ITB 26-004

Janitorial Services (Citywide) including Disasters

The City of Fort Myers Procurement Services utilizes an electronic bidding system to streamline the solicitation process.

City of Fort Myers Procurement Services Website https://procurement.opengov.com/portal/cityftmyers

Janitorial Services (Citywide) including Disasters, ITB 26-004

TABLE OF CONTENTS

1. INTRODUCTION

2. PROJECT DETAILS / SCOPE OF WORK

3. INSTRUCTIONS

4. FEDERAL SUPPLEMENTAL CONDITIONS

5. SOLICITATION TERMS AND CONDITIONS

6. CONTRACT TERMS AND CONDITIONS

7. INSURANCE

8. DEFINITIONS

9. SUBMISSION QUESTIONNAIRE

10. SCHEDULE OF VALUES

11. DRAFT CONTRACT

1. INTRODUCTION

1.1. Summary

Summary

The City of Fort Myers (City) requests submittals from interested and qualified Contractors to provide janitorial services to City. This is an initial attempt to consolidate all departments under one contract. There is no prior data for comparing to an existing contract.

Background

The City of Fort Myers (the “City”), established in 1886, is located on the southern west coast of

Florida. It is the cultural and trade center for Lee County and the surrounding area. The City was built on the site of Fort Harvie and was named for Colonel Abraham Charles Myers, then

Chief Quartermaster of Florida. The City has 1,027 employees serving a population of 102,060 per the 2025 population estimate full time permanent residents with a population growth of

12% between 2020 and 2022. According to the Lee County Visitor & Convention Bureau, nearly 4.5 million people visit Fort Myers each year and spend over $4 billion dollars while in the area. Fort Myers has experienced unprecedented growth in its tax base, as the past 3 year-over-year percentage increases, were double digit. The City added a total of $5.0 billion to its tax base over the past five years, or 75.6%.

The City is situated between Tampa and Miami along scenic U.S. Highway 41, also known as

Tamiami Trail. Recent accolades for the City of Fort Myers include top ranking for best places to live, to retire, and to start a new business, safest cities in America, #4 college town in

Florida, and most recently the fastest growing place by U.S News and World Report (2024).

The City of Fort Myers is committed to providing exceptional municipal services to residents, businesses and visitors in a fiscally responsible manner while preserving the City’s rich history, diverse culture, and charming lifestyle.

Project Specific Background

This is the first attempt the City is making to combine all locations needing janitorial services together under one contract. The City has employees that still do some locations, but those listed in this bid have been outsourced individually by department in the past. There is no prior data as to the cost of this under a single contract.

1.2. Advertisement

ITB 26-004 Janitorial Services (Citywide) including Disasters

The City of Fort Myers is seeking submittals for ITB 26-004 Janitorial Services (Citywide) including

Disasters. Submissions must be received electronically on or before Wednesday, January 7, 2026 at 2:00 pm. Interested participants are encouraged to download the solicitation documents. For more details visit

CITY OF FORT MYERS

Marty K. Lawing, City Manager Legal Ad: News-Press/OpenGov

Mary Hagemann, City Clerk RUN DATES: Tuesday, November 25, 2025

1.3. Contact Information

Direct inquiries to the following:

Procurement Representative Name

Kirk Zimmerman, NIGP-CPP, CPPB, Senior Procurement Specialist

2200 Second Street

Fort Myers, FL 33901

Email: kzimmerman@fortmyers.gov

Phone: (239) 321-7241

Requesting Department:

Procurement

1.4. OpenGov Portal

The City uses OpenGov (https://procurement.opengov.com/portal/cityftmyers) to administer the competitive solicitation process, including but not limited to soliciting responses, issuing addenda, posting results and issuing notification of an intended decision. There is no charge to register and download the solicitation from OpenGov. Contractor is strongly encouraged to read the various Guides and Tutorials available in OpenGov well in advance of their intention of submitting a response to ensure familiarity with the use of OpenGov. The City shall not be responsible for a Contractor’s inability to submit a response by the end date and time for any reason, including issues arising from the use of OpenGov.

1.5. Timeline

The Proposed timeline for this solicitation (which is subject to change) is:

Solicitation Release Date: November 25, 2025

Pre-Submittal Meeting (Non-Mandatory): December 2, 2025, 9:00am

Pre-Submittal & Caravan Tour

Fort Myers City Hall Procurement

Conference Room

2200 Second Street, Fort Myers, FL 33901

We will be visiting 26 locations immediately following the meeting. The purpose of this tour is to view conditions and take any measurements that suppliers may need.

Measurements are NOT given in the solicitation.

Question Submission Deadline: December 23, 2025, 4:00pm

Submission Deadline: January 7, 2026, 2:00pm

Proposed City Council Approval Date: January 19, 2026

1.6. Pre-Submittal Meeting and Site Visit

The purpose of a Pre-Submittal Meeting is to review and discuss the solicitation and any addenda as published. A representative from Procurement Services and a representative from the requesting department will be present to discuss the solicitation. The date, time, and location as stated in the 'timeline'.

Site Visit:

On December 2, 2025, the Procurement Rep will caravan everyone around to as many of the 26 locations as possible. Contractors should be prepared to take measurements and gather any other information necessary for completing their bids at this time. We will be caravaning to the locations in the order you see them on the location map attachment and may take more than one day. If this takes more than 1 day the tour will resume the following day.

2. PROJECT DETAILS / SCOPE OF WORK

2.1. Mandatory Minimum Qualifications

1. The Contractor shall hold any necessary license(s) authorizing them to do business in the

State of Florida.

2. Contractor shall have been in business under the current company/firm name for a minimum of three (3) consecutive years.

3. Neither Contractor nor any principal, officer, or stockholder shall be in arrears or in default of any debt or contract involving the City, (as a party to a contract, or otherwise); nor have failed to perform faithfully on any previous contract with the City.

4. Contractor is required to inform the City of any relevant legal or ethical issues. Specifically, they need to disclose:

4.1. Judgments: Any court decisions against them.

4.2. Pending Lawsuits: Any legal actions that are currently underway.

4.3. Criminal Activities: Any criminal conduct, especially if it involves moral turpitude

(actions that are morally reprehensible).

Contractor will be given a chance to explain or provide additional information regarding these issues if applicable. This allows them to clarify any concerns and provide context.

To demonstrate qualifications to perform the Work, each Contractor must be prepared to submit within five (5) days of City’s request written evidence, such as financial data, previous experience, present commitments, and other such data as may be called for. Each Solicitation must contain evidence of the Contractor’s qualifications to do business in the State of Florida, or covenant to obtain such qualification, prior to award of the contract.

The Contractor will be required to maintain the Minimum Qualifications Requirements, as presented during selection, if selected and awarded the contract.

2.2. GROUP I - JANITORIAL SERVICES - CITYWIDE FACILITIES:

This Contract establishes the standard for janitorial services at various City facilities. The

Contractor shall provide all management, supervision, labor, materials, supplies, and equipment

(except as otherwise provided), and will plan, schedule, coordinate and assure effective performance of all services described herein. The Contractor will be required to provide janitorial and related services in accordance with the specifications of this solicitation. All services shall be performed in the highest professional manner, and in accordance with all applicable, current industry standards, regulations, codes and statutes. Unless the means or methods of performing a task are specified elsewhere in this contract, Contractor shall employ methods that are generally accepted and used by the industry. Contract oversight is by the Procurement Services or their designated representative.

2.3. STAFFING:

Contractor shall maintain an adequate number of employees to satisfactorily perform scheduled tasks. Contractor will provide an adequate number of trained cleaning personnel each day for all locations to ensure that all cleaning services herein specified are accomplished. It is the

Contractor’s responsibility to determine and furnish the total staff-hours required to meet the requirements of the service level agreement. The Contractor shall provide full-time onsite supervision at City Hall, Supervisor will be responsible for staff at all locations.

Contractor will ensure that all employees working within City facilities can read and understand warning signs that are written in English.

The Contractor shall provide onsite supervision to assure competent performance of the work during scheduled hours. The Contractor or authorized agent will make daily routine inspections prior to leaving for the day to ensure that the work is performed as required by the Contract. The

Contractor's job manager and supervisors must be literate and fluent in the English language, because of the necessity to read chemical labels, job instructions and signs, as well as the need for conversing with the City’s management personnel. The Contractor’s on site supervisor must also be literate and fluent in the primary language of the Janitorial staff. All supervisors shall have an intimate knowledge of the various cleaning tasks, equipment and materials so as to be able to maintain and control an effective inspection and follow-up program. The supervisor shall be authorized to represent and act for the Contractor.

The Contractor shall provide and equip each shift supervisor with a communication device such as a cell phone or similar independent communication device.

2.4. STAFF TRAINING:

Contractor shall comply with the OSHA Standard as it pertains to the training, safety and equipment needed for all employees engaged in Janitorial service. Contractor shall be responsible for compliance on date of Contract acceptance.

Contractor shall furnish information about the training programs for managers, supervisors and workers covering the following categories: Include training for:

1. General cleaning

2. Floor work

3. Carpet cleaning

4. OSHA standards.

2.5. CLEANING STANDARDS:

Upon award of contract, contractor is required to perform an initial cleaning to bring each location/facility into contract compliance in accordance with the specifications. This cleaning must be performed within 30 days of start of services and satisfactory completion must be approved by the City’s Representative.

The following cleaning standards shall be used on as indicated in the location portion and during the quality assurance inspection process to assess the quality of cleaning.

1. Entrances:

1. Mats and carpet shall be free of spots, stains, gum, dirt and debris without causing damage. They shall appear visibly and uniformly clean. Adjoining walls, doors and floor surfaces shall also be free of dust, soil and cleaner residue.

2. Glass and metal surfaces shall appear streak-free, film-free and uniformly clean. This includes the elimination of dust and soil from sills and ledges.

3. Corners and thresholds shall be free of dust, cobwebs, dried-soil, crud, finish build-up and debris. These areas shall appear visibly and uniformly clean. This includes the elimination of cleaner residue and dried-slurry.

4. Floors and cove bases shall be free of dust, cobwebs, dried-soil, gum, spots, stains and debris. Hard/resilient floors shall have multiple coats of a slip-resistant seal and finish applied that result in a consistent high-shine, unless otherwise directed by City.

Floors shall appear visibly and uniformly smooth and clean. This includes the elimination of dust streaks, lint, standing water, cleaner residue and film.

5. Walls and fixtures shall be free of dust, cobwebs, dried-soil and soil without causing damage. These surfaces shall appear visibly and uniformly clean. This includes the elimination of film, streaks and cleaner residue. Walls behind waste/trash cans need to be cleaned.

6. Dust on chair rungs all chair rungs, picture frames, windowsills, moldings, door jams, and baseboards.

7. Dust all HVAC vents and louvers. Use a damp cloth on a monthly basis.

2. Elevators:

1. Tracks shall be free of dirt and debris. Tracks shall appear visibly clean. This includes the elimination of standing water from wet cleaning procedures.

2. Walls and doors shall be free of dust, cobwebs, soil, spots and stains without causing damage. They shall appear streak-free, film-free and uniformly clean. Bright metal surfaces shall be polished to a high-shine. This includes the elimination of polish residue and/or film.

3. Floors, carpet and cove bases shall be free of dust, cobwebs, dried soil, soil, gum, spots, stains and other debris. Hard/resilient floors shall have multiple coats of a slip resistant seal and finish applied that result in a consistent high-shine, unless otherwise directed by City. Floors, carpet and cove bases shall appear visibly and uniformly smooth and clean. This includes the elimination of dust streaks, lint, standing water, cleaner residue, embedded soil and foreign objects.

3. Corridors:

1. Floors and cove bases shall be free of dust, cobwebs, dried-soil, gum, spots, stains and debris. Hard/resilient floors shall have multiple coats of a slip-resistant seal and finish applied that result in a consistent high-shine, unless otherwise directed by City.

Floors shall appear visibly and uniformly smooth and clean. This includes the elimination of dust streaks, lint, standing water, cleaner residue and film.

2. Walls and fixtures shall be free of dust, cobwebs, dried-soil and soil without causing damage. These surfaces shall appear visibly and uniformly clean. This includes the elimination of film, streaks and cleaner residue.

3. Glass and metal surfaces shall appear streak-free, film-free and uniformly clean. This includes the elimination of dust and soil from sills, ledges.

4. Water fountains shall be free of dust, cobwebs, soil, scale, and water spots without causing damage. Bright work shall be disinfected and polished to a streak-free shine.

Water fountains shall appear visibly and uniformly clean. This includes the elimination of film and cleaner residue.

4. Stairwells:

1. Rails, walls and all building materials shall be free of dust, cobwebs, dried-soil and soil without causing damage. These surfaces shall appear visibly and uniformly clean. This includes the elimination of film, streaks, lint, standing water, cleaner residue or film.

2. Steps and landings shall be free of dirt and mud track, dust, cobwebs, dried soil, gum, stains and debris. This includes risers and cove bases. These surfaces shall appear uniformly smooth and clean without leaving dust streaks, lint, standing water, cleaner residue or film.

5. Restrooms: Special Note: Maintaining a sanitary restroom environment that minimizes the possibility of cross-infection is considered of the highest priority by the City. Sanitation levels shall be closely monitored by inspection, and approved testing methods.

1. Dispensers shall be free of dust, dried-soil, bacteria and soil without causing damage.

These surfaces shall appear visibly and uniformly clean and disinfected. This includes the elimination of film, streaks and cleaner residue. Dispensers shall be refilled during every cleaning, topped-off, with proper expendable supply item.

2. Hardware shall be dust, soil, bacteria and scale without causing damage. Bright work shall appear visibly and uniformly clean, disinfected and polished to a streak-free shine. This includes the elimination of polish residue. No cleaning agents can be used on the sensored faucets.

3. Sinks shall be free of dust, bacteria, soil, cleaner residue and soap film without causing damage. They shall appear visibly and uniformly clean, and polished-dry. This includes the elimination of streaks, embedded soil, film and water spots, including all plumbing fixtures from the wall to the sink.

4. Mirrors shall be free of dust and soil. Mirrors and surrounding metal framework shall appear streak-free, film-free and uniformly clean.

5. Toilets, toilet seats and urinals shall be free of dust, cobwebs, bacteria, soil, organic matter, cleaner residue and scale without causing damage. These fixtures shall appear visibly and uniformly clean, disinfected and polished-dry. This includes the elimination of streaks, film and water spots. This also includes all plumbing fixtures from the wall to the fixtures.

6. Partitions and ledges shall be free of dust, cobwebs, soil and graffiti without causing damage. Partitions shall appear visibly and uniformly clean, disinfected and polished-dry. This includes the elimination of streaks and film.

7. Waste containers shall have contents removed and can liners replaced. Inside and outside of the container shall be cleaned and disinfected. Containers shall appear visibly and uniformly clean. This includes the elimination of streaks, foodstuff and the presence of an offensive odor emitting from the container. If there is trash in the bins, liners must be replaced. Do NOT dump trash and keep same liner.

8. Walls and doors shall be free of dust, cobwebs, soil, spots and stains without causing damage. These surfaces shall appear visibly and uniformly clean/disinfected. This included the elimination of film, streaks and cleaner residue. Ceramic walls, metal kick plates, handles and push plates on doors shall also be polished-dry.

9. Floors and baseboards shall be free of dust, cobwebs, soil, gum, stains and debris.

Floors shall have multiple coats of a slip-resistant seal/finish applied that results in a consistent high-shine, unless otherwise directed by City. Floors and cove bases shall appear visibly and uniformly clean and disinfected. This includes the elimination of dust streaks, lint, standing water, cleaner residue and film.

10. Air vents shall be free of dust, cobwebs, and soil. This also pertains to air distribution units and exhaust vents. They shall appear visibly and uniformly clean.

11. Light fixtures shall be free of dust, cobwebs, and soil without causing damage.

Diffusers shall remain in proper position and appear streak-free and uniformly clean.

12. Use appropriate germicidal disinfectants per the manufacturer's directions.

13. Refill all paper towels dispensers, soap dispensers, toilet tissue dispensers, and other paper products.

14. Dust all HVAC vents and louvers. Use a damp cloth on a monthly basis.

6. Common Areas and Copier Areas:

1. Counters and equipment shall be free of dust, cobwebs, dried-soil and soil without causing damage. They shall appear visibly and uniformly clean. This includes the elimination of cleaner residue, streaks and film.

2. Walls and doors shall be free of dust, cobwebs, dried-soil and soil without causing damage. These surfaces shall appear visibly and uniformly clean. This includes the elimination of film, streaks and cleaner residue.

3. Waste container contents shall be removed from waste containers and can liners replaced, as required. Inside and outside of the container shall be cleaned and disinfected. Containers shall appear visibly and uniformly clean. This includes the elimination of streaks, foodstuff and the presence of an offensive odor emitting from the container.

4. Floors, carpet and baseboards shall be free of dust, cobwebs, dried-soil, soil, gum, spots, stains and debris. Hard/resilient floors shall have multiple coats of a slip-resistant seal and finish applied that result in a consistent high-shine, unless otherwise directed by City. Floors, carpet and cove bases shall appear visibly and uniformly smooth and clean. This included the elimination of dust streaks, lint, standing water, cleaner residue, embedded soil and foreign objects.

5. Spot clean any glass partitions.

6. Dust all HVAC vents and louvers. Use a damp cloth on a monthly basis.

7. Offices/Cubicles:

1. Common area furniture and equipment shall be free of dust, cobwebs, dried-soil and soil without causing damage. They shall appear visibly and uniformly clean. This includes the elimination of cleaner residue, streaks and film. Individual office desks and work surfaces will be cleaned by City employee.

2. Lamps shall be free of dust, cobwebs, dried-soil and soil without causing damage.

Lamps shall appear visibly and uniformly clean. This includes the elimination of streaks, cleaner residue and film.

3. Dust on chair rungs all chair rungs, picture frames, windowsills, moldings, door jams, mini blinds, and baseboards.

4. Walls and doors shall be free of dust, cobwebs, dried-soil and soil without causing damage. These surfaces shall appear visibly and uniformly clean. This includes the elimination of film, streaks and cleaner residue.

5. Waste container contents shall be removed from waste containers and can liners replaced, as required. If there is trash in bin, liners must be replaced. Do NOT dump trash and keep same liner. Inside and outside of the container shall be cleaned and disinfected. Containers shall appear visibly and uniformly clean. This includes the elimination of streaks, foodstuff and the presence of an offensive odor emitting from the container.

6. Partitions and ledges shall be free of dust, cobwebs, soil and graffiti without causing damage. Partitions shall appear visibly and uniformly clean. This includes the elimination of streaks, film and cleaner residue. Spot clean any glass partitions.

7. Floors, carpet and baseboards shall be free of dust, cobwebs, dried-soil, soil, gum, spots, stains and debris. Hard/resilient floors shall have multiple coats of a slip-resistant seal and finish applied that result in a consistent high-shine, unless otherwise directed by City. Floors, carpet and cove bases shall appear visibly and uniformly smooth and clean. This includes the elimination of dust streaks, lint, standing water, cleaner residue, embedded soil and foreign objects.

8. Dust all HVAC vents and louvers. Use a damp cloth on a monthly basis.

9. Desks, counters, exterior cabinets: wipe clean all blank surfaces without papers on them. Do not move papers.

8. Kitchen/Breakrooms:

1. Cabinets, refrigerator, and microwave exterior tops, sides front, and handles shall be cleaned and free of dust, soil, cleaner residue and soap film. Sinks and fixtures shall be clean and sanitized. Including any touchable surface to be disinfected.

2. Dust on chair rungs all chair rungs, picture frames, windowsills, moldings, door jams, and baseboards.

3. Waste container contents shall be removed from waste containers and can liners replaced, as required. If there is trash in the bins, liners must be replaced. Do NOT dump trash and keep same liner. Inside and outside of the container shall be cleaned and disinfected. Containers shall appear visibly and uniformly clean. This includes the elimination of streaks, foodstuff and the presence of any offensive odor emitting from the container. Walls adjoining waste container require special attention and need to be kept clean.

4. Floors and baseboards shall be free of dust, cobwebs, soil, gum, stains and debris.

Floors shall have multiple coats of a slip-resistant seal/finish applied that results in a consistent high-shine, unless otherwise directed by City. Floors and cove bases shall appear visibly and uniformly clean and disinfected. This included the elimination of dust streaks, lint, standing water, cleaner residue and film.

5. Walls and fixtures shall be free of dust, cobwebs, dried-soil and soil without causing damage. These surfaces shall appear visibly and uniformly clean. This includes the elimination of film, streaks and cleaner residue.

6. Sink basins and faucets to be disinfected and polished.

7. Dust all HVAC vents and louvers. Use a damp cloth on a monthly basis.

9. Conference Rooms:

1. Walls and doors shall be free of dust, cobwebs, dried-soil and soil without causing damage. These surfaces shall appear visibly and uniformly clean. This includes the elimination of film, streaks and cleaner residue.

2. Waste container contents shall be removed from waste containers and can liners replaced, as required. If there is trash in the bins, liners must be replaced. Do NOT dump trash and keep same liner. Inside and outside of the container shall be cleaned and disinfected. Containers shall appear visibly and uniformly clean. This includes the elimination of streaks, foodstuff and the presence of an offensive odor emitting from the container.

3. Tables and chairs shall be free of dust and soil. These surfaces shall appear visibly and uniformly clean. Tables are to be wiped with cleaner daily to remove all fingerprints. Properly arrange chairs.

4. Floors, carpet and baseboards shall be free of dust, cobwebs, dried-soil, soil, gum, spots, stains and debris. Hard/resilient floors shall have multiple coats of a slip-resistant seal and finish applied that result in a consistent high-shine, unless otherwise directed by City. Floors, carpet and cove bases shall appear visibly and uniformly smooth and clean. This includes the elimination of dust streaks, lint, standing water, cleaner residue, embedded soil and foreign objects.

5. Dust on chair rungs all chair rungs, picture frames, windowsills, moldings, door jams, and baseboards.

6. Dust all HVAC vents and louvers. Use a damp cloth on a monthly basis.

10. Reception Areas:

1. Walls and doors shall be free of dust, cobwebs, dried-soil and soil without causing damage. These surfaces shall appear visibly and uniformly clean. This includes the elimination of film, streaks and cleaner residue.

2. Waste container contents shall be removed from waste containers and can liners replaced, as required. If there is trash in the bins, liners must be replaced. Do NOT dump trash and keep same liner. Inside and outside of the container shall be cleaned and disinfected. Containers shall appear visibly and uniformly clean. This includes the elimination of streaks, foodstuff and the presence of an offensive odor emitting from the container.

3. Tables and chairs shall be free of dust and soil. These surfaces shall appear visibly and uniformly clean. Tables are to be wiped clean and dried spot free.

4. Floors, carpet and baseboards shall be free of dust, cobwebs, dried-soil, soil, gum, spots, stains and debris. Hard/resilient floors shall have multiple coats of a slip-resistant seal and finish applied that result in a consistent high-shine, unless otherwise directed by City. Floors, carpet and cove bases shall appear visibly and uniformly smooth and clean. Chairs shall be moved occasionally to vacuum underneath. This includes the elimination of dust streaks, lint, standing water, cleaner residue, embedded soil and foreign objects.

5. Dust on chair rungs all chair rungs, picture frames, windowsills, moldings, door jams, and baseboards.

6. Dust all HVAC vents and louvers. Use a damp cloth on a monthly basis.

11. Carpet Floors:

1. Vacuum all carpeting with approved HEPA filter vacuum cleaner. Spot clean any obvious stains or spills in carpeted areas with appropriate/approved cleaner(s). Spots and spills or stains on carpeted floors and all stained areas shall be treated with a spot cleaning solution, following the directions of the manufacturer. Spot cleaning shall be continued until as much of the stain as possible has been removed. After spot cleaning is performed and allowing sufficient time to dry, the carpet shall be vacuumed using s pattern which will give the carpet pile uniform appearance. The City shall be notified immediately if any spots or stains cannot be removed from carpet after following this method of application.

12. Terrazzo Cleaning:

1. Spray buff: Prior to being sprayed buffed, the floor surface shall be broom swept, and/or dry mopped. A single disk high speed floor machine, buffing pad of the appropriate color and texture, in a clean spray bottle with spraying buffing solution, pre-mixed, shall be used to restore uniform gloss and protective finish to terrazzo floors. The spray buff solution shall be prepared according to product specifications.

The floor finish shall be of the type already on the floor. It is preferred that the floor finish product to be used shall be Federal 44, and the appropriate method of burnishing application and maintenance of the product. All areas accessible to the floor machine shall be sprayed buffed.

2. Chairs, trash receptacles, etc. shall be tilted or moved as necessary to spray buff underneath. The floor shall be swept after being sprayed buffed. After spray buffing, the entire floor shall have a uniform glossy appearance, free of scuff marks, heel marks, and other stains, and shall have a uniform coating of floor finish. All spray buff solutions shall be removed from baseboards, furniture, trash receptacles, etc. The maintenance spray buffing shall be done, but not limited to a minimum of three (3) times per week, per floor.

13. VCT Cleaning:

1. Sweep debris on all vinyl composition tile floors with broom or a vacuum. Damp mop with a neutral disinfectant and a micro fiber mop.

14. Miscellaneous:

1. Air vents shall be free of dust, cobwebs, and soil. This also applies to air distribution units and exhaust vents. They shall appear visibly and uniformly clean.

2. Light fixtures shall be free of dust, cobwebs, and soil without causing damage.

Diffusers shall remain in proper position, and appear streak-free and uniformly clean.

3. Ceilings shall have all cobwebs removed.

15. Trash Removal/Trash Containers/Recycle Containers:

1. Waste removal shall be to containers designated by City and shall be deposited in such a manner that contents will not fly around causing a mess or nuisance.

2. Waste containers shall be fitted with a liner.

3. Recycle bins in cubicles and office areas shall be emptied and liners replaced as necessary.

4. Removal and proper disposal of general empty boxes (e.g., copier paper boxes, small shipping cartons) that can be safely handled by janitorial staff. Boxes should be broken down and placed in designated recycling or disposal areas. Oversized or heavy boxes that are not suitable for handling by janitorial staff shall be reported to the corresponding department where the boxes are located for appropriate removal.

16. Schedules:

1. Bi-Monthly – per scheduled location(s):

1. Machine scrub restroom floors

2. Quarterly – per scheduled locations(s):

1. Machine scrub all hard surface floors

2.6. SECURITY AND BACKGROUND CHECKS:

1. The following security standards shall be used on a daily basis:

1. Contractor will be responsible for compliance with all City security requirements.

2. All doors and windows shall be closed and locked upon completion of cleaning operations in the area. All areas shall be double-checked at end of shift to verify the areas are secured. On occasion, certain areas that are normally open for cleaning may be secured. In such a situation, cleaning shall take place only upon request of the that particular department. Contractor will not enter any office where the door is closed.

3. Contractor shall not duplicate any keys for premises unless directed to do so by the

Contract Manager. Contractor staff must promptly report any lost keys or need for additional keys to the Contract Manager.

4. To avoid the possibility of tracing lost keys to the premises, the Contractor shall not put identification on any keys.

5. Contractor will only access departments through the card reader access doors.

2. Background Checks:

1. Contractor shall hire an independent security firm (specialist) to perform background checks and fingerprinting on all employees, or others required to have regular access to the site. These checks will be conducted on an annual basis. Any prior convictions for theft offenses, violent crimes sexual offenses, and criminal convictions will not be allowed. Cost of background checks will be provided by the Contractor.

2. Contractor shall submit a written plan to the City’s site representative for review and approval. The Plan shall outline procedures proposed for conducting background checks. Submittal shall also contain name and qualifications of the security firm that will perform background checks.

3. The background checks shall check for outstanding warrants (both local and national), verification of U.S. citizenship or appropriate work visa, and known ties to terrorist groups. Only personnel whose background is clear of the listed items shall be allowed to obtain security photo identification/access cards and gain full access to the site.

The Contractor shall provide a list to the City with personnel proposed to have site access privileges. Further the Contractor must certify that a background check has determined each individual is clear of the listed items.

3. Photo Identification/Access Cards:

1. Security photo identification/access cards shall be worn at all times by on-site personnel (Contractor’s employees, and others required to have to site). Only personnel that pass specified background check shall be allowed to wear security photo identification/access cards.

2. Personnel will not be allowed to access site without security photo identification and access cards. Personnel found on-site without photo identification and/or access cards are to be immediately removed from site.

3. Security photo identification/access cards shall be issued by the City. The City will supply up to 6 photo/identification/access cards the first year at no charge. Additional photo identification/access cards will be at the cost of $20 each, which will be the responsibility of the Contractor. Lost or stolen cards must be reported immediately and the Contractor will be responsible for replacement cost. Contractor shall schedule arrangements with Information Technology.

4. Intrusion Alarms:

1. Contractor’s personnel performing work at service locations equipped with intrusion alarms will be responsible for disarming the alarm upon entering the facility and arming the alarm upon exiting. City’s Contract Manager shall be responsible for furnishing instructions to the Contractor’s supervisory personnel on the correct procedures for operating each intruder alarm system. Awarded Contractor could be responsible for any false alarm fees due to the improper use of the intrusion system.

It shall be the Contractor’s responsibility to instruct any temporary or replacement personnel on the operation of the intruder alarm system.

2.7. SAFETY:

The Contractor shall be responsible for all necessary training relating to the application of chemicals and the use of equipment as it relates to the Work. Contractor shall be solely responsible for initiating, supervising and maintaining all needed safety precautions in connection with the Work (i.e. hazardous material communication, blood borne pathogens, etc.). Contractor shall take all necessary precautions for the safety of, and provide for the necessary protection to prevent damage, injury or loss to employees, bystanders, materials, equipment and property. In so doing, Contractor shall comply with the applicable rules and regulations of any regulatory body

(i.e. OSHA) having jurisdiction over the safety of persons or property. Contractor shall be liable for any resulting damage arising from its operations.

Contractor will not compromise the safety of City Employees or the public through Contractor’s

Employees, or Contractor’s Agents actions.

Contractor may be required to maintain an incident log and report OSHA recordable incidents to the Contract Manager within 24 hours of request.

2.8. MATERIALS, SUPPLIES AND EQUIPMENT:

1. Supplies:

1. Contractor will supply a price for supplies for each location on Group II of the Schedule of Values. (shall furnish all cleaning supplies necessary to do the work, City will furnish the following supplies: paper and plastic supplies, such as toilet paper, hand towels, trash liners, toilet liners and restroom soap).

2. Contractor shall be responsible for stocking janitorial supplies.

3. Contractor shall maintain owner furnished supplies.

4. Contractor certifies that all materials, equipment, etc., used in the performance of the work meet all Occupational Safety and Health Act (OSHA) and applicable environmental requirements.

5. A complete list of cleaning materials, supplies and equipment to be used by Contractor shall be submitted to City prior to the commencement of the Contract. The list must show generic-type, brand name, model number (if applicable), product name (if applicable) and catalogue number. In the case of cleaning chemicals, a copy of the

Safety Data Sheets (or Material Safety Data Sheets if Safety Data Sheets are not yet available for the product) must be provided.

6. All cleaning chemicals used by Contractor shall be in compliance with OSHA’s Hazard

Communication Standard (HCS).

2. Hazardous and Toxic Substances:

1. Contractor will furnish and maintain in good working condition all the necessary cleaning equipment required to maintain the facilities as specified in the Scope of

Services including, but not limited to, cleaning chemicals, vacuum cleaners, mops, buffers, strippers, scrubbing machines, extension poles, ladders and carpet extraction equipment. Equipment (vacuums, buffers, pylons buckets) will be kept clean by the

Contractor and stored in a designated location when not in use.

2.9. STORAGE SPACE:

City may provide some storage space at the various facilities for janitorial supplies and equipment.

Due to the limited amount of space, and storage space beyond that which City is presently providing for janitorial equipment is the responsibility of Contractor.

Contractor shall keep storage spaces neat and clean at all times and in accordance with applicable fire codes, regulations and good housekeeping standards.

2.10. WASTE & RECYCLE:

All collected trash and recycling must be transported by Contractor to area(s) designated by the

City. Each location will have a collection site(s).

2.11. REPORTING PROBLEMS:

Janitorial staff shall report any operational or maintenance problems encountered during the course of the work to their supervisor at the end of each shift. These issues shall be communicated to City's Contract Manager by Contractor’s supervisor and/or managerial staff by 12:00 p.m. same day. The supervisor will alert City if supply stock is below week. Contractor’s staff is required to submit a low stock form to Department staff. The Contractor should notify the location and provide it to the site’s administrative assistant to ensure supplies are ordered. Contractor should not wait until stock is depleted. There should be a minimum of one week of stock supply left at the time of low stock submission.

2.12. PERFORMANCE/EVALUATION OF WORK:

The level of cleaning is extremely important. Quality of work will be formally evaluated through inspections scheduled monthly by the Contract Manager at the City’s discretion.

Evaluation of work will include the following:

1. Adherence to work schedule for all scheduled work tasks.

2. Performance and quality of cleaning for scheduled work tasks.

3. Repetition of violations of work tasks not performed during the month.

4. Response time to correct substandard work.

5. Adherence to all specifications and requirements of the contract documents.

2.13. INSPECTION, INQUIRIES, AND COMPLIANTS

1. City Contract Manager or designee shall conduct regular/random inspections of the premises to ensure compliance with the work required by the contract.

2. Extra work authorized by the Contract Manager will also be inspected on a regular basis and performed to the standards of the City.

3. Contractor will make sufficient daily routine inspection prior to closing to ensure the work is performed as required by City.

4. The Contractor's Supervisor shall be available, upon request, for inspections with the City's

Contract Manager. Supervisor will be expected to be on site at the City by noon of the same day of notification to correct any deficiencies in work, unless otherwise approved.

5. Non-completed and deficient work must be corrected within two (2) hours for daily and weekly tasks and 48 hours all other tasks.

6. Contractor’s Supervisor will notify the Contract Manager once deficiency is corrected.

7. Failure to respond within the time frame will be cause for assessment and damage charges.

2.14. COMMUNICATIONS:

Contractor shall not contact City employees unless specifically directed to by the Contract

Manager. All communication between City and Contractor shall be through the Contract Manager with email being the primary method of communication and a phone call the secondary method of communication. Contractor/staff shall return the phone call immediately.

If requested, daily or weekly checklists or reports may be required by the Contractor to ensure work is being completed. Weekly checklist to be provided with daily signatures and times of restroom cleaning. A sample of this log may be included with Bid submission.

2.15. SERVICE COMPLAINT PENALTIES:

1. Contractor will be allowed no more than three substantiated complaints per location per month related to the non-performance or unsatisfactory performance of work included in the Contract. City will levy a $200 penalty for each location with substantiated complaints above that threshold.

2. In the case of non-performed work, City may: a) Withhold from Contractor’s invoice all billings associated with that location. b) Perform the services with City personnel or c) other means.

3. Should City elect options above, City will also deduct all costs, including administrative costs, incurred by City to obtain satisfactory completion of the services.

4. Repeated instances of non-performance or unsatisfactory performance will be grounds for termination for Cause.

5. If the Contractor fails to perform the work required by the terms of the Contract and subsequent work requests in a diligent and satisfactory manner, the City may terminate said Contract and perform or cause to be performed all or any part of the work needed to complete and/or correct same. The Contractor agrees that it will reimburse the City for any expense incurred therefrom, and the City, at its election, may deduct said amounts from any sum owed the Contractor. The waiver by the City of a breach of any provision of the contract by the Contractor shall not operate or be construed as a waiver of any subsequent breach by the Contractor.

2.16. TURNING OFF LIGHTS:

Janitorial staff is expected to turn off all lights as they complete their work with the exception of those that are designated to remain on as determined by City.

2.17. LOST AND FOUND:

Contractor shall be responsible for ensuring that all articles found by its personnel are turned into the City’s lost and found located in the first floor reception desk as managed by City or agent in charge of such articles, not later than by the end of each shift.

2.18. SUSPENSION OF WORK:

City may unilaterally order Contractor, in writing, to suspend, delay or interrupt all or any part of the work for such period of time as the City may determine to be in their best interest.

Reasons may include, but are not limited to, the following:

1. Fire or other casualty, which renders the facility or any part thereof, unfit for occupancy or use immediately.

2. Interruption of facility services or systems, such as utilities, elevator, plumbing, electrical, heating/cooling systems, which renders the facility or any part thereof unfit for occupancy or use immediately.

3. A facility or any part thereof remaining vacant or unoccupied immediately by virtue of City relocating the occupants to another facility, or performing remodeling, renovations, and/or construction within a facility or part thereof.

2.19. NOTICE OF SUSPENSION OF WORK:

City will give notice of suspension of work and effective date as follows:

1. If work is suspended due to 2.18.A or 2.18.B above, verbal notice will be given within twenty-four (24) hours of effective date, written confirmation to follow.

2. If suspension is due to 2.18.C above, written notice will be given at least ten (10) working days in advance prior to effective date.

3. Reduction in payment during a suspension period will be calculated on prorated basis of the proportion of the monthly rate listed on the Proposal Form.

2.20. INTERRUPTED SERVICE:

In the event that City declares an emergency due to road or weather conditions or other reasons, and the building is closed for the day or opens late, or closes early, City may grant excused absences to Contractor’s employees or may require Contractor to have the employees make up the lost time in order to complete the Janitorial duties. Contractor must make every effort to provide Janitorial services, particularly if the occurrence is on a Friday or is on a day preceding a holiday.

2.21. CONDUCT OF EMPLOYEES:

Employees of Contractor, while performing work under this contract, will not:

1. Remove any City property or personal property, equipment, monies, forms, or any other item from their place.

2. Engage in horseplay or loud boisterous behavior.

3. Play amplified sound equipment.

4. Be under the influence of alcohol or drugs.

5. Smoke within the building.

6. Bring unauthorized personnel to job site (e.g., relatives, friends, guests and children).

7. Use any City telephone except a telephone designated by the building management for the purpose of business under this contract.

8. Open any desk, file cabinet, storage cabinet or refrigerator.

9. Disturb or remove any article from desks.

10. Consume any food or beverage, other than that brought with the employee or purchased from vending machines, and only in areas designated by the building management for regular breaks.

11. Engage in long conversations with visitors or other individuals.

12. Take photographs of the building or its content.

13. Remove any documents, records, forms or paper of any kind which is not either in trash cans or clearly marked as trash.

14. Engage in any activity which is not in the best interest of City or is otherwise detrimental to the performance of this Contract. If an employee arrives to the work site and their actions suggest intoxication, this person will be asked to confine their presence to a waiting area while a contract supervisor is contacted for the purpose of escorting the employee away from the building safely.

15. Enter any office where the door is closed.

2.22. DISCIPLINE OR DISCHARGE OF EMPLOYEES:

Any Contractors’ employee whose employment or performance is objectionable to City shall be immediately transferred from the premises. A request by City to transfer an employee shall not constitute an order to discipline or discharge the employee. All actions taken by the Contractor in regards to employee discipline shall be at the sole discretion of the Contractor. The department shall be held harmless in any disputes the Contractor may have with the Contractor’s employees.

This shall include, but is not limited to, charges of discrimination, harassment, and discharge without just cause.

2.23. HOURS OF OPERATION:

All cleaning will be done between the hours of 7:00 a.m. – 8:00 p.m., Monday through Friday unless otherwise specified by location in attachment A.

1. Day Porter: Contractor to provide Day Porters for general custodial services, and to clean up in unexpected situations during the hours of operation specified above. Day porter is to be stationed at City Hall but may have to traverse to other City department locations as listed for other unexpected situations during the business day.

2. Support Staff: In addition, Contractor to provide an adequate number of support staff per City locations specified during the hours of operation specified above.

3. Final Schedule: To be approved by the City in case of variance from list provided in the location and cleaning frequency schedule.

2.24. TRANSPORTATION:

All contracted employees must be able to travel from location to location by means of contractor provided or personal transportation. The City will not provide transportation.

2.25. ADDITIONS/DELETIONS OF LOCATIONS/SERVICES:

Although this Solicitation identifies specific facilities to be serviced and maintained, it is hereby agreed and understood that any new location/service may be added/deleted to/from this contract at the option of the City.

2.26. RESPONSE TIME:

Proposers shall guarantee a four (4) hour response time, from time of verbal notification, to have a crew return to any of the municipal offices to correct unfinished or unsatisfactory janitorial duties. Unsatisfactory or unfinished janitorial duties will be explained by the City’s Authorized

Representative upon contacting Contractor. All required corrections shall be completed within eight (8) hours after verbal notice has been given to Contractor.

Contractor shall provide cell phone numbers of the Owner/President of the Company, and all supervisory staff to the City’s Authorized Representative for contacting.

2.27. INVOICING THE CITY:

Vendor shall submit a lump sum price inclusive of all labor machines, cleaning supplies (not provided by the City) that are needed to properly clean and complete the Scope of Work as described herein and supply all other incidental material and appliances, tools, transportation, etc., required to complete the work, and to leave the premises in first class condition.

Invoices are required to be separated by location/Site # and emailed to apinvoices@fortmyers.com. Invoices for payment will be submitted on a monthly basis for the duration of the contract. Invoices will be subject to verification and approval by the City’s authorized representative.

The successful proposer may be…