RFI Custodial Services 26-76111500-RFI.pdf

4050 Esplanade Way

Tallahassee, FL 32399-0950 850-488-2786

Ron DeSantis, Governor

Tom Berger, Interim Secretary

FLORIDA DEPARTMENT OF MANAGEMENT SERVICES

Request for Information

Custodial Services

26-76111500-RFI

I. PURPOSE:

The Department of Management Services (Department) hereby issues this Request for Information (RFI) as defined in section 287.012(22), Florida Statutes. The Department is seeking information from experienced vendors for Custodial Services.

The RFI process is used to gather information on whether to competitively procure the services sought and if so, to determine which solicitation process to use. The Department may also use the information provided by the vendor community to determine general, special, or technical specifications to include if the Department does issue a competitive solicitation for these services.

This is not a “competitive solicitation,” as defined in section 287.012(6), Florida Statutes. Vendor responses to this RFI will be reviewed for informational purposes only and will not result in the award of any contract.

II. BACKGROUND:

In 2021, the Division of State Purchasing issued an Invitation to Negotiate (ITN) to establish a state term contract (STC) for Custodial Services for State of Florida Customers. The Custodial Services STC, contract number 76111500-21-STC, established as a result of that ITN provides custodial services for a daily cost based on space type (e.g. restrooms, office areas, common areas, etc.), flooring type (i.e. carpet or hard surface), and square footage; day porters, night porters, and supervisors are also available at an hourly rate. Additionally, this contract offers cleaning services for floors and carpets, blinds and windows, and fixtures, as well as pressure cleaning and electrostatic cleaning, for a daily cost based on various units of measure.

In fiscal year 2024-2025, the State of Florida has spent approximately $14.7 million on general building and office cleaning and maintenance services.

The Department’s current Custodial Services STC expires on February 23, 2027.

All contract documents related to the Custodial Services STC can be found at the following website:

Custodial Services / State Term Contract / State Contracts and Agreements / State Purchasing / Business Operations - Florida Department of Management Services.

III. REQUESTED INFORMATION:

Please provide answers to the following statements (A-N) below.

A. Describe your company’s service area within the State of Florida. Does your company offer custodial services on a county, regional and/or statewide basis?

B. List what counties within the State of Florida your company provides custodial services in and if your company has current contract(s) in place for these services. Are there any counties that you are unable to provide services in, and if so, why?

C. Would a separate pricing structure for rural counties or regions benefit your pricing submission on any future contract? Please explain your answer.

D. Describe your company’s pricing model for custodial services and consumables. Does your company charge a flat per building rate, a square footage rate, a service line-item rate, or another pricing model? Does your company charge a flat rate for stocking consumables or a per item rate?

E. Describe your company’s capacity to perform periodic and specialized custodial services, such as carpet extraction, hard floor stripping/refinishing, pressure washing, etc. Are these services performed by in-house employees or specialized subcontractors.

F. Describe your company’s self-monitoring policies and adherence to quality standards.

G. Describe your company’s use and frequency of onsite inspections of locations being serviced.

H. Describe your company’s management structure for various serviced locations. Does your company have a dedicated project manager for each building complex and/or region serviced?

Does your company utilize non-working supervisors? What is your supervisor-to-staff ratio?

I. Describe your company’s use and ratio of in-house employees compared to subcontracted workers.

J. Describe your company’s monitoring of subcontracted workers, their work performance, and their safety and security compliance.

K. Describe your company’s timekeeping system and protocol. Does your company utilize digital tracking to log and verify hours worked?

L. Describe how your company manages your employee training. Describe how your company remains OSHA compliant, and what training your company provides to maintain OSHA compliance. Does your company provide training in both Spanish and English? How does your company maintain employee certifications? Does your company outsource training to another contractor?

M. Describe your company’s use and disposal of chemicals, compounds, and mixtures.

N. Describe your company’s ability and commitment to provide priority service to state government customers, including standard and expedited turnaround times.

IV. ELECTRONIC SUBMISSION OF VENDOR RESPONSES:

Please provide a response to this RFI electronically to the Procurement Lead, John Nordmeyer, at John.Nordmeyer@dms.fl.gov by 5:00 p.m. ET on Friday, March 20, 2026.

In addition to responses to items A through N above:

Please include any written material that your company would like the Department to consider in connection with this RFI.

A Vendor’s response to this RFI is not a formal offer and vendors submitting a response to this RFI are not prohibited from responding to any related subsequent solicitation. The Department is not required to utilize any information gathered from this RFI.

This RFI will not result in a “term contract” as defined in section 287.012(29), Florida Statutes. The RFI is not a binding contract. This RFI is not subject to a challenge pursuant to section 120.57, Florida Statutes.

V. PUBLIC RECORDS

Any material submitted in response to this RFI is subject to the Public Records Act, Chapter 119, Florida Statutes. If a responding vendor (“vendor”) to this RFI considers any portion of the documents, data or records submitted in response to this RFI to be confidential, proprietary, trade secret or otherwise not subject to disclosure pursuant to Chapter 119, Florida Statues, the Florida Constitution, or other authority (“Confidential Information”), the vendor must mark the document as “Confidential” and simultaneously provide the Department with a separate, redacted copy of material submitted in response to this RFI. For each portion redacted, the vendor is to briefly describe in writing the grounds for claiming its exemption, including the specific statutory citation for such exemption. On the cover page of the redacted copy, the vendor is to provide its name and this RFI number and clearly title it, “Redacted Copy.” Only portions of material that the vendor claims are Confidential Information are to be redacted.

If the vendor fails to mark a record it claims contains Confidential Information as “confidential,” or fails to submit in accordance with this section a redacted copy of a record it claims contains Confidential Information, the Department shall have no liability for release of such record. The foregoing will apply to every instance in which the vendor fails to both mark a record “confidential” and redact it in accordance with this section, regardless of whether the vendor may have properly marked and redacted the same or similar Confidential Information in another instance or record submitted to the Department.

In the event the Department receives a request for public records pursuant to Chapter 119, Florida Statues, the Florida Constitution, or other authority, to which documents that are marked as “confidential” are responsive, the Department will provide the redacted copy to the requestor. If the vendor has marked a record as “confidential” but failed to provide a redacted copy to the Department, the Department may notify the vendor of the request and the vendor may have up to ten (10) Business Days from the date of the notice to provide a vendor-redacted copy, or else the Department may release the unredacted record to the requestor without liability. If a requestor asserts a right to the redacted Confidential Information, the Department will notify the vendor that such an assertion has been made. The notice will provide that if the vendor seeks to protect the vendor-redacted Confidential Information from release it must, within thirty (30) days after the date of the notice and at its own expense, file a cause of action seeking a declaratory judgment that the information in question is exempt from section 119.07(1), Florida Statues, or other applicable law and an order prohibiting the Department from publicly disclosing the information. The vendor shall provide written notice to the Department of any cause of action filed. If the vendor fails to file a cause of action within thirty (30) days the Department may release the unredacted copy of the record to the requestor without liability.

If the Department becomes subject to a demand for discovery or disclosure of documents that are marked as “confidential” in a legal proceeding, (whether by oral questions, interrogatories, requests for information or documents, subpoena, or similar process), unless otherwise prohibited by law, the Department will give the vendor notice of the demand or request prior to disclosing any Confidential Information to allow the vendor to seek a protective order or other appropriate relief at the vendor’s sole discretion and expense. If the vendor fails to take appropriate and timely action to protect the materials it has designated as Confidential Information or fails to provide a redacted copy that may be disclosed, the Department will provide the unredacted materials to the requester.

By submitting a response to this RFI, the vendor agrees to protect, defend, and indemnify the Department for all claims, costs, fines, settlement fees, and attorneys’ fees, at both the trial and appellate levels, arising from or relating to the vendor’s determination its records contain Confidential Information. In the event of a third-party claim brought against the Department for failure to release the vendor’s redacted Confidential Information, the vendor shall assume, at its sole expense, the defense or settlement of such claim, including attorney’s fees and costs at both the trial and appellate levels. If the vendor fails to continuously undertake the defense or settlement of such claim or if the vendor and the Department mutually agree that the Department is best suited to undertake the defense or settlement, the Department will have the right, but not the obligation, to undertake the defense or settlement of such claim, at its discretion. The vendor shall be bound by any defense or settlement the Department may make as to such claim, and the vendor agrees to reimburse the Department for the expense, including reasonable attorney’s fees and costs at both the trial and appellate levels associated with any defense or settlement that the Department may undertake to defend vendor’s Confidential Information. The Department will also be entitled to join the vendor in any third-party claim for the purpose of enforcing any right of indemnity under this section.

If at any point the Department is reasonably advised by its counsel that disclosure of the Confidential Information is required by law, including but not limited to Florida’s public records laws, the Department may disclose such Confidential Information without liability hereunder.

VI. DEPARTMENT CONTACT FOR THIS RFI:

John Nordmeyer, Purchasing Analyst Supervisor Florida Department of Management Services Division of State Purchasing 4050 Esplanade Way Tallahassee, Florida 32399-0950 Phone: (850) 921-7874 John.Nordmeyer@dms.fl.gov