Janitorial_Services_for_Senior_Center_and_Rental_Housing_Facilities.pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/pembrokepines

JANITORIAL SERVICES FOR

SENIOR CENTER AND RENTAL

HOUSING FACILITIES

INVITATION FOR BID # CS-26-02

Issuance of Solicitation: Tuesday, June 23, 2026

Questions Due Date: Sunday, July 12, 2026

Bid Submission Deadline: Tuesday, July 28, 2026

THE CITY OF PEMBROKE PINES

PROCUREMENT DEPARTMENT

8300 SOUTH PALM DRIVE

PEMBROKE PINES, FLORIDA 33025

(954) 518-9020

Table of Contents

1. NOTICE

2. GENERAL PROJECT INFORMATION & TIMELINE

3. PURPOSE AND BACKGROUND

4. SCOPE OF WORK

5. PRICE PROPOSAL / BID TABLE

6. SUBMITTAL DOCUMENTS

7. EVALUATION & SELECTION PROCESS

8. INSURANCE REQUIREMENTS

9. GENERAL TERMS AND CONDITIONS

Attachments:

A - Location Drawings

B - Example - Janitorial Inspection Checklist

C - Specimen Contract - Contractual Services Agreement

D - Sample Insurance Certificate

IFB # CS-26-02 SECTION 1 - NOTICE Page 3

City of Pembroke Pines

SECTION 1 - NOTICE

Notice is hereby given that the City Commission of the City of Pembroke Pines is seeking sealed proposals for:

IFB # CS-26-02

Janitorial Services for Senior Center and Rental Housing Facilities

Solicitations may be found on the City of Pembroke Pines website under the Procurement

Department at http://www.ppines.com/index.aspx?NID=667, and may be downloaded directly from the OpenGov platform at https://procurement.opengov.com/portal/pembrokepines.

For Technical Support, proposers can reach the OpenGov Service Desk between 7:00 am to 10:00 pm from Monday through Friday via the following methods:

o Chat (preferred method): Click the button in the lower right-hand corner of the portal.

o E-mail: procurement-support@opengov.com o Phone: 1 (650) 336-7167

If additional help is needed with downloading the solicitation package please contact the

Procurement Department at (954) 518-9020 or by email at purchasing@ppines.com. The

Procurement Department hours are between 7:00 am to 6:00 pm on Monday through Thursday and is located at 8300 South Palm Drive, Pembroke Pines, FL 33025.

Bidders shall submit all questions regarding this bid via the City's e-Procurement Portal, located at https://procurement.opengov.com/portal/pembrokepines. Please note the deadline for submitting questions. All answers will be posted on the City's e-Procurement Portal. Bidders may also click

“Follow” on this bid to receive an email notification when answers are posted. It is the bidder's responsibility to check the portal for updates. Only written responses issued through the OpenGov platform will be considered official for interpretations or clarifications.

Proposals will be accepted until 2:00 pm on Tuesday, July 28, 2026, electronically at https://procurement.opengov.com/portal/pembrokepines/projects/253714.

Bid Opening: The sealed electronic proposals will be publicly opened at 2:30 pm, on the bid due date, by the City Clerk’s Office, in the City Clerk’s Office Conference Room located on the 4th

Floor in the Charles F. Dodge City Center/City Hall Administration Building, located at 601 City

Center Way, Pembroke Pines, Florida, 33025.

Virtual Bid Opening: In light of public health concerns and to ensure accessibility for all, the City encourages interested parties and the public to participate virtually via live streaming instead of attending the meeting in person. As a result, meetings may be a combination of in-person and virtual, all as provided by law. To virtually attend the bid opening, please use the Cisco Webex

Meetings platform.

Virtual Meeting Details:

http://www.ppines.com/index.aspx?NID=667 https://procurement.opengov.com/portal/pembrokepines mailto:procurement-support@opengov.com mailto:purchasing@ppines.com https://procurement.opengov.com/portal/pembrokepines/projects/253714

IFB # CS-26-02 SECTION 1 - NOTICE Page 4 o WebEx Meeting Link: https://ppines.webex.com/meet/purchasing o Cisco Webex Meeting Number: 717 019 586 o Join by Phone Number: +1-408-418-9388

The public may download the Cisco Webex Meetings app from https://www.webex.com/downloads.html/.

To ensure an efficient meeting process, participants are requested to mute their audio and camera during the meeting. While the public is welcome to attend the virtual bid opening, please note that active participation and commenting will not be allowed during the proceedings.

For further information about the bid opening or assistance in accessing the virtual meeting, please contact:

Jamie Chen or other Procurement Staff in the Procurement Department

City of Pembroke Pines

8300 South Palm Drive, Pembroke Pines, FL 33025

(954) 518-9061 or 954-518-9020 purchasing@ppines.com https://ppines.webex.com/meet/purchasing https://www.webex.com/downloads.html/ mailto:purchasing@ppines.com

IFB # CS-26-02 SECTION 2 - GENERAL PROJECT INFORMATION & TIMELINE Page 5

SECTION 2 - GENERAL PROJECT INFORMATION & TIMELINE

2.1 Project Timeline

This contract shall be for an initial 2-year period with two (2) additional 2-year renewal terms.

2.2 Tentative Schedule of Events

Issuance of Solicitation (Posting Date): June 23, 2026

Pre-Bid Meeting (Mandatory): June 30, 2026, 10:30am

We will be visiting the locations in the following order:

1. 8103 S. Palm Dr, Pembroke Pines, FL

33025

2. 8203 S. Palm Dr, Pembroke Pines, FL

33025

3. 8210 Florida Dr, Pembroke Pines, FL

33025

4. 301 N.W. 103 Ave, Pembroke Pines, FL

33026

5. 401 N.W. 103 Ave, Pembroke Pines, FL

33026

6. 501 NW 103 Ave, Pembroke Pines, FL

33026

7. 601 N.W. 103 Ave, Pembroke Pines, FL

33026

Question Due Date: July 12, 2026, 11:00pm

Issuance of Final Answers to Questions: July 16, 2026

Bid Submission Deadline: July 28, 2026, 2:00pm

Bid Opening: Will be held at 2:30 pm on the day of bid submissions are due.

2.3 Mandatory Pre-Bid Meeting/Site Visit

There will be a MANDATORY scheduled pre-bid meeting on Tuesday, June 30, 2026 at 10:30

am. Meeting location will be at the following locations:

We will be visiting the locations in the following order: 1. 8103 S. Palm Dr, Pembroke Pines, FL 33025 2. 8203 S. Palm Dr, Pembroke Pines, FL 33025 3. 8210 Florida Dr, Pembroke Pines, IFB # CS-26-02 SECTION 2 - GENERAL PROJECT INFORMATION & TIMELINE Page 6

FL 33025 4. 301 N.W. 103 Ave, Pembroke Pines, FL 33026 5. 401 N.W. 103 Ave, Pembroke

Pines, FL 33026 6. 501 NW 103 Ave, Pembroke Pines, FL 33026 7. 601 N.W. 103 Ave, Pembroke Pines, FL 33026

A. Proof of Attendance: Contractors may be required to sign in at any of the meetings to show proof of attendance. It is the Contractor’s responsibility to make sure that they sign in at the meeting.

2.4 Follow-Up Pre-Bid Meeting(s)

Follow-Up Meetings: In the event that a Contractor cannot attend the scheduled pre-bid meeting, or if a Contractor would like a follow up visit to the site, they may request a site visit by contacting

Jamie Chen at (954) 518-9061. We urge all Contractors to attend the scheduled meeting, as a separate or follow-up meeting may not be afforded to the requester due to scheduling and availability of staff to assist with any additional meetings. In addition, if making a request for a separate or follow-up meeting, Contractors are urged to make these requests as early as possible.

2.5 Estimated Project Cost

Staff estimates this project to cost approximately $364,000 annually.

2.6 Grant/Federal Funding

Not applicable for this project.

2.7 Proposal Security/Bid Bond

A Proposal Security shall not be required for this project.

2.8 Payment and Performance Bonds

Payment and Performance Bonds shall not be required for this project.

IFB # CS-26-02 SECTION 3 - PURPOSE AND BACKGROUND Page 7

SECTION 3 - PURPOSE AND BACKGROUND

3.1 Purpose

The City of Pembroke Pines is seeking bids from qualified firms, hereinafter referred to as the

Contractor, to provide janitorial services for the Senior Center and Rental Housing Facilities, in accordance with the terms, conditions, and specifications contained in this solicitation.

The locations are as follows:

• Pines Place Housing

• Pines Point Housing / 501 Management Office

• Carl Shechter Southwest Focal Point Community Center

3.2 Background

Pembroke Pines, Florida, ranked as the eleventh largest city among the state's four hundred plus municipalities and the second largest in Broward County, maintains a welcoming small-town ambiance that resonates with its residents. Located conveniently in southwest Broward County, the city provides seamless access to major highways, employment centers, entertainment venues, parks, golf courses, and a diverse array of dining and shopping options.

With a population of approximately 170,000 residents spread across 32.68 square miles, Pembroke

Pines is renowned as one of the best cities to live in America. The city boasts 28 superior parks, lush landscaping, and a distinctive South Florida charm that contributes to its natural beauty. Notably recognized as 2024's Best Place to Raise a Family in Florida, and 2024's Best City of Hispanic

Entrepreneurs by WalletHub, Pembroke Pines also earned a place as the on Money Magazine's esteemed Best Places to Live list in 2014, as the sole Florida representative, ranking in at #32 in the nation.

Incorporated in 1960, Pembroke Pines is celebrated as a safe and desirable community, having received accolades such as the All-America City designation. The city's commitment to arts and culture, exceptional schools, diverse population, numerous parks, and forward-thinking approach in an ever-evolving world make it a standout destination.

Pembroke Pines is also the home to the largest municipal-run charter school system in the nation, serving over 6,000 students across five separate campuses. The City’s award-winning charter school system is located in the Broward County School District, which is the sixth largest school district in the nation.

IFB # CS-26-02 SECTION 4 - SCOPE OF WORK Page 8

SECTION 4 - SCOPE OF WORK

4.1 General Specifications

1. All labor, supervision, equipment and material required to ensure the proper performance of this work at all locations, unless otherwise specified, shall be furnished by the successful bidder.

2. Due to the type of operations and activities in the different facilities, the hours of normal operation of the janitorial service will be set for the convenience of the Community Services Department.

3. In the event that some scheduled activity in the Carl Shechter Southwest Focal Point Community

Center interferes with the normal scheduled cleaning, it will be arranged to complete cleaning after such activity is over.

4. During the hours of the Carl Shechter Southwest Focal Point Community Center operation, the successful bidder shall always have one (1) staff member on site assigned to attend to any and all janitorial requirements of this type of facility on an 8 hour per day schedule. This is in addition to the staff members required to meet the total janitorial requirements after normal hours of operation.

5. The successful bidder and its employees will report hazardous conditions and items in need of repair including burned-out lights, leaky faucets, toilet stoppages, etc.

6. The contractor shall comply with the City of Pembroke Pines procedures and requirements regarding sanitary techniques and safety. In addition, the contractor shall comply with OSHA Act #

1910.1030 regarding worker exposures to blood borne pathogens along with any and all Federal, State, and local laws and regulations now in effect, or hereinafter enacted during the term of this

Agreement, which are applicable to the contractor, its employees, agents or subcontractors, if any, with respect to the work and services described herein.

7. When necessary to change clothing, employees of the successful bidder shall be required to change in predetermined areas. All employees shall also eat their lunches in designated locations.

Successful bidder shall be responsible for ensuring that employees do not disturb papers on desks, open desks, drawers, cabinets, or use the telephones, which are provided strictly for the use of the employees.

8. The City shall have the right to require the contractor to remove from assignment to its facilities such employees as shall be deemed incompetent, careless, insubordinate, or in any way objectionable, or any personnel whose actions may be contrary to the public interest or inconsistent with the best interests of the City of Pembroke Pines. Selected contractor must comply with all applicable labor/employment laws and regulations.

9. Upon contract award, contractor is required to perform an initial cleaning to bring the location into contract compliance in accordance with the specifications. This cleaning must be performed within

30 days of start of service and satisfactory completion must be approved by the Community

Services/Housing Director. Deficiencies identified by the City shall be corrected within 24 hours.

Repeated deficiencies may result in service credits or termination.

IFB # CS-26-02 SECTION 4 - SCOPE OF WORK Page 9

10. Employees must be able to speak basic conversational English.

11. There shall be no use of tobacco products, drugs, alcohol or other items of this nature anywhere on the premises or within 1,000 feet of the property.

12. City has provided maps for reference only. Contractor is responsible for all measurements of the facility.

13. Janitorial services for the Pines Point and Pines Place Housing Facilities shall be provided seven

(7) days per week.

From Monday through Friday, during regular hours of operation, the successful bidder shall ensure continuous on-site staffing for a daily eight (8) hour shift. Staffing shall consist of:

• One (1) staff member assigned to Pines Point; and

• One (1) staff member assigned to each building at Pines Place, for a total of three (3) staff members (one per building). Each staff member shall be responsible for handling all janitorial requirements for their individually assigned building.

This weekday staffing is in addition to personnel assigned for weekend service. On Saturday and

Sunday, janitorial services shall be provided from 8:00 a.m. to 12:00 p.m.

14. All services for the Carl Shechter Southwest Focal Point Community Center shall be provided five (5) days per week. During the hours of the Carl Shechter Southwest Focal Point Community

Center operation, the successful bidder shall always have one (1) staff member on site assigned to attend to all janitorial requirements of this type of facility for a daily eight (8) hour shift Monday -

Friday: 8:00 AM to 4:00 PM / Daycare: 7:00 AM to 6:00 PM.

This is in addition to the staff members required to meet the total janitorial requirements after normal hours of operation which are weekdays 5:00 PM to 9:00 PM.

Staffing levels identified herein are minimum requirements and shall not relieve the contractor of responsibility to meet all performance standards.

4.2 Areas Covered by this Specification

All Administrative Offices Lounge Areas

Lobbies / Rotunda Restrooms

Common Areas Conference

Rooms/Activity

Rooms

Main Lobby Loading Dock

Area

Elevator Restaurant

IFB # CS-26-02 SECTION 4 - SCOPE OF WORK Page 10

Elevator Rooms Rotunda Area

Electrical Rooms Class Rooms

Offices /Bays Gym/Exercise

Rooms

Trash Rooms Stage

Area/Rear

Stage

Stairwells Card Rooms/

Pool Room

Kitchen Alzheimer’s

Center

Corridors Daycare

File Rooms Pool Deck &

Furniture

Entranceways (interior/exterior) South

Activities/North

Activities

Pool Cabana (outdoors)

4.3 Locations

Pines Place Housing

8103 S. Palm Drive, Pembroke Pines, FL 33025

8203 S. Palm Drive, Pembroke Pines, FL 33025

8210 Florida Drive, Pembroke Pines, FL 33025

Carl Shechter Southwest Focal Point Community Center

301 N.W. 103 Avenue, Pembroke Pines, FL 33026

Pines Point Housing / 501 Management Office

401 N.W. 103 Avenue, Pembroke Pines, FL 33026

501 NW 103 Avenue, Pembroke Pines, FL 33026

IFB # CS-26-02 SECTION 4 - SCOPE OF WORK Page 11

601 N.W. 103 Avenue, Pembroke Pines, FL 33026

4.4 Required Services at Pines Place and Pines Point Housing

A. Work to be Performed Daily

1. Vacuum all carpeted areas including lobby, corridors, and offices.

2. Remove visible spots from carpets as needed.

3. Clean and sanitize all restrooms including facilities in the office complex, including tile floors.

Re-supply expendable supplies (toilet tissue, hand towels, and soap).

4. Empty all trash receptacles and replace liners.

5. Clean all common area glass (interior and exterior as accessible), floor to reachable height.

6. Sweep and damp mop elevators and clean walls and tracks.

7. Sweep and damp mop all vinyl or ceramic floors.

8. Sweep and damp mop all trash rooms using an odor control cleaning solution.

9. Inspect stairwells and remove any trash or debris.

10. Check exterior of building and remove visible trash and debris.

11. Spot clean walls for fingerprints or smudges.

12. Report any needed repairs to proper City authority.

13. Clean/wipe all mailboxes (exterior surfaces).

14. Clean trash chute doors (front and back) using odor control germicidal cleaner.

15. Clean offices and remove trash from office receptacles.

16. Clean office desktops, file cabinets, and bookcases only when cleared by City staff of all items.

All work shall be sufficient to maintain a clean and presentable appearance.

B. Work to be Performed Weekly

1. Sweep and damp mop all stairwells. Perform high dusting to remove dust and cobwebs. Damp wipe all stairwell railings.

2. Dust and/or wipe light fixtures in resident corridors.

3. Clean all baseboards in common areas.

4. Clean stainless steel kick plates on resident doors.

IFB # CS-26-02 SECTION 4 - SCOPE OF WORK Page 12

5. Clean exterior surfaces of resident doors in common corridors.

6. Spot clean common area furniture to remove visible soil and stains.

7. Dust A/C grilles and surrounding ceiling tiles.

All work shall be sufficient to maintain a clean and presentable appearance.

C. Work to be Performed Monthly

1. Scrub and re-wax all vinyl tile flooring as needed to maintain a uniform appearance and finish.

D. Work to be Performed Quarterly

All work scheduled on a quarterly or longer basis shall be performed only as directed and coordinated with the Housing Department and Community Center management. The contractor must provide an annual service calendar outlining all planned quarterly and/or annual cleaning activities and is required to notify the appropriate department in advance of each scheduled service to allow for tenant and staff communication and site preparation. All such work must be approved and verified through contractor-provided photographic documentation and, when applicable, on-site inspections. Services performed on a quarterly or longer cycle shall not be billed on a monthly basis;

instead, billing must be submitted per completed task and must include sufficient proof of completion, including photographs and documented management approval.

The following is a representative list of tasks that may be included in quarterly or longer-term service schedules:

1. Extract carpets in common areas.

2. Clean all electrical switch plates and outlet covers in common areas and offices.

3. Scrub and refinish ceramic tile flooring as needed.

4. Steam or dry clean common area furniture as needed.

5. Strip and wax vinyl tile flooring as needed.

4.5 As Needed Services at Pines Place and Pines Point Housing

Vacant Apartments

Successful bidder will be required to clean carpet and tile in vacant apartments on an as-needed basis. The Community Services Housing Division estimates approximately 300 apartments will require service annually.

The Proposer shall include pricing for the following services per vacant apartment, as needed:

1. Shampoo carpet.

IFB # CS-26-02 SECTION 4 - SCOPE OF WORK Page 13

2. Scrub and wax tile flooring.

3. Shampoo carpet and scrub and wax tile flooring.

4.6 Required Services at Carl Shechter Southwest Focal Point Community Center

A. Work to be Performed Daily

1. Contents of all waste receptacles shall be emptied and trash removed to a designated disposal area.

Liners shall be replaced as needed.

2. Dust all vertical surfaces with a treated dust cloth and vacuum surfaces as needed to control the accumulation of airborne dust. Furniture polish may be used on wooden furniture when requested.

3. All hard flooring shall be swept with a treated dust mop and damp mopped with a neutral cleaning solution.

4. Clean door glass and non-glass doors to remove dirt and grime.

5. Clean and sanitize drinking fountains.

6. Wipe clean counter and table surfaces when cleared.

7. Spot clean painted wall surfaces as needed.

8. Clean and sanitize sink and counter areas in lunchrooms and kitchens.

9. Wipe down vending machines, microwave ovens, refrigerators, kitchen equipment, and chairs.

10. Vacuum all carpeted areas using commercial-grade equipment suitable for large areas. Edges and corners shall be cleaned using a nozzle or detail vacuum.

11. Spot clean carpet to remove spills and stains as needed.

12. Restrooms:

a. Dust partitions, ledges, towel and paper dispensers using treated cloths.

b. Clean mirrors, brightwork, and enamel surfaces to a clean, polished condition.

c. Clean and disinfect toilet seats on both sides.

d. Clean all basins, bowls, and urinals.

e. Replenish all towels, tissue, and hand soap.

f. Sweep and wet mop floors using disinfectant.

13. Clean crash bars, push plates, wall sconces, and kick plates to remove visible soil and maintain a clean appearance.

B. Work to be Performed Weekly

1. Restrooms:

IFB # CS-26-02 SECTION 4 - SCOPE OF WORK Page 14

a. Disinfect all toilets, bowls, and urinals using a hospital-grade or phenolic-level disinfectant to remove buildup, stains, and residue.

b. Scrub restroom tile floors to remove dirt, buildup, and other soil accumulated during the week.

C. Work to be performed Bi-Weekly

1. Dust all overhead areas in the rotunda section.

2. Vacuum all upholstered furniture.

3. Dust A/C vents and surrounding ceiling areas.

D. Work to be Performed Monthly

1. Wash walls in restrooms and kitchens.

2. Dust all blinds.

3. Clean all electrical switch covers.

4. Clean and disinfect all telephones.

5. Dust high moldings, doors, baseboards, and coving.

6. Scrub and recoat all vinyl tile flooring as needed to maintain appearance.

7. Shampoo carpets using hot water extraction (steam cleaning) in all traffic lanes, corridors, and main meeting hall.

E. Work to be Performed Quarterly

1. Wash all interior windows.

F. Work to be Performed Semi-Annually

1. Wash all exterior windows.

2. Shampoo all carpeted areas using hot water extraction or dry extraction methods as appropriate.

G. Work to be Performed Annually

1. Strip vinyl tile flooring to base and apply five (5) coats of floor finish.

Successful Bidder

Successful Bidder shall submit a schedule of all required work to be performed throughout the year.

The schedule shall be used for tracking and verification of completed services for invoice approval purposes.

IFB # CS-26-02 SECTION 4 - SCOPE OF WORK Page 15

Cafe (Room 106 & 108)

The cafe (room 106 & 108) is the responsibility of the vendor that operates the cafe. However, the day staff member is responsible for emptying the trash bins in the cafe during the day.

4.7 Service Times & Staffing

The following table identifies the required service hours for each facility. Any changes or deviations from these service times shall require prior approval from the Housing Director.

Pines Place Housing Monday–Thursday: 7:00 AM – 5:00 PM

Friday: 8:00 AM – 12:00 PM

Weekend: 8:00 AM – 12:00 PM

Pines Point Housing Monday–Thursday: 7:00 AM – 5:00 PM

Friday: 8:00 AM – 12:00 PM

Weekend: 8:00 AM – 12:00 PM

Carl Shechter Southwest Focal

Point Community Center

Monday–Friday: 8:00 AM – 4:00 PM

Daycare: 7:00 AM – 6:00 PM

Weekday Evening Cleaning: 5:00 PM – 9:00 PM (areas not covered during daytime operations)

Holidays

No routine janitorial services shall be performed on the following holidays unless otherwise directed by the City:

New Year’s Day (1st business day in January)

Dr. Martin Luther King Day (3rd Monday, January)

President’s Day (3rd Monday, February)

Memorial Day (Last Monday in May)

Juneteenth (June 19th)

Independence Day (4th of July)

Labor Day (1st Monday in September)

Veteran’s Day (November 11th)

Thanksgiving (4th Thursday, November)

Thanksgiving - Day After (4th Friday, November)

IFB # CS-26-02 SECTION 4 - SCOPE OF WORK Page 16

Christmas (December 25th)

Holidays are not observed at the Pines Place or Pines Point Housing Facilities, EXCEPT Christmas

Day and Thanksgiving Day, all other holidays require normal services.

Staffing

Janitorial services for the Pines Point and Pines Place Housing Facilities shall be provided seven (7) days per week.

From Monday through Friday, during regular hours of operation, the successful bidder shall ensure continuous on-site staffing for a daily eight (8) hour shift. Staffing shall consist of:

• One (1) staff member assigned to Pines Point; and

• One (1) staff member assigned to each building at Pines Place, for a total of three (3) staff members (one per building). Each staff member shall be responsible for handling all janitorial requirements for their individually assigned building.

This weekday staffing is in addition to personnel assigned for weekend service. On Saturday and

Sunday, janitorial services shall be provided from 8:00 AM to 12:00 PM.

All services for the Carl Shechter Southwest Focal Point Community Center shall be provided five

(5) days per week. During the hours of the Carl Shechter Southwest Focal Point Community Center operation, the successful bidder shall always have one (1) staff member on site assigned to attend to all janitorial requirements of this type of facility for a daily eight (8) hour shift.

This staffing is in addition to any personnel required for after-hours cleaning 5:00 PM – 9:00 PM.

Location Address Number of Full-Time Porters Required

Pines Place Housing 8103 S. Palm Drive, Pembroke Pines, FL 33025 1 staff member

8203 S. Palm Drive, Pembroke Pines, FL 33025 1 staff member

8210 Florida Drive, Pembroke Pines, FL 33025 1 staff member

Carl Shechter Southwest Focal Point

Community Center

301 N.W. 103 Avenue, Pembroke Pines, FL 33026 1 staff member

Pines Point Housing / 501 Management Office 401 N.W. 103 Avenue, Pembroke Pines, FL 33026 1 staff member

IFB # CS-26-02 SECTION 4 - SCOPE OF WORK Page 17

501 NW 103 Avenue, Pembroke Pines, FL 33026

601 N.W. 103 Avenue, Pembroke Pines, FL 33026

4.8 Quality Standards

In general, the achievement of the desired standards as outlined herein will result in an almost complete absence of visible soil. To maintain the facilities in this condition, the contractor will immediately remove any visible soil, which is found as a result of his inspection.

Absence of soil shall be defined as follows:

1. Absence of dust on horizontal and vertical surfaces, floors, walls, ledges, furniture and equipment.

2. Absence of litter and trash on floor and horizontal surfaces of equipment.

3. Absence of finger marks and spots and soil build-up on walls, partitions, doors, dividers, etc.

4. Absence of encrustation, soil and wax build-up on floors, particularly in thresholds, corners, along edges and baseboard, around door jams, and around furniture and equipment legs and bases.

5. Absence of soil and stains on toilet room fixtures, drains, traps, faucets, soap and dispensers, stalls, mirrors, ledges and drinking fountains. Disinfectants shall be used to sterilize toilet room fixtures, where required.

6. Absence of dust, spots, gum, soil build-up and encrustation on furniture and equipment surfaces and legs.

7. Absence of dust, lint and litter on upholstered furniture.

8. Absence of soil, litter, dust and encrustation in ashtrays, urns, wastebaskets, and trash containers.

Wastebaskets and trash containers to be washed as needed.

9. Absence of marks, spots, stains, and streaks on interior and exterior entrance doors, lobby glass, all partition glass, and concourse interior windows.

10. Absence of soil and dust on window blinds, shades, sills, frames and ledges.

11. Absence of other visible soil and cobwebs on horizontal and vertical surfaces including ceilings, interior and exterior.

12. Absence of trash in building. Trash shall be collected and removed to designated area.

13. Absence of soil, litter, dust and spots from all carpets, mats and floors.

14. Absence of streaks, spots, stains from all bright work, where appropriate. All bright work shall be polished dry to a sheen.

15. Absence of streaks, spots, stains, encrustation, dirt, dust, black marks from all resilient floors.

IFB # CS-26-02 SECTION 4 - SCOPE OF WORK Page 18

16. It is imperative that all “wet” areas such as showers, kitchens, slop sinks or related items be free from mold and mildew at all times.

Timesheets

Services are to be rendered at locations as listed on the bid form for the number of days specified.

Weekly work sheets are to be submitted to City Representative after each week of service, which shall show date, time, scope of work, and person who performed the cleaning service. Employees of the awarded contractor will be assigned spaces to park while performing their duties.

Staff General Responsibilities

1. All cleaning products utilized shall have prior City approval and Material Safety Data Sheets

(MSDS) to be provided.

2. “Green” products shall be utilized whenever feasible.

3. Contractor shall be responsible to schedule clean up times after specified events at the facilities.

Schedules will be provided.

4. Contractor shall submit monthly schedules and weekly work reports indicating work completion.

Security and Uniforms

1. The Contractor is responsible for obtaining employee background checks. All employees of the contractor, while working on City property, shall at all times be required to wear uniforms with exposed photo identification. In addition, when applicable, contractor and contractor’s employees shall comply with the Jessica Lunsford Act. Any necessary background checks and photo identification requirements shall be made at the contractor’s expense.

2. The Contractor’s employee’s uniforms will consist of distinctive neat appearing shirts, trousers and shoes of coordinated colors, acceptable to the City. Uniforms including color and (if provided) design shall be approved by the City at least 72 hours prior to contract award start date.

3. Contractor will not use employees of any temporary (help-type) employee agency. Only actual bona fide contractor employees are to be used to perform these specifications unless otherwise approved in writing by the Community Services/Housing Director.

4. The Contractor shall at all times enforce strict discipline and good order among his employees. No children, friends, or relatives, or any person not employed and assigned to subject sites are allowed on subject premises. Unauthorized use of City property is prohibited.

5. All employees responsible to open and close shall be capable of operating fire and burglar alarm systems properly. If alarms are not set properly, Contractor will be responsible for costs incurred.

IFB # CS-26-02 SECTION 4 - SCOPE OF WORK Page 19

6. The Contractor will be responsible for securing keys for the facilities at least 24 hours in advance of the contract’s start date. The successful bidders will pick up the necessary keys at the location(s) they have been awarded. Any labor and/or material cost for replacement keys, recoding of access keys/doors, and/or re-keying of locks as a result of the actions of the janitorial service provider

(lost/misplaced keys, etc.) will be deducted from the monthly payments.

Floor Care Standards

Contractor must use the following steps to ensure the expected level of service for the maintenance of floors other than restroom and shower areas.

A. VCT, LVT, and Ceramic Tile Areas

1. Use 3-M or equal products as approved by the City.

2. Scrub and recoat all VCT.

3. Additional scrub and rebuff may be required in high traffic areas (hallways) as directed by

City’s designated representative, as needed and priced per square foot.

4. Scrub LVT, and ceramic tile flooring.

5. Completely strip to base and refinish VCT flooring. A minimum of five (5) coats of wax is to be applied, however more may be required to achieve industry standards.

6. Contractor shall be liable for any damages incurred to the facility, including those caused by use of excess water during the stripping process.

B. Carpeted Areas

1. Bonnet cleaning of carpets and rugs is strictly prohibited.

2. Clean all carpeted areas utilizing the Dry-Host method. Hot water extraction method or other alternate methods may be proposed (excluding bonnet method or similar). Alternate methods may or may not be considered.

4.9 Materials, Equipment, and Supplies

1. The Contractor shall submit and maintain a current list of all supplies and materials, including chemical material safety data sheets to the Contract Administrator for approval. It will be the responsibility of the contractor to provide all supplies, including towels, toilet paper, trash liners, and hand soap, to perform the required janitorial services. A limited storage area shall be provided for the contractor to store necessary supplies and materials.

2. The Contractor shall furnish and maintain all the necessary equipment and should submit as part of his bid a complete list of the equipment to be used. The bidder must, submit with their bid, IFB # CS-26-02 SECTION 4 - SCOPE OF WORK Page 20 evidence and/or references of satisfactory service rendered in the past two years similar to those specified herein.

Janitorial Supply List

Pines Place Housing

Item Description Estimated Monthly

Qty.

Packaging Qty. Capacity/Size Dimensions Purchased

Part #s

Small Garbage Bags 9 cases 20 rolls/cs Approx. 7–10 gallon 24 x 33 inches

KL-

704515

Large Garbage Bags 12 cases 8 rolls/cs Approx. 40–45 gallon 40 x 48 inches

KL-

709438

Hand Washing Foam Soap 5 cases 6/cs Approx. 1L cartridge -

Tork Extra

Mild Hand

Washing

Foam Soap

S4

Jr Jumbo Toilet Paper 10 cases 12 rolls/cs - sheets PA8002

Regular Toilet Paper Rolls 10 cases 96 rolls/cs - - sheets PI1616

White C Fold Paper Towels 20 cases 16/cs - 8.0 x 9.4 inches ID:PG9321

Jumbo Brown Roll Towel 20 cases 6/cs - 6X800 feet

WAUSAU

ROLL

TOWEL

WP31400

Pink Soap 4 cases 4/cs - -

Pines Point Housing / 501 Management Office

Item Description Estimated Monthly

Qty.

Packaging Qty. Capacity/Size Dimensions Purchased

Part #s

Small Garbage Bags 9 cases 20 rolls/cs Approx. 7–10 gallon 24 x 33 inches

KL-

704515

IFB # CS-26-02 SECTION 4 - SCOPE OF WORK Page 21

Large Garbage Bags 12 cases 8 rolls/cs Approx. 40–45 gallon 40 x 48 inches

KL-

709438

Hand Washing Foam Soap 5 cases 6/cs Approx. 1L cartridge -

Tork Extra

Mild Hand

Washing

Foam Soap

S4

Jr Jumbo Toilet Paper 10 cases 12 rolls/cs - sheets PA8002

Regular Toilet Paper Rolls 10 cases 96 rolls/cs - - sheets PI1616

White C Fold Paper Towels 20 cases 16/cs - 8.0 x 9.4 inches ID:PG9321

Jumbo Brown Roll Towel 20 cases 6/cs - 6X800 feet

WAUSAU

ROLL

TOWEL

WP31400

Pink Soap 4 cases 4/cs - -

Carl Shechter Southwest Focal Point Community Centers

Item Description Estimated Monthly

Qty.

Packaging Qty. Dimensions Capacity/Size Purchased

Part #s

Small Garbage Bags 9 cases 20 rolls/cs 24 x 33 inches Approx. 7–10 gallon

KL-

704515

Large Garbage Bags 12 cases 8 rolls/cs 40 x 48 inches Approx. 40–45 gallon

KL-

709438

Hand Washing Foam Soap 5 cases 6/cs - Approx. 1L cartridge

Tork Extra

Mild Hand

Washing

Foam Soap

S4

Jr Jumbo Toilet Paper 10 cases 12 rolls/cs - sheets PA8002

Regular Toilet Paper Rolls 10 cases 96 rolls/cs - - sheets PI1616

IFB # CS-26-02 SECTION 4 - SCOPE OF WORK Page 22

White C Fold Paper Towels 20 cases 16/cs 8.0 x 9.4 inches - ID:PG9321

Jumbo Brown Roll Towel 20 cases 6/cs 6X800 feet -

WAUSAU

ROLL

TOWEL

WP31400

Pink Soap 4 cases 4/cs -

4.10 Performance Monitoring and Deficiency Tracking

A. Inspection Method

The City will conduct routine inspections of all facilities using a standardized checklist to verify that janitorial services are being performed in accordance with the contract requirements.

Inspections will be conducted on a weekly basis, at minimum, and may include any areas identified in the scope of work, including but not limited to restrooms, common areas, floors, trash removal, and high-touch surfaces.

Each inspected item will be rated as:

• Acceptable (meets contract standards), or

• Deficient (does not meet contract standards)

B. Performance Measurement

Performance will be measured based on the percentage of inspected items that meet contract standards.

Performance Score = (Number of Acceptable Items ÷ Total Items Inspected) × 100

Performance thresholds shall be defined as follows:

• 84% or higher – Acceptable Performance

• Below 84% – Deficient Performance; corrective action required

The City reserves the right to require corrective action for deficiencies in critical service areas regardless of the overall performance score.

C. Major Deficiencies (Critical Failures)

Notwithstanding the overall performance score, the following conditions shall be considered Major Deficiencies:

• Failure to report for scheduled service (“no show”)

• Failure to provide required staffing levels

• Any condition posing a health or safety risk

• Failure to correct identified minor deficiencies within seventy-two (72) hours

IFB # CS-26-02 SECTION 4 - SCOPE OF WORK Page 23

Occurrence of any Major Deficiency may result in immediate corrective action, service deductions, or other remedies, regardless of the overall inspection score.

D. Deficiency Tracking and Escalation

The City will maintain a log of all identified deficiencies, including the date identified, location, description of the issue, and date corrected.

Failure to correct deficiencies within the required timeframe, or repeated deficiencies of the same nature, may result in the following actions:

1. Issuance of a written notice of non-compliance

2. Requirement for a corrective action plan

3. Assessment of service credits, if applicable

4. Termination of the contract for default, in accordance with contract provisions

Any deficiencies identified during inspection must be corrected within twenty-four (24) hours of notification.

E. Service Deductions

If the Contractor fails to meet performance standards, the City may apply the following deductions:

1. Location-Level Deduction

A deduction of five percent (5%) shall be applied to the monthly cost for any location with a performance score below 85%.

2. Overall Contract Deduction

If overall performance across all locations falls below 85%, an additional three percent (3%) deduction shall be applied to the total monthly contract amount.

3. Major Deficiencies

The occurrence of a Major Deficiency shall require the vendor to submit a Corrective Action Plan (CAP).

Failure to correct the deficiency may result in termination.

4. Non-Exclusive Remedy

These deductions do not limit the City’s right to pursue additional remedies under the contract.

IFB # CS-26-02 SECTION 5 - PRICE PROPOSAL / BID TABLE Page 24

SECTION 5 - PRICE PROPOSAL / BID TABLE

The vendor must provide their pricing electronically through the designated line items listed on the

Bid Sheet/Pricing Table via the City's e-Procurement portal on OpenGov.

Vendor Notes: The bid tables includes a “Vendor Notes” column for any additional comments regarding the requested line item(s). A comment is preferred in the “Vendor Notes” column. If the vendor does not need to submit any comments, they may leave it blank or enter N/A or similar.

SERVICES & SUPPLIES

Line

Item Description Quantity Unit of

Measure Dimensions Capacity/Size Additional

Details Specifications Unit

Cost Total Vendor

Notes

Pines Place Housing

1 Monthly

Service

Charge

(Inclusive of all required services in scope and minimum required porter staffing levels)

12 Lump

Sum

Pines Point Housing / 501 Management Office

2 Monthly

Service

Charge

(Inclusive of all required services in scope and minimum required porter staffing levels)

Carl Shechter Southwest Focal Point Community Centers

IFB # CS-26-02 SECTION 5 - PRICE PROPOSAL / BID TABLE Page 25

Line

Item Description Quantity Unit of

Measure Dimensions Capacity/Size Additional

Details Specifications Unit

Cost Total Vendor

Notes

3 Monthly

Service

Charge

(Inclusive of all required services in scope and minimum required porter staffing levels)

Pines Place Housing Supply Estimates - Monthly Quantities

4 Small

Garbage

Bags

9 20 rolls/cs 24 x 33 inches Approx. 7–10 gallon

0.8 mil thick Brady ID:

KL-704515

5 Large

Garbage

Bags

12 8 rolls/cs 40 x 48 inches Approx. 40–

45 gallon

2.2 mil thick

KL-709438

6 Hand

Washing

Foam Soap

5 6/cs - Approx. 1L cartridge

- 401811 - Tork

Extra Mild

Hand

Foam Soap S4

7 Jr Jumbo

Toilet Paper 10 12 rolls/cs - 2-ply / sheets

PA8002

8 Regular

Rolls

10 96 rolls/cs - - 2-ply / 500 sheets

PI1616

9 White C

Fold Paper

Towels

20 16/cs 8.0 x 9.4 inches

- - Brady

ID:PG9321

10 Jumbo

Brown Roll

Towel

20 6/cs 6X800 feet - - PG3140 -

WAUSAU

ROLL

TOWEL

11 Pink Soap 4 4/cs - -

Pines Point Housing / 501 Management Office Supply Estimates - Monthly Quantities

12 Small

Garbage

Bags

9 20 rolls/cs 24 x 33 inches Approx. 7–10 gallon

0.8 mil thick

IFB # CS-26-02 SECTION 5 - PRICE PROPOSAL / BID TABLE Page 26

Description Quantity Unit of

Measure Dimensions Capacity/Size Additional

Details Specifications Unit

Cost Total Vendor

Notes

13 Large

Garbage

Bags

12 8 rolls/cs 40 x 48 inches Approx. 40–

45 gallon

2.2 mil thick

14 Hand

Foam Soap

5 6/cs - Approx. 1L cartridge

- 401811 - Tork

Extra Mild

Hand

15 Jr Jumbo

10 12 rolls/cs - 2-ply / sheets

16 Regular

Rolls

10 96 rolls/cs - - 2-ply / 500 sheets

17 White C

Fold Paper

Towels

20 16/cs 8.0 x 9.4 inches

18 Jumbo

Towel

20 6/cs 6X800 feet - - PG3140 -

WAUSAU

ROLL

19 Pink Soap 4 4/cs - -

Carl Shechter Southwest Focal Point Community Centers Supply Estimates - Monthly Quantities

20 Small

Garbage

Bags

9 20 rolls/cs 24 x 33 inches Approx. 7–10 gallon

0.8 mil thick

21 Large

Garbage

Bags

12 8 rolls/cs 40 x 48 inches Approx. 40–

45 gallon

2.2 mil thick

22 Hand

Foam Soap

5 6/cs - Approx. 1L cartridge

- 401811 - Tork

Extra Mild

Hand

23 Jr Jumbo

10 12 rolls/cs - 2-ply / sheets

24 Regular

Rolls

10 96 rolls/cs - - 2-ply / 500 sheets

IFB # CS-26-02 SECTION 5 - PRICE PROPOSAL / BID TABLE Page 27

Description Quantity Unit of

Measure Dimensions Capacity/Size Additional

Details Specifications Unit

Cost Total Vendor

Notes

25 White C

Fold Paper

Towels

20 16/cs 8.0 x 9.4 inches

26 Jumbo

Towel

20 6/cs 6X800 feet - - PG3140 -

WAUSAU

ROLL

27 Pink Soap 4 4/cs - -

TOTAL

AS NEEDED SERVICES

Line Item Description Quantity Unit of

Measure Unit Cost Total Vendor

Notes

28 Vacant Apartments 1 Lump Sum

SPECIAL EVENTS

Line Item Description Quantity Unit of

Measure Unit Cost Total Vendor

Notes

29 Special events hosted by the city 1 Hourly

IFB # CS-26-02 SECTION 6 - SUBMITTAL DOCUMENTS Page 28

SECTION 6 - SUBMITTAL DOCUMENTS

Bids must be submitted electronically at https://procurement.opengov.com/portal/pembrokepines on or before 2:00 pm on Tuesday, July 28, 2026. Please note vendors should be registered on

OpenGov under the name of the organization that they are operating as and it should match the organization name on the documents that they are submitting and utilizing when responding to the solicitation. In addition, the vendor must complete the required documents in this section and provide any additional information requested throughout this solicitation. Any additional information requested in the solicitation should be scanned and uploaded. The City recommends for proposers to submit their proposals as soon as they are ready to do so. Please allow ample time to submit your proposals on the https://procurement.opengov.com/portal/pembrokepines website. Proposals may be modified or withdrawn prior to the deadline for submitting Proposals.

PLEASE DO NOT SUBMIT ANY PROPOSALS VIA MAIL, E-MAIL OR FAX.

Prospective proposers interested in responding to this solicitation are requested to provide all of the applicable information listed in this section. Submittals that do not respond completely to all of the requirements specified herein may be considered non-responsive and eliminated from the process.

Brevity and clarity are encouraged.

1 CONFIRMATION TO BIND

1.1 I certify that I have read, understood and agree to the terms in this solicitation, and that I am authorized to submit this response on behalf of my company.*

☐ Please confirm

*Response required

2 CERTIFICATION OF INSURANCE COMPLIANCE AND INTENT TO PROCURE

REQUIRED COVERAGE

NOTE: Vendors are not required to purchase any additional insurance in order to submit a bid.

However, they must certify that they either currently hold, or are able and willing to obtain, all required insurance coverages, endorsements, and limits prior to award and execution of the contract.

2.1 I certify that, if awarded this contract, I will be required to obtain and maintain all insurance policies as detailed in the INSURANCE REQUIREMENTS Section of this solicitation before any work may commence, and throughout the life of the contract.*

☐ Please confirm

*Response required

2.2 Do you confirm that you will only use insurance carriers licensed to do business in the

State of Florida and rated no less than “A” as to management, and no less than “Class VI” as to financial strength by A.M. Best, and that you understand all endorsements required

(e.g., Additional Insured, Waiver of Subrogation, etc.) must be included?*

☐ Yes

☐ No https://procurement.opengov.com/portal/pembrokepines https://procurement.opengov.com/portal/pembrokepines/projects/253714/document?section=2427665

IFB # CS-26-02 SECTION 6 - SUBMITTAL DOCUMENTS Page 29

*Response required

2.3 Do you currently carry insurance policies that meet or exceed the minimum requirements outlined in the INSURANCE REQUIREMENTS section of this solicitation?*

☐ Yes

☐ No

*Response required

When equals "Yes"

2.3.1 Please upload your current certificate(s) of insurance that demonstrate compliance with the insurance requirements outlined in this solicitation.*

*Response required

When equals "No"

2.3.2 Please upload documentation showing that you have obtained a letter from your insurance broker or carrier, such as a Letter of Intent to Insure, Evidence of Insurability, or a

Conditional Certificate of Insurance.*

Documentation should show that:

• You can obtain the required insurance.

• The limits and types of coverage will meet the INSURANCE REQUIREMENTS outlined in the solicitation.

• You will provide a COI upon contract award.

*Response required

When equals "No"

2.3.3 Please upload your current certificate(s) of insurance.*

*Response required

2.4 Do you believe you are exempt from one or more insurance requirements (e.g., Workers'

Compensation)?*

☐ Yes

☐ No

*Response required

When equals "Yes"

2.4.1 Please upload written documentation requesting an exemption on your company letterhead, subject to City approval.*

*Response required

2.5 Do you plan on using subcontractors for this project?*

☐ Yes

IFB # CS-26-02 SECTION 6 - SUBMITTAL DOCUMENTS Page 30

☐ No

When equals "Yes"

2.5.1 Do you acknowledge that all subcontractors must also carry the same insurance or be covered under your policy, and that proof of such coverage must be provided to the City?*

☐ Yes

☐ No

*Response required

3 REFERENCE # 1

The minimum experience for this project is five (5) years. Provide specific examples of similar experience conducting licensed work of equal or similar scope of work, preferably delivered by the proposed team members. A minimum of 3 references should be from the last five years and should be capable of explaining and confirming your firm’s capacity to successfully complete the scope of work outlined herein. As part of the proposal evaluation process, the City may conduct an investigation of references, including a record check or consumer affairs complaints. Proposers’ submission of a proposal constitutes acknowledgment of the process and consent to investigate. The

City is the sole judge in determining Proposers qualifications. In this section you will have the ability to enter information for 5 different references including their contact details and specific project information.

Please note that the City prefers references who are not current employees of the City of Pembroke

Pines, as we generally do not contact our own employees for reference checks.

Proposers are advised to confirm that:

A. Each reference provided by the Respondent has up to date contact persons and contact information;

B. The contact person provided for each reference is someone who has personal knowledge of the Proposer's performance during the referenced project; and

C. The contact person for each reference has been contacted by the Proposer regarding this specific bid submittal and such person confirmed their willingness to serve as a reference.

3.1 Reference Contact Information - Name of Firm, City, County or Agency*

*Response required

3.2 Reference Contact Information - Reference's Business Address*

*Response required

3.3 Reference Contact Information - Reference's Contact Name & Title*

IFB # CS-26-02 SECTION 6 - SUBMITTAL DOCUMENTS Page 31

3.4 Reference Contact Information - Reference's E-mail Address*

3.5 Reference Contact Information - Reference's Phone Number*

*Response required

3.6 Project Information - Was your firm the prime contractor for the listed project?*

☐ Yes

☐ No

*Response required

3.7 Project Information - Name of Contactor Performing the Work*

*Response required

3.8 Project Information - Name and location of the project*

*Response required

3.9 Project Information - Nature of the firm's responsibility on the project and work for which staff was responsible for*

*Response required

3.10 Project Information - Project Duration*

*Response required

3.11 Project Information - Completion (Anticipated) Date*

*Response required

3.12 Project Information - Size of Project*

*Response required

3.13 Project Information - Cost of Project*

*Response required

4 REFERENCE # 2

4.1 Reference Contact Information - Name of Firm, City, County or Agency*

*Response required

4.2 Reference Contact Information - Reference's Business Address*

*Response required

4.3 Reference Contact Information - Reference's Contact Name & Title*

*Response required

4.4 Reference Contact Information - Reference's E-mail Address*

*Response required

4.5 Reference Contact Information - Reference's Phone Number*

IFB # CS-26-02 SECTION 6 - SUBMITTAL DOCUMENTS Page 32

4.6 Project Information - Was your firm the prime contractor for the listed project?*

☐ No

*Response required

4.7 Project Information - Name of Contactor Performing the Work*

*Response required

4.8 Project Information - Name and location of the project*

*Response required

4.9 Project Information - Nature of the…