RFP_2026_PR9185_Janitorial_Services.pdf

RFP 9185

For

Janitorial Services

Issue Date:

Pre-response Conference:

Pre-response Conference Date:

April 6, 2026

6003 Persing Avenue Orlando, FL 32822 Facilities Conference Room April 23, 2026, 9:00 AM EST

Questions/Comments Due Date: April 30, 2026

Addendum Due Date: May 6, 2026

Proposal Due Date: May 15, 2026, by 2:00 PM EST

Bid Bond: Not Required Payment & Performance Bond: Not Required

Direct all inquiries to Buyer of Record:

James Norris jnorris@ouc.com mailto:jnorris@ouc.com

Orlando Utilities Commission RFP XXXX – Janitorial Services

SCM-RFP-T-01 – Request for Proposal Template v5.0 – 5/22/25

Orlando Utilities Commission Orlando, Florida

RFP 9001 for Janitorial Services

Table of Contents 1 Introduction

1.1 Scope of Work Summary

1.2 Pre-Response Conference

1.3 Term of Contract

1.4 Minimum Bidder Qualifications

1.5 Price and Costs

1.6 Terms and Conditions

1.7 Contract Sample

1.8 Proposal Evaluation Criteria

2 Bidder Requirements and Qualifications

2.1 Detailed Scope, Requirements, & Drawings

2.2 Bidder Information & Required Bidder Qualifications

2.2.1 Bidder Information

2.2.2 Required Bidder Qualifications

3 Instructions to Bidders

3.1 Legal and Public Record Statement

3.2 Confidentiality Notice to Bidders

3.2.1 Exemptions

3.3 Acknowledgement

3.3.1 Statement of No Bid

3.4 General Information

3.4.1 Common Terms

3.4.2 Submittal

3.4.2.1 Alternate Proposals

3.4.3 Signatures

3.4.4 Withdrawal

3.5 Electronic Submittal of the Proposal

3.6 Compliance Forms

SCM-RFP-T-01 – Request for Proposal Template v5.0 – 5/22/25

3.6.1 Public Entity Crimes

3.6.2 Dispute Disclosure

3.7 RESERVED

3.8 Proposal Preparation Costs

3.9 Exceptions

3.10 Clarifications

3.11 Local Conditions

3.12 Opening

3.13 Solicitation Selection Schedule

3.14 Proposal Acceptance and Rejection

3.15 Proposal Evaluation Criteria

3.16 Cancelation

3.17 Freight (If Applicable)

3.18 Bid Bond (If Applicable)

3.19 Payment and Performance Bond (If Applicable)

3.20 Contract Execution

3.21 Award

3.22 Taxes, Permits, and Licenses

3.23 Error and Omissions

3.24 Proposal Submittal Format

3.24.1 OUC Policies and Procedures for Bidders

3.25 Signatures

4 Proposal Submittal Format & Checklist

5 Attachments

SCM-RFP-T-01 – Request for Proposal Template v5.0– 5/22/25

Re qu es t f or P ro po sa l (

RF

P)

Orlando Utilities Commission Orlando, Florida

RFP XXXX for Janitorial Services

Direct all inquiries to the Buyer of Record: James Norris

407-463-8413

JNorris@ouc.com

Proposal Opening Location:

Orlando Utilities Commission Reliable Plaza 100 West Anderson Street Orlando, Florida 32801

1. Instructions are located in the Instruction to Bidders section of this document; or, may be provided during a Pre-Conference Meeting.

2. Electronic proposal submittals, described in the Electronic Submittal of the Proposal section of this document, will be accepted. Email or other means will not be accepted.

3. VendorLink help can be accessed by calling 407-222-1885, or by emailing support@evendorlink.com.

mailto:support@evendorlink.com

1 INTRODUCTION

The Orlando Utilities Commission (OUC) is an electric and water municipal utility serving Orlando, Florida and portions of surrounding Orange County. OUC also has an Inter-local agreement with the City of St.

Cloud, Florida for the management of its electric utility. Currently, OUC serves more than 380,000 customers. To obtain general information about OUC, access www.ouc.com.

1.1 SCOPE OF WORK SUMMARY

The purpose of this Request for Proposal (RFP) is to solicit proposals from qualified and experienced firms to provide comprehensive janitorial services for various Orlando Utilities Commission (OUC) facilities located throughout the Central Florida area.

The selected Supplier shall provide routine and as-needed janitorial services to maintain OUC facilities in a clean, sanitary, safe, and professional condition that supports daily operations and reflects a high standard of workplace cleanliness.

Services shall include furnishing all labor, supervision, equipment, tools, materials, and supplies necessary to perform janitorial services in accordance with the requirements outlined in this RFP and resulting contract. Work will be performed at designated OUC locations and shall include tasks such as general cleaning, restroom sanitation, floor care, waste removal, and other related services as specified in the detailed scope and service schedules.

The objective of this solicitation is to establish a contract with a qualified supplier capable of delivering consistent, high-quality janitorial services that meet OUC operational needs while providing best value to the Commission.

Refer to Section 2.1, Detailed Scope, Requirements, & Drawings for more information.

1.2 PRE-RESPONSE CONFERENCE

To comply with security requirements, email names of attendees and company affiliations to the Buyer of Record at least 48 hours in advance of the meeting. Please bring government issued photo identification the day of the Pre-Response Conference.

NONE SCHEDULED AT THIS TIME

1.3 TERM OF CONTRACT

The Contract term shall be for a three (3) year base period, and at the option of OUC, may be extended for one (1) additional one (2) year period.

1.4 MINIMUM BIDDER QUALIFICATIONS

In addition to the items listed under 2.2 of the solicitation, responding firms must:

1. Supplier must be registered to do business in the State of Florida through the Division of Corporations (Sunbiz) prior to contract execution; and shall provide proof of registration and any applicable local business tax receipts required to perform services in the State of Florida.

http://www.ouc.com/

2. Provide a work management plan which includes key personnel, equipment, and any resources that are to be utilized while completing the requested Scope of Work. For the assigned personnel, be sure to include the resumes, qualifications, and overall experience and completion of training plan, see Qualifications section in Scope, for each individual. An overview or breakdown of the firm’s corporate management infrastructure and hierarchy should also be provided. Supplier is to also include a copy of their Safety Manual as well as their Quality & Control Manual.

3. All responding firms must have an established local office within 50 miles of Reliable Plaza (100 W. Anderson St., Orlando, FL 32801). Responding firms are to also provide the address of the office that would service OUC if awarded the contract under this solicitation. OUC will neither evaluate nor accept a firm’s proposal that fails to meet this requirement.

4. Responding firms must have a minimum of ten (10) years of industry experience performing work of the same or similar type as named in this solicitation. OUC will neither evaluate nor accept a firm’s proposal that fails to meet this requirement.

5. The firm’s response should include an itemized list of 10-15 major clients from the past five (5) years. OUC is not to be included or named in the requested list. Please include:

a. Contract Name, Dates, Dollar Amount, and Scope of Work

b. Owner (or client that your firm contracted with)

c. Client’s Address

d. Point of Contact on behalf of Client (First and Last Name, Tel. No., and E-mail)

e. Supplier i.e. subcontractor (if applicable, please include the firm’s name and address)

f. Contactor Contact i.e. subcontractor contact (First and Last Name, Tel. No., and E-mail)

g. Percentage of Work performed by Contractor (subcontractor)

PRICE AND COSTS

Prices proposed shall remain firm for the initial three (3) year term of the Contract. Suppliers shall also provide pricing for the optional extension period (Years 4–5) in Attachment B – Price Schedule.

Pricing for the extension period will be used for evaluation and future contract execution. Refer to Attachment B: Price Schedule.

1.5 TERMS AND CONDITIONS

See Attachment G - General Terms and Conditions for Services

1.6 CONTRACT SAMPLE

Click here to view an OUC contract sample.

1.7 PROPOSAL EVALUATION CRITERIA

Refer to the Instructions to Bidders section of this document.

https://www.ouc.com/wp-content/uploads/2024/12/Procurement_procure_general_services.pdf http://www.ouc.com/docs/procurement/proc_contract_agreement.pdf?sfvrsn=2

2 BIDDER REQUIREMENTS AND QUALIFICATIONS

2.1 DETAILED SCOPE, REQUIREMENTS, & DRAWINGS REFER TO ATTACHMENT ‘A’ FOR FULL DETAILED SCOPE

AND SPECIFICATIONS FOR THIS RFP.

2.2 BIDDER INFORMATION & REQUIRED BIDDER QUALIFICATIONS

2.2.1 Bidder Information

On company letterhead Bidder to provide a response cover page with the following information:

1. Firm Name

2. Name of Parent Company if applicable

3. Complete Business Address

4. State of Incorporation

5. Number of years in business

6. Name(s) and contact information of key personnel

7. Dun & Bradstreet number

8. Licenses obtained to conduct business with OUC

2.2.2 Required Bidder Qualifications

Refer to Section 1.4 Minimum Bidder Qualifications for more information. Bidders are encouraged to describe any experience working in operating power generation as part of their qualifications and references.

1. List the number of projects (with similar scope and size) that the bidding organization has completed and are in progress.

2. Provide at least three (3) references with contact information related to completed projects with the similar scope and size project.

a. If deemed pertinent, OUC will request to do site visits to customers provided as references by selected Bidder or Bidder’s affiliates.

3. Provide a complete list of all the subcontractors that may be part of the project, with the following information:

a. Company name

b. Contact information

c. Number of years in business

d. Proof of the necessary licenses for the job (if applicable)

e. List of project that they had participated with similar scope and size to this RFP

4. Should bidder be awarded the work in this RFP, please provide information on any Economic Development Opportunities that Bidder may bring, such as the creation of new jobs or purchasing or leasing of new building space, which could benefit the local Orlando Area or the State of Florida.

3 INSTRUCTIONS TO BIDDERS

3.1 LEGAL AND PUBLIC RECORD STATEMENT

As required by Florida’s Public Records Law, information provided to OUC in the course of business will be made available for public inspection and copying unless a specific statutory exemption applies.

3.2 CONFIDENTIALITY NOTICE TO BIDDERS

By submitting a proposal to OUC, each Bidder acknowledges and understands that OUC is a public agency subject to Chapter 119 Florida Statutes (“Public Records Law”). Any Proposal document the Bidder submits will become a public record when OUC provides notice of an intended decision or 30 days after opening the bids, proposals, or final replies, whichever is earlier. Trade Secrets, certain background financial information, and other items, may constitute exemptions to disclosure under the Public Records law.

3.2.1 Exemptions

If during the Proposal or Negotiation Phase a Bidder wishes to claim an exemption on any portion of its Proposal to OUC, the Bidder must identify the specific statutory exemption and do the following:

1. Submit a redacted version. Redact (black out) only those portions of the Proposal put forward for exemption.

2. Submit an un-redacted version of the same documents marked, “Confidential –Trade Secret/ Proprietary Information”. Both versions are to be submitted at the same time.

3.3 ACKNOWLEDGEMENT

1. From the issue date of this solicitation packet until a selection decision is made, no unauthorized contact related to this solicitation will be allowed between a Bidder, their employees or subcontractors and any OUC commissioner, officer, director, or staff, with the exception of the Buyer of Record. Any unauthorized contact will disqualify the Bidder from further consideration

2. The selected Bidder agrees to obtain, prior to award, Worker's Compensation, General Liability, Automotive, and other insurance requirements in accordance to the requirements in the terms and conditions specified in section 1.7.

3. All policies shall be subject to approval by OUC, and issued by companies authorized by the State of Florida’s Department of Insurance to conduct business in the State of Florida.

4. The selected Bidder agrees that it and its subcontractors have a Drug-Free Workplace Program that complies with Florida Statute §§ 287.087 and 440.101 et. seq., the Omnibus Employee Testing Act of 1991, 49 Code of Federal Regulation § 391 and 40 (operation of commercial motor vehicles).

a. In addition, all subcontractors must implement a controlled substance and alcohol testing policy for safety sensitive positions as defined by the Commission’s Alcohol and Controlled Substance Testing Policy for Safety Sensitive Positions.

5. The selected Bidder’s employees and its subcontractors’ employees are further prohibited from being under the influence or impairment of alcohol on OUC property or work sites or at any time or place while conducting business with or on behalf of OUC.

6. The selected Bidder shall submit only one proposal/bid in response to this solicitation packet, and shall have no financial interest in other entities submitting proposals/bid responses for the same solicitation packet.

7. Neither the selected Bidder, nor its affiliates, nor anyone associated with them shall have any potential conflict of interest due to any other clients, contracts, business relationships or property interests for this solicitation packet’s scope of work.

8. The selected Bidder shall disclose to OUC the name(s) of any OUC employee, contractor, or OUC Board Member who has a direct or indirect financial interest in the selected Bidder’s organization, or in the proposed transaction. A direct or indirect financial interest in the selected Bidder’s organization, or in the proposed transaction exists if the OUC employee, contractor, or Board Member:

a. Presently, or in the preceding twelve (12) months, has an ownership interest in the selected Bidder’s organization (other than as owner of less than 1% of the stock of a publicly traded corporation).

b. Works for, is a partner, officer, director, trustee, or consultant to the selected Bidder.

c. Has received grant, travel, honoraria, or other similar support from the selected Bidder

d. Has a right to receive royalties from the selected Bidder.

9. No member of the selected Bidder’s ownership, management, or staff shall have a vested interest in any aspect of OUC, nor any business or other relationship with any of OUC’s employees, officers, directors, or Board Members that creates a conflict of interest or the appearance of a conflict of interest.

10. No member of the selected Bidder’s ownership or management is presently applying for an employee position or actively seeking an appointment within OUC.

11. The selected Bidder, or authorized signatory, shall provide written notice to OUC in the event that a conflict of interest is identified at any time.

3.3.1 Statement of No Bid

The OUC Procurement Department is committed to continuously improving its processes to receive maximum participation from the industry/market. OUC is requesting that organizations, who do not wish to bid on this RFP, send the Buyer of Record an email briefly explaining their “no bid” decision. This response will help to improve the solicitation process and any future communications.

3.4 GENERAL INFORMATION

Bidders shall prepare Proposals in accordance with the requirements of these Instructions to Bidders. Not preparing a Proposal, in accordance with such instructions, implies that the Bidder does not intend to comply with all of the proposed contract conditions. Such proposals will be considered irregular and may be rejected.

OUC will receive Proposals through the VendorLink system for goods, equipment, materials, and related services set forth in the included specifications and documents.

http://www.myvendorlink.com/

3.4.1 Common Terms

OUC and Bidders (the parties) agree that the following phrases each shall have the meaning provided here and may be used interchangeably:

1. “Bidder(s)”, “Supplier(s)”, and “Proposer(s)” shall mean the organization, party, person, firm, company, corporation, partnership, joint venture, or other type of entity responding to this solicitation.

2. “Solicitation” shall mean , “Request for Proposal(s)”, “RFP”, “Request for Quote”, “RFQ”, “Invitation to Bid”, “ITB”, “Solicitation Package” or, “Solicitation Packet”, to which the Bidder is responding.

3. “Bid(s)”, “Proposal(s)”, or “Quote(s)” shall mean the documents formally submitted to OUC by each of the Bidders responding to this solicitation packet.

3.4.2 Submittal

Bidders shall submit Proposals in accordance with the instructions and schedule included in the solicitation containing these specifications and documents. Refer to Section 4: Proposal Submittal Format & Checklist and submit Proposal with all applicable content.

3.4.2.1 Alternate Proposals

If the Bidder submits an alternate proposal, they shall identify clearly the proposal as an “Alternate Proposal”. OUC may consider alternate proposals a blanket exception to the solicitation and reject the Proposal.

3.4.3 Signatures

An authorized representative of each Bidder shall:

1. Sign or e-sign the Proposal, give their full name and title, and provide the Bidder’s business name and address.

2. Enter the organization’s exact legal name on the Proposal.

3. Sign or e-sign compliance forms, if applicable.

3.4.4 Withdrawal

Bidders may withdraw, alter, and resubmit their Proposals through VendorLink at any time prior to the Proposal due date and time. Proposals may not be withdrawn, altered, or resubmitted after the Proposal due date and time. OUC may request clarifications and additional information after proposal submission.

3.5 ELECTRONIC SUBMITTAL OF THE PROPOSAL

To ensure correct Proposal formatting, Bidders shall:

1. Submit Proposals electronically through VendorLink.

2. Upload files only in MS Word (.doc or .docx), Excel (.xls or .xlsx), and PowerPoint (.ppt or .pptx); Adobe Portable Document Format (.pdf); Compressed File (ZIP) formats.

3. Enable printing on files submitted.

4. Clearly identify the RFP Number, Name, Submission Date, and Bidder Name on the Response Cover Page on Bidder’s letterhead.

5. Separate and identify each part of the submission (i.e. document type, form type, content type) with a divider/separation page.

6. Contact VendorLink technical support at support@evendorlink.com, if technical difficulties arise during proposal submission.

7. Follow all instructions outlined in this RFP and provide all requested information.

OUC may ask the selected Bidder to supply one hard copy set with original, written signatures and original compliance forms, prior to the contract execution. Do not submit following both methods unless otherwise instructed.

3.6 COMPLIANCE FORMS

3.6.1 Public Entity Crimes

Each Bidder shall submit copies of an executed and notarized Sworn Statement under Section

287.133 (3)(a) and 287.135, Florida Statutes, on Public Entity Crimes and Scrutinized Companies.

3.6.2 Dispute Disclosure

Each Bidder shall submit copies of an executed Dispute Disclosure form.

3.7 RESERVED

3.8 PROPOSAL PREPARATION COSTS

OUC shall provide, without charge, one set of the specifications and documents to prospective Bidders for preparation of proposals. Addenda documents will be issued only to prospective Bidders registered in VendorLink.

This solicitation does not commit OUC to pay any costs incurred in the preparation and submission of the Proposal or to pay any other costs incurred prior to award.

3.9 EXCEPTIONS

OUC is seeking proposals that meet all technical and commercial requirements as outlined in this solicitation. If a Bidder takes exception to any solicitation requirement or condition, the exception must be specifically stated on the Exception Form provided within the solicitation document. OUC shall consider only those exceptions written on the form at the time the Proposal is submitted. The Bidder acknowledges that any exception taken to the solicitation criteria (including submitting an alternate proposal) may result in OUC determining the Proposal to be nonresponsive.

3.10 CLARIFICATIONS

If a prospective Bidder has doubt as to the true meaning of any part of the solicitation, they may submit a written request for clarification through email to the Buyer of Record; verbal requests will not be accepted. The Bidder must reference the Solicitation Package page number and section heading on any clarification requests

Failure of the Bidder to request information or make inquiries will not relieve them of any responsibility to perform under the terms of any contract awarded for the work in accordance with subsequent clarifications.

OUC shall issue an addendum to all Bidders, via VendorLink, once an inquiry is clarified and/or answered. Verbal responses will not be provided and are not binding on OUC.

mailto:support@evendorlink.com http://www.ouc.com/docs/procurement/proc_public_entity_crimes_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_public_entity_crimes_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_dispute_disclosure_form.pdf?sfvrsn=2 http://www.myvendorlink.com/ http://www.ouc.com/docs/procurement/proc_exceptions_form.pdf?sfvrsn=2

3.11 LOCAL CONDITIONS

Each Bidder shall have thorough knowledge of conditions, factors, and scope of work, which would affect the execution and completion of the requested work. If required, site visits will be held the day of the Pre-Response Conference unless otherwise arranged.

Bidders shall investigate properly and consider all such factors in the preparation of every Proposal submitted. OUC shall not permit claims for financial adjustment based on the lack of prior information or its effect on the cost of the work.

3.12 OPENING

OUC shall open Proposals on the RFP Due Date at 2:30 p.m. EST at 100 West Anderson Street, Orlando, Florida. If required, at a public opening, OUC shall read only the Bidder name and if they have provided all the required information. OUC shall not share any other information at this time, with the exception of solicitations for construction or repairs on public works projects in which the price is submitted. Proposals not meeting the requirements may be rejected.

All questions concerning this solicitation must reference the document page number, and section heading. OUC shall answer questions and post them to VendorLink as an addenda to the solicitation.

3.13 SOLICITATION SELECTION SCHEDULE

OUC shall adhere to the stated schedule during the solicitation process, unless a change notice is issued to the Bidders via a written addendum. OUC reserves the right to postpone the date and time announced for the opening of proposals at any time.

OUC expects Proposals to address all of the information requested in the solicitation and subsequent clarifications, and to reflect the capabilities of the Bidder.

Bidders shall submit any supplemental information, and list any variations on the Exceptions form, in accordance with Section 4, Proposal Submittal Format & Checklist.

3.14 PROPOSAL ACCEPTANCE AND REJECTION

OUC reserves the right to accept the Proposal which, in its judgment, is the most responsive and responsible Proposal and to reject any and all proposals; as well as waive irregularities and formalities in any proposal that is submitted.

Without limiting the generality of the foregoing, OUC may reject any proposals which are incomplete or irregular; Proposals which omit any one or more items for which the solicitation requires, any Proposals which omit unit prices if unit prices are required, any Proposals from Bidders who have previously failed to satisfactorily complete contractual obligations.

1. The following shall cause an automatic rejection of the proposal:

a. Proposals delivered/submitted after the 2:00 p.m. due date

b. Failure to submit a Bid Bond (if required)

c. Failure to attend a mandatory Pre-Response Conference and/or any mandatory presentation (if required)

d. Failure to submit a signed Payment and Performance Bond Compliance Form when (a) a Payment and Performance Bond is required or (b) alternate payment and performance security permissible under Section 255.05, Florida Statutes is required http://www.ouc.com/docs/procurement/proc_paymt_perform_bond_form.pdf?sfvrsn=2

2. The following items may cause a rejection of the proposal:

a. Failure to submit copies of any of the signed & notarized (where required) forms:

i. Statement on Public Entity Crimes form

ii. Dispute Disclosure

3.15 PROPOSAL EVALUATION CRITERIA

OUC shall evaluate the Proposals based on the information provided by each of the Bidders. OUC’s review may include, but may not be limited to the following categories:

1. Qualifications and Experience, including past performance for OUC

2. Experience working in or around operating power generation facilities

3. Responsiveness to Requirements

4. Safety and Quality Programs

5. Financial Soundness of Organization

6. Price

OUC reserves the right to negotiate with Bidders who submitted responsive and responsible Proposals in the best interest of the OUC Commission. This negotiation process may occur prior to OUC Commission approval. Each Bidder acknowledges that OUC shall evaluate all Proposals and may initiate clarification discussions or seek additional information from all or some of the Bidders to fully understand any unclear elements of their proposals. Following clarification, OUC may initiate negotiations with the Bidder considered to be the most responsive and responsible. If no agreement is reached with the highest ranked Bidder, OUC may reject all Proposals or continue negotiations with each subsequently ranked Bidder until an acceptable deal is reached. A final contract award may be contingent upon OUC Commission and legal approval.

OUC reserves the right to consider historic information and facts, whether gained from the Bidder’s Proposal, question and answer conferences, references, and/or other sources during the evaluation process. OUC may conduct such investigations to assist with the evaluation of any Proposal. The investigation also serves to establish the Bidders’, subcontractors’, and other related entities’ responsibility, qualifications, and financial ability to fulfill the Proposal requirements to the Commission’s satisfaction, within the prescribed time.

The Bidder solely is responsible to submit information related to the evaluation categories. OUC is under no obligation to solicit such information. Failure of the Bidder to submit information may cause an adverse impact on the Proposal’s evaluation.

3.16 CANCELATION

Prior to the final execution of a Contract or full Notice to Proceed, OUC reserves the right to rescind said award without prior notice to Bidders. In addition, OUC may reject all Proposals, reissue the solicitation packet, or re-award the contract.

3.17 FREIGHT (IF APPLICABLE)

The selected Bidder shall coordinate with OUC’s freight contractor for shipping unless OUC determines that the selected Bidder can obtain freight/shipping rates or methods that are more advantageous to OUC. The selected Bidder shall submit an alternate shipping proposal based on http://www.ouc.com/docs/procurement/proc_public_entity_crimes_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_dispute_disclosure_form.pdf?sfvrsn=2 delivery to OUC’s Free On Board (FOB) carrier at the designated OUC facility or location. The alternate proposal must include the:

1. Carrier name

2. Insurance coverage

3. Firm price freight quote

The Bidder must include any alternate proposal in the bid response to this solicitation. OUC may accept or reject the proposed alternate shipping arrangement.

OUC’s freight/shipping supplier and contact information is:

Nexterus

1-888-867-5952 (Monday – Friday, 8:00 a.m. – 7:00 p.m. EST) dcs@nexterus.com

3.18 BID BOND (IF APPLICABLE)

Bidder may be required to submit a certified check or cashier’s check drawn on an acceptable bank, or an acceptable Bidder’s bond executed by the Bidder and a surety company authorized to do business in the State of Florida. The value of the bid bond shall be five percent (5%) of the proposal price schedule. When submitting a Proposal through VendorLink, the Bidder shall provide a copy of the check and express mail the original check to the delivery location provided on the first page of the Solicitation Packet Form.

The bid bond guarantee shall be made payable without condition to OUC. The amount of the check or bond may be retained by and forfeited to OUC as liquidated damages if the Proposal results in a contract award and the Bidder fails to honor the accepted terms.

OUC shall return the selected Bidder’s bid bond when that Bidder executes the contract and files a satisfactory payment and/or performance bond, if required. OUC may retain the bid bond of the second highest ranked Bidder for a period not to exceed thirty (30) days, pending the execution of the contract by the selected Bidder. OUC shall return the bid bond of each unsuccessful Bidder upon request, after the contract is awarded or when the Proposal is rejected.

3.19 PAYMENT AND PERFORMANCE BOND (IF APPLICABLE)

The selected Bidder may be required to furnish a Payment and Performance Bond to OUC per Florida Statutes; Section 255.05 equal to 100 percent of the contract price. The cost of such bonds shall be stated as a separate line item in the Proposal.

A surety company, authorized to do business in the State of Florida and acceptable to OUC, shall sign the bond. The Performance Bond and Payment Bond shall be dated with the actual execution date. With these bonds, the responsible party shall file certified copies of the power of attorney of such attorney-in-fact signing the bond on behalf of the surety, and such certificates shall be certified to show that such power of attorney was in effect to and including the date of the actual execution of the bonds. Any bonds submitted by a surety or its agent shall be conclusively presumed to have been authorized by and binding upon the surety company irrespective of the date shown on the power of attorney.

If bonds are required, they shall remain in full force and effect until satisfactory completion of any specified performance guarantee tests, or satisfactory completion of all other contractual requirements, whichever shall occur last. Upon recording of the performance and payment bond (if applicable) Bidder shall provide OUC three (3) copies.

OUC shall furnish a copy of the selected Bidder’s bond to any lienor demanding that bond under the provisions of Florida Statute 713.23.

3.20 CONTRACT EXECUTION

The selected Bidder shall execute the necessary contractual forms, and return the executed forms within ten (10) business days of receipt of forms for execution.

3.21 AWARD

OUC reserves the right to award a single or multiple contracts for all proposal items, or to award separate contracts for single proposal items or any combination of such items; or to make no contract award.

OUC shall be the sole judge of its own best interests, the proposals, and the resulting contract. An award may be made to the most responsive and responsible organization whose proposal is determined to be the most advantageous to OUC. The Commission’s decision shall be final and OUC’s rights include the ability to:

1. Reject any or all proposals or parts thereof

2. Issue subsequent solicitations

3. Cancel the entire solicitation

4. Remedy technical errors on the solicitation

5. Negotiate with any, all or none of the Bidders

6. Award a contract to one or more Bidders or none at all

7. Accept other than the lowest price

8. Waive informalities and irregularities in proposals

3.22 TAXES, PERMITS, AND LICENSES

The Bidder's attention is directed to the General Terms and Conditions and the Florida Statutes regarding taxes, permits, and licenses. It shall be the Bidder's responsibility to determine the applicable taxes, permits, and licenses. If the Bidder has doubt as to whether or not a tax, permit, or license is applicable, they shall state in their proposal whether this item has been included in their proposal price and the amount of the applicable tax, permit, or license in question.

3.23 ERROR AND OMISSIONS

Bidders or their authorized representatives are expected to be fully informed as to the conditions, requirements and specifications before submitting proposals; failure to do so will be at the Bidder’s own risk. Neither law nor regulations make allowance for errors either of omission or commission on the part of Bidders. In case of error of extension of prices in the proposal, the unit price shall govern.

3.24 PROPOSAL SUBMITTAL FORMAT

Bidders shall complete all required forms, and include them in the proposal submittal package with any other required information. Refer to Section 4, Proposal Submittal Format & Checklist for more information.

3.24.1 OUC Policies and Procedures for Bidders

The Bidder shall read and comply with OUC’s policies and procedures before submitting this Proposal:

1. Contractor Security Policy

2. Bid Protest Guidance

3. Generic Contractor Orientation

4. Drug and Alcohol-Free Workplace and Testing Policy

5. OUC Travel and Expense Guidelines

6. All policies – OUC Procurement Services Department website

These policies and any supplemental policies provided at contractor orientation are hereby fully incorporated into this contract by reference and to the extent applicable to the supplier in the performance of their work. Supplier and its subcontractors, suppliers, agents, and employees shall fully comply with all such policies as amended from time to time.

3.25 SIGNATURES

By submitting this proposal with the authorized electronic signature, the Bidder hereby declares that, in all respects for and in good faith, without collusion or fraud:

1. Only the individuals or organizations interested in this proposal/bid response as principal or principals are named in this Proposal.

2. No other individuals or organizations than mentioned in this Proposal have any interest in this Proposal/Bid Response or in the subsequent contract.

3. This Proposal/Bid Response is made without connection with any other person, company, or parties likewise submitting a Proposal/Bid Response.

Bidders shall prepare Proposals in accordance with the Instructions to Bidder’s document. Failure to submit the necessary forms may cause a rejection of the proposal. The Bidder hereby agrees to provide the services and/or items specified in the solicitation packet at the prices quoted pursuant to the requirements of this document.

https://www.ouc.com/wp-content/uploads/2024/12/Procurement_procure_contractor_sec_pol.pdf https://www.ouc.com/wp-content/uploads/2024/12/Procurement_bid_protest.pdf https://www.ouc.com/wp-content/uploads/2024/12/Procurement_procure_contractor_orientation_stanton.pdf https://www.ouc.com/wp-content/uploads/2024/12/Procurement_proc_alc_cont_subs_testing_pol.pdf https://www.ouc.com/wp-content/uploads/2024/12/Procurement_supplier_business_expense_guidelines.pdf https://www.ouc.com/doing-business-with-ouc/

SCM-RFP-T-01 – Request for Proposal Template v4.2– 10/21/19

4 PROPOSAL SUBMITTAL FORMAT & CHECKLIST

A checkmark (✓) on the items below indicates these are applicable items and the terms and conditions stated in earlier sections are applicable. Bidders shall complete all the forms checked (✓) below, and include them in the proposal submittal package in order with any other information.

Provide a written signature on all original forms and, when required, a notary stamp. Scan & upload these forms with the Proposal.

Technical Response File (checked if applicable)

Tab 1 – Cover Page

Proposal Cover Page on Bidders Letterhead

Bidder Information as listed in Section 2.2.1

Tab 2 – Bidder Background and Qualifications

References and Qualifications as listed in Section 2.2

Tab 3 – Response to Requirements

Response to all Requirements as listed in Section 2 and any applicable Attachments

Tab 4 – Compliance Forms

Submit at time of proposal

Exceptions

Sworn Statement on Public Entity Crimes and Scrutinized Companies Under Florida Statutes, Section 287.133 (3) (a) and 287.135

Dispute Disclosure

☐ Bid Bond as described in Section 3.18 (If Applicable)

Addenda (If Applicable)

Provided at time of award

Copy of Company’s Business License

Copy of Insurance Certificate

W-9 Form

Payment & Performance Bond as described in Section 3.18 (If Applicable) http://www.ouc.com/docs/procurement/proc_exceptions_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_public_entity_crimes_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_public_entity_crimes_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_dispute_disclosure_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_addenda_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_w9_form.pdf?sfvrsn=2

SCM-RFP-T-01 – Request for Proposal Template v5.0 - 5/22/25

5 ATTACHMENTS

Attachment A: Detailed Scope of Work & Requirements

Attachment B: Price Schedule Excel

Attachment C: Invitation to Pre-Response Conference

Attachment D: Company Qualifications Excel

Attachment E: Waste Policies and Procedures

Attachment F: Waiver of Liability

Attachment G: General Terms and Conditions for Services

ATTACHMENT A: DETAILED SCOPE OF WORK & REQUIREMENTS

REQUIREMENTS

LEED Green Building Reliable Plaza and Saint Cloud are LEED (Leadership in Energy and Environmental Design) Green Building.

OUC’s commitment to a healthier environment goes beyond the LEED certified building. Prospective proposers must be able to supply cleaning products containing recycled and environmentally preferable materials that meet performance requirements for all properties included in this RFP. “Environmentally preferable products” means products that have a lesser or reduced effect on human health and the environment when compared with competing products that serve the same purpose.

Cleaning products shall be certified by Green Seal GS-37, UL ECOLOGO® 2792, or an equivalent third-party environmental certification acceptable to OUC. Products shall be used in accordance with manufacturer instructions and applicable safety standards. These standards require the following:

• The undiluted product shall be non-toxic to humans.

• The undiluted product shall not contain any ingredients that are carcinogens or are known to cause reproductive toxicity.

• The undiluted product shall not be corrosive to the skin or eyes.

• The undiluted product shall not be a skin sensitizer.

• The undiluted product shall not be combustible.

• The product shall not contain substances that contribute significantly to the production of photochemical smog, tropospheric ozone, or poor indoor air quality.

• The product shall be non-toxic to aquatic life.

• Each organic ingredient in the products used shall exhibit ready biodegradability.

• The product used shall not contain more than 0.5% by weight or total phosphorus.

• The primary packaging shall be recyclable, or the manufacturer shall provide for returning and refilling of their packages.

• The product must be a concentrate.

• Manufacturers shall identify any fragrances on their MSD sheets. Any ingredient added to the product as a fragrance must follow guidelines as interpreted by the international fragrance associations.

• The product shall not contain alkyl phenol ethoxylates, dibutyl phthalate heavy metals, ozone-depleting compounds or optical brighteners.

• The product shall not be tested on animals.

OUC will be enforcing a recycling program which will consist of recycling aluminum cans, plastic bottles, paper and cardboard. OUC shall provide on-site instructions. See Appendix. – Waste Policies and Procedures

The Supplier will clean these properties using high standards of service mutually agreed upon with OUC.

All materials and work in this RFP shall be furnished and performed in accordance with best-established practice and standards recognized by the contracted industry with all codes and regulations which shall apply. Unless specified otherwise by OUC, the Supplier shall provide a list of all cleaning equipment and supplies.

The Supplier shall ensure that the appropriate type and number of staff are employed to achieve the requirements in this RFP.

The Supplier shall provide one Quality Assurance Representative to oversee the Supervisors. The Supplier shall provide a Supervisor or a Lead at EACH of the Reliable Plaza, Pershing, St. Cloud and Gardenia locations to oversee their personnel in the evenings and to verify all services are being performed to the standards of the contract. This individual must speak fluent English. This Supervisor/Lead should be a working position.

The Quality Assurance Representative will visit each site weekly, or as required by OUC, to assess the services completed by Supplier’s staff. When visiting each site, the representative must sign in and out at the guard desk. This individual must speak fluent English.

The quality control representative shall provide contingency policies and procedures for potential problem areas.

The quality control representative shall provide corrective action procedures.

The OUC Designated Rep shall be notified in writing of all corrective action taken by the Supplier. The notification method will be agreed upon by the Supplier and OUC’s Designated Rep following award of contract.

Emergency and prompt attention callouts

The Supplier shall provide for emergency and prompt attention situations deemed necessary by the Facilities Division Designated Representative. In response to such requests, the Supplier must have the required personnel on site, fully equipped and ready to work, within four (4) hours of initial notification, twenty-four (24) hours a day, seven (7) days a week. Failure to comply with the terms and conditions of this section will result in non-performance penalties set-up by Supplier and OUC. OUC will deduct from monthly payment cost for OUC to perform service.

Quality Control and Quality Assurance

1. QUALITY CONTROL

A. This is a performance-based janitorial services contract. It is the primary responsibility of the Contractor to ensure proper quality control of work performed under this contract.

B. The Supplier shall develop, maintain, enforce, and document a Safety and Quality Control Plan (QCP) which complies with the requirements of this contract and outlines how they will ensure OUC will receive all the services required by the contract at the specified quality level.

C. The Supplier shall provide weekly quality control service sheets to OUC that indicate the contract requirements are being performed to include listing any deficiencies corrective actions, and any reports of any damaged or nonfunctioning OUC equipment or fixtures.

D. The Supplier shall designate a Quality Control Representative, with whom OUC representatives can communicate regarding the Supplier’s day-to-day performance of the contract. Contingent upon approval by OUC, one Day Porter may also serve as the Supervisor.

2. QUALITY ASSURANCE

A. Quality assurance activities, such as those associated with participation in a performance-based program, are an integral part of the Supplier-OUC relationship. It is not anticipated that participation in the quality system will require any additional management resources on the part of the Supplier.

B. OUC shall regularly inspect the Supplier’s work. OUC shall inspect assigned facilities at a pre-determined schedule or as needed.

C. Any failure of the Supplier to comply with the provisions of this contract shall be called to the attention of the Supplier by OUC.

Deficiencies:

• Buildup: any accumulation of soil, alkaline deposits, cleaning agents, or floor finish, necessitating interim or restorative cleaning procedures

• Cobweb: any spider web or web-like structure containing dust or other organic material

• Debris: any litter, garbage, rubbish, rubble, loose food, leaves, paper, cigarette butts, trash, or waste

• Disorganized: messy, not arranged in an orderly manner

• Dull: lacking a shine or luster

• Dust: any loose extra-fine particles of dust, dirt, or sand

• Filled, Over: accumulation beyond acceptable levels

• Filled, Under: depletion beyond acceptable levels

• Fingerprints/Handprints: recognizable human handprints or fingerprints

• Graffiti: unauthorized drawing, writing, or defacement on a public surface

• Sticky Substance: a variety of chewy or sticky substances including stickers, chewing gum, licorice, or candy

• Malodor: odor identified as unpleasant

• Non-operational: not currently operating as intended

• Scuff: removable nicks, scuffs, black marks, and heel marks

• Soil: any removable dirt, film, grime, mud, grease, oil, food, sand, footprints, smears, smudges

• Spot: any localized or singularly occurring removable spill, dirt, grime, mud, grease, oil, food, liquid, water spots, splashes, smears, and smudges

• Streak: observable striation caused by a cleaning procedure

NON-PERFORMANCE, DEFICIENCIES, AND NON-COMPLIANCE

It is the objective of OUC to obtain full cleaning performance per the terms of the contract and at the quality standards of work as outlined. To this end, OUC is contracting for the complete performance of this contract. The Supplier’s non-compliance shall be classified as (A) non-performance, (B) deficient performance, or (C) avoidable damages. Proof of performance and adherence to contract requirements shall be upon the Supplier. OUC reserves the right to withhold any disputed amounts, and deduct such amounts from the Supplier’s invoice as it relates to liquidated damages. OUC shall be the judge as to the adequacy of supporting documentation and application of liquidated damages.

Should the Supplier provide non-conforming services, goods, or materials during the term of this contract, OUC shall suffer damage, the amount of which is difficult, if not impossible to ascertain.

Therefore, the Supplier shall pay to OUC, as liquidated damages, the sum outlined under part D.

Deductions -Liquidated Damages as reimbursement of OUC’s resources for added inspections, administrative resources and follow-up to assure satisfactory completion of the work. Such sum is mutually agreed upon as a reasonable and proper amount of damages OUC shall sustain by the failure of the Supplier to complete the services or make delivery within the specified time.

Recurring non-performance may result in actions leading up to termination of this contract.

The costs specified for liquidated damages shall not be construed as a penalty on the Supplier.

The liquidated damages provision does not preclude OUC from the pursuit of actual damages at cost, in lieu thereof, when the sum of these can be readily documented and attributed to the Supplier’s failure.

A. NON-PERFORMANCE

Non-performance shall be defined as the Supplier's failure to make delivery of the service, goods, or materials within the time(s) specified in the contract or within such additional time(s) as may be granted by OUC. Non-performance includes, but is not limited to:

Missed cleaning of a building or of any of the area types within a building that is identified in the Tasks and Frequencies

• Lack of Day Porter coverage in areas where they are assigned

• Non-stocking of supplies

• Failure to respond to emergency service/biohazard request

• Failure to provide proof of service

• Failure to submit weekly quality control service sheets

• Failure to adhere to the Staffing Plan

• Failure to provide reports and deliverables as specified in the contract

B. DEFICIENT PERFORMANCE

Major deficiencies- These deficiencies require immediate attention and shall be responded to within one (1) hour of notification or as otherwise specified by OUC. This includes deficiencies resulting from the performance of services that may affect the health and safety of the public, facility occupants, or cause damage to OUC facility/property. Examples of major deficiencies include but are not limited to:

• Wet floors

• Trip hazards

• Chemical spills

• Trash left on top of desks, tables or left in hallways or lobbies

• Use of equipment deemed improper for task performance

• Unsafe equipment or products onsite (i.e. use of bleach and heavily scented products), etc.

Minor deficiencies- These deficiencies are singularly occurring and generally do not require immediate attention. These deficiencies do not immediately affect the health and safety of the public or building occupants and may be corrected within twenty-four (24) hours or the timeframe specified by the

OUC. Examples of minor deficiencies include, but are not limited to:

• One trash can that is not emptied within a single location

• A small area not vacuumed or swept, etc.

C. AVOIDABLE DAMAGES

Avoidable damages include damages resulting from the Supplier’s negligence or lack of performance that could have been avoided where OUC incurred a cost or fines. Avoidable damage includes but is not limited to:

Unsecured Locations- Failure by the Supplier to secure exterior building entrances, building perimeter gates, or locked interior spaces after the completion of scheduled work or as otherwise noted in this Contract. Includes the Supplier accessing prohibited areas and/or providing access to unauthorized persons for areas that are prohibited by OUC

• Not setting or tripping any alarm systems.

• Commingling Trash and Recycling- Occurs when the Supplier is found to have disposed of trash in recycling dumpster, recyclable disposed of in trash dumpster, or mixing trash and recycling.

This includes the disposal of plastic bag liners in recycling dumpsters.

• Mishandling of Cleaning Chemicals - Occurs when the Supplier is found to improperly dispose of any cleaning chemicals, use unlabeled or unapproved chemicals, storage of unlabeled or unapproved chemicals in janitorial closets, or any other chemical violations under this contract.

• Re-issuing of badges and keys/fobs, or re-keying of an area or facility.

A formal Vendor Complaint may be submitted to Strategic Sourcing. This document will become a permanent part of the Supplier’s file.

QUALITY ASSURANCE PLAN

A. Surveillance Methods

OUC will evaluate the Supplier’s performance under this contract. Examples of OUC surveillance may include:

• Inspections- OUC will use an inspection checklist to evaluate Supplier performance.