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HomeMy WebLinkAboutExhibit - AgreementPROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF MIAMI AND UNITED CEREBRAL PALSY ASSOCIATION OF MIAMI, INC. (FORMERLY KNOWN AS HOPE CENTER, INC.) This Professional Services Agreement ("Agreement") is made and entered into as of 1 day of October, 2014 ("Effective Date") by and between the City of Miami, a municipal corporation of the State of Florida (hereinafter referred to as the "City"), and Cerebral Palsy Association of Miami, Inc. a non- profit corporation of the State of Florida, formerly known as the Hope Center, Inc., (hereinafter referred to as the "Provider"). RECITALS WHEREAS, in January 2010, the Miami City Commission, by a four -fifths (4/5ths) affirmative vote, after an advertised public hearing, ratified, confirmed, and approved the City Manager's recommendation and written findings, pursuant to Section 18-85 of the Procurement Code of the City of Miami, Florida, as amended, waiving the requirements for the competitive sealed bidding methods as not being practicable or advantageous to the City for the provision of custodial services at Miami City Hall. WHEREAS, the Miami City Commission is desirous of supporting a social cause to provide opportunities to individuals with disabilities so that they may grow physically, mentally, emotionally and socially to their fullest potential. WHEREAS, the Provider possesses all necessary qualifications and expertise to perform the provision of the custodial services with individuals with developmental disabilities. WHEREAS, the City wishes to engage the services of the Provider, and Provider wishes to perform custodial services for the City. WHEREAS, the Commission of the City of Miami, by Resolution No. adopted on September 29, 2014, approved the selection of Provider and authorized the City Manager to execute a contract; under the terms and conditions set forth herein. 1 ?( Li I- /4- f3 NOW, THEREFORE, in consideration of the mutual covenants and agreements herein contained, the parties hereto agree as follows: TERMS 1. RECITALS: .The recitals are true and correct and are hereby incorporated into and made a part of this Agreement. 2. TERM: Unless terminated per Section 13 herein, the term of this Agreement will be two (2) years, beginning on October 1, 2014 through September 30, 2016 with an option to renew for three (3) additional, one. (1) year periods, unless either party notifies the other of its intention to not renew the Agreement (in whole or part) not less than thirty (30) days before the anniversary date or this Agreement is terminated for default by a party; subject to availability and appropriation of funds. 3. SCOPE OF SERVICES: A. Provider agrees to provide the Services as specifically described and under the special tends and conditions set forth in Attachment "A" hereto, which by this reference is incorporated into and made a part of this agreement. B. Provider represents and warrants to the City that Provider: (i) possesses all qualifications, licenses and expertise required to perform the Services described in Exhibit "A"; (ii) is and shall be, at all times during the term hereof, fully qualified and trained to perforiii the Services described in Exhibit "A"; (iii) it is not delinquent in the payment of any sums due the City, including payment of permit fees, occupational licenses, etc., nor in the performance of any obligations to the City, (iv) the Services will be performed in the manner described in Exhibit "A". 4. COMPENSATION: A. The annual compensation to the Provider for the Services shall be based on the rates and schedules described in Attachment "B" hereto, which by reference is incorporated into this agreement; provided, however, that in no event shall the amount of compensation exceed Sixty -Eight Thousand Eight Hundred Eighty -Eight Dollars and 00/100 Cents $68,888.00 (per year). 2 B. Unless otherwise specified provided in Attachment "B", paymentshall be made within forty five (45) days after receipt of provider's invoice, which shall be accompanied by sufficient supporting documentation and contain sufficient detail, to allow for proper audit of expenditures, should the City require one to be performed. 5. ':` OWNERSHIP OF DOCUMENTS: Provider understands and agrees that any information, document, report or any other material whatsoever which is given by the City to Provider (which was not previously possessed by Provider or not otherwise in the public domain) is and shall at all times remain the property of the City. Provider agrees not to use any such information, document, report or material which is the property of the City for any other purpose whatsoever without the written consent of the City Manager, which may be withheld or conditioned by the City in its sole discretion. Notwithstanding the foregoing or anything else in this Agreement to the contrary, Provider shall retain all rights to any confidential or proprietary information; as such is defined by the laws of the state of Florida, prepared by Provider during the course of this Services Agreement. 6. AUDIT AND INSPECTION RIGHTS: A. The City may, at reasonable times, and for a period of up to five (3) years following the expiration date of this Agreement, audit, or cause to be audited, those books and records of Provider which are related to Provider's perfoiuiance under this Agreement. Provider agrees to maintain all such books and records at its principal place of business for a period of five (3) years after the expiration of this Agreement. B. A11 audits shall be subject to, and made in accordance with, the provisions of Section 18- 102 of the Codes of the City of Miami, as it may be amended or supplemented from time to time. The City may, at reasonable times during the term hereof, inspect Provider's facilities and perform such tests, as the City deems reasonably necessary, to determine whether the goods or services required to be provided by Provider under this Agreement conform to the terms hereof and/or the terms of the Solicitation Documents, if applicable. Provider shall make available to the City all reasonable facilities and assistance to facilitate the performance of tests or inspections by City representatives. All test and 3 inspections shall be subject to, and made in accordance with, the provisions of Section 18-101 of the Code of the City of Miami, Florida, as it may be amended or supplemented, from time to time. 7. AWARD OF AGREEMENT: Provider 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 Agreement 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 Agreement. 8. :. PUBLIC RECORDS: A. Provider understands that the public shall have access, at all reasonable times, to the City's contracts, subject to the provisions of Chapter 119, Florida Statutes, and agrees to allow access by the City and the public to the City's contracts subject to disclosure under applicable law. Provider's failure or refusal to comply with the provisions of this section shall result in the immediate cancellation of this Agreement by the City. Notwithstanding the foregoing or anything else in this Agreement to the contrary, subject to the provisions of Florida law, including, but limited to Chapter 119, Florida Statutes, City agrees not to disclose any confidential and proprietary information and trade secrets of Provider. B. Contractor/consultant/provider shall additionally comply with the provisions of Section 119.0701, Florida Statutes, entitled "Contracts; public records". 9. COMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS: Provider understands that agreements between private entities and local governments are subject to certain laws and regulations, including laws pertaining to public records, conflict of interest, record keeping, etc. City and Provider agrees to comply in this Agreement and all Attachments thereto with and observe all applicable federal, state and local laws, codes and ordinances as they may be amended from time to time. 10. INDEMNIFICATION: Provider shall indemnify, hold harmless and defend the City, its officials, officers, directors, and employees, from liabilities, damages, losses, and costs, including, but not limited to reasonable attorney's fees, to the extent caused by the negligence, failure to exercise the applicable standard of care, negligent act or omission, recklessness or intentional wrongful misconduct of 4 Provider and persons employed or utilized by Provider in the performance of this Agreement and will indemnify, hold harmless and defend the City, its officials, officers, directors and employees against, any civil actions, statutory or similar claims, injuries or damages arising or resulting from the permitted work, or from failure to comply with any applicable Code, statute, ordinance, rule or regulation relating to this Agreement or performance under it, any breach of contract, any "statutory" violation, including any other civil actions arising from this Agreement. These indemnifications shall survive the term, or termination, of this Agreement. In the event that any action or proceeding is brought against City by reason of any such claim or demand, Provider shall, upon written notice from City, resist and defend such action or proceeding. The Provider expressly understands and agrees that any insurance protection required by this Agreement or otherwise provided by Provider shall in no way limit the responsibility to indemnify, keep and save harmless and defend the City or its officers, and employees. 11. DEFAULT: If Provider fails to comply with any material term or condition of this Agreement or fails to perform any of its material obligations hereunder, and if the failure to comply is in no way due to lack of performance by the City, then Provider shall be in default. Upon the occurrence of a default hereunder the City, in addition to all remedies available to it by law, may immediately, upon written notice to Provider, teiiiiinate this Agreement whereupon all payments, advances, or other compensation paid by the City to the Provider while Provider was in default shall be immediately returned to the City. Provider understands and agrees that termination of this Agreement under this section shall not release Provider from any obligation accruing prior to the effective date of termination. Should Provider be unable or unwilling to commence to perform the Services within the time provided or contemplated herein, then, in addition to the foregoing, Provider shall be liable to the City for all expenses incurred by the City in preparation and negotiation of this Agreement, as well as all costs and expenses incurred by the City in preparation and negotiation of this Agreement, as well as all costs and expenses incurred by the City in the re -procurement of the Services, including consequential and incidental damages. 12. RESOLUTION OF CONTRACT DISPUTES: Provider understands and agrees that all disputes between Provider and the City based upon an alleged violation of the terms of this Agreement by 5 the City shall be submitted to the City Manager for his/her resolution, prior to Provider being entitled to seek judicial relief in connection therewith. ' In the event that the amount of compensation hereunder exceeds $25,000, the City Manager's decision shall be approved or disapproved by the City Commission. Provider shall not be entitled to seek judicial relief unless: (i) it has first received City Manager's written decision, approved by the City Commission if the amount of compensation hereunder exceeds $25,000, or (ii) a period of sixty (60) days has expired, after submitting to the City Manager a detailed statement of the dispute, accompanied by all supporting documentation (90 days if City Manager's decision is subject to City Commission approval); or (iii) City has waived compliance with the procedure set forth in this section by written instruments, signed by the City Manager, 13. TERMINATION RIGHTS: A. The City, acting by and through its City Manager, shall have the right to terminate this Agreement, in its sole discretion, at any time, for convenience and for no cause, by giving written notice to Provider at least five (5) days prior to the effective date of such termination. The City agrees to pay for all conforming services rendered and equipment shipped up to the effective date of termination. B. City shall have the right to terminate this Agreement, without notice to Provider, upon the occurrence of an event of default hereunder. In such event, the City shall not be obligated to pay any amounts to Provider and Provider shall reimburse to the City all amounts received while Provider was in default under this Agreement. 14. INSURANCE: Provider shall, at all times during the term hereof, maintain such insurance coverage as may be required by the City. All such insurance, including renewals, shall be subject to the approval of the City Risk Management Director for adequacy of protection and evidence of such coverage shall be furnished to the City on Certificate of Insurance indicating such insurance to be in force and effect and providing that it will not be cancelled during the performance of the services under this contract without thirty (30) calendar days prior written notice to the City. Provider agrees to provide a written notice of cancellation or material change to the City Risk Management Administrator in 6 accordance with material Policy revisions to the City's coverage under this Agreement. A completed Certificate of Insurance shall be filed with the City prior to the performance of services. If, in the judgment of the City Risk Management Administrator, prevailing conditions warrant the provision by Provider of additional liability insurance coverage or coverage which is different in kind, the City reserves the right to require the provision by Provider of an amount of coverage different from the amounts or kind previously required and shall afford written notice of such change in requirements thirty (30) days prior to the date on which the requirements shall take effect. Should the Provider fail or refuse to satisfy the requirement of changed coverage within thirty (30) days following the City's written notice, this Contract may be considered terminated on the date that the required change in policy coverage would • otherwise take effect. 15. NONDISCRIMINATION: Provider represents and warrants to the City that Provider does not and will not engage in discriminatory practices and that there shall be no discrimination in connection with Provider and Contractor's, respectively, performance under this Agreement on account of race, color, sex, religion, age, handicap, marital status or national origin. Provider further covenants that no otherwise qualified individual shall, solely by reason of his/her race, color, sex, religion, age, handicap, marital status or national origin, be excluded from participation in, be denied services, or be subject to the discrimination under any provision of this Agreement. 16. ASSIGNMENT: This Agreement shall not be assigned by Provider, in whole or in part, without the prior written consent of the City Commission, which may be withheld or conditioned, at the City's sole discretion. 17. NOTICES: All notices or other communications required under this Agreement shall be writing and shall be given by hand -delivery, overnight courier with receipt, or by registered or certified U.S. Mail, return receipt requested, addressed to the other party at the address indicated herein or to such other address as a party may designate by notice given as herein provided. Notice shall be deemed given on the day on which personally delivered; or, if by mail, on the fifth day after being posted or the date of actual receipt, whichever is earlier. 7 TO CITY Daniel J. Alfonso City Manager City of Miami 444 S.W. 2nd Avenue, 10th Floor Miami, Florida 33130 with copies to: Victoria Mendez City Attorney City of Miami 444 S.W. 2nd Avenue, Suite 945 Miami, Florida 33130 TO PROVIDER Pam Miller, MBA Director of Adult Day Program Services United Cerebral Palsy of Miami 1411 NW 14th Avenue Miami, Florida 33125 18. MISCELLANEOUS PROVISIONS: A. This Agreement and its Attachments shall be construed and enforced according to the laws of the State of Florida. Venue for any legal action shall be in Miami -Dade County, Florida in order to expedite the conclusion of any action the parties agree to waive their right to trial by jury, their right to file permissive counterclaims, or to claim attorney's fees in any civil or administrative action between them arising from this Agreement. B. Title and paragraph headings are for convenient reference and are not a part of this Agreement. C. No waiver or breach of any provision of this Agreement shall constitute a waiver of any subsequent breach of the same or any other provision hereof, and no waiver shall be effective unless made in writing. D. Should any provision, paragraph, sentence, word or phrase contained in this Agreement be determined by a court of competent jurisdiction to be invalid, illegal or otherwise unenforceable under the laws of the State of Florida or the City of Miami, such provision, paragraph, sentence, word or phrase shall be deemed modified to the extent necessaryin order to conform with such laws, or if not modifiable, 8 then same shall be deemed severable, and in either event, the remaining terms and provisions of this Agreement shall remain unmodified and in full force and effect or limitation of its use. E. This Agreement constitutes the sole and entire agreement between the parties hereto. No modification or amendment hereto shall be valid unless in writing and executed by properly authorized representatives of the parties hereto. 19. SUCCESSORS AND ASSIGNS: This Agreement shall be binding upon the parties hereto, their heirs; executors, legal representatives, successors, or assigns. 20. INDEPENDENT CONTRACTOR: Provider has been procured and is being engaged to provide goods or services to the City as an independent contractor, and not as an agent or employee of the City. Provider further understands that Florida Workers' Compensation benefits available to employees of the City are not available to Provider and agrees to provide workers' compensation insurance for any employee or agent of Provider rendering services to the City under this Agreement. 21. NON -APPROPRIATIONS CLAUSE: In the event that sufficient funding for this Agreement is not appropriated or made available for each renewal period, with continued authorization for program activities, due to lack of funds, reduction of funds and/or change in law or regulations, the City may terminate the Agreement for non -appropriations pursuant to Section 13 (A) with prompt notice to Provider. 22. REAFFIRMATION OF REPRESENTATIONS: Provider hereby reaffirms all of the representations contained in the Solicitation Documents, if applicable. 23. ENTIRE AGREEMENT: This instrument and its Attachments constitute the sole and only agreement of the parties relating to the subject matter hereof and correctly set forth the rights, duties, and obligations of each to the other as of its date. Any prior agreements, promises, negotiations, or representations not expressly set forth in this Agreement are of no force or effect. 24. COUNTERPARTS: This Agreement may be executed in two or more counterparts, each of which shall constitute an original but all of which, when taken together, shall constitute one and the same agreement. 9 IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed by their respective officials thereunto duly authorized, this the day and year above written. AT1'.EST: Todd B. Hannon, City Clerk "City" CITY OF MIAMI, a municipal corporation By: Daniel J. Alfonso City Manager APPROVED AS TO FORM AND APPROVED AS TO INSURANCE CORRECTNESS: REQUIREMENTS: Victoria Mendez City Attorney Ann -Marie Sharpe, Director Department of Risk Management "Provider" ATTEST: United Cerebral Palsy Association of Miami, Inc. a non-profit corporation By: Judith Jean-Pierre Leigh Kapps, Ph.D., BCBA-D Assistant Secretary Executive Director 10 "EXHIBIT A" PROVIDER'S SCOPE OF SERVICES 11 1. SPECIFICATIONS/SCOPE OF WORK 1.1. BACKGROUND The City of Miami requests the following specification be fulfilled by the proposed vendor, United Cerebral Palsy of Miami, Inc. (formerly known as Hope Services, Inc.) for the engagement to perform all custodial services, including the provision of all 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 the City Hall facility in accordance with the following specifications. Any and all products utilized throughout all facility in the performance of the 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 product(s) when required. Failure to comply with these minimum requirements during the Contract term may result in the termination of the contract with the City; the City may, however, at its sole discretion permit remedy of the deficiencies. 1.2. DEFINITIONS Common House Services/Janitorial Definitions (including but not limited to): a. Damp Wipe: Remove all surface dirt with a damp cloth. b. Dust: Remove all loose dirt and debris from a given area/surface. Treated cloths shall be used in telephone equipment rooms and similar areas. Laundered -type or disposable treated cloths shall be used in other areas. c. Dust High: Dusting above eye level. d. 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 e. Damp Wipe: dirt, and smudges. (Includes wash, clean, and rinse). f. 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. h. Police: Pick up debris and surface litter. I. Polish: Apply approved polish and rub to a high luster with dry cloth. j. 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. k. Scavenge: To salvage from discarded or refuse material. I. Spot Clean: Removal of fingerprints, stains smudges, gum, and marks from walks, walls, carpets, doors, furniture, glass, floors, and fixtures. m. Spray Buff: Buffing in conjunction with spray application of liquid to remove surface marks and improve appearance utilizing a nylon pad and minimum moisture. 1.3. DETAILED SPECIFICATIONS 1.3.1. MIAMI CITY HALL, 3500 Pan American Drive, Miami, Florida 33133 I. BACKGROUND This facility is a Class "B" building and its total flooring consists of 27,650 footage, with 20,885 square feet of carpeted surfaces; 6,535 square feet of terrazzo and tiled floor and 230 square feet of vinyl floor. The outside terraces, concrete sidewalks and concrete patios are approximately 10,600 square feet. The bid shall be based upon the building being at full capacity with regards to square footage, occupants, and visitors. United Cerebral Palsy Association of Miami, Inc. shall compute costs based on a daily figure of 27,650 square feet, containing approximately 50 occupants, and an estimated 150 daily visitors. The normal business hours for the above occupants are from 8:00 a.m. through 6:00 p.m., Monday through Friday, excluding weekends and Holidays. Work by employees after hours, weekends, and/or holidays can be anticipated. United Cerebral Palsy Association of Miami, Inc. shall bill the City on a monthly basis for the cost of daytime personnel and after hours or weekends according to the scope of work. Successful Bidder shall also provide the Miami City Hall with all supplies and paper products according to specifications. United Cerebral Palsy Association of Miami, Inc. shall be required to maintain all exterior sites of the Miami City Hall. These responsibilities include the policing and picking up of all litter and trash in the parking area. II. HOURS OF OPERATION Daytime hours shall be denoted as those hours between 8:00 a.m. to 6:00 p.m. Janitorial personnel will not be required to work on holidays observed by the City. I11. PHYSICAL REQUIREMENTS All Janitorial personnel must have the physical strength to perform the requirements as specified in this IFB in a safe and timely manner. All personnel shall also be competent in the skills required to perform all requirements of the Contract. The minimal physical / language requirements for daytime janitors are as follows: a. Sustained and heavy physical activity. b. Properly lifting a fifty (50) pound carton from the ground to chest level, walking fifty (50) feet, and then properly sitting down the carton the ground. c. Without breathing difficulty and other physical limitations, climb stairs and return to the ground level without stopping. d. Without difficulty, carrying a 24-foot extension ladder a distanceof fifty (50) feet, setting same up by properly extending ladder to its maximum height, climbing to a point where the top rung can be touched, and returning to the starting point. e. Readily discerning the colors of red, green, and yellow / amber. f. Speaking, reading, and writing English without difficulty. United Cerebral Palsy Association of Miami, Inc. shall be required to provide all cleaners, paper products, and all other supplies necessary to perform all requirements of this Contract, United Cerebral Palsy Association of Miami, Inc. must provide equipment necessary to dust higher -level window mullions and remove spider webs on a daily basis. Equipment is to remain on the property at all times for the duration of the contract. Bidder is advised not to underestimate the City Hall requirements when providing its bid, as this is a critical area of importance and its subsequent upkeep is of primary concern. The following shall consist of the minimum standard requirements for providing all the services as indicated in this specification during daytime hours on a daily basis. IV. SPECIFIC AREA REQUIREMENTS: A. LOBBY (1ST FLOOR, 2ND FLOOR AND ALL COMMISSION CHAMBERS) 1 Clean all glass of smudges and fingerprints up to eight (8) feet high on a daily basis (includes lobby display case, picture frames, and signage displays. 2 Polish all hardware on a daily basis. 3 Dust and spot clean security guard's desk. 4 Dust mops all hard surfaces on a daily basis. 5 Vacuum and spot clean all carpeting on a daily basis. 6 Empty all trash and recycling receptacles and replace all liners; wash if required on a daily basis. 7 Clean and polish all drinking fountains and telephone housings and telephones on a daily basis. 8 Dust all television and television platforms and support brackets on a daily basis. 9 Vacuum and spot clean all furniture on a daily basis. 10 Edge vacuum (using crevice tool) and clean all baseboards on a daily basis. 11 Fully clean all glass entrance doors, inside and outside, on a daily basis. B. H.ALLWAYS (MAIN AND SECONDARY) 1 Vacuum and spot clean all carpeting on a daily basis. 2 Spot clean all walls, doors, glass, horizontal, and vertical surfaces and remove spider webs on a daily basis. 3 Empty all trash and recycling receptacles and replace all liners; wash if required, on a daily basis. 4 Clean and polish all drinking fountains on a daily basis. 5 Dusts mop all hard surfaces on a daily basis. 6 Vacuum edges (using crevice tool) and clean all baseboards as required on a daily basis. C. ELEVATOR: 1 Clean and polish all elevator walls, doors, and panels both inside and out on a daily basis. 2 Damp mop elevator floor on a daily basis. D. PARKING LOT AND OUTSIDE AREAS: 1 Empty all trash and recycling receptacles and replace all liners; wash if required, on a daily basis. Liners not to be used for recycling containers. 2 Police all outside areas, to include the emptying of all trash and recycling receptacles, the replacement of liners, and washing of the same if required, on a daily basis. 3 Vacuum all entrance area mats to the main facility on a daily basis. E. REST ROOM AND KITCHEN: 1 Mop floors on a daily basis. 2 Sanitize and polish all fixtures on a daily basis. 3 Wash, disinfect, and polish all seat and seat bottoms on all commodes on a daily basis. 4 Disinfect all commode and urinal bowls reaching under the rims on a daily basis. 5 Clean all bright work and outside of commodes, urinals, and dispensers on a daily basis. 6 Sanitize all sinks and all hardware using non-abrasive cleaners on a daily basis. - 7 Spot wash all walls by sinks and splatter areas on a daily basis. 8 Spot clean all commode partitions and doors, inside and outside, on a daily basis. 9 Damp clean and polish all mirrors on a daily basis. 10 Clean all sink and sink hardware on a daily basis. 11 Wipe down all coffee pots, microwave ovens, and refrigerators on a daily basis. 12 Clean inside all microwave ovens and refrigerators, if applicable on a daily basis 13 Empty all trash and recycling receptacles and replace all liners; wash if required, on a daily basis. Trash shall not be mixed with recycling waste. Liners will not be used for recycling containers. 14 Refill all dispensers and replenish all paper supplies a daily basis. 15 Spot clean all trash and recycling receptacles on a daily basis. F. STAIRWAYS: 1 Sweep on a daily basis (landings and stairs). 2 Damp mop on a daily basis (landings and stairs). 3 Wipe down handrails with an appropriate cleaner on a daily basis. 4 Dust tops of all light fixtures on a daily basis. G. PATIOS AND PLANTERS AREAS: 1 Sweep and damp mop all hard surfaces on a daily basis. 2 Police all the areas, both inside and outside, on a daily basis (includes rear and patio areas). 3 Empty all trash and recycling receptacles and replace all liners; wash if required, on a daily basis. 4 Spot clean all glass on a daily basis, as required. 5 Spot clean all horizontal and vertical surfaces on a daily basis. 6 Dust all light fixtures and vents on a daily basis. 7 Planters, as found adjacent to the outside of the building shall be policed for trash and garbage to include cigarette butts and the like on a daily basis. H.OFFICE AREAS AND OTHER AREAS NOT OTHERWISE SPECIFIED: 1 Vacuum, sweep, or mop on a daily basis 2 Empty all trash and recycling receptacles and replace all liners; wash if required, on a daily basis. Note: All employees should have a trash receptacle as well as a recycling receptacle (cardboard container or tray, plastic waste -type container, etc.). Recycling receptacles are to be emptied nightly and returned to the employee's desk. Work areas in need of a waste receptacle will be furnished by Contractor. Contractor will bill City, at a reasonable rate, for same on a monthly invoice. City reserves the right to accept or reject the cost for said receptacle(s), and obtain same itself. Liners will not be used for recycling containers. 1 Spot clean all trash and recycling receptacles on a daily basis. 2 Spot clean all carpeting and hard surfaces on a daily basis. 3 Spot clean all vending machines on a daily basis. 4 Clean and polish all vending machine surfaces on a daily basis. 5 Vacuum all edges (using crevice tool) and clean baseboards on a daily basis. The following shall consist of the minimum standard requirements for providing all the services as indicated in this specification to be performed on weekends or after daytime hours. The supervisor or company official shall advise the Superintendent of Property Maintenance when other than daily specifications are being addressed with at least two (2) days notice. Upon completion of work, which is performed on a monthly, quarterly, semiannual, or annual basis, this information shall be recorded in the Log. I. LOBBY (1ST FLOOR, 2ND FLOOR AND ALL COMMISSION CHAMBERS 1. Spot clean all 1st level horizontal and vertical surfaces and remove spider webs on a weekly basis (spider webs are to be removed from all inside surfaces Levels 1 and 2). These tasks to be completed within first thirty (30) days after the start of the Contract. J. HALLWAYS (MAIN AND SECONDARY) 1 Dust all light fixtures and vents on a quarterly basis. K. ELEVATOR: 1 Clean all thresholds (metal runner between cab floor and lobby floor) on a weekly basis. L. PARKING LOT AND OUTSIDE AREAS: 1 Spot clean all doors of the main lobby, both inside and outside, and all doors of the main facility on a monthly basis. M. RESTROOM AND KITCHEN: 1 Fully wash all walls, partitions, and doors (ensure commode partition door is closed from inside to ensure same is properly washed) on a weekly basis. 2 Clean all corners and baseboards on a monthly basis. 3 Dust all light fixtures and vents on a quarterly basis. N. OFFICE AREAS AND OTHER AREAS NOT OTHERWISE SPECIFIED: 1 Vacuum and spot clean all furniture on a weekly basis. 2 Dust all vertical and horizontal surfaces on a weekly basis. 3 Dust all blinds on a monthly basis. 4 Dust all light fixtures and vents on a quarterly basis. 5 Complete inside cleaning of all windows and office area windows on a quarterly basis. Note: Employee's desks to be dusted as practically possible - items left on desk by employees (e.g.: papers, equipment, etc.) are not to be moved. Employee's personal items are not to be dusted or cleaned. A sufficient number of personnel are required to perform all the terms and conditions of this IFB on a daily basis, Monday through Friday and work scheduled for after hours and weekends minus holidays for the Contract period, to include providing all supplies and paper products for the Miami City Hall. One (1) individual will serve in the capacity of On -Site Supervisor to manage the daily crew. This individual's responsibility shall be to supervise and as such, may be involved in the hands-on janitorial functions only if it does not interfere with his/her supervisory duties as determined by the contract administrator. An On -Site Supervisor will be required on Saturdays, Sundays, and holidays for scheduled monthly, quarterly, and annual work as determined by the Contract Administrator. He/she will be available via telephone on an immediate basis and this individual shall be able to communicate effectively with the Superintendent of Property Maintenance or his representative. The On -Site Supervisor shall have the capability to effectively communicate in English with the Superintendent of Property Maintenance or his representative both verbally and in writing. *The supervising individual shall denote all deficiencies observed, noted, or encountered in a House Services/Janitorial Log (hereinafter referred to as the "Log"). Deficiencies shall include not only house services/janitorial related items, but also anything of importance or interest that he/she deems necessary to advise the Superintendent of Property Maintenance. These deficiencies shall include, but not be limited to, such items as problems with doors/locks, elevators, plumbing, lights, windows, etc. The Superintendent of Property Maintenance will provide the Log and the instructions for its use. IV. 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.). 5 Holiday decorations will be unplugged. V. SUPERVISION OF PERSONNEL: Daytime personnel shall be supervised by the custodial supervisor. VLIIVVOICING: 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 Superintendent of Property Maintenance at the following address: Superintendent of Property Maintenance GSA/Property Maintenance Division 1975 NW 12 Avenue Miami, Florida 33136 VII.LABOR AND WORK HOURS The City may utilize one (1) or more daytime janitors or none at all and the hours per day and days per week to be worked, if applicable, will be established at the onset of the Contract - the requirements for same may change at any given time. For the purposes of this bid, the bidder will provide a yearly quote for one (1) daytime Janitor based on a 250 day per year, at eight (8) hours per day, Monday thru Friday (excluding established holidays). In the event of a change, a ten (10) working day notice will be afforded. The City may use any schedule denoted below and will provide a ten (10) working day notice in the event of a change. Also, for the purposes of this bid, regular hours will be defined as any single hour or block of hours not to exceed ten (10) hours per day / forty (40) hours per week. Blocks of hours, to possibly include split shifts, will be established by the City and can be any day or days of the week not exceeding forty (40) hours per week. Overtime hours will be defined as any hours worked beyond the tenth (10th) hour in a single day or forty (40) hours in a week. Daytime janitors, when and if utilized, fall under the responsibility of the vendor but will be supervised by the Superintendent of Property Maintenance or a designee. Labor required to meet all specifications and conditions of Contract to include but not limited to: all personnel; products; equipment; and supplies (including but not limited to: soap; paper towels; toilet paper; toilet seat covers; cleaning chemicals; buffing pads; buffers; vacuum cleaners; extraction equipment; fans; traffic cones; safety signs; buckets; equipment needed to reach high-level areas; etc.); emptying of all waste and recycling containers, dusting all work surfaces and window ledges, vacuuming of all useable (common) areas daily; and deep cleaning of carpeted areas, scrubbing and/or stripping of tile areas, and buffing of other areas as provided for in this bid package. Will include common areas of parking lot and all applicable outside areas. For the purposes of these specifications, nighttime hours will be any hours from 5:00 p.m. through 6:00 a.m., Monday through Friday. Nighttime personnel will be the responsibility of the vendor and supervised by the vendor's nighttime supervisor. Quotes will be based on a 250-day year. "EXHIBIT B" COMPENSATION 12 Ramirez, Jennifer From: Falero, Ricardo Sent: Wednesday, August 06, 2014 5:02 PM To: Ramirez, Jennifer Subject: FW: Custodial Services at City Hall Regards, Ricardo Falero Director General Services Administration City of Miami 1390 NW 20 Street Miami, FL 33142 Phone (305)329-4854 Fax (305)329-4855 From: Pam Miller[mailto:Pam.Miller©ucpsouthflorida.org] Sent: Thursday, July 31, 2014 3:38 PM To: Falero, Ricardo Cc: Leigh Kapps; Debbie Terenzio Subject: RE: Custodial Services at City Hall Good afternoon, as per our conversation earlier this week, I'm forwarding you our proposal for City Hall. This proposal is based upon the revised scope of service presented to you earlier. As you will see the proposal only reflects direct labor costs and supplies. We are not including any administrative costs. The staffing pattern remains unchanged. Custodian/Job Coach (40 hrs. per week) salary with benefits $23,265 Non -Disabled Custodian (40 hrs. per week) salary with benefits $20,077 Disabled workers (2 workers am shift x 3 hrs. x 5 days and 2 workers pm shift x 3 hrs, x 5 days x $8.00) $24,000 Supplies $1546 Total $68,888.00 This is an increase however it reflects the true cost of the service. As discussed, the contract that we have operated under since 2010 did not cover the costs. In conducting research, I discovered that the original bid made by Hope Center of 79K appears to have been more in line with the true costs. It is also important to note that at the time of the original bid Hope Center had 30 different sites which allowed for a designated floor care person. It also allowed the cost of that position to be spread across sites. I recognize revising the scope of service and reassigning the floor care to another vender is an added expense however it was not accurately included in the accepted bid. We value our partnership with the City of Miami and are hopeful that we can continue. Please let me know what format you need the bid to appear in order to move forward. Your attention and assistance in this matter is greatly appreciated. 1 Best regards, Paw. Miller, MSA Director of Aciutt Datd Program services t.twiteol cerebral, PaLsu of Miawt,i 305-- j28-1544- ******************CONFIDENTIALITY********************** The information contained in this email and any attachments is legally privileged and confidential information intended only for the use of the individual or entity named above. If the reader of this email is not the intended recipient, you are hereby notified that any dissemination, distribution or copying of this email is strictly prohibited. If you have received this email in error, please notify the sender immediately. From: Falero, Ricardo f mailto:rfalero@miamigov.comJ Sent: Friday, July 25, 2014 4:14 PM To: Pam Miller Cc: Leigh Kapps; Debbie Terenzio Subject: RE: Custodial Services at City Hall Thank you Pam, I will be in touch with you on Monday. Regards, Ricardo Falero Director General Services Administration City of Miami 1390 NW 20 Street Miami, FL 33142 Phone (305)329-4854 Fax (305)329-4855 From: Pam Miller [mailto:Pam.Miller@ucpsouthflorida.orq] Sent: Friday, July 25, 2014 3:15 PM To: Falero, Ricardo Cc: Leigh Kapps; Debbie Terenzio Subject: Custodial Services at City Hall Good afternoon, I have reviewed the scope of service for the Custodial Services contract for City Hall and I am respectfully requesting that the following items listed below be withdrawn or reassigned from the new contract. In addition, I would like to know how we are to proceed. Will this contract be an open bid or a resolution voted on by the Miami City Commission. Please feel free to contact me with any questions or concerns you may have regarding this matter. 2 LOBBY (1st FLOOR, 2nd FLOOR and ALL COMMISSION CHAMBERS) 2. Bonnet clean all carpeting on a monthly basis. 3. Deep clean, using the hot water extraction method all carpeting on a quarterly basis (includes entrance mats). 4. Machine buff all hard surfaces on a weekly basis. 5. Granite restoration and crystallization will be done on the first floor lobby at least once per year or when necessary using grit diamond stepped process. 6. Granite restoration and crystallization will be done on the first floor lobby at least once per year or when necessary using steel wool pads on buffer. J. HALLWAYS (MAIN AND SECONDARY): 1. Bonnet clean all carpeting on a monthly basis. 3. Deep clean, using the hot water extraction method all carpeting on a quarterly basis (includes entrance mats). 4. Machine buff all hard surfaces on a weekly basis. K. ELEVATOR: 1. Machine scrub elevator floor on a monthly basis. 3. Strip and refinish elevator floor on a quarterly basis. M. RESTROOM AND KITCHEN: 2. Machine scrub floor on a monthly basis. 3. Strip and refinish all floors on a quarterly basis. N. OFFICE AREAS AND OTHER AREAS NOT OTHERWISE SPECIFIED: 4. Machine scrub floor on a monthly basis. 5. Bonnet clean all carpeting on a monthly basis. 3. Deep clean, using the hot water extraction method all carpeting on a quarterly basis. 8. Strip and refinish all floors on a quarterly basis. 1.39 FLORIDA MINIMUM WAGE - We requested that the FLORIDA MINIMUM WAGE increase automatically be added as an adjustment to the contract based upon the direct labor hours found in bid/proposal. Thank you for your attention in this matter. Best regards, Pave MaLer, Mgt .D4.rector of Adult Ta J Prografru Services kvt%ted cerebral PaLsu of MWav14L 305-728-15-4-4 ******************CONFIDENTIALITY********************** The information contained in this email and any attachments is legally privileged and confidential information intended only for the use of the individual or entity named above. If the reader of this email is not the intended recipient, you are hereby notified that any dissemination, distribution or copying of this email is strictly prohibited. If you have received this email in error, please notify the sender immediately. 3