Outdoor Custodial Services for W Dearborn Street in Englewood.pdf

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Outdoor Custodial Services for W Dearborn Street in Englewood
Solicitation number
262900MM
Issued by
Sarasota County, Florida

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This Invitation for Bids (IFB #262900MM) is issued by Sarasota County, Florida, seeking a contractor to provide outdoor custodial services for W Dearborn Street in the Englewood Business District's Main Street Overlay District. The services include trash collection from thirty-five trash containers, trash receptacle cleaning and sanitization, litter control within a five-foot radius of each container, and biohazard cleanup. The contractor must service the corridor between N Indiana Avenue and Harbor Lane. Work hours are 8:30 a.m. to 4:30 p.m., with service requirements varying seasonally: seven days per week (including holidays) from October through April, and five days per week (Monday through Friday, including holidays) from May through September. Bidders must demonstrate minimum qualifications including seven years of experience in outdoor trash collection, outdoor furnishing cleaning and sanitization, and biohazard cleanup, with at least two references per service category. All bids are to be submitted electronically through OpenGov Procurement at https://procurement.opengov.com/portal/scgov. Award will be made to the responsive and responsible bidder submitting the lowest total bid price, with local and American business preferences not applicable due to grant funding requirements.

Contractor pricing must include all trip charges, mileage, vehicle costs, and labor in hourly rates, with only on-site time billable. The contractor furnishes all equipment, vehicles, supplies, cleaning products (which must be Green Seal or Eco Logo certified), and trash bags meeting specified 3.0 mL outdoor-rated black plastic requirements. The County supplies water at designated fountains and spigots. Contractor must maintain comprehensive insurance including Workers' Compensation ($500,000 minimum per accident), Commercial General Liability ($1,000,000 each occurrence/$2,000,000 aggregate), Business Automobile Liability ($1,000,000 combined single limit), and Pollution Liability ($1,000,000 per claim). The contractor must employ an English-speaking manager available by cellular phone, maintain updated staffing plans with backup coverage, conduct weekly inspections, and submit monthly reports. Monthly invoices require CRA Manager approval, with deductions for performance deficiencies and $75 penalties for no-show incidents if not corrected within one hour. Major deficiencies require correction within two hours or next working day; minor deficiencies within the next workday.

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INVITATION FOR BIDS (“IFB”) - PART I

IFB Part I Revised 10/6/25 Page 1 of 4

IFB #: 262900MM

IFB TITLE: Outdoor Custodial Services for W Dearborn Street in Englewood

1.0 PURPOSE

Sarasota County (“County”), a political subdivision of the State of Florida, will receive bids on the date indicated in OpenGov Procurement (“OpenGov”), the County’s electronic procurement portal, for the purpose of selecting a contractor to provide outdoor custodial services for W Dearborn Street in the Englewood Business District, including trash collection, trash receptacle cleaning, and litter control services as stated herein.

Bidders are required to comply with Part II, Scope of Services.

OpenGov is located at https://procurement.opengov.com/portal/scgov

2.0 BIDDER

2.1 For the purpose of this IFB, the term “Bidder” (also identified as “Offeror”) is defined as the legal entity submitting a bid and/or identified on the electronic bid submittal.

2.2 Bidders intending to submit a bid as a joint venture with another company must provide documentation attesting to the formation of that joint venture with their bid submittal. For purposes of this solicitation, all vendors who make up the joint venture will be considered together as the Bidder.

2.2.1. Bidders proposing to engage in construction contracting as a joint venture or partnership must apply for registration with the State of Florida, Department of Business and Professional Regulation and any other state or local licensing agencies, as required by Florida State Statute 489.119, prior to the date bids are due.

3.0 QUALIFICATIONS

3.1 Required Experience

3.1.1. Bidder must provide references demonstrating their

experience providing each of the following categories of service within the past seven (7) years preceding the submission deadline in OpenGov:

a. Outdoor trash collection.

b. Cleaning and sanitizing outdoor furnishings.

c. Biohazard cleanup.

3.1.2. A minimum of two (2) references for each category (items a -c above) of service are required.

3.1.3. A single reference may be used to verify multiple

requirements. Only references submitted at the time of bid https://procurement.opengov.com/portal/scgov

IFB Part I Revised 10/6/25 Page 2 of 4 submittal in the format specified by the County will be used to verify qualifications have been met.

4.0 ALTERNATES

4.1 Unless otherwise specifically provided in Part II of this IFB, reference to any equipment, material, article or patented process, by trade name, brand name, make or catalog number, shall be regarded as establishing a minimum standard of quality and shall not be construed as limiting competition.

4.2 If a bidder wishes to make a substitution in the specifications, the bidder shall furnish to the County the name of the manufacturer, the model number, and other identifying data and information necessary to aid the County in evaluating the substitution. Any such substitution shall be subject to County approval. Substitutions shall be approved only if determined by the County to be equivalent to the prescribed specifications.

4.3 To be considered, substitutions must be submitted to the Procurement Contact listed in OpenGov no later than the Question Submission deadline listed in OpenGov. Substitutions must be identified by brand name, number, manufacturer and model, and shall include full descriptive information, brochures, and appropriate attachments. The County shall respond via addendum in OpenGov indicating whether the substitution has been approved or denied.

4.4 A bid containing a substitution that has not been approved by the County shall be disqualified

5.0 PRE-BID MEETINGS

In the event a meeting and/or site visit is scheduled it will take place at the time, date, and location specified in the Solicitation Timeline posted in OpenGov.

6.0 SUBMITTAL INSTRUCTIONS

Refer to the Submittal Instructions section in OpenGov for instructions on how to submit a bid. Bidders are advised to review the General Terms and Conditions of Solicitations which are available in OpenGov.

7.0 SUBMITTAL DOCUMENTS

7.1 Vendor Questionnaire

All bidders must complete the required forms and information included in the Vendor Questionnaire section of OpenGov. Completed forms and other requested documents must be uploaded with bidder’s response in OpenGov. Bidders who fail to complete and upload required forms and documents or fail to provide responses to questions in the Vendor Questionnaire section of OpenGov may be found non-responsive.

IFB Part I Revised 10/6/25 Page 3 of 4

7.2 Pricing

All bidders must complete the Pricing Table provided in OpenGov.

Bidders who fail to fully complete the pricing table in OpenGov may be found non-responsive.

8.0 AWARD

8.1 It is the intent of the County to award a contract to the responsive and responsible bidder submitting the lowest total bid price. Unless otherwise noted, bidders must submit a price for every line item to be considered for award.

8.2 In the event of a tie, the IFB tie-breaking procedures identified in the Sarasota County Procurement Manual will apply.

8.2.1. To be considered, tied bidders will be required to provide documentation certifying they have implemented a drug-free workplace program meeting the requirements stipulated in Section 287.087, Florida Statutes. Documentation must be provided within the time specified by the County at the time of request.

8.3 Preferences

Bidders wishing to be considered for Local Business Preference or American Business Preference must complete and submit a Local & American Business Certification Form with their submittal. The Local & American Business Certification Form can be found in the Vendor Questionnaire section of OpenGov.

In awarding this bid, preference shall be given to local businesses and American businesses in accordance with Section 2-215 of the Sarasota County Procurement Code.

Local and American business preferences do not apply in the award of this bid due to grant funding requirements

8.4 Contract

A draft of the contract that the successful bidder(s) will be expected to sign (a Term Contract) is posted on the Procurement website shown below. The County may, at its sole discretion, select a different contract type or make revisions to the one referenced above following the recommended award of this solicitation.

https://www.scgov.net/government/procurement/contract-templates

9.0 PRICING

9.1 As applicable, all trip charges, mileage, vehicle charges, travel time and labor are to be included in the hourly rate. Only time on the job site may be charged.

https://www.scgov.net/government/procurement/contract-templates

IFB Part I Revised 10/6/25 Page 4 of 4

9.2 As applicable, estimated usage for each item is listed in the bid. This is an estimated figure only and no guarantee is made or implied as to the actual quantities that will be acquired under resulting contracts.

Quantities listed herein are subject to increase or decrease during the term of the contract. In either occurrence, the Offeror will perform the work at the unit price as bid. The County, at its discretion, may authorize an initial contract for a greater not-to-exceed amount than that submitted by the Bidder.

10.0 COUNTY WORKPLACE COMPLIANCE

10.1 Smoking – Smoking is not permitted inside any County facility. Smoking is restricted to designated smoking areas outside a facility.

10.2 Parking – The Bidder’s representatives shall abide by all parking restrictions. The Bidder’s vehicles are subject to the same restrictions, limitations, fines and tickets as posted for any other vehicle. Where time limit restrictions exceed the required time to provide services, arrangements shall be made in advance.

10.3 Alcohol/Drugs – Service personnel under the influence of alcohol and/or non-prescription drugs are not permitted to work in County facilities.

Any person known or thought to be under these influences will be escorted off County property.

10.4 Security - The Bidder must adhere to all Sarasota County security procedures. The Bidder’s work force shall be made up of persons legally authorized to perform work in the United States. The Bidder shall, at the County’s request, submit the following information for each of their employees: name, date of birth, social security number and green card (if applicable).

10.5 Identification - The Bidder shall require all employees to visibly wear identification while on County property. Said identification shall contain a color photograph of the employee, the name of the employee and the name of the company. The Bidder shall require all employees to wear a company uniform, which shall include the name of the employee and the company. Persons not conforming to this requirement may be denied access to the building. Denial of access does not alleviate the Bidder’s responsibilities herein.

11.0 CONTINGENCY

Only applicable if this box is checked

If during the performance of construction or repair work, an unforeseen circumstance occurs that triggers an additional expense, a contingency of up to 10% may be allowed. Any use of contingency funds is subject to the written approval of the County project manager, and any unused contingency shall not be paid out as a part of any final payment.

PART II

SCOPE OF SERVICES

Part II - Page 1 of 7 Prepared by Planning & Development Services Department

1. OVERVIEW

A. Contractor shall provide outdoor custodial services for W Dearborn Street in the Main Street Overlay District. Services include, but are not limited to, emptying and sanitizing trash containers, collecting loose litter and debris, and cleanup of any liquid spills, including biohazard spills, on a continuous basis throughout each service day.

B. Trash containers to be serviced are represented by the yellow dots depicted on Attachment A – Main Street Overlay District Map, attached hereto and incorporated herein. Trash containers are located from the N Indiana Ave/W Dearborn Street intersection to the Harbor Lane/W Dearborn Street intersection (the “Corridor”.) There are currently thirty-five trash containers in total.

C. The County Administrative Agent (“AA”) shall manage the contract and expenditures, and the Englewood Community Redevelopment Area (“CRA”) Manager shall oversee the maintenance of the Corridor.

D. Unless specified otherwise, Contractor shall provide all the services listed in this Scope on each scheduled service day.

2. CUSTODIAL SERVICES

A. Trash Collection Services

i. Throughout the service day, any trash container that is observed to be more than fifty percent (50%) full shall be emptied immediately.

ii. Trash containers shall use double lining. When removing trash, the interior bag should be removed and replaced. The exterior bag shall be replaced as necessary when soiled or odorous, and to prevent spillage onto the pavement.

iii. Contractor shall be responsible for transporting the trash materials to the County’s dumpster located at Pioneer Plaza behind the bandshell.

Vehicle entrance to Pioneer Plaza is at 348 W Green Street. Contractor will be given a key to the dumpster.

iv. Trash bags shall not be dragged or carried across brick pavers.

Contractor shall provide and utilize one or more utility vehicles equipped with tools, pressure washer, blowers, and required cleaning supplies to transport all materials, to reduce the possibility of spillage onto the streetscape and sidewalks. Contractor shall immediately clean up any liquid that has leaked from trash bags during transport.

Part II - Page 2 of 7

B. Litter and Cleanup Services

i. Throughout the service day, the Contractor shall continuously monitor and remove all visible litter in the Right-of-Way (“ROW”) sidewalk areas within a five-foot radius of each trash container (the “Service Area”). The Service Area shall be maintained free of litter and debris at all times.

ii. Litter to be removed includes but is not limited to food, trash (including any bulk items), recyclables, cigarette butts, gum, stickers, biohazard substances, and harmful materials such as glass.

iii. Any liquid or biohazardous spills within the Service Area shall also be cleaned using a pressure washer and/or County-approved cleaning products as needed to decontaminate the soiled area and remove any visible stains.

iv. Contractor shall inform the County immediately of any observed litter, bulk trash, or spills within the Corridor that are outside of the Service Area.

C. Trash Container Cleaning and Sanitization

i. Throughout the service day, trash containers shall be sprayed and wet-wiped with a solution of water and disinfectant as needed (e.g. spillage on the top, sides or base). Each trash container shall be cleaned and sanitized, interior and exterior, at least once per service day. Trash containers shall be maintained in clean condition at all times.

ii. Liquid leaking from any plastic bag shall be immediately cleaned.

iii. Gum, stickers, and other materials shall be removed.

iv. Limited use of portable pressure washing equipment may be necessary to clear, clean, and sanitize trash containers.

3. FURNISHED BY SARASOTA COUNTY

The County will supply water at two (2) existing water fountains, one located at Pioneer Plaza restrooms and one located at Cedar Street Parking Lot restrooms, as well as a central water spigot at Pioneer Plaza restrooms.

4. FURNISHED BY CONTRACTOR

A. Contractor shall furnish at its expense all vehicles, equipment, tools, and supplies to perform the required services. These shall include, but are not limited to, the following:

i. Brooms and mops

ii. Portable pressure washing equipment

Part II - Page 3 of 7

iii. Cleaners and disinfectants

iv. Trash bags

v. One or more utility vehicles as referenced in section 2.A.iv above

B. Trash Bag Specifications: The trash containers’ volume is 32 gallons.

Contractor shall only use 3.0 mL outdoor rated black plastic trash bags.

C. Cleaning Product Specifications:

i. Contractor shall only use cleaning products that are either Green Seal certified or Eco Logo certified, unless written permission to use other products is given by the County’s AA. Failure to use approved products may result in immediate termination, at the County’s discretion.

ii. Contractor shall use all products in accordance with the manufacturer's directions as described on the product labeling, or in its accompanying literature.

iii. A list of all cleaning products proposed for use shall be submitted to the County’s AA ten (10) business days after contract award, and annually thereafter.

5. CONTRACTOR STAFF/SUPERVISION REQUIREMENTS

A. Contractor shall employ a manager, able to communicate in English, who is available by cellular telephone during all working hours of all required workdays.

B. Contractor shall maintain a staffing plan that is updated as staffing changes arise, and includes backup coverage for each regularly scheduled employee. Contractor shall provide their staffing plan to the CRA Manager and AA prior to commencing services and shall provide updated staffing plans prior to any staffing changes.

C. At a minimum, Contractor’s manager shall inspect services performed on a weekly basis to ensure they comply with the requirements of this Scope and shall immediately correct any deficiencies.

D. The County anticipates conducting monthly inspections during the Contract term and shall schedule meetings when determined necessary by the CRA Manager and the County’s AA. Contractor’s manager shall meet with the CRA Manager and the County’s AA upon the County’s request.

E. Contractor is responsible for any damage to County or personal property caused by Contractor’s staff. Notification and restoration to the County's satisfaction shall be made as quickly as possible, but no later than 30 calendar days from the date damage occurred.

Part II - Page 4 of 7

F. Contractor shall inform the CRA Manager and the County’s AA of any known deficiencies at any location within the Corridor via a monthly report. The report shall include, but is not limited to, damage to trash receptacle frames, rugged hard plastic container liners, surrounding decorative pavers, missing trash cans or lids, graffiti/vandalism, and the like.

G. Contractor shall provide sufficient backup staff to cover absenteeism for all service days. Backup staff shall have undergone the same background and security screenings as regular staff and shall be included in Contractor’s Staffing Plan. The County reserves the right to request additional backup staff, as it deems necessary.

6. SERVICE DAYS AND HOURS

A. Scheduled service days and hours are as follows:

i. Weekly Custodial Services, October – April: Contractor will provide all services listed in section 2 of this Scope of Services seven (7) days a week including all holidays.

ii. Weekly Custodial Services, May – September: Contractor will provide all services listed in section 2 of this Scope of Services five (5) days a week (Monday through Friday) including all holidays.

B. Work will commence at 8:30 a.m. and continue until 4:30 p.m. on all service days.

C. The Contractor shall maintain a clean and litter-free Service Area on all scheduled service days within the scheduled work hours. Whenever possible, the County will notify the Contractor at least twenty-four (24) hours in advance of any special events that are anticipated to increase public foot traffic in the service area.

D. Pressure washers/apparatus activity (“Activity”) shall commence no earlier than 8:30 a.m. and be completed prior to 11:00 a.m. Activity shall be conducted in a manner that does not interfere with outdoor dining or other business-related services. Contractor shall begin Activity east to west on both sides of W Dearborn Street, so as to not disturb residential areas, businesses, events, or visitors with noise in accordance with the County’s noise ordinance.

E. The County reserves the right to request timesheets for the purpose of verifying time spent in the performance of duties.

7. SECURITY/IDENTIFICATION

A. Contractor shall be responsible for employment screening of each employee which includes, at a minimum, national and local criminal background checks and Social Security Number (SSN) verification through the U.S.

Department of Homeland Security’s E-Verify system.

Part II - Page 5 of 7

i. Employees of the Contractor shall be 18 years or older and capable of custodial work, and shall present proper documentation of legal work status in the United States as required in compliance with all applicable laws in the hiring of its personnel.

B. The County may issue keys as necessary for access to any service items.

Contractor shall assume full responsibility for theft, misuse or loss of keys and shall pay for re-keying all locks operated by these keys. Keys shall not be duplicated and shall be returned to the County at the end of the contract term.

C. Contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance and integrity. The County’s AA will notify Contractor’s manager of unacceptable work or unsuitable employees. Contractor shall take immediate corrective action, which may include removal of the individual from performing work under the contract.

The County reserves the right to deny access to any Contractor employee to any County facility based on any violation of the contract or safety concerns.

D. Contractor shall require all of its employees, agents, and representatives to wear a clean shirt embellished with Contractor’s company name and logo while performing work under the contract, and shall provide safety vests for those working along the roadway.

8. REDUCED SERVICES/INCREASED SERVICES

A. The County reserves the right to add, remove, or temporarily add or suspend regularly scheduled services in a particular location. The County shall endeavor to provide 24 hours’ notice of any reduced or increased services.

B. Any added or increased regularly scheduled service, permanent or temporary, shall require a formal amendment to the contract.

9. HOURLY RATE FOR ADDITIONAL CLEANUP SERVICES

Additional litter collection and/or cleanup services may be needed outside of the five-foot radius of each trash can. The County will identify the urgency of the needed service, up to and including same-day service. Contractor shall mobilize and conduct cleanup as requested by the County. Extra litter collection or cleanup services will be compensated at the hourly rate listed on the Fee Schedule.

10. DEFICIENCY ASSESSMENT

A. The CRA Manager or the County’s AA shall contact Contractor by telephone or e-mail to notify them of any performance issues. The CRA Manager or the County’s AA shall also notify Contractor of any written complaints received from the public.

Part II - Page 6 of 7

i. Major Deficiencies: Contractor shall be required to correct any major deficiencies of public health or safety, either within two (2) hours or the next working day, as requested at the time of notification by the CRA Manager or the County’s AA. Examples of major deficiencies are trash containers not emptied, areas where litter and debris were not picked up, spills, not cleaning up biohazards, and the like.

ii. Minor Deficiencies shall require correction during the next workday’s normal cleaning schedule, or as directed by the CRA Manager or County’s AA. Examples of minor deficiencies include but are not limited to neglect to remove gum, stickers, cigarette butts, graffiti or other debris, or to wipe down and sanitize trash containers.

iii. The CRA Manager or the County’s AA shall have the sole authority to classify a complaint as a Major or Minor Deficiency.

iv. In the event that deficiencies are not timely corrected, the County may have the work performed and deduct the actual cost from Contractor’s monthly invoice.

v. Repeated instances of non-performance may be grounds for termination.

11. PAYMENT

A. Contractor shall submit invoices on a monthly basis to the CRA Manager or the County’s AA Agent for services provided. Payment shall be made in accordance with the Fee Schedule for work satisfactorily performed as described in this Scope of Services. Invoices shall be adjusted to account for any deficiency assessments made during the month.

B. Deductions for duties not completed or not satisfactorily completed shall be made as detailed below.

i. In the event that Contractor has not provided service (a “no-show”) in the Corridor on a scheduled service day, Contractor shall be paid only for the number of scheduled service days completed during the month as determined by the CRA Manager and the County’s AA. The fee for each service day is determined by the applicable weekly rate divided by the total number of service days in that week.

ii. Within one hour of notification of an event of a “no-show”, Contractor shall send personnel to the Corridor for immediate service. If Contractor responds within the hour and provides satisfactory services, the daily service fee shall be paid minus a deduction for non-performance of $75.00. This deduction shall appear as a detailed credit on the invoice.

C. All monthly invoices must be reviewed and approved by the CRA Manager prior to submission to the County for payment. Following a review of the monthly invoice and the work performed, the CRA Manager or the County’s

Part II - Page 7 of 7

AA shall notify Contractor of any deficiencies previously identified, which Contractor was requested to complete, and which were not completed satisfactorily and do not constitute a major deficiency and shall allow Contractor ten (10) additional calendar days to correct those deficiencies.

12. EMPLOYEE TRAINING

A. All new employees shall be trained in the same manner as stated herein.

B. The County reserves the right to request and review copies of all training records at any time during the duration of the contract.

C. Contractor shall provide their employees with training in the following areas, prior to assigning them to work:

i. Proper cleaning techniques required to perform to the standards provided in this Scope of Services.

ii. Location-specific training on any cleaning requirements unique to a specific location or hardscape.

iii. Proper storage and handling of cleaning chemicals.

D. Biohazard Training

i. Contractor shall provide “Blood-borne Pathogens Bio-hazardous Waste and Infection Control” training for all staff.

ii. Contractor’s staff shall be trained in proper handling and disposing of chemicals, products, hazardous materials and waste (including blood-borne pathogens).

E. Safety Training

i. Contractor shall provide safety training to all employees including, but not limited to, the following:

a. Safe work habits, such as correct lifting techniques.

b. Safe use of cleaning chemicals (Right-To-Know) and use of Safety Data Sheets (SDS).

c. Recognizing hazardous or County disallowed cleaning chemicals or materials.

d. Safe use of cleaning equipment.

e. Use of equipment, signs, barriers, or other devices, to protect building occupants or equipment.

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 1 of 2

CONTRACTOR’S INSURANCE

Contractor shall, on a primary basis and at its sole expense, maintain in full force and effect, at all times during the life of this Contract, insurance coverage (including endorsements) and limits as described herein. These requirements, as well as the County’s review or acceptance of insurance maintained by Contractor, are not intended to and shall not in any manner limit or qualify the liabilities or obligations assumed by Contractor under this Contract.

Insurance requirements itemized in this Contract and required of the Contractor shall extend to all subcontractors to cover their operations performed under this Contract.

The Contractor shall be responsible for any modifications, deviations, or omissions in these insurance requirements as they apply to subcontractors.

Insurance carriers providing coverage required herein must be licensed to conduct business in the State of Florida and must possess a current A.M. Best’s Financial Strength Rating of A- Class VII or better.

Each insurance policy required by this Contract shall apply separately to each insured against whom claim is made and suit is brought, except with respect to limits of the insurer’s liability.

The Contractor shall be solely responsible for payment of all premiums for insurance contributing to the satisfaction of this Contract and shall be solely responsible for the payment of all deductibles and retentions to which such policies are subject.

Contractor shall furnish Certificates of Insurance to the County Administrative Agent evidencing the types and amounts of coverage, including endorsements, required by this Contract prior to commencement of work and prior to expiration of the insurance contract, when applicable. Such Certificate(s) of Insurance shall, to the extent allowable by the insurer, include a minimum thirty (30) day notice of cancellation (10 days for non-payment of premium) or non-renewal of coverage. Notwithstanding these notification requirements, the Contractor will be required to provide County with 5-day prior written notice of any policy cancellation or non-renewal.

The County reserves the right to review, modify, reject, or accept any required policies of insurance, including limits, coverage, or endorsements, herein from time to time throughout the term of this Contract. County reserves the right, but not the obligation, to review and reject any insurer providing coverage due to its poor financial condition or failure to operate legally.

A. WORKERS’ COMPENSATION: Contractor agrees to maintain Workers’ Compensation insurance in accordance with Florida Statutes, Chapter 440.

Employers Liability to be included with a minimum limit of $500,000.00 per accident/per disease/per employee. If work is to be performed over or adjacent to navigable water and involves maritime exposure, applicable LHWCA, Jones Act, or other maritime law coverage shall be included.

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 2 of 2

In the event the Contractor has “leased” employees, the Contractor or the employee leasing company must provide evidence of a Workers’ Compensation policy for all personnel on the worksite.

Contractors who are exempt from Florida’s Workers’ Compensation law must provide proof of such exemption issued by the Florida Department of Financial Services, Bureau of Workers’ Compensation.

B. COMMERCIAL GENERAL LIABILITY: Contractor agrees to maintain Commercial General Liability per ISO form CG0001 or its equivalent, including but not limited to coverage for premises and operations, personal injury, products & completed operations, liability assumed under an insured contract, and independent contractors with limits of not less than $1,000,000.00 each occurrence, $2,000,000.00 aggregate covering all work performed under this Contract.

Contractor agrees to endorse Sarasota County Government as an additional insured on the Commercial General Liability coverage.

C. BUSINESS AUTOMOBILE LIABILITY: Contractor agrees to maintain Business Automobile Liability with limits not less than $1,000,000.00 combined single limit for each accident covering all Owned, Non-Owned & Hired automobiles used in the performance of this Contract. In the event Contractor does not own automobiles, Contractor agrees to maintain coverage for Hired & Non-Owned Auto Liability, which may be satisfied by way of endorsement to the Commercial General Liability policy or separate Business Auto Liability policy.

If the Contractor is shipping a product via common carrier, the contractor shall be responsible for any loss or damage sustained in delivery/transit.

D. POLLUTION LIABILITY: Contractor agrees to maintain Pollution Liability coverage with limits not less than $1,000,000 per claim/occurrence for bodily injury, property damage and environmental damage from sudden and gradual occurrences resulting from pollution conditions arising out of the work or services performed under this contract (including any transportation and disposal of hazardous materials or pollutants). Coverage shall include, but not be limited to, third party liability, clean up, corrective action including assessment, remediation and defense costs. If coverage is written on a claims-made basis: a. Any retroactive date shall precede the effective date of this contract; b. Contractor shall provide certificates of insurance evidencing the required coverage for a period of two years after final payment under this contract is made, or provide evidence showing Contractor has obtained a two year extended reporting period endorsement.

Part I
Part II
A. Contractor shall provide outdoor custodial services for W Dearborn Street in the Main Street Overlay District. Services include, but are not limited to, emptying and sanitizing trash containers, collecting loose litter and debris, and cleanup of an...
B. Trash containers to be serviced are represented by the yellow dots depicted on Attachment A – Main Street Overlay District Map, attached hereto and incorporated herein. Trash containers are located from the N Indiana Ave/W Dearborn Street intersect...
C. The County Administrative Agent (“AA”) shall manage the contract and expenditures, and the Englewood Community Redevelopment Area (“CRA”) Manager shall oversee the maintenance of the Corridor.
D. Unless specified otherwise, Contractor shall provide all the services listed in this Scope on each scheduled service day.
A. Trash Collection Services
i. Throughout the service day, any trash container that is observed to be more than fifty percent (50%) full shall be emptied immediately.
ii. Trash containers shall use double lining. When removing trash, the interior bag should be removed and replaced. The exterior bag shall be replaced as necessary when soiled or odorous, and to prevent spillage onto the pavement.
iii. Contractor shall be responsible for transporting the trash materials to the County’s dumpster located at Pioneer Plaza behind the bandshell. Vehicle entrance to Pioneer Plaza is at 348 W Green Street. Contractor will be given a key to the dumpster.
iv. Trash bags shall not be dragged or carried across brick pavers. Contractor shall provide and utilize one or more utility vehicles equipped with tools, pressure washer, blowers, and required cleaning supplies to transport all materials, to reduce t...
B. Litter and Cleanup Services
i. Throughout the service day, the Contractor shall continuously monitor and remove all visible litter in the Right-of-Way (“ROW”) sidewalk areas within a five-foot radius of each trash container (the “Service Area”). The Service Area shall be maintai...
ii. Litter to be removed includes but is not limited to food, trash (including any bulk items), recyclables, cigarette butts, gum, stickers, biohazard substances, and harmful materials such as glass.
iii. Any liquid or biohazardous spills within the Service Area shall also be cleaned using a pressure washer and/or County-approved cleaning products as needed to decontaminate the soiled area and remove any visible stains.
iv. Contractor shall inform the County immediately of any observed litter, bulk trash, or spills within the Corridor that are outside of the Service Area.
C. Trash Container Cleaning and Sanitization
i. Throughout the service day, trash containers shall be sprayed and wet-wiped with a solution of water and disinfectant as needed (e.g. spillage on the top, sides or base). Each trash container shall be cleaned and sanitized, interior and exterior, a...
ii. Liquid leaking from any plastic bag shall be immediately cleaned.
iii. Gum, stickers, and other materials shall be removed.
iv. Limited use of portable pressure washing equipment may be necessary to clear, clean, and sanitize trash containers.
The County will supply water at two (2) existing water fountains, one located at Pioneer Plaza restrooms and one located at Cedar Street Parking Lot restrooms, as well as a central water spigot at Pioneer Plaza restrooms.
A. Contractor shall furnish at its expense all vehicles, equipment, tools, and supplies to perform the required services. These shall include, but are not limited to, the following:
i. Brooms and mops
ii. Portable pressure washing equipment
iii. Cleaners and disinfectants
iv. Trash bags
v. One or more utility vehicles as referenced in section 2.A.iv above
B. Trash Bag Specifications: The trash containers’ volume is 32 gallons. Contractor shall only use 3.0 mL outdoor rated black plastic trash bags.
C. Cleaning Product Specifications:
i. Contractor shall only use cleaning products that are either Green Seal certified or Eco Logo certified, unless written permission to use other products is given by the County’s AA. Failure to use approved products may result in immediate terminatio...
ii. Contractor shall use all products in accordance with the manufacturer's directions as described on the product labeling, or in its accompanying literature.
iii. A list of all cleaning products proposed for use shall be submitted to the County’s AA ten (10) business days after contract award, and annually thereafter.
A. Contractor shall employ a manager, able to communicate in English, who is available by cellular telephone during all working hours of all required workdays.
B. Contractor shall maintain a staffing plan that is updated as staffing changes arise, and includes backup coverage for each regularly scheduled employee. Contractor shall provide their staffing plan to the CRA Manager and AA prior to commencing serv...
C. At a minimum, Contractor’s manager shall inspect services performed on a weekly basis to ensure they comply with the requirements of this Scope and shall immediately correct any deficiencies.
D. The County anticipates conducting monthly inspections during the Contract term and shall schedule meetings when determined necessary by the CRA Manager and the County’s AA. Contractor’s manager shall meet with the CRA Manager and the County’s AA up...
E. Contractor is responsible for any damage to County or personal property caused by Contractor’s staff. Notification and restoration to the County's satisfaction shall be made as quickly as possible, but no later than 30 calendar days from the date ...
F. Contractor shall inform the CRA Manager and the County’s AA of any known deficiencies at any location within the Corridor via a monthly report. The report shall include, but is not limited to, damage to trash receptacle frames, rugged hard plastic ...
G. Contractor shall provide sufficient backup staff to cover absenteeism for all service days. Backup staff shall have undergone the same background and security screenings as regular staff and shall be included in Contractor’s Staffing Plan. The Coun...
A. Scheduled service days and hours are as follows:
i. Weekly Custodial Services, October – April: Contractor will provide all services listed in section 2 of this Scope of Services seven (7) days a week including all holidays.
ii. Weekly Custodial Services, May – September: Contractor will provide all services listed in section 2 of this Scope of Services five (5) days a week (Monday through Friday) including all holidays.
B. Work will commence at 8:30 a.m. and continue until 4:30 p.m. on all service days.
C. The Contractor shall maintain a clean and litter-free Service Area on all scheduled service days within the scheduled work hours. Whenever possible, the County will notify the Contractor at least twenty-four (24) hours in advance of any special eve...
D. Pressure washers/apparatus activity (“Activity”) shall commence no earlier than 8:30 a.m. and be completed prior to 11:00 a.m. Activity shall be conducted in a manner that does not interfere with outdoor dining or other business-related services. C...
E. The County reserves the right to request timesheets for the purpose of verifying time spent in the performance of duties.
A. Contractor shall be responsible for employment screening of each employee which includes, at a minimum, national and local criminal background checks and Social Security Number (SSN) verification through the U.S. Department of Homeland Security’s E...
i. Employees of the Contractor shall be 18 years or older and capable of custodial work, and shall present proper documentation of legal work status in the United States as required in compliance with all applicable laws in the hiring of its personnel.
B. The County may issue keys as necessary for access to any service items. Contractor shall assume full responsibility for theft, misuse or loss of keys and shall pay for re-keying all locks operated by these keys. Keys shall not be duplicated and sha...
C. Contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance and integrity. The County’s AA will notify Contractor’s manager of unacceptable work or unsuitable employees. Contractor shall take i...
D. Contractor shall require all of its employees, agents, and representatives to wear a clean shirt embellished with Contractor’s company name and logo while performing work under the contract, and shall provide safety vests for those working along th...
A. The County reserves the right to add, remove, or temporarily add or suspend regularly scheduled services in a particular location. The County shall endeavor to provide 24 hours’ notice of any reduced or increased services.
B. Any added or increased regularly scheduled service, permanent or temporary, shall require a formal amendment to the contract.
Additional litter collection and/or cleanup services may be needed outside of the five-foot radius of each trash can. The County will identify the urgency of the needed service, up to and including same-day service. Contractor shall mobilize and condu...
A. The CRA Manager or the County’s AA shall contact Contractor by telephone or e-mail to notify them of any performance issues. The CRA Manager or the County’s AA shall also notify Contractor of any written complaints received from the public.
i. Major Deficiencies: Contractor shall be required to correct any major deficiencies of public health or safety, either within two (2) hours or the next working day, as requested at the time of notification by the CRA Manager or the County’s AA. Exam...
ii. Minor Deficiencies shall require correction during the next workday’s normal cleaning schedule, or as directed by the CRA Manager or County’s AA. Examples of minor deficiencies include but are not limited to neglect to remove gum, stickers, cigare...
iii. The CRA Manager or the County’s AA shall have the sole authority to classify a complaint as a Major or Minor Deficiency.
iv. In the event that deficiencies are not timely corrected, the County may have the work performed and deduct the actual cost from Contractor’s monthly invoice.
v. Repeated instances of non-performance may be grounds for termination.
A. Contractor shall submit invoices on a monthly basis to the CRA Manager or the County’s AA Agent for services provided. Payment shall be made in accordance with the Fee Schedule for work satisfactorily performed as described in this Scope of Service...
B. Deductions for duties not completed or not satisfactorily completed shall be made as detailed below.
i. In the event that Contractor has not provided service (a “no-show”) in the Corridor on a scheduled service day, Contractor shall be paid only for the number of scheduled service days completed during the month as determined by the CRA Manager and t...
ii. Within one hour of notification of an event of a “no-show”, Contractor shall send personnel to the Corridor for immediate service. If Contractor responds within the hour and provides satisfactory services, the daily service fee shall be paid minu...
C. All monthly invoices must be reviewed and approved by the CRA Manager prior to submission to the County for payment. Following a review of the monthly invoice and the work performed, the CRA Manager or the County’s AA shall notify Contractor of any...
A. All new employees shall be trained in the same manner as stated herein.
B. The County reserves the right to request and review copies of all training records at any time during the duration of the contract.
C. Contractor shall provide their employees with training in the following areas, prior to assigning them to work:
i. Proper cleaning techniques required to perform to the standards provided in this Scope of Services.
ii. Location-specific training on any cleaning requirements unique to a specific location or hardscape.
iii. Proper storage and handling of cleaning chemicals.
D. Biohazard Training
i. Contractor shall provide “Blood-borne Pathogens Bio-hazardous Waste and Infection Control” training for all staff.
ii. Contractor’s staff shall be trained in proper handling and disposing of chemicals, products, hazardous materials and waste (including blood-borne pathogens).
E. Safety Training
i. Contractor shall provide safety training to all employees including, but not limited to, the following:

Part III

File details come from the government source that posted it. Updated .