DJJ ITB 25 26 006 Janitorial Services.pdf

FLORIDA DEPARTMENT OF JUVENILE JUSTICE

April 10, 2026

Solicitation No.: DJJ ITB 25/26 006

Number of Addenda as of above date: None

Item(s) of Bid: Janitorial Services – Collier County

Commodity Code(s): 72101507 & 72101508

Date and time due: May 28, 2026

The solicitation documents you received are subject to change. After the proposer receives the initial email notification of a solicitation from the Vendor Information Portal (VIP) and decides to submit a response, it is important that proposers continually monitor the VIP for any changes to this solicitation. REGISTRATION WITH THE STATE OF FLORIDA IS NOT

A REQUIREMENT TO SUBMIT A PROPOSAL FOR THIS ITB, BUT TO DO BUSINESS

WITH THE STATE OF FLORIDA, REGISTRATION IN MYFLORIDAMARKETPLACE

(MFMP) WITH A VALID FLORIDA W9 IS REQUIRED. Complete written replies are acceptable via US Mail, private courier service, or hand-delivery to:

Department of Juvenile Justice Attn: Carol Walters Alexander Building – Purchasing - Procurement 2737 Centerview Drive, Suite 1400 Tallahassee, Florida 32399-3100

Each Proposer MUST provide the below contact information:

Company Name: Contact:

Address:

City, State & Zip:

Email:

Telephone:

Fax No.:

Signed: Date:

For further information on this process, you may contact Carol Walters at (850) 756-8117. To receive information on DJJ solicitations 24 hours a day, 7 days a week, visit the Vendor Information Portal (VIP) at https://www.myflorida.com/apps/vbs/vbs_www.search_r2.criteria_form https://www.myflorida.com/apps/vbs/vbs_www.search_r2.criteria_form

INITIALS ______

Table of Contents

SECTION 1 - DEFINITIONS

GENERAL CONTRACT CONDITIONS (PUR 1000)

GENERAL INSTRUCTIONS TO RESPONDENTS (PUR 1001)

SECTION 2 - INTRODUCTION

2.1 Statement of Purpose:

2.2 Contract:

2.3 Cooperative Purchasing:

SECTION 3 – SCOPE OF WORK / DELIVERABLES

3.1 Specifications:

3.2 Contractor(s) Responsibilities:

3.3 Schedule of Services:

3.4 Service Tasks:

3.5 Definitions pertaining to janitorial services:

3.6 Deliverables:

3.7 Outcome Measures:

3.8 Contract Modifications:

SECTION 4 - PROCUREMENT RULES AND INFORMATION

4.1 Procurement Officer:

4.2 Timeline:

4.3 Procurement Rules:

SECTION 5 - BID FORMAT AND CONTENTS

5.1 Responsiveness Requirements:

SECTION 6 - AWARD OF CONTRACT

6.1 Posting of Recommended Award:

6.2 Price Determination: Basis of Award:

6.3 Incomplete Information Price Sheet:

6.4 Price Adjustments:

6.5 Implementation Plan and Transition Date Schedule:

SECTION 7 - CONTRACT TERMS AND CONDITIONS

7.1 Term of Contract:

7.2 Renewal of Contract:

7.3 Contract:

7.4 Termination:

7.5 Payments and Invoices:

7.6 Performance Measures:

7.7 Other Contract Requirements:

7.8 Liquidated Damages:

7.9 Monitoring Methodology:

7.10 Repeated Instances of Failure:

7.11 Financial Consequences for Non-Performance:

7.12 Deliverables:

7.13 Contract Management:

7.14 Vendor's Expenses:

7.15 Governing Law and Venue:

7.16 Records:

7.17 Prison Rehabilitative Industries and Diversified Enterprises, Inc. ("PRIDE"):

7.18 Product Available from the Blind or Other Handicapped (RESPECT):

7.19 Procurement of Materials with Recycled Content:

7.20 Employment of Department Personnel:

7.21 Non-Discrimination:

7.22 Copyrights Right to Data Patents and Royalties:

7.23 Independent Contractor(s) Status:

7.24 Assignment:

ATTACHMENT 1

ATTACHMENT 2

ATTACHMENT 3

ATTACHMENT 4

ATTACHMENT 5

ATTACHMENT 6

SECTION 1 - DEFINITIONS

The following terms used in this Invitation to Bid ("ITB"), unless the context otherwise clearly requires a different construction and interpretation, have the following meanings:

1.1 Breach of Contract: A failure of the Contractor(s) to perform in accordance with the terms and conditions of the Contract which may result from this ITB.

1.2 Contract: The agreement that results from this ITB between the winning Bidder(s) and the Department.

1.3 Contractor(s): The organization or individual providing services to the Department in accordance with the terms of the Contract that results from this ITB.

1.4 Department: The Florida Department of Juvenile Justice.

1.5 DJJ: Department of Juvenile Justice.

1.6 Desirable Conditions: The use of the words should or may in this ITB indicate desirable attributes or conditions but are permissive in nature. Deviation from, or omission of, such a desirable feature, will not in itself cause rejection of a proposal.

1.7 Material Deviations: The Department has established certain requirements with respect to bids to be submitted by bidders. The use of shall, must or will (except to indicate simple futurity) in this ITB indicates a requirement or condition which may not be waived by the Department except where the deviation therefrom is not material. A deviation is material if, in the Department's sole discretion, the deficient response is not insubstantial accord with this ITB's requirements, provides an advantage to one bidder over other bidders, has a potentially significant effect on the quantity or quality of items bid, or on the cost to the Department. Material deviations cannot be waived and shall be the basis for rejection of a bid.

1.8 Minor Irregularity: A variation from the ITB terms and conditions which does not affect the price of the bid or give the bidder an advantage or benefit not enjoyed by the other bidders or does not adversely impact the interests of the Department.

1.9 Number of Verbs or Nouns: Throughout this solicitation, the singular may be read as the plural and the plural as the singular.

1.10 Packing: Tangible product shall be securely and properly packed for shipment, storage, and stocking in appropriate, clearly labeled, shipping containers and according to accepted commercial practice, without extra charge for packing materials, cases or other types of containers.

1.11 P-Card: Refers to the State of Florida's purchasing card program, using the Visa platform.

1.12 Proposer: Any firm or person who submits a proposal to the Department in response to this solicitation.

1.13 Proposal: All information and materials submitted by a proposer in response to this solicitation.

1.14 Purchase Order: An electronic order issued via the MyFloridaMarketPlace eProcurement system. See PUR 1000, paragraph 2.

1.15 Responsible Vendor: A vendor who has the capability in all respects to fully perform the contract requirements and the integrity and reliability that will assure good faith performance.

1.16 Responsive Bid: A bid, submitted by a responsive and responsible vendor that conforms in all material respects to the solicitation.

1.17 State: State shall be synonymous with the Department of Juvenile Justice.

1.18 Subcontractor(s): Any person other than an employee of the Contractor(s) who performs any of the services listed in this solicitation for compensation paid by the Contractor(s).

1.19 Vendor, Offeror and Bidder: A legally qualified corporation, partnership or other entity submitting a bid to the Department pursuant to this ITB.

1.20 Winning or Successful Bidder: The corporation, partnership, business or entity submitting the lowest responsive bid, meeting all requirements of the Department's

ITB.

GENERAL CONTRACT CONDITIONS (PUR 1000)

The General Contract Conditions are outlined in PUR 1000, which is a downloadable document incorporated in this bid by reference. There is no need to return this document with the bid response.

http://dms.myflorida.com/content/download/2933/1 l 777

GENERAL INSTRUCTIONS TO RESPONDENTS (PUR 1001)

The General Instructions to Respondents are outlined in PUR 1001, which is a downloadable document incorporated in this bid by reference. There is no need to return this document with the bid response.

http://dms.myflorida.com/content/download/2934/11780 http://dms.myflorida.com/content/download/2933/1%20l%20777 http://dms.myflorida.com/content/download/2934/11780

SECTION 2 - INTRODUCTION

2.1 Statement of Purpose:

The purpose of this Invitation to Bid (ITB) is to secure janitorial services from qualified vendors for our Detention Center located in Collier County. The space to be serviced is 26,482 square feet and is located at 3351 E Tamiami Trail Naples, FL 34112. Contract(s) resulting from this ITB would be for a period of three (3) years starting July 1, 2026, through June 30, 2028.

May

2.2 Contract:

This solicitation may be awarded to one or multiple vendors considered by the Department to be most advantageous or to constitute its best interest. On the price sheet(s) (Attachment 6), bidders shall provide a monthly cost for the services described in the Scope of Work (Attachment 5). This contract shall be accomplished through issuance of MyFloridaMarketPlace (MFMP) contract(s) and purchase order(s).

2.3 Cooperative Purchasing:

Pursuant to their own governing laws, and subject to the agreement of the Contractor(s), other governmental entities may be permitted to make purchases in accordance with the terms and conditions contained herein. The Department shall not be a party to any transaction between the Contractor(s)s and any other purchaser.

As provided in Section 287.042(16), Florida Statutes, other state agencies may purchase from the resulting contract, provided that the Department of Management Services has determined that the contract's use is cost- effective and in the best interest of the State. Upon such approval, the Contractor(s) may, at its discretion, sell these commodities or services to additional agencies, upon the terms and conditions contained herein.

SECTION 3 – SCOPE OF WORK / DELIVERABLES

3.1 Specifications:

The Contractor(s) shall provide janitorial services to the Detention Center. The space to be cleaned is 26,482 square feet.

The Contractor(s) shall provide janitorial services at the above location in accordance with the Schedule of Services / Deliverables in this Section. The Department reserves the right to modify the schedule if it is deemed necessary for the safety and well-being of the youth and employees in the Detention office.

The Contractor(s) shall work in collaboration with all Detention tenants to ensure minimal disruption of business activities. The Contractor(s) shall provide a customized cleaning to fit the specific needs of the Detention office in accordance with the schedule in this Section.

3.2 Contractor(s) Responsibilities:

The Contractor(s) shall be responsible for the actions of their employees and shall employ only documented qualified operators and personnel who are skilled in the performance of janitorial work and able to effectively communicate with staff on site.

A signed statement from the Contractor(s) to the Chief Detention Officer shall approve the customized schedule.

Any licenses, insurance, bonds, or permits shall be maintained by the Contractor(s) throughout the duration of the Contract.

The Contractor(s) shall furnish all labor, equipment, supplies, and materials necessary to satisfactorily perform the services. These items shall remain onsite at all times.

The supplies, materials, and equipment shall include, but not be limited to:

a. Toilet paper

b. Hand towels

c. Hand soap and soap dispensers

d. Air fresheners and deodorizers

e. All necessary cleaning solutions

f. Cleaning chemicals

g. Cleaning rags

h. Mops and buckets

i. Brooms and brushes

j. Floor pads

k. Sponges and squeegees

l. Carts

m. Vacuum/floor machines

n. Floor and carpet care products

o. Waste receptacles

p. Plastic trash can liners used for trash containers in the facility

3.3 Schedule of Services:

The Contractor(s) shall provide janitorial services as outlined in the Contract for the Detention Centers seven (7) days a week, fifty-two (52) weeks a year twice a day.

The Contractor shall schedule the janitorial work to be completed in the morning and evening of each day. The cleanings shall be completed at least ten (10) hours apart. The company and Department shall develop a schedule. The current schedule will be attached to the purchase order and consist of two (2) 6-hour shift per day within the 24-hour 7 days a week operation time for the Detention Center.

Services shall be provided on weekends and on the following State holidays: New Year’s Day, Birthday of Dr. Martin Luther King, Jr., Memorial Day, Independence Day, Labor Day, Veteran’s Day, Thanksgiving Day, Friday after Thanksgiving, and Christmas Day.

Services shall be documented on a daily log that is verified by an onsite staff member and submitted with the invoice.

Custodial services to commence at 7:00 a.m. each day:

Days per week Square footage Common area hard surface 7 days 1,537 Common area carpet 7 days 6,500 Office area carpet 7 days 4,600 Office area hard surface 7 days 4,318 Restroom (1 to 20 fixtures) 7 days 2,157

Custodial services to commence at 11:00 a.m. each day:

Days per week Square footage Restroom only (1-20 fixtures) 7 days 2,157

Custodial services to commence at 5:00 p.m. each day:

Common area hard surface 7 days 1,537 Common area carpet 7 days 6,500 Office area carpet 7 days 4,600 Office area hard surface 7 days 4,318 Restroom (provide # of fixtures) 7 days 2,157

Custodial services to commence at 9:00 p.m. each day:

Restroom only (provide # of fixtures) 7 days 1,537

3.4 Service Tasks:

The Contractor shall perform the following cleaning tasks in each area for the duration of the Contract:

OFFICES/SUITES FREQUENCY

Empty waste containers and change liner 2x daily Dust and wipe clean all furniture, file cabinets, and desktops 2x daily Wipe clean and disinfect the furniture (chairs, desktops, door handles) on the secure side

2x daily

Spot clean doors, doorframes, and light switches 2x daily Damp mop tile and ceramic floors 2x daily Vacuum carpets 2x daily

RESTROOMS

Clean and disinfect all toilet seats 2x daily Clean and polish all mirrors and bright work 2x daily Clean and sanitize stalls, partitions, shelves, basins, commodes, and urinals

2x daily

Damp mop tile floors 2x daily Empty and wipe off waste container dispensers 2x daily Replenish hand soap, towels, tissue 2x daily Spray a mild, fragrant spray 2x daily

ALL OTHER AREAS

Vacuum all carpets Daily Clean glass entrance doors in/out 2x daily Spot clean horizontal surfaces and walls Daily Clean reception/master control glass 2x daily Empty garbage cans and replace liners as needed 2x daily Buff all tile floors As needed Strip and wax floors As needed Shampoo all carpeted areas and rugs As needed

3.5 Definitions pertaining to janitorial services:

a. Clean is hereby defined as free from dirt, stain, and impurities or unsoiled.

b. Polish is hereby defined as to make a surface smooth and shiny by rubbing or chemical action.

c. Sanitize is hereby defined as making a surface or an item clean and disinfected with a cleaning device or cloth that is not used for other purposes (to prevent cross contamination).

d. Disinfected is hereby defined as cleanse, so as to destroy or prevent the growth of disease-carrying microorganisms.

e. Damp is hereby defined as making a rag or a mop slightly wet.

f. All other areas are hereby defined as those areas that are used by staff, provider agencies, community partners, youth, and visitors. These areas include, but are not limited to: the secure area, control room, lobby, waiting rooms, conference rooms, video teleconference (VTC) room, release hallway for youth, vending, and lunch areas.

3.6 Deliverables:

The Contractor shall submit a monthly invoice with sufficient documentation to fully justify payment for the number of days of janitorial service performed at the Collier County, Detention Center for reimbursement. A properly prepared invoice shall be submitted directly to the Chief Officer at the facility within ten (10) working days following the end of the month for which services were rendered. Payment of the invoice shall be pursuant to s. 55.03(1), Florida Statutes. A vendor ombudsman established within the Department of Financial Services may be contacted if a Contractor is experiencing problems in obtaining timely payment(s) from a State of Florida agency. The vendor ombudsman may be contacted at 1-800-848-3792.

Invoice details must include what constitutes a janitorial service. Payment must be triggered by receipt of listed deliverables.

Contract Managers and Notices - Listed below are the Contract Managers for the respective parties. All matters shall be directed to the Contract Managers for appropriate action or disposition. All notices shall be delivered to the parties at the following addresses:

Contractor Department

TBD

Department of Juvenile Justice

After execution of this Contract, any changes in the information contained in this section will be provided to the other party in writing and shall be sent by United States Postal Service or other delivery service with proof of delivery. A copy of the written notification shall be maintained in the official Contract record. All notices required by this Contract or other communication regarding this Contract shall be sent by United States Postal Service or other delivery services with proof of delivery.

Inspection and Acceptance - The Department will evaluate the Contractor’s services to determine if the Contractor is meeting satisfactory levels of performance pursuant to the terms of the Contract. The Contractor shall meet all satisfactory levels of performance pursuant to the terms and conditions of the contract. If the Contractor fails to meet the established minimum thresholds, such failure may cause the Department to withhold payment or cancel the Contractor’s contract unless the Contractor corrects the deficiencies within the allotted time provided in the correction letter issued by the Department.

3.7 Outcome Measures:

The Contractor through the term of the Contract shall document weekly compliance with the janitorial schedule, through submission of each week’s schedule to the Chief Officer, verifying that the janitorial services have been completed. This documentation shall be attached with the monthly invoices and shall be available for inspection by Departmental staff upon request.

a. 100% of the offices and suites shall be cleaned as outlined in Section 3.

b. 100% of the restrooms shall be cleaned as outlined in Section 3.

c. 100% of the common areas shall be cleaned as outlined in Section 3.

d. 100% of the waste containers shall be emptied and the liners changed daily.

e. 100% of the carpets shall be vacuumed daily.

3.8 Contract Modifications:

During the term of the Contract, any modifications must be agreed upon by both the Department and the Contractor. Adding or deleting services may be accomplished by letter or email from the Contract Manager or designee and does not require a formal contract amendment. The parties agree to renegotiate this Contract to comply with any applicable current or revised state laws, regulations, or increases/decreases in allocations making any changes in the Contract(s) necessary. Any changes to provisions of this Contract, other than services already agreed upon, shall only be valid through execution of a formal written contract amendment signed by both parties.

SECTION 4 - PROCUREMENT RULES AND INFORMATION

4.1 Procurement Officer:

From the date this ITB is issued until a notice of intended award, or rejection of all bids or other notice is made, no contact related to the ITB will be allowed between a bidder and any Department staff, with the exception of the Procurement Officers or designee. Proposers shall not contact any other employee of the Department or the State for information with respect to this solicitation. Any unauthorized contact may disqualify the proposer from further consideration. All questions and requests for clarification outside the above referenced meetings are to be directed to:

Carol Walters, Procurement Officer 2737 Centerview Drive, Alex. Bldg., Suite, 1400 Tallahassee, Florida 32399-3100 Telephone: (850) 756-8117 E-mail address: Carol.Walters@fldjj.gov

Pursuant to Section 287.057(23), Florida Statutes, Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the seventy-two (72) hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and State holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the Procurement Officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.

Any person requiring special accommodations in responding to this solicitation because of a disability should call the Bureau of General Services, Purchasing Section at (850) 756-8117 at least five (5) days prior to any solicitation opening or meeting. If you are hearing or speech impaired, please contact the Bureau of Procurement and Supply by using the Florida Relay Service, which can be reached at 1-800-955-8771 (TDD). Questions will only be accepted if submitted in writing and received on or before the date and time specified for that purpose in the Timeline (Section 4.2). Responses will be posted on the Vendor(s) Information Portal (VIP) by the date referenced in the Timeline (Section 4.2).

mailto:Carol.Walters@fldjj.gov

4.2 Timeline:

The following time schedule will be strictly adhered to in all actions related to this solicitation, unless modified by the Department by addendum to this solicitation.

Activity

Date

Time

Solicitation advertised and released on

VIP:

May 4, 2026

2:00 p.m. EST

Written questions must be received in writing via email.

No questions after this date

May 15, 2026

4:00 p.m. EST

Department’s response to questions: May 19, 2026 4:00 p.m. EST Sealed bid must be received by the Department:

May 28, 2026

1:00 p.m. EST

*Bid Opening: May 28, 2026 2:00 p.m. EST Anticipated posting of intent to award: June 5, 2026 5:00 p.m. EST Anticipated effective date of contract: July 1, 2026

*All meetings noted with an asterisk (*) are public meetings and will Not be presented via teleconferencing.

4.3 Procurement Rules:

4.3.1 My Florida Market Place (MFMP):

In 2003, the State of Florida implemented an online e-procurement system called MyFloridaMarketPlace (MFMP) through which all orders are issued and distributed via e-mail or facsimile (fax) machine. The method of automatic distribution is selected by the vendor(s) during the registration process. Therefore, before doing business with any state agency, vendor(s) must register in this system online at:

https://vendor.myfloridamarketplace.com/vms-web/spring/login?execution=e1s1.

Vendor(s) needing assistance with the registration process may call 1-866- 352-3776. For information regarding the fees for this service, please refer to Section 7.5.1.

4.3.2 Submission of Bids:

NOTE: This Department does not accept electronic submission of responses. Each bid shall be prepared simply and economically, providing a straightforward, concise delineation of the bidder's capabilities to satisfy the requirements of this ITB. Elaborate bindings, colored displays, and promotional material are not desired. Emphasis in each bid must be on completeness and clarity of content. In order to expedite the review of bids, it is essential that bidders follow the format and instructions contained in the ttps://vendor.myfloridamarketplace.com/vms-w ttps://vendor.myfloridamarketplace.com/vms-w

Bid Submission Requirements (Section 5), with emphasis on the Mandatory Responsiveness Requirements.

The Department will not consider any extraneous terms or conditions submitted by a bidder, including any appearing in documents attached as part of a bid response. In submitting its bid, a bidder agrees that any such additional terms or conditions, whether submitted intentionally or inadvertently, shall have no force or effect.

Bids are due at the time and date specified in the Timeline (Section 4.2) at the Department of Juvenile Justice, Bureau of General Services, Purchasing Section, Alexander Building, Suite 1400, Conference Room 1401, Tallahassee, Florida 32399-3100, and shall be submitted to the attention of the Procurement Officer at the address listed in (Section 4.1). Bids received late will not be considered. No Department staff will incur responsibility for the inadvertent opening of a bid not properly sealed, addressed, or identified.

Before award, the Department reserves the right to seek clarifications or request any information deemed necessary for proper review of submissions from any bidder deemed eligible for Contract award. Failure to provide requested information may result in rejection of the response.

4.3.3 Bid Opening:

Bids will be publicly opened at the time and date specified in the "Timeline" (Section 4.2). The name of all bidders submitting bids shall be made available to interested parties upon written request to the Procurement Officer listed in (Section 4.1). Bid opening will not be done by way of a virtual meeting using Microsoft Teams. All bidders who will be attending the bid opening should notify the Procurement Officer(s) of their plan to attend 24 hours in advance.

4.3.4 Costs of Preparing Bid:

The Department is not liable for any costs incurred by a bidder responding to this ITB, including those for oral presentations, if applicable.

4.3.5 Disposal of Bids:

All bids become the property of the State of Florida and will be a matter of public record subject to the provisions of Chapter 119, Florida Statutes.

4.3.6 Bid Rules for Withdrawal:

A submitted bid may be withdrawn by submitting a written request for its withdrawal to the Department, signed by an authorized representative of the bidder, within seventy-two (72) hours after the bid due date indicated in the Timeline.

Any submitted bid that has not been properly withdrawn shall remain a valid bid for twelve (12) months after the bid opening date.

4.3.7 Rejection of Bids:

The Department shall reject any and all bids containing material deviations.

In determining whether a bid contains a material deviation or a minor irregularity, the Department will use the definitions of those terms set forth in (Sections 1.7 and 1.8).

4.3.7.1 Material Deviations:

The Department has established certain requirements with respect to bids to be submitted by bidders. The use of shall, must or will (except to indicate simple futurity) in this ITB indicates a requirement or condition that may not be waived by the Department except where the deviation therefrom is not material. A deviation is material if, in the Department's sole discretion, the deficient response is not in substantial accord with this ITB's requirements, provides an advantage to one bidder over other bidders, has a potentially significant effect on the quantity or quality of items bid, or on the cost to the Department. Material deviations cannot be waived and shall be the basis for rejection of a bid.

4.3.7.2 Minor Irregularities:

A variation from the ITB terms and conditions that does not affect the price of the bid or give the bidder an advantage or benefit not enjoyed by the other bidders or does not adversely impact the interests of the Department.

4.3.8 Bid Inquiries:

The bidder shall examine this ITB to determine if the Department's requirements are clearly stated. If there are any requirements that restrict competition, the bidder may request in writing to the Department that the specifications be changed. The bidder who requests changes to the Department's specifications must identify and describe the bidder's difficulty in meeting the Department's specifications, must provide detailed justification for a change, and must recommend changes to the specifications. Requests for changes to this ITB must be received by the Department no later than the date shown for written inquiries in the Timeline (Section 2.3).

A bidder's failure to request changes by the date described above shall be considered to constitute bidder's acceptance of Department's specifications.

The Department shall determine what changes to this ITB shall be acceptable to the Department. If required, the Department shall issue an addendum reflecting the acceptable changes to this ITB and post it as stated in (Section 5.3) in order that all bidders shall be given the opportunity of proposing to the same specifications.

Any inquiries from bidders concerning this ITB shall be submitted in writing, identifying the submitter to the Procurement Officer identified in (Section 4.1) of this ITB and must be received no later than the date and time specified in (Section 4.2). Email inquiries are preferred with the bidder following up by mailing a hard copy. It is the responsibility of the bidder to confirm receipt of emailed and mailed inquiries.

4.3.9 Cost Discussions:

Any discussion by the bidder with any employee or authorized representative of the Department involving cost information occurring prior to bid opening or notice of recommended award, or notice of rejection of all bids, will result in rejection of said bidder's proposal.

4.3.10 Verbal Instructions:

No negotiations, decisions, or actions shall be initiated or executed by the Contractor(s) as a result of any discussions with any Department employee.

Only those communications that are in writing from the Department's staff identified in (Section 4.1) of this ITB shall be considered a duly authorized expression on behalf of the Department. Only communications from the Contractor's representative, which is in writing and signed, will be recognized by the Department as duly authorized expressions on behalf of the Contractor(s).

4.3.11 No Prior Involvement and Conflicts of lnterest:

The Contractor(s) shall not compensate in any manner, directly or indirectly, any officer, agent, or employee of the Department for any act or service that he/she may do, or perform for, or on behalf of, any officer, agent, or employee of the Contractor(s). No officer, agent, or employee of the Department shall have any interest, directly or indirectly, in any contract or purchase made, or authorized to be made by anyone for, or on behalf of, the Department or the State of Florida.

The Contractor(s) shall have no interest and shall not acquire any interest that shall conflict in any manner or degree with the performance of the services required under this Contract.

4.3.12 Department of State Licensing Requirements:

All entities defined under Chapters 607, 617, or 620, Florida Statutes, seeking to do business with the Department, shall be on file and in good standing with the Florida Department of State.

4.3.13 Minority/Women/and Service-Disabled Veterans:

Bidders are encouraged to seek the participation of Certified Minority Business Enterprises (CMBE's). Please identify each CMBE that will participate in the Contract and the nature of the participation. To find a certified minority vendor(s) (CMBE) or learn about the Mentor Protege Program, go to the Office of Supplier Diversity's webpage at http://osd.dms.state.fl.us.

4.3.14 Public Entity Crimes:

A person or affiliate who has been placed on the Convicted Contractor(s) List following a conviction for a public entity crime may not submit a bid or proposal to provide any goods or services to a public entity, may not submit a bid or proposal to a public entity for the construction or repair of a public building or public work, may not submit bids or proposals for leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, Florida Statutes, for Category Two for a period of thirty-six (36) months from the date of being placed on the Convicted Contractor(s) List.

4.3.15 Discriminatory Vendor(s) List:

An entity or affiliate who has been placed on the Discriminatory Vendors List may not submit a bid or contract to provide goods or services to a public entity, may not submit a bid or contract with a public entity for the construction or repair of a public building or public work, may not submit bids or contracts on leases of real property to a public entity, may not 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.

4.3.16 Unauthorized Employment of Alien Workers:

The Department does not intend to award publicly funded contracts to those who knowingly employ unauthorized alien workers, constituting a violation of the employment provisions as determined pursuant to Section 274A of the Immigration and Nationality Act.

http://osd.dms.state.fl.us./

4.3.17 Utilization of E-Verify:

As required by State of Florida Executive Order Number 11-116, the successful bidder is required to utilize the U.S. Department of Homeland Security's E-Verify system to verify the employment eligibility of all persons that they employ during the contract term to perform employment duties within Florida, as well as persons (including Subcontractor(s) assigned by the Contractor(s) to perform work or provide services pursuant to their contract with the Department. Refer to http://www.uscis.gov/e-verify for more information.

4.3.18 Filing Notices of Intent to Protest or Formal Protest:

See PUR 1001, Paragraph 20. Any person who files a formal written protest shall, at the time of filing the formal written protest, post a bond as set forth in Section 287.042(2)(c), Florida Statutes.

Under Section 120.57(3), F.S. any person who is adversely affected by the agency decision or intended decision shall file a notice of protest or formal written protest with the Department’s Agency Clerk.

The Department of Juvenile Justice General Counsel 2737 Centerview Drive Knight Building. Suite 3200 Marie Riou, Agency Clerk Phone: 850-717-2446.

SECTION 5 - BID FORMAT AND CONTENTS

This section contains instructions that describe the required format for the submitted bid.

Bids shall be submitted in a sealed envelope, clearly marked with the following "Bid No. DJJ ITB 25/26 006 Janitorial Services- Collier County."

Bids should include One (1) original copy, and three (3) copies clearly marked.

There is no intent to limit the content of the response. Additional information deemed appropriate by the bidder may be included. However, cluttering the bid with irrelevant material makes the review more difficult. The following paragraphs contain instructions that describe the required format for bid responses.

5.1 Responsiveness Requirements:

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

The following terms, conditions, or requirements must be met by the bidder to be responsive to this ITB. Failure to meet these responsiveness requirements may cause rejection of the bid

Bidder shall complete and return the ITB Bid List Registration Form (Page 1 of this ITB) with an original signature of a duly authorized representative. The bidder shall initial all pages of the ITB to confirm full understanding and agreement.

The bidder shall complete, sign, date, and return (all) pricing pages entitled Janitorial Services Price Sheet(s) (Attachment 4). By submitting a bid under this ITB, each Bidder warrants its agreement to the prices submitted. The Department objects to and shall not consider any additional terms or conditions submitted by a bidder, including any appearing in documents attached as part of a bidder's response. In submitting its bid, a bidder agrees that any additional terms or conditions, whether submitted intentionally or inadvertently, shall have no force or effect. Any qualifications, counter offers, deviations, or challenges may render the bid nonresponsive.

The bidder shall also provide a company profile for evaluation to include the following: company history, markets served, financial strength and stability, years in business, and location of business. In addition, the bidder shall provide three references for contracted customers of similar size and scope (Attachment 6).

Reference(s) should identify the type of services provided by the bidder (which should be directly relevant to the type of services in the ITB), dates the bidder provided such services, the firm/agency name of the entity for which the bidder provided services, and the reference signer’s current telephone number and address.

SECTION 6 - AWARD OF CONTRACT

The Department reserves the right to award to multiple or single vendor(s) on an “all or none” basis.

6.1 Posting of Recommended Award:

The notice of intended award(s) will be posted on or about the date shown in the "Timeline" (Section 2.3) and will remain posted for a period of seventy-two (72) hours. Saturdays, Sundays, and State holidays shall be excluded in the computation of the seventy-two (72) hour time period. Posting will be made available on the Vendor Information Portal (VIP) at:

MYFLORIDAMARKETPLACE VENDOR INFORMATION PORTAL.

6.2 Price Determination: Basis of Award:

A single award shall be made to the responsive bidder offering the lowest over-all cost on an "all or none" basis for item(s) requested in this ITB. The Contractor's past history, ability, capacity, prior contract experience, performance, integrity, and all information submitted with the bid will be considered by the Department in determination of responsibility. In the event the lowest cost bidder is found non-responsive, the Department may proceed to the next lowest cost responsive bidder and continue the award process.

Firm prices shall be bid. Bidders shall provide a monthly or one-time cost as found in the pricing instructions (Attachment 3).

6.3 Incomplete Information Price Sheet:

Any price sheet (Attachment 4) that is incomplete or in which there are significant inconsistencies or inaccuracies may be rejected by the Department. No deviations, qualifications, or counteroffers will be accepted. The Department reserves the right to reject any and all bids. All calculations will be reviewed and verified. The Department may not correct mathematical errors; however, in the event of any miscalculation, unit prices shall be totaled and the total overall lowest cost for all products shall prevail. All changes or corrections made by the bidder, including corrections made using "white out,” shall be initialed by the bidder.

6.4 Price Adjustments:

Upon successful award, the contract shall be for a three (3) year term with three (3) one-year renewal options at the Department's discretion and the mutual consent of the awarded bidder.

The Department realizes the volatility of the global market due to weather, rainfall, transportation costs, labor costs, and other factors that may be out of the control of the bidder(s) or his/her subcontractor(s). The Department will consider price adjustments upon thirty (30) days prior written request from the awarded bidder after the first six (6) months of the effective date of the contract award and on a semi-annual basis thereafter.

6.5 Implementation Plan and Transition Date Schedule:

Contractor(s) shall commence services to the Customer no later than July 1, 2026.

SECTION 7 - CONTRACT TERMS AND CONDITIONS

This section contains standard terms and conditions that shall be included in any Contract that results from this ITB. By submitting a bid in response to this ITB, the bidder is deemed to have accepted these terms and conditions in their entirety.

7.1 Term of Contract:

See PUR 1000, Paragraph 27. The contract shall be in effect upon issuance of purchase orders or a contract signed by both parties for a period of three (3) years commencing July 1, 2026. Term shall be as specified on the purchase orders issued per Fiscal Year pursuant to this contract.

7.2 Renewal of Contract:

The contract shall have three (3) one-year renewal options at the discretion of the Department and consent of the successful Contractor(s) under the following conditions, unless terminated earlier by the Department under the terms provided herein:

• Prices remain the same; or

• Upon written request from the successful Contractor(s), and upon mutual agreement between the parties, price increases may be approved.

Requested price increases will be compared to the current market. In the event the Department and the successful Contractor(s) are unable to reach an equitable agreement, the contract will not be renewed.

• Renewals are subject to an annual appropriation by the State Legislature. If at any time the contract is canceled, terminated, or expires, and a contract is subsequently executed with a firm other than the successful Contractor(s), Contractor(s) have the affirmative obligation to assist in the smooth transition of contract services to the subsequent Contractor(s). In the event this solicitation includes renewals, the requirements of Section 287.057, Florida Statutes, shall apply.

7.3 Contract:

A bidder's bid in response to this ITB shall be considered as the bidder's formal offer.

Upon award, and based upon appropriation, the Department shall enter into a three

(3) year Contract(s). NOTE: The Department reserves the right to obtain quotes and purchase services not included on this ITB price sheet (Attachment 4) from a vendor(s) not awarded a contract from this ITB.

7.4 Termination:

7.4.1 Termination for Cause:

The Department reserves the right to terminate the contract or purchase order if issued by providing written notice to the Contractor(s) in accordance with PUR 1000, Paragraph 23.

7.4.2 Termination by Mutual Agreement:

With the mutual agreement of parties, the contract or any part of the contract or purchase order if issued may be terminated on an agreed date prior to the end of the contract period without penalty to either party.

7.4.3 Termination in the Best Interest of the State:

See PUR I000, Paragraph 22.

7.5 Payments and Invoices:

7.5.1 Transaction Fee:

The Department of Management Services has instituted a statewide eProcurement System ("system"), with the assistance of a third-party agent, Accenture LLP ("Accenture"). All transactions from this Contract shall be processed through this system. Pursuant to Section 287.057(23), Florida Statutes, a Transaction Fee of one percent (1%) of the total dollar amount shall apply to all purchases from this Contract(s) unless otherwise exempt as indicated in 60A-l.032, Florida Administrative Code. This fee, paid by the Contractor(s), is not submitted to the Department and shall not be added to orders as a separate item.

The Contractor(s) shall receive a credit for any Transaction Fee paid by the Contractor(s) for services not rendered through no fault, act, or omission of the Contractor(s). Notwithstanding the foregoing, a Transaction Fee is non-refundable when an item is rejected or returned, or declined, due to the Contractor(s)'s failure to perform or comply with specifications or requirements of the applicable Contract(s).

Failure to comply with these requirements shall constitute grounds for declaring the Contractor(s) in default and recovering procurement costs from the Contractor(s) in addition to all outstanding fees. CONTRACTOR(S)

DELINQUENT IN PAYING TRANSACTION FEES MAY BE EXCLUDED

FROM BIDDING ON DEPARTMENT CONTRACTS.

7.5.2 Submission of Invoices(s):

The Contractor(s) agrees to submit invoices for compensation for services in detail sufficient for a proper pre-audit and post-audit thereof. Invoices will be paid upon receipt, inspection, and acceptance of products/service(s).

The Contractor(s) agrees to request compensation on a monthly basis through submission to the Department of one (1) monthly invoice properly completed and submitted electronically to the Department's Contract Manager or designee within fifteen (15) days following the end of the month for which payment is being requested. The Contractor's invoice shall include the Contractor's name, mailing address, and Tax ID Number/FEIN, as well as the Contract number and date of invoice period. Every invoice must be accompanied by the appropriate supporting documentation

The Contractor(s) shall provide ad hoc reports to the Contract Manager upon request, including but not limited to, total services rendered (cumulative to date) with date and times the work was performed.

7.6 Performance Measures:

The Contractor(s) shall clearly demonstrate its willingness to be held accountable for the achievement of certain performance measures in successfully delivering services under this Contract(s). Therefore, the Department has developed the following performance measures categories, which shall be used to measure the Contractor(s)'s performance and delivery of service. All performance shall be measured monthly.

Performance Outcomes and Standards

7.8.1 Deliverables:

Outcome: Janitorial services will be performed in a manner not to interfere with normal facility operations and must be completed as outlined in Section 3: Scope of Work / Deliverables. After the cleaning schedule has been established, it will be expected of the Contractor(s) to be on time for each and every service.

Measure: Satisfactory cleanliness of the facility and timeliness of workers shall be reviewed by the Contract Manager or designee upon a daily or incremental basis. Tardiness or lack of completeness of tasks will be documented.

Standard: Tardiness or missed cleaning services should not exceed more than one (1) instance within a six (6) month period. Reports of inadequate performance of completed work should not exceed more than one (1) instance in a six (6) month period.

7.8.2 Accurate Invoice Pricing:

Outcome: All services are to be invoiced within 30 days after the services are rendered.

Measure: The monthly invoice submitted to the Department for payment shall be received before the end of the month following the services rendered.

Standard: Achievement of outcome should occur one hundred percent (100%) of the time.

7.7 Other Contract Requirements:

Standard: The Department will monitor the Contractor's performance on a regular basis to ensure maximum compliance with other contract requirements including, but not limited to, the following:

a. Non-interference with the operation of the facility.

b. Accuracy, thoroughness, and timely submission of invoicing and supporting documentation/reports as outlined in (Section 7.6.2).

Measure: The Contractor(s) shall achieve one hundred percent (100%) compliance with all requirements after the time frames allowed for corrective action on identified deficiencies.

7.8 Liquidated Damages:

The Contractor(s) shall agree to the imposition of liquidated damages. The Department's Contract Manager will provide written notice to the Contractor's Representative of all liquidated damages assessed, accompanied by detail sufficient for justification of assessment. The Contractor(s) shall forward a cashier's check, money order, or company check to the Contract Manager, payable to the Department in the appropriate amount, within ten (10) business days of receipt of a written notice of demand for damages due.

7.8.1 Liquidated Damages for Failure to meet Performance Outcomes and Standards:

a. For failure to comply with (Section 7.6.1), the Department will impose

Five Hundred Dollars ($500.00) for each instance that exceeds the measurement in Section 7.6.1 for cleanliness and timeliness.

b. For failure to comply with (Section 7.6.2), the Department will impose Five Hundred Dollars ($500.00) where the Contractor(s) fails to submit invoices in a timely manner.

7.8.2 Liquidated Damages for Failure to meet Other Contract Requirements:

After fifteen (15) business days of initial notice of unsatisfactory service (without corrective action initiated by the Contractor(s) and if unsatisfactory service continues), the Department will impose Two Thousand and Five Hundred dollars ($2,500.00) for each day the deficiency/issue remains uncorrected.

7.9 Monitoring Methodology:

The Department's Contract Manager or designee for contract monitoring will monitor the Contractor's performance and service delivery on a monthly basis at each facility to determine if the Contractor(s) has achieved the required level of performance outlined in (Section 7.6 and 7.7).

If the Department determines that the Contractor(s) has failed a Performance Outcome and Standard or Other Contract Requirement, the Contractor(s) will be sent a copy of the monitoring report notating the deficiency. Within ten (10) business days of receipt of the Department's monitoring report, the Contractor(s) shall provide a formal Corrective Action Plan (CAP) in response to all noted deficiencies to include responsible individuals and required time frames for achieving compliance. The Contract Manager or designee for contract monitoring may conduct follow-up monitoring reviews at any time to determine compliance based upon the submitted CAP. NOTE: Approval of the Contractor(s)'s corrective action plan does not negate the fact that liquidated damages will be imposed in accordance with (Section 7.8).

7.10 Repeated Instances of Failure:

Repeated failure to meet either the Performance Outcomes and Standards or Other Contract Requirements or to correct deficiencies may, in addition to the imposition of liquidated damages, result in determination of Breach of Contract, and/or termination of the Contract in accordance with (Section 7.4 and/or 7.1O).

7.11 Financial Consequences for Non-Performance:

The Department reserves the right to withhold payment or implement other appropriate remedies when the Contractor(s) has failed to perform or comply with provisions of this contract.

7.12 Deliverables:

The following services or service tasks are identified as deliverables for the purposes of this Contract:

Compliance with Performance Outcomes and Standards as identified in (Section 7.6) Compliance with Other Contract Requirements as identified in (Section 7.7)

7.13 Contract Management:

Department's Contract Manager(s):

Jack Finley Mary Anderson

2737 Centerview Drive 2737 Centerview Drive Knight Building Knight Building Tallahassee, FL 32399 Tallahassee, FL 32399

The Contract Manager(s) will be responsible for the following:

• Serve as the liaison between the Department and the Contractor(s).

• Submit requests to the Procurement Administrator for processing of all change orders or amendments, renewals, and terminations of this Contract(s).

• Verify receipt of deliverables from the Contractor(s).

• Monitor the Contractor's performance and maintain the official records of all…