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Contract 2023-045ADocuSign Envelope ID: E2C98154-AB3D-4304-87E3-79840CA9EBA2 2023-045 AGREEMENT 2023-045 JANITORIAL SERVICES FOR THE CLERMONT POLICE DEPARTMENT THIS AGREEMENT, is made and entered into this Monday, May 1, 2023, by and between the CITY OF CLERMONT, FLORIDA, a municipal corporation under the laws of the State of Florida whose address is: 685 W. Montrose Street, Clermont, Florida, (hereinafter referred to as "CITY"), and SOUTHERN CLEANING SERVICE, INC., whose address is: 11482 Columbia Park, Dr. W., Jacksonville, FL 32258, (hereinafter referred to as "CONTRACTOR"). WHEREAS, the City of Clermont issued RFP 23-035 titled Janitorial Services for the Clermont Police Department; WHEREAS, CONTRACTOR submitted its response dated March 2, 2023, to RFP 23-035; WHEREAS, CITY desired to award a contract to CONTRACTOR in accordance with the terms and conditions of REP 23-035 and CONTRACTOR's response thereto; WITNESSETH: That the parties hereto, for the consideration hereinafter set forth, mutually agree as follows: 1. SCOPE OF WORK The CONTRACTOR shall provide janitorial cleaning services for the Clermont Police Department as described in CITY's RFP 23-035 and CONTRACTOR's March 2, 2023 response thereto, which are expressly incorporated herein and made a part of the Agreement Documents hereto and shall do everything required by this Agreement and the Agreement Documents. Provided, however, that nothing herein shall require CITY to purchase or acquire any items or services from CONTRACTOR. 2. THE CONTRACT SUM CITY shall pay CONTRACTOR, for the faithful performance of the Agreement as set forth in the Agreement Documents and the Unit Price Schedule an amount in accordance with the compensation schedule set forth in Exhibit "A", attached hereto and incorporated herein. 3. PROVISION OF SERVICES AND COMPLETION OF WORK A. The CONTRACTOR shall only provide to the CITY with janitorial cleaning services to the Clermont Police Department upon receipt of an authorized order from CITY and shall provide the requested items in the timeframe and as set forth in RFP 23-035 or in the specific purchase order submitted by CITY. Nothing herein shall obligate CITY to purchase any specific amount of product from CONTRACTOR or create an exclusive purchase agreement between CITY and CONTRACTOR. CITY shall not be obligated or required to pay for any items received until such time as CITY has accepted the items in accordance with the order provided to CONTRACTOR. DocuSign Envelope ID: E2C98154-AB3D-4304-87E3-79840CA9EBA2 Term Agreement RFP 23-035 Janitorial Services for the Clermont Police Department B. CONTRACTOR, upon receipt of a purchase order hereunder, shall immediately notify CITY if it has an issue or question related to the fulfillment of the order or whether there will be any delay in providing the items requested. Failure of CONTRACTOR to so notify CITY will preclude CONTRACTOR from seeking payment of any kind for any items that were delayed in delivery. Upon receipt of notification of the delay, CITY may at its sole option cancel the order and seek the items from any available source. C. It is expressly understood and agreed that the passing, approval, and/or acceptance of any services herein by CITY or by any agent or representative as in compliance with the terms of this Contract shall not operate as a waiver by the CITY of strict compliance with the terms of this Contract and the CITY may require the CONTRACTOR replace the accepted services so as to comply with the warranties and specifications hereof. D. COMPANY specifically acknowledges that this Contract does not bind or obligate CITY to purchase any minimum quantity of product during the term hereof. 4. TERM AND TERMINATION A. This Agreement is to become effective upon execution by both parties and shall remain in effect for a period of three (3) years thereafter, unless terminated or renewed as provided for herein. B. Notwithstanding any other provision of this Agreement, CITY may, upon written notice to CONTRACTOR, terminate this Agreement: a) without cause and for CITY's convenience upon thirty (30) days written notice to CONTRACTOR; b) if CONTRACTOR is adjudged to be bankrupt; c) if CONTRACTOR makes a general assignment for the benefit of its creditors; d) CONTRACTOR fails to comply with any of the conditions of provisions of this Agreement; or e) CONTRACTOR is experiencing a labor dispute, which threatens to have a substantial, adverse impact upon the performance of this Agreement, without prejudice to any other right or remedy CITY may have under this Agreement. In the event of such termination, CITY shall be liable only for the payment of all unpaid charges, determined in accordance with the provisions of this Agreement, for work, properly performed and accepted prior to the effective date of termination. 5. PAYMENTS In accordance with the provisions fully set forth in the Contract Documents, CONTRACTOR shall submit an invoice to CITY upon completion of the services and delivery of products to CITY as set forth in the applicable purchase order. CITY shall make payment to the CONTRACTOR for all accepted deliveries and undisputed products delivered and services provided, within thirty (30) calendar days of receipt of the invoice. 1 DocuSign Envelope ID: E2C98154-AB3D-4304-87E3-79840CA9EBA2 Term Agreement RFP 23-035 Janitorial Services for the Clermont Police Department 6. DISPUTE RESOLUTION - MEDIATION A. 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. B. The CITY and CONTRACTOR shall endeavor to resolve claims, disputes and other matters in question between them by mediation. C. The parties shall share the mediator's fee and any filing fees equally. The mediation shall be held in Clermont, Lake County, Florida, unless another location is mutually agreed upon. Agreements reached in mediation shall be enforceable as settlement Agreements in any court having jurisdiction thereof. 7. INSURANCE AND INDEMNIFICATION RIDER 7.1. Worker's Compensation Insurance The CONTRACTOR shall take out and maintain during the life of this Agreement, Worker's Compensation Insurance for all its 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 subCONTRACTOR 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 Agreement at the site of the Project is not protected under the Worker's Compensation statute, the CONTRACTOR shall provide adequate insurance, satisfactory to the CITY, for the protection of employees not otherwise protected. 7.2. CONTRACTOR's Commercial General Liability Insurance The CONTRACTOR shall take out and maintain during the life of this Agreement, Commercial General Liability and Business Automobile Liability Insurance as shall protect it from claims for damage for personal injury, including accidental death, as well as claims 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 as follows: A. CONTRACTOR's Commercial General Liability, $1,000,000 Each, ($2,000,000 aggregate). Liability Coverages, Bodily Injury Occurrence, & Property Damage Combined Single Limit B. Automobile Liability Coverages, $1,000,000 Each, Bodily Injury & Property Damage Occurrence, Combined Single Limit Insurance clause for both BODILY INJURY AND PROPERTY DAMAGE shall be amended to provide coverage on an occurrence basis. 2 DocuSign Envelope ID: E2C98154-AB3D-4304-87E3-79840CA9EBA2 Term Agreement RFP 23-035 Janitorial Services for the Clermont Police Department 7.3. CITY's and CONTRACTOR's Protective Liability Insurance The CITY shall procure and furnish a CITY'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. 7.4. Indemnification Rider A. To the fullest extent permitted by law, the CONTRACTOR shall indemnify and hold harmless the CITY and its employees from and against all claims, damages, losses and expenses, including but not limited to reasonable attorney's fees, arising out of or resulting from its 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 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 such acts are 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; however, this indemnification does not include the sole acts of negligence, damage or losses caused by the CITY and its other contractors. B. In any and all claims against the CITY 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 CITY for the indemnification provided herein. 8. 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. DocuSign Envelope ID: E2C98154-AB3D-4304-87E3-79840CA9EBA2 Term Agreement RFP 23-035 Janitorial Services for the Clermont Police Department A. CONTRACTOR: • SCSI, Southern Cleaning Service Inc • Attn: David Yance, EVP Business Development • 11482 Columbia Park, Dr. W., Jacksonville, FL 32258 A. OWNER: • City of Clermont • Attn: Brian Bulthuis, City Manager • 685 W. Montrose Street, Clermont, FL 34711 9. MISCELLANEOUS 9.1. 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 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. 9.2. 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. 9.3. 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. 9.4. 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. 9.5. 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. 4 DocuSign Envelope ID: E2C98154-AB3D-4304-87E3-79840CA9EBA2 Term Agreement RFP 23-035 Janitorial Services for the Clermont Police Department 9.6. Assi _ ng ment Except in the event of a merger, consolidation, or other change of control pursuant to the sale of all or substantially all of either party's assets, 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. 9.7. 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. 9.8. 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. 9.9. Public Records The CONTRACTOR expressly understands records associated with this project are public records and agrees to comply with Florida's Public Records law, to include, to: A. Keep and maintain public records that ordinarily and necessarily would be required by the CITY in order to perform the services contemplated herein. B. Provide the public with access to public records on the same terms and conditions that the CITY would provide the records and at a cost that does not exceed the cost provided in this Florida's Public Records law or as otherwise provided by law. C. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law. D. Meet all requirements for retaining public records and transfer, at no cost, to the CITY all public records in possession of CONTRACTOR upon the termination of the contract and destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. CONTRACTOR shall use reasonable efforts to provide all records stored electronically to the CITY in a format that is compatible with the information technology systems of the CITY. E. IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, THE CONTRACTOR SHALL CONTACT THE CITY'S CUSTODIAN OF PUBLIC RECORDS AT THE CITY CLERK'S OFFICE, (352) 241-7331. DocuSign Envelope ID: E2C98154-AB3D-4304-87E3-79840CA9EBA2 Term Agreement RFP 23-035 Janitorial Services for the Clermont Police Department 10. CONTRACT DOCUMENTS The Contract Documents, as listed below are herein made fully a part of this Contract as if herein repeated. Document Precedence: A. This Agreement B. Purchase Order / Notice To Proceed C. An applicable Contractor Quote or Statement of Work D. All documents contained in RFP 23-035 titled Janitorial Services for the Clermont Police Department and CONTRACTOR's response thereto. IN WITNESS WHEREOF, the parties hereto have executed this Agreement on this 19th day of April 2023. CITY OF CLERMONT DocuSigned by: 2BA7692F758C492... Tim Murry, Mayor ATTEST: DocuSigned by: Tay p4,,-.yot Haws 3AD7F34905B344A.,. Tracy Ackroyd Howe, City Clerk DS 11 DocuSign Envelope ID: E2C98154-AB3D-4304-87E3-79840CA9EBA2 SOUTHERN CLEANING SERVICE, INC. DocuSigned by: uawu gAJA Gt. By: ND224EE56AWT.. Print Name: David Yance Title: EVP Business Development Date: 4/18/2023 DocuSign Envelope ID: E2C98154-AB3D-4304-87E3-79840CA9EBA2 #RFP 23-035 City of Clermont SECTION - G COST OF SERVICES Clermont Police Department, 3600 YS Hwy 27, Clermont, FL 34711 $4,037.00 $48,444.00 DocuSign Envelope ID: E2C98154-AB3D-4304-87E3-79840CA9EBA2 Request For Proposal #RFP 23-035 Title: Janitorial Services for the Clermont Police Department 3. STATEMENT OF WORK 3.1. SCODe of Services A detailed description of the work to be performed is contained in this section. Unless expressly stated here otherwise, the description of work will apply to all general building areas. Floor stripping must be performed with a low -speed buffer (for stripping) and a stripping pad. Buffing must be done with a high-speed buffer. Spot cleaning must be done with a clean white cloth. The floor finish must be applied with a looped nylon mop. The janitorial service is scheduled to commence on/about April 2023 and continue for a period of thirty-six (36) months. 3.2. 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; such as marble and granite): The successful respondent must use neutral detergent solution and equipment as needed to remove soil from non - carpeted floors. After the floor has been wet cleaned it must 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 successful respondent must use a germicidal detergent solution instead of a neutral detergent solution. 1. Floor mats, trash receptacles, and chairs must be moved in order to mop the entire floor and then be replaced only when the floor is dry. E. DE -SCALE TOILETS AND URINALS: The successful respondent must use non-acid bowl cleaners. The bowl cleaners used must not damage the bowls, valves, or fixtures. The successful respondent must replace fixtures damaged with an identical product. F. DISINFECT ALL RESTROOM SURFACES: The successful respondent must 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 successful respondent must 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 of furniture and surfaces or building fixtures. Papers, typewriters, calculators, computers, staplers, and similar desk items are not to be moved. 12 DocuSign Envelope ID: E2C98154-AB3D-4304-87E3-79840CA9EBA2 Request For Proposal #RFP 23-035 Title: Janitorial Services for the Clermont Police Department H. DUSTING BUILDING SURFACES: The successful respondent must 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 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 successful respondent must 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 successful respondent must break down cardboard boxes that are left for disposal and place them into dumpsters. The successful respondent must replace all trash receptacle liners daily with a new trash receptacle liner of the proper size. The successful respondent must remove non -permanent stains and soil from the interior and exterior of trash receptacles including tops or lids. REFILL DISPENSERS: The successful respondent must check and refill each toilet paper dispenser, hand soap dispenser, paper towel dispenser, feminine items, 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 successful respondent must 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. L. REMOVE CARPET STAINS: The successful respondent must use carpet stain remover and gum remover to remove carpet stains and gummy soil from floor mats and all carpet surfaces when present. The successful respondent must use stain remover and equipment approved by the City to remove the 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. M. SPOT CLEAN FURNITURE: The successful respondent must 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 must be used to restore a uniform gloss and protective finish to resilient tile or terrazzo floors that are finished with a floor finish. All spray buff 13 DocuSign Envelope ID: E2C98154-AB3D-4304-87E3-79840CA9EBA2 Request For Proposal #RFP 23-035 Title: Janitorial Services for the Clermont Police Department 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 must be free from streaks, spots, stains, smears, mop strands, and other unsightly appearances. 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 successful respondent must 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. The successful respondent must use a hose and brush or crevice attachment to vacuum areas inaccessible to the carpet vacuum. 1. All vacuums must be capable of edge cleaning with built-in hose and carry auxiliary tools. 2. Must be capable of height adjustment. 3. Equipped with filters capable of removing 99.97% of all airborne contaminants. Q. BI-ANNUALLY CLEAN ALL EXTERIOR GLASS: The successful respondent must clean all entrances and entryway glass. The framework must also be cleaned. This applies to all exterior glass. The respondent must clean exterior glass at times that do not interfere with pedestrian traffic. R. CLEAN PERIMETER WINDOW GLASS AND INTERIOR GLASS: The successful respondent must clean all interior sides of the glass at perimeter walls and both sides of all interior glass, i.e., walls doors, partitions, etc. The successful respondent must clean the glass at times that do not interfere with normal operations of City business. S. CLEAN WALKWAYS: The successful respondent must 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 14 DocuSign Envelope ID: E2C98154-AB3D-4304-87E3-79840CA9EBA2 Request For Proposal #RFP 23-035 Title: Janitorial Services for the Clermont Police Department 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 successful respondent must remove soil, scratches, and scuff marks and the top layer of floor finish from non - carpeted floors. The successful respondent must apply a minimum of two (2) additional coats of non-skid floor finish within one (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 the application of the 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 successful respondent must 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. The frequency will then be determined by the City. X. OVERHEAD CLEANING: The successful respondent must perform cleaning of all fixtures and surfaces from the floor up to and including the ceiling around fixtures. This 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 the 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 must be submitted to the City prior to the 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 successful respondent must 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 must not be used or maintained on the 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. 15 DocuSign Envelope ID: E2C98154-AB3D-4304-87E3-79840CA9EBA2 Request For Proposal #RFP 23-035 Title: Janitorial Services for the Clermont Police Department BB.SLIP RESISTANCE: The successful respondent must 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. 3.3. 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. The frequency of cleaning may be adjusted for seasonal facilities and subsequent billings would reflect frequency change as approved by City. A. POLICE DEPARTMENT HEADQUARTERS — 3600 HWY. 27 DAILY: Five days per week — Monday through Friday starting at 1lam to 2pm or 12pm to 3pm a. Empty all trash cans and replace liners. b. Sweep, mop, and disinfect floors. Baseboards are to be thoroughly washed to remove dirt and marks. c. Toilets and urinals are to be washed inside and outside, disinfected inside and outside, all stains removed, and seats left raised. d. Dust all furniture, counters, desks, and horizontal surfaces. e. Clean all restrooms (replace toilet paper, soap, deodorant blocks, and towels as needed). f. Vacuum all carpeted areas. g. Clean glass doors and stationary entrance panels, inside and out including frames. h. Sweep outside the walk area. i. Spot clean hand smudges and other blemishes on vertical surfaces in high -traffic areas. j. Clean drinking fountain. k. Dust blinds as needed. I. Clean A/C vents as needed. m. Clean holding cells, sweep, mot, and clean toilet. n. Clean showers. 16 DocuSign Envelope ID: E2C98154-AB3D-4304-87E3-79840CA9EBA2 Request For Proposal #RFP 23-035 Title: Janitorial Services for the Clermont Police Department o. Disinfect door handles and knobs. p. No water rings must remain on any surface. q. Floor traps are to have clean water poured into them and bleached once a month. r. Sinks are to be washed and disinfected. s. Mirrors, shelves, countertops, dispensers, chrome fixtures, and piping shall be disinfected wiped, polished dry, and left free of spots. t. Ledges, ceiling grilles, and stall partitions are to be dusted. u. Walls, partitions, doors, and waste receptacles shall be spot cleaned. v. 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 the dumpster. w. 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 the dumpster. x. Feminine hygiene receptacles shall be emptied, cleaned, disinfected, dried, and provided with new liners. y. Stairwells are to be swept and mopped. z. Clean stairwell handrails. 2. WEEKLY: Once per week after 5:00 p.m. Friday a. Stall partitions, tile walls, and doors must be cleaned and disinfected. b. Ceramic floors must be machine scrubbed. c. Machine scrub floors, including corners and under fixtures. d. Waste receptacles are to be damp wiped inside and out and disinfected. 3. MONTHLY: Once per month after 5:00 p.m. first business day of the month a. Tiled wall must be completely washed down and disinfected. b. Machine scrub floors including corners and under fixtures. 4. BI-ANUALLY: Twice yearly once in January and once in July a. Strip and wax floors (twice a year). b. Shampoo carpet (twice a year). 17 DocuSign Envelope ID: E2C98154-AB3D-4304-87E3-79840CA9EBA2 Request For Proposal #RFP 23-035 Title: Janitorial Services for the Clermont Police Department 3.4. OFFICES, CONFERENCE ROOMS, FILE ROOMS, AND EMPLOYEE BREAKROOM A. DAILY: Five days per week — Monday through Friday after 5:00 p.m. 1. Mop hard surface floors, such as Break Rooms and File Rooms. 2. Stock paper towels. 3. Clean the breakroom and disinfect sinks. 4. Clean all carpet stains 2 X 2 or smaller. 5. Empty wastebaskets; replace liner if dirty or soiled. 6. All trash must be taken to the dumpster. 7. Flattened cardboard boxes must be taken to the dumpster in the designated location. 8. Vacuum rugs or sweep floors. Floors must be vacuumed or dusted with a dust mop. Remove all dirt, dust, and litter. Clean spots from carpets and hard surfaces and floors. Work requirements for floor sweeping and carpet vacuuming are to be performed on a scheduled basis and approved by the City Representative. 9. Floors mopped to corners and under furniture. Allow no splash marks or water stains on baseboards. B. TWICE WEEKLY: Monday, Tuesday, or Thursday Friday after 5:00 p.m. 1. 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, paper hole punch, ashes, mud, sand, rubber bands, cigarette butts, etc. 2. Clean spots from walls, doors, windowsills, and ledges. This includes wall areas around light switches. Thoroughly wash floor baseboards to remove dirt and marks. C. WEEKLY: Once per week after 5:00 p.m. 1. Dust all horizontal surfaces that are cleaned, up to a height of 6 (6) feet making the surface free of dirt streaks, lint, and cobwebs. Dust all room corners at the ceiling. 2. Clean and dust all windows and window blinds. 3. Wash and disinfect all trash receptacles. 3.5. ENTRANCE, LOBBY, AND HALLWAYS A. DAILY: Five days per week — Monday through Friday after 5:00 p.m. 1. Vacuum floors if carpeted, sweep, and damp mop in hard surfaces. Mats must be swept and/or vacuumed. DocuSign Envelope ID: E2C98154-AB3D-4304-87E3-79840CA9EBA2 Request For Proposal #RFP 23-035 Title: Janitorial Services for the Clermont Police Department 2. Clean baseboards to remove dirt and marks. Clean all carpet stains 2' X 2' or smaller. 3. Directory/bulletin board glass to be cleaned. 4. The receptionist glass must be cleaned on both sides. 5. The entrance door glass must be cleaned on both sides. 6. Vacuum entrance mats. B. WEEKLY: Once per week after 5:00 p.m. Friday 1. Main, lobby, entrances, and corridors -floors machine scrubbed. Clean any wall spots. All vertical surfaces must be dusted and metal and wood polished. 2. The receptionist glass will be cleaned thoroughly on both sides. 3. All other (secondary) corridors, entrances, and lobbies -hard floors swept, mopped, or scrubbed. 4. All entrances -door frames; must be washed from the inside and the outside. Disinfect door handles. 5. Clean all cobwebs and dust from corners, walls, and ceilings throughout. 6. Clean glass in lobby display cases. 7. Clean all interior glass. C. MONTHLY: Once per month after 5:00 p.m. 1. The floors must be machine scrubbed. 2. The wastebaskets must be washed with hot water where there is no liner used. 3.6. MISCELLANEOUS DUTIES A. DAILY: Five days per week — Monday through Friday after 5:00 p.m. 1. Drinking fountains must be cleaned with antibacterial disinfectant. 2. Ash Receptacles -cigarette urns and dry -type ash receptacles on the portico landing and back door loading dock must be emptied and washed. B. WEEKLY: Once per week after 5:00 p.m. 1. Polish all stainless fixtures and rails. C. QUARTERLY: Once every three months after 5:00 p.m. 1. Carpets must be shampooed in January, April, July, and October D. BI-ANNUALLY: Twice yearly once in January and once in July 19 DocuSign Envelope ID: E2C98154-AB3D-4304-87E3-79840CA9EBA2 Request For Proposal #RFP 23-035 Title: Janitorial Services for the Clermont Police Department 1. All exterior windows and frames must be brush cleaned and squeegeed with all framing wiped dry. 3.7. STAIRWAYS A. WEEKLY: Once per week after 5:00 p.m. 1. Sweep or vacuum, and mop or scrub landing and steps. 3.8. CUSTODIAL SERVICE PERFORMANCE AND WORK HOURS Services must be performed as directed by the ROUTINE WORK TASKS BY FACILITY except for the City of Clermont observed holidays. A. Turn off the lights. B. Close and lock doors, interior and exterior. C. Activate the security alarm system. City of Clermont holidays include: • New Year's Day (First day of January) • Memorial Day (Third Monday in May) • Independence Day (Fourth day of July) • Labor Day (First Monday in September) • Veterans Day (Eleventh day of November) • Thanksgiving Day (Fourth Thursday in November) • Day after Thanksgiving Day (Fourth Friday in November) • Christmas Eve and Christmas Day (24th & 25th day of December) 3.9. INSPECTIONS Inspections will be performed by the Police Department designated employee. 3.10. PAYMENT Submit invoices to each facility and contact person as listed below. Payment for services will be made on a monthly basis and must be approved by the Department Director. Location of Facility: • Police Department Headquarters, 3600 Hwy. 27, Clermont, FL 34711 Contact Person • Diane Carter 20 DocuSign Envelope ID: E2C98154-AB3D-4304-87E3-79840CA9EBA2 Request For Proposal #RFP 23-035 Title: Janitorial Services for the Clermont Police Department 3.11. 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 successful respondent a written notice no less than five (5) full working days in advance of 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 must 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. 3.12. 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 successful respondent must furnish the City with detailed pricing for all costs associated with the services requested. 3.13. FAILURE TO SUPPLY The successful respondent must 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 to procure in the open market services meeting or similar to those specified in the contract. 3.14. 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 will 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 services are not completed within a reasonable amount of time after personnel is notified, a deduction will be made from the monthly payment due. A reasonable amount of time will 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 successful respondent fail to perform the services required under the 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 will entitle the City to terminate the contract in accordance with the termination for cause listed therein. This is a SERVICE CONTRACT and services not rendered on the day specified cannot be made up, all tasks missed will result in deductions. 3.15. CONFORMANCE TESTING The City reserves the right to test all goods delivered during the life of the contract, at an independent laboratory, to be designated by the City. The laboratory tests may include each item of the specifications to determine whether the goods are in conformity therewith. Tests will 21 DocuSign Envelope ID: E2C98154-AB3D-4304-87E3-79840CA9EBA2 Request For Proposal #RFP 23-035 Title: Janitorial Services for the Clermont Police Department be made on goods selected at random from deliveries made under the contract. The successful respondent is liable for testing where the result shows that the goods are not equal to or do not conform to the specifications. If the result of any additional test shows 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. 3.16. EMPLOYEE LIST The successful respondent must provide with their response an itemized list of the proposed number of employees, including the number of supervisory personnel, to be assigned to the building. The successful respondent must provide the City with a list of employees who will fill in for vacations, sick leave, and any time off. 3.17. PERSONNEL BACKGROUND CHECK The successful respondent must provide the Police Department with a complete list of personnel, including a full name, address, telephone number, social security number, copy of Drivers License, and an NCIC/FCIC Criminal History Background Check for each individual employee before the date of hire and within ten (10) calendar days after City notification to enter into a contract. This information must be kept current throughout the contract term, including the replacement of employees. Custodians must be employees of the successful respondent; day laborers are not acceptable. A brief resume must be submitted to the City's Contract Manager and Crew Supervisor. (The City's Contract Manager and Crew Supervisor may be the same person.) This information must also be kept current throughout the contract term including the replacement of employees. The City reserves the right to accept or reject any Contract Managers or Crew Supervisors from the successful respondent. A. Contract Manager: The Contract Manager will be responsible for the management and scheduling of work to be performed under the contract and must 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 as per this solicitation. B. Crew Supervisor: All Crew Supervisors engaged in directing the work to be accomplished under the contract must 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 as per this solicitation. C. Employees: The successful respondent must not conduct recruiting, hiring, or interviewing in any building covered by the contract at any time. All cleaning personnel must be provided with at least 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 of both. However, no cleaner will be assigned to work alone until the training hours are completed. 22 DocuSign Envelope ID: E2C98154-AB3D-4304-87E3-79840CA9EBA2 Request For Proposal #RFP 23-035 Title: Janitorial Services for the Clermont Police Department 3.18. UNAUTHORIZED PERSONNEL At no time will the successful respondent allow any person into the building other than bona fide employees of the company. At no time must the respondent's employees allow family members, friends, etc. to be on the grounds or parking lot of the facility during working hours, other than to pick up or drop-off an employee. 3.19. SUPERVISION General: The successful respondent must arrange for a contract manager (who must be an employee of the contractor) and crew supervisors for the contract work. The contract manager must 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. Definitions: A. The term "Contract Manager" means a person, designated in writing by the successful respondent, who has complete authority to act for the company during the term of the contract. The Contract Manager must have the authority to accept notices, inspection reports, and all other correspondence on behalf of the company. B. 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 Professional Standards Lieutenant or his designee will be responsible for the day-to-day administration of the contract. 3.20. STANDARDS OF CONDUCT The successful 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 successful 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. 3.21. UNIFORMS The successful respondent must furnish appropriate and identifiable uniforms for the individual employee and wear photo identification (frontal face). Said employees must present a neat, clean, and well-groomed appearance when providing services at any and all City Facilities. 23 DocuSign Envelope ID: E2C98154-AB3D-4304-87E3-79840CA9EBA2 Request For Proposal #RFP 23-035 Title: Janitorial Services for the Clermont Police Department 3.22. WORK PERFORMANCE/ACCOUNTABILITY The successful respondent is not 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 must, within twenty-four (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. 3.23. BUILDING SECURITY AND ACCESS CONTROL The successful respondent will be furnished with means of access to all areas requiring custodial services. Any keys issued to the successful respondent for such use must not be duplicated by the successful respondent or their employees. These keys are to be returned to the City at the end of the service period. Any area to which the respondent is provided access by means of a key must be opened for the purpose of custodial services only. Immediately upon completion of custodial service, the area must be secured. No person or persons must be permitted access by any contract personnel. No exterior door or interior door must be propped open. Exterior doors must remain locked during cleaning if after hours. If keys are lost, the successful respondent will pay for necessary lock changes and all replacement keys. 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 these areas. The successful respondent is to provide secure storage for their employee's personal possessions if necessary. The City will not be responsible to any of the contractor employees for loss of personal property. 3.24. CONTRACTOR'S RESPONSIBILITY FOR LOSS OF EQUIPMENT AND WRONGFUL USE It will be the responsibility of the successful 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 successful 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: 24 DocuSign Envelope ID: E2C98154-AB3D-4304-87E3-79840CA9EBA2 Request For Proposal #RFP 23-035 Title: Janitorial Services for the Clermont Police Department • Telephone System Equipment • Computer Equipment • Audio/Video Equipment • Office Equipment (copiers, fax machines, etc.) • Kitchen Appliances • Foods, Drinks, etc. 3.25. WORK HOURS AND SCHEDULING Cleaning services must 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 must be maintained in the "Custodial Log" at each facility provided by the successful respondent. The successful respondent is responsible for cleaning an area later in the work schedule if there is a meeting or special event. The City will provide a minimum of three (3) workday notice of special events requiring schedule modifications. 3.26. NON-INTERFERENCE WITH GOVERNMENT BUSINESS The work must 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 respondents' employees and building occupants must be kept to a minimum. A. All persons employed while at work, and on the premises, must comply with all building regulations. The successful respondent agrees to alter work methods, schedules, and procedures if the City determines that they are detrimental to City operations. Such alteration must not be the cause for additional charges to the City. 3.27. DUE CARE BY CLEANING PERSONNEL The successful respondent must not allow smoking by their employees in City facilities. The successful respondent must 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 will be the successful respondent's responsibility to clean up and/or rectify any damage to City property caused by any individual connected with the successful respondent, to the City's satisfaction. 3.28. RESTRICTED USE OF TELEPHONE The successful respondent and their employees must not use City property in any manner for any personal advantage, business gain, or other personal endeavors. Unauthorized use of City phones is not allowed. 25 DocuSign Envelope ID: E2C98154-AB3D-4304-87E3-79840CA9EBA2 Request For Proposal #RFP 23-035 Title: Janitorial Services for the Clermont Police Department 3.29. NOTIFICATION OF NEEDED REPAIRS The successful respondent must promptly notify the City's Contract Manager of needed repairs and/or damages to soap, paper towels, and other restroom dispensers, as well as other damaged or malfunctioning fixtures and building accessories that are observed during the performance of services. This notice must be received within a reasonable time as determined by the City. 3.30. EMERGENCY SERVICES If an emergency arises (such as flooding of a particular section of a building) the successful respondent must divert their workforce, 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 to respond to the emergency, they must be directed by the successful respondent to return to their normal duties. The successful respondent will not be penalized because the normal daily work which otherwise would have been performed had to be neglected, but every effort must be made to complete the contract requirements. 3.31. SAFETY It is the responsibility of the successful respondent to provide all materials and training to insure a safe working environment for their employees, City employees as well as the public. The successful respondent must meet all federal, state, and local requirements. The successful respondent, if requested by City's Contract Manager, must provide material safety data sheets (MSDS) on all chemicals utilized. Examples of safety procedures are: • Signs placed on elevator doors while hauling trash. • Barricades and/or signs warning of wet floors. • Barricades and/or signs warning of overhead work in progress. • Signs indicating restroom cleaning operations in progress. • Only professionally made signs, approved by the City will be used. 3.32. EQUIPMENT & SUPPLIES It is the responsibility of the successful 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 successful respondent must 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, protective coatings, etc. The successful respondent must also include brooms, mops (wet and dry/dry dust mops), mop handles, dust pans, bowl mops, bowl brushes, putty knives, dusters, sponges, rags, window squeegees, floor pads, rubber gloves, spray bottles, floor machines, vacuum cleaners, etc. The successful respondent must provide all supplies (including trash liners) with the exception of toilet paper, paper towels, and hand soap which will be supplied by the City. Installation of said supplies will be the respondent's responsibility, except where special arrangements are made and approved by the City. 26 DocuSign Envelope ID: E2C98154-AB3D-4304-87E3-79840CA9EBA2 Request For Proposal #RFP 23-035 Title: Janitorial Services for the Clermont Police Department The City will provide, if applicable, storage space for equipment (brooms, mops, vacuums, etc.). All equipment will be available for use by the successful respondent staff. • 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, the name of the product, and its recommended use. • 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 be picked up at Public Services, 400 12th Street, Clermont, Monday through Friday from 8:00 a.m. to 4:00 p.m. Paper products will be inventoried at the front desk. The City will have the final authority regarding the products that are installed in City facilities and may require the discontinuation of a product that is found to be unacceptable for any reason. 3.33. GREEN PRODUCTS All products and chemical solutions provided and used must be certified under Green Seal Standard GS-37 or GS-40, or Environmental Choice Standard ECP-57. These standards require that: • The product must be a concentrate. • The undiluted product must not contain any ingredients that are carcinogens or known to cause reproductive toxicity. • Undiluted products must not be toxic to humans, not be corrosive to the skin or eyes, not be a skin sensitizer, not be combustible, and not be toxic to aquatic life. • The product must not contain substances that contribute significantly to the production of photochemical smog, tropospheric ozone, or poor indoor air quality. • The product used must not contain more than 0.5% by weight or total phosphorus. • The primary package must be recyclable or the manufacturer must provide for returning and refilling of their packages. • The product manufacturer must identify any fragrances on their MSDS. Any ingredient added to the product as a fragrance must follow guidelines as interpreted by the international fragrance association. • The products must not contain alkyl phenol ethoxylates, dibutyl phthalate heavy metals, ozone -depleting compounds, or optical brighteners. • The product must not be tested on animals. 27 DocuSign Envelope ID: E2C98154-AB3D-4304-87E3-79840CA9EBA2 Request For Proposal #RFP 23-035 Title: Janitorial Services for the Clermont Police Department All custodial staff must be instructed in the proper use of all products to conform to the manufacturer's instructions, insuring maximized health and economic benefits of the program. All custodial staff must be made aware of restricted non-compliance chemical use. 3.34. TRASH AND WASTE REMOVAL PROCEDURES All waste going into dumpsters must be bagged or placed in closed containers before disposal. It will be the successful respondent's responsibility to provide said containers and bags. All cardboard containers must be broken down before disposal or recycled. The successful respondent must 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. 3.35. AREAS REQUIRING STRICT SANITIZING Holding cell areas must be cleaned including disinfecting in and around urinals or water closets on a daily basis. Sanitary disposal containers must be emptied, cleaned, sanitized, properly dried, and provided with a new liner daily. Waxed paper liners are to be used in all sanitary napkin disposal receptacles. 3.36. SENSITIVE EQUIPMENT AREAS The successful respondent must 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 successful respondent must instruct their cleaning personnel on the proper manner in which to perform their duties around sensitive equipment. This must include the identification and usage of the proper electrical circuits to use with their equipment. Extreme caution while cleaning will also be given to: • Avoidance of power interruption to devices. • The use of the same circuit by cleaning equipment and sensitive devices at any one given time. The successful respondent must contact the City's Contract Manager for identification of these areas. • The use of cleaning equipment near sensitive equipment. • The use of only those cleaning products is guaranteed not to damage sensitive electronic equipment. • The use of cleaning products on or around sensitive devices. • The appropriate method of cleaning equipment and its surrounding areas. • Dry dust computer drafting plotters only. • Do not use power strips as a source of electrical power for any cleaning equipment. DocuSign Envelope ID: E2C98154-AB3D-4304-87E3-79840CA9EBA2 Request For Proposal #RFP 23-035 Title: Janitorial Services for the Clermont Police Department 3.37. SAFETY It is the responsibility of the successful respondent to insure work safety, provide sufficient required insurance, comply with all safety codes, laws, and requirements, and to include any cost of such safety requirements in the project bid. No additional compensation will be allowed for the cost of such compliance. 3.38. FAIR LABOR STANDARDS ACT No respondent or subcontractor holding a service contract with the City, for any dollar amount, will 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. 29 DocuSign Envelope ID: E2C98154-AB3D-4304-87E3-79840CA9EBA2 CLERWONT Choice of Champions - City of Clermont Procurement Services Department 685 W. Montrose Street Clermont, FL 34711 VENDOR INFORMATION The following information along with a current W-9 form must be provided to the Procurement Services Department for all new vendors and when current vendors remit information changes. Name of Individual or Business: Southern Cleaning Service, Inc. Contact Person and Title: Russ Metevia - Regional Sales Manager / Martin Suto - Account Manager Vendor Street Address: 13052 US HWY 11 Vendor City, State, ZIP: Springville, AL. 35146 Vendor Mailing Address (if different from above): Vendor Email Address: SSparks@scsione.com Vendor Email Address for Purchase Order (if different from above): Rmetevia@scsione.com / Msuto@scsione.com Phone Number: 205-467-6655 Fax Number: Taxpayer Identification Number (include a copy of your W9 form): 630935427 Remit to Information (if different from above): Payment Remit to Name: Payment Remit to Address: Payment Remit to City, State, ZIP: Please return the completed Vendor Information along with the required W-9 form by email to: procu rementservices(D-clermontfl.org For any questions, please call the Procurement Services Department at (352) 241-7350.