Janitorial_Services_for_the_Charter_Schools_and_EDC_(Addendum_#4_Revision).pdf

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

JANITORIAL SERVICES FOR

THE CHARTER SCHOOLS AND

EDC

INVITATION FOR BID # PSPW-26-02

Issuance of Solicitation: Wednesday, June 24, 2026

Questions Due Date: Wednesday, July 8, 2026

Bid Submission Deadline: Tuesday, August 4, 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

10. SPECIAL TERMS & CONDITIONS

Attachments:

A - School Floor Plans

B - 2026-2027_School_Calendar

C - Estimated Square Footage For The Schools

D - Estimated Janitorial Supply List For Budgeting Only

E - Minimum_Requirements_For_Cleaning,_Paper_And_Dispensers

F - Sample Insurance Certificate

G - Specimen Contract - Contractual Services Agreement

IFB # PSPW-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 # PSPW-26-02

Janitorial Services for the Charter Schools and EDC

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, August 4, 2026, electronically at https://procurement.opengov.com/portal/pembrokepines/projects/237026.

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/237026

IFB # PSPW-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:

Daniel Deleon or other Procurement Staff in the Procurement Department

City of Pembroke Pines

8300 South Palm Drive, Pembroke Pines, FL 33025

(954) 518-9061 Ext: 59021 or 954-518-9020 purchasing@ppines.com https://ppines.webex.com/meet/purchasing https://www.webex.com/downloads.html/ mailto:purchasing@ppines.com

IFB # PSPW-26-02SECTION 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 24, 2026

Pre-Bid Meeting (Mandatory): July 2, 2026, 9:30am

Charter Elementary School East - 10801

Pembroke Road, Pembroke Pines, FL

Central Campus - 12350 Sheridan Street, Pembroke Pines, FL

Academic Village / Charter High School -

17189 Sheridan Street, Pembroke Pines, FL

FSU Campus - 601 SW 172nd Avenue, Pembroke Pines, FL

West Campus - 1680 SW 184th Avenue /

18501 Pembroke Road, Pembroke Pines, FL

Question Due Date: July 8, 2026, 2:00pm

Issuance of Final Answers to Questions: July 20, 2026

Bid Submission Deadline: August 4, 2026, 2:00pm

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

Evaluations by Staff: To Be Determined (TBD)

Recommendation of Contractor to City

Commission for Award:

September 2, 2026

Issuance of Notice to Proceed (NTP): September 15, 2026

2.3 Mandatory Pre-Bid Meeting/Site Visit

IFB # PSPW-26-02SECTION 2 - GENERAL PROJECT INFORMATION & TIMELINE Page 6

There will be a MANDATORY scheduled pre-bid meeting on Thursday, July 2, 2026 at 9:30 AM.

The meeting will begin at 9:30 AM at Charter Elementary School East - 10801 Pembroke

Road, Pembroke Pines, FL. The pre-bid meeting will proceed to each subsequent site listed below.

Central Campus - 12350 Sheridan Street, Pembroke Pines, FL

Academic Village / Charter High School - 17189 Sheridan Street, Pembroke Pines, FL

FSU Campus - 601 SW 172nd Avenue, Pembroke Pines, FL

West Campus - 1680 SW 184th Avenue / 18501 Pembroke Road, Pembroke Pines, FL

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

B. Schedule: The 9:30 AM meeting at Charter Elementary School East - 10801 Pembroke

Road, Pembroke Pines, FL is a fixed start time and place. All subsequent site arrival times are tentative and will depend on the transition time between sites. City staff and attendees will proceed to each location immediately after the previous site visit concludes. Each site visit is expected to take approximately one hour, and vendors should anticipate additional waiting time at each location.

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

Daniel Deleon at (954) 518-9061 Ext: 59021. 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

$2,190,000

2.6 Grant/Federal Funding

Not applicable for this project.

2.7 Proposal Security/Bid Bond

A Proposal Security shall be required for every bidder, regardless of proposal amount. Proposal

Security shall be in the amount of $10,000 or 5% of the total cumulative base amount proposed, whichever is less.

2.8 Payment and Performance Bonds

IFB # PSPW-26-02SECTION 2 - GENERAL PROJECT INFORMATION & TIMELINE Page 7

Regardless of the awarded contract amount, two (2) separate bonds (Payment and Performance

Bonds) are required, and both must be approved by the City. The penal sum stated in each bond shall be 100% of the contract price.

IFB # PSPW-26-02 SECTION 3 - PURPOSE AND BACKGROUND Page 8

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 city-wide for the charter schools and EDC, in accordance with the terms, conditions, and specifications contained in this solicitation.

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 # PSPW-26-02 SECTION 4 - SCOPE OF WORK Page 9

SECTION 4 - SCOPE OF WORK

4.1 General Requirements

• The successful bidder and its employees will report hazardous conditions and items in need of repair including but not limited to, burned-out lights, leaky faucets, toilet stoppages, etc.

• All employees responsible to open and close shall be capable of securing the facilities including operating fire and burglar alarm systems properly. Contractor will be responsible for costs incurred if alarm systems are not properly operated.

• 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.

• 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.

• No subcontracting is permitted. All staff must be employed by the Contractor and properly trained and/or experienced.

• 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.

• 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 city's contract manager or his designee.

• Contractor shall designate a Project Manager that oversees all school operations and to act as the City’s main contact. Contractor shall designate one Lead Custodian at each site. Lead

Custodian must be present at his or her designated school Monday-Friday from 7:30 am through 4:00 pm. Contractor’s Project Manager and Lead Custodian must be fluent in speaking, reading, and writing in both English and Spanish. Name and cell phone numbers for the Project Manager and Lead Custodians shall be provided to the City immediately upon

IFB # PSPW-26-02 SECTION 4 - SCOPE OF WORK Page 10 execution of the contract and immediately following any changes to said personnel. In the case of the departure of the Contractor’s Project Manager or Lead Custodian, a replacement will be provided within 24 hours.

• 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.

• City will provide maps during the mandatory pre-bid meeting, for reference only. Contractor is responsible for but to include but not limited to, all measurements of the facility, identifying different cleaning areas and surfaces, necessary products, equipment and personnel to carry out full turn-key janitorial services for each location.

4.2 Security and Uniforms

• 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 a company logo and exposed photo identification. In addition, when applicable, contractor and contractor’s employees shall comply with the Jessica Lunsford

Act.

o The contractor shall complete Level 2 background checks on all employees working on

City property.

o Any necessary background checks and photo identification requirements shall be made at the contractor’s expense.

• The contractor’s employee’s uniforms will consist of distinctive, neat 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.

• 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 city's contract manager.

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

• 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 # PSPW-26-02 SECTION 4 - SCOPE OF WORK Page 11

• Contractor will be responsible for securing keys for the facilities at least 24 hours in advance of contract 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.

• Contractor is responsible for scheduling and coordinating all necessary background checks, issuing ID badges, keys, alarm codes, parking, site access, training etc. with ample time as to not affect normal operations and scope compliance.

4.3 Materials, Equipment, and Supplies

• 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 but not limited to towels, toilet paper, trash liners, and hand soap, to perform the required janitorial services. A limited storage at each location shall be provided for the contractor to store necessary supplies and materials.

• 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. Bidder must, submit with their bid, evidence and/or references of satisfactory service rendered in the past two years similar to those specified herein.

• City is requiring the use of chemicals, paper products and dispensers with a minimum standard or higher as detailed in Attachment E -

Minimum_Requirements_For_Cleaning,_Paper_And_Dispensers and for an Estimated

Janitorial supply list as detailed in Attachment D - Estimated Janitorial Supply List For

Budgeting Only.

4.4 Service Locations, Staffing, Schedule

• All major daily, weekly, monthly, and quarterly janitorial services (which includes, but is not limited to, cleaning of classrooms and offices, vacuuming, mopping) shall be completed between the hours of 5pm and 1am Monday-Friday. All doors and gates are to be locked upon leaving the premises. Staffing requirements needed to complete these services in their entirety are to be determined by the contractor.

During periods where school is not in session, such as summer or spring break, porters may be used to complete some of these services during the daytime in unoccupied buildings unless needed otherwise for events, summer camps, etc.

• The chart below contains the minimum quantities and timeframes for daytime porters. The purpose of the porters is to spot clean throughout the day as needed, tend to cafeteria needs during breakfast and lunch breaks, conduct campus litter patrol, and a variety of other duties inclusive but not limited to table/chair set

IFB # PSPW-26-02 SECTION 4 - SCOPE OF WORK Page 12 up and break down for events and attend to school functions that occur during their hours of service.

Porters are to follow direction daily as given by school administration. Night porters must also be able to speak conversational English. Hours of service are subject to change.

Site Address Minimum Number of Full-Time

Porters Required On-Site

Pembroke Pines

Charter East

Elementary School

10801 Pembroke Road, Pembroke Pines, FL 33025

Bldg. A; E; L; M; P

Day (Monday - Friday): 3

Pembroke Pines

Charter Central

Elementary &

Middle Schools

12350 Sheridan Street, Pembroke Pines, FL 33026

Bldg. A; E; C; M; L; Y

Day (Monday - Friday): 4

Central Campus –

Early Development

Center

12200 Sheridan Street, Pembroke Pines, FL 33026

Bldg. P

Daily from 11 AM to 8 PM

(Monday - Friday): 1

West Campus

Elementary and

Middle School

1680 SW 184th Avenue, Pembroke Pines, FL 33029

Bldg. I & P

1600 SW 184th Avenue, Pembroke Pines, FL 33029

Bldg. E

18500 Pembroke Road, Pembroke Pines, FL 33029

Bldg. M

Day (Monday - Friday): 5

Pembroke Pines

Charter FSU

Elementary School

601 SW 172nd Avenue, Pembroke Pines, FL 33029

Bldg. A; B; C; Annex

Day (Monday - Friday): 3

Charter School -

Academic Village 17189 Sheridan Street, Pembroke Pines, FL 33331

Bldg. A; C; S; M; D; U

Day (Monday - Friday): 5

(Saturday): 1

Estimated Square footage per school at Attachment C - Estimated Square Footage

For The Schools

• The quantities established above are minimum staffing requirements, however, contractors are responsible for staffing capacity above the minimum requirements as needed to meet all service requirements and performance standards.

o Contractor shall be responsible for scheduling and cleaning up after all school meetings and school activities, school sporting events, City events, summer camps, theatre rentals, etc. A schedule for the 2026-2027 school year will be provided to the awarded contractor.

Depending on the event, required work can range from cleaning up after the event is over

IFB # PSPW-26-02 SECTION 4 - SCOPE OF WORK Page 13 to providing employees to clean up throughout the length of the entire event. If additional staff is required to tend to these events beyond the porters provided above, then the cost to provide the necessary janitorial services required for these events shall be billed at a predetermined cost per person/per hour.

• Note: Staffing requirements are reduced during school break and holiday periods.

o Contractors should note that regularly scheduled Evening shift and weekend porters will not be scheduled and should not be included in cost estimates during school breaks, teacher holidays, and summer and winter holidays.

▪ During these holiday and break periods, contractors shall be expected to complete more stringent cleaning tasks, such as the annual cleaning requirements described in

Section 4.5 Work to be Performed.

o Please see Attachment B - 2026-2027 School Calendar for a list of school breaks and holidays.

Estimated Shift Schedule

• Day: 7:30 AM - 4:00 PM varies from school to school location.

Shift Responsibilities

• Day shift porters shall be primarily tasked with maintaining common areas inclusive of but not limited to cafeterias, hallways, and bathrooms, as more thoroughly described in Section

4.5 Work to be Performed.

o Day shift porters shall also be expected to respond to emergent situations such as spills and administrative requests.

• Evening shift porters shall be primarily tasked with more intensive cleaning tasks, inclusive of but not limited to classroom and administrative office maintenance, as more thoroughly described in Section 4.5 Work to be Performed.

4.5 Work to be Performed

All tasks are to be performed to the most stringent standard that applies. For example, if a specific task is shown below as a daily task and listed as a monthly task, the contractor is responsible for performing the task daily.

Work to be Performed Daily

• Offices, Hallways, Exterior

IFB # PSPW-26-02 SECTION 4 - SCOPE OF WORK Page 14 o Clean outside of all entrances including but not limited to, courtyards, field areas, Airnasium, walkways, playground, and outdoor break areas, and all common areas around campus.

▪ Areas must be cleaned and made free of debris

▪ Lost and found items including but not limited to, lunch bags, jackets, water bottles, etc., are to be placed in the designated lost and found area.

o Inspect and remove litter and debris from the Administration parking lots located on school property. All collected trash shall be disposed of in designated on-site waste receptacles or dumpsters.

o Empty all interior and exterior waste receptacles and replace liners where needed.

o Clean all interior glass, mirrors, and glass in doors. Clean the interior and exterior of all exit glass doors and storefronts. Special care shall be taken not to scratch or damage glass or window tint films.

o Clean and disinfect all fingerprints and smudges from all flat surfaces including but not limited to each student desk/table, chairs, cafeteria tables, counter tops, glass desktops, and filing cabinets.

o Spot clean walls and woodwork to remove soiled areas.

o Clean, wipe, and disinfect drinking fountains using a neutral disinfectant.

o Clean and polish all metal, including entrance doors, kick plates, and elevators o Clean and disinfect all telephones - public and private.

o The surfaces of the entrance and exit doors (both sides) must be kept free of dirt and stains. Handrails and balustrades are to be wiped down and cobwebs removed.

o Wipe clean and disinfect all high touch areas including but not limited to, classroom sinks, switch plates, door hardware and cabinets, and elevator exterior and interior buttons.

o Damp wipe all counters, surfaces, and furniture with a general-purpose cleaner and/or disinfectant in customer service areas.

o Dust and wipe exposed A/C grills and surrounding ceiling areas.

o Report any necessary repairs to Administrative Service Manager.

o Clean outside security office windows and surfaces.

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

• Restrooms, Offices, Classrooms, Hallways, Cafeteria, Locker Rooms and Employee

Kitchen (commercial kitchens and food preparation areas excluded) o Hand dust and wipe all partitions, ledges, towel, and paper dispensers with chemically treated cloths.

o Clean, wipe and polish all mirrors, stainless steel, aluminum, porcelain, and enamel surfaces to a high luster.

o Clean, wipe and disinfect partitions, sinks, and tile walls.

o Clean and disinfect toilet seats on both sides.

o Sweep and mop all non- carpeted flooring using a neutral degreaser/cleaner. Remove all floor mats and rugs prior to cleaning.

o Wipe, scrub, and sanitize all basins, bowls, and urinals.

o Supply and replenish all towels, tissue, and hand soap.

o Remove all trash from the area, sanitize the inside of trash cans and sanitary napkin disposal containers, and replace liners.

• Breakrooms/Lunch Areas/Conference rooms o Wipe down and clean all surfaces that encounter staff, food, or employee food preparation area with an approved sanitizing agent.

o Remove all trash from the area, sanitize the inside of trash cans, and replace liners.

o Remove splashes and stains from all exposed walls, counters and cabinets.

o Wipe down vending machines, microwave ovens, refrigerators, tables, chairs, and any other equipment or furniture with visible dirt.

o Sweep and mop all non- carpeted flooring using a neutral degreaser/cleaner. Remove all floor mats and rugs prior to cleaning.

• Ceramic Tile, VCT, and Laminated Floor Areas (Offices, Classrooms, Hallways, Bathrooms, Cafeteria, Locker Rooms) o Sweep / Vacuum and mop all ceramic / VCT, LVT and laminate flooring, including elevators, using a neutral degreaser/cleaner. Remove all floor mats and rugs prior to cleaning.

• Stairwells o Sweep clean and damp mop all stairwells inside and outside where applicable.

IFB # PSPW-26-02 SECTION 4 - SCOPE OF WORK Page 16 o The surfaces of the entrance and exit doors (both sides) must be kept free of dirt and stains.

o Handrails and balustrades are to be wiped down and cobwebs removed.

• Gymnasium Floor

° Daily Sweeping - Use a dry dust mop to keep the floor free from dust, grit, sand and abrasive particles.

° Floor Shine - Wipe up spillage immediately before it can be absorbed into finish.

° Removing Marks - Apply an approved floor cleaner with a soft cloth, or dusting mop.

° Avoid Using Water – Machine scrubbing or power machines that induce water under pressure should not be used.

° Clean and protect wood flooring in accordance with manufacturer’s wood floor maintenance requirements which will be provided.

° Clean under bleachers.

• Carpeted Areas and Classroom Area Rugs o Vacuum all carpeted hallways/ classroom rugs and common areas, making sure vacuum bags do not exceed 70% capacity. Utilize extension hoses and tools as necessary to thoroughly vacuum all carpeted areas - this includes under desks, close to walls, etc.

o Spot clean all carpeted areas. Any stains that cannot be removed are to be reported to the

Administrative Service Manager.

o Bonnet cleaning of carpets and rugs is strictly prohibited.

Work to be Performed Weekly (every Friday)

• De-scale toilets and urinals with non-acid bowl cleaner to remove scale, scum, mineral deposits, rust stains, etc. from the inside and outside of toilet bowls and urinals.

• High dust (up to 8 ft) all ledges, clocks, partitions, file and storage cabinets, blinds, fans, vents and all wall hung decor.

• Clean and polish fronts and tops of counters.

• Dust and clean all level surfaces of telephones, chairs, tables, filing cabinets, other office furniture, windowsills and exposed book stack areas where applicable. (papers on desks, items on windowsills and other furniture must not be moved) o Individual desks are the responsibility of the school's employees.

• Vacuum upholstered furniture.

• Clean picture frames and wash glass, if any. Clean bookcases and clock face glass.

IFB # PSPW-26-02 SECTION 4 - SCOPE OF WORK Page 17 o Personal pictures on desks are the responsibility of the school's employees.

• Clean floor drains using a cream cleanser, scrub pads, or floor drain brush to remove corrosion and tarnish. After cleaning, fill drain traps with enzyme-based treatment to prevent escape from sewer gas.

• Vacuum/brush clean all air supply and return grills and vents, and surrounding ceiling tiles.

• Dust high molding and doors.

• Dust/vacuum/wipe all baseboards and coverings.

• Mop all ceramic tile flooring in all restrooms on campus using a stain removing cleaner/disinfectant with emphasis on grout stains.

• Power scrub laminate floors in high traffic areas to remove foreign matter in the Front Office and Cafeteria; per manufacturer's specification.

Work to be Performed Monthly (first Friday of every month)

• Power scrub all tile floors to remove foreign matter and stains with emphasis on grout stains.

• Power scrub and recoat all restroom and breakroom VCT floors to remove foreign matter.

• Dust/Vacuum – air vents, tops of doors, door frames, ceiling corners, picture frames, front and sides of desks, legs of chairs, tables, and chair bases.

• Vacuum/wipe recessed lighting and fluorescent diffusers.

• Clean all interior window glass.

• Furniture – vacuum fabric and wipe down other surfaces to remove dust and lint.

• Detail vacuum carpet edges and corners along walls and partitions.

• Dust all baseboards.

• Clean all table bases and chair legs.

Quarterly, Bi-yearly, and Annual Requirements

• Quarterly (January, April, July, and October) o Acid wash all tile floors and grout lines to remove foreign matter.

o Clean the exterior of all windows. Special care shall be taken not to scratch or damage the glass or window tint film.

• Bi–yearly (Winter break and summer break)

IFB # PSPW-26-02 SECTION 4 - SCOPE OF WORK Page 18 o Deep clean all carpeted areas.

• Annually during summer school break o Completely strip to base and refinish all VCT flooring (if applicable). A minimum of five

(5) coats of wax is to be applied; however, more may be required to achieve industry standards.

• Bonnet cleaning of carpets and rugs is strictly prohibited.

Vendor's Responsibility

• Vendor is responsible for providing all necessary machinery, equipment and supplies necessary to perform required work. (Cleaning supplies; paper towels; toilet paper; soap; air freshener, trash can liner - various sizes; carpet cleaner, disinfectant, etc.).

4.6 KPIs, Inspections, Reporting, and Remedies

1. Performance Model

• The Contractor shall meet defined performance outcomes across all school buildings, including classrooms, restrooms, cafeterias/common areas, gyms, corridors, administrative offices, and staff areas.

• KPIs are measured per site and aggregated monthly for reporting purposes. Failure at one site shall not be offset by performance at another site.

• “Monthly” means calendar month unless otherwise specified.

• All percentage-based KPIs shall be calculated as:

• (Number of compliant items ÷ Total applicable items) × 100

2. Inspection System (All Schools)

A. Inspection Frequency

• Minimum two (2) inspections per week per site.

• At least two inspections each week shall include restrooms and high-traffic corridors.

• Random spot checks may be conducted during occupied hours.

B. Sampling Standard

• A minimum of 15–25% of spaces per building shall be inspected weekly, rotated to ensure full building coverage over time.

• All restrooms shall be inspected at least twice per week per building.

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

C. Scoring Rubric (0–100 Scale)

• Each inspected area shall begin with a score of 100.

• Deductions:

o Critical Defect: Score becomes 0 (automatic failure for that area) o Major Defect: –10 points per occurrence o Minor Defect: –2 points per occurrence

• Passing score:

o ≥ 90 AND no Critical Defects.

D. Critical Defects (Examples, Not Limited To)

• Biohazard not addressed (bodily fluids, vomit, blood)

• Slip hazard without signage or control

• Overflowing sanitary waste

• Restroom conditions creating health risk (feces/urine present, no running water where required, severe odor with visible cause)

• Chemical misuse or unsafe storage

• Failure to complete required high-touch disinfection when specified in scope

3. KPI Targets

A. KPI 1 — Quality Inspection Score (QIS)

• Definition: Monthly average inspection score per site.

• Target: ≥ 92

Minimum Acceptable: 88

• Failure Trigger: Any site below minimum acceptable in a month OR two (2) consecutive months below target.

B. KPI 2 — Restroom Readiness Score (RRS)

• Definition: Percentage (%) of inspected restrooms meeting the Ready for Use standard during each inspection cycle, aggregated monthly.

• Ready for Use Standard:

o No visible soil on fixtures

IFB # PSPW-26-02 SECTION 4 - SCOPE OF WORK Page 20 o No strong odor o Floors clean and dry o Mirrors clean o Partitions and doors presentable o Trash not overflowing o Supplies stocked (soap, paper towel/tissue, liners)

• Target: ≥ 97% monthly

• Minimum Acceptable: 94%

• Zero-Tolerance Condition: Any restroom Critical Defect requires immediate escalation and same-day corrective action.

C. KPI 3 — Schedule Compliance Rate (SCR)

• Definition: Percentage (%) of scheduled tasks completed within agreed service windows, by site.

• Target: ≥ 99%

• Minimum Acceptable: 97%

• Access Not Available o If areas are inaccessible, Contractor shall:

▪ Log time, date, and location,

▪ Notify the site contact same day

▪ Complete the task at the next available access window.

• Documented access constraints shall not count against SCR.

D. KPI 4 — Service Request Response & Resolution (SRR)

• Definition: Percentage (%) of service requests meeting defined response and resolution time requirements, by priority level.

• Priority Levels o Urgent:

▪ Response ≤ 30 minutes

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

▪ Resolution ≤ 2 hours

(Containment within 30 minutes if full resolution requires additional time) o High:

▪ Response ≤ 60 minutes

▪ Resolution same day (before next school day when feasible) o Standard:

▪ Response ≤ 1 business day

▪ Resolution ≤ 1 business day

• Target: ≥ 97% monthly

• Minimum Acceptable: 92%

E. KPI 5 — Rework Rate (RR)

• Definition: Percentage (%) of total completed tasks or inspected areas requiring re-clean due to failed inspection or validated complaint.

• Validated Complaint Definition: A complaint shall be considered validated when confirmed by inspection, photographic evidence, or written confirmation from the designated school representative within 24 hours.

• Target: ≤ 2% monthly

• Minimum Acceptable: 4%

F. KPI 6 — High-Touch Disinfection Compliance (If Applicable)

• Definition: Percentage (%) completion of required high-touch disinfecting tasks per school day or shift.

• Measurement: Daily checklists and random verification inspections.

• Target: ≥ 98% monthly

• Minimum Acceptable: 95%

G. KPI 7 — Stakeholder Satisfaction (SS)

• Definition: Monthly rating provided by designated site contact(s) using a 1–5 scale.

• Target: ≥ 4.6

• Minimum Acceptable: 4.2

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

• Failure Trigger: Any site below minimum acceptable for one month OR downward trend over two consecutive months.

4. Corrective Actions, Rework, and Remedies

A. Rework (No Cost to Owner)

• Critical Defect: Immediate response; containment and corrective action initiated within required SRR timeframe; documented closure required, see Section 4.6 - 3.D KPI-4 Service

Request Response & Resolution.

• Non-Critical Failure: Re-clean within 24 hours or next approved service window.

B. Corrective Action Plan (CAP)

• A CAP is required when any of the following occur at a site:

o QIS below minimum acceptable o Two (2) consecutive months below target o Repeat Critical Defect of same type within 60 days o SCR below minimum acceptable o SRR below minimum acceptable (92%)

• CAP must be submitted within five (5) business days and include:

o Root cause analysis o Staffing or supervision changes o Training measures o Preventive controls

C. Service Credits

• Service credits apply per site and shall not be averaged across sites.

• QIS below minimum acceptable:

o 5% of monthly invoice for that site

• Any validated Critical Defect event:

o Additional 2% (capped at 10% total per site per month)

• SCR below minimum acceptable:

o 3% of monthly invoice

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

• SRR below minimum acceptable:

o 3% of monthly invoice

• Service credits shall be deducted from the following monthly invoice.

D. Termination for Cause

• Owner may terminate for cause if:

o Any site fails minimum acceptable thresholds in two (2) months within any rolling six (6) month period; OR o Two (2) Critical Defects of the same type occur within 60 days at a site; OR o CAP is not implemented within the required timeline.

5. Reporting Requirements

• The Contractor's supervisor of Custodians at each site shall submit a Monthly Performance

Report by the fifth (5th) business day of the following month to the City's designated employee, including:

o KPI dashboard by site (QIS, RRS, SCR, SRR, RR, SS, and High-Touch Compliance if applicable) o Inspection results with defect logs and supporting photos o Service ticket log with response and resolution compliance o Staffing and supervision coverage records o Corrective actions completed and preventive actions implemented.

o Bi-Weekly Timekeeping Report and Audit RightsThe Contractor shall submit a bi-weekly timekeeping report in electronic and/or digital format to the City’s designated employee. The report must include, at minimum, each employee’s name, assigned site, work date, scheduled shift, actual punch-in time, actual punch-out time, total hours worked, and any missed punches, manual adjustments, absences, substitutions, or supervisor corrections. Timekeeping records shall be generated and maintained through a digital timekeeping, payroll, workforce management, or electronic attendance tracking system capable of producing audit-ready reports upon request.The City reserves the right to audit, inspect, and review all digital and physical timekeeping records at any time, with or without prior notice, for the purpose of verifying staffing coverage, hours worked, contract compliance, and payroll accuracy. The Contractor shall provide full access to all requested records and supporting documentation, including digital timekeeping records, payroll

IFB # PSPW-26-02 SECTION 4 - SCOPE OF WORK Page 24 reports, staffing schedules, supervisor sign-in sheets, GPS/timeclock verification if applicable, and any other records necessary to validate compliance with the

Contract requirements.

4.7 Annual Adjustment

A. Rates shall remain firm during the initial contract year.

B. Beginning after the first contract year and annually thereafter, unit rates shall be automatically adjusted based on the CPI-U Miami Fort Lauderdale Area or four percent

(4%), whichever is less, but not less than zero.

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

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.

Payment & Performance Bonds: The table includes a section for the vendor to submit pricing for

Payment & Performance Bonds.

Primary Responses: The initial Bid Table is for the primary responses so that the vendors can submit the requested goods and/or services.

JANITORIAL SERVICES AND SUPPLIES

The hourly unit rates submitted shall include all labor, supervision, travel, equipment, tools, supplies, materials, overhead, and profit necessary to perform the work. These services are optional, shall be performed only when authorized by the City, and payment shall be based on actual hours approved and used.

Line Item Description Quantity Unit of

Measure Unit Cost Total Vendor

Notes

Pembroke Pines Charter East Campus Elementary School Bldg. A; M; E; L; P

1 Monthly Service

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

12 LS

Pembroke Pines Charter Central Elementary & Middle Schools Bldg. A;E;C;M;L;Y

2 Monthly Service

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

12 LS

Central Campus - Early Development Center Bldg. P

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

Line Item Description Quantity Unit of

Measure Unit Cost Total Vendor

Notes

3 Monthly Service

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

12 LS

West Campus - Buildings M; E; I; P

4 Monthly Service

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

12 LS

Pembroke Pines Charter FSU Elementary School Bldg. A;B;C; Annex

5 Monthly Service

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

12 LS

Charter School - Academic Village Bldg. A; C; S; M; D; U

6 Monthly Service

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

12 LS

Janitorial Supplies

7 Janitorial Supplies 1 LS

Additional Services as Requested

8 Additional Porter ( Day

Time)

1 HR

9 Porter - OT ( for extra events on weekends, after school etc.)

1 HR

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

Line Item Description Quantity Unit of

Measure Unit Cost Total Vendor

Notes

10 Electrostatic Spraying 1 SQ FT

11 Toilet Paper Jumbo roll

9" Dispenser

1 EA

12 Foldable Paper Towel

Dispenser

1 EA

13 Roll Paper Towel

Dispenser

1 EA

14 Hand Soap Dispenser 1 EA

TOTAL

PAYMENT & PERFORMANCE BONDS

Line Item Description Unit of Measure Percentage Vendor Notes

15 Cost of Payment & Performance Bond in the form of a percent Percent

IFB # PSPW-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, August 4, 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/237026/document?section=2256303

IFB # PSPW-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 # PSPW-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 # PSPW-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 -…