Janitorial_Services_for_Water_Reclamation_Admin_Complex,_Conserv_I,_and_Conserv_II.pdf

Mayor Chief Procurement Officer Buddy Dyer David Billingsley, CPSM, C.P.M.

INVITATION FOR BID (IFB)

IFB25-0300

JANITORIAL SERVICES FOR WATER RECLAMATION ADMIN

COMPLEX, CONSERV I, AND CONSERV II

The City of Orlando Procurement and Contracts Division has implemented an electronic bidding system to streamline solicitation responses.

CITY OF ORLANDO PROCUREMENT AND CONTRACTS SITE

https://www.orlando.gov/Our-Government/Departments-Offices/OBFS/Procurement

City of Orlando

INVITATION FOR BID (IFB)

IFB25-0300

JANITORIAL SERVICES FOR WATER RECLAMATION ADMIN

COMPLEX, CONSERV I, AND CONSERV II

TABLE OF CONTENTS

1. INTRODUCTION

2. GENERAL INFORMATION

3. SUBMITTALS

4. SCOPE OF WORK

5. STANDARD TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. ELECTRONIC PRICING FORM(S) INSTRUCTIONS

8. PRE-SOLICITATION CONFERENCE

9. VENDOR QUESTIONNAIRE

10. PRICING PROPOSAL

Janitorial Services for Water Reclamation Admin Complex, Conserv I, and Conserv II

1. INTRODUCTION

1.1. Summary

The purpose of this solicitation is to invite qualified Bidders to bid on all labor, materials, supplies, equipment, chemicals, and consumables required to provide janitorial services for the City of Orlando's Water Reclamation Administrative Complex, Conserv I, and

Conserv II.

1.2. Contact Information

Direct all questions and inquiries to the following:

Javarie McDonald, CPP

Purchasing Agent II

400 S Orange Avenue

Procurement and Contract Division 4th Floor

Orlando, FL 32801

Email: javarie.mcdonald@orlando.gov

Phone: (407) 246-2364

Department:

Water Reclamation Enterprises

1.3. Timeline

Issue Date July 1, 2025 mailto:javarie.mcdonald@orlando.gov tel:(407)246-2364

Pre-Bid Conference (Mandatory) July 15, 2025, 10:00am

Wastewater Administration Building, 5100

L.B. McLeod Road, Orlando FL

Wastewater Conserv II, 5420 L.B. McLeod

Road, Orlando FL (immediately following the site tour of the Wastewater

Administration Building)

Wastewater Conserv I, 11401 Boggy

Creek Rd, Orlando, FL 32824 (immediately following the site tour of Wastewater

Conserv II)

To be deemed present, a Proposer must have at least one (1) person present and sign the Pre-Proposal Sign-In Sheet.

Cut-off date for Questions by

Bidder

July 23, 2025, 5:00pm

Bid Due Date and Time August 4, 2025, 2:00pm

JOIN THE VIRTUAL OPENING.

Online:

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Call into the virtual meeting by dialing this phone number: +1 321-247-7568

Once dialed-in and prompted, enter the

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2. GENERAL INFORMATION

2.1. SOLICITATION INFORMATION

The City’s Procurement and Contracts Division is the official source to obtain information relating to City of Orlando procurements. It is incumbent on the Respondent to obtain current response/submittal and award information prior to and after the scheduled opening date of a solicitation. Information is updated as it becomes available. An award, or recommendation of award, may be made at any time after the scheduled opening date of a solicitation. You may obtain award and other solicitation information in a variety of ways, such as:

• Solicitation documents are available for download from the City's e-Procurement

Portal ("Portal"):

You may access solicitation information by visiting the City’s Portal by clicking on the following link: https://procurement.opengov.com/portal/orlando

• You may also contact the Procurement and Contracts Division at (407) 246-2291 or visit us during normal business hours, to obtain award information and other documents at:

City of Orlando

Procurement and Contracts Division

400 South Orange Avenue, Fourth Floor

Orlando, Florida 32801

Please remember, email notification is provided as a courtesy to our Respondents, but it is the Respondent's responsibility to check with the City of Orlando’s Portal at:

https://procurement.opengov.com/portal/orlando for current solicitations and other procurement information.

We appreciate your interest in doing business with the City of Orlando.

2.2. CONTRACT TERM

It is the intent of the City to award a Contract for a three (3) year term to begin upon approval and execution by the City. The Contract may, by mutual assent of the parties, be renewed for two (2) additional twelve (12) month periods or portions thereof, up to a cumulative total of sixty (60) months.

2.3. SCHEDULE

The Timeline Section of this solicitation contains the scheduled calendar of events with important dates and times for this Solicitation. Dates and times are subject to change by the City’s Chief Procurement Officer (CPO) or designee, at their sole discretion. If the

Procurement and Contracts Division determines that it is necessary to change these https://procurement.opengov.com/portal/orlando https://procurement.opengov.com/portal/orlando dates or times prior to the Solicitation Due Date, the change will be announced via an addendum.

2.4. PRE-SOLICITATION CONFERENCE

The purpose of a Pre-Solicitation Conference is to review and discuss the solicitation (and any addenda) as published. A representative from the Procurement and Contracts

Division and a technical representative from the using department will be present to discuss the solicitation.

3. SUBMITTALS

Respondents are solely responsible for ensuring that their submittals are complete, uploaded and submitted in the e-procurement Portal by the Due Date and time. The City shall not be responsible for any submission delays or failures caused by any occurrence. Respondents are expected to examine this solicitation, specifications, associated drawings, if any, and all instructions. Failure to do so will be at the

Respondent's risk.

Each Respondent shall furnish the information required on each response/submittal form and each accompanying sheet thereof on which an entry is made.

The following items must be completed and uploaded as part of your electronic submittal and are contained in the Vendor Questionnaire Section. Failure to complete and return required forms may result in your bid being deemed non-responsive and not considered for award.

A. Pricing - All prices shall be entered online through the City's e-Procurement portal.

B. Attachment A - References. This form must be downloaded, completed, and uploaded as a part of the submittal.

C. Attachment B -Respondent's Certification Form. This form must be downloaded, completed, signed, notarized, and uploaded as a part of the submittal.

D. Attachment C - Contract and Acceptance Form. This form must be downloaded, completed, signed, notarized, and uploaded as a part of the submittal.

E. Attachment D - Conflict of Interest Disclosure Form. This form must be downloaded, completed, signed, and uploaded as a part of the submittal.

F. Attachment E - Confidential and/or Proprietary Information Exemption Form.

This form must be downloaded, completed, signed, scanned, and uploaded as a part of the submittal.

G. Attachment F - Veteran Business Enterprise Participation Form. This form must be downloaded, completed, and uploaded as a part of the submittal.

H. Attachment G - Human Trafficking Affidavit. This form should be downloaded, completed, signed, notarized, and uploaded as a part of the submittal.

I. Copy of Respondent's current W-9 is to be signed and uploaded as a part of the submittal.

J. Bid Security, if applicable.

K. Proof of insurance - If applicable, please refer to Section 5 – Insurance

Requirements

L. Attachment H - Equipment Listing Form. This form must be downloaded, completed, and uploaded as a part of the submittal.

M. Attachment I - Proposer Personnel Listing Form. This form must be downloaded, completed, and uploaded as a part of the submittal.

N. Attachment J - Supplies and EPA# Form. This form must be downloaded, completed, and uploaded as a part of the submittal.

Respondents shall register on the City’s e-Procurement Portal. Once registered, Respondents may view and click "Follow" to be a Prospective Respondent for this solicitation and will appear on the Follower’s list. Respondents that fail to Follow this project will not receive automated Addenda notifications, nor will they be able to submit a response in the Portal, and therefore will be unable to participate, nor be considered for this solicitation. Respondents must click “Draft Response” to properly begin and submit a response in the Portal.

The City will accept responses to this solicitation electronically via the e-Procurement

Portal until 2:00 PM on Monday, August 4, 2025. Responses received after the scheduled due date and time for submission will not be accepted. Responses submitted in any other format other than via the City's e-Procurement Portal, including but not limited to, hard copy (mailed or hand delivered), facsimile, or emailed submittals, will not be accepted, nor considered. The scheduled due date and time for submission will be scrupulously observed.

Neither the City, nor the Software Administrator will be held responsible for untimely submissions due to personal or company internet or hardware limitations, settings or restrictions, internet speed, power outage, network connection, use of a malfunctioning electronic device, or the like. Respondents shall be solely responsible for ensuring the capability of their computer system while responding to this solicitation, and for the stability of their internet service. Uploading large documents may take significant time depending on the size of the file(s) and the Internet connection speed that the

Respondent is using to submit a response. Failure of the Respondent to successfully submit an electronic response before the deadline indicated herein shall be at the

Respondent’s sole risk, and no relief will be given for late and/or improperly submitted response. Once file(s) have been uploaded and the Submission Status shows as

“Submitted” the submission is complete. At that point, the Respondent will also receive an email confirmation from the Portal.

Respondents may withdraw their submittal electronically via the Portal at any time prior to the scheduled due date and time for submission.

4. SCOPE OF WORK

4.1. Scope of Work

The Contractor shall provide all labor, materials, supplies, equipment, chemicals and consumables necessary to perform the janitorial services as specified herein. Please refer to Section 4.4 (Equipment and Supplies) Item B. which outlines what consumable restroom items are supplied by the City.

A. Daily

1. The following services will be provided by the Contractor on a daily basis.

2. Outside of entry ways, the ash cans are to be emptied and cleaned on the outside of the cans. The Contractor is not responsible for filling with new ash.

3. Waste containers located inside the buildings are to be emptied and replaced with new liners. The outside of the containers should be wiped clean. Trash bag liners are to be provided by the Contractor.

4. All floors, not including carpet, are to be vacuumed/swept and damp mopped with a germicidal solution. A separate mop should be used when cleaning the restroom floors from the cleaning of the other floors. Also, please do not clean with dirty water as it creates an unfinished look to the floors.

5. Vacuum all carpeting, including throw rugs, at entrances and exits. Any spots, stains or spills that are present will require spot cleaning.

6. Sweep to remove all trash and debris near and around entrances.

7. Clean, polish and sanitize all drinking fountains. If the walls behind the fountains become dirty, then they are to be washed or wiped clean.

8. All surfaces of glass (inside and outside glass doors, inside windows, entrances, and glass partitions) shall be clean and free of dirt, grime, streaks, excessive moisture, and shall not be cloudy.

9. Restrooms and Shower Rooms

a. All floors are to be are to be vacuumed/swept and damp mopped with a germicidal solution. A separate mop should be used when cleaning the restroom floors from the cleaning of the other floors. Also, please do not clean with dirty water as it creates an unfinished look to the floors.

b. Mirrors are to be clean and bright.

c. Polish all bright metal work.

d. Clean and sanitize urinals, toilets, washbasins and sinks (inside and outside).

e. Shower stalls and shower floors are to be cleaned with a germicidal solution. Abrasive cleaners shall not be used on resilient surfaces. Hard finish wainscots, glazed surfaces or ceramic tile surfaces are to be free of film and deposits. Walls and floors adjacent to fixtures shall be free of spots, drippings, and watermarks.

f. Waste containers are to be emptied and replaced with new liners. The outside of the container is to be wiped clean. Trash bag liners are to be provided by the Contractor.

g. Remove trash and debris within the rooms and around or near entrances.

h. Restock restroom consumable items until the next scheduled service. Please refer to Section IIX. (Equipment and Supplies) Item B.

which outlines what consumable restroom items are supplied by the City.

10. Breakrooms

a. Wipe down and/or wash all tables, chairs, counter tops and kitchen sinks with a germicidal solution.

b. Floors are to be swept and damp mopped with a germicidal solution. A separate mop should be used when cleaning the restroom floors from the cleaning of the other floors. Also, please do not clean with dirty water as it creates an unfinished look to the floors. Chairs in breakrooms are to be moved prior to sweeping and damp mopping. Any moving of furniture is to be returned to their original position.

c. Waste containers are to be emptied and replaced with new liners. The outside of the container is to be wiped clean. Trash bag liners are to be provided by the Contractor.

B. Weekly

The following services will be provided by the Contractor once per week or as otherwise instructed.

1. All office furniture and equipment, including top, sides and fronts of office furniture are to be cleaned.

2. All floors, not including carpet, are to be spray buffed.

3. All woodwork including baseboards, rungs of chairs, ledges as high as can be reached. Door frames are to be cleaned of smudges and fingerprints.

4. Baseboards to be cleaned a minimum of once a week. The accumulation of wax on baseboards, around doorways and furniture is to be removed completely.

5. All high dusting, including picture frames, tops of lockers, file cabinets, cobwebs, etc., to be performed a minimum of two times per week.

C. Monthly

The following services will be provided by the Contractor once per month or as otherwise instructed.

1. Exposed parts of HVAC (heating, ventilating and air conditioning) vents, including return vents, are to be cleaned once per month, or more often as required.

2. Blinds are to be wiped clean.

3. All woodwork, door frames, windowsills, ledges, rungs of chairs, all ledges as high as can be reached shall be cleaned.

4. Light switches and door kick plates are to be wiped clean.

5. All furniture, picture frames, bookshelves, and file cabinets shall be dusted.

6. Lockers in the restrooms are to be cleaned on the outside surfaces only including cleaning on the top of the locker.

7. Floor Drains

A bleach solution shall be poured into floor drains to prevent breeding of roaches, insects, flies, sewer bugs, etc. once per month in all restrooms, shower rooms, kitchens and breakrooms where floor drains are located.

8. Stairways and Elevators

a. Stairways - Stair landings and steps shall be swept or vacuumed. Hand railings, ledges, grills, fire apparatus, and doors shall be dusted. Steps and landings shall be wet mopped or scrubbed.

b. Elevators - All surfaces in the interior of the car shall be cleaned including doors and crevices on the corridor side of the elevator, and all bright metal surfaces polished. Resilient floors shall be cleaned and spray buffed. Carpet floors shall be vacuumed.

D. Periodic

The following services will be provided by the Contractor on a periodic basis.

1. Unless otherwise indicated or directed, all floors (excludes carpet and vinyl floors) shall be stripped and refinished four (4) times per year. The

Contractor shall notify the City Wastewater Division prior to performing this service.

2. Vacuuming of workstation walls should be done two times per year

4.2. Technical Specifications

Services performed under the Contract shall be subject to inspection for compliance with the following minimum acceptable standards:

A. Regular Working Hours

The City's regular working hours are from 8:00 a.m., Local Time, Orlando, Florida, to 5:00 p.m., Local Time, Orlando, Florida, Monday through Friday, excluding City holidays. Some of the facilities may have varied working hours for its’ employees. The selected Contractor will be given a schedule and a City contact person for each facility. Note: If a regular cleaning day should happen to fall on a

City Holiday, the Contractor will be notified by the City and other arrangements will be made.

B. Daily

Daily services shall be performed once every twenty-four (24)-hour period except where specifically noted otherwise.

C. Weekly

Services specified as weekly shall be performed during each seven (7) day period with a minimum of two (2) days between services.

D. Monthly

Monthly services shall be performed once during calendar months at intervals of 28 to 31 days.

E. General

For all operations where furniture and equipment are to be moved, no chairs, wastepaper baskets or other similar items shall be stacked on desks, tables or windowsills. Upon completion of work, all furniture and equipment is to be returned to its original position.

Baseboards, walls, furniture and equipment shall in no way be splashed, disfigured nor damaged during these operations. Proper precautions shall be taken to advise building occupants of wet and/or slippery floor conditions during cleaning operations including posting of warning signs and barricades. All Contractor tools and equipment shall be maintained and be in working condition at all times. All waxed surfaces are to be maintained so as to provide safe anti-slip walking conditions.

F. Sweeping and Damp Mopping

After sweeping and damp mopping operations, all floors shall be clean and free of dirt streaks. No dirt shall be left in corners, under furniture, behind doors, treads or any other location. Floors shall be swept or dust mopped to remove loose dirt, grit, streaks, smears, stains, and trash. All entrances and other assigned areas shall be swept clean of all dirt and trash.

There shall be no dirt, trash or foreign matter under desks, tables or chairs. Extreme care will be exercised to prevent splashing of baseboards, furniture or other equipment with mop water and to prevent water from seeping under baseboards, furniture, or equipment. Hard to reach spaces, such as corners, which are inaccessible with the mop shall be cleaned by hand or other method.

A separate mop should be used when cleaning the restroom floors from the cleaning of the other floors. Also, please do not clean with dirty water as it creates an unfinished look to the floors. All mopped floors shall present a clean, uniformly bright appearance, free from streaks, scuff marks, smears, mop strings, standing liquid, and residue.

G. Wet Mopping and Scrubbing

The floors shall be properly prepared for wet mopping and scrubbing including sweeping the floor and removal of gum, tar and similar substances. On completion of the mopping and scrubbing, the floors shall be clean and free of dirt, water streaks, mop marks, string, etc., properly rinsed, and dry mopped to present an overall appearance of cleanliness. All surfaces shall be dry and corners and cracks clean after the wet mopping or scrubbing. When scrubbing is designated, it shall be performed by machine or by hand with a brush.

H. Carpet Cleaning

All carpeting shall be vacuumed daily, including throw rugs. Carpets shall be spot cleaned as required. Carpets and rugs shall be free of streaks, stains and spots and shall have a bright uniform color. Pile rugs and carpets shall be brushed against the pile to loosen soil and open pile tufts, followed by thorough vacuuming. Spots of ink, oil, coffee, food, and other stains shall be removed without wetting the padding or backing.

Industry standard, chemical “spot lifting” techniques are to be utilized to lift “simple spots” up to 5” diameter. Larger diameter spots or “stubborn” spots may require a more specialized carpet cleaning method. The Contractor is to notify City

Representative(s) as soon as possible of this fact and also, record it in the Log

Book.

I. Floor Finishing

The job of floor finishing includes the cleaning and applying of a protective finish to floor surfaces.

1. Sweeping: Sweep floors thoroughly. Remove all foreign objects, including staples, paper, gum, adhesive materials, dirt, tar, etc.

2. Stripping: Remove all old finish or wax from floors, using a concentrated solution of a liquid cleaner specifically designed for this purpose. Cleaner shall be applied with a mop, and scrubbed with an electrical polishing machine with scrub brush or a medium grade-scrubbing pad. Extremely stubborn spots, gum, rust, burns, etc., shall be removed by hand with a scouring pad dipped in the cleaning solution. Corners and other areas that the polishing machine cannot reach shall be scrubbed and thoroughly cleaned by hand. Care shall be exercised so that baseboards, walls, and furniture shall not be splashed nor marred. Cleaning solution shall be taken up with a mop or a water pickup machine. The floor shall be rinsed twice with clean water to remove all traces of cleaning solution. Care shall be taken to prevent flooding the floor with water; just enough water as required for a good rinsing shall be used. Floor shall be allowed to dry thoroughly after rinsing.

3. Finishing: Apply a minimum of three coats of floor finish, allowing sufficient drying time between each coat. All other coats should be applied to within four inches of the baseboard.

NOTE: Should there be more than eight (8) hours' delay before applying finish after the floor has been cleaned or between coats, the areas must be re-cleaned to remove surface dirt and scuff marks before applying finish.

J. Periodic Spray Buffing/Burnishing

Periodic spray buffing and burnishing shall be accomplished as required to maintain the flooring.

K. Policing

Policing includes the performance of the following tasks at the stated frequencies as specified in the bid specifications. Picking up and removing from areas inside the building: all paper, trash, empty bottles, and other discarded materials;

maintaining wall hung and floor type trash receptacles in a neat and presentable condition; picking up and removing from areas inside the building: gum, spots of tar, and other foreign substances; tidying up drinking fountains and glass surfaces;

mopping up wet areas caused by spillage, accidents or inclement weather.

L. Damp Wiping

Damp wiping consists of using a clean damp cloth or sponge to remove all dirt, spots, streaks, and smudges from walls, glass, and other specified surfaces and then drying to provide a polished appearance. The wetting solution shall contain an appropriate cleaning agent. A multipurpose disinfecting/deodorizing cleaner shall be used when damp wiping in toilet areas.

M. Bright Metal Polishing

Bright metal polishing shall be performed by damp wiping and if required, use of a suitable polishing agent and drying with a cloth.

N. Glass Enclosures and Partitions

After each cleaning, all glass shall be clean and free of dirt, grime, streaks, excessive moisture, and shall not be cloudy.

Window sashes, sills, woodwork around interior glass and other surroundings shall be thoroughly wiped free of drippings and other watermarks.

Workers shall use pads to protect windowsills when standing on or placing cleaning materials on them, and the Contractor shall furnish all such pads and/or cloths necessary to protect the City’s property. The glass cleaning shall be scheduled and performed to provide the least inconvenience to the building's occupants.

O. Porcelain Cleaning

Porcelain fixtures (drinking fountains, washbasins, urinals, toilets, etc.) shall be clean and bright; there shall be no dust, spots, stains, rust, green mold, encrustation nor excess moisture.

P. Walls and floors adjacent to fixtures shall be free of spots, drippings, and watermarks. Floor drains shall be kept free of debris.

Drinking fountains shall be kept free of trash, ink, coffee grounds, etc., and nozzles free from encrustation and wiped down with a multipurpose disinfecting/deodorizing cleaner.

Q. Dusting

1. Cleaning and Dusting - Dusting shall be accomplished by the use of vacuum cleaners, cleaning cloths or yarn dusters. Dusting shall be performed in a manner that minimizes dispersion of dust in the air. Dusting operations shall include, but not be limited to, furniture, cabinets, partitions, trim, ledges, wainscots, air conditioners, lamp shades and miscellaneous office furniture, and panel tops, window and door ledges, baseboards and miscellaneous equipment installed on walls up to seven (7) feet above the floor.

2. Wall and partition surfaces shall present a clean appearance throughout, and be free of dirt, cobwebs, and streaks. Where space permits, wall surfaces behind furniture or equipment shall be wiped down, vacuumed and/or cleaned with narrow brushes. All dusted surfaces shall present a clean appearance, free of smears, streaks and omissions.

3. Blinds - Blinds shall be damp wiped. Cleaned blinds shall be free of dust, stains, and streaks. Special care shall be taken to prevent damage to operating mechanisms of blinds during the cleaning operations.

4. Draperies – Draperies shall be cleaned using an ordinary household vacuum cleaner with proper attachments. Upon completion of vacuuming, draperies shall be rearranged or re-hung as required in event fastenings become loose during cleaning.

R. Restrooms

1. Cleaning - Restrooms shall be kept free from dirt, soil, graffiti, and stains.

2. Restroom Fixtures - All restroom fixtures including water closets, urinals, lavatories, and sinks shall be washed inside and outside utilizing a disinfectant and shall be free of stains and odors. Liquid soap dispensers, where existing, shall be filled. Bar soap shall be placed in restrooms that have no liquid dispensers.

3. Restroom consumable items - The Contractor shall maintain adequate supplies to last until the next scheduled service. Please refer to Section IIX.

(Equipment and Supplies) Item B. which outlines what consumable restroom items are supplied by the City.

4. Sweep/Mop Restroom Floors - Floors shall be swept to remove loose dirt, grit, and trash, then wet mopped using a solution of disinfectant, detergent and hot water. Cotton or sponge mops may be used. Stains and spots shall be scrubbed, if necessary, to remove. Floor surface shall be free of dirt, marks, film, streaks, water and debris. Separate mops shall be used for restrooms only.

5. Interior Walls - All walls and partitions shall be cleaned with a clean cloth or sponge and lukewarm mild detergent solution, followed by a water rinse and drying with a clean cloth or sponge. Abrasive cleaners shall not be used on resilient surfaces.

6. In addition to the above, restroom service includes spot cleaning all surfaces, as required, to remove finger marks, spots, stains, and other marks to match surfaces of adjacent areas. Surfaces shall have a uniformly clean appearance, free of dirt, dust, graffiti, streaks, stains, lint, cobwebs, and cleaning marks. Hard finish wainscots, glazed surfaces or ceramic tile surfaces should be free of film and deposits. Mirrors shall be cleaned with an approved glass cleaner.

S. Kitchens and Breakrooms

1. Wipe down and/or wash all tables, chairs, counter tops and kitchen sinks with a germicidal solution daily.

2. Floors are to be swept and damp mopped with a germicidal solution daily.

3. Garbage cans are to be emptied, cleaned and trash bag/liners replaced daily. Trash bag/liners will be supplied by the City.

4. Microwave ovens are to be cleaned inside and outside two times per week.

5. Refrigerators are to be cleaned on the outside surfaces once per week. This does not include the cleaning on the inside of refrigerators.

T. Miscellaneous Work Items

1. Drinking Fountains - All chrome or bright finish fittings shall be wiped clean with a damp cloth. All enamel shall be washed with a detergent solution. Metal polish or abrasives shall not be used on water outlet or spigot. Wipe adjacent surfaces clean with a damp cloth. Fountains shall have no streaks, film or spots. Metal parts shall be clean and bright.

2. Shower Stalls - All shower stalls, including floors, shall be cleaned using detergent and scouring powder, if necessary, to remove stubborn spots and stains. Showerheads and bright colored fixtures shall be cleaned with scouring powder. Non-injurious chemicals may be used to remove soap film and residue and to inhibit fungus growth. Showerheads, handles, and soap containers shall be clean and bright. All soap film and scouring powder shall be completely removed.

3. Mirrors - All mirrors shall be cleaned using plain water or cleaning solution prepared for this purpose. Scouring powders or ammonia shall not be used. All mirror surfaces and adjacent areas shall be free of film, streaks, stains, and deposits. All mirrors installed in bathrooms are considered to be a part of the bathroom fixture cleaning.

4. Lockers – The lockers in the restrooms are to be cleaned on the outside surfaces only including cleaning on the top of the lockers.

5. Stairways and Elevators

a. Stairways - Stair landings and steps shall be swept or vacuumed. Hand railings, ledges, grills, fire apparatus, and doors shall be dusted. Steps and landings shall be wet mopped or scrubbed.

b. Elevators - All surfaces in the interior of the car shall be cleaned including doors and crevices on the corridor side of the elevator, and all bright metal surfaces polished. Resilient floors shall be cleaned and spray buffed. Carpet floors shall be vacuumed.

6. Stoops/Entranceways

7. Stoops and entranceways shall be swept and damp mopped daily. An area extending five feet from the stoop will be policed for trash, cigarette butts, etc. Stoop and entranceways will be kept free of cobwebs, mud daubers, bird nest, etc. Door wells shall be free of debris. All entrance mats shall be cleaned free of soil and grit. Soil and moisture underneath entrance mats shall be removed and mats returned to the original locations.

8. Equipment - Broken, non-operative, damaged, and missing equipment shall be reported immediately to City Representative(s).

U. Waste Collection and Removal

Trash shall be placed in outside refuse containers as soon as possible after collection. Bags of trash shall not be left in passageways or inside of the buildings to create a nuisance or an eyesore. Any trash dropped shall be immediately retrieved by the Contractor and properly placed in the trash receptacle.

Any liquids spilled during the process of trash removal shall be cleaned up immediately. Contractor employees will ensure that dumpster side doors are closed following trash disposal.

Empty and Clean Waste Receptacles. This includes trash containers, sanitary napkin receptacles, ashtrays, stands, and butt cans. All trash containers shall be emptied daily.

Contents of these containers shall be placed in outside refuse containers. Smoker’s receptacles (i.e. stands and butt cans) shall be emptied in a metal container to prevent fire hazards and placed in outside refuse container. All receptacles shall be wiped clean after each emptying. Sand in urns or butt cans shall be changed or sifted weekly and sand shall present a neat appearance. All containers shall be cleaned and washed as needed to provide a sanitary condition, free of all dirt, debris, odor and residue.

The City has dumpsters outside of each facility for the Contractor’s use.

V. Polish Furniture

All furniture that requires polishing should be cleaned and wiped of spots and stains.

4.3. Contractor Responsibilities

A. The Contractor shall be fully responsible for the performance of their employees and for the completion of all work as specified in the scope of work as outlined in the specifications. The Contractor’s project supervisor should work closely with their personnel to ensure that this is being met.

B. Completed work areas shall be clean and presentable as determined by City

Representative(s). In the event of unsatisfactory work, the Contractor shall

C. promptly correct any deficiencies without additional compensation.

D. Contractor’s Project Supervisor shall meet with City Representative(s) no less than once per quarter to review past janitorial inspections, operational issues and upcoming events. The Contractor’s project supervisor is to be “on call” and available during working hours in the event there are any issues the City needs to address.

E. The Contractor's employees shall be thoroughly trained in all phases of the work and shall be neat in their personal appearance while performing said work. Any

Contractor employee deemed by the City to be incompetent in the performance of work under this Contract, discourteous, or otherwise objectionable shall be reported to the Contractor's Supervisor.

F. The Contractor shall furnish each employee with appropriate shirts or uniforms bearing company name or logo and employee’s first name (no nicknames). All

Contractor personnel shall be in the proper uniform as approved by the City

Representative(s) and will be neat in appearance. Contractor’s personnel must have on their person an ID badge, in an easily visible location.

G. If the Contractor’s employees are going to be late or cannot make their cleaning schedule, the Contractor shall notify City Representative(s) immediately, giving the location and reason why cleaning was not or will not be provided.

H. When work is being performed after hours when the facilit(ies) are closed, the

Contractor is responsible for closing and locking all doors and windows and turning off all lights.

I. Vandalized, broken, non-operative, damaged, and missing equipment as well as graffiti is to be reported immediately to City Representative(s). If the City

Representative cannot be reached by phone, then leave a voicemail message or text message stating what has happened and to what location.

4.4. Equipment and Supplies

A. Equipment

Equipment used by the Contractor shall meet the following standards.

The equipment's safety devices shall be maintained in proper working order at all times. If the City Representative determines that the equipment is deficient, the

Contractor shall be notified immediately and the Contractor shall remove the equipment from service until the deficiency is corrected to the satisfaction of the

City.

All equipment and vehicles used by employees of the Contractor shall display the

Contractor name in a prominent and clearly legible manner. Contractor’s company name on vehicles must have letters that are a minimum height of 2-

1/2”. Contractor employees working on City properties must have a vehicle that is marked with the Contractor’s name.

If, in the opinion of City Representative(s), the Contractor has insufficient equipment on the job to satisfactorily complete the work within the required time, Contractor shall provide additional equipment as directed by City Representative(s).

Equipment utilized by the Contractor must operate from existing sources of electricity and at a minimum noise level.

B. City Furnished Items

The City shall provide the following consumable restroom supplies: toilet paper, toilet seat covers, paper towels, liquid soap for dispensers, bar soap, feminine sanitary napkins. The Contractor will pick up supplies from the City’s

Representative(s) and install in restrooms as needed to maintain adequate supply until the next scheduled cleaning.

The City will make available to the Contractor the use of janitor’s closets and storage rooms. These areas are to be kept clean, neat and tidy at all times.

C. Contractor Furnished Items

All other materials, supplies and equipment required to provide the necessary services shall be furnished by the Contractor and shall be of the type and size suitable for the efficient performance of the services provided under the

Contract. This includes cleaning agents, disinfectants, floor cleaners, wiping cloths, and trash bag liners. There is a Janitor’s closet at each facility for the Contractor’s use. These storage areas where these items are stored in each facility shall be kept clean and neat in appearance at all times.

D. “Green” Cleaning Agents

The Contractor shall provide “Green” cleaning chemicals, equipment, procedures and training. A list of chemicals to be used under this contract shall be submitted to the City’s Representative for approval prior to the commencement of the contract. Any new products to be introduced during the course of the contract must be approved by the City’s Representative(s). Bleach and/or ammonia shall not be used without the prior approval of the City’s Representative(s) unless specified.

Cleaning products to be used in the performance of this contract include the following:

1. All purpose cleaner

2. Glass cleaner

3. Neutral disinfectant

4. Industrial cleaner

5. High dilution disinfectant

Green cleaning products must meet the Green Seal Environmental Standards and have the Green Seal of Approval on the label. Since improvements in the “green” technology are still emerging, the City reserves the right to require the Contractor to use additional Green Seal products and equipment as they become available.

The City reserves the right to discontinue the use of any of these products should they prove to be insufficient to perform the tasks required.

Contractor shall maintain and have readily accessible to all employees Safety Data

Sheets (SDS) for all supplies used in janitorial operations. Current copies of SDS will be placed in a three ring binder and labeled appropriately. A copy will be provided to the City.

4.5. Other Information

A. Payments

The City shall not pay the Contractor for services not provide or not provided in accordance with the bid specifications and requirements. The City will deduct a percentage of the total amount due for those services not so provided as follows:

1. Floor Cleaning (including baseboards, sweeping, scrubbing, damp and wet mopping, floor stripping/waxing, carpet vacuuming and spot cleaning) 35%

2. Clean/Restock Restrooms (showers if applicable) 20%

3. Dusting (including, but not limited to, picture frames, tops of lockers and file cabinets) 10%

4. Heating, Air Conditioning and Ventilating Vents 10%

5. Waste Collection and Removal 15%

6. Stairway, Elevators, and Drinking Fountains 10%

7. Nothing in the foregoing provision shall diminish nor abrogate the City's rights pursuant to the "Default" clause or other terms and conditions of the Contract.

A. Service Calls

Service calls consist of providing all labor and material necessary to perform cleaning tasks during regular working hours that are necessary due to the

Contractor’s failure to perform the required task(s) during the previous cleaning cycle. The Contractor shall respond within one (1) hour of service call being placed. Service calls shall be completed within two (2) hours from receipt of call or from time of response (which, in turn, is within one hour from call time).

NOTE: Contractor must provide City with a cell phone number so service calls placed can be attended to within one (1) hour.

The City will not be unreasonable in the use of this recall procedure.

C. Termination of Contract

If at any time during the contract period the City determines that service has become unsatisfactory, the City reserves the right to cancel the contract. The

Contractor will be notified of such action in writing and cancellation will be effective immediately. If the contract is cancelled, the City may offer the next low

Bidder the opportunity to provide the services at the original bid pricing. Repeated failure by Contractor to perform cleaning services as required and specified under this contract will be grounds for termination of the contract.

D. Qualified Employees

The Contractor's employees shall be thoroughly trained by the Contractor in all phases of work to be performed under the Contract. Contractors employees assigned to the City’s facilities shall be neat in their personal appearance. Any

Contractor employee deemed by the City to be incompetent in the performance of work under the Contract, discourteous, or otherwise objectionable shall be reported to the Contractor's superintendent who shall take immediate action to remove said employee from assignment to the City’s facilities.

The Contractor shall furnish, at no expense to the City, their employees with appropriate uniforms having proper identification thereon of the name of the employee and the name of the Contractor. Contractor’s employees shall wear said uniforms and identification badges to be visible on their person when performing work at City facilities. Any replacement uniforms and identification badges are the responsibility of the Contractor.

E. Work Rules

Contractor's employees shall not remove papers from desks or other office furniture;

open desk drawers or cabinets; use telephones, computers, fax machines, copiers, kitchen/breakroom equipment (including refrigerators, microwaves). These are not provided for the Contractor’s use.

Contractor's employees shall report to their superintendent any hazardous conditions or items in need of repair noted during the performance of their work, and said superintendent shall thereupon notify the City’s Representative(s) immediately.

When services under the Contract are performed during closed hours, Contractor employees shall be responsible for closing and locking doors and windows, arming security alarm systems (where applicable), and for turning off lights in order that electrical power may be conserved.

If the Contractor’s employees are going to be late or cannot make their cleaning schedule, the Contractor shall notify City Representative(s) immediately, giving the facility location and reason why cleaning was not or will not be provided.

Contractor employees shall not eat or smoke on property. Contractor employees shall not bring any individuals with them on premises not employed by the

Contractor.

F. Inspections

The City's representative shall make periodic inspections to ensure that conditions and standards set forth herein are being complied with.

The City's representative shall report to the Contractor's superintendent those areas which are not being cleaned and maintained in accordance with the terms of the Contract, and said Contractor's superintendent shall take immediate corrective action as required to fully comply with the terms as set forth therein. In the event corrective action is not effected within four (4) hours, the City may clean the subject area with City staff, and charge the Contractor for services performed by the City or make a deduction from the Contractor’s invoice for services that were performed by City staff.

G. Log Book

The City will provide a Log Book (Check List) to record completion of tasks and communicate problems or deficiencies encountered by the Contractor and its employees to the City. The Log Book shall be maintained throughout the term of the contract. The form may be provided by the Contractor if approved by

City Representative(s). The following information will be included:

1. Location(s) cleaned, date, start/finish times and Contractor employee’s name(s).

2. At the end of scheduled service, Contractor’s employee shall sign in and sign out, explaining any problems or deficiencies encountered in the performance of the work.

3. Deficiencies in the performance noted by the City’s Representative from the previous day's inspection shall also be entered to keep a chronological record of all problems.

4. The Contractor's supervisor shall sign the Log Book, which verifies that he/she has read and acknowledges any deficiencies and/or comments. This signature shall also serve as the Contractor’s verification of its employee’s time on job

(sign-in and sign-out times).

5. The next day, the Supervisor shall enter what efforts were expended to remedy any deficiencies noted from the previous day's work and sign off.

6. The Log Book sheets shall be kept at each location and provided to the City

Representative at the end of each week.

7. Contractor’s Project Supervisor shall meet with City Representative(s) no less than once per quarter to review past janitorial inspections, operational issues and upcoming events.

NOTE: FAILURE TO COMPLY WITH THE ABOVE SECTION WILL BE

GROUNDS FOR CONTRACT TERMINATION.

4.6. Background Screening

A. The selected Contractor must obtain a “Criminal Background Check Report” from the Florida Department of Law Enforcement (FDLE) for all its employees assigned to work at a City location. These reports must be completed and received by the City prior to the employee beginning work under this contract. Reports shall be updated annually thereafter unless otherwise agreed to in writing by the City. Copies of the initial FDLE report shall be provided to the

City’s Procurement & Contracts Department prior to assignment of any employees to a City location and within ten (10) days of receipt thereafter.

B. Prior to providing the FDLE report to the City, Contractor must obtain the written consent of any assigned employees to release all background check reports to the City and to allow the City to perform its own additional criminal background investigation of any assigned employee at any time should the City so desire in its sole discretion. The City in its discretion may provide a form for the

Contractor to sign and have its employees sign for such purpose. Written consent must be provided to the City with the FDLE report for each employee.

C. No employee of Contractor shall be permitted to work at a City location if at the

City’s discretion, the City determines that the Contractor’s employee is not eligible to work at a City location based on the results of the Criminal Background

Check Report. The City will notify the Contractor promptly of any such determination.

4.7. Security Requirements

A. The Contractor shall be responsible for keeping the building(s) locked while janitorial services are performed, and exclude all unauthorized persons. The

Contractor shall be responsible for locking and securing all doors and windows and turning off all lights when the Contractor's employees leave assigned work areas.

B. As needed, the Contractor shall be issued keys and a key code to operate the electric gates to the buildings in which the janitorial services shall be provided. In the event of contract termination or upon completion of the contract, all monies due the Contractor shall be withheld until the Contractor has surrendered all keys.

C. If the Contractor is unable to produce any of the keys issued, the Contractor shall assume full financial responsibility for changing the affected locks and replacement keys.

D. The Contractor shall be required to pay for replacement keys should it be determined by the City that such replacement is necessary for the reason of lost key(s) by the Contractor.

NOTE: For gaining access to facilities with an electric gate: The Contractor will be given a key code to operate the gate and the key pad can be found at the front of each gate. This will be required to not only open the gate, but is used to also close the gate securely behind them.

4.8. Operator Safety, OSHA Rules

A. All employees of the Contractor must follow normal safety rules as recommended by OSHA such as safe handling of all equipment, safe handling of chemicals, etc., and follow any safety rules enforced by the City, which will be explained to the winning bidder.

B. Contractor employees will be trained at the Contractor’s expense and follow all

Federal, State, and Local laws and OSHA regulations and guidelines.

C. Contractor shall perform initial and ongoing training, at no additional cost to the

City, for janitorial supervisory employees and staff in proper handling of…