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Contract 2022-123ADocuSign Envelope ID: C5B55B44-A978-46D4-BB8F-1000E992B1C5 2022-123 AGREEMENT No. 2022-123 FOR JANITORIAL SERVICES FOR CITY HALL, CLERMONT CITY CENTER, AND PUBLIC WORKS THIS AGREEMENT, is made and entered into this I" day of October 2022, 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 AMERICAN JANITORIAL, INC., whose address is: 87 North Central Ave., Umatilla, FL 32784, (hereinafter referred to as "CONTRACTOR"). WHEREAS, the City of Clermont issued RFP 22-028 titled Janitorial Services for City Hall, Clermont City Center, and Public Works; WHEREAS, CONTRACTOR submitted its response dated July 21, 2022, to RFP 22-028; WHEREAS, CITY desires to award a contract to CONTRACTOR in accordance with the terms and conditions of RFP 22-028 and CONTRACTOR's response thereto; WITNESSETH: That the parties hereto, for the consideration hereinafter set forth, mutually agree as follows: ARTICLE 1— SCOPE OF WORK The CONTRACTOR shall furnish janitorial services as described in CITY's RFP 22-028 and CONTRACTOR's July 21, 2022 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. ARTICLE 2 — THE CONTRACT SUM CITY shall pay CONTRACTOR, for the faithful performance of the Agreement as set forth in the Cost of Services for Janitorial Services Excluding Office Areas, in the annual amount of SIXTY-SEVEN THOUSAND, SIX HUNDRED FORTY-FOUR DOLLARS ($67,644.00) in accordance with the compensation schedule set forth in Exhibit "A", attached hereto and incorporated herein. ARTICLE 3 — PROVISION OF SERVICES AND COMPLETION OF WORK 3.1. The CONTRACTOR shall provide to CITY janitorial services upon receipt of an authorized purchase order from CITY and shall provide the requested items in the timeframe and as set forth in RFP No.: 22-028 or in the specific purchase order or 1 DocuSign Envelope ID: C5B55B44-A978-46D4-BB8F-1000E992B1C5 authorized 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. 3.2. CONTRACTOR, upon receipt of an 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. 3.3. It is expressly understood and agreed that the passing, approval and/or acceptance of any janitorial 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 janitorial services so as to comply with the warranties and specifications hereof. 3.4. COMPANY specifically acknowledges that this Contract does not bind or obligate CITY to purchase any minimum quantity of product during the term hereof. ARTICLE 4 — TERM AND TERMINATION 4.1. 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. 4.2. 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. 4.3. Upon mutual Agreement of the parties, this Agreement may be renewed for three (3) additional one (1) year terms. Sixty (60) days prior to completion of each extended term of this Agreement, CONTRACTOR may request and the City may 2 DocuSign Envelope ID: C5B55B44-A978-46D4-BB8F-1000E992B1C5 consider an adjustment to price based on changes in the Consumer Price Index (CPI). ARTICLE 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. ARTICLE 6 — DISPUTE RESOLUTION - MEDIATION 6.1. 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. 6.2. The CITY and CONTRACTOR shall endeavor to resolve claims, disputes and other matters in question between them by mediation. 6.3. 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. ARTICLE 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 Liabilitv 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 3 DocuSign Envelope ID: C5B55B44-A978-46D4-BB8F-1000E992B1C5 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. 7.3. 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. 2 DocuSign Envelope ID: C5B55B44-A978-46D4-BB8F-1000E992B1C5 ARTICLE 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. CONTRACTOR: American Janitorial, Inc. 87 North Central Avenue Umatilla, FL 32784 Attn: Jeff Simmons, Vice President OWNER: City of Clermont Attn: Brian Bulthuis, City Manager 685 W. Montrose Street Clermont, FL 34711 ARTICLE 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. 5 DocuSign Envelope ID: C5B55B44-A978-46D4-BB8F-1000E992B1C5 9.6. Assigningnt — Except in the event of 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 — 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 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 must be provided to the CITY in a format that is compatible with the information technology systems of the CITY. (e) IF CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTRACTOR SHALL CONTACT THE CITY'S CUSTODIAN OF PUBLIC RECORDS AT CITY CLERK'S OFFICE, (352) 241-7331. 71 DocuSign Envelope ID: C5B55B44-A978-46D4-BB8F-1000E992B1C5 ARTICLE 10 — AGREEMENT DOCUMENTS The Agreement Documents, as listed below are herein made fully a part of this Agreement as if herein repeated. Document Precedence: 10.1. This Agreement 10.2. Purchase Order / Notice To Proceed 10.3. All documents contained in City of Clermont RFP 22-028 and any amendments thereto. 10.4. CONTRACTOR'S July 21, 2022 response to RFP 22-028. IN WITNESS WHEREOF, the parties hereto have executed this Agreement on this 13th day of September , 2022. CITY OF CLERMONT DocuSigned by: 2BA7692F758C492... � DS Tim Murry, Mayor ATTEST: DocuSigned by: T A flo vt 3AD7F34905B344A... Tracy Ackroyd Howe, City Clerk 7 DocuSign Envelope ID: C5B55B44-A978-46D4-BB8F-1000E992B1C5 AMERICAN JANITORIAL, INC. DocuSigned�by:� 9g- 75�n nno A —A'— By. (Signature) Print Name: Jeff Simmons Title: VP Date: 9/16/2022 DocuSign Envelope ID: C5B55B44-A978-46D4-BB8F-1000E992B1C5 c;.:HIBIT "A" Bid 22-028 SECTION — K COST OF SERVICES OfficeL.N. Janitorial Services Excluding (Price Per Month x 12) 1 Clermont City Hall, 685 West Montrose Street, $3,358.00 $40,296.00 Clermont, FL 34711 2 Clermont City Center, 620 West Montrose Street, FL $1,735.00 $20,820.00 34711 3 Public Works Department, 400 12t" Street, Clermont, $384.00 $4,608.00 FL 34711 4 Public Works Department, 1201 Osceola Street, $160.00 $1,920.00 Clermont, FL 34711 , $67,644.00 The price block above includes cleaning services as provided in Section B with the exception of office areas. An office area is defined as any office space to include cubicles, private work station, and file room. RFP No: 22-028 Page 55 of 56 7/11 /2022 6:16 AM p. 58 DocuSign Envelope ID: C5B55B44-A978-46D4-BB8F-1000E992B1 C5 _.ty of Clermont Bid 22-028 SECTION — K COST OF SERVICES ADDITIONAL PRICING FOR NON -ROUTINE JANITORIAL SERVICES 1 Special Event Cleaning Per Person — Per Hour $22.50 2 Carpet Cleaning Per Square Feet $0.18 3 Floor Stripping/Sealing/Waxing Per Square Feet $0.30 4 Tile and Grout Cleaning Per Square Feet $0.30 Identify below the management facility/office from which services under this project will be supported. Facility Type Headquarters Primary Point of Contact: Thomas Donehoo Chief Operations Officer Name Title Provide facility address, primary contact phone number, fax number and email address. Address: 87 North Central Ave, Umatilla, FL 32784 Primary Contact: Thomas Donehoo Phone Number: 352-409-0754 Fax Number: 352-669-1408 Email Address: thomas.donehoo@aiiclean.com END OF SECTION K RFP No: 22-028 Page 56 of 56 7/11 /2022 6:16 AM p. 59 DocuSign Envelope ID: C5B55B44-A978-46D4-BB8F-1000E992B1 C5 _.ty of Clermont Bid 22-028 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. 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 ❑ 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. Company Name (print): American Janitorial, Inc. (AJI) Street Address: 87 North Central Ave, Umatilla, FL 32784 Mailing Address (if different): PO Box 2534, Umatilla, FL 32784 Telephone: 352-551-7941 Fax: 352-669-1408 Email: jeff.simmons@ajiclean.com Payment Terms: 100 % 30 days, net FEIN: 46 - 0557106 Signature: Print Name: Jeff Simmons Professional. License No.: P12000061074 Date: 7/20/2022 Title: Does the respondent accept payment using the City's MASTERCARD? END OF SECTION J RFP No: 22-028 Page 54 of 56 Vice President ❑ Yes El No 7/11 /2022 6:16 AM p. 57 DocuSign Envelope ID: C5B55B44-A978-46D4-BB8F-1000E992B1C5 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 September 2022 and shall continue for a period of thirty-six (36) months. 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 of furniture and surfaces or building fixtures. Papers, typewriters, calculators, computers, staplers, and similar desk items are not to be moved. RFP No: 22-028 Page 10 of 56 DocuSign Envelope ID: C5B55B44-A978-46D4-BB8F-1000E992B1C5 SECTION — B STATEMENT OF WORK 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 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, 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 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. m. SPOT CLEAN FURNITURE: The respondent shall ensure all foreign substances are removed from the surfaces of chairs, telephones, cleared surfaces of desks, RFP No: 22-028 Page 11 of 56 DocuSign Envelope ID: C5B55B44-A978-46D4-BB8F-1000E992B1C5 SECTION — B STATEMENT OF WORK 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. ,, All vacuums must be capable of edge cleaning with built in hose and carry auxiliary tools. ➢ Must be capable of height adjustment. Equipped with filters capable of removing 99.97% of all airborne contaminants. q. BI-ANNUALLY CLEAN ALL EXTERIOR GLASS: The respondent shall clean all entrances and entryway glass. Framework shall 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 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. RFP No: 22-028 Page 12 of 56 DocuSign Envelope ID: C5B55B44-A978-46D4-BB8F-1000E992B1C5 SECTION — B STATEMENT OF WORK 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 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 RFP No: 22-028 Page 13 of 56 DocuSign Envelope ID: C5B55B44-A978-46D4-BB8F-1000E992B1C5 SECTION — B STATEMENT OF WORK 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. (a) CITY HALL — 685 WEST MONTROSE STREET RESTROOMS (Men and Women on each floor) DAILY: Five days per week — Mondav throuah Fridav after 5:00 p.m. ,, Sweep, mop and disinfect floors. Baseboards are to be thoroughly washed to remove dirt and marks. Toilets and urinals are to be washed inside and outside, disinfected inside and outside, all stains removed, and seats left raised. RFP No: 22-028 Page 14 of 56 DocuSign Envelope ID: C5B55B44-A978-46D4-BB8F-1000E992B1C5 SECTION — B STATEMENT OF WORK ➢ 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. Paper towels, toilet tissue, and soap containers shall be filled daily. Feminine hygiene receptacles shall be emptied, cleaned, disinfected, dried, and provided new liners. WEEKLY: Once per week after 5:00 p.m. Friday ➢ Stall partitions, tile walls, doors, shall be cleaned and disinfected. ➢ Ceramic floors will be machine scrubbed ➢ Machine scrub floors, including corners and under fixtures. Waste receptacles are to be damp wiped inside and out and disinfected. MONTHLY: Once per month after 5:00 p.m. first business day of the month ➢ Tiled wall will be completely washed down and disinfected. ➢ Machine scrub floors including corners and under fixtures. 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 RFP No: 22-028 Page 15 of 56 DocuSign Envelope ID: C5B55B44-A978-46D4-BB8F-1000E992B1C5 SECTION — B STATEMENT OF WORK ➢ 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. ➢ 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. ➢ Floors mopped to corners and under furniture. Allow no splash marks or water stains on baseboards. ➢ Clean and dust all horizontal surfaces to include the Dias at front of City Council Chambers ➢ Clean kitchenette area and restroom in rear hall behind City Council Chambers to include, Floors mopped to corners and under furniture. Allow no splash marks or water stains on baseboards. Toilets to be washed inside and outside, disinfected inside and outside, all stains removed, and seats left raised. TWICE WEEKLY: Monday, Tuesday or Thursday Friday after 5:00 p.m. ➢ 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 Der week after 5:00 D.M. ➢ Dust all horizontal surfaces that are cleaned, up to a height of six (6) feet making surface free of dirt streaks, lint and cobwebs. Dust all room corners at ceiling. ➢ Clean and dust all windows and window blinds ➢ Wash and disinfect all trash receptacles ENTRANCE, LOBBIES, HALLWAYS DAILY: Five days Der week — Mondav throuah Fridav after 5:00 D.m. RFP No: 22-028 Page 16 of 56 DocuSign Envelope ID: C5B55B44-A978-46D4-BB8F-1000E992B1C5 SECTION — B STATEMENT OF WORK ➢ 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 both sides. ➢ Entrance door glass will be cleaned on both sides. ➢ Vacuum entrance mats. WEEKLY: Once per week after 5:00 p.m. Friday ➢ 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. ➢ Clean all interior glass 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. ➢ 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. RFP No: 22-028 Page 17 of 56 DocuSign Envelope ID: C5B55B44-A978-46D4-BB8F-1000E992B1C5 SECTION — B STATEMENT OF WORK UARTERLY: Once every three months after 5:00 D.m. ➢ Carpets shall be shampooed; January, April, July, October BI-ANNUALLY: Twice yearly once in January and once in July All exterior windows and frames shall be brush cleaned and squeegeed and all framing wiped dry. ➢ Chairs cleaned, extracted and scotch guarded in Council Chambers. 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 Building has one (1) pre -function area, three (3) restrooms, two (2) lobbies, one (1) auditorium, one (1) kitchen and one (1) board room. DAILY: Seven days per week — Monday through Sunday. Evenings after events. NOTE: Additional cleaning may be required in cases where there are multiple events. ➢ 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. Allow no splash marks or water stains on baseboards. ➢ 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. RFP No: 22-028 Page 18 of 56 DocuSign Envelope ID: C5B55B44-A978-46D4-BB8F-1000E992B1C5 SECTION — B STATEMENT OF WORK ➢ Spot clean carpets. All spot 2' x 2' or smaller. ➢ All floors to be stripped and waxed twice per year. ➢ Clean outside walk ways, patio and porch areas. ➢ 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 twice a month on the first and third Monday. WEEKLY: Once Der week. Friday. after an event. ➢ Clean all interior glass. ➢ Wash and disinfect all trach receptacles. QUARTERLY: January, April, July, and October. Evening after events according to schedule. Carpets deep cleaned and extracted and chairs cleaned, extracted and scotch guard. BI-ANNUAL: Twice a vear. once in January and once in Ju Floor cleaning — Stripping and waxing of floors where applicable and deep cleaning of floors where applicable. All exterior windows and framed shall be brush cleaned and squeegeed and all framing wiped dry. (c) PUBLIC WORKS DEPARTMENT — 400 12TH. STREET; PUBLIC WORKS DEPARTMENT — 1201 OSCEOLA STREET Building 400 12t" 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. RFP No: 22-028 Page 19 of 56 DocuSign Envelope ID: C5B55B44-A978-46D4-BB8F-1000E992B1C5 SECTION — B STATEMENT OF WORK ➢ Sweep and mop all floors. Allow no splash marks or water stains on baseboards. ➢ Vacuum all carpeted areas. ➢ Clean glass doors and windows 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 spots up to 2' x 2'. ➢ All floors to be stripped and waxed twice per year — January and October. ➢ Shampoo carpets twice per year — January and October. WEEKLY: Fridays ➢ Wash and disinfect all trash receptacles. 3 — CUSTODIAL SERVICE PERFORMANCE AND WORK HOURS Service shall be performed as directed by the ROUTINE WORK TASKS BY FACILITY except for City of Clermont observed holidays. ➢ Turnoff lights. ➢ Close and lock doors, interior and exterior. ➢ Activate the security alarm system. City of Clermont holidays include: ➢ Thanksgiving Day (Thursday and the following Friday). ➢ Christmas Eve and Christmas Day. 4 — INSPECTIONS Inspections will be performed by the Facility Maintenance Supervisor. RFP No: 22-028 Page 20 of 56 DocuSign Envelope ID: C5B55B44-A978-46D4-BB8F-1000E992B1C5 SECTION — B STATEMENT OF WORK 5 — PAYMENT Submit invoices to each facility and contact person as listed below. Payment for services will be made on a monthly basis monthly and must be approved by the Department Director. Location of Facilities Contact Person 1 City Hall, 685 West Montrose Street, Clermont, FL 34711 Joe McMahon 2 Clermont City Center, 620 West Montrose Street, Clermont, Florida 34711 Brian Forman 3 Public Services, 400 12t" Street, Clermont, FL 34711 Joe McMahon 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 — 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 to procure in the open market services meeting or similar to those specified in the contract. RFP No: 22-028 Page 21 of 56 DocuSign Envelope ID: C5B55B44-A978-46D4-BB8F-1000E992B1C5 SECTION — B STATEMENT OF WORK 10 — 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. 11 —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. 12 — 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. Respondent shall provide the City with a list of employees who will fill in for vacations, sick leave and any time off. RFP No: 22-028 Page 22 of 56 DocuSign Envelope ID: C5B55B44-A978-46D4-BB8F-1000E992B1C5 SECTION — B STATEMENT OF WORK 13 — PERSONNEL BACKGROUND CHECK 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 and 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. 14 — 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 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. RFP No: 22-028 Page 23 of 56 DocuSign Envelope ID: C5B55B44-A978-46D4-BB8F-1000E992B1C5 SECTION — B STATEMENT OF WORK 15 — 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. 16 — 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. 17 — UNIFORMS The respondent shall furnish appropriate and identifiable uniforms for the individual employee and wear photo identification (frontal face). Said employees shall present a RFP No: 22-028 Page 24 of 56 DocuSign Envelope ID: C5B55B44-A978-46D4-BB8F-1000E992B1C5 SECTION — B STATEMENT OF WORK neat, clean and well-groomed appearance when providing services at any and all City Facilities. All employees of the successful respondent, while working on City property, shall at all times be required to wear uniforms with exposed photo identification. 18 — 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. 19 — 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. 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. RFP No: 22-028 Page 25 of 56 DocuSign Envelope ID: C5B55B44-A978-46D4-BB8F-1000E992B1C5 SECTION — B STATEMENT OF WORK 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. 20 — 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. Audio/Video Equipment 4. Office Equipment (copiers, fax machines, etc.) 5. Kitchen Appliances 6. Foods, drinks, etc. 21 — 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. 22 — 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. a. All persons employed while at work, and on the premises, shall comply with all building regulations. RFP No: 22-028 Page 26 of 56 DocuSign Envelope ID: C5B55B44-A978-46D4-BB8F-1000E992B1C5 SECTION — B STATEMENT OF WORK 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. 23 — 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. 24 — 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. 25 — 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. 26 — 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 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. RFP No: 22-028 Page 27 of 56 DocuSign Envelope ID: C5B55B44-A978-46D4-BB8F-1000E992B1C5 SECTION — B STATEMENT OF WORK 27 — 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. 28 — 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. 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 RFP No: 22-028 Page 28 of 56 DocuSign Envelope ID: C5B55B44-A978-46D4-BB8F-1000E992B1C5 SECTION — B STATEMENT OF WORK 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 12t" 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. 29 — 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 product 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 by the 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 program. All custodial staff will be made aware of restricted non-compliance chemical use. RFP No: 22-028 Page 29 of 56 DocuSign Envelope ID: C5B55B44-A978-46D4-BB8F-1000E992B1C5 SECTION — B STATEMENT OF WORK 30 — 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. 31 — 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. 32 — 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. 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. RFP No: 22-028 Page 30 of 56 DocuSign Envelope ID: C5B55B44-A978-46D4-BB8F-1000E992B1C5 SECTION — B STATEMENT OF WORK 33 — 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. 34 — 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: 22-028 Page 31 of 56