DOH22-009_Final.pdf

DOH22-009

Invitation to Bid Nassau Janitorial Services Page | 2

TITLE PAGE

FLORIDA DEPARTMENT OF HEALTH

INVITATION TO BID (ITB)

FOR

Respondent Name:

Respondent Mailing Address:

City, State, Zip:

Phone: Fax Number:

E-Mail Address:

Federal Employer Identification Number (FEID):

BY AFFIXING MY SIGNATURE ON THIS BID TITLE PAGE, I HEREBY STATE THAT I HAVE

READ THE ENTIRE ITB TERMS, CONDITIONS, PROVISIONS, AND SPECIFICATIONS AND

ALL ITS ATTACHMENTS, INCLUDING THE REFERENCED PUR 1000 AND PUR 1001.

I hereby certify that my company, its employees, and its principals agree to abide to all of the terms, conditions, provisions and specifications during the competitive solicitation and any resulting Contract including those contained in the Department’s Order Terms and Conditions.

Signature of Authorized Representative:

Printed (Typed) Name and Title:

*An authorized representative is an officer of the Respondent’s organization who has legal authority to bind the organization to the provisions of this Bid. Documentation establishing delegated authority must be included with the Bid if signed by someone other than the authorized representative.

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TABLE OF CONTENTS

SECTION 1.0: Introductory Materials ................................................................................ Page 3

SECTION 2.0: Procurement Process, Schedule, & Constraints ........................................ Page 5

SECTION 3.0: Instructions for Bid Submittal ..................................................................... Page 9

SECTION 4.0: Special Conditions..................................................................................... Page 11

ATTACHMENT A: Scope of Services .............................................................................. Page 17

ATTACHMENT B: Price Page ......................................................................................... Page 22

ATTACHMENT C: Prior Experience Form ...................................................................... Page 26

ATTACHMENT D: Statement of Non-Collusion Form ...................................................... Page 28

ATTACHMENT E: Respondent Certification Regarding Scrutinized Companies List....…Page 29

ATTACHMENT F: Identical Tie Certification Form……………………………………………Page 30

ATTACHMENT G: Subcontractors List…………………………………………………………Page 32

ATTACHMENT H: Background and Drug Screening Attestation………….………………...Page 33

ATTACHMENT I: Foreign State Preference Opinion…………………….……………….....Page 34

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SECTION 1.0 INTRODUCTORY MATERIALS

1.1 Statement of Purpose

The purpose of this Invitation to Bid (ITB) is for the State of Florida, Department of Health (Department) to obtain competitive prices for Janitorial Services for the Nassau County Health Department (Nassau CHD).

1.2 Legal Authority

Chapter 287, Florida Statutes, section 154.02 Florida Statutes, and Chapter 60A-1.002, Florida Administrative Code.

1.3 Scope of Services

A detailed scope of services for this solicitation is provided as Scope of Services (Attachment A), in this ITB.

1.4 Incorporation by Reference

The PUR 1001, General Instructions to Respondents (PUR 1001), and PUR 1000, General Contract Requirements (PUR 1000), are hereby incorporated by reference to the terms of this solicitation. Refer to Sections 3.1 and 4.1 of this ITB for further detail.

1.5 Definitions

In addition to the definitions in the PUR 1000 and PUR 1001, and the Scope of Services (Attachment A), the following definitions also apply to this ITB:

Bid: The complete written response of Provider to this ITB, including properly completed forms, supporting documents, and attachments.

Business Days: Monday through Friday, excluding state holidays.

Business Hours: 8:00 a.m. to 5:00 p.m., Eastern Time on all business days.

Calendar Days: All days, including weekends and holidays.

Certified Minority Business Enterprise: A business certified by any local governmental jurisdiction or organization accepted by the Department of Management Services, Office of Supplier Diversity (DMS), as a certified minority business enterprise for purposes of doing business with state government when DMS determines that the state’s minority business enterprise certification criteria are applied in the local certification process in accordance with section 287.0943, Florida Statutes.

Contract: The formal agreement or Order that will be awarded to the successful Provider under this ITB, unless indicated otherwise.

Department: The Department of Health; may be used interchangeably with DOH.

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Minor Irregularity: As used in the context of this solicitation, indicates a variation from the ITB terms and conditions which does not affect the price of the Bid, or give the Respondent an advantage or benefit not enjoyed by other Respondents, or does not adversely impact the interests of the Department.

Order: As used in the context of this solicitation, refers to a Purchase Order.

Respondent: The business entity that submits a Bid.

Provider: The successful Respondent awarded a contract by the Department in accordance with the terms of this ITB.

State: State of Florida.

State Holidays: New Year’s Day, Martin Luther King, Jr. Day, Memorial Day, Independence Day, Labor Day, Veteran’s Day, Thanksgiving Day, Friday After Thanksgiving, Christmas Day.

Vendor Information Portal (VIP): Refers to the State of Florida’s internet-based vendor information system, which is available at:

https://vendor.myfloridamarketplace.com.

Where there is a conflict between a definition in this solicitation, Section 1.5, above, and the definition in Scope of Services (Attachment A), the definition in this solicitation will prevail when the term is used in this solicitation. The definition in the Scope of Services (Attachment A), will prevail when the term is used in the Scope of Services (Attachment A).

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SECTION 2.0 PROCUREMENT PROCESS, SCHEDULE, & CONSTRAINTS

2.1 Procurement Officer

The Procurement Officer assigned to this solicitation is:

Florida Department of Health Attention: Sonja German-Jones 4052 Bald Cypress Way, Bin B07 Tallahassee, FL 32399-1749 Email: Sonja.german@flhealth.gov

******ALL EMAILS TO THE PROCUREMENT OFFICER MUST CONTAIN THE

SOLICITATION NUMBER IN THE SUBJECT LINE OF THE EMAIL*************

2.2 Restrictions on Communications

Pursuant to section 287.057(25), 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 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 listed in Section 2.1., above. Violation of this provision may be grounds for rejecting a Bid.

2.3 Term

It is anticipated that the Contract resulting from this ITB will be for three years from September 1, 2022, or the Contract execution date whichever is later, subject to renewal as identified in Section 2.4. The Contract resulting from this ITB is contingent upon availability of funds.

2.4 Renewal

The Contract resulting from this solicitation may be renewed. Renewals may be made for no more than three years beyond the initial Contract, or for the term of the original Contract, whichever is longer. Renewals must be in writing, subject to the same terms and conditions set forth in the initial Contract and any written amendments signed by the parties. Renewals are contingent upon satisfactory fiscal and programmatic performance evaluations as determined by the Department and are subject to the availability of funds.

2.5 Timeline

EVENT DUE DATE LOCATION

ITB Advertised / Released 7/13/2022 Posted to the Vendor Information Portal https://vendor.myfloridamarketplace.com mailto:Sonja.german@flhealth.gov https://vendor.myfloridamarketplace.com/

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Non-Mandatory Site Visit

7/18/2022

9:00am

Fernandina Beach Clinic 620 Nectarine Street Fernandina Beach, FL 32034

Non-Mandatory Site Visit

7/18/2022

10:00am

Yulee Clinic 86014 Pages Dairy Road Yulee, FL 32097

Non-Mandatory Site Visit

7/18/2022

11:00am

Callahan Clinic 45397 Mickler Street Callahan, FL 32011

Non-Mandatory Site Visit

7/18/2022

12:00pm

Hilliard Clinic 87203 Pecan Street Hilliard, FL 32046

Non-Mandatory Pre-Bid Conference

7/18/2022

12:30pm

Yulee Clinic (Conference RM) 86014 Pages Dairy Road Yulee, FL 32097

Questions Submitted in

Writing

Must be received

PRIOR TO:

7/21/2022

4:00pm

Submit to: Florida Department of Health Central Purchasing Office

Attention: Sonja German-Jones Suite 310 4052 Bald Cypress Way, Bin B07 Tallahassee, FL 32399-1749 E-mail: Sonja.german@flhealth.gov

Answers to Questions

(Anticipated Date) 7/25/2022 Posted to Vendor Information Portal at:

https://vendor.myfloridamarketplace.com

Sealed Bids Due and Opened

Must be received

PRIOR to:

8/1/2022

2:30pm

Submit to: Florida Department of Health Central Purchasing Office

Attention: Sonja German-Jones Suite 310 4052 Bald Cypress Way, Bin B07 Tallahassee, FL 32399-1749

Anticipated Posting of Intent to Award 8/2/2022 Posted to the Vendor Information Portal at:

https://vendor.myfloridamarketplace.com mailto:Sonja.german@flhealth.gov

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2.6 Addenda

If the Department finds it necessary to supplement, modify, or interpret any portion of the solicitation during the procurement process, a written addendum will be posted on the VIP.

It is the responsibility of the Respondent to be aware of any addenda that might affect this ITB or their Bid.

2.7 Non-Mandatory Site Visit

A non-mandatory site visit will be held at the time and location indicated in Section 2.5.

The site visit will provide Respondents with an opportunity to tour the facilities identified in the ITB.

Attendance at the non-mandatory site visit and signing of the attendance sheet is not a prerequisite for the Respondent being deemed responsive under this ITB.

2.8 Non-Mandatory Pre-Bid Conference

A non-mandatory pre-bid conference will be held at the time and location indicated in Section 2.5. Respondents may ask verbal questions and seek clarification during the pre-bid conference.

The Department may verbally answer any questions at the pre-bid conference; however, only the Department’s written answers are binding.

2.9 Questions

This provision takes precedence over General Instruction #5 in PUR1001.

Questions related to this solicitation must be received in writing (either via United States Postal Service, courier, e-mail, or hand-delivery) by the Procurement Officer identified in Section 2.1, within the time indicated in Section 2.5. Verbal questions or those submitted after the period specified in Section 2.5 will not be addressed.

Answers to questions submitted in accordance with Section 2.5 will be posted on the

VIP.

2.10 Basis of Award

A single award will be made to the responsive, responsible Respondent offering the lowest grand total for the commodities and/or services requested in this ITB including delivery, FOB destination.) The Department reserves the right to not make an award under this ITB, as determined to be in the best interest of the State.

2.11 Identical Outcomes

In the event the Department’s evaluation results in identical scoring outcomes between two or more Respondents, the Department will provide the Identical Tie Certification, Attachment F, form for the affected Respondents to complete. If one or more Respondents are entitled to the certified veteran business enterprise preference specified in section 295.187, Florida Statutes, and one or more business entitled to this preference

Nassau Janitorial Services Page | 8 or another preference provided by law submit bids, proposals, or replies for procurement of commodities or contractual services which are equal with respect to all relevant considerations, including price, quality, and service, the Department will award the procurement or contract to the business having the smallest net worth. If one or more Respondents has the certified veteran preference, it and any other vendor entitled to another preference provided by law will be requested by the Department to submit Respondents net worth.

In the event the Department is unable to select a Respondent using the Tie Breaker Criteria specified in Attachment F, and the net worth criteria above, or if the net worth criteria above does not apply, then the affected Respondent(s) name will be placed in a container for the Department’s Procurement Officer to randomly select the awardee of this solicitation. The date, time, and location will be posted on VIP.

2.12 Modifications and Withdrawal

A Respondent may modify or withdraw its Bid at any time prior to the submittal deadline, as specified in Section 2.5, by submitting a request to the Procurement Officer. Requests for modification or withdrawal of a submitted Bid must be in writing and signed by an authorized signatory of the Respondent. Upon receipt and acceptance of such a request, the entire Bid will be returned to the Respondent and will not be considered unless resubmitted by the Bid due date and time.

2.13 Clarification Process

The Department may request clarification from the Respondent to resolve ambiguities or to question minor irregularities presented in its Bid. Clarifications may be requested throughout this procurement process. The Respondent’s answers to requested clarifications must be in writing and address only the information requested. The Respondent’s answers to requested clarifications must be submitted to the Department within the time specified by the Department.

2.14 Contract Formation

The Department will enter into a Contract with the Provider pursuant to Section 2.10, Basis of Award. The Contract will incorporate the terms of the Scope of Services (Attachment A), the Department’s Order Terms and Conditions, and the awarded Provider’s Price Page (Attachment B).

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SECTION 3.0 INSTRUCTIONS FOR BID SUBMITTAL

3.1 General Instructions to Respondents (PUR 1001)

The General Instructions to Respondents (PUR 1001) is incorporated by reference in this solicitation. This document should not be returned with the Bid. The PUR 1001 is located at http://dms.myflorida.com/content/download/2934/11780.

The terms of this solicitation control over any conflicting terms of the PUR1001.

3.2 Instructions for Submittal

3.2.1. Respondents must complete, sign, and return the “Title Page” with their Bid submittal.

3.2.2 Respondents must complete and return the Price Page (Attachment B) with their Bid submittal.

3.2.3 Respondents must submit all technical and pricing data in the formats specified in the ITB.

3.2.4. Respondents must submit one original paper copy of their Bid and one original copy on a single USB storage device, or CD viewable in Adobe Acrobat Reader (PDF). The electronic copy submitted must contain the entire Bid as the submitted original copy, including all supporting and signed documents. Refer to Section

3.4 for information on redacting confidential information, if applicable.

3.2.5. Bids must be sent by United States Postal Service, courier, or hand delivered to the location indicated in Section 2.5., Timeline.

3.2.6 Bids submitted via electronic mail (email) or facsimile will not be considered.

3.2.7. Bids must be submitted in a sealed envelope or sealed package with the solicitation number, date, and time of the Bid opening clearly marked on the outside.

3.2.8. The Department is not responsible for improperly marked Bids.

3.2.9 It is the Respondent’s responsibility to ensure its Bid is submitted at the proper place and time indicated in Section 2.5., Timeline.

3.2.10 Bids must be received by the date and time specified in Section 2.5., Timeline.

3.2.11. The Department’s clocks will provide the official time for Bid receipt.

3.2.12. Materials submitted will become the property of the State and accordingly, the State reserves the right to use any concepts or ideas contained in the Bid.

3.3 Cost of Preparation

Neither the Department nor the State is liable for any costs incurred by a Respondent in responding to this solicitation.

http://dms.myflorida.com/content/download/2934/11780

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3.4 Public Records and Trade Secrets

Notwithstanding any provisions to the contrary, public records must be made available pursuant to the provisions of the Public Records Act. If Respondent considers any portion of their Bid to this solicitation to be confidential, exempt, trade secret, or otherwise not subject to disclosure pursuant to Chapter 119, Florida Statutes, the Florida Constitution, or any other authority, Respondent must segregate and clearly mark the document(s) as

“CONFIDENTIAL”.

Simultaneously, Respondent will provide the Department with a separate redacted paper and electronic copy of their Bid and briefly describe in writing the grounds for claiming exemption from the public records law, including the specific statutory citation for such exemption. This redacted copy must contain the solicitation name, number, and the name of Respondent on the cover, and must be clearly titled “REDACTED COPY”.

The redacted copy must be provided to the Department at the same time Respondent submits its Bid and must only exclude or obliterate those exact portions which are claimed confidential, proprietary, or trade secret. Respondent will be responsible for defending its determination that the redacted portions of their Bid are confidential, trade secret, or otherwise not subject to disclosure. Further, Respondent must protect, defend, and indemnify the Department for all claims arising from or relating to the determination that the redacted portions of their Bid are confidential, proprietary, trade secret, or otherwise not subject to disclosure. If Respondent fails to submit a redacted copy with their Bid, the Department is authorized to produce the entire documents, data, or records submitted by Respondent in answer to a public records request for these records.

3.5 Price Page

Respondent must fill out the Price Page (Attachment B), as indicated, and return it with their Bid.

3.6 Prior Experience Form

Respondents must provide contact information for three entities the Respondent has provided services of a similar size and nature of those requested in this solicitation.

Respondents must use Attachment C, Prior Experience Form of this ITB to provide the required information. The Department reserves the right to contact any and all entities in the course of this solicitation in order to verify experience.

3.7 Subcontractor List

Respondent may enter into written subcontracts for performance of services under the Contract resulting from this solicitation. Any anticipated subcontract agreements known at the time of Bid submission and the amount of the subcontract must be identified in the Bid. If a subcontract has been identified at the time of Bid submission, a copy of the proposed subcontract must be submitted to the Department. No subcontract that Respondent enters into with respect to performance under the Contract will in any way relieve Respondent of any responsibility for performance of its Contract responsibilities with the Department. The Department reserves the right to request and review information in conjunction with its determination regarding a subcontract request and reject any subcontractor proposed by the Respondent in its Bid.

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The Respondent must complete Attachment G, Subcontractors List, in its entirety and submit it with the Bid.

3.9 Special Accommodations

Persons with disability requiring special accommodations should call the Department’s Purchasing office at least five business days, prior to any pre-Bid conference, Bid opening, or meeting at (850) 245-4199. If hearing or speech impaired, please contact the Department’s Purchasing office through the Florida Relay Service, at 1-800-955-8771

(TTY).

3.12 Responsive and Responsible (Mandatory Requirements)

Respondents must complete and submit the following mandatory information or documentation as part of their Bid by the time specified in Section 2.5. Any Bid which does not contain the information below will be deemed non-responsive to this ITB.

3.15.1. Title Page must be completed, signed, and submitted with the Bid.

3.15.2. Price Page (Attachment B), as specified in Section 3.5.

3.15.3. Prior Experience Form (Attachment C), as specified in Section 3.6.

3.15.4. Statement of Non-Collusion (Attachment D) as specified in Section 4.3.

3.15.5. Respondent Certification Regarding Scrutinized Companies Lists

(Attachment E) as specified in Section 4.2.

3.15.6. Bids must document the Respondent’s ability to meet the requirements specified in Attachment A, Scope of Services.

3.13 Late Bids

The Procurement Officer must receive Bids pursuant to this ITB no later than the date and time specified in Section 2.5. Bids that are not received by the date and time specified will not be considered.

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SECTION 4.0 SPECIAL CONDITIONS

4.1 PUR 1000, General Contract Conditions

The PUR 1000 is incorporated by reference in this ITB and contains general Contract terms and conditions that will apply to any Contract resulting from this ITB, to the extent they are not otherwise modified. This document should not be returned with the Bid. The PUR 1000 is located at http://dms.myflorida.com/content/download/2933/11777.

The terms of this solicitation control over any conflicting terms of the PUR 1000.

Paragraph 31 of PUR 1000 does NOT apply to this ITB or any resulting contract.

4.2 Scrutinized Companies

All Respondents seeking to do business with the Department must be in compliance with section 287.135, Florida Statutes. The Department may, at its option, terminate a Contract if Respondent is found to have submitted a false certification as provided under section 287.135(5), Florida Statutes, been placed on the Scrutinized Companies with Activities in Sudan List, the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, the Scrutinized Companies that Boycott Israel List, or is engaged in a boycott of Israel, or have been engaged in business operations in Cuba or Syria.

Refer to Respondent Certification Regarding Scrutinized Companies Lists Form, Attachment F.

4.3 Conflict of Interest and Statement of Non-Collusion

Section 287.057(17)(c), Florida Statutes, provides “A person who receives a contract that has not been procured pursuant to subsections (1)-(3) to perform a feasibility study of the potential implementation of a subsequent contract, who participates in the drafting of a solicitation or who develops a program for future implementation, is not eligible to contract with the agency for any other contracts dealing with that specific subject matter, and any firm in which such person has any interest is not eligible to receive such contract. However, this prohibition does not prevent a vendor who responds to a request for information from being eligible to contract with an agency.”

The Department considers participation through decision, approval, disapproval, recommendation, preparation of any part of a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, or auditing or any other advisory capacity to constitute participation in drafting of the solicitation.

Refer to Statement of Non-Collusion Form, Attachment D.

4.4 Certificate of Authority

All limited liability companies, corporations, corporations not for profit, and partnerships seeking to do business with the State must be registered with the Florida Department of State in accordance with the provisions of Chapters 605, 607, 617, and 620, Florida Statutes, respectively, prior to Contract execution. The Department retains the right to http://dms.myflorida.com/content/download/2933/11777

Nassau Janitorial Services Page | 13 ask for verification of compliance before Contract execution. Failure of the Provider to have appropriate registration may result in withdrawal of the Contract award and forfeiture of its Bid Bond, if applicable.

4.5 Provider Registration

Each Provider doing business with the State for the sale of commodities or contractual services as defined in section 287.012, Florida Statutes, must register in the MyFloridaMarketPlace system, unless exempted under Rule 60A-1.033, Florida Administrative Code. State agencies must not enter into an agreement for the sale of commodities or contractual services as defined in section 287.012, Florida Statutes, with any Respondent not registered in the MyFloridaMarketPlace system, unless exempted by rule. The Provider must be registered in the MyFloridaMarketPlace system within five days after posting of the Intent to Award.

Registration may be completed at: https://vendor.myfloridamarketplace.com

A Provider lacking internet access may request assistance from MyFloridaMarketPlace Customer Service at 866-352-3776 or from State Purchasing, 4050 Esplanade Drive, Suite 300, Tallahassee, FL 32399.

4.6 Minority, Women, and Florida Veteran Business Participation

The Department encourages certified minority, women, and Florida veteran business participation in all its solicitations.

4.7 Commercial General Liability Insurance

4.8.1. Respondent must secure and maintain, at its sole expense and for the duration of the Contract, term insurance policies to protect any subcontractor(s) and the State as follows:

4.8.1.1. Workers’ Compensation in accordance with applicable state laws and regulations.

4.8.1.2. General Liability Insurance covering all operations and services under the Contract in amounts sufficient to protect the Department.

4.8.1.3. Commercial Automobile Liability Insurance in amounts sufficient to protect the Department.

4.8.2. Certificates of insurance coverage described above must be furnished by Respondent on request of the Department.

4.8.3. No insurance will be acceptable unless written by a company licensed by the State of Florida, Department of Financial Services, Division of Insurance Agent and Agency Services to do business in Florida, where the work is to be performed at the time the policy is issued.

4.8 Indemnification

https://vendor.myfloridamarketplace.com/

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Provider must save and hold harmless and indemnify the Department against any and all liability, claims, judgments, or costs of whatsoever kind or nature for injury to, or death of any person or persons and for loss or damage to any property resulting from the use, service operation, or performance of work under the terms of the Contract, resulting in whole or in part from the negligent acts or omissions by Respondent, their subcontractor, or any of the employees, agents, or representatives of Respondent or subcontractor.

4.9 Performance Measures

Pursuant to section 287.058, Florida Statutes, the resulting Contract must contain performance measures which specify the required minimum level of acceptable service to be performed. The performance measures are detailed in the Scope of Services (Attachment A).

4.10 Financial Consequences

Pursuant to section 287.058, Florida Statutes, the resulting Contract must contain financial consequences that will apply if successful Respondent fails to perform in accordance with the Contract terms. The financial consequences are detailed in the Scope of Services (Attachment A).

4.11 Order Terms and Conditions

Respondent must become familiar with the Department’s Order Terms and Conditions which contains administrative, financial, and non-programmatic terms and conditions mandated by federal laws, state statutes, administrative code rules, and directive of the Department of Financial Service’s Chief Financial Officer.

Use of the Department’s Order Terms and Conditions are mandatory for Department Orders issued in MyFloridaMarketplace as they contain the basic clauses required by law. The terms and conditions contained in the Department’s Terms and Conditions are non-negotiable. The Department’s Terms and Conditions are located at:

http://www.floridahealth.gov/about/administrative-functions/purchasing/DOHTermsandConditions1272021.pdf

4.12 Conflict of Law and Controlling Provisions

Any Contract resulting from this ITB, and any conflict of law issue, will be governed by the laws of Florida. Venue must be in Leon County, Florida, to the exclusion of all other jurisdictions.

Respondents acknowledge that this solicitation (including but not limited to the resulting Contract, exhibits, attachments, or amendments) is not a rule nor subject to rulemaking under Chapter 120 (or its successor) of the Florida Statutes and is not subject to challenge as a rule or non-rule policy under any provision of Chapter 120, Florida Statutes.

4.13 Agency Inspectors General

It is the duty of every state officer, employee, agency, special district, board, commission, contractor, and subcontractor to cooperate with the inspector general in any investigation, audit, inspection, review, or hearing pursuant to section 20.055, Florida Statutes.

http://www.floridahealth.gov/about/administrative-functions/purchasing/DOHTermsandConditions1272021.pdf http://www.floridahealth.gov/about/administrative-functions/purchasing/DOHTermsandConditions1272021.pdf

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4.14 Records and Documentation

To the extent that information is used in the performance of the resulting Contract or generated as a result of it, and to the extent that information meets the definition of “public record” as defined in section 119.011(12), Florida Statutes, said information is hereby declared to be and is hereby recognized by the parties to be a public record and absent a provision of law or administrative rule or regulation requiring otherwise, Respondent must make the public records available for inspection or copying upon request of the Department’s custodian of public records in accordance with Chapter 119, Florida Statutes. Respondent’s refusal to comply with Chapter 119, Florida Statutes, will constitute an immediate breach of the Contract resulting from this ITB and entitles the Department to unilaterally terminate the Contract.

Unless a greater retention period is required by state or federal law, all documents pertaining to the program contemplated by this ITB must be retained by Respondent for a period of six years after the termination of the resulting Contract or longer as may be required by any renewal or extension of the Contract. During the records retention period, Respondent agrees to furnish, when requested to do so, all documents required to be retained. Submission of such documents must be in the Department’s standard word processing format. If this standard should change, it will be at no cost incurred to the Department. Data files will be provided in a format readable by the Department.

Respondent must maintain all records required to be maintained pursuant to the resulting Contract in such manner as to be accessible by the Department upon demand. Where permitted under applicable law, access by the public must be permitted without delay.

4.15 Attorney’s Fees

In the event of a dispute prior to or post award, each party responding to this solicitation is responsible for its own attorneys’ fees, except as otherwise provided by law.

4.16 Protests

Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, or failure to post a bond or other security required by law within the time allowed for filing a bond will constitute a waiver of proceedings under Chapter 120, Florida Statutes.

Only documents delivered by the United States Postal Service, a private delivery service, in person, or by facsimile during business hours will be accepted. Documents received after business hours will be filed the following business day.

No filings may be made by email or any other electronic means. All filings must be made with the Agency Clerk ONLY and are only considered "filed" when stamped by the official stamp of the Agency Clerk. It is the responsibility of the filing party to meet all filing deadlines.

Do not send Bids to the Agency Clerk’s Office. Send all Bids to the Procurement Officer and address listed in Section 2.5, Timeline.

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The Agency Clerk’s mailing address:

Agency Clerk, Florida Department of Health 4052 Bald Cypress Way, BIN A-02 Tallahassee, Florida 32399-1703 Telephone No. (850) 245-4005

The Agency Clerk’s physical address for hand deliveries:

Agency Clerk, Florida Department of Health 2585 Merchants Row Blvd.

Tallahassee, Florida 32399 Fax No. (850) 413-8743

ATTACHMENT A

SCOPE OF WORK

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1. PURPOSE:

This scope of work is for Nassau County Janitorial Services Contractor will provide these services to the Florida Department of Health (Department).

2. TERM:

This scope of work will begin on 9/1/2022 or the date on with the purchase order is issued, whichever is later. It will end at midnight, Eastern Time on 6/30/2025. The State of Florida’s performance and obligation to pay under this purchase order and any subsequent renewal is contingent upon annual appropriation by the Legislature and satisfactory performance of the Contractor.

3. LOCATION OF WORK:

The worksite for this scope of work is the following location(s):

Nassau CHD

620 Nectarine Street Fernandina Beach, FL 32034 5,850 Square Feet

Nassau CHD

Yulee Clinic 86014 Pages Dairy Road Yulee, FL 32097 6,480 Square Feet

Nassau CHD

Callahan Clinic 45397 Mickler Street Callahan, FL 32011 2,500 Square Feet

Nassau CHD

Hilliard Clinic 87203 Pecan Street Hilliard, FL 32046 4,350 Square Feet

4. CONTRACTOR QUALIFICATIONS AND EXPERIENCE:

The Contractor must possess the following minimum qualifications and experience:

4.1 At least two years of experience cleaning and maintaining facilities in both office and medical settings.

5. CONTRACTOR RESPONSIBILITIES:

5.1. SERVICE TASKS: Contractor will perform the following tasks in the time and manner specified:

5.1.1. Provider will supply the required labor, equipment and cleaning supplies necessary to provide janitorial services for the Nassau CHD, Fernandina Beach Clinic and Yulee Clinic, 5 days a week (Monday through Friday, between the hours of 5:01 pm and 7:00 am) in the following manner:

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5.1.2. Provider will supply the required labor, equipment and cleaning supplies necessary to provide janitorial services for the Nassau CHD, Callahan Clinic and Hilliard Clinic, 4 days a week (Monday through Thursday, between the hours of 5:01 pm – 7:00 am) in the following manner

5.1.3. Daily Requirements

5.1.3.1. Floor Maintenance

5.1.3.1.1. Sweep, wet-mop, and disinfect floors to maintain

cleanliness in all non-carpeted areas including entrance areas. No dirt shall be left in corners, near baseboards, behind doors, and under furniture.

5.1.3.1.2. Ensure all areas are free from dirt, dust, lint, gum, stains, trash including but not limited to, baseboards, behind doors and under furniture. Spot clean carpet as needed;

areas shall blend with adjacent areas.

5.1.3.1.3. Vacuum all carpeted areas.

5.1.3.1.3.1. Spot clean carpet as needed.

5.1.3.2. Staff Break Rooms and Kitchen Areas

5.1.3.2.1. Clean and sanitize tables and countertops.

5.1.3.2.2. Remove all collected trash

5.1.3.3. Exterior Areas

5.1.3.3.1. Sweep and pick up trash and debris from all entrances and sidewalks of the buildings.

5.1.3.4. Trash and Refuse

5.1.3.4.1. Empty and clean all trash receptacles with disinfectant and replace liners.

5.1.3.4.2. Dispose of all trash and refuse in the external dumpsters or trash receptacles provided by the Department.

5.1.3.4.3. Do not empty recycle or shred containers.

5.1.3.4.4. Break down and discard boxes. The Department is

responsible for disposing large and bulky items.

5.1.3.5. Restrooms, Clinical Intake and Exam Rooms

5.1.3.5.1. Clean, sanitize and disinfect all floors including but not limited to, fixtures, walls, doors, stalls, partitions, sinks, washbasins, baby changing tables, shelves, toilets, toilet seats, urinals, bath/shower in Fernandina and Hilliard facilities only, soap and towel dispensers.

5.1.3.5.2. Clean and polish mirrors, leaving them free of dirt, streaks, and smudges.

5.1.3.5.3. Empty, sanitize and disinfect trash, and sanitary napkin receptacles.

5.1.3.5.4. Ensure all pipes and valves are free of water spots and dust.

Nassau Janitorial Services Page | 19

5.1.3.5.5. Replenish supplies of toilet seat covers, toilet tissue, paper towels, and soap.

5.1.3.5.6. Clean, sanitize, and disinfect intake/exam rooms

counters including but not limited to floors, cabinets, tables, chairs, shelves, ancillary and medical equipment.

5.1.3.6. Water Fountains and Bottled Water Dispensers

5.1.3.6.1. Clean and sanitize water fountains and dispensers, including but not limited to, mouthpiece, splash zones, sides, and bases. Keep them free of trash and stains.

5.1.3.6.2. All chrome and metal surfaces shall be dried and

polished. Streaks, residue, encrustation, and hard water deposits must not be present. Metal surfaces shall be clean and bright.

5.1.3.7. Furnishings/Office Areas

5.1.3.7.1. Clean, sanitize, remove dust and spots from office furniture including but not limited to, chairs, cabinet tops, fixtures, desks, counter surfaces, conference tables, pictures, countertops, doorframes, horizontal surfaces, crevices, moldings, and ledges.

5.1.2.7.1.1 Dust shelves within normal reach

5.1.2.7.1.2 Do not touch remove any paper lying on

desk or cabinets.

5.1.3.7.2. Clean lobby glass on exterior sides only. Glass shall have a uniform streak-free appearance.

5.1.3.7.3. Refill soap and paper dispensers throughout the

buildings.

5.1.3.7.4. Straighten lobby chairs, conference room chairs, and tables.

5.1.4. Weekly Requirements

5.1.4.1. Furnishing/Office Areas

5.1.4.1.1. Clean, sanitize, and disinfect telephone mouthpieces and earpieces.

5.1.4.1.2. Door handles and push pads.

5.1.4.1.3. Dust the tops of pictures, doorframes, partitions, and ledges.

5.1.4.2. Janitor Closet and Storage Area

5.1.4.2.1. Ensure all dirt, dust, debris, lint, gum, stains, film, trash, oil spots, and traffic marks, are removed from floors including but not limited to, baseboards, and behind doors. Do not block HVAC air intakes, where applicable.

5.1.4.2.2. Ensure mop sinks are always neat and clean

5.1.4.2.3. Store wet mops properly to achieve maximum drying

and prevent mildew and/or odors

Page | 20

5.1.5. Monthly Requirements

5.1.5.1. Spot clean walls and partitions throughout all buildings

5.1.5.2. Vacuum ventilation grilles

5.1.5.3. Clean door kick plates

5.1.6. Semi-Annual Requirements

5.1.6.1. Dust venetian blinds

5.1.6.2. Vacuum window draperies

5.1.6.3. Clean interior windows with soap and water only.

5.1.7. Clean all Luxury Vinyl Plank (LVP) floors with auto scrubber as requested by the Department.

5.1.8. Additional Requirements:

5.1.8.1. The Department will provide toilet seat covers, toilet paper, paper towels, trash receptacle liners and bags.

5.1.8.2. Contractor will s

5.1.8.3. Contractor shall be responsible for training janitorial staff on the use of the security system.

5.1.8.4. Contractor shall supply photo identification to be visibly worn by janitorial staff at all times while on Department premises, upon execution of contract.

5.1.8.5. Only required cleaning supplies and equipment may be stored on the premises as space permits. Contractor is solely responsible for security of supplies and equipment. The Department is not responsible for loss or theft of, or damage to, equipment or supplies.

5.1.8.6. All exterior doors shall be locked while work is being performed and upon leaving the premise. Alarm system is to be activated upon leaving the premise.

5.1.8.7. All lights, except night lights, are to be shut off upon completion of work.

5.1.8.8. Contractor shall be responsible for all false alarm charges directly attributable to the janitorial staff.

5.1.8.9. Contractor janitorial staff will not have visitors during work shift or provide access into the building to anyone.

5.1.8.10. Contractor shall notify the Department – Nassau County of any damage or permanent stains, malfunction of plumbing fixtures, electrical outlets or switches, or any other abnormal or unusual conditions discovered.

5.2. DELIVERABLES:

Contractor will complete and submit the following deliverables to the Department in the time and manner specified:

5.2.1. Monthly: Provision of custodial services in the time and manner specified in Tasks. 5.1.1 - 5.1.8.

Nassau Janitorial Services Page | 21

6. METHOD OF PAYMENT:

6.1. A purchase order will be issued to the Contractor.

6.2. The method of payment for this purchase order is fixed price.

6.3. The Contractor will not receive payment in advance for goods or services described in this scope of work.

6.4. The Contractor must submit an invoice monthly that provides a detailed accounting of the deliverables performed during the invoice period for which payment is being requested.

6.5. The Contractor is responsible for the performance of all tasks and deliverables contained in this scope of work.

7. PERFORMANCE MEASURES AND FINANCIAL CONSEQUENCES:

All deliverables and related tasks must be completed 100% as specified. Failure to satisfactorily complete or submit a deliverable in the time and manner specified will result in a financial consequence as indicated below:

7.1. Failure to complete and submit Tasks 5.1.1 – 5.1.8 in the time and manner specified will result in a payment reduction equal to 10 percent of the total monthly invoiced amount.

8. CONTRACTOR TRAVEL REIMBURSEMENT:

The Contractor will not be reimbursed for any travel expenses under this agreement.

9. DEPARTMENT CONTRACT MANAGER:

The Department Contract Manager for this scope of work is:

TBD

LOCATION NAME

STREET ADDRESS

CITY, STATE, ZIP

10. CONTROLLING TERMS AND CONDITIONS:

10.1. METHOD OF PROCUREMENT DOH22-009;

10.2. Department Purchase Order Terms and Conditions.

10.3. Department Scope of Work.

ATTACHMENT B

PRICE PAGE

Page | 22

A single award solicitation will be made to the responsive, responsible Respondent offering the lowest grand total for the commodities/services requested in this ITB, including delivery, FOB destination.

Unit price will control in the case of mathematical error(s).

The below prices submitted by the Respondent are all inclusive. There must be no additional costs charged to the Department for work performed under this Bid.

No changes should be made to the format of this price page. Any changes made to the price page may deem the Respondent’s Bid non-responsive and could be rejected.

INITIAL 3 YEAR TERM (2022-2025)

Janitorial Services

Locations

Monthly Price

Months

Initial 3 Year Term

620 Nectarine Street Fernandina Beach, FL 32034 5,850 square feet

$_____________ x 36 Months= $_________________

Yulee Clinic 86014 Pages Dairy Road Yulee, FL 32097 6,480 square feet

$_____________x 36 Months= $_________________

45397 Mickler Street Callahan, FL 32011 2,500 square feet

$_____________x 36 Months= $_________________

Hilliard Clinic 87203 Pecan Street Hilliard, FL 32046 4,350 square feet

$_____________x 36 Months= $_________________

Initial 3 Year Total

Page | 23

RENEWAL 1 YEAR TERM (2025-2026)

Renewal 1 Year Term

620 Nectarine Street Fernandina Beach, FL 32034

$______________ x 12 Months= $____________________

Yulee Clinic 86014 Pages Dairy Road Yulee, FL 32097 6,480 square feet

$______________x 12 Months= $____________________

Callahan Clinic 45397 Mickler Street Callahan, FL 32011 2,500 square feet

$______________x 12 Months= $____________________

Hilliard Clinic 87203 Pecan Street Hilliard, FL 32046 4,350 square

$______________x 12 Months= $____________________

Renewal 1 Year Total

RENEWAL 2 YEAR TERM (2026-2027)

Renewal 2 Year Term

620 Nectarine Street Fernandina Beach, FL 32034 5,850 square feet

$______________ x 12 Months= $____________________

Yulee Clinic 86014 Pages Dairy Road

6,480 square feet

Nassau Janitorial Services Page | 24

Callahan Clinic 45397 Mickler Street Callahan, FL 32011 2,500 square feet

$______________x 12 Months= $____________________

Hilliard Clinic 87203 Pecan Street Hilliard, FL 32046

Renewal 2 Year Total

RENEWAL 3 YEAR TERM (2027-2028)

Renewal 3 Year Term

620 Nectarine Street Fernandina Beach, FL 32034 5,850 square feet

$______________ x 12 Months= $____________________

Yulee Clinic 86014 Pages Dairy Road

6480 square feet

45397 Mickler Street Callahan, FL 32011 2,500 square feet

$______________x 12 Months= $____________________

Hilliard Clinic 87203 Pecan Street Hilliard, FL 32046

Renewal 3 Year Total

GRAND TOTAL$___________________________

(Initial 3 Year Term + Renewal Year Term 1, 2 & 3 = Grand Total)

Respondent Name:

Nassau Janitorial Services Page | 25

Respondent Mailing Address:

City, State, Zip:

Phone: Fax Number:

E-Mail Address:

Federal Employer Identification Number (FEID):

BY AFFIXING MY SIGNATURE ON THIS BID TITLE PAGE, I HEREBY STATE THAT I HAVE READ THE

ENTIRE ITB TERMS, CONDITIONS, PROVISIONS, AND SPECIFICATIONS AND ALL ITS

ATTACHMENTS, INCLUDING THE REFERENCED PUR 1000 AND PUR 1001.

I hereby certify that my company, its employees, and its principals agree to abide to all of the terms, conditions, provisions and specifications during the competitive solicitation and any resulting Purchase Order including those contained in the Department’s Purchase Order Terms and Conditions.

Signature of Authorized Representative:

Printed (Typed) Name and Title:

*An authorized representative is an officer of the Respondent’s organization who has legal authority to bind the organization to the provisions of this Bid. Documentation establishing delegated authority must be included with the Bid if signed by someone other than the authorized representative.

ATTACHMENT C

PRIOR EXPERIENCE FORM

DOH22-009

Invitation to Bid Nassau Janitorial Services Page | 26

Provider’s Name: _______________________________________________________

Providers must provide contact information for three entities the Respondent has provided services of a similar size and nature of those requested in this solicitation. Respondents must use this experience form to provide the required information. The Department reserves the right to contact any and all entities in the course of this solicitation in order to verify experience.

1.

Company/Agency Name:

Address:

City, State, Zip:

Contact Name:

Contact Phone:

Contact Email Address:

General Description of Work (related to the scope of this solicitation):

Service Dates: Services began:________ Services ended: _________

Approximate Contract Value: $

2.

Company/Agency Name:

Address:

City, State, Zip:

Contact Name:

Contact Phone:

Contact Email Address:

General Description of Work

ATTACHMENT C

PRIOR EXPERIENCE FORM

DOH22-009

Invitation to Bid Nassau Janitorial Services Page | 27

3.

Company/Agency Name:

Address:

City, State, Zip:

Contact Name:

Contact Phone:

Contact Email Address:

General Description of Work

ATTACHMENT D

STATEMENT OF NON-COLLUSION

DOH22-009

Invitation to Bid Nassau Janitorial Services Page | 28

I hereby certify that my company, its employees, and its principals, had no involvement in performing a feasibility study of the implementation of the subject Contract, in the drafting of this solicitation document, or in developing the subject program. Further, my company, its employees, and principals, engaged in no collusion in the development of the instant Bid, proposal or reply.

This Bid, proposal or reply is made in good faith and there has been no violation of the provisions of Chapter 287, Florida Statutes, the Florida Administrative Code Rules promulgated pursuant thereto, or any procurement policy of the Department. I certify I have full authority to legally bind Respondent to the provisions of this Bid, proposal or reply.

Signature of Authorized Representative* Date

*An authorized representative is an officer of the Respondent’s organization who has legal authority to bind the organization to the provisions of the Bids. This usually is the President, Chairman of the Board, or owner of the entity. A document establishing delegated authority must be included with the Bid if signed by someone other than the President, Chairman or owner.

ATTACHMENT E

RESPONDENT CERTIFICATION REGARDING SCRUTINIZED COMPANIES LIST

Nassau Janitorial Services Page | 29

Respondent Name: ______________________________________________________________

Respondent Mailing Address: _____________________________________________________

City-State-Zip: __________________________________________________________________

Telephone Number: _____________________________________________________________

Email Address: _________________________________________________________________

Federal Employer Identification Number (FEID): ______________________________________

Section 287.135, Florida Statutes prohibits a company from bidding on, submitting a proposal for, or entering into or renewing a contract for goods or services of any amount if, at the time of contracting or renewal, the company is on the Scrutinized Companies that Boycott Israel List, created pursuant to section 215.4725, Florida Statutes, or is engaged in a boycott of Israel. Section 287.135, Florida Statutes, also prohibits a company from bidding on, submitting a proposal for, or entering into or renewing a contract for goods or services of $1,000,000 or more, that are on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector Lists which were created pursuant to section 215.473, Florida Statutes.

As the person authorized to sign on behalf of the Respondent, I hereby certify that the company identified above in the section entitled “Respondent Name” is not listed on either the Scrutinized Companies with Activities in Sudan List, the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or the Scrutinized Companies that Boycott Israel List. I further certify that the company is not engaged in a boycott of Israel. I understand that pursuant to section 287.135, Florida Statutes, the submission of a false certification may subject company to civil penalties, attorney’s fees, and/or costs.

Signature of…