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HomeMy WebLinkAboutR-2002-121 p� RESOLUTION NO. 2002-121 A RESOLUTION OF THE CITY OF DANIA BEACH FLORIDA AWARDING THE BID FOR JANITORIAL SERVICES FOR THE CITY FACILITY KNOWN AS THE ADMINISTRATIVE CENTER, TO A & A MAINTENANCE ENTERPRISE INC., IN THE AMOUNT OF $15,097.56, AUTHORIZING THE PROPER CITY OFFICIALS TO EXECUTE AN AGREEMENT WITH A & A MAINTENANCE ENTERPRISE, INC. AND THE CITY OF DANIA BEACH FOR JANITORIAL SERVICES; PROVIDING FOR CONFLICTS; FURTHER, PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the Charter of the City of Dania Beach, Part III, Article 3, Section 4, Subsection (J), authorizes that contracts for the purchase of supplies, services, equipment and materials for the city government in excess of fifteen thousand dollars ($15,000.00) shall not be entered. into or let except by authorization and approval of the City Commission, after advertisement for bids in a newspaper published in Broward County, Florida, with such publication to be published weekly for two (2) consecutive tweeks with the first publication to be not less than fifteen (15) days prior the reception of bids; and WHEREAS, the City Manager has determined a need to contract for janitorial services for the City of Dania Beach Administrative Center; and WHEREAS, bids and specifications for Janitorial Services were advertised and received on June 26, 2002; and WHEREAS, the City Manager has determined, after review of the bids received, that such services can be provided at the least cost to the City by awarding the bid to A & A Maintenance Enterprise Inc., in the amount of $15,097.56; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA: Section 1. That the contract and bid documents received from A & A Maintenance Enterprise Inc., in the amount of $15,097.56 for Janitorial Services for the City facility known as the Administrative Center (exclusive of those spaces occupied by 1 RESOLUTION NO. 2002- 121 the Broward Sheriff's Office) in substantial form as Exhibit "A", attached, is approved and the appropriate city officials are authorized to execute it. Section 2. That the City Manager is authorized to pay A & A Maintenance Enterprise Inc. an amount not to exceed $15,097.56 from the General Fund Account #001-12-0240- 53-340. Section 3. That the City Manager and City Attorney are authorized to make minor revisions to such Agreement as are deemed necessary and proper for the best interests of the City. Such Agreement and award of the bid shall not be deemed accepted by the City unless and until the City has completed its execution of the Agreement. Section 4. That all resolutions or parts of resolutions in conflict with this resolution are repealed to the extent of such conflict. Section 5. That this resolution shall be in force and take effect immediately upon its passage and adoption. • PASSED and ADOPTED this 13th day of August, 2002. *BT HUNN, JR. MMISSIONER ATTEST: ROLL CALL: COMMISSIONER BERTINO - YES COMMISSIONER MCELYEA - YES CHARLENE HNSON COMMISSIONER MIKES - YES CITY CLERK VICE-MAYOR FLURY - YES MAYOR CHUNN - YES APPROVED AS TO FORM AND CORRECTNESS: BY. 1Z T OM AS . ANSBRO CITY ATTORNEY 2 RESOLUTION NO. 2002- 121 •..• •..:......-....�v ...v... ..- ...:.::.:.. '.'_y.,:M,.t4.Jta`....:.1.u`...r.1,.c.i:1:.u.a:W......f�.al..l.:1.3..L.:�..:.„::a ue..�.:.i '1J1...ar.M:.iur.ae..vw.gat'iu.s::.w.v.a.vi:.c:xiul6a5✓A:ltl.:lA+�aW T.SiI]A{ftu]IRD.tA-�. Exhibit "A" AGREEMENT This is an Agreement, dated between CITY OF DANIA BEACH (City), a Florida municipal corporation, with a business location at 100 West Dania Beach Boulevard, Dania Beach, Florida 33004, and A & A Maintenance Enterprise, Inc. (Contractor), a Florida contractor with its principal place of business located at Doral Executive Corporate Park, 3785 NW 82 Avenue, Suite 203, Miami,FL 33166. In consideration of the mutual terms, conditions, promises, covenants and payments set forth in this Agreement, the sufficiency and receipt of which are acknowledged, City and Contractor agree as follows: Contractor will provide all labor, materials, supplies and equipment necessary to properly maintain the Administration Center in an acceptable condition as set forth in Exhibit "A" attached hereto. The City shall provide paper products, trash can liners and liquid hand soap for dispensers. Employees of the Contractor shall be required to wear shirts bearing the name of the company and must also display an identification card. Contractor shall provide City with Certificates of Insurance and shall contain a provision that the coverage afforded under the policies will not be canceled or materially changed until at least 30 days prior to written notice given to the City. The following insurance limits are required: Commercial General Liability: $100,000.00 per occurrence combined single limit for bodily injury and property damage. Policy shall include coverage for premises/operations; products/completed operations; contractual liability; independent contractors. Workmen's Compensation: Statutory: Policy must include Employer's Liability: $100,000.00 for each accident, $50,000.00 disease(policy limit), and$100,000.00 disease (each employee). Comprehensive Auto Liability: $1,000,000.00 per occurrence combined single limit for bodily injury and property damage. Policy shall include coverage for owned autos, hired autos and non- owned autos. The City of Dania Beach is to be named as an additional insured on both the general liability and auto liability policies. City agrees to accept the terms of this Agreement and to pay therefore the sum of $15,097.56 per year. City will accept invoices no more than once a month. Invoices shall be processed and paid within 30 days of receipt of invoice, except on items questioned. Service will commence by the Contractor on the 1st day of October, 2002, and will continue through September 30, 2003. Thereafter, this agreement will be automatically renewed for annual terms not to exceed two additional years, beginning October 1 and ending September 30 unless a 30-day written notice to terminate is given by either party to the other party. IN WITNESS OF THE FOREGOING, the parties have set their hands and seals the day and year first written above. CITY: CITY OF DANIA BEACH, A Florida Municipal Corporation A EST: kAW aw0"4-J L CHARLENE JO S N JROERCCO -HCITY CLERK R OM S ER VAN T CITY MANAGER APPROVED F R FO AND CORRECTNESS: THOMA J. Oy CITY ATTORNEY CONTRACTOR: COMPANY NAME CORPORATE SEAL: By: (IF APPLICABLE) SIGNATURE PRINT NAME j TITLE STATE OF FLORIDA COUNTY OF BROWARD BEFORE ME,an officer duly authorized by law to administer oaths and take acknowledgments,personally appeared ,as ,and ,as respectively,of Contractor, ,a Florida and acknowledged execution of the foregoing Agreement for the use and purposes mentioned in it and that the instrument is the act and deed of the Contractor. IN WITNESS OF THE FOREGOING, I have set my hand and official seal at in the State and County aforesaid on ,2002. Notary Public, State of Florida at Large My Commission Expires: FLORIDA August 27, 2002 Ms. Mercedes Rodriguez Regional Vice President A & A Maintenance Enterprise, Inc. 3785 NW 82"d Avenue Suite 203 Miami, FL. 33166 RE: AGREEMENT— JANITORIAL SERVICES Dear Ms. Rodriguez: On August 13, 2002, the Dania Beach City Commission adopted Resolution No. 2002-121 approving the above agreement. • We are enclosing a copy of the resolution and the original agreement. Once you have executed this document, please retain one copy and return the original to me. If you have any questions regarding this agreement, please contact Nanci Denny, Purchasing Agent, at (954) 924-3674. Sincerely, We o son City Clerk CJ/mn Enclosures "Broward's First City' 100 West Dania Beach Boulevard Dania Beach, Florida 33004 Phone: (954) 924-3600 www.ci.dania-beach.fl.us l,l 1 7 Ur URN114 t5LAUN CITY OF DANIA BEACH NOTICE TO BIDDERS FOR JANITORIAL SERVICES It is the intent of the City of Dania Beach to award this bid to the best responsive, responsible Kidder. The City reserves the right to accept or reject any or all bids, to waive irregularities and technicalities, and to request rebids on required services. The City also reserves the right to award the contract on such services the City deems will best serve its interests. GENERAL TERMS AND CONDITIONS These general terms and conditions apply to all offers made to the City of Dania Beach by all prospective bidders. Submission and Receipt of Bids: The bidder is directed to deliver their bid in a sealed envelope and marked "Bid for Janitorial Services", to the office of Administrative Services, 00 West Dania Beach Boulevard, Dania Beach, FL 33004, no later than 3:30 p.m. on Wednesday, � 2002. At this time, the bids will be opened and the names cf all bidders will be announced. All bids shall be a matter of public record in accordance with Florida State Statute 218.80. It will be the sole responsibility of the bidder to see that their bid is received prior to the specified time of bid opening as identified herein. Bids received after the time and date specified will not be considered and will be returned unopened. • It is the bidder's responsibility to read and understand the requirements of this bid. Bidders shall submit all pricing information on the proposal forms furnished. All quotations and proposals must be signed in those spaces provided with the firm name and by an officer or employee having the authority to bind the company or firm by his signature. Bids having any erasures or corrections must be initialed by the bidder in ink. Bids shall be typed or written with pen and ink. Signatures must be in blue ink. Inspection; The bidder must inspect the building to be serviced prier to submission of a bid. No variation in price or conditions shall be permitted based on claim of ignorance. Submission of the bid is evidence that the bidder has familiarized himself with the nature and extent of the work and any local conditions that may, in any manner, affect the scope of the work to be done and the equipment, materials and labor required. Floor plans of the Administration Center are available. Taxes: Bidder should not include taxes in prices bid. The City of Dania Beach is exempt from any taxes imposed by the State or Federal Government. Exemption certificate will be supplied upon request. 1 BIDDER NAME: SIGNA COMPANY NAME: � ('(lc,, +sv Inc . -- --- - Ui 1 Y Ur iJAN.A bLAGH PAGE 03 Signed Bid Considered an Offer: This signed bid shall be considered an offer on the part of the bidder, which offer shall be deemed accepted upon approval by the City of Dania Beach. In case of default on the part of the bidder after such acceptance, the City of Dania . Beach rray take such action as it deems appropriate including legal action for damages or specific performance failure(s). Prices to Be Firm: Bidder warrants by virtue of bidding that prices and terms and conditions in the bid will be firm for acceptance and will not be withdrawn for a period of 90 days from the date of the bid opening. Prices shall be firm with no escalator clauses. Laws and Regulations: All applicable laws and regulations of the Federal Government, the State of Florida, and ordinances of the City of Dania Beach will apply to any resulting award. All Occupational Safety and Health Administration (OSHA) rules and regulations will apply to any goods or services supplied as a result of this bid. 2 BIDDER'S N ME: SIGNATURE • COMPANY NAME:�A4 ALCJC i ,-C_,Y^e IJW 1 r 14QV4.. I.L.wo 774-7L1-5b1 U1 1 Y Uf UANlA BLAUH t'Alt b4 CITY OF DANIA BEACH CONTRACT FOR JANITORIAL SERVICES Purpose: The City of Dania Beach, Florida, is hereby requesting bids from qualified vendors to provide janitorial housekeeping services for the Administration Center* in accordance with the specifications included in this bid. *Adrnin�stration Center includes all spaces except those occupied by BSO. Scope: Successful bidder will furnish all necessary labor, cleaners, disinfectants, waxes, tools, equipment, etc. to clean and maintain the Administration Center in accordance with the specifications of this bid[The City shall provide paper towels, roll towels, toilet tissue and liquid hand soap. Services are to be provided Monday through Friday between the hours of 5:00 p.m. and prior to 12:00 midnight Information: For information concerning bidding procedures or technical specifications, please contact Nanci Denny, Purchasing Agent, at (954) 924-3674. Such contact is to be for clarification purposes only, Material changes, if any, to the technical specifications or bidding procedures will only be handled through written addendum. Selling, Transferring or Assigning Contract: No contract awarded under these terms, conditions and specifications shall be sold, transferred cr.assigned without the written approval of the City. Permits, Taxes, licenses: The successful Contractor shall, at his own expense, obtain all necessary permits, pay all licenses, fees and taxes required to comply with all local ordinances, state and federal laws, rules and regulations applicable to business to be carried on Under this contract. Laws, Ordinances, etc.: The Contractor shall observe and comply with all Federal, State, local and municipal laws, ordinances, rules and regulations that would apply to this contract. All Occupational Safety and Health Administration (OSHA) rules and regulations will apply to any goods or services supplied as a result of this bid. Consideratlon for Award: The award of contract shall be based on the price, responsibility and responsiveness of the bidder, experience, staffing, equipment, materials, references and past performance of the bidder. The City reserves the right to accept or reject any or all parts of this bid. It further reserves the right to award on such combination as shall be determined to be in the best interest of the City. Final determination and award of bid shall be made by the City Commission. Trial Period: The City reserves the right to initiate a trial test period. This trial period will be for a term not to exceed 90 days to determine if the Contractor can perform in accordance with the requirements of this contract, and to the satisfaction of the City. If the City invokes 3 BIDDER' NAME:�� 1 - z SIGNATU COMPANY NAME: 0 Co,1T�•'u:;�C SL R,- Ul I Y ur VANIA bLACH PAGE 05 this test period, all terms and conditions of the bid shall apply and the Contractor shall provide all required documentation, prior to commencement of any work. The Contract coordinator shall complete a performance evaluation prior to the end of the test period. This evaluation shall be given to the Contractor for review and comment and shall be the basis for continuation or termination with the Contractor. This trial period shall not be considered as part of the Initial one (1) year period should a contract be initiated. Termination of Contract: It is agreed that should the Contractor fail, in the sole discretion of the City, in keeping and performing any and all terms and conditions of said contract, the contract may be canceled upon written notification pursuant to the section entitled "Penalty Provisions for Non-Service". Disputes: If any dispute concerning a question of fact arises under this contract, other than termination for default or convenience, the contractor and the Contract administrator shall make a good faith effort to resolve the dispute. If the dispute cannot be resolved by agreement, then the contract administrator with the advice of the City Attorney, shall resolve the dispute and send a written copy of its decision to the contractor, which shall be binding on both parties. Default Provisions: In case of default by the bidder or contractor, the City of Dania Beach may procure the articles or services from other sources and hold the bidder or contractor responsible for any excess costs occasioned or incurred thereby. Invoices: The City will accept invoices no more frequently than once a month. Invoices shall be processed and paid with 30 days of receipt of invoice, except on items questioned. The City shall notify the Contractor within ten days of receipt of invoice of any items • questioned. The Contractor shall prepare verification data for the amount claimed and provide complete cooperation during such investigation. Independent Contractor: The Contractor shall be deemed to be an independent contractor and not an employee of the City. The Contractor shall not be deemed entitled to Florida Workers' Compensation benefits as an employee of the City. Penalty Provisions for Non-Service: Department representatives will review the facility periodically to assure that the requirements of the contract have been met. If any work is unsatisfactory, the Contractor shall be contacted, and the discrepancies corrected, at no additional cost to the City. A second discrepancy notification shall also serve as notification that all future discrepancies found will result in penalties, as detailed below. All penalties levied will be deducted from monies due the Contractor on the next invoice. Penalties shall be levied against the monthly cost as follows: Third discrepancy— a penalty of 10% of the monthly cost Fourth discrepancy—a penalty of 20% of the monthly cost Fifth discrepancy—a penalty of 30% of the monthly cost, or termination of contract at the option of the City. 4 BIDDER'S AM SIGNATU E� - COMPANY NAME: CITY OF DANIA BEACH PAGE 06 Failure of the Contractor to appear on any scheduled work day, without the advance a of the contract administrator; shall result in the deduction of the total daily cost fthat pprovai location, from any monies due the contractor by the City. Daily cost will be calcU • rating the monthly rate. Failure of the contractor to a elated by pro Period shall be grounds for termination of contract, appear two times within the contract Additions & Deletions to Locations or Services: The City may require the deletion of services from the Contractor if the requirements and needs of theCitydition changor e, This may entail additional locations and/or additional services required on Iacations serviced under this contract. The Contractor shall provide the City with a cost for these additional locations or services, based upon the cost structure utilized in establishing costing for listed locations in initial contracted areas. Deletion of locations and/or services shall be handle in the same manner as described above. If the cost offered is not acceptable to the City, the City reserves the right to procure these additional services from other Contractogs). Materials: The Contractor shall furnish all labor, materials, necessary to properly maintain the Administration Cen er inanpac acceptable qco drit on. The City shall provide paper towels, roll towels, toilet tissue and liquid hand soap for dispensers. Employees of the Contractor shall be required to wear shirts bearing the name of the company and must also display an identification card. Pricing: The bidder shall determine and indicate in the pricing section of this bid, the number of hours proposed for the completion of required services and monthly bid amount. Prices to be Firm: Bidder warrants by virtue of bidding that prices, terms and conditions in his bid will be firm for acceptance for a period of 60 days from the date of the bid opening unless otherwise stated by the bidder or the City. insurance: Before starting work, the Contractor shall provide Certificates of Insurance to th City. These certificates shall contain a provision that the coverage afforded under the e Policies will not be canceled or materially changed until at least 30 days prior to written notice given to the City. Required Insurance limits: Workers' Compensation: Statutory: Policy must Include Employers' Liability: $100,000 for each accident, $50,000 disease (policy limit), and $100,000 disease (each employee). Commercial General Liability: $1 00,000 per occurrence combined single limit for bodily injury and property damage. Policy shall include coverage for premises/operations; products/completed operations; contractual liability; independent contractors. 5 BIDDER'S AME:i(�. SIGNATUR COMPANY NAME: — G,nT1C .1C __� ... vl I Y ur LANiA bLAUH PAGE 07 Comprehensive Auto Liability: $1,000,000 per occurrence combined single limit for bodily injury and property damage. Policy shall include coverage for owned autos, hired autos and non-owned autos. The City of Dania Beach is to be named as an additional insured on both and auto liability policies. the general liability Failure to fully and satisfactorily comply with the City's insurance requirements set forth herein will cause an automatic recision of the bid award within 30 days of awarding without further City Commission action. Indemnity/Hold Harmless Agreement: The Contractor hereby agrees to indemnify and hold harmless the City of Dania Beach, its officers, agents and employees free and harmless from any and all claims, liability, cause of action, expense or charge, or whatever kind of nature, including, but not limited to, personal injury, loss of lif©, property damage including loss of use thereof, and against all loss of life, which may, arise out of or be connected with the performance of contractor's duty hereunder, and shall indemnify the City of Dania Beach against any suits,actions, claims, damages, or causes of action brought by or on behalf of any person arising out of the performance of such duties, and pay all costs and expense in connection therewith. Nothing in this agreement shall be construed to affect in any way the City's rights, privileges and immunities as set forth in Florida Statutes 768.28. Public Entity Crimes Info rnmation: 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 bid on a contract to provide any goods or services to a public entity and may not be awarded or perform work as a Contractor under contract with any public entity, and may not transact business with any public entity for 36 months from the date of being placed on the convicted vendor list. Contract Extensions: The City of Dania Beach hereby requests bids for a one year contract for services. In addition, the City of Dania Beach reserves the right to extend contracts for an additional one or two years, providing both parties agree,, that all the terms, conditions and specifications remain the same and the extension is approved by the City Manager, 6 BIDDER'S AME SIGNATUR COMPANY NAM � � &I •-•v, ,�+..•vc. 11.YO JZZ-0b17 CITY OF DANIA BEACH PAGE 08 BIDDER'S QUESTIONNAIRE The ;.undersigned guarantees the truth and accuracy of all statements and answers herein contained. 1. How many years has your organization been in business? Zq eIC=� 2. List below(or on an attached sheet, if necessary) the names, addresses and telephone numbers of organizations, governmental and/or private; located in Broward or adjacent counties, for whom you are now, or have within the past three years, provided service similar-to that called for herein. r . . Ct 3. List below (or on an attached sheet, if necessary) that would indicate the ability of your organization and management pation ersonneldtvta perform satisfactorily. and 4- Have you personally inspected the proposed sites and have you completed a plan for performance of the work? 5 Will you subcontract or sublet any part of this work? If so, give details. G . 5. Have you ever failed to complete work awarded to you? If so, where and why? �G 7. What equipment do you own that is available for work? 8. Has your company ever been de-barred or held in default in either Miami-Dade, Broward or Palm Beach Counties or by any other Governmental entity?_ 0C 7 BIDDER'S N ME; C,C�2 C-)kj e;L SIGNATUR • COMPANY NAME: � A U11Y OF DANIA BEACH PAGE 09 9. How many personnel will be assigned to perform the duties herein? 10. How many,supervisors will be assigned to perform the duties herein? �- • 11.. Will personnel be part of a regular crew assigned to our facility? Yeses_ No 12. Does your Company have any special rules which our employees should be aware of to ensure that their work areas and offices receive maximum service? If yes, explain: 13. Will you be able to provide service for special events and/or emergency situations? Yes ✓ No How much notice is required? 2-4 h S . Attach Certificate of Insurance for the following coverage: Comprehensive General Liability Workers' Compensation Comprehensive Auto Liability 8 BIDDER'S AME: fie � SIGNATU I nn COMPANY NAME:_I� &-14eq17,5-C ��- UlIY ur UHN1A BEACH PAGE 18 GENERAL OFFICE AND PUBLIC AREAS DAILY: 1. Waste receptacles are to be emptied daily and washed as necessary. Plastic trash liners shall be used in all waste receptacles and replaced if soiled, ripped or wet. Trash shall be removed from the building and placed In the outside dumpster. 2. Empty and damp clean all outside ash trays. 3. Clean, sanitize and polish drinking fountains. 4. Sweep, dust mop or vacuum, as appropriate, public areas, corridors and exterior entrances, including atrium. 5. Cleanina due to spillage, tracking, etc., shall be done as needed. 6. Spot clean interior glass and door push plates. 7. Vacuum carpets and interior floor mats. S. Spot clean carpets as needed. 9. Lock entrance doors and turn lights off after completion of daily work. 10. Clean tables in Commission conference room. 11. Clean digs in Commission Chambers. WEEKLY- 1. Clean soil marks from tables and counter tops. 2. Campletely vacuum or dust mop and spot clean all office floors and others not done on a daily basis. 3. Dust or vacuum doorjambs. 4. Damp clean door plates, jambs, thresholds, handles and hardware. 5. Spray buff all resilient rile to restore a "JUST WAXED" took. 'UONTH>*Y 1 . Crust high moldings and doors. 2. Dust or vacuum all vertical blinds. 3. Dust all window sills. 4. Dust ledges around planters in atrium. 5. Vacuum chairs and upholstered furniture. Clean spots,when needed. 6. Brush or vacuum air vent returns and areas around vents. QUARTERLY: 1. Clean Light globes in atrium. 2: Dust and clean baseboards in all areas. 3. Sweep stairs in atrium and dust handrail and ledges. 4. Dust or vacuum brush all wail hangings. SEMI-ANNUAL: 1. Shampoo carpets. 2. Strip all vinyl floors and refinish. 3. Strip atrium floor and refinish with Johnson Plaza Sealer/Finisher, 9 610DER'. b Z NAM �fZ1 -NCe SIGNATU ® COMPANY NAME: � A mom,, ��nce �'r�t• �',se --- vi i i ur afi+IV1N ncN�n PAGE 11 RESTROOMS DAB 1. Refill soap, tissue and towel dispensers. 2. Empty trash containers, spray and damp wipe with disinfectant. 3• Empty sanitary napkin disposal units, spray and damp wipe with disinfectant. 4. Clean mirrors. 5. Spot clean partitions and walls and wipe down all horizontal surfaces. 6. Clean, polish and sanitize sinks and counters. 7. Clean and sanitize toilets, seats and trim, including outside and bottom of toilets. 8. Clean and sanitize urinals and trim, including outside. 9. Sweep, damp mop and-sanitize all floors. 10. Replace disinfectant in toilets and urinals as needed. WEEKLY: 1, Damp wipe and sanitize partitions. 2. Damp wipe and clean doors and jambs. 3. Remove lime scale and build-up from plumbing fixtures. MONTHLY, 1. Brush or vacuum air returns, vents and area around vents. 2. Vacuum, brush or dust all high areas including walls, 3. Wash and sanitize wall tile. QUARTERLY: Strip tile floors and reseal. 10 SIODER'S SIGNATU COMPANY NAME: rn� n��Jlcsllt� UIIY Ur VAN1A BEACH PAGE 12 EMPLOYEE LOUNGE: • DAILY: 1• Wash and sanitize tables, sink and counter flops. 2. Damp clean chair seats and backs. 3. Empty and damp clean ash trays outside lounge. 4. Spot clean all glass surfaces. 5. Sweep and damp map vinyl floor. 6. Spot clean stove, refrigerator, microwave, toaster oven and television. T Spot clean cabinets and doors. WEEKLY: 1. Damp clean interior and exterior of all doors. 2. Clean interior and exterior of glass windows and glass door. 3. Damp clean door iambs and thresholds. MONTHLY: 1. Mean inside and outside of toaster oven, microwave, stove and refrigerator_ 2. Strip and refinish vinyl floor. 4. Brush cr vacuum air returns, vents and area around vents. 11 BIDDER'S AME: �i SIGNATU • COMPANY NA E: _ AGENDA REQUEST FORM CITY OF DANIA BEACH e AGENDA ITEM NO. 1. DATE OF COMMISSION MEETING: 08/13/02 2. DESCRIPTION OF AGENDA ITEM: TO ACCEPT BID PROPOSAL FOR JANITORIAL SERVICES WITHIN SPECIFIC AREAS OF CITY HALL. 3. COMMISSION ACTION BEING REQUESTED: Adopt Resolution or Ordinance ® Expenditure ❑ Award Bid/RFP Presentation ❑ General approval of item ❑ Continued from meeting ❑ Other(please explain) ❑ 4. SUMMARY EXPLANATION & BACKGROUND: TO ACCEPT BID PROPOSAL FOR JANITORIAL SERVICES WITHIN SPECIFIC AREAS OF CITY HALL. 5. ATTACHED EXHIBITS AND ADDITIONAL BACKUP MATERIALS (PLEASE LIST): MEMO TO CITY MANAGER 6. FOR PURCHASING REQUESTS ONLY: Dept: City Manager/City Center Division 7. Amount: $15,097.56 Fund: GENERAL: ® WATER: ❑ SEWER: ❑ STORMWATER: ❑ Account name:Janitorial Services Account#: 001-12-0240-53-340 Finance Director Approval: ` V\ Date: 7d o�- 8. REVIEWED AND APPROVED FOR ADDITION ON AGENDA: AACC1,441Ao �( LcwtS 7h-Y 6Y Submitted by: Date Administrative Services/Risk Management Date . A ` 7 //>AA >- Department Director Date City Manager Date a CITY OF DA N IA BEACH . DEPARTMENT OF FINANCE MEMORANDUM TO: Ivan Pato, Memo: DFA-02-033 City Manager VIA: Macciano K. Lewis w Acting Finance Director FROM: Joann Brave, Carol Craig & Nanci Denny DATE: July 22, 2002 SUBJECT: Janitorial Services ISSUE: The issue is the review of bids for City Hall janitorial services. EXPLANATION: The Bid Specification Committee consisting of Joann Brave, Carol Craig & Nanci Denny met on Friday, July 12, 2002, to review the bids received for Janitorial services at City Hall. There were fifteen (15) bids received ranging from $11,400 to $36,700. Magic Clean, who presently holds the contract, was the low bidder at $11,400, which, by the way, is $1,320 less than the present contract amount. This company, which has only been in business for two (2) years, is located in Miami. The Committee would not recommend that this company be retained simply because the quality of service currently provided is sub-par to say the least. The second lowest bid was for $12,300 which was submitted by two (2) different vendors, Max Cleaning & Rock Janitorial. Max Cleaning has only been in business for three (3) years and is located in Boca Raton; Rock Janitorial has been in business for twenty (20) years and is located in Deerfield Beach, however, the owner did not sign the bid form. The third lowest bid was for $13,200, submitted by Comet Cleaning who has been in business for eight (8) years and is located in Fort Lauderdale. We checked with two (2) of the three (3) references listed and did not receive very high recommendations. The fourth lowest bid was for$15,097.56, submitted by A & A Maintenance who has been in business for 29 years and is located in Miami. This company submitted a very professional proposal, and listed great references. We contacted two references and received very high recommendations from both. RECOMMENDATION: It would be the recommendation of the Committee to award the bid to A & A Maintenance beginning October 1, 2002. For FY03, $15,000 has been budgeted specifically for this service in account # 001-12-0240=53-340. 0 i BID TABULATION FORM BID OPENING DATE: JUNE , 2002 TIME: PROJECT NAME: �Sdtt-�-aitq� cS�CS . PRESENT AT BID OPENING: (SIGN-IN SHEET MAY BE ATTACHED) K4cG L THE FOLLOWING BIDS WERE RECEIVED ON THIS DATE AND OPENED BY NANCI DENNY, PURCHASING AGENT. i NO. VENDOR BOND BASE BID 1 e-r vv% �L•.��.� secs -G la o 2 Covjr Ak � C e4 Cohc,e P a co. 3goo --- 4 � � C �e4�n Secs. t� 0cj -- 5t A1 0 9 6 1 6 oc'k lav\t40r c� &raJ T�tc , la 00 — T a 1a p l 2- 8 (o ---- 9 h Aug tt Secs. -1 q v _ 10 c%v% S 4t Ms l'y%c. 64 `\ 3 � 11 %Scoj^� J(o\Aor e S0cs i c Ov -- AFTER THE BID OPENING, THE BIDS WERE TURNED OVER TO THE FOLLOWING BID COMMITTEE MEMBERS FOR REVIEW AND TABULATION: t i i i , `P~ BID TABULATION FORM BID OPENING DATE: JUNE 3�2002 TIME: PROJECT NAME: V J �'�� v f v%( c S BIDS RECEIVED: PAGE 2 OF 2 NO. VENDOR BOND BASE BID 12 o Cb�MM . C� K � 13 -� C �� 0\ au ah��n 14 a ant� SAGS ��` Od 16 17 18 19 i { 20 i 21 22 AFTER THE BID OPENING, THE BIDS WERE TURNED OVER TO THE FOLLOWING BID COMMITTEE MEMBERS FOR REVIEW AND TABULATION: I {i 'a. CITY OF DANIA BEACH NOTICE TO BIDDERS Notice is hereby given that the City Commission of the City Of Dania Beach, Florida, is seeking sealed bids from qualified vendors to provide JANITORIAL SERVICES for the City Administration Center located at 100 West Dania Beach Boulevard, Dania Beach, Florida 33004. The bidder must contact Nanci Denny, Purchasing Agent, at (954) 924-3674 to make arrangements to inspect the building to be serviced prior to submission of a bid. Bid specification packages are available in the office of the City Clerk, 100 West Dania Beach Boulevard, Dania Beach, FL or by calling (954) 924-3624. All Bids will be accepted until 3:30 p.m. on Wednesday, June 26, 2002, in the conference room at City Hall and will be opened at 3:45 p.m. on the same date. The Bid Form must be completed with all information and Bid Envelopes must be sealed and plainly marked: "BID —JANITORIAL SERVICES" The City Commission of the City Of Dania Beach reserves the right to reject any and all bids, to waive any and all informalities or irregularities, and or reject all or any part of any bid as it may deem to be in the best interest of the citizens of the City Of Dania Beach. • The City Of Dania Beach encourages participation by SDBE firms. /s/ Charlene Johnson, CMC City Clerk Publish: June 10 and June 17, 2002 CITY OF DANIA BEACH . NOTICE TO BIDDERS FOR JANITORIAL SERVICES It is the intent of the City of Dania Beach to award this bid to the best responsive, responsible bidder. The City reserves the right to accept or reject any or all bids, to waive irregularities and technicalities, and to request rebids on required services. The City also reserves the right to award the contract on such services the City deems will best serve its interests. GENERAL TERMS AND CONDITIONS These general terms and conditions apply to all offers made to the City of Dania Beach by all prospective bidders. Submission and Receipt of Bids: The bidder is directed to deliver their bid in a sealed envelope and marked "Bid for Janitorial Services", to the office of Administrative Services, 100 West Dania Beach Boulevard, Dania Beach, FL 33004, no later than 3:30 p.m. on Wednesday, June 26, 2002. At this time, the bids will be opened and the names of all bidders will be announced. All bids shall be a matter of public record in accordance with Florida State Statute 218.80. It will be the sole responsibility of the bidder to see that their bid is received prior to the specified time of bid opening as identified herein. Bids received after the time and date specified will not be considered and will be returned unopened. It is the bidder's responsibility to read and understand the requirements of this bid. Bidders shall submit all pricing information on the proposal forms furnished. All quotations and proposals must be signed in those spaces provided with the firm name and by an officer or employee having the authority to bind the company or firm by his signature. Bids having any erasures or corrections must be initialed by the bidder in ink. Bids shall be typed or written with pen and ink. Signatures must be in blue ink. Inspection: The bidder must inspect the building to be serviced prior to submission of a bid. No variation in price or conditions shall be permitted based on claim of ignorance. Submission of the bid is evidence that the bidder has familiarized himself with the nature and extent of the work and any local conditions that may, in any manner, affect the scope of the work to be done and the equipment, materials and labor required. Floor plans of the Administration Center are available. Taxes: Bidder should not include taxes in prices bid. The City of Dania Beach is exempt from any taxes imposed by the State or Federal Government. Exemption certificate will be supplied upon request. 1 BIDDER'S NAME: SIGNATURE COMPANY NAME: Signed Bid Considered an Offer: This signed bid shall be considered an offer on the part of the bidder, which offer shall be deemed accepted upon approval by the City of Dania Beach. In case of default on the part of the bidder after such acceptance, the City of Dania Beach may take such action as it deems appropriate including legal action for damages or specific performance failure(s). Prices to Be Firm: Bidder warrants by virtue of bidding that prices and terms and conditions in the bid will be firm for acceptance and will not be withdrawn for a period of 90 days from the date of the bid opening. Prices shall be firm with no escalator clauses. Laws and Regulations: All applicable laws and regulations of the Federal Government, the State of Florida, and ordinances of the City of Dania Beach will apply to any resulting award. All Occupational Safety and Health Administration (OSHA) rules and regulations will apply to any goods or services supplied as a result of this bid. i 2 BIDDER'S NAME: SIGNATURE COMPANY NAME: CITY OF DANIA BEACH • CONTRACT FOR JANITORIAL SERVICES Purpose: The City of Dania Beach, Florida, is hereby requesting bids from qualified vendors to provide janitorial housekeeping services for the Administration Center* in accordance with the specifications included in this bid. *Administration Center includes all spaces except those occupied by BSO. Scope: Successful bidder will furnish all necessary labor, cleaners, disinfectants, waxes, tools, equipment, etc. to clean and maintain the Administration Center in accordance with the specifications of this bid. The City shall provide paper towels, roll towels, toilet tissue and liquid hand soap. Services are to be provided Monday through Friday between the hours of 5:00 p.m. and prior to 12:00 midnight. Information: For information concerning bidding procedures or technical specifications, please contact Nanci Denny, Purchasing Agent, at (954) 924-3674. Such contact is to be for clarification purposes only. Material changes, if any, to the technical specifications or bidding procedures will only be handled through written addendum. Selling, Transferring or Assigning Contract: No contract awarded under these terms, conditions and specifications shall be sold, transferred or assigned without the written approval of the City. Permits, Taxes, Licenses: The successful Contractor shall, at his own expense, obtain all necessary permits, pay all licenses, fees and taxes required to comply with all local ordinances, state and federal laws, rules and regulations applicable to business to be carried on under this contract. Laws, Ordinances, etc.: The Contractor shall observe and comply with all Federal, State, local and municipal laws, ordinances, rules and regulations that would apply to this contract. All Occupational Safety and Health Administration (OSHA) rules and regulations will apply to any goods or services supplied as a result of this bid. Consideration for Award: The award of contract shall be based on the price, responsibility and responsiveness of the bidder, experience, staffing, equipment, materials, references and past performance of the bidder. The City reserves the right to accept or reject any or all parts of this bid. It further reserves the right to award on such combination as shall be determined to be in the best interest of the City. Final determination and award of bid shall be made by the City Commission. Trial Period: The City reserves the right to initiate a trial test period. This trial period will be for a term not to exceed 90 days to determine if the Contractor can perform in accordance with the requirements of this contract, and to the satisfaction of the City. If the City invokes 3 BIDDER'S NAME: SIGNATURE COMPANY NAME: this test period, all terms and conditions of the bid shall apply and the Contractor shall provide all required documentation, prior to commencement of any work. The Contract coordinator shall complete a performance evaluation prior to the end of the test period. This evaluation shall be given to the Contractor for review and comment and shall'be the basis for continuation or termination with the Contractor. This trial period shall not be considered as part of the initial one (1) year period should a contract be initiated. Termination of Contract: It is agreed that should the Contractor fail, in the sole discretion of the City, in keeping and performing any and all terms and conditions of said contract, the contract may be canceled upon written notification pursuant to the section entitled "Penalty Provisions for Non-Service". Disputes: If any dispute concerning a question of fact arises under this contract, other than termination for default or convenience, the contractor and the contract administrator shall make a good faith effort to resolve the dispute. If the dispute cannot be resolved by agreement, then the contract administrator with the advice of the City Attorney, shall resolve the dispute and send a written copy of its decision to the contractor, which shall be binding on both parties. Default Provisions: In case of default by the bidder or contractor, the City of Dania Beach may procure the articles or services from other sources and hold the bidder or contractor responsible for any excess costs occasioned or incurred thereby. Invoices: The City will accept invoices no more frequently than once a month. Invoices shall be processed and paid with 30 days of receipt of invoice, except on items questioned. The City shall notify the Contractor within ten days of receipt of invoice of any items questioned. The Contractor shall prepare verification data for the amount claimed and provide complete cooperation during such investigation. Independent Contractor: The Contractor shall be deemed to be an independent contractor and not an employee of the City. The Contractor shall not be deemed entitled to Florida Workers' Compensation benefits as an employee of the City. Penalty Provisions for Non-Service: Department representatives will review the facility periodically to assure that the requirements of the contract have been met. If any work is unsatisfactory, the Contractor shall be contacted, and the discrepancies corrected, at no additional cost to the City. A second discrepancy notification shall also serve as notification that all future discrepancies found will result in penalties, as detailed below. All penalties levied will be deducted from monies due the Contractor on the next invoice. Penalties shall be levied against the monthly cost as follows: Third discrepancy— a penalty of 10% of the monthly cost Fourth discrepancy — a penalty of 20% of the monthly cost Fifth discrepancy— a penalty of 30% of the monthly cost, or termination of contract at the option of the City. 4 BIDDER'S NAME: SIGNATURE COMPANY NAME: Failure of the Contractor to appear on any scheduled workday, without the advance approval of the contract administrator, shall result in the deduction of the total daily cost for that location, from any monies due the contractor by the City. Daily cost will be calculated by pro- rating the monthly rate. Failure of the contractor to appear two times within the contract period shall be grounds for termination of contract. Additions & Deletions to Locations or Services: The City may require the addition or deletion of services from the Contractor if the requirements and needs of the City change. This may entail additional locations and/or additional services required on locations serviced under this contract. The Contractor shall provide the City with a cost for these additional locations or services, based upon the cost structure utilized in establishing costing for listed locations in initial contracted areas. Deletion of locations and/or services shall be handled in the same manner as described above. If the cost offered is not acceptable to the City, the City reserves the right to procure these additional services from other Contractor(s). Materials: The Contractor shall furnish all labor, materials, supplies and equipment necessary to properly maintain the Administration Center in an acceptable condition. The City shall provide paper towels, roll towels, toilet tissue and liquid hand soap for dispensers. Employees of the Contractor shall be required to wear shirts bearing the name of the company and must also display an identification card. Pricing: The bidder shall determine and indicate in the pricing section of this bid, the number of hours proposed for the completion of required services and monthly bid amount. Prices to be Firm: Bidder warrants by virtue of bidding that prices, terms and conditions in his bid will be firm for acceptance for a period of 60 days from the date of the bid opening unless otherwise stated by the bidder or the City. Insurance: Before starting work, the Contractor shall provide Certificates of Insurance to the City. These certificates shall contain a provision that the coverage afforded under the policies will not be canceled or materially changed until at least 30 days prior to written notice given to the City. Required Insurance limits: Workers' Compensation: Statutory: Policy must include Employers' Liability: $100,000 for each accident, $50,000 disease (policy limit), and $100,000 disease (each employee). Commercial General Liability: $100,000 per occurrence combined single limit for bodily injury and property damage. Policy shall include coverage for premises/operations; products/completed operations; contractual liability; independent contractors. 5 BIDDER'S NAME: SIGNATURE COMPANY NAME: Comprehensive Auto Liability: $1,000,000 per occurrence combined single limit for bodily injury and property damage. Policy shall include coverage for owned autos, hired autos and non-owned autos. The City of Dania Beach is to be named as an additional insured on both the general liability and auto liability policies. Failure to fully and satisfactorily comply with the City's insurance requirements set forth herein will cause an automatic recision of the bid award within 30 days of awarding without further City Commission action. Indemnity/Hold Harmless Agreement: The Contractor hereby agrees to indemnify and hold harmless the City of Dania Beach, its officers, agents and employees free and harmless from any and all claims, liability, cause of action, expense or charge, or whatever kind of nature, including, but not limited to, personal injury, loss of life, property damage including loss of use thereof, and against all loss of life, which may arise out of or be connected with the performance of contractor's duty hereunder, and shall indemnify the City of Dania Beach against any suits, actions, claims, damages, or causes of action brought by or on behalf of any person arising out of the performance of such duties, and pay all costs and expense in connection therewith. Nothing in this agreement shall be construed to affect in any way the City's rights, privileges and immunities as set forth in Florida Statutes 768.28. Public Entity Crimes Information: 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 bid on a contract to provide any goods or services to a public entity and may not be awarded or perform work as a Contractor under contract with any public entity, and may not transact business with any public entity for 36 months from the date of being placed on the convicted vendor list. Contract Extensions: The City of Dania Beach hereby requests bids for a one year contract for services. In addition, the City of Dania Beach reserves the right to extend contracts for an additional one or two years, providing both parties agree, that all the terms, conditions and specifications remain the same and the extension is approved by the City Manager. • 6 BIDDER'S NAME: SIGNATURE COMPANY NAME: BIDDER'S QUESTIONNAIRE • The undersigned guarantees the truth and accuracy of all statements and answers herein contained. 1. How many years has your organization been in business? 2. List below (or on an attached sheet, if necessary) the names, addresses and telephone numbers of organizations, governmental and/or private, located in Broward or adjacent counties, for whom you are now, or have within the past three years, provided service similar to that called for herein. 3. List below (or on an attached sheet, if necessary) all pertinent information and data that would indicate the ability of your organization and management personnel to perform satisfactorily. 4. Have you personally inspected the proposed sites and have you completed a plan for performance of the work? 5. Will you subcontract or sublet any part of this work? If so, give details. 6. Have you ever failed to complete work awarded to you? If so, where and why? 7. What equipment do you own that is available for work? 8. Has your company ever been de-barred or held in default in either Miami-Dade, Broward or Palm Beach Counties or by any other Governmental entity? 7 BIDDER'S NAME: SIGNATURE COMPANY NAME: 9. How many personnel will be assigned to perform the duties herein? 10. How many supervisors will be assigned to perform the duties herein? 11. Will personnel be part of a regular crew assigned to our facility? Yes No 12. Does your Company have any special rules which our employees should be aware of to ensure that their work areas and offices receive maximum service? If yes, explain: 13. Will you be able to provide service for special events and/or emergency situations? Yes No How much notice is required? Attach Certificate of Insurance for the following coverage: Comprehensive General Liability Workers' Compensation Comprehensive Auto Liability 8 BIDDER'S NAME: SIGNATURE COMPANY NAME: GENERAL OFFICE AND PUBLIC AREAS DAILY: 1. Waste receptacles are to be emptied daily and washed as necessary. Plastic trash liners shall be used in all waste receptacles and replaced if soiled, ripped or wet. Trash shall be removed from the building and placed in the outside dumpster. 2. Empty and damp clean all outside ash trays. 3. Clean, sanitize and polish drinking fountains. 4. Sweep, dust mop or vacuum, as appropriate, public areas, corridors and exterior entrances, including atrium. 5. Cleaning due to spillage, tracking, etc., shall be done as needed. 6. Spot clean interior glass and door push plates. 7. Vacuum carpets and interior floor mats. 8. Spot clean carpets as needed. 9. Lock entrance doors and turn lights off after completion of daily work. 10. Clean tables in Commission conference room. 11. Clean dias in Commission Chambers. WEEKLY: 1; Clean soil marks from tables and counter tops. 2. Completely vacuum or dust mop and spot clean all office floors and others not done on a daily basis. 3. Dust or vacuum door jambs. • 4. Damp clean door plates, jambs, thresholds, handles and hardware. 5. Spray buff all resilient tile to restore a "JUST WAXED" look. MONTHLY 1. Dust high moldings and doors. 2. Dust or vacuum all vertical blinds. 3. Dust all window sills. 4. Dust ledges around planters in atrium. 5. Vacuum chairs and upholstered furniture. Clean spots when needed. 6. Brush or vacuum air vent returns and areas around vents. QUARTERLY: 1. Clean light globes in atrium. 2. Dust and clean baseboards in all areas. 3. Sweep stairs in atrium and dust handrail and ledges. 4. Dust or vacuum brush all wall hangings. SEMI-ANNUAL: 1. Shampoo carpets. 2. Strip all vinyl floors and refinish. 3. Strip atrium floor and refinish with Johnson Plaza Sealer/Finisher. 9 BIDDER'S NAME: SIGNATURE COMPANY NAME: RESTROOMS 0 DAILY: 1. Refill soap, tissue and towel dispensers. 2. Empty trash containers, spray and damp wipe with disinfectant. 3. Empty sanitary napkin disposal units, spray and damp wipe with disinfectant. 4. Clean mirrors. 5. Spot clean partitions and walls and wipe down all horizontal surfaces. 6. Clean, polish and sanitize sinks and counters. 7. Clean and sanitize toilets, seats and trim, including outside and bottom of toilets. 8. Clean and sanitize urinals and trim, including outside. 9. Sweep, damp mop and sanitize all floors. 10. Replace disinfectant in toilets and urinals as needed. WEEKLY: 1. Damp wipe and sanitize partitions. 2. Damp wipe and clean doors and jambs. 3. Remove lime scale and build-up from plumbing fixtures. MONTHLY: 1. Brush or vacuum air returns, vents and area around vents. 2. Vacuum, brush or dust all high areas including walls. 3. Wash and sanitize wall tile. QUARTERLY: 1. Strip tile floors and reseal. 10 BIDDER'S NAME: SIGNATURE COMPANY NAME: ® EMPLOYEE LOUNGE: DAILY: 1. Wash and sanitize tables, sink and counter tops. 2. Damp clean chair seats and backs. 3. Empty and damp clean ash trays outside lounge. 4. Spot clean all glass surfaces. 5. Sweep and damp mop vinyl floor. 6. Spot clean stove, refrigerator, microwave, toaster oven and television. 7. Spot clean cabinets and doors. WEEKLY: 1. Damp clean interior and exterior of all doors. 2. Clean interior and exterior of glass windows and glass door. 3. Damp clean door jambs and thresholds. MONTHLY: 1. Clean inside and outside of toaster oven, microwave, stove and refrigerator. 2. Strip and refinish vinyl floor. 4. Brush or vacuum air returns, vents and area around vents. • 11 BIDDER'S NAME: SIGNATURE COMPANY NAME: CITY OF DANIA BEACH BID FORM FOR JANITORIAL SERVICES NOTE: This form must be completed in full for your bid to receive consideration (you may attach any supplemental documents you deem appropriate, however, information supplied in any such attachments does not satisfy this requirement). I, the undersigned, as representative for whose address is (company name) and whose phone no. is , hereby submits the following bid amount to perform daily janitorial services at the Administration Center located at 100 West Dania Beach Boulevard, Dania Beach, Florida. Monthly bid amount: $ Annual bid amount: $ Name and Title of Company Representative: Signature of Company Representative: Date: BIDDER OFFERING FIRM PRICES FOR THE FULL CONTRACT PERIOD. YES NO BIDDER TO INDICATE IF HE/SHE WOULD BE WILLING TO EXTEND THIS CONTRACT FOR: SECOND TWELVE MONTHS: YES NO THIRD TWELVE MONTHS: YES NO Please note that the signature and company name must be the same on all pages of this bid form. 12 BIDDER'S NAME: SIGNATURE COMPANY NAME: