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City of Miami
711 Invitation for Bid (IFB)
IFB Number:
Title:
Issue Date/Time:
IFB Closing Date/Time:
Pre -Bid Conference:
Pre -Bid Date/Time:
Pre -Bid Location:
Deadline for Request for Clarification:
Buyer:
Hard Copy Submittal Location:
Buyer E -Mail Address:
Buyer Facsimile:
Purchasing Department
Glenn Marcos, CPPO, CPP6, Director/Chief Procurement Officer
Miami Riverside Center
444 SW 2n' Avenue, 611 Floor
Miami, Florida 33130
Web Site Address: http://miamigov.com/procurement
198157
Invitation for Bid for Custodial Services
11 -DEC -2009
12/28/2009 @ 12:00:00
Mandatory
Tuesday, December 15, 2009 at 9:00 a.m.
the Miami Police Department College of
Police Training Center, 350 NW 2nd
Avenue, (Auditorium), Miami, Florida
Wednesday, December 1.6, 2009
Suarez, Maritza
City of Miami - City Clerk
3500 Pan American Drive
Miami FL 33133 US
msuarez@ci.miami.fl.us
(305) 400-5025
Page 1 of 49
Certification Statement
Please quote on this form, if applicable, net prices for the itern(s) listed. Return signed original and
retain a copy for your files. Prices should include all costs, including transportation to destination. The
City reserves the right to accept or reject all or any part of this submission. Prices should be firm for a
minimum of 180 days following the time set for closing of the submissions.
In the event of errors in extension of totals, the unit prices shall govern in determining the quoted
prices.
We (I) certify that we have read your solicitation, completed the necessary documents, and propose to
furnish and deliver, F.O.B. DESTINATION, the items or services specified herein.
The undersigned hereby certifies that neither the contractual party nor any of its principal owners or
personnel have been convicted of any of the violations, or debarred or suspended as set in section
18-107 or Ordinance No. 12271.
All exceptions to this submission have been documented in the section below (refer to paragraph and
section).
EXCEPTIONS:
We (I) certify that any and all information contained in this submission is true; and we (I) further certify
that this submission is made without prior understanding, agreement, or connection with any
corporation, firm, or person submitting a submission for the same materials, supplies, equipment, or
service, and is in all respects fair and without collusion or fraud. We (I) agree to abide by all terms and
conditions of this solicitation and certify that I am authorized to sign this submission for the submitter.
Please print the following and sign your name:
SUPPLIER NAME:
ADDRESS:
PHONE: FAX:
EMAIL: BEEPER:
SIGNED BY:
TITLE:
DATE:
FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM SHALL DISQUALIFY THIS BID.
Page 2 of 49
Certifications
Legal Name of Firm:
Entity Type: Partnership, Sole Proprietorship, Corporation, etc.
Year Established:
Office Location: City of Miami, Miami -Dade County, or Other
Occupational License Number:
Occupational License Issuing Agency:
Occupational License Expiration Date:
Respondent certifies that (s) he has read and understood the provisions of City of Miami Ordinance No.
10032 (Section 18-105 of the City Code) pertaining to the implementation of a "First Source Hiring
Agreement.": (Yes or No)
Do you expect to create new positions in your company in the event your company was awarded a
Contract by the City? (Yes or No)
In the event your answer to question above is yes, how many new positions would you create to
perform this work?
Please list the title, rate of pay, summary of duties, number of positions, and expected length or duration
of all new positions which might be created as a result of this award of a Contract.
Will Subcontractor(s) be used? (Yes or No)
Page 3 of 49
Provide name, telephone and facsimile number of emergency contact for twenty-four (24) hour, seven
(7) days a week communication.
Have you attached to your bid submittal the required three (3) letters of reference, on company
letterhead, for proopertics being serviced at this time by bidder or withiin the past three (3) years? Yes
or No.
Name and contact information for supervisory personnel:
Page 4 of 49
Linc: l
Description: Custodial Services at the Miami Police Department College of Police Training
Center, 350 NW 2 Avenue, Miami, FL
Category: 91039-57
Unit of Measure: Month
Unit Price: $
Number of Units: 12 Total: $
Line: 2
Description: Manuel Artime Community Center, 900 & 970 SW 1st Street, Miami, FL
Line: 2.1
Description: Custodial Services at the Manuel Artime
Category: 91039-57
Unit of Measure: Month
Unit Price: $
Number of Units: 12 Total: $
Line: 2.2
Description: Custodial Services at the Manuel Artime Community Center - Cleaning services on
an as -requested basis
Category: 91039-57
Unit of Measure: Job
Unit Price: $
Number of Units: 200 Total: $
Line: 3
Description: Custodial Services at the South Code Enforcement Office located at the Manuel
Artime Community Center, 970 SW 1 St, Suite 402, Miami, FL
Category: 91039-57
Unit of Measure: Month
Page 5 of 49
Unit Price: $ Number of Units: 12 Total: $
Line: 4
Description: Custodial Services at Miamarina at Bayside, 401 Biscayne Boulevard, Miami, FL
Category: 91039-57
Unit of Measure: Month
Unit Price: $ Number of Units: 12 Total: $
Page 6 of 49
Invitation for Bid (IFB) 198157
Table of Contents
Termsand Conditions ................................ ....... —........... ............................... —... ............................
...... 9
iGeneral Conditions ------...................................
LLGENERAL TERMS AND CONDITIONS ..................... —.....................................................
9
lSpecial Conditions —_----'--_.............................
2. 1. -----------------------------------------'26
22.DEADLINE FOR RECEIPT 0FREQUEST FOR ADDITIONAL
INFORMATION/CLARIFICATION ------------------------------.26
2lPRE-BID MEETING AND SITE INSPECTION ................................ .................................
26
z.4.TERM 0PCONTRACT —................ ..............................................................................
... 7
2.5.m OF FUNDS ---------...........................
2/iEQUITABLE ADJUSTMENT ..... ........................... —.... ...... ---............ —.........
.... 7
2.7.METHOD OF AWARD -----------.............................
2.8. BIDDER'S MINIMUM QUALIFICATIONS ------------------------27
2.9.INSURANCE REQUIREMENTS -----------------------------.28
2)0. SERVICE DELIVERABLES ......................... ..................................... '.............................
9
2-11. PERFORMANCE .............. —_....................... ....... ............. .... —.......... ....................
9
2.12. PERSONNEL --------------------------------------.29
2./lBACKGROUND INVESTIGATION --------------------------3O
2./4. EMPLOYEE IDENTIFICATION / MONITORING OFWORK ------------'30
2.15. APPAREL ............................... _...... ............................................................................
J0
2]6.MINIMUM WORK ----------------------------------'30
2.17. LABOR, SUPERVISION, MATERIALS, AND EQUIPMENT -------------3O
2.18. FAILURE TOPERFORM --------------------------------31
2.19. INVOICING ............... ...... ........................................................................................ ........
3l
2.2OMETHOD OPPAYMENT ............................................. '.....................................................
3]
zz|- BID PRICE —................... .................... .... ..... ....... ..... ..................... —................
—3l
222.COMPLETED WORK ---------------------------------'3|
2.23. OF .................................. ......................
_]2
2.24.TOPERFORM WORK OUTSIDE 0FSPECIFICATIONS ----32
225.CONTRACT ADMINISTRATORS -----------------_--------32
2.20LEGAL HOLIDAYS -----------------------------------32
2.27 SUPERVISION ..................................................... --.........................................................
32
2.28, WEEKLY REVIEW MEETINGS ................. .............. .......................................................
33
2.29.TIE BIDS ......... ....................................................................................................................
33
2.30LIQUIDATED DAMAGES ......................... ............. ............................................ .......
.... 33
23l.DAMAGES TOPUBLIC/PRIVATE PROPERTY -------------------.
34
2.32. REFERENCES -----------_------------------------'.
34
zss. FoncsM^J2DRE ... ...... _...................................................... ..........................................
34
2.34.REPORTING DAMAGES CAUSED ByTHE SUCCESSFUL BIDDER AND
PAYMENT-----------------------------------------'34
2.35, INDEPENDENT BIDDER -------------------------------..
34
I36�SMOKING AND UNSAFE ACTS ---------------------------'34
2.37. SAFETY ............................ --.............................................................................................
35
I30. ADDITIONAL EQUIPMENT/ TOOLS ------------------------'35
2.39WATER EXTRACTION .................................................... ........................... .....................
5
%.40SANITARY NAPKIN DISPENSER --------------------------]5
2.4 1. RESPONSIBILITY FOR FACILITY ACCESS CARDS .... ......... .......................... ..........
35
2.4JINVENTORY 0FEQUIPMENT ---------------------------'.35
2.43,QUALITY 0F WORK ................................... .......................................................... ..........
36
2.44STORAGE AREAS ............. ............ ............. ........................... ___ ...... ............. ..........
36
2.45. SCAVENGING -------------------------------------36
2.46.INSPECTION ......... —.................. .............. ................ ...................... .............................
3b
2.47. TERMINATION -------------------------------------.
36
2.48. GIFTS _—_----'_—_----_----_—'--------_------37
Page 7of49
Lnvication for Bid (IFB) 198157
2.50. PRIMARY CLIENT (FIRST PRIORITY)...........................................................................37
2.51. ADDITIONAL TERMS AND CONDITIONS....................................................................37
2.52. SUPPLIES............................................................................................................................37
3. Specifications....................................................................................................................................39
3.1. SPECIFICATIONS/SCOPE OF WORK................................................................................39
Page 8 of 49
Invitation for Bid (iFB) 198157
Terms and Conditions
1. General Conditions
I.I. GENERAL TERMS AND CONDITIONS
Intent: The General Terms and Conditions described herein apply to the acquisition of
goods/equipment/services with an estimated aggregate cost of $25,000.00 or more.
Definition: A formal solicitation is defined as issuance of an Invitation for Bids, Request for Proposals,
Request for Qualifications, or Request for Letters of Interest pursuant to the City, of
Miami Procurement Code and/or Florida Law, as amended. Formal Solicitation and Solicitation shall be
defined in the same manner herein,
I.I. ACCEPTANCE OF GOODS OR EQUIPMENT - Any good(s) or equipment delivered under this
formal solicitation, if applicable, shall remain the property of the seller until a physical inspection and
actual usage of the good is made, and thereafter is accepted as satisfactory to the City. It must comply with
the terms herein and be fully in accordance with specifications and of the highest quality. In the event the
goods/equipment supplied to the City are found to be defective or does not conform to specifications, the
City reserves the right to cancel the order upon written notice to the Contractor and return the product to the
Contractor at the Contractor's expense.
1.2. ACCEPTANCE OF OFFER - The signed or electronic submission of your solicitation response shall
be considered an offer on the part of the bidder/proposer; such offer shall be deemed accepted upon
issuance by the City of a purchase order.
1.3. ACCEPTANCE/REJECTION — The City reserves the right to accept or reject any or all responses or
parts of after opening/closing date and request re -issuance on the goods/services described in the formal
solicitation. In the event of such rejection, the Director of Purchasing shall notify all affected
bidders/proposers and make available a written explanation for the rejection. The City also reserves the
right to reject the response of any bidder/proposer who has previously failed to properly perforni under the
terms and conditions of a contract, to deliver on time contracts of a similar nature, and who is not in a
position to perform the requirements defined in this formal solicitation. The City further reserves the right
to waive any irregularities or minor informalities or technicalities in any or all responses and may, at its
discretion, re -issue this formal solicitation.
1.4. ADDENDA — It is the bidder's/proposer-'s responsibility to ensure receipt of all Addenda. Addenda are
available at the City's website at: littp://www.ci.miami,fl.us/procurement
I.S. ALTERNATE RESPONSES MAY BE CONSIDERED - The City may consider one (1) alternate
response from the same Bidder/Proposer for the same formal solicitation; provided, that the alternate
response offers a different product that meets or exceeds the formal solicitation requirements. In order for
the City to consider an alternate response, the Bidder/Proposer shall complete a separate Price Sheet form
and shall mark "Alternate Response". Alternate response shall be placed in the same response. This
provision only applies to formal solicitations for the procurement of goods, services, items, equipment,
materials, and/or supplies.
1.6. ASSIGNMENT - Contractor agrees not to subcontract, assign, transfer, convey, sublet, or otherwise
dispose of the resulting Contract, or any or all of its right, title or interest herein, without City of Miami's
prior written consent.
1.7. ATTORNEY'S FEES - In connection with any litigation, mediation and arbitration arising out of this
Contract, the prevailing party shall be entitled to recover its costs and reasonable attorney's fees through
and including appellate litigation and any post judgment proceedings.
1.8. AUDIT RIGHTS AND RECORDS RETENTION - The Successful Bidder/Proposer agrees to
provide access at all reasonable times to the City, or to any of its duly authorized representatives, to any
books, documents, papers, and records of Contractor which are directly pertinent to this formal solicitation,
for the purpose of audit, examination, excerpts, and transcriptions. The Successful Bidder/Proposer shall
maintain and retain any and all of the books, documents, papers and records pertinent to the Contract for
Page 9 of 49
Invocation for Bid (IFB) 198157
three (3) years after the City makes final payment and all other pending matters are closed. Contractor's
failure to or refusal to comply with this condition shall result in the immediate cancellation of this contract
by the City.
1.9. AVAILABILITY OF CONTRACT STATE-WIDE - Any Governmental, not-for-profit or
quasi -governmental entity in the State of Florida, may avail itself of this contract and purchase any and all
goods/services, specified herein from the successful bidder(s)/proposer(s) at the contract price(s)
established herein, when permissible by federal, state, and local laws, rules, and regulations.
Each Governmental, not-for-profit or quasi -governmental entity which uses this formal solicitation and
resulting bid contract or agreement will establish its own contract/agreement, place its own orders, issue its
own purchase orders, be invoiced there from and make its own payments, determine shipping terms and
issue its own exemption certificates as required by the successful bidder(s)/proposer(s).
1.10. AWARD OF CONTRACT:
A. The Formal Solicitation, Bidder's/Proposer's response, any addenda issued, and the purchase order shall
constitute the entire contract, unless modified in accordance with any ensuing contract/agreement,
amendment or addenda.
B. The award of a contract where there are Tie Bids will be decided by the Director of Purchasing or
designee in the instance that Tic Bids can't be determined by applying Florida Statute 287.087, Preference
to Businesses with Drug -Free Workplace Programs.
C. The award of this contract may be preconditioned on the subsequent submission of other documents as
specified in the Special Conditions or Technical Specifications. Bidder/Proposer shall be in default of its
contractual obligation if such documents are not submitted in a timely manner and in the form required by
the City, Where Bidder/Proposer is in default of these contractual requirements, the City, through action
taken by the Purchasing Department, will void its acceptance of the Bidder's/Proposer's Response and may
accept the Response from the next lowest responsive, responsible Bidder or Proposal most advantageous to
the City or re -solicit the City's requirements. The City, at its sole discretion, may seek monetary restitution
from Bidder/Proposer and its bid/proposal bond or guaranty, if applicable, as a result of damages or
increased costs sustained as a result of the Bidder's/Proposer's default.
D. The terns of the contract shall be specified in one of three documents which shall be issued to the
successful Bidder/Proposer. These documents may either be a purchase order, notice of award and/or
contract award sheet.
E. The City reserves the right to automatically extend this contract for up to one hundred twenty (120)
calendar days beyond the stated contract term in order to provide City departments with continual service
and supplies while a new contract is being solicited, evaluated, and/or awarded. If the right is exercised,
the City shall notify the Bidder/Proposer, in writing, of its intent to extend the contract at the same price,
terms and conditions for a specific number of days. Additional extensions over the first one hundred
twenty (120) day extension may occur, if, the City and the Successful Bidder/Proposer are in mutual
agreement of such extensions.
F. Where the contract involves a single shipment of goods to tate City, the contract term shall conclude
upon completion of the expressed or implied warranty periods.
G. Tile City reserves the right to award the contract on a split -order, lump sum or individual -item basis,
or such combination as shall best serve the interests of the City unless otherwise specified.
H. A Contract/Agreement may be awarded to the Bidder/Proposer by the City Commission based upon
the minimum qualification requirements reflected herein. As a result of a RFP, RFQ, or RFLI, the City
reserves the right to execute or not execute, as applicable, an Agreement with the Proposer, whichever is
determined to be in the City's best interests. Such agreement will be furnished by the City, will contain
certain terms as are in the City's best interests, and will be subject to approval as to legal form by the City
Attorney.
1.11. BID BOND/ BiD SECURITY - A cashier's or certified check, or a Bid Bond signed by a recognized
surety company that is licensed to do business in the State of Florida, payable to the City of Miami, for tile
amount bid is required from all bidders/proposers, if so indicated under the Special Conditions. This check
or bond guarantees that a bidder/proposer will accept the order or contract/agreement, as bid/proposed, if it
is awarded to bidder/proposer. Bidder/Proposer shall forfeit bid deposit to the City should City award
Page 10 of 49
invitation for Bid (IFB) 198157
contract/agreement to Bidder/Proposer and Bidder/Proposer fails to accept the award. The City reserves the
right to reject any and all surety tendered to the City. Bid deposits arc returned to unsuccessful
bidders/proposers within ten (10) days after the award and successful bidder's/proposer's acceptance of
award. if sixty (60) days have passed after the date of the formal solicitation closing date, and no contract
has been awarded, all bid deposits will be returned on demand.
1.12. RESPONSE FORM (HARDCOPY FORMAT) - Al) forms should be completed, signed and
submitted accordingly.
1.13, BiD SECURITY FORFEITED LIQUIDATED DAMAGES - Failure to execute an Agreement
and/or file an acceptable Performance Bond, when required, as provided herein, shall be just cause for the
annulment of the award and the forfeiture of the Bid Security to the City, which forfeiture shall be
considered, not as a penalty, but in mitigation of damages sustained. Award may then be made to the
next lowest responsive, responsible Bidder or Proposal most advantageous to the City or all responses may
be rejected.
1.14. BRAND NAMES - If and wherever in the specifications brand names, makes, models, names of any
manufacturers, trade names, or bidder/proposer catalog numbers are specified, it is for the purpose of
establishing the type, function, minimum standard of design, efficiency, grade or quality of goods only.
When the City does not wish to rule out other competitors' brands or makes, the phrase "OR EQUAL" is
added. When bidding/proposing an approved equal, Bidders/Proposers will submit, with their response,
complete sets of necessary data (factory information sheets, specifications, brochures, etc.) in order for the
City to evaluate and determine the equality of the item(s) bid/proposed. The City shall be the sole judge of
equality and its decision shall be final. Unless otherwise specified, evidence in the form of samples may be
requested if the proposed brand is other than specified by the City. Such samples are to be furnished after
forma) solicitation opening/closing only upon request of the City. If samples should be requested, such
samples must be received by the City no later than seven (7) calendar days after a formai request is made.
1.15. CANCELLATION - The City reserves the right to cancel all formal solicitations before its
opening/closing. In the event of bid/proposal cancellation, the Director of Purchasing shall notify all
prospective bidders/proposers and make available a written explanation for the cancellation.
1.16. CAPITAL EXPENDITURES - Contractor understands that any capital expenditures that the firm
makes, or prepares to snake, in order to deliver/perform tine goods/services required by the City, is a
business risk which the contractor must assume. The City will not be obligated to reimburse amortized or
unannortized capital expenditures, or to maintain the approved status of any contractor. If contractor has
been unable to recoup its capital expenditures during the time it is rendering such goods/services, it shall
not have any claim upon the City.
1.17. CITY NOT LIABLE FOR DELAYS - It is further expressly agreed that in no event shall the City
be liable for, or responsible to, the Bidder/Proposer/Consultant, any sub-contractor/sub-consultant, or to
any other person for, or on account of, any stoppages or delay in the work herein provided for by injunction
or other legal or equitable proceedings or on account of any delay for any cause over which the City has no
control.
1.18. COLLUSION —Bidder/Proposer, by submitting a response, certifies that its response is made without
previous understanding, agreement or connection either with any person, firer or corporation submitting a
response for the same items/services or with the City of Miami's Purchasing Department or initiating
department. Tile Bidder/Proposer certifies that its response is fair, without control, collusion, fraud or other
illegal action. Bidder/Proposer certifies that it is in compliance with the Conflict of Interest and Code of
Ethics Laws. The City will investigate all potential situations where collusion may ]rave occurred and the
City reserves the right to reject any and all bids/responses where collusion may have occurred.
1.19. COMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS - Contractor understands that
contracts between private entities and local governments are subject to certain laws and regulations,
including laws pertaining to public records, conflict of interest, records keeping, etc. City and Contractor
agree to comply with and observe all applicable laws, codes and ordinances as that may in any way affect
the goods or equipment offered, including but not limited to:
A. Executive Order 11246, which prohibits discrimination against any employee, applicant, or client
because of race, creed, color, national origin, sex, or age with regard to, but not limited to, the following:
employment practices, rate of pay or other compensation methods, and training selection.
Page l I of 49
Invitation for Bid (IFB) 198157
B. Occupational, Safety and Health Act (OSHA), as applicable to this Formal Solicitation.
C. The State of Florida Statutes, Section 287.133(3)(A) on Public Entity Crimes.
D. Environment Protection Agency (EPA), as applicable to this Formal Solicitation.
E. Uniform Commercial Code (Florida Statutes, Chapter 672).
F. Americans with Disabilities Act of 1990, as amended.
G. National Institute of Occupational Safety Hazards (NIOSH), as applicable to this Formal Solicitation.
H. National Forest Products Association (NFPA), as applicable to this Formal Solicitation.
1. City Procurement Ordinance City Code Section 18, Article III.
J. Conflict of Interest, City Code Section 2-611;61,
K. Cone of Silence, City Code Section 18-74.
L. The Florida Statutes Sections 218.73 and 218.74 on Prompt Payment.
M. First Source Hiring Agreement, City Ordinance No. 10032, as applicable to this Formal Solicitation.
Implemented to foster the creation of new and permanent jobs for City of Miami residents; requires as a
condition precedent to the execution of service contracts including professional services.
Lack of knowledge by the bidder/proposer will in no way be a cause for relief from responsibility.
Non-compliance with all local, state, and federal directives, orders, and laws may be considered grounds
for termination of contract(s).
Copies of the City Ordinances may be obtained from the City Clerk's Office
1.20. CONE OF SILENCE - Pursuant to Section 18-74 of the City of Miami Code, a "Cone of Silence" is
imposed upon each RFP, RFQ, RFLI, or IFB after advertisement and terminates at the time the City
Manager issues a written recommendation to the Miami City Commission. The Cone of Silence shall be
applicable only to Contracts for the provision of goods and services and public works or improvements for
amounts greater than $200,000. The Cone of Silence prohibits any communication regarding RFPs, RFQs,
RFLI or IFBs (bids) between, among others:
Potential vendors, service providers, bidders, lobbyists or consultants and the City's professional staff
including, but not limited to, the City Manager and the City Manager's staff; tine Mayor, City
Commissioners, or their respective staffs and any member of the respective selection/evaluation committee.
The provision does not apply to, among other communications:
oral communications with the City purchasing staff, provided the communication is limited strictly to
matters of processor procedure already contained in the formal solicitation document; the provisions of the
Cone of Silence do not apply to oral communications at duly noticed site visits/inspections, pre -proposal or
pre-bid conferences, oral presentations before selection/evaluation committees, contract negotiations during
any duly noticed public meeting, or public presentations made to the Miami City Commission during a duly
noticed public meeting; or communications in writing or by email at any time with any City employee,
official or member of the City Commission unless specifically prohibited by the applicable RFP, RFQ,
RFLI or IFB (bid) documents (See Section 2.2. of the Special Conditions); or communications in
connection with the collection of industry comments or the performance of market research regarding a
particular RFP, RFQ, RFLi OR IFB by City Purchasing staff.
Proposers or bidders must file a copy of any written cotumunications with the Office of the City Clerk,
which shall be made available to any person upon request. The City shall respond in writing and file a copy
with the Office of the City Clerk, which shall be made available to any person upon request. Written
communications may be in the form of e-mail, with a copy to the Office of the City Clerk.
In addition to any other penalties provided by law, violation of the Cone of Silence by any proposer or
bidder shall render any award voidable. A violation by a particular Bidder, Proposer, Offeror, Respondent,
lobbyist or consultant shall subject same to potential penalties pursuant to the City Code. Any person
having personal knowledge of a violation of these provisions shall report such violation to the State
Attorney and/or may file a complaint with the Ethics Commission. Proposers or bidders should reference
Section 18-74 of the City of Miami Code for further clarification.
Page 12 of 49
Invitation for Bid (IFB) 198157
This language is only a summary of the key provisions of the Cone of Silencc. Please review City of
Miami Code Section 18-74 for a complete and thorough description of the Cone of Silence. You may
contact the City Clerk at 305-250-5360, to obtain a copy of same.
1.21. CONFIDENTIALITY - As a political subdivision, the City of Miami is subject to the Florida
Sunshine Act and Public Records Law. If this Contract/Agreement contains a confidentiality provision, it
shall have no application when disclosure is required by Florida law or upon court order.
1.22. CONFLICT OF INTEREST— Bidders/Proposers, by responding to this Formal Solicitation, certify
that to the best of their knowledge or belief, no elected/appointed official or employee of the City of Miami
is financially interested, directly or indirectly, in the purchase of goods/services specified in this Formal
Solicitation. Any such interests on the part of the Bidder/Proposer or its employees must be disclosed in
writing to the City. Further, you must disclose the name of any City employee who owns, directly or
indirectly, an interest of five percent (5%) or more of the total assets of capital stock in your firm.
1.23. COPYRIGHT OR PATENT RIGHTS — Bidders/Proposers warrant that there has been no violation
of copyright or patent rights in manufacturing, producing, or selling the goods shipped or ordered and/or
services provided as a result of this formal solicitation, and bidders/proposers agree to hold the City
harmless from any and all liability, loss, or expense occasioned by any such violation.
1.24. COST INCURRED BY BIDDER/PROPOSER - All expenses involved with the preparation and
submission of Responses to the City, or any work performed in connection therewith shall be borne by the
Bidder(s)/Proposer(s).
1.25. DEBARMENT AND SUSPENSIONS (See 18-107)
(a) Authority and requirement to debar and suspend. After reasonable notice to an actual or prospective
Contractual Party, and after reasonable opportunity for such party to be heard, tine City Manager, after
consultation with the Chief Procurement Officer and the city attorney, shall have the authority to debar a
Contractual Party, for the causes listed below, from consideration for award of city Contracts. The
debarment shall be for a period of not fewer than three years. The City Manager shall also have the
authority to suspend a Contractual Party from consideration for award of city Contracts if there is probable
cause for debarment, pending the debarment determination. The authority to debar and suspend contractors
shall be exercised in accordance with regulations which shall be issued by the Chief Procurement Officer
after approval by tine City Manager, the city attorney, and the City Commission.
(b) Causes for debarment or suspension. Causes for debarment or suspension include the following:
(1) Conviction for commission of a criminal offense incident to obtaining or attempting to obtain a
public or private Contract or subcontract, or incident to the performance of such Contract or
subcontract.
(2) Conviction under state or federal statutes of embezzlement, theft, forgery, bribery, falsification
or destruction of records, receiving stolen property, or any other offense indicating a lack of business
integrity or business honesty.
(3) Conviction under state or federal antitrust statutes arising out of the submission of Bids or
Proposals.
(4) Violation of Contract provisions, which is regarded by the Chief Procurement Officer to be
indicative of nonresponsibility. Such violation may include failure without good cause to perform in
accordance with the terms and conditions of a Contract or to perform within the time limits provided in
a Contract, provided that failure to perform caused by acts beyond the control of a party shall not be
considered a basis for debarment or suspension.
(5) Debarment or suspension of the Contractual Party by any federal, state or other governmental
entity.
(6) False certification pursuant to paragraph (c) below.
(7) Found in violation of a zoning ordinance or any other city ordinance or regulation and for
which the violation remains noncompliant.
(8) Found in violation of a zoning ordinance or any other city ordinance or regulation and for
which a civil penalty or fine is due and owing to the city.
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(9) Any other cause judged by the City Manager to be so serious and compelling as to affect the
responsibility of the Contractual Party performing city Contracts.
(e) Certification. All Contracts for goods and services, sales, and leases by the city shall contain a
certification that neither the Contractual Party nor any of its principal owners or personnel have been
convicted of any of the violations set forth above or debarred or suspended as set forth in paragraph (b)(5).
(d) Debarment and suspension decisions. Subject to the provisions of paragraph (a), the City Manager shall
render a written decision stating the reasons for the debarment or suspension. A copy of the decision sliall
be provided promptly to the Contractual Party, along with a notice of said party's right to seek judicial
relict
1.26. DEBARRED/SUSPENDED VENDORS —An entity or affiliate who has been placed on the State of
Florida debarred or suspended vendor list may not submit a response on a contract to provide goods or
services to a public entity, may not submit a response on a contract with a public entity for the construction
or repair of a public building or public work, may not submit response on leases of real property to a public
entity, may not award or perform work as a contractor, supplier, subcontractor, or consultant under contract
with any public entity, and may not transact business with any public entity.
1.27. DEFAULT/FAILURE TO PERFORM - The City shall be the sole judge of nonperformance, which
shall include any failure on the part of the successful Bidder/Proposer to accept the award, to famish
required documents, and/or to fulfill any portion of this contract within the time stipulated.
Upon default by the successful Bidder/Proposer to meet any terns of this agreement, the City will notify
the Bidder/Proposer of the default and will provide the contractor three (3) days (weekends and holidays
excluded) to remedy the default. Failure on the contractor's part to correct the default within the required
three (3) days shall result in the Contract being terminated and upon the City notifying in writing the
contractor of its intentions and the effective date of the termination. The following shall constitute default:
A. Failure to perform the work or deliver the goods/services required under the Contract and/or within the
time required or failing to use the subcontractors, entities and personnel as identified and set forth, and to
the degree specified in the Contract.
B. Failure to begin the work under this Contract within the time specified.
C. Failure to perform the work with sufficient workers and equipment or with sufficient materials to
ensure timely completion.
D. Neglecting or refusing to remove materials or perform new work where prior work has been rejected as
nonconforming with the terms of the Contract.
E. Becoming insolvent, being declared bankrupt, or committing any act of bankruptcy or insolvency, or
making an assignment for the benefit of creditors, if the insolvency, bankruptcy, or assignment renders the
successful Bidder/Proposer incapable of performing the work in accordance with and as required by the
Contract.
F. Failure to comply with any of the terms of the Contract in any material respect.
All costs and charges incurred by the City as a result of a default or a default incurred beyond the time
limits stated, together with the cost of completing tite work, shall be deducted from any monies due or
which may become due on this Contract.
1.28. DETERMINATION OF RESPONSIVENESS - Each Response will be reviewed to determine if it
is responsive to the submission requirements outlined in the Formal Solicitation. A "responsive" response is
one which follows the requirements of the formal solicitation, includes all documentation, is submitted in
the format outlined in the formal solicitation, is of timely submission, and has appropriate signatures as
required on each document. Failure to comply with these requirements may deem a Response
non-responsive.
1.29. DISCOUNTS OFFERED DURING TERM OF CONTRACT - Discount Prices offered in the
response shall be fixed after the award by the Commission, unless otherwise specified in the Special Terms
and Conditions. Price discounts off the original prices quoted in the response will be accepted from
successful Bidder(s)/Proposer(s) during the term of the contract. Such discounts shall remain in effect for
a minimum of 120 days from approval by the City Commission Any discounts offered by a manufacturer
to Bidder/Proposer will be passed on to the City.
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1.30. DISCREPANCIES, ERRORS, AND OMISSIONS - Any discrepancies, errors, or ambiguities in
the Formal Solicitation or addenda (if any) should be reported in writing to the City's Purchasing
Department. Should it be found necessary, a written addendum will be incorporated in the Formal
Solicitation and will become part of the purchase agreement (contract documents). The City will not be
responsible for any oral instructions, clarifications, or other communications.
A. Order of Precedence — Any inconsistency in this formal solicitation shall be resolved by giving
precedence to the following documents, the first of such list being the governing documents.
1) Addenda (as applicable)
2) Specifications
3) Special Conditions
4) General Terms and Conditions
1.31. EMERGENCY! DISASTER PERFORMANCE - In the event of a hurricane or other emergency
or disaster situation, the successful vendor shall provide the City with the coin modities/services defined
within the scope of this formal solicitation at the price contained within vendor's response. Further,
successful vendor shall deliver/perforin for the city on a priority basis during such times of emergency.
1.32. ENTIRE BID CONTRACT OR AGREEMENT - The Bid Contract or Agreement consists of this
City of Miami Formai Solicitation and specifically this General Conditions Section, Contractor's Response
and any written agreement entered into by the City of Miami and Contractor in cases involving RFPs,
RFQs, and RFLIs, and represents the entire understanding and agreement between the parties with respect
to the subject matter hereof and supersedes all other negotiations, understanding and representations, if any,
made by and between the parties. To the extent that the agreement conflicts with, modifies, alters or
changes any of the terms and conditions contained in the Formal Solicitation and/or Response, the Formal
Solicitation and then the Response shall control. This Contract may be modified only by a written
agreement signed by the City of Miami and Contractor.
1.33. ESTIMATED QUANTITIES —Estimated quantities or estimated dollars are provided for your
guidance only. No guarantee is expressed or implied as to quantities that will be purchased during the
contract period. The City is not obligated to place an order for any given amount subsequent to the award
of this contract. Said estimates may be used by the City for purposes of determining the low bidder or most
advantageous proposer meeting specifications. The City reserves the right to acquire additional quantities
at the prices bid/proposed or at lower prices in this Formal Solicitation.
1.34. EVALUATION OF RESPONSES
A.Rejection of Responses
The City may reject a Response for any of the following reasons:
1) Bidder/Proposer fails to acknowledge receipt of addenda;
2) Bidder/Proposer mistates or conceals any material fact in the Response;
3) Response does not conform to the requirements of the Formal Solicitation;
4) Response requires a conditional award that conflicts with the method of award;
5) Response does not include required samples, certificates, licenses as required; and,
6) Response was not executed by the Bidder's/Proposer(s) authorized agent.
The foregoing is not an all inclusive list of reasons for which a Response may be rejected. The City may
reject and re -advertise for all or any part of the Formal Solicitation whenever it is deemed in the best
interest of the City.
B. Elimination From Consideration
1) A contract shall not be awarded to any person or firm which is' in arrears to the City upon any debt or
contract, or which is a defaulter as surety or otherwise upon any obligation to the City.
2) A contract may not be awarded to any person or firm which has failed to perform under the terns and
conditions of any previous contract with the City or deliver on time contracts of a similar nature.
3) A contract may not be awarded to any person or firm which has been debarred by the City in
accordance with the City's Debarment and Suspension Ordinance.
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C. Determination of Responsibility
1) Responses will only be considered from entities who are regularly engaged in the business of providing
the goods/equipment/services required by the Formal Solicitation. Bidder/Proposer must be able to
demonstrate a satisfactory record of performance and integrity; and, have sufficient financial, material,
equipment, facility, personnel resources, and expertise to meet all contractual requirements. The terms
"equipment and organization" as used herein shall be construed tc mean a fully equipped and well
established entity in line with the best industry practices in the industry as determined by the City.
2) The City may consider any evidence available regarding the financial, technical and other qualifications
and abilities of a Bidder/Proposer, including past performance (experience) with the City or any other
governmental entity in making the award.
3) The City may require the Bidder(s)/Proposer(s) to show proof that they have been designated as an
authorized representative of a manufacturer or supplier which is the actual source of supply, if required by
the Formal Solicitation.
1.35. EXCEPTIONS TO GENERAL AND/OR SPECIAL CONDITIONS OR SPECIFICATIONS -
Exceptions to the specifications shall be listed on the Response and shall reference the section. Any
exceptions to the General or Special Conditions shall be cause for the bid (iFB) to be considered
non-responsive. It also may be cause for a RFP, RFQ, or RFLI to be considered non-responsive; and, if
exceptions are taken to the terns and conditions of the resulting agreement it may lead to terminating
negotiations.
1.36. F.O.B. DESTINATION - Unless otherwise specified in the Formal Solicitation, all prices
quoted/proposed by the bidder/proposer must be F.O.B. DESTINATION, inside delivery, with all delivery
costs and charges included in the bid/proposal price, unless otherwise specified in this Formal
Solicitation. Failure to do so may be cause for rejection of bid/proposal.
1.37. FIRM PRICES - The bidder/proposer warrants that prices, terms, and conditions quoted in its
response will be firm throughout the duration of the contract unless otherwise specified in the Formal
Solicitation. Such prices will remain firm for the period of performance or resulting purchase orders or
contracts, which are to be performed or supplied over a period of time.
1.38. FIRST -SOURCE HIRING AGREEMENT (Sec. 18-105)
(a) The Commission approves implementation of the first -source hiring agreement policy and requires
as a condition precedent to the execution of service contracts for facilities, services, and/or receipt of grants
and loans, for projects of a nature that create new jobs, the successful negotiation of first -source hiring
agreements between the organization or individual receiving said contract and the authorized representative
unless such an agreement is found infeasible by the city manager and such finding approved by the City
Commission at a public hearing.
(b) For the purpose of this section, the following terms, phrases, words and their derivations shall have
the following meanings:
Authorized representative means the Private Industry Council of South Florida/South Florida Employment
and Training Consortium, or its successor as local recipient of federal and state training and employment
funds.
Facilities means all publicly financed projects, including but without limitation, unified development
projects, municipal public works, and municipal improvements to the extent they are financed through
public money services or the use of publicly owned property.
Grants and loans means, without limitation, urban development action grants (UDAG), economic
development agency construction loans, loans from Miami Capital Development, Incorporated, and all
federal and state grants administered by the city.
Service contracts means contracts for the procurement of services by the city which include professional
services.
Services includes, without limitation, public works improvements, facilities, professional services,
commodities, supplies, materials and equipment.
(c) The authorized representative shall negotiate each first -source hiring agreement.
(d) The primary beneficiaries of the first -source hiring agreement shall be participants of tine city
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Invitation for Bid (IFB) 198157
training and employment programs, and other residents of the city.
1.39. FLORIDA MINIMUM WAGE - The Constitution of the State of Florida, Article X, Section 24,
states that employers shall pay employee wages no less than the minimum wage for all hours worked in
Florida. Accordingly, it is the contractor's and its' subcontractor(s) responsibility to understand and
comply with this Florida constitutional mininunn wage requirement and pay its employees the current
established hourly minimum wage rate, which is subject to change or adjusted by the rate of inflation using
the consumer price index for urban wage earners and clerical workers, CPI -W, or a successor index as
calculated by the United States Department of Labor. Each adjusted mininmrn wage rate calculated shall
be determined and published by the Agency Workforce Innovation on September 30th of each year and
take effect on the following January I st.
At tine time of responding, it is bidder/proposer and his/her subcontractor(s), if applicable, full
responsibility to determine whether any of its employees may be impacted by this Florida Law at any given
point in time during the term of the contract. If impacted, bidder/proposer must furnish employee name(s),
job title(s), job description(s), and current pay rate(s). Failure to submit this information at the time of
submitting a response constitute successful bidder's/proposer's acknowledgement and understanding that
the Florida Minimum Wage Law will not impact its prices throughout the term of contract and waiver of
any contractual price increase request(s). The City reserves the right to request and successful
bidder/proposer must provide for any and all information to make a wage and contractual price increase(s)
determination.
1.40. GOVERNING LAW AND VENUE - The validity and effect of this Contract shall be governed by
the laws of the State of Florida. The parties agree that any action, mediation or arbitration arising out of this
Contract shall take place in Miami -Dade County, Florida.
1.41. HEADINGS AND TERMS - The headings to the various paragraphs of this Contract have been
inserted for convenient reference only and shall not in any manner be construed as modifying, amending or
affecting in any way the expressed terms and provisions hereof.
1.42. HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPPA) - Any
person or entity that performs or assists the City of Miami with a function or activity involving the use or
disclosure of "individually identifiable health information (II111) and/or Protected Health Infornation (PHI)
shall comply with the Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the City
of Miami Privacy Standards. HIPAA mandates for privacy, security and electronic transfer standards,
which include but are not limited to:
A. Use of information only for performing services required by the contract or as required by law;
B, Use of appropriate safeguards to prevent non -permitted disclosures;
C. Reporting to the City of Miami of any non -permitted use or disclosure;
D. Assurances that any agents and subcontractors agree to the same restrictions and conditions that apply to
tine Bidder/Proposer and reasonable assurances that IIHI/PHI will be held confidential;
E. Making Protected Health Information (PHI) available to the customer;
F. Making PHI available to the customer for review and amendment; and incorporating any amendments
requested by the customer,
G. Making PHI available to the City of Miami for an accounting of disclosures; and
H. Making internal practices, books and records related to PHI available to the City of Miami for
compliance audits.
PHI shall maintain its protected status regardless of the form and method of transmission (paper records,
and/or electronic transfer of data). The Bidder/ Proposer must give its customers written notice of its
privacy information practices including specifically, a description of the types of uses and disclosures that
would be made with protected health information.
1.43. INDEMNIFICATION - The Contractor shall indemnify and save harmless forever tine City, and all
the City's agents, officers and employees from and against all charges or claims resulting from any bodily
injury, loss of life, or damage to property from any act, omission or neglect, by itself or its employees; the
Contractor shall become defendant in every suit brought for any of such causes of action against the City or
the City's officials, agents and employees; the Contractor shall further indemnify City as to all costs,
attorney's fees, expenses and liabilities incurred in the defense of any such claims and any resulting
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investigation.
1.44. INFORMATION AND DESCRIPTIVE LITERATURE—Bidders/Proposernrust furnish all
information requested in the spaces provided in the Formal Solicitation. Further, as may be specified
elsewhere, each Bidder/Proposer must submit for evaluation, cuts, sketches, descriptive literature, technical
specifications, and Material Safety Data Sheets (MSDS)as required, covering the products offered.
Reference to literature submitted with a previous response or on file with the Buyer will not satisfy this
provision.
1.45. INSPECTIONS - The City may, at reasonable times during the tern hereof, inspect Contractor's
facilities and perform such tests, as the City deems reasonably necessary, to determine whether the goods
and/or services required to be provided by the Contractor under this Contract conform to the terms and
conditions of the Formal Solicitation. Contractor shall make available to the City all reasonable facilities
and assistance to facilitate the performance of tests or inspections by City representatives. All tests and
inspections shall be subject to, and made in accordance with, the provisions of the City of Miami Ordinance
No. 12271 (Section 18-79), as same may be amended or supplemented from time to time.
1.46. INSPECTION OF RESPONSE - Responses received by the City pursuant to a Formal Solicitation
will not be made available until such time as the City provides notice of a decision or intended decision or
within 10 days after bid closing, whichever is earlier. Bid/Proposal results will be tabulated and may be
furnished upon request via fax or e-mail to the Sr. Procurement Specialist issuing the Solicitation.
Tabulations also are available on the City's Web Site following recommendation for award.
1.47. INSURANCE - Within ten (10) days after receipt of Notice of Award, the successful Contractor,
shall furnish Evidence of Insurance to the Purchasing Department, if applicable. Submitted evidence of
coverage shall demonstrate strict compliance to all requirements listed on the Special Conditions entitled
"Insurance Requirements". The City shall be listed as an "Additional Insured."
Issuance of a Purchase Order is contingent upon the receipt of proper insurance documents. If the
insurance certificate is received within the specified time frame but not in the manner prescribed in this
Solicitation the Contractor shall be verbally notified of such deficiency and shall have an additional five (5)
calendar days to submit a corrected certificate to the City. If the Contractor fails to submit the required
insurance documents in the manner prescribed in this Solicitation within fifteen (15) calendar days after
receipt Notice of Award, the contractor shad be in default of the contractual terms and conditions and shall
not be awarded the contract. Under such circumstances, the Bidder/Proposer may be prohibited from
submitting future responses to the City. Information regarding any insurance requirements shall be directed
to the Risk Administrator, Department of Risk Management, at 444 SW 2nd Avenue, 9th Floor, Miami,
Florida 33130, 305416-1604.
Tire Bidder/Proposer shall be responsible for assuring that the insurance certificates required in
conjunction with this Section remain in effect for the duration of the contractual period; including any and
all option teens that may be granted to the Bidder/Proposer.
1.48. INVOICES - Invoices shall contain purchase order number- and details of goods and/or services
delivered (i.e. quantity, unit price, extended price, etc); and in compliance with Chapter 218 of the Florida
Statutes (Prompt Payment Act).
1.49. LOCAL PREFERENCE - City Code Section 15-85, states that the City Commission may offer to a
responsible and responsive bidder/proposer, who maintains a Local Office, the opportunity of accepting a
bid at the low bid amount, if the original bid amount submitted by the local vendor is not more than ten
percent (10%) in excess of the lowest other responsible and responsive bidder/proposer.
1.50. MANUFACTURER'S CERTIFICATION - Tire City reserves the right to request from
bidders/proposers a separate Manufacturer's Certification of all statements made in the bid/proposal.
Failure to provide such certification may result in the rejection of bid/proposal or termination of
contract/agreement, for which the biddcr/proposer must bear full liability.
1.51. MODIFICATIONS OR CHANGES IN PURCHASE ORDERS AND CONTRACTS - No
contract or understanding to modify this Formal Solicitation and resultant purchase orders or contracts, if
applicable, shall be binding upon the City unless made in writing by the Director of Purchasing of the City
of Miami, Florida through the issuance of a change order, addendum, amendment, or supplement to the
contract, purchase order or award sheet as appropriate.
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Invitation for Bid (IFB) 198157
1.52, NO PARTNERSHIP OR JOINT VENTURE - Nothing contained in this Contract will be deemed
or construed to create a partnership or joint venture between the City of Miami and Contractor, or to create
any other similar relationship between the parties.
1.53. NONCONFORMANCE TO CONTRACT CONDITIONS - Items may be tested for compliance
with specifications under the direction of the Florida Department of Agriculture and Consumer Services or
by other appropriate testing Laboratories as determined by the City. The data derived from any test for
compliance with specifications is public record and open to examination thereto in accordance with
Chapter 119, Florida Statutes. Items delivered not conforming to specifications may be rejected and
returned at Bidder's/Proposer's expense. These non -conforming items not delivered as per delivery date in
the response and/or Purchase Order may result in bidder/proposer being found in default in which event
any and all re -procurement costs may be charged against the defaulted contractor. Any violation of these
stipulations may also result in the supplier's name being removed from the City of Miami's Supplier's list.
1.54. NONDISCRIMINATION —Bidder/Proposer agrees that it shall not discriminate as to race, sex,
color, age, religion, national origin, marital status, or disability in connection with its performance under
this formal solicitation. Furthermore, Bidder/Proposer agrees that no otherwise qualified individual shall
solely by reason of his/her race, sex, color, age, religion, national origin, marital status or disability be
excluded from tine participation in, be denied benefits of, or be subjected to, discrimination under any
program or activity.
In connection with the conduct of its business, including performance of services and employment of
personnel, Bidder/Proposer shall not discriminate against any person at the basis of race, color, religion,
disability, age, sex, marital status or national origin. All persons having appropriate qualifications shall be
afforded equal opportunity for employment.
1.55. NON-EXCLUSIVE CONTRACT/ PIGGYBACK PROVISION - At such times as may serve its
best interest, the City of Miami reserves the right to advertise for, receive, and award additional contracts
for these herein goods and/or services, and to make use of other competitively bid (governmental)
contracts, agreements, or other similar sources for the purchase of these goods and/or services as may be
available.
It is hereby agreed and understood that this formal solicitation does not constitute the exclusive rights of
the successful bidders)/proposer(s) to receive all orders that may be generated by the City in conjunction
with this Formal Solicitation.
In addition, any and all commodities, equipment, and services required by the City in conjunction with
construction projects are solicited under a distinctly different solicitation process and shall not be purchased
under the terms, conditions and awards rendered under this solicitation, unless such purchases are
determined to be in the best interest of the City.
1.56. OCCUPATIONAL LICENSE - Any person, firm, corporation or joint venture, with a business
location in the City of Miami and is submitting a Response under this Formal Solicitation shall meet the
City's Occupational License Tax requirements in accordance with Chapter 31.1, Article I of the City of
Mian Charter. Others with a location outside the City of Miami shall meet their local Occupational
License Tax requirements. A copy of the license must be submitted with the response; however, the City
may at its sole option and in its best interest allow the Bidder/Proposer to supply the license to the City
during the evaluation period, but prior to award.
1.57. ONE PROPOSAL - Only one (1) Response from an individual, firm, partnership, corporation or
joint venture will be considered in response to this Formal Solicitation. When submitting an alternate
response, please refer to the herein condition for "Alternate Responses May Be Considered".
1.58. OWNERSHIP OF DOCUMENTS - it is understood by and between the parties that any documents,
records, files, or any other matter whatsoever which is given by the City to the successful Bidder/Proposer
pursuant to this formal solicitation shall at all times remain the property of the City and shall not be used by
the Bidder/Proposer for- any other purposes whatsoever without the written consent of the City.
1.59. PARTIAL INVALIDITY - If any provision of this Contract or the application thereof to any person
or circumstance shall to any extent be held invalid, then the remainder of this Contract or the application of
such provision to persons or circumstances other- than those as to which it is held invalid shall not be
affected thereby, and each provision of this Contract shall be valid and enforced to the fullest extent
permitted by law.
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1.64. PERFORMANCE/PAYMENT BOND –A Contractor may be required to furnish a
Performance/Payment Bond as part of the requirements of this Contract, in an amount equal to one hundred
percent (100%) of the contract price.
1.61. PREPARATION OF RESPONSES (HARDCOPY FORMAT) –Bidders/Proposers are expected to
examine the specifications, required delivery, drawings, and all special and general conditions. All
bid/proposed amounts, if required, shall be either typewritten or entered into the space provided with ink.
Failure to do so will be at the Bidder's/Proposer's risk.
A. Each BidderdProposer shall furnish the information required in the Formal Solicitation. The
Bidder/Proposer shall sign the Response and print in ink or type the name of the Bidder/Proposer, address,
and telephone number on the face page and on each continuation sheet thereof on which he/she makes an
entry, as required.
B. If so required, the unit price for each unit offered shall be shown, and such price shall include
packaging, handling and shipping, and F.O.B. Miami delivery inside City premises unless otherwise
specified. Bidder/Proposer shall include in the response all taxes, insurance, social security, workmen's
compensation, and any other benefits normally paid by the Bidder/Proposer to its employees. If
applicable, a unit price shall be entered in the "Unit Price" column for each item. Based upon estimated
quantity, an extended price shall be entered in the "Extended Price" column for each item offered. In case
of a discrepancy between the unit price and extended price, the unit price will be presumed correct,
C. The Bidder/Proposer must state a definite time, if required, in calendar days for delivery of goods
and/or services.
D. The Bidder/Proposer should retain a copy of all response documents for future reference.
E. All responses, as described, must be fully completed and typed or printed in ink and must be signed in
ink with the firm's narne and by an officer or employee having authority to bind the company or fimn by
his/her signature. Bids/Proposals having any erasures or corrections must be initialed in ink by person
signing the response or the response may be rejected.
F. Responses are to remain valid for at least 180 days. Upon award of a contract, the content of the
Successful Bidder's/Proposer's response may be included as part of the contract, at the City's discretion.
G. The City of Miami's Response Forms shall be used when Bidder/Proposer is submitting its response in
hardcopy format. Use of any other forms will result in the rejection of the response. IF SUBMITTING
HARDCOPY FORMAT, THE ORIGINAL AND THREE (3) COPIES OF THESE SETS OF FORMS,
UNLESS OTHERWISE SPECIFIED, AND ANY REQUIRED ATTACHMENTS MUST BE
RETURNED TO THE CITY OR YOUR RESPONSE MAY BE DEEMED NON-RESPONSIVE.
1.62. PRICE ADJUSTMENTS – Any price decrease effectuated during the contract period either by
reason of market change or on the part of the contractor to other customers shall be passed on to the City of
Miami.
1.63. PRODUCT SUBSTITUTES - In the event a particular awarded and approved manufacturer's
product becomes unavailable during the term of the Contract, the Contractor awarded that item may
arrange with the City's authorized representative(s) to supply a substitute product at the awarded price or
lower, provided that a sample is approved in advance of delivery and that the new product meets or exceeds
all quality requirements.
1.64. CONFLICT OF INTEREST, AND UNETHICAL BUSINESS PRACTICE PROHIBITIONS -
Contractor represents and warrants to the City that it has not employed or retained any person or company
employed by the City to solicit or secure this Contract and that it has not offered to pay, paid, or agreed to
pay any person any fee, commission, percentage, brokerage fee, or gift of any kind contingent upon or in
connection with, the award of this Contract.
1.65. PROMPT PAYMENT –Bidders/Proposers may offer a cash discount for prompt payment; however,
discounts shall not be considered in determining the lowest net cost for response evaluation purposes.
Bidders/Proposers are required to provide their prompt payment terms in the space provided on the Formal
Solicitation. If no prompt payment discount is being offered, the Bidder/Proposer must enter zero (0) for
the percentage discount to indicate no discount. If the Bidder/Proposer fails to enter a percentage, it is
understood and agreed that the terns shall be 2% 20 days, effective after receipt of invoice or final
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lnv,cation for Bid (IFB) 198157
acceptance by the City, whichever is later.
When the City is entitled to a cash discount, the period of computation will commence on the date of
delivery, or receipt of a correctly completed invoice, whichever is later. If an adjustment in payment is
necessary due to damage, the cash discount period shall commence on the date final approval for payment
is authorized. If a discount is part of the contract, but the invoice does not reflect the existence of a cash
discount, the City is entitled to a cash discount with the period commencing on the date it is determined by
the City that a cash discount applies.
Price discounts off the original prices quoted on the Price Sheet will be accepted from successful
bidders/proposers during the term of the contract.
1.66. PROPERTY - Property owned by the City of Miami is the responsibility of the City of Miami. Such
property furnished to a Contractor for repair, modification, study, etc., shall remain the property of the City
of Miami. Damages to such property occurring while in the possession of the Contractor shall be the
responsibility of the Contractor. Damages occurring to such property while in route to the City of Miami
shall be the responsibility of the Contractor. In the event that such property is destroyed or declared a total
loss, the Contractor shall be responsible for replacement value of the property at the current market value,
less depreciation of the property, if any.
1.67. PROVISIONS BINDING - Except as otherwise expressly provided in the resulting Contract, all
covenants, conditions and provisions of the resulting Contract shall be binding upon and shall inure to the
benefit of the parties hereto and their respective heirs, legal representatives, successors and assigns.
1.68. PUBLIC ENTITY CRIMES - A person or affiliate who has been placed on the convicted vendor list
following a conviction for a public entity crime may not submit a response on a contract to provide any
goods or services to a public entity, may not submit a response on a contract with a public entity for the
construction or repair of a public building or public work, may not submit responses on leases of real
property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or
consultant under a contract with any public entity, and may not transact business with any public entity in
excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of 36
months from the date of being placed on the convicted vendor list.
1.69. PUBLIC RECORDS - Contractor understands that the public shall have access, at all reasonable
times, to all documents and information pertaining to City contracts, subject to the provisions of Chapter
119, Florida Statutes, and City of Miami Code, Section IS, Article III, and agrees to allow access by the
City and the public to all documents subject to disclosure under applicable law. Contractor's failure or
refusal to comply with the provision of this section shall result in tine immediate cancellation of this
Contract by the City.
1.70. QUALITY OF GOODS, MATERIALS, SUPPLIES, PRODUCTS, AND EQUIPMENT - All
materials used in the manufacturing or construction of supplies, materials, or equipment covered by this
solicitation shall be new. The items bid/proposed must be of the latest make or model, of the best quality,
and of the highest grade of workmanship, unless as otherwise specified in this Solicitation.
1.71. QUALITY OF WORK/SERVICES - The work/services performed must be of the highest quality
and workmanship. Materials furnished to complete the service shall be new and of the highest quality
except as otherwise specified in this Solicitation.
1.72. REMEDIES PRIOR TO AWARD (See. I8-106) - If prior to Contract award it is determined that a
formal solicitation or proposed award is in violation of law, then the solicitation or proposed award shall be
cancelled by the City Commission, the City Manager or the Chief Procurement Officer, as may be
applicable, or revised to comply with the law.
1.73. RESOLUTION OF CONTRACT DISPUTES (Sec. I8-105)
(a) Authority to resolve Contract disputes. The City Manager, after obtaining the approval of the city
attorney, shall have the authority to resolve controversies between the Contractual Party and the city which
arise under, or by virtue of, a Contract between them; provided that, in cases involving an amount greater
than $25,000, the City Commission must approve the City Manager's decision. Such authority extends,
without limitation, to controversies based upon breach of Contract, mistake, misrepresentation or lack of
complete performance, and shall be invoked by a Contractual Party by submission of a protest to the City
Manager.
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invitation for Bid (IFB) 198157
(b) Contract dispute decisions. If a dispute is not resolved by mutual consent, the City Manager shall
promptly render a written report stating the reasons for the action taken by the City Commission or the City
Manager which shall be final and conclusive. A copy of the decision shall be immediately provided to the
protesting party, along with it notice of such party's right to seek judicial relief, provided that the protesting
party shall riot be entitled to such judicial relief without first having followed the procedure set forth in this
section.
1.74. RESOLUTION OF PROTESTED SOLICITATIONS AND AWARDS (Sec. 18-104)
(a) Right to protest. The following procedures shall be used for resolution of protested solicitations and
awards except for purchases of goods, supplies, equipment, and services, the estimated cost of which does
not exceed $25,000.
Protests thereon shall be governed by the Administrative Policies and Procedures of Purchasing.
I.Protest of Solicitation.
L Any prospective proposer who perceives itself aggrieved in connection with the solicitation of a Contract
may protest to the Chief Procurement Officer. A written notice of intent to file a protest shall be filed with
the Chief Procurement Officer within three days after the Request for Proposals, Request for Qualifications
or Request for Letters of Interest is published in a newspaper of general circulation. A notice of intent to
file a protest is considered filed when received by the Chief Procurement Officer; or
ii. Any prospective bidder who intends to contest the Solicitation Specifications or a solicitation may
protest to the Chief Procurement Officer. A written notice of intent to file a protest shall be filed with the
Chief Procurement Officer within three days after the solicitation is published in a newspaper of general
circulation. A notice of intent to file a protest is considered filed when received by the Chief Procurement
Officer.
2. Protest of Award.
i. A written notice of intent to file a protest shall be filed with the Chief Procurement Officer within two
days after receipt by the proposer of the notice of the City Manager's recommendation for award of
Contract, which will be posted on the City of Miami Purchasing Department website, in the Supplier
Corner, Current Solicitations and Notice of Recommendation of Award Section. The notice of the City
Manager's recommendation can be found by selecting the details of the solicitation and is listed as
Recommendation of Award Posting Date and Recommendation of Award To fields. If "various" is
indicated in the Recommendation of Award To field, the Bidder/Proposer must contact the buyer for that
solicitation to obtain the suppliers name. It shall be the responsibility of the Bidder/Proposer to check this
section of the website daily after responses are submitted to receive the notice; or
ii. Any actual Responsive and Responsible Bidder whose Bid is lower than that of the recommended bidder
may protest to the Chief Procurement Officer. A written notice of intent to file a protest shall be filed with
the Chief Procurement Officer within two days after receipt by the bidder of the notice of the city's
determination of non responsiveness or non responsibility. The receipt by bidder of such notice shall be
confirmed by the city by facsimile or electronic mail or U.S. mail, return receipt requested. A notice of
intent to file a protest is considered filed when received by the Chief Procurement Officer.
iii. A written protest based on an), of the foregoing must be submitted to the Chief Procurement Officer
within five (5) days after the date the notice of protest was filed. A written protest is considered filed when
received by the Chief Procurement Officer.
The written protest may not challenge the relative weight of the evaluation criteria or the formula for-
assigning
orassigning points in making an award determination.
The written protest shall state with particularity the specific facts and law upon which the protest of the
solicitation or the award is based, and shall include all pertinent documents and evidence and shall be
accompanied by the required Filing Fee as provided in subsection (f). This shall form the basis for review
of the written protest and no facts, grounds, documentation or evidence not contained in the protester's
submission to the Chief Procurement Officer at the time of filing the protest shall be permitted in the
consideration of the written protest.
No time will be added to the above limits for service by mail. In computing any period of time prescribed
or allowed by this section, the day of the act, event or default from which the designated period of time
begins to run shall not be included. The last day of the period so computed shall be included unless it is a
Saturday, Sunday or legal holiday in which event the period shall run until the end of the next day which is
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Invitation for Bid (IFB) 198157
neither a Saturday, Sunday or legal holiday. Intermediate Saturdays, Sundays and legal holidays shall be
excluded in the computation of the time for filing.
(b) Authority to resolve protests. The Chief Procurement Officer shall have the authority, subject to the
approval of the City Manager and the city attorney, to settle and resolve any written protest. The Chief
Procurement Officer shall obtain the requisite approvals and communicate said decision to the protesting
party and shall submit said decision to the City Commission within 30 days after he/she receives the
protest. In cases involving more than $25,000, the decision of the Chief Procurement Officer shall be
submitted for approval or disapproval thereof to the City Commission after a favorable recommendation by
the city attorney and the City Manager.
(c) Compliance with filing requirements. Failure of a party to timely file either the notice of intent to file a
protest or the written protest, together with the required Filing Fee as provided in subsection (f), with the
Chief Procurement Officer within the time provided in subsection (a), above, shall constitute a forfeiture of
such party's right to file a protest pursuant to this section. The protesting party shall not be entitled to seek
judicial relief without first having followed the procedure set forth in this section
(d) Stay of Procurements during protests. Upon receipt of a written protest filed pursuant to the
requirements of this section, the city shall not proceed further with the solicitation or with the award of the
Contract until the protest is resolved by the Chief Procurement Officer or the City Commission as provided
in subsection (b) above, unless the City Manager makes a written determination that the solicitation process
or the Contract award must be continued without delay in order to avoid an immediate and serious danger
to the public health, safety or welfare.
(e) Costs. All costs accruing from a protest shall be assumed by the protestor.
(f) Filing Fee. The written protest must be accompanied by a filing fee in the form of a money order or
cashier's check payable to the city in an amount equal to one percent of the amount of the Bid or proposed
Contract, or $5000.00, whichever is less, which filing fee shall guarantee the payment of all costs which
may be adjudged against the protestor in any administrative or court proceeding. If a protest is upheld by
the Chief Procurement Officer and/or the City Commission, as applicable, the filing fee shall be refunded
to the protestor less any costs assessed under subsection (e) above. If the protest is denied, the filing fee
shall be forfeited to the city in lieu of payment of costs for the administrative proceedings as prescribed by
subsection (e) above.
1.75. SAMPLES - Samples of items, when required, must be submitted within the time specified at no
expense to the City. If not destroyed by testing, bidder(s)/proposer(s) will be notified to remove samples,
at their expense, within 30 days after notification. Failure to remove the samples will result in the samples
becoming the property of the City.
1.76. SELLING, TRANSFERRING OR ASSIGNING RESPONSIBILITIES - Contractor shall not sell,
assign, transfer or subcontract at any time during the terns of tite Contract, or any part of its operations, or
assign any portion of the performance required by this contract, except under and by virtue of written
permission granted by the City through the proper officials, which may be withheld or conditioned, in the
City's sole discretion.
1.77. SERVICE AND WARRANTY—When specified, the bidder/proposer shall define all warranty,
service and replacements that will be provided. Bidders/Proposer must explain on the Response to what
extent warranty and service facilities are available. A copy of the manufacturer's warranty, if applicable,
should be submitted with your response.
1.78. SILENCE OF SPECIFICATIONS - The apparent silence of these specifications and any
supplemental specification as to any detail or the omission from it of detailed description concerning any
point shall be regarded as meaning that only the best commercial practices are to prevail and that only
materials of first quality and correct type, size and design are to be used. All workmanship and services is
to be first quality.
All interpretations of these specifications shall be made upon the basis of this statement.
If your firm has a current contract with the State of Florida, Department of General Services, to supply the
items on this solicitation, the bidder/proposer shall quote not more than the contract price; failure to comply
with this request will result in disqualification of bid/proposal.
1.79. SUBMISSION AND RECEIPT OF RESPONSES - Responses shall be submitted electronically via
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Invitation for Bid (IFB) 198157
the Oracle System or responses may be submitted in hardcopy fonnat to the City Clerk, City Hall, 3500
Pan American Drive, Miami, Florida 33133-5504, at or before, the specified closing date and time as
designated in the IFB, RFP, RFQ, or RFLI. NO EXCEPTIONS. Bidders/Proposers arc welcome to attend
the solicitation closing; however, no award will be made at that tirne.
A. Hardcopy responses shall be enclosed in a sealed envelope, box package. The face of the envelope,
box or package must show the hour and date specified for receipt of responses, the solicitation number and
title, and the name and return address of the Bidder/Proposer. Hardcopy responses not submitted on the
requisite Response Forms may be rejected. Hardcopy responses received at any other location than the
specified shall be deemed non-responsive.
Uirections to City Hall:
FROM THE NORTH: I-95 SOUTH UNTIL IT TURNS INTO USI. US I SOUTH TO 27TH AVE.,
TURN LEFT, PROCEED SOUTH TO SO. BAYSHORE DR. (3RD TRAFFIC LIGHT), TURN LEFT, I
BLOCK TURN RiGHT ON PAN AMERICAN DR. CITY HALL IS AT THE END OF PAN
AMERICAN DR. PARKING IS ON RIGHT.
FROM THE SOUTH: USl NORTH TO 27TH AVENUE, TURN RiGHT, PROCEED SOUTH TO SO.
BAYSHORE DR. (3RD TRAFFIC LIGHT), TURN LEFT, I BLOCK TURN RiGHT ON PAN
AMERICAN DR. CITY HALL IS AT THE END OF PAN AMERICAN DR. PARKING IS ON RIGHT.
B. Facsimile responses will not be considered.
C. Failure to follow these procedures is cause for rejection of bid/proposal.
D. The responsibility for obtaining and submitting a response on or before the close date is solely and
strictly the responsibility of Bidder/Proposer. The City of Miami is not responsible for delays caused by
the United States mail delivery or caused by any other occurrence. Responses received after the
solicitation closing date and time will be returned unopened, and will not be considered for award.
E. Late responses will be rejected.
F. All responses are subject to the conditions specified herein. Those which do not comply with these
conditions are subject to rejection.
G. Modification of responses already submitted will be considered only if received at the City before the
time and date set for closing of solicitation responses. All modifications must be submitted via the Oracle
System or in writing. Once a solicitation closes (closed date and/or time expires), the City will not consider
any subsequent submission which alters the responses.
H. If hardcopy responses are submitted at the same time for different solicitations, cacti response must be
placed in a separate envelope, box, or package and each envelope, box or package must contain the
information previously stated in 1.82.A.
1.80. TAXES - The City of Miami is exempt from any taxes imposed by the State and/or Federal
Govemment. Exemption certificates will be provided upon request, Notwithstanding, Bidders/Proposers
should be aware of the fact that all materials and supplies which are purchased by the Bidder/Proposer for
the completion of the contract is subject to the Florida State Sales Tax in accordance with Section 212.08,
Florida Statutes, as amended and all amendments thereto and shall be paid solely by the Bidder/Proposer.
1.81. TERMINATION —The City Manager on behalf of the City of Miami reserves the right to terminate
this contract by written notice to the contractor effective the date specified in the notice should any of the
following apply:
A. The contractor is determined by the City to be in breach of any of the terms and conditions of the
contract.
B. The City has determined that such termination will be in the best interest of the City to terminate the
contract for its own convenience;
C. Funds are not available to cover the cost of the goods and/or services. The City's obligation is
contingent upon the availability of appropriate funds.
1.82. TERMS OF PAYMENT - Payment will be made by the City after the goods and/or services
awarded to a Bidder/Proposer have been received, inspected, and found to comply with award
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Invitation for Bid (IFB) 198157
specifications, free of damage or defect, and properly invoiced. No advance payments of any kind will be
made by the City of Miami.
Payment shall be made after delivery, within 45 days of receipt of an invoice and authorized inspection
and acceptance of the goods/services and pursuant to Section 218.74, Florida Statutes and other applicable
law.
1.83. TIMELY DELIVERY - Time will be of the essence for any orders placed as a result of this
solicitation. The City reserves the right to cancel such orders, or any part thereof, without obligation, if
delivery is not made within the time(s) specified on their Response. Deliveries are to be made during
regular City business hours unless otherwise specified in the Special Conditions.
1.84. TITLE - Title to the goods or equipment shall not pass to the City until after the City has accepted
the goods/equipment or used the goods, whichever comes first.
1.85.TRADE SECRETS EXECUTION TO PUBLIC RECORDS DISCLOSURE- All Responses
submitted to the City are subject to public disclosure pursuant to Chapter 119, Florida Statutes. An
exception may be made for "trade secrets."
If the Response contains information that constitutes a "trade secret", all material that qualifies for
exemption from Chapter 119 must be submitted in a separate envelope, clearly identified as "TRADE
SECRETS EXCEPTION," with your firm's name and the Solicitation number and title marked on the
outside.
Please be aware that the designation of an item as a trade secret by you may be challenged in court by any
person. By your designation of material in your Response as a "trade secret" you agree to indemnify and
hold harmless the City for any award to a plaintiff for damages, costs or attorney's fees and for costs and
attorney's fees incurred by the City by reason of any legal action challenging your claim.
1.86. UNAUTHORIZED WORK OR DELIVERY OF GOODS- Neither the qualified
Bidder(s)/Proposer(s) nor any of his/her employees shall perforrn any work or deliver any goods unless a
change order or purchase order is issued and received by the Contractor. The qualified
Bidder(s)/Proposer(s) shall not be paid for any work performed or goods delivered outside the scope of the
contract or any work performed by an employee not otherwise previously authorized.
1.87. USE OF NAME - The City is not engaged in research for advertising, sales promotion, or other
publicity purposes. No advertising, sales promotion or other publicity materials containing information
obtained from this Solicitation are to be mentioned, or imply tine name of the City, without prior express
written permission of the City Manager or the City Commission.
1.88. VARIATIONS OF SPECIFICATIONS - For purposes of solicitation evaluation, bidders/proposers
must indicate any variances from the solicitation specifications and/or conditions, no matter how slight. If
variations are not stated on their Response, it will be assumed that the product fully complies with the
City's specifications.
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Inv,tation for Bid (iFB) 198157
2. Special Conditions
2.1. PURPOSE
The purpose of this Solicitation is to establish a contract, for the provision of custodial services to various
City of Miami facilities, as specified herein, from a source(s) ofsupply that will give prompt and efficient
service fully compliant with the terms, conditions and stipulations of the solicitation.
2.2. DEADLINE FOR RECEIPT OF REQDEST FOR ADDITIONAL
INFORMATION/CLARI FI CATION
Any questions or clarifications concerning this solicitation shall be submitted by email or facsimile to the
Purchasing Department, Attn: Maritza Suarez, CPPB; fax: (305) 400-5025 or
email: msuarez@ci.miami.fl.us. The solicitation title and number shall be referenced on all
correspondence. All questions must be received no later than Wednesday, December 16, 2009. All
responses to questions will be sent to all prospective bidders/proposers in the form on an addendum. NO
QUESTIONS WILL BE RECEIVED VERBALLY OR AFTER SAID DEADLINE.
2.3. PRE-BID MEETING AND SITE INSPECTION
A Mandatorypre-bid conference will be held on Tuesday, December 15, 2009 at 9:00 a.m. at the Miami
Police Department College of Police Training Center, 350 NW 2nd Avenue, (Auditorium), Miami, Florida,
followed by an inspection of the this site. The purpose of the pre-bid conference is to allow potential
bidders an opportunity to present questions to staff and obtain clarification of the requirements of the bid
documents. Because the City considers the conference to be critical to understanding the bid requirements,
attendance is Mandatory in order to qualify as a bidder.
it is the bidder's responsibility, prior to submitting a bid, to acquaint himself/herself thoroughly, regarding
any and all conditions and/or requirements that may in any manner affect the work to be performed. No
allowances will be made because of lack of knowledge of these conditions.
Following the pre-bid conference, all prospective bidders are required to visit and inspect all of the sites
listed in this IFB. Sign -in sheets confirming inspection(s) will be at each site. Bidders who arrive more than
one-half (112) hour late to tine initial meeting or who arrive more than one-half (1/2) hour late to the first
site visit, or failure to inspect any of the sites shall not be deemed as having met this mandatory
requirement.
The sites listed below will be available for inspection as follows:
Site visits will commence on the date and time specified, with the first site listed and will continue from
there to the rest of the sites.
December 15, 2009 La: 9:00 A.M.
Miami Police Department College of Police Training Center
350 NW 2nd Avenue, Auditorium
At 11:30 AM:
2.
Manuel Artime Community Center
900 & 970 SW 1st Street
Miami, Florida
3.
South Code Enforcement Office
970 SW 1 Street, Suite 402
At 1:30 PM:
4.
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Inritation for Bid (IFB) 198157
Miamarina at Bayside
401 Biscayne Boulevard
IT IS MANDATORY THAT THE BIDDER ATTEND AND INSPECT ALL SITES IN ORDER TO
QUALIFY TO BID ON THIS IFB. FAILURE TO CONDUCT INSPECTIONS DURING OUR
SCHEDULED DATE AND TIME SHALL DEEM ANY BID FROM THE SAME AS
NON-RESPONSIVE.
2.4. TERM OF CONTRACT
The Contract shall commence upon the date of notice of award and shall be effective for two (2) years with
the option to extend for three (3) additional one (1) year periods, subject to the availability of funds for
succeeding fiscal years.
Continuation of the contract beyond the initial period is a City prerogative; not a right of tine bidder. This
prerogative will be exercised only when such continuation is clearly in the best interest of the City.
2.5. NON -APPROPRIATION OF FUNDS
In the event no funds or insufficient funds are appropriated and budgeted or are otherwise unavailable in
any fiscal period for payments due under this contract, then the City, upon written notice to Contractor or
his assignee of such occurrence, shall have the unqualified right to terminate the contract without any
penalty or expense to the City. No guarantee, warranty or representation is made that any particular or any
project(s) will be awarded to any firm(s).
2.6. EQUITABLE ADJUSTMENT
The Purchasing Department may, in its sole discretion, make an equitable adjustment in the contract terms
and/or pricing if pricing or availability of supply is affected by extreme or unforeseen volatility in the
marketplace, that is, by circumstances that satisfy all the following criteria: (I) the volatility is due to
circumstances beyond the successful bidder(s) control, (2) the volatility affects the marketplace or industry,
not just the particular contract source of supply, (3) the effect on pricing or availability of supply is
substantial, and (4) the volatility so affects the successful bidder(s) that continued performance of the
contract would result in a substantial loss. Successful bidder(s) might have to supply documentation to
justify any requested percentage increase in cost to the City of Miami.
2.7, METHOD OF AWARD
Award of this contract will be made to tite lowest responsive and responsible bidder meeting the
Specifications, on an item by item basis or on a group by group basis, a combination of item/groups or a
total of all item/groups. Bidders must bid on all items within a group in order to qualify for that group.
Failure to bid on all items within a group shall disqualify your bid for that group.
The City reserves the right to accept or reject any or all bids or parts of bids, waive informalities, and
rc-bid these services specified herein.
2.8. BIDDER'S MINIMUM QUALIFICATIONS
In order to maintain the City's property at a high level, the City is seeking qualified bidders who have
experience and provide quality service. Bids shall be considered only from firms that are regularly engaged
in the business of providing custodial(janitorial services as described herein; and who can meet or exceed
the minimum qualification established below:
1) Current copy of Occupational License must be submitted with bid.
2) Shall have a record of performance of no less than five (5) consecutive years, operating under the
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Invitation for Bid (IFB) 198157
same name, and performing custodial services for commercial or government entities, similar in nature and
scope as described in the specifications herein.
3) Shall have never filed for bankruptcy, be in sound financial condition, have no record of pending
lawsuits or criminal activities, and shall not have conflicts of interest which may be of embarrassment to
the City.
4) Not submit a bid should the contractor have any member, officer, or stockholder that is in arrears
or is in default of any debt or contract involving the City, is a defaulter or surety otherwise, upon any
obligation to the City, and/or has failed to perform faithfully any previous contract with the City.
5) Bidder shall provide at a minimum, three (3) letters of reference, on Company letterhead, on
properties of a similar nature currently serviced by Bidder or within the past three (3) years. The City
reserves the right to verify and/or visit these or any other references as part of the evaluation, which may be
used as a disqualifier to perform services under this IFQ should references reveal poor performance.
Letters of reference must include, in addition to the scope of work being performed, contract tern period,
and a detailed description of the building/property being serviced, to include square footage and purpose of
building, that will qualify you to perform under this contract.
2.9. INSURANCE REQUIREMENTS
INDEMNIFICATION
Bidder shall pay on behalf of, indemnify and save City and its officials harmless, from and against any and
all claims, liabilities, losses, and causes of action, which may arise out of bidder's performance under the
provisions of the contract, including all acts or omissions to act on tate part of bidder, including any person
performing under this Contract for or on bidder's behalf, provided that any such claims, Iiabilities, losses
and causes of such action are not attributable to the negligence or misconduct of the City and, from and
against any orders, judgments or decrees which may be entered and which may resul(from this Contract,
unless attributable to the negligence or misconduct of the City, and from and against all costs, attorneys'
fees, expenses and liabilities incurred in the defense of any such claim, or the investigation thereof.
The bidder shall furnish to City of Miami, c/o Purchasing Department, 444 SW 2nd .Avenue, 6th Floor,
Miami, Florida 33130, Certificate(s) of Insurance which indicate that insurance coverage has been obtained
which meets the requirements as outlined below:
(1) Worker's Compensation
A. Limits of Liability - Statutory - State of Florida
(2) Commercial General Liability:
A. Limits of Liability
Bodily Injury and Property Damage Liability - Each Occurrence: $1,000,000.00.
General Aggregate Limit: 52.000.000.00.
Personal and Adv. Injury. Products and Completed Operations and Fire Damage: $1,000,000.00.
B. Endorsements Required:
City of Miami included as an Additional insured. Employees included as insured. Contractual
Liability.
(3) BusinessAutomobile Liability
A. Limits of Liability
Bodily injury and property damage liability combined single limits. Any Auto, including hired,
borrowed or owned, or non -owned autos used in connection with the work - $1,000,000.00.
B. Endorsements Required:
City of Miami included as an Additional insured
(4) Employer's Liability
A. Limits of Liability
Bodily injury caused by an accident, each accident: 5100.000.
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Invitation for Bid (IFB) 198157
Bodily injury caused by disease, each employee: ' 100 000.
Bodily injury caused by disease, policy limiL $500,000.
BINDERS ARE UNACCEPTABLE.
The insurance coverage required shall include those classifications, as listed in standard liability insurance
manuals, which most nearly reflect the operations of the bidder.
Ail insurance policies required above shall be issued by companies authorized to do business under the
laws of the State of Florida, with the following qualifications:
The Company must be rated no less than "A" as to management, and no less than "Class V" as to financial
strength, by the latest edition of Best's Insurance Guide, published by A.M. Best Company, Oldwick, New
Jersey, or its equivalent, All policies and/or certificates of insurance are subject to review and verification
by Risk Management prior to insurance approval.
Certificates will indicate no modification or change in insurance shall be made without thirty (30) days
written advance notice to the certificate holder.
NOTE: CITY BID NUMBER AND/OR TITLE OF BID MUST APPEAR ON EACH CERTIFICATE.
Compliance with the foregoing requirements shall not relieve the bidder of his liability and obligation
under this section or under any other section of this Agreement.
--If insurance certificates are scheduled to expire during the contractual period, the Bidder shall be
responsible for submitting new or renewed insurance certificates to the City at a minimum of ten (10)
calendar days in advance of such expiration.
--In the event that expired certificates are not replaced with new or renewed certificates which cover
the contractual period, the City shall:
(5) Suspend the contract until such time as the new or renewed certificates are received by the City in the
manner prescribed in the Invitation To Bid.
(6) The City may, at its sole discretion, terminate this contract for cause and seek re -procurement
damages from the Bidder in conjunction with the General and Special Tenns and Conditions of the Bid.
The Bidder shall be responsible for assuring that the insurance certificates required in conjunction with this
Section remain in force for the duration of the contractual period; including any and all option terns that
may be granted to the Bidder.
2.10. SERVICE DELIVERABLES
The successful bidder(s) shall provide services during the frequency, as indicated in Section 3.0,
Specifications, for each location.
2.11. PERFORMANCE
The contractor shall be fully responsible for performing all the work necessary to meet City standards in a
safe, neat, and good workmanlike manner, using only generally accepted methods in carrying out the work
and complying with all federal and state laws and all ordinances and codes of the City relating to such
work.
2.12. PERSONNEL
Bidder shall be deemed to represent that it has, or will have upon the award of the contract, all necessary
personnel required to perform all services arising from the award of the contract. All personnel employed
shall be employees of bidder.
All the services required herein shall be performed by the successful Bidder, and all personnel engaged in
performing the services shall be qualified to perform such services.
Bidder shall have the capability to provide the required personnel at all times to perform to all the
specifications of this IFB. This shall include holidays and weekends when required, and the ability to
immediately backfill any regularly scheduled personnel who fail to report for their nonnal work tour. When
work is required for a nonscheduled period, the City will give the successful Bidder at least two (2) days
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advanced notice unless deemed an emergency. Temporary/backfill daytime personnel and night shift
supervisor will have the ability to effectively communicate in English. Any temporary backfill person, day
or night shift, must pass the security / background check as prescribed elsewhere in this iFB.
All personnel of the successful bidder must be covered by Workmen's Compensation. Unemployment,
Gomnensation, and Liability insurancc. a copy of which is to be provided to the City, in accordance with
the IFB Insurance Requirements.
2.13. BACKGROUND INVESTIGATION
At the sole discretion of the City, employees of the contractor shall be subject to a background check
performed by the City of Miami Police Department prior to assignment to a City facility. The contractor
shall furnish, upon notification of award of bid, a list containing the names of, and other requested
information about the employees who will be performing the work required, to the Police Department upon
request. This investigation shall be performed by the Miami Police Department at no cost to the successful
bidder.
Requirement for Work Within Police / Parks & Recreation Department Facilities
All contractors' employees assigned to the Miami Police Department and/or the Parks & Recreation
Department will be subject to a mandatory background check in accordance with F.S.S.1012.465-.Jessica
Lunsford Act.
All checks will be performed by the Miami Police Department prior to any assignment at the police
station, sub -station and/or mini- station work site. The contractor shall furnish, upon notification of
awarded bid, a list containing all the names, date of birth, social security number and copy of the
employees' valid Florida driver license and/or Florida Identification Card and any other requested
information. This background investigation will be performed by the Miami Police Department at no cost
to time successful bidder.
2.14. EMPLOYEE IDENTIFICATION / MONITORING OF WORK
Successful Bidder's employees will at all times wear, in plain view, identification badges and uniforms
issued to them by their employer. Successful Bidder's employees will also sign -in and sign -out as required,
at a specific location designated by the Contract Administrator, at both locations to ensure work in
accordance with specifications was performed on a daily basis.
2.15. APPAREL
Successful Bidder's employees shall wear appropriate clothing at all times to include shirts / uniforms with
the successful Bidder's logo affixed. Shoes (footwear which fully covers and protects the entire foot) shall
be worn at all times as well. Shorts, torn and/or dirty clothing, cut-off t -shirts, and the like, along with
clothing with unacceptable verbiage as determined by the Contract Administrator, shall not be worm.
2.16. MINIMUM WORK
The specification requirements cited in this IFB are a minimum and as such, are not intended to limit the
successful Bidder's requirements to perform all work to the best of his or her ability in an acceptable
manner.
2.17. LABOR, SUPERVISION, MATERIALS, AND EQUIPMENT
The Contractor shall furnish, at his/her own expense, all labor, supervision, equipment, materials, supplies,
and other equipment necessary for satisfactory completion of all the services as specified in this IFB. All
equipment shall be maintained in an efficient and safe operating condition while performing work under the
contract. Equipment must have all proper safety devices required by law which shall be properly
maintained and in use at all times. To this regards, the City reserves the right to request a list of such items
for approval of use. It may require a change of designated itern(s) that are deemed by the City as unsafe or
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Inv itation for Bid (IFB) 198157
which may create an uncomfortable environment and/or service to City employees or patrons.
2.18. FAILURE TO PERFORM
Should the Contractor fail to perform in full accordance, at any time, with the specifications as cited in this
iFB, Contractor may be determined to be in default of the Contract. Contractor shall be required to have
sufficient supplies and other equipment on hand to supply facilities at the same time, and failure to have
sufficient equipment, supplies, and materials, at all times shall be grounds for default. At no time shall the
Contractor be paid for any day that his/her personnel fail to show up at a facility(s), or fail to perform in
full accordance with the specifications and to the satisfaction of the Contract Administrator. Should this
occur, the City should deduct liquidated damages as indicated under said provision. Should the Contractor
fail to perform in accordance with the Contract, as determined solely by the City, the City shall make the
determination to deem the Contractor in default. The City shall be the sole judge of non-performance,
failure to perform, and default of Contract. The date of termination shall be stated in the written notice.
Should it not be possible to reach the contractor or supervisor and/or should remedial action not be taken
within 48 hours of any failure to perform according to specifications, and in addition to other
determinations of default, the City reserves the right to declare Contractor in default, make appropriate
reductions in the contract payment, and cancel the contract.
2.19. INVOICING
The City's Finance Department requires that original invoices be forwarded to a prescribed address as
denoted in every Purchase Order. However, Contractor shall forward a hardcopy of any original invoice to
the Contract Administrator and a copy to the designated liaison at the facility.
Invoice must have the following information as a minimum:
Description of service or items purchased.
Unit and total costs.
Purchase Order Number
Address of the facility(ies) in which the services related to the invoice were performed
Address and phone number of ContractorNendor
Invoice number
Time period of service
2.20. METHOD OF PAYMENT
Payment will be made in thirty (30) days arrears for services rendered the previous month, upon
submission of properly certified/approved invoices or inspection reports. All such information shall be
provided to the Contract Administrator of the City facility serviced for his/her approval in advance of
payment.
The City will pay the contract price minus any liquidated damages and/or other damages to the Successful
Bidder upon final conpietion and acceptance. Damages caused by Contractor's employee(s) shall be
estimated by the Contract Administrator and computed actual costs of repairs shall be deducted from tine
Contractors total monthly billing(s).
Proven theft made by Contractor's employees shall result in the replacement of the identified item(s) and
all replacement costs shall be deducted from the Contractor's total monthly billing(s).
2.21. BID PRICE
Bidder shall include in bid price all taxes, insurance, social security, workmen's compensation, and any
other benefits normally paid by the bidder to its employees.
2.22. COMPLETED WORK
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The City shall be notified by the Contractor upon completion of work. The City shall inspect and approve
completed work before authorizing payment. Work not satisfactorily completed shall be redone by the
Contractor at no additional charge to the City.
2.23. ADDITION/DELETION OF FACILITIES/ITEMS
Although this solicitation identifies specific facilities/items, it is hereby agreed and understood that any
facility/item may be added to, and any awarded facility/item may be deleted from this contract at the option
of the City. When an addition to the contract is required, the successful bidders) under this contract and
other suppliers, as deemed necessary, shall be invited to submit price quotes for these new facilities/items.
If this quote is comparable with market prices offered for similar facilities/items, the supplier(s) and
facility(ies)/item(s) shall be added to the contract, if it is in the best interest of the City and an addendum
and a separate purchase order or change order shall be issued by the City.
2.24. AUTHORIZATION TO PERFORM WORD OUTSIDE OF SPECIFICATIONS
A company official or authorized agent shall advise the Facility Contract Administrator when work other
that specified within the scope of work is required, with at least two (2) days notice. No work outside the
scope of work shall be conducted without prior approval of the Facility Contract Administrator. Upon
completion of work, which is performed on a monthly, quarterly, semiannual, or annual basis, this
information shall be recorded in the Log.
2.25. CONTRACT ADMINISTRATORS
Upon award, contractor shall report and work directly with the Contract Administrator(s) for each facility
listed below.
Police Department College of Police Training Center - Officer Martin Garcia
Manuel Artime Community Center - Lilia Varas
South Code Enforcement Office - Eduardo Montes
Miamarina at Bayside - Stephen H. Bogner
2.26. LEGAL HOLIDAYS
I. New Year's Day
2. Martin Luther King's Birthday*
3. Washington's Birthday*
4. Memorial Day
5. Fourth of July
6. Labor Day
7. Columbus Day*
8. Veteran's Day*
9. Thanksgiving Day
10. Friday after Thanksgiving Day*
11. Christmas Day
*Dates as indicated shall not be considered legal holidays for Successful Bidder unless stated otherwise
within Section 3.4 (Additional/Detail Specifications per Facility)
2.27, SUPERVISION
Contractor shall assign one working "On Duty" Supervisor, as required by the specifications, and provide
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Invitation for Bid (iFB) 198157
the name and contact information in the designated section within the bid. The assigned "on duty"
supervisor shall make certain that service is provided according to the site's specifications and submit
inspection reports if required. Contractor shall also provide the name and telephone number where the
Contractor may be reached at any time for purposes of taking complaints and receiving information as to
daily contract performance. in the event the assigned Supervisor demonstrates an inability to properly
supervise his/her personnel as determined by the contract administrator or his/her designee, then the
contract administrator or his/her designee have the authority to request the immediate dismissal of said
Supervisor of his/her responsibilities at the facility and Contractor is to assign another individual upon four
(4) hour notice (if requested by the City) to supervise staff in a satisfactory manner as determined by the
contract administrator or his/her designee. The City shall only be liable for payment of the actual hours
worked by said Supervisor(s).
2.28. WEEKLY REVIEW MEETINGS
At no additional expense to the City, the Contractor's owner (company president and/or owner) or other
officer or individual as approved by the Contract Administrator, will be available to meet with the Contract
Administrator, or a designated member of his staff, on a weekly basis for the purpose of reviewing the
performance of the contracted workforce and effecting what changes, if any, are necessary.
At no additional cost to the City, upon the need arising as determined by the Contract Administrator, the
Contractor's owner or designee will be available to meet with the Contract Administrator to discuss any
special problems or concerns. This individual will be available within one (1) working day upon
notification.
2.29. TIE BIDS
Whenever two or more Bids which are equal with respect to price, quality and service are received by the
City for the procurement of coin modities or contractual services, a Bid received from a business that
certifies that is has implemented a drug-free workplace program shall be given preference in the award
process. Established procedures for processing tie Bids will be followed if none of the tied vendors have a
drug-free workplace program. In order to have a drug-free workplace program, a business shall:
(1) Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing,
possession, or use of a controlled substance is prohibited in the workplace and specifying the action that
will be taken against employees for violations of such prohibition.
(2) Inform employees about the dangers of drug abuse in the workplace, the business' policy of
maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance
programs, and the penalties that may be imposed upon employees for drug abuse violations.
(3) Give each employee engaged in providing the commodities or contractual services that are under Bid a
copy of the statement specified in subsection (1).
(4) In the statement specified in subsection (1), notify the employees that, as a condition of working on the
commodities or contractual services that are under Bid, the employee will abide by the terms of the
statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any
violation of Chapter 893 or of any controlled substance law of the United States or any state, for a violation
occurring in the workplace no later than five (5) days after such conviction.
(5) Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or
rehabilitation program, if such is available in the employee's community, by any employee who is so
convicted.
(6) Make a good faith effort to continue to maintain a drug-free workplace through implementation of this
section.
2.30. LIQUIDATED DAMAGES
Bidder shall provide all services at the frequencies specified by the City for each location in Section 3.0,
Specifications. If the successful bidder(s) fails to deliver within the specified time frames, it is understood
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Invitation for Bid (IFB) 198157
that 525.00 of the bid price per calendar day per location not serviced will be deducted, as liquidated
damages.
2.31. DAMAGES TO PUBLIC/PRIVATE PROPERTY
The contractor shall carry out the work with such care and methods as not to result in damage to public or
private property adjacent to the work. Should any public or private property be damaged or destroyed, the
contractor, at his/her expense, shall repair or make restoration as is practical and acceptable to the City
and/or owners of destroyed or damaged property promptly within a reasonable length of time. (Not to
exceed one month from date damage was done).
2.32. REFERENCES
Each bid must be accompanied by three (3) Letters of Reference, on company letterhead, from properties
being serviced at this time by Bidder or within the past three (3) years. Refer to Bidder's Minimum
Qualifications for specific requirement regarding the letters of reference.
2.33. FORCE MAJEURE
Except as otherwise expressly provided herein, neither party shall be considered in default in the
performance of its obligations hereunder to the extent that such performance is prevented or delayed by any
cause, existing or future, which is not within the reasonable control of such party including, but not limited
to, acts of God or public enemy, fire, explosions, riots, strikes (not including strikes of the Bidder's Staff
Personnel), or war. Notwithstanding the forthgoing, the failure of any of the Bidder's suppliers, or the like,
shall not excuse the Bidder's performance except that such failures are due to any cause without the fault
and reasonable control of such suppliers, or the like, including but not limited to acts of God or public
enemy, fire, explosions, riots, strikes (not including strikes of the Bidder's Staff Personnel), or war.
2.34. REPORTING DAMAGES CAUSED BY THE SUCCESSFUL BIDDER AND PAYMENT
Any damage caused by the successful bidder shall be reported to the Contract Administrator either in
person or in writing. Successful bidder shall be responsible for paying for any and all damages of which
may be paid via a credit against monthly billing or by direct payment.
2.35. INDEPENDENT BIDDER
The Bidder is engaged as an independent contractor and agrees to perform the services in the manner of
and as an independent bidder. In accordance with the status of an independent bidder, the Bidder covenants
and agrees that the Bidder will conduct itself in a manner consistent with such status; that the Bidder will
neither hold the City out as, not claim to be an officer or employee of the City for any right or privilege
applicable to an officer or employee of the City, including, but not limited to worker's compensation
coverage, unemployment insurance benefits, social security coverage or retirement membership or credit.
The Bidder's Staff Personnel shall not be employees of the City, and the Bidder alone shall be responsible
for their services, the direction thereof, and their compensation and benefits of any kind. Nothing in this
contract shall impose any liability on the City on account of its acts, omissions, liabilities or obligations, or
any person, firm, company, agency association, corporation, or organization engaged by the bidder as an
expert, consultant, independent bidder, specialist, trainee, employee, servant or agent for taxes of any
nature, including, but not limited to unemployment insurance, workers compensation and
anti -discrimination or services place legislation of any kind and the Bidder agrees to indemnify and hold
harmless the City against any such liabilities, even if they arise from actions directed or taken by the City.
2.36. SMOKING AND UNSAFE ACTS
All City of Miami facilities are nonsmoking facilities. Safety is a primary concern of the City, and as such,
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Invitation for Bid (IFB) 198157
no unsafe acts will be tolerated. Unsafe acts, such as smoking in the facility, will be grounds for immediate
termination of the Contract.
2.37. SAFETY
Successful Bidder shall provide the Contract Administrator with Material Safety Data Sheets on all
chemical products, which will be introduced to the City prior to their actual use. The successful Bidder
shall be responsible foaits equipment with regards to safety and security and, as a minimum, shall ensure
the following:
All personnel are properly trained in the use of equipment and chelnlcals.
Proper signage is emp/o)'ed when cleaning (e.g.:.floor•s met, etc.).
Ti a. fic cones, or like devices, are pr•operl v placed when extene•inn or power cords and other such
items are in use.
All employees are physically capable of performing al/ 1he required tasks to include being able to
see/!Tear with no dirficu/ty all•fir•c alarms and he able to arnderstand verbal directives with regards to
evacuating the Center in emergencysituatians and hog, and when to sound an alarm.
Develop a plan to ensure personnel are accounted for in the event of on emergency.
2.38. ADDITIONAL EQUIPMENT / TOOLS
Successful Bidder shall provide all equipment and tools, including safety cones and signage, to perform
the required and directed work of the requirements specified in this IFB. All equipment must be in
satisfactory condition at all times and unsafe or questionable equipment will be immediately removed from
the property. Janitorial/maintenance-related carts will be equipped with rubber bumper guards for the
purpose of precluding damage to, or marking of, walls and other surfaces.
The Contractor will provide, at its expense, means of communication (pagers, two-way radios, cell phones,
etc.) for the night-time janitorial supervisor, and when effected, for any and all day -time janitors and
night-time garage cleaning janitor(s). Communication equipment, while applicable employees are engaged
in services under the provision of the Contract, will be "on." The Contractor will be responsible for the
maintenance and battery replacement for any such equipment, ensure all are in proper working condition on
a daily basis, and provide the Contract Administrator with a list of contact numbers for all communication
equipment in use. List will be updated upon phone numbers changing.
2.39. WATER EXTRACTION
The successful Bidder shall provide emergency/routine water extracting capability. Successful Bidder shall
keep on-site at all time extraction machines (not less than one) capable of displacing/picking up large
quantities of fluids in a timely manner and also have on hand high velocity blowers (not less than two) for
the purpose of drying out carpeting. Successful Bidder shall ensure that all janitorial personnel are
well -versed in the safe and efficient operation of all extraction/blower equipment.
2.40. SANITARY NAPKIN DISPENSER
Napkin purchase is the responsibility of the Contractor as is the filling of the dispensing machines. The
security and collection of monies deposited into the dispensers are also the responsibilities of the
Contractor.
2.41. RESPONSIBILITY FOR FACILITY ACCESS CARDS
The Contractor, upon being issued one (1) or more access cards for their employees for the purpose of
gaining access to specified areas, is responsible for the same. It will be the responsibility of the contractor
to collect the access cards from employees who are no longer assigned to work in any of the City of Miami
facilities, as listed herein, and turning thein into the Contract Administrator.
2.42. INVENTORY OF EQUIPMENT
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Inv ration for Bid (IFB) 198157
The contractor shall maintain an inventory of equipment to be kept on site and submit a copy or
subsequent updates of the same to the designated Contract Administrator to their respective facility(s). This
inventory shall be utilized to verify equipment leaving the facility(s) for whatever reasons, including such
times as the contract is terminated.
2.43. QUALITY OF WORK
All work shall be performed using superior maintenance standards and techniques. The frequencies
established for repetitive maintenance tasks arc minimum frequencies, which must be increased if deemed
necessary and requested by the City. Failure to perform under the terms and conditions of this contract will
cause the contract administrator to submit a Vendor Performance Foran to the Purchasing Department f'or
follow-up. Receipt by the Purchasing Department of three (3) Vendor Performance Forms indicating poor
performance may be grounds for default of contract and subject to Provision 2.49 (Termination) of this
IFB.
2.44. STORAGE AREAS
The janitor closets or similar storage areas designated by the Contract Administrator which may be
available and utilized by the Bidder shall be kept clean and tidy at all times. All containers are to be kept
properly sealed and labeled according to existing Dade County and/or OSHA requirements. All exposed
liquids are to be discarded immediately. All cleaning materials and supplies are to be so stored as to
minimize the possibility of spontaneous combustion.
2.45. SCAVENGING
Scavenging by any of the Contractor's personnel is prohibited and the Contract Administrator may require
removal from employment within his/her assigned facility, any employee who scavenges.
2.46. INSPECTION
At all times during the Contract, the Contract Administrator shall have the right to make the most thorough
and minute inspection of the services rendered, including materials, replenishment of supplies and
equipment used, and to draw the attention of the successful Bidder to all defects in workmanship, materials
or other errors or variations from the Contract requirements.
The right of inspection herein provided is intended solely for the benefit of the City. Neither the right of
inspection nor the any failure to draw attention to or point out such defects, errors or variations shall give
the successful Bidder any right or claim against the City or shall in any way relieve the successful Bidder
from its obligations under the term of this contract.
If the Services or any part thereof shall be found to be non -conforming, the successful Bidder shall without
cost to the City forthwith remedy such non-conformance in a manner to comply with the Contract.
The successful Bidder shall at all times make available to the Contract Administrator and/or designee, all
facilities necessary for the inspection of the services rendered. The Contract Administrator and/or designee
shall be permitted to inspect materials, equipment and supplies as needed.
Any inspection hereunder shall not reasonably disrupt the Bidder's performance of the services.
2.47. TERMINATION
A. FOR DEFAULT
If Contractor defaults in its performance under this Contract and does not cure the default within 30 days
after written notice of default, the City Manager may terminate this Contract, in whole or in part, upon
written notice without penalty to the City of Miami. In such event the Contractor shall be liable for
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hi—,ation for Bid (IFB) 198157
damages including the excess cost of procuring similar supplies or services: provided that if, (1) it is
determined for any reason that the Contractor was not in default or (2) the Contractor's failure to perform is
without his or his subcontractor's control, fault or negligence, the termination will be deemed to be a
termination for the convenience of the City of Miami.
B. FOR CONVENIENCE
The City Manager may terminate this Contract, in whole or in part, upon 30 days prior written notice when
it is in the best interests of the City of Miami. if this Contract is for supplies, products, equipment, or
software, and so terminated for the convenience by the City of Miami the Contractor will be compensated
in accordance with an agreed upon adjustment of cost. To the extent that this Contract is for services and so
terminated, the City of Miami shall be liable only for payment in accordance with the payment provisions
of the Contract for those services rendered prior to termination.
2.45. GIFTS
It is the City's strict policy that City employees are not to receive gifts of any kind for any reason,
regardless of value, from any Contractor / Vendor_ As such, the successful Bidder or any employee of the
same will not give or attempt to give, any gifts to any city employee.
2.49. EMERGENCY AND CONTACT INFORMATION
The Contractor will provide the City with evening, weekend, and holiday service, as necessary, to cope
with an emergency situation which threatens public health and safety, as determined by the City.
The Contractor will provide Phone Number and Fax Number for twenty-four (24) hours, seven (7) days a
week, facsimile communication.
Furthermore, the Contractor shall have available an individual to answer telephone communications during
normal working hours (Monday thru Friday), and an answering machine for occasions that an individual is
not available. Bidder(s) shall be aware of the possible loss of business due to the bidder being unavailable.
2.50. PRIMARY CLIENT (FIRST PRIORITY)
The successful bidders)/proposer(s) agree upon award of this contract that the City of Miami shall be its
primary client and shall be serviced first during a schedule conflict arising between this contract and any
other contract successful bidders)/proposer(s) may have with any other cities and/or counties to perform
similar services as a result of any catastrophic events such as tornadoes, hurricanes, severe storns or any
other public emergency impacting various areas during or approximately the same time.
2.51. ADDITIONAL TERMS AND CONDITIONS
No additional terns and conditions included with the solicitation response shall be evaluated or
considered, and any and all such additional ferns and conditions shall have no force or effect and are
inapplicable to this solicitation. If submitted either purposely, through intent or design, or inadvertently,
appearing separately in transmittal letters, specifications, literature, price lists or warranties, it is understood
and agreed that the General and Special Conditions in this solicitation are the only conditions applicable to
this solicitation and that the bidder's/proposer's authorized signature affixed to the bidder's/proposer's
acknowledgment form attests to this.
2.52. SUPPLIES
The Contractor shall furnish all supplies to include toilet paper, hand towels, garbage can liners, bathroom
fresheners, and hand soap needed in order to fully maintain all locations except those listed below. These
supplies must be compatible with dispensers at the facilities.
Contractor shall not provide the previously mentioned supplies to the following facility:
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(a) Miamarina at Bayside
Invitation for Bid (IFB) 198157
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Invitation for Bid (IFB) 198157
3. Specifications
3.1. SPECIFICATIONS/SCOPE OF WORK
3.2. BACKGROUND
The City of Miami is seeking bids from qualified firms or entities (herein referred to as 'Bidders") for
engagement to perform all custodial services, including the provision of all personnel/labor, supervision,
cleaning supplies, paper products including toilet paper and hand paper towels, garbage can liners, hand
soap, and any other materials necessary for the complete servicing of all facilities in accordance with the
following specifications.
Any and all products utilized throughout all facilities in the performance of successful Bidder's
responsibilities shall be of sufficient quality to effectively perform all duties. Failure to provide paper
products or other supplies of at least a minimal quality may be deemed insufficient by the Contract
Administrator and shall be replaced by other produet(s) when required.
Failure to comply with these minimum requirements during the Contract term may result in the
termination of the Bidder's contract with the City; the City may, however, at its sole discretion permit a
bidder to remedy the deficiencies.
3.3. DEFINITIONS
Common House Services/Janitorial Definitions (including but not limited to):
a. Anti -Static: Process of treating surfaces to eliminate static electricity.
b. Bonnet Clean: Carpet maintenance using yarn bonnet attached to floor machine.
c. Buff. Polishing with a nylon pad.
d. Damp Wipe: Remove all surface dirt with a damp cloth.
e. Dust: Remove all loose dirt and debris from a given area/surface. Treated cloths shalt be used in
telephone equipment rooms and similar areas. Laundered -type or disposable treated cloths shall be used in
other areas.
f Dust High: Dusting above eye level.
g. Dust Mopping: Sweeping procedure with short stringed dust mop. Empty and remove contents and wipe
interior and exterior with damp cloth to remove all dust
h. Damp Wipe: dirt, and smudges. (Includes wash, clean, and rinse).
i. Water Extraction: One method of deep carpet cleaning — use of a device which applies a hot or cold
solution under pressure and removes same with a vacuum process in a one-step operation.
j. Mop Damp/Wet: Remove all surface dirt and stains with a cotton mop and warm, clean water utilizing
an approved cleaning agent when required and then rinsing.
k. Police: Pick up debris and surface litter.
1. Polish: Apply approved polish and rub to a high luster with dry cloth.
m. Public Area: Any area jointly used by employees and/or the public. Also referred to as a common area
for the purposes of this contract. Normally a common area is any area used by all employees of a given
area or facility but not necessarily visitors and/or the public.
n. Scavenge: To salvage from discarded or refuse material.
o. Seal: Process applied to floors after stripping and prior to waxing for the purpose of making floors less
porous.
p. Shampoo: Cleaning application of carpet using approved shampoo -type product.
q. Spot Clean: Removal of fingerprints, stains smudges, gum, and marks from walks, walls, carpets, doors,
furniture, glass, floors, and fixtures.
r. Spray Buff: Buffing in conjunction with spray application of liquid to remove surface marks and
improve appearance utilizing a nylon pad and minimum moisture.
s. Strip: Completely remove accumulation of floor finish, surface dirt, stains, and marks.
t. Seal Refinish: with penetrating sealant by working in with floor machine. Apply polishing compound for
final touch up and buffing to a high luster finish. Note: Trash/Waste Receptacles will include all
receptacles (e.g.: trash, recycling, etc.)
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Invitation for Bid (IFB) 198157
3.4. DETAILED SPECIFICATIONS PER FACILITY
Item No 1 - MIAMi POLICE DEPARTMENT OF COLLEGE OF POLICE TRAINING CENTER
350 N.W. 2nd Avenue
Miami, Florida 33128
FREQUENCY OF SERVICE/STAFFING REQUIREMENTS
Daytime hours shall be denoted as those hours between 7:00 a.m. to 3:00 p.nn. Nighttime hours shall be
denoted as those hours between 3:00 p.m. to 11:00 p.m. Janitorial personnel will not be required to work
on holidays observed by the City. Arrangements shall be made to provide daytime service to offices
secured at night or other sensitive areas.
General areas as described herein shall include, but not be limited to, the pistol range, auditorium,
basketball court, elevators, locker rooms, showers, lobby, offices, tactical room, SWAT locker
ingress/egress areas to the building.
The College of Police Training Center of the Miami Police Department is a four (4) -story facility
comprised of approximately 120,000 square feet. Both sworn and civilian employees work out of this
facility. In addition, the facility is open from 07:00 a.m. to 11:00 p.m. Monday thru Friday
All services shall be conducted between the hours of 7:00 a.m. and 11:00 p.m., five (5) days per week
(Monday through Friday).
Staffing requirement shall be the following: two (2) custodians shall be assigned from 7:00 a.m. to 3:00
p.m., and two (2) custodians shall be assigned from 3:00 p.m. to 11:00 p.m. Designated hours shall be less
a 1 -hour lunch/dinner break per employee per shift. However, whenever applicable, employees are to
schedule such breaks so that one employee always remains on duty at all times. The City retains the option
to add additional custodian personnel on as needed basis.
On each day and each shift, every custodian shall be assigned a (beeper Mandatory) which shall be
provided by the successful bidder. The beeper numbers shall be given to the designated individual within
the Miami Police Department should he/she need to be reached. The successful bidder shall additionally
provide an on-site supervisor to supervise (Mandatory) the personnel of the Contractor, and shall be
provided with a beeper by the Contractor in order to be reached at all times by the City.
A. Services required on a DAILY basis:
a. General Areas, Offices, Dormitories and Auditorium
1 } Empty and clean all wastebaskets and replace plastic liners; wash if necessary.
2) Empty and damp wipe all ashtrays.
3) Empty and sift all sand urns.
4) Vacuum all carpets.
5) Remove all dirt and/or marks from doors, walls, light switches, glass panels and partitions.
6) Clean and disinfect all drinking fountains.
7) Spot clean carpets when needed.
8) Check for, and remove, any and all cobwebs.
9) Dust all surfaces of office furniture (desks, tables, files, etc.) and fixtures. (Note: some personnel
may request that their personal desk(s) be excluded; however, the bid should be based on all furnishings).
10) Sweep and damp mop elevators (including parking garage elevator), stairwells and outside ramps.
11) Spot clean all stairs, landings, walls, doors, and handrails.
12) Police all stairs and landings to ensure cleanliness.
13) Damp mop all the floors at least once per shift, using appropriate yellow -colored warning devices
to safeguard the public and departmental personnel.
14) Clean at least twice per shift the collection windows and main entrance doors located in the main
lobby.
15) Fill and keep clean all water coolers.
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Invitation for Bid (IFB) 198157
b. Restrooms
I Clean and disinfect all urinals and toilet bowls, including toilet seats, and replenish with sanitary
blocks.
2) Clean and polish all mirrors and all bright work.
3) Wash, clean and disinfect all urinal walls and stall partitions.
4) Clean and disinfect all trash receptacles and replace all with plastic liners; wash if required.
5) Wet mops and disinfects all floors.
6) Scour and disinfect all sinks and counter tops.
7) Remove all splash marks from all walls, partitions and cabinets.
8) Spot clean all commode partitions and doors, inside and outside.
9) Clean and dry all tables.
10) Replace urinal screens as needed.
1 1) Provide disposal bags for sanitary products on an as needed basis where restrooms have provisions
for these items.
12) Clean and stock on an as -needed basis all sanitary product dispensing machines at all installed
locations.
13) Refill all dispensers and replenish all paper supplies on a daily basis.
C. Shower/Restroom
1) Sanitize and polish all fixtures.
2) Wash and disinfect all scats and seat bottoms on all commodes.
3) Disinfect commode and urinal bowls reaching under rims.
4) Spot clean all wails by sinks and splatter areas.
5) Damp clean and polish all mirrors and counter tops.
6) Empty all trash and/or recycling receptacles and replace liners.
7) Check for, and remove, any and all cobwebs.
8) Spot clean all carpeting.
9) Vacuum all carpeting.
10) Clean and sanitize all showers and dressing areas: clean all shower hardware, all walls and all
floors.
d. Locker Rooms
I ) Remove all trash, debris, toiletries, or other articles left unattended outside lockers, which appear
to be abandoned. (Determine placement of these items in conjunction with Police Department liaison).
2) Vacuum all carpeted areas.
3) Spot clean all carpeting.
4) Check for, and remove, any and all cobwebs.
5) Dust and clean all exterior surfaces of all lockers: front, sides, and all top areas.
6) Clean all windows and windowsills.
7) Dust and clean all benches.
8) Clean all dirt and other marks on all walls, doors, light switches, and other similar areas.
9) Clean and sanitize all restrooms in accordance with above and the previous Section III (A),
Scope of Work.
e. Basketball Court
1) Pick up and dispose all debris
2) Remove chewing gun, scuff marks
3) Clean and disinfect all drinking fountain(s).
4) Dust mop floor with a clean treated mop.
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lnv,,ation for Bid (IFB) 198157
5) Wipe floor with ware bands to test if dust remains on the floor. 11'dust is detected repeat stepll4
6) For normal soil removal, use a waterless cleaner suitable for wood surfaces.
7) Vacuum floor mats.
B. Services rewired on a WEEKLY basis:
a. General Areas, Offices, Dormitories and Auditorium
1) Dust areas too high to be reached in normal daily service, record areas, and/or specialized areas.
2) Dust Venetian blinds, windowsills, vents, and light fixture covers.
3) Dust security x-ray station in lobby area.
4) Clean glass partitions.
5) Vacuum and clean all designated "high traffic" carpet areas.
6) Clean behind all doors and crevices along walls to eliminate dust buildup.
C. Shower/Restroom, Locker Rooms
1) Scrub with a stiff bristle brush and soap solution the foot deodorizer.
21) Wipe down all weight scales.
3) Fully wash all walls, partitions, doors, scats, and lockers.
C. Services required on a MONTHLY basis:
a. General Areas, Offices, Dormitories and Auditorium
1) Clean all air-conditioning vents and surrounding areas to result in an appearance consistent with
the remaining ceiling areas.
2) Clean, strip, buff and/or refinish various flooring for given surfaces, texture, etc. (With methods
satisfactory to the City).
3) Vacuum and clean all carpets.
4) Clean interiors of 211 windows.
5) Clean and disinfect all trash receptacles and replace in their designated locatiou(s).
6) Sweep all stairs andior landings.
7) Damp mops all stairs and landings.
a. Shower/Restroom, Locker Rooms and Gym Area
1) Machine scrub all floors on a basis.
2) Bonnet clean all carpeting on a basis.
3) Dust all light fixtures and vents on a basis.
b. Basketball Court
1) Pick up and dispose all debris
2) Remove chewing gum
3) Remove rubber shoe burns and floor marks with a wood surface solvent cleaner
4) Tack or damp -mop floor with wood surface solvent cleaner.
D. Services required on a QUARTERLY basis:
a. Shower/Restroom, Locker Rooms and Basketball Court
I) Deep clean, using the hot water extraction method, all carpeting.
2) Strip and refinish all floors.
b. General Areas, Offices and Auditorium
1) Bonnet clean all carpeting.
2) Machine scrubs all hard surfaces.
3) Deep clean all carpeting, using the hot water extraction method.
Page 42 of 49
Invitation for Bid (iFB) 198157
The night shift supervisor or company official shall advise the City when other than nightly or
weekly specifications are being addressed with at least two (2) days notice. Upon completion of work,
this information shall be recorded in a Log maintained by the City.
E. Additional Services for Dormitories / Linen & laundry services.
It will be the responsibility of the custodial personnel assigned to the 3rd floor on Friday's to replace and
install fresh clean bed linen in 8 dormitory rooms which have it twin bed as well as bathroom linens for
each room. items to be replaced include, but may not be limited to, bed sheets, cover sheets,
comforters/blankets, pillow cases, bath towels, hand towels and wash clothes. Washing, drying, folding of
soiled/used linen must also be done on Fridays. Adequate excess supplies must be readily available in a
specified location within the college in the event of and emergency of all aforementioned articles. All
dormitories dimensions are: l Oft x 12ft
F. Semiannual Cleaning and/or Blitz the Entire Location:
The City desires to procure custodial services for blitz cleaning to include the cleaning of all carpeting,
floors, walls, vents, ceilings, windows, furnishings, stairwells, drinking fountains, elevators, restrooms,
basketball court, locker rooms, etc.; this shall consist of a complete top -to -bottom cleaning to give a "spit
and span" appearance for the contractor to then maintain on a regular basis.
The City further desires to have this cleaninglblitz service performed on a Semiannual (2 times per -year) in
addition to the regular service provided for in these specifications. At the completion of each cleaning/blitz,
the contractor shall provide the City with documentation that the blitz(s) have been completed and is to the
satisfaction of the City.
To this regard, the semiannual clean-up and/or blitz shall be conducted over a maximum three (3)
day period; and the contractor is required to supply whatever labor, material and equipment
necessary to provide quality results within this time period. This program shall be completed to the
satisfaction of the City prior to commencing on-going, regular maintenance and/or payment for
service.
II. EQUIPMENT/SUPPLIES REQUIRED BY SUCCESSFUL BIDDER:
A. WATER EXTRACTION:
The successful Bidder shall provide emergency/routine water extracting capability. Successful Bidder shall
keep on-site at all time extraction machines (not less than one) capable of displa;,ing/picking up large
quantities of fluids in a timely manner at the Administration Building and also have on hand high velocity
blowers (not less than two) for the purpose of drying out carpeting. Successful Bidder shall ensure that all
janitorial personnel are well versed in the safe and efficient operation of all extraction blower equipment.
B. ADDITIONAL EOUIPMENT/TOOLS:
Successful Bidder shall provide all equipment and tools, including safety cones and signage, to perfonn
the required and directed work of the requirements specified in this IFB. All equipment must be in
satisfactory condition at all times and unsafe or questionable equipment will be immediately removed from
the property. Janitorial/maintenance-related carts will be equipped with rubber bumper guards for the
purpose of precluding damage to, or marking of, walls and other surfaces.
C. SANITARY NAPKIN DISPENSERS:
Napkin purchase is the responsibility of the Contractor as is the filling of the dispensing machines. The
security and collection of moneys deposited in the dispensers are also the responsibilities of the Contractor.
D. SUPPLIES:
Besides stocking sufficient equipment and cleaning products to meet these specifications, the contractor
shall be responsible for stocking paper products (paper towels, toilet paper, etc.), hand soaps, urinal
screens, garbage can liners (in various sizes) and sanitary blocks and replace these items as necessary.
Provider will be responsible for installing Matrix Seat Cover Dispensers (or equal) and supplying and
stocking the toilet scat covers required for the seat cover dispensers, in each stall of the women's
bathrooms, for all listed locations.
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Invitation for Bid (IFB) 199157
E. STORAGE AREAS:
The janitor closets or similar storage areas designated by the Contract Administrator which may be
available and utilized by the successful Bidder shall be kept clean and tidy at all times. All containers are to
be kept properly sealed and labeled according to existing Dade County and/or OSHA requirements. All
exposed liquids are to be discarded immediately. All cleaning materials and supplies are to be so stored as
to minimize the possibility of spontaneous combustion.
F. INVENTORY OF EQUIPMENT:
The Contractor shall maintain an inventory of equipment to be kept on site at the Administration Building
and shall submit a copy or subsequent updates of the same to the Contract Administrator. This inventory
shall be utilized to verify equipment leaving the premises for whatever reasons, and shall remain in effect
until the expiration of the Contract.
111. SAFETY AND ENERGY CONSERVATION:
Night shift custodial personnel shall, upon completing their tasks on a daily basis, perform the following:
1) Turn off all light switches / desk lamps
2) Turn off all appliances. If unable to turn off, same will be unplugged - computers, fax machines,
printers, and other related office equipment is not included. Common applicable items would include
radios, water fountains and other decorative items, coffee pots, and the like.
3) Close all doors and, if possible, lock.
4) Denote damage / defects (damage to walls, bunt out bulbs, broken water pipes, defective door
hardware, etc.).
IV. RESPONSIBILITY FOR FACILITY ACCESS CARDS:
The Contractor, upon being issued one (l) or more access cards for their employees for the purpose of
gaining access to specified areas, is responsible for the same. It will be the responsibility of the contractor
to collect the access cards from employees who are no longer assigned to work in any of the Police
Department locations, as listed herein, and turning them into the Contract Administrator.
All custodial employees assigned to the Miami Police Department College of Police Training Center will
be required to a mandatory background check: in accordance with F.S.S.1012.465-Jessica Luns ord Act.
All checks will be performed by the Miami Police Department prior to any assignment at the police
station, sub -station and/or mini- station work: site. The contractor shall.furnish, upon notification of
awarded bid, a list containing all the names, date of birth, social security number and copy of the
employees' valid State of Florida driver license and/or State of Florida Identification Card and any other -
requested information. This background investigation will be performed by the Miami Police Department.
Item No. 2 - MANUEL ARTIME COMMUNITY CENTER
900 & 970 S.W. Ist Street, Miami, Florida 33130
The successful bidder ("Contractor") shall be required to provide services to the Common Areas and the
Office Areas in addition to specified areas of the Main Auditorium. Services are to be performed in such a
manner as to ensure facility is maintained in an attractive, clean and sanitary condition.
I. FREQUENCY OF SERVICE / STAFFING REQUIREMENT
Daily service shall be between the hours of 7:00 a.m. to 7:00 p.m., Monday through Friday. Weekend
service shall be between the hours of 8:00 a.m. through 12:00 noon, Saturday and Sunday. Daily service
requires two full time porters during these hours who will maintain the facility continually throughout the
day. Duties include, but are not limited to the following:
A. Maintain and monitor restrooms and re -supply paper goods and soap throughout the day.
B. Maintain elevators and water fountains throughout the day.
C. Maintain the facility continually throughout the day, in accordance with the Scope of Work
Weekend service shall be provided by one (1) custodian between the hours of 8:00 a.m. and 12:00
noon, Saturday and Sunday, as instructed by Contract Administrator.
Contractor shall also provide the necessary supervision to ensure services are performed in full accordance
with specifications.
Page 44 of 49
li .kation for Bid (IFB) 198157
Janitorial/Custodial personnel will not normally be required to work on legal holidays.
A. Services required on a DAILY five day per week basis:
a. Common Areas and Administration Office:
1) Sweep all composition tile floors.
2) Mop all composition tine floor areas.
3) Vacuum all carpeted areas.
4) Spot clean carpeted areas.
5) Dust furniture including desks, counters, tables, files, among other areas as needed.
6) Spot clean glass doors and/or glass panels.
7) Spot clean walls, doors, light switches, among other areas as needed.
8) Clean and disinfect drinking fountains.
9) Collect and dispose of all waste materials.
10) Change soiled or torn liners on an as -needed basis.
b. Elevator, Stairways and Perimeter Area of the Center:
1) Sweep and mop elevator floors.
2) Clean and polish elevator walls, doors, and panels.
3) Police all inside and outside stairs and landings, and collect all debris.
4) Spot mop any spills from stairs and landings.
5) Collect all debris around the buildings, mini -park and mini -plaza
6) Collect and dispose of all waste materials
7) Change soiled or torn liners on an as -needed basis.
c. Restrooms:
1) Sweep all composition tile floor areas.
2) Mop and disinfect all composition tile floor areas.
3) Clean and sanitize urinals and commodes.
4) Clean and sanitize wash basins and counters.
5) Spot clean walls, doors, and partitions.
6) Collect and dispose of all waste materials.
7) Change torn or soiled liners on an as needed basis.
8) Clean and polish mirrors, dispensers and bright works.
9) Re -stock soap and paper products on an as needed basis.
B. Services to be provided on a WEEKLY basis:
a. Common Areas and Administration Office:
1) Perform high dusting.
2) Dust window blinds and window sills.
3) Clean glass doors and glass partitions.
C. Services to be provided on a MONTHLY basis:
a. Common Areas and Administration Office:
1) Clean air conditioning vents and grills.
2) Clean interior windows.
3) Clean and disinfect trash receptacles.
4) Machine scrub restroom floors.
D. Services to be provided on a QUARTERLY basis:
a. Common Areas and Administration Office:
1) Strip, seal and wax all composition tile floor areas.
2) Shampoo all carpeted areas.
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lr,.,cation for Bid (IFB) 198157
E. Services to he provided on an ANNUAL basis
1. Crystallizing/Polishing theater lobby manmoi floor.
F. Services to be provided on a BI -ANNUAL basis:
a. Theater Area
1) Strip, seal and wax all composition tile floor areas.
2) Shampoo all carpeted areas.
G. CLOSING INSTRUCTIONS AND SERVICES TO BE PERFORMED:
a. Common Areas and Administration Office:
1) Turn off all lights.
2) Set any alarms.
3) Report any maintenance problems in managers log book.
H. Services to be performed on an "AS -REQUESTED" basis:
The following services shall consist of the minimum standard requirements for providing the services to
the Main Auditorium of the Manuel Artime Community Center as indicated in this IFB. Services may need
to be performed approximately 200 times annually on an "as requested" basis. This is an estimate only, and
the City shall not be held to this estimated figure. Services may need to be performed on a maximum period
of five hours; there will be times that only two hours will be available to perform the entire service. Bidders
are required to provide on the Price Sheet a cost to provide these "as requested" services. Failure to do so
shall deem your bid non-responsive.
a. Main Auditorium Including Balcony Area:
I) Sweep and mop stage area.
2) Vacuum all carpeted areas.
3) Vacuum chairs.
4) Spot clean carpeted areas and chair on an as -needed basis.
5) Sweep all composition tile floor areas.
6) Mop all composition the floor areas.
7) Dust all window sills, tables, chair backs, among other locations as deemed necessary.
8) Clean and disinfect drinking fountains.
9) Clean dressing rooms including vacuuming, dusting, sweeping, mopping among other duties as deemed
necessary.
10) Clean interior windows on an as needed basis.
1 1) Clean and maintain floors, and buff and refinish on an as needed basis.
12) Clean all inside and outside stairways.
b. Restrooms:
1) Sweep all composition tile floor areas.
2) Mop and disinfect all composition tile floor areas.
3) Clean and sanitize urinals and commodes.
4) Clean and sanitize wash basins and counters.
5) Clean and polish mirrors, dispensers and bright works.
6) Spot clean walls, doors, and partitions.
7) Collect and dispose of all waste materials.
8) Change torn or soiled liners on an as needed basis.
9) Re -stock soap and paper products on an as needed basis.
Item No. 3 - Miamarina at Bayside
401 Biscayne Boulevard
Miami, Florida 33132
1. CLEANING REQUIREMENTS
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Ii�vitation for Bid (IFB) 198157
Cleaning requirements are divided into two distinct items. Essentially, the items are divided into both
indoor areas and outdoor areas. Indoor Areas: Consists mainly of cleaning Dockmaster's offices and
bathrooms. Outdoor Areas: Work is comprised for the most part of trash removal from sidewalks and piers.
II. FREQUENCY OF SERVICE
Work assignment shall be performed on a daily basis seven (7) days a week including holidays in order to
care for and maintain cleanliness of the piers, bathrooms and sidewalk. All work must be performed in the
mornings before noon. Scope of Work shall include, but is not limited to the following and portions
thereof: Cleaning and removal of trash from garbage containers located at each pier, including Pier A, B,
C, and 5 (Outdoor Areas). Cleaning and removal of trash from bathrooms located at each side of the
Dockoffiee (Indoor areas). Cleaning and removal of trash from the Marina Dock Office (indoor areas).
A. MARINA OFFICES DAILY SERVICE
1. Wet mop floor
2. Empty waste baskets
B. RESTROOM DAILY SERVICE
1. Clean and replenish all paper, hand soap in all dispensers, and all toilet rolls in all fixtures.
2. Clean and disinfect all urinals and toilet bowls, including all toilet seats and replenish with sanitary
blocks.
3. Clean and polish all mirrors and all bright services.
4. Wash, clean and disinfect all trash receptacles and replace all plastic liners.
5. Wet mop and disinfect all floors.
6. Scour and disinfect all sinks and counter tops.
7. Remove all splash marks from walls, partitions, and cabinets.
8. Clean and dry all tables.
9. Replace urinal screens on an as needed basis.
10. Provide disposal bags for sanitary products as needed where restrooms have provisions for these items.
1 l . Where sanitary products dispensing machines are installed, clean and stock on an as needed basis.
Page 47 of 49
Item No. 4 - South Code Enforcement Office
970 S.W. 1 Street, Suite 402
Miami, Florida
I. FREQUENCY OF WORK
lu,itation for Bid (IFB) 198157
Page 48 of 49
In. station for Bid (IFB) 199157
All work shall be performed Monday through Friday, excluding Holidays between the hours of 8 a.m. and
12 noon. Contractor shall not be paid for work not performed due to a Holiday or other reason for closure
of any such facility for any particular day.
11. STAFFING REQUIREMENTS
It shall be the contractor's judgment as to the provision of sufficient personnel to produce quality results in
accordance with all specifications. Contractor is not required to maintain a duty custodian between the
howl of 8 a.m, and 12 noon; however, the crew(s) assigned to this location shall spend the necessary
amount of time to satisfactorily perform all duties according to the specifications.
A. Daily Service
a. General Areas and Offices:
1) Empty and fully clean all waste baskets, and replace all plastic liners.
2) Empty all recycle bins.
3) Wet mop and disinfect all floors and
4) Clean and disinfect lounge area counters, floors, and appliances.
5) Remove all dirt and/or marks from doors, walls, light switches, glass panels, and partitions.
6) Spot clean floors when necessary.
7) Dust all surfaces of office furniture (desks, bookcases, picture frames, etc.)
8) Cleaning of doors, walls, bright works, etc.
9) Damp mop all floors at least once per shift, using appropriate yellow colored warning devices to
safeguard the public.
10) Replenish all paper (hand towels) in employee lounge area.
1 1) Remove all splash marks from walls, partitions, and cabinets.
12) Clean the interior of all windows.
B. Monthly Service:
1. Clean, strip, buff, wax and/or refinish various flooring as appropriate for given surfaces, textures, etc.
with the methods satisfactory to the city.
2. Offices that have carpet, or a combination of carpet and flooring, shall be cleaned using a heavy duty
vacuuming method (steam cleaning).
Page 49 of 49