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Agenda 02/11/2014 Item #16E9 Proposed Agenda Changes Board of County Commissioners Meeting February 11,2014 Move Item 16A5 to Item 11C: Recommendation to approve a proposal from Coastal Planning& Engineering dated December 16,2013 for a historic beach performance report and presentation under Contract 09-5262-CZ,authorize budget amendment,authorize the County Manager or his designee to execute the work order for a not to exceed amount of$19,980.60,and make a finding that this expenditure promotes tourism. (Commissioner Nance and Commissioner Hiller's separate requests) Move Item 16A7 to Item 11D: Recommendation to approve a proposal with Humiston& Moore Engineers dated December 26,2013 for Professional Services to assist the County in developing current beach renourishment industry trends under Contract 09-5262-S2,authorize the necessary budget amendment and authorize the County Manager or his designee to execute the work order for a not to exceed amount of$10,000 and make a finding that this expenditure promotes tourism. (Commissioner Hiller's request) Withdraw Item 16E9: Recommendation to award Bid #13-6113, "Janitorial Services," to ISS Facility Services for County-wide janitorial cleaning and services. (Staffs request) Move Item 16G3 to Item 14A1: Recommendation to approve a Third Amendment to License Agreement between the Collier County Airport Authority and Immokalee Regional Raceway, pending FAA approval,permitting,environmental and zoning compliance. (Commissioner Hiller's request) Continue Item 17C to the February 25,2014 BCC Meeting: Recommendation to adopt an ordinance amending Ordinance No. 97-8,as amended, relating to the Collier County False Alarm Ordinance. (Sheriff's request) Time Certain Items: Item 10B to be heard at 2:30 p.m. 2/11/2014 16.E.9. EXECUTIVE SUMMARY Recommendation to award Bid #13-6113, "Janitorial Services,"to ISS Facility Services for County- wide janitorial cleaning and services. OBJECTIVE: To obtain janitorial services in a fair and competitive manner. CONSIDERATIONS: The Department of Facilities Management manages janitorial services for approximately 140 County-owned buildings totaling 1,500,000 square feet. The janitorial contractor is responsible for furnishing necessary labor,tools,equipment, supplies, and any other necessary accessories and services to perform the janitorial services specified in the Contract. These services include dusting, vacuuming, window cleaning, carpet and floor cleaning and, trash and recyclable material removal from offices. In addition, the janitorial service company plays an important role in insuring that office spaces are free of dust and debris that may affect indoor air quality. On October 10, 2013, the Purchasing Department solicited bids for janitorial services. The selection was based upon the lowest qualified bidder, as outlined in the solicitation. A total of three hundred forty- seven (347) notices were sent, fifty-three (53) downloaded, and seven (7) submissions received. ISS Facility Services was the lowest bidder, but did not meet local vendor preference. Purchasing extended the price match option, as defined in Section 15 of the Purchasing Ordinance,to the second lowest bidder, USSI, who declined to match the ISS Facility Services bid. Staff recommends awarding to the lowest responsive bidder, ISS Facility Services. FISCAL IMPACT: The base annual amount of the contract is estimated to be $1,177,600 plus any additional and unanticipated services. Additional sites or square footage may be added to the base contract as needed and will follow the bid's price per square foot cleaning day. Any additional/unanticipated services will follow the bid's markup percentage rate. Funds are budgeted in the Department of Facilities Management Operating Budget General Fund(001)Cost Center(122240). GROWTH MANAGEMENT IMPACT: There is no growth management impact associated with this Executive Summary. LEGAL CONSIDERATIONS: This item has been approved as to form and legality and requires a majority vote for Board approval. -CMG RECOMMENDATION: That the Board of County Commissioners approves the award of Bid #13- 6113, "Janitorial Services," to 1SS Facility Services and authorizes the Chairman to execute the standard contract after review by the County Attorney. Prepared By: Dennis Linguidi, CFM, Facilities Manager,Department of Facilities Management Attachments: 13-6113 Bid Tabulation, 13-6113 Agreement, 13-6113 Solicitation Packet Page-840- 2/11/2014 COLLIER COUNTY Board of County Commissioners Item Number: 16.16.E.16.E.9. Item Summary: Recommendation to award Bid #13-6113, "Janitorial Services," to ISS Facility Services for County-wide janitorial cleaning and services. Meeting Date: 2/11/2014 Prepared By Name: LinguidiDennis Title: Manager-Facilities,Facilities Management 1/13/2014 11:50:28 AM Submitted by Title: Manager-Facilities,Facilities Management Name: LinguidiDennis 1/13/2014 11:50:29 AM Approved By Name: WardKelsey Title: Manager-Contracts Administration,Purchasing&Ge Date: 1/17/2014 10:08:11 AM Name: pochopinpat Title: Administrative Assistant,Facilities Management Date: 1/17/2014 12:03:46 PM Name: CampSkip Title: Director-Facilities Management,Facilities Manage Date: 1/21/2014 11:23:25 AM Name: JohnsonScott Title: Purchasing Agent,Purchasing&General Services Date: 1/23/2014 1:01:57 PM Name: NorthrupAdam Packet Page-841- 2/11/201416.E.9. Title: Procurement Strategist, Purchasing Date: 1/23/2014 1:44:47 PM Name: MarkiewiczJoanne Title: Manager-Purchasing Acquisition,Purchasing&Gene Date: 1/23/2014 3:55:55 PM Name: GreeneColleen Title: Assistant County Attorney,County Attorney Date: 1/29/2014 4:40:36 PM Name: PriceLen Title: Administrator-Administrative Services, Administrative Services Division Date: 1/30/2014 5:29:41 PM Name: GreeneColleen Title: Assistant County Attorney, CAO General Services Date: 1/31/2014 11:50:30 AM Name: KlatzkowJeff Title: County Attorney, Date: 1/31/2014 1:09:21 PM Name: PryorCheryl Title: Management/Budget Analyst, Senior, Office of Management&Budget Date: 2/3/2014 10:12:22 AM Name: OchsLeo Title: County Manager, County Managers Office Date: 2/4/2014 10:56:45 AM Packet Page-842- 2/11/2014 16.E. . Administrative Services Division Purchasing INVITATION TO BID Date: 11/17/2013 From: Adam Northrup, Procurement Strategist (239) 252-6098 (Telephone) (239) 252-6302 (FAX) adamnorthrup @colliergov.net (Email) To: Prospective Vendors Subject: Solicitation 13-6113—Janitorial Services As requested by the Facilities Management Department, the Collier County Board of County Commissioners Purchasing Department has issued this ITB for the sole intent and purpose of obtaining fair and competitive bid responses on the above referenced. Please refer to the Public Notice included in this document for the opening date and time and any applicable pre-ITB conference. We look forward to your participation in Collier County's competitive procurement process. cc: Ann Simpson, Project Manager Purtnasirg Dapaitrnerl•3327 Tamiami Trail East•Naples,Florida 34112-4901•www.tolliergov.netlpurchasing ITB 13-6113 1 Janitorial Services Packet Page-843- 2/11/2014 16.E.9. Invitation to Bid Index Public Notice 3 Exhibit I: Scope of Work, Specifications and Response Format 4 Exhibit II: General Bid Instructions 14 Exhibit III: Standard Purchase Order Terms and Conditions 20 Exhibit IV: Additional ITB Terms and Conditions 24 Exhibit V: Supplies and Equipment Specifications , 39 Exhibit VI: General Requirements 41 Attachment 1: Vendor Submittal -Vendor's Non-Response Statement 55 Attachment 2: Vendor's Check List 56 Attachment 3: Vendor Submittal - Bid Response Form 57 Attachment 4: Vendor Submittal— Local Vendor Preference Affidavit 59 Attachment 5: Vendor Submittal— Immigration Affidavit 60 Attachment 6: Vendor Substitute W—9 61 Attachment 7: Vendor Submittal - Insurance and Bonding Requirements 62 ITB 13-6113 2 Janitorial Services Packet Page-844- 2/11/2014 16.E5.-.. Public Notice Sealed bid responses for Solicitation 13-6113—Janitorial Services will be received electronically www.collieraov.net/bid unti112:00PM Collier County local time on November 7, 2013. ITB responses received after the stated time and date will not be accepted. Solicitation 13-6113 —Janitorial Services A non-mandatory pre-bid conference will be held on October 22`d, 2013, commencing promptly at 3:00PM and held at Collier County Government, Purchasing Department, 3327 Tamiami Trail E, Naples, FL 34112. Because of the complexity of this contract, all prospective bidders are encouraged attend this conference prior to submitting a bid response. All questions regarding this ITB must be submitted online on the Collier County Purchasing Department Online Bidding System website: www.colliergov.net/bid. All responses to questions will be posted on the website with electronic notification to all prospective vendors. All solicitation responses must be made on the official ITB response form included and only available for download from the Collier County Purchasing Department Online Bidding System website noted herein. ITB Documents obtained from sources other than Collier County Purchasing may not be accurate or current. Collier County encourages vendors to utilize recycled paper on all manual bid response submittals. Collier County does not discriminate based on age, race, color, sex, religion, national origin, disability or marital status. BOARD OF COUNTY COMMISSIONERS COLLIER COUNTY, FLORIDA BY: /s/Joanne Markiewicz Interim Purchasing/General Services Director Publicly posted on the Collier County Purchasing Department website: www.colliergov.net/purchasing and in the lobby of the Purchasing Building on 10/17/2013. ITB 13-6113 3 Janitorial Services Packet Page-845- 2/11/2014 16.E.9. Exhibit I: Scope of Work, Specifications and Response Format As requested by the Collier County Facilities Management Department (hereinafter, the "Division or Department"), the Collier County Board of County Commissioners Purchasing Department (hereinafter, "County") has issued this Invitation to Bid (hereinafter, "ITB") with the intent of obtaining bids from interested and qualified firms in accordance with the terms, conditions and specifications stated or attached. The Vendor, at a minimum, must achieve the requirements of the Scope of Work and specifications stated. The results of this solicitation may be used by other County departments once awarded according to the Board of County Commissioners Purchasing Policy. Definitions Service day: The time and day at which a specific location is fully cleaned, once. Unit of Measure: The method in which services are priced Estimated Usage: Estimated number of service days that will be requested. Brief Description of Purchase The specifications in this solicitation are intended to provide the information by which prospective bidders may understand the minimum requirements of Collier County relative to entering into a contract to furnish, deliver and provide Janitorial Services to County facilities. Historically, County departments have spent approximately $1,400,000.00. Detailed Scope of Work It shall be understood and agreed that any and all services, materials and equipment provided under this solicitation and the resulting contract shall comply fully with all Local, State and Federal laws and regulations. The following sections are a general description of the tasks required at each requested site. Work in all locations shall be scheduled such that it will not disrupt the functions and normal day-to-day procedures of the County facilities. The County reserves the right to approve and make changes at any time to the schedule set up by the Contractor. 1.0 Offices, Libraries and Public Service locations Unit of Measure: square foot per service day 1.1 Offices Estimated usage: 3 service days per calendar week Daily General Tasks: Frequency, completed every service DAY • Empty all personal wastebaskets, which shall be disposed of to the sites' central dumpsters. Damp wipe, if necessary and replace liners. • Spot clean and vacuum carpeted high-traffic areas. • Sweep and damp mop high-traffic floors. Remove any gum, tar or other foreign matter. • Sweep and damp mop all community center floors. ITB 13-6113 4 Janitorial Services Packet Page-846- 2/11/2014 16.E.9. • Spot clean walls, light switches, doors, windowsills, display cases, elevators & panels, counters shelves and laminated plastic surfaces. • Clean and sanitize drinking fountains. • Spot clean all interior glass, including clerestory, side panels, display case glass, glass walls and doors, and security/privacy glass. • Empty all cigarette receptacles. • Police stairs and landings for debris and spills. • Clean all door handles, inside and out. • Report any maintenance issues to a County Representative. Restroom Tasks: Frequency, completed every service DAY • Clean sinks with detergent/disinfectant. • Clean counters with detergent/disinfectant. • Resupply paper towels, soap, toilet tissue, toilet seat covers, feminine hygiene products, etc. • Clean all stall walls, doors, exposed tile, shower walls and walls around urinals and toilets with detergent/disinfectant. • Clean basins with detergent/disinfectant. • Clean toilets and urinals using detergent/disinfectant. • Damp wipe ledges. • Clean and polish mirrors, soap dispensers, washbasin and all plumbing fixtures. • Clean under basins, around toilets and urinals with detergent/disinfectant. • Sweep and then wet mop floors using detergent/disinfectant. Entrance Tasks: Frequency, completed every service DAY • Sweep and pickup inside and outside entrances within a radius of 25 feet. • Empty and put in new liner bag in trashcans, if necessary. • Sweep cobwebs and dust from walls around entrance and windows. • Clean entrance door handles (front/back). • Shake and sweep down exterior floor mats. • Empty cigarette receptacles. • All doors, sliding and glass panels, clerestory and windows shall be cleaned with damp cloth. • Vacuum all pedigrid systems. • Clean all blue boxes. Weekly General Tasks: Frequency, completed one (1) time per calendar WEEK** • Dust all horizontal(excluding desktops) and vertical surfaces that are readily available and visibly require it. • Clean all doors, frames, kick and push plates with damp cloth. • Wipe all A/C vents with treated cloths. ITS 13-6113 5 Janitorial Services Packet Page-847- 2/11/2014 16.E.9. • Clean all vending machines with damp cloth. • Vacuum all offices and cubicle areas. • Sweep and damp mop all stairs and landings. Monthly General Tasks: Frequency, completed one (1) time per calendar MONTH • Dust all ceiling fans, top of bookcases, etc. anything reachable with an extension rod • Wash/wipe down building lobby walls and high traffic areas, if necessary. • Clean ear and mouthpiece of office and conference room telephones with germicidal cleaner. • Wipe down all non-upholstered furniture. • Dust blinds (vertical and horizontal). Bi-Annual General Tasks: Frequency, completed two (2) times per calendar YEAR • Strip and refinish all hard floors— hallways, lobbies, elevators, restrooms & open offices. • Clean all grout in tile floors. • Clean all interior panes of exterior windows. • Clean all exterior 1st floor windows (up to 10') Annual General Tasks: Frequency, completed one (1) time per calendar YEAR • Vacuum office partitions, if necessary • Steam clean upholstered furniture. • Clean all carpets using in-house staff. • Truck-mount, hot water or steam extract all carpets & pedigrid systems in all buildings. **If the service level for a specific location is set at one day per week, the DAILY and WEEKLY tasks must be completed. If the service level is greater than one day per week at a given location, the WEEKLY tasks should be divided up between service days. 1.2 Libraries Unit of Measure: square foot per service day Tasks: Each of the following locations shall be serviced according to the all the tasks listed above in 1.1 Offices. All cleaning must take place on the days specified below. East Naples Library - Estimated usage: 4 service days per calendar week, must be performed Monday—Thursday Vanderbilt Library-Estimated usage: 5 service days per calendar week, must be performed Monday— Friday Golden Gate Estates Library -Estimated usage: 4 service days per calendar week, must be performed Monday—Thursday ITB 13-6113 6 Janitorial Services Packet Page-848- 2/11/2014 16.E..c:,. Immokalee Library- Estimated usage: 5 service days per calendar week, must be performed Monday— Friday Marco Island Library - Estimated usage: 5 service days per calendar week, must be performed Monday— Friday Golden Gate Library - Estimated usage: 6 service days per calendar week, must be performed Monday—Saturday Naples Regional Library - Estimated usage: 6 service days per calendar week, must be performed Monday— Saturday South Regional Library - Estimated usage: 6 service days per calendar week, must be performed Monday—Saturday Headquarters Library - Estimated usage: 7 service days per calendar week, must be performed Sunday—Saturday 1.3 Public Services Locations Unit of Measure: square foot per day Tasks: Each of the following locations shall be serviced according to the tasks listed in 1.1 Offices. All cleaning must take place on the days specified below. Building H, Health Building (1St floor only) - Estimated usage: 5 service days per calendar week, must be performed Monday—Friday (2nd & 3rd floors) Estimated usage: 3 service days per calendar week, must be performed Monday - Friday CAT Transfer Station (Complex) - Estimated usage: 7 service days per calendar week, must be performed Monday— Sunday Immokalee Health Building -Estimated usage: 5 service days per calendar week, must be performed Monday— Friday Golden Gate Community Center—Estimated usage: 6 service days per calendar week, must be performed Monday— Saturday East Naples Community Center-Estimated usage: 6 service days per calendar week, must be performed Monday— Saturday Immokalee Community Center- Estimated usage: 6 service days per calendar week, must be performed Monday— Saturday Immokalee Sports Complex - Estimated usage: 6 service days per calendar week, must be performed Monday— Saturday Max Hasse Community Center- Estimated usage: 6 service days per calendar week, must be performed Monday— Saturday ITB 13-6113 7 Janitorial Services Packet Page-849- 2/11/2014 16.E.9. Veterans Community Center- Estimated usage: 6 service days per calendar week, must be performed Monday— Saturday Vineyards Community Center- Estimated usage: 6 service days per calendar week, must be performed Monday— Saturday North Regional Park(7 total Facilities including Sun-n-Fun (see schedule listed below)) - Admin, Exhibit Hall and Maintenance-Estimated usage: 3 service days per calendar week All Others-Estimated usage: 7 service days per calendar week, must be performed Monday-Sunday Barefoot Beach Restrooms- Estimated usage: 7 service days per calendar week, must be performed Monday— Sunday Cocohatchee Park Restrooms - Estimated usage: 7 service days per calendar week, must be performed Monday— Sunday Vanderbilt Beach Restrooms - Estimated usage: 7 service days per calendar week, must be performed Monday— Sunday Bayview Park Restrooms - Estimated usage: 7 service days per calendar week, must be performed Monday— Sunday Tigertail Beach Restrooms - Estimated usage: 7 service days per calendar week, must be performed Monday— Sunday Isle of Capris Paddlepark Restrooms - Estimated usage: 7 service days per calendar week, must be performed Monday—Sunday Airport Park(IM) Restrooms- Estimated usage: 5 service days per calendar week, must be performed Monday Friday South Marco Beach Restrooms - Estimated usage: 7 service days per calendar week, must be performed Monday— Sunday Bluebill Restrooms Restrooms -Estimated usage: 7 service days per calendar week, must be performed Monday-Sunday Pelican Bay Park Restrooms- Estimated usage: 7 service days per calendar week, must be performed Monday— Sunday Eagle Lakes Field House/ Restrooms- Estimated usage: 7 service days per calendar week, must be performed Monday-Sunday Sugden Park- Estimated usage: 7 service days per calendar week, must be performed Monday— Sunday Freedom Park - Estimated usage: 7 service days per calendar week, must be performed Monday—Sunday ITB 13-6113 8 Janitorial Services Packet Page-850- 2/11/2014 Golden Gate Park- Estimated usage: 7 service days per calendar week, must be performed Monday-Sunday Golden Gate Fitness - Estimated usage: 7 service days per calendar week, must be performed Monday—Sunday Golden Gate Aquatic - Estimated usage: 7 service days per calendar week, must be performed Monday— Sunday South IM Daycare - Estimated usage: 5 service days per calendar week, must be performed Monday—Friday Naples Park Restrooms - Estimated usage: 7 service days per calendar week, must be performed Monday— Sunday Pepper Ranch Lodge/Restrooms - Estimated usage: 3 service days per calendar week, must be performed Friday, Saturday, Sunday Collier County Museum - Estimated usage: 5 service days per calendar week, must be performed Monday—Friday(listed as bldg M on spreadsheet) Naples Depot- Estimated usage: 3 service days per calendar week, must be performed Monday, Wednesday, Friday Everglades Museum-Estimated usage: 3 service day per week. Must be performed Monday-Friday. Sun-n-Fun Water Park— Estimated usage: Service performed all open days, listed below. Summer— Memorial Day to Return of Collier County Schools Fall— First day of school through September Open Labor Day Winter/Spring —Closed October to President's Day Weekend Holiday notes for Sun-n-Fun Water Park: o Open President's Day o Open Collier County School's Spring Break o Open Collier County School's Thanksgiving &Winter Break (Closed Thanksgiving & Christmas Day) 2.0 Parking Garages- Unit of Measure: Lump Sum per month, according to estimated usage Estimated usage: Parking Garages 1 & 2/CDES Garage:1 service day per calendar week Vanderbilt Beach Parking Garage: 3 service days per calendar week Vanderbilt Beach Parking Garage Tasks, completed every service DAY • Empty and wipe down all trash receptacles and cigarette receptacles. • Sweep the elevator cabs with a micro-fiber mop. Cab floors must then be mopped. • Wipe down all interior stainless steel, including doors. ITB 13-6113 9 Janitorial Services Packet Page-851- 2/11/2014 16.E.9. • Sweep all stairwells. • Wipe down all handrails using a micro-fiber cloth. • Pick up trash on all levels. • Clean all interior elevator cab windows, all interior windows and interior/exterior doors. • Clean restroom according to specifications in item 1.1 Offices, Restroom Tasks. GMD Parking Garage Tasks, completed every service DAY • Empty and wipe down all trash receptacles and cigarette receptacles. • Sweep the elevator cabs with a micro-fiber mop. Cab floors must then be mopped. • Wipe down all interior stainless steel, including doors. • Sweep all stairwells. • Wipe down all handrails using a micro-fiber cloth. • Pick up trash on all levels. • Clean all interior elevator cab windows, all interior windows and interior/exterior doors. Complex Parking Garage#1 Tasks, completed every service DAY • Empty and wipe down all trash receptacles and cigarette receptacles. • Sweep the elevator cabs with a micro-fiber mop. Cab floors must then be mopped. • Wipe down all interior stainless steel, including doors. • Sweep all stairwells. • Wipe down all handrails using a micro-fiber cloth. • Pick up trash on all levels. • Clean all interior elevator cab windows, all interior windows and interior/exterior doors. Complex Parking Garage #2 Tasks, completed every service DAY • Empty and wipe down all trash receptacles and cigarette receptacles. • Sweep the elevator cabs with a micro-fiber mop. Cab floors must then be mopped. • Wipe down all interior stainless steel, including doors. • Sweep all stairwells. • Wipe down all handrails using a micro-fiber cloth. • Pick up trash on all levels. • Clean all interior elevator cab windows, all interior windows and interior/exterior doors. • Clean glass entrance doors to garage. Detailed Specifications Complete, comprehensive details of the above tasks are listed on Exhibit V: Detailed Cleaning Specifications Supplies and Equipment ITB 13-6113 Janitorial Services 10 Packet Page -852- 2/11/2014 16.E.9. A complete list of required supplies and equipment specifications are listed on Exhibit VI: Supplies and Equipment Specifications. Service Hours Work schedules are based on a 40 hour work week. Additional hours by any individual employee shall be considered overtime and charged at the appropriate rate of time and one half. Additional Job Titles Hourly Janitorial Services This job title is used for special events or when additional janitorial services are deemed necessary by the County. Duties are outlined in section 1.0 Offices, Libraries and Public Service locations or are negotiated between the County (project manager or facilities manager) and the Contractor prior to service day. Day Porter This job title is separate from the Janitorial staff and assigned to Main Government complex, or as reassigned by the Facilities Management designee. Duties are as follows: 1. Remove cobwebs from entrances of all buildings and walkway canopy. 2. Empty cigarette receptacles, as needed. 3. Wipe down marble on exterior of Jail. 4. Check restrooms in the Courthouse twice daily for cleanliness, paper products, etc. 5. Clean park benches, as needed. 6. Remove ground trash, as necessary, concentrating on snack bar area, i.e. cigarette butts, etc. 7. Check 1st Fl stairwell of Bldg F off secured parking. 8. Clean tops of all exterior trash/recycle containers. 9. Completely clean handrails. Award Criteria ITB award criteria is as follows: • All questions on the Bid document shall be answered as to price(s), time requirements, and required document submissions. • Award shall be based upon the responses to all questions on the Bid Response Page(s). • Further consideration may include but not be limited to, references, completeness of bid response and past performances on other County bids/projects. • Prices will be read in public exactly as input on the electronic bid response form or written on the manually submitted Bid Response Page(s) at the time of the bid opening; however, should an error in calculations occur whenever unit pricing and price extensions are requested, the unit price shall prevail. Mathematical miscalculations may be corrected by the County to reflect the proper response. • The County's Purchasing Department reserves the right to clarify a vendor's proposal prior to the award of the solicitation. ITB 13-6113 11 Janitorial Services Packet Page-853- 2/11/2014 16.E.9. • It is the intent of Collier County to award to the lowest, qualified and responsive vendor(s) in accordance with the following methodology on Attachment 8: Bid Schedule: SECTION 1: Provide a pricing (or percentage) for lines 1 —5. SECTION 2: Provide a price per day, per location for the requested parking garages in column G "Price per day, per location". The Columns I, J and K will be automatically populated according to your quoted price. SECTION 3: This section will be automatically populated according to the amount you input in section 1, Column G "Price". Your price per square foot will be multiplied by the "square footage" of each location (Column G) and multiplied by the "estimated service days per week" (column J). The dollar values that are provided in sections 2 and 3 will be added together in line 121 BID TOTAL. Report line's 1 and 121 on Attachment 3: Bid Response form. The qualified bidder with the lowest amount in line 121 BID TOTAL will be awarded the bid. • Collier County reserves the right to select one, or more than one suppliers, however, it is the intent to select identify a single awardee. • The contract will be in the form of a Collier County standard contract. Contractor Qualifications Required qualifications of acceptable bidders are outlined in Exhibit VII: General Requirements. Term of Contract The contract term, if an award(s) is/are made is intended to be for one (1) year with three (3) one year renewal options. Prices shall remain firm for the initial term of this contract. Price adjustments are dependent upon the consumer price index (CPI) over the past twelve (12) months, budget availability and program manager approval. Surcharges will not be accepted in conjunction with this contract, and such charges should be incorporated into the pricing structure. Projected Timetable Event Date Issue Solicitation Notice 10/17/2013 Last Date for Receipt of Written Questions 11/04/2013, 3:00PM Non-Mandatory pre-solicitation meeting at Purchasing Office. 10/22/2013, 3:00PM (3327 Tamiami Trail East, Naples FL 34112) Solicitation Deadline Date and Time 11/07/2013, 12PM Anticipated Evaluation of Submittals Week of 11/11/2013 Anticipated Board of County Commissioner's Contract December 2013 ITB 13-6113 12 Janitorial Services Packet Page-854- 2/11/2014 16.E.9. Approval Date Vendor Required Documents • Attachment 2: Vendor's Check List • Attachment 3: Vendor Bid Response Form • Attachment 4: Local Vendor Preference • Attachment 5: Immigration Law Affidavit • Attachment 6: Vendor Substitute W-9 • Attachment 7: Insurance and Bonding Requirement ITB 13-6113 13 Janitorial Services Packet Page-855- 2/11/2014 16.E.9. Exhibit II: General Bid Instructions 1. Purpose/Objective As requested by the Collier County departments or divisions identified in Exhibit 1, the Collier County Board of County Commissioners Purchasing Department (hereinafter, the County) has issued this Invitation to Bid (hereinafter, the "ITB", or"Bid") with the sole purpose and intent of obtaining bid responses from interested and qualified firms in accordance with the terms, conditions, and specifications stated and/or attached herein/hereto. The successful vendor will hereinafter be referred to as the "Vendor" All bids must be submitted on the Bid form furnished by the County noted in Attachments 2, 3, 4, 5, 6, and 7 of this ITB. No bid will be considered unless the Bid form is properly signed. Vendor is responsible to read and follow the instructions very carefully, as any misinterpretation or failure to comply with these instructions could lead to the bid submitted as being rejected as non-responsive. 2. Pricing Vendors must provide unit prices using the unit of measured specified by the County. All prices will remain firm for a period of one hundred and eighty (180) calendar days from date of bid opening. After award by the Board of County Commissioners, prices may only be adjusted as outlined in Exhibit I: Term of Contract. 3. Alternate Bid Pricing In the event that alternate pricing is requested, it is an expressed requirement of the bid to provide pricing for all alternates as listed. The omission of a response or a no-bid or lack of a submitted price will be the basis for the rejection of the submitted bid response. All bids responses received without pricing for all alternates as listed will be considered technically non-responsive and will not be considered for award. 4. Equal Product Manufacturer's name, brand name and/or model number are used in these specifications for the purpose of establishing minimum requirements of level of quality, standards of performance and/or design required, and is in no way intended to prohibit the bidding of other manufacturer's items of equal or similar material. An equal or similar product may be bid, provided that the product is found to be equal or similar in quality, standard of performance, design, etc. to the item specified. Where an equal or similar is bid, the Bid must be accompanied with two (2) complete sets of factory information sheets (specifications, brochures, etc.) and test results, if applicable, of unit bid as equal or similar. Equal product samples, if required for evaluation, and at no cost to the County, must be submitted with Bid. Unless otherwise directed in the solicitation, the bid will not be considered unless samples are delivered to specified address by bid due date. The County shall be sole judge of equality or similarity, and its decision shall be final in the best interest. ITB 13-6113 14 Janitorial Services Packet Page-856- 2/11/2014 16.E.9. 5. Discounts Any discounts or terms must be shown on the Bid form. Such discounts, if any, may be considered in the award of tie bids. In no instance should payment terms less than fifteen (15) calendar days be offered. 6. Exceptions Vendors taking exception to any part or section of these specifications shall indicate such exceptions on a separate sheet entitled "EXCEPTIONS TO SPECIFICATIONS." Failure to indicate any exceptions to the specifications shall be interpreted as the Vendors intent to fully comply with the specifications as written. The County, at its sole discretion, shall determine if the exceptions are material in nature, and if the Vendor's exceptions may be declared grounds for rejection of bid proposal. 7. Addenda The County reserves the right to formally amend and/or clarify the requirements of the bid specifications where it deems necessary. Any such addendum/clarification shall be in writing and shall be distributed electronically to all parties who received the original bid specifications prior to the deadline for submission of Bids. All changes to this ITB will be conveyed electronically through a notice of addendum or questions and answers to all vendors registered under the applicable commodity code(s) at the time when the original ITB was released, as well as those vendors who downloaded the ITB document. Additionally, all addendums are posted on the Collier County Purchasing Department Online Bidding System website: www.colliergov.net/bid. Before submitting a bid response, please make sure that you have read all, understood clearly and complied completely with any changes stated in the addenda as failure to do so may result in the rejection of your submittal. 8. Bid Submission All electronic bids shall be submitted online via the Collier County Purchasing Department Online Bidding System at www.colliergov.net/bid. Email bids will not be accepted. Vendors who wish to receive copies of bids after the bid opening may view and download same from the Collier County Purchasing Department Internet bid site. 9. Questions If the vendor should be of the opinion that the meaning of any part of the Bid Document is doubtful, obscure or contains errors or omissions it should report such opinion to the Procurement Strategist before the bid opening date. Direct questions related to this ITB only to the Collier County Purchasing Department Internet website: www.colliergov.net/bid. Questions will not be answered after the date noted on the ITB. Vendors must clearly understand that the only official answer or position of the County will be the one stated on the Collier County Purchasing Department Online Bidding System website. For general questions, please call the referenced Procurement Strategist identified in the Public Notice. 10. Protests ITB 13-6113 15 Janitorial Services Packet Page -857- 2/11/2014 16.E.9. Any actual or prospective respondent to an Invitation to Bid, who has a serious and legitimate issue with the ITB shall file a written protest with the Purchasing Director prior to the opening of the bid or the due date for acceptance of bid. All such protests must be filed with the Purchasing Director no later than 11:00 a.m. Collier County time on the advertised date for the opening of the bid or the acceptance date for the Request for Proposals. 11. Rejection and Waiver The County reserves the right to reject any and all bids, to waive defects in the form of bid, also to select the bid that best meets the requirements of the County. Vendors whose bids, past performance or current status do not reflect the capability, integrity or reliability to fully and in good faith perform the requirements denoted may be rejected as non- responsive. Bids that do not meet all necessary requirements of this solicitation or fail to provide all required information, documents or materials may be rejected as non-responsive. 12. Local Vendor Preference (LVP) The County is using the Competitive Sealed Quotation methodology of source selection for this procurement, as authorized by Ordinance Number 87-25, and Collier County Resolution Number 2008-181 establishing and adopting the Collier County Purchasing Policy. The Collier County Board of County Commissioners has adopted a Local Preference "Right to Match" policy to enhance the opportunities of local businesses to receive awards of Collier County purchases. A"local business" is defined as a business that has a valid Business Tax Receipt, formerly known as an Occupational License issued by either Collier or Lee County for a minimum of one (1) year prior to a Collier County quote or proposal submission that authorizes the business to provide the commodities or services to be purchased, and a physical business address located within the limits of Collier or Lee Counties from which the vendor operates or performs business. Post Office Boxes are not verifiable and shall not be used for the purpose of establishing said physical address. In addition to the foregoing, a vendor shall not be considered a "local business" unless it contributes to the economic development and well-being of either Collier or Lee County in a verifiable and measurable way. This may include, but not be limited to, the retention and expansion of employment opportunities, the support and increase to either Collier or Lee County's tax base, and residency of employees and principals of the business within Collier or Lee County. Vendors shall affirm in writing their compliance with the foregoing at the time of submitting their quote or proposal to be eligible for consideration as a "local business" under this section. When a qualified and responsive non-local business submits the lowest price quote, and the quote submitted by one or more qualified and responsive local businesses is within ten percent (10%) of the price submitted by the non-local business, then the local business with the apparent lowest quote offer (i.e. the lowest local vendor) shall have the opportunity to submit an offer to match the price(s) offered by the overall lowest, qualified and responsive vendor. In such instances, staff shall first verify if the lowest non-local vendor and the lowest local vendor are in fact qualified and responsive vendors. Next, the Purchasing Department shall determine if the lowest local vendor meets the requirements of Section 287.087 F.S. If the lowest local vendor meets the requirements of 287.087, F.S., the Purchasing Department shall invite the lowest local vendor to submit a matching offer to the Purchasing Department which ITB 13-6113 16 Janitorial Services Packet Page-858- 2/11/2014 16.E.9. shall be submitted within five (5) business days thereafter. If the lowest local vendor submits an offer that fully matches the lowest quote from the lowest non-local vendor tendered previously, then award shall be made to the local vendor. If the lowest local vendor declines or is unable to match the lowest non local quote price(s), then award will be made to the lowest overall qualified and responsive vendor. If the lowest local vendor does not meet the requirement of Section 287.087 F.S. and the lowest non-local vendor does, award will be made to the vendor that meets the requirements of the referenced state law. Vendor must complete and submit with its quote response the Affidavit for Claiming Status as a Local Business which is included as part of this solicitation. Failure on the part of a Vendor to submit this Affidavit with their quote response will preclude said Vendor from being considered for local preference under this solicitation. A Vendor who misrepresents the Local Preference status of its firm in a quote submitted to the County will lose the privilege to claim Local Preference status for a period of up to one (1) year. The County may, as it deems necessary, conduct discussions with any of the competing vendors determined to be in contention for being selected for award for the purpose of clarification to assure full understanding of, and responsiveness to solicitation requirements. 13. Immigration Affidavit Certification Statutes and executive orders require employers to abide by the immigration laws of the United States and to employ only individuals who are eligible to work in the United States. The Employment Eligibility Verification System (E-Verify) operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA), provides an Internet-based means of verifying employment eligibility of workers in the United States; it is not a substitute for any other employment eligibility verification requirements. The program will be used for Collier County formal Invitations to Bid (ITB) and Request for Proposals (RFP) including professional services and construction services. Exceptions to the program: • Commodity based procurement where no services are provided. • Where the requirement for the affidavit is waived by the Board of County Commissioners Vendors/ Bidders are required to enroll in the E-Verify program, and provide acceptable evidence of their enrollment, at the time of the submission of the vendor's/bidder's proposal. Acceptable evidence consists of a copy of the properly completed E-Verify Company Profile page or a copy of the fully executed E-Verify Memorandum of Understanding for the company. Vendors are also required to provide the Collier County Purchasing Department an executed affidavit certifying they shall comply with the E-Verify Program. The affidavit is attached to the solicitation documents. If the BidderNendor does not comply with providing both the acceptable E-Verify evidence and the executed affidavit the bidder's/vendor's proposal may be deemed non-responsive. Additionally, vendors shall require all subcontracted vendors to use the E-Verify system for all purchases not covered under the "Exceptions to the program" clause above. For additional information regarding the Employment Eligibility Verification System (E-Verify) program visit the following website: http://www.dhs.qov/E-Verify. It shall be the vendor's responsibility to familiarize themselves with all rules and regulations governing this program. ITB 13-6113 17 Janitorial Services Packet Page -859- 2/11/2014 16.E.9. Vendor acknowledges, and without exception or stipulation, any firm(s) receiving an award shall be fully responsible for complying with the provisions of the Immigration Reform and Control Act of 1986 as located at 8 U.S.C. 1324, et seq. and regulations relating thereto, as either may be amended and with the provisions contained within this affidavit. Failure by the awarded firm(s) to comply with the laws referenced herein or the provisions of this affidavit shall constitute a breach of the award agreement and the County shall have the discretion to unilaterally terminate said agreement immediately. 14. Lobbying All firms are hereby placed on NOTICE that the County Commission does not wish to be lobbied either individually or collectively about a project for which a firm has submitted a bid. Firms and their agents are not to contact members of the County Commission for such purposes as meetings of introduction, luncheons, dinners, etc. During the bidding process, from bid opening to final Board approval, no firm or its agent shall contact any other employee of Collier County with the exception of the Purchasing Department. 15. Certificate of Authority to Conduct Business in the State of Florida (Florida Statute 607.1501) In order to be considered for award, firms must be registered with the Florida Department of State Divisions of Corporations in accordance with the requirements of Florida Statute 607.1501 and provide a certificate of authority (www.sunbiz.orq/search.html) prior to execution of a contract. A copy of the document may be submitted with the solicitation response and the document number shall be identified. Firms who do not provide the certificate of authority at the time of response shall be required to provide same within five (5) days upon notification of selection for award. If the firm cannot provide the document within the referenced timeframe, the County reserves the right to award to another firm. 16. General Information When it is deemed by the County that a bid cannot be awarded as originally intended, the County reserves the right to award this bid through an approach which is the best interest of the County. Alternate bids will not be considered unless authorized by the ITB. In case of identical bids tying as low bid, the County shall ask vendors to submit certification that they have a drug-free workplace in accordance with Section 287.087 Florida Statutes. Should all vendors provide said certification; the County will give local vendor preference. 17. Bid Award Process Award of contract will be made by the Board of County Commissioners in public session. Awards pertaining to the Collier County Airport Authority will generally be made by that agency's approval Board. Award shall be made in a manner consistent with the County's Purchasing Policy. Award recommendations will be posted outside the offices of the Purchasing Department as well as on the Collier County Purchasing Department website on Wednesdays and Thursdays prior to the County Commission meetings. Any actual or prospective respondent who desires to formally protest the recommended contract award must file a notice of intent to protest with the Purchasing Director within two (2) calendar ITB 13-6113 18 Janitorial Services Packet Page-860- 2/11/2014 16.E.5. days (excluding weekends and County holidays) of the date that the recommended award is posted. Upon filing of said notice, the protesting party will have five (5) days to file a formal protest and will be given instructions as to the form and content requirements of the formal protest. A copy of the "Protest Policy" is available at the office of the Purchasing Director. ITB 13-6113 19 Janitorial Services Packet Page-861- 2/11/2014 16.E.9. Exhibit III: Standard Purchase Order Terms and Conditions 1. Offer non-conforming or otherwise rejected by the 9 J Y This offer is subject to cancellation by the COUNTY. COUNTY without notice if not accepted by VENDOR within fourteen (14) days of 4. Shipping and Invoices issuance. a) All goods are FOB destination and must be suitably packed and prepared to 2. Acceptance and Confirmation secure the lowest transportation rates This Purchase Order (including all and to comply with all carrier regulations. documents attached to or referenced Risk of loss of any goods sold hereunder therein) constitutes the entire agreement shall transfer to the COUNTY at the time between the parties, unless otherwise and place of delivery; provided that risk specifically noted by the COUNTY on the of loss prior to actual receipt of the goods face of this Purchase Order. Each delivery by the COUNTY nonetheless remain with of goods and/or services received by the VENDOR. COUNTY from VENDOR shall be deemed to b) No charges will be paid by the COUNTY be upon the terms and conditions contained for packing, crating or cartage unless in this Purchase Order. otherwise specifically stated in this Purchase Order. Unless otherwise No additional terms may be added and provided in Purchase Order, no invoices Purchase Order may not be changed except shall be issued nor payments made prior by written instrument executed by the to delivery. Unless freight and other COUNTY. VENDOR is deemed to be on charges are itemized, any discount will notice that the COUNTY objects to any be taken on the full amount of invoice. additional or different terms and conditions c) All shipments of goods scheduled on the contained in any acknowledgment, invoice or same day via the same route must be other communication from VENDOR, consolidated. Each shipping container notwithstanding the COUNTY'S acceptance must be consecutively numbered and or payment for any delivery of goods and/or marked to show this Purchase Order services, or any similar act by VENDOR. number. The container and Purchase Order numbers must be indicated on bill 3. Inspection of lading. Packing slips must show All goods and/or services delivered Purchase Order number and must be hereunder shall be received subject to the included on each package of less than COUNTY'S inspection and approval and container load (LCL) shipments and/or payment therefore shall not constitute with each car load of equipment. The acceptance. All payments are subject to COUNTY reserves the right to refuse or adjustment for shortage or rejection. All return any shipment or equipment at defective or nonconforming goods will be VENDOR'S expense that is not marked returned pursuant to VENDOR'S instruction with Purchase Order numbers. at VENDOR'S expense. VENDOR agrees to declare to the carrier the value of any shipment made under To the extent that a purchase order requires this Purchase Order and the full invoice a series of performances by VENDOR, the value of such shipment. COUNTY prospectively reserves the right to d) All invoices must contain the Purchase cancel the entire remainder of the Purchase Order number and any other specific Order if goods and/or services provided early information as identified on the Purchase in the term of the Purchase Order are Order. Discounts of prompt payment will be computed from the date of receipt of ITB 13-6113 20 Janitorial Services Packet Page-862- 2/11/2014 16.E.9. goods or from date of receipt of invoices, for the purpose intended. Goods shall be whichever is later. Payment will be delivered free from any security interest or made upon receipt of a proper invoice other lien, encumbrance or claim of any third and in compliance with Chapter 218, Fla. party. These warranties shall survive Stats., otherwise known as the "Local inspection, acceptance, passage of title and Government Prompt Payment Act," and, payment by the COUNTY. pursuant to the Board of County Commissioners Purchasing Policy. 8. Statutory Conformity Goods and services provided pursuant to 5. Time Is Of the Essence this Purchase Order, and their production Time for delivery of goods or performance of and transportation shall conform to all services under this Purchase Order is of the applicable laws, including but not limited to essence. Failure of VENDOR to meet the Occupational Health and Safety Act, the delivery schedules or deliver within a Federal Transportation Act and the Fair reasonable time, as interpreted by the Labor Standards Act, as well as any law or COUNTY in its sole judgment, shall entitle regulation noted on the face of the Purchase the COUNTY to seek all remedies available Order. to it at law or in equity. VENDOR agrees to reimburse the COUNTY for any expenses 9. Advertising incurred in enforcing its rights. VENDOR No VENDOR providing goods and services further agrees that undiscovered delivery of to the COUNTY shall advertise the fact that it nonconforming goods and/or services is not has contracted with the COUNTY for goods a waiver of the COUNTY'S right to insist and/or services, or appropriate or make use upon further compliance with all of the COUNTY'S name or other identifying specifications. marks or property without the prior written consent of the COUNTY'S Purchasing 6. Changes Department. The COUNTY may at any time and by written notice make changes to drawings and specifications, shipping instructions, 10. Indemnification quantities and delivery schedules within the VENDOR shall indemnify and hold harmless general scope of this Purchase Order. the COUNTY from any and all claims, Should any such change increase or including claims of negligence, costs and decrease the cost of, or the time required for expenses, including but not limited to performance of the Purchase Order, an attorneys' fees, arising from, caused by or equitable adjustment in the price and/or related to the injury or death of any person delivery schedule will be negotiated by the (including but not limited to employees and COUNTY and VENDOR. Notwithstanding agents of VENDOR in the performance of the foregoing, VENDOR has an affirmative their duties or otherwise), or damage to obligation to give notice if the changes will property (including property of the COUNTY decrease costs. Any claims for adjustment or other persons), which arise out of or are by VENDOR must be made within thirty (30) incident to the goods and/or services to be days from the date the change is ordered or provided hereunder. within such additional period of time as may be agreed upon by the parties. 11. Warranty of Non-Infringement VENDOR represents and warrants that all 7. Warranties goods sold or services performed under this VENDOR expressly warrants that the goods Purchase Order are: a) in compliance with and/or services covered by this Purchase applicable laws; b) do not infringe any Order will conform to the specifications, patent, trademark, copyright or trade secret; drawings, samples or other descriptions and c) do not constitute unfair competition. furnished or specified by the COUNTY, and will be of satisfactory material and quality VENDOR shall indemnify and hold harmless production, free from defects and sufficient the COUNTY from and against any and all ITB 13-6113 21 Janitorial Services Packet Page-863- 2/11/2014 16.E.9. claims, including claims of negligence, costs unilaterally terminate said agreement and expense, including but not limited to immediately. Any breach of this provision attorneys' fees, which arise from any claim, may be regarded by the COUNTY as a <1 . suit or proceeding alleging that the material and substantial breach of the COUNTY'S use of the goods and/or services contract arising from this Purchase Order. provided under this Purchase Order are inconsistent with VENDOR'S representations 14. Force Majeure and warranties in section 11 (a). Neither the COUNTY nor VENDOR shall be responsible for any delay or failure in If any claim which arises from VENDOR'S performance resulting from any cause breach of section 11 (a) has occurred, or is beyond their control, including, but without likely to occur, VENDOR may, at the limitation to war, strikes, civil disturbances COUNTY'S option, procure for the COUNTY and acts of nature. When VENDOR has the right to continue using the goods or knowledge of any actual or potential force services, or replace or modify the goods or majeure or other conditions which will delay services so that they become non-infringing, or threatens to delay timely performance of (without any material degradation in this Purchase Order, VENDOR shall performance, quality, functionality or immediately give notice thereof, including all additional cost to the COUNTY). relevant information with respects to what steps VENDOR is taking to complete 12. Insurance Requirements delivery of the goods and/or services to the The VENDOR, at its sole expense, shall COUNTY. provide commercial insurance of such type and with such terms and limits as may be 15. Assignment reasonably associated with the Purchase VENDOR may not assign this Purchase Order. Providing and maintaining adequate Order, nor any money due or to become due insurance coverage is a material obligation without the prior written consent of the of the VENDOR. All insurance policies shall COUNTY. Any assignment made without i be executed through insurers authorized or such consent shall be deemed void. eligible to write policies in the State of Florida. 16. Taxes Goods and services procured subject to this 13. Compliance with Laws Purchase Order are exempt from Florida In fulfilling the terms of this Purchase Order, sales and use tax on real property, transient VENDOR agrees that it will comply with all rental property rented, tangible personal federal, state, and local laws, rules, codes, purchased or rented, or services purchased and ordinances that are applicable to the (Florida Statutes, Chapter 212), and from conduct of its business. By way of non- federal excise tax. exhaustive example, this shall include the American with Disabilities Act and all 17. Annual Appropriations prohibitions against discrimination on the The COUNTY'S performance and obligation basis of race, religion, sex creed, national to pay under this Purchase Order shall be origin, handicap, marital status, or veterans' contingent upon an annual appropriation of status. Further, VENDOR acknowledges funds. and without exception or stipulation shall be fully responsible for complying with the 18. Termination provisions of the Immigration Reform and This Purchase Order may be terminated at Control Act of 1986 as located at 8 .U.S.C. any time by the COUNTY upon 30 days prior 1324, et seq. and regulations relating written notice to the VENDOR. This thereto, as either may be amended. Failure Purchase Order may be terminated by the awarded firm(s) to comply with the immediately by the COUNTY for breach by laws referenced herein shall constitute a VENDOR of the terms and conditions of this breach of the award agreement and the Purchase Order, provided that COUNTY has County shall have the discretion to provided VENDOR with notice of such ITB 13-6113 22 Janitorial Services Packet Page-864- 2/11/2014 16.E.9. breach and VENDOR has failed to cure within 10 days of receipt of such notice. 19. General a) This Purchase Order shall be governed by the laws of the State of Florida. The venue for any action brought to specifically enforce any of the terms and conditions of this Purchase Order shall be the Twentieth Judicial Circuit in and for Collier County, Florida b) Failure of the COUNTY to act immediately in response to a breach of this Purchase Order by VENDOR shall not constitute a waiver of breach. Waiver of the COUNTY by any default by VENDOR hereunder shall not be deemed a waiver of any subsequent default by VENDOR. c) All notices under this Purchase Order shall be sent to the respective addresses on the face page by certified mail, return receipt requested, by overnight courier service, or by personal delivery and will be deemed effective upon receipt. Postage, delivery and other charges shall be paid by the sender. A party may change its address for notice by written notice complying with the requirements of this section. d) The Vendor agrees to reimbursement of any travel expenses that may be associated with this Purchase Order in accordance with Florida Statute Chapter 112.061, Per Diem and Travel Expenses for Public Officers, employees and authorized persons. e) In the event of any conflict between or among the terms of any Contract Documents related to this Purchase Order, the terms of the Contract Documents shall take precedence over the terms of the Purchase Order. To the extent any terms and /or conditions of this Purchase Order duplicate or overlap the Terms and Conditions of the Contract Documents, the provisions of the Terms and/or Conditions that are most favorable to the County and/or provide the greatest protection to the County shall govern. ITB 13-6113 23 Janitorial Services Packet Page-865- 2/11/2014 16.E.9. Exhibit IV: Additional ITB Terms and Conditions 1. Additional Items and/or Services During the contract term, Collier County reserves the right to add related items and/or services upon negotiation of a satisfactory price by the Project Manager and Vendor. 2. Conflict of Interest Vendor shall provide a list of any businesses and/or organizations to which the firm has any affiliation or obligations within the past five (5) years; whether paid or donated, which could be construed by the County as a conflict of interest. Disclosure of any potential or actual conflict of interest is subject to County staff review and does not in and of itself disqualify a firm from consideration. These disclosures are intended to identify and or preclude conflict of interest situations during contract selection and execution. 3. Vendor Performance Evaluation Collier County has implemented a Vendor Performance Evaluation System for all contracts awarded in excess of$25,000. To this end, vendors will be evaluated on their performance upon completion/termination of agreement. 5. Use of Subcontractors Bidders on any service related project, including construction, must be qualified and directly responsible for 80% or more of the solicitation amount for said work. 6. Deductions for Non-Performance The County reserves the right to deduct a portion of any invoice for goods not delivered, or services not performed in accordance with requirements, including required timeframe. The County may also deduct, or chargeback the Vendor the costs necessary to correct the deficiencies directly related to the Vendor's non-performance. 7. Offer Extended to Other Governmental Entities Collier County encourages and agrees to the successful vendor extending the pricing, terms and conditions of this solicitation or resultant contract to other governmental entities at the discretion of the successful vendor. 8. Environmental Health and Safety All Vendors and Sub vendors performing service for Collier County are required and shall comply with all Occupational Safety and Health Administration (OSHA), State and County Safety and Occupational Health Standards and any other applicable rules and regulations. Vendors and Sub vendors shall be responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site. All firewall penetrations must be protected in order to meet Fire Codes. Collier County Government has authorized OSHA representatives to enter any Collier County facility, property and/or right-of-way for the purpose of inspection of any Vendor's work operations. This provision is non-negotiable by any department and/or Vendor. ITB 13-6113 24 Janitorial Services Packet Page-866- 2/11/2014 16.E.9. All new electrical installations shall incorporate NFPA 70E Short Circuit Protective Device Coordination and Arc Flash Studies where relevant as determined by the engineer. All electrical installations shall be labeled with appropriate NFPA 70E arch flash boundary and PPE Protective labels. 9. Florida Wood Products The Vendor/Contractor agrees to comply with Florida Statute 255.20 to provide lumber, timber and other forest products produced and manufactured in the State of Florida as long as the price, fitness and quality are equal. 10. Public Records Compliance The Vendor/Contractor agrees to comply with the Florida Public Records Law Chapter 119 (including specifically those contractual requirements at F.S. § 119.0701(2) (a)-(d) and (3)), ordinances, codes, rules, regulations and requirements of any governmental agencies. 11. Standards of Conduct The Vendor shall employ people to work on County projects who are neat, clean, well-groomed and courteous. Subject to the American with Disabilities Act, Vendor shall supply competent employees who are physically capable of performing their employment duties. The County may require the Vendor to remove an employee it deems careless, incompetent, insubordinate or otherwise objectionable and whose continued employment on Collier County projects is not in the best interest of the County. 12. Licenses The Vendor is required to possess the correct professional and other licenses, and any other authorizations necessary to perform the required work pursuant to all applicable Federal, State and Local Law, Statute, Ordinances, and rules and regulations of any kind. Additionally, copies of all the required licenses must be submitted with the bid response indicating that the entity bidding, as well as the team assigned to the County account, is properly licensed to perform the activities or work included in the ITB documents. Failure on the part of any vendor to supply this documentation with their bid response may be grounds for deeming vendor non-responsive. A Vendor with an office within Collier County is required to have an occupational license. All State Certified contractors who may need to pull Collier County permits or call in inspections must complete a Collier County Contractor License registration form and submit the required fee. After registering the license/registration will need to be renewed thereafter to remain "active" in Collier County. Questions regarding professional licenses should be directed to Contractor Licensing, Community Development and Environmental Services at (239) 252-2431, 252-2432 or 252-2909. Questions regarding required Business Tax Receipt (formerly known as Occupational Licenses) should be directed to the Tax Collector's Office at (239) 252-2477. 13. Protection of Property The Vendor shall ensure that the service is performed in such manner as to not damage any property. In the event damage occurs to any property as a direct result of the Vendor or their Sub vendor in the performance of the required service, the Vendor shall repair/replace, to the County's satisfaction, damaged property at no additional cost to the County. If the damage caused by the ITB 13-6113 25 Janitorial Services Packet Page-867- 2/11/2014 16.E.9. Vendor or their Sub vendor has to be repaired/replaced by the County, the cost of such work will be deducted from the monies due the Vendor. 10. Prohibition of Gifts to County Employees No organization or individual shall offer or give, either directly or indirectly, any favor, gift, loan, fee, service or other item of value to any County employee, as set forth in Chapter 112, Part III, Florida Statutes, the current Collier County Ethics Ordinance and County Administrative Procedure 5311. Violation of this provision may result in one or more of the following consequences: a. Prohibition by the individual, firm, and/or any employee of the firm from contact with County staff for a specified period of time; b. Prohibition by the individual and/or firm from doing business with the County for a specified period of time, including but not limited to: submitting bids, RFP, and/or quotes; and, c. immediate termination of any contract held by the individual and/or firm for cause. 11. Invoice and Payments Payments are made in accordance with the Local Government Prompt Payment Act, Chapter 218, Florida Statutes. Vendor's invoices must include: • Purchase Order Number • Description and quantities of the goods or services provided per instructions on the County's purchase order or contract. Invoices shall be sent to: Board of County Commissioners Clerk's Finance Department ATTN: Accounts Payable 3299 Tamiami Trail E Ste 700 Naples FL 34112 Or emailed to: bccapclerkcollierclerk.com. Collier County, in its sole discretion, will determine the method of payment for goods and/or services as part of this agreement. Payment methods include: • Traditional— payment by check, wire transfer or other cash equivalent. • Standard —payment by purchasing card. Collier County's Purchasing Card Program is supported by standard bank credit suppliers (i.e. VISA and MasterCard), and as such, is cognizant of the Rules for VISA Merchants and MasterCard Merchant Rules. The County may not accept any additional surcharges (credit card transaction fees) as a result of using the County's credit card for transactions relating to this solicitation. The County will entertain bids clearly stating pricing for standard payment methods. An additional separate discounted price for traditional payments may be provided at the initial bid submittal if it is clearly marked as an "Additional Cash Discount." Upon execution of the Contract and completion of each month's work, payment requests may be submitted to the Project Manager on a monthly basis by the Contractor for services rendered for that prior month. Services beyond sixty (60) days from current monthly invoice will not be considered for payment without prior approval from the Project manager. All invoices should be submitted within the fiscal year the work was performed. (County's fiscal year is October 1 - September 30.) Invoices submitted after the close of the fiscal year will not be accepted (or processed for payment) unless specifically authorized by the Project Manager. ITB 13-6113 26 Janitorial Services Packet Page-868- 2/11/2014 16.E.9. Payments will be made for articles and/or services furnished, delivered, and accepted, upon receipt and approval of invoices submitted on the date of services or within six (6) months after completion of contract. Any untimely submission of invoices beyond the specified deadline period is subject to non-payment under the legal doctrine of"laches" as untimely submitted. Time shall be deemed of the essence with respect to the timely submission of invoices under this agreement. In instances where the successful contractor may owe debts (including, but not limited to taxes or other fees) to Collier County and the contractor has not satisfied nor made arrangement to satisfy these debts, the County reserves the right to off-set the amount owed to the County by applying the amount owed to the vendor or contractor for services performed of for materials delivered in association with a contract. Invoices shall not reflect sales tax. After review and approval, the invoice will be transmitted to the Finance Division for payment. Payment will be made upon receipt of proper invoice and in compliance with Chapter 218 Florida Statutes, otherwise known as the "Local Government Prompt Payment Act." Collier County reserves the right to withhold and/or reduce an appropriate amount of any payment for work not performed or for unsatisfactory performance of Contractual requirements. 12. Survivability Purchase Orders: The Vendor agrees that any Purchase Order that extends beyond the expiration date of the original Solicitation 13-6113—Janitorial Services will survive and remain subject to the terms and conditions of that Agreement until the completion or termination of this Purchase Order. 13. Insurance Requirements The Vendor shall at its own expense, carry and maintain insurance coverage from responsible companies duly authorized to do business in the State of Florida as set forth in Insurance and Bonding Requirements Attachment of this solicitation. The Vendor shall procure and maintain property insurance upon the entire project, if required, to the full insurable value of the scope of work. The County and the Vendor waive against each other and the County's separate Vendors, Contractors, Design Consultant, Subcontractors agents and employees of each and all of them, all damages covered by property insurance provided herein, except such rights as they may have to the proceeds of such insurance. The Vendor and County shall, where appropriate, require similar waivers of subrogation from the County's separate Vendors, Design Consultants and Subcontractors and shall require each of them to include similar waivers in their contracts. Collier County shall be responsible for purchasing and maintaining, its own liability insurance. Certificates issued as a result of the award of this solicitation must identify "For any and all work performed on behalf of Collier County." The General Liability Policy provided by Vendor to meet the requirements of this solicitation shall name Collier County:Florida, as an additional insured as to the operations of Vendor under this solicitation and shall contain a severability of interests provisions. Collier County Board of County Commissioners shall be named as the Certificate Holder. The "Certificate Holder" should read as follows: Collier County ITB 13-6113 27 Janitorial Services Packet Page -869- 2/11/2014 16.E.9. Board of County Commissioners Naples, Florida The amounts and types of insurance coverage shall conform to the minimum requirements set forth in the Insurance and Bonding Requirements Attachment, with the use of Insurance Services Office (ISO) forms and endorsements or their equivalents. If Vendor has any self-insured retentions or deductibles under any of the below listed minimum required coverage, Vendor must identify on the Certificate of Insurance the nature and amount of such self- insured retentions or deductibles and provide satisfactory evidence of financial responsibility for such obligations. All self-insured retentions or deductibles will be Vendor's sole responsibility. Coverage(s) shall be maintained without interruption from the date of commencement of the Work until the date of completion and acceptance of the scope of work by the County or as specified in this solicitation, whichever is longer. The Vendor and/or its insurance carrier shall provide 30 days written notice to the County of policy cancellation or non-renewal on the part of the insurance carrier or the Vendor. The Vendor shall also notify the County, in a like manner, within twenty-four (24) hours after receipt, of any notices of expiration, cancellation, non-renewal or material change in coverage or limits received by Vendor from its insurer and nothing contained herein shall relieve Vendor of this requirement to provide notice. In the event of a reduction in the aggregate limit of any policy to be provided by Vendor hereunder, Vendor shall immediately take steps to have the aggregate limit reinstated to the full extent permitted under such policy. Should at any time the Vendor not maintain the insurance coverage(s) required herein, the County may terminate the Agreement or at its sole discretion shall be authorized to purchase such coverage(s) and charge the Vendor for such coverage(s) purchased. If Vendor fails to reimburse the County for such costs within thirty (30) days after demand, the County has the right to offset these costs from any amount due Vendor under this Agreement or any other agreement between the County and Vendor. The County shall be under no obligation to purchase such insurance, nor shall it be responsible for the coverage(s) purchased or the insurance company or companies used. The decision of the County to purchase such insurance coverage(s) shall in no way be construed to be a waiver of any of its rights under the Contract Documents. If the initial or any subsequently issued Certificate of Insurance expires prior to the completion of the scope of work, the Vendor shall furnish to the County renewal or replacement Certificate(s) of Insurance not later than ten (10) calendar days after the expiration date on the certificate. Failure of the Vendor to provide the County with such renewal certificate(s) shall be considered justification for the County to terminate any and all contracts. 15. Collier County Information Technology Requirements All vendor access will be done via VPN access only. All access must comply with current published County Manager Agency (CMA) policies. Current policies that apply are CMAs 5402, 5403 and 5405. These policies will be available upon request from the Information Technology Department. All vendors will be required to adhere to IT policies for access to the County network. Vendors are required to notify the County in writing twenty-four (24) hours in advance as to when access to the network is planned. Included in this request must be a detailed work plan with actions that will be taken at the time of access. The County IT Department has developed a Technical Architecture Requirements Document that is required to be filled out and submitted with your bid response. This document can be found on the Collier County Purchasing Department website: www.colliergov.net/purchasinq. On the left hand side of the menu, click on CC Technical Requirements. If this document is not submitted with your bid response, your bid response may be deemed non-responsive. ITB 13-6113 28 Janitorial Services Packet Page-870- 2/11/2014 16.E.9. 16. Security and Background Checks If required, Vendor/ Contractor/ Proposer shall be responsible for the costs of providing background checks by the Collier County Facilities Management Department, and drug testing for all employees that shall provide services to the County under this Agreement. This may include, but not be limited to, checking federal, state and local law enforcement records, including a state and FBI fingerprint check, credit reports, education, residence and employment verifications and other related records. Contractor shall be required to maintain records on each employee and make them available to the County for at least four (4) years. 17. Maintenance of Traffic Policy For all projects that are conducted within a Collier County Right-of-Way, the Vendor shall provide and erect Traffic Control Devices as prescribed in the current edition of the Manual On Uniform Traffic Control Devices (MUTCD), where applicable on local roadways and as prescribed in the Florida Department of Transportation's Design Standards (DS) on state roadways. These projects shall also comply with Collier County's Maintenance of Traffic Policy, #5807, incorporated herein by reference. Copies are available through the Risk Management and/or Purchasing Departments and are available on-line at colliergov.net/purchasing. The Vendor will be responsible for obtaining copies of all required manuals, MUTCD, FDOT Roadway &Traffic Design Standards Indexes, or other related documents, so to become familiar with their requirements. Strict adherence to the requirements of the Maintenance of Traffic ("MOT") policy will be enforced under this Contract. All costs associated with the Maintenance of Traffic shall be included on the line item on the bid page. If MOT is required, MOT is to be provided within ten (10) days of receipt of Notice of Award. 18. Debris Vendor shall be responsible for the removal and disposal of all debris from the site and the cleaning of the affected areas. Vendor shall keep the premises free of debris and unusable materials resulting from their work and as work progresses; or upon the request of the County's representative, shall remove and dispose such debris and materials from the property. The Vendor shall leave all affected areas as they were prior to beginning work. 19. Direct Material Purchase The County reserves the right to require Vendor to assign some or all of its agreements with material suppliers directly to the County. Any such goods and/or materials purchased by the County pursuant to such an assignment of a material supply agreement shall be referred to as "County Furnished Materials" and the responsibilities of both the County and the Vendor relating to said materials shall be governed by the terms and conditions of this solicitation. Additionally, the County at its sole option may choose to purchase some or all of the goods and/or materials from other suppliers. In either instance the County may require the following information from the Vendor: • Required quantities of material. • Specifications relating to goods and/or materials required for job including brand and/or model number or type if applicable • Pricing and availability of goods and/or materials provided under Vendor's agreements with material suppliers ITB 13-6113 29 Janitorial Services Packet Page-871- 2/11/2014 16.E.9. 20. Grant Compliance The purchase of any goods and/or services that are funded through Federal Grant Appropriations, the State of Florida, or any other public or private foundations shall be subject to the compliance and reporting requirements of the granting agency. 21. Equipment Vendor shall have available and in good working condition, the necessary equipment to perform the required service. If required, the Vendor shall supply a list of equipment and an hourly rate for each. Hourly rates will commence once equipment arrives at the service site. In the event that additional specialized and/or heavy equipment (backhoe, crane, mudhog, etc.) is needed, the Project Manager must be notified in advance for approval. The reimbursement of additional equipment expense shall be at cost and will commence once equipment arrives at the service site. The County reserves the right to request and obtain documentation of the Vendor's cost, and to withhold payments until documentation is provided. The scope of these specifications is to ensure the delivery of a complete unit ready for operation. Omission of any essential detail from these specifications does not relieve the Vendor from furnishing a complete unit. All equipment must be new and of current manufacture in production at the time of ITB opening, and carry standard warranties. At the time of delivery, at least two (2) complete shop repair manuals and parts lists must be furnished with each type of equipment. Vendor must service all equipment prior to delivery and/or acceptance by the County. ITB 13-6113 30 Janitorial Services Packet Page-872- 2/11/2014 16.E.9. Exhibit V: Detailed Cleaning Specifications Detailed Specifications The following information is a detailed explanation of the minimum expected on each of the above tasks. Trash Removal The Contractor shall include the cost of trash removal and the plastic liners in its proposal. Dumpsters or compactors shall be provided by the County at each site. All trash containers within the designated area shall be emptied on service days and returned to their initial locations. This includes any outside receptacles in the general area. Receptacles will be cleaned inside and out as needed. All items outside receptacles marked "trash" shall also be removed at no additional charge. All waste removed from individual containers will be emptied into a designated trash dumpster, leaving the remaining area free from litter. Trash and debris within twenty-five (25) feet of any entrance to buildings included in the contract are to be removed on service days. In restrooms, all receptacles, including sanitary napkin receptacles, shall be emptied, and a germicidal detergent shall be used to damp-wipe both the interior and exterior of the receptacles on service days. Soiled or torn liners are to be replaced as needed. The Contractor shall provide appropriate equipment for office trash removal so as to avoid the possibility of floor damage due to the dragging of trash bags or containers through buildings. Any damage to carpets and floors caused by dragging bags or containers will be repaired or replaced at the Contractor's expense. Trash removal shall be in accordance with all applicable Federal, State and Local laws. Recyclable Material Removal Employees shall empty all under-the-desk receptacles containing recyclable paper from their personal workstation to one of the central recycle gathering areas (typically one per building, or one per floor of multi-floor facilities). This material will be bagged, by the contractor and moved from the central gathering areas, in clear plastic trash bags and taken to the exterior recycle containers; garbage materials must be in different colored trash bags than recycling. All plastics, glass and aluminum receptacles shall have a clear plastic liner and removed as necessary. If deemed necessary, the Contract Officer may add additional items to the recycling program. The Contractor shall instruct its employees to ensure that all materials remain separated, as any mixing of materials shall impair the possibility of recycling. Further, the Contractor shall instruct its employees to notify the Facilities Management Department when the recycling receptacles contain materials other than office paper. ITB 13-6113 31 Janitorial Services Packet Page-873- 2/11/2014 16.E.9. The Contractor and its employees shall take the necessary precautions to ensure that the recyclable materials do not get wet when transporting the recyclables to the designated collection points, as this impairs recycling. The exterior of all recycling receptacles shall be damp-wiped as necessary to remove evident soil. Wet spills on interior of receptacles shall be removed. All recyclable materials and their revenues are the property of Collier County. The removal of all recyclable materials shall conform to any and all applicable Federal, State, or Local laws. Vacuuming Carpets All high-traffic carpets shall be totally vacuumed each service day (NO EXCEPTIONS) leaving them free from visible dirt and debris. Special attention shall be paid to baseboards and corners. Offices and cubicles shall be vacuumed on a weekly basis. Prior to vacuuming, all surface litter such as paper, gum, rubber bands, staples, paper clips, etc., shall be removed. NOTE: Any papers picked up from the floor should be placed on the nearest desk, table, or file cabinet where the paper was found. All easily moved furniture and all trash receptacles shall be moved for vacuuming underneath, and then replaced in their original locations. After vacuuming the entire carpeted area, including under chairs, tables and desks, the area shall be free of all visible litter, soil, dust and embedded grit, including all room corners and baseboards. All carpeted areas shall be vacuumed using a motorized upright vacuum with brush/beater bars. The Contractor shall use only "Windsor" vacuums which must have a 0.3 micron filtration system and dual motors (documentation required). Vacuums, bags and filters to be provided by County. All vacuums that are County-issued will be maintained, as necessary by the selected vendor. A report will be given each month to the Contract Manager showing compliance. Replacement due to abuse of any County-issued equipment will be shown as a deduction on the monthly invoice. Carpets shall be checked on service days for stains. All stained areas shall be treated with a spot cleaning solution, following the direction of the manufacturer for the specific stain involved. After cleaning to remove spots, the carpet should be free from visible spots and stains, and the nap should be brushed all in one direction. All stains must be removed each night. If stain cannot be removed, the area stained shall be reported in writing to the Contract Manager within twenty-four (24) hours. Basic Cleaning All washable surfaces, including but not limited to office furniture, office partitions, counters, stainless steel, around light switches, window sills, bulletin boards, shelves, display cases, laminated plastic surfaces, elevators and elevator panel boards, shall be cleaned using a micro-fiber cloth dampened in an all-purpose cleaner unless otherwise specified, so as to remove all non- permanent stains, smudges, fingerprints, ballpoint pens, streaks, dust, soil, spots, spills, marks, etc. The cleaning will not remove the finish or leave abrasive marks. After cleaning, these surfaces shall present a uniform appearance, free from streaks, smudges, dirt, etc. All stair hand railings shall be cleaned weekly with a cloth dampened in an all-purpose cleaner. ITB 13-6113 32 Janitorial Services Packet Page-874- 2/11/2014 16.E.0. Stairs shall be swept and wet mopped weekly. Interior Glass Cleaning All washable interior glass surfaces including but not limited to clerestory, side panels, display case glass, glass walls and doors, and security/privacy glass shall be cleaned on service days by a cloth dampened in a window cleaner, so as to remove all smudges, fingerprints, ballpoint pen marks, streaks, dust, soil, etc. NOTE: This does not include the interiors of exterior windows. After cleaning, the surface shall present a clean and uniform appearance, free from streaks, smudges, dirt, lint, etc. Entry Cleaning Entrance area cleaning shall be performed on service days and shall include but is not limited to: • All doors, sliding and glass panels, clerestory and windows shall be cleaned with a cloth dampened with glass cleaner. • All debris including but not limited to paper, gum, leaves, cigarette butts and cobwebs shall be removed daily, both on the inside and outside of the entrance including all porches up to twenty-five (25)feet in front of EACH entrance. • All door and window frames, doorknobs and push bars shall be cleaned with a cloth dampened with an all-purpose cleaner. • All pedigrid entry systems shall be vacuumed on service days. All pedigrid entry systems shall be dry-cleaned and deep extraction cleaned according to the manufacturer's approved methods and time schedule. Also, the grids shall be lifted semi-annually and the moat underneath vacuumed and mopped. This shall be scheduled along with the carpet cleaning schedule. Floor Mats All floor mats, located in either the exterior or interior of the facility shall be cleaned on service days. If vacuuming does not remove the affected soil, the mats shall be taken outside and swept with a stiff broom until all visible soil has been removed. Entrance mats shall be lifted to remove soil and moisture underneath, and shall then be returned to their normal location after cleaning. No mats shall be placed upon a damp or wet floor surface. Mats shall be repositioned in a manner that shall not jeopardize the safety of the general public or County employees. Drinking Fountains All drinking fountains are to be cleaned on service days with a germicidal cleaner. After cleaning, the entire drinking fountain shall be free of streaks, stains, spots, smudges, scale and other obvious removable soil. When cleaning drinking fountains, all stainless steel surfaces shall have a polished appearance. Bright metal polishing may be performed by damp wiping using a germicidal cleaner and drying with a suitable cloth. If a polished appearance cannot be produced, metal shall be cleaned only with an approved type of metal cleaner/polish. Telephones The ear and mouthpiece for office and conference room phones shall be cleaned monthly using a cloth dampened in a germicidal cleaner. ITB 13-6113 33 Janitorial Services Packet Page-875- 2/11/2014 16.E.9. The entire telephone unit of all phones shall be dusted monthly. Sweeping/Wet Mopping Hard Floors All hard surface high-traffic floors shall be swept, using a microfiber dust mop and then damp mopped on service days. This includes but is not limited to elevator floors, restroom floors, office floors, and hallways. All Community Center hard surface floors shall be swept and damp mopped every service day. Warning barricades (with dual language) shall be used at all times when any surface is damp. All other hard surface floors shall be swept and damp mopped on a weekly basis. After damp mopping, the floor surfaces shall present a uniform, clean appearance, free of spills, spots, scuffs, film, and other stains that can be removed. Mops must be clean. All easily moved furniture and trash receptacles shall be moved for sweeping and mopping and then replaced in original location. All gum, tar and any other deposits or build-up shall be removed as necessary from floors and surfaces with the appropriate tool. A micro-fiber mop shall be used for sweeping. For damp mopping, an all-purpose cleaner or germicidal cleaner shall be used. When mopping, a "Wet Floor" sign shall be placed at both ends to direct traffic away from the wet floor. This safety rule must be followed. Hosing of floors shall not be permitted. Restroom Fixtures/Counters/Mirrors Restrooms are to be cleaned on service days. There shall be an absence of soil, smudges and stains on drains, faucets, soap and paper dispensers, mirrors, counters, ledges, sanitary napkin receptacles and all exposed tile. A germicidal cleaner shall be used when cleaning all areas of the restroom. All exposed surfaces of the toilets and urinals shall be cleaned with a germicidal cleaner. A non- abrasive cleaner shall be used on the exposed hardware. Bowl cleaner and scrub brushes shall be used for toilet and urinal cleaning, and the bowl cleaner shall conform to the specifications. After cleaning, the toilet seat shall be completely dried and placed in an upright position. All fixtures and metal hardware shall present a clean, bright, shiny appearance and shall be free of all streaks, spots, rings, etc. Plumbing problems shall be reported immediately to the Facilities Management Department. A special set of sponges, cloths, scouring pads, and brushes shall be maintained and used only for cleaning the toilets and urinals. Toilets will be maintained so as not to have stains or residue. All exposed surfaces of the sink shall be cleaned with a germicidal cleaner. A non-abrasive cleaner shall be used on the exposed hardware. The cleaning includes the drying and polishing of all exposed hardware. After cleaning, the surfaces shall have a clean, bright, shiny appearance and shall be free of all visible soil, streaks, oily smudges, residue cleaning agents, etc. All metal hardware, such as faucet valves, drains and faucets shall be free of streaks, spots, stains, etc. Inoperable or broken fixtures shall be reported the next business day to the Contract Manager. Separate cloths, sponges, brushes and scouring pads shall be used to clean the sinks from the ones for cleaning toilets and urinals. , ITB 13-6113 34 Janitorial Services Packet Page-876- 2/11/2014 16.E.9. All surface litter such as paper towels, loose dust and soil shall be removed from all countertops, locker tops, and cabinets. These surfaces shall also be cleaned with a cloth dampened in germicidal detergent. After dusting, the surface shall have a uniform appearance, free from streaks, smudges, dust, lint, litter and other stains. If a restroom is in a very high traffic area, it shall be checked twice daily for cleanliness and supplies. All mirrors shall be cleaned with an appropriate glass cleaner. Any non-permanent stains, spots, streaks, and graffiti shall be removed using a cloth. Wipe the surface dry using a clean cloth. After cleaning, all surfaces shall have a uniform appearance free from dust, lint, streaks, soil, stains, graffiti, etc. Prior to cleaning restrooms, the Contractor's employees shall secure the restroom door in an open position and post a sign indication the restroom is temporarily closed for cleaning. The door shall remain open and sign posted until floor is dry if people are in the building. When mopping, a "Wet Floor" sign shall be placed at the entrance door to direct traffic away from the wet floor. This safety rule must be followed. Restroom Floors All restroom hard surface floors shall be swept and damp mopped on service days. A microfiber mop shall be used for sweeping. For damp mopping, a germicidal detergent shall be used. After damp mopping, the floor surfaces shall present a uniform, clean appearance, free of spills, spots, scuffs, film and other stains, which can be removed. When mopping, place a "Wet Floor" sign at the entrance door of the area to be cleaned. Signs should be placed in the corridor in such a manner that traffic shall be directed away from the wet floor. Restroom Supplies All disposable paper towel dispensers, toilet tissue holders, toilet seat dispensers, soap dispensers and feminine hygiene product dispensers shall be filled on service days. Deodorizers will be placed and maintained in restrooms, at no cost to the County. Restroom Walls/Doors/Stall Partitions All stall walls, stall doors, restroom doors, exposed tile, shower walls and floors, and walls surrounding the toilets and urinals shall be cleaned with a damp micro-fiber cloth. Any non- permanent stains, spots, streaks and graffiti shall be removed using a cloth dampened with a germicidal detergent. Wipe the surface dry using a clean cloth. After cleaning, all surfaces shall have a uniform appearance free from dust, lint, streaks, soil, stains and graffiti. All shower curtains shall be cleaned as needed with a disinfectant. Ash Receptacles Wall-mounted ashtrays and floor-type ash receptacles within the area shall be emptied and returned to their locations. The sand in cigarette butt receptacles shall be strained to remove ashes and debris, and soiled sand shall be replaced with clean sand as needed. Sand shall be replaced so as ITB 13-6113 35 Janitorial Services Packet Page-877- 2/11/2014 16.E.9. to maintain a constant level. The wall-mounted and floor-type receptacles with removable ashtrays in public areas shall be damp wiped with a cloth to remove evident soil. Dusting All horizontal surfaces less than eight feet (8') above the floor that do not require being damp wiped shall be dusted weekly using a microfiber dust cloth. No feather dusting allowed. All book stack areas, including the open shelves, are to be dusted weekly. All picture frames, clock face glass, and any surface over eight feet (8') above the floor shall be dusted weekly. All ceiling fans, overhead lighting fixtures and tops of bookcases, shall be wiped clean of dust with a micro-fiber cloth. Doors All doors, door handles, door frames, and kick and push plates shall be cleaned weekly, or more frequently if needed, using a micro-fiber cloth dampened in an all-purpose cleaner unless otherwise specified, to remove all smudges, fingerprints, soil, streaks, and scuff marks. After cleaning, all areas of the door shall present a clean and uniform appearance, free from streaks, smudges, dirt, and scuff marks. All switch plates shall be cleaned including the area around them. Spray Buff Hard Floors All hallways, tile and terrazzo floors shall be spray buffed semi-annually in order to maintain a high glossy uniform finish on the floor. A buffing pad and rotary machine shall be used. Prior to buffing: 1. All movable furniture and objects shall be moved out of the area. 2. The floors shall be swept and damp mopped, using either an all-purpose or germicidal detergent, as designated by these specifications. 3. The floors shall be allowed to dry thoroughly. Then, using a single disc rotary floor machine, spray buffing pad, and spray bottle with spray buff solution, restore a uniform gloss and protective finish to all floors, which are coated, with metal-link polymer floor finish. The floor finish shall be the same type as that already on the floor. When the process is complete, the floors shall have a uniform glossy appearance, free of scuffmarks, heel marks and scratches. All spray buff solution shall be removed from baseboards, furniture, trash receptacles, etc. All movable objects shall be returned to their original positions when finished. Locker and shower floors shall be scrubbed semi-annually with a single disc rotary machine equipped with a grit brush and the appropriate germicidal detergent. After scrubbing, the floors shall be rinsed thoroughly to remove all remaining detergent solution. Apply a non-skid, UL listed sealer semi-annually. Areas not accessible with the buffer shall be manually scrubbed with an abrasive hand pad. In addition, all floor drains shall be cleaned. If possible, remove the drain grate. Remove all built-up deposits, embedded hairs and other material from the grate and the neck of the drain; replace grate. After cleaning, the floor and grout shall have a uniform appearance free from film, mineral deposits and stains, and the drain and grate shall be free of odor and built-up deposits. All departments must be notified at least two(2) days prior to scheduled cleaning. ITB 13-6113 36 Janitorial Services Packet Page-878- 2/11/2014 16.E.9. All furniture, waste receptacles, etc. must be returned to original positions after floors have been cleaned so employees can begin work the following morning. Vending Machines The surfaces of all vending machines, including the top, shall be cleaned weekly; or as needed, using a micro-fiber cloth dampened in an all-purpose cleaner to remove all smudges, fingerprints, streaks, dust and soil. After cleaning, the surface shall present a clean and uniform appearance, free from streaks, smudges, dirt and lint. Exterior Windows All exterior windows on the ground level of each building shall be cleaned every six (6) months, or more often if needed, with a lamb's wool scrubbing brush and a glass/surface cleaner. Excess water shall be removed using a squeegee. The interior panes of windows shall be cleaned every six (6) months; or more often if needed, in the same manner as above. A/C Supply/Return Vents All exposed air-conditioner grills and vents shall be wiped with a micro-fiber cloth and damp wiped weekly. Walls/Baseboards All walls shall be spot-washed as needed, unless otherwise specified in these specifications, with a non-abrasive detergent solution to remove all grease and oil deposits, streaks, smudges and other soil. After washing, the walls shall have a uniform appearance, free of all grease, soil, tape, decals, contact paper and graffiti. Blinds All mini-blinds, vertical blinds and horizontal blinds shall be dusted monthly using a damp micro-fiber cloth or a vacuum cleaner with the proper attachment so as to remove all dust, smudges and dirt. After cleaning, the blinds shall present a clean and uniform appearance, free from dust, smudges and dirt. No feather dusting permitted. After cleaning, the mini-blinds shall be straightened and returned to their original position. Dry Clean Carpets Dry cleaning may be substituted by extraction at the Contract Officer's discretion. All carpets shall be dry-cleaned semi-annually, except for the lobby and all other high traffic areas that are to be done as needed. All carpet dry cleaning shall adhere to the following instructions: All movable objects and furnishings shall be removed from the carpeted area to be cleaned. Any spots or stains shall be pretreated using an approved carpet stain remover. A nontoxic and nonflammable dry cleaning powder or solvent shall be spread over the entire carpeted area to be cleaned. A dry cleaning machine with beaters shall be run over the carpeted area. ITB 13-6113 37 Janitorial Services Packet Page-879- 2/11/2014 16.E.9. The powder shall be allowed to dry for at least one (1) hour after which it shall be vacuumed thoroughly. After dry cleaning, the carpet shall be free of all visible soil, dust, embedded grit or stains, and odor, ?' including all room corners and next to the baseboards. When cleaning carpets, all chair mats must be removed for the cleaning process and when carpet is dry, returned to their original position. All furniture, waste receptacles, etc. must be returned to original positions after carpet is cleaned so employees can begin work the following morning. All departments must be notified at least two (2) days prior to schedule cleaning. Strip & Refinish Hard Floors The hard floors in all closed and open office areas, hallways, lobbies, elevators, and all restrooms shall be stripped and refinished semi-annually. Prior to beginning the process, all movable furniture and objects shall be moved from the area to be stripped and finished. Any gum, tar or other deposits shall be removed from the floor using the appropriate tool. The cleared section of the floor shall be swept with a treated micro-fiber mop. The floor shall be machine-washed using a rotary type floor machine, washing pads, and stripper in concentration sufficient to remove finish. Hard to reach areas shall be done by hand with a scrubbing brush or pad. Stripping also includes the complete removal of all marks, scuffs, stains, etc., except in the cases where there is damage to the floor surface. NOTE: Finish removal should be done in accordance with the manufacturer's recommendations. During the stripping process, care shall be taken to avoid flooding the floor with either the stripping solution or the rinse so as to prevent damage to the tile and its bond to the sub floor or to adjoining carpeted areas. Stripping solution shall be wiped off immediately from baseboards and other non-fixed items in the area. After the stripping is complete, the floor shall be rinsed so as to remove any traces of the solution. The pH of the floor surface shall be brought to neutral (pH of 7) after stripping by rinsing with a mild acid base detergent. Hosing of the floor shall not be permitted. Re-coat the floor section with two (2) coats of floor sealer, allowing the first coat to dry thoroughly before applying the second. Additional coats of sealer shall be applied if necessary to obtain a deep gloss finish on the floor surface. The sealer shall have a minimum of eighteen percent (18%) solids, be anti-slip and readily strippable by standard maintenance techniques. It shall also be compatible with the floor finish that shall be applied over it. After the last coat of sealer has thoroughly dried, three (3) to four(4) coats of metal interlock polymer floor finish shall be applied. Allow each coat to dry thoroughly before applying the next. ITB 13-6113 38 Janitorial Services Packet Page-880- 2/11/2014 16.E.9. Only every other coat shall be applied all the way to the baseboard. The alternating coat shall be applied so as to leave a twelve-inch (12") border around the area. The coats shall be thin and evenly applied. After the finish has dried, the reflectance shall be uniform and no streaks, swirls, etc. shall be visible, and no finish shall be on the baseboard or other fixed equipment in the area. Replace all movable objects and furnishings to their original positions when finished. When cleaning floors, all chair mats must be removed for the cleaning process and when floor is dry, returned to their original positions. All furniture, waste receptacles, etc. must be returned to original positions after flooring is cleaned so employees can begin work the following morning. All departments must be notified at least two (2) days prior to schedule cleaning. Furniture Fabric Cleaning All upholstered furniture shall be vacuumed monthly using vacuum and proper attachments. All non-upholstered furniture shall be washed with an all-purpose cleaner monthly. All upholstered furniture shall be steam-cleaned annually. Furniture surfaces and legs shall be cleaned as required so that these surfaces present a uniform appearance free from dust, spots, soil, build-up and encrustations. The fabric found on office partitions shall be vacuumed with the proper attachments annually. Deep Extraction Carpet Cleaning All carpets shall be cleaned via truck-mounted, hot water or steam extraction on an annual basis, ___ _ _ - _ - - _ The optimum combination of heat, moisture and pressure for interior cleaning is around 200° F at the surface, five percent (5%) moisture content at 60 psi maximum pressure. No bonnet method is to be used. This shall include first a heavy duty commercial vacuuming followed by removal of all foreign matter and pre-spotting of all obvious stains. All carpet edges adjacent to walls or immovable furniture shall be shampooed by hand to prevent damage to walls or furniture by the carpet shampoo machine. The carpet shall then be wet shampooed, using a hot-water extraction method. A professional, experienced employee or a subcontractor shall carefully regulate this process in order that the correct amount of cleaning agent is used, and to prevent over wetting. After wet shampooing, the carpet shall be thoroughly pilated (nylon brushed) to raise and set the direction of the nap. Commercial blowers will be used, if needed, to dry all carpets. All furniture, waste receptacles, etc. must be returned to original positions after carpet is cleaned so employees can begin work the following morning. When cleaning carpets, all chair mats must be removed for the cleaning process and when carpet is dry, returned to their original positions. All departments must be notified at least two (2) days prior to scheduled cleaning. The materials, supplies, equipment and services for this process shall comply in all respects with the Federal Noise Control Act of 1972, where applicable. Clinic ITB 13-6113 39 Janitorial Services Packet Page-881- 2/11/2014 16.E.9. All sinks and showers shall be cleaned according to the specifications set forth in the requirements. All damp cleaning, such as damp mopping and damp wiping shall be done with micro-fiber equipment. Cleaning equipment used in clinic areas such as rags, mops, brushes and buckets, shall be stored separately and not used for any other areas. Scheduling, Employee Work Hours and Wages The Contractor shall be responsible for the scheduling of its employees in order to accomplish the tasks and cleaning requirements specified in the Specified Tasks and Frequency Schedule at the times designated by the building-cleaning schedules found in these specifications. Employee scheduling shall be sufficient to allow for compliance with the Specified Tasks and Frequency Schedule as referenced above. The Contractor has the prerogative to increase the number of employees on the job to ensure compliance with the contract specifications, at no cost to the County. The Contractor shall have a non-working supervisor on site at all times. This person shall supervise only and not perform any physical labor or deliver supplies. Evening start-time for the Contractor personnel shall be at 5:00 pm., unless otherwise arranged or designated. This time avoids conflict with most County employees, and permits easier access to office areas. The Contractor's employees shall not start earlier without the express consent from the Contract Officer and the Contractor's supervisory personnel. In the event of evening meetings being conducted in County facilities, the Contractor shall be responsible for proper cleaning provided the meetings end by 9:00 pm. When meetings end after 9:00 pm, the Contractor shall be responsible for cleaning the area the next morning, with no deduction made from the Contractor's invoice. One (1) Floor Crew—one (1) well-trained crew (comprised of a minimum of two (2) employees) are required to handle all in-house floor care. Floor care shall be scheduled at occupants' convenience. Occupants of buildings shall be given at least one-week notification of work to be performed. See Matrix of Tasks for scheduling. Failure to provide skilled floor cleaning personnel will result in the County sub-contracting this work and deducting the cost from the contract. Recycling — Removal of recycling will take place on service days. All facilities not on the main government complex must have exterior recycling containers, as per County ordinance, for use by the janitorial staff or make arrangements to remove recycling from the facility. Janitorial staff is not required to separate recycling out of trash containers. Day Porter—A day porter will be located at the main campus Monday— Friday, 7:00am — 3:30 pm. See Matrix of Tasks for scheduling. The schedule for all observed holidays is listed below. The Contractor shall not be required to perform services on these days unless requested by the County with one (1) week advanced notice. The exceptions are, at this time, the Sheriffs Substations, CID, CCSO Fleet, Beach restrooms, general Park facilities, and the 911 Call Center located in the ESC Bldg. The following days shall be holidays recognized by Collier County: ITB 13-6113 40 Janitorial Services Packet Page-882- 2/11/2014 16.E.G. New Year's Day Veteran's Day Martin Luther King Day Thanksgiving Day President's Day Day after Thanksgiving Memorial Day Christmas Eve Day Independence Day Christmas Day Labor Day The dates of the holidays observed change yearly. The Contractor should check with the Contract Officer for an exact schedule of when the County, Clerk of Courts, Court Administration or Health Department observes each holiday. Work schedules are based on a 40 hour work week. Additional hours by any individual employee can be considered overtime and charged at the appropriate rate of time and one half. Overtime can only be applied to hourly rate categories, specifically lines two (2) and three (3) on Attachment 8: Bid Schedule. All overtime work requires prior written approval by the County Contract Manager. ITB 13-6113 41 Janitorial Services Packet Page-883- 2/11/2014 16.E.9. Exhibit VI: Supplies and Equipment Specifications It shall be understood and agreed that any and all services, materials and equipment shall comply fully with all Local, State and Federal laws and regulations. General Specifications All equipment and supplies shall be Green Seal Certified, where applicable. Any changes must be approved by the Facilities Director or his designee. Changes can be requested by the Facilities Director or his designee. Proof, by invoice or packing slip, shall be shown to Contract Officer that acceptable supplies are provided. Through the use of cleaning products and/or chemicals, the Contractor is representing to the County that it has the experience and knowledge to prevent use of such supplies/chemicals singularly or in combination in such a manner to pose or cause a risk or threat of actual harm to the public, Contractor's employees or the County's employees. Supplies The following supplies shall be provided by the Contractor and installed in the proper locations, and shall conform to GREEN SEAL CERTIFICATION: a. Toilet tissue shall be two-ply—GS-1. b. Paper towels shall be multifold, unless a facility has a roll dispenser—GS-9. c. Hand soap. GS-41 d. Trash liners— Brown/black for trash; clear for recyclables, as necessary. Both shall fit the receptacle properly. e. Urinal floor screen— Building W& Building F (1st Floor) f. Toilet Seat Covers g. Feminine Hygiene products—Guards#147 or equivalent; Tampax#63364. h. Center Pull Paper Towels Germicidal Cleaner Germicidal cleaner shall be Green Seal Certified, if appropriate. The product shall not cause any surface deterioration when used properly, and shall not cause color to bleach or bleed. All containers shall be labeled with the hazardous agent noted and necessary precautions indicated. All-Purpose Cleaner The cleaner shall be made from high quality soaps, abrasives and disinfectant agents, uniformly mixed. It shall not cause colors to bleach or bleed. The all-purpose cleaner shall be Green Seal Certified, if appropriate. Stainless Steel Cleaner Stainless Steel Cleaner shall be Green Seal Certified, if appropriate. Bowl Cleaner ITB 13-6113 42 Janitorial Services Packet Page-884- 2/11/2014 16.E.9. Bowl cleaner shall be chemically effective for removal of scale, film, plumbers stone or organic material. It shall also clean and deodorize without damaging the finish or fittings. The bowl cleaner shall be Green Seal Certified, if appropriate. Glass Cleaner Glass cleaner shall be a blend of synthetic organic detergents, alcohols, solvents, and germicidal components; it shall not contain any perfume, ammonia or inorganic alkalies. The glass cleaner shall be Green Seal Certified, if appropriate. Floor Finish, Sealer, and Stripper All specifications for floor finishes, sealers, and strippers shall conform to the manufacturer's instructions. Floor finish shall be completely waterproof within twelve (12) hours after application. Floor finish shall be non-yellowing on the floor and should be milk white in the original container rather than tan. Floor finish shall be Green Seal Certified, if appropriate. Cleaning Equipment All rotary machines used for buffing purposes shall be hi-speed machines, running at 1,100 to 1,500 RPM's only. All rotary machines used for scrubbing purposes shall run between 175 and 300 RPM's only. When dusting is required, micro-fiber cloths and equipment shall be used. Feather dusting is not permitted. Micro-fiber mops shall be used to eliminate the scattering of dust. The infusion of large numbers of electronic equipment, such as CRT's, executive workstations, personal computers and communications equipment, forces a special responsibility on the Contractor in instructing its employees on the proper manner in which to perform their duties around these types of sensitive equipment. This shall include the identification and usage of the proper electrical circuits to use with the electrical cleaning equipment. Special consideration shall also be given to: a. Avoidance of power interruptions to devices. b. The use of the same circuit by cleaning equipment and sensitive devices at any one given time. c. The use of cleaning equipment near sensitive devices. d. The use of only those cleaning products guaranteed to not damage sensitive electronic equipment. e. The use of cleaning products on or around sensitive devices. f. The appropriate method of cleaning said sensitive equipment and its surrounding area. ITB 13-6113 43 Janitorial Services Packet Page-885- • 2/11/2014 16.E.9. Exhibit VII: General Requirements Contractor's Qualifications The proposing company must demonstrate a minimum of five 5 years experience in custodial/janitorial services for multi-use facilities. Acceptable multi-use facilities include, but are not limited to, offices, community centers, jails/substations, health care facilities, libraries, warehouses, airports, park facilities, beach facilities, museums and garages. Failure to demonstrate the minimum five (5) years of acceptable experience will result in your bid being deemed non-responsive. Bidders must provide three (3) verifiable commercial, corporate, industrial, medical, educational, municipal or governmental references where Custodial Services have been provided within the last 3 years using the "Bidder References"form provided. One of which must exceed 1,000,000 total. square feet of space. Failure to demonstrate the minimum of three (3) acceptable reference as explained above, will result in your bid being deemed non-responsive. Contractor's Performance The Contractor shall furnish all necessary labor, tools, appliances, equipment, supplies and maintenance, and any other necessary accessories, services and facilities to perform the janitorial services specified in the contract. All work shall be performed in strict accordance with the cleaning equipment and product specifications and standards of performance specifications stipulated by the contract. The term "Contract Officer" as used herein, shall mean Facilities Manager or his designee. The Facilities Manager shall be the final authority on any issues that may arise as to the quality and acceptability of any work performed under the contract. If, in the opinion of the Contract Officer, any part of the Contractor's performance becomes unsatisfactory; the County will immediately levy a deduction on the Contractor's invoice for lack of service. This deduction will be no less than one hundred dollars ($100) and no more than five hundred dollars ($500per instance) depending upon the severity or number of repeat notifications. The County shall have the immediate right to complete the work to its satisfaction, through the use of County employees or outside contractors as deemed necessary, and shall immediately deduct from the Contractor's monthly invoice an amount for lack of service and/or lack of response at the Contract Officer's discretion, plus actual cost to correct. Additional requirements and facilities other than those found in these specifications may be added by the Contract Officer with the Contractor's or its designated representative's consent, and shall be considered a part of the contract thereafter. Prices for any additions and subtractions of facilities or services shall be based upon and comparable to the prevailing contract square foot price or negotiated price for any facility determined to be "non-standard". The Contract Officer also reserves the right to make deletions of certain requirements or facilities and to adjust prices accordingly based upon and comparable to the prevailing contract square foot price. Additional equipment, supplies and other related items, for janitorial purposes, may be requested upon receipt of proposal and accepted by the Contract Officer. ITB 13-6113 44 Janitorial Services Packet Page-886- 2/11/2014 16.E.9. The Facilities Manager shall be authorized to approve all additions or subtractions of facilities or services provided sufficient funds are appropriated in the designated department's operating budget. Construction clean up may be paid from capital budgets. The specifications within the contract assume and require clean and presentable buildings at all times, which may necessitate immediate responses to unclean areas. The Contractor understands and agrees that compliance with this requirement is essential under this agreement. Collier County's Mission Statement is to "Exceed Customer's Expectations". At time of acceptance of the contract, the Contractor will assume this mission statement as an integral part of the contract and strive in every way possible to achieve this goal. The Contractor shall provide a phone list where the Project Manager or his designated representative can be contacted immediately in the event of unsatisfactory performance or in an emergency. The phone list shall include phone numbers where the Contractor can be reached during both business hours and non-business hours. The County shall be able to reach the Contractor at any time in case of an emergency. Two County-issued radios must be monitored from 7:00 am—11:00 pm. When the County has occasion to call the Contractor due to an emergency or unsatisfactory performance, the Contractor shall return the call within twenty (20) minutes of the originating call. If the call is not returned within twenty (20) minutes, the County has the right to complete the work with the County employees or outside contractors, and to levy a deduction from the Contractor's monthly invoice, plus actual cost to correct. The County shall be considered a "prime contract" and all necessary resources shall be directed to this contract enabling the County to continue to function during any emergency or natural disaster. Contractor shall pay any subcontractors they hire to do County related jobs within thirty (30) days of project being completed. THE COUNTY HAS SECURED THE SERVICES OF A CONTRACT COMPLIANCE OFFICER WHO WILL AGGRESSIVELY INSPECT ALL BUILDINGS TO ENSURE CONTRACT COMPLIANCE. DEDUCTIONS WILL BE LEVIED FROM THESE INSPECTIONS. Contract Deductions It is the County's intent to have all tasks performed satisfactorily and completed in accordance with the specifications and frequencies set forth under the contract. It is important that the Contractor perform all tasks as prescribed. If any tasks are omitted or not performed satisfactorily and completely and with the frequency designated by the contract, the entire affected area as defined solely by the Contract Officer shall be found to be a non- performance area and a deduction shall be levied. A set amount determined by the Contract Officer shall be used, one hundred dollars ($100.00) to five hundred dollars ($500.00) per occurrence, per day, plus actual cost to correct violation. Fines shall be administered through the County Contract Officer. Should the Contractor wish to appeal these charges, they may do so in writing to the Facilities Manager. The appeal should state dates, times and other associated facts, along with a clear description of their argument or disagreement with the fine. The argument should also reference this bid document and /or other supporting documentation. Should the fine appeal be rejected by the Facilities Manager, the next ITB 13-6113 45 Janitorial Services Packet Page-887- 2/11/2014 16.E.9. and final appeal may then be made to the Director of Facilities Management. Each of these appeals should be made within one (1) day of the incident (for the appeal to the Facilities Manager). Pager System The Contractor shall provide a pager, cellular telephone or other means of communication to the Contractor's Project Manager, and shall pay all costs associated with the service. This service shall be operational twenty four (24) hours per day, seven (7) days per week. The Project Manager will be provided two (2) County-issued radios for direct access Monday— Friday from 7:00 am — 11:00 pm. The Contractor's Project Manager, or their designee, shall wear a County-issued radio, pager or cell phone at all times. The County shall be able to reach the Project Manager or his designated representative at any time. It is the Contractor's responsibility to monitor Facilities' channel to ensure reliable communication. On Mondays through Fridays, from 8:00 am through 11:00 pm, in addition to the Project Manager, daytime supervisors shall wear pagers or cell phones so that the County may reach them for the purposes of emergencies. These two (2) employees shall be English speaking. From 2:00 pm through 10:30 PM, one (1) night supervisor shall wear a pager or cell phone and County Radio so that the County may reach him/her for the purposes of emergencies. In all cases, the Contractor's employees or Project Manager shall respond to being paged or called on the radio, within ten (10) minutes with a phone call to the person who initiated the page. In addition, the County radio will be monitored in the event services are needed. Supervision The Contractor shall provide responsible on-site supervision whenever its employees are working in connection with the contract in order to assure competent performance of work. The Contractor, or its Project Manager, shall make sufficient daily routine inspections to ensure that the work is performed as required by the contract. The Contractor shall provide a resume for the lead (1) Project Manager to whom all supervisors shall report. The Project Manager shall have at least fifteen (15) years of janitorial experience, ten (10) of which must be in a janitorial supervisor's position or equivalent education and he/sheshallhave municipal or education janitorial supervision experience with the size and scope of this contract. The Project Manager shall be responsible for ensuring that all obligations of the contract are consistently and properly performed. The Project Manager is also responsible for all required documentation and for keeping the documentation updated. The Project Manager shall meet weekly with the Contract Officer at a time specified by the Contract Officer. Any and all problems and/or complaints are to be handled directly between the Contract Officer and the Contractor or its Project Manager. The Project Manager shall not engage in conversation with County staff that reflects a lack of understanding or consideration for the customers' needs. The Project Manager shall refrain from providing excuses for work not performed. Any problematic incidences and/or complaints (and resolutions to such matters) are to be written in a report to the Contract Officer. This report is to be delivered to the Contract Officer before 5:00 pm the next working day after the incident or complaint. ITB 13-6113 46 Janitorial Services Packet Page-888- 2/11/2014 16.E.9. The Contractor is responsible for ensuring that its employees do not use County property without the Contract Officer's authorization, including but not limited to radios, typewriters, terminals, calculators, and telephones which may be in any County facility. The Contractor is responsible for ensuring that its employees do not read, copy, or disclose, in any fashion any unauthorized materials and/or documents available in the County facilities. The Contractor shall be responsible to see that its employees do not disturb papers on desks or open desk drawers and cabinets or any other unauthorized containers without first asking office occupants. The Contractor shall prohibit any employee from remaining on the job site or working in connection with the contract if the employee appears to be under the influence of drugs or alcohol. Drugs or alcohol are not permitted in/at any County facility. The Contractor shall not allow the consumption of food or drink in any areas other than those areas designated by the Contract Officer. The Contractor shall not allow his employees to adjust any building thermostats. The Contractor shall not allow employees to loiter or congregate in office areas when they should be working. Required Documentation All required documentation is to be provided to the Contract Officer prior to the start of the contract unless otherwise noted. A current organizational chart shall be provided. It shall include each employee's and supervisor's work classification, daily work hours, and designated work area. All changes/updates shall be reported to the Contract Officer within seventy-two (72) hours. The resume of the proposed Project Manager for this account shall be submitted for approval. Submission of the Project Manager's resume will not automatically constitute acceptance to fill this roll. The Project Manager may be asked to interview with the Contract Officer prior to approval. The final approval will be at the discretion of the Facilities Manager and/or his or her designee. A complete and current employee roster of all employees who perform work under the contract, including employee's full name, current address, phone number, hire date and work location shall be provided. All changes/updates shall be provided to the Contract Officer each Friday. NO new employees shall work in a County facility without prior authorization given by the County. A transition plan MUST be submitted by the Contractor. The plan should include a minimum of a plan for personnel (including specifically the Project Manager) and time frames/schedules for the transition from the existing Contractor. Although not required, it is highly recommended that Contractors consider existing staff members, supervisors and project manager for this transition, if contractually eligible. Provide Green Cleaning Program and or experience dealing with "Green" facilities and products. Upon request from the County, the Project Manager must have the ability to obtain Green certifications at the cost of the Contractor. A current material, supplies and equipment list shall be provided. This shall be updated quarterly. ITB 13-6113 47 Janitorial Services Packet Page-889- 2/11/2014 16.E.9. A Material Safety Data Sheet (MSDS), in compliance with the standards set forth in the Occupational Safety and Health Administration (OSHA) Hazard Communication Standard (H.C.S.), 29 CFR 1910.1200, shall be provided. This includes, but is not limited to: • The chemical name and the common name for the toxic substance. • The hazards or other risks in the use of the toxic substance, including: the potential for fire, explosion, corrosivity, and reactivity; known acute and chronic health effects of risks from exposure, including the medical conditions which are generally recognized as being aggravated by exposure to the toxic substance; and the primary routes of entry and symptoms of over- exposure. • The proper precautions, handling practices, necessary personal protective equipment, and other safety precautions in the use or exposure to the toxic substances, include appropriate emergency treatment in case of over exposure. • The emergency procedure for spills, fire, disposal, blood-borne pathogens and first aid. • A description in lay terms of the known specific potential health risks posed by the toxic substance intended to alert any person reading the information. • The year and month, if available, that the information was compiled and the name, address, and emergency telephone number of the manufacturer responsible for preparing the information. All changes/updates shall be reported to the Contract Officer immediately. A complete Safety Program, shall be provided WITH YOUR Proposal. This shall be kept updated throughout the term of the contract. All changes/updates shall be reported to the Contract Officer each week. A complete Green Clean program to ensure green cleaning products, equipment and procedures are being used and shall be implemented. A Quality Control Program shall be provided WITH YOUR BID. This shall be kept updated throughout the term of the contract. All changes/updates shall be reported to the Contract Officer each week. All documentation shall be typed. All changes shall be typed. The Project Manager will give a completed inspection sheet monthly to the Contract Officer. The Project Manager shall inspect all main buildings weekly, including but not limited to Buildings F, H, J, L, W, Development Services and Library Headquarters. Failure to do so will result in a deduction. Contractor's Employees The Facilities Director or his designee reserves the right to prohibit, with or without cause at his sole discretion, any of the Contractor's employees from performing services in County facilities or in connection with the contract. Due to the nature of activities conducted by the Collier County facilities, the County requires all background checks be performed prior to hiring of employees. All employees working on County owned or leased property must be fingerprinted and issued a "special" badge prior to work. Background checks and fingerprinting shall be done by the Facilities Management Department and charged to the Contractor by the Facilities Management Department at the fig, current State-mandated rate before the employee works on County property. Lost or stolen ITB 13-6113 48 Janitorial Services Packet Page-890- 2/11/2014 16.E.9. County issued ID cards must be reported to Facilities Management within twelve (12) hours. The current cost of fingerprinting is $40.50 (as of 1/1/13), this price is subject to change. CCSO requires separate fingerprinting prior to work being performed in any of their locations. This will be coordinated upon award of the contract. The Contractor is not allowed to employ illegal immigrants to perform custodial services or any other services in County facilities or in connection with the contract. Competency of Personnel All personnel employed by the Contractor under the contract shall be competent, trustworthy and properly trained for their work. The Contractor and the employees shall be required to comply with all applicable regulations of the County and any other regulations that have jurisdiction. The County shall require the Contractor to remove from the County work place all employees deemed careless, incompetent, insubordinate, or otherwise objectionable, or whose continued employment on the job is deemed to be contrary to the interests of the County. The Contract Officer shall be notified immediately of an employee's termination. The Contractor shall provide the proper training for each employee, whether new or reassigned. The Contractor agrees to provide the County with a steady and dependable work force. Employee turnover shall be kept to a minimum. Facilities Management expects a stable workforce for optimum performance. Contractor's employees shall maintain good personal hygiene. They shall not use perfumes or colognes that are offensive to those employees that are hypersensitive to strong scents. Uniforms shall be neat and clean. Shirts must be tucked in at all times. No open-toed shoes allowed. Uniforms and Identification Badges The Contractor's employees shall be attired in distinctive, clean and identifiable uniforms furnished by the Contractor, and approved by the Contract Officer. They shall be neat and clean in appearance. The uniform shall consist of a prominent logo on the shirt and matching long pants or shorts. No open-toed footwear shall be permitted. The employees shall also wear an identification badge, provided by Collier County, in plain sight and at all times. Any employee found without a badge and full uniform will be sent home and the Contract Manager shall levy a deduction against Contractor's monthly invoice in the amount of one hundred dollars ($100.00) per day per instance. No employee or supervisor shall be allowed to work in a County facility without a proper uniform and a County identification badge. Upon termination the County identification badge must be returned or the Contract Manager will levy a deduction against Contractor's monthly invoice in the amount of one hundred dollars ($100.00) per badge per non-compliance. The front of the employee identification badge shall have the employee's photo, the employee's name and the Contractor's company name. Badges will be created by and through the Department of Facilities Management. Safety ITB 13-6113 49 Janitorial Services Packet Page-891- 2/11/2014 16.E.9. The Contractor shall be responsible for ensuring that any work done in connection with the contract shall conform to the guidelines set forth by the Occupational Safety and Health Act. The Contractor shall submit to the Contract Officer a program for safety. This program shall include the specific action the Contractor shall take to train its employees in: • Safe work habits • Safe use of cleaning chemicals • Safe use of cleaning equipment • The use of equipment, signs, barriers, or other devices, to protect building occupants, general public and equipment found in the office • Recognizing hazardous or other materials that are not permitted for use in the contract For all operations requiring the placement and movement of the Contractor's equipment, the Contractor shall observe and exercise, and compel its employees to observe and exercise, all necessary caution and discretion, so as to avoid injury to persons or damage to property of any and all kinds, and annoyance to or undue interference with the movement of the public and County personnel. No doors shall be propped open at any time. Failure to adhere to this directive will result in the Contract Manager levying a deduction against the Contractor's monthly invoice in the amount of one hundred dollars ($100.00) per occurrence. All ladders, scaffolding, or other devices used to reach the surface of objects not otherwise accessible shall be of sound construction, firm and stable, and shall be maintained in good condition. All such equipment shall be moved onto the areas where they are required, placed, shifted where necessary, and removed from the areas in such a manner as to provide maximum safety to persons and property and cause the least possible interference with the normal usage of such areas by the public and County personnel. When the Contractor's employees use any motorized vehicles in connection with the Contract, the Contractor shall instruct its employees that such use shall be in a safe and careful manner, and that all posted speed limits shall be observed. In addition to the above, the Contractor is responsible for obeying all rules and regulations of any governing agency having jurisdiction. Contractor shall keep all areas clean of trash and debris (pallets and boxes) around their office areas. Security Only authorized Contractor employees are allowed on the premises of the County's buildings. The Contractor's employees are not to be accompanied in their work area by acquaintances, family members, assistants, or any other persons unless said person is an authorized Contractor employee. The Contractor shall ensure that all rooms within buildings are locked after being serviced unless otherwise stated by staff. Exceptions to this are restrooms, interior offices without locks, and areas that are routinely left unlocked. The Contractor shall report immediately to the Contract Officer or the County's security personnel the presence of suspicious persons, building system failures, fire, smoke, unusual odors, and conditions indicating theft, break-in or vandalism. The Contract Officer shall provide a list of Facilities Management personnel and their phone numbers to the Contractor for this purpose. Note ITB 13-6113 50 Janitorial Services Packet Page -892- 2/11/2014 16.E.9. that the Department of Facilities Management has staffed its Operations Center 24/7 for communication of any concerns or points of notice. The Contractor shall notify the Contract Officer in a timely manner of any hazardous conditions or items in need of repair. Work orders shall be placed in the Facilities work order system for tasks such as broken dispensers, lights out, ceiling tiles missing, etc. Computer access is necessary to perform this responsibility. The Contractor shall close all windows and turn off all lights and fans when not in use. The Contractor shall not open locked doors for any persons unless that person has work to perform in the locked room related to the contract. In addition to any other security rules and regulations, the Contractor shall inform its employees of and enforce the following policies: • No guns, knives or other dangerous weapons are allowed on the premises. • No dangerous or illegal drugs or other prohibited substances, including alcohol, are allowed on the premises. Violations of the above shall not be tolerated. Keys The County shall provide the Contractor with sufficient keys to permit the Contractor to carry out the responsibilities of the contract. All keys provided remain the property of the County and shall not be duplicated except by the Contract Officer. In the event that duplicates are needed, the Contractor shall notify the Contract Officer, who shall contact the County locksmith. The Contractor shall be required to sign for each key issued to them. If the Contractor loses a key, they shall be required to pay fifteen dollars ($15.00) per lost key for the cost of having duplicates made for non subscription keys. Subscription keys lost shall result in a minimum two hundred dollars ($200) cost per key, but may also be subject to the cost of cylinder replacements if deemed necessary to fully contain any future security concerns (typically this will not be a concern as Contractors will not be given any level of master keys, other than specific janitorial keys. Also note. many doors are now on card access, requiring no keys). If a door must be re-keyed, the Contractor shall incur all costs associated with the door to be keyed and new keys made. In the event that lost or misplaced keys by the Contractor or its employees result in a breach of security and requires that locks shall be changed or re-keyed, the Contractor shall reimburse the County for the total cost of such lock changes, re-keying and replacement keys. In the event of lost or misplaced keys, the Contract Officer shall determine whether a lock change or re-keying is necessary. Any charges for lost keys, re-keying or replaced locks shall be deducted from the Contractor's monthly invoice. Inspections The Contract Officer shall conduct random daily inspections of the areas covered under the contract. If, during an inspection, the Contract Officer discovers a deficiency and deems it ITB 13-6113 51 Janitorial Services Packet Page-893- 2/11/2014 16.E.9. unacceptable, the Contractor shall immediately initiate corrective action, as described earlier in this Section under "Contractor's Performance". As described in the deductions section, deduction(s) from Contractor's monthly invoice may be administered. The Contractor is required to note in writing any deficiencies pointed out to him by the Contract Officer. The Contractor shall establish a quality control program to assure that the requirements of the contract are provided as specified. This program shall include, but is not limited to: • An inspection system covering all services stated in Section II of the specifications; this should specify the areas to be inspected on a scheduled basis, including random inspections on offset times other than scheduled. • A method of identifying deficiencies in the quality of services performed and a prescribed method for correcting the deficiency. All deficiencies found will be reported to Contract Manager in writing within forty-eight (48) hours. The Contractor shall maintain a file of all inspections conducted and any corrective action taken. This documentation shall be made available to the County at any time during or after the term of the contract. Through daily visual inventory, the Contractor, the Project Manager, or the Contractor's employees shall notice and notify the Contract Officer of any missing or damaged furnishings or equipment. In addition, any items requiring maintenance or repair shall be reported to the Contract Officer. Items such as plugged toilets, leaking pipes, loose tile, in-operative lights, etc., are expected to be reported in writing by the end of the next business day after discovery. Emergency repairs, such as broken g y p pipes, floods, or serious roof leaks are to be reported to the Contract Officer immediately. The Contract Officer shall provide a list of Facilities Management personnel and their phone numbers to the Contractor for this purpose. Storage Space The County may supply, at its discretion, limited storage space to the Contractor for storing supplies, materials, and equipment. The Contract Officer shall designate these areas. The use of County storage facilities shall be on a space available basis. The County is not obligated to provide storage space, and storage for all equipment, supplies and materials is the responsibility of the Contractor. The Contractor agrees to keep its portion of this storage area clean and free of all debris and in accordance with all applicable fire regulations. No materials or equipment shall be stored in County facilities other than those designated by the Contract Officer. No equipment or materials may be stored in County facilities that are not directly used for the cleaning purposes stated in the contract. Any flammable products will be stored in a proper container and cabinet supplied by the Contractor. The Contractor must keep all janitorial closets and storage areas clean at all times. ITB 13-6113 52 Janitorial Services Packet Page -894- 2/11/2014 16.E.9. ITB 13-6113 53 Janitorial Services Packet Page-895- 2/11/2014 16.E.9. Exhibit VIII: References This sheet must be completed and returned with the bid. Failure to submit verifiable references, which comply with the bid requirements, will result in your bid being thrown out as non-compliant. Provide at least three references for whom your company has provided verifiable commercial, corporate, industrial, medical, educational, municipal or governmental references where Custodial Services have been provided within the last 3 years. One of your references must have exceeded 1,000,000 total square feet of space, or your bid will be deemed non-responsive. REFERENCE#1 Company Name: Address: Phone: Primary Contact: Contact Email: Size (in Sqft): REFERENCE #3 Company Name: Phone: Primary Contact: Contact Email: Size (in Sqft): REFERENCE #3 Company Name: Address: Phone: Primary Contact: Contact Email: Size (in Sqft): ITB 13-6113 54 Janitorial Services Packet Page-896- 2/11/2014 16.E.9. Coder-County Adrrinistalwe Services Drvision Purchasing Attachment 1: Vendor Submittal -Vendor's Non-Response Statement The sole intent of the Collier County Purchasing Department is to issue solicitations that are clear, concise and openly competitive. Therefore, we are interested in ascertaining reasons why prospective Vendors did not wish to respond to this ITB. If your firm is not responding to this ITB, please indicate the reason(s) by checking any appropriate item(s) listed below and return this form via email or fax to the Procurement Strategist listed on the first page or mail to: Collier County Purchasing Department, 3327 Tamiami Trail East, Naples, Florida 34112. We are not responding to this ITB for the following reason(s): Solicitation: #13-6113—Janitorial Services ❑ Services requested not available through our company. ❑ Our firm could not meet specifications/scope of work. ❑ Specifications/scope of work not clearly understood (too vague, rigid, etc.) ❑ Project is too small. ❑ Insufficient time allowed for preparation of response. ❑ Incorrect address used. Please correct mailing address: ❑ Other reason(s): Firm's Complete Legal Name Address City, State, Zip Telephone Number FAX Number Signature/Title Type Name of Signature Date: ITB 13-6113 55 Janitorial Services Packet Page-897- 2/11/2014 16.E.9. Co erC rly Adranistrabve Servces won Purchasing Attachment 2: Vendor's Check List IMPORTANT: THIS SHEET MUST BE SIGNED BY VENDOR. Please read carefully, sign in the spaces indicated and return with bid. Vendor should check off each of the following items as the necessary action is completed: 1. The Bid has been signed. 2. The Bid prices offered have been reviewed. 3. The price extensions and totals have been checked. 4. The payment terms have been indicated. 5. Any required drawings, descriptive literature, etc. have been included. 6. Any delivery information required is included. 7. If required, the amount of bid bond has been checked, and the bid bond or cashiers check has been included. 8. Addendum have been signed and included, if applicable. 9. Affidavit for Claiming Status as a Local Business, if applicable. 10. Immigration Affidavit and company's E-Verify profile page or memorandum of understanding. 11. Copies of licenses, equipment lists, subcontractors or any other information as noted in this ITB. 12. Completed Exhibit VIII: References 13. The mailing envelope must be addressed to: Purchasing Director Collier County Government Purchasing Department 3327 Tamiami Trail E Naples FL 34112 The mailing envelope must be sealed and marked with: • Solicitation: #13-6113—Janitorial Services • Opening Date: 11/07/2013, 12:00PM 14. The bid will be mailed or delivered in time to be received no later than the specified opening date and time. (Otherwise bid cannot be considered.) ALL COURIER DELIVERED BIDS MUST HAVE THE BID NUMBER AND TITLE ON THE OUTSIDE OF THE COURIER PACKET. Company Name Signature & Title Date ITB 13-6113 56 Janitorial Services Packet Page-898- 2/11/2014 16.E.9. Coer County Adr nrrtistra ,re Services on Purchasing Attachment 3: Vendor Submittal - Bid Response Form FROM: Board of County Commissioners Collier County Government Center Naples, Florida 34112 RE: Solicitation: #13-6113—Janitorial Services Dear Commissioners: The undersigned, as Vendor, hereby declares that the specifications have been fully examined and the Vendor is fully informed in regard to all conditions pertaining to the work to be performed for as per the scope of work. The Vendor further declares that the only persons, company or parties interested in this Bid or the Contract to be entered into as principals are named herein; that this Bid is made without connection with any other person, company or companies submitting a Bid; and it is all respects fair and in good faith, without collusion or fraud. The Vendor proposes and agrees if this Bid is accepted, to contract, either by a County issued purchase order or formal contract, to comply with the requirements in full in accordance with the terms, conditions and specifications denoted herein, according to the following unit prices: Line# Description Unit of Measure Price 1 Janitorial Services in Offices, Libraries and Square ft per service Public Service locations day 121 BID TOTAL LOT Any discounts or terms must be shown on the Bid Response Form. Such discounts, if any, will be considered and computed in the tabulation of the bids. In no instance should terms for less than fifteen (15) days payment be offered. Prompt Payment Terms: % Days; Net_ Days ® Bid Response Form is electronic. Please input your prices online. Note: If you choose to bid manually, please submit an ORIGINAL and ONE COPY of your bid response pages. The undersigned do agree that should this Bid be accepted, to execute a formal contract, if required, and present the formal contract to the County Purchasing Director for approval within fifteen (15) days after being notified of an award. ITB 13-6113 57 Janitorial Services Packet Page-899- 2/11/2014 16.E.9. IN WITNESS WHEREOF, WE have hereunto subscribed our names on this day of , 20 in the County of , in the State of Firm's Complete Legal Name • Address City, State, Zip Florida Certificate of Authority Document Number Federal Tax Identification Number CCR#or CAGE Code Telephone Number FAX Number Signature/Title Type Name of Signature Date Additional Contact Information Send Payments To: (REQUIRED ONLY if different from above) Firm's Complete Legal Name Address City, State, Zip Contact Name Telephone Number FAX Number Email Address ITB 13-6113 58 Janitorial Services Packet Page -900- 2/11/2014 16.E.9. Co!O'er er County Admrtstrative Services Division Purchasing Attachment 4: Vendor Submittal— Local Vendor Preference Affidavit Solicitation: #13-6113—Janitorial Services (Check Appropriate Boxes Below) State of Florida (Select County if Vendor is described as a Local Business ❑ Collier County ❑ Lee County Vendor affirms that it is a local business as defined by the Purchasing Policy of the Collier County Board of County Commissioners and the Regulations Thereto. As defined in Section XI of the Collier County Purchasing Policy; A"local business" is defined as a business that has a valid occupational license issued by either Collier or Lee County for a minimum of one (1) year prior to a Collier County bid or proposal submission that authorizes the business to provide the commodities or services to be purchased, and a physical business address located within the limits of Collier or Lee Counties from which the vendor operates or performs business. Post Office Boxes are not verifiable and shall not be used for the purpose of establishing said physical address. In addition to the foregoing, a vendor shall not be considered a "local business" unless it contributes to the economic development and well-being of either Collier or Lee County in a verifiable and measurable way. This may include, but not be limited to, the retention and expansion of employment opportunities, the support and increase to either Collier or Lee County's tax base, and residency of employees and principals of the business within Collier or Lee County. Vendors shall affirm in writing their compliance with the foregoing at the time of submitting their bid or proposal to be eligible for consideration as a"local business" under this section. Vendor must complete the following information: Year Business Established in ❑Collier County or❑ Lee County: Number of Employees (Including Owner(s) or Corporate Officers): Number of Employees Living in ❑ Collier County or❑ Lee(Including Owner(s) or Corporate Officers): If requested by the County, vendor will be required to provide documentation substantiating the information given in this affidavit. Failure to do so will result in vendor's submission being deemed not applicable. Vendor Name: Date: Address in Collier or Lee County: Signature: Title: STATE OF FLORIDA ❑ COLLIER COUNTY ❑ LEE COUNTY Sworn to and Subscribed Before Me, a Notary Public, for the above State and County, on this Day of , 20 Notary Public My Commission Expires: (AFFIX OFFICIAL SEAL) ITB 13-6113 59 Janitorial Services Packet Page-901- 2/11/2014 16.E.9. Acinnistrattve Coder Co rnt , Services Pur,.nas,r, Attachment 5: Vendor Submittal—Immigration Affidavit Solicitation:#13-6113—Janitorial Services This Affidavit is required and should be signed, notarized by an authorized principal of the firm and submitted with formal Invitations to Bid (ITB's) and Request for Proposals (RFP) submittals. Further, Vendors / Bidders are required to enroll in the E-Verify program, and provide acceptable evidence of their enrollment, at the time of the submission of the vendor's/bidder's proposal. Acceptable evidence consists of a copy of the properly completed E-Verify Company Profile page or a copy of the fully executed E-Verify Memorandum of Understanding for the company. Failure to include this Affidavit and acceptable evidence of enrollment in the E-Verify program, may deem the Vendor/ Bidder's proposal as non-responsive. Collier County will not intentionally award County contracts to any vendor who knowingly employs unauthorized alien workers, constituting a violation of the employment provision contained in 8 U.S.C. Section 1324 a(e) Section 274A(e) of the Immigration and Nationality Act("INA"). Collier County may consider the employment by any vendor of unauthorized aliens a violation of Section 274A(e) of the INA. Such Violation by the recipient of the Employment Provisions contained in Section 274A(e) of the INA shall be grounds for unilateral termination of the contract by Collier County. Vendor attests that they are fully compliant with all applicable immigration laws (specifically to the 1986 Immigration Act and subsequent Amendment(s)) and agrees to comply with the provisions of the Memorandum of Understanding with E- Verify and to provide proof of enrollment in The Employment Eligibility Verification System (E-Verify), operated by the Department of Homeland Security in partnership with the Social Security Administration at the time of submission of the Vendor's/ Bidder's proposal. Company Name Print Name Title Signature Date State of County of The foregoing instrument was signed and acknowledged before me this day of , 20 , by who has produced as identification. (Print or Type Name) (Type of Identification and Number) Notary Public Signature Printed Name of Notary Public Notary Commission Number/Expiration The signee of this Affidavit guarantees, as evidenced by the sworn affidavit required herein, the truth and accuracy of this affidavit to interrogatories hereinafter made. ITB 13-6113 60 Janitorial Services Packet Page -902- 2/11/2014 16.E.9. Corer County Aderanisvative Services Division Purhasing Attachment 6: Vendor Substitute W—9 Request for Taxpayer Identification Number and Certification In accordance with the Internal Revenue Service regulations, Collier County is required to collect the following information for tax reporting purposes from individuals and companies who do business with the County (including social security numbers if used by the individual or company for tax reporting purposes). Florida Statute 119.071(5) require that the county notify you in writing of the reason for collecting this information, which will be used for no other purpose than herein stated. Please complete all information that applies to your business and return with your quote or proposal. 1. General Information (provide all information) Taxpayer Name (as shown on income tax return) Business Name (if different from taxpayer name) Address City State Zip Telephone FAX Email Order Information Remit/Payment Information Address Address City State Zip _ City State Zip FAX FAX Email Email 2. Company Status (check only one) _Individual/Sole Proprietor _Corporation _Partnership _Tax Exempt(Federal income tax-exempt entity _ Limited Liability Company under Internal Revenue Service guidelines IRC 501 (c) 3) Enter the tax classification (D=Disregarded Entity, C=Corporation, P=Partnership) 3. Taxpayer Identification Number(for tax reporting purposes only) Federal Tax Identification Number(TIN) (Vendors who do not have a TIN, will be required to provide a social security number prior to an award of the contract.) 4. Sign and Date Form Certification: Under penalties of perjury, I certify that the information shown on this form is correct to my knowledge. Signature Date Title Phone Number ITB 13-6113 61 Janitorial Services Packet Page -903- 2/11/2014 16.E.9. Co . ier County Admtnistratm Services Division Purchasing Attachment 7: Vendor Submittal -Insurance and Bonding Requirements Insurance/Bond Type Required Limits 1. ®Worker's Statutory Limits of Florida Statutes, Chapter 440 and all Federal Government Compensation Statutory Limits and Requirements 2. ® Employer's Liability $1,000,000 single limit per occurrence 3. ® Commercial General Bodily Injury and Property Damage Liability (Occurrence Form) patterned after the current $2,000,000 single limit per occurrence, $2,000,000 aggregate for Bodily Injury ISO form Liability and Property Damage Liability. This shall include Premises and Operations; Independent Contractors; Products and Completed Operations and Contractual Liability. 4. ® Indemnification To the maximum extent permitted by Florida law, the ContractorNendor/Consultant shall indemnify and hold harmless Collier County, its officers and employees from any and all liabilities, damages, losses and costs, including, but not limited to, reasonable attorneys' fees and paralegals'fees, to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of the ContractorNendor/Consultant or anyone employed or utilized by the ContractorNendor/Consultant in the performance of this Agreement. This indemnification obligation shall not be construed to negate, abridge or reduce any other rights or remedies which otherwise may be available to an indemnified party or person described in this paragraph. This section does not pertain to any incident arising from the sole negligence of Collier County. 4. x Automobile Liability $ 1,000.000 Each Occurrence; Bodily Injury& Property Damage, Owned/Non-owned/Hired; Automobile Included 5. ❑ Other insurance as ❑Watercraft $ Per Occurrence noted: ❑ United States Longshoreman's and Harborworker's Act coverage shall be maintained where applicable to the completion of the work. $ Per Occurrence ❑ Maritime Coverage (Jones Act) shall be maintained where applicable to the completion of the work. $ Per Occurrence ❑Aircraft Liability coverage shall be carried in limits of not less than $5,000,000 each occurrence if applicable to the completion of the Services under this Agreement. $ Per Occurrence ❑ Pollution $ Per Occurrence ❑ Professional Liability $ per claim and in the aggregate • $1,000,000 per claim and in the aggregate • $2,000,000 per claim and in the aggregate ITB 13-6113 62 Janitorial Services Packet Page-904- 2/11/2014 16.E.9. ❑ Project Professional Liability $ Per Occurrence ❑Valuable Papers Insurance $ Per Occurrence 6. ® Bid bond Shall be submitted with proposal response in the form of certified funds, cashiers' check or an irrevocable letter of credit, a cash bond posted with the County Clerk, or proposal bond in a sum equal to 5% of the cost proposal. All checks shall be made payable to the Collier County Board of County Commissioners on a bank or trust company located in the State of Florida and insured by the Federal Deposit Insurance Corporation. 7. ® Performance and For projects in excess of$200,000, bonds shall be submitted with the Payment Bonds executed contract by Proposers receiving award, and written for 100% of the Contract award amount, the cost borne by the Proposer receiving an award. The Performance and Payment Bonds shall be underwritten by a surety authorized to do business in the State of Florida and otherwise acceptable to Owner; provided, however, the surety shall be rated as"A-"or better as to general policy holders rating and Class V or higher rating as to financial size category and the amount required shall not exceed 5% of the reported policy holders' surplus, all as reported in the most current Best Key Rating Guide, published by A.M. Best Company, Inc. of 75 Fulton Street, New York, New York 10038. 8. ® Vendor shall ensure that all subcontractors comply with the same insurance requirements that he is required to meet. The same Vendor shall provide County with certificates of insurance meeting the required insurance provisions. 9. ® Collier County must be named as "ADDITIONAL INSURED" on the Insurance Certificate for Commercial General Liability where required. 10. ® The Certificate Holder shall be named as Collier County Board of County Commissioners, OR, Board of County Commissioners in Collier County, OR Collier County Government. The Certificates of Insurance must state the Contract Number, or Project Number, or specific Project description, or must read: For any and all work performed on behalf of Collier County. 11. ❑ Thirty (30) Days Cancellation Notice required. Vendor's Insurance Statement We understand the insurance requirements of these specifications and that the evidence of insurability may be required within five (5) days of the award of this solicitation. Name of Firm Date Vendor Signature Print Name Insurance Agency Agent Name Telephone Number ITB 13-6113 63 Janitorial Services Packet Page-905- 2/11/2014 16.E.9. AGREEMENT13-6113 for Janitorial Services THIS AGREEMENT, made and entered into on this day of 2014, by and between ISS Facility Services, Inc., authorized to do business in the State of Florida, whose business address is 2739 US Hwy 19, Suite 422, Holiday, Florida, 34691, (the "Contractor") and Collier County, a political subdivision of the State of Florida, (the "County"): WITNES SETH: 1. COMMENCEMENT. The contract shall be for a one (1) year period, commencing on March 1, 2014 and terminating one (1) year from that date. The County may, at its discretion and with the consent of the Contractor, renew the Agreement under all of the terms and conditions contained in this Agreement for three (3) additional one (1) year periods. The County shall give the Contractor written notice of the County's intention to extend the Agreement term not less than ten(10) days prior to the end of the Agreement term then in effect. >, 3. STATEMENT OF WORK. The Contractor shall perform County wide janitorial services in accordance with the terms and conditions of Bid #13-6113 - Janitorial Services, the Contractor's proposal and Exhibit B, referred to herein and made an integral part of this agreement. This Agreement contains the entire understanding between the parties and any modifications to this Agreement shall be mutually agreed upon in writing by the Contractor and the County Project or Contract Manager or his designee, in compliance with the County Purchasing Ordinance and Procedures in effect at the time such services are authorized. 4. THE CONTRACT SUM. The County shall pay the Contractor for the performance of this Agreement based on the unit prices set forth in Exhibit A attached hereto and made a part hereof, subject to Change Orders as approved in advance by the County. Payment will be made upon receipt of a proper invoice and upon approval by the Facilities Manager or his designee, and in compliance with Chapter 218, Fla. Stats., otherwise known as the "Local Government Prompt Payment Act". 4.1 Payments will be made for services furnished, delivered, and accepted, upon receipt and approval of invoices submitted on the date of services or within six (6) months after completion of contract. Any untimely submission of invoices beyond the specified deadline period is subject to non-payment under the legal doctrine of Page 1 of8 Packet Page-906- 2/11/2014 16.E.9. "Iaches" as untimely submitted. Time shall be deemed of the essence with respect to the timely submission of invoices under this agreement. 5. SALES TAX. Contractor shall pay all sales, consumer, use and other similar taxes associated with the Work or portions thereof, which are applicable during the performance of the Work. 6. NOTICES. All notices from the County to the Contractor shall be deemed duly served if mailed or faxed to the Contractor at the following Address: ISS Facility Services, Inc. 2739 US Hwy 19,Suite 422 Holiday, Florida 34691 Attention:Jim Williams, Managing Director Telephone: 727-943-3910 Facsimile: 727-943-3911 All Notices from the Contractor to the County shall be deemed duly served if mailed or faxed to the County to: Collier County Government Center Purchasing Department 3327 Tamiami Trail, East Naples, Florida 34112 Attention: Purchasing&General Services Director Telephone: 239-252-8975 Facsimile: 239-252-6480 The Contractor and the County may change the above mailing address at any time upon giving the other party written notification. All notices under this Agreement must be in writing. 7. NO PARTNERSHIP. Nothing herein contained shall create or be construed as creating a partnership between the County and the Contractor or to constitute the Contractor as an agent of the County. 8. PERMITS: LICENSES: TAXES. In compliance with Section 218.80, F.S., all permits necessary for the prosecution of the Work shall be obtained by the Contractor. Payment for all such permits issued by the County shall be processed internally by the County. All non-County permits necessary for the prosecution of the Work shall be procured and paid for by the Contractor. The Contractor shall also be solely responsible for payment of any and all taxes levied on the Contractor. In addition, the Contractor shall comply with all rules, regulations and laws of Collier County, the State of Florida, or the U. S. Government now in force or hereafter adopted. The Contractor agrees to comply Page 2 of 8 Packet Page -907- 0 2/11/2014 16.E.9. with all laws governing the responsibility of an employer with respect to persons employed by the Contractor. 9. NO IMPROPER USE. The Contractor will not use, nor suffer or permit any person to use in any manner whatsoever, County facilities for any improper, immoral or offensive purpose, or for any purpose in violation of any federal, state, county or municipal ordinance, rule, order or regulation, or of any governmental rule or regulation now in effect or hereafter enacted or adopted. In the event of such violation by the Contractor or if the County or its authorized representative shall deem any conduct on the part of the Contractor to be objectionable or improper, the County shall have the right to suspend the contract of the Contractor. Should the Contractor fail to correct any such violation, conduct, or practice to the satisfaction of the County within twenty-four (24) hours after receiving notice of such violation, conduct, or practice, such suspension to continue until the violation is cured. The Contractor further agrees not to commence operation during the suspension period until the violation has been corrected to the satisfaction of the County. 10. TERMINATION. Should the Contractor be found to have failed to perform his services in a manner satisfactory to the County as per this Agreement, the County may terminate said agreement for cause; further the County may terminate this Agreement for convenience with a thirty (30) day written notice. The County shall be sole judge of non-performance. In the event that the County terminates this Agreement, Contractor's recovery against the County shall be limited to that portion of the Contract Amount earned through the date of termination. The Contractor shall not be entitled to any other or further recovery against the County, including, but not limited to, any damages or any anticipated profit on portions of the services not performed. 11. NO DISCRIMINATION. The Contractor agrees that there shall be no discrimination as to race, sex, color, creed or national origin. 12. INSURANCE. The Contractor shall provide insurance as follows: A. Commercial General Liability: Coverage shall have minimum limits of $2,000,000 Per Occurrence, $2,000,000 aggregate for Bodily Injury Liability and Property Damage Liability. This shall include Premises and Operations; Independent Contractors; Products and Completed Operations and Contractual Liability. B. Business Auto Liability: Coverage shall have minimum limits of $1,000,000 Per Occurrence, Combined Single Limit for Bodily Injury Liability and Property Damage Liability. This shall include: Owned Vehicles, Hired and Non-Owned Vehicles and Employee Non-Ownership. C. Workers' Compensation Insurance covering all employees meeting Statutory Limits in compliance with the applicable state and federal laws. Page 3 of 8 Packet Page -908- c4 2/11/2014 16.E.9. The coverage must include Employers' Liability with a minimum limit of $1,000,000 for each accident. Special Requirements: Collier County Government shall be listed as the Certificate Holder and included as an Additional Insured on the Comprehensive General Liability Policy. Current, valid insurance policies meeting the requirement herein identified shall be maintained by Contractor during the duration of this Agreement. The Contractor shall provide County with certificates of insurance meeting the required insurance provisions. Renewal certificates shall be sent to the County ten (10) days prior to any expiration date. Coverage afforded under the policies will not be canceled or allowed to expire until the greater of: ten (10) days prior written notice, or in accordance with policy provisions. Contractor shall also notify County, in a like manner, within twenty- four (24) hours after receipt, of any notices of expiration, cancellation, non-renewal or material change in coverage or limits received by Contractor from its insurer, and nothing contained herein shall relieve Contractor of this requirement to provide notice. Contractor shall ensure that all subcontractors comply with the same insurance requirements that he is required to meet. 13. INDEMNIFICATION. To the maximum extent permitted by Florida law, the Contractor shall indemnify and hold harmless Collier County, its officers and employees from any and all liabilities, damages, losses and costs, including, but not limited to, reasonable attorneys' fees and paralegals' fees, whether resulting from any claimed breach of this Agreement by Contractor, any statutory or regulatory violations, or from personal injury, property damage, direct or consequential damages, or economic loss, to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of the Contractor or anyone employed or utilized by the Contractor in the performance of this Agreement. This indemnification obligation shall not be construed to negate, abridge or reduce any other rights or remedies which otherwise may be available to an indemnified party or person described in this paragraph. This section does not pertain to any incident arising from the sole negligence of Collier County. 13.1 The duty to defend under this Article 13 is independent and separate from the duty to indemnify, and the duty to defend exists regardless of any ultimate liability of the Contractor, County and any indemnified party. The duty to defend arises immediately upon presentation of a claim by any party and written notice of such claim being provided to Contractor. Contractor's obligation to indemnify and defend under this Article 13 will survive the expiration or earlier termination of this Agreement until it is determined by final judgment that an action against the County or an indemnified party for the matter indemnified hereunder is fully and finally barred by the applicable statute of limitations. Page 4 of 8 Packet Page-909- cq 2/11/2014 16.E.9. 14. CONTRACT ADMINISTRATION. This Agreement shall be administered on behalf of the County by the Facilities Management Department. 15. CONFLICT OF INTEREST: Contractor represents that it presently has no interest and shall acquire no interest, either direct or indirect, which would conflict in arty manner with the performance of services required hereunder. Contractor further represents that no persons having any such interest shall be employed to perform those services. 16. COMPONENT PARTS OF THIS CONTRACT. This Contract consists of the following component parts, all of which are as fully a part of the contract as if herein set out verbatim: Contractor's Proposal, Insurance Certificate, Performance and Payment Bonds, Bid #13-6113 - Janitorial Services - addendum 2, Detailed Scope of work, Exhibit A of this contract, Exhibit B of this contract and Addenda 1, 2 and 3. 17. SUBJECT TO APPROPRIATION. It is further understood and agreed by and between the parties herein that this agreement is subject to appropriation by the Board of County Commissioners. 18. PROHIBITION OF GIFTS TO COUNTY EMPLOYEES. No organization or individual shall offer or give, either directly or indirectly, any favor, gift, loan, fee, service or other item of value to any County employee, as set forth in Chapter 112, Part III, Florida Statutes, Collier County Ethics Ordinance No. 2004-05, and County Administrative Procedure 5311. Violation of this provision may result in one or more of the following consequences: a. Prohibition by the individual, firm, and/or any employee of the firm from contact with County staff for a specified period of time; b. Prohibition by the individual and/or firm from doing business with the County for a specified period of time, including but not limited to: submitting bids, RFP, and/or quotes; and, c. immediate termination of any contract held by the individual and/or firm for cause. 19. IMMIGRATION LAW COMPLIANCE. By executing and entering into this agreement, the Contractor is formally acknowledging without exception or stipulation that it is fully responsible for complying with the provisions of the Immigration Reform and Control Act of 1986 as located at 8 U.S.C. 1324, et seq. and regulations relating thereto, as either may be amended. Failure by the Contractor to comply with the laws referenced herein shall constitute a breach of this agreement and the County shall have the discretion to unilaterally terminate this agreement immediately. 20. OFFER EXTENDED TO OTHER GOVERNMENTAL ENTITIES. Collier County encourages and agrees to the successful proposer extending the pricing, terms and conditions of this solicitation or resultant contract to other governmental entities at the discretion of the successful proposer. 21. AGREEMENT TERMS. If any portion of this Agreement is held to be void, invalid, or otherwise unenforceable, in whole or in part, the remaining portion of this Agreement shall remain in effect. Page 5 of 8 c9 Packet Page-910- 2/11/2014 16.E.9. 22. ADDITIONAL ITEMS/SERVICES. Additional items and/or services may be added to this contract in compliance with the Purchasing Ordinance and Procedures. 23. DISPUTE RESOLUTION. Prior to the initiation of any action or proceeding permitted by this Agreement to resolve disputes between the parties, the parties shall make a good faith effort to resolve any such disputes by negotiation. The negotiation shall be attended by representatives of Contractor with full decision-making authority and by County's staff person who would make the presentation of any settlement reached during negotiations to County for approval. Failing resolution, and prior to the commencement of depositions in any litigation between the parties arising out of this Agreement, the parties shall attempt to resolve the dispute through Mediation before an agreed-upon Circuit Court Mediator certified by the State of Florida. The mediation shall be attended by representatives of Contractor with full decision-making authority and by County's staff person who would make the presentation of any settlement reached at mediation to County's board for approval. Should either party fail to submit to mediation as required hereunder, the other party may obtain a court order requiring mediation under section 44.102,Fla. Stat. 24. VENUE. Any suit or action brought by either party to this Agreement against the other party relating to or arising out of this Agreement must be brought in the appropriate federal or state courts in Collier County, Florida, which courts have sole and exclusive jurisdiction on all such matters. 25. 25. KEY PERSONNEL/PROTECT STAFFING: The Contractor's personnel and management to be utilized for this project shall be knowledgeable in their areas of expertise. The County reserves the right to perform investigations as may be deemed necessary to ensure that competent persons will be utilized in the performance of the contract. The Contractor shall assign at a minimum of three (3) total supervisors; two (2) daytime and one (1) night time. The Contractor shall also staff as many people necessary to complete the project on a timely basis, and each person assigned shall be available for an amount of time adequate to meet the dates set forth in the Project Schedule. The Contractor shall not change Key Personnel unless the following conditions are met: (1) Proposed replacements have substantially the same or better qualifications and/or experience. (2) that the County is notified in writing as far in advance as possible. The Contractor shall make commercially reasonable efforts to notify Collier County within seven (7) days of the change. The County retains final approval of proposed replacement personnel. 26. ORDER OF PRECEDENCE: In the event of any conflict between or among the terms of any of the Contract Documents, the terms of the Agreement shall take precedence over the terms of all other Contract Documents. 27. ASSIGNMENT: Contractor shall not assign this Agreement or any part thereof, without the prior consent in writing of the County. Any attempt to assign or otherwise transfer Page 6 of 8 Packet Page -911- c� 2/11/2014 16.E.9. this Agreement, or any part herein, without the County's consent, shall be void. If Contractor does, with approval, assign this Agreement or any part thereof, it shall require that its assignee be bound to it and to assume toward Contractor all of the obligations and responsibilities that Contractor has assumed toward the County. Page 7 of 8 Packet Page -912- . 2/11/2014 16.E.9. IN WITNESS WHEREOF, the Contractor and the County, have each, respectively, by an authorized person or agent, hereunder set their hands and seals on the date and year first above written. BOARD OF COUNTY COMMISSIONERS ATTEST: COLLIER COUNTY,FLORIDA Dwight E. Brock, Clerk of Courts By: By: Dated: Tom Henning, Chairman (SEAL) ISS Facility Services, Inc. Contractor By: First Witness Signature 1'Type/print witness nameT Second Witness Type/print signature and title TType/print witness nameT Approved as to Form and Legality: Assistant County Attorney Print Name Page 8 of 8 Packet Page -913- 2/11/2014 16.E.9* z. .p� W�iA s` d 4i TNr7 - - c m . gal ,+� N C , , .„,, i O t!� Y N,H �?'b0 P-N - o{ Imo:.. , it qr ii ., H�'' r bog r aat�e G M '.. !+� �C!ir " elf. .. ,..:2.,,T;e VK� +' t.,, ppC ��!WN 'F, �lg _„ . s,-,ogl N Iti j 4 -4”MI""Yl .N .W� iP � .. 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Exhibit B Additional Scope Trash Removal On all service days, upon completion of service in the Government Center Complex, trash must be taken from each individual buildings to the trash compactor located behind the Collier County Jail (Building J). Scheduling, Employee Work Hours and Wages The cleaning of the following locations shall not observe the County Holiday schedule. These facilities shall be cleaned according to their normal schedule at all times. 1. All Sheriff Substations 2. Criminal Investigation Division (CID) 3. Sheriff's office (CCSO) Fleet 4. All beach restrooms 5. All general Park facilities 6. 911 Call Center in the ESC building Packet Page-917- cA 2/11/2014 16.E.9. N. CO N. a vi .. v o p 0 H VI o c L/1� io O p U a 1HiiHH 1.':'. :',; ;''H‘ 1 u k z ul o N R a 7 �o.. k 0 N F S o v gg 1 :21::::$4 1 Al iiiiiiiii ..... ..„„ ,...._ IHK x a Oc ni• m O II iN N y " t Z �c a m c 4 a m m m p p v ii ''1'1'1""' Packet Page-918-