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Request for Proposal
ANNI P RI;: , (: PPC:) 'DANIEL J, ALI:ON;SO Chief ProcuromentOfficer City Manager October 26, 2015 ADDENDUM NO. 8 Request For Proposals (RFP) No. 508383, Janitorial Services TO: ALL PROSPECTIVE PROPOSERS: The following changes, additions, clarifications, and deletions amend the RFP documents of the above captioned RFP, and shall become an integral part of the Contract Documents. Words and/or figures stricken through shall be deleted. Underscored words and/or figures shall be added. The remaining provisions are now in effect and remain unchanged. Please note the contents herein and reflect same on the documents you have on hand. A. The due date for this solicitation has been extended to Monday, November 2, 2016, 3:00PM. B. The Price Schedule Form B-1 has been deleted in its entirety and replaced with a revised Price Schedule to add the Southside. Park location. ALL OTHER TERMS AND CONDITIONS OF THE RFP REMAIN THE SAME, AP/pb Cc: RFP File Page 1 Sincerely, A hie Perez, CPPO Director/Chief Procurement dffreer RFP508383, Janitorial Services Form B-1 Price Proposal Schedule INSTRUCTIONS: Provide Proposer's payment proposal on this Form B-1 "Payment Proposal Schedule". If proposing any one group (1-6), proposer must complete the section for all facilities within the group. If Proposer is not proposing on a particular group, Proposer must write "N/A" in all facilities within that group. Proposers who do not submit pricing for Section A, total monthly charge for general tasks, in accordance with this Form B-1, or who qualify or place ANY conditions on price, will not receive evaluation points for the applicable Price portion. PROPOSED PRICES: A. TOTAL MONTHLY CHARGE FOR GENERAL TASKS The Proposer shall state its monthly price for providing the services as stated in Section 3, Scope of Services. The proposed price shall be stated as a not to exceed monthly labor rate, to be broken down by worker and supervisor. The proposed price shall include the cost for supplies, equipment, and any other out of pocket expenses. In the event a discrepancy may occur between the unit prices stated and the total price per month, unit prices shall prevail. Group 1, General Services Administration (GSA) 1) MRC Bui ding, 444 SW 2nd Avenue, Miami, FL 33130 Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 2) Administration, 1390 NW 20th Street, Miami, FL 33142 Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each Supervisors $ each $ Monthly Total $ 1 RFP508383, Janitorial Services 3) Property Maintenance, 1975 NW 12th Avenue, Miami, FL 33142 Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 4) Communications Warehouse, 110 NW South River Drive, Miami, FL 33136 Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ Group 2, Department of Real Estate and Asset Management (DREAM) 1) Little Haiti Cultural Center, 212-260 NE 59th Terrace, Miami, FL 33137 Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 2) Black Police Precinct & Museum, 480 NW 11th Street, Miami, FL 33136 Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 2 RFP508383, Janitorial Services 3) Manuel Artime Community Center, 900-970 SW 1st Street, Miami, FL 33130 Description Number of Unit Price Per Month Total Price Per Month Emplo ees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 4) Dinner Key Marina -Marina (New Building), 3400 Pan American Drive, Miami, FL 33133 Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 5) Marine Stadium Marina, 3501 Rickenbacker Causeway, Miami, FL 33149 Description Number of Unit Price Per Month Total Price. Per Month Employees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 6) MIAMarina at Bayside,401 Biscayne Blvd., Miami, FL 33133 Description Number of Unit Price Per Month Total Price Per Month Em • loyees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 3 RFP508383, Janitorial Services Group 3, Neighborhood Enhancement Team (NET) 1) NET Upper Eastside, 6599 Biscayne Blvd., Miami, FL 33138 Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 2) NET Little Haiti/Edison/Little River, 6301 NE 2nd Avenue, Miami, FL 33138 Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 3) NET Allapattah, 1901 NW 24th Street, Miami, FL 33125 Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 4) NET Overtown (Shopping Center), 1490 NW 3rd Avenue #112, Miami, FL 33136 Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 4 RFP508383, Janitorial Services 5) NET Flagami/West Flagler, 5135 NW 7th Street, Miami, FL 33142 Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 6) NET Coconut Grove, 3310-A Mary Street, Miami, FL 33133 Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 7) NET Little Havana (Rayos Del Sol), 1300 SW 12th Avenue, Miami, FL 33136 Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each Supervisors $ each $ Monthly Total $ 8) NET Coral Way, 1415 SW 32nd Avenue, Miami, FL 33145 Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 5 RFP508383, Janitorial Services 9) NET Homeless Assistance Office, 450 SW 5th Street, Miami, FL 33130 Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 10) NET Mode City, 1000 NW 62nd Street, Miami, FL 33150 Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 11) NET Wynwood, 101 NW 34th Street, Miami, FL 33127 Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 12) NET Administration, 151 NW 27th Avenue, Miami, FL 33125 Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors i $ each $ Monthly Total $ 6 RFP508383, Janitorial Services Group 4, Parks and Recreation 1) Parks Operations Trailers, 1950 NW 12th Avenue, Miami, FL 33126 Description Number of Unit Price Per Month Total Price Per Month Em • Ioyees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 2) Charles Hadley Park, 1300 NW 50th Street, Miami, FL 33142 Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 3) Gibson Park, 380 NW 14th Street, Miami, FL 33128 Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 4) West End Park, 6030 SW 2nd Street, Miami, FL 33144 Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 7 RFP508383, Janitorial Services 5) Maceo Park, 5135 NW 7th Street, Miami, FL 33142 Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 6) Moore Park, 765 NW 36th Street, Miami, FL 33127 Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 7) Legion Park, 6447 NE 7th Avenue, Miami, FL 33138 Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 8) Jose Marti Park and Gym, 351 SW 4th Street, Miami, FL 33130 Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 8 RFP508383, Janitorial Services 9) Virrick Park and Gym, 3230 Hibiscus Street, Coconut Grove, FL 33133 Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 10) Grapeland Height Water Park, 1550 NW 37th Avenue, Miami, FL 33125 Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 11) Sandra DeLucca Development Center, 4560 NW 4th Terrace, Miami, FL 33126 Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 12)Southside Park, 140 SW 11th Street, Miami, FL 33144 Description Number of Unit Price Per Month Total Price Per Month Em . loyees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 9 RFP508383, Janitorial Services Group 5, Police 1) College of Police, 350 NW 2nd Avenue, Miami, FL 33128 Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 2) Administration Building, 400 NW 2nd Avenue, Miami, FL 33128 Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 3) Law Enforcement Officers Memorial High School, 300 NW 2nd Avenue, 3rd Floor, Miami, FL 33128 Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 4) North Substation, 1000 NW 62nd Street, Miami, FL 33150 Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors each $ Monthly Total $ 10 RFP508383, Janitorial Services 5) South Substation, 2200 W Flagler Street, Miami, FL 33135 Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 6) Specialized Operations, 1701 NW 30th Avenue, Miami, FL 33125 Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 7) Bomb Squad Mini, 1100 South River Drive, Miami, FL 33136 Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 8) Marine Patrol/Miami Yacht, 1001 McArthur Causeway, Miami, FL Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 11 RFP508383, Janitorial Services 9) David Herring Center,2301 NW 23rd Street, Miami, FL 33142 Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 10) Auto Pound, Corner of 3rd Avenue and NW 7th Street, Miami, FL 33128 Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 11) Internal Affairs, 5040 NW 7th Street, 9th Floor, Miami, FL Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 12) Bicycle Detail, 460 NE 2nd Avenue, Miami, FL Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 12 RFP508383, Janitorial Services 13) Mounted Stables, 360 NW 3rd Street, Miami, FL 33130 Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 14) Coconut Grove Substation, 3727 Grand Avenue, Miami, FL 33133 Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ Group 6, Miscellaneous City Departments 1) Public Works, Operations Trailers, 1290 NW 20th Street, Miami, FL 33142 Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 2) Solid Waste, Solid Waste Building, 1290 NW 20th Street, Miami, FL 33142 Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 13 RFP508383, Janitorial Services 3) Fire, Fire Training Center, 3425 Jefferson Street, Miami, FL 33133 Description Number of Unit Price Per Month Total Price Per Month Em•Io ees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 4) Fire, Fire Headquarters (Garage & Warehouse), 1131 & 1151 NW 7th Street, Miami, FL 33136 Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 5) Grants, Miami Office of Sustainable Initiatives/Green Lab, 151 NW 27th Avenue, Miami, FL 33125 Description Number of Unit Price Per Month Total Price Per Month Employees Personnel Workers $ each $ Supervisors $ each $ Monthly Total $ 14 RFP508383, Janitorial Services B. PROJECT WORK Project Work shall be performed by the Contractor according to the frequencies established below. The Proposer shall state its rates for providing the Project Work for any contract issued as a result of this RFP. The Proposer's rates for Project Work shall only be used, subsequent to contract award. Project Work Frequency Total Price • 1. Carpet cleaning, including stairways and landings, using appropriate method. Six (6) times a year $ 2. Pressure wash and/or scrub all exterior non -carpeted floors including all steps, stairs, dock floors and platforms. Quarterly $ 3. Machine scrub concrete floors. Quarterly $ 4. Exterior window washing and conditioning, all floors. Semi -Annually $ 5. High dusting. Semi -Annually $ 6. Vacuum mini -blinds. Semi -Annually $ 7. Wash mini -blinds. Semi -Annually $ 8. Strip and refinish vinyl floors. Semi -Annually $ 9. Strip and refinish ceramic tile. Semi -Annually $ 10. Restoration and crystallization of marble and granite Three (3) times a year $ 11. Interior window washing and conditioning, all floors. Semi -Annually $ Note: 1) The price above in Section A shall be firm and fixed for the initial term of the contract. The rates for the option -to -renew years shall be negotiated. Any extensions to the contract will be at the then current rates. 2) Section A & B will be used to determine the price points for the price criteria. 3) Notwithstanding the proposed prices in Section B above, the City reserves the right to negotiate the pricing on a project by project basis at the City's sole discretion. 15 ANNIE PEREZ, CPPO Chief Procurement Officer City Manager ADDENDUM NO. 7 Request For Proposals (RFP) No, 508383, Janitorial Services TO: ALL PROSPECTIVE PROPOSERS: DANIEL J. ALFONSO October 23, 2015 The following changes, additions, clarifications, and deletions amend the RFP documents of the above captioned RFP, and shall become an integral part of the Contract Documents. Words and/or figures stricken through shall be deleted. Underscored words and/or figures shall be added, The remaining provisions are now in effect and remain unchanged. Please note the contents herein and reflect same on the documents you have on hand. A. The due date for this solicitation has been extended to Wednesday, October 28, 2015, 3:00PM, B. The following locations are being deleted in its entirety: 1) The NET Downtown office located at 900 South Miami Ave, Ste #183, Miami, FL has been deleted in its entirety from Group 3 — NET as listed on Exhibit 1, Groups and Service Locations. 2) In Group 5— Police, of Exhibit 1, Groups and Service Locations, the listing Fleet Trailer has been deleted in its entirety, C. The following location is being corrected: 1) The address for Legion Park listed in Group 4 — Parks on Exhibit 1, Groups and Service Locations, has been corrected to reflect 6447 NE 7th Ave, Miami, FL 33138, D. The Law Enforcement Officer's Memorial High School listed in Group 5 — Police, of Exhibit 1., Groups and Service Locations refers to only the common public areas of the location. ALL OTHER TERMS AND CONDITIONS OF THE RFP REMAIN THE SAME. AP/pb Cc: RFP File Page 1 A ie Perez, CPPO irector/Chief Procurement Officer ANNIE PEREZ, CPPO D.A.NiEL J, ALFONSO chief Proeuterrrent Officer City Manager October 20, 2015 ADDENDUM NO. 6 Request For Proposals (RFP) No. 508383, Janitorial Services TO: ALL PROSPECTIVE PROPOSERS: The following changes, additions, clarifications, and deletions amend the RFP documents of the above captioned RFP, and shall become an integral part of the Contract Documents, Words and/or figures stricken through shall be deleted. Underscored words and/or figures shall be added. The remaining provisions are now in effect and remain unchanged. Please note the contents herein and reflect same on the documents you have on hand. A. This addendum is being sent to correct Addendum No. 5 in the iSupplier System. B. The following are the City of Miami's (City's) responses to questions received from prospective proposers: Qt. Please provide the square footage of each building? A 1. This was addressed in Addendum No 2. Q2. What is the current billing rate per location? A2. This was addressed in Addendum No 2, Q3. How many employees work per location? A3, This information is not readily available. Q4. Who is the evaluation committee composed of? A4. The evaluation committee has not yet been formed. The committee will be comprised of two City employees and three external representatives with the skill sets required. Q5. What is the 2016 budget for this? A5. The City has not set a budget yet, Q6. Will there be price adjustments due to the increases in Florida minimum wage? A6. Refer to Section 2.8, Equitable Adjustment. ALL OTHER TERMS AND CONDITIONS OF THE REP REMAIN THE SAME. AP/pb Cc; RFP File Page 1 Sincerely, ))44-G; - D1 nie Perez, CPPO irector/Chief Procurement Offic ANNIE PER Z, CPPO ;7ANl1 l.,;f. ALFONS(:) Chief Procurement (Officer ADDENDUM NO. 5 Request For Proposals (RFP); No. 508383, Janitorial Services TO: ALL PROSPECTIVE PROPOSERS: City Marurg r October 19, 2015 The following changes, additions, clarifications, and deletions amend The RFP documents of the above captioned RFP, and shall become an integral part of the Contract Documents, Words and/or figures stricken through shall be deleted. Underscored words and/or figures shall be added. The remaining provisions are now in effect and remain unchanged. Please note the contents herein and reflect same on the documents you have on hand. The following are the City of Miami's (City's) responses to questions received from prospective proposers: Q1. Please provide the square footage of each building? Al . This was addressed in Addendum No 2. Q2. 'What is the current billing rate per location? A2, This was addressed in Addendum No 2. Q3. How many employees work per location? A3. This information is not readily available. Q4.. Who is the evaluation committee composed of? A4. The evaluation •committee has not yet boon formed. The committee will be comprised of two City employees and three external representatives with the skill sets required. Q5. What is the 2016 budget for this? A5, The City has not set a budget yet. Q6. Will there be price adjustments due to the increases in Florida minimum wage? A6, Refer to Section. 2,8, Equitable Adjustment.. ALL OTHER TERMS AND CONDITIONS OE THE RFP REMAIN THE SAME. AP/pb Cc: RFP File Page 1 A�'(riie Perez, CPPO 'rector/Chief Procurement Of f icer ANN.1I PEREZ, CPPO DANIEL J, ALFONSO Chief. Procurement Officer City Manager October 14, 2015 ADDENDUM NO. 4 Request for Proposals (RFP) No. 508383, Janitorial Services,. TO: ALL PROSPECTIVE PROPOSERS: The followingchanges, additions, clarifications, and deletions amend the RIP documents of the above captioned RIP, and shall become an integral part of the Contract Documents, Words and/or figures stricken through shall be deleted. Underscoredwords and/or figures shall be added. The remaining provisions are now in effectand remain unchanged., Please note the contents herein and reflect same on the documents you have on hand. A. The deadline to complete site visits has been extended to Wednesday October 21, 2015. Please refer to Section 2.4., Pre -Proposal Conference/Site Visit, for the Contact information to arrange dates and times for visits. B. Section 2.20, Performance Bond, shall be deleted in its entirety and replaced with the below to address the amount of bond required: Within teas (10) working days following notice of award by the City, the selected Proposershall furnish to the City of Miami, a Performance Bond in the total amount of the annual cost to the City for the period of the contract (to be determined at the time of award). The Performance Bond can be in the form of a Cashier's Check, made payable to the City of Miami; a bond written by a surety company authorized to do business in the State of Florida and shall comply with State Statute 287.0935; or an Irrevocable Letter of Credit. If the latter is chosen, it must be written. on a bank located in Miami -Dade County, be in the amount of the annual contract value, and should clearly and expressly state that it cannot be revoked until express written approval has been given by the City of Miami. The City, to draw on same, would merely have to give written notice to the bank with a copy to the selected Proposer, C. Section 5.1, Evaluation Criteria shall be deleted in its entirety and replace with the following to include the following language on Local Office: Technical Criteria Points 1. Proposer's relevant experience, qualifications, and past performance. 2. Relevant experience. and qualifications of key personnel, including key personnel of subcontractors, that will be assigned to this project, and experience and qualifications of subcontractors. 3. Proposer's approach to providing the services requested in. this Solicitation. 40 10 30 Price Criteria Points 4. Proposer's proposed price 20 Page 1 Local Office Points 5, (Local office, as defined in Section 18-73 of the City of Miami Procurement Code) 5 Note: Pursuant to City Code, Section 18-86, the solicitation includes a five percent (5%) evaluation criteria in favor of proposers who maintain a local office as defined in Section 18-73. Price Evaluation The price proposal will be evaluated subjectively in combination with the technical proposal, including an evaluation of how well it matches Proposer's understanding of the City's needs described in this Solicitation, the Proposer's assumptions, and the value of the proposed services. The pricing evaluation is used as part of the evaluation process to determine the highest ranked Proposer. The City reserves the right to negotiate the final terms, conditions and pricing of the contract as may be in the best interest of the City. D. The following are the City of Miami's (City's) responses to questions received from prospective proposers: Q1. Is a bid bond required? Al. No,.a bid bond is not required, Q2. Can the City provide a schedule of events where additional supplies may be required as indicated on page 47, Note 2? A2. The City does not have a current schedule of events. Please refer to Section 3, Specifications/Scope of Work (3). ALL OTHER TERMS AND CONDITIONS OF THE RFP REMAIN THE SAME. APP/pb Cc: RPP Pile Page 2 e Irerez, CPPO 'rector/Chief Procurement Officer ANNII:; 1'ERI: z, CI>P() DANIEL J. AL1 ONSC) chief ProcurementOrlcear (,`it}! Msu1 gel October 9, 2015 ADDENDUM NO. 3 Request For Proposals (WIT) No. 508383, Janitorial Services TO: ALL PROSPECTIVE PROPOSERS: ,The following changes, additions, clarifications, and deletions amend the RFP documents of the above captioned. RFP, and shall become an integral part of the Contract Documents. Words and/or figures stricken through shall be deleted, Underscored words and/or figures shall be added. The remaining provisions are now in effect and remain unchanged. Please note the contents herein .and reflect same on the documents you have on hand. A. The following are the City of Miami's (City's) responses to questions received from prospective proposers: Q3. Can you please provide a copy of the bid submittals from United Services, Inc.? A3. Please see attached, ALL OTIIER TERMS AND CONDITIONS OF THE RFP REMAIN THE SAME. AP/pb Cc: RFP File Page 1 Sincerely,.;. A�y�lte Perez, CPPO Director/Chief Procurement Officer Quote: 1199157 (RFQ 208188,6) Page 1 of 10 Sourcing Navgator iI Favorites PRequisitionsl .14egotiation PIntelligerice9 Negotiations > Simple Search > RFQ: 208188,6 > Analyze by Quote (RFQ 208188,6) > Quote: 1199157 (RFQ 208188,6) Title Time Left Quote Style Quote Currency Contact Suppliers' Quote Number Quote Status Note toliliyeL No results found. Attachments Invitation for Quotation for Custodia Servicel: Additional Items 0 seconds Sealed USD Pardo, Raymond Active Actions Online Discussions Close Date Ranking Supplier Supplier Site Quote Valid Until Purchase Order Shortlist Status 30-Apr-2010 10J0000 Price Only United Services, Inc. MIAMI 1004759 Included Home Logout Preferences Help Wyrwr","•:, !.astypdated Usage Update Delete gsquirernents NNYNNANW.V.AVI,VAWAMMIYAVAMW* Sho A I Details I Hide All Details Details Section a Hide General Maximum Score 0 Remirements Target Maximum 1,?:99,91telpoitValue quote Value Score Legal Name of Firm: United Services, Entity Type: Partnership, Sole Proprietorship, Corporation, etc, year -Established: 1,990 Office Location: City of Miami, Miami,Dade County, or Other Occupational License Number: Occupational License Issuing Agency: Occupational LicenseEviration Date: Respondent certifies that (s) he has read and undeCode) pertaining to the implementation of a "First Source Hiring Agreement.'":A, 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? ffes or N-91 In the event your answer to question above is yes, how many j37 Inc. Corporation City of Miami 604099-2 Miami -Dade 2YJ?L. 30-Sep-2010 Yes Yes Score 0 Score http ://itnapi e .onagov.net: 8003/OA J-ITML/OAjsp?0AFunc---TONRESENQVIE.. 10/9/2015 Quote: 1199157 (1 FQ 208188,6) Page 2 of 10 new positions wouldcreate torform this work? ,,,m Please fist the title, rate of pay, summary of duties, number 34 Cleaners 3 of positions, and expected length or duration of all new Supervisor positions which might be created as a result of this award of a Contract, Provide name, telephone and facsimile number of emergency contact for twenty-four (24) hour, seven (7) days a week Communication, lHave you attached to your bid submittal the required three (3). letters of reference, on company letterhead, for prooperties being serviced at this time by bidder or withiin the past three (3) years, in accordance with Section 2.8 of IFB 198157? Yes or No, Will you be able to comply with the Insurance Requirements, Yes in accordance with Section 2.9. of IFB 198157? Yes or No Please acknowledge receipt of the attached copy of IFB No. 198157, and your responsesubmittal shall be in accordance with the terns and conditions of the same, In addition to those contained in this IFQ Yes or No Contract Terms.. Variables Details fotail Mr. Alfredo ,,.. Dominguez 30 360-6004 Yes Section Clause Variable Description Value No variables found. Dollverabies Indicates deliverable is overdue Indicates responsible party failed to perform the deliverable 1Deliverabla Name Due Date Status Alert. No deliverables found. Lines (OTIP All prices are in USD, Quote Total (USD) , 5•57,53 40o Show All Details IJli l Is 1 Hide All Detalis Lin R. 1 j Group 1; 1w„ General Services Administration Start Target Price Price Quote Price ,�.,..�,.M..�..,�.,,.4'i Previous Target Quote Minimum Minimum Estimated Release Release Unit j Quantity .Arno nt Amount Active Line Total Quote 149,220.00 5 http://imap I .riverside.o ngov.net:8003/0A._FITML/OA.j sp?O.A.Punc=PONRESENQ_VIE... 10/9/2015 Quote: 1199157 (RTQ 208188,6) Page 3 of 10 Attribute l(GSA) Attributes Attribute Group 'ar et Valu No results fo�ind.�,..�..,���,�m.,�.�,..,. .��,..�,,,_...:.,.. Attachments Title No results found. Riverside Centesr(MRC .„.,... Arl bute Descri No results found. Attachrents Title No results found. 2 a Group-2:. Police Department Administration Building** *. Attributes Description 12,435 Month 12 Updated Usage Uclate. pal,.. 1.49,220.00 5 Quote Value*** Usage j. 1 3,996.00 roue i abet Value uote Value No results found. Attadhnnents Title No result ie.. ' 2.1 Miami Police Department - Administration Buildin M w.... , ound: Attributes DescriptionmNf1W JCategory.. ,..:. Lash. Updated..:..., 9,083°Month] 12 Usage Update Delete 108:,996.00m..W. http://iinap1.riverside.cmgov.net:8003/OA HTML/OA.jsp?0AFuxnc—PONRESENQ_VIE..• 10/9/2015 Quote: 1199157 (RFQ 208188,6) Page 4 of 10 Attribute Group Option: Custodian hourly rate to be utilized on an as needed basis, as per General Spegications. „ „ . . Attachments P,„9,Fr,„019" Cateq„..9.nt Last Uldated ,,Yer wev,v,y, vmmeivd. No results found. „,„„t„.. said 3 p. Group 3: 1 Police Department Attributes Target Quote Value Value 11.00 „„912,1P,te Delete 124,548,00 5 n, I en nom wxammv v v.weernvw.vervemeemeOeternerneem m...„mm.ermm,wenwernilexJ Attribute Group Target Value Quote Value No results found, rilttachments Title pe No results found. 2 Hide ,—, Descriptiont Category_ Last Uydated Usage Update Delete 3.1 Police 1 2,960 Month North Substation 12 35,520.00 5 .7, Vlo:*v.v.v.v....v.v.v.....vv*.m.vvvvev,,,,,,./ve.leuvornwv.vormv.Wv.VeOnvo*V.VA,V0*.v.0.00*....v.v.un......AvX,VVAvIrnehorn von4V.WeAsv.,,V.Wmeonvvorn*HAVvvwrnnlve.......,........,V.v.Weve...***vo.trn Attributes ,, „ _ [ Target lQuote • Attribute Grolpi Value Value , Option: Custodian hourly rate to be utilized on an as needed basis, as per General 11.00 Specifications:_ Attachments. Title Type Description Category-- Cas-t—lii;dated—Fiswaiem -Upaate—beie—te- -, No results found. idq 3.2 Police 1 South Substation Attributes -"r 2;960 Month 2. 35,520.00 AWAW/4W., Target lQuote Attribute • Group, Value Value Option: Custodian hourly rate to be utilized on an as needed basis, as per General 11,00 http ://imapl.riverside.emgov.net:8003/0A 1-ITML/0A,j sp?0AFune--.P ONRE S ENQYIE.. , 10/9/2015 Quote: 1199157 (RFQ 208188,6) Page 5 of 10 [SPecficatipns, µ,...,.,.,. Attachments ltle � ors _category just Updated jUsa e 11date ,eleie,�„ No results found f 3.3 Police,,,2,060 Month .:.,..:. 12 Specialized Operations Substation (SOS) Attrbutes ... 34,320,00 Target Quote Attribute M.. Group Value ,.....,... Value Option: Custodian hourly rate to be .utilized on an as needed basis, as per General 11.00 Specifications. Attachments Title... No results found. Eiti Hide 3,4 Police Bomb Squad Mini Station Attributes.. 1 Description ription Category 47 Monti:Jr 12 Attu°ibte, Option: Custodian hourly rate to be utilized on an as needed basis, as per Specifications. Etachmerats�w Title No results found. 3,5 Polito ....... 1 Marine Patrol - Miami Yacht Club Attributes Attribu.te._, ,.. ,..,..m Last U. d �,��_„�...,�„....�.�.•47Month 1.2 Group General elect 564.00 Target Quote Value Value 11.00 Update 564.00 Target Quote Group ValueValue http://iinapl .riverside,cnigov,net:8'003/OA,PITML/OA.jsp?OAFunc=PONRESENQ_VIE.,. 10/9/2015 Quote: 1199157(RFQ 208188,6) Option: Custodian hourly rate to be utilized on an as needed basis, as per General Specifications. Attachments onWor.W., Page 6 of 10 _111.00 I Ti,t_i_e ,yperee,,ipt;i.ei0 oe-f M-y-rn CWITMast..Up.1.da,teOdM Uwsy nva, }twe Mp. p \1orespitsiounc_I oeNYM 1. ___, ____ CjHide 16Police 1 David Herring Center' Attributes 93 Month 12 Delete 1,116.00 5 Target I -Quote Attribute Group Value Value Option: Custodian hourly rate to be utilized on an as needed basis, as per General 11.00 Specifications. Attachments Titie ye Description Catogoty_kast tvo:A9,q_ No results found. Delete 47 Mont Auto Pound t 564 ,00 Fide, 3.7 Police 11 Attributes ...renrwnnftwl1(......MAMMAMWOMMANIMM/IIANWMAMMAYWAVAWAVA Attribute Group Option: Custodian hourly rate to be utilized on an as needed basis, as per General Specifications. Attachments Title NO results found. _ a tilde 3.8 Police 2 Internal Affairs Attributes Description Catego 1,22411-vionthl Target Quote Value Value 11.00 Last Updated ate lUsage UpdDelete I 12 14,688.00{5 Attribute 16:01,1 Target Value Quote Value No results found, Attachments http://imapl,tiverside..cmgov,not:8003/0A J-ITML/0Ajsp?0AFunc--PONRESENQ_VIE,.. 10/9/20 15 Quote: 1199157 (RFQ 208188,6) Page 7 of 10 Titl, Type Descripntio9JYRLOJ!I!L. Dele No results foundte e —__„, „„---- • Ei Hide 3.9 Police 1 Bicycle Detail [ Attributes_ Target Attribute rouplValue Value Quote m awn 564,00 5 Option: Custodian hourly rate to be utilized an an as needed basis, as per General S ecificatIons. Attachments Title Type Description Category Last Updated No results found, ..,...MXVXMMAYMVAM**H. 3,10 Police 1 Fleet Trailer I Attcributes 47 Month 12 11 11.00 409,19-- Pe19.te- 564,00 5 Target lQuote Attribute 'Group Value Value Option: Custodian hourly rate to be utilized on an as needed basis, as per General 11.00 Specifications. Attachments No results found. Al 1 • OM .4 4 WAW44.4444.4.44.4.. Mi Hide 3.11 Police 1 47 Month 12 564,00 5 Mounted Stables r• Attrihptes WA* A ION AVNIMIX.M01.1,...w4e1MINV.,.....,WAVAVAWAVIA,N,y,,,....wrieny,,,,,,,OmmymenvOnwenurem.....enern.N.AWAvedery..µ6.11.11..121,...41......MMWee.W.MIMMerc.,...........,..1...... Targa Quotm Attribute Group Vaiue Value Option: Custodian hourly rate to be utilized on an as needed basis, us per General 11.00 Specifications. gtaOlPP19. Title Type iDescaption jCatejory No results found. Last Updated Usage Update Delete http://imap1.tiverside.cmgov.net:8003/0A_HTML/OA.jsp?OARme—PONRESENQ_VIE.... 10/9/2015 Quote: 1199157 (RFQ 2081886) Page 8 of 10 Hide 4I Group 4: Fire Rescue Department Attributes Attribute Groa_p Target Value uote Value No results found, ihinents Title No results found. 4.1 Fire 1 Training Center Attributes Last Updeted U.pdate�. Delete Attribute .. „ _.0 �ru�ie p .. ,.. Target value_,„__, ,,,. , Quote __ ,. No results found Attachments.., No results found. 4.2 Fire..,.,.....w�,,, Headquarters Complex (includes Garage and Warehouse) Attributes Description iption . plated Usage,.,9 Attribute:Group Target Value No results found, ,.�.... .,�...�,,.�._._...�..�...�.,�,.�,,. Tit! No results found. 5 Group 5: 1. Parks and Recreation Department uote Value Delo „ 9p4749_ l el ,t 78,144.00 7 http :amp 1..riverside.cingov,net:8003/OA HT.ML/OA.jsp?O.ATtino PONRESENQ VIE... 10/9/2015 Quote: 1199157 (RFQ 208188,6) Page 9 of 10 weer nem moor nwomweerrerenrm onwenonreme, neeere.mmo r me me mre ienwono..wenvmmweemeeenenwAsmered 'ern mmweMmvmwowen.µ,y,,,,,m,..,,.,,,,w,mommwensvnsxeorereiwaesomnmvamwMr Attributes Attri bute 'Group Target Value No results found. TipeipescrIptooli Category Last Updated No results found. 1 5.1 Parks Operations Trailers Attributes 70 Month 12 uote Value Usage Update 1_Delete 840.00 7 Attribute qGrov, Target Value te Value lAttachments enwearmeer....wed.s ......M.v.Wann nereeeNnyanwnre wee Title No results found. 3 Hide iT,ype 1Description Category 5.2Chr- arles ' Hardley Park Lite Last Updated 8071.-Monthr" 12 Attribute 1Group TTarget Value No results found . Usage 1 Update Delete I-76;5-47676. uote Value :11g9 °:mPlt.thatilAtqL„...—rA!9,S,„„. SPA012. _„P91.9„,!„ No results found. liNe 5.3 J ose Marti Park WAVA.M.0.0.0 Attributes 488 Month 12 5,856.00 Attribute Group Target Value Quote Value No results found. Attachments , . Title iType No results found. 1 Description . Categom , 7 1] Last Updated 1 Usage Update Delete 1 i http://imap 1 ,riverside.cmgov,net: 8003/OA J-ITMIJOA.jsp?0AFune—PONRESENQYIE... 10/9/2015 Quote: 1199157 (RFQ 208188,6) Page 10 of 10 @Lade 5.4 Virrick Park Gym r.P.Mnro.1...,....61 6;4927061-- Attrbutes Attribute Grou Target Value uote Value No results found. Attachments Tyke_ Description: IC, atevry Last Updated No results found. IhII1. .5.5jose Marti Park Gym _ Attributes Attribute Group No results found. Attachments Usage Update Delete ^. µ 11;38-8.06 7- Target Value kluote Value Title Type Description Categg pLast Updated Usage 1 Update Delete A AV A A lAA kw AAA.: A 1ANJ AnAJAAA, AAAAAAAv AAAANAANA rANAAA AVA,NNAVAWAYNANWIMWA W•NWAYAMMYWNWMVIN No results found. ReOrn to Anajnel 200188,0 OD Previous Actions JOnneDiscussons Requisitions Negotiations Intelligence Home Logout Preferences Help Privacy Statement Copyright (c) 2006, Oracle, All -rights reserved. http ://imap 1 versid cmgov.pet: 8003/OA JITML/Okjsp? OAFunc=P ON RESENQVIE... 10/9/2015 Quote: 1199157 (RFQ 208188,6) Page 2of9 Va Provide name, telephone and facsimile number of emergency contact for twenty-four (24) hour, seven (7) days a week Have you attached to your bid submittal the required three (3) letters of reference, on company letterhead, for prooperties being serviced at this time by bidder or withiln the past three (3) years, in accordance with Section 2,8 of IFB 198157? Yes or No. Will you be able to comply with the Insurance Requirements, in accordance with Section 2.9, of IFB 198157? Yes or No Please acknowledge receipt of the attached copy of IFB No,W 198157, and your response submittal shall be in accordance with the terns and conditionsof the same, In addition to those contained In this IFq. (Yes or Nol,, I9t!LL © ttact Terms_ dies Details Sectionlse IVartable Descri No variables found. Mr. Alfredo Dominguez 305- 360-6004 Yes deliverables '1 Indicates deliverable is overdue Indicates responsible party failed to perform the deliverable EDeliverable Name No deliverables found.„„ Lines Due Date Status + rTIP All prices are In USD, Quote Total (USD) 55,532,00 A I. De II I Wide All Detail ine '5.6 Grapiand Heights Water Park LAM butes Target Price Quote Price Unit • 1,308Month Estimated Quantity 12 Taaet Quote MinimuMinimum Release Release Amount Amount T Attribute Group Value Price per Day for Optional Evening Shift Service (scheduled daily but may be General canceled with a minimum :of 2 hours noticel Alert Line Active Total Quotes 15,696.00 7_„_,,.. .Notes Value_, 192.00 http://imap1,r verside.cmgov.net:8003/OA._HTML/OA.jsp?OAFuno--PONRESENQ_VZL.,. 10/9/2015 Quote: 1199157 (RFQ 208188,6) Page 3 of 9 Note to Buyer Utilizing a ents Title No results found. 5.7 Little Haiti Cultural Center 'Attribute I of 1t hours, as mandated for day shift. Updated ,..., ,,.,MUsage _ Price per job for Little Haiti Cultural Center - Cleaninlg services on an as- requested basis Note to Buyer Based on 4 Hour of cleaning as mandatedduring day services. Attaehments „ Update.. „Delete Target Quote Value Value 43.00 Title _ Type Desc.9 iption..... Category Last Updated Usage Update delete w No results found.mw, ,,._..,. .,__.W.._._ 5,8Sandra de Lucca Development Center Attri Iut Attribute No results found. Attachmenits Description No results found. cii Hido— .5;99 Black Police Precinct and Museum Attri butes Attribute No results found, Cat or 41i1 Month Updated Value...e., uate. Value Usage Update,,,, eValu Delete 5,016.00 11ttp://inaap l..rive side.onngov,net 8003/OA_HTML/OA.jsp?OAFunc=PONRESENQ_VIE... 10/9/2015 Quote: 1199157 (RFQ 208188,6) Page 4 of 9 Attachments [Title Type No results found tal Hide 5.10 Southside Park Attributes Description 'Category ___1_25 Month La-St—Up-d-a—ted— U—sag-e— { . - 12 anwenewenbreoennv, rerwer..e.waa mew.. wow. emenwenvi Update ttribute Group. , TeDet Value . - uote Value No results fOund. .— Attachments Title ype Descriation Usiat_ No results found. IIIRMWAYAWANWAYMNIONNIVAWMIU OAVIINIMINVANN fiLlide 6 Group 6: Public 4 Facilities Department Attributes Attribute No results found. • Attachments No. results found, Delete 300,00 z pdate_ Delete 24,480.00 7 • Gie.upa 'Target Value . Qq.lote Value 1 ted Usage Ty e Descr,iption Category Last Upda_ Update Delete „„__ ___ ---„_, , M Nye 6.1 Dinner Key Mooring Faclik 327 Month 12 3,924.00 7 Attribute Grou Target Value uote Value No results found. Attachments Title No results found. la Hide *NW HINAW Type Descriptlon 6.2 Dinner Key 4 Marina Attributes Category Last Updated- Usage _.„-- 1,305 Month Update Delete 15,660.00 Z 1 http://itnapi siverside. eingov.net: 8 0 03/0A JITML/OA.jsp?OARtnc-PONRESENQVIE,.. 10/9/2015 Quote: 1199157 (RFQ 208188,6). Page 5 of 9 Attribute Group Target Value jQuote Value No results found Attachments Title Type Description No results found. Categoy Hid p- 6.3 Marne Stadium 5 408tionth Marina Last Updated 12t Usage_ Update Delete 4,896.00 7 1 Attributes Attribute iGroup, Tage rt V alue [Quote Value ,, Naresults found . _ Attachments _ * Des,o,ription ___Categonr__Last ypdated tisa9t Update No results found. Li[110e J Deletel 7D Group 7: NET 1 1 10,164.00 6 Department Attributes Attribute Group TargetValue Quote italt] No results found. 1 v . H... Y. , .•., 'M. ,..,,.N,,,,,,,AN.NNA,I, ,,,,,, no..., %,,,,'•N, %N.. , ,1., 0. WA,. W4.4111......•...................... Attachments • Title Type, Description. Neresultsfound, hildo Category Last Updated Usage Update Delete 7.1 NET Upper 1.21 Month 12 1,452.00 f), Eastside ---„ _ Attributes Attribute No results found. ',WM...S....m.1 Group, Target Value quote Value Attachments I „ 1yieTTipescription iNo results found. g Hide 7.2 NEr Llttie Haiti/Edison/Little IMver, 1 Category 1 121 Month Last Updated Usage Update Delete 121 1,452,00 http://itnapi.riverside,cmgov.not: 8 0 03/0A J-ITML/OA.jsp?0AFtine—PONRESENQVIE... 10/9/2015 Page 6of9 Quote: 1199157 (RFQ 208188,6) Attributes Target Quotem Creaua dalue_ Value .....,. Optional' Item: Monthly cost for services to the Recreational Side at the Little Genera 175,91 tact cilson/Little Diver NETS as Baer Addendum No. 4 „ µ Attachments T t„ No results found. Hide 7,3 N t Allapattah 1 .,.., iba Attrnbute No results found. �ategor1 j Ail aZllrtaent Last Updated,.,..., , w Month M` 1 —.Update Delete 1,452 006_ ' arsget Value_ ~.,, Quote Value Title ype,., Dead ption._,._., Category_ afegor Last Updated El. Hide 7,4 N i Overtown 11^ Y M mm„ k M µ 1 121 Month Attributes Attribute [Group Target Value No results found Usage Update 7 Delete 1,452.00 ete Value Attachments Title m_.... ...... ...... Type Description ,No results found...,:..M 7 5 Nei" Flagami 1 ..�., ...., . 171 Month Attributes Attribute Na results found. Title No results found. 7,6 NIET North/East 2 Description 121 Month Last Updated Usagemm Updated Update unte Vat Delete 1,452 00 6 Updat 1.,452.00 http://imap 1.ri.verside. omgov.net; 80 03/0A_7 ITML/O.A.j sp?OAFunc= PONRESENQ_VIE, .. 10/9/2015 Quote: 1199157 (RFQ 208188,6) Page 7 of 9 Coconut Grove w „ Attributes Attribute No results found iGroup Attachments Title Traa 1Descrwlan o results found .,�....�... .,�,...,�,,..�.._.� ...M_._._ lµllde 7.7 N ET Little Havana Attri butes Attribute No results found. Attachment Title No results found. Type ,,.. U e s c r i p t i ,. %! 1~lido 81 Group 8 public Works Dgartment� Target Value Categor tes bu,, .,.,.,..,,*.mmmm._ „,W Attributes _,..._m..M. ..,.,_*._._.... _.. Quote Value Usage ,......w.. ..... , ,, .....,,. ..... .. ........_ et Value Qe Value Update PeIet 1,452.006 Last Updated sage Attribute No results found Attachments T' No results found. Hide II i Operations Trailers Attributesm, Attribute _ No results found,„„------___ _.WN�_— eseripr! Title No results found, Type Description Ca Update Delete., 4,668 00 arget Value Quote Value pda a 1. [.9.1q„ 389 Month .,.,. ,N 12 tw... I, 4,668 0019 Value nary Last Updated oteValue,.,,..w,..,,...,w.u�,..,,...,,,,...,,,,w.,..,... Update Delete http://ins.apl.riverside. cr gov,net:8003/OA IITML/OA.jsp?OAFuno PONR.ESENQ_VIE... 10/9/2015 Quote: 1199157 (RFQ 208 88,6) Page 8 of 9 Hide 9 7,1 Group 9: Solid 1 Waste Depaitment .1 Attributes 122,236.00[9,, , iGroup Tarmet Value Quote Value No results found Attribute Attachments - FIPMFIV,W Title TEL" Description Catesely_ Last Updated sage 4 Update Delete No results found. -Ea Fide 9.1Solici Waste 1 Building , • Attributes 1,8531Month 12 22,236.0019 Attribute 4Group Target Value _ 1Quote. Value No_results FA:ttachments Title No results found, ciattg 10 Group 10: Homeless Assistance Office Attributes.. Pe 1 4.41 tni .1 • nu. Description Catego Last Updated Usage Update Delete 5,340.00 9 Attribute 79 Target Value Quo,. te Value No results found, \Wen .7....V6.0....16,WINNYVA.WIVAIMAMNAWANWNIMMAVA.M.W.../..........Mve.......YAWWINMNII.V.V.VA.M.W.NYVAMWVIAIIINAWMWOMMYM.......A.WPAWMONWNWIN*WIMAYAW.....M..........MMSWIMMVAWNIII. E Attachments — ----_, • 4my Title No results found, -131.11gg Assistance Office Attributes Type Description Categca Last Updated Usqle Update T_ 10.1 Homeless 1 443 Month 12 Delete 5,340.00 Attribute Group _ Target Value I —quote Value rNo results found. Attachments Title Type Dessiption kategonL 'Last Updated Usage Update 2 Delete littp ://irnap 1 xiversid e. enagov. net: 8 003/0A J-ITML/OA.jsp?0AFune--PONRESENQVIE.. 10/9/2015 Quote: 1199157 (RFQ 208188,6) Page 9 of 9 [No results found. Hide1 Group 11: General Services Administration •Attributes 1 15,04/100 9 Attribute TGroupTarget Value 'quote Value No results found. _ Attachments ntle jyp9 1?9,perjptipli __Sete9ely Last qpdated Na results found. cajjkk 11,1 Administration Building_ Attributes 645 Attribute 'Group No results found, *AMA w‘x.4.1„4„v4r„ma 44n Attachments Title iTypca Description IN° results found, Month 12 AA* Usage Update Delete Target 'Value Quote Value CategoAy Last l.pdated 1 Usage Update Delete ,,,,...".04*.M...,,,M^...***eemx...,..e.M.rn r• or ea *two awn.A.v.momxwmmrneoin,,S.....,„.„,,,,,,,,,,,,,, f . , . v i :4,, Mv 4 , „ . ,,,, ,r:, mwnwa* ,i. . .„,v, Prevlous_25. 26-50 of 52 :-.,-i Next 2 )0 mum.. ...... . , , ' 1 :: .• ""... • urn toAnlvze bvOuote (RFQ 2081 Actions JOnuneDlscussiofls Requisitions Negotiations intelligence Horne Logout Preferences Help Privacy Statement Copyright (c) 2006, ()rade, All rights roserved. http://imapl,riverside,cmgov.net:8003/0A_HTML/0Ajsp?0AFune=PONRESENQVIE... 10/9/2015 Quote: 1199157 (RFQ 208188,6) Page 2 of 2 Show Al Details 1 Hide All Details Start Target Details Line Rank Price Price Hide 11.2 Property 2 Maintenance Attributes Quote Price 436 Estimated Unit Quantity Month 12 Target Minimum Release Amount Quote Minimum Release Line Active Amount Total Quotes 5,160.00 Attribute Group Target Value Quote Value No results found. Attachments Ti T tle inelpescription Categ.ol Last Undated_ No results found. jJ , — 11.3Communications 3 Warehouse 4ttrikltes 179 Month 12 Attribute Group Target Value No results found. VA, IUpdate Delebil 2,148.00 uote Value Title Type. Description Category Last Updated Usage No results found. Return to Analyze by Quote (RFC) 20818W Privacy Statement Update Delete WA. Actions Online Discussions Requisitions Negotiations Intelligence Home Logout Preferences Help Ccpyrloht (r) 2006,. Oracle, All rl hts reserved, http ://inaap Lriverside.omgov.not:8003/0.A_HTML/OA.jsp?OAFunc—PONRESENQVIE,.. 10/9/2015 Quote 1084157 (RFQ 198157,1) Page 1 of 4 Attachments Requirements SOU rein g it Navigator Favorites !IlequisitionsINegotiationsFIntelligencel Negotiations > Simple Search > RFQ: 198157,1 > Analyze by Quote (RFQ 198157,1) > Quote: 1084157 (RFQ 198157,1) Title Time Left Quote Style Quote Currency Contact SuppliersQuote Number Quote Status Invitation for .Bid for Custodial Services 0 seconds Sealed USD Pardo, Raymond Active Home Logout Preferences Help Actions Online Discussions Close Date Ranking Supplier Supplier Site Quote Valid Until Purchase Order Shot-dist Status Note to Bilyer Title No results found. 2".!..911P„.9,92 Show A tDetails Hide All,Detalls DetailSection Maximum Score 0 s 30-Dec-2009 120000 Price only United Services, Inc. MIAMI 1002217 Included Last lipiiateTIJSaiiiidate Delete g aisle General ReciuIrrnents 'Target Maximum Requirement Legal Name of Firm: Entity Type: Partnership, Sole Proprietorship, Corporation, etc, Value quote Value United Services, Inc, Corporation wln Year Established: 1 990 Office LoOEthon citypf Mlarsi, Miami -Dade CountyLorLOther Opp! Occupational License Number: 604099-2 Occupational License Issuing Agency: Miami -Dade 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 y? Syes or Nol, Court 30.-§R-20I0 Yes Yes Score 0 _ Score Score littp://imapi .riverside.cingov,net: 8 0 03/0A J-ITML/0Ajsp?0AFunc=PONRESENQVIE... 10/9/2015 Quote: 1084157 (RFQ 198157,1) Page 2 of 4 In the event your answer to question above is yes, how many new,posi ions would Jou ,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) 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 prooperties being serviced at this time by bidder or withiin thjest three (3) years?Yes or No. Name and contact information for supervisory personnel: Tota it ContractTerrns Variables [Details sectuoA�e .. W ,,.. .. No variables found. Deliverables Approx. 6 5 Cleaners $7,25 1 Supervisor © No $8,25 Alfredo • Dominguez 305- 360-6004 Phone To be sent via Facsimile Alfredo ,..�.,�„�.............� Dominguez 305- 360-6004 Indicates deliverable is overdue Indicates responsible party failed to perform the deliverable Deliverable Name.. ..,.,.. No deliverables found, Lines Due Date "TIP All prices are in USA. Quote Total (USD) 173,050„84 Details Hide Hide All Details Sta Line Rank P�ric 1 Custodial Services at the Miami Police Department College of Police Training arget Price Quote Price 7,162.94 Unit Month Tar Minimu Estimated Releas _99ant!ty, Ama?ulrai 12 note nimum Release ,Amount Line Active 85,955 28 8. http;//irx apt.riverside.cmgov.net:8003/OA. 1-ITML/OA.jsp?OA.Func-PONRESENQ_VIE.., 10/9/2015 Quote: 1084157 (RFQ 198157,1) Page 3 of 4 Center, 350 NW 2 Avenue, Ilami,. FL t..•. chrents. Title No results found.. it Flide 2 Manuel Artime Community Center, 900 & 970 SW ist Street, Miami, FL Attachments No results found 2.1 Custodiaijl Services at the Manuel Arti me Attchmaen tilt 2.2 Custodial £. Services at the Manuel Airtime Community Center.. Cleaning services on an as - requested basis Attachments• Title No results found, 3 CustodlaI Cateo r4,445.1 scriaption Gatego 75.021Job last Updated• _..;Usage..,... Update Delete 68,417.801? e<••• Ulid-ate -_.i eletemm Last iodate „—}visage t Update Sao- ...._.,M.�... Last U da be! 15064 00 8 ...,.04.021Monthl� m Y,�.�.��•�....,,..��..�:...,mm,.,..�.�.••...,..�..�,�,�,.„.,�.....,768 2�1 •� http://imapi.riverside.engov.net:8003/OA HT:ML/OA.jsp?OARmc=PONRESENQ YTE... 10/9/2015 Quote: 1084157 (RFQ 198157,1) Page 4 of 4 Services at the South Code Enforcement Office located at the Manuel Artime Community Center, 970 SW 1 St, Suite 402, MiamL FL Attachments 1.........UMWMANVIANNW..W.I......NNX,NYANW ANW.I...,,,,,W,,MeNWAIMMIVIINAMY No results..found. „ . ! El Hide 4 Custodial Services at Miamarina at Bayside, 401 Biscayne Boulevard, MiambfL [ Attachirnerkts 1 1,492.46 Month Title °Type Description Cteqory No results found. 12 .Delete 17,909.52 Last Updated Usage I Update „,...,„.., Return to Analyze by Quote (RfQ 198157,1) Actions Online Discussions Delete Requisitions Negotiations Intelligence Horne Logout Preferences Help Privacy Statement Copyright (c) 2006, Oracle, All rights re rvect, http://imapl.riverside.orngov.net:8003/0A JITML/OA.jsp?0AFunc---PONRESENQVIE... 10/9/2015 ANNIE PEREZ, CPPO DANIEL J. ALFONSO Chef Procurement Offioer City Manager October 8, 2015 ADDENDUM NO. 2 Request For Proposals (RFP) No. 508383, Janitorial Services TO: ALL PROSPECTIVE PROPOSERS: The following changes, additions, clarifications, and deletions amend the RFP documents of the above captioned RFP., and shall become an integral part of the Contract Documents. Words and/or figures stricken through shall be deleted. Underscored words and/or figures shall be added. The remaining provisions are now in effect and remain unchanged. Please note the contents herein and reflect same on the documents you have on hand. A. The following naives have been added under Section 2.4, Pre -Proposal Conference/Site Visit, Department of Real Estate and Asset Management (DREAM) Black Police Precinct & Museum Percilla Kelsey, (305) 679-6809' or plcelsey@miamigov.com Stephanie Manrique, (305) 679-6801 or smanriclue a,n?iam1ov.00m Dinner Key Marina -Marina (New Building) Maria Busto, (305) 329-4752 or mbusto(cr�,miaznigov.eom B. Please see the attached Awarded Bid Tabulations for the current contract. C. The following are the City of Miami's (City's) responses to questions received from prospective proposers: Q1. For the Police Central Station, is the High School included with the college? AL Please refer to Exhibit "I, Groups and Service Locations. Q2. Does the City have the square footage for each of the locations? A2, No. Q3. Does the City of Miami have a Living Wage Ordinance? A3. No, Q4. There are some locations that are being expanded (construction) and soon more square footage and services will be added, will there be an adjustment in price when the construction is completed? A4. The City reserves the right to negotiate pricing on a project by project basis. Page 1 Q5. There are some locations that only operate seasonally; do we still include a price for these locations? A5. Please refer to Form B-1, Price Proposal Schedule Q6. Under Group 44, Parks, do the trash bins of the parks (green areas) need to be changed? A6. Please refer to Section 3, Scope of Work, item 5. Q7. Are there some locations that host multiple departments? A7. Yes. Q8. Can you provide a copy of the RFP that United Services, Inc. completed for the previous contract? A8. This inquiry is not clear. The current contract is an Invitation for Bids. Q9. What is. United Services, Inc. charging the City of Miami for each location serviced; b) how much has United Services, Inc. paid its employees during this contract; and c) what is the frequency of service for each location? A9. See B above, b) this information is not readily available, and c) the frequency requested in the current contract can be found on-line at http://egov.ci.miami.fl.us/contracts/default.aspx. However, please note that the frequency of service for each location under this solicitation may differ, ALL OTHER TERMS AND CONDITIONS OF THE RFP REMAIN THE SAME. AP/pb Cc: RFP File Page 2 Sincerely, at,"e erez, CI'PO Dieetor/Chief Procurement Ofl[e Item: Descriotion Mam Poc.e Department College of Police Trakthg Center, 350 NW 2 Avenue, Mkami. FL Month 12 j$ 162.94 3 85,955.28 fyr $ 8.779_85 $ 106,35820 fyr $ 11,193_00 $ 134,316„00 fyr TABULATION OF BIDS WE NO, 198157 - CUSTODIAL CFRIFICES United Est Annual. Unit Extended UOM: . Cuarifigivt Price: Amount rius amtl KENT IS A SUWIT1ITO3N TO ORIGINAL BACKUP, OBIGINAL CAN BE nEN AT THE Era, OF TIHS WCA11-10IT„ Ace Floors and Custodial Svcs South Florida Maintenance Svcs Unit Extended Unit Extended Price: Amount: Price: Amount # 2 Manuel Mime Community Center, 9tIQ & 970 SW lst Street, Mian. FL # 2.1 Manuel Mime Month 12 4,446_15 $ 53,353_80 lyr35,078.66 $ 60,947,52 fyr $ 5,615.00 $ 67,38000 fyr # 2.2 Cleaning seances on an as -requested basis Job 200 75.32 $ 15,064.00 iyr W.00 $ 18,00000 lyT 140,00 $ 28,000.00 /yr Total for Group Z: $ 63417_80 $ 78,947.52 $ 95,380.00 . ' South Code Enforcement Office located at the M,..-rtuet Artime Community Center, 970 SW 1 St, Suite 402, Miami, FL Marna at Bayside, 401 B-c.,:sim Boulevard, Marni, FL ' 12 64,02 $ 76824 /yr $ 529.66 $ 6,355_92 /yr 7 MOVAil r 12 $ 1,492,46 $ 1L909.52 /yr ITEM CD-1910 1,209.00 $ 14,508. 27,262.20 lyr $ 1,717.00 $ 20604.0 U9- 014/52 - Prepared by: Nlaritza Suarez, V 2010; Rev. 1/11/10 Page 1 of 3 Approval: EIT Substitute tern RE_6 TABU A11ON OF BID Item: Descrinton # 1 Miami Police Department College of Patice Training Center, 350 NW 2 Avenue, ti:li i, FL # 2 Manuel Adime Cornrnurrit3r Center,. 9 .& 973 SW 1st Street, Miami, FL # 21 Manuel Ar5me # 2.2 cleaning services on an as -requested b s Total for Grortp 2: # 3 South_ Code Enforcement Offze irsrat at the Manuel Artime Community Center, 970 SW 1 St, Suifte 402, Marra, FL # 4 Miarrar rra at Bayside, 401 Biscayne Boulevard,. ar?i, FL Est. An€ ti3 _ Quantity: Price: 12 12 ed by: Maritza Suarez, 1/4/2010; Rev.1/11/1i} Si.,Watt 1 198157 - CUSTODIAL S V CES BACKUP- ORIGVAL TT 7 ity Janitorial Sery ►t/STA Srrildia MairAers Extended _it Amount: Price: Weed A Way Inc Unit Extended Price: Amount: 143,676-.00 /yr o $ 9,693_43 $ 116,321.16 iy_ 5 11,344.67 $ 136,135_04 5, 9_ti4 $ 67,188.0E yr $ 5,56€I_51 $ 66,726_12 /yr $ 5,268.00 $ 63,216.€ 0 200 5 575.00 $ 115,000_00 tyr ` $ 299.50 $ 59,900_00 /yr 5 182,168_00 ;n 5 126,626_12 12 12 5 7,800.00 /yr 5 4,099_00 $ Page 2 of 3 63 $ 7,015.56 /yr 3,302.83 $ 39,633-96 tyr Apprcvai: _00 $ 23,800.0E 5 87,01€.00 519.00 .9 6,228.00 3,365,00 $ 40,380.00 ctorf Designee StlbsifttIte it ern RE.6 kern: Descripffon # 1 Miami Peace Department College of Police Training Center, 350 NW 2 Avenue, Miami, FL Month # 2 Manuel Artime Community Center, 000 & 970 SW 1st Street Miami, FL # 21 Manuel Mime # 2_2 Cleaning seTvices on an as -requested b Total for Group 2: 31 3 South Code Enforcement Office located at the Manuel Arlime Community Center. 970 SW 1 St. Suite 482, Kam'. FL # 4 Miarnarina at Bayside, 401 Bis Boulevard, Miarni, FL THIS DOCUMENT S A TABULATICW OF BIM SURSTITUTEDN TO ORIGINAL JEB N3 198157 - CUSTODIAL SERVICES tGL CAN BE SEEN AT ME END OF NISMTCLIMNT.. X-Clean Corp. Est. Annual Unit U0 . Quantity: Price 12 iyr $ 10,170,00 Month 12 V.Yr $ 5485.00 Jth 200 jyr. $ 300.00 12 ,, $ 535-00 12 fyr $ 2,911-00 Prepared by: Maritza Suarez , 4 2010; Rev. 1/11/10 Eitte Holding Managemerft Gr .p• Extended Unit N Amount - Price: ; 0 , N i i : _ 1 $ 122,040.00 /yr E ; 4.' . $ ,., $ 78,000.00 iyr ..". $ 143,820.00 , 1 N , i S I i ; $ 7,620,00 tyr •-i., i $ 34932.00 l'ir -- ' Page 3 of 3 *Deemed norKespamive kir faure to and the mandatory pre -bid meeUba &ae visits Approval: epartm nt Dre cor/Deslgnee Item: Description Group 1: GeneraI Services Administration (GSA) # 1.1 Miami Riverside Center (MRC) TOTAL FOR GROUP 1: `-',coup 2` Police Department Administration Building Miami Police Department - Administration # 2.1 Building Option: Custodian hourly rate to be utilized on an as needed basis, as per Specifications. TOTAL FOR GROUP 2: Group 3= Police Department # 3.1 Police North Substation Option: Custodian hourly rate to be utilized on an as needed basis, as per Specifications. # 3.2 Police South Substation Option: Custodian hourly rate to be utilized on an as needed basis, as per Specifications. # 3.3 Police Specialized Operations Substation (SOS) Option: Custodian hourly rate to be utilized on an as needed basis, as per Specifications. # 3.4 Police Bomb Squad Mini Station Option: Custodian hourly rate to be utilized on an as needed basis, as per Specifications. AWARD SHEET IFQ 208188 - CUSTODIAL SERVICES United Services, Inc. Est. Annual Unit Extended Qty: UOM Price: Amount: 12 Month $ 12,435.00 Imo $ 149,220.00 12 12 12 12 12 Month Month Month Month Month $ $ 149,220 00 9,083.00 Imo $ 108,996.00 11.00 /hr $ 108,996.00 2,960,00 Imo $ 35,520.00 11.00 /hr 2,960.00 /mo $ 35,520.00 11.00 /hr 2,860.00 Imo $ 34,320.00 11.00 /hr 47.00 Imo $ $ 11.00 /hr Page 1 of 5 564.00 Kelly Janitorial Systems Inc. Unit Extended Price: Amount: Item; Description # 3.5 Police Marine Patrol - Miami Yacht Club Option: Custodian hourly rate to be Utilized on an as needed basis, as per Specifications_ # 3.6 Police David Herring Center Option: Custodian hourly rate to be utilized on an as needed basis, as per Specifications. # 3.7 Police Auto Pound Option: Custodian hourly rate to be utilized on an as needed basis, as per Specifications. # 3.8 Police Internal Affairs # 3.9 Police Bicycle Detail Option: Custodian hourly rate to be utilized on an as needed basis, as per Specifications. # 3.1 t Item deleted per Addendum No. 4 # 3.11 Police Mounted Stables Option: Custodian hourly rate to be utilized on an as needed basis, as per Specifications. TOTAL FOR GROUP 3: Group 4: Fire Rescue Department #4.1 Fire Training Center Fire Headquarters Complex (includes Garage # 4.2 and Warehouse) TOTAL FOR GROUP 4: AWARD SHEET IFQ 208188 - CUSTODIAL SERVICES United Services, Inc. Est Annual Qty: 12 12 12 12 12 12 12 12 UOM Month Month Month Month Month Month Month Month Kelly Janitorial Systems Inc. ti Unit Extended Unit Extended Price: Amount: Price: Amount: 47.00 Imo $ 564.00 11.00 Ihr 93.00 Imo $ 1,116.00 11.00 Ihr Ihr 47.00 Imo $ 564.00 11.00 Ihr $ 1,224.00 Imo $ 47.00 Imo $ Page 2 of 5 11,00 14,688.00 564.00 47.00 Imo $ 564.00 11.00 $ 123,984.00 '115.00 Imo $ 5,340.00 779.00 Imo $ 9,348.00 $ 14,688.00 Item: Description Group 5: Parks and Recreation Department # 5.1 Parks Operations Trailers # 5.2 Charles Hardley Park ## 5.3 Jose Marti Park # 5.4 Virrick Park Gym # 5.5 Jose Marti Park Gym 5.6 Grapeland Heights Water Park Price per Day for Optional Evening Shift Service (scheduled daily but may be canceled with a minimum of 2 hours notice) # 5.7 Little Haiti Cultural Center Price per job for Little Haiti Cultural Center - Cleaninig services on an as: requested basis # 5.8 Sandra de Lucca Development Center # 5.9 Black Police Precinct and Museum # 5.1( Southside Park TOTAL FOR GROUP 5: Group 6: Public Facilities Department 3.1 Dinner Key Mooring Facility 6.2 Dinner Key Marina # 6.3 Marine Stadium Marina TOTAL FOR GROUP 6: Group 7: NET Department # 7.1 NET Upper Eastside # 7.2 NE I Little Haiti/Edison/Little River AWARD SHEET 1FQ 208188 - CUSTODIAL SERVICES United Services, Inc_ '4Est. Annual Qtr., 12 12 12 12 12 3 12 Unit UOM Price: Month Month Month Month Month Month Month Extended Amount: 70.00 Imo $ 807.00 Imo $ 488.00 Imo $ 791.00 Imo $ 949.00 Imo $ 1,308.00 Imo $ 840.00 9,684.00 5, 856.00 9,492.00 11,388.00 3,924.00 192.00 /day 1,286.00 /no $ 15,192.00 $ 43.00 /job 12 Month . $ 390.00 Imo $ 4,680.00 12 1 Month $ 418.00 Imo $ 5,016.00 12 Month. $ 25.00 /mo $ 300.00 12 12 12 12 12 Month Month Month Month $ Month $ Page 3 of 5 $ 66,372.00 121,00 Imo $ 121.00 Imo $ 1,452.00 1,452.00 Kelly Janitorial Systems Inc_ Unit Price: Extended Amount: $ 400.00 /mo $ $ 1,000.00 Imo $ $ 275.00 /mo $ 4,800.00 12,000.00 3,300.00 $ 20,1 00.00 Item: Description Optional Item: Monthly cost for services to the Recreational Side at the Little Haiti/Edison/Little River NE I , as per Addendum No. 4 # 7.3 NET Allapattah # 7.4 NET Overtown 7.5 NET Flagami 7.6 NE 1 North/East Coconut Grove # 7.7 NET Little Havana TOTAL FOR GROUP 7: Group 8: Public Works Department # 8.1 Operations Trailers TOTAL FOR GROUP 8: Group 9: Solid Waste Department # 9.1 Solid Waste Building TOTAL FOR GROUP 9: coup 10: Homeless Assistance Office 10.1 Homeless Assistance Office TOTAL FOR GROUP 10: Group 11: General Services Administration # 1l.1Administration Building # 11.E Property Maintenance AWARD SHEET IFQ 208188 - CUSTODIAL SERVICES United Services, Inc.. Unit UOM Price: Extended Amount: 12 Month $ 175.91 Imo $ 12 Month $ 121.00 /mo $ 12 Month $ 121.00 /mo $ 12 Month $ 121.00 Imo $ 12 Month $ 121.00 /mo .$ 12 Month $ 121.00 Imo $ 12 Month 12 Month 12Month 12 Month 12 Month Page 4 of 5 2,110.92 1,452.00 1,452.00 1,452.00 1,452..00 1,4452.00 $ 12,274.92 389.00 fmo .$ 4,668.00 $ 4,668.00 1,853.00 /mo $ 22,236.00 $ 22,236.00 445.00 Imo $ 5,340.00 $ 5,340.00 645.00 Imo $ 430.00 Imo $ 7,740.00 5,160.00 Kelly Janitorial Systems Inc. Unit Price: Extended Amount: I Item: Description # 11.CommUnicationS Warehouse TOTAL FOR GROUP 11: AWARD SHEET IFQ 208188 - CUSTODIAL SERVICES United Services, Inc. Est. Annual 12 UOM Month Unit Extended Price: Amount: 179.00 Imo $ 2,148.00 Page 5 of 5 $ 15,048.00 Kelly Janitorial Systems Inc. Unit Price: Extended Amount: ANNIE PEREZ, CPPO DANIEL J. ALFONSO Chief Procurement Officer City Manager October 5, 2015 ADDENDUM NO. 1 Request For Proposals (RFP) No. 508383, Janitorial Services TO: ALL PROSPECTIVE PROPOSERS: . The following changes, additions, clarifications, and deletions amend the RFP documents of the above captioned RFP, and shall becomean integral part of the Contract Documents. Words .and/or figures stricken through shall be deleted. Underscoredwords and/or figures shall be added. The remaining provisions are now in effect and remain unchanged. Please note the contents herein and reflect same on the documents you have on hand.. A. Please find attached the attendance sheet for the Pre -proposal Conference/Site Visit for the subject RFP B. The following are the City of Miami's (City's) responses to questions received from prospective proposers: Ql. A) Which company currently has the janitorial contract for the City of Miami? If there are multiple companies, which company services which locations? and B) What is the current contract amount paid to the company (s)? Al. United. Services, Inc, is currently providing the janitorial services at the locations identified in the current RFP, and B) Attached you will find the original awarded bid tabulations. Q2. If I am a registered vendor with the City of Miami, but do not have more than five years' operating under my company, can I submit a proposal? A2, Please refer to Section 2,10, for the Minimum Qualification Requirements for this solicitation. Q3. Can you please provide the contact information for the location site visits? A3. Please refer to Section 2.4, Pre -proposal Conference/Site Visit, for the contact information. ALL OTHER TERMS AND CONDITIONS OF THE RFP REMAIN THE SAME. .AP/pb Ce: RFP File Page 1 Sincerely, 2.✓'- iiiie Perez, CP O irector/Chief Procurement Officer ATTENDANCE SHEET RFPJRFq NUMBER: RFP508383, Janitorial Services LOCATION: MRC, 10th Floor North Conf. Room, 'l 1 SW 2nd Avenue, Miami, Florida, 33130 PURPOSE: Pre -Proposal Conference/Site Visit DATE: Thursday, October 1, 2015 Completing this attendance sheet is optional. • NAME tlt(PANY 4b #€ _ __ _ __ PI. ONE Pearl P. Bethel City of Miami SW 2nd Avenue, 6th Floor, Miami, FL 416-1949 pbetheit7u,mianiigov.cam LI VOa $c, ai t!Pifrw yrrtn maili .-P* 444 r3 f'°''hC 'bill Ti i146 %(305) g t7Df i 6bri Cana •G I 1Ci l3 E-S mt tic v- Liackie,A, vetkfie i (105s A) 14 °Ag A,: 1611-41) 4161-; 1-l9 _OSflilW 0 grt,u,.[ovr, i e-J; n F-.0 rri es At6 C 5 u p o H 151z, 2,'135 j (C3 7-1: � _ (7 ) 22,2 33 j' elfor tl1 I 0,1411. TN Ct� 01e110=i rS 1 ` Stt t€ goo 5z S'� �fR�l�(�4 � n grt (�j03WI-Zl�,e qe i jise . reQ „,?tsrrefcs�; '1,,� l$ F£-T?�12- V F` J SF.Qv�E�3 c,T4 a� E,IDf`cof! �e ��I & -`1 1C - �3 s T_ z ,'ta Si` ' o ) �i..a,m e`er n;.tt�s4i 3 S1 (56— 55V1 /i 1 'ii' l . i`3° e_ m- S l e ( ) 3t Wks ° eA , 444rim', it 4 ( ) Li Le-,e— ��.,8�- VA4n( C* 1 ((Lt1Iilz So 4/k4-11S } t2-401 it) 3$=i` e 1 si t�paL 33bt,. (e ) 320.�t4 �7,.. 15e't.,n s s ?ionsf(s. e, OLI )t a e-1 a. -i ,,. t / ( ) 2,30-ag13 ':-4-clmrni> 60fe1101,s I)e 4 -/V - `Z /041) l L .?3o " %.-3 oaf$/� /�� v /Vi' C C, g Ir.L 71E, i 6r,,rriPr c nche- `<.-()Ppn (P;fC , _ S12 �S€, . r�s61 37-- ($ 1 '/6 /- �A i�lr`��15 gpS f1"I2l t� 1 %�O�i�`421 o ��et�.wit3G1 �` ' -7? % ��� � �� /6 .�i �� i ?" r/ (����� ` ��a, .� r�''f m e Q i C1OEt 1 ° r^,3 J ( ) egOS'GLr,« �`t. -e al, r /i,I • l �E� _ i�W' t r "t 4,—� 1 rE 1-airn'. t• % �- L6efL(-13'.2f) Gr3 -I -700 -1`1- i i kzazcy et /, r,- ! a W f A 1 ( ) 3 ri/, t '- .m. cf-da 71 l 4: Rev. 10/18/99 5 Page_1_of 3_ p, coo ATTENDANCE S S. N I41,T RFP/RFQ NUMBER:RFPa08383, janitorial Services LOCATION: MRC, 114 SW 2nd Avenue, Miami, Florida, 33130, 10th Floor North Conf Room PURPOSE: Pre -Proposal Conference/Site Visit BATE: Thursday, October 1, 2015 Completing this attendance sheet is optional. __ _ = PHONE _ E MAIL . f j Y ' l f f L c i I/! �i�i Jr�� -..CS�G��f� \- . d f4 �'.&v! �J�,/� j J am.-. per.., �-_, f, f i 47 / 3" h tL0-- 3 f..1z iez J tvt 6g41 (05� I cc Jlt to :%I�fffG q • �£ ���,•N�%%�€: �tt�����;��MC�SI � ���� t) r� th 5 9t`Z��� (135-3g3) C�nrrewl��il�D�ct��s€ s� Z e t e i evis €I z ;Of €"Uf aV` yi Z° `o S 1-�i� /��J�t fS�7 't I , SFic+ , Si LC «�. is,4 (`/ a.E�Au,cGu'' G ,m r.@,vt ..5 .---`�da J ( ) ( ) ) xx( i ) ( ) ( ) ( ) ( ) ( ) ( ) { ) ( ) Rev. 10/18/99 Page 2 of_3_ 71 4 Miamarina at Bayside, 40 Biscayne Boulevard, Miami, FL Item: Description irs.rni. Police Depwiment Coliege of Police II-411m Center, 350 NW 2 Avarua, Miami, # 2 MenuelArame Community Center, 900.& 970 SW 1stStreet Miami, FL # 2.1 Matipel.Artilne #22 Cleaning services on an asrequeted TOtal for Group.2: TABUIATION BIDS N .3.98157 - CUSTODIAL SERVICES t Ahritiat Unit ; Quantity: • Mon „•. rtn 15: South Code Enforcement Officeocatad at the,Manuei Arffine. Ccinvnurlity. COlter, 970 SW 1 St, Suite 402,.Mianii, FL Mont sr OfF52-- - Prepared by; Maritza Suarez, 1/4/20-16; Rev. 1/1111 United Services., Ace F Extended Unit Arnottrit Price: 12. •I 7,182,94 $ 8,5,955.28 yr $ 8,77985 .2; 4,44,515 $ 53,653.60 1yr "I.S15,078;96 7:5,32 •$ 154034,00 Jyr: Page 1 of 3 Extended Amount: MEM n.A stWiral TOOR!GbL 0 AL CAS VS AT THE XRD d Custodial Svcs ,`,"`4.-Soutti Florida Mainten Unit Price: 105,358 'yr. $ 1 f,193. Fended Amount $ 6%047.52 Nr $ 5815_00 $ $: i,000.00lyr $ 140.00 $. $ 78„947,52 6,355.92 /yr $ -t; 27,28220 /yr $ 1,71 es- 67,380.00 /yr , 28,000.00 95,380_00 14,508.00 "yr .1 $ 20,504.00 Iyr Item: Description Group 1: General Services Administration (GSA) # 1.1 Miami Riverside Center (MRC) 12 AWARD SHEET IFQ 208188 - CUSTODIAL SERVICES United Services, Inc. Est. Annual ghti TOTAL FOR GROUP 1: Group 2: Police Department Administration Building Miami Police Department - Administration # 2.1 Building Option: Custodian hourly rate to be utilized on an as needed basis, as per Specifications. TOTAL FOR GROUP 2: Group 3: Police Department # 3.1 Police North Substation 12 12 Option: Custodian hourly rate to be utilized on an as needed basis, as per Specifications. # 3.2 Police South Substation Option: Custodian hourly rate to be utilized on an as needed basis, as per Specifications. 12 # 3.3 Police Specialized Operations Substation (SOS) 12 Option: Custodian hourly rate to be utilized on an as needed basis, as per Specifications. # 3.4 Police Bomb Squad Mini Station Option: Custodian hourly rate to be utilized on an as needed basis, as per Specifications. 12 Unit Extended UOiVI Price: Amount:. Month $ 12,435.00 Imo $ 149,220.00 Month Month Month Month Month Page 1 of 5 $ 149,220.00 9,083.00 /mo $ 108,996.00 11.00 /hr $ 108,996.00 2,960.00 Imo $ 35,520.00 11.00 /hr 2,960.00 /mo $ 35,520,00 11.00 /hr 2,860.00 /Imo $ 34,320.00 11.00 RN 47.00 Imo $ 564.00 11.00 /hr Kelly Janitorial Systems Inc. Unit Extended Price: Amount: Item: Deseritption # 3.5 Police Marine Patrol - Miarni Yacht Club Option: Custodian hourly rate to be utilized on an as needed basis, as per Specifications. # 3.6 Police David Herring Center Option: Custodian hourly rate to be utilized on an as needed basis, as per Specifications. # 3.7 Police Auto Pound Option: Custodian hourly rate to be utilized on an as needed basis, as per Specifications. ## 3.8 Police Internal Affairs # 3.9 Police Bicycle Detail Option: Custodian hourly rate to be utilized on an as,, needed basis, as per Specifications. # 3.1 C Item deleted per Addendum No. 4 # 3.11 Police Mounted Stables Option: Custodian hourly rate to be utilized on ant as needed basis, as per Specifications... TOTAL FOR GROUP 3: Group 4: Fire Rescue Department # 4.1 Fire Training Center Fire Headquarters Complex (includes Garage # 4.2 and Warehouse) TOTAL FOR GROUP 4: AWARD SHEET IFQ 208188 - CUSTODIAL SERVICES United Services, Inc. Est. Annual Qty: 12 12 12 12 12 12 12 12 UOM Month Month Month Unit Extended Price: Amount: $ 47_00 /mo $ 564.00 11.00 /hr 93.00 /mo $ 11.00 /hr /hr 47.00 Imo 1,116.00 564.00 $ 11.00 /hr Month $ 1,224.00 Imo $ 14,688.00 Month t $ 47.00 Imo $ 564.00 Month Month Month Page 2 of 5 11.00 47.00 Imo $ 564.00 11.00 $ 123,984.00 445.00 /mo $ 5,340.00 779.00 /rho $ 9,348.00 $ 14,688.00 Kelly Janitorial Systems Inc. Unit Extended Price: Amount: Item: Description Group 5: Parks and Recreation Department # 5.1 Parks Operations Trailers # 5.2 Charles Hardley Park # 5.3 Jose Marti Park # 5.4 Virrick Park Gym # 5.5 Jose Marti Park Gym # 5.6 Grapeland Heights Water Park Price per Day for Optional Evening Shift Service (scheduled daily but may be canceled with a minimum of 2 hours notice) # 5.7 Little Haiti Cultural Center Price per job for Little Haiti Cultural Center- Cleaninig services on an as -requested basis # 5.8 Sandra de Lucca Development Center # 5.9 Black Police Precinct and Museum # 5.1 C Southside Park TOTAL FOR GROUP 5: Group 6: Public Facilities Department # 6.1 Dinner Key Mooring Facility # 6.2 Dinner Key Marina # 6.3 Marine Stadium Marina TOTAL FOR GROUP 6: Group 7: NET Department # 7.1 NET Upper Eastside # 7.2 NET Little Haiti/Edison/Little River AWARD SHEET IFQ 208188 - CUSTODIAL SERVICES United Services, Inc. Est. Annual Unit Extended Qty: UOM Price: Amount: 12 1 Month $ 70.00 Imo $ 840.00 12 Month $ 807.00 /mo $ 9,684.00 12 Month $ 488.00 Imo $ 5,856.00 12 Month $ 791.00 Imo $ 9,492.00 12 . Month - $ 949.00 Imo $ 11,388.00 3 Month $ 1,308.00 Imo $ 3,924.00 12 ` Month 12$Month 12 Month 12 Month I 12 Month 12 Month 12 . Month 12 Month 12 Month Page 3of5 192.00 /day 1,266.00 /mo $ 15,192.00 43.00 /job 390.00 Imo $ 4,680,00 418.00 Imo $ 5,016.00 25.00 Info $ 300.00 $ 66,372.00 121.00 /mo $ 121.00 Imo $ 1,452.00 1,452.00 Kelly Janitorial Systems Inc. Unit Extended Price: Amount: $ 400.00 Imo $ 4,800.00 $ 1,000.00 Imo $ 12,000.00 $ 275.00 /mo $ 3,300.00 $ 20,100.00 Item: Description Optional Item: Monthly cost for services to the Recreational Side at the Little Haiti/Edison/Little River NET, as per Addendum No. 4 # 7.3 NET AlIapattah # 7.4 NET Overtown # 7.5 NET Flagami # 7.6 NET North/East Coconut Grove # 7.7 NET Little Havana TOTAL FOR GROUP 7: Group 8: Public Works Department # 8.1 Operations Trailers TOTAL FOR GROUP 8: Group 9: Solid Waste Department # 9.1 Solid Waste Building TOTAL FOR GROUP 9: Group 10: Homeless Assistance Office # 10.1 Homeless Assistance Office TOTAL FOR GROUP 10: Group 11: General Services Administration # 11.1Administration Building # 11.E Property Maintenance AWARD SHEET IFQ 208188 - CUSTODIAL SERVICES United Services, Inc. Est. Annual City: 12 12 12 12 12 12 Unit UOM Price: Month Month Month Month Month Month 12 Month 12 Month 12 Month 12 Month 12 Month $ 175.91 $ 121.00 $ 121.00 $ 121.00 $ 121.00 $ 121.00 Page 4 of 5 Extended Amount: /mo $ /mo $ /rno $ Imo $ /mo $ Imo $ 2,110.92 1,452.00 1,452.00 1,452.00 1,452.00 1,452.00 $ 12,274.92 389.00 /mo $ 4,668.00 $ 4,668.00 1,853.00 /mo $ 22,236.00 $ 22,236.00 445.00 Imo $ 5,340.00 $ 6,340.00 645.00 /mo $ 430.00 Imo $ 7,740.00 5,160.00 Kelly Janitorial Systems Inc. Unit Price: Extended Amount: Item: Description # 11. communications Warehouse TOTAL FOR GROUP 11: AWARD SHEET IFQ 208188 - CUSTODIAL SERVICES United Services, Inc. UOM Month Unit Price: $ Page 5 of 5 Extended Amount: 179.00 Imo $ 2,148.00 $ 15,048.00 Kelly Janitorial Systems Inc. Unit Price: Extended Amount: City of Miami Request for Proposals (RFP) Purchasing Department Miami Riverside Center 444 SW 2nd Avenue, 60h Floor Miami, Florida 33130 Web Site Address: http://ci.miami.fl,us/procurement RFP Number: 508383,8 Title: Request for Proposals for Janitorial Services Issue Date/Time: 19-OCT-2015 RFP Closing Date/Time: 02-NOV-2015 @ 15:00:00 Pre -Bid Conference: Voluntary Pre -Bid Date/Time: Thursday, October 1, 2015, 11:OOAM Pre -Bid Location: Miami Riverside Center, 444 SW 2nd Avenue, 10th Floor North Conference Room Deadline for Request for Clarification: October 15, 2015, 2:00 pm Buyer: Bethel, Pearl Hard Copy Submittal Location: City of Miami - City Clerk 3500 Pan American Drive Miami FL 33133 US Buyer E-Mail Address: PBethel@miamigov.com Buyer Facsimile: (305)400-5340 Page 1 of 56 Certification Statement Please quote on this form, if applicable, net prices for the item(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 56 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: Will Subcontractor(s) be used? (Yes or No) Please list and acknowledge all addendum/addenda received. List the addendum/addenda number and date of receipt (i.e. Addendum No. 1, 7/1/07). If no addendum/addenda was/were issued, please insert N/A. If Proposer has a Local Office, as defined under Chapter 18/Articlle III, Section 18-73 of the City Code, has Proposer filled out, notarized, and included with its RFP response the "City of Miami Local Office Certification" form? YES OR NO? (The City of Miami Local Office Certification form is located in the Oracle Sourcing system ("iSupplier"), under the Header/Notes and Attachments Section of this solicitation) Has Proposer reviewed the Attached Sample Professional Services Agreement? Acknowledge that if awarded, Proposer will be required to execute the Professional Services Agreement in substantially the attached form. Page 3of5.6 Page 4 of 56 Line: 1 Description: Proposers are not required to enter a unit price on this line, Proposers shall submit their proposed prices on Form B-1, Price Proposal Schedule, located under the Header/Notes and Attachments section of this solicitation in the Oracle/iSupplier Sourcing System. Category: 91039-00 Unit of Measure: Dollar Unit Price: $ Number of Units: 1 Total: $ Page 5 of 56 Request for Proposals (RFP) 508383,8 Table of Contents Terms and Conditions 8 1. General Conditions 8 1.1. GENERAL TERMS AND CONDITIONS 8 2. Special Conditions 28 2.1. PURPOSE 28 2.2, INTRODUCTION 28 2.3. DEFINITIONS OF TERMS 29 2.4. PRE-PROPOSALCONFERENCE/SITE VISIT 29 2.5. DEADLINE FOR RECEIPT OF REQUEST FOR ADDITIONAL INFORMATION/CLARIFICATION 31 2.6. TERM OF CONTRACT 31 2.7. CONDITIONS FOR RENEWAL 31 2.8. EQUITABLE ADJUSTMENT 32 2.9. NON -APPROPRIATION OF FUNDS 32 2.10. MINIMUM QUALIFICATION REQUIREMENTS 32 2.11. CONTRACT EXECUTION 32 2.12. TRANSITION PERIOD 33 2.13. FAILURE TO PERFORM 33 2.14. INSURANCE REQUIREMENTS 33 2.15. CONTRACT ADMINISTRATOR 35 2.16. PERSONNEL 35 2,17. LOCAL DISABLED VETERANS' WORKFORCE PILOT PROGRAM 35 2,18. LOST AND FOUND/SCAVENGING 35 2.19. SUB -CONTRACTOR (s) or SUB -CONSULTANT (s) 35 2.20. PERFORMANCE BOND 36 2.21. KEY CHARGES AND SECURITY CHANGES 36 2.22. SECURITY 37 2.23. USE OF PREMISES 37 2.24. DAMAGES TO PUBLIC/PRIVATE PROPERTY 37 2.25. SAFETY 37 2.26. ADDITION/DELETION OF FACILITIES 38 2,27. TERMINATION 38 2.28. ADDITIONAL TERMS AND CONDITIONS 38 2.29. PRIMARY CLIENT (FIRST PRIORITY) 39 2.30. UNAUTHORIZED WORK 39 2.31. CHANGES/ALTERATIONS 39 2.32. INVOICING 39 2.33, METHOD OF PAYMENT 39 2.34. COMPENSATION 40 2.35. EVALUATION/SELECTION PROCESS AND CONTRACT AWARD 40 2.36. ADDITIONAL SERVICES/FACILITIES 41 2.37, RECORDS 41 2.38. TRUTH IN NEGOTIATION CERTIFICATE 41 3. Specifications 42 Page 6 of 56 Request for Proposals (RFP) 508383,8 3.1. SPECIFICATIONS/SCOPE OF WORK 42 4. Submission Requirements 53 4.1. SUBMISSION REQUIREMENTS 53 5. Evaluation Criteria 56 5.1. EVALUATION CRITERIA 56 Page 7 of 56 Request for Proposals (RFP) 508383,8 Terms and Conditions 1. General Conditions 1.1. 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, 1.1. 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 rnade, 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 perform 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: http://www.ci.miami.fl.us/procurement 1.5. ALTERNATE RESPONSES WILL NOT BE CONSIDERED. 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, each party shall bear their own 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 Page 8 of 56 Request for Proposals (RFP) 508383,8 the books, documents, papers and records pertinent to the Contract for 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 Tie 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 term 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 the City, the contract term shall conclude upon completion of the expressed or implied warranty periods. G. The 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 Page 9 of 56 Request for Proposals (RFP) 508383,8 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 the 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 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 are 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) - All 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 formal 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 formal 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 make, in order to deliver/perform the 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 unamortized 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, firm or corporation submitting a response Page 10 of 56 Request for Proposals (RFP) 508383,8 for the same items/services or with the City of Miami's Purchasing Department or initiating department. The 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 have 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. 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. I. 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. 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; the 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: Page 11 of 56 Request for Proposals (RFP) 508383,8 oral communications with the City purchasing staff, provided the communication is limited strictly to matters of process or 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 communications 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. This language is only a summary of the key provisions of the Cone of Silence. 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. A. Bidder/Proposer further agrees not to use or attempt to use any knowledge, property or resource which may be within his/her/its trust, or perform his/her/its duties, to secure a special privilege, benefit, or exemption for himself/herself/itself, or others. Bidder/Proposer may not disclose or use information not available to members of the general public and gained by reason of his/her/its position, except for information relating exclusively to governmental practices, for his/her/its personal gain or benefit or for the personal gain or benefit of any other person or business entity. B. Bidder/Proposer hereby acknowledges that he/she/it has not contracted or transacted any business with the City or any person or agency acting for the City, and has not appeared in representation of any third party before any board, commission or agency of the City within the past two years. Bidder/Proposer further warrants that he/she/it is not related, specifically the spouse, son, daughter, parent, brother or sister, to: (i) any member of the commission; (ii) the mayor; (iii) any city employee; or (iv) any member of any board or agency of the City. C. A violation of this section may subject the Bidder/Proposer to immediate termination of any professional services agreement with the City, imposition of the maximum fine and/or any penalties allowed by law. Page 12 of 56 Request for Proposals (RFP) 508383,8 Additionally, violations may be considered by and subject to action by the Miami -Dade County Commission on Ethics. 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 (Sec 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, the 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 the 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. (9) Any other cause judged by the City Manager to be so serious and compelling as to affect the Page 13 of 56 Request for Proposals (RFP) 508383,8 responsibility of the Contractual Party performing city Contracts. (c) 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 shall be provided promptly to the Contractual Party, along with a notice of said party's right to seek judicial relief. 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 furnish 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 terms 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 the 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 Page 14 of 56 Request for Proposals (RFP) 508383,8 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. 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 commodities/services defined within the scope of this formal solicitation at the price contained within vendor's response. Further, successful vendor shall deliver/perform 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 Formal 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 ; Page 15 of 56 Request for Proposals (RFP) 508383,8 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 terms 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, 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 to 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 terms 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. FLORIDA MINIMUM WAGE - The Constitution of the State of Florida, Article X, Section 24, states that Page 16 of 56 Request for Proposals (RFP) 508383,8 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 minimum 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 minimum 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 1st. At the 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, 1.39. 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. 1.40. 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. 1.41. 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 (IIHI) and/or Protected Health Information (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 the 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. 1.42 INDEMNIFICATION - Contractor shall indemnify , hold harmless and defend the City, its officials, officers, Page 17 of 56 Request for Proposals (RFP) 508383,8 agents, 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, recklessness or intentional wrongful misconduct of Contractor and persons employed or utilized by Contractor in the performance of this Contract and will indemnify, hold harmless and defend the City, its officials, officers, agents, directors and employees against, any civil actions, statutory or similar claims, injuries or damages arising or resulting from the permitted work, even if it is alleged that the City, its officials and/or employees were negligent. These indemnifications shall survive the term of this Contract. In the event that any action or proceeding is brought against City by reason of any such claim or demand, Contractor shall, upon written notice from City, resist and defend such action or proceeding by counsel satisfactory to City, The Contractor expressly understands and agrees that any insurance protection required by this Contract or otherwise provided by Contractor shall in no way limit the responsibility to indemnify, keep and save harmless and defend the City or its officers, employees, agents and instrumentalities as herein provided. The indemnification provided above shall obligate Contractor to defend at its own expense to and through appellate, supplemental or bankruptcy proceeding, or to provide for such defense, at City's option, any and all claims of liability and all suits and actions of every name and description which may be brought against City whether performed by Contractor, or persons employed or utilized by Contractor. This indemnity will survive the cancellation or expiration of the Contract, This indemnity will be interpreted under the laws of the State of Florida, including without limitation and which conforms to the limitations of §725,06 and/or §725.08, Fla. Statues, as amended from time to time as applicable. Contractor shall require all Sub -Contractor agreements to include a provision that they will indemnify the City. The Contractor agrees and recognizes that the City shall not be held liable or responsible for any claims which may result from any actions or omissions of the Contractor in which the City participated either through review or concurrence of the Contractor's actions. In reviewing, approving or rejecting any submissions by the Contractor or other acts of the Contractor, the City in no way assumes or shares any responsibility or liability of the Contractor or Sub -Contractor, under this Agreement. 1.43. FORMATION AND DESCRIPTIVE LITERATURE —Bidders/Proposer must 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. 1.44. INSPECTIONS - The City may, at reasonable times during the term 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. 1.45. 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 30 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. 1.46. 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 Page 18 of 56 Request for Proposals (RFP) 508383,8 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 shall 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, 305-416-1604. The 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 terms that may be granted to the Bidder/Proposer, 1.47. 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). 1.48. LOCAL PREFERENCE A. City Code Section 18-85, states, "when a responsive, responsible non -local bidder submits the lowest bid price, and the bid submitted by one or more responsive, responsible local bidders who maintain a local office, as defined in Section 18-73, is within fifteen percent (15%) of the price submitted by the non -local bidder, then that non -local bidder and each of the aforementioned responsive, responsible local bidders shall have the opportunity to submit a best and final bid equal to or lower than the amount of the low bid previously submitted by the non -local bidder. Contract award shall be made to the lowest responsive, responsible bidder submitting the lowest best and final bid. In the case of a tie in the best and final bid between a local bidder and a non -local bidder, contract award shall be made to the local bidder." B. City Code Section 18-86, states, "the RFP, RFLI or RFQ, as applicable, may, in the exercise of the reasonable professional discretion of the City Manager, director of the using agency, and the Chief Procurement Officer, include a five (5%) percent evaluation criterion in favor of proposers who maintain a local office, as defined in Section 18-73. In such cases, this five (5%) percent evaluation criterion in favor of proposers who maintain a local office will be specifically defined in the RFP, RFLI or RFQ, as applicable; otherwise, it will not apply. 1.49. MANUFACTURER'S CERTIFICATION - The 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 bidder/proposer must bear full liability. 1.50. MODIFICATIONS OR CHANGES IN PURCHASE ORDERS AND CONTRACTS - No contractor 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. 1.51. 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. Page 19 of 56 Request for Proposals (RFP) 508383,8 1.52. 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. 1.53. 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 the 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 on 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. 1.54. 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 bidder(s)/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. 1.55. 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 Miami 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. 1.56. ONE PROPOSAL - Only one (1) Response from an individual, firm, partnership, corporation or joint venture will be considered in response to this Formal Solicitation. 1.57. 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. 1.58. PARTIAL INVALIDITY - If any provision of this Contract or the application thereof to any person or Page 20 of 56 Request for Proposals (RFP) 508383,8 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. 1.59. 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. 1.60. 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 Bidder/Proposer 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, mustbe fully completed and typed or printed in ink and must be signed in ink with the firm's name and by an officer or employee having authority to bind the company or firm 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. 1.61. 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. 1.62. 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. Page 21 of 56 Request for Proposals (RFP) 508383,8 1.63. 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. 1.64. PROMPT PAYMENT —Bidders/Proposers may offer a cash discount for prompt payment; however, discounts shall not be considered indetermining 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 terms shall be 2% 20 days, effective after receipt of invoice or final 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. 1.65. 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, 1.66. 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. 1.67. 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. 1.68. 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 18, Article III, and agrees to allow access by the City and the public to all documents subject to disclosure under applicable law. Contractor shall additionally comply with the provisions of Section 119.0701, Florida Statutes, entitled "Contracts; public records". Contractor's failure or refusal to comply with the provision of this section shall result in the immediate cancellation of this Contract by the City. Page 22 of 56 Request for Proposals (RFP) 508383,8 1.69. 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. 1.70. 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. 1.71. REMEDIES PRIOR TO AWARD (Sec. 18-106) - 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. 1.72. RESOLUTION OF CONTRACT DISPUTES (Sec. 18-105) (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. (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 a notice of such party's right to seek judicial relief, provided that the protesting party shall not be entitled to such judicial relief without first having followed the procedure set forth in this section. 1.73. 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. 1.Protest of Solicitation. i. 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 Page 23 of 56 Request for Proposals (RFP) 508383,8 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 protestbased on any 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 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 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 Page 24 of 56 Request for Proposals (RFP) 508383,8 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. 1.74. SAMPLES - Samples of items, when required, must be submitted within the time specified at no expense to the City. If not destroyed by testing, bidders)/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. 1.75. SELLING, TRANSFERRING OR ASSIGNING RESPONSIBILITIES - Contractor shall not sell, assign, transfer or subcontract at any time during the term of the 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. 1.76. 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. 1.77. 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. 1.78. SUBMISSION AND RECEIPT OF RESPONSES - Responses shall be submitted electronically via the Oracle System or responses may be submitted in hardcopy format 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 IF'B, RFP, RFQ, or RFLI. NO EXCEPTIONS, Bidders/Proposers are welcome to attend the solicitation closing; however, no award will be made at that time. 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. Page 25 of 56 Request for Proposals (RFP) 508383,8 Directions to City Hall: FROM THE NORTH: I-95 SOUTH UNTIL IT TURNS INTO US1. US1 SOUTH TO 27TH AVE„ TURN LEFT, PROCEED SOUTH TO SO, BAYSHORE DR. (3RD TRAFFIC LIGHT), TURN LEFT, 1 BLOCK TURN RIGHT ON PAN AMERICAN DR. CITY HALL IS AT THE END OF PAN AMERICAN DR. PARKING IS ON RIGHT. FROM THE SOUTH: US1 NORTH TO 27TH AVENUE, TURN RIGHT, PROCEED SOUTH TO SO. BAYSHORE DR. (3RD TRAFFIC LIGHT), TURN LEFT, 1 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, each 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. 1.79. TAXES - The City of Miami is exempt from any taxes imposed by the State and/or Federal Government. 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. 1.80. 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. 1.81. 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 specifications, free of damage or Page 26 of 56 Request for Proposals (RFP) 508383,8 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. 1.82. 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. 1.83. 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. 1.84.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. 1.85. UNAUTHORIZED WORK OR DELIVERY OF GOODS- Neither the qualified Bidder(s)/Proposer(s) nor any of his/her employees shall perform 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, 1.86. 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 the name of the City, without prior express written permission of the City Manager or the City Commission. 1.87. 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. Page 27 of 56 Request for Proposals (RFP) 508383,8 2. Special Conditions 2.1. PURPOSE The purpose of this Solicitation is to establish a contract, for Janitorial Services for various City facilities, as specified herein, from a source(s), fully compliant with the terms, conditions and stipulations of the solicitation. 2.2. INTRODUCTION The City of Miami, hereinafter referred to as the City, as represented by various City Departments, is soliciting proposals fromwell established, experienced and qualified proposers for the purpose of providing expert and professional Janitorial Services for various City facilities located within the boundaries of the City of Miami, on a non-exclusive basis. Not all City facilities are included in this solicitation. For the purpose of this solicitation the departments will be divided into six (6) Groups, and then further broken down into facilities (For a list of the facilities to be serviced, see Exhibit 1, Groups and Service Locations). Group 1-General Services Administration (GSA) Group 2.. Department of Real Estate and Asset Management (DREAM) Group 3-Neighborhood Enhancement Team (NET) Group 4-Parks and Recreation Group 5-Police Group 6-Public Works, Solid Waste, Fire and Grants. Proposers may propose on one Group, multiple Groups, or all Groups. Being awarded one Group will not preclude the Proposer from being awarded another Group. In the event a selected Proposer (s) is terminated from the contract or in instances when the City requires additional contract services, the City may seek the services from the next highest ranked proposer in that Group. The City anticipates awarding contracts by Group, for a period of five years, with one, five year option to renew, at the City's sole discretion. NOTE: This is a performance based contract that focuses on outcomes. The scope of work addresses the results the City wants, the services the City will be looking at and the level of quality the City desires. The means and methods of achieving the objectives are the responsibility of the proposer. The City's objective is that each facility be well maintained in a manner that they are attractive to the patrons by maintaining a neat, clean, organized and safe environment for the general public and employees. Page 28 of 56 Request for Proposals (RFP) 508383,8 2.3. DEFINITIONS OF TERMS Definitions The following words and expressions used in this Solicitation shall be construed as follows, except when it is clear from the context that another meaning is intended: 1. The words "City Project Manager" to mean the individual, designee, or authorized representative responsible for administering the affairs of the premises. 2. The word "Facilities" to mean the City of Miami user departments. 3, The words "Performance Based Contract" to mean a contract whose scope of services is defined by the outcome desired and not by a detailed description on how the contractor is to perform its duties. 4. The words "Project Work" to mean cleaning/maintenance service provided by skilled, qualified persons, typically performed, for routine clients, on a quarterly or less frequency. 5. The word "Proposer" to mean the person, firm, entity or organization, as stated on the Solicitation Submittal Form, submitting a response to this Solicitation. 6. The words "Routine Tasks" to mean cleaning/maintenance service provided by general cleaning persons on a frequent schedule for maintaining a facility through day-to-day operations. 7. The words "Scope of Services" to mean Section 3,0 of this Solicitation, which details the work to be performed by the selected Proposer. 8. The words "Selected Proposer" to mean the Proposer that receives any award of a contract from the City as a result of this Solicitation, 9. The words "Selected Proposer personnel" to mean employees of the selected Proposer. 10. The word "Solicitation" to mean this Request for Proposals (RFP) document, and all associated addenda and attachments. 11. The word "Subcontractor" to mean any person, firm, entity or organization, other than the employees of the selected Proposer, who contracts with the selected Proposer to furnish labor, or labor and materials, in connection with the Services to the City, whether directly or indirectly, on behalf of the selected Proposer. 12. The words "Work", "Services", "Program", or "Project" to mean all matters and things that will be required to be done by the selected Proposer in accordance with the Scope of Services and the terms and conditions of this Solicitation. 2.4. PRE-PROPOSALCONFERENCE/SITE VISIT A Voluntary Pre -Proposal Conference and Site Visit immediately following of the Miami Riverside Center (MRC), a GSA Facility, will occur on Thursday, October 1, 2015, 11:OOAM, at Miami Riverside Center, 444 SW 2nd Avenue, 10th Floor North Conference Room. A discussion of the requirements of the solicitation will occur at that Page 29 of 56 Request for Proposals (RFP) 508383,8 time. The purpose of the pre -proposal conference is to allow potential Proposers an opportunity to present questions to staff and obtain clarification of the requirements of the solicitation documents, Each potential Proposer is required, prior to submitting a Proposal, to acquaint itself thoroughly with 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, Site visits must be completed by October 15, 2015 and Proposers will need to contact the below individuals to arrange dates and times for visits: Department of Real Estate and Asset Management (DREAM) Little Haiti Cultural Center Sandy Dorsainvil, (305) 960-2967 or sdorsainvil@miamigov.com Edward Duffle, (305) 960-2971 or eduffie@miamigov.com Black Police Precinct & Museum Miguel Valentin, (305) 679-6868 Manuel Artime Community Center Yunior Santana, (305) 960-4686 or ysantana@miamigov.com Millagros Diaz de Villegas, (305) 960-4684 or mdiazdevillegas@miamigov.com Dinner Key Marina -Marina (New Building) Stephen Bogner, (305) 372-4753 or sbogner@miamigov.com Marine Stadium Marina Jose Banos, (305) 361-3316 or jbanos@miamigov.com MIAMarina @ Bayside Daniel Muelhaupt, (305) 960-5180 or dmuelhaupt@miamigov.com Neighborhood Enhancement Team (NET) Zimiri Prendes, (305) 960-5115 or zprendes@miamigov.com Parks and Recreation Zha.oming Guan, (305) 416-1311. or zguan@miamigov.com Police Clyde Knight, (786) 290-1400 or clyde.knight@miami-police.org General Services Administration (GSA) MRC Juan Oves, (305) 416-1467 or joves@miamigov.com Page 30 of 56 Request for Proposals (RFP) 508383,8 Administration Building Jennifer Ramirez, (305) 329-4853 or jramirez@miamigov.com Property Maintenance Nelso Garcia, (305) 329-4830 or negarcia2@miamigov.com Fire Troy Sutton, (954) 557-3473 or tasutton@miamigov.com Public Works/Solid Waste Cindy Baez, (305) 960-2803 or cbaez@miamigov.com Green Lab Ajani Stewart, (305) 960-5191or astewart@miamigov.com 2.5. DEADLINE FOR RECEIPT OF REQUEST FOR ADDITIONAL INFORMATION/CLARIFICATION Any questions or clarifications concerning this solicitation shall be submitted by email or facsimile to the Purchasing Department, Attn: Pearl Bethel, CPPB; fax: (305) 400-5340 or email: pbethel@miamigov.com. The solicitation title and number shall be referenced on all correspondence. All questions must be received no later than October 15, 2015, 2:00 pm. 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. 2.6. TERM OF CONTRACT The Proposer(s) qualified to provide the service(s) requested herein (the "selected Proposer(s)") shall be required to execute a contract ("Contract") with the City, which shall include, but not be limited to, the following terms: (1) The term of the Contract(s) shall be for five (5) years with an option to renew for one (1) additional five (5) years period. (2) The City shall have the option to extend or terminate the Contract. Continuation of the contract beyond the initial period is a City prerogative; not a right of the Proposer. This prerogative will be exercised only when such continuation is clearly in the best interest of the City. 2.7. CONDITIONS FOR RENEWAL Each renewal of this contract is subject to the following: (1) Continued satisfactory performance compliance with the specifications, terms and conditions established herein, (2) Availability of funds Page 31 of 56 Request for Proposals (RFP) 508383,8 2.8. EQUITABLE ADJUSTMENT The Procurement 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: (1) the volatility is due to circumstances beyond the successful proposer(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 proposer(s) that continued performance of the contract would result in a substantial loss. Successful proposer(s) might have to supply documentation to justify any requested percentage increase in cost to the City of Miami. 2.9. 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 the selected Proposer 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). 2.10. MINIMUM QUALIFICATION REQUIREMENTS In order to maintain the City's facilities at a high level, the City is seeking qualified experienced Proposers who shall provide quality service. Proposals shall be considered only from firms that are regularly engaged in the business of providing janitorial services as described herein; and who can meet or exceed the minimum qualifications established below: Proposers shall satisfy each of the following requirements cited below. Failure to do so will result in the Proposal being deemed non -responsive. The selected Proposer shall: a) Provide one (1) full-time on -site Supervisor at each City facility at all times during the scheduled work hours. The on -site Supervisor shall be knowledgeable in their area of responsibility and have no less than twelve (12) months experience working in facilities equivalent in size and scope of work, in the last twenty-four (24) months while performing in the same capacity; b) Provide a current copy of the occupational license with proposal submittal; c) Possess sufficient resources and personnel available for committing to a contract for the awarded Group (s) for the provisions of janitorial services; d) Have a record of performance of no less than five (5) consecutive years, operating under the same name, and performing janitorial services for commercial or government entities, similar in nature and scope as described in the specifications herein; and e) 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. 2.11. CONTRACT EXECUTION Page 32 of 56 Request for Proposals (RFP) 508383,8 The selected Proposer(s) evaluated and ranked in accordance with the requirements of this Solicitation, shall be awarded an opportunity to negotiate a contract ("Contract") with the City. The City reserves the right to execute or not execute, as applicable, a Professional Services Agreement ("Agreement") with the selected Proposer(s) in substantially the same form as the draft Agreement included as part of this solicitation. 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. 2.12. TRANSITION PERIOD The selected Proposer (s) shall have sixty (60) days from award of the contract to be fully transitioned into all of the facilities for the Group (s) awarded, The City Project Manager will coordinate selected Proposer (s) activities with those of the current vendor to ensure an orderly transition. At the conclusion of the contract which includes any exercised option -to -renew period or extensions, the selected Proposer (s) shall coordinate his/her activities with any new awardee to ensure an orderly transition. 2.13. FAILURE TO PERFORM Should it not be possible to reach the selected Proposer or selected Proposer's supervisor, and/or should remedial action not be taken within 48 hours of any failure to perform according to specifications, the City reserves the right to declare selected Proposer in default of the contract or make appropriate reductions in the contract payment. 2.14. INSURANCE REQUIREMENTS INDEMNIFICATION Selected Proposer 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 selected Proposer's performance under the provisions of the contract, including all acts or omissions to act on the part of selected Proposer, including any person performing under this Contract for or on selected Proposer's behalf, provided that any such claims, liabilities, 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 result 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 selected Proposer shall furnish to City of Miami, c/o Procurement 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 Employer's Liability A. Limits of Liability $100,000 for bodily injury caused by an accident, each accident $100,000 for bodily injury caused by disease, each employee $500,000 for bodily injury caused by disease, policy limit (2) Commercial General Liability (Primary and Non -Contributory): Page 33 of 56 Request for Proposals (RFP) 508383,8 A. Limits of Liability Bodily Injury and Property Damage Liability - Each Occurrence: $1,000,000 General Aggregate Limit: $2,000,000 Products and Completed Operations and Fire Damage: $1,000,000 Personal and Adv. Injury $1,000,000 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 B. Endorsements Required: City of Miami included as an Additional Insured (4) Crime Coverage -Insuring Agreements 1 & 2 (Employee Theft and Forgery and Alteration) A. Limits of Liability-$100,000 City of Miami listed as loss payee 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 selected Proposer. All 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 selected Proposer 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 selected Proposer 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: (4) Suspend the contract until such time as the new or renewed certificates are received by the City in the manner prescribed in the Request for Proposal. (5) The City may, at its sole discretion, terminate this contract for cause and seek re -procurement damages from the selected Proposer in conjunction with the General and Special Terms and Conditions of the Request for Proposal. Page 34 of 56 Request for Proposals (RFP) 508383,8 The selected Proposer 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 terms that may be granted to the selected Proposer. 2.15. CONTRACT ADMINISTRATOR Upon award, the selected Proposer shall report and work directly with the awarded Group (s) City Project Manager, who shall be designated as the Contract Administrator. 2.16. PERSONNEL Selected Proposer shall have the ability to provide the required personnel at all times to perform all the specifications of this solicitation. This shall include holidays and weekends when required, and the ability to immediately backfill any regularly scheduled personnel who fail to report for their normal work tour. When work is required for nonscheduled periods, the City will provide the selected Proposer at least two days advance notice unless deemed an emergency. 2.17. LOCAL DISABLED VETERANS' WORKFORCE PILOT PROGRAM Pursuant to Resolution No. R-15-0334, this solicitation is subject to the Local Disabled Veterans' Workforce Pilot Program (see attached Exhibit A). Local disabled Veteran's Workforce participation requirements shall apply only to contracts with a contract value greater than $50,000, and with an on -site labor component greater than or equal to 25% of the contract value. 2.18, LOST AND FOUND/SCAVENGING Selected Proposer's employees shall deliver any lost and found items to the counter in the lobby area of each facility or to the City Project Manager/designee daily and note the items and where they were found on the Daily Report Form. Scavenging of any of the selected Proposer's personnel is prohibited. The City Project Manager may require removal from employment within his/her assigned facility any employee who scavenges. If it is determined by investigation and proper documentation that Selected Proposer's employees have unlawfully removed any property from a City facility, selected Proposer is liable and will reimburse the City, City employee(s), the general public or any other party that suffered damage(s). Failure to reimburse the City within thirty days shall result in the City contracting with the selected Proposers bonding company. 2.19. SUB -CONTRACTOR (s) or SUB -CONSULTANT (s) A Sub -Consultant, herein known as Sub-Contractor(s) is an individual or firm contracted by the selected Proposer or selected Proposer's firm to assist in the performance of services required under this Solicitation. A Sub -Contractor shall be paid through the selected Proposer or selected Proposer's firm and not paid directly by the City. Sub -Contractors are allowed by the City in the performance of the services delineated within this Solicitation. Selected Proposer must clearly reflect in its Proposal the major Sub -Contractors to be utilized in the performance of Page 35 of 56 Request for Proposals (RFP) 508383,8 required services. The City retains the right to accept or reject any Sub -Contractors proposed in the response of selected Proposer or prior to contract execution. Any. and all liabilities regarding the use of a Sub -Contractor shall be borne solely by the selected Proposer and insurance for each Sub -Contractors must be maintained in good standing and approved by the City throughout the duration of the Contract. Neither selected Proposer nor any of its Sub -Contractors are considered to be employees or agents of the City. Failure to list all Sub -Contractors and provide the required information may disqualify any proposed Sub -Contractors from performing work under this Solicitation. Proposers shall include in their Responses the requested Sub -Contractor information and include all relevant information required of the Proposer. In addition, within five (5) working days after the identification of the award to the selected Proposer, the selected Proposer shall provide a list confirming the Sub -Contractors that the selected Proposer intends to utilize in the Contract, if applicable. The list shall include, at a minimum, the name, location of the place of business for each Sub -Contractor, the services Sub -Contractor will provide relative to any contract that may result from this Solicitation, any applicable licenses, references, ownership, and other information required of the selected Proposer. 2.20. PERFORMANCE BOND Within ten (10) working days following notice of award by the City, the selected Proposer shall furnish to the City of Miami, a Performance Bond in the total amount of the Cost to the City for the period of the contract (to be determined at the time of award). The Performance Bond can be in the form of a Cashier's Check, made payable to the City of Miami; a bond written by a surety company authorized to do business in the State of Florida and shall comply with State Statute 287.0935; or an Irrevocable Letter of Credit. If the latter is chosen, it must be written on a bank located in Miami -Dade County, be in the amount of the contract and should clearly and expressly state that it cannot be revoked until express written approval has been given by the City of Miami. The City, to draw on same, would merely have to give written notice to the bank with a copy to the selected Proposer. 2.21. KEY CHARGES AND SECURITY CHANGES Selected Proposer will be required to sign for each key, electronic access control card, and/or alarm access code issued. If a Selected Proposer loses a key or access card he/she will be required to pay the replacement fee for the cost of having duplicates made or changes in the security system. There will be a charge minimum charge of $25.00 for each time the alarm code must be changed. If a breach of security results from the loss of keys/cards, requiring that locks be re-keyed/programmed, a minimum additional charge of $100.00 for each lock will be made. If the loss requires that a lock be changed, selected Proposer will reimburse the City for the cost of replacing the lock. These charges will be deducted from monthly payments made to the Selected Proposer. Keys shall not be duplicated except by the City Project Manager/designee or with explicit written consent from the City Project Manager. Special markings are provided to monitor compliance. Selected Proposer's personnel will be given access to building alarm codes, these codes shall not be transmitted in any way to anyone other than the on -site supervisor of the cleaning crew. Alarms shall be disarmed upon entering a Page 36 of 56 Request for Proposals (RFP) 508383,8 facility and re -armed upon completion of the day's service. Any fines/fees which result from false alarms due to incorrect disarming/arming procedures shall be deducted from the selected Proposer's invoice. The City reserves the right to bar any selected Proposer's employee from working on this contract because of false alarms. 2.22. SECURITY The selected Proposer shall abide by all City security procedures, rules and regulations, and shall cooperate with City security personnel. Any principal or employee of the selected Proposer may be subject to a security check performed by the City of Miami Police Department prior to contract award or at any time during the term of the contract. 2.23. USE OF PREMISES The selected Proposer shall confine his/her equipment, apparatus, the storage of materials, and the operation of his/her workmen to the limits indicated by law, ordinances, permits, or direction of the City Project Manager, and shall not unreasonably encumber the premises with his/her materials. The selected Proposer shall take all measures necessary to protect his own materials. 2.24. DAMAGES TO PUBLIC/PRIVATE PROPERTY The selected Proposer 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 selected proposer, 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). 2.25, SAFETY Selected Proposer shall conduct his work so as to interfere as little as possible with the day to day business of the facility. Selected Proposer shall take all necessary precautions for the safety of employees, and shall erect and properly maintain at all times all necessary safeguards for the protection of the employees and the public. Danger signs warning against hazards created by his/her operation and work in progress must be posted. All employees of the selected Proposer shall be expected to wear, appropriate clothing, when and wherever applicable. The selected Proposer shall use only equipment that is fully operational and in safe operating order. Selected Proposer shall be especially carefulwhen servicing property when pedestrians and/or vehicles are in close proximity work shall cease until it is safe to proceed. Page 37 of 56 Request for Proposals (RFP) 508383,8 If either party to the Agreement shall suffer damage to its property or injury to its personnel because of any wrongful act or neglect of the other party or its employees, reimbursement of the parties' loss shall be made. Claims shall be made in writing to the party liable within seven (7) days of the first observation of such damage or injury, unless extension of the time to file a claim is expressly granted by the party liable. 2.26. ADDITION/DELETION OF FACILITIES Although specific facilities are identified in Exhibit 1, Group and Service Locations, it is hereby agreed and understood that any City facility may be added to and any awarded facility may be deleted from this contract at the option of the City. When an addition to the contract is required, selected Proposer's under this contract and other suppliers, as deemed necessary shall be invited to submit price quotes for these new facilities. If this quote is comparable with market prices offered for similar facilities, the Proposer and facility (ies) 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. 2.27. TERMINATION A. FOR DEFAULT If selected Proposer 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 selected Proposer shall be liable for damages including the excess cost of procuring similar supplies or services: provided that if, (1) it is determined for any reason that the selected Proposer was not in default or (2) the selected Proposer'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 selected Proposer 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. r 2.28. ADDITIONAL TERMS AND CONDITIONS No additional terms and conditions included as part of your solicitation response shall be evaluated or considered, and any and all such additional terms 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 Conditions and Special Conditions in this solicitation are the only conditions applicable to this solicitation and that the proposer's authorized signature affixed to the proposer's acknowledgment form attests to this. If a Professional Services Agreement (PSA) or other Agreement is provided by the City and is expressly included as part of this solicitation, no additional terms or conditions which materially or substantially vary, modify or alter the terms or conditions of the PSA or Agreement, in the sole opinion and reasonable discretion of the City will be considered. Any and all such additional terms and conditions shall have no force or effect and are inapplicable to this PSA or Page 38 of 56 Request for Proposals (RFP) 508383,8 Agreement, 2.29. PRIMARY CLIENT (FIRST PRIORITY) The selected 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 selected 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 storms or any other public emergency impacting various areas during or approximately the same time. 2.30. UNAUTHORIZED WORK The selected Proposer(s) shall not begin work until a Purchase Order is received. 2.31. CHANGES/ALTERATIONS Proposer may change or withdraw a Proposal at any time prior to Proposal submission deadline; however, no oral modifications will be allowed. Written modifications shall not be allowed following the proposal deadline, 2.32. INVOICING The City's Finance Department requires that original invoices be forwarded to a prescribed address as denoted in every Purchase Order. However, selected Proposer (s) shall forward a hardcopy of any original invoice to the City Project Manager. Invoice must have the following information as a minimum:. Description of service; Unit and total cost; Purchase Order Number; Address of facility (les) in which the services related to the invoice were performed; Invoice number; and Time period of service. 2.33. 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, All such information shall be provided to the City Project Manager of the City facility (ies) 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 selected Proposer upon completion and acceptance. Damages caused by the selected Proposer's employees shall be estimated by the City Project Manager and computed actual costs of repairs shall be deducted from the selected Proposers total monthly billing (s). Proven theft made by the selected Proposer's employees shall result in the replacement of the identified item (s) and Page 39 of 56 Request for Proposals (RFP) 508383,8 all replacement costs shall be deducted from the successful Proposer's total monthly billing (s). 2.34. COMPENSATION Each Proposer shall detail any and all fees and costs to provide the required services as detailed in Section III, Scope of Services herein, on Form B-1, Price Proposal Schedule. The City reserves the right to add or delete any service or facility, at any time. Should the City determine to add an additional service or facility for which pricing was not previously secured, the City will ask the selected Proposer to provide reasonable cost (s) for same. Should the City determine the pricing unreasonable, the City reserves the right to negotiate cost (s) to seek another vendor for the provision of said service (s). Failure to submit compensation proposal as required shall disqualify proposer from consideration. 2.35. EVALUATION/SELECTION PROCESS AND CONTRACT AWARD The procedure for response evaluation, selection and award is as follows: (1) Solicitation issued; (2) Receipt of responses; (3) Opening and listing of all responses received; (4) The Procurement staff will review each submission for compliance with the submission requirements of the solicitation, including verifying that each submission includes all documents required; (5) An Evaluation Committee, appointed by the City Manager, comprised of appropriate City Staff and members of the community, as deemed necessary, with the appropriate technical expertise and/or knowledge, shall meet to evaluate each response in accordance with the requirements of this solicitation and based upon the evaluation criteria as specified herein; (6) The Evaluation Committee reserves the right, in its sole discretion, to request Proposers to make oral presentations before the Committee as part of the evaluation process. The presentation may be scheduled at the convenience of the Evaluation Committee and shall be recorded; (7) The Evaluation Committee reserves the right to rank the proposals and shall make its recommendation to the City Manager requesting the authorization to negotiate. No Proposer(s) shall have any rights against the City arising from such negotiations thereof; (8) The City Manager reserves the right to reject the Committee's recommendation to negotiate, and instruct the Committee to re-evaluate and make another recommendation, or reject all proposals. No Proposer(s) shall have any rights against the City arising from such termination thereof; (9) If the City Manager accepts the Committee's recommendation to negotiate, Procurement will negotiate a final contract with the successful Proposer, and submit a recommendation to award a contract (s) to the City Manager; (10) The City Manager shall then submit his or her award recommendation and negotiated contract (s) to the City Commission for approval. Written notice shall be provided to all proposers. (11) If the City Manager accepts the award recommendation, the City Manager's recommendation for award of contract will be posted on the City of Miami Procurement 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 Proposer must contact the Contracting Officer for that solicitation to obtain the suppliers names. Page 40 of 56 Request for Proposals (REP) 508383,8 (12) After reviewing the City Manager's recommendation, the City Commission may: 1. Approve the City Manager's award recommendation and negotiated contract(s); 2. Reject all proposals; 3. Reject all proposals and instruct the City Manager to reissue a solicitation; or 4. Reject all proposals and instruct the City Manager to enter into competitive negotiations with at least three individuals or firms possessing the ability to perform such services and obtain information from said individuals or firms relating to experience, qualifications and the proposed cost or fee for said services, and make a recommendation to the city commission. 'I'he decision of the City Commission shall be final. Written notice of the award shall be given to the successful proposer. 2.36. ADDITIONAL SERVICES/FACILITIES Services at facilities not specifically identified in this request may be added to any resultant contract upon successful negotiation and mutual consent of the contracting parties. 2.37. RECORDS During the contract period, and for a least five (5) subsequent years thereafter, selected Proposer shall provide City access to all files and records maintained on the City's behalf, 2.38. TRUTH IN NEGOTIATION CERTIFICATE Execution of the resulting agreement by the selected Proposer shall act as the execution of truth -in -negotiation certificate stating that wage rates and other factual unit costs supporting the compensation of the resulting Agreement are accurate, complete, and current at the time of contracting. The original contract price and any additions thereto shall be adjusted to exclude any significant sums by which City determines the contract price was increased due to inaccurate, incomplete, or non -current wage rates and other factual unit costs. All such contract adjustments shall be made within one (1) year following the end of the Agreement. Page 41 of 56 Request for Proposals (RFP) 508383,8 3. Specifications 3.1. SPECIFICATIONS/SCOPE OF WORK 1. OVERVIEW The City desires to contract expert and professional Janitorial Services for various City facilities within the City boundaries, All facilities are required to be well maintained, attractive and safe for the general public and employees. Facilities are listed under six (6) groups (Groups 1 through 6). Only those City facilities listed in Exhibit 1, Groups and Service Locations shall be provided Janitorial Services under this contract. The facilities are categorized by Department. The City reserves the right, but is not obligated, to add or delete facilities and services during the term of the contract, and any extension or renewal thereof, issued as a result of this RFP. The City will consider renewing the contract only if the selected Proposer has met the Acceptable Quality Levels (AQL's) as described in Section 7 below. 2. PERFORMANCE STANDARDS Services performed under this Contract shall be subject to inspection and approval by the City Project Manager. This section outlines the minimum acceptable cleaning standards for the Tasks shown in Section 3, below and any other tasks that are necessary to achieve these standards, The following standards of performance are minimum recommendations and do not supersede the use of materials or methods that will achieve better results as defined by the City. A. All Floors Floors and entrances are clean and free of dirt streaks, dust balls, cob -webs, dirt, trash and there is no foreign matter in corners, under furniture or equipment, behind doors or on stair landings and treads, No dirt is left where sweepings were picked up. Carpet nap lies in one direction. Floors with resilient type covering are clean and polished in appearance. Threshold plates are clean and soil has been removed from the elevator door tracks. Tile, Marble and Granite floors shall have a clean and polished appearance per manufacturer's requirements. E. Waste and Recycling Receptacles Spot cleaned as required with replacement liners installed. All trash and refuse removed to designated areas. Office containers marked and designated for recyclable paper are emptied when full and the material is deposited in the containers indicated for "paper only", as directed. Page 42 of 56 Request for Proposals (RFP) 508383,8 C. Glass Doors, Partitions, Hardware and Trim Glass surfaces are without streaks, film, deposits and stains, and have a uniformly bright appearance with adjacent surfaces wiped clean. D. Light Switches No fingerprints or smudges on switches or adjacent wall. E. Walls. Up To a Height of 96" (8') Wall surfaces and exposed pipes and equipment: have a uniformly clean appearance and are substantially free from dirt, stains, streaks, lint, cobwebs and cleaning marks. Painted surfaces have not been unduly damaged and hard finish wainscot or glazed ceramic tile surfaces are bright, free of film streaks and deposits. F. Doors, Doorframes, Woodwork, File Cabinets, Desks, Cubicles and Shelves Smudges, marks, spots and dusts have been removed and areas disinfected without causing discoloration. G. Fire Extinguishers, Hose Cabinets, etc. Smudges, marks or spots have been removed without causing discoloration. H. Fan Vents and Baseboards Air vents (wall and floor) are clean. There are no heel marks or soil on baseboards. There are no oils, spots or smudges on dusted surfaces caused by dusting tools. Cleaning has been done without causing discoloration. I. Restrooms Floors around urinals and commodes are free of odors and stains and the facility has a uniformly clean appearance throughout. Bright metal has a polished appearance. The floor area is void of visible dirt and debris including wads of gum, tar and similar substances and is clean and free of water streaks, mop marks, string etc, and present an overall appearance of cleanliness. Porcelain fixtures are clean, bright, disinfected and deodorized; there is/are no dust, dirt, spots, stains, rust, mold, incrustation or excess moisture. Dividing partitions shall be wiped down and disinfected. Over -spray of chemicals is not visible on surrounding walls, floors or fixtures. J, Mirrors Mirrors are clean and free of dirt, grime, streaks, excessive moisture and are not cloudy. K. Metal Dispensers Bright metal has a polished appearance. Over -spray of chemicals are not on surrounding walls, floors or fixtures. L. Sinks , Fixtures and Counter Tops (where applicable) Page 43 of 56 Request for Proposals (RFP) 508383,8 All fixtures are clean, bright, disinfected and deodorized; there is/are no dust, dirt, spots, stains, rust, mold, incrustation or excess moisture. Walls and floor adjacent to fixtures are free of spots, drippings and watermarks. M. Dispensers Dispensers are full but not overfilled or packed so as to adversely affect their operation or cause unintended waste of their contents when used. N. Tables and Chairs Tables, counters, chairs and chair legs are clean of dirt and debris and free of dirt streaks. Tables and chairs need to be wiped down in their entirety and disinfected every day. Tables have been aligned and squared to the room and the chairs have been left in proper position under the table(s). 0. Drinking Fountains Drinking fountains are clean, polished and disinfected. Water residue has been removed from top, mouthpiece, sides, and adjacent walls and floor, There is no evidence that harsh abrasive cleaners have been used. The fixtures are free of trash, ink, coffee grounds, etc. and nozzles are free of incrustations and are free flowing. Chemical cleaners or polishes have not been allowed to touch or damage wall surfaces. P. Entrance Mats Mats are clean and free of dirt streaks, dust balls, dirt, trash and there is no foreign matter in corners, stair landings or treads. Q. Light Fixtures and Ceiling Vents Light fixtures and lenses and ceiling vents are free from dirt, stains, streaks, lint, cobwebs and cleaning marks. Cleaning has been done without causing discoloration. R. Windows Glass is clean and free of dirt, grime, streaks, excessive moisture and is not cloudy. Window sills, and casework about interior glass and other such surroundings have been thoroughly wiped free of drippings and other watermarks. Insulating/reflective film, if present, has not been damaged. Cleaning staff shall be responsible for cleaning all glass that can be reached on a 10 foot ladder or with a 16 foot extension pole. If interior glasses are higher than 16 feet, selected Proposer shall provide necessary equipment to clean current interior height in addition to outside glass of first floor only. 3. SERVICE REQUIREMENTS An anticipated minimum set of work tasks are listed below, The selected Proposer shall perform any additional tasks deemed necessary to meet the performance standards. All work shall be performed in strict accordance with the conditions, provisions, and standards, described herein and all supplies, labor, material, components, equipment and accessories necessary to provide the services shall conform to the best practice known to the trade in design, quality, material and workmanship and are subject to the standards described in full. Page 44 of 56 Request for Proposals (REP) 508383,8 Services, in addition to or separate from the services specified herein, may be deemed necessary by the City's Project Manager. The selected Proposer may be requested to perform additional or special services for events such as dedication events or other such unusual events, moving furniture and supplies, special cleaning requirements outside of the regular schedule, etc, The selected Proposer will be reimbursed for the cost of the materials needed for the cleaning services for the special event at the prices proposed and for labor on the basis of the prices set forth in the Proposal. The selected Proposer shall.: 1. Provide all equipment and tools (including their maintenance), supplies (i.e., toilet paper, paper towels, soap, disinfectants, large plastic bags for garbage collection, etc.) and materials necessary for the performance of the work at the City facilities, except were specified. The selected Proposer shall distribute the supplies to the needed facilities and insert them in the dispensers. The selected Proposer shall be responsible for seeing that inventory levels are maintained, The City will be responsible for the mechanical operation of the restrooms and any required repairs to toilets, dispensers, lighting or holders, etc. 2. Be responsible for determining the type, quality and characteristics of all materials, which shall be used in the facilities to be serviced. The selected Proposer shall be responsible for the determination of the proper cleaning method for each facility serviced, so that the City facilities shall remain in good and proper condition, ordinary wear and tear and unavoidable accidents expected. 3. Supply all materials to be used. Materials shall be in accordance with governmental standards, to include, but not be limited to, those issued by the Occupational Safety and Health Administration (OSHA), the National Institute of Occupational Safety Hazards (NIOSH), and the National Fire Protection Association (NFPA). Before beginning the work of the Contract, the selected Proposer shall submit to the City Project Manager a list giving the name of the manufacturer and the brand name of each of the materials that he proposes to use in the performance of the work. The selected Proposer shall not use any material, which the City determines would be unsuitable for the purpose or harmful to the surfaces to which applied or to any other part of the buildings, its contents or equipment. Care to protect all staff and occupants from dangerous or obnoxious odors or products is required. All materials and supplies as approved for execution of this Contract shall be in original containers with labels securely affixed until consumed. Approval by the City does not relieve the selected Proposer for full responsibility and liability for using the correct equipment, supplies and material. All floor finishes, floor sealer, floor stripper, grout cleaners, germicidal cleaner, disinfecting cleaner, carpet cleaner, supplies, detergents, spotter, metal and wood polishes, etc. must be registered with the United States Department of Agriculture. All supplies must be used in accordance with the manufacturer's recommendations and instructions, and all containers must be labeled with the manufacturer's brand name, name of product, and its recommended use. The City reserves the right to require selected Proposer to substitute, modify or alter such materials, provided however; such requirements shall be reasonably exercised, 4. Exercise precautions at all times for the protection of persons and property. Selected Proposer performing services under this contract shall conform to all relevant OSHA, State and City regulations during the course of such effort. Any fines levied by the above mentioned authorities for failure to comply with these requirements shall be borne solely by the selected Proposer. Barricades and applicable signs shall be provided and put in place by the selected Proposer when work is performed in areas traversed by persons, or when deemed necessary by the City Page 45 of 56 Request for Proposals (RFP) 508383,8 Project Manager. 5, Keep its portion of the allocated space in accordance with applicable regulations and codes such as fire and health, The use of such allotted space shall be the selected Proposer's responsibility and any damage to property or injury to persons resulting from the selected Proposer's use of allotted space shall be the selected Proposer's sole liability. The City reserves the right to reclaim any of the allotted space. In exercising this right, the City will endeavor to provide other suitable space for the selected Proposer's use. 6. Furnish and provide all equipment required by the selected Proposer in performance of its duties, as set forth herein, at its sole expense. All equipment used in the janitorial and cleaning operation of City facilities must be clean and in good safe operating conditions as required by OSHA. Equipment with broken or exposed electric wires shall not be used. The City reserves the right to require the selected Proposer to replace, substitute or modify its equipment if harmful to the City or its operation. Upon completion of the workday, all equipment shall be properly stored or removed from the facility. No equipment or supplies shall be left out in the open. 7. Provide an adequate number of trained and qualified supervisory personnel capable of providing the necessary supervision to satisfy the contract during all services being performed at each facility. The supervisory personnel shall be accessible to selected Proposer's employees at all times and be responsible for monitoring personnel activities and resolving any service problems with the designated City Project Manager. The selected Proposer's supervisory personnel shall be literate and fluent in the English language, because of the necessity to read chemical labels, job instructions and signs, as well as the need for conversing with City personnel. The selected Proposer's on site supervisory personnel shall also be literate and fluent in the primary language of the janitorial staff. All supervisory personnel shall have an intimate knowledge of the various cleaning tasks, equipment and materials so as to be able to maintain and control an effective inspection and follow-up program. The supervisory personnel shall be authorized to represent and act on behalf of the selected Proposer. 8. Provide janitorial staffing that will accommodate the hours of operation for the specific facility as indicated by the City Project Manager for that facility (i.e., 6am-3pm, 5pm-1 1pm, llpm-7am, etc.) 9. Provide and equip all supervisory personnel with a communication device such as a cell phone or similar independent communication device. 10, Prepare and provide the City Project Manager with a schedule(s), which shall be maintained by the selected Proposer, to show the status of work in progress and dates various periodic projects are scheduled and completed (such as monthly, yearly and as requested tasks). An up-to-date copy of this schedule shall be furnished to the City Project Manager whenever there is a change to a schedule, These schedules will include, but not be limited to the tasks listed below. 11. Provide 24 hour, 7 days a week Emergency Service to the City. During regular working hours, Monday through Friday, 8:00 A.M. to 5:00 P.M., or hours specified by that facilities City Project Manager, emergency service response time shall be within one (1) hour after verbal notification later confirmed in writing by the City Project Manager. Page 46 of 56 Request for Proposals (RFP) 508383,8 During other than regular working hours, the emergency response time shall be within two (2) hours after notification by the City. Emergency work will be considered any unforeseen unanticipated work not listed under routine/project work. For the purpose of this clause, response time will mean "on -site and prepared to work". If the selected Proposer(s) cannot provide assistance in the time specified by the City, the City has the option to seek other vendors. If the emergency situation was caused by the selected Proposer(s), the City shall have the immediate right to complete the work to its satisfaction and deduct the amount necessary from the following month's payment to recover the City's cost to correct the situation. Selected Proposer(s) shall have a phone number where they can be immediately contacted 24 hrs. a day. Notes: 1. No janitorial and cleaning services willbe required on City observed legal holidays or when closed for emergency or other reasons unless otherwise indicated by that facility's City Project Manager. Scheduled janitorial and cleaning services, which fall on a City -observed legal holiday, shall be re -scheduled for a later date at a mutually beneficial time and date established between the selected Proposer and the City. The current City -observed holidays are: New Year's Day, Martin Luther King's Birthday, President's Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran's Day, Thanksgiving Day, Friday after Thanksgiving Day, and Christmas Day. 2. Due to seasonal demands some facilities may require additional supplies. Selected Proposer shall be responsible for maintaining adequate supply levels at all times. 4. PERSONNEL The work involved in this Contract shall be accomplished by personnel regularly employed by the selected Proposer, except that of window washing, carpet and floor cleaning, which may be performed by a subcontractor. The selected Proposer shall have adequate staffing to ensure all facilities are accommodated for their specific needs. Some facilities may require daily consistent on -site personnel to accommodate inside and outside janitorial services as indicated on Exhibit 1, Janitorial Services, Group and Service Locations, In addition, staffing should be at a level to accommodate for sick-outs and variable shifts since some of the janitorial services will need to be conducted after normal business hours (i.e., 5pm-11pm). The selected Proposer shall provide appropriate training to employees prior to the beginning of service under this Contract to ensure competent performance of the work. The selected Proposer shall provide, when submitting names of employees, documentation of type and amount of training received by each employee. The selected proposer shall submit, prior to the initiation of any janitorial services at any site, a current list of the names, addresses and Social Security numbers of all personnel who have successfully undergone a Level II background check, who will perform work under this contract, Changes in the personnel list shall be reported to the City Project Manager no less than twenty-four (24) hours before the changes become effective. In addition, the selected Proposer shall provide a listing of names, emergency telephone numbers and numbers of supervisory personnel assigned to the contract, It shall be the selected Proposer's responsibility to keep this list up to date, and notify the City Project Manager of any change, addition and deletion, The City Project Manager shall have the right for good cause to reject any individual. In addition to the above, the selected Proposer's employees shall: 1. Wear a distinctive, neat, and freshly laundered uniform (T-shirt, vest, or apron is acceptable) including the supervisory personnel, which the selected Proposer shall supply. The selected Proposer's name and/or logo shall appear on employees' clothing. The City Project Manager may request removal of any employee not properly uniformed. The selected Proposer shall also ensure that such employees wear proper and fully enclosed footwear Page 47 of 56 Request for Proposals (RFP) 508383,8 while working on premises. Appropriate protective clothing, shoes, and other safety equipment shall be worn as required. 2. Wear identification badges at all times. Selected Proposer shall provide identification badges for each employee, including supervisory personnel, showing the employee's picture, name, signature and identification number. New or temporary employees may wear temporary badges. 3. Not to be accompanied in their work areas on City premises by acquaintances, family members, or any other person, unless said individual is an authorized selected Proposer employee. 4. Provide an additional crew for heavy cleaning, when scheduled. 5. Provide a trained, qualified floor crew separate from the daily work crew for stripping and refinishing tiled and/or hard surfaced flooring. All floor stripping and refinishing shall be done at a time mutually agreed upon with the City Project Manager (this type of work will be done at night and/or weekends). Floor refinish schedule shall be posted by the selected Proposer in the City Project Manager's office no less than ten (10) days prior to start of project, Note: Level II Background Checks shall be conducted and paid for by the selected Proposer for each employee anticipated to work in City facilities. The selected Proposer agrees not to permit any employee to have access to facilities herein designated until the clearance requirements specified are met. For facilities with a higher security clearance additional background checks may be required. 5. GENERAL SERVICES TO BE PERFORMED The selected Proposer, in addition to performing the initial month's services, shall bring all facilities up to contract standards during the first sixty (60) days of the contract. This initial cleaning shall be in addition to routine cleaning tasks, but will not be billable to the City as additional work performed. The selected Proposer and the City Project Manager's shall meet prior to the first week of the contract start date to discuss the selected Proposer's proposed methodology, to insure that the facilities shall meet the contract standards. Failure to successfully complete this initial cleaning phase may be a determining factor in discontinuing the services under this contract. The following is a list of the general services that the City anticipates the selected Proposer may need to perform. In order to meet the quality expected by the City of the selected Proposer, additional tasks may be required. The selected Proposer shall perform any and all tasks necessary to achieve the performance standards detailed in Section 2. The selected Proposer should be fully aware of the requirements of Section III as well as Section 7. 1) Empty all trash receptacles, including those found in parking lots and replace liner Page 48 of 56 Request for Proposals (RFP) 508383,8 2) Sweep entrances and pick up litter from all adjacent areas, including exterior grounds of the facility and parking lot, 3) Collect and remove all trash from the premises including dumpster areas. 4) Pressure wash stairs, stairwells, parking areas and dumpster areas three times a year. 5) Remove standing water from stairwells and parking garage areas, 6) Clean and disinfect water cooler and faucet areas. 7) Sweep and damp mop all non -carpeted areas. 8) Vacuum, spot clean, and remove gum, from all carpeted areas. 9) Pick up paper clips, and staples from floors. 10) Lavatories: a. Wash, polish and sanitize all porcelain and chrome. b. Wash and disinfect urinals, toilet bowl and seat. c. Wash floor with clean mops and disinfectant solution. d. Clean mirror(s), partitions, doors, and walls of smudges and fingerprints. e. Replace urinal and toilet deodorant materials as needed, f. Clean mirror(s). g. Restock all dispensers. 11) Clean and disinfect sinks, counters, floors, microwaves, toaster ovens and in some facilities refrigerators in kitchen areas. 12) Wash exterior door glass, both sides. 13) Dust and clean all accessible bookshelves, furniture, fixtures, ledges and equipment. 14) Clean all surfaces, such as walls, doors, etc., of smudges and fingerprints. 15) Clean all glass doors, and glass partitions, including all the sills and framing. 16) Dust and clean all window blinds. 17) Vacuum clean all air conditioning and exhaust grilles. 18) Dust high and difficult to reach places. 19) Vacuum all upholstered furniture. 20) Clean and polish wood furniture. 21) Strip, and then apply appropriate wax to all vinyl and wood floors, Floor is to be left with a high gloss wet look and uniform color. Floor boards should also be included in this process. 22) Clean, seal and buff all terrazzo and ceramic tile floors. 23) Marble and Granite floors shall have the restoration and crystallization process conducted twice a year. 24) Performs related duties as requested by facility staff. Caution: Where applicable. selected Proposer shall comply with OSHA and Environmental Protection Agency asbestos composition floor tile cleaning procedures. All work to be performed shall comply with all Federal. State. Local and Regulatory Economic Resources Department (RER), Environmental Resources Management Division regulations. Page 49. of 56 Request for Proposals (RFP) 508383,8 6. MISCELLANEOUS SERVICES: In addition to the work specified, the following additional services shall be performed in conjunction with the cleaning operation, as part of the Contract: 1. Report security violations, hazardous conditions to the City Project Manager, items in need of repair such as burned out lights, leaky faucets, toilet stoppages, etc. 2. Turn off lights and fans and secure external doors when night cleaning is finished. 3. Report to the City Project Manager irregularities or damage in any of the areas serviced, regarding heating and ventilating equipment, lighting, furniture, vandalism, broken doors or windows, dispensing equipment in restrooms, or any other condition to be considered unsafe, that may require attention for repairs, adjustment, replacement or correction. 4. Insure that rooms that are normally locked after hours are left locked after cleaning and the keys shall be returned to their designated office or location. 5. Turn in all lost and found articles to the City Project Manager or other specified office or location. 6, Notify the City Project Manager or designee of emergency conditions such as fires, floods, excessively hot or cold room temperatures, etc. 7. Secure building exterior doors as directed and keep them secure during cleaning operations. 8. All selected Proposer employees must sign in the Janitorial Sign -In Logbook located at each facility. The City will also supply a daily report form. (These areas will be agreed upon at a later date). The City Daily Report Form shall be signed and dated daily by each selected Proposer employee and must contain the following information as a minimum: Any property or equipment not in a serviceable or operating condition, listed by description and location. To include burned out light bulbs, damage, vandalism, broken windows, graffiti, etc. listed by description and location. Any and all problems and/or complaints of a minor nature, or similar isolated incidences, may be handled directly between the selected Proposer's supervisory personnel and the City Project Manager. A summary of the incident and resolution shall be contained in the daily report form, 9. The selected Proposer shall provide a cleaning schedule for the various facilities to be approved by the City Project Manager. The work shall be scheduled such that it will not disrupt normal day -today operations of the facility. The Selected Proposer shall prepare a complete work schedule for each facility, by month, which is to be submitted prior to commencement of work under any contract resulting from this RFP. 7. QUALITY CONTROL -INSPECTION AND ACCEPTANCE All services performed shall be subject to inspection and acceptance by the City Project Manager or designee while the work is in progress or after its completion. If any of the items described in Sections 3 and 6 are determined to be unsatisfactory (does not meet standards) or is found to not be otherwise in accordance with the requirements of this contract, the City Project Manager or his/her designee shall notify the selected Proposer and the selected Proposer shall take immediate steps to make corrective action and schedule re -inspection. The City will be the sole judge as to the acceptability of the work and the condition of the facilities. 8. ACCEPTABLE QUALITY LEVEL Page 50 of 56 Request for Proposals (RFP) 508383,8 The City Project Manager or designee will inspect the facility on a daily basis and determine if all of the requirements of Section 3 have been met. All of the requirements must be met in order for the facility to be considered acceptable for that day, On any given day, 90% of the facilities serviced must be considered acceptable in order for the selected Proposer to be in compliance with the terms of the contract. The acceptable quality level in order for the selected Proposer to be considered for a contract renewal is that the selected Proposer be in compliance on 90% of the contract term measured in days. 9. COMPLIANCE REQUIREMENTS The selected Proposer shall: 1. Supply, at no cost to the City, samples for testing of any supplies or materials used by the selected Proposer in the accomplishment of the required services. Such samples may be taken at the discretion of the City with notice to the selected Proposer, from the supplies or materials being used "on-the-job", and/or from any original containers of the selected Proposer's reserved supply. The selected Proposer shall use only such materials as are labeled and identifiable by a brand name and bear the seal of Underwriters' Laboratories, Inc. No supply, material, treatment or procedure shall be used on any floor, stairway or sidewalk that will cause or contribute to such floor, stairway, or sidewalk surface to be slippery or unsafe to walk upon in all kinds of weather, taking into consideration the normal use thereof and any material used on any floor, stairway, sidewalk, shall bear the label and meet the requirements, and be tested as an anti -slip material by Underwriters' Laboratories, Inc. Selected Proposer shall submit to the City Project Manager, Data Safety Sheets (SDS) on all products used in the City Facilities, whether stored there or not. These SDS must be in compliance to the OSHA Guidelines, Title 29 of the Code of Federal Regulation, Part 1910.1200, Paragraph G. This requirement will help ensure the safety of the citizens and employees of the City. 2. Comply with the OSHA Hazardous Communications Standard 29CFR 1910,1200 as it pertains to the training, safety, and equipment needed for all employees engaged in janitorial service. The selected Proposer(s) shall be responsible for meeting compliance prior to Contract acceptance and shall provide proof of program to the City Project Manager. 3. Comply with the OSHA Blood Borne Pathogens Standard 29CFR1910.1030 as it pertains to the training, safety, and equipment needed for all employees engaged in janitorial service. The selected Proposer(s) shall be responsible for meeting compliance prior to Contract acceptance and shall provide proof of program to the City Project Manager at the Kick -Off Meeting. The selected Proposer(s) shall be responsible for cleaning spills of bodily fluid unless it constitutes a crime scene, in which case the authorities shall be notified. Note: Selected Proposer shall ensure that chemicals listed on Exhibit 2, Prohibited Chemicals List (attached) will not be used in any of the City facilities. 10. CITY RESPONSIBILITIES Page 51 of 56 Request for Proposals (RFP) 508383,8 The City will, on a space available basis, provide closet space at each facility for the selected Proposer's janitorial supplies. No other additional space will be provided by the City. No materials or equipment shall be stored or temporarily set in restrooms or other spaces accessible to the public. The selected Proposer will be responsible for the security of the supplies and materials, which it furnishes or controls under this agreement. It is the responsibility of the selected Proposer to keep such space clean, neat and organized. City representatives reserve the right to inspect such closet spaces at any time. The selected Proposer shall not remove, for its own use or any other reason, from City facilities, those supplies or materials which are City supplied, at any time, whether at the termination of this agreement, or otherwise. The City will not be responsible, in any way, for damage or loss of personal belongings kept throughout the City facilities by the employees of the selected Proposer or any of its subcontractor Proposers. Page 52 of 56 Request for Proposals (RFP) 508383,8 4. Submission Requirements 4.1. SUBMISSION REQUIREMENTS Proposers shall carefully follow the format and instruction outlined below, observing format requirements where indicated. Proposals should contain the information itemized below and in the order indicated. This information should be provided for the Proposer and any sub -consultants to be utilized for the work contemplated by this Solicitation. Proposals submitted which do not include the following items may be deemed non -responsive and may not be considered for contract award. ALL RESPONSES WILL BE SUBMITTED IN HARDCOPY FORMAT ONLY TO INCLUDE ONE ORIGINAL AND SEVEN (7) COPIES, AND ONE CD OR THUMB DRIVE. NO ON-LINE SUBMITTALS WILL BE ACCEPTED. The responses to this solicitation shall be presented in the following format. Failure to do so may deem your Proposal non -responsive. A. Include the signed RFP Certification Statement. 1. Cover Page The Cover Page should include the Proposer's name; Contact Person for the RFP; Firm's Liaison for the Contract; Primary Office Location; Local Business Address, if applicable; Business Phone and Fax Numbers, if applicable Email addresses; Title of RFP; RFP Number; Federal Employer Identification Number or Social Security Number. 2. Table of Contents The table of contents should outline, in sequential order, the major sections of the Proposal as listed below, including all other relevant documents requested for submission. All pages of the Proposal, including the enclosures, should be clearly and consecutively numbered and correspond to the table of contents. 3. Executive Summary A signed and dated summary of not more than two (2) pages containing This summary should be brief and concise to advise the reader of the basic services offered, experience and qualifications of the Proposer, staff, subcontractors or subconsultants and any other relevant information. 4. Proposer's, Experience and Past Performance a) Describe the Proposer's organizational history and structure; years Proposer and /or firm has been in business providing a similar service (s). b) Provide a detailed list of comparable contracts or jobs (similar in scope of services to those requested herein) which the Proposer has either ongoing or completed within the past five years. The description should identify for each project; i. Client 11. Description of work 11. Total dollar value of the contract iv. Dates covering the term of the contract v. Client contact person and phone number vi. Statement of whether Proposer is/was the prime contractor or subcontractor vii. If Proposer was the subcontractor name the prime Page 53 of 56 Request for Proposals (RFP) 508383,8 viii. Detail Proposer's responsibilities and the results of the project Where possible, list and describe those projects performed for government clients or similar size private entities (excluding any work performed for the City of Miami). c) Provide any other information or documentation related to Proposer's qualifications and experience from which the City of Miami can benefit under this contract. 5. Key Personnel and Subcontractors Performing Services a) Provide an organization chart showing all individuals, including their titles, to be assigned to this project. This chart must clearly identify the Proposer's employees and those of the subcontractors or subconsultants. b) Provide a list showing all Proposer's key personnel, including their titles, to be assigned to this project. Key personnel include all site supervisors, partners, managers, seniors, other professional staff and those of the subcontractors or subconsultants. c) Describe how Proposer will comply with the required background checks as indicated in Section 4. d) Describe the experience, qualifications and other vital information, including relevant experience on previous similar projects, of all key personnel, including the on -site supervisory personnel, who will be assigned to this project. e) Provide resumes, if available, with job descriptions and other detailed qualification information on all key personnel who will be assigned to this project, including any key personnel of subcontractors or subconsultants. 6. Approach and Methodology a) Describe Proposer's approach and methodology in performing the services described in the Scope of Services (see Section 3.0). Include Proposer's specific policies, plans, procedures or techniques to be used in providing the services (i.e., aggressive start-up service, etc.). b) Describe Proposer's approach to project organization and management, quality control and responsibilities of Proposer's management and staff personnel that will perform work in this project. c) Provide a project schedule identifying which tasks will be provided at what projected intervals. d) Identify if Proposer's proposed plan meets the requirements of the Scope of Services described in Section 3.0, will meet the requirements with modifications (explain how) , or cannot provide the requirements, e) Provide Proposer policy and procedures regarding its hiring background checks for its personnel. 7. Staffing Quantity and Work Shift(s) a) Identify, describe, and explain with rational, Proposer's proposed number of Workers, Site Supervisors and work shift(s) for staff personnel (i.e., Monday thru Friday, the Shift is 7:30am to 5:00pm or Shift 1 is 7:30am to 11:30am and Shift 2 is 12:00pm to 5:00pm). 8. Equipment a) Provide an inventory list, which identifies Proposer's equipment name and type, and a set of product information sheets (such as factory specifications, standard manufacturer information sheets, catalogues, and brochures) for the equipment the Proposer has on hand to be used in conjunction with the services of this contract. Specify the equipment the Proposer plans to assign to remain on the premises. Where a product information sheet is not available, the inventory list shall include a description of the equipment and performance details. b) In accompanying the inventory list listed above, or lack thereof, explain the Proposer's ability and approach to have available additional or necessary equipment which may be needed to perform routine tasks and project work. A one man lift and a floor machine must be included. 9. Cleaning Products, Materials and Supplies List Page 54 of 56 Request for Proposals (RFP) 508383,8 a) Provide a list of the cleaning products, material and supplies the Proposer plans to use in conjunction with the services of this contract. The list shall include the product name, manufacturer and product type for each item. The list shall be accompanied with a complete set of product information sheets (such as factory specifications, standard manufacturer information sheets, catalogues, and brochures) for each item. All items, where applicable, shall be incompliance with Section 9, Compliance Requirements. b) In addition to the cleaning products list, explain the Proposer's ability and approach to have available additional or necessary products which may be needed to perform routine tasks and project work. Information specifically for the product used to clean and remove stains from marble floors must be included. Page 55 of 56 Request for Proposals (RFP) 508383,8 5. Evaluation Criteria 5.1. EVALUATION CRITERIA Proposals shall be evaluated based upon the following criteria and weight: Evaluation Criteria Proposals will be evaluated by an Evaluation Committee which will evaluate and rank proposals on criteria listed below. The Evaluation Committee will be comprised of appropriate City personnel and members of the community, as deemed necessary, with the appropriate experience and/or knowledge, striving to ensure that the Evaluation Committee is balanced with regard to both ethnicity and gender. The criteria are itemized with their respective weights for a maximum total of one hundred (100) points per Evaluation Committee member. Technical Criteria and Points 1. Proposer's relevant experience, qualifications, and past performance. (40) 2. Relevant experience and qualifications of key personnel, including key personnel of subcontractors, that will be assigned to this project, and experience and qualifications of subcontractors. (10) 3. Proposer's approach to providing the services requested in this Solicitation. (30) Price Criteria and Points 4. Proposer's proposed price. (20) Price Evaluation The price proposal will be evaluated subjectively in combination with the technical proposal, including an evaluation of how well it matches Proposer's understanding of the City's needs described in this Solicitation, the Proposer's assumptions, and the value of the proposed services. The pricing evaluation is used as part of the evaluation process to determine the highest ranked Proposer. The City reserves the right to negotiate the final terms, conditions and pricing of the contract as may be in the best interest of the City. Page 56 of 56