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2014-065 1;1 CONTRACTOR AGREEMENT FOR JANITORIAL SERVICES THIS AGREEMENT, made and entered into this Q1/ day of f Uq u St" 2014, A.D., by and between the City of Clermont 685 West Montrose Street, Clermont, Florida (hereinafter referred to as "OWNER"), and UNITED STATES SERVICE INDUSTRIES, INC. a Corporation authonzed to conduct business in the State of Florida, 845 Teague Trail #2, Lady Lake, FL 32159 (hereinafter referred to as "CONTRACTOR"). WITNESSETH: That the parties hereto, for the consideration hereinafter set forth, mutually agree as follows: ARTICLE I - SCOPE OF WORK The CONTRACTOR shall furnish all labor, matenals, equipment, machinery, tools, apparatus and transportation and perform all of the work described in the bid documents and specifications entitled: RFP NO. 14-030 Janitorial Services as prepared by Owner and its agents shall do everything required by this Contract and the other Contract Documents contained in the specifications, which are a part of these Documents. The services shall be provided at the intervals and according to the schedule set forth in the bid documents contained in RFP 14-030. ARTICLE II - THE CONTRACT SUM The OWNER shall pay to the CONTRACTOR, for the faithful performance of the Contract, in lawful tender of the United States, and subject to addition and deductions as provided in the Contract Documents and the Unit Price Schedule, attached hereto and incorporated herein as Exhibit "A". The total contract sum shall not exceed ONE HUNDRED EIGHTY-SEVEN THOUSAND SEVEN HUNDRED AND THIRTEEN AND 72/100 DOLLARS ($187,713.72) for each year of the contract. ARTICLE III - COMMENCEMENT AND COMPLETION OF WORK 1. The CONTRACTOR shall commence work within ten (10) calendar days after receipt of a Notice to Proceed or Purchase Order from OWNER. 2. The CONTRACTOR shall prosecute the work with faithfulness and diligence. 3. The CONTRACTOR further declares he has examined the sites of the work and that from personal knowledge and experience or that he has made sufficient investigations to fully satisfy himself that such sites are correct and suitable for 1 the work and he assumes full responsibility therefore. Any ambiguity or uncertainty in the Specifications shall be interpreted and construed by the OWNER'S representative and his/her decision shall be final and binding upon all parties. It is distinctly understood and agreed that the passing, approval and/or acceptance of any part of the work or material by the OWNER or by any agent or representative as in compliance with the terms of this Contract and/or of the Specifications covering said work shall not operate as a waiver by the OWNER of strict compliance with the terms of this Contract and/or the Drawings and Specifications covering said work; and the OWNER may require the CONTRACTOR and/or his Surety to repair, replace, restore and/or make to comply strictly and in all things with this Contract and Specifications any and all of said work and/or materials ARTICLE IV—TERM AND TERMINATION 1. This Contract shall take effect upon the date that it is last executed by the parties as set forth below and will continue in effect for three (3) years thereafter, whereupon it shall automatically expire, unless renewed by OWNER as provided herein. Any expiration or termination of this Contract, including any renewal term, shall continue to remain in full force and effect for the purposes of any warranty or guaranty period applicable to any order fulfilled by CONTRACTOR. OWNER at its sole option shall, upon written notice to CONTRACTOR, have the right to renew this contract for two (2) additional one (1) year terms. CONTRACTOR expressly agrees that the pricing as set forth in Exhibit A hereto, shall remain in effect and constant throughout the entirety of any and all renewal periods hereunder. 2. Either party may terminate this Agreement at anytime upon breach of the terms and conditions set forth herein by the other party. OWNER may at anytime and without cause upon thirty (30) days written notice terminate this Agreement for convenience. In the event of such termination for convenience, the OWNER shall pay CONTRACTOR the amount set forth herein for any undisputed services provided prior to and up to the date of termination. ARTICLE V - PAYMENTS In accordance with the provisions fully set forth in the Contract Documents, CONTRACTOR shall submit a monthly invoice to OWNER for services provided in the prior month. OWNER shall make payment to CONTRACTOR on all undisputed invoices within thirty(30) calendar days after receipt thereof. 2 ARTICLE VI - ADDITIONAL BONDS It is further mutually agreed between the parties hereto that if, at any time after the execution of this Agreement and the Surety Bonds hereto attached for its faithful performance and payment of labor and materials, the OWNER shall deem the Surety or Sureties upon such bonds to be unsatisfactory, or if, for any reason, such bonds cease to be adequate to cover the performance and payments of the work, the CONTRACTOR shall, at his expense, and within seven (7) days after receipt of Notice from the OWNER to do so, furnish additional bonds, in such form and amounts, and with such Sureties as shall be satisfactory to the OWNER. In such event, no further payment to the CONTRACTOR shall be deemed due under this Agreement until such new or additional security for the faithful performance and for payment of labor and materials of the work shall be furnished in manner and form satisfactory to the OWNER. ARTICLE VII— DISPUTE RESOLUTION - MEDIATION 1. Any claim, dispute or other matter in question arising out of or related to this Agreement shall be subject to mediation as a condition precedent to voluntary arbitration or the institution of legal or equitable proceedings by either party. 2. The Owner and Contractor shall endeavor to resolve claims, disputes and other matters in question between them by mediation. 3. The parties shall share the mediator's fee and any filing fees equally. The mediation shall be held in the place where the Project is located, unless another location is mutually agreed upon. Agreements reached in mediation shall be enforceable as settlement agreements in any court having jurisdiction thereof. ARTICLE VIII—INSURANCE AND INDEMNIFICATION RIDER 1. Worker's Compensation Insurance - The Contractor shall take out and maintain during the life of this Agreement Worker's Compensation Insurance for all his employees connected with the work of this Project and, in case any work is sublet, the Contractor shall require the subcontractor similarly to provide Worker's Compensation Insurance for all of the latter's employees unless such employees are covered by the protection afforded by the Contractor. Such insurance shall comply with the Florida Worker's Compensation Law. In case any class of employees engaged in hazardous work under this contract at the site of the Project is not protected under the Worker's Compensation statute, the Contractor shall provide adequate insurance, satisfactory to the Owner, for the protection of employees not otherwise protected. 2. Contractor's Public Liability and Property Damage Insurance - The Contactor shall take out and maintain during the life of this Agreement Comprehensive General Liability and Comprehensive Automobile Liability Insurance as shall protect it from claims for damage for personal injury, including accidental death, as well as claims 3 for property damages which may arise from operating under this Agreement whether such operations are by itself or by anyone directly or indirectly employed by it, and the amount of such insurance shall be minimum limits as follows: (a) Contractor's Comprehensive General, $1,000,000 Each ($2,000,000 aggregate) Liability Coverages, Bodily Injury Occurrence, & Property Damage Combined Single Limit (b) Automobile Liability Coverages, $500,000 Each Bodily Injury&Property Damage Occurrence, Combined Single Limit (c) Excess Liability, Umbrella Form $2,000,000 Each Occurrence, Combined Single Limit (d) The Owner and Contractor are responsible for the property owned or leased by each party. Owner and Contractor hereby waive all rights of recovery and subrogation against the other for damage of such property. Insurance clause for both BODILY INJURY AND PROPERTY DAMAGE shall be amended to provide coverage on an occurrence basis. The Owner must be added as additional insured to the coverage provided under this provision. 3. Subcontractor's Public Liability and Property Damage Insurance - The Contractor shall require each of his subcontractors to procure and maintain during the life of this subcontract, insurance of the type specified above or insure the activities of his subcontractors in his policy, as specified above. 4. Owner's and Contractor's Protective Liability Insurance - The Owner shall procure and furnish an Owner's and Contractor's Protective Liability Insurance Policy with the following minimum limits: (a) Bodily Injury Liability& $1,000,000 each ($2,000,000 aggregate) Property Damage Liability Occurrence Combined Single Limit 5. Indemnification Rider (a) To cover to the fullest extent permitted by law, the Contractor shall indemnify and hold harmless the Owner and its agents and employees from and against all claims, damages, losses and expenses, including but not limited to attorney's fees, arising out of or resulting from the performance of the Work, provided that any such claim, damage, loss or expense (1) is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property(other than the Work itself) , and (2) is caused in whole or in part by any negligent act 4 or omission of the Contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, regardless of whether or not it is caused in part by a party indemnified hereunder. Such obligation shall not be construed to negate, abridge, or otherwise reduce any other right to obligation of indemnity which would otherwise exist as to any party or person described in this Article. (b) In any and all claims against the Owner or any of its agents or employees by any employee of the Contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, the indemnification obligations under this Paragraph shall not be limited in any way by any limitation on the amount or type of damages, compensation or benefits payable by or for the Contractor or any subcontractor under workers' or workmen's compensation acts, disability benefit acts or other employee benefit acts. (c) The Contractor hereby acknowledges receipt of ten dollars and other good and valuable consideration from the Owner for the indemnification provided herein. ARTICLE IX-NOTICES All notices shall be in writing and sent by United States mail, certified or registered, with return receipt requested and postage prepaid, or by nationally recognized overnight courier service to the address of the party set forth below. Any such notice shall be deemed given when received by the party to whom it is intended. CONTRACTOR: United States Service Industries, Inc. 845 Teague Trail#2 Lady Lake, FL 32159 OWNER: City of Clermont Attn: Darren Gray, City Manager 685 W. Montrose Street Clermont, FL 34711 ARTICLE X—MISCELLANEOUS 1. Attorneys' Fees. In the event a suit or action is instituted to enforce or interpret any provision of this agreement, the prevailing party shall be entitled to recover 5 such sum as the Court may adjudge reasonable as attorneys' fees at trial or on any appeal, in addition to all other sums provided by law. 2. Waiver. The waiver by city of breach of any provision of this agreement shall not be construed or operate as a waiver of any subsequent breach of such provision or of such provision itself and shall in no way affect the enforcement of any other provisions of this agreement. 3. Severability. If any provision of this agreement or the application thereof to any person or circumstance is to any extent invalid or unenforceable, such provision, or part thereof, shall be deleted or modified in such a manner as to make the agreement valid and enforceable under applicable law, the remainder of this agreement and the application of such a provision to other persons or circumstances shall be unaffected, and this agreement shall be valid and enforceable to the fullest extent permitted by applicable law. 4. Amendment. Except for as otherwise provided herein, this agreement may not be modified or amended except by an agreement in writing signed by both parties. 5. Entire Agreement. This agreement including the documents incorporated by reference contains the entire understanding of the parties hereto and supersedes all prior and contemporaneous agreements between the parties with respect to the performance of services by contractor. 6. Assignment. This agreement is personal to the parties hereto and may not be assigned by contractor, in whole or in part, without the prior written consent of city. 7. Venue. The parties agree that the sole and exclusive venue for any cause of action arising out of this agreement shall be Lake County, Florida. 8. Applicable Law. This agreement and any amendments hereto are executed and delivered in the State of Florida and shall be governed, interpreted, construed and enforced in accordance with the laws of the State of Florida. 9. Records. Contractor expressly understands and acknowledges that any and all documents related to the services provided herein, may be considered records that are subject to examination and production in accordance with Florida's Public Records Law. Contractor expressly agrees that it will comply with all requirements related to said law and that it will hold city harmless for any such disclosure related to Florida's Public Records Law. 6 ARTICLE XI- CONTRACT DOCUMENTS The Contract Documents, as listed below are herein made fully a part of this Contract as if herein repeated. Document Precedence: 1. Contract Agreement 2. Revised Statement of Work, Exhibit B 2. All documents contained in RFP No.: 14-030 Janitorial Services and CONTRACTOR's June 2, 2014 response thereto, including any all addenda or amendments thereto. IN WITNESS WHEREOF, the parties hereto have executed this Agreement on this 2 L day of A U3 ut l 12014. City of Clermo, United States Service Industries, Inc. 410111r0410 Harold S. Turville,Jr., Mayor f v e-S 7 Print Name and Title Date: 'R - Date: 0(0/13/1q Attest: Attest: LIVa. 6 L,bkL ■ Tracy Ackroyd, City Clerk h ro SO C r J;s 0 x. Print Name and Title 4` 1 . , •S 7 EXHIBIT A SECTION — K COST OF SERVICES C�f,Yb Description 0 Location PriceGte Month Annual Price EfDPNELlaia t391D 1 City Hall,685 West Montrose Street, Clermont, FL $1,255 99 $15,071 88 34711 2 Clermont City Center,620 West Montrose Street, FL $982 00 $11,784 00 34711 3 Public Services,400 12th Street,Clermont, FL 34711 $621 54 $7,458 48 4 Public Services, 1201 Osceola Street,Clermont, FL $294 56 $3,534 72 34711 .• 6 Waterfront Park Restrooms, 103 3rd Street,Clermont, $331 64 $3,979 68 FL 34711 7 West Beach Restrooms,215 le Street, Clermont, FL $331 64 $3,979 68 34711 8 Boat Ramp Restrooms, 938 West Lake Minneola Drive, Clermont, FL 34711 $331 64 $3,979 68 9 Trail Head Restrooms,797 West Minneola Avenue, $331 64 $3,979 68 Clermont, FL 34711 10 Historic Village Restrooms,490 W Ave, Clermont, FL $331 18 $3,974 16 347,11 11 Police Department,865 West Montrose Street, $1,419 60 $17,035 20 Clermont, FL 34711 12 Highlander Building, 102 3rd Street,Clermont, FL $307 48 $3,689 76 34711 13 Waterfront Pavilion Building, 330 Third Street, $201 72 $2,420 64 Clermont, FL 34711 14 McKinney Park Pavilion Restrooms,801 Bloxam $173 00 $2,076 00 Avenue,Clermont, FL 34711 15 Bishop Field Restrooms, 950 East Avenue, Clermont, $173 00 $2,076 00 FL 34711 16 West Park Restrooms,65012th Street, Clermont, FL $173 00 $2,076 00 34711 Palatlakaha Park Concession Stand Restrooms and 17 Playground Restrooms, 1250 12th Street, Clermont, $331 64 $3,979 68 FL 34711 RFP No 14-030 Page 62 of 64 SECTION - K COST OF SERVICES 18 Hancock Park Restrooms and Pavilion Restrooms, $331 64 $3,979 68 3301 South Hancock Road, Clermont, FL 34711 19 Lake Felter Park Restrooms, 1750 Johns Lake Road, $331 18 $3,974 16 Clermont, FL 34711 20 Fire Department Administration Building, $622 81 $7,473 72 439 West Hwy 50, Clermont, FL 34711 21 Fire Station#1,439 West Hwy 50,Clermont, FL $649 00 $7,788 00 34711 22 Fire Station#2, 2200 Hartwood Marsh Road, $621 56 $7,458 72 Clermont, FL 34711 23 Fire Station#3,2155 Legends Way, Clermont, FL $629 32 $7,551 84 34711 24 Clermont Arts&Recreation Center, 3700 S Hwy 27, $4,866 03 $58,392 36 Clermont, FL 34711 Total Annual Price $187,713 72 (add lines 1-24) RFP No 14-030 Page 63 of 64 City of Clermont Bid 14-030 SECTION—K COST OF SERVICES ADDITIONAL PRICING FOR NON-ROUTINE JANITORIAL SERVICES L,N Descrllit arti 1 Location Unit Unit Cost 1 Special Event Cleaning Per Person-Per Hour $20.00 2 Carpet Cleaning Per Square Feet $0.16 3 Floor Stnpping/Sealing/Waxing Per Square Feet $0.30 4 Tile and Grout Cleaning Per Square Feet $0.25 Identify below the management facility/office from which services under this project will be supported. Facility Type: Regional Office Primary Point of Contact: Scott Spurgeon, Area Manager - Central Florida Name Title Provide facility address, primary contact phone number, fax number and email address. 845 Teague Trail, Suite 2, Lady Lake, FL 32159 352-445-1221 (p) 352-561-4539 (f) scspurgeoneussiclean.com END OF SECTION K RFP No:14-030 Page 64 of 64 6/2201412.19 PM p 66 City of Clermont Bid 14-030 SECTION—J SIGNATURE PAGE By signing this section the respondent certifies that: 1. It satisfies all legal requirements(as an entity)to do business with the City. 2. The undersigned respondent acknowledges that award of a contract may be contingent upon a determination by the City and that the respondent has the capacity and capability to successfully perform the contract. 3. The proposer hereby certifies that it understands all requirements of this solicitation, and that the undersigned individual is duly authorized to execute this proposal document and any contract(s) and/or other transactions required by award of this solicitation. Purchasing Agreements with Other Government Agencies This section is optional and will not affect contract award. If the City of Clermont awarded your company, would your company sell under the same terms and conditions, for the same price, to other governmental agencies in the State of Florida? Each governmental agency desiring to accept to utilize this contract shall be responsible for its own purchases and shall be liable only for materials or services ordered and received by it. © Yes E❑ No(Check one) By signing below,the respondent agrees to all terms,conditions,and specifications as stated in this solicitation,and is acting in an authorized capacity to execute this response.The respondent also certifies that it can and will provide and make available,at a minimum,the items set forth in this solicitation. Respondent Information and Signature Company Name(pnnt): United States Service Industries, Inc. (USSI) Street Address. 845 Teague Trail #2, Lady Lake, FL 32159 Mailing Address(ifdifferent) 4330 East West Hwy #200, Bethesda, MD 20814 Telephone 202-824-7440 Fax 202-393-5541 Email: dhewick@ussiclean.corn Payment Terms: 100 % days,net 30 FEIN 52 - 0897024 Professional License No.: P37332 Signature- Date 7-14-2014 Print Name: Danna Hewick Title Vice Pres/Business Development Does the respondent accept payment using the City's MASTERCARD? ❑ Yes gi No END OF SECTION J RFP No 14-030 Page 61 of 64 6/2/2014 12 19 PM p B3 EXHIBIT B SECTION — B STATEMENT OF WORK The detailed description of work to be performed is contained in this section. Unless expressly stated otherwise, the description of work shall apply to all general building areas. Floor stripping shall be done with at a low speed buffer (for stripping) and a stripping pad. Buffing shall be done with a high-speed buffer. Spot cleaning shall be done with a clean white cloth. Floor finish shall be applied with a looped nylon mop. The janitorial services shall commence on/about August 1st 2014 and shall continue for a period of three (3) years. 1 — ROUTINE TASKS OF ALL FACILITIES a. CLEAN AND DISINFECT DRINKING FOUNTAINS b. CLEAN AND DISINFECT RESTROOM FIXTURES: No chemical is to be left in toilets or urinals or on the fixture surfaces. c. CLEAN AND REFILL FLOOR DRAINS: The respondent shall clean all surfaces of the floor drains, and pour a solution of germicidal detergent down the floor drain to fill the drain trap each and every service cycle. d. WET CLEAN NON-CARPETED FLOORS (VCT, Ceramic, rubber, solid vinyl, tile, excluding any-unfinished-stone; example marble, granite): The respondent shall use neutral detergent solution and equipment as needed to remove soil from non- carpeted floors. After the floor has been wet cleaned it shall have a uniform appearance free of soil, stains, streaks, swirl marks, detergent film or any observable soil which can be removed by damp mopping. In restrooms the respondent shall use a germicidal detergent solution instead of neutral detergent solution. Floor mats, trash receptacles and chairs shall be moved in order to mop the entire floor and then shall be replaced only when the floor is dry. e. DE-SCALE TOILETS AND URINALS: The respondent shall use non-acid bowl cleaners. Bowl cleaners used will not damage the bowls, valves or fixtures. The Contractor will replace fixtures damaged with an identical product. f. DISINFECT, ALL RESTROOM SURFACES: The respondent shall use an approved germicidal detergent to damp clean molding and sills, ceramic walls, stall walls, clean wash basins, clean baseboards, and damp mop all ceramic tile floors. g. DUSTING FURNITURE SURFACES: The respondent shall maintain furniture surfaces free of dust. These surfaces include but are not limited to desks, chairs, telephones, lamps, tables, counters, cabinets, shelves, windowsills and other types RFP No 14-030 Page 9 of 64 SECTION — B STATEMENT OF WORK of furniture and surfaces or building fixtures. Papers, typewriters, calculators, computers, staplers, and similar desk items are not to be moved. h. DUSTING BUILDING SURFACES: The respondent shall use HEPA type vacuum with dusting tools and treated dust cloth to remove all dust, spider webs, dry soil, litter, etc., from all fixtures and surfaces from the floor up to and including the ceiling that are visible from the floor surface below or adjacent floor levels, balconies, stairs etc. This includes exposed surfaces of lights, ledges, walls, ceilings, ceiling mounted fans, partitions, rails, vertical and horizontal blinds, and w other types of fixtures and surfaces which are not considered to be furniture surfaces or specialty equipment below and including the ceiling surface. i. EMPTY RECEPTACLES AND REPLACE LINERS: In addition to normal trash removal, the respondent will remove all litter, cans, paper and other containers marked "TRASH" regardless of their location. If_not clearly marked TRASH it shall not be removed. The respondent shall break down cardboard boxes that are left for disposal and place them into dumpsters. The respondent shall replace all trash receptacle liners daily with a new trash receptacle liner of the proper size. The respondent shall remove non-permanent stains and soil from the interior and exterior of trash receptacles to include tops or lids. j. REFILL DISPENSERS: The respondent shall check and refill each toilet paper dispenser, hand soap dispenser, paper towel dispenser, etc. daily, in accordance with the directions of the suppliers and manufacturer. Replacement soap cartridges shall be of the type designed for the dispenser. When a dispenser is broken or missing parts the respondent must notify the City by the end of the work shift. k. SPOT CLEAN BUILDING SURFACES: The respondent shall ensure all foreign substances are removed from the surfaces of ledges, windows, partition glass, window sills, blinds, fire extinguishers, walls, doors, frames and sills, pictures, partitions, rails, stainless steel, chrome, brass, and other types of fixtures and surfaces. I. REMOVE CARPET STAINS: The respondent shall use carpet stain remover and gum remover to remove carpet stains and gummy soil from floor mats and all carpet surfaces when present. The respondent will use stain remover and equipment approved by the City to remove stain when first discovered (within 24 hours). Stains are considered any discoloring of the carpet that covers an area of four(4) square feet or less. RFP No 14-030 Page 10 of 64 SECTION — B STATEMENT OF WORK m. SPOT CLEAN FURNITURE: The respondent shall ensure all foreign substances are removed from the surfaces of chairs, telephones, cleared surfaces of desks, lamps, tables, cabinets, counters, shelves and other types of furniture and surfaces which are not considered to be building surfaces or building fixtures. Upholstered furniture should be cleaned- using appropriate vacuum cleaner attachments and spot cleaned if necessary to remove stains or heavy soils. n. SPRAY BUFF: Spray buffing shall be used to restore a uniform gloss and protective finish to resilient,tile or terrazzo floors that are finished with floor finish. All spray buff solutions shall be removed from the baseboards, furniture, trash receptacles, etc. High traffic areas may require more frequent services than outlined in this section. o. MAINTAINING MARBLE, GRANITE, TRAVERTINE AND TERRAZZO (non- finished): Dust mop with an untreated dust mop, and spot cleaning will be accomplished as soon as possible after a spill occurs. Some sites require daily wet mopping of the floor with a neutral solution. Mopped floors shall be free from streaks, spots, stains, smears, mop strands and other unsightly appearance. p. CARPET CARE: Only approved vacuum equipment will be used to perform all vacuuming in City facilities. Indoor air quality standards require that only HEPA type filter vacuums be used. Cloth and disposable / paper vacuum bags must be emptied in accordance with the vacuum manufacturer's specifications. The respondent shall vacuum carpets and mats daily to remove visible soil and debris from the carpet surface and from within the carpet pile. All moveable furnishings will be moved to vacuum and replaced in their original locations. Staples shall be removed from the carpet. Respondent shall use hose and brush or crevice attachment to vacuum areas inaccessible to the carpet vacuum. D All vacuums must be capable of edge cleaning with built in hose and carry auxiliary tools. D Must be capable of height adjustment. D Equipped with filters capable of removing 99.97% of all airborne contaminants. q. CLEAN GLASS AT ALL ENTRANCES AND ENTRYWAYS: The respondent shall clean all entrances and entryway glass. Framework shall also be cleaned. This requirement does not apply to inaccessible exterior windows. The respondent must clean exterior glass at times that do not interfere with pedestrian traffic. RFP No 14-030 Page 11 of 64 SECTION — B STATEMENT OF WORK r. CLEAN PERIMETER WINDOW GLASS AND INTERIOR GLASS: The respondent shall clean all interior sides of glass at perimeter walls and both sides of all interior glass, i.e., walls doors, partitions, etc. The respondent must clean the glass at times that do not interfere with normal operations of City business. s. CLEAN WALKWAYS: The respondent shall pick-up litter, clean and sweep all facility entrance walkways surrounding the buildings. All trash receptacles and cigarette urns shall be emptied; trash removed from these areas and the receptacle liners securely replaced. t. STAIRWELLS: The respondent shall keep stairwells free of dirt, dust, cobwebs, trash, litter, etc. in all stairwells. Stairwells are to be damp mopped. Walls, handrails and risers shall be kept clean. u. MACHINE SCRUB FLOORS: Respondent shall use floor machines with scrubbing brushes with detergent or degreaser solution to remove soil and stains from floor surfaces such as concrete, brick or pavers, grouted tile and other such uneven or rough floors. Respondent shall remove all splash marks from baseboards, doors, walls, furniture and other such surfaces. v. RECONDITIONING OF NON-CARPETED FLOORS (VCT, ceramic, rubber, solid vinyl tile, excluding any unfinished stone, marble, or granite): The respondent shall remove soil, scratches and scuff marks and the top layer of floor finish from non- carpeted floors. The respondent shall apply a minimum of two (2) additional coats of non-skid floor finish with in 1 inch of baseboards and furniture sitting directly on the floor. After the finish has dried, the reflection shall be uniform and no streaks, swirls or scratches shall be visible. All lightweight furniture must be moved for application of finish and then replaced after the finish has dried. w. STRIP AND REFINISH NON CARPETED FLOORS (VCT, ceramic, rubber, solid vinyl tiles, excluding any unfinished stone, marble, or granite): The respondent shall completely remove all non-permanent floor finish and sealer from resilient tile and from baseboards, furniture and partition legs and bases. After the floor finish has been removed, the respondent shall apply at least two (2) coats of floor seal and three (3) coats of non-skid floor finish to resilient tiles. Respondent shall remove all floor seal, floor finish, stripper and stripping slurry from baseboards, furniture and other such areas. In high traffic areas or if the respondent does not wet mop, spray buff, or recondition floors, the floors may require a more frequent schedule for stripping. Frequency will then be determined by the City. x. OVERHEAD CLEANING: The respondent shall perform cleaning of all fixtures and surfaces from the floor up to and including the ceiling around fixtures. This RFP No 14-030 Page 12 of 64 SECTION — B STATEMENT OF WORK includes exposed surfaces of lights, vents, HVAC diffusers, grilles, light fixtures, skylights, ceiling fans, etc. y. ELEVATORS: All walls and related surfaces are to be wiped down using appropriate cleaning products. All elevator ceilings, walls and fixtures will be dusted. The floors will be damp mopped or vacuumed and spot cleaned as appropriate. All related surfaces shall be cleaned and kept stain free. Door tracks shall be kept clean and free from accumulation of soil or litter. All malfunctioning lights, buttons, arrows, buzzers, etc. will be reported to the City by the end of the work shift. z. CHEMICAL BRANDS: A list of chemicals to be used for this contract will be submitted to the City prior to commencement of the Contract. This list will remain current at all times. No chemical will be introduced into any city building without prior approval from the City. The respondent shall submit a list to the City defining the product use, brand name, manufacturer's complete name, address, telephone number and MSDS. Bleach, ammonia, and acid products shall not be used or maintained on premises. aa.LABELING: All solution containers shall be labeled with a label provided by its manufacturer or with a photocopy of the label from the chemical container and HMIG (Hazardous Material Identification Guide) labels. bb.SLIP RESISTANCE: The respondent shall verify that all floor finishes and sealers meet or exceed industry standards as established by the Chemical Specialties Manufacturer's Association. Floor finishing materials must have a static "coefficient of friction" of at least 0.5 when tested by a slip meter. Spray buff solutions and other such chemicals applied to non-carpeted floors shall provide adequate protection against slippery floors. 2 — ROUTINE WORK TASKS BY FACILITY Work Procedure Schedule This schedule reflects only the minimum requirements. More frequent attention may be required as determined by the City. Frequency of cleaning may be adjusted for seasonal facilities and subsequent billings would reflect frequency change as approved by City. RFP No. 14-030 Page 13 of 64 SECTION — B STATEMENT OF WORK (a) CITY HALL— 685 WEST MONTROSE STREET RESTROOMS (Men and Women on each floor) DAILY: Five days per week — Monday through Friday after 5:00 p.m. D Sweep, mop and disinfect floors. Baseboards are to be thoroughly washed to remove dirt and marks. ➢ Commodes and urinals are to be washed inside and outside, disinfected inside and outside, all stains removed, and seats left raised. D Door handles and knobs disinfected. > No water rings shall remain on any surface. ➢ Floor traps are to have clean water poured in them and bleached once a month. > Sinks are to be washed and disinfected. > Mirrors, shelves, countertops, dispensers, chrome fixtures, and piping shall be disinfected wiped, polished dry, and left free of spots. > Ledges, ceiling grilles, and stall partitions are to be dusted. > Walls, partitions, doors, and waste receptacles shall be spot cleaned. > Waste receptacles shall be emptied, provided with new liners when dirty or contaminated with anything other than paper products and disinfected when needed. Trash shall be taken to dumpster. D Paper towels, toilet tissue, and soap containers shall be filled daily. D Feminine hygiene receptacles shall be emptied, cleaned, disinfected, dried, and provided new liners. WEEKLY: Once per week after 5:00 p.m. D Stall partitions, tile walls, doors, shall be cleaned and disinfected. D Ceramic floors will be machine scrubbed D Machine scrub floors, including corners and under fixtures. D Waste receptacles are to be damp wiped inside and out and disinfected. MONTHLY: Once per month after 5:00 p.m. D Tiled wall will be completely washed down and disinfected. > Machine scrub floors including corners and under fixtures. RFP No 14-030 Page 14 of 64 SECTION — B STATEMENT OF WORK OFFICES, CONFERENCE ROOMS, FILE ROOMS, COUNCIL CHAMBERS, EMPLOYEE BREAKROOMS AND MAIL ROOM DAILY: Five days per week— Monday through Friday after 5:00 p.m. > Clean Council Chamber > Mop hard surface floor, such as Break Rooms and File Rooms. > Stock paper towels. > Clean break and disinfect room sink. > Clean all carpet stains 2 X 2 or smaller > Empty wastebaskets; replace liner if dirty or soiled. > Trash shall be taken to dumpster. ➢ Flattened cardboard boxes to be taken to dumpster in designated location. TWICE WEEKLY: Monday, Tuesday or Thursday Friday after 5:00 p.m. > Vacuum rugs or sweep floors. Floors shall be vacuumed or dusted with a dust mop. Remove all dirt, dust, and litter. Clean spots from carpets and hard surfaces floors. Work requirements for floor sweeping and carpet vacuuming are to be performed on a scheduled basis and approved by the City Representative. ➢ Dirt, dust and litter refers to any visible foreign matter found on the floor or carpet surface and includes but is not limited to paper clips, staples, metal fasteners, pencil sharpening, erasures, paper pieces, fragments, clippings, hole punchings, ashes, mud, sand, rubber bands, cigarette butts, etc. > Clean spots from walls, doors, windowsills, and ledges. This includes wall areas around light switches. Thoroughly wash floor baseboards to remove dirt and marks. WEEKLY: Once per week after 5:00 p.m. > Dust all horizontal surfaces that are cleaned, up to a height of 6 (6) feet making surface free of dirt streaks, lint and cobwebs. Dust all room corners at ceiling. ➢ Allow no splash marks or water stains on baseboards. > Clean and dust all windows and window blinds RFP No 14-030 Page 15 of 64 SECTION — B STATEMENT OF WORK MONTHLY: Once per month after 5:00 p.m. > Floors mopped to corners and under furniture. Leave no water stains. ENTRANCE, LOBBIES, HALLWAYS DAILY: Five days per week— Monday through Friday after 5:00 p.m. ➢ Vacuum floors if carpeted, sweep and damp mop if hard surface. Mats will be swept and/or vacuumed. > Clean baseboards to remove dirt and marks. Clean all carpet stains 2' X 2' or smaller. > Directory/bulletin board glass to be cleaned. > Receptionist glass will be cleaned on side facing the public. ➢ Entrance door glass will be cleaned on both sides. ➢ Vacuum entrance mats. WEEKLY: Once per week after 5:00 p.m. > Main, Lobbies, entrances, and corridors-floors machine scrubbed. Wall spot cleaned. All vertical surfaces dusted and metal and wood polished. > Receptionist glass will be cleaned thoroughly on both sides. > All other (secondary) corridors, entrances, and lobbies-hard floors swept, mopped, or scrubbed. ➢ All entrances-door frames; will be washed inside and outside. Disinfect door handles. > Clean all cobwebs and dust from corners, walls, and ceilings throughout. ➢ Clean glass in lobby display cases. MONTHLY: Once per month after 5:00 p.m. > Floors will be machine scrubbed > Wastebaskets washed with hot water where there is no liner used MISCELLANEOUS DUTIES DAILY: Five days per week— Monday through Friday after 5:00 p.m. > Drinking fountains cleaned with antibacterial disinfectant. RFP No 14-030 Page 16 of 64 SECTION — B STATEMENT OF WORK > Ash Receptacles-cigarette urns and dry-type ash receptacles on portico landing and back door loading dock shall be emptied and washed. WEEKLY: Once per week after 5:00 p.m. > Polish all stainless fixtures and rails. QUARTERLY: Once every three months after 5:00 p.m. > Carpets shall be shampooed; January, April, July, October STAIRWAYS WEEKLY: Once per week after 5:00 p.m. > Sweep or vacuum, and mop or scrub landing and steps. (b) CLERMONT CITY CENTER— 620 WEST MONTROSE STREET DAILY: Six days per week — Monday through Saturday, mornings at 6:00 a.m. prior to opening. Building has one (1) pre-function area, three (3) restrooms, two (2) lobbies, one (1) auditorium, one (1) kitchen and one (1) board room. > Empty all trashcans and place new liners. > Dust all furniture, counters, desks and horizontal surfaces. > Clean all three (3) restrooms. Add toilet paper, soap, deodorant blocks and towels. > Sweep and mop all floors. ➢ Vacuum all carpeted areas. > Clean glass doors and windows inside and out. ➢ Spot clean hand smudges and other blemishes on vertical surfaces. ➢ Clean drinking fountains. > Clean all air vents. > Remove spider webs. > Clean blinds and windowsills. > Spot clean carpets. ➢ All floors to be stripped and waxed twice per year. ➢ Clean outside walk ways, patio and porch areas. RFP No 14-030 Page 17 of 64 SECTION — B STATEMENT OF WORK ➢ Report fixture damage, building damage and building lighting that is out to Public Services. > Clean kitchen floors, counter tops and sides, stoves and hoods, outside of refrigerator and walls. > Deep clean all kitchen appliances once a month on the first Monday. QUARTERLY: Once every three months, mornings at 6:00 a.m. prior to opening. > Carpets and chair cleaning/extracted. SEMIANNUAL: Once every six months, mornings at 6:00 a.m. prior to opening. ➢ Floor cleaning — Stripping and waxing of floors where applicable and deep cleaning of floors where applicable. (c) PUBLIC SERVICES —400 12TH. STREET; PUBLIC SERVICES — 1201 OSCEOLA STREET Building 400 12th Street has six (6) offices, four (4) restrooms and one (1) kitchen. Building 1201 Osceola Street has one (1) break room and one (1) restroom. DAILY: Five days per week— Monday through Friday after 5:00 p.m. > Empty all trashcans and replace new liners. ➢ Dust all furniture, counters, desks and horizontal surfaces. ➢ Clean all restrooms. Replace toilet paper, soap, deodorant blocks and towels. ➢ Sweep and mop all floors. > Vacuum all carpeted areas. > Clean glass doors and widows inside and out. > Spot clean hand smudge and other blemishes on vertical surfaces. ➢ Clean two drinking fountains. > Clean all air vents. > Remove spider webs. > Clean blinds and windowsills. > Spot clean carpets. > All floors to be stripped and waxed twice per year. > Shampoo carpets twice per year. RFP No 14-030 Page 18 of 64 SECTION — B STATEMENT OF WORK (d) PAVILION RESTROOMS —409 WEST AVENUE WATERFRONT PARK RESTROOMS — 103 3RD STREET WEST BEACH RESTROOMS — 215 12TH STREET BOAT RAMP RESTROOM — 938 LAKE MINNEOLA DRIVE TRAIL HEAD RESTROOMS —797 WEST MINNEOLA AVENUE HISTORIC VILLAGE RESTROOMS —490 WEST AVENUE DAILY: Six days per week — Monday morning then evenings Tuesday through Saturday. These facilities have restrooms and pavilions. > Empty all trashcans and place new liners. > Clean both restrooms. Add toilet paper, soap, deodorant blocks and towels D Sweep and mop all floors. D Clean outside walk ways. D. Clean windows inside and out. D. Spot clean hand smudges and other blemishes on vertical surfaces. > Clean drinking fountains. D Clean all air vents. D Remove spider webs. D Clean windowsills > Low-pressure clean pavilion area concrete surface monthly. (e) POLICE DEPARTMENT— 865 WEST MONTROSE STREET DAILY: Five days per week— Monday through Friday after 5:00 p.m. > Empty all trash cans and replace liners. > Dust all furniture, counters, desks and horizontal surfaces. > Clean all restrooms (replace toilet paper, soap, deodorant blocks and towels as needed). > Sweep and mop all floors. ➢ Vacuum all carpeted areas. > Clean glass doors and stationary entrance panels, inside and out including frames. D Sweep outside walk area. RFP No 14-030 Page 19 of 64 SECTION — B STATEMENT OF WORK > Spot clean hand smudges and other blemishes on vertical surfaces in high traffic areas ➢ Clean drinking fountain. ➢ Strip and wax floors (twice a year). ➢ Dust blinds as needed. > Clean AC vents as needed ➢ Shampoo carpet (twice a year). ➢ Clean holding cells ➢ Clean showers. (f) HIGHLANDER BUILDING — 330 THIRD STREET Building has two (2) restrooms, (1) hallway, (1) storage area and one (1) multipurpose room. DAILY. Five days per week— Monday, Wednesday, Friday, Saturday and Sunday. All work shall start at 6:00 a.m. prior to opening for the day. ➢ Empty all trashcans and place new liners. ➢ Dust all counters and horizontal surfaces. ➢ Clean both restrooms Add toilet paper, soap and towels. > Sweep and mop all floors. ➢ Clean outside walk ways. ➢ Clean all glass doors and windows inside and out ➢ Spot clean hand smudge and other blemishes on vertical surfaces. ➢ Clean two (2) drinking fountains. ➢ Clean all air vents. ➢ Remove spider webs. ➢ Vacuum all floor mats ➢ Clean blinds and windowsills ➢ All floors to be stripped and waxed twice per year. (g)WATERFRONT PAVILION BUILDING — 330 THIRD STREET Building has two (2) outside restrooms, (1) interior hallway, (1) stage areas and one (1) concrete seating area. DAILY: Three days per week— Monday, Wednesday, and Friday after 5.00 p m. RFP No 14-030 Page 20 of 64 SECTION — B STATEMENT OF WORK ➢ Empty all interior trashcans and place new liners. ➢ Dust all counters and horizontal surfaces. ➢ Clean both restrooms. Add toilet paper, soap and towels. > Sweep and mop all floors in restrooms. ➢ Sweep and vacuum interior hallway ➢ Clean outside walk ways by bathrooms. Clean all mirrors. ➢ Spot clean hand smudge and other blemishes on vertical surfaces. ➢ Clean two (2) exterior drinking fountains ➢ Clean all air vents. ➢ Remove spider webs. ➢ Vacuum all floor mats ➢ Clean windowsills. (h) McKINNEY PARK PAVILION RESTROOMS — 801 BLOXAM AVENUE Pavilion has two (2) restrooms and covered pavilion area. DAILY: Three days per week — Monday morning, Wednesday and Friday evenings. > Empty all trashcans and place new liners in restrooms. ➢ Clean both restrooms. Add toilet paper, soap and towels ➢ Sweep and mop all floors. ➢ Clean outside walk ways by bathrooms. > Clean windows inside and out. > Spot clean hand smudge and other blemishes on vertical surfaces. > Clean outside drinking fountain. > Clean all air vents. > Remove spider webs. ➢ Clean windowsills. > Low-pressure clean pavilion area concrete surfaces monthly RFP No 14-030 Page 21 of 64 SECTION — B STATEMENT OF WORK (i) BISHOP FIELD RESTROOMS —950 EAST AVENUE This facility has two (2) restrooms. DAILY: Three days per week — Monday morning, Wednesday and Friday evenings. D Empty all trashcans and place new liners in restrooms. D Clean both restrooms. Add toilet paper, soap and towels. D Sweep and mop all floors. D Clean outside walk ways by bathrooms. D Spot clean hand smudge and other blemishes on vertical surfaces. D Remove spider webs. D Clean windowsills. (j) WEST PARK RESTROOMS —650 12TH STREET This facility has two (2) restrooms. DAILY: Three days per week — Monday morning, Tuesday and Saturday evenings. D Empty all trashcans and place new liners in restrooms. D Clean both restrooms. Add toilet paper, soap and towels. D Sweep and mop all floors. D Clean outside walk ways by bathrooms. D Clean windows inside and out. D Spot clean hand smudge and other blemishes on vertical surfaces. D Clean outside drinking fountain. D Clean all air vents. D Remove spider webs. D Clean windowsills. D Low-pressure clean pavilion area concrete surfaces monthly. (k) PALATLAKAHA PARK CONCESSION STAND RESTROOMS AND PLAYGROUND RESTROOMS — 1250 12th STREET The Concession Stand has two (2) restrooms and the Playground has two (2) restrooms. RFP No 14-030 Page 22 of 64 SECTION — B STATEMENT OF WORK DAILY: Six days per week—noon Monday through Friday and Saturday evening. D Empty all trashcans and place new liners in bathrooms. D Clean restrooms. Add toilet paper, soap and towels. D Clean Playground restrooms outside walk ways. D Spot clean hand smudge and other blemishes on vertical surfaces. D Clean drinking fountains. D Clean all air vents. D Remove spider webs. D Clean windowsills. (I) HANCOCK PARK RESTROOMS & PAVILION RESTROOMS — 3301 SOUTH HANCOCK ROAD These facilities have two (2) restrooms at each ball field and two (2) restrooms at the pavilion. DAILY: Six days per week— noon Monday through Friday and Saturday evening. D Empty all trashcans and place new liners in bathrooms. D Clean restrooms. Add toilet paper, soap and towels. D Clean windows inside and out. D Spot clean hand smudge and other blemishes on vertical surfaces. D Clean drinking fountain. D Remove spider webs. D Clean windowsills. D Low-pressure clean pavilion area concrete surface monthly. (m) LAKE FELTER PARK RESTROOMS — 1750 JOHNS LAKE ROAD This facility has two (2) restrooms. DAILY: Six days per week— noon Monday through Friday and Saturday evening. D Empty all trashcans and place new liners in bathrooms. D Clean restrooms. Add toilet paper, soap and towels. D Clean windows inside and out. D Spot clean hand smudge and other blemishes on vertical surfaces. D Clean drinking fountain. D Remove spider webs. RFP No 14-030 Page 23 of 64 SECTION — B STATEMENT OF WORK ➢ Clean windowsills. > Low-pressure clean pavilion area concrete surface monthly. (n) FIRE DEPARTMENT ADMINISTRATION BUILDING —439 WEST HWY. 50 FIRE STATION #1 —439 WEST HWY 50 FIRE STATION #2 —2200 HARWOOD MARSH ROAD FIRE STATION #3 —2180 LEGENDS WAY DAILY: Five days per week— Monday through Friday after 5:00 p.m. General Office Areas ➢ Empty all trash cans and replace liners. D Dust all furniture, counters, desks and horizontal surfaces. > Clean all restrooms (replace toilet paper, soap, deodorant blocks and towels as needed). > Sweep and mop all floors. > Vacuum all carpeted areas. D. Clean glass doors and stationary entrance panels, inside and out including frames. D Sweep outside walk area. ➢ Spot clean hand smudges and other blemishes on vertical surfaces in high traffic areas. > Clean drinking fountain. > Strip and wax floors (twice a year). Deep clean corners and grout in ceramic tile floors. > Dust blinds as needed. > Clean AC vents as needed. > Shampoo carpet (twice a year- January and July) DAILY: Three days per week— Monday, Wednesday, Friday after 5:00 p.m. Living Quarters > Sweep and mop all floors. > Vacuum carpeted areas. ➢ Clean bathrooms, including shower stalls, door and curtains. RFP No 14-030 Page 24 of 64 SECTION — B STATEMENT OF WORK WEEKLY: Once per week after 5:00 p.m. Living Quarters > Clean shower stalls, doors and curtains. (o) CLERMONT ARTS & RECREATION CENTER— 3700 S. HWY. 27 RESTROOMS: Two (2) Men's and two (2) Women's Hallway Restrooms Two (2) Men's and two (2) Women's Handicapped Hallway Restroom One (1) Men's Restroom and Shower/Locker Room One (1) Women's Restroom and Shower/Locker Room One (1) Unisex Restroom located by kitchen Two (2) Staff Restroom located in administrative suite DAILY: Six times per week — Monday, Wednesday, Thursday, Friday, Saturday and Sunday after 5:00 p.m. > Sweep and thoroughly mop the floors. Commodes and urinals are to be thoroughly cleaned and disinfected inside and outside, all stains removed, and seats left raised. > Door handles and knobs disinfected. > Sink basins are to be washed and disinfected. > Mirrors shall be wiped spot-free, countertops and chrome fixtures shall be disinfected, wiped, and polished dry. > All stall partitions and doors shall be spot cleaned of dirt or any other materials. > Paper towels, toilet tissue, and soap containers shall be filled. > Feminine hygiene receptacles shall be emptied, cleaned, disinfected, dried and provided new liners. > Clean and disinfect the baby changing stations. WEEKLY: Once per week after 5:00 p.m. > Baseboards are to be wiped to remove dirt and marks. > Shower stalls shall be wiped down and disinfected. RFP No 14-030 Page 25 of 64 SECTION — B STATEMENT OF WORK MONTHLY. Once per month after 5:00 p m. ➢ Machine scrub floors including corners, grout, and under fixtures ➢ Floor drains are to have clean water poured in them and bleached MAIN HALLWAYS, ADMINISTRATIVE OFFICES, BREAK ROOMS, CONFERENCE ROOMS AND GREEN ROOM DAILY Five times per week— Monday, Wednesday through Saturday ➢ Vacuum the two (2) main hallways and two (2) front hallways. ➢ Sweep and mop the tile floor located at the gymnasium/pool entrance ➢ Clean the glass doors, inside and out, located at the gymnasium/pool entrance ➢ Wipe all dust, dirt, and miscellaneous marks from the reception desk and the hallway furniture located at the gymnasium/pool entrance. TWICE WEEKLY: Tuesday, Saturday ➢ Vacuum carpets located in the administration offices, conference/training rooms, workroom, and kitchen/employee break room. ➢ Sweep and mop the tile floor located at the pool/gymnasium entrance. > Clean the glass doors, inside and out, located at the gymnasium/pool entrance. ➢ Wipe all dust, dirt, and miscellaneous marks from the reception desk and hallway furniture, located at the gymnasium/pool entrance. > Vacuum carpet in the Green Room. > Clean and sanitize the sink in the Green Room. > Wipe clean all dirt and miscellaneous marks left on all plastic chairs located in the rooms. ➢ Wipe clean floor baseboards to remove dirt and marks. ➢ Clean and dust all windows and window blinds. ➢ Clean and disinfect all hallway drinking fountains RFP No 14-030 Page 26 of 64 SECTION — B STATEMENT OF WORK COMMERCIAL KITCHEN WEEKLY: Once per week— Mondays > Sinks are to washed and disinfected > Clean kitchen floors, counter tops and sides, stoves and hoods, outside of refrigerator and walls. MONTHLY: Once per month (First day of the month) after 5.00 p.m. ➢ Deep clean all kitchen appliances as needed. RECREATION PROGRAMMING WING AND GYMNASIUM DAILY: Five days per week— Monday, Wednesday through Saturday ➢ Vacuum the Gymnasium carpet and the Recreation Programming main hallway. > Wipe clean the wood tables and benches in the gymnasium AS NEEDED WEEKLY. ➢ Vacuum nine (9) multi-purpose classrooms as needed. ➢ Vacuum one (1) large multi-purpose recreation room as needed ➢ Dry sweep the gymnasium (Monday, Thursday and Saturday). ➢ Dust and/or wipe clean all door handles, counters, tables, chairs, and benches. PERFORMANCE HALL, LOBBY, AND THEATRE WEEKLY: Once per week ➢ Sweep the front Lobby floor, clean and wipe streak-free large stains. ➢ Dust and wipe clean all furniture and counter space in the Lobby. > Clean inside Lobby windows to a height of six (6) feet. > Clean inside and outside Lobby glass doors. ➢ Vacuum all floors located in the Theatre; which include the main stage, back stage area, stairs, and main floor > Clean any stains in the cushion chairs in the Performance Hall. RFP No 14-030 Page 27 of 64 SECTION — B STATEMENT OF WORK WEEKLY: Mondays ➢ Vacuum the Performance Hall, floor and stage. MONTHLY. Once per month. ➢ Wipe down and disinfect all hand rails and red plastic seats in the Theatre 3 —AT CLOSING OR SOONER IN ALL AREAS ➢ Turn off lights and equipment. ➢ Close and lock windows and doors. ➢ Activate the security alarm systems. ➢ Make sure all exterior doors are locked. 4— CUSTODIAL SERVICE PERFORMANCE AND WORK HOURS Service shall be performed as directed by the ROUTINE WORK TASKS BY FACILITY expect for City of Clermont observed holidays. City of Clermont holidays include. ➢ New Year Day ➢ Martin Luther King Day ➢ Memorial Day ➢ Independence Day ➢ Labor Day ➢ Veterans Day ➢ Thanksgiving Day (Thursday and the following Friday) ➢ Christmas Eve and Christmas Day 5— INSPECTIONS Inspections will be performed by the Facility Maintenance Supervisor. 6 — PAYMENT Payment for services will be made monthly and approved by the Department Director. Submit payment to 685 West Montrose Street, Clermont, FL 34711 attention to the listed facilities department below. RFP No 14-030 Page 28 of 64 SECTION — B STATEMENT OF WORK Location of Facilities Contact Person 1 City Hall, 685 West Montrose Street, Clermont, FL 34711 Joe Van Zile 2 Clermont City Center, 630 West Montrose Street, Clermont, Stoney Brunson Florida 34711 3 Public Services, 400 12th Street, Clermont, FL 34711 Stoney Brunson 4 Public Services, 1201 Osceola Street, Clermont, FL 34711 Stoney Brunson 5 Pavilion Restrooms, 409 West Avenue, Clermont, FL 34711 Stoney Brunson 6 Waterfront Park Restrooms, 103 3rd Street, Clermont, FL 34711 Stoney Brunson 7 West Beach Restrooms, 215 12th Street, Clermont, FL 34711 Stoney Brunson 8 Boat Ramp Restrooms, 938 West Minneola Drive, Clermont, FL Stoney Brunson 34711 9 Trail Head Restrooms, 797 West Minneola Avenue, Clermont, FL Stoney Brunson 34711 10 Historic Village Restrooms, 490 W. Avenue, Clermont, FL 34711 Stoney Brunson 11 Police Department, 865 West Montrose Street, Clermont, FL Charles 34711 Broadway 12 Highlander Building, 330 3rd Street, Clermont, FL 34711 Stoney Brunson 13 Waterfront Pavilion Building, 330 Third Street, Clermont, FL Stoney Brunson 34711 14 McKinney Park Pavilion Restrooms, 801 Bloxam Avenue, Stoney Brunson Clermont, FL 34711 15 Bishop Field Restrooms, 950 East Avenue, Clermont, FL 34711 Stoney Brunson 16 West Park Restrooms, 650 12th Street, Clermont, FL 34711 Stoney Brunson 17 Palatlakaha Park Concession Stand Restrooms and Playground Restrooms, 1250 12th Street, Clermont, FL 34711 Stoney Brunson 18 Hancock Park Restrooms and Pavilion Restrooms, 3301 South Stoney Brunson Hancock Road, Clermont, FL 34711 19 Lake Felter Park Restrooms, 1750 Johns Lake Road, Clermont, Stoney Brunson FL 34711 20 Fire Department Administration Building, 439 West Hwy. 50, Carle Bishop Clermont, FL 34711 RFP No 14-030 Page 29 of 64 SECTION — B STATEMENT OF WORK , . Location of Facilities Contact Person 21 Fire Station #1, 4395West Hwy 50, Clermont, FL 34711 Carle Bishop 22 Fire Station #2, 2200 Hartwood Marsh Road, Clermont, FL Carle Bishop 34711 23 Fire Station #3, 2155 Legends Way, Clermont, FL 34711 Carle Bishop 24 Clermont Arts & Recreation Center, 3700 S. Hwy. 27, Clermont, Suzanne O'Shea FL 34711 7 —ADDITIONAL FACILITIES The City reserves the sole right to add or delete locations to the resulting contract at any time. The City will provide the respondent a written notice no less than five (5) full working days in advance which areas are to be added to or deleted from the normal custodial service schedule. Invoice adjustments will be negotiable based on similar space and duties. If space is added to the schedule, it shall be cleaned in accordance with the specifications for similar space. The period for adding to or deducting from the payments will start on the effective date of the notice and continue for the time period specified in the notice. 8 — ADDITIONAL SERVICES Services not specifically identified in any contract derived from this solicitation may be added upon mutual _consent of the contracting parties. If utilized as an option, the respondent shall furnish the City detailed pricing for all costs associated with the services requested. 9 —ADDITIONAL GOODS Goods not specifically identified in this solicitation may be added to any resultant contract upon mutual consent of the contracting parties. 10 — FAILURE TO SUPPLY The respondent will make every attempt to supply the awarded services within the time frame(s) requested on each order. Failure to supply may be cause-in-need for the City RFP No 14-030 Page 30 of 64 SECTION — B STATEMENT OF WORK to procure in the open market services meeting or similar to those specified in the contract. 11 — PAYMENT DEDUCTIONS It is the objective of the City to obtain full cleaning performance in accordance with the terms, conditions and specifications and at the quality standards of work set forth in this solicitation. To this end, the City shall contract for the complete performance of each cleaning job as identified in the specifications and deductions will, therefore, be made in accordance with the following stipulations, i.e., the City will not pay for work that is not completed: a. If items are not completed within a reasonable amount of time after personnel are notified a deduction will be made from the monthly payment due. A reasonable amount of time shall be consistent with the frequency of the specified services, for example within twenty-four (24) hours for daily tasks and within seven (7) days for a weekly task. b. Should the respondent fail to perform the services required under this contract, the City may, at its option, retain all or part of the monthly payment otherwise due until any service discrepancies are corrected. Repeated service discrepancies by the respondent shall entitle the City to terminate this contract in accordance with the termination for cause listed herein. This is a SERVICE CONTRACT and services not rendered on the day specified cannot be made up, all tasks missed will result in deductions. 12 — CONFORMANCE TESTING The City reserves the right to test all goods delivered during the life of the proposed contract, at an independent laboratory, to be designated by the City. The laboratory tests shall include each item of the specifications to determine whether the goods are in conformity therewith. Tests shall be made on goods selected at random from deliveries made under the contract. The respondent shall pay for testing where the result of such test shows that the goods are not equal to or do not conform to the specifications. If the result of any additional test shall show that the goods delivered and tested conform to the specifications, then, in such case the expense of making such test shall be paid by the City. 13 — EMPLOYEE LIST Respondent shall provide with their response an itemized list of the proposed number of employees, including number of supervisory personnel, to be assigned to each building. RFP No 14-030 Page 31 of 64 SECTION — B STATEMENT OF WORK Respondent shall provide the City with a list of employees who will fill in for vacations, sick leave and any time off. 14—CONTRACTOR PERSONNEL The respondent shall provide the City with a complete list of personnel, including a full name, address, telephone number, social security number, copy of Drivers License and a NCIC/FCIC Criminal History Background Check for each 'individual employee before date of hire and within ten (10) calendar days after City notification to enter into contract. This information `shall be kept current throughout the term of the contract including replacement employees. Custodians shall be employees of the respondent; day laborers are not acceptable. A brief resume shall be submitted for the Contract Manager, and each Crew Supervisor. (The Contract Manager and the Crew Supervisor may be the one in the same person.) This information shall also be kept current throughout the term of the contract including replacement employees. The City reserves the right to accept or reject any Contract Managers or Crew Supervisors. a. Contract Manager: The Contract Manager will be responsible for the management a nd scheduling of work to be performed under this contract and shall possess at least five (5) years of recent (within the past 10 years) experience in the management of custodial service type operations of the approximate square footage to be maintained under this contract. b. Crew Supervisor: All Crew Supervisors engaged in directing the work to be accomplished under this contract shall possess at least three (3) years of recent (within the past five (5) years) supervisory capacity experience directing custodial service type operations of the approximate square footage to be maintained under this contract. c. Employees: The respondent shall conduct no recruiting, hiring or interviewing in any building covered by the contract at any time. All cleaning personnel will be provided with eight hours of training before the cleaner can work alone in any city building. This training can be in class training, on the job training or a combination. However, no cleaner will be assigned to work alone until the training hours are completed. 15 — UNAUTHORIZED PERSONNEL At no time shall the respondent allow any people into the building other than bona fide employees of the respondent. At no time shall the respondent's employees allow family RFP No 14-030 Page 32 of 64 SECTION — B STATEMENT OF WORK members, friends, etc. to be on the grounds or parking lot of the building during working hours, other than to pick-up or drop-off an employee. 16—SUPERVISION a. General: The respondent shall arrange for a contract manager (who shall be an employee of the contractor) and crew supervisors for the contract work. The contract manager shall be available at all times when the contract work is in progress, to receive notices, reports, or requests from the City. The City will not be responsible for supervising the respondent's employees. b. Definitions: 1. The term "Contract Manager" means a person, designated in writing by the contractor, who has complete authority to act for the contractor during the term of the contract. The contract manager shall have the authority to accept notices, inspection reports and all other correspondence on behalf of the contractor. 2. The term "Crew Supervisor" means those persons designated to supervise the work of the custodial crews and must be designated in writing by the contractor as the person who has authority to act for the contractor on a day- to-day basis at the site. The "Crew Supervisor" will be on site at all times when routine tasks are being performed. c. City of Clermont Personnel - Contract Administrators The City Public Services Director or his designee shall be responsible for the day to day administration of this contract. 17 — STANDARDS OF CONDUCT The respondent is responsible for ensuring that its employees do not disturb papers on desks, open desk drawers or cabinets, use office equipment including but not limited to copiers, fax machines and telephones. If the City brings unacceptable work and appearance habits of the respondent's employees to the attention of the contractor's on- site supervisor, and corrective action is not immediately taken the City may at its sole discretion, deem such failure a material breach and cause for immediate termination of the contract. It will be the responsibility of the respondent to establish ample procedures relating to its employees for theft or wrongful use of City or employee property. The City will retain the right to remove any personnel on City property in the act of wrongful doing as determined by the City. RFP No. 14-030 Page 33 of 64 SECTION — B STATEMENT OF WORK 18 — UNIFORMS The respondent shall furnish appropriate and identifiable uniforms for the individual employee and wear photo identification (frontal face). Said employees shall present a neat, clean and well-groomed appearance when providing services at any and all City Facilities. 19 —WORK PERFORMANCE/ACCOUNTABILITY Respondent shall not be responsible for cleaning any electronic equipment. If the City finds that repairs or changes are required to the building, its contents, or its accessories, etc., which in the opinion of the City are rendered necessary as the result of the respondent's use of materials, equipment or workmanship which are inferior, defective, or not in accordance with the terms of the contract, the contractor shall, within 24 hours of receipt of notice from the City place in satisfactory condition, in every particular, all of such work, correct all defects, and shall make good any work or material, or equipment and contents of said building or site disturbed in making such restoration, at no additional cost to the City. In any case where the fulfilling of the requirements of the contract or restoration work embraced in or required thereby, the respondent disturbs any work being performed under another contract, he shall restore such disturbed work to a condition satisfactory to the City at no additional cost to the City. 20 — BUILDING SECURITY AND ACCESS CONTROL The respondent shall be furnished means of access to all areas requiring custodial services. Any keys issued to the respondent for such use shall not be duplicated by the contractor or their employees. These keys are to be returned to the City at the end of the service period. Any area to which respondent is provided access by means of a key, shall be opened for the purpose of custodial services only. Immediately upon completion of custodial service, the area shall be secured. No person or persons shall be permitted access by any contract personnel. No exterior door or interior door will be propped open. Exterior doors shall remain locked during cleaning if after hours. If keys are lost, the contractor will pay for necessary lock changes and all replacement keys. RFP No. 14-030 Page 34 of 64 SECTION — B STATEMENT OF WORK Certain areas within the facilities contain confidential and sensitive records, these areas may be cleaned only at times when a representative of the City is present or otherwise specified. Keys will not be provided to the respondent. The respondent is to provide secure storage for their employees personal possessions if necessary. The City shall not be responsible to any of the respondent's employees for loss of personal property. 21 — CONTRACTOR'S RESPONSIBILITY FOR LOSS OF EQUIPMENT AND WRONGFUL USE It will be the responsibility of the respondent to establish and inform the City of procedures related to their employees to prevent theft of the property of the City and their employees. It will be the responsibility of the respondent to establish adequate procedures to eliminate wrongful use by respondent employees of the City property or of its employees. This property includes, but is not limited to the following: 1. Telephone System Equipment 2. Computer Equipment 3. AudioNideo Equipment 4. Office Equipment (copiers, fax machines, etc.) 5. Kitchen Appliances 6. Foods, drinks and etc 22—WORK HOURS AND SCHEDULING Cleaning services shall be performed at the close of each normal workday (5:00 p.m.), Monday through Friday, or as otherwise specified except where special arrangements are made and properly documented. A periodic task cleaning schedule will be maintained in the "Custodial Log" at each facility provided by respondent. The respondent is responsible for cleaning an area later in the work schedule if there is a City meeting or special event. The City will provide a minimum of three (3) workday's notice of special events requiring schedule modifications. 23 — NON-INTERFERENCE WITH GOVERNMENT BUSINESS Work shall be carried on in such a manner that there will be no interruption to or interference with the proper execution of City business. Verbal interaction between respondent's employees and building occupants shall be kept to a minimum. RFP No 14-030 Page 35 of 64 SECTION — B STATEMENT OF WORK a. All persons employed while at work, and on the premises, shall comply with all building regulations. The respondent agrees to alter work methods, schedules and procedures if the City determines that they are detrimental to City operations. Such alteration shall not be cause for additional charges to the City. 24— DUE CARE BY CLEANING PERSONNEL The respondent will not allow smoking by their employees in City facilities. The respondent will not allow the consumption of food or drink in areas other than those locations assigned to the respondent; i.e., equipment storage areas or snack areas approved by the City. It shall be the respondent's responsibility to clean up and/or rectify any damage to City property caused by any individual connected with the respondent, to the City's satisfaction. 25 — RESTRICTED USE OF TELEPHONE The respondent or the respondent's employees will not use City property in any manner for any personal advantage, business gain, or other personal endeavor. Unauthorized use of City telephones is not allowed. 26 - NOTIFICATION OF NEEDED REPAIRS The respondent shall promptly notify the City of needed repairs and/or damages to soap, paper towel and other restroom dispensers, as well as other damaged or malfunctioning fixtures and building accessories which are observed during the performance of services. This notice must be received within a reasonable time as determined by the City. 27 — EMERGENCY SERVICES If an emergency arises (such as flooding of a particular section of a building) the respondent shall divert his/her forces, or such part thereof as deemed necessary by the City, from their normal assigned duties to meet the conditions. When these employees are no longer needed for response to the emergency, they shall be directed by the respondent to return to their normal duties. The respondent shall not be penalized RFP No 14-030 Page 36 of 64 SECTION — B STATEMENT OF WORK because the normal daily work which otherwise would have been performed had to be neglected, but every effort must be made to complete contract requirements. 28 — SAFETY It is the responsibility of the respondent to provide all materials and training to insure a safe working environment for their employees, City employees as well as the public. The respondent will meet all federal, state and local requirements. The respondent, if requested by City, shall provide material safety data sheets (MSDS) on all chemicals utilized. Examples of safety procedures are: a. Signs placed on elevator doors while hauling trash. b. Barricades and/or signs warning of wet floors. c. Barricades and/or signs warning of overhead work in progress. d. Signs indicating restroom cleaning operations in progress. e. Only professionally made signs, approved by the City will be used. 29 — EQUIPMENT & SUPPLIES It is the responsibility of the respondent to furnish the City with names and chemical formulas of all waxes and cleaning materials being used (MSDS). All chemicals and supplies must meet State, Federal and local guidelines for the work proposed. The respondent shall provide and maintain all cleaning equipment and materials to complete the cleaning as specified herein; including but not limited to cleaners, disinfectants, bleach, floor care cleaners and protective coatings, etc. It shall also include brooms, mops (wet and dry/dry dust mops), mop handles, dust pans, bowl mops, bowl brushes, putty knifes, dusters, sponges, rags, window squeegees, floor pads, rubber gloves, spray bottles, floor machines, vacuum cleaners, etc. The respondent shall provide all supplies (including trash liners) with the exception of toilet paper, paper towels and hand soap which shall be supplied by City. Installation of said supplies shall be the respondent's responsibility, except where special arrangements are made and approved by the City. The City shall provide, if applicable, storage space for equipment (brooms, mops, vacuums, etc.). All equipment shall be available for use by the successful respondent staff. NOTE: All supplies must be used in accordance with the manufacturer's recommendations and instructions All containers must be labeled with the manufacturer's brand name, name of product, and its recommended use. RFP No 14-030 Page 37 of 64 SECTION — B STATEMENT OF WORK NOTE: All equipment used in the cleaning operation of any City facility must be in good safe operating condition as required by OSHA Equipment with broken or exposed electric wires will not be used Upon completion of the workday, all equipment will be properly stored or removed from the facility. Nothing will be left out in the open Paper products will picked up at Public Services, 400 12th Street, Clermont, FL 34711 Monday through Friday from 8:00 a.m. to 4:00 p.m. Paper products will be inventoried at the front desk. The City shall have the final authority regarding the products that are installed in City facilities and may require discontinuation of a product that is found to be unacceptable for any reason. 30 — GREEN PRODUCTS All products and chemical solutions provided and used shall be certified under Green Seal Standard GS-37 or GS-40, or Environmental Choice Standard ECP-57. These standards require that: • The p roduct must be a concentrate. • The undiluted product shall not contain any ingredients that are carcinogens or a known to cause reproductive toxicity. • Undiluted product hall not be toxic to humans, not be corrosive to the skin or eyes, not be a skin sensitizer, not be combustible, not be toxic to aquatic life. • Product shall not contain substances that contribute significantly to the production of photochemical smog, tropospheric ozone, or poor indoor air quality. • Product used shall not contain more than 0.5% by weight or total phosphorus. • The primary package shall be recyclable or the manufacturer shall provide for returning and refilling of their packages. • Product manufacturer shall identify any fragrances on their MSDS. Any ingredient added to the product as a fragrance must follow guidelines as interpreted bythe international fragrance association. • The products shall not contain alkyl phenol ethoxylates, dibutyl phthalate heavy metals, ozone-depleting compounds or optical brighteners. • Product shall not be tested on animals All custodial staff shall be instructed in the proper use of all products to conform to the manufacturer's instructions, insuring maximized health and economic benefits of the RFP No 14-030 Page 38 of 64 SECTION — B STATEMENT OF WORK program. All custodial staff will be made aware of restricted non-compliance chemical use. 31 —TRASH AND WASTE REMOVAL PROCEDURES All waste going into dumpsters shall be bagged or placed in closed containers before disposal. It shall be the respondent's responsibility to provide said containers/bags. All cardboard containers must be broken down before disposal or recycled. The respondent shall provide appropriate equipment for trash removal so as to avoid the possibility of floor damage due to the dragging of trash bags through office areas. 32 —AREAS REQUIRING STRICT SANITIZING Holding cell areas shall be cleaned including disinfecting in and around urinals or water closets on a daily basis. Sanitary disposal containers shall be emptied, cleaned, sanitized, and properly dried and provided with a new liner daily. Waxed paper liners are to be used in all sanitary napkin disposal receptacles. 33 — SENSITIVE EQUIPMENT,AREAS The respondent will ensure that special care is taken to maintain areas containing computer equipment as dust free as possible. This should entail vacuuming and/or dry mopping and wet mopping. The respondent will instruct their cleaning personnel on the proper manner in which to perform their duties around sensitive equipment. This shall include the identification and usage of the proper electrical circuits to use with their equipment. Extreme caution while cleaning will also be given to: a. Avoidance of power interruption to devices. b. The use of the same circuit by cleaning equipment and sensitive devices at any one given time. The respondent shall contact the City for identification of these areas. c. The use of cleaning equipment near sensitive equipment. d. The use of only those cleaning products guaranteed not to damage sensitive electronic equipment. e. The use of cleaning products on or around sensitive devices. RFP No 14-030 Page 39 of 64 SECTION — B STATEMENT OF WORK f. The appropriate method of cleaning equipment and its surrounding areas. g. Dry dust computer drafting plotters only. h. Do not use power strips as a source of electrical power for any cleaning equipment. 34—SAFETY It shall be the responsibility of the respondent to insure work safety, provide sufficient, required insurance, complies with all safety codes, laws and requirements and to include any cost of such safety requirements in the project bid. No additional compensation shall be allowed for the cost of such compliance. 35 — FAIR LABOR STANDARDS ACT No respondent or subcontractor holding a service contract with the City for any dollar amount shall pay any of its employees working on the contract less than the minimum wage specified in section 6(a)(1) of the Fair Labor Standards Act 29 U.S.C. 206. Failure to meet this requirement may result in contract termination by the City. END OF SECTION — B RFP No 14-030 Page 40 of 64