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LTC 173-2011 Agenda Item R2A 6/1/2011 Commission Meeting-Janitorial Services M AMIBEACH RFCF OFFICE OF THE CITY MANAGER 2011 JUL 12 AM 8: 14 RFCF LTC # 173 -2011 LETTER TO Ccl 1L5$o th 8: 11 CITY CLERK'S OFF ICE TO: Mayor Matti Herrera Bower and Members of the City Commission CITY CLERK'S OFF ICE FROM: Jorge M. Gonzalez, City Manager DATE: July 13, 2011 SUBJECT: Agenda Item R2A, June 1, 2011 City Commission Meeting, Request for Approval to Award Contracts for Janitorial Services The purpose of this Letter to Commission (LTC) is to provide the Mayor and City Commission with information relative to the issues raised at the June 1, 2011 City Commission meeting. During the meeting Mr. Eric Brakken, from SEIU spoke and indicated he had concern about the job security for the current janitorial employees and a requirement that all employees must be fully conversant in English. Mr. Gus Lopez, Procurement Director, responded that he believed the requirement to be fully conversant in English, related to janitorial supervisors and although the contract also made reference to the employees, he indicated that that it was not the intent of the agreement nor had it ever been enforced. Additionally, no proposer was disqualified from consideration as a result of this issue. Mayor Bower stated that she would like to be notified via LTC if this was new language in this contract or if this language is in other City contracts. Commissioner Libbin requested that the Administration check other contracts to determine if this language was included in other contracts before we set a precedent of rejecting all bids and requested to defer the item to the July 13, 2011 City Commission meeting. The provision that all employees be fully conversant in English was authored by the previous Janitorial Services Contract Administrator, Mr. Robert Halfhill, who was not conversant in Spanish, and therefore, wanted to be able to communicate with both the supervisors and custodians. The Mayor and City Commission approved the issuance of RFP No. 4 -07/08 which included the requirement for all employees to be fully conversant in English, at the October 17, 2007 Commission meeting. On July 16, 2008, the Mayor and City Commission approved contracts for: 1) Vista Building Maintenance Services, Inc., 2) Diamond Contract Services, Inc., and 3) Omarcio Cleaning Services, Inc. as a result of this RFP. All existing contracts for Janitorial Services (Vista's; Diamond's; and Omarcio's) contained the provision that employees must be conversant in English. Since the current Contract Administrator, Mr. Gustavo Andino, is bilingual (English and Spanish), communicating with the employees in Spanish has not been an issue. In lieu of renewing the existing contracts, the Administration elected to re -issue an ITB, which is a standard practice that takes advantage of today's market conditions, and has resulted in significant cost savings to the City. LTC Re Agenda Item R2A, June 1, 2011 Commission Meeting July 13, 2011 Page 2 of 3 During the preparation of the ITB document for issuance, staff from the Property Management Division and Procurement Office consulted with other City departments to ensure that: adequate levels of service were addressed; hours and locations were accurately captured; and cost savings would be achieved. The primary focus of this review was putting together a document that focused on cost savings while meeting the needs of all City facilities. Therefore, th vi I g g ty the previously y approved scope of services, which contained the language that all employees must be fully conversant language, was not revised. As part of the ITB process, on February 11, 2011 a pre -bid submission meeting was held, and forty -four (44) prospective bidders were in attendance. Numerous questions were asked, but no one asked whether the custodians needed to be conversant in English. Also, more than 70 questions were asked, which resulted in the issuance of five (5) Addendums to the ITB. Again, no one questioned the requirement that the custodians needed to be conversant in English. The requirement for all employees to be conversant in English is also present and preferable in contracts, where there exists a requirement for interaction with the general public. However, in janitorial services contracts, the custodians are not interacting with the public, so therefore, there is not a need for custodians to be conversant in English. The following contracts have a requirement for employees to be conversant in English: 1. RFP No. 11 -07/08 Parking Cashiers and Attendants: "The parking cashiers, attendants, and supervisors must: Consistently demonstrate the ability to communicate effectively in the English language with the general public, supervisors, and City management ". 2. RFP No. 17 -10/11 - -- Parking Attendants for the City's Parking Garages "The parking cashiers, attendants, and supervisors must: consistently demonstrate the ability to communicate effectively in the English language with the general public, supervisors, and City management." 3. RFP No. 34 -05/06 -- Unarmed Security Guards "Ability to speak English (multilingual desirable) and write all reports in English ". 4. ITB No. 19 -09/10 -- Rental of School Buses with Drivers for Parks and Recreation Summer Programs; Senior Enhanced Transportation Program Service (SETS); and Shuttle Service for Special Events "The driver shall have radio /cell phones for communication and able to communicate in English". 5. Construction Invitation to Bid Boiler Plate "Contractor shall keep on the Project during its progress, a full -time competent English speaking superintendent and any necessary assistants, all satisfactory to Consultant ". 6. RFP 8 -09/10 -- CaII Center LTC Re Agenda Item R2A, June 1, 2011 Commission Meeting July 13, 2011 Page 3 of 3 "High Percentage (minimum of 50 %) of Bilingual operators (Spanish /English). 7. ITB No. 9 -10/11 -- Bulk Mailing Services "The mail house personnel must be able to converse in English /Spanish with City staff" 8. RFP 22 -09/10 -- Customer Service Reps / Communications Operator "Must speak fluent English and one other language, have ability to work in a multi- ethnic /multi- cultural environment." Again, there is not a need for the custodians to be conversant in English since their primary interaction is with the City's Contract Administrator, who is bilingual. At the time the responses to the RFP were received and reviewed, no respondent was eliminated from the process as a result of the English language requirement. During the review for responsiveness by the Procurement Division no proposer took issue with this requirement, however, no proposal was disqualified from consideration as a result of the provision that all employees must be conversant in English. Please advise if additional information is needed. JMG /PD DB /FB /GL ..__f C: \Documents and Settings \FINAWaIP\My Documents \JanitorialServices.doc Attachment No. 1 - Agenda Item C2H COMMISSION ITEM SUMMARY Condensed Title: Request For Approval To Reject All Bids Pursuant To Invitation To Bid (1TB) No. 30- 06 /07,For Janitorial Services And Should The Mayor And City Commission Approve The Rejection Of All Bids Authorize The Issuance Of A Request For Proposals (RFP) For Janitorial Services. Key Intended Outcome Supported: Ensure Well Maintained Facilities • , Supporting Data (Surveys, Environmental Scan, etc.): The 2007 Miami Beach Customer Service Survey indicates' 81% of residents and 77% of business rated the appearance of the public buildings as either excellent or good. • Issue: 1 Shall the Mayor and City Commission reject all bids and authorize the issuance of an RFP? Item Summary/Recommendation: The Administration recommends to reject all bids primarily because the cost.are excessive. The costs submitted in the current bids are approximately 26% higher than what is presently being spent on janitorial services. Because of the change of leadership in Property Management, the Administration will also take this opportunity to improve the bid documents in the form of a RFP to provide the following: • A comprehensive update of information, specifications and scope of work. • An updated list of City facilities reflecting latest floor plan changes and hours of operation. • Better definitions as to the expectation of service level for each facility. • A performance based contract with penalty clauses for non - performance of work. • Scope of work with more detail concerning expectations and specific needs for each type of facility. • A contractor developed work plan for each facility. APPROVE THE REJECTION OF BIDS AND AUTHORIZE THE ISSUANCE OF AN RFP. Advisory Board Recommendation: N/A Financial Information: Source of Amount Account Funds: 1 2 3 4 OBPI Total Financial Impact Summary: • City Clerk's Office Legislative Tracking: Robert Halfhill, Property Management Division Ext. 2731 S1. n- Offs: Depa t Di zn =e=i ; = City Manager �iiia� r4o i . t w TAGENDA\2007\oct1707\R gular\Janitorial Contract Summ .doc I AGENDA ITEM caH MIAMI EACH 42 4 DATE i/7? m' MIAMIBEACH City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov COMMISSION MEMORANDUM TO: Mayor David Dermer and Members of the City Commission FROM: Jorge M. Gonzalez, City Manager DATE: October 17, 2007 i Subject: REQUEST FOR APPROVAL TO REJECT ALL BIDS PURSUANT TO INVITATION TO BID (ITB) NO. 30- 06/07, FOR JANITORIAL SERVICES, AND SHOULD THE MAYOR AND CITY COMMISSION APPROVE THE REJECTION OF ALL BIDS, AUTHORIZE THE ISSUANCE OF A REQUEST FOR PROPOSALS (RFP) FOR JANITORIAL SERVICES. ADMINISTRATION RECOMMENDATION Reject all bids, and authorize issuance of a RFP for janitorial services. FUNDING 520 - 1720 - 000325 Property Management 4 80 - 0463- 000325 12 13 17 and 42 Street Garages 142 - 6976- 000325 7 Street Garage 4 63 - 1990- 000325 16 Street Garage ANALYSIS The intent of ITB 30 -06/07 was to establish contracts by means of sealed bids to qualified providers of janitorial services. The bid was issued on May 18, 2007 with an opening date of June 21, 2007. RFP Depot issued seventy -five (75) bid notices to prospective bidders. Additionally, the Procurement Division sent bid notices to another 50 prospective bidders. The notices resulted in the receipt of fifteen (15) bids. Of the fifteen (15) bids received, fourteen (14) were deemed responsive, and one (1) was deemed non - responsive. The non - responsive bid did not provide pricing information. A Technical Review Panel (the "Panel ") met on July 19, 2007, and short listed eight (8) prospective bidders. On July 31, 2007, the eight (8) short listed bidders provided the Panel with overview of their products and services. During the review of the presentations and details of the responses to the ITB, concerns were raised over the scope of work and descriptions of the facilities. Following an extensive review of the bid documents and responses by the various janitorial contractors, the Public Works Department recommended that all bids be rejected. The Administration recommends to reject all bids primarily because the cost are excessive. The costs submitted in the current bids are approximately 26% higher than what is presently being spent on janitorial services. 43 Commission Memorandum Janitorial Contract October 17, 2007 Because of the change of leadership in Property Management, the Administration will also take this opportunity to improve the bid documents in the form of a RFP to provide the following: • A comprehensive update of information, specifications and scope of work. • An updated list of City facilities reflecting latest floor plan changes and hours of operation. • Better definitions as to the expectation of service level for each facility. • A performance based contract with penalty clauses for non - performance of work. • Scope of work with more detail concerning expectations and specific needs for each type of facility. • A contractor developed work plan for each facility. The criteria for the selection of successful contractors would be: • Ability to Perform • Cost • Past Performance • References • Support Infrastructure • Financial Strength CONCLUSION The Administration recommends that the City Commission reject all bids for ITB No. 30- 06/07 and approve the issuance of a RFP for janitorial services. JMG \RCM \FHB \R T:( AGENDA \2007\oct17071RegularUanitorial Contract Memofinal.doc 44 DESCRIPTION /SPECIFICATION Scope of Work The Contractor shall provide all supervision, administrative and technical support, labor, subcontractors, materials, supplies and equipment (except as otherwise provided), and shall plan, schedule, coordinate and assure effective completion of all services described herein. The Contractor shall be fully responsible for providing customer service, quality control and all other services listed herein. Unless otherwise specified, the Contractor will determine how often the work is to be performed, how much labor is needed to perform the tasks, what methods will be used to complete the job and which supplies, materials and equipment are needed. These performance - based specifications express the City of Miami Beach requirements in the form of Quality Requirements. These work requirements are provided as the City of Miami Beach's best gauge of the minimum quality standards to be met. The results of the work performed under this contract will conform to the Quality Requirements and the Contract Coordinator expects that upon daily or periodic inspections that these minimum standards will be met or exceeded. Contract Effort Required a. The determination of the total daily productive man -hour requirements to meet all quality requirements herein is the sole responsibility of the Offerors. It is of the utmost importance that the Contractor utilizes skilled and productive manpower to satisfactorily fumish the required level of services specified in this contract. Failure on the part of the contractor to utilize skilled and productive manpower may produce unsatisfactory results which - may cause the City to make deductions (penalties) from the Contractor's monthly invoices for unsatisfactory work or work not accomplished. b. The work described herein shall be performed within the following specified time periods Monday through Friday, City holidays excluded, unless specifically approved or requested by the City's Contract Coordinator (CC). 1. Normal working hours of building occupants are 8:00 am thru 6:00 pm 2. The contract consists of providing janitorial service to City facilities which include administrative offices, recreational facilities, parking facilities and public restrooms, Special arrangements will be made for those areas which must be cleaned during daytime hours. Specific rooms and areas requiring daytime services will be provided by the CC. The contractor shall provide any additional per - square -foot cost associated with day cleaning services. 3. All other work shall be performed between the hours of 5:00 p.m. and11:00 p.m. except for the servicing and supplying of restrooms. c. All cleaning shall be accomplished utilizing the latest technology, products, equipment, industry practices, specifications and recommendations in order to achieve the quality standards. Supervision The Contractor will ensure that all work required by this contract be satisfactorily supervised. The Contractor shall provide sufficient onsite supervision as is essential to carry out all the terms and conditions of this contract. The Contractor shall provide the City's Contract Coordinator (CC) with the name, location, and telephone number of supervisor specifically designated for this contract. 45 Janitorial Specification Public Works Department City of Miami Beach Miami Beach, Florida The supervisor(s) shall be available at all times while contract work is in progress to receive notices, reports, or requests from either the Contract Coordinator or the designated Contract Coordinator's Representative. The project manager and supervisory employees must be able to read, write, and speak English. No City employees are authorized to exercise either direct or indirect supervision over the Contractor's employees. Services Required a The building areas to be serviced are described in Pat I Th figures contained in Exhibit 1 are approximate and are estimates of the building statistical data. The City nor the Contract Coordinator are not liable for errors which may occur in this data. The Contractor is responsible for verifying dimensions and quantities. The data contained in Exhibit 1 in no way modifies the "Site Visit" provision included in Part IV, Section L. b. With the exception of work ordered under the additional services provision of the contract, all work shall be performed within the normal five day week observed by the building occupants, City holidays excluded, as specifically approved by the Contract Coordinator's Representative. No work shall be performed on weekends when the Contract Coordinator has no representative on duty available to inspect the Contractor's work unless prior written approval of the Contract Coordinator is obtained. c. The Contractor shall maintain the building(s) listed herein in a clean condition. Through innovation, technology, or other means, the Contractor shall perform the required cleaning services in order to meet the quality and performance standards at frequencies determined by the Contractor. The Contractor shall provide sufficient supplies, materials, and equipment to adequately maintain the premises at an acceptable level of cleaning consistent to comparable industry standards for this type of contract. The Contractor shall also be responsible for all toilet paper, paper towels, hand soaps and other consumables required to maintain restrooms and shower facilities located City -wide. e. The definition of clean will be to remove dirt, dust, water streaks, gum, grease, tar, or any other extraneous matter from all surfaces or objects in order to present an overall appearance of cleanliness. Performance will be based on the Contract Coordinator's or their designated representative's evaluation of performance and quality results, not the frequency or method of performance . Existing Deficiency inspection a. Commencing no later than five (5) calendar days after notice of award to the Contractor, the Contractor's project manager or his designee and the Contract Coordinator's Representative or his designee shall together make a complete initial inspection of all affected space which is covered by this contract. The purpose of this joint inspection is to develop an existing deficiency report to be completed within fourteen (14) calendar days. b. The Contractor shall submit to the City's Contract Coordinator within 30 calendar days after completion of the joint inspection, a copy of said report along with a schedule to correct each deficiency. 2 46 „ Janitorial Specification Public Works Department City of Miami Beach Miami Beach, Florida Service Calls a. A service call is a report by building occupants, City personnel, or other interested parties, of a custodial problem and the Contractor's subsequent response to, and correction of the problem. Service calls include any needed maintenance requiring three (3) hours or less of labor. b. The Contractor shall develop and implement a system to receive, respond to, and track all service calls, trouble calls, or other operational problems, and shall maintain a service call log containing, at a minimum, the following information: (1) Name and telephone number of the requester. (2) A description and location of the problem. (3) Time and date call was received, (4) Description of the action taken to resolve the problem, the time, date and method (in person, e-mail, telephone) of corrective actions that were reported to the requestor. c. The Contractor shall maintain the service call log and shall have an updated copy (within the preceeding 8 days) of the service call log located at the building site and be available for inspection by City at all times. d. For regular, non-emergency service calls, the Contractor shall respond promptly (within 1 hour) to requests for service. If the service call cannot be resolved within Ci due to circumstances beyond the Contractor's control, the Contractor shall immediately notify the CC of the problem and of the estimated time and date that corrective action will be completed. e. Emergency service calls are defined as those service calls required when the work consists of correcting failures, which constitute an immediate danger to personnel or property, or when the work consists of correcting failures, which have interrupted or adversely impacted either City operations or building occupant operations. The Contractor shall provide response, including qualified personnel at the emergency site, within 30 minutes during normal operating hours and within 1 hour after normal building operating hours and on weekends and holidays. Quality Expectations a. Restrooms (Includes public and private toilets, lounges, showers, holding cells, locker rooms and utility sinks): • Floors, walls, fixtures and partitions shall be cleaned utilizing a cleaner disinfectant. - The floors, including comers and baseboards shall be clean and dry, and present an overall appearance of cleanliness. • Fixtures shall be clean and bright. - There shall be no obvious dust, stains, green mold or encrustation. - All supply dispensers shall be maintained to meet the needs of the tenants and visiting — population. Waste and sanitary napkin receptacles shall be emptied, cleaned and disinfected. • Liner bags shall be replaced daily. Liner bags removed from the sanitary napkin receptacles shall be collected in separate containers for disposal. ° There shall be no obvious signs of dust on any surface. • During the day, empty waste receptacles and refill supply dispensers. Restrooms rooms shall be maintained free of discarded materials and trash. 3 47 Janitorial Specification Public Works Department City of Miami Beach Miami Beach, Florida • Obvious signs of water stain and smudges shall be removed from all surfaces. b. Room Cleaning (Includes all office space, conference rooms, storage areas, food service /break areas, and health units). • All space utilized by the occupants shall be covered by this contract and shall be free of obvious dirt, debris, and dust. • Trashcans shall be emptied and kept clean and free of dirt, stains, and debris. • Glass surfaces shall be clean and free of smudges. • Furniture and all surfaces below 72 inches shall be free of obvious dust, dirt and debris. • All spillages, dirt accumulation or crusted material on carpets shall be removed along with spots and stains. • There shall be no evidence of fuzzing caused by harsh rubbing or brushing. • Cleaned spots shall blend with adjacent areas of carpet. • Carpets shall be vacuumed to remove obvious dirt and debris. • Resilient flooring will be maintained at a high level of luster and free of all types of marks. • Entrance and elevator carpets shall be clean and free of dirt and debris. All trashcans used for food remnants will be cleaned and disinfected. • Walls shall be free of streaks, spots and foreign matter. • Drinking fountains shall be cleaned and free of watermarks and any other debris or encrustation. • Drinking fountains shall be maintained at a high level of sanitation. c. City Commission Chambers • Horizontal and vertical surfaces shall be free of obvious dust and dirt accumulation. • Glass desktops and both sides of plate glass entrance doors shall be free of smudges and fingerprints. • Chairs and seats will be free of any spots or stains. • Carpet shall be free of spots and stains. • Resilient floors will be maintained at a high level of luster and free of marks. • Wooden floors will be stripped and paste waxed in accordance with the paste wax manufacturer's instructions. • Floor surfaces shall be maintained clean and free of debris or foreign matter. • No dirt shall be left in comers on or near baseboards, behind doors or under furniture. • The finished area shall have uniformly high luster without unsightly finish buildup, scuff marks, or soiled /dirty appearance. d. Entrance Lobbies and Corridors • Floor surfaces shall be maintained clean and free of debris or foreign matter. • No dirt shall be left in comers or near baseboards, behind doors or under furniture. • The finished area shall have a uniformly high luster without unsightly finish buildup. • Carpeted surfaces shall be vacuumed to remove obvious dirt and debris. • Metal surfaces shall be free of smears, stains, and finger marks, clean and bright and polished to a uniform luster. • Wood surfaces shall be free of dirt, dust or streaks. • All horizontal, vertical and under surfaces shall be free of obvious dust, smudges or spots. 4 48 Janitorial Specification City of Miami Beach Public Works Department Miami Beach, Florida ih? • Comers, crevices, moldings and ledges shall be free of obvious dust. • Glass surfaces shall be clean and free of dust, smudges, spots, or soil substances. • All public telephone surfaces shall be maintained clean and free of dirt, dust, smudges, or streaks. • Brass surfaces shall have a uniform high luster without unsightly buildup. Thresholds shall be clean and free of dirt, debris, oil, grease and grime. • Drinking fountains shall be cleaned and free of watermarks and any other debris or rr encrustation. • Drinking fountains shall be maintained at a high level of sanitation. • Entrance, elevator and walk -off mats shall be clean and free of dirt, grime, stains, and excessive buildup or crusted material. e. Carpet Cleaning • Carpeted areas shall be maintained clean and free of dirt, debris, foreign matter, stains, soil, etc. ° Carpet cleaning shall be performed using a low moisture cleaning method, which leaves little or no residue. • The cleaning agent used shall be a completely synthetic, biodegradable detergent that is fast drying. l • Suitable commercial or industrial equipment shall be used to remove all foreign matter and loosen matted pile. • A water pickup vacuum shall be used to remove moisture when soil extraction , method is used. sr ! f, Stairways • Landings and tread surfaces shall be free of dirt, litter, dust and other foreign r substances and shall present an overall appearance of cleanliness. • Railings, ledges, grilles, fire apparatus and doors and door tracks shall be free of dust ,:t and foreign substances. • All surfaces shall be clean and free of obvious dust, smudges, marks or spots. g. Elevators • All vertical and horizontal surfaces shall be clean and free of dirt, dust and smudges r and foreign matter. • No accumulation of debris shall be left in corners. ,° • Areas shall be free of grease, tar, oil spots, etc, and present an overall appearance of cleanliness. • Door tracks shall be maintained free of dirt and debris. • Floor surfaces shall be maintained clean and free of debris or foreign matter. • No dirt shall be left in comers or near baseboards. • The finished area of the cab shall have a uniform luster without unsightly finish f buildup. h. Food Service (includes kitchen, vending, snack bar and cafeteria) t • Except as indicated in the following paragraph, food service areas steall be the same as room cleaning. 5 49 • Janitorial Specification Public Works Department City of Miami Beach Miami Beach, Florida • Floor surfaces shall be maintained clean and free of debris or foreign matter. • No dirt shall be left in Corners on or near baseboards, behind doors or under furniture. • The finished area shall have uniformly high luster without unsightly finish buildup, scuff marks, or soiled /dirty appearance. i. Solid Waste Collection. • All waste generated shall be collected and removed to the designated areas as specified by CC. • Rooms used for the collection of solid waste shall be clean and present an overall appearance of cleanliness. • The City will furnish all solid waste and recycling containers. j. Outside Areas. • All areas immediately surrounding the entrances to the facility, including sidewalks, plazas, loading docks, and platforms shall be free of dirt, and debris. • Surfaces shall be scrubbed when necessary to remove stains caused by food or liquids. • No dirt shall be left in corners, crevices or where sweepings were picked up. k. Window Washing and Blind Cleaning • All glass (to include spandrel glass, glass over and in exterior and vestibule doors, all plate glass around entrances, lobbies and vestibules) shall be clean and free of dirt, grime, streaks and excessive moisture and shall not be cloudy. • Window sashes, sills, woodwork and other surroundings of interior glass shall be wiped free of drippings and other watermarks. • Where accessible, both sides of glass shall be clean and free of dirt, grime, streaks, etc. • All sides of blinds, tapes and valances shall be free of dust. 1. Environmental Program • As part of the City's "Green Building" program, it is the intent of the City to make our buildings environmentally friendly through waste prevention, and the use of environmentally friendly /preferable products • All chemicals used will be those commercially available which meet Federal, State, and local codes; that meets the Environmental Protection Agency's criteria for Low or no Volatile Organic Chemicals (VOC's). • Contractor shall use as many waste prevention and environmentally preferable products as possible. • The Contractor shall use products made with a minimum of recycled post consumer materials as set forth in the EPA Comprehensive Procurement Guideline (CPG) while at the same time taking into consideration, waste prevention methods. (I.e. - roll towels rather than individually folded towels and multi -rolls of toilet tissue rather than single rolls.) 6 50 Janitorial Specification City of Miami Beach Public Works Department Miami Beach, Florida ' A complete listing of required CPG items and the recycled post consumer requirements may be found at www.epa.gov /cpg. It is the responsibility of the contractor to review all these items to see which ones apply. The most commonly used items and the recycled content requirements are: Bathroom tissue — rolls or sheets - must contain 20 to 100% recovered material with a minimum of 20 to 60% recycled post - consumer content Paper Towels - rolls or sheets — must contain 40 to 100% recovered with a minimum of 50 to 60% recycled post - consumer content General Purpose industrial wipers — used in cleaning and wiping applications - must contain 40- 100% recovered content with a minimum of 40% recycled post consumer content Trash Bags (plastic) must contain 10 -100% post consumer recycled plastic material Garden Hose: - Rubber and /or plastic - 60 -65% recycled post consumer material EPA adds new CPG items from time to time and it is the responsibility of the contractor to keep abreast of additional items to be used. Additional information on the availability of recycled products can also be obtained from the Environmental Protection Agency. The CC will take every precaution to ensure that the Contractor uses only safe products. Material Safety Data Sheets (MSDS) shall be maintained at each facility. Information can be obtained from Federal, State, and local agencies conceming the safe chemical cleaning materials. Additional information on the availability of recycled products can also be obtained from the EPA. Preference should be given to NO or concentrated cleaning chemicals that are biodegradable and non -toxic to humans and aquatic life. Chemicals should not contain EDTA or NTA; chlorine or sodium hypochiorite; phosphates or derivatives of phosphates; phenolic compounds; glycol ethers; petroleum or petrochemical compounds. Chemicals should be concentrated and work in unheated water; have an acceptable ph when diluted for use; have less than 10% VOC concentration when diluted for use; and are non - aerosols and packaged in recycled and /or recyclable packaging. The CC /COTR will take every precaution to ensure that the Contractor uses only safe products. Information can be obtained from Federal, State, and local agencies concerning the safe chemical cleaning materials. No item containing a CAUTION or WARNING label will be added to the Contractor's listing until the CC has given verbal approval for its addition. m. Services Excluded. Unless otherwise noted, all services are included as a part of this scope of work. The following services are exceptions to this statement: (1) Pest Control Services (2) Solid Waste Recycling Removal (3) Landscape Maintenance Services 7 51 Janitorial Specification Public Works Department City of Miami Beach Miami Beach, Florida (4) Facility Security Services (5) Facility Repairs n. Miscellaneous Contractor Requirements (1) Tum off unnecessary lights. (2) Report fires, hazardous conditions, and items in need of repair to the CC. (3) Lock rooms in secure areas after cleaning and return keys to designated office. (4) Turn in lost and found articles to the CC. (5) Assign sufficient daytime staffing to be responsive to complaints related to cleaning. (6) Notify the Security contractor /officer when an unauthorized or suspicious person is seen on the premises. (7) During daily tour each workday, ensure that all machines and appliances are shut off or disconnected; that no smoldering, smoking, or buming materials are in ashtrays, trash receptacles or in trash handling room, or holding areas. (8) The Contractor shall be responsible for locking doors after completing cleaning in all secure areas. Additionally, the Contractor shall be responsible for securing the building after the cleaning of facility. (9) It is the Contractors Responsibility to ensure all facilities are secure upon the departure of their cleaning staff. o. Support Services. (To be ordered under Additional Services) • The Contractor shall furnish the man -hours per day to perform support services. • The man -hours shall be fumished to the location specified by the Contract Coordinator. • The Contract Coordinator shall specify the requirements for support services. • The Contractor will furnish all equipment, supplies, and materials. • The work shall include, but is not limited to, the following activities: Servicing complaints and performing special cleaning required by vacating of space by occupants; alterations, special conferences; cleanup work made necessary by toilet floods, rain and similar occurrences. (2) Provide all cleaning and servicing required by the Contract Coordinator. QUALIFICATIONS OF PERSONNEL a. Qualifications of Supervisory Employees. • The Contractor shall employ competent supervisory personnel capable of training employees on methods of accomplishing the work performance and quality standards in this contract. • The supervisor shall have in -depth knowledge of performance based and prescriptive cleaning and quality control processes, procedures, supplies, and equipment. • The supervisor shall, at a minimum, have completed a supervisory training course for this type of work and have prior custodial experience in similar size and type building(s). • The on -site supervisor is required to be fully conversant in English. b. Qualifications of Other Contractor Personnel. 8 52 Janitorial Specification City of Miami Beach Public Works Department Miami Beach, Florida • The personnel employed by the Contractor shall be capable employees, trained and qualified in custodial type work. All employees must be fully conversant in English. • Contractor shall train all employees on the building fire alarm system, and procedures to follow in the event of fire or other emergency to include pulling of fire alarms, when necessary. • The on -site supervisor will be required to attend an orientation conducted by the Contract Coordinator's Representative. This will include an explanation of the occupant agency's functions and a tour of the building facility. It will also familiarize contract employees with key client agency personnel and areas of the building /facility requiring special attention. • The Contractor is required to provide necessary and on -going tenant relations or customer service training for their employees. The training will stress the importance of conflict avoidance and problem resolution. Emphasis will be placed on grooming, proper attire and importance of professionalism and courtesy in day -to -day contact with building occupants and visitors. • The Contractor is required to provide necessary, on- going, employee training in order to meet the performance standards of this contract. Specific performance based work training may be necessary in order to perform efficiently and effectively under this contract. Services, Supplies, Materials and Equipment Furnished by the Contractor a. General. • Except for those items or services specifically stated to be City furnished (See Section H), the Contractor shall furnish all supplies, materials, equipment and training necessary to perform work under this contract. All equipment must be properly guarded and meet all applicable OSHA standards. • At the expiration or termination of the contract, all equipment furnished and installed by the Contractor to the building equipment and systems shall remain and become the property of the Contract Coordinator. b. Telephone and On -Site Communications • The Contractor is responsible for providing telephone service for their use in making calls into or out of the facilities they are cleaning and telephone and FAX machine at their administrative office for receiving and sending work orders and other information. • During City building coverage hours (Normal Tenant Working Hours), contract supervisory staff shall be available using electronic means (cell phone, radio, pager, etc.) for immediate response to inquiries or in the event of any emergency or equipment failure.- • The Contractor is responsible for providing e-mail capabilities either on site or from a home /office location. c. Service Contracts. • The Contractor will provide the Contract Coordinator copies of any contracts or subcontracts entered into to provide any services required under this contract. 9 53 Janitorial Specification Public Works Department City of Miami Beach Miami Beach, Florida • In the event of Contractor Default, All contracts or subcontracts shall be assignable, at the Contract Coordinator's option, to City or City's nominee. Quality Control Plan (QCP) a. The Contractor shall establish a complete Quality Control Plan (QCP) to assure that the requirements of the contract are provided as specified. b. Within seven (7) days after award of the contract, and prior to notice to proceed, the Contractor shall submit a copy of his /her program to the CC for approval. The QCP shall be a system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable and /or the Contract Coordinator inspector's point out the deficiencies. This QCP is of paramount importance and will be incorporated as an official part of the contract document. c. The program shall include, but not be limited to the following: • An inspection system that is tailored to the specific building(s) covered under the terms of the contract, and which covers all services specified in the contract specifications. • The Contractor will devise a checklist for use during the regularly scheduled and unscheduled QCP inspections. The checklist used must be signed and dated by the inspector at the time the inspection is completed. • Identify all personnel who will be performing QCP inspections by name, title, and type of inspection each is authorized to perform. The person who actually performed the work being inspected shall not perform Quality Control Inspections. • A system to ensure that the Contractor's employees are notified of deficiencies found in their areas of responsibility; that the noted deficiencies are corrected (if possible); and that these employees are counseled /retrained as necessary to ensure that deficiencies do not recur. • The Contractor shall maintain a local file of all inspections conducted by the Contractor or his /her employees, including the corrective actions taken. This documentation shall be made available to the Contract Coordinator during the term of the contract. A copy of these inspection reports shall be submitted to the CC or his /her representative upon completion of the inspection process. • The CC may compare inspections performed by the Contractor's inspectors against the actual condition which exist at the point in time. • A system to ensure that the Contractor's employees are counseled /trained to ensure unnecessary office lighting is OFF when appropriate to enhance energy conservation efforts. d. Failure to submit a Quality Control Plan to the CC for approval in accordance with the terms of these specifications will result in the withholding of all monies due the Contractor until such time as the Plan is received, reviewed, and approved-(see Part 1, Section G). Quality Control Inspections a. The performance of Quality Control Inspections in accordance with the approved Quality Control Program is an essential part of this contract. The Contract Coordinator will actively enforce all aspects of the approved Plan. to 54 Janitorial Specification City of Miami Beach Public Works Department Miami Beach, Florida b. Quality control inspections of all specified operation, maintenance and repair services shall be performed, at a minimum, at the following frequencies: • Weekly by the on -site Supervisor(s) or CC approved dedicated Quality Control Inspector. • Monthly by the on -site Supervisor(s) or Qualified Project Manager, performing on -site services at any of the facilities covered under this contract. Quarterly by Qualified Corporate /Regional personnel not performing on -site services at any of the facilities covered under this contract. c. Qualified is defined as being sufficiently knowledgeable of all technical aspects covered under this contract which would allow identification /discovery of improperly performed services. d. Failure to accomplish and /or document quality control inspections at the frequencies reflected above, or failure to identify deficiencies before the level of performance becomes unacceptable to the CC, will result in a deduction being ' ' > :"��e x < deduction will be in addition to any deficiency deductions identified by the ContractC Coordinator. This Quality Assurance Plan a. General The procedures and methods established in this Quality Assurance Plan will serve as a guide for all parties involved ensuring that tenants and the City receive the services paid for and specified in this contract. b. Partnering. In order to have an effective contract administration program that also ensures a successful business relationship between City and the Contractor, all parties involved in the service delivery process must work as a team and foster open and honest communication at all times. Close coordination and active cooperation on a continuous basis between the Contractor and those representing the City are necessary to ensure a clean, safe, healthy working environment, and a well maintained building. c. Performance Evaluation. Both the Contractor and the Contract Coordinator at the time of contract award have agreed upon the terms of the contract. During the life of the contract, the Contractor performance will be documented by means of written inspections, minutes of meetings, City /customer surveys and records, which will be retained as part of the official contract file. c. Inspections. The City's Contract Coordinator will make tours and inspections through the building and other areas covered by this contract with the contractor's representative whenever possible, to ascertain the level of services being performed. The Contractor will be informed of less than satisfactory performance. d. Performance Evaluation Meetings The CC will coordinate performance evaluation meetings with the Contractor and /or tenants. The written minutes of these meetings will be prepared and distributed. 11 55 Janitorial Specification Public Works Department City of Miami Beach Miami Beach, Florida The Contractor shall acknowledge receipt of the minutes (within 2 working days), and will have the opportunity to provide comments. e. City / Contractor Meetings • The Contractor or the Contractor's on -site representative shall meet with the CC frequently, but not Tess than twice each month during the first (3) three months of the contract. Thereafter, meetings shall be as often as necessary at the discretion of the CC, but not less than once per month. A mutual effort shall be made to resolve all problems identified during these meetings. • Specific topics to be addressed by the CC during the regular monthly meeting to determine Contractor responsiveness may include such areas as: effectiveness of Quality Control Plan; Corrective Action Plans; proposal submittals for extra services;. f. CITY / Contractor/Tenant Meetings. • Meetings will also be held between the Contractor, selected building tenants and the CC on a monthly basis for the first three months and thereafter on a schedule agreed to by the participants. The purpose of these meetings will be to discuss the contractor's performance, areas of deficiencies, areas of satisfaction and tenant needs or concerns. • The CC will establish points of contact with tenant agencies to assist in monitoring contractor service delivery. These agency points of contact should be kept informed of building services program activities with an added emphasis or focus on specific customer feedback and tenant facility requirements. • The minutes of CITY /Contractor/Tenant meetings and the results of tenant surveys should provide sufficient performance data records to make sound business decision(s) when considering a contract renewal or new contract awards. g. Interim /Final Performance Evaluation Report. • The CC /CSR will summarize all available performance information and prepare an interim evaluation report 90 calendar days prior to the anniversary date of the contract. These interim evaluation reports will be used to assess past performance for consideration in exercising options and award of future contracts. • Failure to pay employees in a timely manner will result in an unsatisfactory performance rating and affect the Contractor's ability to receive future Contract Coordinator awards, and may result in termination of the contract. Liquidated Damages /Fines It is the intent of the City manager of the City of Miami Beach that all City facilities be maintained in a clean and safe condition at all times in order to provide a professional work environment for its employees and members of the public conducting business at city facilities. It is the Contractor's responsibility to provide professional janitorial services to all city facilities they are contracted to maintain. - In order to encourage Contractor contract compliance and provide the city with a mechanism to penalize Contractors who continually fail to be in compliance with contract requirements, a fine structure has been established and made a condition of this contract. The City of Miami Beach reserves the right to have the facility properly cleaned by City staff or another outside vendor after the Contractor fails to take immediate corrective action on discrepancies in which the Contractor was notified. All such costs incurred by the City as a result of the services provided shall be charged to the, Contractor. 12 56 Janitorial Specification City «Miami mah Public Works Department Mew Beach, Florida Failure to Properly clean edi! defined by City's Co nrlact Coordinator will resul in a fine equal to 1»2 d of the monthly contract amonlper mctyper day, onfacilities that receive five day per we ek cleaning, and 1q0 of the monthly mnrlact amount onfacilities that eeeee seven da ys per we ek services. The Co mad Coordinator has the otio�nto assess the fine on a prorated square foot basis for areas not cleaned or partially cleaned. Failure to provide adequate p pr goods, soaps and other conrlact required con umale will result in a fine equal to the cost of purchasing the products by City ma plus aam�nstraiv fee of $10. 13 ) \ } . . [ } ( 57 DESCRIPTION OF PROPERTIES CITY HALL 1700 Convention Center Drive 99,000 sq. ft. / 4 story Professional /Govemment Office Building Restrooms: 26 Elevators: 4 Stairwells: 4 Building consists of professional office space, including conference rooms, kitchens, employee lounge, loading dock, breezeways, City Commission chamber, telephone and communication rooms, trash room, loading dock, public and private restrooms and showers. Many departments have large open floor spaces that consists of semi - private work stations (cubicles) while other departments have numerous private offices. All departments have kitchen spaces. City Departments are located on the following floors: 4 Floor (35,000 sq. ft.): Mayor & Commissions City Manager City Attorney Public Works Administration Labor Relations 3 Floor (28,500 sq. ft.): Commission Chamber / Exterior Covered Patio Area Finance Management & Budget Procurement Human Resources Asset Management 2nd Floor (22,000 sa. ft.) Building Planning & Zoning 1St Floor (14.000 so. ft. City Clerk Central Services Cashier / Licensing Information Technology Pension Employee Lounge / Outside Patio Security / Building Engineer Commissioner (Dade County) Exterior Breezeway / Handicap Ramps Elevator Landings _ Loading Dock SCOTT RAKOW YOUTH CENTER 2700 Sheridan Avenue 55,118 sq. ft. 2 story Recreation Building Restrooms: 10 Elevators: 1 Stairwells: 3 (including two exterior stairways) Locker Rooms: 4 1 58 Building consists of a large ice skating rink, indoor basketball court, 6 lane bowling alley, indoor volleyball auditorium, billiards room, large outside covered patio area, outdoor swimming service area, restrooms, locker rooms and showers, and private offices. Addi onally, there itchen age / glass areas in the entrance lobby and food service areas. POLICE STATION 1100 Washington Avenue 100,000 sq. ft. / 5 story Police Facility & Administrative Office Building Restrooms: 31 Elevators: 3 Stairwells: 5 • Locker Rooms: 2 This is a high use 24 -hour daily building consisting of professional office space, including conference rooms, kitchens, employee lounge, secure property & evidence areas, secure prisoner area, jail cells, gun range, gunsmith cleaning & repair, and parking garage. Additionally there are telephone and communications rooms, trash room, public and private restrooms, gym, locker room and showers. Many Divisions have large open floor spaces that consist of semi - private work stations (cubicles) while other Divisions have numerous private offices. Police Divisions and Sections are located on the following floors: 5 Floor (4,000 sq. ft.): Gun Range Gunsmith Repair Range Admin Office Restroom Heliport (5 Floor Roof) 4th Floor (24,000 sq. ft.) Chief's Office Public Safety Communications Unit (P.S.C.U. / 911) Information Technology Department (including Server Room) Restrooms Garage 3 Floor (24,000 sq. ft.) Services Division Technical Services Division Criminal Investigations Unit Financial Management Unit Restrooms Garage 2nd Floor (24,000 sq. ft.) Patrol Division Gym Restrooms / Locker Rooms & Showers Garage 1st Floor (24,000 sq. ft.) Lobby & Public Restrooms RCC (Secure Lobby Reception Office) Community Room (Conference Room) Property & Evidence Unit Records Unit Juvenile Processing Area Roll Call Room 2 59 Jail Elevator Landings Crime Scene Unit Restrooms Garage FIRE STATION NO. 2 FIRE SUPPORT SERVICES 2300 Pine Tree Drive 3,400 Sq. Ft.. / 2 story Garage / Office Building Restrooms: 3 Elevators: 1 Stairwells: 1 Building contains a mechanical 3 bay garage /shop, parts storage area, administrative offices, lobby, conference room and reception area. Building houses Fire Support Services which consists of fire truck mechanical repair on the ground floor and fire training and recruitment on the second floor. BASS MUSEUM 2121 Park Avenue 31,125 sq. ft. / 2 story Museum Building Restrooms: 6 Elevators: 2 (incl. 1 large 17,500 Ib. capacity freight elevator) Stairwells: 5 Building consists of large gallery display areas for artwork, office space, conference room, kitchen / food service area, private offices, loading dock, freight receiving area, lobby and restrooms. 2" Floor (14.625 sg. ftl Gallery Areas Directors Office Administrative Offices Engineering Space (Fire Pump./ Emergency Gen.) Restrooms 1st Floor (16,500 sq. ft.) Lobby / Reception Gallery Areas Grants & Program Offices Freight Receiving / Loading Dock Engineering Office Restrooms Special Considerations: Building contains sensitive and environmentally delicate artwork. Extreme care should be exercised in cleaning near exhibits. SOUTH SHORE COMMUNITY CENTER 833 6 Street 18,730 sq. ft. / 2 story Govemment Services Building Restrooms: 6 Elevators: 1 Stairs: 2 Building consists of office space, conference rooms, kitchen / food service area, private offices, auditorium, child care center, covered patio area, utility rooms, multiple lobbies and restrooms. The following agencies are located on the floors indicated below: 3 60 2 Floor (13 500 sg ft ) Offices of South Florida Workforce Restrooms 1st Floor (5.230 sq. ft.) Child Daycare Center Jewish Welfare Services Restrooms Elevator Landing NORTH BEACH POLICE SUBSTATION 6800 Indian Creek Drive 2,300 Sq. Ft. 1 story Police Substation Building Restrooms: 3 Elevators: None Stairwells: None Police Department Internal Affairs Office One story Building consists of pubic reception lobby, administrative offices, secure file room, and restrooms. 21 STREET COMMUNITY CENTER 2100 Washington Avenue 20,000 sq. ft. / Complex of four 1 story buildings consisting of: Auditorium / Administrative Office Building Historic former Clubhouse Building Small Theater (Closed) Bandshell (Closed) Restrooms: 4 Elevators: None Stairwells: None Parks & Recreation Department Administrative Offices Recreation Department Auditorium Main building consists of multi -use auditorium space, kitchen / food service area, private offices, reception area, ticket window, and restrooms. Historic former Clubhouse Building consists of multi -use rooms and one restroom. Utilized for elderly meal (lunch) program OCEAN FRONT AUDITORIUM 1001 Ocean Drive 11,884 sq. ft. 2 story Auditorium Building Restrooms: 4 Elevators: None Stairwells: 1 Public Auditorium Building consists of multi -use auditorium space, dressing rooms, private offices, ticket window, gift shop, restrooms and outside open patio areas. 4 61 NORTH SHORE BANDSHELL 7250 Collins Avenue 4,500 sq. ft. (500 sq. ft. interior / 4000 sq. ft. exterior) 1 story Building Restrooms: 4 Elevators: None Building consists of a bandshell and amphitheater, offices, interior and exterior restrooms, a large exterior public seating area and outside patio areas. NORTH SHORE RECREATION CENTER 501 72 Street 33,800 sq. ft. 2 story Multi -use Recreation Building & 750 sq. ft. Restroom /Attendant Outbuilding (Tennis Center) Restrooms: 10 Elevators: 1 Stairwells: 2 Building consists of a basketball gymnasium, reception area, offices, exercise room, locker rooms and restrooms, kitchen facilities, auditorium and stage area, dance studio, and utility rooms. A detached combination restroom /office building serves as the Tennis Center. There is a large open front patio area and a smaller rear patio area. Special consideration: Special use flooring is located in the basketball court, dance studio, and gymnasium. MUSS PARK 4400 Chase Avenue 900 sq. ft. 1 story RestroomlAttendant Building Restrooms: 2 Building consists of restrooms and attendant office with outside open patio areas. Building is used as a recreation facility for a neighborhood park. NORMANDY SHORES GUARDHOUSE 2000 Biarritz Drive 200 sq. ft. 1 story Security Building Restrooms: 1 Building is utilized as a gated community security guard entrance facility. It contains a restroom and video monitoring area along with the gate control system. STILLWATER PARK 8440 Hawthorne Avenue 400 sq. ft. 1 story Restroom /Attendant Building Restrooms: 2 Building consists of restrooms and attendant office with outside open patio areas. Building is used as a recreation facility for a neighborhood park. FAIRWAY PARK 100 Fairway Drive 400 sq. ft. 1 story RestroomlAttendant Building Restrooms: 2 Building consists of restrooms and attendant office with outside open patio areas. Building is used as a recreation facility for a neighborhood park. 5 62 NORMANDY SHORES 2605 Biarittz Drive 950 sq. ft. (2) 1 story Buildings, including one Activity Building and one Restroom Building Restrooms: 2 Building is utilized as a neighborhood park recreation building. Restroom building serves as restrooms for the park. NORMANDY ISLE PARK (Restroom /Office building demolished) Remove from Janitorial Services contract. PARKS MAINTENANCE FACILITY 2100 Meridian Avenue 5500 sq. ft. Building, (including 900 sq. ft. of office and restroom area). 1 story Building Restrooms: 2 Building is utilized as a dry storage area for parks maintenance equipment and supplies. Administrative Office and Restrooms are located on the North end of the building. PROPERTY MANAGEMENT OFFICE & MAINTENANCE FACILITY 1245 Michigan Avenue 9300 sq. ft. complex of 4 office /warehouse /restroom trailers, two 1 story Buildings and one 2 story building. Restrooms: 6 Stairwells: 1 Elevators: None One Building of approximately 1860 sq. ft., another building of approximately 2000 sq. ft., and two 1344 sq. ft. trailers are being utilized as administrative and engineering offices. These facilities are equipped with restrooms and kitchens. Another building encompassing approximately 2100 sq. ft. is utilized as a carpenter shop with supervisors office and restroom. There is also a dedicated 150 sq. ft. restroom trailer and 500 sq. ft. warehouse trailer on site. The entire facility serves as the maintenance and administrative offices of the City's Property Management Division. FLAMINGO PARK POOL 1205 Michigan Avenue 10,000 sq. ft. 1 story Swimming Pool Facility complete with 250 sq. ft. Facility administrative office, two combination restroom /shower /locker rooms and concession booth. Restrooms: 2 Building is utilized as a neighborhood Public Swimming Pool and has a large open pool deck surrounding the two swimming pools located at the facility. Facility has a front patio with stairs and handi -cap ramp. BEACH PATROL OFFICE 1001 Ocean Drive (Rear) 850 sq. ft. 2 story Building, including Administrative Office and restroom /locker rooms Restrooms: - 2 Stairwell: 1 Building is utilized as the Administrative Office for beach lifeguard operations. 6 63 FLAMINGO PARK RESTROOMS 1235 -1255 Michigan Avenue, inside Flamingo Park (2) 250 sq. ft. 1 story Buildings Restrooms: 4 Buildings are utilized as restroom facilities in a neighborhood park. FLAMINGO PARK BASEBALL & FOOTBALL STADIUM 1455 Michigan Avenue (Baseball Stadium), 1099 11 St. inside Flamingo Park (1) 500 sq. ft. 1 story Building at the Baseball Stadium and (1) 800 sq. ft. 1 story building at the Football Stadium Restrooms: 8 Buildings are utilized as restroom facilities in a neighborhood park's sport facilities. PUBLIC WORKS OPERATIONS BUILDING 451 Dade Boulevard 19,900 sq. ft. 2 story Building Restrooms: 4 Stairways: 2 Building is utilized as an Operations Center for the Public Works Department, complete with a large parts warehouse, valve repair shop, administrative offices, locker rooms and showers, restrooms, utility rooms, loading dock and 24 hr. per day staffed Control Room. Facility is equipped with a long continuous elevated concrete apron running the length of one side of the building that forms a large loading dock. Office and restroom /locker rooms account for approximately 2500 square feet of area. PARKING DEPARTMENT OPERATIONS BUILDING 1833 Bay Road 3000 sq. ft. 2 story Building Restrooms: 3 Stairwells: 1 Stairway: 1 (exterior) Building is utilized as the Parking Departments Operations Office complete with restrooms, large open office area, private offices, sign fabrication shop, kitchen, and utility rooms. 7th STREET PARKING GARAGE 210 7 St. 649 space 6 level Parking Garage Restrooms: 1 Elevators: 3 Stairwells: 2 Building is utilized as a mixed use Public Parking Garage / Commercial Retail Store facility. Garage portion of the facility is equipped with an administrative office, restroom, parking attendant booths, elevators and stairwells. 7 64 12th STREET PARKING GARAGE 512 12 St. 134 space 4 level Parking Garage Restrooms: 1 Elevators: 1 Stairwells: 2 Building is utilized as a Public Parking Garage. Garage is equipped with an administrative office, restroom, parking attendant booth, elevator and stairwells. 13th STREET PARKING GARAGE 1301 Collins Avenue 264 space 5 level Parking Garage Restrooms: 1 Elevators: 2 Stairwells: 2 Building is utilized as a mixed use Public Parking Garage. Garage is equipped with an administrative office, restroom, parking attendant window, elevators and stairwells. 16th STREET PARKING GARAGE 1557 Washington Avenue 264 space 5 level Parking Garage Restrooms: 1 Elevators: 3 Stairwells: 4 Building is utilized as a mixed use Public Parking Garage. Garage is equipped with an administrative office, restroom, parking attendant window, elevators and stairwells. 7th STREET PARKING GARAGE 640 17 St. 1,460 space 5 level Parking Garage Restrooms: 2 Elevators: 5 Stairwells: 4 Building is utilized as a Public Parking Garage. Garage is equipped with two administrative offices, restroom, parking attendant window, elevators and stairwells. 42nd STREET PARKING GARAGE 400 42 Street 150 space 5 level Parking Garage Restrooms: 2 Elevators: 2 Stairwells: 2 Building is utilized as a Public Parking Garage. Garage is equipped with an administrative office, restroom, parking attendant window, elevators and stairwells. 8 65 MARINE PATROL OFFICE & PUBLIC RESTROOM FACILITY 1900 Purdy Avenue 1350 sq. ft. 2 story building Restrooms: 4 Stairways: 1 Building is utilized as the administrative office for the Marine Patrol Unit of the Police Department on the second floor and two public access restrooms are located on the ground floor that serve the adjacent park and boat ramp. The building is surrounded by concrete walkways. 777 BUILDING (CITY HALL ANNEX) 777 17 St. 28,000 sq. ft. 5 story mixed -use Commercial Office Building with ground floor retail /commercial storefront units. Restrooms: 8 Elevators: 2 Stairwells: 2 Building has the following occupancy: 5th Floor Media Division Building Mechanical Equipment Room Restrooms 4th Floor Police SIU Unit Private Physicians Office Restrooms 3rd Floor Vacant (undergoing construction) Restrooms 2nd Floor Capital Improvements Office I.T. Server Room Restrooms 1 Floor Building Lobby Elevator Landings Stairwell Landings Mailroom Utility Room Retail Commercial Units 555 BUILDING 555 17 St. 10,725 sq. ft. 1 story Commercial Office Building Restrooms: 5 The building is divided into two separate access areas and contains open floor space with work stations, private offices, kitchens and conference rooms and an I.T. server room. The Code Compliance Office and the Homeless Outreach Office both have public access information counters. A continuous covered concrete tile terrace runs the length of the building on the south side. 9 66 Building is utilized by the following city departments: Arts, Culture, & Entertainment (Ace) Economic Developement Homeless Outreach Children's Affairs Code Compliance MIAMI CITY BALLET BUILDING 2200 Liberty Avenue 63,279 sq. ft. 3 story Commercial Building Restrooms: 20 Elevators: 2 Stairwells: 4 Building is utilized as a performing arts dance studio. The building houses a large entrance lobby, dance studios, costume shop, a small retail space, administrative offices, restrooms and showers, utility rooms, elevators and stairwells. 225 2 STREET BUILDING 225 2nd St. 1320 sq. ft. Office Building Restrooms: 2 Building is utilized as a neighborhood police substation and houses an administrative office and restrooms. It has a large covered screen patio that is used for securing patrol equipment. FLEET MANAGEMENT BUILDING 12,875 sq. ft. 2 story automotive repair facility and administrative office. Restrooms: 5 Stairways: 2 (exterior) Building is utilized as a City -run automotive repair facility complete with warehouse space, restrooms, locker rooms & showers, administrative offices, and service counter. Office and restroom areas account for approximately 1,500 sq. ft. of the total building area. 10 67 Attachment No. 2 —Pre -Bid Submission Sign -In Sheet MIAMIBEACH PRE-BID MEETING SIGN-IN SHEET DATE: February 11, 2011 ITB No.: 13-10/11 TITLE: . JANITORIAL SERVCES CITYWIDE NAME (PLEASE PRINT) COMPANY NAME - E-MAIL ADDRESS PHONE# FAX# 01.4 Lupt.2 -Pfeeer-effieRt-gtirar.tor- 306 g4eiffree@fniet*gbaactifl-gav Procurement Coordinator Marta Fernandez 305-673-7000 786-394-4003 mfernandezrubio@miamibeachfl.gov x-6263 — ReweCA// E - 6 0 6 4,14 as - 50; Lk5 55evicgs. 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Oacle-fa I 1 ea 6ing & t 1' to , 11. -r--. t0i ,'b .• a Aq CITYJCAJ Sycs . 31)6: 1 -6Z2d 9-t r .6- U I:1 drtflel oaticsoa " putetb4at thiso04.... , ) ,, Atfzer 4 76 7141 aj6614 l - 0 a - Dro q' - 01 10 - c-6 c )1 n-a- - qSLi - 312- %95 2 - A MS. 1Q_k G2.B- (1B4- - 3f2_00 - - z;AA:A-6);)c--1 . G Y0[141 T-t - s4G . - c nistsa-fi t__ Gte.f2i& Go4u,A- 6. ul,ti - 9 G o c i,5 5 k" ' li skit■Ap. ` — ors -�� -- 23 �5 �+-1 15 � p . ` Pi cks,nct, -T-r e..t ��d CQ.CLI.I - 53 1- 5 5 3 1 1 1. — - - �,�i 1,‘12 sea-ui�9 �S'- 63C - rvb° 1 2 -3 kdIr\ � � '_ 32-1 --a9 4 - boS5 Leo DES ( 11 CA& hi "ACTE = ?vvt �n roAidto-r_l C�-�- Attachment No. 3 - Addendums No. 1, No. 2, No. 3, No. 4, and No. 5 J M IAMIBEACH City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov PROCUREMENT DIVISION Tel- 305 -673 -7490 , Fax: 305 -673 -7851 INVITATION TO BID NO. 13 -10/11 ADDENDUM NO. 1 February 8, 2011 JANITORIAL SERVICES CITYWIDE is amended as follows: I. LIVING WAGE ORDINANCE NO. 2010 -3682 APPLIES TO THIS CONTRACT. Information on this Ordinance can be found at the City's Website at the following Zink: http://www.miamibeachfl.gov/procurement/scroll.aspx?id=23510. II. EVALUATION CRITERIA AND BID SUBMISSION REQUIREMENTS. The "Administrative Evaluation Process" and "Bid Submission Requirements" sections are hereby attached and made part of this Invitation to Bid (Attachment A). III. REVISE Term of Contract, Section 2.2, to read as follows: This contract shall remain in effect from date of contract execution by the Mayor and City Clerk until September 30, 2013. IV. The following are answers to questions submitted by prospective bidders: Q1. Can you please tell me if this contract is unionized or part of a collective bargaining agreement currently and if so with which union? Al. No. Q2. Is there a bid bond or performance bond required for this bid? A2. No. Q3. Can you send me the previous price for that contract? A3. See Attachment B "Bid Tabulation" for current contract awarded as a result of RFP 4- 07/08. The contract has been amended to reflect City of Miami Beach Living Wage increase. See also Attachment C "Monthly Amount Invoiced per Location" which reflects current invoicing of facilities. Q4, Is this contract currently a union contract? If so what union? A4. This is not a union contract. Q5. Is this contract required to be union and is it subject to an area wide collective bargaining agreement? A5. No. ITB 13 -10/11 Janitorial Services Addendum No. 1 ITB 13 -10/11 Addendum No. 1 Page 2 of 4 Q6. Will there be an opportunity to do site visits at the main buildings, police department etc? A6. There is no site visit scheduled for Friday, February 11, 2011. Site visits will be scheduled upon request. If a bidder requests to do a site visit, that will be advertised and made available to all bidders. Bidders are asked to send a request to the Procurement Division, attn. Marta Fernandez Rubio, indicating the buildings they would like to visit. Site visits, if requested, will be scheduled at a later date. Q7. Will I have access to the key decision makers in this process as needed? A7. This Invitation to Bid is subject to Cone of Silence Ordinance No. 2002 -3378. From the time of advertising until the Bid is awarded by the City Commission, there is a prohibition on oral communications between potential vendor, service provider, bidder, lobbyist or consultant and the Mayor, City Commissioners, the City Manager and their respective staffs. Oral communications are allowed with Procurement Division staff, and are limited to matters of process and procedure, and during duly advertised meetings. Any other communications must be sent in writing to the Procurement Division, with copy to the City Clerk. Q8. I would like to receive a copy of the current contract in place. How do I go about requesting that and to whom do I make that request? A8. Copies of the contracts are available from the City's website, Procurement page, at the following link: http:// www. miamibeachfl. gov /procurement/scroll.aspx ?id= 28326. Q9. Can you please tell me if there is any in place collective bargaining agreement with regards to the above referenced Invitation to Bid No. 13- 10/11? A9. No. Q10. What has caused this bid to be issued at this time? A10. Market conditions. The City opted to issue a bid in lieu of exercising the renewal options Q11. Who is current contractor(s) providing services at these facilities? A11. Three contractors provide janitorial services to various facilities as listed in the attached Bid Tabulation: Diamond Contract Services, Omarcio Cleaning Services, and Vista Building Maintenance Services. Q12. What is the precise contract value for the most recent twelve month period of each facility? Al2. See Attachment C "Monthly Invoice Amounts per Location ". Q13. What is the current monthly amount being invoiced by current vendor(s) for each facility? A13. See Attachment C "Monthly Invoice Amounts per Location ". Q14. Who is responsible for providing paper products, soap and trash can liners? A14. Please refer to Section 3.1.3. "Services Required ", paragraph E. "....The Contractor shall provide sufficient supplies, materials, and equipment to adequately maintain the premises at an acceptable level of cleaning consistent to comparable industry standards for this type of contract. The Contractor shall also be responsible for all toilet paper, paper towels, hand soaps and other consumables required to maintain restrooms and shower facilities located City - wide." ITB 13 -10/11 Addendum No. 1 Page 3 of 4 Q15. Will it be awarding contract to single vendor or multiple vendors? A15. Section 2.3 "Method of Award" reads: "Each location specified in this bid could be awarded on an individual basis, so each price quoted on the bid form must be capable of standing alone and not be dependant on award of entire contract. " Q16. Is the current contract identical to the IFB in this scope? A16. For the most part the scope of work is the same. There may be a slight variation in the level of service p on a required articular location such as recreation centers. q Q17. What is the criteria for awarding contract? A17. Award of this contract may be made to the primary and secondary lowest and best bidders, as defined in General Conditions 1.38, whose bid will be most advantageous to the City of Miami Beach. Should the primary vendor fail to comply with the Terms and Conditions of this Contract, the City reserves the right to award to the secondary vendor, if it is deemed to be in the best interest of the City. See also Administrative Evaluation Process (Attachment A of the Addendum), which has been made part of ITB 13- 10/11. Q18. I would like to request more information on the Bid tabulation 2008, current list vendor and current price for active bid? A18. Refer to Answers to Questions 3, 11, 12 and 13 above, and Attachments B and C. Q19. What specific types of restroom products are to be supplied by the vendor? p Yp p pp Y A19. We are not requiring a specific brand but have specific requirements. We want white paper towels or white paper sheets, white toilet paper and foam soap for all facilities. See also answer to Question 14 above. Q20. How many Guests per day /week are making use of each individual public facility, and how many city employees are at each individual facility? A20. The occupancy load for each facility is stated in Appendices A and B of the bid documents, however it does not include a breakdown by day or week of employees and guests at each individual facility. Guest can't be given accurately as we can't determine the amount of tourists or regular visitors that will be visiting our locations. Q21. What is the current yearly dollar amount of the current contract? A21. See Attachment C "Monthly Invoice Amounts per Location ". Q22. Who is the current contractor? A22. Diamond Contract Services, Omarcio Cleaning Services, and Vista Building Maintenance Services. Q23. Is there a Collective Bargaining Agreement in place or being negotiated at present? A23. No. ITB 13 -10/11 Addendum No. 1 Page 4 of 4 Q24. Has there been additions or deletions of square footage in the new solicitation? A24. There are three new buildings that were added during the contract period that are being included in ITB 13- 10/11, Normandy Isle Park and Pool, Pennsylvania Parking Garage, and City Hall Garage and Offices which are located at 1755 Meridian Avenue. Bass Museum was included in the previous bid process, but has not been included in ITB 13- 10/11. Q25. Is there a Bid Bond /performance bond required? A25. No. ADDENDA ACKNOWLEDGEMENT FORM. IF A BIDDER FAILS TO ACKNOWLEDGE RECEIPT OF THIS ADDENDUM AS PART OF ITS BID SUBMISSION, THE CITY RESERVES THE RIGHT TO REQUEST, AND THE BIDDER MUST COMPLY WITHIN TWO (2) BUSINESS DAYS AFTER RECEIPT OF WRITTEN REQUEST FROM THE CITY. CITY OF MIAMI BEACH q,rw mac' "v Gus Lopez, CPPO Procurement Director f�„ ATTACHMENT A ADMINISTRATIVE EVALUATION PROCESS The administrative review and evaluation of bids shall be conducted in accordance with the process set forth below. A Technical Review Panel (the Panel), comprised of City staff members, shall be convened to review and evaluate all responsive bids. The review /evaluation process to be utilized is pursuant to the City Code which requires the award of contract(s) to the lowest and best bidder(s). The Panel shall score and rank the bids in accordance with the following evaluative criteria: PRICE (50 points) • The cost of providing janitorial services as specified by the ITB. QUALIFICATIONS OF BIDDER (20 Points) • The ability, capacity and skill of the bidder to perform the Contract. EXPERIENCE AND PAST PERFORMANCE (20 Points) • Whether the bidder can perform the Contract within the time specified, without delay or interference. • The character, integrity, reputation, judgment, experience and efficiency of the bidder. CONTRACT COMPLIANCE (10 Points) • The quality of performance of previous contracts. • The previous and existing compliance by the bidder with laws and ordinances relating to the Contract. The Panel shall add the score received by each of the bidders; shall rank the bidders; and shall submit their recommended ranking to the City Manager. City Manager's Review After considering the recommendation of the Administration, the City Manager shall exercise his due diligence and recommend to the Mayor and City Commission the bid that the City Manager deems to be in the best interest of the City. If only one bid response is received, the City Manager, without any action by the Mayor and City Commission, has the authority, pursuant to Section 2 -367 of the Miami Beach City Code, to exercise any of the following options: 1. Reject the bid and, if he determines that same is in the best interest of the City and re- advertise the project for bidding; or 2. Request that the Mayor and City Commission make additional funds available and proceed to negotiate an agreement with the sole bidder. In addition, if there are two or more bidders, the City Manager may also negotiate an agreement with the lowest and best bidder exceeding the budgeted amount of the work. If the City Manager is unable to successfully negotiate an agreement with the lowest and best bidder, the City Manager may terminate negotiations with such bidder and commence negotiations with the second lowest and best bidder. If the City Manager is unable to successfully negotiate an agreement with the second lowest and best bidder, the City Manager may terminate negotiations with the second bidder and commence negotiations with the third lowest and best bidder. ITB 13 -10/11 Janitorial Services Addendum No. 1 BID SUBMISSION REQUIREMENTS Bid packages must contain the following documents, each fully completed, and signed as required. Bid packages which do not include all required documentation, or are not submitted in the required format, or do not have the appropriate signatures on each document, may be deemed in the City's sole discretion to be non - responsive. The City reserves the right to request any documentation omitted, with exception of the Bid Price Form. Bidder must submit the documentation within three (3) calendar days upon request from the City, or the bid shall be deemed non - responsive. Non - responsive bid packages will receive no further consideration. Bidders must submit the following information as it relates to the evaluation criteria: 1. Cost Information: Cost information must be submitted with your Bid. Bidders shall provide cost information on the Bid Proposal Form. 2. Qualifications of Bidder: Provide a letter outlining the Contractor's professional specialization, provide past experience to support the qualifications of the submitter. Interested Contractors should submit documents that provide evidence as to the capability to meet the City's standards and criteria for the performance of the janitorial services. Bidders must provide documentation which demonstrates their ability, capacity and skill to satisfy all of the requirements detailed in this Invitation to Bid. 3. Experience and Past Performance: Outline in detail the experience and qualifications of the business, and individual members of the business, in accomplishing similar services. List at least five client references, with a description of services provided, number of facilities serviced, contract value, etc. Please include contact name, title, company, address, telephone number, e- mail address, fax number. Please provide your clients with the Performance Evaluation Letter and Survey included in pages 65 and 66 of ITB 13- 010/11 and request that your clients submit the completed survey to Marta Fernandez via e-mail: martafernandezrubio (amiamibeachfl.gov, or fax: 786- 394 -4003. The City reserves the right to verify and confirm any information submitted in this process. Such verification may include, but is not limited to, speaking with current and former clients, review of relevant client documentation, site - visitation, and other independent confirmation of data. 4. Any other forms required by this ITB. ITB 13 -10/11 Janitorial Services Addendum No. 1 ATTACHMENT B- RFP 04 -07/08 BID TABULATION - . ; r,... �,...�^.�_:,:.xw� zL,a:a; i,;... #>�,.4�`eri.. ,,mo °+§ . �.:. �' :� 'A�� ha ....�' y f� t s_ , lA . ;h e�, t a" W"`��.�°t, �. .�` � �:�:.:�K v�r � ,. F..' , . '� __,x. Es `' "'' 7 1 G'; 1. f r4 _.. ' . -; ti 7T 9 a .:1 11,11Z., : ; a ,bfF." _ t Via :. 84.1110 _yit Hall $ 13,611.73 $ 19,921.00 $ 10,377.56 $ 10,377.56 Vista $ 7,400.00 $ 2,977.56 Diamond 14 Scott Rakow $ 9,153.15 $ 8,100.00 $ 7,892.50 $ 7,892.50 Vista $ 4,574.68 $ 3,317.82 Omarcio 8 Police Station $ 17,821.02 $ 23,700.00 $ 14,031.20 $ 14,031.20 Vista $ 11,949.76 $ 2,081.44 Vista 15 Fire Station # 2 $ 615.93 $ 1,521.00 $ 906.09 $ 615.93 Diamond $ 350.00 $ 265.93 Bass Museum $ 6,578.84 $ 3,700.00 $ 3,736.42 $ 3,700.00 Omarcio $ 2,179.00 $ 1,521.00 South Shore Community Center $ 3,020,86 $ 4,521.00 $ 4,975.42 $ 3,020.86 _ Diamond $ 2,359.83 $ 661.03 North Beach Police Sub Station $ 705.16 $ 1,100.00 $ 904.03 $ 705.16 Diamond $ 1,264.00 $ (558.84) 21st Community Center $ 3,467.82 $ 2,800.00 $ 3,871.09 $ 2,800.00 Omarcio $ 3,148.00 $ (348.00) Ocean Front Auditorium $ 1,374.27 $ 721,00 $ 2,009.63 $ 721.00 Omarcio $ 209.40 $ 511.60 North Shore Recreation Center $ 7,355.63 $ 7,916.00 $ 6,417.40 I $ 6,417.40 Vista $ 4,469.64 $ 1,947.76 Muss Park $ 608.26 $ 721.00 $ 1,108.25 $ 608.26 Diamond $ 418.80 $ 189.46 Normandy Shores Guard House $ 283.86 $ 469.00 $ 645.21 $ 283.86 Diamond $ 543.00 $ (259.14) Still Water Park $ 572.48 $ 721.00 $ 849.99 $ 572.48 Diamond $ 418.80 $ 153.68 Fairway Park $ _ 572.48 $ 721.00 $ 849.99 $ 572.48 Diamond $ 418.80 $ 153.68 Normandy Shores $ 655.97 $ 721.00 $ 849.99 $ 655.97 Diamond $ 418.80 $ 237.17 Parks Maintance Facili $ 616.21 $ 1,221.00 $ 899.25 $ 616.21 Diamond $ 849.99 $ (233.78) Property Management Office $ 1,257.07 $ 2,551.00 $ 2,153.19 $ 1,257.07 Diamond $ 869.01 $ 388.06 Flamingo Park Pool $ 1,377.53 $ 2,100.00 $ 3,994.46 $ 1,377.53 Diamond $ 1,783.00 $ (405.47) Beach Patrol Office $ 1,064.46 $ 784.00 $ 949.15 $ 784.00 Omarcio $ 750.00 $ 34.00 Flamingo Park Restrooms $ 1,502.76 $ 2,122.00 $ 947.28 $ 947.28 Vista $ 1,386.00 $ (438.72) Flamingo Baseball & Football $ 1,986.01 $ 2,421.00 $ 1,234.75 $ 1,234.75 Vista $ 1,392.00 $ (157.25) 4 Public Works Operation Bld. $ 1,940,0: $ 2,721.00 $ 2,639.08 $ 1,940.08 Diamond $ 418.80 $ 1,521.28 y Parking Department Operations $ 935.82 $ 1,721.00 $ 779.33 $ 779.33 Vista $ 545.00 $ 234.33 hi Marine Patrol Office & Public $ 1,66179 $ _ 1,521.00 $ 1,666.27 $ 1,521.00 Omarcio $ 1,043.75 $ 477.25 777 Building (City Hall Anex) $ 4,400.94 $ 3,721,00 $ 4,144.08 $ 3,721.00 Omarcio $ 1,700.00 $ 2,021.00 555 Building $ 2,464.87 $ 2,221.00 $ 1,995.09 $ 1,995.09 Vista $ 1,221.36 $ 773.73 225 2nd Street Building $ 137.40 $ 421.00 $ 741.81 $ 137.40 Diamond $ 350.00 $ (212.60) Historic City Hall $ 1,700.00 $ 4,188.91 $ 1,700.00 Omarcio $ - $ 1,700.00 South Pointe Building $ 1,321.00 $ 2,779.83 $ 1,321.00 Omarcio $ - $ 1,321.00 Police Athletic League $ 2,595.25 $ 3,721.00 $ 3,616.84 $ 2,595.25 Diamond $ 1,921.00 $ 674.25 7th Street Parking Garage $ 1,502.76 $ 7,690.00 $ 7,086.13 $ 7,086.13 Vista $ 5,071.87 $ 2,014.26 . r'. ;, ,td t'1 ;U$ p g i 12th Street Parking Garage $ 1,001.84 $ 1,951.00 $ 2,615.57 $ 2,615.57 Vista $ 1,460.02 $ 1,155.55 - >i . r''''', °ta4 � 1t ,., S I' >.1. 13th Street Parking Garage $ 1,502.76 $ 1,951.00 $ 2,619.15 $ 2,619.15 Vista $ 1,460.02 $ 1,159.13 $ 3,569.11 $ (2,618.13) $ (2,014.26) 16th Street Parking Garage $ 1,252.30 $ 7,690.00 $ 6,528.20 $ 6,528.20 Vista $ 5,071.87 $ 1,456.33 $ 458.18 $ (490.98) $ (1,155.55) 17th Street Parking Garage $ 2,003.69 $ 8,900.00 $ 8,706.67 $ 8,706.67 Vista _ $ 6,588.20 $ 2,118.47 $ (42.74) $ (490.98) $ (1,159.13) 42nd Street Parking Garage $ 1,073.40 $ 2,799.80 $ 3,856.91 $ 3,856.91 Vista $ 2,091.49 $ 1,765.42 $ 3,819.57 $ (2,618.13) $ (1,456.33) Monthly Total $ 96,673.40 $ 138,601.80 $ 123,566.72 $ 106,314.28 $ 76,095.89 $30,218.39 $ 4,584.51 $ (2,311.80) $ (2,118.47) Annual Total $ 1,160,080.80 $ 1,663,221.60 $ 1,482,800.64 $ 1,275,771.36 $ 913,150.68 $362,620.68 $ 1,018.09 $ (708.31) $ (1,765.42) Monthly General Fund $ 86,396.57 $ 104,899.00 $ 89,515.01 $ 72,961.57 $ 53,933.62 Utility Enterprise $ 1,940.08 $ 2,721.00 $ 2,639.08 $ 1,940.08 $ 418.80 Parking Enterprise $ 8,336.75 $ 30,981.80 $ 31,412.63 $ 31,412.63 $ 21,743.47 Total $ 96,673.40 $ 138,601.80 $ 123,566.72 $ 106,314.28 $ 76,095.89 1 Tt!tiMittAfi11tfl Annual �.Y,aD fld' j 0 0. i_ General Fund Annual $ 1,036,758.84 $ 1,258,788.00 $ 1,074,180.12 $ 875,538.84 $ 647,203.44 $ 389,555.40 $ 611,584.56 $ 611,584.56 Utility Enterprise Annual $ 23,280.96 $ 32,652.00 $ 31,668.96 $ 23,280.96 $ 5,025.60 $ 18,255.36 $ 27,626.40 $ 27,626.40 Parking Annual $ 100,041.00 $ 371,781.60 $ 376,951.56 $ 376,951.56 $ 260,921.64 $ (160,880.64) $ 110,859.96 $ 110,859.96 Total $ 1,160,080.80 $ 1,663,221.60 $ 1,482,800.64 $ 1,275,771.36 $ 913,150.68 $ 246,930.12 $ 750,070.92 $ 750,070.92 ATTACHMENT C ITB 13 -10/11 - JANITORIAL SERVICES Addendum No. 1 Monthly Invoice Amounts per Location Facilities by Contractor Diamond Contract Services °Marcia Cleaning Services Vista Building Maintenance Services Fire Station # 2 $ 615.93 21st Community Center $ 2,800.00 City Hall $ 11,220.90 South Shore Community Center $ 3,020.86 Ocean Front Auditorium $ 1,885.66 Scott Rakow $ 8,608.96 North Beach Police Sub Station $ 705.16 Beach Patrol Office $ 1,421.00 Police Station $ 15,396.95 Muss Park $ 608.26 Marine Patrol Office & Public $ 1,521.00 North Shore Recreation Center $ 6,984 60 Normandy Shores Guard House $ 283.86 777 Building (City Hall Anex) $ 3,721.00 Flamingo Park Restrooms $ 1,051.77 Still Water Park $ 572.48 12th Street Parking Garage $ 1,951.00 Flamingo Baseball & Football $ 1,313.11 Fairway Park $ 572.48 13th Street Parking Garage $ 1,951.00 Parking Department Operations $ 779 33 Normandy Shores $ 655.97 42nd Street Parking Garage $ 2,799.80 555 Building $ 2,144.35 Parks Maintance Facility $ 616.21 1755 Meridian Ave. Garage $ 9,905.93 7th Street Parking Garage $ 7,810.06 Property Management Office $ 1,257.07 Pennsylvania Garage $ 9,307.50 16th Street Parking Garage $ 7,252 13 Flamingo Park Pool $ 1,377.53 Normandy Pool Facility $ 2,421.00 17th Street Parking Garage $ 9,647.02 Police Athelic League $ 2,595.25 Tatum Park $ 621.00 225 2nd Street Building $ 137.40 Crespi Park $ 621.00 Historic City Hall $ 1,063.49 South Pointe Building $ 475.45 Public Works Operations $ 1,940.08 Monthly Total $ 16,497.48 $ 40,926.89 $ 72,209.18 Annual Total $ 197,969.76 $ 491,122.68 $ 866,510.16 Grand Total $ 1,555,602.60 Latest invoices received. Omarcio's invoices do not reflect Living Wage Ordinance on its locations, except for Pennsylvania Garage. Additional Annual Amount is $4,195.90 per Living Wage Amendment to Omarcio's Contract. l „E„, City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, ww w.miamibeachfl.gov PROCUREMENT DIVISION Tel: 305 - 673 -7490 , Fax. 305 - 673 -7851 INVITATION TO BID NO. 13-10/11 ADDENDUM NO. 2 February 18, 2011 JANITORIAL SERVICES CITYWIDE is amended as follows: I. Deadline for the receipt of bids and Performance Evaluation Surveys is hereby postponed until March 11, 2011 at 3:00 pm. 11. SITE VISITS are scheduled for Thursday, February 24 and Friday, February 25, 2011 as follows: THURSDAY FEBRUARY 24 — Transportation will be provided from Scott Rakow Youth Center to the following Facilities: Appendix Time Facility Reference 5 7:30 - 7:50am Scott Rakow Youth Center and Ice Rink 5 8:00 - 8:20am Public Works Operations Building 3 30 8:30 - 8:45am 21 Street Recreation Center 6 9:00 - 9:30am Police Station 8 9:40- 10:OOam South Shore Community Center 28 10:10- 10:30am Police Athletic League and Recreation Center 27 10:30- 10:40am Flamingo Park Pool 10:40- 10:50am Flamingo Park Inside and Outside Tennis 28 Court Restrooms 10:50- 11:OOam Flamingo Park Baseball & Football Stadium Restrooms/ 29 Softball Field Restrooms Above schedule subject to change depending on staff availability to show facilities. RETURN TO SCOTT RAKOW YOUTH CENTER AND LUNCH BREAK. Vendors to provide transportation to City Hall. Facilities located within walking distance to be visited as follows: 1 1:00 - 1:20pm City Hall 2 1:30 - 1:45pm Offices Located at the City Hall Parking Garage 3 1:50 - 2:10pm 777 Building (City Hall Annex) 4 2:15 - 2:30pm 555 Building ITB 13 -10/11 Janitorial Services Page 2 of 2 FRIDAY FEBRUARY 25 2011 — No Trans ortation 9:00- 9 : 2 5am North Shore Recreation Center & Tennis r Ce ne r d 13 9:45- 10:OOam Normandy Isle Park and Pool 22 A drs b subsequent addendum will be issued to respond to questions sub . matted by prospective Inasmuch as this change does not materially affect the bid document, bidd ers are not required to acknowledge this addendum to be deemed responsive. CITY OF MIAMI BEACH Gus Lopez, CPPO Procurement Director MIAMIBEACH City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov PROCUREMENT DIVISION Tel: 305- 673 -7490 , Fax 305 - 673 -7851 INVITATION TO BID NO. 13 -10 /11 ADDENDUM NO. 3 February 28, 2011 JANITORIAL SERVICES CITYWIDE is amended as follows: The following language regarding Corporate Responsibility is hereby added and made part of ITB 13- 010/11: Bidders shall provide a "Corporate Responsibility Plan ", which describes in sufficient detail how the Bidder plans and expects to integrate into the Miami Beach community, and fit into the community as a "good corporate citizen ". In developing their Plan, Bidder's focus should be to establish a balance between developing opportunities with the City; stimulating and rewarding their employees; developing optimum customer satisfaction; working with and supporting our local community; and sustaining the environment where they operate. Items to include in Bidder's "Corporate Responsibility Plan" should address (but not necessarily be limited to) the following: A. Bidder's approach, and policies and procedures, detailing the hiring and promotion of employees, including the following: • In addition to payment of the required hourly Living Wage and the Equal Benefits requirements, both which are required under this ITB, what other benefits, programs, and /or other compensation or incentives does the Bidder offer to its employees? B. In addition to subsection (A) above, describe any other programs that Bidder maintains for the welfare and benefit of its employees. C. Is Bidder a responsible corporate citizen and, to that end, what contribution(s) does Bidder make to the community(ies) in which it currently does business? Describe how Bidder is "making a difference" for the betterment of the community(ies) where it operates. Items to address may include, but not be limited to: • Participation in local community organizations. • Membership in local civic and charitable organizations including, in particular, any specific programs and /or initiatives that Bidder has either established or (if established) that Bidder actively participates in. D. Is Bidder's firm environmentally conscious; include any efforts and /or programs and /or initiatives that Bidder has established, either within its firm or in the community, which demonstrate Bidder's involvement in, and commitment to the betterment of the environment through sustainability (i.e. "green initiatives "). ITB 13 -10/11 Addendum No. 3 Page 2 of 9 E. With regard to the City of Miami Beach, describe in sufficient detail what public benefits, including any specific programs, initiatives, and /or other contributions which Bidder would plan to "give back" to the Miami Beach community should it be awarded this contract. This should include (but not be limited to) Bidder's commitment to hire as many qualified Miami Beach residents as possible. II. The Administrative Evaluation Criteria has been revised as follows, to include additional criteria for Corporate Responsibility. PRICE (50 points) • The cost of providing janitorial services as specified by the ITB. QUALIFICATIONS OF BIDDER (15 Points) • The ability, capacity and skill of the bidder to perform the Contract. EXPERIENCE AND PAST PERFORMANCE (15 Points) • Whether the bidder can perform the Contract within the time specified, without delay or interference. • The character, integrity, reputation, judgment, experience and efficiency of the bidder. • The quality of performance of previous contracts (Past Performance Surveys). CONTRACT COMPLIANCE (5 Points) • The previous and existing compliance by the bidder with laws and ordinances relating to previous Contracts awarded by the City or other agencies. CORPORATE RESPONSIBILITY PLAN (15 Points) III. DELETE language regarding lead poison in the Firing Range: IV. CLARIFICATION: The prices quoted by the bidder on the Bid Form shall remain fixed and firm during the term of this contract, which ends September 30, 2013. Bidder must account for Living Wage increases each Fiscal Year over a three year period in their monthly cost, with no increase to the monthly contract amount through September 30, 2013. V. ADD language to Section 3.5 Liquidated Damages, page 37 of the bid document as follows (Underlined denotes added language): After initial warning notice, any subsequent failure to properly clean facility as defined by the City's Contract Coordinator and Property Management Director will result in a fine equal to 1 /22nd of the monthly contract amount, per facility, per day, ..." VI. ADD language to North Shore Recreation Center and Tennis Center requirements: Maintenance personnel assigned to the facility during its operating hours shall circulate throughout the facility performing such janitorial functions as detailed herein, or as directed by the Youth Center supervisor to maintain the facility in a clean, litter -free, safe condition, including dusting and glass cleaning on a daily basis. • All vinyl flooring should be stripped and waxed on a quarterly basis. ITB 13 -10/11 Addendum No. 3 Page 3 of 9 • Additional services that are to be included in the monthly cost shall include cleaning interior glass doors, windows and mirrors up to arms length on a daily as needed basis. • Flooring in the gymnasium, patio needs to be swept only and bleachers need to be wiped down and swept underneath. • In addition to all other janitorial requirements, the outside of the facility will be swept of all debris and trash upon opening hours of the facility. • Bathrooms should receive a "deep cleaning" to include sanitizing all toilets, sinks, walls and floors twice a year (before the start of after school and before the start of summer). VII. ATTACHED Pre -bid Meeting and Site Visit sign -in sheets for Bidder's use. VIII. ATTACHED Certification of Contract which will be executed upon award of a contract. IX. The following are answers to questions submitted by prospective bidders: 01. I am a DVBE 100% 619 - 715 -5221 will you accept multiple vendors? Al. The City does not have a DVBE program. However, each location specified in this bid could be awarded on an individual basis as stated by the "Method of Award ", page 17 of the Bid Document; award to multiple vendors may be considered. Q2. Reading the bid document I need answer to the following questions: a. All Buildings including parks (33 in total) give total s/f and restrooms count; will it be possible to get the fixture count for each location and the carpet and tile square footage or percentage fo the total s /f? b. Also when reference is made to Occupancy load, does this number include the City staff or is just public. c. On the garages it gives number of restrooms, also please what is the fixture count and space count is given; d. What is the total square footage for each parking garage and what is the s/f occupied with the administration offices? Are there concrete, tile, carpet or combination what is the s /f? e. I didn't see a site visit schedule for these facilities, do we go on our own? Who do we contact if we need to walk a facility? A2. a. The information requested is not available. Prospective bidders must exercise their due diligence prior to bid submission and should visit each facility to ascertain all pertinent conditions. b. To be addressed via subsequent Addendum. c. All garages have one restroom with one toilet and one sink as an average. d. Parking garages are stated in number of parking spaces and number of floors. They all have an office usually about 500 square feet. Some offices like 42 "d street garage are larger because they have parking enforcement there. The bid document specifies number of hours at each garage in Appendix B that should be more than ample time to finish the cleaning. Note: City Hall Parking Garage is a combined Garage and Administrative Offices space. The Offices at the City Hall parking Garage have been listed as a facility in Appendix A, and are required to be bid as a separate line item. The Garage is listed in Appendix B. ITB 13 -10/11 Addendum No 3 Page 4 of 9 e. Site visits were notified via Addendum 2 and conducted on Thursday and Friday, February 24 and 25, 2011. Q3. Will the City allowing bidders to bid on one or several facilities, but not all facilities? If so, does your bid and evaluation process favor companies that bid on all or a large number of facilities? A3. Bidders do not have to bid on all locations to be considered for award. The Administrative Evaluation Process is based on the following criteria: Price, Qualifications of Bidder, Experience and Past Performance, Contract Compliance and Corporate Responsibility. Q4. Can the bidding be structured in a manner where prior historical information on expendable supplies does not create an advantage for existing contractors? A4. The City does not have information relative to existing contractor's usage of supplies. Q5. Licences to do business - what is needed ? City of Miami Beach, or Dade County, and / or State of Florida? A5. An occupational license in the City where bidder maintains place of business. Q6. Is it a requirement that health benefits are required to be provided. A6. If employees are paid the lower Living Wage rate of $10.16, at least $1.25 /hour must go towards health benefits. See answer to Question No. 10 for additional clarification. Q7. If an employee turns down the benefits do we need to raise their wage. A7. Yes, if an employee, working on the City of Miami Beach service contract declines health benefits, you must then pay the employee the higher Living Wage rate of no less than $11.41 per hour during the 2011 fiscal year, $12.17 during the 2012 fiscal year and $12.92 during the 2013 fiscal year. A "Fiscal Year" is from October 1 - September 30. Q8. What is the rate of living wage for the most recent 6 month period of the current contract? A8. The Living Wage rate effective October 1, 2010 - September 30, 2011 (the most recent 6 -month period of the current contract), is $10.16 per hour with health benefits of at least $1.25 per hour, or $11.41 per hour without health benefits. Q9. How many employees or what size of the firm should be eligible to waive the health benefit or living wage for this contract? A9. Please clarify question. To be addressed via subsequent Addendum. Q10. Should the minimum wage for this contract be identical with the living wage? A10. The "minimum wage" for this contract, better known as the "Living Wage" is the following: • Commencing with City fiscal year 2010 -11 (October 1, 2010), the hourly living wage rate will be $10.16/hr. with health benefits of at least $1.25/hr, and $11.41/hr without benefits; • Commencing with City fiscal year 2011 -12 (October 1, 2011), the hourly living wage rate will be $10.72/hr with health benefits of at least $1.45/hr, and $12.17/hr without benefits; and ITB 13 -10/11 Addendum No. 3 Page 5 of 9 • Commencing with City fiscal year 2012 -13 (October 1, 2012), the hourly living rate will be $11.28/hr with health benefits of at least $1.64 /hr, and $12.92/hr without benefits. Q11. On page 10 of 68 of the bid spec., determination of award; can you provide the specific percentage /ratio of these items for determing of award in detail ? such as, price 50 %, qualification & experience 15 %, etc. All. See revised Administrative Evaluation Criteria above. Q12. Section 3.2.B: On Site supervisor orientation. How many hours will this consist of? Al2. The onsite orientation should not take longer than an hour at each location. It will be just for the city employees and vendor to know each other and the facility. Q13. Section 3.2.B. Will the city provide the contractor with an administrative office to set up computer, telephone and fax machine. If so, will there be a desk and electrical and telephone connection? A13. No, we do not provide an office for any vendor. Q14. Appendix A: City Hall Annex 3rd floor is undergoing construction. Should the contract also bid this 8000 square feet under construction? A14. There is an error in the description of City Hall Annex (777 building). The third Floor is occupied by the Capital Improvement Projects Office and must be included in the bid price. Also, the fourth floor shows 8,000 SF, however only 4,000 SF of office space is occupied by the City and must be included in the bid price. See revised description of the 777 Building attached to this Addendum. Q15. Appendix A. Scott Rakow Youth Center. The verbage in Appendix A says under Note to Bidder, the city wants an hourly rate for service during operating hours; however bid schedule for these types of services appears to combine nightly and daily hourly rate. How do we distinguish on the bid schedule the regular nightly services and the pricing for day porters? This is not clear on this building and others that also require a separate pricing for day services. A15. Bidders are to provide a total monthly cost to include both day and night cleaning hours. Where a Line Item in the Bid Form requests an hourly rate to be provided for extra Custodial Services (such as Scott Rakow Youth Center, Police Athletic League and Recreation Center, North Shore Recreation and Tennis Center), the rate provided shall be for services during regular business hours (8:00 am -5:00 pm). For overtime, the Bid Form identifies a rate for overtime under additional services. Q16. Is the selected contractor responsible for cleaning outside windows and if yes, at what frequency and what heights? A16. Please refer to section 3.1.6, paragraphs K and L, pages 27 of the Bid document and to Special Requirements for each facility listed in appendix A. Q17. I am in the process of completing my proposal, and noticed that the City Hall garage and Pennsylvania Garage were not part of the previous bid. Do you have further info on these 2 facilities? Also, have the site visits been set up yet? A17. These two facilities are listed in Appendix B of the Bid document. There will not be site visits scheduled for the garages. Prospective bidders must exercise their due ITB 13 -10/11 Addendum No. 3 Page 6 of 9 diligence prior to bid submission and should visit each facility to ascertain all pertinent conditions. Q18. Page 62 of 68, list, under references... Performance Evaluation letter and Survey Pages 66 &67. These are sent to our clients... are we to retrieve them and submit them with our bid? Please clarify... A18. Performance Evaluation Surveys are to be provided to your customers, and submitted to the City by them directly. The City will not acc pt Surveys submitted directly by the bidder with their Bids. Q19. Also, during the conference it was said by someone in the room that a Collective Bargaining Agreement was in the works. Is this a fact or speculation? A19. The City requested from current janitorial contractors information regarding a collective bargaining agreement. As a response, we were notified on February 11, 2011, that "Vista and its subcontractor have previously entered into "Card Check" (recognition) agreements with SEIU Local 32BJ. A written collective bargaining agreement is not yet available." See attached Card Agreement. Omarcio Cleaning and Diamond advised they do not have a Collective Bargaining Agreement. Q20. Will you supply estimates of annual usage for consumables, i.e. hand towel, toilet paper, industrial wipers, hand soap, trash liners? A20. The City does not have information relative to existing contractor's usage of supplies. Q21. What City holidays are considered working and non working days? A21. The City observes the holidays shown below, EXCEPT for the Parking Garages, which operate seven days a week. However, should a contractor decide to clean or deep clean on such days to have less interference, it is at their discretion. The City will not accept any increase to the contract price for work performed during a City holiday, unless requested as additional work. New Year's Day January 1 _. . 12/31/10 Martin Luther King, Jr Birthday 3 Monday in January 01/17/11 Presidents' Day 3 Monday in February 02/21/11 Memorial Day Last Monday in May 05/30/11 Independence Day l July 4 07/04/11 Labor Day I First Monday in September 09/05/11 Veterans' Day November 11 11/11/11 f Thanksgiving Day ' Fourth Thursday in November 11/24/11 The day after Thanksgiving Day Day after Thanksgiving Day 11/25/11 ITB 13 -10/11 Addendum No. 3 Page 7 of 9 r _.e Christmas Day December 25 12/26/11 Q22. What processes are currently in place for monthly deep cleaning? A22. Any process of cleaning is based on each individual vendor. Q23. Pg 25 of 68 states, Commission chambers must be cleaned periodically. How many Commissioner Chambers are there? What are the Sq. ft? How often they are cleaned presently? A23. One Commission Chamber located in City Hall; it is cleaned about 7 times a month, when meetings in the Chamber occur like Commission meetings or Special Masters' hearing. Q24. What type of recycling program (s) currently in place? A24. Each building has containers available for recycling. Offices have designated receptacles to be used by employees for recycling. Successful Bidder(s) will be responsible to dispose of office recyclables in the designated containers located in each building. Q25. Can we get floor plans of each of the facilities? A25. To be addressed via subsequent Addendum. Q26. Can you tell us on each facility what's the % of carpet and the % of hard surface? A26. The information requested is not available. Q27. There are some discrepancies in the total number of square footage, can you adjust to reflect the right total sq. ft? Example Pg 38 of 68, City Hall total sq.ft should be 99, 500 sq. ft. You have a total of 99, 000 sq.ft - Appendix A -2, total sq.ft should be 121, 500 sq. ft. you have a total of 121,000 sq.ft and so on....should double check all total sq.ft? A27. To be addressed via subsequent Addendum. Q28. What is warm notice? Please provide example. A28. Please refer to Bid Document, page 36, paragraph 3.5 "Liquidated Damages /Fines" and revised language, paragraph IV above. Q29. Would a stage area be provided to assemble, distribute, receive: supplies, equipment items and all related cleaning materials? A29. All facilities have a small storage area for supplies. Q30. Would we be provided with an area to do orientation and work assignment? A30. We do not have space or a designated area for a vendor to have any office or space at our facilities. Q31. Can we schedule a walk thru evaluation visit? If yes, how soon? A31. Site visits were notified via Addendum No. 2 and conducted on Thursday and Friday, February 24 and 25, 2011. Most facilities have public access and can be visited during operating hours. Q32. Will our references kept confidential? ITB 13 -10/11 Addendum No 3 Page 8 of 9 A32. No, pursuant to Florida Public Records Law, any information submitted as a result of this Invitation to Bid becomes Public Record. Records are open for personal inspection and copying by any person. Q33. Will the assign project supervisor and /or project manager have an office space within one of the City of MB facilities with phone, fax and other necessary materials needed to provide the work? A33. No. Q34. Can we sub - contract the periodic of the parking & garage cleaning? If yes, what are the requirements needed to provide the City about the Sub - contractor? A34. Yes, provide the name of your subcontractor as part of your bid submission. Q35. What is the current consumable usage? A35. The City does not have information relative to existing contractor's usage of supplies. Q36. Pg 44 of 68: South Shore Community Center - Special Requirements, Hours or operations 8:OOam - 6.00pm - Monday — Friday. Could the cleaning functions be performed before 8:00 am M - F? A36. Cleaning of the administrative offices located at the South Shore Community Center is to be performed after closing of facility, between the hours of 6:OOpm and 8:00 am, so cleaning before 8:00 am is allowed. In addition, there is a custodian requirement from 12 -5pm to help with the feeding of the elderly program, and other janitorial functions as directed by the facility supervisor. Q37. Pg 44 of 68: South Shore Community Center: The day personnel will be preparing and cleaning up from the feeding of the Elderly Program. What food perpetration will the Janitorial staff be preparing and or performing? A37. The janitorial contractor will be responsible for any cleaning required from the feeding of the elderly program; no food preparation is required by the contractor. Q38. Pg 43 of 68: Appendix A: Risk Management Special Requirement Police Station: a. Blood testing - who will pay for the testing? b. Crime Scene Unit on the 1st floor - Any special requirements? A38. a. Lead poison danger from the firing range, which required blood testing, is deleted from the specs. b. To be addressed via subsequent Addendum. Q39. Pg 43 of 68 Gym 2nd floor - Is the cleaning of the equipment in the gym included, what are the specifications, cleaning hours and frequencies? A39. To be addressed via subsequent Addendum. Q40. Police Station 4th floor - Information Technology department (Including the Server room). Any special requirements and or special access needed and Servicing time? A40. To be addressed via subsequent Addendum. Q41. In reading through the scope of work I understand carpet cleaning and floor care for VCT is needed. In creating accurate calculations, I need information regarding a break down of square footage and how its divided via carpet and VCT OR What percentage of each ITB 13 -10/11 Addendum No. 3 Page 9of9 building is carpet and what percentage is tile & VCT. Is this possible, and if not, what can you suggest? A41. The information requested is not available. Prospective bidders must exercise their due diligence prior to bid submission and should visit each facility to ascertain all pertinent conditions. Site visits were conducted on Thursday and Friday, February 24 and 25, 2011. See Addendum 2 for detailed schedule. Q42. I am charged with the responsibility of submitting the proposal for the city of Miami Beach. Prior to my submitting the proposal I have a few questions, in the proposal it is asked if our company offer benefits, the answer is yes we do, however, when we submit proposal for potential facilities, it is up to the client if they would want us to offer benefits to the employee working in their facilities. Do you request that benefits are offered to the employees working on the Miami Beach project? Does the current contractor supply benefits to their employees? A42. The City of Miami Beach (the "City ") does not require or request that a contractor /employer providing services to the City, offer benefits to its employees working on a City contract. It is at the contractor /employer /bidder's sole discretion to provide benefits to its employees working on the City contract. However, further requirements set forth by the City's Living Wage Ordinance (No. 2010 -3682) and the Equal Benefits Requirement do apply. Currently there are two (2) out of the three (3) janitorial service contractors providing their employees with the option to elect health benefits. Q43. I have been asked if the contract value has actually increased by a magnitude? Is this correct or simple perception? A43. The Contract has been amended to include Normandy Pool and City Hall Garage Facility, at a monthly cost of $2,421 and $9,721 respectively. Pennsylvania Garage is being serviced on a month to month basis at a monthly cost of $9,307. THIS IS A FORMAL ADDENDUM THAT HAS TO BE ACKNOWLEDGED IN THE BID ADDENDA ACKNOWLEDGEMENT FORM. IF A BIDDER FAILS TO ACKNOWLEDGE RECEIPT OF THIS ADDENDUM AS PART OF ITS BID SUBMISSION, THE CITY RESERVES THE RIGHT TO REQUEST, AND THE BIDDER MUST COMPLY WITHIN TWO (2) BUSINESS DAYS AFTER RECEIPT OF WRITTEN REQUEST FROM THE CITY. CITY OF MIAMI BEACH Gus Lopez, CPPO Procurement Director Attachments: Pre -Bid Meeting and Site Visit Sign -in Sheets 777 Building (City Hall Annex) Revised Description Certification of Contract Vista's Card Check Agreement IP ....._ / . PRE -BID MEETING SIGN -IN SHEET DATE: February 11, 2011 1TB No.: 13-10/11 TITLE: JANITORIAL SERVCES CITYWIDE NAME (PLEASE PRINT) COMPANY NAME - E -MAIL ADDRESS PHONE# FAX# etts-Etree- -° eeti; ent-D ag -7 -?94 -48th, Procurement Coordinator Marta Fernandez mfernan dezrubio @miamibeachfl.gov 305-673-7000 786- 394 -4003 � 4// wa j x -6263 4 � u �`LcQ,'N5 E:e1/; DES "R. 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IMINIMIERNMUI ( Ii7 (Sin 55 L - v∎ 4�b6,s - (Soy 3 �..��- X532 It it WIFFMFIRNIMMIn a W; IAMBE.ACH PRE-BID MEETING SIGN -IN SHEET DATE: February 1 1, 201 1 ITB No.: 13 -10/1 1 TITLE: JANITORIAL SERVCES CITYWIDE NAME (PLEASE PRINT) COMPANY NAME - E -MAIL ADDRESS PHONE# FAX# Et V a rcri 5 It arril 4- PC1(t' t ike„ qg02_. ei\.2 nva Gds orn an bQ chfl acv C a „ ■acci g vvic.e Gctv BEN VArZNJel QQQ-O L3v LLD lnlc, PQoPee -1\i 9`.1.1 - .5C6- `t02'i- Itp -ss 9028 MfoktrEr./ANCC Serv1Ce @bOr0 •Cat (/tAu;A, i Q ni.vt , Muus 3-1{b 35o .05 SS'a V l 3�5 • tAV� � LrtZ L• h • -)-s. } 6 N Wlu.tt�, KGK (2 -s 1'ce_5. easufiwg Q Ull 26G q C a Cct SC.10CA/c� d -) M N cina r ack't b I k 41 P1 4111rit G ►Dlo` , h ill 1'ota" Qo1, (J Cµ3 ern tl,�,wa V 3,43 A. C ,k AMSmen i` i�cAc 61P -c . c 6t1. M / r 4ei 73 11 /44.7e( cmg 7 6 e itidinx" . Lelotti PetliAA0A4A aPlutALP -M(eA.W MIAMIBEAC PRE -BID MEETING SIGN -IN SHEET DATE: February 11, 2011 ITB No.: 13-10/11 TITLE: JANITORIAL SERVCES CITYWIDE NAME (PLEASE PRINT) COMPANY NAME - E -MAIL ADDRESS PHONE# FAX# - ,7e-k, ,Q, , 'yes IFIVIL Z 4410-try- Gas - a 1- 5 keo 4 - PRA ., -4 •Pmfrev -g©e -k Ah0o. coi i ke4tie, 6G-1 . g e ( - 0 ee4p 5, EW Lbc 3e4J 365-J X1 10 - Sak Djat dl SC j rJ 3 h .or g 73s - g7 4 4 P coei 3\codiak /L/5U5 ) �ct1Ek�..e,�v� i5v"r 15-6765 rnPS -egL�- X 5 330- - Amp Of 4 7 . 1117 1 1 1 7 ( /„.„, J , /1 0.i ��6`�17� jo U Soi e e/vw,r io 4 /-1 J L S T . eo ‘Z � 6 �i T ! - 402N? 0 /AINv\IBEACH PRE -BID MEETING SIGN -IN SHEET DATE: February 11, 2011 ITB No.: 13-10/11 TITLE: JANITORIAL SERVCES CITYWIDE NAME (PLEASE PRINT) COMPANY NAME - E -MAIL ADDRESS PHONE# FAX# Pc Mc- Servi c.0 ..- 0 ,_, ) 4, P- i , A.v i) .41(1./ L Aoof 0 nau L. C.c, 11t (35) ( - :c €j + O oJfi I9M C. icR,/ Sri m i ;e, Ji Nolie_ f .61 ive 1 e @dr,,. cl� Sp�E , c014 X05- 3l / X44- 7 -69 / , mii 20„,:aw-.2....,6#, 1 , ,303-- ia� -.- /7e Z ✓ 6 ,9/:./iT,t ' -ter Coif ,/- ? o -/g3? locia 61 z e 4-#6,7-heibilL --...pat---),,tziii)-)A •14- ACOG 17/1L— %cjo ,,,I„ ot - 5,„_:,4„,,,/Svc 35-4ggsio`)- u A 1?.a r edit) av4.1- t cb• , d�q ? ,6" 7--L Ey , . , , ) ,., (A7) cw..ai 7 ,-4,_ 24 , 5 -- 5 0 — 7 / — i Q- /'.� aj t. S - ��.n -�► 4 ,3 5' 9 023 ---A J Z v 7 , UAi,,71 s .,i 1 )O c 40 - .r_ Dg-e- -0 t:..- I A-1 C r`E 3k) L../ Li MIAMI PRE -BID .MEETING SIGN -IN SHEET DATE: February 1 1, 201 1 ITB No.: 13-10/11 . TITLE: JANITORIAL SERVCES CITYWIDE NAME (PLEASE PRINT) COMPANY NAME - E -MAIL ADDRESS PHONE# FAX# R&M M 'Sw; \oaiciR Seriaiic s Asti- or co- ckv e AevrOete e e e c 4 t"6,77 1-3q -o235 gl-a -Li ��1=C € � ,, /V1��-7 (i �t�tl� �II1 1 O ft 2.Z / J c / C �7 �i ✓�. /J 7fjp vL,-Q- sL -L-� 2.,4 6,-,', J,t. act - ! ? ! 3 et? 416- S i re t rz e-ss1o•v4( . B L_05-• S veS . 9 — 30-x` - C12'arG 20��SS�o�.w(2U y73 - Is 6.p- C�2v�ce77r v1=U r � ' Zi‘t U t -'‘'s A Q., uc ,„%o,s Q ., ,,-;1 1.u,)C6, \ ke D A ASSc �o� S �s,� ; ee s yn7- - bg7- r ®o lavro,,`"ttNO eSOr1 0 vs, iss t„rerl61.com S 4 02., -bqy/ s 0 t..N c9 v as NO ( S S t ac ∎. : c - c-r - ,,; c (_-_-,-4,1q < <(3 �'f (co cc) , rNjk0S. ,b 0v . 63oc- 1S',Mir.4.5ArA C� Y vv� f � Z R est T ,i i7 r,„ / �'.(p 6 �- 7... 3 9 /40% - 24 3/f 329 - I telc.> evt6le -fazigt . , I 1 oC.216041? ead I C. ' ' !' ' - i trAnc&v_iat.T. kaf . i . 4)0.-a.. ar 001140nD es 305=11G4 -(Q12.0 suit •4m -°S-14349144.71444144 4,167,- 6S 7kritii i?alpw 104d. a te cozy,' oes , , q xi" - 9 , n/ roJ a s G i2 . 1eS-ervices ,ce i _ Dro q'a' - arlo VI Pwsift.p., : Q3J.�IAQ – c Rb95 - 1 - 3 - G Y4,0 t Ti - I V-LCo I . ` ast 4 b – c lirstszsJ.Q, GircciA. 1 =g64r-G.L r E - ii.k-us 6_ UL'41� L,k i - �"I _' 110 - 95b ✓ ,1 5k8.1■,4r. — q-4 - 5L E. S � 23 c1S�±q 15 9 *4cd — L {q l - G`8 -72-iCkQ-cmci - C 42-6j& ) ' )4 " I LA-r2) Soon 1 2 — t , „ �-- ,�,,,, Qr3 ��- 321 - b025 DEg _ 1c; . c,Aionx – 9(4 s "LArt-42-9yi - Tcs‘ix - to-till GIT fa MIAMI BEACH SITE VISIT SIGN -IN SHEET DATE: February 24, 2011 ITB No.: 13-10/11 TITLE: Janitorial Services Citywide NAME (PLEASE PRINT) COMPANY NAME - E -MAIL ADDRESS PHONE# A r— 4..04ri/oTef/r*tp 14:,,Vr 4414 Lie d5,5•S" tom.. s 8 v p 902 f l t ° CS 4- 6C) LAN • F" Cr j rrelro C40.. q 3 / /Jaw,. 4, e ES . x..k o2a,,cES 3 or 7 ci-s Pk_ 6,./So4 �tt�� - T So 1- 447 t&S'2s r 4 X A(' 439- ?' A 3 A 6: 91. u� ` iti'1r " ioglu -P= ' boo cv), 7k, 24-57 I 57 1) 161.4y So ba Iva f0 A7 47 0--hi S� /K {i'c�as i `iK-7K-C 7 2 6 p (.SokliALVA AV (SZ- (owt 0.j a es c✓ �'L • ot� 3i C4 Y vA e) �, f.cfp i-6 i- c1 < / n, /ors r , - - ✓o -G 46,E �� X46/ 1 , 4�°�— ta MIAMI BEACH SITE VISIT SIGN -IN SHEET • DATE: February 24, 2011 ITB No.: 13-10/11 TITLE: Janitorial Services Citywide NAME (PLEASE PRINT) COMPANY NAME - E -MAIL ADDRESS PHONE# Marta Fernandez Procurement Coordinator 305 - 673 -7000 x -6263 Property Management Contracts Gus Andino Administrator \\ A 0/0 UAL& y 1 %"' ti 4 17 I ..,c carfe)Yi qF . i 1 7 -960f 07- 7e /3 i t9 /1-7.3 6:el,tor ,41,t eyfc/92 (1Ist4 /,CMS / /lav ) Sim P60N NC ��'�c �✓��C'vi (fS c&c r<c D.ok. 6//4J)A / aJ) � 7 .,„ G.,/„, 3 0 5 • r sy- 7r2--06U f� clf��wooI c� .�: 9 0 Qty //i/ 95 .P73- ?3-3-7 W:I SITE VISIT DATE: February 24, 2011 SIGN-IN SHEET ITB No.: 13-10/11 TITLE: Janitorial Services Citywide NAME (PLEASE PRINT) COMPANY NAME - E -MAIL ADDRESS PHONE# C2wt(T S.�.k v r �rro ��6ss Q.Sc/- /7 3 - /J (r C' 2 k ) . � 3 az o Fc..S S/4 .vgL B u, c-Dl y-s 0 U . as — �'/1f� NV 1 � v � Sc' L/ /C& . r ti7�0 �4 1M e , hu, d-A-ss oU+4T115 fwt- 21k - . 3V -6 N 1 rk'l N/, ,4 bh. 705- 7/f ' �P;L gm(G\ 51/Law 4/6, 6e6 ��'''�- � III: r= W T Sy PP/ ti) N A- 7 Fb 31 7 b 2 0/b Ain 08 Res p c_I'e nrIIll ITB 13- 010/11 Addendum No. 3 Appendix A - Description of City of Miami Beach Facilities (location revised) 777 BUILDING (CITY HALL ANNEX) Hours of Operation: 8 a.m. - 6 p.m. Monday - Friday 777 17 St. 28,000 sq. ft.; 5 -story mixed -use Commercial Office Building with ground floor retail /commercial storefront units Restrooms: 8 Elevators: 2 Stairwells: 2 Building has the following occupancy: 1 Floor 8,000 sq. ft Building Lobby Elevator Landings Stairwell Landings Mailroom Utility Room Retail Commercial Units (excluded from janitorial contract) 777 BUILDING (CITY HALL ANNEX) (contd.) 2nd Floor 8,000 sq. ft. Fire Prevention I.T. Server Room 2 Restrooms 3rd Floor 8,000 sq. ft. Capital Improvements Office 2 Restrooms 4th Floor 4,000 sq.ft. Fire Department - Administration Private Physicians Office (excluded from Janitorial Contract) 2 Restrooms 5th Floor 3,000 sg.ft Media Division of City Clerk's Office Building Mechanical Equipment Room 2 Restrooms MIAMIBEACH CITY OF MIAMI BEACH CERTIFICATION OF CONTRACT TITLE: XXX CONTRACT NO.: 13 -10/11 EFFECTIVE DATE(S): XXX SUPERSEDES: XXX CONTRACTOR(S): XXXX ESTIMATED ANNUAL CONTRACT AMOUNT: $XXX A. AUTHORITY - Upon affirmative action taken by the Mayor and City Commission of the City of Miami Beach, Florida, on XXX, 2011, for approval to award contracts, upon execution between the City of Miami Beach Florida and Contractor(s). B. EFFECT - This Contract is entered into to provide janitorial services citywide, pursuant to City Invitation to Bid (ITB) No. 13 -10/11 and any addenda thereto, and Contractor's bid in response thereto (this Contract, the ITB, and Contractor's bid in response thereto may hereinafter collectively be referred to as the "Contract Documents "). C. ORDERING INSTRUCTIONS - All blanket purchase orders shall be issued in accordance with the City of Miami Beach Procurement Division policies and procedures, at the prices indicated, exclusive of all Federal, State and local taxes. All blanket purchase orders shall show the City of Miami Beach Contract Number 13- 10/11. D. CONTRACTOR PERFORMANCE - City of Miami Beach departments shall report any failure of Contractor for janitorial services according to the requirements of the Contract Documents to XXXX, City of Miami Beach, Property Management Division at 305 -673- 7630. E. INSURANCE CERTIFICATE (S) - The Contractor shall file Insurance Certificates, as required, which must be signed by a Registered Insurance Agent licensed in the State of Florida, and approved by the City of Miami Beach Risk Manager prior to delivery of supplies, and /or commencement of any services /work by Contractor. F. ASSIGNMENT AND PERFORMANCE - Neither this Contract nor any interest herein shall be assigned, transferred, or encumbered by either party without the prior written consent of the City. In addition, Contractor shall not subcontract delivery of supplies, or any portion of work, and /or services required by the Contract Documents without the prior written consent of the City. Contractor warrants and represents that all persons providing /performing any supplies, work, and /or services required by the Contract Documents have the knowledge and skills, either by training, experience, education, or a combination thereof, to adequately and competently provide /perform same, to City's satisfaction, for the agreed compensation. Certification of Contract Contractor shall provide /perform the supplies, work, and /or services required under the Contract Documents in a skillful and respectable manner. The quality of the Contractor's performance and all interim and final product(s) provided to or on behalf of City shall meet the City's cleanliness standards for City facilities and parking garages. G. SERVICE EXCELLENCE STANDARDS — Excellent Customer Service is the standard of the City of Miami Beach. As a Contractor of the City, Contractor will be required to conduct itself in a professional, courteous and ethical manner, and at all times and adhere to the City's Service Excellence standards. Training will be provided by the City's Organizational Development and Training Specialist. H. PUBLIC ENTITY CRIMES - In accordance with the Public Crimes Act, Section 287.133, Florida Statutes, a person or affiliate who is a contractor, consultant or other provider, 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 the City, may not submit a bid on a contract with the City for the construction or repair of a public building or public work, may not submit bids on leases of real property to the City, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with the City, and may not transact any business with the City in excess of the threshold amount provided in Section 287.017, Florida Statutes, for category two purchases for a period of 36 months from the date of being placed on the convicted vendor list. Violation of this section by Contractor shall result in cancellation of the Contract and may result in Contractor debarment. INDEPENDENT CONTRACTOR - Contractor is an independent contractor under this Contract. Supplies, work, and /or services, provided by Contractor pursuant to the Contract Documents shall be subject to the supervision of Contractor. In providing such supplies, work, and /or services, neither Contractor nor its agents shall act as officers, employees, or agents of the City. This Contract shall not constitute or make the parties a partnership or joint venture. J. THIRD PARTY BENEFICIARIES - Neither Contractor nor City intends to directly or substantially benefit a third party by this Contract and /or the Contract Documents. Therefore, the parties agree that there are no third party beneficiaries to this Contract and that no third party shall be entitled to assert a claim against either of them based upon this Contract and /or the Contract Documents. The parties expressly acknowledge that it is not their intent to create any rights or obligations in any third person or entity under this Contract and /or the Contract Documents. Certification of Contract K. NOTICES - Whenever either party desires to give notice to the other, such notice must be in writing, sent by certified United States Mail, postage prepaid, return receipt requested, or by hand - delivery with a request fora written receipt of acknowledgment of delivery, addressed to the party for whom it is intended at the place last specified. The place for giving notice shall remain the same as set forth herein until changed in writing in the manner provided in this section. For the present, the parties designate the following: For CitX: Gus Lopez Procurement Direct Citv of Miami Beach Procurement Division 1700 Convention Center Drive Miami Beach Florida 33139 With copies to: Prope Manaaement DivIsinn City of Miami Beach Miami Beach Florida 33139 For Contractor: XXXXX XXXXX XXXXX L. MATERIALITY AND WAIVER OF BREACH - City and Contractor agree that each requirement, duty, and obligation set forth in the Contract Documents is substantial and important to the formation of this Contract and, therefore, is a material term hereof. City's failure to enforce any provision of the Contract Documents shall not be deemed a waiver of such provision or modification of this Contract. A waiver of any breach of a provision of this Contract shall not be deemed a waiver of any subsequent breach and shall not be construed to be a modification of the terms of this Contract. M SEVERANCE - In the event a portion of this Contract and /or the Contract Documents is found by a court of competent jurisdiction to be invalid, the remaining provisions shall continue to be effective unless City or Contractor elects to terminate this Contract. An election to terminate this Contract based upon this provision shall be made within seven (7) days after the finding by the court becomes final. N. APPLICABLE LAW AND VENUE - This Contract and /or the Contract Documents shall be enforceable in Miami -Dade County, Florida, and if legal action is necessary by either party with respect to the enforcement of any or all of the terms or conditions herein exclusive venue for the enforcement of same shall lie in Miami -Dade County, Florida. By entering into this Contract, Contractor and City hereby expressly waive any rights either party may have to a trial by jury of any civil litigation related to, or arising out of the Contract and /or the Contract Documents. Contractor, shall specifically bind all subcontractors to the provisions of this Contract and the Contract Documents. 0. AMENDMENTS - No modification, amendment, or alteration in the terms or conditions contained herein, or in the Contract Documents, shall be effective unless contained in a written document prepared with the same or similar formality as this Contract and executed by the City and Contractor. P. This Contract shall not be effective until all bonds and insurance(s) required under the Contract Documents have been submitted to, and approved by, the City's Risk Manager. Q. The ITB and all addenda issued, and Contractor's bid in response thereto, are attached to this Contract and are hereby adopted by reference and incorporated herein as if fully set forth in this Contract. Accordingly, Contractor agrees to abide by and be bound by any and all of the documents incorporated by the Contract Documents. Where there is a conflict between any provision set forth within (i) this Contract; (ii) the ITB; (iii) Contractor's bid in response thereto, the more stringent provision (as enforced by the City) shall prevail. Certification of Contract IN WITNESS WHEREOF the City and Contractor have caused this Certification of Contract to be signed and attested on this day of 20 authorized representatives. by their respective duly CONTRACTOR CITY OF MIAMI BEACH By President/ Signature By Mayor Print Name Date Date ATTEST: ATTEST: Secretary/ Signature City Clerk Print Name Date Date AUG-27-2010 18:05 From: 3056729501 To:3055526532 Paoe:2'7 Card Creek Aureet Service Employees International Umon, Local 32BJ ( "Loca132BJ" or "Union ") and Vista Building Maintenance Services, Inc. ( "Vista" or "Employer ") hereby agree to the following: 1. Vista shall voluntarily recognize the Union as the exclusive collective bargaining agent for its full-time and regular part -time janitorial employees employed at Vista accounts in the City of Miami Beach ( "Covered Employees "), excluding all other employees, and supervisors as defined in the National Labor Relations Act, according to the procedures set forth herein. 2. Upon the Union's request, the Employer will provide within five (5) business days a list of the names, job sites, addresses and phone numbers of all Covered Employees. 3. The Employer shall not coerce, restrain, or otherwise discourage employees with respect to the Union's attempts to solicit authorization cards or engage in other organizing activity. 4. The Union will not coerce or restrain any employee of the Employer in an effort to obtain authorization cards. 5, The Employer shell not interfere with the Union's lawful efforts to solicit authorization cards from Covered Employees at the job site. The Union shall not interfere with the performance by Covered Employees of their work. No authorization cards shall be solicited or distributed in the presence of Employer supervisors or agents, or during working time. 6. Immediately following the execution of this Agreement, the Employer shall sign and make available to all Covered Employees copies of the letter attached hereto as Exhibit A. 7. Upon the *Union's demonstration of majority support to the Employer at any account or combination of accounts in the City of Miami Beach, as the Union shall decide, the Employer ahem, recognize and bargain with the Union as the exclusive bargaining representative of the Covered Employees. 8. The Employer shall not file a petition with the National Labor Relations Board for any election in connection with any demand for recognition by the Union resulting from this Agreement, The Uulon and the Employer agree that if any other person or entity petitions the NLRB for any election: (i) the Employer and - the Union will each request that the NLRB dismiss the petition on grounds of accretion and/or recognition bar, whichever is appropriate; and (ii) if the petition is not dismissed, the employer and the Union shall agree to a full consent election agreement under Section 1,02.62(c) of the NLRB's Rules and Regulations. The L0 /30 mid 3ONVNGIINIVW JNIa1IIA$ , ZE99L$990E EV :VT 0t6S /LZ /80 AUG - 27 -2010 18:06 From: 3056729501 To:3055526532 Paee:3/7 employer will not, directly or indirectly, support, encourage, recommend, facilitate, solicit, or advise any perso or entity to file a petition with the NLRB. 9. In the event of recognition, the Employer shall not file a4 of voluntary reoognh on with the N1,1i13, so that the decision of when and whether to provide such notice is within the sole discretion of the Union. 10. Except as otherwise required by law, the Employer shall not voluntarily recognize any other union as the representative of the Covered Employees. 11. This Agreement is binding upon the Union tad the Employer, their agents, officers, successors and assigns, 12. Any disputes over the interpretation or application of this agreement shall be submitted to expedited arbitration before Mark Lurie as the permanent arbitrator, and Richard Light, as the permanent alternate arbitrator,; The decision of the arbitrator shall be final and binding upon the parties. The fees of the impartial arbitrator and administrative expenses shall be shared equally between the Employer and the Union. Each party shall pay its own counsel. 13. This Agreement *hall be effective from the date of execution until January 1, 2012, Should the Union and Employer enter into a collective bargining agreement(s) covering the Covered Employees, such collective bargaining agreement(s) shall supersede this Agreement. .!, For ,r'' : �' / ` dmg � = � • • co Services, Inc. Yj 111111111e.7.141 } For the SE': z" AJ / 'Date 2 49 /E9 39gd 39Nb'N1NIVW 9NIQII112 Z£99Z5gg0£ £b:VT OTOZ /LZ /88 RUG -27 -2010 18:06 From: 3056729501 To:3055526532 Pa9e:4'7 Sample Neutrality Letter Dear Employees: As you may know, organizers from SEItJ Local 32k3J have been talking to employees about forming a union. We want you to know that you have a riight to form, join or support the organizing effort. We have met with the uuuon and agreed to remain neutral so you can decide if you want the union to represent you. We have instructed all supervisors not to talk to you about the union. The supervisors will not discipline you transfer you. or discharge you because of your support for the union, or opposition to the 'U'nion. We have agreed to give the union access to meet with you at the work site so long as these meetings do not interfere with the performance of your work. Vista is interested in establishing a friendly and productive relationship with the union and will deal fairly with the union if you decide you want to be represented. EM BIT A L6 /P0 Betid 39NVN31NIC/W 9NIG1IIlH ZE99ZSSG0E Et!tot 0TOZ /LZ /80 AUG - 27 - 2010 18:06 From: 3056729501 To:3055526532 Paae:5/7 Card Cheek A ement Service Employees International Union, Local 3281 ( "Local 32133' or "Union ") and Eagle Building Maintenance Services, Inc. ( "Eagle" or "Employer") hereby agree to the following; 1. Eagle shall voluntarily recognize the Union as the exclusive collective bargaining agent for its full -time and regular part -time janitorial employees employed at Eagle accounts in the City of Miami Beach ( "Covered Employees"), excluding ell other employees, and supervisors as defined in the National Labor Relations Act, according to the procedures set forth herein_ 2. Upon the Union's request, the Employer will provide within five (5) business days a list of the names, job sites, addresses and phone numbers of all Covered Employees. 3. The Employer shall not coerce, restrain, or otherwise discourage employees with respect to the Union's attempts to solicit authorization cards or engage in other organizing activity. 4. The Union will not coerce or restrain any employee of the Employer in an effort to obtain authorization cards. 5. The Employer shall not interfere with the Union's lawful efforts to solicit authorization cards from Covered Employees at the job site. The Union shall not interfere with the performance by Covered Employees of their work. No authorization cards shall be solicited or distributed in the presence of Employer supervisors or agents, or during working time. 6. Immediately following the execution of this Agreement, the Employer shall sign and make available to all Covered Employees copies ofthe letter attached hereto as Exhibit A. 7. Upon the Union's demonstration of majority support to;the Employer at any account or combination of accounts in the City of Miami Beach as the Union shall decide, the Employer shall recognize. and bargain with the Union as the exclusive bargaining representative ofthe Covered Employees. 8. The Employer shall not file a petition with the National Labor Relations Board for any election in connection with any demand for recognition by the Union resulting from this Agreement. The Union and the Employer agree that if any other person or entity, petitions the NLRB for any election: (1) the Employer and the Union will each request that the NLRB dismiss the petition on grounds of accretion and/or recognition bar, whicheve is appropriate; and (ii) if the petition is not dismissed, the employer and the Union shall agree to is full consent election agreement under Section 102.62(c) of the NLRB's Rules and Regulations. The !6/90 3Sttd 38NbfN31.NIOW 9NIaiina ZES9L8550E £b:br 0T0ZfLZ /80 AUG -27 -2010 18:07 From: 3056729501 To:3055526532 Pa9e:6'7 em to er will not, directly or indirectly, support, encourage, recommend, P Y facilitate, solioit, or advise any person or entity to file a petition with the NLRB. 9. In the event of recognition, the Employer shall not file a notice of voluntary recognition with the NLRB, so that the decision of when and whether to provide such notice is within the sole discretion of the Union. 10. Except as otherwise required by law, the Employer shall not voluntarily recognize any other union as the representative of the Covered Employees. 11.7: This Agreement is binding upon the Union and the Employer, their agents, officers, successors and assigns. 12. Any disputes over the interpretation or application of this agreement shall be submitted to expedited arbitration before Mark Lurie as the permanent arbitrator, and Richard Light, as the permanent alternate arbitrator. `The decision of the arbitrator shall bo final and binding upon the parties. The fees of the impartial arbitrator and administrative expenses shall be shared equally between the Employer and the Union. Bach party shall pay its own counsel. 13. This Agreement shall be effective from the date of execution until January 1, 2012_ Should the Union and Employer enter into a collective bargaining agrocment(s) covering the Covered Employees, such collective bargaining agreement(s) shall supersede this Agreement. For E: :le B ding Mainten -1 ! ervices, Inc. Date .1 -*//10 For 1 , " BJ Date 2 40/90 3Ddd 38NdN31NIVW .ZE9939990C Eb :bt aTOZ /LZ /80 AUG - 2010 18:07 From: 3056729501 To:3055526532 • Pa9e:7/7 Sample Neutrality Letter Dear Employees: As you may know, organizers from SEIU Local 32SJ have been mitring to employees about fording a union. We want you to know thAt yo have a right to form, join or support the organizing effort. We have met with the union and agreed to remain neutral so you can dccido if you want the union to represent you. We have instructed all supervisors not to talk to you about the union, The supervisors will not discipline you transfer you or discharge you because of your support for the union, or opposition to the Union. We love agreed to give the union access to meet with you at the work site so long as these meetings do not interfere with the performance of your work. Vista i5 interested in establishing a fiiencily and productive relationship with the union and will deal fairly with the union if you decide you want to be represented, EXHIBIT A L0fL0 3ed 33Nt'N31NICW 9N1ClinE ZEVE9SG0E EO:VT 0T0Z /a /E0 MIAMIBEAC.H City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www miamibeachfl.gov PROCUREMENT DIVISION Tel. 305 -673 -7490 , Fax: 305 - 673 -7851 INVITATION TO BID NO. 13 -10/11 ADDENDUM NO. 4 March 4, 2011 JANITORIAL SERVICES CITYWIDE is amended as follows: I. CLARIFICATION to answer provided to Question 4, Addendum 3: "Licences to do business - what is needed? City of Miami Beach, or Dade County, and / or State of Florida? Answer: An occupational license in the City where bidder maintains place of business. Please note that in addition to an Occupational License, the bidder must have been in Business for three years. See below Section 2.13 Bidder Qualifications: 2.13 BIDDER QUALIFICATIONS: In order for bids to be considered, bidders must submit with their bid, evidence that they are qualified to satisfactorily perform the specified service. Evidence shall include all information necessary to certify that the bidder: maintains a permanent place of business; has not had just or proper claims pending against him or his firm; and has provided similar type services. The evidence will consist of listing of contracts for similar services that have been provided to public and private sector clients, within the last three (3) years. II. The following are answers to questions submitted by prospective bidders: Q1. When reference is made to Occupancy load, does this number include the City staff or is just public. Al. Occupancy load is provided according to Life Safety Code. Q2. How many employees or what size of the firm should be eligible to waive the health benefit or living wage for this contract? A2. There is no waiver for the Living Wage Ordinance on this contract. All or any awarded contractor(s) will be required to pay the Living Wage rates pursuant to the Ordinance (No. 2010 - 3682). The Equal Benefits Requirement does not apply or is "waived" where the: • Contract is not competitively bid • Contract is valued at less than $100,000 • Contractor has less than 51 employees • Contractor does not provide benefits either to employees' spouses or to employees' domestic partners • Contractor is another government entity ITB 13 -10/11 Addendum No. 4 Page 2 of 3 • Contractor is a religious organization, association, society or any non profit charitable or educational institution or organization operated, supervised or controlled by or in conjunction with a religious organization, association or society. • Contracts for sale or lease of property • Development agreements • Contracts /grants for CDBG, HOME, SHIP, and Surtax funds administered by the City's Office of Community Development • Cultural Arts Council Grants • Contracts for professional A /E, landscape A /E, or survey and mapping pping • Contracts for the procurement of life, health, accident, hospitalization, legal expense, annuity insurance, or any and all other kinds of insurance for the officers and employees of the City and their dependents, from a group insurance plan. • Emergency contracts • Contracts where only one bid is received • Contracts where more than one bid is received, but none of the bidders can comply with the requirements Q3. Can we get floor plans of each of the facilities? A3. Plans are not readily available. Bidders will have to submit a records request for floor plans. They can download the Records Request Form from the following Zink; htta: // web. miamibeachfl .gov /buildina /scroll.aspx ?id= 37842. They can fill out the form and fax back to the number located within the form. They may also email the request to BuildingRecords miamibeachfl ov. Bidders will be charged pursuant to Florida's Public Records Act. Q4, There are some discrepancies in the total number of square footage, can you adjust to reflect the right total sq. ft? Example Pg 38 of 68, City Hall total sq.ft should be 99, 500 sq. ft. You have a total of 99, 000 sq.ft - Appendix A -2, total sq.ft should be 121, 500 sq. ft. you have a total of 121,000 sq.ft and so on....should double check all total sq.ft? A4. It has been noted that there are arithmetical errors on the multi -story buildings when adding the square footage per floor and the total building square footage; in these cases, please consider the floor footage provided per floor to arrive at the total building square footage. However, please note that the figures contained in the descriptions are approximate and are estimates of the building statistical data. The City is not liable for errors which may occur in this data. The Contractor is responsible for verifying all dimensions and quantities. Q5 Pg 43 of 68: Appendix A: Risk Management Special Requirement Police Station: .b. Crime Scene Unit on the 1st floor - Any special requirements? AS. No. Q6. Pg 43 of 68 Gym 2nd floor - Is the cleaning of the equipment in the gym included, what are the specifications, cleaning hours and frequencies? A6. Yes, there is a requirement that a person be assigned to clean each floor daily at the Police Department. The person assigned to the 2nd floor will be responsible for keeping the equipment in clean condition as needed. r ITB 13 -10/11 Addendum No. 4 Page 3 of 3 Q7. Police Station 4th floor- Information Technology department (Including the Server room). Any special requirements and or special access needed and Servicing time? A7. No. Q8. We recently moved to Miami Beach and I am in the process of applying for the City of Miami Beach Occupational License. Since this process takes time to complete, will we be able to qualify for the Janitorial Services Citywide Bid with a proof of receipt? I have the Miami Dade Business Tax receipt which has our new address on it. A8. You can show receipt AND a copy of the previous occupational license to comply with the three year in business requirement. THIS IS A FORMAL ADDENDUM THAT HAS TO BE ACKNOWLEDGED IN THE BID ADDENDA ACKNOWLEDGEMENT FORM. IF A BIDDER FAILS TO ACKNOWLEDGE RECEIPT OF THIS ADDENDUM AS PART OF ITS BID SUBMISSION, THE CITY RESERVES THE RIGHT TO REQUEST, AND THE BIDDER MUST COMPLY WITHIN TWO (2) BUSINESS DAYS AFTER RECEIPT OF WRITTEN REQUEST FROM THE CITY. CITY OF MIAMI BEACH Gus Lopez, CPPO Procurement Director ,1 MIAMIBEACH City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov PROCUREMENT DIVISION Tel: 305 - 673 -7490 , Fax: 305- 394 -4003 INVITATION TO BID NO. 13 -10/11 ADDENDUM NO. 5 March 9, 2011 JANITORIAL SERVICES CITYWIDE is amended as follows: I. The following are answers to questions submitted by prospective bidders: Q1. I noticed that you plan to send a "subsequent Addendum" and I was hoping to be able to take advantage of that opportunity and suggest that we establish the minimum rate of the living wage over the life of the contract. It's a simple calculation and the benefit of establishing that rate protects both the city of Miami Beach and the contractor. For example, by my calculation and assuming a May 1, 2011 start date the living wage rate w/o health benefits would be a minimum of $12.35 per hour. My fear is that not all bidders will come up with the same minimum rate and base their bid on a number that is not appropriate Or you could require as part of our response that we indicate what the base rate of our calculation is? Al. The "minimum rate" to be paid to the employees working on the City's janitorial services contract is the Living Wage hourly rate that was adopted as part of the Amendment to the Living Wage Ordinance (No. 2010 - 3682). Using a three (3) year phase -in approach, the rates are being implemented as follows: • commencing with city fiscal year 2010 -11 (October 1, 2010), the living wage rate will be $10.16 /hr. with health benefits, and $11.41/hr without benefits; • commencing with city fiscal year 2011 -12 (October 1, 2011), the living wage rate will be $10.72 /hr with health benefits, and $12.17/hr without benefits; and • commencing with city fiscal year 2012 -13 (October 1, 2012), the living wage rate will be $11.28/hr with health benefits, and $12.92/hr without benefits. The health benefits shall consist of payment of at least $1.64 per hour toward the provision of a health benefits plan for covered employees and their dependents, and will be phased -in as follows: • $1.25 /hour in FY 2010/2011; • $1.45 /hour in FY 2011/2012; and • $1.64 /hour in FY 2012/2013. Inasmuch as this change does not materially affect the bid document, bidders are not required to acknowledge this addendum to be deemed responsive. CITY OF MIAMI BEACH Gus Lopez, CPPO Procurement Director