DOT-ITB-27-2004-CB.pdf

ITBSHELL.SERVICES 8/29/2025

State of Florida Department of Transportation

INVITATION TO BID

Janitorial Services for the Chiefland Maintenance Complex

DOT-ITB-27-2004-CB

CONTACT FOR QUESTIONS:

Chelsea Bryan, Procurement Agent chelsea.bryan@dot.state.fl.us

Phone: 386-961-7732 1109 South Marion Avenue Lake City, FL 32025-5874

State of Florida Department of Transportation

District Two Procurement Office 1109 South Marion Avenue

Lake City, Florida 32025-5874

INVITATION TO BID REGISTRATION

PLEASE COMPLETE AND RETURN THIS FORM ASAP

E-MAIL TO chelsea.bryan@dot.state.fl.us

Bid Number: DOT-ITB-27-2004-CB

Title: Janitorial Services for the Chiefland Maintenance Complex

Bid Due Date & Time (On or Before): Please See Section 2 - Timeline

Potential bidders should notify our office by returning this Bid Registration Form as soon as possible after downloading. Complete the information below e-mail to chelsea.bryan@dot.state.fl.us

THE INVITATION TO BID DOCUMENT YOU RECEIVED IS SUBJECT TO

CHANGE. Notice of changes (Addenda), will be posted on the Florida Vendor Information Portal at https://vendor.myfloridamarketplace.com/, under this bid number, click on “Search Advertisements”, click on the drop-down arrow beside the box under Advertisement Type, select Invitation to Bid, click on the drop-down arrow beside the box for Organization, select FLORIDA DEPARTMENT OF TRANSPORTATION, then go to the bottom of the same page and click on Advertisement Search. It is the responsibility of all potential bidders to monitor this site for any changing information prior to submitting your bid.

Company Name:

Address:

City, State, Zip:

Telephone: ( ) Contact Person:

Internet E-Mail Address: __________________________________________________

For further information on this process, e-mail or telephone :(chelsea.bryan@dot.state.fl.us, 386-961- 7732)

DOT-ITB-27-2004-CB

MINIMUM QUALIFICATIONS STATEMENT

How many years has your business performed the type of services being requested?

Provide a written statement detailing your qualifications:

WORK REFERENCES

List the names of three references for which your business has provided similar services.

BUSINESS NAME ADDRESS CONTACT PERSON PHONE NO.

1. ________________________________________________________________________________________

2. ________________________________________________________________________________________

3. ________________________________________________________________________________________

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

E-VERIFY

375-031-06

PROCUREMENT

OGC – 10/21

In accordance with the contract, the Vendor/Consultant/Contractor hereby acknowledges and certifies compliance with Section 448.095, Florida Statutes. The Vendor/Consultant/Contractor shall register with and use the E-Verify system to verify the work authorization status of all newly hired employees. The Vendor/Consultant/Contractor shall utilize the U.S. Department of Homeland Security’s E-Verify system, in accordance with the terms governing use of the system. The Vendor/Consultant/Contractor shall comply with Section 448.095, Florida Statutes, for the duration of the contract term, including any extensions or renewal periods.

Company/Firm:

Authorized Signature:

Title:

Date:

Contract No: DOT-ITB-27-2004-CB

Financial Project No(s): TBD

Project Description: Janitorial Services for Chiefland Maintenance Complex

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 375-030-60

Florida Statutes VENDOR CERTIFICATION REGARDING PROCUREMENT

287.135 SCRUTINIZED COMPANIES LISTS OGC – 06/18

Respondent Vendor Name: _____________________________________________________

Vendor FEIN: ___________________

Vendor’s Authorized Representative Name and Title: ___________________________________

Address: ______________________________________________________________________

City: _____________________ State: _____________________________ Zip: ______________

Phone Number: ____________________________________

Email Address: _

Section 287.135, Florida Statutes, prohibits a company or other entity from bidding on, submitting a proposal for, or entering into or renewing a contract for goods or services of: i) $100,000 or more if, at the time of bidding on, submitting a proposal for, or entering into or renewing such contract , the company or other entity is on the Scrutinized Companies or Other Entities that Boycott Israel List, created pursuant to Section 215.4725, Florida Statutes, or is engaged in a boycott of Israel; and, ii) $1,000,000 or more if, at the time of bidding on, submitting a proposal for, or entering into or renewing such contract, the company or other entity is on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Terrorism Sectors List, created pursuant to Section 215.473, Florida Statutes, or is engaged in business operations in Cuba or Syria.

As the authorized representative of the company or other entity identified above in the section entitled “Respondent Vendor Name”, I hereby certify that the company or other entity is not listed on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Terrorism Sectors List, or the Scrutinized Companies or Other Entities that Boycott Israel List. I further certify that the company or other entity is not engaged in a boycott of Israel and is not engaged in business operations in Cuba or Syria. I understand that pursuant to Section 287.135, Florida Statutes, the submission of a false certification may subject the company to civil penalties, attorney’s fees, costs, and/or ineligibility to bid on future contracts.

Certified By: __________________________________________________________ who is authorized to sign on behalf of the above referenced company.

Authorized Signature Print Name and Title: _________________________________________

Date:

I N T R O D U C T I O N S E C T I O N

1) INVITATION

The State of Florida Department of Transportation (hereinafter referred to as the "Department") is soliciting written bids from qualified bidders to establish a contract to provide Janitorial Services for the Chiefland Maintenance Complex as per Exhibit A – Scope of Services. It is anticipated that the term of the contract will begin on or about (the date of execution) and be effective for (24) months thereafter.

For the purpose of this document, the term "bidder" means the bidder acting on their own behalf and those individuals, partnerships, firms, or corporations comprising the bidder team. The term "bid package" means the complete response of the bidder to the Invitation to Bid, including properly completed forms and supporting documentation. After the award, said bidder will be referred to as the "Vendor".

2) TIMELINE

Provided below is a list of critical dates and actions. These dates are subject to change. Notices of changes (Addenda) will be posted on the Florida Vendor Information portal at https://vendor.myfloridamarketplace.com/ (click on “Search Advertisements”) under this bid number. It is the responsibility of all potential bidders to monitor this site for any changing information prior to submitting your bid.

ACTION / LOCATION DATE LOCAL TIME

DEADLINE FOR TECHNICAL QUESTIONS - 05:00 PM

There is no deadline for administrative questions.

BIDS DUE (ON OR BEFORE) - 02:00 PM

Please submit bids to:

D2.Purch@dot.state.fl.us

11/09/2026

11/02/2026

PUBLIC OPENING - 02:30 PM

FDOT District Two Procurement Office 1109 South Marion Avenue Lake City, Florida 32025-5874

POSTING OF INTENDED DECISION/AWARD - 05:00 PM

3) BID OPENING AGENDA

11/09/2026

11/13/2026

The sealed bids will be opened by the Department's Procurement Office personnel at the date, time and location in the Timeline. All bid openings are open to the public and will be conducted according to the following agenda:

Opening remarks – Approximate time of 2 minutes by Department Procurement Office personnel.

Public input period – To allow a maximum of 15 minutes total for public input related to the bid solicitation.

Bids opened – At conclusion of public input or 15 minutes, whichever occurs first, bids received timely will be opened with bidder’s name and prices to be read aloud.

Adjourn - After all bids received timely have been opened, the meeting will be adjourned.

4) SPECIAL ACCOMMODATIONS

Any person with a qualified disability requiring special accommodations at a pre-bid conference, public meeting, and/or opening shall contact the contact person at the phone number, e-mail address provided on the title page at least five (5) working days prior to the event. If you are hearing or speech impaired, please contact this office by using the Florida Relay Services which can be reached at 1 (800) 955-8771

(TDD).

S P E C I A L C O N D I T I O N S

1) MyFloridaMarketPlace

BIDDERS MUST BE REGISTERED IN THE STATE OF FLORIDA’S MYFLORIDAMARKETPLACE SYSTEM

BY THE TIME AND DATE OF THE BID OPENING OR THEY MAY BE CONSIDERED NON-RESPONSIVE

(see Special Condition 20). All prospective bidders that are not registered should go to https://vendor.myfloridamarketplace.com/ to complete on-line registration, or call 1-866-352-3776 for assisted registration.

All payment(s) to the vendor resulting from this competitive solicitation WILL be subject to the MFMP Transaction Fee in accordance with the referenced Form PUR 1000 General Contract Condition #7d.

The Transaction Fees imposed shall be based upon the date of issuance of the payment.

2) Florida Department of Financial Services (DFS) W-9 REQUIREMENT

The Florida Department of Financial Services (DFS) requires all vendors that do business with the state to submit an electronic Substitute Form W-9. Vendors must submit their W-9 forms electronically at https://flvendor.myfloridacfo.com to receive payments from the state. Contact the DFS Customer Service Desk at (850) 413-5519 or FLW9@myfloridacfo.com with any questions.

3) QUESTIONS & ANSWERS

In accordance with 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 or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.

Any technical questions arising from this Invitation to Bid must be forwarded, in writing, to the procurement agent identified below. Questions must be received no later than the time and date reflected on the Timeline.

The Department’s written response to written inquiries submitted timely by bidders will be posted on the Florida Vendor Information portal at https://vendor.myfloridamarketplace.com/ (“Search Advertisements”), under this bid number. It is the responsibility of all potential bidders to monitor this site for any changing information prior to submitting their bid.

WRITTEN TECHNICAL QUESTIONS should be submitted to:

Chelsea Bryan, chelsea.bryan@dot.state.fl.us

Questions regarding administrative aspects of the bid process should be directed to the Procurement Agent in writing at the address above or by phone: (386) 961-7732

4) ORAL INSTRUCTIONS / CHANGES TO THE INVITATION TO BID (ADDENDA)

No negotiations, decisions, or actions will be initiated or executed by a bidder as a result of any oral discussions with a State employee. Only those communications which are in writing from the Department will be considered as a duly authorized expression on behalf of the Department.

Notices of changes (Addenda) will be posted on the Florida Vendor Information portal at https://vendor.myfloridamarketplace.com/ (“Search Advertisements”) under this bid number. It is the responsibility of all potential bidders to monitor this site for any changing information prior to submitting your bid. All Addenda will be acknowledged by signature and subsequent submission of Addenda with bid when so stated in the Addenda.

5) SCOPE OF SERVICES

Details of the services, information and items to be furnished by the Vendor are described in Exhibit "A", Scope of Services, attached hereto and made a part hereof.

6) INTENDED AWARD

The Department intends to award this contract to the responsive and responsible bidder that submits the lowest responsive bid. In the event the Department receives identical pricing or scoring from multiple vendors that would tie the awarded vendor; the Department may, at its discretion, award to all responsive tied vendors, reject all, or determine the decision by means of random drawing.

7) PRE-BID CONFERENCE: A PRE-BID CONFERENCE WILL NOT BE HELD.

8) QUALIFICATIONS

8.1 GENERAL Bidder must meet the following minimum qualifications:

8.1.1 Please see Exhibit A – Scope of Services for qualifications.

8.2 BIDDER QUALIFICATIONS

When submitting the bid, each bidder must submit a written statement (“Minimum Qualifications Statement” form), detailing their qualifications that demonstrate they meet the minimum qualifications contained in Special Condition 9.1.1, above. Failure by the bidder to provide the above item(s) will constitute a non-responsive determination. Bids found to be non-responsive will not be considered.

8.3 AUTHORIZED TO DO BUSINESS IN THE STATE OF FLORIDA

In accordance with sections 607.1501, 605.0211(2)(b), and 620.9102, Florida Statutes, out of state corporations, out of state limited liability companies, and out of state limited partnerships must be authorized to do business in the State of Florida. Such authorization should be obtained by the bid due date and time, but in any case, must be obtained prior to the award of the contract. For authorization, contact:

Florida Department of State Tallahassee, Florida 32399

(850) 245-6051

8.4 LICENSE TO CONDUCT SERVICES IN THE STATE OF FLORIDA

If the services being provided requires that individuals be licensed by the Department of Business and Professional Regulation, such licenses should be obtained by the bid due date and time, but in any case, must be obtained prior to posting of the intended award of the contract.

For licensing, contact:

Florida Department of Business and Professional Regulation Tallahassee, Florida 32399-0797

(850) 487-1395

9) WARRANTY/SUBSTITUTIONS

When performance of the services requires the supply of commodities, a warranty is required on all items provided against defective materials, workmanship, and failure to perform in accordance with required industry performance criteria, for a period of not less than ninety (90) days from the date of acceptance by the purchaser. Any deviation from this criterion must be documented in the bid response or the above statement shall prevail. Delivery of substitute commodities requires prior written approval from the ordering location.

Replacement of all materials found defective within the warranty period shall be made without cost to the purchaser, including transportation if applicable. All fees associated with restocking cancelled orders shall be the responsibility of the vendor.

All items provided during the performance of the contract found to be poorly manufactured will not be accepted, but returned to the vendor, at their expense, for replacement. Replacement of all items found defective shall be made without cost to the Department, including transportation, if applicable. As it may be impossible for each facility to inspect all items upon arrival, a reasonable opportunity must be given to these facilities for inspection of the items, and returning those that are defective.

10) LIABILITY INSURANCE

The Vendor shall not commence any work until they have obtained the following types of insurance, and certificates of such insurance have been received by the Department. Nor shall the Vendor allow any subcontractor to commence work on this project until all similar insurance required of the subcontractor has been so obtained. The Vendor shall submit the required Certificates of Insurance to the Florida Department of Transportation, Procurement Office, (Chelsea Bryan, 1109 South Marion Avenue, MS2015, Lake City, FL 32025-5874) within ten (10) days after the ending date of the period for posting the intended award decision.

( X ) The Vendor must carry and keep in force during the period of this contract a general liability insurance policy or policies with a company authorized to do business in the state of Florida, affording public liability insurance with combined bodily injury limits of at least $ (200,000 minimum) per person and $ (300,000 minimum) each occurrence, and property damage insurance of at least $ (200,000 minimum) each occurrence, for the services to be rendered in accordance with this contract.

With respect to any general liability insurance policy required pursuant to this Agreement, all such policies shall be issued by companies licensed to do business in the State of Florida. The Vendor shall provide to the Department certificates showing the required coverage to be in effect with endorsements showing the Department to be an additional insured prior to commencing any work under this Contract.

The certificates and policies shall provide that in the event of any material change in or cancellation of the policies reflecting the required coverage, thirty days advance notice shall be given to the Department or as provided in accordance with Florida law.

The Department shall be exempt from, and in no way liable for, any sums of money which may represent a deductible in any insurance policy. The payment of such deductible shall be the sole responsibility of the Vendor or subcontractor providing such insurance. Policies that include Self Insured Retention (SIR) will not be accepted.

11) PERFORMANCE BOND

(X) A Performance Bond is not required for this project.

12) METHOD OF COMPENSATION

Please see Exhibit C –Method of Compensation

13) CONTRACT DOCUMENT

STANDARD WRITTEN AGREEMENT

The Department’s “Standard Written Agreement” is attached hereto and made a part hereof. The terms and conditions contained therein will become an integral part of the contract resulting from this solicitation. In submitting a bid, the bidder agrees to be legally bound by these terms and conditions.

14) REVIEW OF BIDDER'S FACILITIES & QUALIFICATIONS

After the bid due date and prior to contract execution, the Department reserves the right to perform or to have performed, an on-site review of the bidder's facilities and qualifications. This review will serve to verify data and representations submitted by the bidder and may be used to determine whether the bidder has adequate facilities, equipment, qualified and experienced staff, and overall management capabilities to provide the required services. The review may also serve to verify whether the bidder has financial capabilities adequate to meet the contract requirements.

Should the Department determine that the bid package has material misrepresentations or that the size or nature of the bidder's facilities, equipment, management capabilities, or the number of experienced personnel (including technical staff) are not adequate to ensure satisfactory contract performance, the Department has the right to reject the bid.

15) PROTEST OF INVITATION TO BID SPECIFICATIONS

Any person who is adversely affected by the contents of this Invitation to Bid must file the following with the Department of Transportation, Clerk of Agency Proceedings, Office of the General Counsel, 605 Suwannee Street, Mail Station 58, Tallahassee, Florida 32399-0450:

1. A written notice of protest within seventy-two (72) hours after the posting of the solicitation, (the notice of protest may be Faxed to 850-414-5264), and

2. A formal written protest in compliance with Section 120.57(3), Florida Statutes, within ten (10) days of the date on which the written notice of protest is filed.

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

16) UNAUTHORIZED ALIENS

The employment of unauthorized aliens by any contractor is considered a violation of Section 274A(e) of the Immigration and Nationality Act. If the contractor knowingly employs unauthorized aliens, such violation shall be cause for unilateral cancellation of the contract.

17) SCRUTINIZED COMPANIES LISTS

ALL Responses, regardless of dollar value, must include a completed Vendor Certification Regarding Scrutinized Companies Lists to certify the respondent is not on either of those lists. The Form should be submitted with the Price Proposal.

Section 287.135, Florida Statutes, prohibits a company or other entity from bidding on, submitting a proposal for, or entering into or renewing a contract for goods or services of: i) $100,000 or more if, at the time of bidding on, submitting a proposal for, or entering into or renewing such contract , the company or other entity is on the Scrutinized Companies or Other Entities that Boycott Israel List, created pursuant to Section 215.4725, Florida Statutes, or is engaged in a boycott of Israel; and, ii) $1,000,000 or more if, at the time of bidding on, submitting a proposal for, or entering into or renewing such contract, the company or other entity is on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Terrorism Sectors List, created pursuant to Section 215.473, Florida Statutes, or is engaged in business operations in Cuba or Syria.

If the Department determines the Vendor submitted a false certification under Section 287.135 , Florida Statutes, the Department shall either terminate the Contract after it has given the Vendor notice and an opportunity to demonstrate the Department’s determination of false certification was in error pursuant to Section 287.135 , Florida Statutes, or maintain the Contract if the conditions of Section 287.135 , Florida Statutes are met.

18) RESERVATIONS

The Department reserves the right to accept or reject any or all bids received and reserves the right to make an award without further discussion of the bids submitted. Therefore, the bidder should make sure that the bid package submitted is complete and accurate and submitted to ensure delivery on or before the bid opening time and date specified in this solicitation. It is understood that the bid will become a part of the Department's official file, without obligation to the Department.

19) ADDITIONAL TERMS & CONDITIONS

No conditions may be applied to any aspect of the ITB by the bidder. Any conditions placed on any aspect of the bid documents by the bidder may result in the bid being rejected as a conditional bid (see “RESPONSIVENESS OF BIDS”). DO NOT WRITE IN CHANGES ON ANY ITB SHEET. The only recognized changes to the ITB prior to bid opening will be a written Addenda issued by the Department.

20) RESPONSIVENESS OF BIDS

Bids may not be considered if not received by the Department on or before the date and time specified as the due date for submission. All bids must be typed or printed in ink. A responsive bid is an offer to provide the services specified in this Invitation to Bid in accordance with all requirements of this Invitation to Bid.

Bids found to be non-responsive will not be considered. Bids may be rejected if found to be irregular or not in conformance with the requirements and instructions herein contained. A bid may be found to be irregular or non-responsive by reasons that include, but are not limited to, failure to utilize or complete prescribed forms, modifying the bid requirements, submitting conditional bids or incomplete bids, submitting indefinite or ambiguous bids, or executing forms or the bid sheet with improper and/or undated signatures. Other conditions which may cause rejection of bids include, evidence of collusion among bidders, obvious lack of experience or expertise to provide the required services, and failure to perform or meet financial obligations on previous contracts. ALL determinations of responsiveness will be the responsibility of the FDOT Procurement Office.

21) BID SHEET

The bidder must use the attached Bid Sheet to submit its bid. The Bid Sheet must be signed and dated in ink by a representative who is authorized to contractually bind the bidder. All bid sheets and other documentation submitted in response to this solicitation must be executed and submitted in a sealed envelope. Indicate the bid number, with the time and date of the bid opening, on the envelope used to return the bid.

22) ESTIMATED QUANTITIES

The Department anticipates purchasing the estimated quantities shown on the bid sheet(s), for a one (1) year period of any contract resulting from this bid. The estimated quantities are given only as a guideline for preparing your bid and should not be construed as representing the actual quantities to be authorized under this contract. The Vendor(s) shall supply, at bid prices, the actual quantities authorized regardless of whether the total of such quantities is more or less than anticipated. This bid and the resulting contract will be subject to annual appropriated funding.

23) IDENTICAL PRICING

24) COPYRIGHTED MATERIAL

In the event the Department receives identical pricing or scoring from multiple vendors that would tie the awarded vendor; the Department may, at its discretion, award to all responsive tied vendors or reject all or by means of random drawing.

Copyrighted material will be accepted as part of a bid only if accompanied by a waiver that will allow the Department to make paper and electronic copies necessary for the use of Department staff and agents. It is noted that copyrighted material is not exempt from the Public Records Law, Chapter 119, Florida Statutes.

Therefore, such material will be subject to viewing by the public, but copies of the material will not be provided to the public.

25) ATTACHMENT TO ITB SUBMITTAL - CONFIDENTIAL MATERIAL

The Bidder must include any materials it asserts to be exempted from public disclosure under Chapter 119, Florida Statutes, in a separate bound document labeled "Attachment to Invitation to Bid, Number DOT-ITB- 27-2004-CB - Confidential Material". The Bidder must identify the specific Statute that authorizes exemption from the Public Records Law. Any claim of confidentiality on materials the Bidder asserts to be exempt from public disclosure and placed elsewhere in the bid will be considered waived by the Bidder upon submission, effective after opening.

26) ELECTRONIC SUBMISSION OF PROPOSALS:

Electronic Bid Submittals

Please follow the below instructions for the submittal of electronic bids, failure to do so, may result in your bid being found non-responsive. Non-responsive replies will not be evaluated.

a) Subject line must show: DOT-ITB-27-2004-CB

b) Email shall contain one file attachment marked as the following: DOT-ITB-27-2004-CB

c) Bid Submittal

d) Documents shall be submitted in portable document format (PDF) and have a size limit of 25MB.

e) The body of the email shall not contain any information

f) Bids shall be submitted to D2.Purch@dot.state.fl.us

It is the bidder’s responsibility to assure that the bid is delivered to the proper place on or before the Bid Due date and time (See Introduction Section 2 Timeline). Bids which for any reason are not so delivered, will not be considered.

27) MODIFICATIONS, RESUBMITTAL AND WITHDRAWAL

Bidders may modify submitted bids at any time prior to the bid due date. Requests for modification of a submitted bid shall be in writing and must be signed by an authorized signatory of the bidder. Upon receipt and acceptance of such a request, the entire bid will be returned to the bidder and not considered unless resubmitted by the due date and time. Bidders may also send a change in a sealed envelope to be opened at the same time as the bid. The ITB number, opening date and time should appear on the envelope of the modified bid.

28) POSTING OF INTENDED DECISION/AWARD

28.1 - General:

The Department’s decision will be posted on the Florida Vendor Information portal, at https://vendor.myfloridamarketplace.com/, on the date in the Timeline, and will remain posted for a period of seventy-two (72) hours. Any bidder who is adversely affected by the Department's recommended award or intended decision must file the following with the Department of Transportation, Clerk of Agency Proceedings, Office of the General Counsel, 605 Suwannee Street, Mail Station 58, Tallahassee, Florida 32399-0450:

1. A written notice of protest within seventy-two (72) hours after posting of the Intended Award, (the notice of protest may be Faxed to 850-414-5264), and

2. A formal written protest and protest bond in compliance with Section 120.57(3), Florida Statutes, within ten (10) days of the date on which the written notice of protest is filed. At the time of filing the formal written protest, a bond (a cashier’s check or money order may be accepted) payable to the Department must also be submitted in an amount equal to one percent (1%) of the estimated contract amount based on the contract price submitted by the protestor.

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

28.2 - Inability to Post:

If the Department is unable to post as defined above, the Department will notify all bidders by electronic notification on the Florida Vendor Information portal (see special condition 29.1, above) and/or telephone.

The Department will provide notification of any future posting in a timely manner.

28.3 - Request to Withdraw Bid:

Requests for withdrawal will be considered if received by the Department, in writing, within seventy-two

(72) hours after the bid opening time and date. Requests received in accordance with this provision will be granted by the Department upon proof of the impossibility to perform based upon obvious error on the part of the bidder. Bidders that do not withdraw as stated above will forfeit their bid bond, if applicable.

29) AWARD OF THE CONTRACT

Services will be authorized to begin when the Vendor receives the following document(s), as appropriate, indicating the encumbrance of funds and award of the contract:

A Standard Written Agreement executed by both parties

30) RENEWAL

Upon mutual agreement, the Department and the Contract Vendor may renew the Contract for a period that may not exceed 3 years or the term of the original contract, whichever is longer. The renewal must be in writing and signed by both parties, and is subject to the same terms and conditions set forth in the initial contract and any written amendments signed by the parties. Any renewal shall specify the renewal price, as set forth in the solicitation response except that an agency may negotiate lower pricing. Renewal is contingent upon satisfactory performance evaluations and subject to the availability of funds.

31) ATTACHED FORMS

Exhibit A – Scope of Services Exhibit B – Bid Sheet Exhibit C – Method of Compensation Minimum Qualifications Statement Drug-Free Workplace Program Certification (Form 375-040-18) Vendor Certification Regarding Scrutinized Companies Lists (Form 375-030-60) E-Verify Form Affidavit Regarding Labor and Services Standard Written Agreement

32) TERMS AND CONDITIONS

32.1 General Contract Conditions (PUR 1000)

The State of Florida’s General Contract Conditions are outlined in form PUR 1000, which is a downloadable document incorporated into this Invitation to Bid (ITB) by reference. Any terms and conditions set forth in this ITB document take precedence over the PUR 1000 form where applicable.

http://www.dms.myflorida.com/content/download/2933/11777/1000.pdf

The following paragraphs do not apply to this Invitation to Bid:

Paragraph 8(a), Dispute Resolution - PUR 1000 Paragraph 5(l), PRIDE – PUR 1000, when federal funds are utilized.

32.2 General Instructions to Respondents (PUR 1001)

The State of Florida’s General Instructions to Respondents are outlined in form PUR 1001, which is a downloadable document incorporated into this Invitation to Bid (ITB) by reference. Any terms and conditions set forth in this ITB document take precedence over the PUR 1001 form where applicable.

http://www.dms.myflorida.com/content/download/2934/11780/1001.pdf

The following paragraphs do not apply to this Invitation to Bid:

Paragraph 3, Electronic Submission – PUR 1001 Paragraph 4, Terms and Conditions – PUR 1001 Paragraph 5, Questions – PUR 1001

32.3 MFMP Purchase Order Terms and Conditions

All MFMP Purchase Order contracts resulting from this solicitation will include the terms and conditions of this solicitation and the State of Florida’s standardized Purchase Order Terms and Conditions, which can be found at the Department of Management Services website at the following link:

https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_agency_custo mers/po_terms_conditions

Section 8(B), PRIDE, is not applicable when using federal funds.

33) ORDER OF PRECEDENCE

All responses are subject to the terms and conditions of this solicitation, which, in case of conflict, shall have the following order of precedence listed:

Special Conditions Scope of Services Bid Sheet Standard Written Agreement Instructions to Respondents (PUR 1001) General Conditions (PUR 1000) Introduction Section

34) ANTITRUST VIOLATOR VENDOR LIST

Pursuant to Section 287.137(2)(a), Florida Statutes, a person or an affiliate who has been placed on the antitrust violator vendor list following a conviction or being held civilly liable for an antitrust violation may not submit a bid, proposal, or reply for any new contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply for a new contract with a public entity for the construction or repair of a public building or public work; may not submit a bid, proposal, or reply on new leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a new contract with a public entity; and may not transact new business with a public entity.

35) PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL, OR IDEOLOGICAL

INTERESTS IN GOVERNMENT CONTRACTING

Pursuant to Section 287.05701, Florida Statutes, an awarding body may not request documentation of or consider a vendor’s social, political, or ideological interests when determining if the vendor is a responsible vendor, and an awarding body may not give preference to a vendor based on the vendor’s social, political, or ideological interest.

36) CONTRACTING WITH ENTITIES OF FOREIGN COUNTRIES OF CONCERN PROHIBITED

The Proposer must submit, with its Proposal, a completed Foreign Country of Concern Attestation (PUR 1355) (Form 6). Form 6 must be completed by an officer or representative of the Bidder on behalf of the Bidder.

37) AFFIDAVIT REGARDING LABOR AND SERVICES

Prior to contract execution, extension or renewal, the Department shall notify the Contract awardee of the need to download, complete, and submit the FDOT form, Affidavit Regarding Labor and Services, No. 375- 030-31. Please have the form signed and notarized and send a scanned copy to the Department. The nongovernmental entity (Contract awardee) must maintain the original copy in accordance with other provisions of this Agreement or Contract, and in accordance with Florida law.

EXHIBIT “A”

SCOPE OF SERVICES

I. OBJECTIVE

The performance of janitorial services for the Chiefland Maintenance Complex.

The Contractor shall furnish all supervision, labor, equipment and supplies to perform the services required. All janitorial services shall be performed nightly on Tuesday, and Thursday of each week and shall begin at 5:00 p.m.

II. PROJECT LOCATION AND BUILDING DESCRIPTION

The Chiefland Maintenance Office Complex is located at 1820 South Young Boulevard, Chiefland, Florida, and consists of an Administration Building, Warehouse/Shop Office and Locker Room, MMS/Safety Office, Crew Building, Fuel Station, and EOC Bathroom. The Chiefland Maintenance Office Complex is comprised of six one-story buildings, with approximately 7,700 sq. ft. (areas are measured in gross square footage and are to be used for reference purposes only.)

The Chiefland Maintenance Office Complex is comprised of, but not limited to, hard wall and modular offices, office furniture, common areas, hallways, conference rooms, bathrooms, mechanical rooms, break rooms and other interior and exterior areas. Horizontal and vertical surfaces are of various types, styles, and materials such as, but not limited to carpeting, vinyl, ceramic / porcelain tile, laminates, metal, wood, concrete, fabric, and painted surfaces.

III. CONTRACT TERMS

This Contract will be a two-year contract. This Contract will have one two-year renewal option. Renewal of the Contract shall be in writing and shall be at the same price, terms and conditions set forth in the initial contract. Renewals shall be contingent upon satisfactory performance evaluations by the Department.

IV. PRE-WORK CONFERENCE

The Department’s Project Manager shall schedule a meeting with the Contractor within 7-days of contract execution to discuss, but not be limited to, the following:

A. Services to be provided B. Proposed personnel C. Reporting Requirements

The Contractor shall begin weekly service requirements within two (2) days following the Pre-Work Conference, i.e., upon receiving the Department Project Manager’s approval of proposed Contractor staff to provide the services described herein.

V. MINIMUM QUALIFICATIONS:

The Contractor shall maintain and keep in force throughout the term of this contract agreement, renewals, and modifications, the requirements specified below. Failure of the Contractor to comply with these requirements will be sufficient grounds for the Department to declare the Contractor in default and may result in termination of this Contract.

B. The Department’s Project Manager shall have final approval for all personnel assigned to this project. The Contractor will conduct and provide the Department with copies of criminal background checks for all employees of the contract during the Pre-Work Conference and prior to new employees being hired to work on this contract. Copies shall also be provided when requested by the Department throughout the term of the contract.

C. At any time during the term of the Contract, the Department’s Project Manager may have the Contractor conduct additional checks on approved employees. The Contractor shall pay for all costs associated with this task. The Contractor shall only request approval for persons who are free of convictions from theft and/or dishonesty related crimes and can be trusted to work in a building where security is vital.

D. The Department’s Project Manager reserves the right to reject any

A. The Contractor shall be properly licensed to do business within Levy County, Florida, and within the State of Florida as referenced in Section 8.3 and 8.4 of the Special Conditions. The Contractor shall be insured to provide the type of services being requested by the Department.

proposed employee being recommended by the Contractor. If the Department elects to reject a proposed employee, the Contractor shall submit a replacement proposal for that position. The Contractor shall provide resumes or profile information for each proposed janitorial employee that shall include relevant work experience, and references with contact names, phone numbers and street addresses of those references.

E. The Contractor shall assign an on-site supervisor for the janitorial crew for this Contract. The assigned supervisor shall not have assigned major cleaning tasks other than to supervise and assist the janitorial crew. A point of contact and a daytime telephone number shall be provided in writing to the Department's Project Manager prior to the start of this Contract. The supervisor is required to be on-site for the entire period of time workers are present at the Chiefland Maintenance Office Complex.

1. Proposed supervisor(s) must meet the following minimum qualifications:

a. Speak, read, and write in a clear and understandable English language (the Department’s Project Manager must be able to clearly communicate with all Supervisor(s) and employees assigned to this project).

b. Worked as a janitorial supervisor consecutively for the past two (2) years in a commercial or government office facility of 15,000.00 sq.

feet or more.

c. Have performed supervisory duties as described within this Scope of Services.

d. Operated and provided training on proper cleaning techniques, how to operate equipment and work with cleaning chemicals.

2. Proposed janitorial employees must meet the following minimum qualifications:

a. Be able to speak in a clear and understandable English language and shall have worked in the commercial janitorial industry for a minimum of one (1) year within the past two (2) years.

F. Training: It is the Department’s intent to have only trained, qualified and experienced employees assigned to this Contract. The Contractor shall provide to the Department’s Project Manager at the Pre-Work Conference the type of training program(s) they will use to assure all proposed staff is fully trained. Such training should include, but not limited to, the following:

orientation, classroom, audiovisual, and seminars along with identifying how staff will retain training.

Training should include, but not limited to, the following elements:

1. First aid, safety, and health

2. Supervision

3. Orientation

4. Performance efficiencies

5. Demonstration of how to properly operate and use equipment and chemicals (hands-on)

6. Review of expectations and performance standards

7. Material Safety Data Sheet (MSDS)

8. Occupational Safety and Health Act (OSHA)

9. Janitorial industry standards

10. Personal protection equipment

VI. FACILITY REGULATIONS

The Contractor agrees that none of its personnel shall enter any restricted areas, which includes locked offices, air handler, and telephone and battery storage rooms. The on-site supervisor will ensure that all exterior and select interior doors remain locked during performance of the work performed under this contract. At no time will Contractor personnel allow persons not employed by the Contractor to work on this contract to enter the facility for any reason. Smoking is not allowed in the buildings, and neither alcohol nor illegal drugs may be brought on to the premises.

Contractor personnel will not use the Department’s equipment, computers, fax machines, copiers, telephones, or the personal items owned by the Department’s employees. NOTE: In the event of a medical or fire emergency, Contractor personnel may use any of the Department’s telephones.

Contractor shall provide a copy of their company’s policies and procedures pertaining to discrimination, sexual harassment, and violence in the workplace.

All Contractor personnel shall adhere to those policies and procedures.

The Department’s Project Manager may require the Contractor to refrain from assigning any employee to work on this Contract for any reason determined to be in the best interest of the Department.

VII. SERVICES TO BE PROVIDED BY THE CONTRACTOR

The Contractor shall furnish all labor, cleaning products, equipment, tools, transportation, and supplies required to perform the following services. All references to approved cleaning products require approval by the Department’s Project Manager prior to use within the facility to include filing a Material Safety Data Sheet (MSDS) (2 copies) for each such cleaning product with the Department’s Project Manager. One copy of each cleaning product’s MSDS sheet will be kept in a designated area, accessible to all Contractor personnel.

Contractor shall assist Contractor personnel in understanding the information provided by the MSDS.

VIII. NIGHTLY MAINTENANCE OF ALL SITES

General:

A. Nightly Services (Tuesday and Thursday)

1. Clean and sanitize all drinking fountains.

2. Keep janitor closets clean and orderly.

3. Spot clean walls and doors inside & outside.

4. Pick up trash outside from around building and parking lots.

5. Sweep sidewalks and porches around building entrances.

6. Empty trash cans and cigarette urns outside around buildings.

7. Clean all entrance floor mats.

8. Remove all waste materials, including cardboard and other materials and move to outside dumpsters.

Office Areas:

B. Nightly Services (Tuesday and Thursday)

1. Empty all trash receptacles and remove trash to a designated point in the building.

2. Vacuum clean all carpeted areas; spot clean as needed.

3. Damp mop all tile floor; spot clean as needed.

4. Dust furniture, including filing cabinets, tables, and desks.

5. Dust sills and ledges.

6. Vacuum upholstered furniture, spot clean as needed.

Restrooms:

C. Nightly Services (Tuesday and Thursday)

1. Clean and sanitize fixtures, wash basins, all dispensers, and chrome fittings.

2. Clean mirrors and frames.

3. Sanitize toilets, toilet seats and urinals.

4. Check and refill all dispensers (towels, tissue, seat covers, sanitizer and hand soap).

5. Wet mop all floors with disinfectant cleaner.

6. Damp clean walls and partition walls.

7. Check and refill all air freshener dispensers and deodorizers for urinals.

8. Clean and disinfect showers assuring that all soap residue is removed from shower walls and that shower curtains are free of mildew and soap residue.

Breakroom Areas:

D. Nightly Services (Tuesday and Thursday)

1. Wet mop all floors with disinfectant cleaner.

2. Remove spots from floors in eating area.

3. Remove all trash.

4. Clean surfaces of all vending machines appliances, interiors of microwave ovens, coffee pots and carafes.

5. Clean tables, counters and chairs, and trash receptacles.

6. Clean and sanitize sinks.

7. Check and refill all dispensers (towels, hand sanitizer and soap).

Lobby:

E. Nightly Service (Tuesday and Thursday)

1. Damp mop all tile floor; spot clean as needed.

2. Clean windows and doors both inside and out so that there are no streaks, and they are free of dirt and stains.

3. Clean all entrance floor mats.

4. Sanitize high-touch areas (door handles, Etc.).

Conference Rooms/Training Room:

F. Nightly Services (Tuesday and Thursday)

1. Damp mop all tile floor; spot clean as needed.

2. Clean windows and doors both inside and out so that there are no streaks, and they are free of dirt and stains.

3. Clean all entrance floor mats.

4. Sanitize high-touch areas (door handles, Etc.).

5. Vacuum all carpets, spot clean as needed.

6. Remove all trash.

7. Clean tables and arrange chairs around tables in an orderly manner.

8. Vacuum upholstered furniture, spot clean, as needed.

IX. SCHEDULED PERIODIC SERVICES

The Contractor shall coordinate with the Department’s Project Manager for scheduling of the Quarterly and Bi-Annual services.

Weekly Requirements:

1. Clean and shine non-carpeted floors, including touch up waxed areas on floors.

2. Spot clean carpet areas as needed.

3. Sanitize all door handles.

Quarterly Services:

1. Remove all furniture, strip, scrub, buff and wax all tiled and vinyl flooring areas.

2. Dust all building mini blinds.

3. Clean all baseboards.

4. Clean all air conditioner vents.

5. Clean windows both inside and out so that there are no streaks and windows are free of dirt and stains.

6. Pressure washes the entryways and associated sidewalks.

Bi-Annual Services:

1. Clean all light fixtures both internally and externally.

2. Steam clean and shampoo all carpeted areas.

a. Administration Building floor July and January

b. All other floor areas September and March

X. ADDITIONAL SPECIFICATIONS

Cleaning chemicals and buffers used shall not damage chrome finishes, tile areas, countertops, restroom fixtures, and carpet. Material Safety Data Sheet (MSDS) literature (2 copies) will be supplied to the Department’s Project Manager upon initial use of all chemicals, and whenever the MSDS literature is updated, or when replacement chemicals are used.

A. All equipment and cleaning materials are to be supplied by the Contractor and are subject to approval by the Department’s Project Manager. All cleaning materials and chemicals shall be kept in their original containers. If additional containers are kept on-site, those containers shall be clearly marked in accordance with OSHA standards. Cleaning solvents will only be diluted in accordance with manufacturer specifications.

B. Contractor shall report any defective or broken building equipment, furniture, or fixtures, any unlocked doors, stains not removable by normal cleaning methods, and any unusual events to the on-site supervisor, the Contractor and/or the Department’s Project Manager.

C. All Contractor personnel are required to wear a uniform that includes the Contractor’s name.

D. All Contractor personnel are required to wear in plain view, a picture ID, listing their name, and the Contractor’s logo, at all times while on the premises.

E. The Contractor shall be required to obtain and maintain at all times, all required licenses, insurance, and bonding requirements contained herein. Failure to maintain all the above may result in immediate termination of the contract.

XI. OTHER SERVICES

Every area and item to be cleaned in the facility is not specifically listed in the specifications contained herein. Where areas/items have been omitted, standard industry cleaning practices as defined by the Department’s Project Manager will be used to clean the facility under the terms and conditions of this contract. Any questions regarding this matter should be addressed to the Department’s Project Manager before a proposal for these services is submitted.

XII. SUPPLIES

A. Contractor shall furnish all paper products, cleaning supplies, equipment; liners, hand soap, etc., and may only use such products as approved by the…