INVITATION FOR BIDS (“IFB”) - PART I

IFB Part I Revised 10/6/25 Page 1 of 5

IFB #: 262917AMS

IFB TITLE: Siesta Key Village General Custodial Services

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 general custodial services in the Siesta Key Village 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 a minimum of two (2) references

demonstrating their experience providing regularly scheduled custodial services for commercial, resort, hospitality, or municipal outdoor public spaces under contracts with a minimum annual value of at least $100,000.00, performed within the past seven (7) years preceding the submission deadline in OpenGov.

3.1.2. Reference projects must demonstrate experience providing services including,

a. daily or weekly cleaning and maintenance,

b. waste and recycling management, and

c. pressure washing and/or sanitization.

https://procurement.opengov.com/portal/scgov

IFB Part I Revised 10/6/25 Page 2 of 5

3.1.3. Only references submitted at the time of bid 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 5

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 5

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.

IFB Part I Revised 10/6/25 Page 5 of 5

12.0 PERFORMANCE AND PAYMENT BOND

Only applicable if this box is checked

12.1 The awarded bidder will be required to obtain a performance and payment bond equal to $50,000.00. Any bonding company submitting a performance and payment bond to Sarasota County Government must be licensed to transact a fidelity and surety business in the State of Florida, and shall have an A.M. Best rating of: if bond is under $500,000 “B+” (very good) or better, and over $500,000 “A-” (excellent) or better, and a “T” Underwriting Limitation not exceeded by this project’s bond.

12.2 Execution of Bonds and Power of Attorney

12.2.1. If the successful Bidder is a partnership, each bond should be signed by each of the individuals who are partners; if a corporation, the bonds should be signed in the correct corporate name by a duly authorized officer, agent or attorney-in-fact. The appropriate number of bonds should be executed to correspond to the number of signatories to the contract. Each executed bond should be accompanied by (a) appropriate acknowledgment of the respective parties; (b) appropriate duly certified copy of power-of-attorney or other certification of authority where bond is executed by agent, officer or other representative of successful Bidder or surety;

(c) duly certified extract from by-laws or resolutions of Surety under which power-of-attorney or other certificate of authority of its agent, officer or representative was issued.

12.2.2. Attorneys-in-fact who sign bid bonds or performance and payment bonds must file with such bond a certified copy of their power-of-attorney to sign such bonds. Attorneys-in-fact must place name, address, and telephone number on this certificate.

(End of Part I)

PART II

SCOPE OF SERVICES

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1. OVERVIEW

A. Contractor shall provide comprehensive custodial and maintenance services within the Siesta Key Village Public Improvement District (the “District”), as amended, established under Sarasota County Ordinance No. 2006-089.

B. The purpose of this solicitation is to ensure that all public areas, facilities, and hardscape elements within the District are maintained in a clean, safe, sanitary, and resort-like condition for residents, businesses, and visitors.

C. All services shall be performed strictly within the geographic boundaries of the District as defined in Attachment A – Siesta Key Village Public Improvement District Map. No services shall be performed outside of the District unless specifically authorized in writing by the County.

D. All services shall be performed in coordination with the County’s Administrative Agent (AA) or Contract Manager (CM) and the Siesta Key Village Maintenance Corporation (“SKVMC”) Maintenance Manager.

E. Contractor shall provide the following services:

i. Empty, wipe down, clean, and sanitize all trash and recycling hardscape containers and lids, interior and exterior. Replace liners as required herein.

ii. Empty, clean, and sanitize ashtray containers.

iii. Clean and sanitize benches, bike racks, map kiosks, and water fountains.

iv. Collect loose litter, debris, and cigarette butts in all areas.

v. General housekeeping of the gazebo area.

vi. Replace light bulbs as needed for the map kiosks.

vii. Remove gum, stickers, and graffiti in all areas.

viii. Sweep all walkway areas.

ix. Apply matching exterior touch-up paint as needed for benches, bike racks, water fountains, trash cans and lids, and

x. Provide other related services expressly described herein.

2. REQUIREMENTS OF THE CONTRACTOR

A. Equipment and Labor Requirements

i. Contractor shall provide all labor, supervision, vehicles, equipment, tools, and supplies necessary to perform the services in accordance with this Scope of Services.

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ii. Contractor shall maintain sufficient staffing levels, defined as a minimum of two employees per shift, at all times to ensure all services are completed within required timeframes and service frequencies.

iii. All equipment used in the performance of services shall be maintained in good working order, suitable for the intended use, and appropriate for the surfaces and conditions within the District.

iv. Contractor shall provide backup personnel and equipment as necessary to ensure uninterrupted performance of services.

v. Failure to provide adequate labor, supervision, or equipment shall constitute a performance deficiency.

3. GENERAL MAINTENANCE SPECIFICATIONS

A. All services shall be performed in a manner that maintains the District in a clean, safe, sanitary, and resort-like condition at all times.

B. Cleaning standards shall be measured by objective visible results. Upon completion of scheduled services, all areas shall be substantially free of litter, debris, stains, gum, residue, organic buildup, and other contaminants.

C. Services shall be performed using methods and equipment appropriate for the surface type and shall not cause damage to public infrastructure.

D. High-traffic areas shall be continuously maintained to ensure a uniform and clean appearance throughout each service shift.

E. Training and Compliance Requirements

i. Pre-Service Training: All personnel shall be fully trained in accordance with this section prior to performing services.

ii. Green Cleaning Compliance: Contractor shall implement and maintain compliance with the County’s Green Housekeeping Policy pursuant to Sarasota County Ordinance No. 2003-084 for all service-providing employees:

https://www.scgov.net/home/showdocument?id=13355

a. Any deviation from this plan requires prior written approval of the County’s AA or CM.

iii. Site-Specific Protocol: Contractor’s staff shall be trained in industry-standard cleaning techniques required to perform to the standards in this Scope of Services. Contractor shall provide location-specific training regarding unique hardscapes, specialized surfaces, with proper storage and handling techniques.

iv. Biohazard and Infectious Waste Training: Contractor shall provide https://www.scgov.net/home/showdocument?id=13355

Prepared by Transportation Department Part II - Page 3 of 13 mandatory, Occupational Safety and Health Administration (OSHA)-compliant training for all staff regarding blood-borne pathogens, biohazardous waste handling, and infection control. All personnel shall be certified as competent to safely contain, clean, and dispose of biohazardous spills. Training curricula must explicitly cover:

a. Proper handling and disposal of chemicals and medical waste.

b. Correct deployment of Personal Protective Equipment (PPE).

c. Post-exposure evaluation and follow-up procedures.

v. Safety Training and Documentation: Contractor shall provide comprehensive safety training to all new hires, with a mandatory annual refresher course for all employees. All safety training courses shall be documented and provided if requested by the County through email within five business days. All safety training shall consist of the following:

a. Safe work habits such as correct lifting techniques, slip/trip/fall prevention, and repetitive motion injury prevention.

b. Safe use of cleaning chemicals in compliance with the OSHA Hazard Communication Standard (Right-To-Know) and use of Safety Data Sheets (SDS).

c. Identification and strict avoidance of hazardous or County-disallowed cleaning chemicals or materials.

d. Safe use of cleaning equipment.

e. Proper placement and use of wet floor signs, barriers, cones, or other safety devices, to isolate work zones and protect pedestrians or equipment. Safety devices, barricades, or other traffic control measures shall not force or divert pedestrian foot traffic into the street or roadway; where a work zone narrows the usable walkway, an alternate pedestrian path outside the roadway must be maintained.

1) In the event that cautionary signage or safety devices need to be placed, Contractor shall notify the County’s AA or CM immediately.

4. CONTRACTOR RESPONSIBILITIES

Unless otherwise specified, Contractor shall perform all services within the District on each scheduled workday. Attachment A and Attachment B - Hardscape Inventory are incorporated herein and may be updated by the County.

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A. Trash and Recycling Containers

i. Trash and recycling shall be removed, tied, and disposed of in the designated trash and recycling containers located in the Municipal Parking Lot no less than four (4) times per workday (at least two [2] complete services cycles per shift).

ii. All containers shall be serviced during each service cycle. For each cycle:

a. All containers shall be maintained in a double-lined condition at all times.

b. Interior liners shall be replaced at a minimum twice per shift per workday and immediately upon becoming soiled, leaking, or odorous, and as necessary to maintain sanitary conditions.

c. Exterior liners shall be removed and replaced as necessary to maintain sanitary conditions, including but not limited to when liners are soiled, leaking, damaged, or emitting odor. Exterior liners are not required to be replaced during every service cycle unless such conditions are present.

iii. Contractor shall ensure proper separation of waste and recyclables in accordance with the Sarasota County Code of Ordinances, Chapter 106, Solid Waste, including all applicable provisions governing the separation, storage, collection, and disposal of solid waste and recyclable materials, as amended, available at:

https://library.municode.com/fl/sarasota_county/codes/code_of_ordi nances?nodeId=PTIICOOR_CH106SOWA_ARTIICODIRE

iv. The recycling vendor will not collect from bins containing plastic bags or liners. While collection staff may use a bag to transport and keep recyclables neatly contained to the Municipal Parking Lot area carts, staff must empty the contents loosely into the recycling bin and dispose of the plastic bag entirely in the trash bin. Under no circumstances may any plastic bags or liners remain inside the recycling bins.

v. Clear plastic liners shall be used exclusively for recycling containers, and commercial-grade black plastic liners shall be used exclusively for garbage containers.

vi. All trash and recycling shall be transported using appropriate equipment, including mobile carts or utility vehicles, in a manner that prevents spillage, leakage, or debris dispersion onto streets, sidewalks, or hardscape areas.

https://library.municode.com/fl/sarasota_county/codes/code_of_ordinances?nodeId=PTIICOOR_CH106SOWA_ARTIICODIRE https://library.municode.com/fl/sarasota_county/codes/code_of_ordinances?nodeId=PTIICOOR_CH106SOWA_ARTIICODIRE

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vii. All containers shall be cleaned and sanitized as needed to remove spills, residue, gum, stickers, and debris. Any leakage shall be immediately cleaned. Bags shall not be dragged across paved surfaces.

viii. Failure to meet required service frequency, liner requirements, or waste separation standards shall constitute a Major Deficiency as referenced in 10.B.

B. Gazebo Area

i. Contractor shall perform enhanced custodial services within the gazebo area, including:

a. Sweep and wash all concrete surfaces.

b. Clean and disinfect all spills, including biohazards.

c. Clean seating areas and remove all debris, gum, residue, and contaminants.

d. Clean all hardscape fixtures, including benches, trash or recycling containers, lids, ashtrays, bike racks, and map kiosk glass.

e. Clean and disinfect the drinking fountain.

f. Remove dust, debris, cobwebs, and insects from accessible structures and light fixtures with a dry cloth.

C. General Areas

i. Contractor shall continuously monitor and maintain all public areas within the District, including but not limited to sidewalks, walkways, hardscape, landscape beds, parking areas, gutters, and surrounding areas, in a clean and sanitary condition.

a. All such areas shall be kept free of litter, debris, gum, stickers, cigarette butts, hazardous materials, and other waste at all times during each service shift.

b. All collected materials shall be properly separated and disposed of in the designated trash and recycling containers located in the Municipal Parking Lot, in accordance with the applicable requirements of the Sarasota County Code of Ordinances, Chapter 106, Solid Waste, Article II, Collection and Disposal Regulations, as amended available at:

https://library.municode.com/fl/sarasota_county/codes/code_of_o rdinances?nodeId=PTIICOOR_CH106SOWA_ARTIICODIRE

c. Pressure washing may be used as necessary, provided safety precautions are implemented, and areas are secured until safe for

Prepared by Transportation Department Part II - Page 6 of 13 public use. Pressure washing activities shall be conducted in accordance with applicable Sarasota County noise ordinances, specifically Sarasota County Code of Ordinances, Section 54-118, Sound control, available at:

https://library.municode.com/fl/sarasota_county/codes/code_of_o rdinances?nodeId=PTIICOOR_CH54ENNARE_ARTVAISOPO_S54-

118SOCO

1) To minimize disruption to businesses, residents, and visitors, pressure washing shall be limited to the hours of 7:00 a.m. to 10:00 p.m., unless otherwise directed by the County.

2) Pressure washing shall be scheduled and performed in coordination with the County’s AA or CM and SKVMC Maintenance Manager and, when applicable, affected businesses to minimize disruption to normal business operations. The Contractor shall make reasonable efforts to perform pressure washing during off-peak operating periods for the affected business or area. Compliance with the allowable pressure-washing hours does not relieve the Contractor of the responsibility to minimize unreasonable interference with business operations, residents, or visitors.

ii. Biohazards shall be cleaned and removed immediately in accordance with OSHA standards.

iii. Contractor shall report all observed damage, vandalism, or maintenance issues to the County and SKVMC Maintenance Manager promptly, and no later than the same work shift in which the condition was identified.

a. The reported deficiencies shall also be noted in Contractor’s weekly inspection report, which shall be submitted weekly to the County’s AA or CM.

iv. Specific locations with additional requirements, including the Gazebo Area, shall be maintained in accordance with their respective sections in this Scope of Services.

v. Touch up spray painting of benches, bike racks, water fountains, trash cans and lids as needed or directed by the County’s AA or CM or the SKVMC Maintenance Manager. County shall supply the matching hardscape paint.

a. Prior to applying paint, Contractor shall properly prepare the https://library.municode.com/fl/sarasota_county/codes/code_of_ordinances?nodeId=PTIICOOR_CH54ENNARE_ARTVAISOPO_S54-118SOCO https://library.municode.com/fl/sarasota_county/codes/code_of_ordinances?nodeId=PTIICOOR_CH54ENNARE_ARTVAISOPO_S54-118SOCO https://library.municode.com/fl/sarasota_county/codes/code_of_ordinances?nodeId=PTIICOOR_CH54ENNARE_ARTVAISOPO_S54-118SOCO

Prepared by Transportation Department Part II - Page 7 of 13 surface by removing dirt, grease, loose paint, rust, stickers, residue, and other materials that may interfere with paint adhesion.

b. Contractor shall protect adjacent surfaces using drop cloths, masking materials, shields, or other suitable protective measures to prevent overspray, drips, splatter, or paint transfer onto brick pavers, sidewalks, landscaping, signs, vehicles, or other hardscape and infrastructure.

c. Paint shall be applied only to the intended surface and in accordance with the manufacturer's recommendations. Any overspray, drips, or unintended paint transfer shall be removed immediately using methods that do not damage the affected surface.

d. Contractor shall be responsible for restoring any affected property to the County's satisfaction at no additional cost to the County.

D. Equipment and Supplies

i. The equipment, tools, and supplies to perform the services shall include, but not be limited to, the following:

a. Green Seal Certified or EcoLogo Certified general-purpose cleaner.

b. Green Seal Certified or EcoLogo Certified glass cleaner.

c. Green Seal Certified or EcoLogo Certified cleaning solution suitable for mopping and washing hard surfaces.

d. EPA-registered disinfectant suitable for the surfaces and applications required under the Contract.

e. Graffiti, adhesive, sticker, and gum removal products appropriate for the affected surface.

f. Degreaser or other surface cleaner, when necessary for removal of grease, food residue, spills, or preparation of surfaces for touch-up painting.

g. Speedy Dry or equivalent biohazard clean product (requires proper labeling and disposal).

h. Brooms, mops, and mop buckets.

i. Portable pressure washing equipment.

1) The Contractor shall utilize a commercial-grade pressure washing equipment capable of delivering a minimum of 2,500 Pounds per Square Inch (PSI) and an appropriate flow rate sufficient to effectively clean surfaces without causing damage.

j. 3.0 mL outdoor-rated black plastic garbage bags.

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k. Clear Underwriters Laboratories (UL) 126 standard clear plastic recycling bags.

1) The Contractor-supplied clear recycling bags shall meet the minimum requirements of UL Standard 126 Sustainability for Plastic Film Products, and all garbage shall be contained in 3.0 mL outdoor-rated black plastic garbage bags, all of which must be double-lined.

l. Fluorescent bulb replacement at the five map kiosks.

m. Large wheelbarrow or mobile utility cart.

n. 10-foot A-frame ladder.

o. Painting scrapers.

p. Other cleaning products or materials necessary to satisfactorily perform the work.

ii. Annual estimated trash can or recycling bag usage, based on two liners per can. Actual usage may be more or less:

a. 1,080 cases of 33-35-gallon trash can liners (150 liners per case)

b. 100 cases of 33-35-gallon recycling can liners - UL Standard 126 Sustainability requirement (150 liners per case)

c. 40 cases of 20-30-gallon trash can liners (150 liners per case)

iii. Contractor shall maintain, at all times, a minimum inventory of supplies and operational equipment sufficient to perform one (1) full week of services without interruption.

iv. All cleaning products shall be appropriate for their intended use and shall be used, stored, labeled, and disposed of in accordance with the manufacturer's instructions, SDS, and applicable federal, state, and local requirements.

v. Unless otherwise approved in writing by the County’s AA or CM, applicable cleaning products shall be Green Seal Certified or EcoLogo Certified.

vi. Failure to maintain required inventory levels shall constitute a compliance failure and result in a deduction equal to ten percent (10%) of the total monthly invoice.

vii. Contractor shall submit a list of all cleaning products proposed for use to the County’s AA or CM within ten (10) business days after contract award and annually thereafter, or upon any change in products to be agreed upon by the County and meeting all Green Seal requirements.

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viii. The County reserves the right to request physical inventory verification at any time.

E. Furnished by Sarasota County

i. The County shall provide:

a. Benches, trash and recycling cans, lids, plastic trash can liners (not bags), ashtrays, bike racks, and map kiosk replacements.

b. Single-phase, 120V, 15-amp electrical power at existing outlets.

c. Water at existing water fountains (2) with a central water spigot at the gazebo (south) and the Breeze bus stop parking area (north).

d. Paint for touch-up of hardscapes (Hunter Green).

5. CONTRACTOR STAFF/SUPERVISION REQUIREMENTS

A. Contractor shall ensure that supervisory personnel and staff assigned to perform services are able to effectively communicate in English to the extent necessary to understand work assignments, follow safety procedures, and communicate with the County and SKVMC Maintenance Manager regarding service performance and issues.

B. Contractor shall ensure that at least one (1) English-speaking supervisor is available during all working shifts.

C. Contractor shall maintain and submit a current Staffing Plan identifying all assigned personnel, including backup staff. The initial Staffing Plan shall be submitted no later than three (3) business days prior to the commencement of work. Thereafter, upon request by the County, the Contractor shall submit an updated Staffing Plan within five (5) business days of the request. Updates shall also be submitted to the County’s AA or CM within two (2) business days of any staffing change. The County reserves the right to request additional backup staff, as it deems necessary.

D. Contractor’s manager shall conduct and document routine inspections of services throughout each workweek to ensure compliance with all requirements of this Scope of Services. All identified deficiencies shall be corrected promptly. Inspection records shall be maintained and provided to the County upon request.

E. Contractor’s manager shall participate in meetings with the SKVMC Maintenance Manager and the County’s AA or CM as requested by the County.

The County shall conduct no less than one (1) monthly inspection or coordination meeting during the term of the Contract. Additional meetings may be scheduled at the County’s discretion.

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F. Contractor is responsible for any damage to County or personal property by Contractor’s staff. Notification shall be made as quickly as possible. Where the damage creates a safety hazard, restoration to the County's satisfaction shall be completed within 48 hours of notification. For all other damage, restoration to the County's satisfaction shall be completed as quickly as possible, but no later than 30 calendar days.

6. WORKDAYS AND HOURS

Contractor shall provide services seven (7) days a week, including all holidays, as follows:

A. Shift 1: 6:30 a.m. – 2:00 p.m.

B. Shift 2: 2:00 p.m. – 10:00 p.m.

C. Each shift shall include two (2) complete service cycles.

D. The County reserves the right to request timesheets for verifying time spent on the performance of duties.

7. SECURITY/IDENTIFICATION

A. Keys and Access Control

i. The County may issue keys as necessary for access to service-related facilities or equipment. Contractor shall be fully responsible for the security, proper use, and control of all issued keys.

ii. Keys shall not be duplicated and shall be returned to the County at the end of the contract term. Contractor shall immediately report any lost or stolen keys to the County. Contractor shall be responsible for all costs associated with re-keying or replacement resulting from lost, stolen, or misused keys.

iii. All keys shall be returned to the County upon termination or expiration of the Contract.

B. Employee Conduct and Performance

i. Contractor shall maintain satisfactory standards of employee competency, conduct, appearance, and integrity.

ii. The County's AA or CM may notify Contractor of unacceptable work performance or unsuitable employees. Contractor shall take immediate corrective action, which may include retraining, reassignment, or removal of such personnel from performing work under the Contract.

iii. The County reserves the right in its reasonable discretion, to deny access to any Contractor employee to any County facility based on violation of contract requirements, safety concerns, or failure to meet

Prepared by Transportation Department Part II - Page 11 of 13 communication or performance standards necessary to perform the Scope of Services.

C. Identification and Safety Apparel

i. Contractor shall require all its employees, agents, and representatives performing services under the Contract to wear a clean uniform shirt clearly displaying the Contractor’s company name, logo, and name badge.

ii. Contractor shall ensure that all personnel working in or near roadways wear appropriate high-visibility safety vests in accordance with applicable safety standards.

8. REDUCED SERVICES/INCREASED SERVICES

A. The County reserves the right to add or remove, increase or decrease, temporarily add, or temporarily suspend services at a particular location. The County shall endeavor to provide the Contractor with at least twenty-four (24) hours’ notice of any service adjustment.

B. Any permanent increase or addition to the services shall be memorialized through a formal amendment to the Contract.

9. SPECIAL EVENTS

Additional custodial services and staffing may be needed for special events such as parades and festivals, or when excessive crowds require cleanup and collection during the regular work schedule.

A. Contractor will be notified a minimum of 14 calendar days in advance of special events and shall be prepared to mobilize and begin cleanup with advance notice during peak demand times, in accordance with SKVMC and County authorization as needed.

B. Labor for special events or peak-demand service will be compensated at the hourly rate listed on the Contract Fee Schedule (Fee Schedule).

10. DEFICIENCY ASSESSMENT

A. The County’s AA, CM or the SKVMC Maintenance Manager shall notify Contractor of performance issues, including any written complaints received from the public, by telephone or by e-mail.

B. Major Deficiencies: Conditions affecting public health, safety, sanitation, or core service delivery, including but not limited to failure to empty trash containers, failure to remove litter and debris, spills, or failure to clean up biohazards.

i. Major Deficiencies must be corrected within two (2) hours of

Prepared by Transportation Department Part II - Page 12 of 13 notification by the SKVMC Maintenance Manager or the County’s AA or

CM.

C. Minor Deficiencies: Non-critical failures to meet service standards, including but not limited to failure to remove gum, stickers, cigarette butts, graffiti, or other debris, or failing to properly clean surfaces.

i. Minor Deficiencies must be corrected by the next scheduled workday.

D. The SKVMC Maintenance Manager or the County’s AA or CM shall have the sole authority to classify a complaint as a Major or Minor Deficiency.

E. Failure to correct a deficiency within the required timeframe shall result in the deficiency being deemed unresolved and subject to deductions as set forth in Section 11.

F. Repeated instances of non-performance, defined as three (3) or more Major Deficiencies within a thirty (30) day period, or ten (10) or more Minor Deficiencies, may result in termination for cause.

11. PAYMENT

A. Contractor shall submit invoices monthly to the SKVMC Maintenance Manager for services provided. Upon approval, the SKVMC Maintenance Manager shall submit the invoice to the County for payment. Payment shall be made in accordance with the Fee Schedule for work satisfactorily performed. Invoices shall reflect any applicable deductions for deficiencies.

B. Deductions described herein represent a reasonable estimate of damages resulting from Contractor non-performance and are intended as liquidated damages and not as a penalty.

C. Deductions for duties not performed or not satisfactorily completed shall be assessed against Contractor as follows:

i. Major Deficiencies not remedied within the timeframe established in Section 10 shall result in a five percent (5%) deduction of the total monthly invoice per occurrence. Each day the deficiency remains uncorrected past the established deadline shall constitute a separate and distinct occurrence.

ii. Minor Deficiencies not remedied within the timeframe established in Section 10 shall result in a two percent (2%) deduction from the total monthly invoice for each occurrence.

D. No-Show and Response Requirements

i. A failure to report for scheduled services (“No-Show”) shall result in non-payment for the affected workday. The fee for each workday shall be determined by dividing the monthly rate by the total number of

Prepared by Transportation Department Part II - Page 13 of 13 scheduled workdays in the month. This deduction shall appear as a detailed credit on the invoice.

ii. Contractor shall respond to a No-Show notification from the County within thirty (30) minutes and deploy personnel to the District.

iii. If Contractor fails to respond within thirty (30) minutes, the No-Show shall constitute a Major Deficiency and shall be subject to deductions in accordance with Section 11.C.i. in addition to non-payment for the affected area.

iv. If Contractor responds within thirty (30) minutes and provides satisfactory services within one (1) hour of the County’s notification, the daily services fee shall be paid, minus a one hundred dollar ($100.00) deduction per occurrence. This deduction shall appear as a detailed credit on the invoice.

v. If Contractor responds within thirty (30) minutes but fails to provide satisfactory services within one (1) hour of notification, the No-Show shall be treated as a Major Deficiency in addition to non-payment for the affected workday.

vi. Failure to submit a required Staffing Plan or performance documentation shall constitute a compliance failure and shall result in a one percent (1%) deduction of the total monthly invoice.

E. Failure to maintain sufficient supplies and operational equipment resulting in an inability to support a minimum of one (1) week of normal operations shall constitute a Major Deficiency and shall result in a deduction from the total monthly invoice in accordance with Section 11.C.i. Inventory compliance will be verified by the SKVMC Maintenance Manager.

F. The County reserves the right to reduce payment of monthly invoices for services not performed and/or products not supplied as specified in this Scope of Services. Contractor will be required to show any assessment deductions on the monthly invoice.

G. All monthly invoices must be submitted for approval to the SKVMC Maintenance Manager through email, copying the Contract AA and CM. The SKVMC Maintenance Manager will submit the approved invoices to the County for payment.

(End of Part II)

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.

(End of Part III)