of custodial/janitorial services cited in this RFP. A separate breakdown of the lump sum is requested by line item

Custodial Services for City to allow the Evaluation Committee to evaluate how the bidder/proposer has arrived at the lump sum.

Breakdown of lump sum may be provided via an upload of the Excel spreadsheet provided as part of this RFP with the proposer’s RFP bid response. A sample Excel spreadsheet is provided with the solicitation; each city location should have a line-item breakdown of the lump sum. In addition, a separate Excel spreadsheet shall be provided for Green Certified chemicals and paper goods as per Green Seal’s Standard for Industrial and

Institutional Cleaners. Bidder shall include all taxes, insurance, social security, workmen's compensation, and any other benefits normally paid by the bidder to its employees.

Custodial Supplies Requirement - All supplies necessary for the custodial work to be provided to the City must be included in the contract price for the services. To ensure full transparency, the City requests that proposers submit a detailed list of custodial supply costs along with their response to this RFP. A separate Excel spreadsheet has been provided to assist proposers in itemizing the supply costs associated with delivering custodial services for the City of Doral.

MONTHLY PRICE BY LOCATION

Line Item Description Quantity Unit of

Measure Monthly

Cost Annual

Total

1 City Hall 12 month

3 Doral Police Department 12 month

4 Police Department Training Center 12 month

5 Public Works Warehouse 12 month

TOTAL

LABOR RATES (AS NEEDED)

Line Item Description Minimum

Quantity Unit of

Measure Unit Cost Total

1 Porters (Janitors)- miscellaneous locations hours

2 Supervisors- miscellaneous locations hours

TASK RATE (AS NEEDED)

Custodial Services for City

Line Item Description Minimum

Quantity Unit of

Measure Unit Cost Total

1 Carpet Vacuuming hours per task/sq.ft

2 Carpet Cleaning hours per

3 Scrub and wash ceramic tile floors hours per

4 Strip, seal and buff VCT floors hours per

5 Dusting, cleaning and removal of waste and recycling receptacles on approx. 1000sq.ft. of office space hours per

6 Hourly labor cost of additional employee hours per

3. MINIMUM INSURANCE REQUIREMENTS

3.1. MINIMUM INSURANCE REQUIREMENTS

3.1.1. Commercial General Liability

Limits of Liability

Bodily Injury & Property Damage Liability

Each Occurrence $2,000,000

Policy Aggregate (Per job or project) $4,000,000

Personal & Advertising Injury $1,000,000

Products & Completed Operations $4,000,000

Endorsements Required:

City of Doral listed as an additional insured.

Contingent & Contractual Liability

Premises and Operations Liability

Primary Insurance Clause Endorsement

Custodial Services for City

Explosion, Collapse & Underground Hazard

Waiver of Subrogation in favor of City

3.1.2. Business Automobile Liability

Limits of Liability

Bodily Injury and Property Damage

Combined Single Limit

Any Auto/Owned Autos or Scheduled Autos

Including hired and Non-Owned Autos

Any One Accident $1,000,000

Endorsements Required:

City of Doral listed as an additional insured

3.1.3. Workers Compensation

Statutory- State of Florida

Employer’s Liability

Limits of Liability

$1,000,000 for bodily injury caused by an accident, each accident.

$1,000,000 for bodily injury caused by disease, each employee.

$1,000,000 for bodily injury caused by disease, policy limit.

Workers Compensation insurance must be provided for all persons fulfilling this contract, whether employed, contracted, temporary or subcontracted.

3.1.4. Umbrella or Excess Liability Insurance

can be utilized to provide the required limits. Coverage shall be “following form” and shall not be more restrictive than the underlying insurance policy coverages, including all special endorsements and City as

Additional Insured status.

3.1.5. Subcontractors' Compliance

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

The above policies shall provide the City of Doral with written notice of cancellation or material change from the insurer in accordance to policy provisions. Companies authorized to do business in the State of Florida with the following qualifications shall issue all insurance policies required above. City reserves the right but not the obligation to reject any insurer providing coverage due to poor or deteriorating financial condition.

Custodial Services for City

The Company must be rated no less than “A-” as to management, and no less than “Class V” as to financial strength, by the latest edition of Best Insurance Guide published by A.M. best Company, or its equivalent. All policies or certificates of insurance are subject to review and verification by Risk Management.

Please Note: The Certificate shall contain a provision that coverage afforded under the policy will not be cancelled, or materially changed until at least thirty (30) days prior written notice has been given to the City.

Certificates of insurance, reflecting evidence of the required insurance, shall be provided to the City, or in accordance to policy provisions. In the event the Certificate of Insurance provided indicates that the insurance shall terminate and lapse during the period of this Agreement, the vendor shall furnish, at least thirty (30) days prior to the expiration of the date of such insurance, a renewed Certificate of Insurance as proof that equal and like coverage for the balance of the period of the Agreement or extension hereunder is in effect.

The City reserves the right to require additional or alternative insurance in order to meet the full value of the scope of services.

At time of award, the successful bidder must furnish a Certificate of Insurance and Declaration of

Coverage Page showing the City of Doral as additional named insured on each of the policies referenced above.

4. RESPONSE REQUIREMENTS

4.1. Required Forms & Certifications

Interested Respondents will submit the following forms in the exact sequence provided, including insertion of documents where specified. The following materials are considered essential and non-waivable for any response to this solicitation.

A. The required forms are attached to this Solicitation as Section 6, and are inclusive of the following:

1. Business Entity Affidavit

2. Certificate of Authority

3. Proposer Qualification Statement

4. List of Proposed Subcontractors (If applicable)

5. Affidavit Regarding Unauthorized Aliens Under 448.085, Florida Statutes

6. Bidder Affirmation

7. Conflict of Interest Disclosure Form

8. Required Affidavit Regarding the Use of Coercion for Labor and Services

9. Public Entity Crimes

10. Performance Evaluation Survey (References)

11. Pricing Proposal

B. The required confirmation questions to this Solicitation as Section 6, and are inclusive of the following:

Custodial Services for City

1. Compliance with Foreign Entity Laws

2. Disability Non-Discrimination & Equal Employment Opportunity

3. Conformance with OSHA Standards

4. E-Verify Program Affidavit

5. No Contingency Affidavit

6. Copeland “Anti-Kickback” Act Affidavit

7. Non-Collusion Affidavit

8. Drug Free Workplace Program

9. Cone of Silence Certification

4.2. Technical Response Requirements

4.2.1. Project Approach and Work Plan

Proposer shall submit a comprehensive Project Approach and Work Plan describing how custodial services will be delivered across the City’s facilities, including but not limited to City Hall, Police Department, Police

Department Training Center and Public Works facilities.

The submission shall be clear, detailed, and tailored to the unique operational requirements of municipal environments.

a. Understanding of Scope and Facility Needs

Proposer shall demonstrate a thorough understanding of the scope of services and the unique operational characteristics of each facility type. This includes recognizing the differences between public-facing administrative spaces, secure law enforcement areas, and industrial or maintenance environments. The

Proposer shall describe anticipated challenges such as high-traffic areas, after-hours cleaning requirements, and restricted access zones, and explain how services will be adapted to meet varying cleanliness standards and operational sensitivities.

b. Staffing Plan and Workforce Management

The Proposer shall provide a detailed staffing plan that clearly identifies staffing levels by facility and shift, including the roles and responsibilities of personnel such as day porters, night cleaning crews, and supervisors. The plan shall include proposed work schedules, including coverage for weekends and holidays, and shall address strategies for employee recruitment, training, retention, and turnover mitigation. Proposer shall also describe their background screening procedures and security protocols for personnel assigned to sensitive areas, particularly within the city’s Police Department facilities.

c. Cleaning Methodology and Service Delivery

Proposer shall describe their overall approach to delivering custodial services, including the methods, procedures, and standards that will be used to maintain cleanliness. This shall include a breakdown of daily, weekly, monthly, and periodic tasks, as well as specific procedures for specialized areas such as offices, Custodial Services for City conference rooms, restrooms, gym, locker rooms, lounge rooms, and maintenance bays. The Proposer shall identify the equipment, tools, and cleaning products to be used, including any environmentally preferable practices, and explain how consistency and quality will be maintained across all facilities.

d. Work Plan and Implementation Schedule

The Proposer shall provide a comprehensive work plan outlining how services will be implemented and maintained throughout the contract term. This shall include a transition plan from any incumbent contractor, detailing timelines, key milestones, and coordination efforts. The work plan shall also describe mobilization activities such as staff onboarding, training, and deployment of equipment and supplies. Routine service schedules for each facility shall be included, along with contingency plans to address staffing shortages, emergencies, or unforeseen disruptions.

e. Supervision and Contract Management

Proposer shall describe their approach to supervision and overall contract management, including the organizational structure that will support service delivery for each location. The response shall identify supervisory personnel, describe the frequency and type of site visits and inspections, and outline communication protocols with City of Doral representatives.