ITB 25B-001.pdf

NWFWMD Bid No. 25B-001: Janitorial Services for DeFuniak Springs Office

INVITATION TO BID

JANITORIAL SERVICES FOR DEFUNIAK SPRINGS OFFICE

NORTHWEST FLORIDA WATER MANAGEMENT DISTRICT

(BID NUMBER 25B-001)

The Northwest Florida Water Management District (District), 81 Water Management Drive, Havana, Florida 32333-4712, is soliciting bids for Janitorial Services at the DeFuniak Springs

Office, 700 US Highway 331 South, DeFuniak Springs, FL 32435. The qualified respondent providing the lowest bid for the services will enter into an agreement with the District, a draft of which is contained within the Invitation to Bid. The specifications and conditions contained in the draft agreement should be reviewed and taken into consideration when preparing bids.

The deadline for submission of bids and the opening of the sealed bids is 2:30 P.M. Eastern

Time (ET) October 8, 2024. The bid opening is open to the public. Provisions will be made to accommodate those with a disability provided the District is given at least 72 hours advance notice. All bids must conform to the instructions in the Invitation to Bid (ITB) and comply with applicable Florida Statutes. The respondent must submit its Bid through DemandStar (see

Section 1.13 for more information). Interested parties may obtain a copy of the complete ITB package from the District’s website (http://www.nwfwater.com) or a copy of the complete ITB package may be obtained from the State of Florida’s Vendor Information Portal website at:

MyFloridaMarketPlace Vendor Information Portal. A copy of the complete ITB package can also be obtained at the above address or by calling (850) 539-5999.

https://vendor.myfloridamarketplace.com/

Table of Contents

PAGE

PART 1 GENERAL INFORMATION

1.1 Definitions

1.2 Purpose

1.3 Issuing Office, Date and ITB Opening

1.4 Invitation to Bid

1.5 Awarding of Bid

1.6 Development Costs

1.7 Conflict of Interest

1.8 District Forms and Rules

1.9 Mandatory Pre-bid Meeting and/or Oral Presentations

1.10 Inquiries and Addenda

1.11 Timetable

1.12 Delays

1.13 Submission and Withdrawal

1.14 Equal Opportunity

1.15 Americans with Disabilities Act

1.16 Social, Political and Ideological Interests

1.17 Public Crimes/Discriminatory/Antitrust Violator Vendors

1.18 Scrutinized Companies, Boycotting

1.19 Inspector General Cooperation

1.20 Compliance with Health and Safety Regulations

1.21 Insurance

1.22 Prohibited Contact

1.23 Specification and Award Protest

1.24 Publicity

1.25 Waiver of Minor Irregularities

1.26 Performance Bond

PART 2 SCOPE OF SERVICES

PART 3 BID REQUIREMENTS

3.1 Rules for the Bids

3.2 Contractor Qualifications

3.3 Bid Bond

3.4 Vendor Registration and W-9 Forms

3.5 Respondent Checklist

PART 4 EVALUATION OF BIDS

4.1 Evaluation Method and Criteria

PART 5 BID SHEETS AND BIDDER INFORMATION FORMS

5.1 Bid Sheet and Bidder Acknowledgement Form

5.2 Bidder Information Forms

PART 6 DRAFT AGREEMENT

ATTACHMENTS (INCLUDED IN DRAFT AGREEMENT)

ATTACHMENT A - SCOPE OF WORK

EXHIBIT A - CONTRACTORS BID SUBMITTAL

EXHIBIT B - DEFUNIAK SPRINGS OFFICE FLOOR PLAN

PART 1. GENERAL INFORMATION

1.1 DEFINITIONS

For the purpose of this bid, “respondent” or “bidder” means contractor, vendors, consultants, organizations, firms, or other persons submitting a response to this Invitation to Bid.

1.2 PURPOSE

The Northwest Florida Water Management District, 81 Water Management Drive, Havana, Florida 32333, (hereinafter referred to as the “District”) is issuing this Invitation to Bid (ITB) for the project titled

“Janitorial Services for DeFuniak Springs Office.”

1.3 ISSUING OFFICE, DATE AND LOCATION OF OPENING

Northwest Florida Water Management District (Headquarters)

Attn: Agency Clerk

81 Water Management Drive

Havana, Florida 32333-4712

THE DISTRICT MUST RECEIVE ALL BIDS BY 2:30 P.M. EASTERN TIME (ET),

OCTOBER 8, 2024, THE DAY OF THE PUBLIC OPENING.

1.4 INVITATION TO BID

The District solicits offers for the services of responsible bidders to perform janitorial services at the

DeFuniak Springs Office, located at 700 US Highway 331 South, DeFuniak Springs, FL 32435.

1.5 AWARDING OF BID

The District anticipates entering into a contract with the bidder who submits a qualified responsive bid judged by the District to be the lowest cost for the specified services. The District reserves the right to award the bid to the next lowest responsive bidder in the event the successful bidder fails to enter into the

Agreement, or the Agreement with said bidder is terminated within 90 days of the effective date.

The respondent understands this bid does not constitute an agreement or a contract with the District.

An official contract or agreement is not binding until the bids are reviewed and accepted by appointed staff, approved by the appropriate level of authority within the District, and the contract or agreement is executed by both parties.

The District reserves the right to reject any and all bids, to negotiate with the qualified respondent(s) submitting the lowest bid(s), to waive any irregularities of a minor nature, and to solicit and re-advertise for other bids. Mistakes clearly evident on the face of the bid documents, such as computation errors, may be corrected by the District. Per s. 255.0991, F.S., the District has no regulation that provides contractor preference as described in that statute. All bids may be subject to the approval of the Northwest Florida

Water Management District Governing Board at a duly noticed Board meeting.

Notice of a bid award shall be posted to the District’s website and the State of Florida’s Vendor

Information Portal website.

1.6 DEVELOPMENT COSTS

The District shall not be responsible or liable for any expenses incurred in connection with the preparation of a response to this bid. Respondents should prepare the bid simply and economically, to provide a straightforward and concise description of the respondent's ability to meet the requirements of the bid.

1.7 CONFLICT OF INTEREST

The award hereunder is subject to Ch. 112, F.S. All bidders shall disclose with their bids the name of any officer, director, board member or agent who is also an employee of the State of Florida, or any of its agencies. Further, all bidders shall disclose the name of any state employee or any board member or employee of the District who owns directly or indirectly an interest of five percent (5%) or more in the bidder’s firm, subsidiaries, or branches. If none, state none.

1.8 DISTRICT FORMS AND RULES

When included, all forms supplied by the Northwest Florida Water Management District shall be submitted with the bids. All bids must comply with applicable Florida Statutes, laws, and rules.

1.9 MANDATORY PRE-BID CONFERENCE AND/OR ORAL PRESENTATIONS

There will not be a mandatory pre-bid conference for this solicitation. There will not be oral presentations for this solicitation.

1.10 INQUIRIES AND ADDENDA

All questions regarding this ITB shall be provided in writing and emailed to the Procurement Officer, Robert Steele at Robert.Steele@nwfwater.com, no later than 12:00 P.M. (Noon) Eastern Time (ET) on

September 26, 2024. Inquiries shall reference the date of the ITB opening and ITB title and number.

If addenda become necessary, the District will provide written addenda and post addenda on the District’s website and on the State of Florida’s Vendor Information Portal website at least ten (10) calendar days before the bid opening date. Prospective bidders are responsible for determining whether addenda have been issued and are advised to check the websites or with the District’s Procurement Officer prior to submitting their bid.

Submission of a bid constitutes acknowledgment of receipt of all addenda. Bids will be construed as though all addenda have been received. Failure of the respondent to obtain any addenda does not relieve respondent from any and all obligations under the bid, as submitted. All addenda become part of the

Contract Documents.

1.11 TIMETABLE

The District and respondents shall adhere to the following schedule in all actions concerning this bid.

• On September 19, 2024, the District issues the Invitation to Bid.

• From the time of issuance on September 19, 2024, until 12:00 P.M. (Noon) Eastern Time (ET) on mailto:Robert.Steele@nwfwater.com

September 26, 2024, the District will receive written inquiries by email on the ITB.

• If substantive written inquiries are received, the District will issue an Addendum to respond to such inquiries at least ten (10) calendar days prior to bid opening.

• Bid Opening Deadline: The sealed bids will be opened at 2:30 P.M. Eastern Time (ET), October

8, 2024*. Bids received after the bid opening deadline will not be considered.

• From opening time, the District will review and evaluate the bids on a timely basis.

• The District may enter into a contract with the qualified Contractor submitting the lowest responsive bid after conducting negotiations and obtaining appropriate approvals.

*Denotes a public meeting.

1.12 DELAYS

The District may delay scheduled due dates if it is to the advantage of the District to do so. The District will notify respondents of all changes in scheduled due dates by posting the information to the District’s website and State of Florida’s Vendor Information Portal website.

1.13 SUBMISSION AND WITHDRAWAL

Respondents must submit electronically through DemandStar. All bid submissions will be accepted through DemandStar only.

1) Submittals are accepted through the District’s online bid system, DemandStar. Respondents must be registered with DemandStar in order to submit their responses on the DemandStar website. To register, please visit the DemandStar website at: www.demandstar.com/app/registration.

2) For instructions on how to complete a free registration with DemandStar, please consult the District’s

DemandStar overview.

3) Instructions for submitting an online bid are available on the District’s website at:

https://nwfwater.com/business-finance/district-procurement/.

Bids not submitted through DemandStar do not constitute “delivery” and are not considered “received by” the District as required by this ITB. Submittal of bids other than through DemandStar shall not be accepted.

It is the respondent's responsibility to ensure his/her bid submission is delivered at the proper time. Bids that are, for any reason, received after the established deadline will not be considered.

A respondent may withdraw a bid by notifying the District electronically at any time prior to the opening.

Bids, once opened, become the property of the District and will not be returned to the respondents.

All bids must be made on the required Forms (see Part 5). All blank spaces for bid prices must be filled in, in ink or typewritten, and the form must be fully completed and executed when submitted.

Respondents must satisfy themselves of the accuracy of their responses on the Forms by examination of the criteria and specifications including addenda. After bids have been submitted, respondents shall not http://www.demandstar.com/app/registration https://nwfwater.com/wp-content/uploads/2023/09/DemandStar-overview.pdf https://nwfwater.com/wp-content/uploads/2023/09/DemandStar-overview.pdf https://nwfwater.com/business-finance/district-procurement/ assert that there was a misunderstanding concerning the number or type of parameters nor the accuracy required of each parameter.

Bids received by the District in response to this ITB will become a public record (unless an exemption to

Florida’s Public Records Law applies) when the District provides notice of its intended decision or 30 days after opening the bids, whichever is earlier. If the District rejects all bids and concurrently provides notice of its intent to reissue the ITB, the rejected bids remain exempt from Florida’s Public Records Law until such time as the District provides notice of an intended decision concerning the reissued ITB or until it withdraws the reissued ITB. A bid is not exempt for longer than 12 months after the initial notice rejecting all bids.

Bids will be made available for inspection at the time the District posts notice of its decision or intended decision concerning contract awards or 30 days after the bid opening, whichever is earlier.

1.14 EQUAL OPPORTUNITY

The District recognizes fair and open competition as a basic tenet of public procurement. Respondents doing business with the District are prohibited from discriminating on the basis of race, color, creed, national origin, handicap, age, sex, or disability. It is the policy of the District to ensure that qualified respondents wishing to participate in the procurement process have the maximum opportunity to compete and perform on District contracts and purchases.

The District encourages participation by minority-, veteran-, and women-owned Certified Business

Enterprises and requests that respondents submit evidence of such designation with their bids. For further information on designation as a certified business enterprise, visit www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd/get_certified.

1.15 AMERICANS WITH DISABILITIES ACT

The District does not discriminate upon the basis of any individual’s disability status. This nondiscrimination policy involves every aspect of the District’s functions including one’s access to, participation, employment, or treatment in its programs or activities. Anyone requiring reasonable accommodation as provided for in the Americans with Disabilities Act should contact Jack Furney, Division of Administrative Services, at (850) 539-5999.

1.16 SOCIAL, POLITICAL AND IDEOLOGICAL INTERESTS

In accordance with s. 287.05701, F.S., the District shall not request documentation of or consider a respondent’s social, political, or ideological interests in determining if the respondent is a responsible vendor. The District shall not give preference to a respondent based on the respondent’s social, political, or ideological interests.

1.17 PUBLIC CRIMES/DISCRIMINATORY/ANTITRUST VIOLATOR VENDORS

In accordance with sections 287.133, 287.134, and 287.137, F.S., a person or affiliate who has been placed on the convicted, discriminatory, or antitrust violator vendor lists may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals, or replies on leases of real property to a public entity; may not be awarded or http://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd/get_certified perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity;

and may not transact business with any public entity in excess of the threshold amount provided in s.

287.017, F.S., for CATEGORY TWO ($35,000), unless specified otherwise in these statutes. Questions regarding the lists may be directed to the Florida Department of Management Services, State Purchasing

Division, at (850) 488-8440 or send email to purchasingcustomerservice@dms.fl.gov.

1.18 SCRUTINIZED COMPANIES, BOYCOTTING

Pursuant to s. 287.135, F.S., a company is ineligible to, and may not, bid on, submit a proposal for, or enter into or renew a contract with the District for goods or services of:

1. Any amount if, at the time of bidding on, submitting a proposal for, or entering into or renewing such contract, the company is on the Scrutinized Companies that Boycott Israel List, created pursuant to s. 215.4725, F.S., or is engaged in a boycott of Israel; or

2. One million dollars or more if, at the time of bidding on, submitting a proposal for, or entering into or renewing such contract, the company:

a. Is on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, created pursuant to s. 215.473, F.S.; or

b. Is engaged in business operations in Cuba or Syria.

By submitting a response, the respondent certifies that it is not currently on the aforementioned lists or engaged in such business operations and agrees to notify the District if placement on one of these lists occurs or the respondent engages in such business operations. If the respondent submits a false certification, the District may terminate the Agreement and bring a civil action against the respondent, as provided for in s. 287.135, F.S.

1.19 INSPECTOR GENERAL COOPERATION

Respondent understands and shall comply with s. 20.055(5), F.S., which states: “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 this section.”

1.20 COMPLIANCE WITH HEALTH AND SAFETY REGULATIONS

Respondent shall comply with all applicable federal, state, and local rules and regulations in providing services to the District. This requirement includes compliance with all applicable federal, state, and local health and safety rules and regulations.

1.21 INSURANCE

The respondent, if awarded a contract, shall maintain insurance coverage. In the event a contract is awarded to a governmental entity or a self-insured organization, different insurance requirements may apply. Misrepresentation of any material fact, whether intentional or not, regarding the bidder’s insurance coverage, policies, or capabilities may be grounds for rejection of the bid and rescission of any ensuing contract. The respondent shall obtain all coverage as required by Florida law, including Workers

Compensation and applicable professional liability insurance. Additionally, the respondent shall be insured as follows: General Liability, with limits not less than $1,000,000 per occurrence; $1,000,000 per mailto:purchasingcustomerservice@dms.fl.gov occurrence for personal injury; and $1,000,000 for property damage; Automobile Liability, with combined single limit of not less than $1,000,000; Workers Compensation and Employers Liability, with limits not less than: Bodily Injury by Accident $1,000,000 each accident; Bodily Injury by Disease $1,000,000 policy limit; and Bodily Injury by Disease $1,000,000 each employee.

Evidence of all such insurance satisfactory to the District shall be furnished with the executed Agreement prior to beginning work, and all such insurance policies shall provide for a ten (10) business day notice to the District of cancellation, or any material change in the terms of the insurance policies.

1.22 PROHIBITED CONTACT

Respondents to this solicitation or persons acting on their behalf shall not contact, between the release of the solicitation and the end of the 72-hour period following the District 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.

1.23 SPECIFICATION AND AWARD PROTEST

Any person who is adversely affected by the District’s award shall file with the District a notice of protest in writing within 72 hours after the posting of the award. With respect to a protest of the terms, conditions, and specifications contained in this ITB, including any provisions governing the methods for ranking bids, awarding contracts, reserving rights of further negotiation, or modifying or amending any contract, the notice of protest shall be filed in writing within 72 hours after the posting of the ITB or the addenda to the

ITB that contains the new term, condition or specification that is protested. The formal written protest shall be filed within 10 days after the date the notice of protest is filed with a bond pursuant to s. 287.042(2)(c), F.S. Failure to file a notice of protest or failure to file a formal written protest shall constitute a waiver of proceedings under Ch. 120, F.S. The formal written protest shall state with particularity the facts and law upon which the protest is based. Saturdays, Sundays, and state holidays shall be excluded in the computation of the 72-hour time periods. Failure to file a protest within the time prescribed in s.

120.57(3), F.S., 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 Ch. 120, F.S.

1.24 PUBLICITY

The respondent shall obtain prior approval of the District for all news releases or other publicity pertaining to this bid or the service or any project to which it relates.

1.25 WAIVER OF MINOR IRREGULARITIES

The District may waive minor irregularities in bids received where such is merely a matter of form and not substance. Minor irregularities are defined as any deviation from a mandatory requirement of the ITB that, if waived, will not have an adverse effect on the District's interest and will not give a respondent an advantage or benefit not enjoyed by the other respondents. The District is not required to waive a minor irregularity and has the sole discretion to determine whether a minor irregularity should be waived.

1.26 PERFORMANCE BOND

A performance bond in the amount of $2,500.00 with a corporate surety approved by the District, will be required for the faithful performance of the contract. A certified Cashier’s Check made payable to:

“NWFWMD” may be provided to the District, in lieu of a surety performance bond.

Attorneys-in-fact who sign bid bonds and performance bonds must file with each bond a certified and effective dated copy of their power of attorney.

The successful bidder will be required to execute the contract and provide the performance bond within ten (10) calendar days once the successful bidder is notified by the District Project Manager. In case of failure of the bidder to execute the Agreement, the District may at its option consider the bidder in default, in which case the bid bond accompanying the bid proposal shall become the property of the District.

PART 2. SCOPE OF SERVICES

Please review the attached draft “Janitorial Services Agreement for DeFuniak Springs Office” for the complete description of the Work including all required materials, consumable products and procedures.

PART 3. BID REQUIREMENTS

3.1 RULES FOR THE BIDS

1. All bids must comply with applicable Florida Statutes, laws, and rules.

2. One electronic bid must be submitted through DemandStar. See Part 1, Section 1.13

Submission and Withdrawal for further details.

3. All bids shall be completed and submitted on the attached Forms (Part 5).

4. The District is not subject to Florida sales tax or to any federal excise taxes on all sales made directly to the District, and neither shall be included in the bid price.

5. All costs, whether direct or indirect, which will be ultimately paid by the District must be included in the price on the Bid Form (Part 5). Any indirect, overhead, profit margin or other such costs, however named, must also be included in the bid price.

6. The award hereunder is subject to Ch. 112, F.S. All bidders shall disclose with their bids the name of any officer, director, board member, or agent who is also an employee of the State of

Florida, or any of its agencies. Further, all bidders shall disclose the name of any state employee or any board member or employee of the District who owns directly or indirectly an interest of five percent (5%) or more in the bidder’s firm, subsidiaries, or branches. If none, state none.

7. The successful bidder will be required to execute the contract and provide the performance bond within ten (10) calendar days once the successful bidder is notified by the District Project

Manager. In case of failure of the successful bidder to execute the agreement within the timeline above, the District may at its option consider the bidder in default, in which case the District may award the bid to another bidder at its sole discretion.

8. The District reserves the right to reject any and all bids, to negotiate with the qualified respondent(s) submitting the lowest responsive bids, to waive any irregularities of a minor nature, and to solicit and re-advertise for other bids. Mistakes clearly evident on the face of the bid documents, such as computation errors, may be corrected by the District. Per s. 255.0991, F.S., the District has no regulation that provides contractor preference as described in the statute.

3.2 CONTRACTOR QUALIFICATIONS

Respondents to this ITB are required to meet the following qualification and experience criteria:

A. Must have no less than three (3) years of experience performing the services described in the

Scope of Services;

B. Must have sufficient qualified personnel and equipment necessary to complete all Work proposed in the Scope of Services;

C. Must not have known or potential conflicts of interest in performing tasks as requested in the

Scope of Services; and

D. Must not have pertinent litigation filed against the Contractor in the states of Florida, Alabama, or Georgia within the last three (3) years.

E. Any subcontractors used by the Contractor to complete the proposed work in this ITB must be identified and must meet the criteria listed above to perform the task for which they are hired.

The successful bidder shall supply the names and addresses of major material suppliers and sub-vendors when requested to do so by the District.

3.3 BID BOND

A Bid Bond will not be required for ITB 25B-001.

3.4 VENDOR REGISTRATION AND W-9 FORMS

The successful bidder will be required to complete a Vendor Registration Form and W-9 Form once notified of award by the District Project Manager.

3.5 RESPONDENT CHECKLIST

Please review the checklist for this bid (ITB No. 25B-001) to ensure that you have properly followed the instructions. Many bids and proposals are rejected because the respondent simply failed to comply with required preparation and submission requirements.

☐ Have you performed a final review of your bid to ensure you included all required documentation? The omission of required items will result in rejection of the bid.

☐ Have you completed, signed, and included the Forms (pages 14 through 17)? Have you verified all amounts to ensure that they are complete and accurate?

☐ If a conflict of interest exists as described in Section 1.7 Conflict of Interest, have you included a statement of disclosure?

☐ Have you verified the submittal of your complete Bid Package through DemandStar before the deadline?

PART 4. EVALUATION OF BIDS

4.1 EVALUATION METHOD AND CRITERIA

Evaluation of the Bid Package will be carried out by staff of the Northwest Florida Water Management

District using the criteria listed below:

1. The Contractor must meet the qualification and experience criteria as described in Section 3.2

Contractor Qualifications.

2. The bid will be awarded to one respondent, based upon the lowest total lump sum bid, for the specified services.

3. If two or more bids are tied, the following process will be followed: the bid will be awarded to the respondent earning the most points from the following, each being assigned one point for a total of up to three points:

a. One point to a respondent that certifies compliance with s. 288.703(1), F.S., as a certified minority business enterprise;

b. One point to a respondent that certifies compliance with s. 295.187(3)(a), F.S., as a certified veteran’s business enterprise; and

c. One point to a respondent that certifies compliance with s. 287.087, F.S., having implemented a Drug-Free Workplace program.

4. If there is still a tie, the tie will be broken by lot (for example, coin toss).

PART 5. BID FORMS

5.1 BID SHEET AND BIDDER ACKNOWLEDGMENT FORM (25B-001)

NORTHWEST FLORIDA WATER MANAGEMENT DISTRICT

JANITORIAL SERVICES FOR DEFUNIAK SPRINGS OFFICE

BID NUMBER 25B-001

BID SHEET

Fiscal Years Annual Amount Years Janitorial Services Total

Bid

(November 1, 2024, through September

30, 2027)

November 1, 2024, through September

30, 2027

X 3

Renewal at District’s Discretion

Fiscal Years Annual Amount Years Janitorial Services Total

Bid

(October 1, 2027, through September 30, 2030)

October 1, 2027, through September

30, 2030

X 3

5.1 BID SHEET AND BIDDER ACKNOWLEDGMENT (25B-001) (continued)

I certify that this bid is made without subsequent understanding, agreement or connection with any corporation, firm, or person submitting a bid for this project and is in all respects fair and without collusion or fraud. I agree to abide by all conditions of this bid and certify that I am authorized to sign this bid for the Bidder and that the Bidder is in compliance with all requirements of the Invitation to Bid.

I, the undersigned, having read Parts I through VI of this Invitation to Bid, bid number 25B-001, and the attached draft “Janitorial Services Agreement for DeFuniak Springs Office,” and having a comprehensive understanding of all provisions, rules, requirements, restrictions, etc. contained herein, agree to same and respectfully submit the bid contained herein.

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 1.19 above.

Authorized Bidder Signature Bidder Title

Bidder Name (Print or Type) Company Name

Date Address

Area Code Telephone Number City State Zip

E-mail Address Federal Employers Identification (FEID #)

(Use SS # if no FEID #)

(The area below this line is to be completed by NWFWMD Agency Clerk only.)

Unsigned bids may be rejected by the Agency Clerk of the Northwest Florida Water Management District.

Agency Clerk

Northwest Florida Water Management District

5.2 BIDDER INFORMATION FORMS

1. Bidder Information

Bidder Firm Name:

Is this bidder a certified minority business enterprise as defined in s. 288.703(1), F.S.? If yes, please provide documentation.

Circle One: Yes No

Is this bidder a certified veteran’s business enterprise as defined in s. 295.187(3)(a), F.S.? If yes, please provide documentation.

Circle One: Yes No

Has this bidder implemented a Drug-Free Workplace program in compliance with s. 287.087, F.S.? If yes, please provide documentation.

Circle One: Yes No

2. Bidder Statement of Qualification

I understand that the above information is required to submit a bid in response to ITB No. 25B-

001. By signing this form, I acknowledge that all information is accurate and correct to the best of my knowledge.

Person Completing Form (print name) Signature

5.2 BIDDER INFORMATION FORMS (continued)

a) Business Name and Address:

b) Years in Business:

c) Years of experience in janitorial services:

d) List of recent janitorial services your company handled within the past 36 months:

Date

(Month/Year)

General description of janitorial services provided

For Whom

e) List of pertinent references, including names, addresses and telephone numbers:

Name Address Phone Number

PART 6. DRAFT AGREEMENT FOR PROJECT

Please see the attached Draft Agreement for the project. This agreement is subject to change subsequent to legal counsel review.

Page intentionally left blank.

Agreement No. 25-XXX

Agreement for

Janitorial Services for DeFuniak Springs Office

Between

Northwest Florida Water Management District

And

[Contractor]

NWFWMD Contract Number 25-XXX

This agreement (the “Agreement”) is by and between the Northwest Florida Water Management District

(hereinafter, the District) and [Contractor Legal Name] (hereinafter, the Contractor). The District and the

Contractor hereby agree as follows:

SECTION 1 – SCOPE OF SERVICES

A. The Contractor shall perform and render all services and deliverables hereunder (the “Work”) as an independent contractor of the District and not as an agent, representative, or employee of the District.

Work shall be provided in accordance with the Contractor’s proposal submitted in response to ITB

25B-001 entitled “Janitorial Services for DeFuniak Springs Office” incorporated herein by reference, and the Scope of Work incorporated herein by reference, as Attachment A.

B. INTENTIONALLY OMITTED

C. INTENTIONALLY OMITTED

D. INTENTIONALLY OMITTED

SECTION 2 – RESPONSIBILITIES OF CONTRACTOR

A. The Contractor is responsible for the timely completion, professional quality, and technical accuracy of all Work provided to the District under the terms of this Agreement. The Contractor shall, without additional compensation, correct or revise any errors, omissions or other deficiencies caused by the

Contractor and identified by the District in reports, drawings, and in conjunction with all other Work provided for under this Agreement.

B. The District’s approval of field activities, reports, drawings, other services, and incidental Work or materials furnished hereunder shall not in any way relieve the Contractor of responsibility for the technical adequacy of its Work. For the purposes of this Agreement, technical adequacy shall refer to the performance of all Work in accordance with the Quality Assurance requirements set forth in the

Contractor’s proposal (where applicable) and with said Work performed in accordance with the generally accepted standards and professional practices. The District’s review, approval, acceptance, or payment for any of the Work shall not be construed as a waiver of any rights under this Agreement or of any cause of action arising out of the performance of this Agreement.

C. The Contractor shall be, and shall remain, liable in accordance with applicable law for all damages to the District caused by the Contractor’s negligent performance of any of the Work furnished under this

Agreement.

D. As provided under s. 216.347, F.S., expenditure of District funds for purposes of lobbying, including of the Legislature, judicial branch, or any state agency, is prohibited.

E. The Contractor’s obligations under this Section are in addition to the Contractor’s other expressed or implied assurances under this Agreement or state law and in no way diminish any other rights that the

District may have against the Contractor for deficiencies in Work.

F. The Contractor shall indemnify and hold harmless the District, and its officers and employees, from liabilities, damages, losses, and costs, including, but not limited to, reasonable attorneys’ fees, to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of the Contractor and other persons employed or utilized by the Contractor in the performance of this Agreement.

G. The Contractor warrants and represents that it has not employed or retained any company or person, other than a bona fide employee working solely for the Contractor, to solicit or secure this Agreement and that the Contractor has not paid or agreed to pay any person, company, corporation, individual, or firm, other than a bona fide employee working solely for the Contractor, any fee, commission, percentage, gift, or other consideration contingent upon or resulting from the award or making of this

H. The Contractor certifies that it and any of its affiliates are not on the Scrutinized Companies that Boycott

Israel List or engaged in a boycott of Israel. Pursuant to s. 287.135, F.S., the District may immediately terminate this Agreement at its sole option if the Contractor is found to have submitted a false certification; or if the Contractor is placed on the Scrutinized Companies that Boycott Israel List or is engaged in the boycott of Israel during the term of the Agreement. If this Agreement is for one million or more dollars, the Contractor certifies that it is also not on the Scrutinized Companies with Activities in Sudan List, Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List or engaged with business operations in Cuba or Syria as identified in s. 287.135, F.S. Pursuant to s.

287.135, F.S., the District may immediately terminate this Agreement at its sole option if the Contractor is found to have submitted a false certification; or if the Contractor is placed on the Scrutinized

Companies with Activities in Sudan List, or Scrutinized Companies with Activities in the Iran

Petroleum Energy Sector List, or engaged with business operations in Cuba or Syria during the Term or Renewal Term, as defined herein. As provided in s. 287.135(8), F.S., if federal law ceases to authorize these contracting prohibitions then they shall become inoperative.

I. The Contractor covenants that it presently has no conflict of interest and shall not acquire any interest which would conflict in any manner or degree with the performance under this Agreement.

J. A performance bond in the amount of $2,500.00 will be required for the execution of this agreement.

i. The Performance Bond shall be held by the District to insure contract compliance and to pay any damages sustained by the District due to the Contractor’s negligence or breach of contract;

provided, however, that such Performance Bond shall not relieve Contractor from its obligation to indemnify as provided in Section 2.F. hereof.

ii. If a security deposit is provided by the Contractor as the Performance Bond, the security deposit shall be returned to Contractor at the conclusion of the Term (defined below) provided all of the terms of this Agreement have been complied with to the satisfaction of the District.

iii. If a Surety Bond is provided by the Contractor as the Performance Bond, it shall include a provision whereby the surety company waives notice of any alteration to this Agreement or extension of the Term made by the District. The Surety Bond will remain in force beyond the

Term in accordance with any extension granted by the District.

iv. The security deposit or Surety Bond, as the case may be, shall, upon failure of the Contractor to fulfill all conditions and requirements herein or made a part hereof, be retained by the District to be applied to satisfy the Contractor’s obligations hereunder.

SECTION 3 – TRUTH-IN-NEGOTIATIONS

The Contractor certifies that wage rates and other factual unit costs supporting the compensation are accurate, complete, and current at the time of contracting. The original contract price and any additions thereto will be adjusted to exclude any significant sums by which the District determines the contract price was increased due to inaccurate, incomplete, or non-current wage rates and other factual unit costs. All such contract adjustments must be made within one year following the end of this Agreement.

SECTION 4 – COMPENSATION

A. Maximum compensation under this Agreement shall not exceed the availability of funds and current budget authorizations as approved by the District’s Governing Board.

B. The Contractor shall submit invoices no more frequently than monthly. Each invoice submitted must be in detail sufficient for pre-audit and post-audit review. A final invoice must be submitted within thirty (30) days after the expiration date of this Agreement.

C. Payment of any invoice will be subject to inspection and approval by the District’s Project Manager or

District’s designee. The District’s Project Manager will determine, in his/her sole discretion, whether or not the Contractor has successfully completed the authorized Work as outlined in this Agreement.

Payment will not be made until the District receives written authorization to do so by the District Project

Manager. Payment will be made upon inspection and approval of the applicable Work within thirty

(30) days of receipt of an approved invoice. Invoices shall include the Contractor name and address, invoice number, Contractor’s taxpayer identification number, date, time period covered by the invoice, the Contract Number of this Agreement, total payment requested, amount previously invoiced, and a signed certification by the Contractor Project Manager that the Work being invoiced has been completed.

D. Any subcontractor fees and other direct expenses required for completion of Work will be billed at actual cost without mark-up and must be identified and pre-approved by the District. All travel shall be in accordance with s.112.061, F.S., and District policy which requires pre-approval by the District. In such instance, travel expenses must be submitted on District travel forms.

E. An original invoice, including appropriate backup documentation, shall be submitted to both the

District Project Manager, at the contact information included in Section 6.B., and the District’s

Accounting Department at: AccountsPayable@nwfwater.com.

SECTION 5 – TIME OF PERFORMANCE

A. This Agreement is effective on the last date of execution by a party (the “Effective Date”) and shall remain in effect through September 30, 2027 (the “Term”). The District’s performance and obligation to pay under this Agreement is contingent upon annual appropriation by the Florida Legislature and/or approval of the District’s annual budget.

B. By formal amendment in writing and agreed upon by both parties, the District may renew this

Agreement for a time period not to exceed three (3) years (the “Renewal Term”), subject to availability of appropriated funds in each fiscal year of the District.

mailto:AccountsPayable@nwfwater.com

SECTION 6 – APPROVALS AND NOTICES

A. All notices and written communication between the parties shall be sent by electronic mail, U.S. Mail, a courier delivery service, or delivered in person addressed to the individuals listed in 6.B. If sent by electronic mail, notices shall be considered delivered at 5:00 PM on the day sent, or 9:00 AM the following day if sent after 5:00 PM. If sent via other means authorized by this paragraph, notices shall be considered delivered when reflected by a courier service delivery receipt, other mail service delivery receipt, or when receipt is acknowledged by recipient.

B. The District Project Manager for this Agreement is identified below:

Keaton Suber, or designee

Northwest Florida Water Management District

81 Water Management Drive

Havana, FL 32333-4712

Telephone No.: (850) 539-5999

E-mail Address: Keaton.Suber@nwfwater.com

C. The Contractor Project Manager for this Agreement is identiied below:

[Contractor’s Project Manager’s Name], or successor

[Company Name]

[Office or Program Name, if applicable]

[Mailing Address]

[City, State and Zip]

Telephone No.: (XXX) XXX-XXXX

E-mail Address:

D. No amendment to this Agreement shall be effective unless agreed in writing and executed by the parties hereto.

E. The District and the Contractor may, by written amendment, agree that additional Work shall be undertaken.

F. INTENTIONALLY OMITTED

G. The District shall, at its sole discretion, determine whether the Work has been satisfactorily completed.

SECTION 7 – INSURANCE

The Contractor shall maintain adequate insurance coverage at all times as follows: General Liability, with limits no less than $1,000,000 per occurrence; $1,000,000 per occurrence for personal injury; and

$1,000,000 for property damage; Automobile Liability, with combined single limit of not less than

$1,000,000; Workers Compensation and Employers Liability, with limits not less than $1,000,000 for each accident for Bodily Injury by Accident, $1,000,000 policy limit and $1,000,000 each employee for Bodily

Injury by Disease. Evidence of all such insurance satisfactory to the District shall be furnished prior to beginning operations, and all such insurance policies shall provide for thirty (30) days’ notice to the District of cancellation or any material change in the terms of the insurance policies.

SECTION 8 – SUBCONTRACTS

A. The Contractor shall not subcontract, assign or transfer any Work under this Agreement without the prior written consent of the District. Any subcontractors who may be employed by the Contractor and approved by the District must also adhere to all provisions of this Agreement. Subcontractors included in the Contractor’s Bid Response are pre-approved for use under this Agreement.

B. The Contractor shall cause the names of subcontractor firms responsible for portions of the Work to appear on invoices for such Work.

C. The Contractor agrees to notify the District of all subcontracts no less than ten (10) days prior to the effective date of the subcontracts for the purpose of approval by the District. The Contractor agrees to provide the District with an executed copy of all subcontracts within ten (10) days after the effective date thereof.

D. The Contractor agrees to be responsible for the fulfillment of all Work elements or arrangements included in the subcontracts and agrees to be responsible for the payment of all monies due under any subcontract and hold the District harmless from any liability or damages arising under or from any subcontract hereunder.

SECTION 9 – LAW COMPLIANCE

The Contractor will abide by and assist the District in satisfying and complying with all applicable federal, state, and local laws, rules, regulations and guidelines, executive orders and policies related to performance under this Agreement.

SECTION 10 – TERMINATION OF AGREEMENT

A. The District or its designated representatives will decide all questions, difficulties, and disputes of whatever nature which may arise under or by reason of this Agreement. The District's decision upon all claims, questions and disputes shall be final, conclusive and binding upon the parties hereto. This

Section 10 does not preclude any party from seeking relief by filing a petition for administrative hearing pursuant to Ch. 120, F.S.

B. If the Contractor fails to fulfill its obligations in a timely and proper manner under this Agreement, or if the Contractor violates any of the covenants, agreements, or stipulations of this Agreement, the

District has the right to terminate this Agreement. This right to terminate will be exercised by giving written notice to the Contractor of such termination and specifying the reason and effective date thereof.

Upon such notice of intent to terminate this Agreement by the District, the Contractor will have a contract resolution period not to exceed thirty (30) days to resolve deficiencies, disputes or other contract issues to the District’s satisfaction before the termination is final. During this resolution period the Contractor will not initiate any new Work requiring additional compensation without written approval by the District.

C. The District may at any time and for any reason give notice of immediate termination of this Agreement at the District’s convenience and sole discretion. Upon receipt of such notice, the Contractor shall, unless the notice directs otherwise, immediately discontinue the Work and procurement for all materials and services in connection with the performance of this Agreement.

D. Upon termination in any event, the Contractor shall not be relieved of liability to the District for damages sustained by the District because of any breach of this Agreement, without prejudice to any other rights the District may have as a result of such breach, including, but not limited to, the right to consequential or incidental damages.

E. In the event the District terminates this Agreement, other than for breach by the Contractor, the

Contractor shall be compensated for Work completed as of the date of termination and for any irrevocable commitments for procurement for materials or services made by the Contractor as of the date of termination. The Contractor agrees that it will make no such commitments prior to receiving written approval from the District. The Contractor also agrees to provide all Work products completed or in progress at the date of termination.

SECTION 11 – OWNERSHIP OF DOCUMENTS AND DELIVERABLES

A. The Contractor will provide the District with any and all reports, plans, models, geographic information system data, studies, maps, or other documents resulting from the Work. Unless otherwise specified, all written materials, documents, plans, model results, and maps shall be submitted to the District in editable electronic format by the Contractor, and hard copies shall be provided as requested by the

District. All digital photos, graphics, and maps shall be of sufficient quality to be reproducible.

B. The Contractor shall be responsible for the validation of all field and analytical data collected by the

Contractor and shall be responsible for the accuracy of all reports submitted to the District.

C. All reports produced and other data gathered by the Contractor for the purpose of this Agreement shall become the property of the District without restriction or limitation upon their use and shall be made available by the Contractor at any time upon request of the District.

D. All deliverables, including Work not accepted by the District, are District property when Contractor has received compensation therefor, in whole or in part. For any Work subject to patent or copyright, such Work is a “work made for hire” as defined by the patent and copyright laws of the United States.

The Contractor shall not make any representation otherwise and, upon request, shall sign any documents so affirming. Any District source documents or other District or non-District documents, specifications, materials, reports, or accompanying data developed, secured, or used in the performance of the Work, excluding proprietary materials, as outlined in the Contract Documents, are District property and shall be safeguarded and provided to the District upon request. This obligation shall survive termination or expiration of this Agreement.

E. The District shall have the unrestricted right to use and disseminate all of the above-referenced documents without payment of further compensation to Contractor, provided that any future use for other than the purpose intended by this Agreement shall be at the District’s sole risk and without liability to Contractor. Contractor shall include language in all subcontracts clearly indicating that ownership and copyright to all materials produced pursuant to this Agreement remains with the District, as provided herein. All work products, including but not limited to original sketches, tracings, drawings, computation details, calculations, field books, and plans, that result from the Work shall become the sole property of the District.