Quote_Request_FQ2606PW_Floor_Cleaning.docx

Purchasing 65 Stone Street • Cocoa, FL 32922

PHONE: (321) 433-8833

EMAIL: purchasing@cocoafl.org

REQUEST FOR QUOTE (RFQ)

RFQ No.: FQ-26-06-PW Title: City of Cocoa – Floor Cleaning and Water Restoration Services City of Cocoa – Purchasing 65 Stone Street • Cocoa, FL 32922 Phone: (321) 433-8833 Email: purchasing@cocoafl.gov

1. IMPORTANT DATES AND CONTACTS

Primary Contact:

Jose Socias, Facilities Manager Email: jsocias@cocoafl.gov

2. OBJECTIVE

The City of Cocoa is requesting quotations from qualified, licensed contractors to provide carpet cleaning, hard surface floor cleaning, water restoration, and upholstery cleaning services on an as-needed basis for various City facilities. The intent of this solicitation is to establish a contract with a single responsive and responsible vendor capable of providing routine cleaning services as well as 24/7 emergency response services for water intrusion and restoration events

3. CONTRACT TERM & VALUE

· Initial Term: Effective from the date of award through the end of the current fiscal year (September 30, 2026).

· Renewals: This agreement includes options for up to four (4) subsequent annual renewals.

· Contract Cap: The total contract amount shall not exceed $75,000 per year.

· Price Adjustment: Pricing shall remain fixed through September 30, 2027. Price increases at subsequent renewals may be considered but shall not exceed the Consumer Price Index (CPI) rate for this type of labor.

4. MINIMUM QUALIFICATIONS & REQUIREMENTS

· Be properly licensed to conduct business in the State of Florida.

· Have a minimum of three (3) years of experience providing commercial floor cleaning and water restoration services.

· Maintain current commercial general liability insurance and workers' compensation coverage as required by law.

· Demonstrate experience and capability providing emergency response services.

· Possess the necessary equipment (air scrubbers, dehumidifiers, fans) and trained personnel to perform all services.

· Provide at least three (3) references from clients for similar services performed within the last five (5) years.

· Have no unresolved contract defaults or terminations for cause within the last three (3) years.

5. BID EVALUATION PROCEDURE

The City will evaluate quotations against the minimum qualifications and award to the lowest responsive and responsible bid after considering:

1. Compliance: Total adherence to the instructions and minimum requirements.

2. Pricing: The overall pricing proposed in the schedule of values. Prices must be all-inclusive (including moving furniture, setup, and cleanup).

3. Award: Award(s) will be made to the lowest responsive and responsible vendor. Bids will be ranked assuming 13,000 square feet of standard carpet cleaning and 23,000 square feet of standard hard surface cleaning.

4. Past Performance: Verification of provided references to ensure quality workmanship and code compliance.

ATTACHMENT A: SCOPE OF WORK

The selected contractor shall furnish all labor, supervision, equipment, materials, transportation, and incidentals necessary to perform the following services on an as-needed basis:

Technical Specifications

· Carpet Cleaning Services: Standard carpet cleaning; restorative/heavy traffic carpet cleaning; encapsulation carpet cleaning; spot and stain treatment. Emergency response services require a two-hour response time when requested.

· Water Restoration Services: Moisture detection, inspection, and probing; water extraction and mitigation; deployment and monitoring of drying equipment (including air scrubbers, dehumidifiers, carpet fans, inner wall drying equipment); and full documentation of moisture readings. Emergency response must be available 24 hours per day, 7 days per week.

· Hard Surface Floor Cleaning: Cleaning of tile, vinyl, terrazzo, concrete, and other hard surface flooring; removal of dirt, stains, and buildup. Requires a two-hour emergency response time when requested.

· Upholstery Cleaning Services: Cleaning of sofas, love seats, high-back chairs (with and without arms), overstuffed/reading chairs, and wall panels (less than or greater than 12 sq. ft.). Requires a two-hour emergency response time when requested.

General Coordination

· All work must be coordinated with the Project Manager, Jose Socias.

· Work shall be performed during normal business hours unless otherwise approved.

· Contractor shall protect City property from damage and remove all waste materials generated during services.

· Delivery and transport pricing shall be F.O.B. Destination, Freight Prepaid and Allowed.

ATTACHMENT B: PRICE SHEET

Bidders must submit unit pricing using this sheet. All pricing must reflect the detailed items listed in Attachment A Scope of Work. Prices are all-inclusive (including moving furniture, etc.).

Carpet Cleaning Services

Water Restoration Services

Hard Surface Floor Cleaning

Upholstery Cleaning Services

For comparison purposes list the total price for 13,000sqft of standard carpet cleaning and 23,000 sqft of standard hard surface cleaning: $ Logistics & Adders:

2-Hour Emergency Response Surcharge: $ Weekend / Holiday Surcharge (If applicable): $

EXCEPTION TO QUOTE FORM

Contractor may provide alternate products or services that meet or exceed specifications. If no exception, enter N/A.

Explanation of Benefit or Value:

ATTACHMENT C: QUALIFICATIONS & BID CERTIFICATION

All questions must be answered, and the data given must be clear and comprehensive. This statement must be notarized. If necessary, questions may be answered on separate attached sheets. The proposer may submit any additional information desired.

a. Name of Bid/Proposer:

b. Permanent main office address:

c. When organized (Month/Year):

d. Point of contact name, title, telephone and email address:

e. How many years has business been engaged in the contracting business under the present firm or doing business as (DBA):

f. Past Performance (List past contracts of similar value and work previously awarded):

g. General scope of services company provides:

h. Has business ever failed to complete any work awarded? Yes |_| No |_| If yes, please specify cause and resolution:

i. Has business ever defaulted on a contract? Yes |_| No |_| If yes, please specify cause:

j. Provide an example of similar services in type to this project (Briefly describe scope of work, timeline, milestones, and challenges):

k. Background and experience of the principal stakeholders and project managers assigned to this project (complete in space below or enter ‘attached’ and attach this information to your submission):

Bidder Certification By signing below, the undersigned certifies and agrees to the following:

1. Review of Documents I have carefully examined the Invitation to Bid, Instructions to Bidders, General and/or Special Conditions, Specifications, proposed agreement, and any other documents accompanying or made a part of this Invitation.

2. Offer and Price Commitment I hereby propose to furnish the goods or services specified in the Invitation at the prices or rates quoted in my bid. I agree that my bid will remain firm for a period of ninety (90) days to allow the City adequate time to evaluate all bids.

3. Compliance and Background Check I agree to abide by all conditions of this bid and understand that a background investigation may be conducted by the City of Cocoa.

4. Accuracy and Authorization I certify that all information contained in this bid is truthful to the best of my knowledge and belief. I further certify that I am duly authorized to submit this bid on behalf of the vendor/contractor as its act and deed and that the vendor/contractor is ready, willing, and able to perform if awarded the bid.

5. Non-Collusion Statement I further certify, under oath, that this bid is made without prior understanding, agreement, connection, discussion, or collusion with any other person, firm, or corporation submitting a bid for the same product or service; that no officer, employee, or agent of the City of Cocoa or any other bidder has any interest in said bid; and that the undersigned executed this Bidder Certification with full knowledge and understanding of the matters therein contained and was duly authorized to do so.

Authorization The undersigned hereby authorizes and requests any person, firm, or corporation to furnish any information requested by the City of Cocoa in verification of the recitals comprising this Statement of Bidder’s Qualifications.

(Authorized Signature)

ATTACHMENT D: TERMS & CONDITIONS

Includes:

Payment Payments will be made in accordance with Florida Statutes Chapter 218 Local Government Prompt Payment Act.

Indemnification SERVICE PROVIDER shall indemnify and hold harmless the OWNER, its officers, employees, agents, and city attorneys (individually and in their official capacity, from liability, losses, damages, and costs, including, but not limited to, reasonable attorney’s fees, to the extent caused by the negligence, recklessness or intentional wrongful misconduct of SERVICE PROVIDER and persons employed or utilized by SERVICE PROVIDER in the performance of this Agreement.

SERVICE PROVIDER specifically assumes potential liability for actions brought by SERVICE PROVIDER’S own employees against the OWNER and, solely for the purpose of this indemnification and defense, SERVICE PROVIDER specifically waives its entitlement, if any, to immunity under Section 440.11, Florida Statutes. This waiver has been specifically and mutually negotiated by the parties.

The indemnification provided above shall obligate the SERVICE PROVIDER to defend at its own expense or to provide for such defense, at the option of the OWNER, as the case may be, of any and all claims of liability and all suits and actions of every name and description that may be brought against the OWNER or its officers, employees, and city attorneys which may covered by this indemnification. In all events the OWNER and its officers, employees, and city attorneys shall be permitted to choose legal counsel of its sole choice, the fees for which shall be reasonable and subject to and included with this indemnification provided herein.

In consideration of the SERVICE PROVIDER's indemnity obligations, OWNER specifically agrees to pay the SERVICE PROVIDER the sum of TWO HUNDRED FIFTY AND NO/100 DOLLARS ($250.00) or ONE PERCENT (1%) OF THE CONTRACT SUM WHICHEVER IS GREATER. The SERVICE PROVIDER acknowledges receipt of the specific consideration for SERVICE PROVIDER's indemnification of OWNER and that the specific consideration is included in the original Contract Price allocated by SERVICE PROVIDER among all pay items - receipt of which is acknowledged.

The indemnity provisions set forth in this Paragraph shall survive termination of this Agreement.

Public Records It is hereby specifically agreed that any record, document, computerized information and program, audio or video tape, photograph, or other writing of the SERVICE PROVIDER and its independent contractors and associates related, directly or indirectly, to this Agreement, may be deemed to be a Public Record whether in the possession or control of the OWNER or the SERVICE PROVIDER. Said record, document, computerized information and program, audio or video tape, photograph, or other writing of the SERVICE PROVIDER is subject to the provisions of Chapter 119, Florida Statutes, and may not be destroyed without the specific written approval of the OWNER's City Manager. Upon request by the OWNER, the SERVICE PROVIDER shall promptly supply copies of said public records to the OWNER. All books, cards, registers, receipts, documents, and other papers in connection with this Agreement shall at any and all reasonable times during the normal working hours of the SERVICE PROVIDER be open and freely exhibited to the OWNER for the purpose of examination and/or audit. Failure by SERVICE PROVIDER to grant such access and comply with public records laws and/or requests shall be grounds for immediate unilateral cancellation of this Agreement by the OWNER upon delivery of a written notice of cancellation. If SERVICE PROVIDER fails to comply with this Section, and the OWNER must enforce this Section, or the OWNER suffers a third party award of attorney’s fees and/or damages for violating Chapter 119, Florida Statutes, due to SERVICE PROVIDER’s failure to comply with this Section, the OWNER shall collect from SERVICE PROVIDER prevailing party attorney’s fees and costs, and any damages incurred by the City, for enforcing this Section against SERVICE PROVIDER. And, if applicable, the OWNER shall also be entitled to reimbursement of all attorneys’ fees and damages which the OWNER had to pay a third party because of the SERVICE PROVIDER’s failure to comply with this Section. The terms and conditions set forth in this Section shall survive the termination of this Agreement.

The SERVICE PROVIDER acknowledges that the OWNER is a Florida municipal corporation and subject to the Florida Public Records Law. SERVICE PROVIDER agrees that to the extent any document produced by SERVICE PROVIDER under this Agreement constitutes a Public Record; SERVICE PROVIDER shall comply with the Florida Public Records Law.

Venue MEDIATION/VENUE - The parties agree that should any dispute arise between them regarding the terms or performance of this Agreement, both parties will participate in mediation. The parties agree to equally share the cost of the mediator. Should the parties fail to resolve their differences through mediation, then any cause of action filed hereunder shall be filed in the Circuit or County Court for Brevard County, Florida.

GOVERNING LAW & VENUE - This Agreement is made and shall be interpreted, construed, governed, and enforced in accordance with the laws of the State of Florida. Venue for any state action or litigation shall be Brevard County, Florida. Venue for any federal action or litigation shall be Orlando, Florida.

Insurance Requirements

1. COMMERCIAL GENERAL LIABILITY INSURANCE MINIMUM REQUIREMENTS FOR CONTRACTS VALUED AT LESS THAN $15,000:

It is required that individuals and firms contracting with the City of Cocoa, where the total contract or job value is LESS than $15,000, maintain Commercial General Liability insurance with a minimum per occurrence limit of not less than $200,000 per person and $300,000 each occurrence, and property damage insurance of at least $200,000 each occurrence and with a deductible amount not greater than $1,000. It is further required that the City of Cocoa, be named as an additional insured to the Service Provider’s CGL policy, and that proof of same in the form of a certificate of insurance be submitted before work is begun.

2. COMMERCIAL GENERAL LIABILITY INSURANCE MINIMUM REQUIREMENTS FOR CONTRACTS VALUED AT $15,000 OR MORE:

It is required that individuals and firms contracting with the City of Cocoa, where the total contract or job value is $15,000 or MORE, maintain Commercial General Liability insurance with a minimum per occurrence limit of not less than $2,000,000 as the combined single limit for each occurrence and with a deductible not greater than $5,000 or as otherwise approved in writing by the City Manager. It is further required that the City of Cocoa and FDOT, be named as an additional insured to the Service Provider’s CGL policy, and that proof of same in the form of a certificate of insurance be submitted before work is begun.

3. AUTOMOBILE LIABILITY INSURANCE MINIMUM REQUIREMENTS FOR ALL CONTRACTS (ONLY IF SERVICE PROVIDER MUST APPEAR PHYSICALLY ON OWNER PROPERTY):

The Service Provider shall maintain comprehensive automobile liability insurance in the minimum amount of $1,000,000 combined single limit bodily injury and minimum $1,000,000 property damage as the combined single limit for each occurrence to protect the Service Provider from claims for damages for bodily injury, including wrongful death, as well as from claims from property damage, which may arise from the ownership, use, or maintenance of owned and non-owned automobiles, including rented automobiles whether such operations be by the Service Provider or by anyone directly or indirectly employed by the Service Provider.

4. PROFESSIONAL LIABILITY INSURANCE MINIMUM REQUIREMENTS FOR ALL PROFESSIONALS AS DEFINED BY FLORIDA STATUTE:

Professionals and professional corporations, associations, and firms who contract with the City of Cocoa to provide professional services are required to maintain Professional Liability Insurance and submit proof of same in the form of a certificate of insurance before work is begun.

5. WORKERS' COMPENSATION INSURANCE MINIMUM REQUIREMENTS:

It is required that firms employing four or more people who contract with the City of Cocoa maintain Workers' Compensation Insurance at the statutory limits and employer liability insurance and submit proof of same in the form of a certificate of insurance before work is begun.

It is required that firms employing less than four people who contract with the City of Cocoa comply with the exemption and notice provisions of F.S. 440 and maintain employer liability insurance and submit proof of same in the form of a certificate of insurance before work is begun.

However, if you are a corporate officer of a corporation that is actively engaged in the construction industry, or a sole proprietor or partner who is actively engaged in the construction industry, then your exemption will not apply to any work performed at a commercial building project valued at $250,000 or greater and you must secure workers’ compensation coverage in accordance with F.S. 440.38 and these general conditions and submit proof of same in the form of a certificate of insurance before work is begun.

E-Verify Pursuant to section 448.095, Florida Statutes, beginning January 1, 2021, any City Service Providers shall register with and use the U.S. Department of Homeland Security’s E-Verify system, https://e-verify.uscis.gov/emp, to verify the work authorization status of all employees hired on and after January 1, 2021. City Service Providers must provide evidence of compliance with section 448.095, Florida Statutes. Evidence shall consist of an affidavit from the Service Provider stating all employees hired on and after January 1, 2021 have had their work authorization status verified through the E-Verify system and a copy of their proof of registration in the E-Verify system. Failure to comply with this provision will be a material breach of the contract, and shall result in the immediate termination of the contract without penalty to the City. The City Service Provider shall be liable for all costs incurred by the City securing a replacement contract, including but not limited to, any increased costs for the same services, any costs due to delay, and rebidding costs, if applicable. If the City Service Provider utilizes Subcontractors the following shall apply:

a. Service Provider shall also require all subcontractors performing work under the Agreement to use the E-Verify system for any employees they may hire during the term of the Agreement.

b. Service Provider shall obtain from all such subcontractors an affidavit stating the subcontractor does not employ, contract with, or subcontract with an unauthorized alien, as defined in section 448.095, Florida Statutes.

c. Service Provider shall provide a copy of all subcontractor affidavits to the City upon receipt and shall maintain a copy for the duration of the Agreement.

Trafficking As a condition of this Agreement, the Service Provider shall attest under penalty of perjury that the Service Provider does not use coercion for labor or services as defined in Section 787.06(2), Florida Statutes. Attestations shall be documented using a Human Trafficking Affidavit as provided by the City. The Service Provider understands and affirms that Section 787.06(2), Florida Statutes, defines “coercion,” “labor,” and “services” as follows:

Definition of "Coercion": “Coercion” means: (1) using or threatening to use physical force against any person; (2) restraining, isolating, or confining or threatening to restrain, isolate, or confine any person without lawful authority and against his or her will; (3) using lending or other credit methods to establish a debt by any person when labor or services are pledged as a security for the debt, if the value of the labor or services as reasonably assessed is not applied toward the liquidation of the debt, the length and nature of the labor or services are not respectively limited and defined; (4) destroying, concealing, removing, confiscating, withholding, or possessing any actual or purported passport, visa, or other immigration document, or any actual or purported government identification document, of any person; (5) causing or threatening to cause financial harm to any person; (6) enticing or luring any person by fraud or deceit; or (7) providing a controlled substance as outlined in Schedule I or Schedule II of Section 893.03, Florida Statutes, to any person for the purpose of exploitation of that person.

Definition of "Labor": “Labor” means that work of economic or financial value.

Definition of "Services”: “Services” means any act committed at the behest of, under the supervision of, or for the benefit of another. The term includes, but is not limited to, forced marriage, servitude, or the removal of organs.

Service Provider understands and affirms that Section 787.06(13), Florida Statutes, prohibits the City from executing, renewing, or extending a contract with an entity that uses coercion for labor or services.

Entities of Foreign Countries of Concern:

Service Provider certifies, affirms, and herein represents that, if the Services involve access to an individual’s personal identifying information, the Contractor is not: (a) owned by the government of a foreign country of concern; (b) the government of a foreign country of concern does not have a controlling interest in the Contractor’s business; and (c) the Contractor is not organized under the laws of or have its principal place of business in a foreign country of concern. The terms “foreign country of concern” and “controlling interest” shall mean as defined by Section 287.138, Florida Statutes, as may be amended from time to time

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