acknowledgment form state of florida department … itb 05/17-03 janitorial services 1...

DOS ITB 05/17-03 Janitorial Services

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Acknowledgment Form

State of Florida Department of State

Invitation to Bid (ITB) *************************************************************************************************************************************

SOLICITATION NUMBER: DOS ITB 05/17-03 TITLE: Janitorial Services

RELEASE DATE: May 18, 2017 @ 3:00 P.M. EASTERN TIME (ET)

THIS ACKNOWLEDGEMENT FORM MUST BE SIGNED AND RETURNED WITH YOUR RESPONSE TO ACKNOWLEDGE AND AFFIRM AGREEMENT TO ALL OF THE STATEMENTS AND TERMS & CONDITIONS CONTAINED IN THIS SOLICITATION. THE AUTHORIZED COMPANY REPRESENTATIVE MANUALLY SIGNING THIS ACKNOWLEDGEMENT FORM WARRANTS THAT THEY ARE DULY AUTHORIZED TO COMMIT ON BEHALF OF THEIR COMPANY TO CONTRACTUAL OBLIGATIONS AND PRICING.

COMPANY NAME

FEID #:

ADDRESS:

CITY, STATE, ZIP:

TELEPHONE: ( ) FAX NUMBER: ( )

E-MAIL ADDRESS:

______________________________________________________________________________ _______________ AUTHORIZED SIGNATURE (MANUAL) DATED

______________________________________________________________________________ AUTHORIZED SIGNATURE (TYPED), TITLE


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Table of Contents

SECTION 1 – INTRODUCTORY MATERIALS .............................................................................................................................. 6

1.0 Purpose ....................................................................................................................................................................... 6

1.1 Definitions................................................................................................................................................................... 6

1.2 Contract Term ............................................................................................................................................................. 6

1.3 Renewal ...................................................................................................................................................................... 6

1.4 Purchase/Contract Documentation ............................................................................................................................ 7

1.5 Solicitation Timeline ................................................................................................................................................... 7

1.6 Special Accommodations ............................................................................................................................................ 8

1.7 Procurement Officer ................................................................................................................................................... 8

SECTION 2 – SPECIAL INSTRUCTIONS TO RESPONDENTS ....................................................................................................... 9

2.0 General Instructions to Respondent (PUR 1001 10/06) ............................................................................................. 9

2.1 Addenda to the Solicitation Documents..................................................................................................................... 9

2.2 Questions .................................................................................................................................................................... 9

2.3 Verbal Instructions ..................................................................................................................................................... 9

2.4 Alternate Replies ........................................................................................................................................................ 9

2.5 Terms and Conditions ............................................................................................................................................... 10

2.6 Business Registration Requirement .......................................................................................................................... 10

2.7 MyFloridaMarketPlace (MFMP) Registration ........................................................................................................... 10

2.8 Certification of Drug-Free Workplace Program ........................................................................................................ 10

2.9 Diversity .................................................................................................................................................................... 10

2.10 Office of Supplier Diversity ....................................................................................................................................... 11

2.11 Licenses, Permits, Other Charges ............................................................................................................................. 11

2.12 Employment Eligibility Verification (E-Verify) .......................................................................................................... 11

2.13 Subcontracting .......................................................................................................................................................... 11

2.14 Copyrighted Material ................................................................................................................................................ 11

2.15 Vendor’s Duties to Assert Exemption from Disclosure as a Public Record ............................................................... 11

2.16 Conflict of Interest and Disclosure ........................................................................................................................... 12

2.17 Scrutinized Companies Lists (Contracts for $1 million or more) .............................................................................. 13

2.18 Cooperation with the Inspector General .................................................................................................................. 13

2.19 Posting of Notice of Agency Decision ....................................................................................................................... 13

SECTION 3 – PROPOSAL SUBMISSION INSTRUCTIONS ......................................................................................................... 14

3.0 Special Instructions for the Preparation of Bids ....................................................................................................... 14


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3.1 Submittal Requirements ........................................................................................................................................... 16

3.2 Delivery of Proposal .................................................................................................................................................. 16

3.3 Proposal Opening ..................................................................................................................................................... 17

3.4 Proposal Administrative Review ............................................................................................................................... 17

3.5 Material Deviations .................................................................................................................................................. 18

3.6 Changes to Proposal ................................................................................................................................................. 18

3.7 Withdrawal of Proposal ............................................................................................................................................ 18

3.8 Proposal Disposal ...................................................................................................................................................... 18

3.9 Proposal Preparation Cost ........................................................................................................................................ 18

3.10 Right to Accept or Reject .......................................................................................................................................... 18

SECTION 4 - AWARD PROCESS .............................................................................................................................................. 19

4.0 Bid Award Determination ......................................................................................................................................... 19

SECTION 5 - SPECIAL CONDITIONS ....................................................................................................................................... 20

5.0 General Contract Conditions – PUR 1000 (10/06) .................................................................................................... 20

5.1 Compliance with Laws .............................................................................................................................................. 20

5.2 Breach of Contract .................................................................................................................................................... 20

5.3 Damages upon Termination ..................................................................................................................................... 20

5.4 Independent Vendor Status ..................................................................................................................................... 20

5.5 Non-Discrimination ................................................................................................................................................... 20

5.6 Invoices and Payments ............................................................................................................................................. 21

5.7 Financial Consequences ............................................................................................................................................ 21

5.8 Interest Penalties ...................................................................................................................................................... 21

5.9 Vendor Ombudsman ................................................................................................................................................ 21

5.10 Travel Expenses ........................................................................................................................................................ 21

5.11 Department’s Contract Manager (DCM) .................................................................................................................. 21

5.12 Vendor’s Contract Manager ..................................................................................................................................... 21

5.13 Governing Law and Venue ........................................................................................................................................ 22

5.14 Records Audit ........................................................................................................................................................... 22

5.15 Records Retention .................................................................................................................................................... 22

5.16 Accessible Electronic Information Technology ......................................................................................................... 22

5.17 Performance Bond .................................................................................................................................................... 22

5.18 Copyrights, Right to Data, Patents and Royalties ..................................................................................................... 22

5.19 Intellectual Property ................................................................................................................................................. 22


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5.20 Information Technology Security Requirement ....................................................................................................... 23

SECTION 6 - ATTACHMENTS ................................................................................................................................................. 24

ATTACHMENT A - QUESTIONS SUBMITTAL FORM ............................................................................................................... 25

ATTACHMENT B - STATEMENT OF WORK/SPECIFICATIONS AND REQUIREMENTS .............................................................. 26

ATTACHMENT C – PRICE SHEET ............................................................................................................................................ 53

ATTACHMENT D - DRUG FREE WORKPLACE CERTIFICATE .................................................................................................... 55

ATTACHMENT E - DISCLOSURE STATEMENT CONFLICT OF INTEREST DISCLOSURE .............................................................. 56

ATTACHMENT F - VENDOR REFERENCES .............................................................................................................................. 57

ATTACHMENT G - RESPONDENT’S CONTACT INFORMATION .............................................................................................. 58

ATTACHMENT H - GROVE FLOOR DIAGRAM FOR ROOM DESIGNATIONS INSIDE THE CALL-COLLINS HOUSE ..................... 59


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Things to Keep in Mind When Responding to a Solicitation

1. Read the entire document. Note critical items such as: mandatory requirements; sample(s) required; supplies/services required; submittal dates; number of copies required for submittal; funding amount and source; contract requirements (i.e., contract performance security, insurance requirements, performance and/or reporting requirements, etc.).

2. Note the Procurement Officer's name, address, phone numbers and e-mail address. This is the only person you are allowed to communicate with regarding the Solicitation and is an excellent source of information for any questions you may have.

3. Attend the mandatory pre-bid conference/site visit. (If applicable)

4. Take advantage of the “question and answer” period. Submit your questions to the Procurement

Officer by the due date listed in the Solicitation Timeline and view the answers given in the formal “addenda” issued for the Solicitation. All addenda issued for a Solicitation are posted on the Vendor Bid System (VBS) website (http://vbs.dms.state.fl.us/vbs/search.criteria_form) and will include all questions asked and answered concerning the Solicitation.

5. Follow the format required in the Solicitation when preparing your Bid. Provide point-by-point response to the required sections in a clear and concise manner.

6. Provide complete answers/descriptions. Read and answer all questions and requirements. Don’t

assume the Department or evaluation committee will know what your company capabilities are or what items/services you can provide, even if you have previously contracted with the Department. The Replies are evaluated based solely on the information and materials provided in the Bid.

7. Check the VBS website for Solicitation addenda. Before submitting your Bid, check the VBS website

to see whether any addenda were issued for the Solicitation. Some addenda require that you sign and return them with the Bid.

8. Review and read the Solicitation document again to make sure that you have addressed all

requirements. Your original Bid and the requested copies must be identical and be complete.

9. Submit your Bid on time. Note all the dates and times listed in the Solicitation Timeline and within the document, and be sure to submit all required items on time. Faxed, emailed or late Replies will not be considered.


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SECTION 1 – INTRODUCTORY MATERIALS

1.0 Purpose The Department of State is seeking to enter into a contract with one (1) single vendor to provide Janitorial Services for seven (7) departmental properties. The properties included in this contract are The Brokaw McDougall House, The Governor Martin House, The Grove Museum, The Burr Cottage, The Union Bank, The Knott House Museum and Mission San Luis. The specific requirements for each property are outlined in Attachment B Statement of Work/Specifications and Requirements. The Department of State reserves the right to add additional services as needed at a mutually agreed price. Respondents are responsible for thoroughly reviewing the specifications of this Invitation to Bid.

1.1 Definitions The following terms used in this Invitation to Bid (“ITB”), unless the context otherwise clearly requires a different construction and interpretation, have the following meanings:

1. Certified Minority Business Enterprise: A business which has been certified by the Florida Department of Management Services, Office of Supplier Diversity, in accordance with Section 287.0943 (2) (e), Florida Statutes and Chapter 60A-9, Florida Administrative Code.

2. Contract: The agreement entered into between the Department and the successful Respondent after completion of the Invitation to Bid process.

3. Deliverable: A tangible, specific, quantifiable and measurable event or item that must be produced to complete a project or part of a project directly related to the scope of services.

4. Department: The Florida Department of State (DOS). 5. FY: The State of Florida’s Fiscal Year, July 1 thru June 30. 6. Bid/Proposal/Response: All information and materials submitted by a Respondent in response

to this ITB. 7. Respondent: Means a potential Vendor/Contractor acting on their own behalf and on behalf of

those individuals, partnerships, firms, or corporations comprising the Respondent’s team who submits a bid to this solicitation.

8. Vendor/Contractor: Any firm or person who submits a bid to the Department in response to this ITB

9. Vendor Bid System (VBS): The system which allows all state agencies to advertise solicitations and exceptional purchases on MyFlorida.com. It also permits registered vendors to receive automatic email notification of solicitation advertisements, addendums to solicitation, and exceptional purchases.

1.2 Contract Term The initial term of the prospective contract will be for one (1) year beginning July 1, 2017 and ending on June 30, 2018.

The State’s performance and obligation to pay under this contract are contingent upon an annual appropriation by the Legislature.

1.3 Renewal

The resulting contract is eligible for renewal for three additional one (1) year periods at the

Department’s sole option. Renewals shall be in writing and shall be subject to the terms and

conditions set forth in the original Contract. Renewal prices are to remain the same from the beginning


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of the contract to its fulfillment, with no escalation in prices and / or fee's. All renewals are contingent upon

satisfactory performance by the Contractor and the availability of funds.

1.4 Purchase/Contract Documentation This purchase shall be accomplished by issuance of a purchase order through MyFloridaMarketPlace (MFMP).

1.5 Solicitation Timeline Listed below are important dates/times during which actions must be taken or completed. If the Department finds it necessary to update any of the dates/times noted, it will be accomplished by an Addendum to the solicitation. All times listed below are Tallahassee, Florida local time.

EVENT DUE DATE

Solicitation Released

May 18, 2017 @ 3:00 p.m.

Posted on the Vendor Bid System:

http://vbs.dms.state.fl.us/vbs/main_menu

Mandatory Site Visit:

May 24, 2017 8:30 a.m. The Grove Museum/Call-Collins House

902 N. Monroe Street


May 24, 2017 10:00 a.m. The Burr Cottage

902 N. Monroe Street

Mandatory Site Visit::

May 24, 2017 11:30 a.m. The Knott House Museum 301 E. Park Avenue


May 24, 2017 2:00 p.m. Brokaw McDougall House 329 N. Meridian Street


May 24 2017 3:30 p.m.

.

Union Bank Corner of

Apalachee Parkway and Gadsden Street


May 25, 2017 8:30 a.m. Mission San Luis Visitor Center, Messer House & Garage

Public Restrooms 2100 W. Tennessee Street

Mandatory Site Visit: May 25, 2017 10:30 a.m. Collections Facility and Archaeology Lab

@ Mission San Luis 2100 W. Tennessee Street


May 25, 2017 12:30 a.m. Governor Martin House 1001 DeSoto Park Drive

Deadline for vendor questions

May 30, 2017

@ 12:00 p.m.

Submit question by email to

[email protected]

Anticipated date answers to

vendor’s question will be posted on VBS

June 2, 2017

@ 12:00 p.m.




mailto:[email protected]



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SEALED PROPOSALS

DUE AND OPENED

REMEMBER:

Package should clearly marked with the

following:

Must be received

PRIOR to:

June 8, 2017

@ 3:00 p.m.

Public Meeting Opening

June 8, 2017

@ 3:00 p.m.

Submit BEFORE the due date and time to the

following address:

Florida Department of State

Purchasing Office Attn: Angela Jackson-Hall

500 S. Bronough Street, Room 428

Tallahassee, FL 32399-0250

Anticipated Posting of

Intended Award on VBS

June 20, 2017 @ 3:00 p.m.



1.6 Special Accommodations Any person with a qualified disability requiring special accommodations at the pre-solicitation conference and/or bid/proposal opening shall contact the Purchasing Officer at 850-245-6581 at least five (5) working days prior to the event. If you are hearing or speech impaired, please contact this office by using the Florida Relay Services which can be reached at 1 (800) 955-8771 (TDD).

1.7 Procurement Officer The Procurement Officer is the Department’s contracting personnel and the primary contact for this solicitation. All questions and requests for clarification should be directed to:

Angela Jackson-Hall 500 S. Bronough Street – Room 428 Tallahassee, Florida 32399-0250 Phone: 850-245-6457 Fax: 850-245-6560 Email: [email protected]

The Procurement Officer designates Christina Harrell as an alternate Procurement Officer when Angela Jackson-Hall is unavailable. Phone: 850-245-6595 email: [email protected]

END OF SECTION




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SECTION 2 – SPECIAL INSTRUCTIONS TO RESPONDENTS

2.0 General Instructions to Respondent (PUR 1001 10/06) The “State of Florida PUR 1001 (10/06) General Instructions to Bidders” which is attached to this ITB, contains instructions explaining the solicitation process and the actions necessary to respond. The Department may attach additional information specific to each particular solicitation commonly referred to as “Special Instructions to Respondents.” In the event of any conflict between Form PUR 1001 and additional Department instructions, the additional instructions shall take precedence over the Form PUR 1001 unless the conflicting term is required by any section of the Florida Statutes, in which case the statutory requirements shall take precedence.

Inapplicable Provisions of PUR 1001 General Instructions for Respondents

The following are not applicable: A. Section 3. Electronic Submission of Responses

Responses shall be submitted in accordance with Section 3 of this solicitation. B. Section 5. Questions

Questions shall be submitted in accordance with Section 2.2 of this solicitation.

2.1 Addenda to the Solicitation Documents The Department reserves the right to amend this ITB. Any and all addenda will be in writing and posted on the Vendor Bid System at http://vbs.dms.state.fl.us/vbs/search.criteria_form

An Addendum Acknowledgment Form will be provided with all addenda posted on the Vendor Bid System. The Addendum Acknowledgment Form shall be signed by an authorized company representative, dated, and returned with the bid. Each Respondent is responsible for monitoring the VBS for new or changing information.

2.2 Questions Respondents shall address any questions regarding this solicitation, via email, to the Procurement Officer identified in Section 1.7. Please use Attachment A – Questions Submittal Form. The Department will post answers to questions on the VBS as noted in Section 1.5 - Solicitation Timeline. Questions will only be accepted if submitted in writing; reference PUR 1001 Section 5 for additional information. (See PUR 1001 - General Instructions to Respondents, Section 21, Limitation on Vendor Contact with Agency during Solicitation Period.)

2.3 Verbal Instructions No negotiations, decisions, or actions shall be initiated or executed by the Respondent as a result of any discussions with any State employee. Only those communications that are in writing from the Department’s Procurement Officer identified in Section 1.7 of this ITB shall be considered a duly authorized expression on behalf of the Department. Only written, signed communications from Respondents will be recognized by the Department as duly authorized expressions on behalf of the Vendor.

2.4 Alternate Replies Alternate replies and exceptions to this solicitation are not permitted. If the Respondent has any issue with the requirements or terms and conditions of this solicitation, such issues shall be presented to the Department and addressed by the Department during the question and answer phase of the solicitation. Including alternate replies or exceptions to this solicitation in any bid may result in the bid being deemed non-responsive to the solicitation.

http://vbs.dms.state.fl.us/vbs/search.criteria_form


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2.5 Terms and Conditions All Replies are subject to the terms of the following sections of this solicitation, which, in case of conflict, shall have the order of precedence listed:

A. Any Addenda to the ITB; B. Statement of Work - Specifications and Requirements (Attachment B); C. Proposal Submission Instructions (Section 3); D. General Conditions (PUR 1000); and E. General Instructions to Vendors (PUR 1001).

Failure to comply with terms and conditions found in this solicitation or incorporated by reference, including those specifying information that must be submitted with a Proposal, may result in rejection of a Proposal.

2.6 Business Registration Requirement Under the provisions of Title 36, Chapters 605-623, Florida Statutes, in order to do business in the State of Florida, corporations (and other business designations) are required to be registered and in good standing with the Department of State, Division of Corporations. Failure to be registered will be cause for disqualification. Contact the Division of Corporations at (850) 245-6900.

2.7 MyFloridaMarketPlace (MFMP) Registration Respondents desiring to sell commodities or contractual services to the State of Florida are required by Rule 60A-1.030, Florida Administrative Code, to register in MyFloridaMarketPlace. Also see, State of Florida PUR 1000 General Contract Conditions. The registration process requires the Vendor to electronically register a valid W-9 with the Department of Financial Services (DFS) at https://flvendor.myfloridacfo.com. Contact the DFS Customer Service Desk at (850) 413-5519 or [email protected] with any questions. Respondent must be registered on the MyFloridaMarketPlace website prior to DOS posting of the intent to award the contract.

2.8 Certification of Drug-Free Workplace Program The State supports and encourages initiatives to keep the workplaces of Florida’s suppliers and vendors drug-free. Section 287.087, Florida Statutes, provides that, where identical tie bids are received, preference shall be given to a bid received from a Respondent that certifies it has implemented a drug- free workforce program. If applicable, Respondent shall sign and submit the Attachment D (Drug-Free Workplace Certificate) form to certify that the Respondent has a drug-free workplace program. The Vendor shall describe how it will address the implementation of a drug-free workplace in offering the items of bid. In the event that the Department receives identical bids from two or more responsive Respondents with drug-free workplace programs, the final determination of the award shall be decided through the toss of a coin in a public meeting.

2.9 Diversity The Department encourages minority and women-owned business (MWBE) and service-disabled veteran business enterprise (SDVBE) participation in all its solicitations. Respondents are encouraged to contact the Office of Supplier Diversity (see contact information below) or visit their website at http://osd.dms.state.fl.us for information on becoming a certified MWBE or SDVBE or for names of existing businesses who may be available for subcontracting or supplier opportunities.

Office of Supplier Diversity Florida Department Management Services

https://flvendor.myfloridacfo.com/

http://osd.dms.state.fl.us/


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4050 Esplanade Way, Suite 380 Tallahassee, Florida 32399-0950 Telephone: (850) 487-0915 Fax: (850) 922-6852 Email Address: [email protected]

2.10 Office of Supplier Diversity The Office of Supplier Diversity has standing to protest, pursuant to Section 287.09451, F.S., in a timely manner, any proposed contract award in competitive bidding for contractual services and construction contracts that fail to include minority business enterprise participation, if any responding respondent has demonstrated the ability to achieve any level of participation, or any contract award for commodities where, a reasonable and economical opportunity to reserve a contract statewide or district level, for minority participation was not executed or, an agency failed to adopt applicable preference for minority participation. Any low respondent with no participation may be deemed not in “good faith.”

2.11 Licenses, Permits, Other Charges The successful respondent shall pay for any and all licenses, permits, other charges and taxes required for the Contract, and shall comply with all laws, ordinances or other requirements applicable to the work specified during the term of this contract.

2.12 Employment Eligibility Verification (E-Verify) Pursuant to State of Florida Executive Order No. 11-116, Vendor is required to utilize the U.S. Department of Homeland Security’s E-Verify system to verify the employment of all new employees hired by the Vendor during the contract term. Only individuals who may legally work in the United States – either U.S. citizens, or foreign citizens who have the necessary authorization may perform work on this contract. E-Verify is an Internet-based system that allows businesses to determine the eligibility of their employees to work in the United States. E-Verify is fast, free and easy to use – and it’s the best way employers can ensure a legal workforce.

2.13 Subcontracting The successful vendor shall not subcontract, assign, or transfer any work identified under the resulting Contract without prior written consent of the Department. The awarded Vendor will be the prime service provider and shall be responsible for all work performed and all Contract deliverables.

2.14 Copyrighted Material Copyrighted material will be accepted as part of a technical proposal only if accompanied by a waiver

that will allow the Department to make paper and electronic copies necessary for the use of

Department staff and agents. It is noted that copyrighted material is not exempt from the Public

Records Law, Chapter 119, Florida Statutes.

2.15 Vendor’s Duties to Assert Exemption from Disclosure as a Public Record Any Proposal content submitted to DOS which is asserted to be exempted by law from disclosure as a public record shall be clearly marked “exempt,” “confidential,” or “trade secret” (as applicable), with the statutory basis for such claim of exemption specifically identified in writing on each and every such page. Failure to segregate and so clearly identify any such content shall constitute a waiver of any claimed exemption as applied to the portion of the Proposal or other document in which the content is set forth.



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An entire page or paragraph in which such information appears should not be marked “EXEMPT”, “confidential” or “trade secret” unless the entire page or paragraph consists of such confidential information. Only the confidential portions(s) should be identified and marked. Vendors are to indicate where confidential information begins and ends.

Any claim of exemption from public disclosure is waived upon submission, unless addressed as set forth above. DOS will attempt to afford protection from disclosure of any trade secret as defined in Section 812.081(1)(c), Florida Statutes, or Section 688.002, Florida Statutes, where identified as such in the Proposal, to the extent permitted under Section 815.045, Florida Statutes, and Chapter 119, Florida Statutes. Each Responding Vendor acknowledges that the protection afforded by Section 815.045, Florida Statutes, is incomplete, and hereby agrees that no remedy for damages may arise from any disclosure by DOS. It will be the responsibility of the Vendor to defend the confidentiality of its trade secrets through the judicial process. DOS takes its public records responsibilities under chapter 119, Florida Statutes, and Article I, Section 24 of the Florida Constitution, very seriously. If a Vendor considers any portion of the documents, data or record submitted in response to this solicitation to be exempted by law from disclosure as a public record, the Vendor must also provide DOS with a separate Redacted Copy of its Proposal, in hard copy and on a CD, DVD- ROM or USB flash drive, at the time of Proposal submission. This Redacted Copy should contain DOS’s solicitation name, number, and the name of the Responding Vendor on the cover, and should be clearly titled “Redacted Copy.” The Redacted Copy must be provided to DOS at the same time the Vendor submits its Proposal and must only exclude or obliterate those exact portions which are exempted by law from public disclosure. The Vendor shall protect, defend, and indemnify, save and hold harmless, DOS from any and all claims, demands, liabilities and suits of any nature arising out of, because of, or due to failure of DOS to protect information redacted by the Vendor, and to further indemnify DOS for any other loss DOS incurs due to any claim being made against DOS regarding portions of its Redacted Copy being confidential, proprietary, trade secret or otherwise not subject to disclosure. If a Vendor fails to submit a Redacted Copy with its Proposal as described herein, DOS is authorized to produce the entire document(s), data or records submitted by the Vendor in answer to a public records request.

2.16 Conflict of Interest and Disclosure The award hereunder is subject to the provisions of Chapter 112, Florida Statutes. Respondents must disclose with their replies whether any officer, director, employee or agent is also an officer or an employee of the Department, the State of Florida, or any of its agencies. (Attachment E - Disclosure Statement Conflict of Interest Disclosure) All firms must disclose the name of any state officer or employee who owns, directly or indirectly, an interest of five percent (5%) or more in the Respondent's firm or any of its branches or affiliates. All Respondents must also disclose the name of any employee, agent, lobbyist, previous employee of the Department, or other person, who has received or will receive compensation of any kind, or who has registered or is required to register under Section 112.3215, Florida Statutes, in seeking to influence the actions of the Department in connection with this procurement. The selected Vendor shall be required to provide written notification to DOS within five (5) working days of the discovery of any potential conflict of interest. DOS reserves the right to make an independent determination as to whether or not a conflict of interest exists.


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2.17 Scrutinized Companies Lists (Contracts for $1 million or more) Section 287.135, Florida Statutes, prohibits agencies from contracting with companies, for goods or services over $1,000,000,that are on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with activities in the Iran Petroleum Energy Sector List, created pursuant to s. 215.473, or are engaged in business operations in Cuba or Syria.

In executing a contract, the Vendor certifies that it is not listed on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with activities in the Iran Petroleum Energy Sector List, and is not engaged in business operations in Cuba or Syria. The Vendor understands that pursuant to section 287.135, Florida Statutes, the submission of a false certification may subject it to civil penalties, attorney’s fees, and/or costs; and that any contract with the Department for goods or services of $1 million or more may be terminated at the option of the Department if the Vendor is found to have submitted a false certification or has been placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or has been engaged in business operations in Cuba or Syria.

2.18 Cooperation with the Inspector General Pursuant to subsection 20.055(5), F.S., Contractor, and any subcontractor to the Contractor, understand and will comply with their duty to cooperate with the Inspector General in any investigation, audit, inspection, review, or hearing. Upon request of the Inspector General or any other authorized State official, the Contractor shall provide any type of information the Inspector General deems relevant to the Contractor's integrity or responsibility. Such information may include, but shall not be limited to, the Contractor's business or financial records, documents, or files of any type or form that refer to or relate to the Contract. The Contractor shall retain such records for three (3) years after the expiration of the Contract, or the period required by the General Records Schedules maintained by the Florida Department of State (available at: http://dos.myflorida.com/library-archives/records-management/general-records- schedules/), whichever is longer. The Contractor agrees to reimburse the State for the reasonable costs of investigation incurred by the Inspector General or other authorized State official for investigations of the Contractor's compliance with the terms of this or any other agreement between the Contractor and the State which results in the suspension or debarment of the Contractor. Such costs shall include, but shall not be limited to: salaries of investigators, including overtime; travel and lodging expenses; and expert witness and documentary fees.

2.19 Posting of Notice of Agency Decision The Notice of Agency Decision will be posted on or about the date shown in the Solicitation Timeline (1.4) and will remain posted for a period of seventy-two (72) hours (Saturdays, Sundays and State holidays shall be excluded in the computation of the seventy-two (72) hour time period). Posting will be made available on the Florida Vendor Bid System at http://vbs.dms.state.fl.us/vbs/main_menu and at the Department of State’s Purchasing Office located in Tallahassee, Florida.

The Department shall not be obligated to pay for information obtained from or through any respondent prior to entering into a contract with the successful respondent.

Pursuant to Section 120.57(3), Florida Statutes and PUR 1001 #20, any Respondent who is adversely affected by the Department's recommended award or intended decision must file a Notice of Protest or Formal Written Protest with the Agency Clerk in the Department’s Office of General Counsel, R.A. Gray Building, 500 S. Bronough Street, Tallahassee, Florida 32399-0250.

END OF SECTION

http://dos.myflorida.com/library-archives/records-management/general-records-schedules/

http://dos.myflorida.com/library-archives/records-management/general-records-schedules/



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SECTION 3 – PROPOSAL SUBMISSION INSTRUCTIONS

Each bid shall be prepared simply and economically, following the instructions contained herein. Note: Fancy binding of replies, colored displays in replies, and promotional material are not desired. There is no intent to limit the content of the bid and additional information deemed appropriate by the Respondent may be included. However, cluttering the bid with irrelevant material makes the review more difficult.

All Bids and associated forms must be signed and dated in ink by a duly authorized representative of the Respondent. All Bids and related documents submitted in response to this ITB shall become the property of the State of Florida.

3.0 Special Instructions for the Preparation of Bids The instructions for this solicitation have been designed to help insure that all Bids are reviewed and evaluated in a consistent manner, as well as to minimize costs and reply time. Any and all information submitted in variance with these instructions is subject to not being reviewed or evaluated.

Bids are to be divided into three Sections:

SECTION ONE: Administrative Qualification Documents

SECTION TWO: Technical Response

SECTION THREE: Price Sheet

A. SECTION ONE – Administrative Qualification Documents

Tab 1 – Attachments, Forms and Certifications Responses to this ITB should include the following original documents and certifications:

1. Acknowledgement Form 2. Addendum Acknowledgement Form(s) (if applicable)

3. Drug Free Workplace Certification (Attachment D) 4. Disclosure Statement/Conflict of Interest Disclosure (Attachment E) 5. Respondent’s Contact Information (Attachment G) 6. CMBE Certification; if applicable. Attach a copy of your Certified Minority Business

Enterprise (CMBE) Certification; if certified with DMS. 7. Proof of Business Registration (see Section 2.6)

Tab 2 – Past Performance References In Attachment F (Vendor References), the Respondent must list a minimum of three (3) separate and verifiable clients. Confidential clients must not be included. The Respondent must has provided the same or similar products or services as those specified in this bid within the last five (5) years for the reference. The Department reserves the right to obtain and utilize references not provided by the Respondent.


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B. SECTION TWO – Technical Response

Using the description of work outlined in Attachment B, Statement of Work/Specifications and Requirements, Vendors should prepare their Bids in the order outlines below, with the sections tabbed for ease of identification and review.

Tab 1 – Business/Corporate Experience and Qualifications

Company Profile Vendors shall include in their submittal background information, which, at a minimum, should include: a. Name and address of the business entity submitting the Proposal.

b. date established; c. ownership (public company, partnership, subsidiary, etc.); d. primary type of business and number of years conducting primary business; and e. national accreditations, memberships in professional associations or other similar

credentials.

Narrative /Record of Past Experience

The purpose of this section is to provide DOS with a basis for determining the Vendor’s direct experience that is relevant to the requirements of this solicitation.

A bid narrative is required, clearly indicating your experience performing janitorial services in similar public facilities, during active periods when the public is present. A clear description of experience providing direct supervision and training of employees during work is required. A clear description of how you will perform these same tasks at the DOS properties is also required in the bid narrative. The contractor’s narrative should clearly describe your ability to provide the complete scope of services required. Three references must be included with the bid. References will be contacted; two or more negative references will automatically disqualify the contractor. At least two references for facilities totaling at least 20,000 sq. ft. are required. A minimum of one year of experience providing cleaning services to a historic site or a museum is preferred, but not required. Experience working on sites where employee contact (and possible visitor contact) occurs on a daily basis is required.

Tab 2 – Project Staff

The Respondent shall provide with their submittal the resumes and/or documentation regarding the specific staff who will be directly responsible for administration or administrative oversight of the contract and for provision of services requested in this ITB.

C. SECTION THREE: Bid Price Sheet Tab 1 - Attachment C - Price Sheet

Each Vendor shall use the form provided as Attachment C, “Price Sheet”, to provide fixed

price rates for the services requested in this solicitation. All price sheet calculations will be

verified for accuracy by the Department. If mathematical error(s) in a Respondent’s price

sheet(s) calculations are identified, unit prices submitted by the Respondent will be used

to determine the total price for that Respondent.


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Any qualifications, counter offers, deviations or challenges shall render the bid non-responsive.

The prices provided shall include the cost of all necessary activities to accomplish the project including, but not limited; MyFloridaMarketPlace transaction fees; miscellaneous expenses (i.e. overhead, fringe benefits, etc.); travel and incidental expenses.

3.1 Submittal Requirements

1. One (1) signed original Administrative Qualifications Documents (SECTION ONE) shall be enclosed. The Vendor shall also provide one (1) copy in electronic format to be submitted on CD, DVD-ROM or USB flash drive.

2. One (1) signed original Technical Response (SECTION TWO). The Vendor shall also provide

one (1) copy in electronic format to be submitted on CD, DVD-ROM or USB flash drive. If a Vendor considers any portion of its Technical Response to be confidential, the Vendor must submit a separate CD, DVD-ROM or USB flash drive in accordance with Section 2.15. This CD, DVD-ROM or USB flash drive should be titled “Redacted Copy.”

3. One (1) signed original Bid Price Sheet (SECTION THREE). The Vendor shall also provide

one (1) copy in electronic format to be submitted on CD, DVD-ROM or USB flash drive.

Electronic files should be logically named and easily mapped to the hard copy submittal. The electronic media should be clearly labeled in the same manner as the hard copies.

If a Vendor fails to submit the electronic, signed copies with its bid, DOS reserves the right to contact the responding Vendor by telephone for submission of this document via email. This right will be exercised only when the Proposal has met all other requirements of the solicitation.

3.2 Delivery of Proposal It is the respondent’s responsibility to ensure their bid is delivered to the proper place and by the deadline stipulated in the Solicitation Timeline. Proposals must be submitted in a sealed envelope/package by U.S. Mail, express or expedited courier delivery service, private courier, or hand delivery. Notwithstanding Section 3 of the “State of Florida PUR 1001 (10/06) General Instructions to Bidders”, the Department of State does not accept Electronic Submission of Responses. The DOS Building is a secured facility, if you are hand-delivering the Reply, please allow for sufficient time to gain access into the building. REPLIES RECEIVED AFTER THE EXACT TIME SPECIFIED WILL NOT BE CONSIDERED. The Department’s clocks will provide the official time for Reply receipt. The shipping package should be addressed as follows:

Attention: Angela Jackson-Hall

Florida Department of State Division of Administrative Services 500 S. Bronough Street – Room 428 Tallahassee, Florida 32399-0250


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Responding Vendor’s Name Solicitation Number: DOS ITB 05/17-03 Title: Janitorial Services Bid Opening: June 8, 2017 / 4:00 PM ET

The Department is not responsible for opening improperly marked Bids.

3.3 Proposal Opening A public bid opening will be conducted at the time and date specified in the “Solicitation Timeline” (SECTION 1.5) in the Purchasing Office located at R.A. Gray Building, 500 S. Bronough Street, Room 428, Tallahassee, Florida, 32399-0250.

After the public bid opening, the name(s) of all Respondents submitting bids shall be made available to interested parties upon request to the Procurement Officer listed in SECTION 1.7 – Procurement Officer.

3.4 Proposal Administrative Review A. Non-Responsive Replies Each Vendor shall submit a Proposal that meets all material requirements of this ITB. DOS reserves the right to determine whether the Proposal meets the material requirements as outlined in the ITB solicitation. Material requirements of this ITB are those without which adequate analysis and comparison of Replies is impossible, or those that affect the competitiveness of Replies. DOS seeks to maximize competition and reserves the right to seek clarification from responding Vendors to obtain non-material information to complete a responsiveness review. Failure of a Vendor to provide required information may cause a Vendor to be deemed Non-Responsive and therefore be disqualified from further consideration. Non-Responsive Replies may include, but are not limited to, those which:

• fail to utilize, complete, and/or submit the mandatory prescribed forms; • include terms and conditions contrary to the requirements of this solicitation; • do not contain original authorized signatures; • contain Technical or Proposal information contrary to those outlined in this ITB; and • are not in conformance with the requirements and instructions contained herein.

A NON-RESPONSIVE PROPOSAL WILL NOT BE CONSIDERED UNLESS, AT DOS’S DISCRETION, THE DISCREPANCY DOES NOT PREVENT REVIEW OF THE PROPOSAL BY DOS AND CAN BE EASILY AND QUICKLEY REMEDIED.

DOS reserves the right to wave minor irregularities in a Proposal. A minor irregularity is a variation of a technical nature to this ITB which does not affect the price of the Proposal or give the Vendors a substantial or unfair advantage over other Vendors. At its sole discretion, DOS may request a Vendor to provide clarifying information or additional materials to correct a minor irregularity. However, DOS will not request, and the Vendor shall not provide, additional materials that affect the price of the Proposal or give the Vendor an advantage or benefit not provided to all responding Vendors.

B. Disqualification for Non-Responsibility DOS reserves the right to utilize sources other than those identified by the Vendor to obtain additional information regarding the prospective vendor’s capability of fully performing a contract for the services outlined in this ITB as well as its integrity and reliability to assure good faith performance. Information obtained from additional sources may be used to determine whether the Vendor is a


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Responsible Vendor. DOS will reject the Proposal submitted by any Vendor deemed not to be a Responsible Vendor.

Such additional sources may include, but are not limited to, news sources; court filings; internet searches; and online-reports available from state or federal agencies. Factors that may result in finding that the prospective Vendor is not a Responsible Vendor include, but are not limited to, filing for bankruptcy or insolvency; conviction of a crime by any corporate officer involving fraud; dishonesty, unfair or deceptive trade practices; bid or price fixing; or any other offense related to corporate business practices or having a contract with any state or governmental entity terminated for breach or for failure to perform within the past three (3) years.

3.5 Material Deviations The Department has established certain requirements with respect to bids to be submitted by Respondents. The use of shall, must, or will (except to indicate simple futurity) in this Invitation to Bid indicates a requirement or condition from which a material deviation may not be waived by the Department. A deviation is material if, in the Department's sole discretion, the deficient bid is not in substantial accord with this Invitation to Bid requirements, provides an advantage to one Respondent over other Respondents, has a potentially significant effect on the quantity or quality of items proposed, or on the cost to the Department or otherwise adversely impact the Department’s interest. Material deviations cannot be waived and shall be the basis for rejection of a bid.

3.6 Changes to Proposal No substitutions, variations or changes to contract terms, conditions or specifications will be permitted or acknowledged unless approved, in writing, by the Department of State Purchasing Office. Rule 60A-1.002(11), Florida Administrative Code (F.A.C.), specifically prohibits modification of a bid after bids are opened. Therefore, any changes or variations to the original contract terms, conditions or specifications must have the written approval of the Purchasing Office prior to the bid opening date.

3.7 Withdrawal of Proposal A Respondent may withdraw a Proposal by written notice to the Department on or before the deadline specified for the receipt of Proposal in the Solicitation Timeline of this Solicitation. Such written notice is to be submitted to the Procurement Officer at the address specified

3.8 Proposal Disposal All bids become the property of the State of Florida and will be a matter of public record subject to the provisions of Chapter 119, Florida Statutes. The State of Florida shall have the right to use all ideas, or adaptations of those ideas, contained in any bid received in bid to this ITB. Selection or rejection of the bid shall not affect this right.

3.9 Proposal Preparation Cost The Department is not liable for any costs incurred by a Respondent in responding to this ITB, including those for oral presentations, if applicable.

3.10 Right to Accept or Reject The Department reserves the right to accept or reject any and all bids failing to meet mandatory responsiveness requirements, or containing material deviations, or separate portions, and to waive any minor irregularity, technicality, or omission if the Department determines that doing so will serve the State’s best interest. Additionally, the Department reserves the right to reject any and all bids and to re-solicit if in the best interest of the Department.

END OF SECTION


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SECTION 4 - AWARD PROCESS

4.0 Bid Award Determination The Department shall review responsive replies and anticipates making award to the responsible and responsive Respondent who offers the lowest grand total price set forth in “ATTACHMENT C - PRICE SHEET”. The Department reserves the right to accept or reject any and all bids, or separate portions, and to waive any minor irregularity, technicality, or omission if the Department determines that doing so will serve the State’s best interest.

In the event that the lowest price bidder is found non-responsive, the Department will proceed to the next lowest priced responsive and responsible bidder and continue the award process. This process will continue until the Department is able to award a contract or until all eligible bidders have been eliminated.

END OF SECTION


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SECTION 5 - SPECIAL CONDITIONS

5.0 General Contract Conditions – PUR 1000 (10/06) The “State of Florida PUR 1000 (10/06) General Contract Conditions” – attached to this ITB, contains terms and conditions that apply to this solicitation. It is understood and agreed that Section 5 – Special Conditions are in addition to the General Contract Conditions (PUR 1000). In the event of any conflict between Form PUR 1000 and additional Department special conditions, the special conditions shall take precedence over the Form PUR 1000 unless the conflicting term is required by any section of the Florida Statutes, in which case the statutory requirements shall take precedence.

5.1 Compliance with Laws The Vendor shall comply with all laws, rules, codes, ordinances, and licensing requirements that are applicable to the conduct of its business, including those of federal, State and local agencies having jurisdiction and authority. By way of non-exhaustive example, Chapter 287 of the Florida Statutes, and Chapter 60A-1 of the Florida Administrative Code, govern the Contract. By way of further non-exhaustive example, the Vendor shall comply with Section 274A of the Immigration and Nationalization Act, the Americans with Disabilities Act, and all prohibitions against discrimination on the basis of race, religion, sex, creed, national origin, handicap, marital status, or veteran’s status. Violation of any laws, rules, codes, ordinances or licensing requirements shall be grounds for Contract termination.

5.2 Breach of Contract In the case of breach of contract on the part of the vendor, the Department reserves the right to cancel the contract and charge the vendor for the reprocurement of satisfactory service or product on the open market, or other remedies available to the Department pursuant to the provisions of the Uniform Commercial Code, Chapter 672, F.S., relating to the breach of express or implied warranties, including, but not limited to, warranties of fitness for a particular purpose or use.

5.3 Damages upon Termination The Department’s exercise of the right to terminate shall not release the vendor from its obligation to pay damages incurred by the State due to any breach by vendor, including re-procurement costs, prior or subsequent to the notice of termination.

5.4 Independent Vendor Status The Vendor shall be considered an independent Vendor in the performance of its duties and responsibilities under this Contract. The Department shall neither have nor exercise any control or direction over the methods by which the Vendor shall perform its work and functions other than as provided herein. Nothing in this Contract is intended to, nor shall be deemed to constitute, a partnership or a joint venture between the parties.

5.5 Non-Discrimination No person, on the grounds of race, creed, color, national origin, age, gender, marital status or disability, shall be excluded from participation in, be denied the proceeds or benefits of, or be otherwise subjected to discrimination in, the performance of this Contract.


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5.6 Invoices and Payments The Vendor agrees to submit invoices for compensation for delivery of products in detail sufficient for a proper pre-audit and post-audit thereof. Invoices will be paid upon receipt, inspection and acceptance of product(s).

Vendor's acceptance of final payment shall constitute a full waiver of any and all claims by Vendor against the Department arising out of this Agreement or otherwise relating to the goods or services, except those previously made in writing and identified by Vendor as unsettled at the time of the final payment.

5.7 Financial Consequences The Department’s contract manager shall review the Vendor’s Work/services as completed. If the Vendor fails to perform specified tasks in accordance with the Scope of Work the Department’s contract manager shall not authorize payment.

5.8 Interest Penalties Payment shall be made in accordance with Section 215.422, Florida Statutes, which states the vendor’s rights and the State agency’s responsibilities concerning penalties and time limits for payment of invoices.

5.9 Vendor Ombudsman A Vendor Ombudsman, whose duties include acting as an advocate for vendors who may be experiencing problems in obtaining timely payment(s) from a state agency, may be contacted at (850) 413-5516, or by calling the Department of Financial Services Consumer Hotline at 1-800-342-2762.

5.10 Travel Expenses No travel expenses shall be allowed under the resulting contract; unless specifically set forth herein.

5.11 Department’s Contract Manager (DCM) The Department’s Contract Manager’s information shall be provided upon contract execution. The DCM will receive for the Department all invoices called for in this contract and will represent the Department in the technical phases of work. However, in no event shall any understanding, agreement, contract modification, or other matter in deviation from the terms, conditions, and specifications of this contract between the vendor and a person other than the DCM be effective or binding upon the Department unless approved in writing by the DCM. The Department shall notify the vendor in the event there is any change of Department’s Contract Manager.

5.12 Vendor’s Contract Manager Vendor shall provide contract supervision (when applicable) and direct the Work competently and efficiently, devoting such attention thereto and applying such skills and expertise as may be necessary to perform the Work in accordance with the contract documents. Vendor shall be responsible to see that the finished Work complies accurately with the contract documents. All communications given to the Vendor’s contract supervisor shall be as binding as if given to the Vendor. The Department shall have the right to direct Vendor to remove and replace its supervisor, with or without cause. The successful Vendor shall provide the name, telephone number, and email address of the Vendor’s contract manager assigned to the project prior to commencement of the Work. The Vendor shall notify the Department in the event there is any change of the Vendor’s Contract Manager.


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5.13 Governing Law and Venue This Contract is executed and entered into in the State of Florida, and shall be construed, performed and enforced in all respects in accordance with the laws, rules and regulations of the State of Florida. Any action hereon or in connection herewith shall be brought in Leon County, Florida.

5.14 Records Audit 1. The successful Vendor agrees to maintain books, records, and documents (including

electronic storage media) in accordance with generally accepted accounting procedures and practices which sufficiently and properly reflect all revenues and expenditures of funds provided by the Department under this Contract. Further, the successful Vendor agrees to allow the Department or the Office of the Auditor General access to all documentation and records related to this contract to conduct a financial or compliance audit at any time during the term of the contract and for five (5) years after contract termination.

2. The successful respondent agrees to include all record-keeping requirements in all sub-

contracts and assignments related to this Contract.

5.15 Records Retention All documents must be retained by the Vendor at the Vendor’s primary place of business for a period of five (5) years following Contract expiration, or, if an audit has been initiated and audit findings have not been resolved at the end of five (5) years, the records shall be retained until resolution of the audit findings. The Vendor shall cooperate with the Department to facilitate the duplication and transfer of any said records or documents during the required retention period. The Vendor shall advise the Department of the location of all records pertaining to this Contract and shall notify the Department by certified mail within ten (10) days if/when the records are moved to a new location. Violations will be noted and forwarded to the Department’s Inspector General for review.

5.16 Accessible Electronic Information Technology When applicable, Respondents submitting responses to this solicitation must provide electronic and information technology resources in complete compliance with the accessibility standards provided in Rule 60-8.002, F.A.C. These standards establish a minimum level of accessibility.

5.17 Performance Bond A performance bond is not required.

5.18 Copyrights, Right to Data, Patents and Royalties Where activities supported by this Contract produce original writing, sound recordings, pictorial reproductions, drawings or other graphic representation and works of any similar nature, the Department has the right to use, duplicate and disclose such materials in whole or in part, in any manner, for any purpose whatsoever and to have others acting on behalf of the Department to do so. If the materials so developed are subject to copyright, trademark, or patent, legal title and every right, interest, claim or demand of any kind in and to any patent, trademark or copyright, or application for the same, will vest in the State of Florida, Department of State for the exclusive use and benefit of the state. Pursuant to Section 286.021, Florida Statutes, no person, firm or corporation, including parties to this Contract, shall be entitled to use the copyright, patent, or trademark without the prior written consent of the Department of State.

5.19 Intellectual Property Unless otherwise agreed in writing, (i) intellectual property rights to preexisting property will remain with Vendor, (ii), intellectual property rights to all property created or otherwise developed by Vendor specifically for Customer will be owned by the Customer and the State of Florida. Proceeds derived


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from the sale, licensing, marketing or other authorization related to any such agency controlled intellectual property right shall be handled in the manner specified by applicable state statute.

5.20 Information Technology Security Requirement Vendors, providers, and partners employed by the Department of State or acting on behalf of the Department shall comply with Chapter 74-2, Information Technology Security of the Florida Administrative Code, Department security policies, and employ adequate security measures to protect Department information, applications, data, resources, and service.

END OF SECTION


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SECTION 6 - ATTACHMENTS

Attachment A – Question Submittal Form

Attachment B – Statement of Work/Specifications and Requirements

Attachment C – Price Sheet Attachment D – Drug Free Workplace Certificate Attachment E – Disclosure Statement Conflict of Interest Disclosure Attachment F – Vendor References Attachment G - Respondent’s Contact Information

Attachment H - Grove Floor Diagram For Room Designations Inside The Call-Collins House


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ATTACHMENT A - QUESTIONS SUBMITTAL FORM

Vendors should complete the table provided based on their questions relating to this ITB. The completed form shall

be submitted in accordance with the instructions provided in Section 2.2. This form may be expanded as

needed to facilitate response to this requirement.

VENDOR NAME:

Vendor

Question Number

ITB Page #, Section #,

Subsection Reference

Vendor Question

1

2

3

4

5

6

7

8

9

10

*Add additional rows or pages as necessary.


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ATTACHMENT B - STATEMENT OF WORK/SPECIFICATIONS AND REQUIREMENTS

General Requirements

This is work keeping DOS properties in a clean and orderly condition. Performing general cleaning duties,

such as dusting, cleaning floors, shampooing rugs, washing walls and glass, and removing rubbish. Duties

also include; but not limited to dusting furniture, walls, machines, and equipment and emptying waste

receptacles. No artifacts are to be cleaned or handled. Specific requirements are outlined below for

each property.

The bidder is required to carefully examine the specifications and to be thoroughly informed regarding any and all conditions and requirements that may, in any manner, affect the work to be performed. No allowances will be made to the bidder because of a lack of knowledge of conditions or requirements and the selected contractor will not be relieved of any liabilities and obligations.

Cleaning service employees are expected to read and interpret labels on cleaning

products and observe safe use and handling of cleaning products.

Cleaning service employees should not enter the office except to perform their work and should not bring non-personnel during their contract work hours. Cleaning service employees are to secure the building when they leave the premises, where applicable.

Cleaning service employees are not to bother private areas such as desk tops, drawers, food or mail slots, nor should they use office computers, fax or telephones except as needed to perform their work.

No smoking on the grounds or in buildings except for designated places.

Notify Property Contract Manager of building problems such as leaks or needed

repairs as it relates to cleaning.

Qualifications:

This bid will be awarded only to a responsible bidder, qualified by experience and in a financial

position to provide the services specified. The vendor must have been actively engaged in the type of

business being requested for a minimum of two (2) years.

Mandatory Site Visit MANDATORY pre-bid site visits are scheduled according to the Solicitation Timeline in Section 1.5. A bidder sign in sheet will be available at the time of each site visit. The sign in sheet will be used to document attendance. All bidders intending to offer a bid must sign the sign in sheet before departing each site. Bids will only be accepted from those Bidders attending the pre-bid site visit.

During the mandatory Pre-Bid site visits, prospective bidder shall visit the site and become familiar with the site conditions which may have an influence on the bid proposal or the equipment, material, labor and services required. Bidders are encouraged to note questions related to technical clarifications and are requested to formally submit these questions in writing in accordance with timing indicated in Section 1.5 - Solicitation Timeline.

Please reference Section (5) Questions of the “State of Florida PUR 1001 (10/06) General Instructions to Bidders” for additional information related to oral discussions with State employees.


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Security

Contractor will be responsible for obtaining and providing Level One (1), or equivalent, written background

checks from the Florida Department of Law Enforcement (FDLE) on all employees and substitute(s) that will

work in the building. This documentation must be provided to the Contract Manager upon execution of the

Contract. The Department reserves the right to reject any employee from providing services on the basis of

the background check. The Contractor may access the FDLE website to perform the background check and

is responsible for payment. Written FDLE background checks must be submitted and approved prior to

staffing changes. Any contractor’s employee caught intentionally damaging or stealing property on security

camera or by an eye witness at any property will be immediately dismissed by the contractor, will not be

allowed to return to any property, and will be prosecuted to the fullest extent of the law.

No employee(s) of the contractor will be allowed on the property except during agreed upon hours of access. If work must be scheduled outside of normal access hours, the Department’s representative must be notified in advance and permission obtained. At no time should non-employees accompany employees on the site. The contractor’s employees and supervisors must check-in with the Department’s representative or designated alternate before beginning work each day at the site that require cleaning during office hours. Supplies, Materials, Equipment, Personnel

The awarded vendor will provide all personnel, equipment, supplies and materials, except where

indicated.

The Department will supply the following items: toilet paper, paper towels, liquid hand soap (for dispensers), large and small trash can liner bags, and sanitary napkin disposal bags. It is the responsibility of the contractor to notify the Property Contract Manager when the supplies provided are getting low and need to be re-stocked. The Department will also supply specialty cleaning chemicals (stainless steel cleaner and natural stone cleaner) for Mission San Luis. Workers Comp Insurance

Proof of Workers’ Comp Insurance is required. The contractor(s) will carry liability amounts and worker's

compensation coverage required by law on his/her operators and employees and require same of any sub-

contractors and provide proof of same to the Department. The contractor is responsible for obtaining any

licenses and/or permits required by law for activities on Department's property. Licenses, permits and

insurance must be maintained for the entirety of the contract.

Subcontractors

The Department and the Contractor agree that the resulting contract is non-exclusive and that the

Contractor may perform services for others. However, the Contractor shall not subcontract any work under

this contract, without the prior written consent of the Department. The Department reserves the right to

reasonably reject or approve any contracts or agreements entered into between the Contractor and a

subcontractor for any services due under the contract. To the same extent set forth herein for its own work,

the Contractor shall assume full responsibility for the work of any subcontractor. The contract shall be

binding upon and shall inure to the benefit of the successors and permitted assigned of the parties to the

resulting contract.


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Contractor is responsible for redress of the following:

Any damage while performing the contract duties. Damage to building materials or furnishings due to improper cleaning practices or products, including those practices contrary to the attached specified cleaning instructions.

Failure to comply with all laws pertaining to protecting human or animal health.

Injury to non-target organisms due to application of cleaning solvents and solutions.

End of Contract Removal of Equipment All of the contractor’s equipment and supplies will be removed by the close of business on the termination date of the contract, and the area left in a clean and neat condition. Task Completion Evidence Contractor shall maintain documentation to evidence completion of all tasks related to the performance of the Work. Invoicing and Payment At the end of each month, the contractor will present the Property Contract Manager with the original billing invoice for services performed during the current month. The Property Contract Manager will verify the performance of the services as stated on the invoice. Payment shall be made in accordance with 215.422 and 287.0585 of the Florida Statutes, which govern time limits for payment of invoices. Invoices that must be returned to the Contractor due to preparation errors will result in a delay in payment. Financial Consequences The Department's Property contract manager shall review Contractor services as completed. If Contractor fails to perform specified tasks in accordance with the specifications, the Property Contract Manager shall not authorize payment.


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BROKAW MCDOUGALL JANITORIAL SCOPE OF WORK

(11,500 Sq. Ft.) 329 North Meridian Street

Tallahassee, FL 32301

Cleaning is expected to be done when the office is closed. Office hours are: Monday - Friday from 8:00 a.m. to 5:00 p.m. The Division of Cultural Affairs is closed on Saturday and Sunday.

Staff and Public Areas (2Xweek)

Empty wastebaskets and remove all trash to designated disposal areas (city trash cans at rear of

property) Supply fresh liners for wastebaskets

Spot clean walls, light switches and doors

Sweep stairways and vacuum or sweep traffic pattern areas. Remove obvious dirt and debris from

around and under furniture.

Clean all interior doors

Mop and shine all hard and resilient flooring, ceramic tile flooring and baseboards

Entrances, Lobby & Main Corridors (2Xweek)

Clean both sides of glass main entry doors (front and rear)

Empty waste receptacles and remove all trash to designated areas

Sweep and remove litter from porch areas (front and back) and stairs, clean away cobwebs around

exterior porch doors (side glass and doors)

Dust interior hall way and meeting rooms horizontal surfaces, ledges and moldings

Twice yearly, wash glass book case glass in front meeting room

Rest Rooms (2Xweek)

Empty waste receptacles and remove all trash to designated areas, supply fresh liners for waste

receptacles, fill all empty receptacles –toilet paper, hand towels, soap, etc.

Spot clean restroom walls, mirrors, light switches, and doors

Clean all fixtures, commodes, washbasins using disinfecting cleaner

Spot clean other surfaces and remove any soil present


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Kitchen Area (2Xweekly)

Empty wastebaskets, remove all trash to disposal area and supply fresh liners for wastebaskets

Clean and disinfect all waste receptacles

Spot clean walls, light switches, and doors

Sweep Floor and spot clean baseboards

Wipe down counter top, table, sink and fixtures with disinfecting cleaner

Mop and rinse floor

Dust all moldings including top of refrigerator

Quality Standards

Frequency: Services provided twice weekly unless otherwise noted General Standards: The achievement of the desired standard of cleanliness will result in an almost complete absence of visible soil. For purposes of definition, absence of visible soil shall be as follows: a. Absence of litter and trash on floor. Absence of trash in building.

b. Absence of finger marks, spots and dirt build-up on walls, windows, doors, etc.

c. Absence of dirt, scale and stain on restroom fixtures, drains, taps, faucets, soap dispensers, paper

dispensers, bathroom mirrors, ledges.

d. Absence of dirt, stain and scale on restroom floors and baseboards.

e. Absence of marks, spots, stains and streaks on glass and mirrors.

f. Absence of dirt, litter, debris and spots on all carpets and floors

Mopping: Floors shall be free of streaks, mop strand marks and skipped areas.

Solid waste collection: All solid waste/trash in the building shall be collected and removed to

designated disposal areas.

Spot cleaning: Smudges, marks or spots shall be removed without causing discoloration of the

surfaces.

Dusting: Corners, crevices, moldings, ledges shall be free of dirt, debris and dust.

Custodians Supply & Equipment storage areas: Storage areas shall be maintained in a clean, orderly

and safe condition. Contractor’s equipment and supplies shall be stored only in areas designated by

the Property/DCA Contract Manager.

Materials and Equipment: Contractor shall use cleaning products and equipment which are effective

and safe for fixtures, furnishings, and finishes. The Property/DCA Contract Manager may require the

Contractor to select an alternative cleaning product or piece of equipment if the use of that particular

product or piece of equipment is ineffective or causes damage to or deterioration to surfaces.

Contractor shall restore to good condition any items damaged from lack of due care by Contractor

employee.


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UNION BANK JANITORIAL SCOPE OF WROK

(1,786 Sq. Ft.) Apalachee Parkway @ Gadsden Street

Tallahassee, FL 32399

Frequency: Services are to be provided once weekly unless otherwise requested.

Cleaning is expected to be done when the office is closed. Office hours: fluctuate.

STAFF & PUBLIC AREAS, ENTRANCES, LOBBY, & MAIN CORRIDORS

1. Empty wastebaskets and remove all trash to designated disposal areas. Supply fresh liners for wastebaskets. 2. Spot clean walls, light switches, and doors. 3. Sweep a n d vacuum traffic pattern areas. Remove obvious dirt and debris from around and under furniture.

4. Clean all interior doors and glass 5. Mop and shine all hard and resilient flooring, tile flooring and baseboard. 6. Thoroughly dust all surfaces and under surfaces of furniture. 7. Clean both sides of glass main entry doors. 8. Dust horizontal surfaces, including shelves, ledges, moldings, etc. RESTROOMS 1. Empty waste receptacles and remove all trash to designated disposal area. Supply fresh liners for waste receptacles. Fill all supply dispensers -paper towels, toilet paper, soap, etc. 2. Spot clean restroom walls, mirrors, light switches, and doors. 3. Sweep and wet mop using a disinfecting cleaner. 4. Clean all fixtures, commodes, washbasins and waste receptacles using a disinfecting cleaner. 5. Spot clean other surfaces and remove any soil present.

KITCHEN AREA

1. Empty wastebaskets, remove all trash to disposal area and supply fresh liners for wastebaskets. 2. Clean and disinfect all waste receptacles.

3. Spot clean walls, light switches, and doors.

4. Wipe down counter top, table, sink and fixtures with disinfecting cleaner.

5. Sweep floor and spot clean baseboards.

6. Mop and rinse tile floor.

7. Dust all moldings. QUALITY

STANDARDS

1. General Standards: The achievement of the desired standard of cleanliness will result in an almost complete absence of visible soil. For purposes of definition, absence of visible soil shall be as follows: a. Absence of litter and trash on floor. Absence of trash in building.


b. Absence of finger marks, spots and soil build-up on walls, windows, doors, dividers, etc. c. Absence of soil, scale and stain on restroom fixtures, drains, taps, faucets, soap dispensers, paper dispensers, stalls, mirrors, and ledges.

d. Absence of soil, stain and scale on restroom floors and baseboards. e. Absence of soil, litter, dust, and encrustation in urns, wastebaskets, and trash containers. f. Absence of marks, spots, stains and streaks on glass and mirrors. g. Absence of soil, litter, debris and spots on all carpets, mats, and floors. 2. Mopping: Floors shall be free of streaks, mop strand marks, and skipped areas. 3. Solid waste collection: All solid waste in the building shall be collected and removed to designated disposal areas. 4. Spot cleaning: Smudges, marks or spots shall be removed without causing discoloration of the surface. 5. Dusting: Corners, crevices, moldings, and ledges shall be free of dirt, debris, and dust. 6. Furniture moving: When necessary for the Contractor to move furniture and furnishings, it will be done with care and furniture returned to original positions. 7. Custodian's Closet: Closet shall be maintained in a clean, orderly and safe condition. Contractor's equipment shall be stored only in areas designated by the Contract Administrator. Equipment shall be stored in a clean, orderly and safe condition. 8. Materials and Equipment: The Contractor shall supply and use cleaning products and equipment which are effective and safe for fixtures, furnishings, and finishes. The Contract Administrator may require the Contractor to select an alternative cleaning product or piece of equipment if the use of that particular product or piece of equipment is ineffective or tends to cause damage to or deterioration of fixtures, furnishings, or finishes in the use being made of it. Cleaning products should be in clearly marked containers. 9. The contractor shall supply all cleaning supplies and all paper supplies. 10. Level of care: Contractor shall exercise due care at all times to ensure that cleaning products and practices

do not cause damage to finishes, furnishings, or fixtures. Contractor shall restore to good condition any items

damaged from lack of due care by Contractor employee


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KNOTT HOUSE MUSEUM JANITORIAL SCOPE OF WORK (7,740 Sq. Ft.)

301 East Park Avenue Tallahassee, FL 32301

Overview: The Knott House Museum is a historic house open to the public weekly and located near the intersection of Park Avenue and Calhoun Street. Built in 1843, the house contains twenty rooms, which includes hallways but excludes the attic. The owner is the Florida Department of State, Office of External Affairs. The owner’s representative is Ms. Beatrice Cotellis, site manager. All questions regarding the requested services, scheduling, or any other matters such as site access shall be directed to Ms. Cotellis (850.922.2459). If she is unavailable, Ms. Lisa Barton (850.245.6400) can answer any questions. Description of Job: The contractor is expected to perform routine janitorial maintenance tasks that would be standard for any commercial, recreational, or educational setting. The contractor will work independently, complete all tasks on time, and follow the schedule established on the Knott House Museum Janitorial Checklists. The contractor will supply cleaning products and equipment with the exception of trash can liners, hand soap, paper towels, and toilet paper.

Description of work site: The Knott House Museum is a two-story historic home that includes a basement, first floor, and second floor. Ceilings are ten feet high, and there are thirteen fireplaces. There are two back porch areas, a front porch, and a large exterior entrance way. The basement contains two staff offices, staff restroom, kitchenette, storage rooms, visitor orientation room, and a public restroom. The visitor orientation room is carpeted. There is a brick floor area in the public reception space. The other rooms in the basement have vinyl flooring. The first floor of the house contains a 1930s kitchen, butler’s pantry, vestibule, a public restroom, study, dining room, sleeping porch, large living room, and hallway. All but the kitchen, butler’s pantry, vestibule, and restroom have wall-to-wall carpet. There is one chandelier in the dining room, and the sleeping porch is glassed-in. Additionally, the interior staircase is carpeted. The second floor contains two bedrooms, a bathroom, exhibit room, classroom, and a small vestibule. There are two original rugs in the bedrooms. Frequency: Cleaning services will be provided weekly unless otherwise requested. Due to the specific requirements of cleaning a historic house museum furnished with artifacts, the same individual must clean the house each week. Cleaning personnel are not to touch artifacts. Cleaning will be done when the office is open and there are no public tours: Tuesdays from 9:00 a.m. to 5:00 p.m. or Wednesday through Friday 9:00 a.m. to noon. Weekly Tasks

1. Empty wastebaskets and remove all trash to designated disposal areas. Place recycling in the marked exterior bin (gold colored).

2. Replace liners in each wastebasket. Notify site manager at least one month before liner supply is depleted.

3. Sweep and mop interior stairs to basement located by the staff offices. 4. Clean carpeted stairs in foyer using a hand vacuum provided by the site. Do not use broom to sweep

carpeted stairs as the debris will land on the artifacts. 5. Mop tile floors in ground floor offices, halls, staff kitchen, elevator, prep room, and public restrooms.

Remove mop water that has splashed onto baseboards.


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6. Vacuum carpet in orientation room on ground floor and wall-to-wall maroon carpet on first floor. Remove dirt and debris around furniture but do not touch artifacts with vacuum cleaner. Notify manager when there is debris under furniture that cannot be reached using vacuum. Do not vacuum any of the historic floor coverings (area rugs).

7. Dust exhibit cases and clean glass. Do not clean plexiglass on flag case. 8. Clean both sides of glass on entry doors. 9. Clean and sanitize water fountains with a stainless steel cleaner. 10. Sweep and remove litter and spider webs from porches, steps, and walkway to entrance. 11. Sweep and mop floors in first floor vestibule, kitchen, butler’s pantry, and hall. Remove mop water that

has splashed onto baseboards. 12. Clean three restrooms (Does not include exhibit bathroom on top floor)

a. Empty waste receptacles and remove trash to designated disposal area. Replace liners for waste receptacles. Notify site manager one month before liner supply is depleted.

b. Fill all supply dispensers—paper towels, toilet paper, hand soap. Notify site manager one month before back-up supply is depleted.

c. Clean fixtures, commodes, and washbasins using a disinfecting cleaner. d. Spot clean other surfaces and remove any soil present. Do not clean bathroom mirrors or artwork

as they are artifacts. e. Sweep and wet mop using a disinfecting cleaner. Remove mop water that has splashed onto

baseboards.

13. Staff kitchen a. Empty wastebasket, remove trash to disposal area, and replace can liner. b. Wipe down counter top, appliances, sink, and fixtures with disinfecting cleaner. c. Sweep and mop tile floor. Remove mop water that has splashed onto baseboards.

Monthly tasks

Week 1–Spot clean walls, baseboards, light switches, window sills, doors, door knobs, and door moldings. Do not clean bannister in foyer. Week 2–Remove all trash cans to courtyard to clean and disinfect. Week 3–Damp mop wooden finished floors on second floor with water only. Dry. Week 4–Dust the top of staff kitchenette refrigerator, door frames, window frames, air intakes, and exposed pipes. Dust ventilation louvers in restroom doors.

Yearly task

Tile floors on the ground floor, elevator, and first floor public restroom are to be stripped, buffed, and sealed with wax (at least 2 layers).

QUALITY STANDARDS 1. General Standards: The achievement of the desired standard of cleanliness will result in an almost

complete absence of visible soil. For purposes of definition, absence of visible soil shall be as follows: a. Absence of litter and trash on floor. Absence of trash in building. b. Absence of finger marks, spots and soil build-up on walls, windows, doors, window sills, etc. c. Absence of soil, scale, and stain on restroom fixtures, drains, taps, faucets, soap dispensers,

paper dispensers, stalls, mirrors, and ledges. d. Absence of soil, stain and scale on restroom floors and baseboards. e. Absence of soil, litter, dust, or trash in wastebaskets.


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f. Absence of marks, spots, stains, and streaks on glass. g. Absence of soil, litter, debris, and spots on all carpets, mats, and floors.

2. Mopping: Floors shall be free of streaks, mop strand marks, and skipped areas. Wooden finished floors on the top floor will be mopped with water only and dried.

3. Solid waste collection: All solid waste in the building shall be collected and removed to designated disposal areas.

4. Spot cleaning: Smudges, marks or spots shall be removed without causing discoloration of the surface. Do not spot clean any artifacts.

5. Dusting: Corners, crevices, moldings, pipes, window sills, and ledges shall be free of dirt, debris, and dust.

6. Contractor will not move furniture or bump the furniture with the vacuum cleaner. 7. Janitor's Closet: Closet shall be maintained in a clean, orderly, and safe condition. Contractor's

equipment shall be stored only in areas designated by the site manager. Equipment shall be stored in a clean, orderly, and safe condition.

8. Materials and Equipment: The Contractor shall use cleaning products and equipment which are effective and safe for fixtures, furnishings, and finishes. The site manager may require the Contractor to select an alternative cleaning product or piece of equipment if the use of that particular product or piece of equipment is ineffective or tends to cause damage to or deterioration of fixtures, furnishings, or finishes in the use being made of it. Cleaning products should be in clearly marked containers.

9. Level of care: Contractor shall exercise due care at all times to ensure that cleaning products and practices do not cause damage to finishes, furnishings, or fixtures. Contractor shall restore to good condition any items damaged from lack of due care by Contractor employee. Please note:

1. The janitorial service is not responsible for cleaning exterior windows except door glass panels. Exterior window washing, especially involving ladders or scaffolding, is not part of the cleaning service contract.

2. The janitorial service is not responsible for steam cleaning the carpets at the Knott House Museum. Carpet stains shall be reported to site manager.


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GOVERNOR MARTIN HOUSE JANITORIAL SCOPE OF WORK (5,076 Sq. Ft.)

1001 DeSoto Park Drive Tallahassee, FL 32301

Frequency: Services are to be provided twice weekly unless otherwise requested. Cleaning is expected to be done when the office is closed. Office hours are Monday- Friday from 8:00a.m. to 5:00p.m. The Martin House is closed on Saturday and Sunday. Wednesday and Friday are optimal days for cleaning the facility. STAFF & PUBLIC AREAS. ENTRANCES, LOBBY. & MAIN CORRIDORS 1. Empty wastebaskets and interior trash receptacles and supply with fresh liners. Remove all trash to designated disposal areas. 2. Spot clean walls, light switches, carpet stains, and doors. 3. Sweep outside front and back porches and vacuum traffic pattern areas. Remove obvious dirt and debris from around and under furniture. Vacuum rugs to remove any dirt and debris. 4. Clean all interior doors and partition glass. 5. Thoroughly dust all surfaces and under surfaces of furniture. 6. Clean both sides of glass or main entry doors. 7. Dust horizontal surfaces, including shelves, ledges, moldings, base boards, etc. RESTROOMS 1. Empty waste receptacles and remove all trash to designated disposal area. Supply fresh liners for waste receptacles. Fill all supply dispensers -paper towels. toilet paper, soap, etc. 2. Spot clean restroom walls, mirrors, light switches, and doors. 3. Sweep and wet mop using a disinfecting cleaner. 4. Clean all fixtures, commodes, urinal, washbasins, and waste receptacles using a disinfecting cleaner. 5. Spot clean other surfaces and remove any soil present. KITCHEN AREA I. Empty wastebaskets and trash receptacles. clean and disinfect, and supply fresh liners. Remove all trash to disposal area. 2. Spot clean walls and light switches. 3. Wipe down counter top, sink and fixtures. and cabinet doors with disinfecting cleaner. 4. Mop tile floor. QUALITY STANDARDS 1. General Standards: The achievement of the desired standard of cleanliness will result in an almost complete absence of visible soil. For purposes of definition, absence of visible soil shall be

as follows:

A. Absence of litter and trash on floor. Absence of trash in building. B. Absence of finger marks. spots, and soil build-up on walls, windows, doors, dividers. etc. C. Absence of soil, scum, and stain on restroom fixtures, drains, taps, faucets, soap dispensers, paper

dispensers, stalls, mirrors. and ledges. D. Absence of soil, stain, and scale on restroom floors and baseboards. E. Absence of soil, litter. dust. and encrustation in wastebaskets and trash containers F. Absence soil marks, spots, stains and streaks on glass and mirrors. G. Absence of soil, litter. debris and spots on all carpets, mats. and floors.


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2. Mopping: Floors shall be free of streaks, mop strand marks, and skipped areas.

3. Solid waste collection: All solid waste in the building shall be collected and removed to designated disposal areas. 4. Spot cleaning: Smudges, marks or spots shall be removed without causing discoloration of the surface. 5. Dusting: Corners, crevices, moldings, and ledges shall be free of dirt, debris, and dust. 6. Furniture moving: When necessary for the Contractor to move furniture and furnishings, it will be done with care and furniture returned to original positions. 7. Custodian's Closet: Closet shall be maintained in a clean, orderly, and safe condition. Contractor's equipment shall be stored only in areas designated by the Contract Administrator. Equipment shall be stored in a clean, orderly, and safe condition. 8. Materials and Equipment: The Contractor shall use cleaning products and equipment which are effective and safe for fixtures, furnishings, and finishes. The Contract Administrator may require the Contractor to select an alternative cleaning product or piece of equipment if the use of that particular product or piece of equipment is ineffective or tends to cause damage to or deterioration of fixtures, furnishings, or finishes in the use being made of it. Cleaning products shall be in clearly marked containers. 9. Level of care: Contractor shall exercise due care at all times to ensure that cleaning products and practices do not cause damage to finishes, furnishings, or fixtures. Contractor shall restore to good condition any items damaged from lack of due care by Contractor employee.


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MISSION SAN LUIS JANITORIAL SCOPE OF WORK (26,243 Sq. Ft.)

Visitor Center, Messer House & Garage Public Restrooms Tallahassee, FL 32304

The contractor is expected to perform routine janitorial maintenance tasks that would be standard for any museum, recreational or educational setting. The contractor will work independently, complete all tasks on time, and follow the schedule established on the Mission San Luis Janitorial Checklists. (Please note: all work must be done during business hours, with the possible exception of rental or annual cleanings.) Mission San Luis is a non-smoking site. Smoking is only permitted in designated areas outside of the buildings. Description of Facility Mission San Luis is a state-owned historical and archaeological site, which is open to the public. The Mission includes approximately 63-acres. It is located at 2100 West Tennessee Street, Tallahassee, FL 32304. Janitorial services are to be provided for the following buildings: the Messer House, the Messer Garage - Public Restroom Building, and the Visitor Center. These three buildings total 26,243 sq. ft. of cleaned interior space that a janitorial company will maintain. The buildings include bathrooms/kitchens with a total of 4 water fountains, 35 toilets/urinals, and 39 sinks. Messer House The Messer House is an approximately 3,137 sq. ft. two-story home that serves as staff research library, costume shop, staff wardrobe, dressing rooms and additional office space (mostly carpeted). The 1st floor consists of many areas that are open to volunteers and may be open to the public in the future, including the main parlor. Other areas include the central hallway, front and rear stairs, offices, kitchen, library, and pantry. The sun-porch with water fountain, kitchen, rear hall and pantry are floored in terrazzo, as is the main entrance portico on the south side of the building. The one full bathroom, on the first floor, is off of the northwest office and consists of a sink, toilet, and tub. A half bath is located off the central hall under the stairs and consists of a toilet and sink. Please note that care and cleaning of any exhibits or collections storage is done by our staff and is not part of this service contract. The 2nd floor of the Messer House serves as costume shop/wardrobe and dressing/office areas for staff. These areas are in the four former bedrooms of the house. Each bedroom has a ceramic tiled bathroom that consists of a sink, toilet, and tub. The bathtubs in these full bathrooms are typically used as closets and are therefore not included in this contract. The bedrooms have carpeted floors with a small entry area of hardwood. The hall is carpeted, but the upper landings for the stairs are wood. The landing and the front stairs are hardwood; the landings for the rear stairs are painted wood, as are the rear stairs themselves. Messer Garage - Public Restrooms The 336 sq. ft. lower floor of the Messer Garage Building has been converted into public facilities consisting of

men’s and women’s restrooms. Both restrooms have ceramic tiled floors and walls. The women’s restroom

has two toilet stalls and two sinks with mirrors, soap and paper towel dispensers, and trash receptacles. The

men’s restroom consists of a toilet stall, urinal, sink, mirror, soap and paper towel dispenser, trash receptacle

and a janitor’s closet. The janitor’s closet has a utility sink and marginal storage space. The remaining third of

the building was a vending area now used for storage, which is not included in this contract.


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Visitor Center The Visitor Center is a two-story structure (22,770 sq. ft.), with a grand entrance lobby on both the 1st and 2nd floors. An adjacent attached one-story building contains the Mission Room, a large banquet hall and catering facility. Any uncarpeted flooring in these spaces consists of finished concrete stained to resemble marble, unless otherwise noted. This building will be described in three sections. All areas mentioned below are included in the contract - unless specifically excluded. The 2nd floor of the Visitor Center contains a linoleum-tiled classroom with a movable room divider and a carpeted office suite in the east wing. The classroom has counter space and two stainless steel sinks in the rear of the room. The west wing contains six carpeted administrative offices, a conference room, a copy room and a linoleum-tiled kitchenette with sink. Facilities on the 2nd floor consist of four restrooms and a double water fountain. Each restroom has a sink and a toilet (one also has a urinal). All restrooms have ceramic tiled floors. Two unstained concrete escape stairways provide emergency exits to the outside of the building. The Visitor Center’s 1st floor contains a carpeted/unstained concrete floored theatre with fabric-covered seating and a wooden stage. The hallways, the museum exhibit gallery and the gift shop all have “marbleized” finished concrete floors. The museum’s public restroom facilities consist of men and women’s multi-fixture restrooms. The women’s restroom has four toilet stalls and four sinks and the men’s restroom has two urinals, three toilet stalls and four sinks all with mirrors, soap and paper towel dispensers, and trash receptacles. All restrooms have ceramic tiled floors/walls and marble countertops. There is a double water fountain also. The janitor’s closet under the stairs has a utility sink and some storage space. An elevator and a finished stained concrete stairway connect the two floors. Please note that care and cleaning of the museum exhibits, the retail gift shop area/storage room and the mechanical/electrical closets are done by our staff and is not part of this cleaning service contract. An attached one-story structure contains the Mission Room, a catering facility with a large banquet hall and an outdoor patio area. This large, mostly carpeted, rental facility will accommodate gatherings of up to 500 people. It includes a separate entrance lobby leading to the carpeted banquet hall. The public restrooms and the catering kitchen flooring are ceramic tile. There are a single sink, two double sinks, and a janitor’s utility sink in the stainless steel catering kitchen. The Mission Room public facilities consist of multi-fixture restrooms and a double water fountain. The women’s restroom has six toilet stalls and five sinks and the men’s restroom has two urinals, two toilet stalls and three sinks all with mirrors, soap and paper towel dispensers, and trash receptacles. The unisex staff restroom across the hall from the kitchen, has a toilet and a sink. The paved outdoor patio area and the courtyard are not included in this contract. Rentals Monthly, multiple rentals may be scheduled in the spaces in the Visitor Center and Messer House, both in the daytime and after business hours. The contractor may be asked to modify the work schedule to accommodate the daytime rentals. The daytime modifications will not require the contractor to perform extra work, only to reschedule or rearrange work that is already contracted for Monday, Wednesday or Friday. For instance, if there were a Monday rental of the Visitor Center for a conference then Wednesday’s work would be swapped for Monday’s work according to the schedule stated in the contract. This schedule change will not incur a fee and will be mutually agreed to by contractor and Department’s representative at least one day prior to the schedule change. Additional daytime rental clean-ups on Tuesday/Thursday or after business hours/weekends which are not part of the normal work schedule would require the contractor to perform extra work and will be paid for at firm non-negotiable “sq. ft.” rates, which will be included with your bid. The successful bidder for this contract


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will be required to be available to do clean-up of after-hour rental events at the rate stated by them in their bid. Cleaning & Scheduling Considerations Daily Tasks: Three times per week the following services are required.

1. Empty trash and recyclables from all trash cans, ashtray receptacles, and recycle bins. Deposit trash in

the designated dumpster and recyclables in the recycle dumpster. 2. Spot clean glass doors and entrance window panels (inside and out) to remove fingerprints and dirt on

glass and metal frames in high traffic areas. 3. Clean and sanitize sinks, toilets, and urinals in all restrooms. Clean mirrors and countertops in

restrooms. Replenish toilet paper, and paper towels in the restrooms. Refill liquid soap dispensers. Change sanitary napkin bags and trash bags. Heavily scented air fresheners and toilet bowl/tank deodorizers are not to be used. Do not use products containing chlorine bleach in the toilet bowls, use only similar disinfectants such as Lysol.

4. Vacuum high traffic areas of all the carpeted floors. 5. Sweep all hard floors, including fire escape and regular stairs (inside and out), porches, stoops and

entries. Clean the surface of all doormats. 6. Mop the public restrooms in each building during every visit. NOTE: Some spot mopping of other

floors may be necessary.

Weekly Tasks: One day per week a complete full service visit including the above services plus the following tasks is required.

3. Clean conference room chairs including sweeping or vacuuming chair seats. Clean the laminate top of

the conference room table. 4. Inspect, clean, and vacuum theatre carpet, chairs and bench seats downstairs in the Visitor Center, as

well as cleaning the theatre stage. Dry mop or sweep the stage – do NOT wet mop it! 5. Clean the glass door and entrance window panels (inside and out), in all the buildings. Clean glass

door panels at the main entrance, sun-porch and the rear door of the Messer House. Clean glass door/window panels at the three entrances of the Visitor Center and the glass door/window panels of the Mission Room lobby and patio. The janitorial service is not responsible for cleaning exterior windows, unless adjacent to or a part of glass door and entrance window panels. Exterior window washing, especially involving ladders or scaffolding, is not part of the cleaning service contract.

6. Clean and sanitize all water fountains with a stainless steel cleaner. There is at least one in each building, except the Garage Public Restrooms, which has none. There are three water fountains in the Visitor Center.

7. The kitchenette and classroom sinks, and the catering kitchen sinks, counter tops, and appliances in the Visitor Center are completely stainless steel. Stainless steel should only be cleaned with stainless steel cleaner (Department approved) or Windex or plain soap and water. DO NOT USE ANY PRODUCTS CONTAINING BLEACH (it causes the stainless steel to rust).

8. Dust all exposed surfaces on wooden tables, furniture legs, cabinets, bookcases, window-sills and fireplace mantels with a furniture polish product weekly. Stone/tile/metal windowsills, door frames, railings, moldings, mantels and low light fixtures should be dry dusted with a feather or Swiffer duster. Remove cobwebs and spider webs.

9. Move and sweep/clean beneath all area rugs and doormats.


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10. Vacuum carpets and rugs. Empty vacuum cleaners after each visit. 11. Mop all bathrooms/restrooms, kitchens/kitchenettes and the elevator completely. Mop all linoleum

tile floors and finished stained concrete floors in the Visitor Center. NOTE: Spot mopping may be necessary on other visits.

12. Mop terrazzo and tiled areas in the Messer House (kitchen, pantry, staff bathrooms and hallways). 13. The Visitor Center has materials such as faux wood laminate flooring on the stage, stainless steel

counters/sinks/doors, Crossville porcelain tile, and Corian countertops, which require special care and cleaning solutions. There are attached instructional sheets detailing the methods and materials to be used to clean these special surfaces. Instructions should be followed exactly to avoid causing damage and voiding warranties. Some plastic materials, like the Plexiglas covering display cases and peep-hole windows on the stainless steel catering kitchen doors are easily scratched – these items are not included in this contract and will be cleaned by our staff only!

Additional Tasks: Monthly tasks like the ceiling dusting will be scheduled with the Department’s representative for a mutually agreed upon Monday. Tasks which must be scheduled annually, such as floor waxing and steam cleaning, will be performed on mutually agreed days depending on the Mission’s needs and when the building is unoccupied. These visits will be pre-scheduled by the Department’s representative 30 days in advance. Typically the schedule is one type of cleaning at a time with several weeks/months between the various tasks. The tasks are as follows:

1. Monthly, all ceiling areas inside the buildings will be dusted, with special attention paid to high light fixtures, such as track and pendant lighting (not the chandeliers), wooden beams, molding, and door frame tops. Remove cobwebs and spider webs. Dusting will be done as high as can be reached with a dry duster on a 12 ft. telescoping pole while standing on the floor (on a Monday or Full Service day).

2. Annually, finished stained concrete and linoleum-tiled floors in the Visitor Center (on a Monday) are to be stripped, buffed, and sealed with wax (at least 3 layers).

3. Annually, steam-clean all the carpeting/area rugs in the Visitor Center (on a Monday).

Cleaning Schedule All daily work is to be done during normal business hours, which is from 8 a.m. to 5 p.m. The site is always closed to the general public all day on Monday; however venders and our staff are here. To take advantage of this, intensive cleaning activities are scheduled from 8 a.m. to 4:30 p.m. on Mondays. Cleaning activities on other weekday mornings will be scheduled beginning at 8 a.m. as well. On Wednesdays and Fridays, daily work in the 1st floor public areas must be completed by no later than 10 a.m. before the Visitor Center opens to the general public in the morning. Work in all remaining areas, which are not routinely open to the public, must be completed before 4:30 p.m. each day. Cleaning visits that conflict with the approximately eight holidays per year that the site is completely closed will be rescheduled to the nearest available weekday. (These holidays may or may not be the same as state or federal holidays - please check with the Department’s representative well before the holiday in question). A site-specific schedule with a checklist will be provided and is to be filled out weekly by the contractor or their janitorial supervisor.


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Daily services are to be performed three times per week--Monday, Wednesday, and Friday— in the entire Visitor Center (1st and 2nd floors and the Mission Room Section).

Full services are to be performed during one visit per week generally on Monday or Wednesday — in the entire Visitor Center (1st and 2nd floors and the Mission Room Section). Additional tasks on the weekly schedule will usually be performed on Monday, when the site is closed.

Full services are to be performed during one visit per week on Wednesday—at the Garage Public Restroom Building. Tasks on a weekly schedule at this building will usually be performed on Wednesday.

Full services are to be performed during one visit per week on Friday—at the Messer House. Tasks on a weekly schedule at this building will mostly be performed on Friday.

Building: Monday

Wednesday

Friday

VC–1ST Floor Full Daily Daily

VC–2nd Floor Daily Daily Full

VC–Mission Room Section

Daily Full Daily

Messer House Full

Garage Restroom Bldg. Full

Occasionally, rentals or other site functions may conflict with the scheduled work day. In these situations, the Department’s representative will contact the contractor at least one week prior to the special event in order to reschedule the contractor’s work on that day.

II. Other Considerations

Supplies The contractor will supply all personnel, equipment, supplies, and materials, except where indicated. The Department supplies paper products and specialty cleaning chemicals (stainless steel cleaner and natural stone cleaner) only. The contractor will supply: all cleaning equipment; brooms, brushes, cloths, mops, feather dusters, mop buckets, and hand vacuums. One vacuum cleaner for the Visitor Center may be stored on site. The contractor will provide all latex gloves and other tools, implements, or supplies necessary to perform their service. NOTE: Contractor cleaning supplies and implements will be stored separately from Department cleaning supplies and implements if the items are to be stored on site. Contractor provided bag-less vacuum cleaners with HEPA filters must be used in the Messer House and the Visitor Center. Mission San Luis will supply the following items: toilet paper, paper towels, liquid hand soap (for dispensers), large and small trash-can liner bags, and sanitary napkin disposal bags. It is the responsibility of the contractor to notify our staff when the supplies that Mission San Luis provides are getting low and need to be re-stocked. Storage The Department will provide the contractor with storage space in each building to be cleaned. Each storage space is to be supplied with the materials needed to perform the required tasks in that building. Contractor is


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responsible for sweeping their storage areas and for keeping their equipment/materials in working order, neat, clean, dry, and sanitary. For optimal functioning of vacuum cleaners, filters should be cleaned after each use and replaced frequently. Security All personnel hired by the contractor will have a statewide background check completed by the Florida Department of Law Enforcement. The background check paid for by the contractor must be returned with a “no Florida criminal history” to the Department’s representative, before the contractor’s employee will be allowed to begin work at Mission San Luis. Hidden security cameras (sight/voice) are located throughout the buildings at Mission San Luis. Any contractor’s employee caught intentionally damaging or stealing property on security camera or by an eye witness will be immediately dismissed by the contractor, will not be allowed to return to Mission San Luis, and will be prosecuted to the fullest extent of the law. No employee(s) of the contractor will be allowed on the property except during agreed upon hours of access. If work must be scheduled outside of normal access hours, the Department’s representative must be notified in advance and permission obtained. At no time should non-employees accompany employees on the site. The contractor’s employees and supervisors must check-in and check-out with the Department’s representative or designated alternate before beginning and leaving work each day at the site. Supervision A trained and experienced work crew must be assigned. The contractor is expected to assign a sufficient number of qualified employees to the job. The contractor will provide and document adequate supervision of their employees and quality control over the work they are performing by inspecting the site at least once per week and signing a checklist. It will not be the duty of the Department’s representative to ensure that the contractor’s employees are performing adequately. The contractor and Department’s representatives will review the portion of the checklist pertaining to each week and the contractor will verify that his/her employees have completed all of the assigned tasks. Before the contractor’s departure on Friday, the work will be shown to and discussed with the Department’s representative or designated alternate, who will have any concerns addressed and will confirm the contractor’s work activities. Payment will not be authorized until all work is completed. Mission San Luis contract manager shall not authorize payment unless tasks are completed according to these specifications. Checklists All checklists for the time period covered on any invoice must be accounted for and received or the invoice will not be paid. A checklist signed by the contractor and the Department’s representatives for each week in the month is required. These checklists are to be completed by the cleaning supervisor and confirmed by the Department’s representative. Completion of the checklists is the responsibility of the contractor’s and the Department’s representatives. (The Department’s representative will supply the blank checklists). Completed original checklists are to be submitted to the Department’s representative. Payment of Services On or before the last business day of each month the contractor will present the Department’s representative with the original billing invoice for services performed during the current month. The Department’s representative will verify the performance of the services as stated on the invoice. When the Department’s representative approves the completed checklists, they will sign them. The completed and signed weekly checklists must accompany the invoice, or payment will not be processed. The Department’s representative will forward the weekly checklists along with the original invoice to the appropriate personnel in the Division


44

of Administrative Services. The contractor should receive payment within 40 days of acceptance of the invoice. If not, the contractor should notify the Department’s representative as soon as possible. QUALITY STANDARDS

10. General Standards: The achievement of the desired standard of cleanliness will result in an almost complete absence of visible soil. For purposes of definition, absence of visible soil shall be as follows:

h. Absence of litter and trash on floor. Absence of trash in building. i. Absence of finger marks, spots, d u st an d soil build-up on walls, windows, doors, dividers,

etc. j. Absence of soil, scale and stain on restroom fixtures, drains, taps, faucets, soap dispensers,

paper dispensers, stalls, mirrors, and ledges. k. Absence of soil, stain and scale on restroom floors and baseboards. E. Absence of soil, litter, dust, and encrustation in urns, wastebaskets, and trash containers. F. Absence of marks, spots, stains and streaks on glass and mirrors. G. Absence of soil, litter, debris and spots on all carpets, mats, and floors.

11. Mopping: Floors shall be free of streaks, mop strand marks, and skipped areas. 12. Solid waste collection: All solid waste/recycle in the building shall be collected and removed to

designated disposal areas. 13. Spot cleaning: Smudges, marks or spots shall be removed without causing discoloration of the

surface. 14. Dusting: Corners, crevices, moldings, and ledges shall be free of dirt, debris, and dust. 15. Furniture moving: When necessary for the Contractor to move furniture/furnishings, it will be done

with care (picked up NOT dragged) and furniture shall be returned to original positions. 16. Custodian's Closet: Closets shall be maintained in a clean, d ry , orderly and safe condition.

Contractor's equipment shall be kept clean and in safe operat ing condit ion and stored only in areas designated by the Contract Administrator. Department’s representative has to right to inspect all equipment for safety, including electrical equipment. Items found with problems must be removed from the property.

17. Materials and Equipment: Contractor shall use cleaning products and equipment which are effective and safe for fixtures, furnishings, and finishes. The Contract Administrator may require the Contractor to select an alternative cleaning product or piece of equipment if the use of that particular product or piece of equipment is ineffective or tends to cause damage/deterioration of fixtures, furnishings, or finishes in the use being made of it. Cleaning products should be in clearly marked containers.

18. Level of care: Contractor shall exercise due care at all times to ensure that cleaning products and practices do not cause damage to finishes, furnishings, or fixtures. Contractor is responsible for damage to building materials or furnishings due to improper cleaning practices or products, including those practices contrary to the specified cleaning instructions. Contractor shall restore to good condition or pay to have replaced any items damaged from lack of due care by the Contractor or their employees.


45

BUREAU OF ARCHAEOLOGICAL RESEARCH (BAR) COLLECTIONS FACILITY AND ARCHAEOLOGY LAB - SCOPE OF WORK

Collections Facility - 12,000 Sq. Ft.) Archaeology Lab - (1,300 Sq. Ft.)

2100 West Tennessee Street

Tallahassee, FL 32304 Frequency: Services are to be provided once every two weeks unless otherwise requested. Cleaning is expected to be done when the offices are open. Collections Facility and Archaeology Lab staff will need to be present during the service for security reasons. Collections Office hours are Monday - Friday from 7:30 a.m. to 3:30 p.m. Archaeology Lab hours are Monday –Friday from 8 a.m. to 5 p.m. The buildings are closed on Saturday and Sunday. Collections Facility: STAFF & PUBLIC AREAS. ENTRANCES, LOBBY. & MAIN CORRIDORS 1. Empty wastebaskets and interior receptacles, including recycling, and supply with fresh liners. Remove all trash and recycling to designated disposal areas. 2. Spot clean walls, light switches, and doors. 3. Sweep outside porches and vacuum entrance rugs. Remove obvious dirt and debris from around and under furniture. Vacuum rugs to remove any dirt and debris. 4. Clean all interior doors and partition glass. 5. Thoroughly dust all work surfaces and under surfaces of furniture. 6. Clean both sides of glass or main entry doors. 7. Dust horizontal surfaces, including shelves, ledges, moldings, base boards, etc., excluding shelving containing artifacts. 8. Sweep all floors. 9, Clean water fountains. 10. Wet mop all floors once every three months. COLLECTIONS FACILITY LOWER LEVEL 1. Empty wastebaskets and interior receptacles, including recycling, and supply with fresh liners. Remove all trash and recycling to designated disposal areas. 2. Spot clean walls, light switches, and doors. 3. Sweep stairwell, concrete floors, and exposed aisles in compact shelving areas 3. Sweep outside back porches and vacuum entrance rugs. 4. Clean water fountains. 5. Wet mop concrete portion of floor once every three months. RESTROOMS 1. Empty waste receptacles and remove all trash to designated disposal area. Supply fresh liners for waste receptacles. Fill all supply dispensers -paper towels. toilet paper, soap, etc. 2. Spot clean restroom walls, mirrors, light switches, and doors. 3. Sweep and wet mop using a disinfecting cleaner. 4. Clean all fixtures, commodesl, washbasins, and waste receptacles using a disinfecting cleaner. 5. Spot clean other surfaces and remove any soil present.


46

KITCHEN AREA I. Empty wastebaskets and trash receptacles, including recycling. Clean and disinfect, and supply fresh liners. Remove all trash and recycling to disposal area. 2. Spot clean walls and light switches. 3. Wipe down counter top, sink and fixtures. and cabinet doors with disinfecting cleaner. 4. Clean sink trap. Archaeology Lab: ENTRANCES, MAIN ROOM, STAFF OFFICES 1. Empty wastebaskets and interior receptacles, including recycling, and supply with fresh liners. Remove all trash and recycling to designated disposal areas. 2. Spot clean walls, light switches, and doors. 3. Sweep outside porches and vacuum entrance rugs. Remove obvious dirt and debris from around and under furniture. Vacuum rugs to remove any dirt and debris. 4. Clean all interior doors and partition glass. 5. Thoroughly dust all work surfaces and under surfaces of furniture. 6. Clean both sides of glass in main entryways. 7. Dust horizontal surfaces, including shelves, ledges, moldings, base boards, etc., excluding any areas containing artifacts. 8. Sweep all floors. 9. Clean water fountains. 10. Wet mop floors once every three months. RESTROOMS 1. Empty waste receptacles and remove all trash to designated disposal area. Supply fresh liners for waste receptacles. Fill all supply dispensers -paper towels. toilet paper, soap, etc. 2. Spot clean restroom walls, mirrors, light switches, and doors. 3. Sweep and wet mop using a disinfecting cleaner. 4. Clean all fixtures, commodes, washbasins, and waste receptacles using a disinfecting cleaner. 5. Spot clean other surfaces and remove any soil present. KITCHEN AREA I. Empty wastebaskets and trash receptacles, including recycling. Clean and disinfect, and supply fresh liners. Remove all trash and recycling to disposal area. 2. Spot clean walls and light switches. 3. Wipe down counter top, sink and fixtures. and cabinet doors with disinfecting cleaner. 4. Clean sink trap. QUALITY STANDARDS FOR BOTH FACILITIES 1. General Standards: The achievement of the desired standard of cleanliness will result in an almost complete absence of visible soil. For purposes of definition, absence of visible soil shall be as follows: A. Absence of litter and trash on floor. Absence of trash in building. B. Absence of finger marks. spots, and soil build-up on walls, windows, doors, dividers. etc. C. Absence of soil, scum, and stain on restroom fixtures, drains, taps, faucets, soap dispensers, paper dispensers, stalls, mirrors. and ledges. D. Absence of soil, stain, and scale on restroom floors and baseboards.


47

E. Absence of soil, litter. dust. and encrustation in wastebaskets and trash containers F. Absence soil marks, spots, stains and streaks on glass and mirrors. G. Absence of soil, litter. debris and spots on all carpets, mats. and floors. 2. Mopping: Floors shall be free of streaks, mop strand marks, and skipped areas. 3. Solid waste collection: All solid waste in the building shall be collected and removed to designated disposal areas. 4. Spot cleaning: Smudges, marks or spots shall be removed without causing discoloration of the surface. 5. Dusting: Corners, crevices, moldings, and ledges shall be free of dirt, debris, and dust. 6. Furniture moving: When necessary for the Contractor to move furniture and furnishings, it will be done with care and furniture returned to original positions. 7. Custodian's Closet: Closet shall be maintained in a clean, orderly, and safe condition. Contractor's equipment shall be stored only in areas designated by the Contract Administrator. Equipment shall be stored in a clean, orderly, and safe condition. 8. Materials and Equipment: The Contractor shall use cleaning products and equipment which are effective and safe for fixtures, furnishings, and finishes. The Contract Administrator may require the Contractor to select an alternative cleaning product or piece of equipment if the use of that particular product or piece of equipment is ineffective or tends to cause damage to or deterioration of fixtures, furnishings, or finishes in the use being made of it. Cleaning products shall be in clearly marked containers.

9.Level of care: Contractor shall exercise due care at all times to ensure that cleaning products and practices do not cause damage to finishes, furnishings, or fixtures. Contractor shall restore to good

condition any items damaged from lack of due care by Contractor employee. The contractor shall have any cleaning solutions used on the floors approved by the Contract Manager prior to using them, due

to the proximity to sensitive artifacts. Contractor shall not move or touch artifacts in any way. If such is required, Contractor will alert the Contract Manager so that arrangements can be made.


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THE GROVE JANITORIAL SCOPE OF WORK

The contractor is expected to perform routine janitorial maintenance services that would be standard for any

commercial, recreational, or educational setting.

The contractor will work independently, complete all tasks on time, and follow the scopes of work established

for the Call-Collins House, Public Restroom Pavilion, and Burr Cottage. Taken together, these scopes of work

represent the day of service checklist for the contractor and his/her on-site personnel to complete each week at

The Grove.

Site Description

The Grove is listed on the National Register of Historic Places. This designation includes the ca. 1840 Call-

Collins House, the ca. 1940 Burr Cottage, the Call-Collins family cemetery, historic and restored plantings

throughout the entire 10.56 acre property.

The property is operated as a public museum by the Florida Department of State. All work on the site must be

undertaken with the utmost care and consideration of the irreplaceable historic and natural resources present

on the site.

The contractor and his/her on-site personnel must adhere strictly to the below scopes of work, complete the

weekly checklist for each scope of work, and maintain regular communication with the designated Florida

Department of State staff throughout the entire contract term to ensure that expectations are met and that the

site is protected to the greatest extent possible.

General Considerations / Site Requirements

Janitorial services will be provided weekly for the Call-Collins House, Public Restroom Pavilion, and the Burr

Cottage (“service(s),” “service day,” or “day of service”).

Services at The Grove must be performed on either Monday or Tuesday while the museum is closed to the

public, between the hours of 9:00 a.m. and 4:00 p.m.

Due to the presence of sensitive and irreplaceable collection materials and architectural features inside the

Call-Collins House and the Burr Cottage, the same individual must be trained to service the house each week

for the duration of the contractors’ agreement with the Florida Department of State.

Refer to Attachment H – Grove Floor Diagram for room designations inside the Call-Collins House.

Please note the separate scopes of work outlined below for the Call-Collins House, the Public Bathroom

Pavilion, and the Burr Cottage. Contractors’ price must reflect the annual cost for providing all services outlined

below at the frequency of once per week for each scope of work. The Florida Department of State reserves the

right to seek additional janitorial services outside of this agreement.

Janitorial Services for the Call-Collins House

(+/- 10,000 Sq. Ft.)

100 West First Avenue

Tallahassee, Florida 32303


49

First Floor

Florida Room

- Dry dust all horizontal surfaces, including benches, chairs, bench and chair legs, tops of window

sashes, and top of tile wall

- Spot clean sink and door handles

- Sweep and mop brick paver floor and brick paver steps leading into hallway

- Clean both sides of glass on exterior and interior entry doors

- Shake out doormat

Elevator / Elevator Landing Room / Kitchen

- Dust horizontal surfaces, including countertops, and cabinet knobs and moldings

- Spot clean linoleum elevator floor, doors, railings, and buttons

- Spot clean appliances, sink, and door handles

- Sweep and mop linoleum floor

- Clean and disinfect wastebaskets

- Remove all trash and recycling to designated disposal area

RKC I / RKC II / Hallway / ECL

- Dry dust horizontal surfaces, including benches and bench legs, door moldings, exhibit cases, touch

screen displays, fireplace mantle, railings, and wood blinds

- Spot clean baseboards

- Sweep traffic areas of wood floor, staircase, and staircase moldings

Bathroom



- Spot clean walls, mirrors, light switches, and door handles

- Clean and disinfect toilet, sink, and railings

- Sweep and mop tile floor with disinfectant

- Restock paper goods

Parlor

- Contractor is not responsible for anything beyond stanchion rope

Second Floor

CMB / RLH / Hallway / Collins / Nursery

- Dry dust horizontal surfaces, including benches and bench legs, chairs and chair legs, door moldings,

exhibit cases, touch screen displays, fireplace mantles, and wood blinds

- Clean glass on interior balconette window and interior nursery safety wall glass


- Sweep traffic areas of wood floor

Hotel

- Contractor is not responsible for anything beyond the stanchion rope

- Dust horizontal surfaces, including benches and bench legs, door moldings, and touch screen display


- Sweep traffic areas of wood floor


50

Basement

L-Shaped Room

- Dry dust horizontal surfaces, door moldings, exhibit cases, and wood blinds

- Sweep traffic areas of linoleum floor

Bathroom





- Sweep and mop linoleum floor with disinfectant


Study / Office

- Contractor is not responsible for anything beyond the stanchion rope or anything displayed on the

bookcases, desks, tables, or on other horizontal surfaces

- Sweep traffic area of linoleum floor

Film Room

- Dust horizontal surfaces, including benches and bench legs, door moldings, fireplace mantle, and wood

blinds

- Sweep traffic areas of linoleum floor

Staff Office Space

- Contractor is not responsible for cleaning any staff desks or other horizontal work spaces

- Spot sweep traffic areas of linoleum floor; sweep near side basement doors

Hallway

- Dry dust horizontal surfaces, including benches and bench legs, door moldings, and exhibit cases

- Spot sweep traffic areas of linoleum floor and brick stairs leading to first floor hallway

Gardeners’ Bathroom (exterior access, adjacent to west kitchen wall)





- Sweep and mop concrete floor with disinfectant


Janitorial Services for the Public Bathroom Pavilion

(+/- 500 Sq. Ft.)

100 West First Avenue (east of the Call-Collins House)


Bathrooms




51

- Spot clean walls, stalls, mirrors, light switches, and door handles

- Clean and disinfect exterior water fountain, toilets, urinal, sinks, and railings

- Sweep and mop tile floor with disinfectant


Janitorial Services for the Burr Cottage

(960 Sq. Ft.)

105 East Third Avenue


Kitchen

- Dust and wipe down horizontal surfaces, including countertops, and cabinet moldings

- Spot clean appliances, sink, and door handles

- Sweep and mop linoleum floor



Bathrooms





- Sweep and mop linoleum floor with disinfectant


Staff Offices

- Contractor is not responsible for cleaning any staff desks or other horizontal work spaces


- Sweep wood floors

Other Considerations / Site Requirements

- DO NOT:

o Use heavily scented air fresheners and toilet bowl/tank deodorizers

o Use products containing chlorine bleach

o Use liquid cleaning products on exhibit cases or touch screen displays

o Enter areas beyond stanchion ropes

- PLEASE USE:

o Feather dusters

o Environmentally-friendly all-purpose cleaners and stainless steel cleaners (contractor shall

receive approval from the Florida Department of State for all cleaning products used)

- Janitorial Supplies

o The Florida Department of State will supply all paper goods

o The Florida Department of State will supply or otherwise approve all cleaning products used on

site


52

o The Florida Department of State will provide an on-site storage location for all supplies provided

by the Department which are needed to carry out the services described under the scopes of

work outlined above

o The contractor and his/her on-site personnel are required to maintain the cleanliness of the on-

site storage location containing janitorial supplies for use by the contractor

- Communication

o Contractor and/or his/her on-site personnel are expected to undergo training before the service

term begins

o Contractor must notify the Florida Department of State of any changes in on-site personnel so

that training can be arranged

o Contractors’ on-site personnel should check in with designated Florida Department of State staff

upon arriving to perform service and also check out with designated staff when services are

complete

o Contractors’ on-site personnel will complete a checklist with designated Florida Department of

State staff in order to verify that service is complete and satisfactory

o Contractor will not be paid for services if tasks outlined on the checklist are incomplete or

unsatisfactory

- Quality Standards

o General Standards: the achievement of the desired standard of cleanliness will result in an

almost complete absence of visible soil. For purposes of definition, absence of visible soil shall

be as follows:

Absence of litter and trash on floor or anywhere in the facilities for which a scope of work

is outlined above

Absence hand prints or finger marks, spots, dust and soil build-up on walls, windows,

doors, etc.

Absence of soil, scale and stain on restroom fixtures, drains, taps, faucets, soap

dispensers, paper dispensers, stalls, mirrors, and horizontal surfaces

Absence of soil, stain and scale on restroom floors and baseboards

Absence of soil, spots, stains and streaks on glass and mirrors

Absence of soil, litter, debris and spots on all doormats and floors

o Mopping: floors shall be free of streaks, mop strand marks and skipped areas

o Solid waste collection: all solid waste and recyclables shall be collected and removed to

designated disposal areas

o Spot cleaning: smudges, marks or spots shall be removed without causing discoloration of the

surface

o Dusting: corners, crevices, moldings and other horizontal surfaces shall be free of dirt, debris

and dust

o Furniture moving: contractors’ on-site personnel should notify designated Florida Department of

State staff for assistance with moving furniture

o Level of care: contractor and his/her on-site personnel shall exercise due care at all times to

ensure that cleaning products and practices do not cause damage to finishes, furnishings, or

fixtures

o Responsibility: contractor is responsible for any damage to the site caused by improper cleaning

products or practices and shall restore to good condition or replace any items damaged by

contractors’ or his/her on-site personnel


53

ATTACHMENT C – PRICE SHEET

Florida Department of State DOS ITB 05/17-03

Award Criteria:

Award will be made on a “Total Price” basis to the responsible and responsive Respondent offering the

“lowest total price” for all goods and services required of this ITB. The contract will be awarded to a single Vendor. Please provide All-inclusive pricing to perform the services as outlined in the specifications. In the event an error in calculations is found, the unit price bid will be used to determine the correct extended price. Bidder(s) must submit bids for all items or the bid(s) will be disqualified.

Initial Term 07/01/2017 - 06/30/2018

Service Location

Price/Month

Months/Year

Total Property Price/Year

Governor

Martin House

$

x

12

=

$ a)

Brokaw

McDougall House

$

x

12

=

$ b)

The Call-Collins House/Public Restroom Pavilion

$

x

12

=

$ c)

The Burr Cottage

$

x

12

=

$ d)

Knott House Museum

$

x

12

=

$ e)

Union Bank

$

x

12

=

$ f)

BAR Collection Facility @ Mission San Luis

$

x

12

=

$ g)

BAR Archeology Lab @ Mission San Luis

$

x

12

=

$ h)

Mission San Luis Messer House

$

x

12

=

$ i)

Mission San Luis Messer Garage – Public Restroom Building

$

x

12

=

$ j)

Mission San Luis Visitor Center

$

x

12

=

$ k)


54

Annual Visits Mission San Luis Only

Price/Sq. Ft.

X

Sq. Ft.

Total Building Price/Year

Visitor Center - Stained Concrete (strip and wax)

X 5,804 $ l)

Visitor Center - Linoleum (strip/wax)

x 1,573 $ m)

Visitor Center - Carpet (steam-clean)

x 3,910 $ n)

Total

$

(A) – (N)

The price per square foot of Visitor Center rental space to be cleaned on an additional weekday is

_______________/sq. ft. and on an additional weekend or after business hours is _______________/sq. ft.

Figures for the additional cleaning of rental spaces are binding but will not be used to determine the winner of

the bid.

Company Name: Company Contact Name: _____________________________Contact Phone # _______________ Address: City: State: Zip: Printed Name of Authorized Representative: _______________________________________________ *This individual must have the authority to bind the Vendor. Signature of Authorized Representative: ___________________________________________________

Date: ______________


55

ATTACHMENT D - DRUG FREE WORKPLACE CERTIFICATE IDENTICAL TIE PROPOSALS – Preference will be given to businesses with drug free workplace programs. Whenever

two or more bids which are equal with respect to price, quality, and services are received by the State or by any

political subdivision for the procurement of commodities or contractual services, a bid received from a business that

certifies that it has implemented a drug free workplace program will be given preference in the award process.

Established procedures for processing tie bids will be followed if none of the tied Respondents have a drug free

workplace program. In order to have a drug free workplace program, a business must:

1) Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or

use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against

employees for violations of such prohibition.

2) Inform employees about the dangers of drug abuse in the workplace, business’s policy of maintaining a drug

free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties,

that may be imposed upon employees for drug abuse violations.

3) Give each employee engaged in providing the commodities or contractual services that are under the scope of this bid a copy of the statement specified in subsection (1).

4) In the statement specified in subsection (1), notify the employees that, as a condition of working on the

commodities or contractual services that are under the scope of this bid, the employee will abide by the terms of the

statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of

Chapter 893, Florida Statutes or of any controlled substance law of the United States or any state, for a violation

occurring in the workplace no later than five (5) days after such conviction.

5) Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation

program if such is available in the employee’s community, by any employee who is so convicted.

6) Make a good faith effort to continue to maintain a drug free workplace through implementation of this section.

As the person authorized to sign the statement, I certify that this firm complies fully with the above

requirements. RESPONDENT’S SIGNATURE

Name (typed or printed)

Title

Date


56

ATTACHMENT E - DISCLOSURE STATEMENT CONFLICT OF INTEREST DISCLOSURE

The award hereunder is subject to the provisions of Chapter 112, Florida Statutes. Vendors must disclose with their bids whether any officer, director, employee or agent is also an officer or an employee of DOS, t h e State of Florida, or any of its Agencies. All firms must disclose the name of any state officer or employee who owns, directly or indirectly, an interest of more than five percent in the Vendor’s firm or any of its branches o r affiliates. All Vendors must also disclose the name of previous employee of DOS who has received or will receive compensation of any kind to seek to influence the actions o f DOS in connection with this procurement.

The following persons are officers, directors, employees, or agents of Vendor’s firm and state officers or employees:

The following persons are state officers or employees who own, directly or indirectly, more than a 5% interest in the Vendor’s firm:

The following previous employee(s) of DOS have sought to influence DOS in this procurement on behalf of the Vendor:

The Vendor has no interest to disclose and has had no person seeking to influence DOS in connection with this procurement.

*Authorized Representative’s Signature *Typed Name and Title of Authorized Representative *This individual must have the authority to bind the Vendor.


57

ATTACHMENT F - VENDOR REFERENCES Vendor Name:_______________________________________________________________________

Vendors are required to submit with their bid, three (3) references that have been provided services of a similar size and parameters of those requested in this solicitation. The department reserves the right to contact any and all references in the course of this solicitation evaluation and make a fitness determination, not subject to review or challenge. 1.) Name of Organization: Contact Person: Phone Number: Address: Email Address:

2.) Name of Organization: Contact Person: Phone Number: Address: Email Address:

3.) Name of Organization: Contact Person: Phone Number: Address:

Email Address:


58

ATTACHMENT G - RESPONDENT’S CONTACT INFORMATION

The Respondent shall identify the contact information as described below.

For solicitation purposes, the Respondent's contact person shall be:

Primary Representative Name:

Title:

Address:

Telephone #: Fax #:

E-mail Address:

Alternate Representative Name:

Title:

Address:

Telephone #: Fax #:

E-mail Address:

For contractual purposes, should the Respondent be awarded, the contact person shall be:

Primary Representative Name:

Title:

Address:

Telephone #: Fax #:

E-mail Address:

Alternate Representative Name:

Title:

Address:

Telephone #: Fax #:

E-mail Address:

Attachment H - Grove Floor Diagram For Room Designations Inside The Call-Collins House