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PSA with SFM Services, Inc. cQoII- PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF MIAMI BEACH AND SFM SERVICES, INC. (PRIMARY CONTRACTOR FOR ZONE 2 AND ZONE 3, SECONDARY CONTRACTOR FOR ZONE 4 AND ZONE 6) FOR JANITORIAL SERVICES, PURSUANT TO RFP 2017-070-JC This Professional Services Agreement (Agreement) is entered into this 2 &' day of March, 2019, between the CITY OF MIAMI BEACH, FLORIDA, a municipal corporation organized and existing under the laws of the State of Florida, having its principal offices at 1700 Convention Center Drive, Miami Beach, Florida, 33139 (the "City"), and SFM SERVICES, INC, a Florida for Profit Corporation, whose address is 9700 NW 79th Avenue, Hialeah Gardens, FL 33016 ("CONTRACTOR"). SECTION 1 DEFINITIONS Agreement: This Agreement between the City and CONTRACTOR, including any exhibits and amendments thereto. City Manager: The chief administrative officer of the City. City Manager's Designee: The City staff member who is designated by the City Manager to administer this Agreement on behalf of the City. The City Manager's designee shall be the Property Management Department Director. Contractor: For the purposes of this Agreement, CONTRACTOR shall be deemed to be an independent contractor, and not an agent or employee of the City. Services: All services, work and actions by the CONTRACTOR performed or undertaken pursuant to the Agreement. Fee: Amount paid to the CONTRACTOR as compensation for Services. Proposal Documents: Proposal Documents shall mean City of Miami Beach Request for Proposals (RFP) No. 2017-070-JC for JANITORIAL SERVICES, together with all amendments thereto, issued by the City in contemplation of this Agreement, RFP, and the CONTRACTOR's proposal in response thereto ("Proposal"), all of which are hereby incorporated and made a part hereof; provided, however, that in the event of an express conflict between the Proposal Documents and this Agreement, the following order of precedent shall prevail: this Agreement; the RFP; and the Proposal. 1 Risk Manager: The Risk Manager of the City, with offices at 1700 Convention Center Drive, Third Floor, Miami Beach, Florida 33139; telephone number (305) 673-7000, Ext. 6435; and fax number(305) 673-7023. SECTION 2 SCOPE OF SERVICES 2.1 CONTRACTOR shall serve as the Primary Contractor for Zone 2 and Zone 3, and as Secondary Contractor for Zone 4 and Zone 6. The City may utilize the secondary contractor in the event that the primary contractor is not in compliance with any contract requirement or it is in the City's best interest, as determined by the City Manager, regardless of reason. 2.2 In consideration of the Fees to be paid to CONTRACTOR by the City, CONTRACTOR shall provide the work and services as described in the RFP and, more specifically, in Exhibit "A" hereto (the "Services"). All Services provided by the CONTRACTOR shall be performed in accordance with the terms and conditions set forth in Exhibit "A" and to the reasonable satisfaction of the City Manager. If there are any questions regarding the Services to be performed, CONTRACTOR should contact the following person: Adrian Morales Property Management Department Director 1833 Bay Road Miami Beach, FL 33139 Office: (305) 673-7631 Email: AdrianMorales@miamibeachfl.gov 2.3 CONTRACTOR's Services, and any deliverables incident thereto, shall be completed in accordance with the timeline and/or schedule in Exhibit A hereto. SECTION 3 TERM The term of this Agreement ("Term") shall commence upon execution of this Agreement by all parties hereto, and shall have an initial term of THREE (3) YEARS, with TWO (2) additional one (1) YEAR renewal options, with an effective date of , 2019, to be exercised at the City Manager's sole option and discretion, by providing CONTRACTOR with written notice of same no less than thirty (30) days prior to the expiration of the initial term. Notwithstanding the Term provided herein, CONTRACTOR shall adhere to the Scope of Services for completion and delivery of the Services, attached hereto as Exhibit A. 2 SECTION 4 FEE 4.1 In consideration for performance of the Services, CONTRACTOR shall be compensated in accordance with the rates referenced in Exhibit B attached hereto. 4.2 INVOICING Upon receipt of an acceptable and approved invoice, payment(s) shall be made within forty-five (45) days for that portion (or those portions) of the Services satisfactorily rendered (and referenced in the particular invoice). Invoices shall include a detailed description of the Services (or portions thereof) provided, and shall be submitted to the City, on a monthly basis, at the following address: City of Miami Beach Finance Department—AP Division 1700 Convention Center Drive 3rd Floor Miami Beach, FL 33139 EMAIL: Payables(amiamibeachfl.gov SECTION 5 TERMINATION 5.1 TERMINATION FOR CAUSE If the CONTRACTOR shall fail to fulfill in a timely manner, or otherwise violates, any of the covenants, agreements, or stipulations material to this Agreement, the City, through its City Manager, shall thereupon have the right to terminate this Agreement for cause. Prior to exercising its option to terminate for cause, the City shall notify the CONTRACTOR of its violation of the particular term(s) of this Agreement, and shall grant CONTRACTOR ten (10) days to cure such default. If such default remains uncured after ten (10) days, the City may terminate this Agreement without further notice to CONTRACTOR. Upon termination, the City shall be fully discharged from any and all liabilities, duties, and terms arising out of, or by virtue of, this Agreement. Notwithstanding the above, the CONTRACTOR shall not be relieved of liability to the City for damages sustained by the City by any breach of the Agreement by the CONTRACTOR. The City, at its sole option and discretion, shall be entitled to bring any and all legal/equitable actions that it deems to be in its best interest in order to enforce the City's rights and remedies against CONTRACTOR. The City shall be entitled to recover all costs of such actions, including reasonable attorneys' fees. 3 5.2 TERMINATION FOR CONVENIENCE OF THE CITY THE CITY MAY ALSO, THROUGH ITS CITY MANAGER, AND FOR ITS CONVENIENCE AND WITHOUT CAUSE, TERMINATE THE AGREEMENT AT ANY TIME DURING THE TERM BY GIVING WRITTEN NOTICE TO CONTRACTOR OF SUCH TERMINATION; WHICH SHALL BECOME EFFECTIVE WITHIN THIRTY (30) DAYS FOLLOWING RECEIPT BY THE CONTRACTOR OF SUCH NOTICE. ADDITIONALLY, IN THE EVENT OF A PUBLIC HEALTH, WELFARE OR SAFETY CONCERN, AS DETERMINED BY THE CITY MANAGER, IN THE CITY MANAGER'S SOLE DISCRETION, THE CITY MANAGER, PURSUANT TO A VERBAL OR WRITTEN NOTIFICATION TO CONTRACTOR, MAY IMMEDIATELY SUSPEND THE SERVICES UNDER THIS AGREEMENT FOR A TIME CERTAIN, OR IN THE ALTERNATIVE, TERMINATE THIS AGREEMENT ON A GIVEN DATE. IF THE AGREEMENT IS TERMINATED FOR CONVENIENCE BY THE CITY, CONTRACTOR SHALL BE PAID FOR ANY SERVICES SATISFACTORILY PERFORMED UP TO THE DATE OF TERMINATION; FOLLOWING WHICH THE CITY SHALL BE DISCHARGED FROM ANY AND ALL LIABILITIES, DUTIES, AND TERMS ARISING OUT OF, OR BY VIRTUE OF, THIS AGREEMENT. 5.3 TERMINATION FOR INSOLVENCY The City also reserves the right to terminate the Agreement in the event the CONTRACTOR is placed either in voluntary or involuntary bankruptcy or makes an assignment for the benefit of creditors. In such event, the right and obligations for the parties shall be the same as provided for in Section 5.2. SECTION 6 INDEMNIFICATION AND INSURANCE REQUIREMENTS 6.1 INDEMNIFICATION CONTRACTOR agrees to indemnify and hold harmless the City of Miami Beach and its officers, employees, agents, and CONTRACTORs, from and against any and all actions (whether at law or in equity), claims, liabilities, losses, and expenses, including, but not limited to, attorneys' fees and costs, for personal, economic or bodily injury, wrongful death, loss of or damage to property, which may arise or be alleged to have arisen from the negligent acts, errors, omissions or other wrongful conduct of the CONTRACTOR, its officers, employees, agents, CONTRACTORs, or any other person or entity acting under CONTRACTOR's control or supervision, in connection with, related to, or as a result of the CONTRACTOR's performance of the Services pursuant to this Agreement. To that extent, the CONTRACTOR shall pay all such claims and losses and shall pay all such costs and judgments which may issue from any lawsuit arising from such claims and losses, and shall pay all costs and attorneys' fees expended by the City in the defense of such claims and losses, including appeals. The CONTRACTOR expressly understands and agrees that any insurance protection required by this Agreement or otherwise provided by the CONTRACTOR shall in no way limit the CONTRACTOR's responsibility to indemnify, keep and save harmless and defend the City or its officers, employees, agents and instrumentalities as herein provided. 4 The parties agree that one percent (1%) of the total compensation to CONTRACTOR for performance of the Services under this Agreement is the specific consideration from the City to the CONTRACTOR for the CONTRACTOR's indemnity agreement. The provisions of this Section 6.1 and of this indemnification shall survive termination or expiration of this Agreement. 6.2 INSURANCE REQUIREMENTS The CONTRACTOR shall maintain and carry in full force during the Term, the following insurance: 1. Comprehensive General Liability, in the amount of$1,000,000 per occurrence; and 2. Professional Liability, in the amount of$1,000,000; and 3. Automobile Liability, in the amount of$1,000,000 per occurrence; and 4. Workers Compensation/Employers Liability, as required pursuant to Florida Statutes. The insurance must be furnished by insurance companies authorized to do business in the State of Florida. All insurance policies must be issued by companies rated no less than "B+" as to management and not less than "Class VI" as to strength by the latest edition of Best's Insurance Guide, published by A.M. Best Company, Oldwick, New Jersey, or its equivalent. All of CONTRACTOR's certificates shall contain endorsements providing that written notice shall be given to the City at least thirty (30) days prior to termination, cancellation or reduction in coverage in the policy. The insurance certificates for General Liability shall include the City as an additional insured and shall contain a waiver of subrogation endorsement. Original certificates of insurance must be submitted to the City's Risk Manager for approval (prior to any work and/or services commencing) and will be kept on file in the Office of the Risk Manager. The City shall have the right to obtain from the CONTRACTOR specimen copies of the insurance policies in the event that submitted certificates of insurance are inadequate to ascertain compliance with required coverage. The CONTRACTOR is also solely responsible for obtaining and submitting all insurance certificates for any sub-Contractors. Compliance with the foregoing requirements shall not relieve the CONTRACTOR of the liabilities and obligations under this Section or under any other portion of this Agreement. The CONTRACTOR shall not commence any work and or services pursuant to this Agreement until all insurance required under this Section has been obtained and such insurance has been approved by the City's Risk Manager. SECTION 7 LITIGATION JURISDICTIONNENUE/JURY TRIAL WAIVER This Agreement shall be construed in accordance with the laws of the State of Florida. This Agreement 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 5 entering into this Agreement, CONTRACTOR and the City expressly waive any rights either party may have to a trial by jury of any civil litigation related to or arising out of this Agreement. SECTION 8 LIMITATION OF CITY'S LIABILITY The City desires to enter into this Agreement only if in so doing the City can place a limit on the City's liability for any cause of action, for money damages due to an alleged breach by the City of this Agreement, so that its liability for any such breach never exceeds the sum of $10,000. CONTRACTOR hereby expresses its willingness to enter into this Agreement with CONTRACTOR's recovery from the City for any damage action for breach of contract to be limited to a maximum amount of$10,000. Accordingly, and notwithstanding any other term or condition of this Agreement, CONTRACTOR hereby agrees that the City shall not be liable to the CONTRACTOR for damages in an amount in excess of$10,000 for any action or claim for breach of contract arising out of the performance or non-performance of any obligations imposed upon the City by this Agreement. Nothing contained in this section or elsewhere in this Agreement is in any way intended to be a waiver of the limitation placed upon the City's liability, as set forth in Section 768.28, Florida Statutes. SECTION 9 DUTY OF CARE/COMPLIANCE WITH APPLICABLE LAWS/PATENT RIGHTS; COPYRIGHT; AND CONFIDENTIAL FINDINGS 9.1 DUTY OF CARE With respect to the performance of the work and/or service contemplated herein, CONTRACTOR shall exercise that degree of skill, care, efficiency and diligence normally exercised by reasonable persons and/or recognized professionals with respect to the performance of comparable work and/or services. 9.2 COMPLIANCE WITH APPLICABLE LAWS In its performance of the work and/or services, CONTRACTOR shall comply with all applicable laws, ordinances, and regulations of the City, Miami-Dade County, the State of Florida, and the federal government, as applicable. 9.3 PATENT RIGHTS; COPYRIGHT; CONFIDENTIAL FINDINGS Any work product arising out of this Agreement, as well as all information specifications, processes, data and findings, are intended to be the property of the City and shall not otherwise be made public and/or disseminated by CONTRACTOR, without the prior written consent of the City Manager, excepting any information, records etc. which are required to be disclosed 6 pursuant to Court Order and/or Florida Public Records Law. All reports, documents, articles, devices, and/or work produced in whole or in part under this Agreement are intended to be the sole and exclusive property of the City, and shall not be subject to any application for copyright or patent by or on behalf of the CONTRACTOR or its employees or sub-contractors, without the prior written consent of the City Manager. SECTION 10 GENERAL PROVISIONS 10.1 AUDIT AND INSPECTIONS Upon reasonable verbal or written notice to CONTRACTOR, and at any time during normal business hours (i.e. 9AM — 5PM, Monday through Fridays, excluding nationally recognized holidays), and as often as the City Manager may, in his/her reasonable discretion and judgment, deem necessary, there shall be made available to the City Manager, and/or such representatives as the City Manager may deem to act on the City's behalf, to audit, examine, and/ or inspect, any and all other documents and/or records relating to all matters covered by this Agreement. CONTRACTOR shall maintain any and all such records at its place of business at the address set forth in the "Notices" section of this Agreement. 10.2 ASSIGNMENT, TRANSFER OR SUBCONSULTING CONTRACTOR shall not subcontract, assign, or transfer all or any portion of any work and/or service under this Agreement without the prior written consent of the City Manager, which consent, if given at all, shall be in the Manager's sole judgment and discretion. Neither this Agreement, nor any term or provision hereof, or right hereunder, shall be assignable unless as approved pursuant to this Section, and any attempt to make such assignment (unless approved) shall be void. 10.3 PUBLIC ENTITY CRIMES Prior to commencement of the Services, the CONTRACTOR shall file a State of Florida Form PUR 7068, Sworn Statement under Section 287.133(3)(a) Florida Statute on Public Entity Crimes with the City's Procurement Division. 10.4 NO DISCRIMINATION In connection with the performance of the Services, the CONTRACTOR shall not exclude from participation in, deny the benefits of, or subject to discrimination anyone on the grounds of race, color, national origin, sex, age, disability, religion, income or family status. Additionally, CONTRACTOR shall comply fully with the City of Miami Beach Human Rights Ordinance, codified in Chapter 62 of the City Code, as may be amended from time to time, prohibiting discrimination in employment, housing, public accommodations, and public services on account of actual or perceived race, color, national origin, religion, sex, intersexuality, gender identity, sexual orientation, marital and familial status, age, disability, ancestry, height, weight, domestic partner status, labor organization membership, familial situation, or political affiliation. 7 10.5 CONFLICT OF INTEREST CONTRACTOR herein agrees to adhere to and be governed by all applicable Miami-Dade County Conflict of Interest Ordinances and Ethics provisions, as set forth in the Miami-Dade County Code, as may be amended from time to time; and by the City of Miami Beach Charter and Code, as may be amended from time to time; both of which are incorporated by reference as if fully set forth herein. CONTRACTOR covenants that it presently has no interest and shall not acquire any interest, directly or indirectly, which could conflict in any manner or degree with the performance of the Services. CONTRACTOR further covenants that in the performance of this Agreement, CONTRACTOR shall not employ any person having any such interest. No member of or delegate to the Congress of the United States shall be admitted to any share or part of this Agreement or to any benefits arising therefrom. 10.6 CONTRACTOR'S COMPLIANCE WITH FLORIDA PUBLIC RECORDS LAW (A) CONTRACTOR shall comply with Florida Public Records law under Chapter 119, Florida Statutes, as may be amended from time to time. (B) The term "public records" shall have the meaning set forth in Section 119.011(12), which means all documents, papers, letters, maps, books, tapes, photographs, films, sound recordings, data processing software, or other material, regardless of the physical form, characteristics, or means of transmission, made or received pursuant to law or ordinance or in connection with the transaction of official business of the City. (C) Pursuant to Section 119.0701 of the Florida Statutes, if the CONTRACTOR meets the definition of"Contractor" as defined in Section 119.0701(1)(a), the CONTRACTOR shall: (1) Keep and maintain public records required by the City to perform the service; (2) Upon request from the City's custodian of public records, provide the City with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in Chapter 119, Florida Statutes or as otherwise provided by law; (3) Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed, except as authorized by law, for the duration of the contract term and following completion of the Agreement if the CONTRACTOR does not transfer the records to the City; (4) Upon completion of the Agreement, transfer, at no cost to the City, all public records in possession of the CONTRACTOR or keep and maintain public records required by the City to perform the service. If the CONTRACTOR transfers all public records to the City upon completion of the Agreement, the CONTRACTOR shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the CONTRACTOR keeps and maintains public records upon completion of the Agreement, the CONTRACTOR shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the City, upon request from the City's custodian of public records, in a format that is compatible with the information technology systems of the City. 8 (D) REQUEST FOR RECORDS; NONCOMPLIANCE. (1) A request to inspect or copy public records relating to the City's contract for services must be made directly to the City. If the City does not possess the requested records, the City shall immediately notify the CONTRACTOR of the request, and the CONTRACTOR must provide the records to the City or allow the records to be inspected or copied within a reasonable time. (2) CONTRACTOR's failure to comply with the City's request for records shall constitute a breach of this Agreement, and the City, at its sole discretion, may: (1) unilaterally terminate the Agreement; (2) avail itself of the remedies set forth under the Agreement; and/or (3) avail itself of any available remedies at law or in equity. (3) A CONTRACTOR who fails to provide the public records to the City within a reasonable time may be subject to penalties under s. 119.10. (E) CIVIL ACTION. (1) If a civil action is filed against a CONTRACTOR to compel production of public records relating to the City's contract for services, the court shall assess and award against the CONTRACTOR the reasonable costs of enforcement, including reasonable attorneys' fees, if: a. The court determines that the CONTRACTOR unlawfully refused to comply with the public records request within a reasonable time; and b. At least 8 business days before filing the action, the plaintiff provided written notice of the public records request, including a statement that the CONTRACTOR has not complied with the request, to the City and to the CONTRACTOR. (2) A notice complies with subparagraph (1)(b) if it is sent to the City's custodian of public records and to the CONTRACTOR at the Contractor's address listed on its contract with the City or to the CONTRACTOR's registered agent. Such notices must be sent by common carrier delivery service or by registered, Global Express Guaranteed, or certified mail, with postage or shipping paid by the sender and with evidence of delivery, which may be in an electronic format. (3) A CONTRACTOR who complies with a public records request within 8 business days after the notice is sent is not liable for the reasonable costs of enforcement. (F) IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS AGREEMENT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT: CITY OF MIAMI BEACH ATTENTION: RAFAEL E. GRANADO, CITY CLERK 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 E-MAIL: RAFAELGRANADO(a�MIAM!BEACH FL.GOV PHONE: 305-673-7411 9 SECTION 11 NOTICES All notices and communications in writing required or permitted hereunder, shall be delivered personally to the representatives of the CONTRACTOR and the City listed below or may be mailed by U.S. Certified Mail, return receipt requested, postage prepaid, or by a nationally recognized overnight delivery service. Until changed by notice, in writing, all such notices and communications shall be addressed as follows: TO CONTRACTOR: SFM Services, Inc. 9700 NW 79th Avenue Hialeah Gardens, FL 33016 Attn: Christian Infante, President TO CITY: Property Management Department City of Miami Beach 1833 Bay Road Miami Beach, FL 33139 Attn: Adrian Morales, Property Management Director WITH A COPY TO: City Manager's Office City of Miami Beach 1700 Convention Center Drive Miami Beach, FL 33139 Attn: Jimmy L. Morales, City Manager Notice may also be provided to any other address designated by the party to receive notice if such alternate address is provided via U.S. certified mail, return receipt requested, hand delivered, or by overnight delivery. In the event an alternate notice address is properly provided, notice shall be sent to such alternate address in addition to any other address which notice would otherwise be sent, unless other delivery instruction as specifically provided for by the party entitled to notice. Notice shall be deemed given on the date of an acknowledged receipt, or, in all other cases, on the date of receipt or refusal. SECTION 12 MISCELLANEOUS PROVISIONS 12.1 CHANGES AND ADDITIONS This Agreement cannot be modified or amended without the express written consent of the parties. No modification, amendment, or alteration of the terms or conditions contained herein shall be effective unless contained in a written document executed with the same formality and of equal dignity herewith. 10 12.2 SEVERABILITY If any term or provision of this Agreement is held invalid or unenforceable, the remainder of this Agreement shall not be affected and every other term and provision of this Agreement shall be valid and be enforced to the fullest extent permitted by law. 12.3 WAIVER OF BREACH A party's failure to enforce any provision of this Agreement shall not be deemed a waiver of such provision or modification of this Agreement. A party's waiver of any breach of a provision of this Agreement shall not be deemed a waiver of any subsequent breach and shall not be construed to be a modification of the terms of this Agreement. 12.4 JOINT PREPARATION The parties hereto acknowledge that they have sought and received whatever competent advice and counsel as was necessary for them to form a full and complete understanding of all rights and obligations herein and that the preparation of this Agreement has been a joint effort of the parties, the language has been agreed to by parties to express their mutual intent and the resulting document shall not, solely as a matter of judicial construction, be construed more severely against one of the parties than the other. 12.5 ENTIRETY OF AGREEMENT The City and CONTRACTOR agree that this is the entire Agreement between the parties. This Agreement supersedes all prior negotiations, correspondence, conversations, agreements or understandings applicable to the matters contained herein, and there are no commitments, agreements or understandings concerning the subject matter of this Agreement that are not contained in this document. Title and paragraph headings are for convenient reference and are not intended to confer any rights or obligations upon the parties to this Agreement. [REMAINDER OF THIS PAGE LEFT INTENTIONALLY BLANK] 11 IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by their appropriate officials, as of the date first entered above. FOR CITY: CITY OF MIAMI BEACH, FLORIDA ATTEST: dt. By: City Cle k ayor .+ �� "44#t Date: fA-5' /�� - �• C:14: �•';� * • ORP INC ORATED: . • FOR CONTRACTOR: SFM SERVICES, INC. #4#7�j••.., p�'� ATTEST: ��q� aam - 2 By: �/ W )(10/tiL -Vc( ' k,*c.T} Print ame and Title Print Name and Title Date: 2 `t APPROVED AS TO FORM & LANGUAGE & FOR XE UTION szi 12 City Attorney,911 Date EXHIBIT A SCOPE OF SERVICES The Contractor(s) shall provide all supervision, administrative and technical support, labor, materials, supplies and equipment, and shall plan, schedule, coordinate and assure effective completion of all cleaning services described herein. The Contractor(s) shall provide services to all areas requiring services within each Zone including, but not limited to, cleaning of all offices, conference rooms, and common areas, lobbies, hallways, waiting areas, kitchens, break rooms, entrances, sidewalks, janitorial closets, elevators (passenger and freight, if applicable), stairwells and landings (if applicable), restrooms and restroom lobby areas, beach facilities, beach showers, lifeguard stands and boardwalk. All work shall be performed in accordance with the highest cleaning and environmental standards including: • ISSA CIMS-GB • Greenseal GS-42 (services) • Greenseal GS-37 and GS-37(products) C3. SCOPE REQUIREMENTS The Contractor(s) shall provide janitorial services consistent with meeting and exceeding the requirements of the RFP, and in accordance with the approved Comprehensive Cleaning Plan, BAFO proposal, and/or any City-mandated cleanliness index. During evening services, lights shall be turned off as areas are completed, except in the immediate area where work is being performed The City of Miami Beach reserves the right to adjust work hours to serve the specific needs of the facility. When a City-observed holiday falls on a regularly scheduled service day, and the City facility is not accessible to the Contractor(s), the Contractor(s) shall perform the regularly scheduled services on the next workday following the holiday closure. Exceptions will require arrangements with the City's Property Management Director, or designee in advance. C3.01 SCHEDULE OF JANITORIAL SERVICES — OFFICES, WORKSPACES, LOUNGES, LOBBIES, ENTRANCES, COMMON AREAS, HALLWAYS, EXTERIORS,CORRIDORS A. Each Visit 1.Empty wastebaskets, trash cans, and recycling bins in dedicated containers. 2.Replace bag liner if ripped, soiled or wet for wastebasket and trashcans(Recycling bins should not have liners). 3.Dispose of all collected refuse to an outside dumpster. 4.Empty recycle containers and deposit material into dedicated, outside recycling collection container. 5.Empty and clean all ashtrays and cigarette receptacles (including those on stairwell landings and outside of building entrances). 6.Clean all table and counter surfaces not having paper or materials stored on them 7.Dispose of any cardboard packing or discarded materials or items left for removal to outside dumpster. 8.Clean any area or item that obviously needs immediate attention due to incidental spills, leaks or debris. 9.Clean all glass main entry doors. 13 10.Sweep and damp mop all hard flooring (including elevators and stone surfaced flooring; spot clean any dirt or stains with appropriate cleaners and solvents as needed to maintain an acceptable appearance.) 11.Vacuum all carpeted areas, including walk-off mats, entrance mats, and rugs. 12.Refill hand towel dispensers. 13.Clean and sanitize drinking fountains. 14.Sweep clean all landings and stairwells. 15.Spot clean any obvious stains or spills in carpeted areas with appropriate/approved cleaner(s). 16.Clean all doors (including glass doors) and frames, sweep mats, remove spider webs, remove gum. 17.All glass and metal surfaces of facility entrance/exit doors and lobbies interior and exterior shall be cleaned. 18.Dust all wall hangings and decorative light fixtures. 19.Wooden surfaces shall be maintained with a City approved polish. Every effort must be made so no rings,spills, or noticeable dust is visible. 20.Clean and/or polish tables, benches, and chairs. Wet cleaning may be required with germicidal cleaner. 21. Spot clean light switches and walls. 22. Collect and dispose of debris and litter in parking areas, sidewalks, and breezeways. 23.Monitor exterior trash receptacles, removing trash as-needed, and replacing liners. B. Weekly 1. Polish furniture. 2. Clean and polish all table and counter surfaces which are free of material. 3. Wipe down all interior window frames, and sills with damp cloth. 4. Clean all non-glass doors and door frames 5. Wipe down all shelving with damp cloth. 6. Vacuum all fabric covered furniture and partitions 7. Wipe down elevator walls, polish interior cab with all purpose cleaning spray or furniture polish. 8. Clean all elevator hand railings and metallic wall panels with stainless steel cleaner/polish. 9. All first floor exterior windows shall be cleaned as needed. C. Bi-Weekly 1. Clean all blinds,wall plates,door hardware and stairwell railings D. Monthly 1. Dust and clean all air conditioning registers and air return vents. 2. Clean all vinyl furniture with vinyl cleaner. 3. Scrub, rinse, spray buff and wax hard floors (excluding stone surfaced flooring, utilizing proper floor care machinery). 4. Wipe down all walls and clean any spider webs from corners or ceilings. 5. Clean interior window glass. 6. Clean baseboards. 7. Detail clean all horizontal or vertical surfaces so that no visible dirt, dust, cobwebs, or streaks are visible, including all furniture, edges, corners, baseboards, walls, air vents, and door frames (high and low dusting, etc.) from floor to ceiling. Include all custodial 14 closets, stairwells, entrance areas, and planters, and any other item or area within the scope of this Contract. 8. Telephones must be periodically cleaned using a germicidal cleaner disinfectant. E. Quarterly 1. Scrub and recoat hard floors (excluding stone surfaced flooring, utilizing proper floor care machinery. (This service is to be provided within fifteen days of start-up of contract or trial period and performed quarterly thereafter). F. Semi•Annually 1. Strip and wax hard floors, 3-coat minimum (excluding stone surfaced flooring, utilizing proper floor care machinery. (This service is to be provided within fifteen days of start-up of contract or trial period and performed quarterly thereafter). 2. Vacuum fabric partitions throughout the City facilities. G. Annually 1. Clean all blinds. Cleaning shall occur at the same time interior window surfaces are cleaned. 2. After cleaning, all blinds shall operate properly and contain no visible streaks, smears or dust. Vertical blinds may be cleaned in place using chemicals designed for vinyl cleaning. H. Carpet Spot Cleaning 1. Spot cleaning will be performed utilizing extraction method. 2. Carpet will be free of any dirt, dust, lint, stain or foreign matter as determined by the Zone Manager, Facility Manager or designee. 3. Cleaning procedures and chemicals shall be used in accordance with manufacturer's recommendations and warranty conditions. 4. Spot clean any spotted and stained areas,as needed or as requested. 5. When spot cleaned, affected carpet areas shall blehd with adjacent areas. 6. Leave no dirt on carpets, in corners, near baseboards, behind doors,or under any furniture. 7. Wipe baseboards in carpeted areas free of dust. I. Day Porters The Contractor(s), in addition to standard janitorial services,shall provide daily porter services at City of Miami Beach Police Department Headquarters (40 hours per week) and Scott Rakow Youth Center (7 days per week, 12 hours daily), City Hall (40 hours per week), North Shore Park Youth Center(7 days per week, 35 hours per week), Flamingo Park(pool,tennis, restrooms are 7 days per week, 28 hours per week), PAL building (weekdays Monday-Friday 20 hours per week), and weekend dedicated porter service and weekday roving service for public restrooms, as identified in Exhibit E of Addendum No. 14, shall meet or exceed the following requirements: 1. Maintain entrances and lobbies, (including parking garage)windows,doors, and dusting. 2. Maintain cleanliness of water fountains. 3. Complete restroom service; minimum once for a 4-hour shift and twice for an 8-hour shift, and as needed throughout the day. Restock and empty trash as needed. 4. Dust all interior signage including lobby and common areas. 5. Kitchenettes: Empty trash, dust window sills, wipe down exterior and interior of cabinets, wiping down counter and sink areas. 6. Maintain custodial storage areas, keeping active inventory of supplies and all custodial closets clean and neat. 7. Facility exterior cleaning: Check all entrances and parking garages for paper and trash, empty all trash and smoking containers. 15 8. Report any maintenance items needing repair in the Control Book. 9. Report any custodial issues arising from tenants and to the City's Zone Manager via the Control Book. 10.Remove recyclable waste if needed. 11.Assist vacuuming office areas and spot cleaning as needed. 12.Healthcare and related Facilities: Immediate response to all clean-ups, including full custodial cleaning of affected areas if required by the City. 13.Day custodians shall provide ongoing service for entrances, common areas, restrooms, emergency spill removal from carpets and hard flooring, rainy day safety precautions (put out mats, signs and keep floors mopped dry), and other cleaning- related duties. 14.The City's Zone Manager will have authority to direct the day porters to perform special cleaning duties between the hours of 8:00 a.m. and 5:00 p.m., not to exceed five(5) hours per week, per day porter. C3.02 SCHEDULE OF SERVICES—RESTROOMS A. Each Visit 1. Clean all mirrors. 2. Replenish soap, toilet tissue and hand towels. 3. Sweep, mop with disinfectant cleaner and rinse bathroom floors. 4. Clean urinals and commodes(inside and out). 5. Check deodorizer block and replace if necessary. 6. Wipe down all partitions. 7. Clean and disinfect basins and counter tops. 8. Empty and clean all waste receptacles, replace liners if necessary. 9. Polish all chrome and stainless steel. 10.Clean baby changing stations in conjunction with restroom cleaning schedules. 11.Parks Restrooms - Contractor is expected to clean each restroom at a minimum of once every 4- hours, and shall be tracked on a service log. Restrooms are expected to be left clean every evening and ready for use the following morning. 12. The contractor is responsible for all garbage collected from the restrooms citywide. Contractor may use their own vehicle to transport garbage to designated points as established by the City's Sanitation Department. B.Weekly 1. Clean all doors, including entry doors, metal kick plates,door handles or push plates. 2. Clean all interior window glass,frames and sills. 3. Clean showers(if applicable). 4. Clean locker tops(if applicable). 5. Wipe clean (with tile cleaner)all tiled wall areas. C.Monthly 1. Dust and clean all air conditioning registers and air return vents. D.Quarterly 1. Scrub and rinse all tile surfaces with a non-toxic tile cleaner. 2. Detail clean all restroom floors and grout to a clean and uniform appearance, machine scrub floors, and entirely clean walls and doors 100% by the end of the first quarter of the Contract and no less than quarterly thereafter. 16 C3.03 SCHEDULE OF SERVICES—KITCHENS AND BREAK ROOMS A. Each Visit 1. Clean all counter space. 2. Sweep floors 3. Wet mop floors 4. Wipe clean all appliances. 5. Clean and disinfect sink. 6. Refill hand towel dispensers. 7. Remove all trash and recyclables. 8. Replace liners, as needed. B. Quarterly 1. Scrub and rinse all tile surfaces with a non-toxic tile cleaner. C. Annually 1. Strip and wax hard floors,with a 3-coat minimum wax application method. C3.04 SCHEDULE OF SERVICES—PARKING GARAGES A. Each Visit 1. Collect and dispose of debris and litter in parking areas, ramps, decks, sidewalks, and breezeways. 2. Monitor exterior trash and recycling receptacles, removing trash as needed, and replacing liners, while maintaining all recyclable material separate from trash to avoid contamination. 3. Policing of public areas in all garages, between the daily cleaning requirements, is required. 4. Elevators, entrance and exit doors, stairwells (including handrails, steps, landings and lights), parking decks, all must remain free of trash,dust,dirt, litter, fluids, and odors. 5. Garbage cans in the public areas need be clean and able to except additional trash at all times. 6. Floor drains need to be free on any debris, sand or litter. 7. Garages shall be cleaned in accordance within the service frequency and staffing established in the final accepted proposal. C3.05 SCHEDULE OF SERVICES—ADDITIONAL SERVICES Steam Cleaning 1. Steam cleaning of chairs. 2. Steam cleaning of sofas. Carpet Deep Cleaning 1.Clean carpet during the first six(6) months of the Contract and quarterly thereafter. 2.Carpets shall be deep cleaned using an extractor. 3.Special spotting kits may be needed to remove difficult stains. 4.Clean carpet where visible and accessible, which will require moving some furniture. Moving heavy furniture, such as filing cabinets,is not required. 5.Edges and baseboards must not have fibers, debris,or spills visible after cleaning. 6.Apply a Teflon-based protector to all carpeting after cleaning 7.Give all empty containers of carpet protector to the Zone Manager as a control. 17 8.Schedule time with the Zone Manager to operate air handlers overnight in the section to be extracted to reduce drying time. 9. The use of at least two (2) commercial carpet dryers supplied by Contractor(s) should be used to assist drying. Janitorial Services for Special Events 1. Special Events hours may include, but not be limited to, the following schedule: Special Event Extended Schedule* 4th of July Memorial Day Weekend Art Basel Week Art Deco Weekend Food and Wine Festival 8:00 a.m. — Midnight on a sixteen (16) Gay/Lesbian Pride Polo on the Beach hour shift. Sleepless Nights Martin Luther King Weekend Veteran's Day Weekend Spring Break New Year's Eve 8:00 a.m. — 3:00 a.m. on a nineteen (19) hour shift *Schedule may be adjusted by the Property Management Director,or designee. 2. During the above events, contractor will be expected to provide staffing levels suitable for the demands to upkeep these facilities. At a minimum, contractor will be required to provide a porter at each City Beachfront Restroom and a supervisor, responsible for all locations,during the above events. 3. For Special Events, as indicated above and/or those added in writing by the Property Management Director, the Contractor shall be compensated based on the following hourly rate schedule: A. Hourly rate is$22.96 4. The supervisor(s)shall be available at all times while contract work is in progress to receive notices, reports, or requests from either the Zone Manager or the designated Zone Manager's Representative. The supervisory employee(s) must be able to read, write, and speak English. No City employee is authorized to exercise either direct or indirect supervision over the Contractor's employees, unless designated by the Property Management Director, or designee. C3.06 MATERIALS AND EQUIPMENT. The Contractor shall provide all materials, supplies, and equipment as required to properly maintain the facilities and areas in an acceptable condition, according to the minimum standards of the RFP. This shall include all required maintenance and cleaning products, including, but not limited to: cleaners, disinfectants, bleach,floor care cleaners and protective coatings, etc. It shall also include brooms, mops 18 (wet and dry/dry dust mops), mop handles, dust mop handles, dust pans, bowl mops, bowl brushes, putty knives, dusters, sponges, rags, window squeegees, floor pads, rubber gloves, for trash removal, spray bottles, floor machines, vacuum cleaners, etc., needed to perform the cleaning. Vacuum cleaners shall be equipped with a beater bar or double row of brushes with high suction. The bar or brush setting should be approximately 1/8" below the vacuum cleaner casing. It is recommended that vacuum cleaners are equipped with special HEPA (high-efficiency particulate air) or ULPA (Ultra Low Particulate Air) type filters that collects at least 99.97%, or that lose no more than 1/10 of one percent of dust collected to the atmosphere. All equipment used in the cleaning operation of any City of Miami Beach facilities must be in good safe operating condition as required by OSHA. Equipment with broken or exposed electric wires will not be allowed to be used. Supplies The Contractor(s) shall install all hand soap and hand towel dispensers, if deemed necessary by the City. The City's Zone Manager shall approve all new hand soap and hand towel dispensers prior to installation by the Contractor(s). The City shall also approve in advance the exact location of all new hand soap and hand towel dispensers, including the height from finished floors, proximity to other fixtures, and other accessibility concerns. Hand soap dispenser shall be plastic with foam cartridge, and Property Management Department shall approve type/model in advance of installation of paper towel dispensers. Toilet paper dispensers shall be Plastic Mini Jumbo Roll, 750ft, unless otherwise specified by Property Management Department. All cleaning equipment, supplies and materials shall be approved by the City's Zone Manager prior to use and stored in a clean, neat and safe manner within designated areas in each facility. Contractors employees must use protective gloved clothing when using (harsh) skin- irritating chemicals. No flammable products, including propane or gasoline, shall be stored in the facility. NOTE: All supplies must be used in accordance with the manufacturers recommendations and instructions. All containers must be labeled with the manufacturers brand name, name of product, and its recommended use. Green Cleaning Requirements As part of the City's Sustainable & Resilient Procurement Policy, it is the intent of the City to reduce greenhouse gas (GHG) emissions to combat climate change; decrease the use of hazardous materials to improve community and environmental health; and decrease waste and inefficiencies in electricity, fuel, paper, water and other consumption to relieve pressure on natural resources. To advance these goals, products and services contracted will be evaluated in part based on their environmental attributes to reduce risks to health, safety, and the environment. Strict adherence to the following standards is required. Prior to commencement of work, the Contractor(s) is required to submit a list of the products they intend to use. The Contractor(s) shall update the product list annually. The Contractor(s) is responsible for providing invoices confirming compliance with environmentally- preferable requirements. Product invoices are to be submitted as part of the Contractor(s) monthly payment request submittal. Any deviation from these standards and requirements must be prior approved in writing by the City's Zone Manager. 19 The Contractor is encouraged to use green cleaning products and processes, to the degree feasible, and shall demonstrate such capability by submitting a green cleaning plan, that describes methods, materials, and equipment used under the contract. The contractor shall use products offered that are certified or in compliance with at least one of the following five standards. The manufacturer's name, brand name and item number must be shown for each item being bid. Two copies of the certificate or other appropriate affidavit for each product offered must accompany the bid as documentation of certification or compliance as a green product. The certification or compliance standards required for these products in no way exempts compliance with other applicable occupational health and environmental standards.The standards required are set out below: 1. Certified by Green Seal 2. Certified by Environmental Choice EcoLogo Program 3. (For Chemicals) Recognized by the U.S. Environmental Protection Agency Design for the Environment(DfE) Formulator Program 4. Safer Choice Standard by the Environmental Protection Agency(EPA) 5. (For Paper Products) In compliance with the U.S. Environmental Protection Agency Comprehensive Procurement Guidelines for Commercial and Industrial Sanitary Tissue For those categories not covered by the above standards preference will be given to those products meeting the California Code of Regulations maximum allowable VOC levels for the appropriate cleaning product category(California Air Resource Board/California Code of Regulations (CCR), Tile 17 CCR Section 94509 — (Topic cited; Standards for consumer products at www.calreqs.com). If cleaning products that meet these criteria are not available only then can the cleaning Contractor use other type products. In such cases the Contractor shall continue to use to the extent possible the safest and most environmentally friendly products and products must be prior approved in writing by the City's Zone Manager. . Contractor's staff must be trained and knowledgeable in the Contractor's green cleaning procedures. The Contractor is strongly encouraged to use the following environmental attributes for products offered for bid: 1. Containing ingredients from the EPA's Safer Chemical Ingredients List 2. Use of renewable resources such as citrus, seeds, vegetables and oils 3. Biodegradable by standard methods and definitions 4. Designed for use in cold water in order to conserve energy 5. Concentrated formulas in product dispensers that measure quantities dispensed 6. Recycled-content product packaging and product shipping materials 7. Reusable or recyclable shipping boxes 8. Refillable bottles or drums Packaging and Labeling: Packaging shall be comprised of recycled-content materials, shall be recyclable, or shall be returnable to the distributor for refilling. Packaging shall be constructed to assure safe delivery.All products shall be manufactured and packaged under modern sanitary conditions in accordance with federal and state law and standard industry practice. Each case, bottle and container shall have the following markings: Name and address of manufacturer Brand name of product. Net contents in U.S. standard pounds, ounces, gallons, or fluid ounces directions for use, including recommended use dilution and precautionary handling instructions. The reduction of packaging is highly encouraged 20 through the purchasing of larger product containers/packaging. Any items that need to be refilled must be properly labeled with the corresponding product. C3.07 SAFETY REQUIREMENTS. The Contractor(s) shall comply with all applicable requirements of OSHA's "General Industry Standards." These requirements shall include all primary and refresher training mandated under the OSHA guidelines. Material Safety Data Sheet The Contractor(s) shall provide to the City's Zone Manager a Material Safety Data Sheet (MSDS) and description literature for each chemical/compound/mixture used in the performance of the Contract before the commencement of any work hereunder. All MSDS shall be of the latest version and comply with 29 CFR 1910.1200. In 2012, OSHA modified the HAZCOM program to conform to the United Nations Globally Harmonized System (GHS) of classification and labeling of chemicals. By December 1, 2013, the standard requires all employers with covered employees to provide compliance training on new label elements and material safety data sheet format. Hazardous products shall not be used, except with prior approval of the Zone Manager, and must be disposed of properly by the • Contractor(s) in accordance with the U.S. Environmental Protection Agency (U.S. EPA) 40 CFR 260265. The Contractor(s) shall maintain and have readily accessible on-site a complete MSDS book of all chemicals, compounds/mixtures used in the execution of the Contract. Environmental and Hazardous Materials Requirements The following define the minimum requirements the Contractor(s) is to follow for Environmental Health, Safety, Hazardous Substances, Recycling, Hazardous Materials, Hazardous Waste Characterization and Disposal, Waste Minimization, Personnel Training, Required Notifications, and Permits and Records Retention: Hazardous Substances 1 Hazardous Materials The Contractor(s) shall submit to the Zone Manager, MSDS for approval of products to be used prior to any use in the facility. The Contractor(s) is not to use any product not approved by the Zone Manager anywhere in the facility. The Contractor(s) shall not use any product that has a pH level of less than 3 or a pH level greater than 11. The Contractor(s) is not permitted to use any product that the MSDS rates as "Flammable or Toxic"without approval from the City's Zone Manager. Proper Disposal of Spent or Used Products. The EPA and Florida Department of Environmental Protection (Florida DEP) require the proper disposal of certain chemicals/compounds/mixtures after they have been spent or used. The Contractor(s) is required to establish discrete waste streams for any chemicals that require proper disposal according to 40 CFR 260-265. The Contractor(s) must also arrange to have a licensed, "Part B Permit" Hazardous Waste & Universal Waste Contractor(s) to properly characterize, manifest, dispose and transport waste or recyclable materials. The waste hauler must be licensed by the U.S. Department of Transportation as a Hazardous Waste/Universal Waste Hauler under the Series 49 CFR (Code of Federal Regulations). The Contractor(s) must provide contact information of the Hazardous Waste/ Universal Waste Hauler utilized. 21 Waste Minimization Programs. The EPA and Florida DEP require the minimization of waste by the use of water-soluble materials. The Contractor(s) is expected to utilize to the extent feasible the use of water soluble and user-friendly products that are available. Personal Protective Equipment. All personnel are required to wear personal protective equipment in the performance of their duties, which involve the use Hazardous Substances and Hazardous Materials including protective eyewear or face shields, respiratory protection as necessary and applicable leak proof gloves or as prescribed by the MSDS. C3.08 PERSONNEL AND SUPERVISION. The Contractor(s) is required to and shall train all of the Contractor(s)'s personnel prior to a job assignment with the City of Miami Beach. Supervisors Experienced on-site supervisors must be on-site during all hours work is performed. The on-site supervisor must be available between the hours of 8:00 a.m. and 5:00 p.m., Monday through Friday, to inspect the facility with the City's Zone Manager, or designee, and to handle related problems when required. Additionally, the supervisors must be available, and on-site, after normal business hours to monitor and respond to janitorial services issues,oversee staff and close down facility following completion of daily services. The Proposer shall submit, as Building Access: The City's Zone Manager, Facility Manager or designee shall direct and control access to the facility. Each individual employee will be required to sign in and out of the facility in the designated logbook. Under no circumstances will anyone enter times for another employee. Only authorized Contractor(s) employees and sub-contractor(s) are allowed on premises. 1. Uniforms: The Contractor(s) shall supply all employees with identification and uniforms (i.e. shirt, smock, etc.) that must be worn at all times while on the premises, and shall at all times present a neat and professional appearance, with clean uniforms. 2. Access Cards: The Contractor(s) shall report any lost access cards to the City's Zone Manager immediately upon discovering such, and shall be liable for the costs of replacement and programming. 3. Identification: The Contractor(s) shall submit a list of employees with the required background checks as stated in Section 1.9 and a photocopy of a valid picture I.D. to the Zone Manager prior to commencement of services hereunder. I.D. badges shall show company name, employee name and a photo of the employee. I.D. badges must be worn at all times while performing services under this Contract. 4. Training: In an attempt to improve sustainable waste management, the city requires janitorial employees to receive training on appropriate recycling practices. This training must be obtained within 6 months of an employee's hire date and must be coordinated through the Environment and Sustainability Department. 22 Industry Certifications and Training The City desires that Contractor(s) obtain proper industry certification and/or industry licensing such as ISSA Cleaning Industry Management Standard (CIMS), and/or ISSA Cleaning Industry Management Standard (CIMS-GB) Green Building Certified, or similar certification and licensing, during the term of the Contract. The Contractor(s) shall provide verifiable documentation that supervisors have completed a minimum of eight (8) hours of Hazardous Materials Emergency Response "Operations Level" training, and nonsupervisory employees have completed a minimum of four (4) hours of Hazardous Materials "Awareness Level" training, from an approved training provider. C3.09 REPORTING REQUIREMENTS The Contractor(s) shall keep, maintain, and make available to the City upon request all training records and certifications, MSDS, first report of injury and illness requiring first aid or additional medical professional treatment. Additionally, all injuries shall be recorded on the "OSHA 300 Log" and 300-A according to 29 CFR. C3.10 SPECIAL PERMITS, LICENSE AND PRODUCT NOTIFICATIONS. Certain cities, counties and municipalities require hazardous materials licenses prior to the use of certain products. The Contractor(s) is responsible to obtain and make available to the City upon request all necessary licenses and permits regarding any hazardous materials prior to execution of this Contract. The Contractor(s)'s day custodian(s) and on-site supervisor must carry direct means of communications provided by the Contractor(s) at all times during work shifts. A Control Book shall be maintained on-site and be accessible to both the City's Zone Manager and the Contractor(s) Manager. The Contractor's on- site supervisor shall review the Control Book daily/nightly for specific cleaning issues. The Contractor(s) should indicate in the Control Book on a daily/nightly basis items needing repair (e.g., plumbing in restrooms). C3.11 MEETINGS WITH PROPERTY MANAGEMENT. The Contractor(s)'s on-site supervisor shall meet with the City's Zone Manager, Facility Manager, or Designee at least weekly, and as-needed, on a more frequent requested basis by the City, to inspect any facility and to resolve cleaning issues. The owner or senior manager in the Contractor(s)'s organization, acceptable to the City, shall meet, at a minimum, monthly with the City to review the Monthly Cleaning Report and Quality Evaluation Form, discuss cleaning issues, and address any related problems, to the City's Zone Manager. C3.12 QUALITY CONTROL. The Contractor(s)'s on-site supervisor(s) shall perform during each cleaning shift, a detailed inspection, covering a minimum of twenty percent (20%) of the maintained space and report each inspection on a Shift Cleaning Report. The Contractor(s) shall inspect one hundred percent (100%) of the maintained space at a minimum for each week of the Contract term. The Contractor(s) shall maintain a written report regarding these inspections and submit a copy to the City's Zone Manager weekly. A Control Book shall be maintained on-site and be accessible to the City and Contractor(s) personnel. The Contractor(s)'s on- site supervisor shall review the Control Book daily/nightly for specific cleaning issues. The Contractor(s) shall indicate in the Control Book on a daily/nightly basis items needing repair (e.g., plumbing in restrooms). The Contractor(s) shall provide a sample of its Control Book for review as part of the RFP. The Control Book shall be accessible to all City and Contractor(s) personnel and used to identify specific cleaning issues and report any maintenance deficiencies. The Control Book shall also contain the Contractor(s) Sign-In/Sign-Out Sheets, all MSDS for the respective facility, cleaning and staffing plans, as 23 well all other documents such as special permits and training certifications deemed appropriate by the City. C3.13 GARAGE AND RESTROOM INDEX. The City has recently implemented a garage and restroom index program. This program is utilized to communicate the status of the level of service regarding public garages and restrooms for the City of Miami Beach facilities. The results, ranging from 1.0 (very well maintained) to 6.0 (not maintained), provide an understanding of what criteria perform well and which do not. By analyzing the results, change can be made in areas in need of improvement so that the City of Miami Beach may provide better quality public garages and restroom facilities. Quarterly data is shared with the Commission with input from responsible department(s) regarding opportunities to improve performance. Proposers should become familiar with this City program, and incorporate it into their Comprehensive Cleaning Plan. C3.14 PRIOR WRITTEN APPROVAL OF ADDITIONAL AND 1 OR AS-NEEDED SERVICES. The Contractor(s) shall be required to obtain in writing, approval to perform any additional and/or as- needed services, by the Property Management Director, or designee, prior to performing the actual work. The City shall not be obligated to pay for additional and/or as-needed services not approved in advance. C3.15 MISCELLANEOUS ITEMS. 1. Non-beachfront parking: The City will provide paid parking, during scheduled service hours, to staff of the janitorial services contractor. 2. Beachfront parking: No courtesy parking is available. Parking for employees shall be the responsibility of the contractor. 3. Personal items of City staff and City equipment on desks should not be touched by cleaning staff; however, it is acceptable to clean and dust around said items. 24 EXHIBIT B BAFO PRICE FORM/PRICING SCHEDULE 25 ZONE 2 Description Quantity U;,51 ABLE BAFO Total SFM BAFO Total Poem 1 'Fleet Maintenance 3 buildings 52 Weekly $ 22,826.96 3 18.716.00 P R 2 Sanitation Administration Offices 52 Weekly S 22,826.96 3 19.277.00 3 MBPD Internal Affairs 52 Weekly $ 5,706.48 S 10.118.00 M 4 Police Stolon Headquarters 52 Weekly $ 210,006.16 S 203,042.00 A (includes dedicated porter) R 5 Police Garage 52 Weekly $ 15,978.56 $ 18,529.00 y 6 Historic City Hall 52 Weekly $ 68,480.36 S 17,296.00 • 7 555 Building(17"St) 52 Weekly $ 17,119.96 $ 20.710.00 8 South Shore Community Center 52 Weekly $ 25,680.20 S 40.973.00 5 9 PAL Building(includes dedicated porter) 52 Weekly $ 100,437.48 $ 69.073.00 F 10 10th Street Beach Patrol 52 Weekly $ 15,978.56 $ 5,022.00 M 11 10th Street Auditorium 52 'Weekly $ 23,967.84 $ 13,570.00 12 City Hall(1700 Convention Center Dr)(includes dedicated porter) 52 Weekly $ 159,787.16 $ , 233.711.00 13 1755 Meridian Ave 52 Weekly S 51,360.40 $ 63.303.00 14 777 Building/1701 Meridian Ave 52 weekly $ 39.946.92 3 55.054.00 ZONE 2 TOTAL $ 780,104.00 $ 788.394.00 ZONE 3 Description CLantity U 1M ABLE BAFO Total SFM BAFO Total C Item I M 16 Marine Patrol 52 Weekly $ 7,831.72 --S 15.396.00 A 17 Property Management 52 Weekly $ 5,594.16 S 15.46400 p 18 Public Works Operations 52 Weekly $ 22,376.12 '.S 22.679.00 y 19 Scott Rakow Youth Center(includes dedicated porter) 52 Weekly $ 139.291.88 $ : 147.725.00 20 Scott Rakow Youth Center-ICE RINK 52 Weekly 3 15,663.44 $ 10,414.00 21 Police Sub Station North Beach 52 weekly 3 11,188.32 $ ' 10.890.00 S 22 Normandy Shores Guardhouse 52 Weekly 3 7,831.72 $ 3.907.00 F 23 'Parking Meter Shop Facility(Bay Road) 52 Weekly 3 11,188.32 -S 7.964.00 M ZONE3TOTA S 220.365.38 S 234.439.00 ZONE 4 P — Description Quantity U I M ABLE BAFO Total SFM BAFO Total P Item i ,,t 24 7th Street Parking Garage 52 weekly $ 35.816 56 $ 83,389.00 A 25 12th Street Parking Garage 52 Weekly S 35.816.56 $ 83,389.00 R 26 13th Street Parking Garage 52 Weekly S 35.816-56 3 83,389.00 Y 27 16th Street Parking Garage 52 Weekly -5 35.816.56 _$ 83,389.00 - 28 17th Street Parking Garage 52 Weekly $ 31,837.60 S 83.389.00 29 Pennsylvania Parking Garage 52 Weekly $ 47755.76 3 83.389.00 A 30 42nd Street Parkin Garage e 952 Weekly T$ 47,755.76 3 83,389.00 L 31 Sunset Harbour Parking Garage 52 Weekly $ 31,837 CO S 83,389.00 E 32 1755 Meridian Garage 52 Weekly $ 31,837.00 3 83,389.00 ZONE 4 TOTAL,$ 334,288.76 $ 750,501.00 ZONE 6 Description Quartity UM ABLE BAFO Total SFM BAFO Total Item 33 Flamingo Pool Facility(includes dedicated porter) 52 WaeeYy S 38.019.80 3 12,391.89 34 Normandy Isle Park Pool Facility 52 Weekly S 8.825.96 3 24,888.39 35 Crespi Park Building 52 weekly $ 8 825.96 3 24,888.39 36 Muss Park Building,Pavilion&Restrooms 52 Weekly $ 13.578.24 3 24,870.06 37 Stillwater Park Building 52 Weekly S 8825.96 3 24,870.06 38 Tatum Park Building 52 Weekly $ 8.825.96 3 24,870.06 39 North Shore Park Band Shell-Amphitheatre 52 Weekly .$ 97.764.68 3 24,870.06 40 North Shore Park Youth Center/Tennis(includes dedicated porter) 52 Weekly $ 8,825.96 3 49,560.80 41 Fairway Park Center&Restroom 52 Weekly -$ 8,825.96 3 24,870.06 42 North Shore Park Restroom(New FY18) 52 Weekly $ 26,47788 3 24,870.06 43 Normandy Shores Park Restroom&Storage 52 Weekly $ 56.738.24 3 24,870.06 44 South Pointe Park Restroom and realties(includes dedicated P weekend porter)1st Street 52 Weekly S 1357824 3 47,749.62 R 45 Marjorie Stoneman Douglas-Beach Restroom-3rd Street 52 Weekly $ 48,494.16 3 47,749.62 46 Lummus Park-Beach Restroom-6th Street(includes dedicated weekend porter) 52 weekly 48,494.16 3 47,749.62 ' 47 Lummus Park-Beach Restroom-10th Street(includes dedicated A weekend porter) 52 Weekly $ 48,494.16 3 47,749.62 ' v48 Lummus Park-Beach Restroom-14th Street(includes dedicated 52 v.=rw $ 48,494.16 $ 47,749.62 r:, weekend potter) d9 Collins Park-Beach Restroom-21st Street(includes dedicated 52 $ 13.578 24 S 47.749.62 A weekend porter) a 50 Pancoast Park•Beach Restroom-35th Street 52 $ 13.578.24 $ 47,749.62 51 Indian Beach Park-beach Restroom-46th Street 52 Weekly $ 13 578 24 3 47,749.62 52 Beach View Park-Beach Restroom-53rd Street 52 Weekly $ 25 477 88 S 47,749.62 53 Allison Park-Beach Restroom-64th Street 52 Weekly $ 8.825.96 S 47,749.62 54 North Shore Open Space Park 52 Weekly $ 8.325 96 $ 47,749.62 55 Parks Maintenance Facility 52 Weekly 5 38.019.80 3 14,016.65 56 Flamingo Park Tennis Center(includes dedicated porter) 52 Weekly b 38 019 30 3 12,382.76 57 Flamingo Park Baseball,Softball,&Football Field Ressooms(includes 52 Weekly S 56.738 24 $ 12,382.76 dedicated porter) 58 71st St Unidad Public Restroom (includes dedicated weekend porter) 52 Weekly $ 8.825.96 $ 47,749.62 59 Northhore Open Space Trailer Offices 52 Weekly $ 8 82596 $ 24,870.06 60 Altos del Mar Park—Restroom Building 52 Weekly $ 8.825 96 S 24,870.06 61 Maunce Gibb Memorial Park—Restroom Building 52 Weekly $ 8.82596 5 24,870.06 62 Mid Beach Community Park—Restroom Building(Opening TBD) 52 Weekly $ 8 82596 $ 24,870.06 63 Park Ranger Facility 52 Weekly $ 8.825.96 $ 10,382.70 e' • e.At. $ 753.687.60 $ 1,007,460.44 ADDITIONAL SERVICES(THESE ARE FOR AS NEEDED SERVICES,OUTSIDE OF ANY ESTABLISHED PERIODIC Able BAFO SFM BAFO FREQUENCIES REQUIRED IN THE RFP) Unit Cost Unit Cort 64 Deep Cleaning Carpet Cost Per Square Foot $ 0.30 $ 0.22 65 Steam cleaning of chairs Cost Per Unit Cleaned $ 5.00 $ 4.16 66 Steam cleaning of sofas Cost Per Unit Cleaned S 17.00 S 8.32 67 Strip and Wax Coster Square Foot $ 0.35 $ 0.42 68 Scrub and Recoat Cost Per Square Foot $ 0.50 $ 0.39 69 Post-Construction Cleanup (i.e., removal of heavy dust, wipe down Cost Per Square Foot $ 5.00 $ 0.35 fixtures/furniture,vacuum carpets,clean air vents) 70 Janitorial Services for Special Events(for Cleaners) Cost Per Hour $ 22.96 S 22.96 71 Janitorial Services for Special Events(for Supervisors) Cost Per Hour 3 28.28 S 28.28 EXHIBIT C LOCATION STAFFING HOURS 26 1 I ,,,;! City of Miami tiBeach Janitorial Services Services, Inc. Contract 2019 Dedicated Staffing Total Project Manager Scheduled Weekly Hours Hours M T W THF SA SU Pedro Reus 10 10 10 10 L 10 50 50 Zone 2 Total Weekly Assigned Location Schedule Hours Employee Fleet Maintenance 3 12.5 buildings Adel Garcia Sanitation Administration 12.5 Offices Adel Garcia Spm-lOpm MBPD Internal Affairs 5 Lourdes Diaz 9:30pm-10:30pm Police Station Headquarters 22.5 Night Working Supervisor TBD 5pm-9:30pm Police Station Headquarters 80 Night Cleaners Miguel Cotto 5pm-10pm Maria Acosta 5pm-10pm Otilia Galvan 5pm-9pm Catina Tuero 5pm-9pm Police Station Headquarters Day Porter 40 Tatiana Morgado 8am-5pm Police Garage 5 Miguel Cotto 5 Maria Acosta 4 Lourdes Diaz Sat and Sun 7am-9am Historic City Hall 10 TBD 5pm-7pm 555 Building(17th St) 15 TBD 7pm 10pm South Shore Community 30 Center Juilett Rodriguez 5pm-11pm PAL Building Day Porter 20 Felipe Fernandez 1pm-5pm PAL Building Night Cleaning 27 Armando Carballo 5pm-9:30pm 10th Street Beach Patrol 3.5 Lourdes Diaz 9pm-9:30pm 10th Street Auditorium 10.5 Lourdes Diaz 7:30pm-9pm City Hall(1700 Convention Ctr Dr)Night Working 25 Supervisor Barbara Fojon 5pm-10pm City Hall(1700 Convention Ctr Dr)Night Cleaning Staff 100 Elba Rivera 5pm-9pm Margarita Torres 5pm-9pm Idelsy Serra 5pm-9pm Felipe Fernandez 5pm-9pm Sara Trujillo 5pm-9pm City Hall(1700 Convention 40 Center Dr)Day Porter Marta Peralta 8am-5pm 1755 Meridian Ave Night Working Supervisor 22.5 Yadel Reyes 5pm-9:30pm 1755 Meridian Ave Night Cleaner 20 Elidia Tejon 5pm-9pm 777 Building/1701 Meridian Ave 20 Olga Nunez 5pm-9pm Total Hours 530 Buildings Total Weekly Marine Patrol 10.5 Maria Bover 3:30pm-5pm Property Management 10 Maria Bover 5pm-7pm Public Works Operations 10.5 9pm-10:30pm M-F S/S Idelsy Serra 8am-9:30am Scott Rakow Youth Center 40 (includes dedicated porter) Martha Cornejo 8am-5pm 16 Idalmis Viart S/S 7:30am-9pm 20 lsora Viart 5pm-10pm 8 Idalmis Viart S/S 7:30am-9pm Scott Rakow Youth Center- 5 ICE RINK Isora Viart 2 Idalmis Viart S/S 7:30am-9pm Police Sub Station North Beach 5 Lourdes Diaz 6pm-7pm Normandy Shores Guardhouse 2.5 Lourdes Diaz 7pm-7:30pm Parking Meter Shop Facility 5 (Bay Road) Maria Bover 7pm-8pm TOTAL HOURS 134.5 TOTAL HOURS 714.5 ATTACHMENT A RESOLUTION COMMISSION ITEMS AND COMMISSION MEMORANDUM AA I AN\ I B EAC H REQUEST FOR CITY MANAGER APPROVAL _ , Requested Action Piggyback Accroval I J Award of ITQ I Contract Execution I I Request fcr Ccrtract Term Renewal I Change Order Approval ( X Other I SELECTION OF FINAL PROPOSER(S)DEEMED TO OFFER THE BEST OVERALL TERMS AND SERVICE TO THE CITY,PURSUANT TO RESOLUTION NO.2013-3C535 FOR REQUEST FOR PROPOSALS(REP)NO.2017-070-JC.JANITORIAL SERVICES Why is requested action necessary? On October 17, 2018, the City Commission, through Resolution No. 2013-30535, approved the recommendation cf the City Manager, pursuant to Request fcr Proposals (RFP) No. 2017-070-JC, for Janitorial Services, which authorizes the Administration to enter into simultaneous negotiations, with Able Business Services, Inc., as the top ranked proposer, and SFM Services, Inc.,as the second ranked proposer. On November 28, 2018, the first negotiation meeting was conducted with Able Business Services, Inc.,and SFM Services, Inc. During this meeting, both proposers were provided with an overview of the Best and Final Offer(BAFO)process,including the cost proposal structure and BAFO proposal submittal timelires. Additionally, staff discussed the following nine (9) negotiation areas: 1) living wage, 2) staffingitransiticn plan,3)training/superrisicn,4)equipment,supplies and paper products,5)employee backgrounds,6)service frequencies, 7)quality control,8)interviews of incumbent contractor's staff,and 9)cost The Administration requested that both proposers consider and respond to these nine(9)key areas for the purposes of the BAF 0 proposal. On December 21,2018,the City received BAFO proposals from Able Business Services,Inc.,and SFM Services,Inc.On January 14,2019, at the request of the Property Management Department, the Administration conducted a teleconference meeting with both firms to clarify certain portions of the BAFO submittals.The pricing analysis pursuant to the BAFO proposals is included in Attachment A. After reviewing the results of the submitted BAFO proposals,the Property Management Department has determined that: 1. SFM Services, Inc, has provided the City the best overall proposal for Zone 2 and Zone 3, when the following areas are considered: 1)combinaticn of pricing,2)services, and 3) terms. Further,the Property Management Department determined that SFM provided a better proposal that addressed supervision and allocation of personnel, quality assurance and control, and a robust transition plan. With respect to the personnel and transiticn plan, SFM wilLtailcr a seamless transition plan fcr each City facility.SFM operators follow a step-by-step guide for transitioning, including identifying key resources fcr transition tasks, accountability for transiticn team members by reporting the completion of tasks to the City,establishing a base of communication between SFM and City staff, and successful service implementaticn. SFM will set up an expectations meeting with City staff to establish parties'goals and expectations for the first ninety(90) days of services. During this meeting communications channels will be identified, invoicing structure discussed, intrcducticn to individual roles and responsibilities, storage areas for equipment deliver] and placement identified,the inspection report will be standardized,and cultural integration addressed. Additionally, SFM will allocate and recruit staff for the City's service by way of SFM's 700 employees in the local market,and will place adverrserrents locally, if required. SFM will also identify and select project supervisor candidates by performing a 2-panel interview process, followed by application review, jcb offer, orientation, criminal background and drug screening, and 1-9 verification. Further, SFR will provide employee training to each staff member assigned to the City. This training will include blcodecme pathogens, terminal cleaning, OSHA-based chemicals training, floor care training, restroom maintenance, sexual harassment training,stip/triplfall preventicn,lifting training,closures procedures,and hazard communication SFM has also committed to a vigcrous program of environmental conservation and sustainability through their corporate and operational practices.SFM will promote and maintain a recycling program throughout the duration of the contract SFM will conduct a waste audit within each zone and further refine their recycling plan fcr the City based on the audit outcome. For Zone 2 and Zone 3,the pricing difference between the two proposers was determined to be nominal.SFA's price for Zone 2 is $8,000 higher and Zone 3 pricing is 513,000 higher than Able's, respectively. However, Property Management has determined that,when both cost and services are considered.SFM is a better value for these zones,given that SFM provided a more robust personnel.quality control and transition plan. 2. Able Business Services, Inc., provided the City the best overall proposal fcr Zone 4 and Zone 6 (Attachment A), when a combination of pricing and services are considered. Specifically, Able provided a better proposal in dedicated service hours and responding to emergencies at the heavily used facilites in these zones. With respect to Able's dedication of service hours to Zone 4 it will dedicate an impressive 320 hours per week to service all garages including utilizing three (3) shift per day in seven (7) of the highest demand locations, and 2 shifts per day at the remaining three(3)locations. Concerning Zone 6,Able will dedicate 641 hours per week for City parks and restrooms.Dedicated porter will be utilized at Flamingo Pod Facility, Muss Park,South Pointe Park, Lummus Park, Normandy Shores, Normandy Isle Park,and North Shore Park,among others. Additionally, Able has committed to set aside$30,000, for the duration of the contract term, to be used for the hiring benefit of special needs persons,including displaced veterans from the City of Miami Beach community.Able has committed that the costs associated with hiring and supervising these individuals will be their goodwill contribution to the community and the City of Miami Beach. For Zone 4 and Zone 6,Ab lets pricing represents a significant difference in cost to the City,and is an overall better value therein. For Zone 4 alone, Able offered pricing that is $416,000 less than That offered by SFM. Similarly, Able's pricing for Zone 6 is 3243,000 less than offered by SFM. Given the vast pricing separation between Able and SFM fcr Zone 4 and Zone 6, Property Management determined that Able was the dear and best value for these respective zones. Further, Property Management Staff believes that splitting the City's janitorial zones between these two (2) contractor will enable the contractors to respond more promptly,and with greater effectiveness,than if a single contractor were to be awarded all zones,and will allow the City to have a backup contractor in the event that either was to default The respective distrbuticn of awards per zone to each contractor provides for a cost effective and fiscally responsible solution. In the event that either contractor is not meeting the services,terms and City's standards of cleanliness and performance,the award will be transferred to other contractor. In anticipation of improvement to present services, and based on the recommended levels of services and terms as provided in RFP No. 2017-070-JC, the City budgeted$2,903,000.00 fcr janitorial services citywide, for FY 2019. In consideration of cost, the proposed annual total of$2,120,309.36(Attachment A)for all respective zones,results in a$128,353.92 projected reductor,in the City's janitorial costs,when compared to the Citys FY 2013 janitorial expenditures of$2,219,163.23;and an overall 3732,190.64 savings to the City's FY 19 budget I Therefore,staff recommends that the City Manager approve,pursuant to RFP No.2017-070-JC,for Janitorial Services,the award of Zone 2 and Zone 3 to SFM Services, Inc., as the primary contractor, and to Able Business Services, Inc.,as the secondary contractor fcr Zone 2 and Zone 3;and approve the award of Zone 4 and Zone 6 to Able Business Services,Inc.,as the primary contractor,and to SFM Services, Inc.,as the secondary contractor for Zone 4 and Zone 6. Resolution No.2018-30535 ASF Resolution No.2018-30535 Etsrat hnpact • S2,120,809.36 • - Term _ . Initial three(3)veers.with two(2)additional(1)cne ear renewals. attachmen-s . ResclO n No.2018-30535 Attacf ent A:Reccmmendaicn Analysis - Approval Cep /Head: Prccurectilip ACM( .: I City tanager. Da.-• ILI A Date: AIWiIL4111111 Date: 1' } Dat Attachment A:Recommendation Analysis BAFO RFP 2017-070-JC Janitorial Services Location Recommendation Fiscal Impact Total Zone 2 SFM $ 788,394.00 Zone 3 SFM $ 234,439.00 $ 1,022,833.00 Zone 4 Able $ 334,283.76 Zone 6 Able $ 763,537.60` $ 1,097,976.36 _,$ w-:Z/20,809.36' $ 2,120,809.36 Individual Zone Pricing Comparison-BAFO Location Able SFM Zone 2 $ 780,104,00 .S`, . :rte -7t`=788,3rrt.0 Zone 3 $ 220.965.53 _5'"" 51 '''' i:J,2344:38'0; Zone 4 ,$ _.. ._-.;334;28&76. $ 750,501.00 Zone 6 $ - - = 763,687:c0 $ 1,007,4o0.44 Total $ 2,099,046.04 j $ 2,780,794.44 Resolution No. 2018-30535 A RESOLUTION OF THE MAYOR- AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER, PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO. 2017-070-JC, FOR JANITORIAL SERVICES; AUTHORIZING THE ADMINISTRATION TO ENTER INTO SIMULTANEOUS NEGOTIATIONS WITH ABLE BUSINESS SERVICES, INC., THE TOP RANKED PROPOSER, AND SFM SERVICES, INC., THE SECOND RANKED PROPOSER; FURTHER, AUTHORIZING THE CITY MANAGER TO SELECT THE FIRM THAT WILL SERVE AS THE PRIMARY CONTRACTOR, BASED ON THE CITY MANAGER'S DETERMINATION OF THE FINAL NEGOTIATED PROPOSAL THAT OFFERS THE CITY THE BEST COMBINATION OF PRICING, SERVICES, AND TERMS, WITH THE REMAINING FIRM TO SERVE AS THE SECONDARY CONTRACTOR; AND FURTHER, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT WITH EACH PROPOSER UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION. WHEREAS, the City seeks to preserve Miami Beach as a world-class destination, and has established a high standard for the cleanliness of its facilities; and WHEREAS, the City utilizes a janitorial services company to meet and exceed the daily cleaning needs of City buildings, properties and public spaces; and WHEREAS, the current janitorial services contract expires on February 23, 2019; and WHEREAS, in anticipation of the expiration of the current janitorial services contract, the Administration determined that a replacement contract is required; and WHEREAS, On July 26, 2017, the City Commission approved the issuance of the RFP No. 2017-070-JC, Janitorial Services; and WHEREAS, on July 27, 2017, the RFP was issued to 255 firms; and WHEREAS, 134 prospective proposers accessed the advertised solicitation; and WHEREAS, a voluntary pre-proposal conference was held on August 9, 2017; and WHEREAS, a facilities site visit was scheduled on August 24, 2017, and was attended by ten (10)firms; and WHEREAS, the Administration determined to offer a second site visit to further clarify questions related to scope of services, department density, and facilities area square footage; and WHEREAS, the second site visit was conducted on October 20, 2017, and was attended by seven (7) firms; and WHEREAS, RFP responses were due and received on February 14, 2018; and • WHEREAS,the City received a total of twelve (12) responsive proposals; and WHEREAS, on March 1, 2018, the City Manager, pursuant to LTC No. 116-2018, appointed an Evaluation Committee (the "Committee"), comprised of: Miguel Beingolea, Operations Manager, Parking Department; Michael Clark, Sanitation Operator, Public Works Department; Carlos DaCruz, Project Manager, Parks and Recreation Department; Rene Guerra, Zone Manager, Property Management Division; Leslie Rosenfeld, Chief of Learning Development, Organizational Development and Performance Initiatives; and WHEREAS, the Committee convened on June 13, 2018, to consider the proposals received; and WHEREAS, the Committee was provided an overview of the project, information relative to the City's Cone of Silence Ordinance and the Government Sunshine Law, as well as general information on the scope of services and a copy of each proposal, and was instructed to score and rank each proposal pursuant to the evaluation criteria established in the RFP; and WHEREAS, the evaluation process resulted in the following order of ranking: 15t ranked proposer: Able Business Services, Inc.; and 2"d ranked proposer: SFM Services, Inc.; and 3"d ranked proposer. EnDirt, LLC; and 4th ranked proposer: United Services, Inc.; and 5th ranked proposer. Maverick Building Services; and 6'h ranked proposer. JDL Cleaning Services; and 7t°ranked proposer: Miami Janitorial Supplies, Inc.; and 81016)ranked proposer: National Cleaning Contractors USA, Inc.; and 8th(tie) ranked proposer: American Facility Services; and 8th(tie)ranked proposer: JLS Professional Cleaning Services; and 11''ranked proposer: D&A Building Services, Inc.; and 12th ranked proposer: Chi-Ada Corporation; and WHEREAS, after reviewing the results of the evaluation committee process, and the proposals received, the City Manager exercised his due diligence and recommends that the Mayor and City Commission approve the Resolution authorizing the Administration to enter into simultaneous negotiations with the two (2) top ranked proposers, Able Business Services, Inc., and SFM Services, Inc.; and further recommends that the City Commission delegate to the City Manager the authority to make the final determination as to which firm will serve as the primary contractor, and which firm will serve as the secondary contractor, based on the City Manager's evaluation of the best and final overall pricing, services and other terms or benefits offered by the two firms (including, without limitation, employee retention incentives). NOW,THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby accept the recommendation of the City Manager, pursuant to Request for Proposals (RFP) No. 2017-070-JC, for Janitorial Services; authorizing the Administration to enter into simultaneous negotiations with Able Business Services, Inc., the top ranked proposer, and SFM Services, Inc., the second ranked proposer; and further authorize the City Manager to select the firm that will serve as the primary contractor, based on the City Manager's determination of the final negotiated proposal that offers the City the best combination of pricing, services, and terms, with the remaining firm to serve as the secondary contractor; and, further, authorizing the Mayor and City Clerk to execute an agreement with each proposer upon conclusion of successful negotiations by the Administration: PASSED AND ADOPTED this 17 day of 0<14491' 2018. Dan Gelber, Mayor ATTEST: V i f3ty-- Rafael E. Granado, Cit CleFk 1 B� ` rA APPROVED AS TO N*::.''.. •.• 0 pi FORM&LANGUAGE ,.( - '� -y�� &FOR EXECUTION t*':'...INCORP{ K . ScLQ_Ls-• 1 4l I 6(1 qt ' 4..1) I City Attcmey Data 1C Resolutions- C7 Q MIAMI BEACH COMMISSION MEMORANDUM TO: Honorable Mayor and Members of the City Commission FROM: Jimmy L. Morales, City Manager DATE: October 17, 2018 SUBJECT A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER, PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO. 2017-070- JC, FOR JANITORIAL SERVICES; AUTHORIZING THE ADMINISTRATION TO ENTER INTO SIMULTANEOUS NEGOTIATIONS WITH ABLE BUSINESS SERVICES, INC., THE TOP RANKED PROPOSER, AND SFM SERVICES, INC., THE SECOND RANKED PROPOSER; FURTHER, AUTHORIZING THE CITY MANAGER TO SELECT THE FIRM THAT WILL SERVE AS THE PRIMARY CONTRACTOR, BASED ON THE CITY MANAGER'S DETERMINATION OF THE FINAL NEGOTIATED PROPOSAL THAT OFFERS THE CITY THE BEST COMBINATION OF PRICING AND SERVICE, WITH THE REMAINING FIRM TO SERVE AS THE SECONDARY CONTRACTOR; AND FURTHER, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE THE FINAL AGREEMENTS UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION. RECOMMENDATION Adopt the Resolution. ANALYSIS In an effort to preserve Miami Beach as a world-class destination, the City has established a high standard for the cleanliness of its facilities. As such, the City is seeking a qualified contractor(s) to provide outstanding janitorial services for City facilities and public spaces. The City currently has approximately fifty (50) locations requiring daily and/or periodic janitorial services. These facilities include administrative buildings, parking garages, community recreation and tennis centers, parks, sports facilities, police stations, and beachfront public restroorrms. The selected contractor(s) shall coordinate janitorial services, as well as periodic and additional services,with Property Management staff, in an effort to maintain the health,safety and cleanliness of City properties. It is in the City's best interest to enter into an agreement(s)with a firm(s)that have the capability and flexibility to provide janitorial services and as-needed emergency service availability, twenty-four (24) hours a day, seven (7) days per week. The awarded firm(s) will be responsible for maintaining superior levels of cleanliness to commons areas, offices, restrooms, corridors, sidewalks, stairways, stairwells, elevators, carpeted areas, glass surfaces, and other areas, as required by the RFP. Additionally, the awarded firm(s) shall be responsible for regular monthly inspections, daily supervision and training of cleaning staff, monitoring response times, reporting and correcting of any deficiencies discovered and mitigating future occurrences. The awarded firm(s)shall furnish all labor, materials, supplies, tools, and equipment in an effort to deliver total quality control of cleanliness, Page 454 of 1637 pronate and maintain environmental health and safety standards to City facilities, its employees, and visitors. Currently, under Contract No. 13-269-ME, the City has coverage to provide for janitorial services through February 23, 2019. In consideration of the above, the Administration prepared Request for Proposals (RFP) 2017.070-JC to seek proposals from qualified firms to provide janitorial services to the City in order to replace the expiring City contract, On July 26, 2017, the City Commission approved the issuance of the RFP No. 2017-070-JC, Janitorial Services, which was issued on July 27, 2017. The Procurement Department issued solicitation notices to 255 firms utilizing www.publicpurchase.com. 134 prospective proposers accessed the advertised solicitation.A voluntary pre-proposal conference to provide information to the proposers submitting a response was held on August 9, 2017. Additionally, a facilities site visit was scheduled on August 24, 2017, and was attended by ten (10) firms. Following the requests from several firms, the Administration determined to offer a second site visit to further clarify questions related to scope of services, department density, and facilities area square footage. The second site visit was conducted on October 20, 2017 and was attended by seven (7)firms. RFP responses were due and received on February 14, 2018. The City received a total of twelve (12) proposals from the following firms: • Able Business Service, Inc • American Facility Services • Chi-Ada Corporation • D&A Building Services, Inc • EnDirt, LLC • JDL Cleaning Services • JLS Professional Cleaning Services Maverick Building Services • Miami Janitorial Supplies, Inc • National Cleaning Contractors USA, Inc • SFM Services, Inc • United Services, Inc On March 1, 2018, the City Manager appointed the Evaluation Committee via LTC # 116-2018. The Evaluation Committee convened on June 13, 2018 to consider proposals received. The Committee was comprised of the following: Miguel Beingolea, Operations Manager, Parking Department; Michael Clark, Sanitation Operator, Public Works Department; Carlos DaCruz, Project Manager, Parks and Recreation Department; Rene Guerra, Zone Manager, Property Management Division; Leslie Rosenfeld, Chief of Learning Development, Organizational Development and Performance Initiatives. The Committee was provided an overview of the project, information relative to the City's Cone of Silence Ordinance and the Government Sunshine Law. The Committee was also provided with general information on the scope of services and a copy of each proposal. The Committee was instructed to score each proposal pursuant to the qualitative evaluation criteria established in the RFP. The RFP stipulated that points for cost would be added to the qualitative scores established by the Evaluation Committee to determine an overall ranking for all proposals evaluated.The evaluation process (qualitative and initial costs as stipulated in the RFP) resulted in the ranking of proposers as indicated in Attachment A.The following is a brief summary of the qualifications of the two top-ranked proposers: Able Business Service, Inc. Able Business Service, Inc. specializes in providing innovative equipment and methods in order to Page 455 of 1637 deliver superior cleaning techniques in servicing client facilities. Able Business Service has been in business eighteen (18) years providing clients with services directed at government entities, banks, hospitals, and commercial clients, generating annual gross income of over $4 million. Such clients include Jackson Health System, US Department of Agriculture, City of Miami, and the State of Florida. The company is certified by the U.S. Small Business Administration in Janitorial, Facility Management, and Vocational Rehabilitation Services. They are also certified as a DBE by the State of Florida, and SBE by Miami-Dade County and Broward County, Florida. Able Business Service has over 135 employees on staff. SFM Services. Inc. According to their proposal, SFM Services, Inc. is a facilities maintenance company that offers business owners, property managers, healthcare facilities, government municipalities, educational institutions and large venues, a one-stop shop for facility maintenance services. Rather than dealing with separate firms, SFM offers its customers one company to work with and one local phone call to make. Clients include Baptist Health Systerrs, City of Coral Gables, and Town of Mian Lakes, as well as the Ultra Music Festival. The firm has over 750 employees on staff in Miami-Dade County. CONCLUSION I have reviewed the proposals and the results of the evaluation committee process. I note that the City is fortunate to have received twelve (12) responses to the RFP. All of the companies that responded appear to be well qualified to assist the City with janitorial services. However, after reviewing the results of the evaluation committee process, I note that Able Business Services and SFM Services appear to be closely ranked as the first and second ranked firms, respectively. With regard to Able Business Services, the evaluation committee noted its solid employee training program, its plan for supervision and its experience with parking garages. With regard to SFM Services, the evaluation committee noted its performance tracking program and software and its experience with large venues and events. Additionally, Able Business Services and SFM Services have provided relatively close cost proposals as indicated in Attachment A. Considering the available budget and the need for a high level of service, I have asked staff to look closely at the level of service being offered in each area to assure that the level of service is neither excessive or deficient, and that, whenever possible, cost savings be identified. To do so, I believe that it is in the City's best interest to enter into negotiations with the two top ranked proposers to fine tune the level of service and identify cost savings wherever possible. Finally, in consideration of a transition from one contractor to another, aside from the usual service transition issues that must be worked out, it is important to consider the employees of the current contractor and.whenever possible, assure that they can be retained by the new contractor(s). Therefore, I recommend that the Mayor and City Corrrrission authorize the Administration to enter into negotiations with Able Business Services, Inc., the 1st ranked proposer, and SFM Services, Inc., the 2nd ranked proposer, in order to determine the best combination of service and cost,with the goal of identifying any cost savings opportunities, as well as addressing current contractor employee retention; and further authorize the City Manager to select the proposer offering the best combination of pricing and service, as the primary contractor, and the remaining proposer, as the secondary contractor; and, further, authoring the Mayor and City Clerk to execute the final agreements upon conclusion of successful negotiations by the Administration. KEY INTENDED OUTCOMES SUPPORTED Improve Cleanliness, City Beaches Page 456 of 1637 FINANCIAL INFORMATION Grant funding will not be utilized for this project. Legislative Tracking Property Management/Procurement ATTACHMENTS: Description o Attachment A Page 457 of 1637 Attachment A k RFP 2017.070.JC Miguel w Michael ' m Carlos a c Rene w Leslie CO lowfa c c Aggregate c Janitorial Services Beingolea Y Clark :c DaCruz Y c Guerra I ,� Rosenfeld c Y ;� c C c c c Totals c rk Ce CC CZ CC it Able Business Service,Inc 76.00 1_ 96.00 1_ 90.00 2 79.00 3 78.00 ' 2 - 9 1 American Facility Services 66.00 4 77.00 _ 10 T 68.00 11 72.00 _ 7 77.00 _5 1 37 8 Chi-Ada Corporation 26.00 12 71.00 11 70.00 10 61.00 11 61.00 _ _ 12` 56 i2__ _D&A Building Services,Inc 56.00 _ 8 81.00 7 _ 76 00 9 66.00 9 71.00 9 _ 42 11 EnDirt,ILC • 68.00 3 80.00 9 79.00 7 79.00 3 75 00 2 24 3 . JUL Cleaning Services 50.00 11 70.00 12 78,00 8 85.00 2 78.00 __ 2 35 _ 6 JLS Professional Cleaning Services 72.00 2 81.00 7 66.00 12 70.00 8 _ 73.00 8 37 8 Maverick Building Services 58.00 7 93.00 2 60.00 5 78.00 5 68.00 11 _ 30 ~ 5 Miami Janitorial Supplies,Inc 51.00 10 86.00 5 80.00 5 63 00 10 76.00 6 36 7 National Cleaning Contractors USA,Inc 56.00 892.00 3 86.00 , 4 60.00 12 69.00 _ 10 37 ' 8 SFM Services,Inc 65.00 4 69.00 4 94.00 1 93,00 1 92.00 1 112 United Services,Inc 59 00 6 i 85.00 6 j 86.00 3 I 73.00 1----T- 76.00 6_ _ f _ _27 4 ' ... .... .. Cont Pnpnu06:P2 Q11•11$11113.11 . .d Prow.. Coal Proposal - 3.56kknua Points Tow POWs Ann5555 A61.ealnaaa Senior.Ira "$2553225 f0 25 . 21 Analcan Facia 5.0 aC66 •S 3.651.315.00 25 IL CW.Ada eorporalial S 2.702.6$10.6 25 16 r16A B060N61 UAW..,5.c S 2,011,11244 25 --_� 6 En041,LLC • ' S 3,062.110.76 25 16 JUL CNanng SAAIC66 $2,226,67100 25 `- 20 JLS 07n50.lnnal C4ani,f 6n..6..n S 2,263.611. 25 _ 16 11Awr6:k aa00irq toril&o6 I 1.002,015.60 25 • 23 604.1 Jnnka4lfo0P6a,ins 62,064.006.00 26 _ 21 @son*Cloan6.f CAmmusAsca USA Inc $1,7111.1.79$625 ZS &FMSwka6_Nc i 2100.66$00 25 _ 21 United SaMcoa,Inc f 2,{16,61ff{# 25 _r_ 1/ QUPA Atilk/E AND QUANTITATIVE 1 Low RFP 2017•070•JC Miguel I ar Michael co Carlos c Rene Leslie c /Aggregate c e Guerra ca Rosenfeld Y x Beln olea Clark ;2 DaCruz r c Totals, c Janitorial Services e r c ac I m N a (Able Business Service,Inc _ 55.00 _ 2 75.00 1 69.00 3 58.00 5 57.00 6 17 2 _ American Facility Services 54.00 re 3 65.00 6 56.00 10 60.00 4 65.00 2 25 6 _ Chi-Ada Corporation 10 00 12 55.00 _ 11 54.00 11 45.00 10 45.00 J 10 _ ' ' 54 12 _ 8 ID&A Building Services,Inc _ 40.00 7 65.00 6 60.00 6 50.00 9 55.00 _6 _ EnDirt,LLC 53.00 4 65.00 6 64.00 4 64.00 3 63.00 3 20 3 TOL Cleaning Services 30.00 10 50.00 12 58.00 8 _ 65.00 . 2 58.00 4_ 36 8 JLS Processional Cleaning Services 56.00 1 65.00 6 50.00 12 54.00 8 57.00 6_• 33 •• _6 I Maverick Buildin Services _ 35.00 8 70.00 2 _ 57.00 9 55.00 6 45.00 _10 35 . 7 Miami Janitorial Supplies,Inc 30.00 10 65.00 6 59.00 _ 7 42.00 i 11 55.00 8 ' _42 10 - National Cleaning Contractors USA,Inc 31.00 9 67.00 4 61 00 5 35.00 12 44 00 12 - • 42 10 • SFM Services,Inc 45.00 5 68.00 3 73.00 1 72.00 1 71.00 1 r 11 _I 'United Services.IInc 41.00 . 6 67.00 4 70.00 2 55.00 1_ 6 . 58.00 4 I 22_ 4 i IQUALIFICATIONS ONLY _ _. Page 459 of 1637 2 Resolution No. 2018-30535 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER, PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO. 2017-070-JC, FOR JANITORIAL SERVICES; AUTHORIZING THE ADMINISTRATION TO ENTER INTO SIMULTANEOUS NEGOTIATIONS WITH ABLE BUSINESS SERVICES, INC., THE TOP RANKED PROPOSER, AND SFM SERVICES, INC., THE SECOND RANKED PROPOSER; FURTHER, AUTHORIZING THE CITY MANAGER TO SELECT THE FIRM THAT WILL SERVE AS THE PRIMARY CONTRACTOR, BASED ON THE CITY MANAGER'S DETERMINATION OF THE FINAL NEGOTIATED PROPOSAL THAT OFFERS THE CITY THE BEST COMBINATION OF PRICING, SERVICES, AND TERMS, WITH THE REMAINING FIRM TO SERVE AS THE SECONDARY CONTRACTOR; AND FURTHER, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT WITH EACH PROPOSER UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION. WHEREAS, the City seeks to preserve Miami Beach as a world-class destination, and has established a high standard for the cleanliness of its facilities; and WHEREAS, the City utilizes a janitorial services company to meet and exceed the daily cleaning needs of City buildings, properties and public spaces; and WHEREAS, the current janitorial services contract expires on February 23, 2019; and WHEREAS, in anticipation of the expiration of the current janitorial services contract, the Administration determined that a replacement contract is required; and WHEREAS, On July 26, 2017, the City Commission approved the issuance of the RFP No. 2017-070-JC, Janitorial Services; and WHEREAS, on July 27, 2017, the RFP was issued to 255 firms; and WHEREAS, 134 prospective proposers accessed the advertised solicitation; and WHEREAS, a voluntary pre-proposal conference was held on August 9, 2017; and WHEREAS, a facilities site visit was scheduled on August 24, 2017, and was attended by ten (10) firms; and WHEREAS, the Administration determined to offer a second site visit to further clarify questions related to scope of services, department density, and facilities area square footage; and WHEREAS, the second site visit was conducted on October 20, 2017, and was attended by seven (7) firms; and WHEREAS, RFP responses were due and received on February 14, 2018; and WHEREAS, the City received a total of twelve (12) responsive proposals; and WHEREAS, on March 1, 2018, the City Manager, pursuant to LTC No. 116-2018, appointed an Evaluation Committee (the "Committee"), comprised of: Miguel Beingolea, Operations Manager, Parking Department; Michael Clark, Sanitation Operator, Public Works Department; Carlos DaCruz, Project Manager, Parks and Recreation Department; Rene Guerra, Zone Manager, Property Management Division; Leslie Rosenfeld, Chief of Learning Development, Organizational Development and Performance Initiatives; and WHEREAS, the Committee convened on June 13, 2018, to consider the proposals received; and WHEREAS, the Committee was provided an overview of the project, information relative to the City's Cone of Silence Ordinance and the Government Sunshine Law, as well as general information on the scope of services and a copy of each proposal, and was instructed to score and rank each proposal pursuant to the evaluation criteria established in the RFP; and WHEREAS, the evaluation process resulted in the following order of ranking: 15' ranked proposer: Able Business Services, Inc.; and 2"d ranked proposer: SFM Services, Inc.; and 3"d ranked proposer. EnDirt, LLC; and 4th ranked proposer: United Services, Inc.; and 5th ranked proposer. Maverick Building Services; and 69h ranked proposer. JDL Cleaning Services; and 7t"ranked proposer: Miami Janitorial Supplies, Inc.; and 8t"(tie)ranked proposer: National Cleaning Contractors USA, Inc.; and $t"(tle) ranked proposer: American Facility Services; and 8t~'(tie) ranked proposer: JLS Professional Cleaning Services; and 11 h ranked proposer: D&A Building Services, Inc.; and 12t" ranked proposer: Chi-Ada Corporation; and WHEREAS, after reviewing the results of the evaluation committee process, and the proposals received, the City Manager exercised his due diligence and recommends that the Mayor and City Commission approve the Resolution authorizing the Administration to enter into simultaneous negotiations with the two (2) top ranked proposers, Able Business Services, Inc., and SFM Services, Inc.; and further recommends that the City Commission delegate to the City Manager the authority to make the final determination as to which firm will serve as the primary contractor, and which firm will serve as the secondary contractor, based on the City Manager's evaluation of the best and final overall pricing, services and other terms or benefits offered by the two firms (including, without limitation, employee retention incentives). NOW,THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby accept the recommendation of the City Manager, pursuant to.Request for Proposals (RFP) No. 2017-070-JC, for Janitorial Services; authorizing the Administration to enter into simultaneous negotiations with Able Business Services, Inc., the top ranked proposer, and SFM Services, Inc., the second ranked proposer; and further authorize the City Manager to select the firm that will serve as the primary contractor, based on the City Manager's determination of the final negotiated proposal that offers the City the best combination of pricing, services, and terms, with the remaining firm to serve as the secondary contractor; and, further, authorizing the Mayor and City Clerk to execute an agreement with each proposer upon conclusion of successful negotiations by the Administration. PASSED AND ADOPTED this 17 day of 00 f06Pr 2018. Dan Gelber, Mayor ATTEST: 7A1 ( r efbr Rafael E. Granado, Cit ClefFk • r� ��` B '4N APPROVED AS TO �' �P �0 FORM&LANGUAGE L47. .` _. _,- 8►FOR EXECUTION i* I O P IORATDD sikLa...(___ 10,I oil ' @tiv k0 : ,.. 7 - city Attorney i ? Data Resolutions • C7 Q MIAMI BEACH COMMISSION MEMORANDUM TO: Honorable Mayor and Members of the City Commission FROM: Jimmy L. Morales, City Manager DATE: October 17, 2018 SUBJECT A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER, PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO. 2017-070- JC, FOR JANITORIAL SERVICES; AUTHORIZING THE ADMINISTRATION TO ENTER INTO SIMULTANEOUS NEGOTIATIONS WITH ABLE BUSINESS SERVICES, INC., THE TOP RANKED PROPOSER, AND SFM SERVICES, INC., THE SECOND RANKED PROPOSER; FURTHER, AUTHORIZING THE CITY MANAGER TO SELECT THE FIRM THAT WILL SERVE AS THE PRIMARY CONTRACTOR, BASED ON THE CITY MANAGER'S DETERMINATION OF THE FINAL NEGOTIATED PROPOSAL THAT OFFERS THE CITY THE BEST COMBINATION OF PRICING AND SERVICE, WITH THE REMAINING FIRM TO SERVE AS THE SECONDARY CONTRACTOR; AND FURTHER, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE THE FINAL AGREEMENTS UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION. RECOMMENDATION Adopt the Resolution. ANALYSIS In an effort to preserve Miami Beach as a world-class destination, the City has established a high standard for the cleanliness of its facilities. As such, the City is seeking a qualified contractor(s) to provide outstanding janitorial services for City facilities and public spaces. The City currently has approximately fifty (50) locations requiring daily and/or periodic janitorial services. These facilities include administrative buildings, parking garages, community recreation and tennis centers, parks, sports facilities, police stations; and beachfront public restrooms. The selected contractor(s) shall coordinate janitorial services, as well as periodic and additional services,with Property Management staff, in an effort to maintain the health, safety and cleanliness of City properties. It is in the City's best interest to enter into an agreement(s)with a firm(s)that have the capability and flexibility to provide janitorial services and as-needed emergency service availability, twenty-four (24) hours a day, seven (7) days per week. The awarded firm(s) will be responsible for maintaining superior levels of cleanliness to commons areas, offices, restrooms, corridors, sidewalks, stairways, stairwells, elevators, carpeted areas, glass surfaces, and other areas, as required by the RFP. Additionally, the awarded firm(s) shall be responsible for regular monthly inspections, daily supervision and training of cleaning staff, monitoring response times, reporting and correcting of any deficiencies discovered and mitigating future occurrences. The awarded firm(s)shall furnish all labor, materials, supplies, tools, and equipment in an effort to deliver total quality control of cleanliness, Page 454 of 1637 promote and maintain environmental health and safety standards to City facilities, its employees, and visitors. Currently, under Contract No. 13-269-ME, the City has coverage to provide for janitorial services through February 23, 2019. In consideration of the above, the Administration prepared Request for Proposals (RFP) 2017-070-JC to seek proposals from qualified firms to provide janitorial services to the City in order to replace the expiring City contract. On July 26, 2017, the City Commission approved the issuance of the RFP No. 2017-070-JC, Janitorial Services, which was issued on July 27, 2017. The Procurement Department issued solicitation notices to 255 firms utilizing wvw.publicpurchase.com. 134 prospective proposers accessed the advertised solicitation. A voluntary pre-proposal conference to provide information to the proposers submitting a response was held on August 9, 2017. Additionally, a facilities site visit was scheduled on August 24, 2017, and was attended by ten (10) firms. Following the requests from several firms, the Administration determined to offer a second site visit to further clarify questions related to scope of services, department density, and facilities area square footage. The second site visit was conducted on October 20, 2017 and was attended by seven (7)firms. RFP responses were due and received on February 14, 2018. The City received a total of twelve (12) proposals from the following firms: Able Business Service, Inc • American Facility Services • Chi-Ada Corporation • D&A Building Services, Inc • EnDirt, LLC • JDL Cleaning Services • JLS Professional Cleaning Services • Maverick Building Services • Miami Janitorial Supplies, Inc National Cleaning Contractors USA, Inc • SFM Services, Inc United Services, Inc On March 1, 2018, the City Manager appointed the Evaluation Committee via LTC # 116-2018. The Evaluation Committee convened on June 13, 2018 to consider proposals received. The Committee was comprised of the following: Miguel Beingolea, Operations Manager, Parking Department; Michael Clark, Sanitation Operator, Public Works Department; Carlos DaCruz, Project Manager, Parks and Recreation Department; Rene Guerra, Zone Manager, Property Management Division; Leslie Rosenfeld, Chief of Learning Development, Organizational Development and Performance Initiatives. The Committee was provided an overview of the project, information relative to the City's Cone of Silence Ordinance and the Government Sunshine Law. The Committee was also provided with general information on the scope of services and a copy of each proposal. The Committee was instructed to score each proposal pursuant to the qualitative evaluation criteria established in the RFP. The RFP stipulated that points for cost would be added to the qualitative scores established by the Evaluation Committee to determine an overall ranking for all proposals evaluated.The evaluation process (qualitative and initial costs as stipulated in the RFP) resulted in the ranking of proposers as indicated in Attachment A.The following is a brief summary of the qualifications of the two top-ranked proposers: Able Business Service. Inc. Able Business Service, Inc. specializes in providing innovative equipment and methods in order to Page 455 of 1637 deliver superior cleaning techniques in servicing client facilities. Able Business Service has been in business eighteen (18) years providing clients with services directed at government entities, banks, hospitals, and commercial clients, generating annual gross income of over $4 million. Such clients include Jackson Health System, US Department of Agriculture, City of Miami, and the State of Florida. The company is certified by the U.S. Small Business Administration in Janitorial, Facility Management, and Vocational Rehabilitation Services. They are also certified as a DBE by the State of Florida, and SBE by Miami-Dade County and Broward County, Florida. Able Business Service has over 135 employees on staff. SFM Services. Inc. According to their proposal, SFM Services, Inc. is a facilities maintenance company that offers business owners, property managers, healthcare facilities, government municipalities, educational institutions and large venues, a one-stop shop for facility maintenance services. Rather than dealing with separate firrrs, SFM offers its customers one company to work with and one local phone call to make. Clients include Baptist Health Systems, City of Coral Gables, and Town of Miami Lakes, as well as the Ultra Music Festival. The firm has over 750 employees on staff in Miami-Dade County. CONCLUSION I have reviewed the proposals and the results of the evaluation committee process. I note that the City is fortunate to have received twelve (12) responses to the RFP. All of the companies that responded appear to be well qualified to assist the City with janitorial services. However, after reviewing the results of the evaluation committee process, I note that Able Business Services and SFM Services appear to be closely ranked as the first and second ranked firms, respectively. With regard to Able Business Services, the evaluation committee noted its solid employee training program, its plan for supervision and its experience with parking garages. With regard to SFM Services, the evaluation committee noted its performance tracking program and software and its experience with large venues and events. Additionally, Able Business Services and SFM Services have provided relatively close cost proposals as indicated in Attachment A. Considering the available budget and the need for a high level of service, I have asked staff to look closely at the level of service being offered in each area to assure that the level of service is neither excessive or deficient, and that, whenever possible, cost savings be identified. To do so, I believe that it is in the City's best interest to enter into negotiations with the two top ranked proposers to fine tune the level of service and identify cost savings wherever possible. Finally, in consideration of a transition from one contractor to another, aside from the usual service transition issues that must be worked out, it is important to consider the employees of the current contractor and, whenever possible, assure that they can be retained by the new contractor(s). Therefore, I recommend that the Mayor and City Commission authorize the Administration to enter into negotiations with Able Business Services, Inc., the 1st ranked proposer, and SFM Services, Inc., the 2nd ranked proposer, in order to determine the best combination of service and cost,with the goal of identifying any cost savings opportunities, as well as addressing current contractor employee retention; and further authorize the City Manager to select the proposer offering the best combination of pricing and service, as the primary contractor, and the remaining proposer, as the secondary contractor; and, further, authorizing the Mayor and City Clerk to execute the final agreements upon conclusion of successful negotiations by the Administration. KEY INTENDED OUTCOMES SUPPORTED Improve Cleanliness, City Beaches Page 456 of 1637 FINANCIAL INFORMATION Grant funding will not be utilized for this project. Legislative Tracking Property fvtanagerrent/Procurement ATTACHMENTS: Description ❑ Attachment A Page 467 of 1637 Attachment A RFP 2017-070-JC Miguel a Michael e Carlos c Rene r Leslie m AQq.wale c Janitorial Services Beingolea ;� Clark DaCtuz Jc Guerra I g Rosenfeld ;5 0 ;� c e e 1- Totals c Able Business Service,Inc 75.00 _1 7 96. 00 1 9000 2 79.00 3 78.00 - 2 9 - -1 ._American Facility Services 66.00 4 77.00 - 10 T 88.00 11 __ 72.0(1 -. 7 77.00 5 f 37 8 Chi-Ada Corporation 26.00 12 71.00 11 _70.00 10 61.00 11 61.00_ _._ _ 12 56 12 ' r (AA Building Services,Inc 56.00 _ - 8 ' 81.00 7 76.00 9 66.00 9 _71.11 9 42 _ 11 EnDirt,LLC 68.00 3 80.00_ 9 79.00 7 79.00 3 78:00 2 _ 24 3 , JCL Cleaning Services 50.00 11 70.00 12 78,00 8 85.00 2 78,00 _ 2 35 _ 6 JLS Professional Cleaning Services 72.00 2 81.00 7 66.00 12 70.00 6 73.00 8 37 8 Maverick Building Services 58.00 7 93.00 2 80.00 5 78.00 5 _ 68.00 1130 - 5 _ Miami Janitorial Supplies,Inc 51.00 10 86.00 _ 5 80.00 5 63.00 10 76.00 6 36 7 National Cleaning Contractors USA,Inc 56.00 8 92.00 3 86.00 �(7-77-4 -7 - 60.00 12 69.00 _ 10 37 8 SFM Services,Inc 6600 4 89.00 4 94.00 1 93.00 1 _92.00 1 } 11 _ .2 United Services,Inc 59 00 6 i 85.00 6 i• 80.00 3 i 73.00 i 6 L _ 76.00 6_ _ _27 4 ....... .. CootP.$pONc 856p 2 01401161260 Prolso r- C04t00402240• _ 1141111W0 6101n10 Tow Pointe*001.0.0 Mk Business Service,Inc 62.14]70555 23 21 Awurica.Faciity 45,015.5 ,I 3166.39100 25 _., ._, 12 Ciidda Co.pontial 62.762.66604 25 16 DCA61ulldig 50AIce,100 S 2,511,752.14 26 .6 EnDIn,LLC 23.062.110.76 26 15 JOL Cleaning Sank.. 62.276,17401 25 -. 20 JLS Prateaalo.M cewwn5 604'..5. 6 2.763.61.115 25 16 Marwick 11214609 Sonless /5 1.902130.90 25 .. 1 23 66Isml JaniorW Suppive,Ina 62.011.01400 26 - 21 .-- nom!Cleaning Contrwt.ra USA.1056 1,763,67910 6FN 6rrvlcaa,Inc I 2.100144.11 _ 25 75 24 I 21 Onitad 3.lvk.S.Is. /6;411,BKN 25 16 QUTA!fAVE AND QUANTITATIVE 1 j Td m ,_O7 0n1Dv mH �S n> m 2 2 a, 7 E.- 7 . O d N a .� wy = o E.O aw T 'n j 7 L k W g'Li g, •-E,- ,-7, P n Ac n?. �S w o 7 _z m 0 1 �_ F. o b a n. m w n C z • • ED O g g 0 0 0 Sig P O G O m = 1 ry , a o,maa.. oA-.,N'wNRanking , 13 v CD i W anal C�mu EP rn„ n3J A .7wFtEPalfP8EP wtnv, n • 01 5.3 gggig 888.888 1[ o Imo. Q t i V •wAo1.7.7o1Na'a �a—Ranking n ' 'pf 0 I O• O S g O O C g S S l 0 0 N N Z Iu3 i 1 ' Z1 r N an.tmNm.Pa ;ow•Ranking i { I i ,Qp{► U N lP N C�p7,pA 9.pIA OOo al 01Oo C O O O g O'S O O C 8 S'S B• i6 a-,•N ,T co...,w-coIO1n N Ranking • 1 1 7 'gni-.1aan.o. Y1 a...01'an a s U,' a r co,— ,I.snip V a w NCP 0 V 3 : S g$8'8 ppp,S 8 S O g 8 m I E • •a .,Nloo•o m niwlm c ,N'alRanking I I 1 i LLLUco F.4 kr�NIN u,I w I * I I Ip I ,+I�,o o NeighII*,a' CO N Ranking N 1• , 1 i , • ATTACHMENT B REQUEST FOR PROPOSALS (RFP) AND ADDENDA REQUEST FOR PROPOSALS ( RFP) JANITORIAL SERVICES 2017-070-1C RFP ISSUANCE DATE: JULY 27, 2017 PROPOSALS DUE: SEPTEMBER 6, 2017, 3:00 PM EST ISSUED BY: AAAM1 BEACH JASON CROUCH, CONTRACTING OFFICER II PROCUREMENT DEPARTMENT 1755 MERIDIAN AVE, 3RD FLOOR, MIAMI BEACH, FL 33139 305.673.7000 x6694 j jasoncrouch@miamibeachfl.gov I www.miamibeachfl.gov BEACH TABLE OF CONTENTS SOLICITATION SECTIONS: PAGE 0100 NOT UTILIZED N/A 0200 INSTRUCTIONS TO PROPOSERS & GENERAL CONDITIONS 3 0300 PROPOSAL SUBMITTAL INSTRUCTIONS & FORMAT 12 0400 PROPOSAL EVALUATION 15 APPENDICES: PAGE APPENDIX A PROPOSAL CERTIFICATON, QUESTIONNAIRE AND AFFIDAVITS 17 APPENDIX B "NO PROPOSAL" FORM 24 APPENDIX C MINIMUM REQUIREMENTS & SPECIFICATIONS 26 APPENDIX D SPECIAL CONDITIONS 39 APPENDIX E COST PROPOSAL FORM 42 APPENDIX F INSURANCE REQUIREMENTS 47 APPENDIX G FACILITY LOCATIONS 49 APPENDIX H GARAGE AND RESTROOM INDEX MANUALS 50 1Z>~'P 2017-070-JC 2 BEACH SECTION 0200 INSTRUCTIONS TO RESPONDENTS & GENERAL CONDITIONS 1. GENERAL. This Request for Proposals (RFP) is issued by the City of Miami Beach, Florida (the "City"), as the means for prospective Proposers to submit their qualifications, proposed scopes of work and cost proposals (the "proposal") to the City for the City's consideration as an option in achieving the required scope of services and requirements as noted herein. All documents released in connection with this solicitation, including all appendixes and addenda, whether included herein or released under separate cover, comprise the solicitation, and are complementary to one another and together establish the complete terms, conditions and obligations of the Proposers and, subsequently,the successful Proposer(s) (the"contractor[s]")if this RFP results in an award. The City utilizes PublicPurchase (www.oublicourchase.com) for automatic notification of competitive solicitation opportunities and document fulfillment, including the issuance of any addendum to this RFP. Any prospective Proposer who has received this RFP by any means other than through PublicPurchase must register immediately with PublicPurchase to assure it receives any addendum issued to this RFP. Failure to receive an addendum may result in disqualification of proposal submitted. 2. PURPOSE. The purpose of this RFP is to establish a contract with qualified firm(s) to provide janitorial services to City of Miami Beach (the "City") locations identified herein, in accordance with the prescribed specifications and requirements. Interested proposers are invited to submit proposals in response to this RFP. For facilities management purposes, the City is divided into zones as indicated below. Tne scope of this RFP may include janitorial services for buildings and/or facilities within Zones 2 -6. The facilities within each zone are listed in Appendix G. The City reserves the right to award one contractor per zone, one contractor for all zones,.or any award combination deemed by the City to be in its best interest. Interested parties are not required to bid on all zones; however, in event that the City intends to make an award to a single contractor for all zones, responses that do not include proposals for all zones will not be considered. 3. ANTICIPATED RFP TIMETABLE. The tentative schedule for this solicitation is as follows: RFP Issued JULY 27, 2017 Pre-Proposal Meeting AUGUST 9, 2017 at 10:00 AM Deadline for Receipt of Questions AUGUST 25,2017 at 5 PM Responses Due SEPTEMBER 6,2017 at 3 PM Evaluation Committee Review TBD Tentative Commission Approval Authorizing TBD Negotiations Contract Negotiations Following Commission Approval 4. PROCUREMENT CONTACT. Any questions or clarifications concerning this solicitation shall be submitted to the Procurement Contact noted below: Procurement Contact: Telephone: Email: Jason Crouch 305-673-7000 X6694 'asoncrouch. miamibeachfl.•ov additionally, the City Clerk is to be copied on all communications via e-mail at: RafaelGranadona miamibeachfl.gov: •r via facsimile: 786-394-4188. kFP 2017-070-JC 3 The Bid title/number shall be referenced on all correspondence. All questions or requests for clarification must be received no later than ten (10) calendar days prior to the date proposals are due as scheduled in Section 0200-3. All responses to questions/clarifications will be sent to all prospective Proposers in the form of an addendum. 5. PRE-PROPOSAL MEETING OR SITE VISIT(S). Only if deemed necessary by the City, a pre-proposal meeting or site visit(s) may be scheduled. A Pre-PROPOSAL conference will be held as scheduled in Anticipated RFP Timetable section above at the following address: City of Miami Beach Procurement Department 1755 Meridian Ave, 3rd Floor Miami Beach, Florida 33139 Attendance (in person or via telephone) is encouraged and recommended as a source of information, but is not mandatory. Proposers interested in participating in the Pre-Proposal Submission Meeting via telephone must follow these steps: (1) Dial the TELEPHONE NUMBER: 1-888-270-9936 (Toll-free North America) (2) Enter the MEETING NUMBER: 1142644 Proposers who are interested in participating via telephone should send an e-mail to the contact person listed in this RFP expressing their intent to participate via telephone. 6. PRE-PROPOSAL INTERPRETATIONS. Oral information or responses to questions received by prospective Proposers are not binding on the City and will be without legal effect, including any information received at pre- submittal meeting or site visit(s). The City by means of Addenda will issue interpretations or written addenda clarifications considered necessary by the City in response to questions. Only questions answered by written addenda will be binding and may supersede terms noted in this solicitation. Addendum will be released through PublicPurchase. Any prospective proposer who has received this RFP by any means other than through PublicPurchace must register immediately with PublicPurchase to assure it receives any addendum issued to this RFP. Failure to receive an addendum may result in disqualification of proposal.Written questions should be received no later than the date outlined in the Anticipated RFP Timetable section. 7. CONE OF SILENCE. This RFP is subject to, and all proposers are expected to be or become familiar with, the City's Cone of Silence Requirements, as codified in Section 2-486 of the City Code. Proposers shall be solely responsible for ensuring that all applicable provisions of the City's Cone of Silence are complied with, and shall be subject to any and all sanctions, as prescribed therein, including rendering their response voidable, in the event of such non-compliance. Communications regarding this solicitation are to be submitted in writing to the Procurement Contact named herein with a copy to the City Clerk at rafaelgranado@miamibeachfl.gov Balance of Page Intentionally Left Blank }AFP 2017-070-JC 4 = ' BEACH 8. SPECIAL NOTICES. You are hereby advised that this solicitation is subject to the following ordinances/resolutions, which may be found on the City Of Miami Beach website: http://web.miamibeachfl.dov/arocurement/scroll.asox?id=23510 • CONE OF SILENCE CITY CODE SECTION 2-486 • PROTEST PROCEDURES CITY CODE SECTION 2-371 • DEBARMENT PROCEEDINGS CITY CODE SECTIONS 2-397 THROUGH 2-485.3 • LOBBYIST REGISTRATION AND DISCLOSURE OF FEES CITY CODE SECTIONS 2-481 THROUGH 2-406 • CAMPAIGN CONTRIBUTIONS BY VENDORS CITY CODE SECTION 2-487 • CAMPAIGN CONTRIBUTIONS BY LOBBYISTS ON PROCUREMENT ISSUES CITY CODE SECTION 2-488 • REQUIREMENT FOR CITY CONTRACTORS TO PROVIDE EQUAL BENEFITS FOR DOMESTIC PARTNERS CITY CODE SECTION 2-373 • LIVING WAGE REQUIREMENT CITY CODE SECTIONS 2-407 THROUGH 2-410 • PREFERENCE FOR FLORIDA SMALL BUSINESSES OWNED AND CONTROLLED BY VETERANS AND TO STATE-CERTIFIED SERVICE- DISABLED VETERAN BUSINESS ENTERPRISES CITY CODE SECTION 2-374 • FALSE CLAIMS ORDINANCE CITY CODE SECTION 70-300 • ACCEPTANCE OF GIFTS,FAVORS&SERVICES CITY CODE SECTION 2-449 9. PUBLIC ENTITY CRIME. A person or affiliate who has been placed on the convicted vendor list following a conviction for public entity crimes may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to public entity, may not be awarded or perform work as a contractor, supplier, sub-contractor, or consultant under a contract with a public entity, and may not transact business with any public entity in excess of the threshold amount provided in Sec. 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. 10. COMPLAINCE WITH THE CITY'S LOBBYIST LAWS. This RFP is subject to, and all Proposers are expected to be or become familiar with, all City lobbyist laws. Proposers shall be solely responsible for ensuring that all City lobbyist laws are complied with, and shall be subject to any and all sanctions, as prescribed therein, including, without limitation, disqualification of their responses, in the event of such non-compliance. 11. DEBARMENT ORDINANCE: This RFP is subject to, and all proposers are expected to be or become familiar with, the City's Debarment Ordinance as codified in Sections 2-397 through 2-406 of the City Code. 12. WITH THE CITY'S CAMPAIGN FINANCE REFORM LAWS. This RFP is subject to, and all Proposers are expected to be or become familiar with, the City's Campaign Finance Reform laws, as codified in Sections 2-487 through 2-490 of the City Code. Proposers shall be solely responsible for ensuring that all applicable provisions of the City's Campaign Finance Reform laws are complied with, and shall be subject to any and all sanctions, as prescribed therein, including disqualification of their responses, in the event of such non-compliance. 13. CODE OF BUSINESS ETHICS. Pursuant to.City Resolution No.2000-23879,the Proposer shall adopt a Code of Business Ethics ("Code") and submit that Code to the Procurement Division with its response or within five (5) days upon receipt of request. The Code shall, at a minimum, require the Proposer, to comply with all applicable governmental rules and regulations including, among others, the conflict of interest, lobbying and ethics provision of the City of Miami Beach and Miami Dade County. lt-P 2017-070-JC 5 .' BEACH 14. AMERICAN WITH DISABILITIES ACT (ADA). Call 305-673-7490 to request material in accessible format; sign language interpreters (five (5)days in advance when possible),or information on access for persons with disabilities. For more information on ADA compliance, please call the Public Works Department, at 305-673- 7000, Extension 2984. 15. POSTPONEMENT OF DUE DATE FOR RECEIPT OF PROPOSALS. The City reserves the right to postpone the deadline for submittal of proposals and will make a reasonable effort to give at least three (3) calendar days written notice of any such postponement to all prospective Proposers through PublicPurchase. 16. PROTESTS. Proposers that are not selected may protest any recommendation for selection of award in accordance with eh proceedings established pursuant to the City's bid protest procedures, as codified in Sections 2- 370 and 2-371 of the City Code (the City's Bid Protest Ordinance). Protest not timely made pursuant to the requirements of the City's Bid Protest Ordinance shall be barred. 17. NOT USED. 18. VETERAN BUSINESS ENTERPRISES PREFERENCE. Pursuant to City Code Section 2-374, the City shall give a preference to a responsive and responsible Proposer which is a small business concern owned and controlled by a veteran(s) or which is a service-disabled veteran business enterprise, and which is within five percent (5%) of the lowest responsive, responsible proposer, by providing such proposer an opportunity of providing said goods or contractual services for the lowest responsive proposal amount (or in this RFP, the highest proposal amount). Whenever, as a result of the foregoing preference, the adjusted prices of two (2) or more proposers which are a small business concern owned and controlled by a veteran(s) or a service-disabled veteran business enterprise constitute the lowest proposal pursuant to an RFP or oral or written request for quotation, and such proposals are responsive, responsible and otherwise equal with respect to quality and service, then the award shall be made to the service-disabled veteran business enterprise. 19. DETERMINATION OF AWARD. The final ranking results of Step 1 & 2 outlined in Section 0400, Evaluation of Proposals, will be considered by the City Manager who may recommend to the City Commission the Proposer(s) s/he deems to be in the best interest of the City or may recommend rejection of all proposals. The City Manager's recommendation need not be consistent with the scoring results identified herein and takes into consideration Miami Beach City Code Section 2-369, including the following considerations: (1) The ability, capacity and skill of the Proposer to perform the contract. (2)Whether the Proposer can perform the contract within the time specified, without delay or interference. (3)The character, integrity, reputation,judgment, experience and efficiency of the Proposer. (4) The quality of performance of previous contracts. (5)The previous and existing compliance by the Proposer with laws and ordinances relating to the contract. The City Commission shall consider the City Manager's recommendation and may approve such recommendation. The City Commission may also, at its option, reject the City Manager's recommendation and select another Proposal or Proposals which it deems to be in the best interest of the City, or it may also reject all Proposals. REP 2017-0/0-JC: 6 BEACH 20. NEGOTIATIONS. Following selection, the City reserves the right to enter into further negotiations with the selected Proposer. Notwithstanding the preceding, the City is in no way obligated to enter into a contract with the selected Proposer in the event the parties are unable to negotiate a contract. It is also understood and acknowledged by Proposers that no property, contract or legal rights of any kind shall be created at any time until and unless an Agreement has been agreed to; approved by the City; and executed by the parties. 21. Postponement/Cancellation/Acceptance/Resection. The City may, at its sole and absolute discretion, reject any and all, or parts of any and all, responses; re-advertise this RFP; postpone or cancel, at any time, this RFP process; or waive any irregularities in this RFP, or in any responses received as a result of this RFP. Reasonable efforts will be made to either award the proposer the contract or reject all proposals within one-hundred twenty(120) calendar days after proposal opening date. A proposer may withdraw its proposal after expiration of one hundred twenty (120) calendar days from the date of proposal opening by delivering written notice of withdrawal to the Department of Procurement Management prior to award of the contract by the City Commission. 22. PROPOSER'S RESPONSIBILITY. Before submitting a response, each Proposer shall be solely responsible for making any and all investigations, evaluations, and examinations, as it deems necessary, to ascertain all conditions and requirements affecting the full performance of the contract. Ignorance of such conditions and requirements, and/or failure to make such evaluations, investigations, and examinations, will not relieve the Proposer from any obligation to comply with every detail and with all provisions and requirements of the contract, and will not be accepted as a basis for any subsequent claim whatsoever for any monetary consideration on the part of the Proposer. 23. COSTS INCURRED BY PROPOSERS. All expenses involved with the preparation and submission of Proposals, or any work performed in connection therewith, shall be the sole responsibility (and shall be at the sole cost and expense) of the Proposer, and shall not be reimbursed by the City. 24. RELATIONSHIP TO THE CITY. It is the intent of the City, and Proposers hereby acknowledge and agree, that the successful Proposer is considered to be an independent contractor, and that neither the Proposer, nor the Proposer's employees, agents, and/or contractors, shall, under any circumstances, be considered employees or agents of the City. 24. OCCUPATIONAL HEALTH AND SAFETY. In compliance with Chapter 442, Florida Statutes, any toxic substance listed in Section 38F-41.03 of the Florida Administrative Code delivered as a result of this proposal must be accompanied by a Material Safety Data Sheet(MSDS)which may be obtained from the manufacturer. 25. ENVIRONMENTAL REGULATIONS. The City reserves the right to consider a proposer's history of citations and/or violations of environmental regulations in investigating a proposer's responsibility, and further reserves the right to declare a proposer not responsible if the history of violations warrant such determination in the opinion of the City. Proposer shall submit with its proposal, a complete history of all citations and/or violations, notices and dispositions thereof. The non-submission of any such documentation shall be deemed to be an affirmation by the Proposer that there are no citations or violations. Proposer shall notify the City immediately of notice of any citation or violation which proposer may receive after the proposal opening date and during the time of performance of any contract awarded to it. kFP 2017-070-JC 7 - ' BEACH 26. TAXES. The City of Miami Beach is exempt from all Federal Excise and State taxes. 27. MISTAKES. Proposers are expected to examine the terms, conditions, specifications, delivery schedules, proposed pricing, and all instructions pertaining to the goods and services relative to this RFP. Failure to do so will be at the Proposer's risk and may result in the Proposal being non-responsive. 28. PAYMENT. Payment will be made by the City after the goods or services have been received, inspected, and found to comply with contract, specifications, free of damage or defect, and are properly invoiced. Invoices must be consistent with Purchase Order format. 29. COPYRIGHT, PATENTS & ROYALTIES. Proposer shall indemnify and save harmless the City of Miami Beach, Florida, and its officers, employees, contractors,and/or agents, from liability of any nature or kind, induding cost and expenses for, or on account of, any copyrighted, patented, or unpatented invention, process,or article manufactured or used in the performance of the contract, including its use by the City of Miami Beach, Florida. If the Proposer uses any design, device or materials covered by letters, patent, or copyright, it is mutually understood and agreed, without exception, that the proposal prices shall include all royalties or cost arising from the use of such design, device, or materials in any way involved in the work. 30. DEFAULT: Failure or refusal of the selected Proposer to execute a contract following approval of such contract by the City Commission, or untimely withdrawal of a response before such award is made and approved, may result in a claim for damages by the City and may be grounds for removing the Proposer from the City's vendor list 31. MANNER OF PERFORMANCE. Proposer agrees to perform its duties and obligations in a professional manner and in accordance with all applicable Local, State, County, and Federal laws, rules, regulations and codes. Lack of knowledge or ignorance by the Proposer with/of applicable laws will in no way be a cause for relief from responsibility. Proposer agrees that the services provided shall be provided by employees that are educated,trained, experienced, certified, and licensed in all areas encompassed within their designated duties. Proposer agrees to furnish to the City any and all documentation, certification, authorization, license, permit, or registration currently required by applicable laws, rules, and regulations. Proposer further certifies that it and its employees will keep all licenses, permits, registrations, authorizations, or certifications required by applicable laws or regulations in full force and effect during the term of this contract. Failure of Proposer to comply with this paragraph shall constitute a material breach of this contract. Where contractor is required to enter or go on to City of Miami Beach property to deliver materials or perform work or services as a result of any contract resulting from this solicitation, the contractor will assume the full duty, obligation and expense of obtaining all necessary licenses, permits, and insurance, and assure all work complies with all applicable laws. The contractor shall be liable for any damages or loss to the City occasioned by negligence of the Proposer, or its officers, employees, contractors, and/or agents, for failure to comply with applicable laws. 32. SPECIAL CONDITIONS. Any and all Special Conditions that may vary from these General Terms and Conditions shall have precedence. 33. NON-DISCRIMINATION. The Proposer certifies that it is in compliance with the non-discrimination clause contained in Section 202, Executive Order 11246, as amended by Executive Order 11375, relative to equal employment opportunity for all persons without regard to race, color, religion, sex or national origin. In accordance with the City's Human Rights Ordinance, codified in Chapter 62 of the City Code, Proposer shall prohibit discrimination by reason of race, color, national origin, religion, sex, intersexuality, gender identity, sexual orientation, marital and familial status, and age or disability. RFP 2017-070-JC; 8 " BEACH 34. DEMONSTRATION OF COMPETENCY. The city may consider any evidence available regarding the financial, technical, and other qualifications and abilities of a Proposer, including past performance (experience) in making an award that is in the best interest of the City, including: A. Pre-award inspection of the Proposer's facility may be made prior to the award of contract. B. Proposals will only be considered from firms which are regularly engaged in the business of providing the goods and/or services as described in this solicitation. C. Proposers must be able to demonstrate a good record of performance for a reasonable period of time, and have sufficient financial capacity, equipment, and organization to ensure that they can satisfactorily perform the services if awarded a contract under the terms and conditions of this solicitation. D. The terms "equipment and organization", as used herein shall, be construed to mean a fully equipped and well established company in line with the best business practices in the industry, and as determined by the City of Miami Beach. E. The City may consider any evidence available regarding the financial, technical, and other qualifications and abilities of a Proposer, including past performance (experience), in making an award that is in the best interest of the City. F. The City may require Proposer s to show proof that they have been designated as authorized representatives of a manufacturer or supplier, which is the actual source of supply. In these instances, the City may also require material information from the source of supply regarding the quality, packaging, and characteristics of the products to be supply to the City. 35. ASSIGNMENT. The successful Proposer shall not assign, transfer, convey, sublet or otherwise dispose of the contract, including any or all of its right, title or interest therein, or his/her or its power to execute such contract, to any person, company or corporation, without the prior written consent of the City. 36. LAWS, PERMITS AND REGULATIONS. The Proposer shall obtain and pay for all licenses, permits, and inspection fees required to complete the work and shall comply with all applicable laws. 37. OPTIONAL CONTRACT USAGE. When the successful Proposer(s) is in agreement, other units of government or non-profit agencies may participate in purchases pursuant to the award of this contract at the option of the unit of government or non-profit agency. 38. VOLUME OF WORK TO BE RECEIVED BY CONTRACTOR. It is the intent of the City to purchase the goods and services specifically listed in this solicitation from the contractor. However, the City reserves the right to purchase any goods or services awarded from state or other governmental contract, or on an as-needed basis through the City's spot market purchase provisions. 39. DISPUTES. In the event of a conflict between the documents, the order of priority of the documents shall be as follows: A. Any contract or agreement resulting from the award of this solicitation; then B. Addendum issued for this solicitation, with the latest Addendum taking precedence;then C. The solicitation; then D. The Proposer's proposal in response to the solicitation. IFP 2017-070-JC 9 BEACH 40. INDEMNIFICATION. The Proposer shall indemnify and hold harmless the City and its officers, employees, agents and instrumentalities from any and all liability, losses or damages, including attorney's fees and costs of defense, which the City or its officers, employees, agents or instrumentalities may incur as a result of claims, demands, suits, causes of actions or proceedings of any kind or nature arising out of, relating to or resulting from the performance of the agreement by the contractor or its employees, agents, servants, partners, principals or subcontractors. The contractor shall pay all claims and losses in connection therewith, and shall investigate and defend all claims, suits or actions of any kind or nature in the name of the City,where applicable, including appellate proceedings, and shall pay all costs, judgments, and attorney's fees which may be incurred thereon. The Proposer expressly understands and agrees that any insurance protection required by this Agreement or otherwise provided by the contractor shall in no way limit the responsibility to indemnify, keep and save harmless and defend the City or its officers, employees, agents and instrumentalities as herein provided. The above indemnification provisions shall survive the expiration or termination of this Agreement. 41. CONTRACT EXTENSION. The City reserves the right to require the Contractor to extend contract past the stated termination date for a period of up to 120 days in the event that a subsequent contract has not yet been awarded. Additional extensions past the 120 days may occur as needed by the City and as mutually agreed upon by the City and the contractor. 42. FLORIDA PUBLIC RECORDS LAW. Proposers are hereby notified that all Bid including, without limitation, any and all information and documentation submitted therewith, are exempt from public records requirements under Section 119.07(1), Florida Statutes, and s. 24(a), Art. 1 of the State Constitution until such time as the City provides notice of an intended decision or until thirty (30) days after opening of the proposals, whichever is earlier. Additionally, Contractor agrees to be in full compliance with Florida Statute 119.0701 including, but not limited to, agreement to (a) Keep and maintain public records that ordinarily and necessarily would be required by the public agency in order to perform the services; (b) provide the public with access to public records on the same terms and conditions that the public agency would provide the records and at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law; (c) Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law; (d) Meet all requirements for retaining public records and transfer, at no cost, to the public agency all public records in possession of the contractor upon termination of the contract and destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. All records stored electronically must be provided to the public agency in a format that is compatible with the information technology systems of the public agency. 43. OBSERVANCE OF LAWS. Proposers are expected to be familiar with, and comply with, all Federal, State, County, and City laws, ordinances, codes, rules and regulations, and all orders and decrees of bodies or tribunals having jurisdiction or authority which, in any manner, may affect the scope of services and/or project contemplated by this RFP (including, without limitation, the Americans with Disabilities Act, Title VII of the Civil Rights Act, the EEOC Uniform Guidelines, and all EEO regulations and guidelines). Ignorance of the law(s) on the part of the Proposer will in no way relieve it from responsibility for compliance. 44. CONFLICT OF INTEREST. All Proposers must disclose, in their Proposal, the name(s) of any officer, director, agent, or immediate family member(spouse, parent, sibling, and child)who is also an employee of the City of Miami Beach. Further, all Proposers must disclose the name of any City employee who owns, either directly or indirectly, an interest of ten (10%) percent or more in the Proposer entity or any of its affiliates. kEP 2017-070-Jc 10 = ,' BEACH 45. MODIFICATION/WITHDRAWALS OF PROPOSALS. A Proposer may submit a modified Proposal to replace all or any portion of a previously submitted Proposal up until the Proposal due date and time. Modifications received after the Proposal due date and time will not be considered. Proposals shall be irrevocable until contract award unless withdrawn in writing prior to the Proposal due date, or after expiration of 120 calendar days from the opening of Proposals without a contract award. Letters of withdrawal received after the Proposal due date and before said expiration date, and letters of withdrawal received after contract award will not be considered. 46. EXCEPTIONS TO RFP. Proposers must clearly indicate any exceptions they wish to take to any of the terms in this RFP, and outline what, if any, alternative is being offered. All exceptions and alternatives shall be included and clearly delineated, in writing, in the Proposal. The City, at its sole and absolute discretion, may accept or reject any or all exceptions and alternatives. In cases in which exceptions and alternatives are rejected, the City shall require the Proposer to comply with the particular term and/or condition of the RFP to which Proposer took exception to(as said term and/or condition was originally set forth on the RFP). 47. ACCEPTANCE OF GIFTS, FAVORS, SERVICES. Proposers shall not offer any gratuities,favors,or anything of monetary value to any official, employee, or agent of the City, for the purpose of influencing consideration of this Proposal. Pursuant to Sec. 2-449 of the City Code, no officer or employee of the City shall accept any gift, favor or service that might reasonably tend improperly to influence him in the discharge of his official duties. 48. SUPPLEMENTAL INFORMATION. City reserves the right to request supplemental information from Proposers at any time during the RFP solicitation process, unless otherwise noted herein. 49. ADDITIONAL SERVICES. Although this solicitation and resultant contract identifies specific goods, services or facilities ("items"), it is hereby agreed and understood that the City, through the approval of the Department and Procurement Directors (for additional items up to $50,000) or the City Manager (for additional items greater than $50,000), may require additional items to be added to the Contract which are required to complete the work. When additional items are required to be added to the Contract, awarded vendor(s), as applicable to the item being requested, under this contract may be invited to submit price quote(s) for these additional requirements. If these quote(s) are determined to be fair and reasonable, then the additional work will be awarded to the current contract vendor(s) that offers the lowest acceptable pricing. The additional items shall be added to this contract by through a Purchase Order(or Change Order if Purchase Order already exists). In some cases,the City may deem it necessary to add additional items through a formal amendment to the Contract, to be approved by the City Manager. The City may determine to obtain price quotes for the additional items from other vendors in the event that fair and reasonable pricing is not obtained from the current contract vendors, or for other reasons at the City's discretion. Balance of Page Intentionally Left Blank 11 ' ' BEACH SECTION 0300 PROPOSAL SUBMITTAL INSTRUCTIONS AND FORMAT 1. SEALED RESPONSES. One original Proposal (preferably in 3-ring binder) must be submitted in an opaque, sealed envelope or container on or before the due date established for the receipt of proposals. Additionally, ten (10) bound copies and one (1) electronic format (CD or USB format) are to be submitted. The following information should be clearly marked on the face of the envelope or container in which the proposal is submitted: solicitation number, solicitation title, Proposer name, Proposer return address. Proposals received electronically, either through email or facsimile, are not acceptable and will be rejected. 2. LATE BIDS. Bid Proposals are to be received on or before the due date established herein for the receipt of Bids. Any Bid received after the deadline established for receipt of proposals will be considered late and not be accepted or will be returned to Proposer unopened. The City does not accept responsibility for any delays, natural or otherwise. 3. PROPOSAL FORMAT. In order to maintain comparability, facilitate the review process and assist the Evaluation Committee in review of proposals, it is strongly recommended that proposals be organized and tabbed in accordance with the sections and manner specified below. Hard copy submittal should be tabbed as enumerated below and contain a table of contents with page references. Electronic copies should also be tabbed and contain a table of contents with page references. Proposals that do not include the required information will be deemed non- responsive and will not be considered. TAB? Cover Letter& Minimum Qualifications Requirements 1.1 Cover Letter and Table of Contents. The cover letter must indicate Proposer and Proposer Primary Contact for the purposes of this solicitation. 1.2 Proposal Certification, Questionnaire & Requirements Affidavit (Appendix A). Attach Appendix A fully completed and executed. 1.3 Minimum Qualifications Requirements. Submit verifiable information documenting compliance with the minimum qualifications requirements established in Appendix C, Minimum Requirements and Specifications. Balance of Page Intentionally Left Blank RFP 2017-070-JC 12 BEACH TAB 2 Experience &Qualifications 2.1 Qualifications of Proposing Firm. Submit detailed information regarding the firm's history and relevant experience and proven track record of providing the scope of services similar as identified in this solicitation, including experience in providing similar scope of services to public sector agencies. For each project that the Proposer submits as evidence of similar experience, the following is required: project description, agency name, agency contact, contact telephone & email, and year(s)and term of engagement. 2.2 Qualifications of Proposer Team. Provide an organizational chart of all personnel and consultants/sub-contractors to be used for this project if awarded, the role that each team member will play in providing the services detailed herein and each team members' qualifications. A resume of each individual, including education, experience, and any other pertinent information, shall be included for each Proposal team member to be assigned to this contract. 2.3 Certifications. Provide copies of any current cleaning industry certification(s). Examples of such certifications may include ISSA Cleaning Industry Management Standard (CIMS), and/or ISSA Cleaning Industry Management Standard (CIMS-GB) Green Building Certified, among others industry certifications. 2.4 Hazardous Materials Training. Provide verifiable documentation that supervisors have completed a minimum of eight (8) hours of Hazardous Materials Emergency Response "Operations Level" training, and non-supervisory employees have completed a minimum of four(4)hours of Hazardous Materials"Awareness Level"training. 2.5 Financial Capacity. Upon request from the City, each Proposer shall arrange, upon request of the City, for Dun & Bradstreet to submit a Supplier Qualification Report(SQR) directly to the Procurement Contact named herein.The cost of the preparation of the SQR shall be the responsibility of the Proposer. The Proposer shall request the SQR report from D&B at: https://supplierportal.dnb.com/webapo/wcs/stores/servlet/SupplierPortal?storeld=11696 Proposers are responsible for the accuracy of the information contained in its SQR. It is highly recommended that each Proposer review the information contained in its SQR for accuracy prior to submittal to the City and as early as possible in the solicitation process. For assistance with any portion of the SQR submittal process, contact Dun &Bradstreet at 800-424-2495. Balance of Page Intentionally Left Blank kFP 2017-070-JC 13 BEACH TAB 3 Approach and Methodology Proposer shall address how its approach and methodology for complying with the scope and requirements of this RFP, including addressing the following areas in detail. 3.1 Cleaning Plan & Standards. Submit a Comprehensive Cleaning Plan & Standards, in accordance with the standards referenced herein, that addresses how the proposer will complete the requirements of the REP, including hours of service, staffing allocation by Zone, supervision approach by Zone, management methods, daily, monthly and periodic services, additional services, mitigation plans, supplies, tools, equipment and quality control methodology. 3.2 Chemicals & Products. Submit the full list of chemicals and products, including paper products, that the Proposer intends to utilize to carry out the requirements of the RFP. Demonstrate compliance with the standards and requirements of the RFP. After award, any change to the chemicals or products submitted shall be approved in writing by the city prior to the change being enacted. 3.3 Equipment List. Include a list of all tools and equipment in direct inventory of the Proposer, including new and used equipment, but not to include rental equipment. Include brooms, mops (wet and dry/dry dust mops dust pans, mop buckets, cleaning carts, dusters, window squeegees, floor pads, brushes, floor machines (e.g., scrubbers, burnishers, extractors, auto scrubbers, air blowers, vehicle and equipment trailers, pressure washers, vacuum cleaners, required to perform the services under the RFP. Include quantity of each item identified. 3.4 Quality Assurance Plan. Submit quality assurance plan for determining whether cleaning service requirements are met and for identifying improvement opportunities that commits the contractor to attaining the highest level of service in performing the scope of work and includes significant and meaningful performance metrics to which the contractor will hold itself accountable. Indicate any independent and third party assessments or surveys to be utilized. Surveys delivered by contractor staff are prohibited. 3.5 Control Book. Provide a sample of firm's "Control Book" in of the RFP, to include a sample Sign-In/out Sheet, sample Cleaning Report, sample Inspection Form, and sample Quality Evaluation Form, which the Contractor will utilize for the performance of services under the contract. 3.6 Suppliers & Sub-Contractors. Identify current supplier relationship accounts (locally and nationally) from which Proposer utilizes, or will utilize, for the placement of cleaning supplies orders for products and equipment fulfillment, in order to fully support the requirements of the RFP. 3.7 Human Resources. Provide a detailed plan for hiring, retaining, and training that identifies the methods for ensuring Contractor's staff, including management personnel, are maintaining industry standards in training and best practices. 3.8 Environmental Stewardship. Submit Proposer's plan to be in full compliance of the environmental standards and requirements set forth herein assuring that environmentally preferable cleaning practices, chemicals, equipment and supplies are maximized. TAB 4 Cost Proposal Submit a completed Cost Proposal Form (Appendix E). Only one (1) copy is required of the Cost Proposal Form. Note: After proposal submittal, the City reserves the right to require additional information from Proposers (or Proposer team members or sub-consultants) to determine: qualifications (including, but not limited to, litigation history, regulatory action, or additional references); and financial capability (including, but not limited to, annual reviewed/audited financial statements with the auditors notes for each of their last two complete fiscal years). kFP 2017-070-JC 14 BEACH SECTION 0400 PROPOSAL EVALUATION 1. Evaluation Committee. An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each Proposal in accordance with the requirements set forth in the solicitation. If further information is desired, Proposers may be requested to make additional written submissions of a clarifying nature or oral presentations to the Evaluation Committee. The evaluation of proposals will proceed in a two-step process as noted below. It is important to note that the Evaluation Committee will score the qualitative portions of the proposals only. The Evaluation Committee does not make an award recommendation to the City Manager. The results of Step 1 & Step 2 Evaluations will be forwarded to the City Manager who will utilize the results to make a recommendation to the City Commission. In the event that only one responsive proposal is received, the City Manager, after determination that the sole responsive proposal materially meets the requirements of the RFP, may, without an evaluation committee, recommend to the City Commission that the Administration enter into negotiations. The City, in its discretion, may utilize technical or other advisers to assist the evaluation committee in the evaluation of proposals. 2. Step 1 Evaluation. The first step will consist of the qualitative criteria listed below to be considered by the Evaluation Committee. The second step will consist of quantitative criteria established below to be added to the Evaluation Committee results by the Department of Procurement Management.An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each Proposal in accordance with the qualifications criteria established below for Step 1, Qualitative Criteria. In doing so, the Evaluation Committee may review and score all proposals received, with or without conducting interview sessions. Step 1-Qualitative Criteria Maximum Points Experience and Qualifications 35 Approach and Methodology 40 TOTAL AVAILABLE STEP I POINTS 75 3. Step 2 Evaluation. Following the results of Step 1 Evaluation of qualitative criteria, the Proposers may receive additional quantitative criteria points to be added by the Department of Procurement Management to those points earned in Step 1, as follows. Step 2-Quantitative Criteria Cost Proposal 25 Veterans Preference 5 TOTAL AVAILABLE STEP 2 POINTS 30 4. Cost Proposal Evaluation. The cost proposal points shall be developed in accordance with the following formula: Sample Objective Formula for Cost Vendor Vendor Example Maximum Formula for Calculating Points Total Cost Allowable Points (lowest cost I cost of proposal Points Proposal (Points noted are for being evaluated X maximum Awarded illustrative purposes only. allowable points=awarded Actual points are noted above.) points) Round to VendorA $100.00 20 $100!$100 X 20=20 20 Vendor B $150.00 20 $1001$150 X20=13 13 Vendor C $200.00 20 $1001$200 X20=10 10 RFP 2017-070-JC 15 BEACH 5. Determination of Final Ranking. At the conclusion of the Evaluation Committee Step 1 scoring, Step 2 Points will be added to each evaluation committee member's scores by the Department of Procurement Management. Step 1 and 2 scores will be converted to rankings in accordance with the example below: ProposerA Proposer B Proposer C Step 1 Points 82 76 80 Step 2 Points 22 15 12 Committee Total 104 91 I 92 Member 1 Rank 1 3 2 Step 1 Points 79 85 72 Step 2 Points 22 15 12 Committee Total I 101 100 84 Member 2 Rank 1 2 3 a... .,.kr° Step 1 Points 80 74 66 Step 2 Points 22 15 12 Committee Total 102 89 78 Member2 Rank I 1 2 3 Low Aggregate Score 3 7 8 Final Ranking* ? 2 3 Final Ranking is presented to the City Manager for further due diligence and recommendation to the City Commission. Final Ranking does not constitute an award recommendation until such time as the City Manager has made his recommendation to the City Commission, which may be different than final ranking results. 16 APPENDIX A .4 �__ ,/ ''` l ' j �`\\ I' ', k , I i i I / \ '/ Proposal Certification , Questionnaire & Requirements Affidavit 2017-070-JC Janitorial Services PROCUREMENT DEPARTMENT 1755 Meridian Avenue 3rd Floor Miami Beach, Florida 33139 '7 ' -, 17 ' , BLA1...H4 Solicitation No: Solicitation Title: 2017-070-JC Janitorial Services Procurement Contact: Tel: Email: Jason Crouch 305-673-7000 x6694 jasoncrouch@miamibeachfl.gov PROPOSAL CERTIFICATION, QUESTIONNAIRE &REQUIREMENTS AFFIDAVIT Purpose: The purpose of this Proposal Certification, Questionnaire and Requirements Affidavit Form is to inform prospective Proposers of certain solicitation and contractual requirements, and to collect necessary information from Proposers in order that certain portions of responsiveness, responsibility and other determining factors and compliance with requirements may be evaluated. This Proposal Certification, Questionnaire and Requirements Affidavit Form is a REQUIRED FORM that must be submitted fully completed and executed. 1. General Proposer Information. FIRM NAME: No of Years in Business: No of Years in Business Locally: OTHER NAME(S)PROPOSER HAS OPERATED UNDER IN THE LAST 10 YEARS. FIRM PRIMARY ADDRESS(HEADQUARTERS): CITY: STATE: ZIP CODE: TELEPHONE NO.: TOLL FREE NO.: FAX NO.: FIRM LOCAL ADDRESS: CITY: STATE: ZIP CODE: PRIMARY ACCOUNT REPRESENTATIVE FOR THIS ENGAGEMENT: ACCOUNT REP TELEPHONE NO.: ACCOUNT REP TOLL FREE NO.: ACCOUNT REP EMAIL: FEDERAL TAX IDENTIFICATION NO.: The City reserves the right to seek additional information from Proposer or other source(s), including but not limited to:any firm or principal information, applicable licensure, resumes of relevant individuals,client information, financial information,or any information the City deems necessary to evaluate the capacity of the Proposer to perform in accordance with contract requirements. 18 1. Veteran Owned Business. Is Pro oser claiming a veteran owned business status? YES NO SUBMITTAL REQUIREMENT: Proposers claiming veteran owned business status shall submit a documentation proving that firm is certified as a veteran-owned business or a service-disabled veteran owned business by the State of Florida or United States federal government,as required pursuant to ordinance 2011-3748. 2. Conflict Of Interest.All Proposers must disclose,in their Proposal,the name(s)of any officer,director,agent,or immediate family member(spouse, parent, sibling, and child) who is also an employee of the City of Miami Beach. Further, all Proposers must disclose the name of any City employee who owns, either directly or indirectly, an interest of ten (10%) percent or more in the Proposer entity or any of its affiliates. SUBMITTAL REQUIREMENT: Proposers must disclose the name(s) of any officer, director, agent, or immediate family member (spouse,parent,sibling,and child)who is also an employee of the City of Miami Beach. Proposers must also disclose the name of any City employee who owns, either directly or indirectly, an interest of ten (10%) percent or more in the Proposer entity or any of its affiliates 3. References&Past Performance.Proposer shall submit at least three(3)references for whom the Proposer has completed work similar in size and nature as the work referenced in solicitation. SUBMITTAL REQUIREMENT: For each reference submitted, the following information is required: 1) Firm Name, 2) Contact Individual Name&Title,3)Address,4)Telephone,5)Contact's Email and 6)Narrative on Scope of Services Provided. 4. Suspension,Debarment or Contract Cancellation.Has Proposer ever been debarred,suspended or other legal violation,or had a contract cancelled due to non-performance by an public sector agency? YES NO SUBMITTAL REQUIREMENT: If answer to above is "YES," Proposer shall submit a statement detailing the reasons that led to action(s). 5. Vendor Campaign Contributions. Proposers are expected to be or become familiar with, the City's Campaign Finance Reform laws, as codified in Sections 2-487 through 2-490 of the City Code. Proposers shall be solely responsible for ensuring that all applicable provisions of the City's Campaign Finance Reform laws are complied with,and shall be subject to any and all sanctions, as prescribed therein,including disqualification of their Proposals,in the event of such non-compliance. SUBMITTAL REQUIREMENT: Submit the names of all individuals or entities (including your sub-consultants)with a controlling financial interest as defined in solicitation. For each individual or entity with a controlling financial interest indicate whether or not each individual or entity has contributed to the campaign either directly or indirectly,of a candidate who has been elected to the office of Mayor or City Commissioner for the City of Miami Beach. 6. Code of Business Ethics. Pursuant to City Resolution No.2000-23879, each person or entity that seeks to do business with the City shall adopt a Code of Business Ethics("Code")and submit that Code to the Department of Procurement Management with its proposal/response or within five(5)days upon receipt of request. The Code shall, at a minimum, require the Proposer,to comply with all applicable govemmental rules and regulations including, among others, the conflict of interest, lobbying and ethics provision of the City of Miami Beach and Miami Dade County. SUBMITTAL REQUIREMENT: Proposer shall submit firm's Code of Business Ethics. In lieu of submitting Code of Business Ethics,Proposer may submit a statement indicating that it will adopt,as required in the ordinance,the City of Miami Beach Code of Ethics,available at www.miamibeachfi.gov/procurement/. RFP 2017-070-JC; 19 71 7. Living Wage. Pursuant to Section 2-408 of the Miami Beach City Code, as same may be amended from time to time, Proposers shall be required to pay all employees who provide services pursuant to this Agreement,the hourly living wage rates listed below: • Commencing with City fiscal year 2012-13(October 1,2012),the hourly living rate will be$11.28/hr with health benefits,and$12.92/hr without benefits. The living wage rate and health care benefits rate may, by Resolution of the City Commission be indexed annually for inflation using the Consumer Price Index for all Urban Consumers(CPI-U)Miami/Ft. Lauderdale,issued by the U.S.Department of Labor's Bureau of Labor Statistics. Notwithstanding the preceding,no annual index shall exceed three percent(3%).The City may also,by resolution,elect not to index the living wage rate in any particular year, if it determines it would not be fiscally sound to implement same(in a particular year). Proposers'failure to comply with this provision shall be deemed a material breach under this proposal,under which the City may, at its sole option, immediately deem said Proposer as non-responsive, and may further subject Proposer to additional penalties and fines, as provided in the City's Living Wage Ordinance, as amended. Further information on the Living Wage requirement is available at www.miamibeachfl.gov/procurement/. SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document, Proposer agrees to the living wage requirement. 8. Equal Benefits for Employees with Spouses and Employees with Domestic Partners. When awarding competitively solicited contracts valued at over$100,000 whose contractors maintain 51 or more full time employees on their payrolls during 20 or more calendar work weeks, the Equal Benefits for Domestic Partners Ordinance 2005-3494 requires certain contractors doing business with the City of Miami Beach,who are awarded a contract pursuant to competitive proposals,to provide"Equal Benefits"to their employees with domestic partners, as they provide to employees with spouses. The Ordinance applies to all employees of a Contractor who work within the City limits of the City of Miami Beach,Florida;and the Contractor's employees located in the United States, but outside of the City of Miami Beach limits, who are directly performing work on the contract within the City of Miami Beach. A. Does your company provide or offer access to any benefits to employees with spouses or to spouses of employees? YES NO B. Does your company provide or offer access to any benefits to employees with(same or opposite sex)domestic partners"or to domestic partners of employees? YES NO c. Please check all benefits that apply to your answers above and list in the "other" section any additional benefits not already specified. Note: some benefits are provided to employees because they have a spouse or domestic partner, such as bereavement leave; other benefits are provided directly to the spouse or domestic partner, such as medical insurance. BENEFIT Firm Provides for Firm Provides for Firm does not Employees with Employees with Provide Benefit Spouses Domestic Partners Health Sick Leave Family Medical Leave Bereavement Leave If Proposer cannot offer a benefit to domestic partners because of reasons outside your control, (e.g., there are no insurance providers in your area willing to offer domestic partner coverage) you may be eligible for Reasonable Measures compliance.To comply on this basis, you must agree to pay a cash equivalent and submit a completed Reasonable Measures Application (attached)with all necessary documentation.Your Reasonable Measures Application will be reviewed for consideration by the City Manager, or his designee. Approval is not guaranteed and the City Manager's decision is final. Further information on the Equal Benefits requirement is available at www.miamibeachfl.govlprocurement/. '1 2017-070-JC 20 _J 9. Public Entity Crimes. Section 287.133(2)(a), Florida Statutes,as currently enacted oras amended from time to time,states that a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a proposal, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a proposal, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work;may not submit proposals, proposals, or replies on leases of real property to a public entity;may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity;and may not transact business with any public entity in excess of the threshold amount provided in s. 237.017 for CATEGORY TWO for a period of 36 months following the date of being placed on the convicted vendor list. SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document, Proposer agrees with the requirements of Section 287.133, Florida Statutes,and certifies it has not been placed on convicted vendor list. 10. Non-Discrimination. Pursuant to City Ordinance No.2016-3990,the City shall not enter into a contract with a business unless the business represents that it does not and will not engage in a boycott as defined in Section 2-375(a)of the City Code,including the blacklisting, divesting from,or otherwise refusing to deal with a person or entity when such action is based on race,color, national origin,religion,sex,intersexuality,gender identity,sexual orientation,marital or familial status,age or disability. SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document, Proposer agrees it is and shall remain in full compliance with Section 2-375 of the City of Miami Beach City Code. 11. Moratorium on Travel to and the Purchase of Goods or Services from North Carolina and Mississippi. Pursuant to Resolution 2016-29375, the City of Miami Beach, Florida, prohibits official City travel to the states of North Carolina and Mississippi, as well as the purchase of goods or services sourced in North Carolina and Mississippi. Proposer shall agree that no travel shall occur on behalf of the City to North Carolina or Mississippi,nor shall any product or services it provides to the City be sourced from these states. SUBMITTAL REQUIREMENT: No additional submittal is required.By virtue of executing this affidavit document, Proposer agrees it is and shall remain in full compliance with Resolution 2016-29375. 12. Fair Chance Requirement. Beginning on December 1, 2016, the city shall not enter into a contract, resulting from a competitive solicitation issued pursuant to this article,with a business unless the business certifies in writing that the business has adopted and employs written policies, practices, and standards that are consistent with the city's Fair Chance Ordinance,set forth in article V of chapter 62 of this Code. SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document, Proposer agrees it is and shall remain in full compliance with Resolution 2016-29375. 13. Acknowledgement of Addendum. After issuance of solicitation, the City may release one or more addendum to the solicitation which may provide additional information to Proposers or altersolicitation requirements. The City will strive to reach every Proposer having received solicitation through the City's e-procurement system, PublicPurchase.com. However, Proposers are solely responsible for assuring they have received any and all addendum issued pursuant to solicitation.This Acknowledgement of Addendum section certifies that the Proposer has received all addendum released by the City pursuant to this solicitation. Failure to obtain and acknowledge receipt of all addendum may result in proposal disqualification. Initial to Confine Initial to Confine Initial to Confirm Receipt Receipt Receipt Addendum 1 Addendum 6 Addendum 11 Addendum 2 Addendum 7 Addendum 12 Addendum 3 Addendum 8 Addendum 13 Addendum 4 Addendum 9 Addendum 14 Addendum 5 Addendum 10 Addendum 15 If additional confirmation of addendum is required,submit under separate cover. kFP 2017-070-JC 21 ',' BEACH DISCLOSURE AND DISCLAIMER SECTION The solicitation referenced herein is being furnished to the recipient by the City of Miami Beach (the"City")for the recipient's convenience. Any action taken by the City in response to Proposals made pursuant to this solicitation, or in making any award,or in failing or refusing to make any award pursuant to such Proposals, or in cancelling awards, or in withdrawing or cancelling this solicitation, either before or after issuance of an award,shall be without any liability or obligation on the part of the City. In its sole discretion, the City may withdraw the solicitation either before or after receiving proposals, may accept or reject proposals, and may accept proposals which deviate from the solicitation, as it deems appropriate and in its best interest. In its sole discretion,the City may determine the qualifications and acceptability of any party or parties submitting Proposals in response to this solicitation. Following submission of a Bid or Proposal, the applicant agrees to deliver such further details, information and assurances, including financial and disclosure data, relating to the Proposal and the applicant including, without limitation, the applicant's affiliates, officers, directors,shareholders,partners and employees,as requested by the City in its discretion. The information contained herein is provided solely for the convenience of prospective Proposers. It is the responsibility of the recipient to assure itself that information contained herein is accurate and complete.The City does not provide any assurances as to the accuracy of any information in this solicitation. Any reliance on these contents,or on any permitted communications with City officials,shall be at the recipients own risk.Proposers should rely exclusively on their own investigations,interpretations,and analyses.The solicitation is being provided by the City without any warranty or representation,express or implied, as to its content, its accuracy,or its completeness. No warranty or representation is made by the City or its agents that any Proposal conforming to these requirements will be selected for consideration,negotiation,or approval. The City shall have no obligation or liability with respect to this solicitation,the selection and the award process,or whether any award will be made.Any recipient of this solicitation who responds hereto fully acknowledges all the provisions of this Disclosure and Disclaimer,is totally relying on this Disclosure and Disclaimer,and agrees to be bound by the terms hereof.Any Proposals submitted to the City pursuant to this solicitation are submitted at the sole risk and responsibility of the party submitting such Proposal. This solicitation is made subject to correction of errors,omissions,or withdrawal from the market without notice. Information is for guidance only,and does not constitute all or any part of an agreement. The City and all Proposers will be bound only as, if and when a Proposal (or Proposals), as same may be modified, and the applicable definitive agreements pertaining thereto, are approved and executed by the parties, and then only pursuant to the terms of the definitive agreements executed among the parties.Any response to this solicitation may be accepted or rejected by the City for any reason,or for no reason,without any resultant liability to the City. The City is governed by the Government-in-the-Sunshine Law,and all Proposals and supporting documents shall be subject to disclosure as required by such law. All Proposals shall be submitted in sealed proposal form and shall remain confidential to the extent permitted by Florida Statutes, until the date and time selected for opening the responses.At that time, all documents received by the City shall become public records. Proposers are expected to make all disclosures and declarations as requested in this solicitation.By submission of a Proposal,the Proposer acknowledges and agrees that the City has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement information contained in the Proposal,and authorizes the release to the City of any and all information sought in such inquiry or investigation. Each Proposer certifies that the information contained in the Proposal is true, accurate and complete, to the best of its knowledge, information,and belief. Notwithstanding the foregoing or anything contained in the solicitation,all Proposers agree that in the event of a final unappealable judgment by a court of competent jurisdiction which imposes on the City any liability arising out of this solicitation, or any response thereto, or any action or inaction by the City with respect thereto,such liability shall be limited to$10,000.00 as agreed-upon and liquidated damages.The previous sentence, however, shall not be construed to circumvent any of the other provisions of this Disclosure and Disclaimer which imposes no liability on the City. In the event of any differences in language between this Disclosure and Disclaimer and the balance of the solicitation, it is understood that the provisions of this Disclosure and Disclaimer shall always govern. The solicitation and any disputes arising from the solicitation shall be governed by and construed in accordance with the laws of the State of Florida. 22 ' ' BEACH PROPOSER CERTIFICATION I hereby certify that: I, as an authorized agent of the Proposer, am submitting the following information as my firm's proposal; Proposer agrees to complete and unconditional acceptance of the terms and conditions of this document, inclusive of this solicitation, all attachments, exhibits and appendices and the contents of any Addenda released hereto, and the Disclosure and Disclaimer Statement; Proposer agrees to be bound to any and all specifications, terms and conditions contained in the solicitation, and any released Addenda and understand that the following are requirements of this solicitation and failure to comply will result in disqualification of proposal submitted; Proposer has not divulged, discussed, or compared the proposal with other Proposers and has not colluded with any other Proposer or party to any other proposal; Proposer acknowledges that all information contained herein is part of the public domain as defined by the State of Florida Sunshine and Public Records Laws; all responses,data and information contained in this proposal, inclusive of the Proposal Certification, Questionnaire and Requirements Affidavit are true and accurate. Name of Proposers Authorized Representative: Title of Proposers Authorized Representative: Signature of Proposers Authorized Representative: Date: State of FLORIDA ) On this_day of ,20_,personally appeared before me _who County of ) stated that (s)he is the of , a corporation, and that the instrument was signed in behalf of the said corporation by authority of its board of directors and acknowledged said instrument to be its voluntary act and deed. Before me: Notary Public for the State of Florida My Commission Expires: 14-P 2017-0704C 23 APPENDIX B \ J 1 I I _ " No Bid " Form 2017-070-JC Janitorial Services PROCUREMENT DEPARTMENT 1755 Meridian Avenue 3rd Floor Miami Beach, Florida 33139 Note: It is importitiose veiffiirs- who have received notification of this solicitation but have decided not to respond, to complete and submits the attached ".Statement of No Bid." The "Statement of No Bid" providei the City with information on how to improve the solicitation process.4 Failure to submit a "Statement of No Bid" may result in not being notified/ of futlimsokitaliookbyzthe City. RFP 2017-070-JC :4 Statement of No Bid WE HAVE ELECTED NOT TO SUBMIT A PROPOSAL AT THIS TIME FOR REASON(S) CHECKED AND/OR INDICATED BELOW: Workload does not allow us to proposal _Insufficient time to respond _Specifications unclear or too restrictive Unable to meet specifications _Unable to meet service requirements _Unable to meet insurance requirements _Do not offer this product/service _OTHER. (Please specify) We do_do not_want to be retained on your mailing list for future proposals of this type product and/or service. Signature: Title: Legal Company Name: Note: Failure to respond, either by submitting a proposal or this completed form, may result in your company being removed from our vendors list. PLEASE RETURN TO: CITY OF MIAMI BEACH PROCUREMENT DEPARTMENT ATTN: Jason Crouch PROPOSAL#2017-070-JC Janitorial Services 1755 Meridian Ave, 3`d Floor Miami Beach, FL 33139 RFP 2017-070-JC 25 APPENDIX C I , / \ i .\\ i \ \ 1 r ) / -- --- i 1 i i 11 1 1 -,-,... ‘' Minimum Requirements & Specifications 2017-070-JC Janitorial Services PROCUREMENT DEPARTMENT 1755 Meridian Avenue 3rd Floor Miami Beach, Florida 33139 RFP 2017-070-JC 26 Cl. MINIMUM ELIGIBILITY REQUIREMENTS The Minimum Eligibility Requirements for this solicitation are listed below. Proposer shall submit, with its proposal, the required submittal(s) documenting compliance with each minimum requirement. Proposers that fail to include the required submittals with its proposal or fail to comply with minimum requirements shall be deemed non-responsive and shall not have its proposal considered. 1. Proposer(defined as submitting)shall have currently under contract,or within the last five(5)years from the date of the issuance of the RFP, a minimum of three (3)janitorial services contracts, of 100,000 square feet or more,with commercial and/or govemmental entities. Required Submittals: For each client reference submitted (minimum of 3), the following information is required: 1) client name, 2) contact individual name & title, 3) address, 4) telephone, 5) contact's email, 6) narrative on scope of services provided; 7) number of square feet under contract;7)contract dates. C2. STATEMENT OF WORK REQUIRED The City of Miami Beach is seeking a qualified Contractor(s) to provide citywide janitorial cleaning services for City facilities and City public spaces, identified as follows:Zone 2 South, Zone 3 North,Zone 4 Parking, Zone 5 Beach Maintenance, and Zone 6 Parks.fFor the purposes of this RFP,Zone f does not apply.) The Contractor(s) shall provide all supervision, administrative and technical support, labor, materials, supplies and equipment,and shall plan,schedule, coordinate and assure effective completion of all cleaning services described herein. The Contractor(s) shall provide services to all areas requiring services within each Zone including, but not limited to,cleaning of all offices, conference rooms, and common areas,lobbies, hallways, waiting areas, kitchens, break rooms, entrances, sidewalks, janitorial closets, elevators (passenger and freight, if applicable), stairwells and landings (if applicable), restrooms and restroom lobby areas, beach facilities, beach showers, lifeguard stands and boardwalk. All work shall be performed in accordance with the highest cleaning and environmental standards including: • ISSA CIMS-GB • Greenseal GS-42(services) • Greenseal GS-37 and GS-37(products) The Contractor(s) shall be fully responsible for providing customer service, quality control and all other services listed herein. The Contractor(s) will determine, by way of their proposal, and in accordance to the minimum requirements of the RFP, the manner in which services are to be performed by Zone and location, allocation of labor hours needed to perform the task(s), cleaning methods and required supplies, materials and equipment, in order to successfully complete the required work. C3.TECHNICAL SPECIFICATIONS The facilities will be occupied as indicated by the City in Appendix G, Facility Locations, of the RFP. The Contractor(s) shall provide janitorial services consistent with meeting and exceeding the requirements of the RFP, and in accordance with the approved Comprehensive Cleaning Plan,which shall detail the proposer's project approach, indicating the means and methods for meeting the City's janitorial services requirements, and shall be provided by all proposers with their RFP submittal response package, as identified in Section 0300,TAB 3,of the RFP. RFP 2017-070-JC 27 During evening services, lights shall be turned off as areas are completed, except in the immediate area where work is being performed The City of Miami Beach reserves the right to adjust work hours to serve the specific needs of the facility. At a minimum,the Contractor(s)shall perform services on each of the specified days of operation, except, as directed, for City-observed holidays. When a City-observed holiday falls on a regularly scheduled service day, and the City facility is not accessible to the Contractor(s), the Contractor(s) shall perform the regularly scheduled services on the next workday following the holiday closure. Exceptions will require arrangements with the City's Property Management Director,or designee. A complete listing of facilities and current operating hours within the facility is provided and attached as Appendix G, Facility Locations. The list provides estimated square footage and times for completion of the required services.Times of operation may be subject to change at the City's discretion. The Contractor(s) shall, at a minimum, provide the City with janitorial and related services in accordance with the following standards and frequency expectations: C3.01 SCHEDULE OF JANITORIAL SERVICES — OFFICES, WORKSPACES, LOUNGES, LOBBIES, ENTRANCES, COMMON AREAS, HALLWAYS, EXTERIORS,CORRIDORS A. Daily 1. Empty wastebaskets, trash cans, and recycling bins in dedicated containers. 2. Replace bag liner if ripped, soiled or wet for wastebasket and trashcans(Recycling bins should not have liners). 3. Dispose of all collected refuse to an outside dumpster. 4. Empty recycle containers and deposit material into dedicated, outside recycling collection container. 5. Empty and clean all ashtrays and cigarette receptacles(including those on stairwell landings and outside of building entrances). 6. . Clean all table and counter surfaces not having paper or materials stored on them 7. Dispose of any cardboard packing or discarded materials or items left for removal to outside dumpster. 8. Clean any area or item that obviously needs immediate attention due to incidental spills, leaks or debris. 9. Clean all glass main entry doors. 10. Sweep and damp mop all hard flooring (including elevators and stone surfaced flooring; spot clean any dirt or stains with appropriate cleaners and solvents as needed to maintain an acceptable appearance.) 11. Vacuum all carpeted areas, including walk-off mats,entrance mats,and rugs. 12. Refill hand towel dispensers. 13. Clean and sanitize drinking fountains. 14. Sweep clean all landings and stairwells. 15. Spot clean any obvious stains or spills in carpeted areas with appropriate/approved cleaner(s). 16. Clean all doors(including glass doors)and frames,sweep mats,remove spider webs, remove gum. 17. All glass and metal surfaces of facility entrance/exit doors and lobbies interior and exterior shall be cleaned daily. 18. Dust all wall hangings and decorative light fixtures. 19. Wooden surfaces shall be maintained with a City approved polish. Every effort must be made so no rings,spills,or noticeable dust is visible. 20. Clean and/or polish tables, benches, and chairs. Wet cleaning may be required with germicidal cleaner. RFP 2017-070-JC 28 21. Spot clean light switches and walls. 22. Collect and dispose of debris and litter in parking areas, sidewalks, and breezeways. 23. Monitor exterior trash receptacles, removing trash as-needed,and replacing liners. B. Weekly 1. Polish furniture. 2. Clean and polish all table and counter surfaces which are free of material. 3. Wipe down all interior window frames,and sills with damp cloth. 4. Clean all non-glass doors and door frames 5. Wipe down all shelving with damp cloth. 6. Vacuum all fabric covered furniture and partitions 7. Wipe down elevator walls, polish interior cab with all purpose cleaning spray or furniture polish. 8. Clean all elevator hand railings and metallic wall panels with stainless steel cleaner/polish. 9. All first floor exterior windows shall be cleaned as needed. C. Bi-Weekly 1. Clean all blinds,wall plates,door hardware and stairwell railings D. Monthly 1. Dust and clean all air conditioning registers and air return vents. 2. Clean all vinyl furniture with vinyl cleaner. 3. Scrub, rinse, spray buff and wax hard floors(excluding stone surfaced flooring,utilizing proper floor care machinery). 4. Wipe down all walls and clean any spider webs from corners or ceilings. 5. Clean interior window glass. 6. Clean baseboards. 7. Detail clean all horizontal or vertical surfaces so that no visible dirt, dust, cobwebs, or streaks are visible, including all furniture, edges, corners, baseboards, walls, air vents, and door frames (high and low dusting, etc.)from floor to ceiling. Include all custodial closets, stairwells, entrance areas, and planters,and any other item or area within the scope of this Contract. 8. Telephones must be periodically cleaned using a germicidal cleaner disinfectant. E. Quarterly 1. Scrub and recoat hard floors(excluding stone surfaced flooring, utilizing proper floor care machinery. (This service is to be provided within fifteen days of start-up of contract or trial period and performed quarterly thereafter). F. Semi-Annually 1. Strip and wax hard floors, 3-coat minimum(excluding stone surfaced flooring, utilizing proper floor care machinery. (This service is to be provided within fifteen days of start-up of contract or trial period and performed quarterly thereafter). 2. Vacuum fabric partitions throughout the City facilities. G. Annually 1. Clean all blinds. Cleaning shall occur at the same time interior window surfaces are cleaned. 2. After cleaning,all blinds shall operate properly and contain no visible streaks,smears or dust. 3. Vertical blinds may be cleaned in place using chemicals designed for vinyl cleaning. RFP 2017-070-JC 29 H. Carpet Spot Cleaning 1. Spot cleaning will be performed utilizing extraction method. 2. Carpet will be free of any dirt, dust, lint, stain or foreign matter as determined by the Contract Manager, Facility Manager or designee. 3. Cleaning procedures and chemicals shall be used in accordance with manufacturer's recommendations and warranty conditions. 4. Spot clean any spotted and stained areas daily,as needed or as requested. 5. When spot cleaned,affected carpet areas shall blend with adjacent areas. 6. Leave no dirt on carpets, in corners, near baseboards, behind doors,or under any furniture. 7. Wipe baseboards in carpeted areas free of dust daily. I. Day Porters The Contractor(s), in addition to standard janitorial services, shall provide daily porter services at City of Miami Beach Police Department Headquarters and Scott Rakow Youth Center, and shall meet or exceed the following requirements: 1. Maintain entrances and lobbies, (including parking garage)windows,doors,and dusting. 2. Maintain cleanliness of water fountains. 3. Complete restroom service daily; minimum once for a 4-hour shift and twice for an 8-hour shift,and as needed throughout the day. Restock and empty trash as needed. 4. Dust all interior signage including lobby and common areas. 5. Kitchenettes: Empty trash daily, dust window sills, wipe down exterior and interior of cabinets, wiping down counter and sink areas. 6. Maintain custodial storage areas, keeping active inventory of supplies and all custodial closets clean and neat. 7. Facility exterior cleaning: Check all entrances and parking garages for paper and trash, empty all trash and smoking containers. 8. Report any maintenance items needing repair in the Control Book. 9. Report'any custodial issues arising from tenants and to the City's Zone Manager via the Control Book. 10. Remove recyclable waste if needed. Daily. 11. Assist vacuuming office areas and spot cleaning as needed. 12. Healthcare and related Facilities: Immediate response to all clean-ups, including full custodial cleaning of affected areas if required by the City. 13. Day custodians shall provide ongoing service for entrances,common areas, restrooms,emergency spill removal from carpets and hard flooring, rainy day safety precautions (put out mats, signs and keep floors mopped dry),and other cleaning-related duties. 14. The City's Zone Manager will have authority to direct the day porters to perform special cleaning duties between the hours of 8:00 a.m. and 5:00 p.m., not to exceed five (5) hours per week, per day porter. C3.02 SCHEDULE OF SERVICES—RESTROOMS A. Daily 1. Clean all mirrors. 2. Replenish soap, toilet tissue and hand towels. 3. Sweep, mop with disinfectant cleaner and rinse bathroom floors. 4. Clean urinals and commodes(inside and out). 5. Check deodorizer block and replace if necessary. 6. Wipe down all partitions. 7. Clean and disinfect basins and counter tops. RFP 2017-070-JC 30 8. Empty and clean all waste receptacles, replace liners if necessary. 9. Polish all chrome and stainless steel. 10. Clean baby changing stations in conjunction with daily restroom cleaning schedules. B.Weekly 1. Clean all doors,including entry doors, metal kick plates,door handles or push plates. 2. Clean all interior window glass,frames and sills. 3. Clean showers(if applicable). 4. Clean locker tops(if applicable). 5. Wipe clean (with tile cleaner)all tiled wall areas. C. Monthly 1. Dust and clean all air conditioning registers and air return vents. D.Quarterly 1. Scrub and rinse all tile surfaces with a non-toxic tile cleaner. 2. Detail clean all restroom floors and grout to a clean and uniform appearance,machine scrub floors, and entirely clean walls and doors 100% by the end of the first quarter of the Contract and no less than quarterly thereafter. C3.03 SCHEDULE OF SERVICES—KITCHENS AND BREAK ROOMS A. Daily 1. Clean all counter space. 2. Sweep floors 3. Wet mop floors 4. Wipe clean all appliances. 5. Clean and disinfect sink. 6. Refill hand towel dispensers. 7. Remove all trash and recyclables. 8. Replace liners, as needed. B. Quarterly 1. Scrub and rinse all tile surfaces with a non-toxic tile cleaner. C.Annually 1. Strip and wax hard floors,with a 3-coat minimum wax application method. C3.04 SCHEDULE OF SERVICES—PARKING GARAGES Daily 1. Collect and dispose of debris and litter in parking areas, ramps,decks,sidewalks,and breezeways. 2. Monitor exterior trash and recycling receptacles, removing trash as needed, and replacing liners, while maintaining all recyclable material separate from trash to avoid contamination. 3. Policing of public areas in all garages, between the daily cleaning requirements,is required. 4. Elevators, entrance and exit doors, stairwells (including handrails, steps, landings and lights), parking decks,all must remain free of trash,dust,dirt,litter,fluids,and odors. 5. Garbage cans in the public areas need be clean and able to except additional trash at all times. 6. Floor drains need to be free on any debris,sand or litter. RFP 2017-070-JC 31 C3.05 SCHEDULE OF SERVICES—ADDITIONAL SERVICES Pressure Cleaning 1. Pressure cleaning shall be performed three (3) times per year during the months of April, August and December, and shall include all paved areas(bricks,planters,sidewalks,curbs and concrete), other than asphalt parking lots and drives. The following specifications will be used for pressure cleaning: a. Use pressure washers having a minimum working pressure rating of 3,500 PSI. b. Thoroughly clean all surfaces and remove all dirt, mold, mildew, chalking, oil residues, scale, stains and other contaminants. c. Pressure cleaning action shall be constant and uniform to provide a restored or like new appearance. d. No swirl marks, streaks or stains shall show in the finish. e. Any stubborn stains, mold, or mildew remaining after pressure cleaning shall be re-cleaned by applying a City approved mildew/stain remover. Before applying any type of chemical based removers for use on stain or mildew, the Contractor(s) shall provide manufacturer's material safety data sheets to the Contract Manager for approval. f. Pressure cleaning shall be performed without interruption to normal operations of the Facilities. g. Operators shall be trained on proper use of equipment, personal safety, and chemical handling/disposal. h. Training documentation shall be available for inspection by the Contract Manager and retained for five(5)years. Steam Cleaning 1. Steam cleaning of chairs. 2. Steam cleaning of sofas. Carpet Deep Cleaning 1. Clean carpet during the first six(6)months of the Contract and quarterly thereafter. 2. Carpets shall be deep cleaned using an extractor. 3. Special spotting kits may be needed to remove difficult stains. 4. Clean carpet where visible and accessible, which will require moving some furniture. Moving heavy furniture,such as filing cabinets, is not required. 5. Edges and baseboards must not have fibers,debris,or spills visible after cleaning. 6. Apply a Teflon-based protector to all carpeting after cleaning 7. Give all empty containers of carpet protector to the Contract Manager as a control. 8. Schedule time with the Contract Manager to operate air handlers overnight in the section to be extracted to reduce drying time. 9. The use of at least two (2) commercial carpet dryers supplied by Contractor(s) should be used to assist drying. Balance of Page Intentionally Left Blank RFP 2017-070-JC 32 C3.06 MATERIALS AND EQUIPMENT. The Contractor shall provide all materials, supplies, and equipment as required to properly maintain the facilities and areas in an acceptable condition,according to the minimum standards of the RFP. This shall include all required maintenance and cleaning products, including, but not limited to: cleaners, disinfectants, bleach, floor care cleaners and protective coatings, etc. It shall also include brooms, mops (wet and dry/dry dust mops), mop handles, dust mop handles, dust pans, bowl mops, bowl brushes, putty knives, dusters, sponges, rags, window squeegees, floor pads, rubber gloves, for trash removal, spray bottles,floor machines, vacuum cleaners,etc., needed to perform the cleaning. Vacuum cleaners shall be equipped with a beater bar or double row of brushes with high suction.The bar or brush setting should be approximately 1/8" below the vacuum cleaner casing. It is recommended that vacuum cleaners are equipped with special HEPA (high-efficiency particulate air) or ULPA (Ultra Low Particulate Air) type filters that collects at least 99.97%, or that lose no more than 1/10 of one percent of dust collected to the atmosphere. All equipment used in the cleaning operation of any City of Miami Beach facilities must be in good safe operating condition as required by OSHA. Equipment with broken or exposed electric wires will not be allowed to be used. Supplies The Contractor(s) shall furnish all cleaning supplies, including but not limited to, paper products, cleaning products, equipment, liners, hand soap, tools and devices, floor finishes, floor sealer, floor stripper, germicidal cleaner, disinfecting cleaner, carpet cleaner, supplies, detergents, defoamer, metal and wood polishes.All cleaning equipment,supplies and materials shall be approved by the City's Zone Manager prior to use and stored in a clean, neat and safe manner within designated areas in each facility. Contractor's employees must use protective gloved clothing when using (harsh) skin-irritating chemicals. No flammable products, including propane or gasoline, shall be stored in the facility. The Contractor(s) shall fumish and install all hand soap and hand towel dispensers, if deemed necessary by the City. The City's Contract Manager shall approve all new hand soap and hand towel dispensers prior to installation by the Contractor(s). The City shall also approve in advance the exact location of all new hand soap and hand towel dispensers, including the height from finished floors, proximity to other fixtures, and other accessibility concems. NOTE: All supplies must be used in accordance with the manufacturer's recommendations and instructions. All containers must be labeled with the manufacturer's brand name, name of product, and its recommended use. Green Cleaning Requirements As part of the City's Sustainable & Resilient Procurement Policy, it is the intent of the City to reduce greenhouse gas (GHG) emissions to combat climate change;decrease the use of hazardous materials to improve community and environmental health; and decrease waste and inefficiencies in electricity, fuel, paper, water and other consumption to relieve pressure on natural resources. To advance these goals, products and services contracted will be evaluated in part based on their environmental attributes to reduce risks to health, safety, and the environment. Strict adherence to the following standards is required. Prior to commencement of work, the Contractor(s) is required to submit a list of the products they intend to use. The Contractor(s) shall update the product list annually. The Contractor(s) is responsible for providing invoices confirming compliance with environmentally- RFP 2017-070-JC 33 preferable requirements. Product invoices are to be submitted as part of the Contractor(s) monthly payment request submittal. Any deviation from these standards and requirements must be prior approved in writing by the City's Contract Manager. The Contractor is encouraged to use green cleaning products and processes, to the degree feasible, and shall demonstrate such capability by submitting a green cleaning plan, that describes methods, materials, and equipment used under the contract. The contractor shall use products offered that are certified or in compliance with at least one of the following five standards. The manufacturer's name, brand name and item number must be shown for each item being bid. Two copies of the certificate or other appropriate affidavit for each product offered must accompany the bid as documentation of certification or compliance as a green product. The certification or compliance standards required for these products in no way exempts compliance with other applicable occupational health and environmental standards.The standards required are set out below: 1. Certified'by Green Seal 2. Certified by Environmental Choice EcoLogo Program 3. (For Chemicals) Recognized by the U.S. Environmental Protection Agency Design for the Environment(DfE)Formulator Program 4. Safer Choice Standard by the Environmental Protection Agency(EPA) 5. (For Paper Products) In compliance with the U.S. Environmental Protection Agency Comprehensive Procurement Guidelines for Commercial and Industrial Sanitary Tissue For those categories not covered by the above standards preference will be given to those products meeting the California Code of Regulations maximum allowable VOC levels for the appropriate cleaning product category(Califomia Air Resource Board/Califomia Code of Regulations (CCR), Tile 17 CCR Section 94509 — (Topic cited; Standards for consumer, products at www.calregs.com). If cleaning products that meet these criteria are not available only then can the cleaning Contractor use other type products. In such cases the Contractor shall continue to use to the extent possible the safest and most environmentally friendly products and products must be prior approved in writing by the City's Contract Manager. . Contractor's staff must be trained and knowledgeable in the Contractor's green cleaning procedures. The Contractor is strongly encouraged to use the following environmental attributes for products offered for bid: 1. Containing ingredients from the EPA's Safer Chemical Ingredients List 2. Use of renewable resources such as citrus,seeds,vegetables and oils 3. Biodegradable by standard methods and definitions 4. Designed for use in cold water in order to conserve energy 5. Concentrated formulas in product dispensers that measure quantities dispensed 6. Recycled-content product packaging and product shipping materials 7. Reusable or recyclable shipping boxes 8. Refillable bottles or drums Packaging and Labeling: Packaging shall be comprised of recycled-content materials, shall be recyclable, or shall be returnable to the distributor for refilling. Packaging shall be constructed to assure safe delivery. All products shall be manufactured and packaged under modem sanitary conditions in accordance with federal and state law and standard industry practice. Each case, bottle and container shall have the following markings: Name and address of manufacturer Brand name of product. Net contents in U.S. standard pounds, ounces, gallons, or fluid ounces directions for use, including recommended use dilution and precautionary handling instructions. The reduction of packaging is RFP 2017-070-J C 34 highly encouraged through the purchasing of larger product containers/packaging. Any items that need to be refilled must be properly labeled with the corresponding product. C3.07 SAFETY REQUIREMENTS. The Contractor(s) shall comply with all applicable requirements of OSHA's "General Industry Standards." These requirements shall include all primary and refresher training mandated under the OSHA guidelines. Material Safety Data Sheet The Contractor(s) shall provide to the City's Zone Manager a Material Safety Data Sheet(MSDS) and description literature for each chemical/compound/mixture used in the performance of the Contract before the commencement of any work hereunder. All MSDS shall be of the latest version and comply with 29 CFR 1910.1200. In 2012, OSHA modified the HAZCOM program to conform to the United Nations Globally Harmonized System (GHS) of classification and labeling of chemicals. By December 1, 2013, the standard requires all employers with covered employees to provide compliance training on new label elements and material safety data sheet format. Hazardous products shall not be used, except with prior approval of the Contract Manager, and must be disposed of properly by the Contractor(s) in accordance with the U.S. Environmental Protection Agency (U.S. EPA) 40 CFR 260- 265. The Contractor(s) shall maintain and have readily accessible on-site a complete MSDS book of all chemicals,compounds/mixtures used in the execution of the Contract. Environmental and Hazardous Materials Requirements The following define the minimum requirements the Contractor(s) is to follow for Environmental Health, Safety, Hazardous Substances, Recycling, Hazardous Materials, Hazardous Waste Characterization and Disposal, Waste Minimization, Personnel Training, Required Notifications, and Permits and Records Retention: Hazardous Substances/Hazardous Materials The Contractor(s) shall submit to the Contract Manager, MSDS for approval of products to be used prior to any use in the facility. The Contractor(s) is not to use any product not approved by the Contract Manager anywhere in the facility.The Contractor(s)shall not use any product that has a pH level of less than 3 or a pH level greater than 11. The Contractor(s) is not permitted to use any product that the MSDS rates as"Flammable or Toxic"without approval from the City's Zone Manager. Proper Disposal of Spent or Used Products. The EPA and Florida Department of Environmental Protection(Florida DEP)require the proper disposal of certain chemicals/compounds/mixtures after they have been spent or used. The Contractor(s) is required to establish discrete waste streams for any chemicals that require proper disposal according to 40 CFR 260-265. The Contractor(s) must also arrange to have a licensed, "Part B Permit" Hazardous Waste&Universal Waste Contractor(s)to properly characterize, manifest,dispose and transport waste or recyclable materials. The waste hauler must be licensed by the U.S. Department of Transportation as a Hazardous Waste/Universal Waste Hauler under the Series 49 CFR (Code of Federal Regulations). The Contractor(s) must provide contact information of the Hazardous Waste/ Universal Waste Hauler utilized. Waste Minimization Programs. The EPA and Florida DEP require the minimization of waste by the use of water-soluble materials. The Contractor(s) is expected to utilize to the extent feasible the use of water soluble and user-friendly products that are available. RFP 2017-0/0=JC 35 Personal Protective Equipment All personnel are required to wear personal protective equipment in the performance of their duties, which involve the use Hazardous Substances and Hazardous Materials including protective eyewear or face shields, respiratory protection as necessary and applicable leak proof gloves or as prescribed by the MSDS. C3.08 PERSONNEL AND SUPERVISION. The Contractor(s) is required to and shall train all of the Contractor(s)'s personnel prior to a job assignment with the City of Miami Beach. Supervisors Experienced on-site supervisors must be on-site during all hours work is performed. The on-site supervisor must be available between the hours of 8:00 a.m. and 5:00 p.m., Monday through Friday,to inspect the facility with the City's Zone Manager, or designee, and to handle related problems when required. Additionally, the supervisors must be available, and on-site, after normal business hours to monitor and respond to janitorial services issues, oversee staff and close down facility following completion of daily services. The Proposer shall submit, as part of the RFP response, a description of supervisory allocation, per Zone with days and hours of service identified. Employees 1. Building Access: The City's Zone Manager, Facility Manager or designee shall direct and control access to the facility. Each individual employee will be required to sign in and out of the facility in the designated logbook. Under no circumstances will anyone enter times for another employee. Only authorized Contractor(s) employees and subContractor(s) are allowed on premises. 2. Uniforms: The Contractor(s) shall supply all employees with identification and uniforms (i.e. shirt, smock, etc.) that must be worn at all times while on the premises, and shall at all times present a neat and professional appearance,with clean uniforms. 3. Access Cards: The Contractor(s) shall report any lost access cards to the City's Zone Manager immediately upon discovering such, and shall be liable for the costs of replacement and programming. 4. Identification: The Contractor(s) shall submit a list of employees with the required background checks as stated in Section 1.9 and a photocopy of a valid picture I.D. to the Contract Manager prior to commencement of services hereunder. I.D. badges shall show company name, employee name and a photo of the employee. I.D. badges must be worn at all times while performing services under this Contract. 5. Training: In an attempt to improve sustainable waste management, the city requires janitorial employees to receive training on appropriate recycling practices. This training must be obtained within 6 months of an employee's hire date and must be coordinated through the Environment and Sustainability Department. Industry Certifications and Training The City desires that Contractor(s)obtain proper industry certification and/or industry licensing such as ISSA Cleaning Industry Management Standard (CIMS), and/or ISSA Cleaning Industry Management Standard (CIMS-GB) Green Building Certified, or similar certification and licensing, during the term of RFP 2017-070-JC 36 the Contract. The Contractor(s) shall provide verifiable documentation that supervisors have completed a minimum of eight (8) hours of Hazardous Materials Emergency Response "Operations Level" training, and nonsupervisory employees have completed a minimum of four (4) hours of Hazardous Materials "Awareness Level"training,from an approved training provider. C3.09 REPORTING REQUIREMENTS The Contractor(s)shall keep, maintain, and make available to the City upon request all training records and certifications, MSDS, first report of injury and illness requiring first aid or additional medical professional treatment. Additionally, all injuries shall be recorded on the "OSHA 300 Log" and 300-A according to 29 CFR. C3.10 SPECIAL PERMITS, LICENSE AND PRODUCT NOTIFICATIONS. Certain cities, counties and municipalities require hazardous materials licenses prior to the use of certain products. The Contractor(s) is responsible to obtain and make available to the City upon request all necessary licenses and permits regarding any hazardous materials prior to execution of this Contract. The Contractor(s)'s day custodian(s) and on-site supervisor must carry direct means of communications provided by the Contractor(s)at all times during work shifts.A Control Book shall be maintained on-site and be accessible to both the City's Zone Manager and the Contractor(s) Manager. The Contractor's on-site supervisor shall review the Control Book daily/nightly for specific cleaning issues. The Contractor(s) should indicate in the Control Book on a daily/nightly basis items needing repair(e.g., plumbing in restrooms). C3.11 MEETINGS WITH PROPERTY MANAGEMENT. The Contractor(s)'s on-site supervisor shall meet with the City's Zone Manager, Facility Manager, or Designee at least weekly, and as-needed, on a more frequent requested basis by the City, to inspect any facility and to resolve cleaning issues. The owner or senior manager in the Contractor(s)'s organization, acceptable to the City, shall meet, at a minimum, monthly with the City to review the Monthly Cleaning Report and Quality Evaluation Form, discuss cleaning issues, and address any related problems, to the City's Zone Manager. C3.12 QUALITY CONTROL. The Contractor(s)'s on-site supervisor(s) shall perform during each cleaning shift, a detailed inspection, covering a minimum of twenty percent(20%) of the maintained space and report each inspection on a Shift Cleaning Report. The Contractor(s) shall inspect one hundred percent(100%)of the maintained space at a minimum for each week of the Contract term. The Contractor(s) shall maintain a written report regarding these inspections and submit a copy to the City's Zone Manager weekly. A Control Book shall be maintained on-site and be accessible to the City and Contractor(s) personnel. The Contractor(s)'s on-site supervisor shall review the Control Book daily/nightly for specific cleaning issues. The Contractor(s) shall indicate in the Control Book on a daily/nightly basis items needing repair(e.g., plumbing in restrooms). The Contractor(s) shall provide a sample of its Control Book for review as part of the RFP. The Control Book shall be accessible to all City and Contractor(s) personnel and used to identify specific cleaning issues and report any maintenance deficiencies.The Control Book shall also contain the Contractor(s)Sign-In/Sign-Out Sheets, all MSDS for the respective facility,cleaning and staffing plans,as well all other documents such as special permits and training certifications deemed appropriate by the City. C3.13 GARAGE AND RESTROOM INDEX. The City has recently implemented a garage and restroom index program. This program is utilized to communicate the status of the level of service regarding public garages and restrooms for the City of Miami Beach facilities. The results, ranging from 1.0 (very well maintained) to 6.0 (not maintained), provide an understanding of what criteria perform well and which do not. By analyzing the results, change can be made RFP 2017-0/O-JC 37 in areas in need of improvement so that the City of Miami Beach may provide better quality public garages and restroom facilities. Quarterly data is shared with the Commission with input from responsible department(s) regarding opportunities to improve performance. Proposers should become familiar with this City program, and incorporate it into their Comprehensive Cleaning Plan. C3.14 PRIOR WRITTEN APPROVAL OF ADDITIONAL AND/OR AS-NEEDED SERVICES. The Contractor(s) shall be required to obtain in writing, approval to perform any additional and/or as-needed services, by the Property Management Director, or designee, prior to performing the actual work. The City shall not be obligated to pay for additional and/or as-needed services not approved in advance. RFP 2017-070-JC 38 APPENDIX D j \ /\ r L J Special Conditions 2017-070-JC Janitorial Services PROCUREMENT DEPARTMENT 1755 Meridian Avenue 3rd Floor Miami Beach, Florida 33139 RFP 2017-070-JC 39 1. TERM OF CONTRACT. Three(3) years. 2. OPTIONS TO RENEW. Option to renew is at the discretion of the City Manager for two(2) additional one(1)year periods. 3. PRICES. Not Applicable. 4. EXAMINATION OF FACILITIES. Not Applicable. 5. INDEMNIFICATION. The successful proposer will be required to Hold the City of Miami Beach Harmless, provide indemnification and defend the City of Miami Beach for any causes of action or lawsuits (which shall include payment of all monetary costs associated with the Litigation) that may be filed, and such indemnification, hold harmless and defense will be applicable as to any direct or indirect causes of action or lawsuit stemming from the red-light camera program. Further, the Provider shall indemnify and hold harmless the City and its officers,employees, agents and instrumentalities from any and all liability, losses or damages, including attorneys' fees and costs of defense, which the City or its officers, employees, agents or instrumentalities may incur as a result of claims, demands, suits, causes of actions or proceedings of any kind or nature arising out of, relating to or resulting from the performance of this Agreement by the Provider or its employees,agents, servants, partners principals or subcontractors. Provider shall pay all claims and losses in connection therewith and shall investigate and defend all claims, suits or actions of any kind or nature in the name of the City, where applicable, including appellate proceedings, and shall pay all costs, judgments, and attorney's fees which may issue thereon. Provider expressly understands and agrees that any insurance protection required by this Agreement or otherwise provided by Provider shall in no way limit the responsibility to indemnify, keep and save harmless and defend the City or its officers, employees, agents and instrumentalities as herein provided. 6. REQUIRED CERTIFICATIONS. Not Applicable. 7. SHIPPING TERMS. Not Applicable. 8. DELIVERY REQUIREMENTS. Not Applicable. 9.WARRANTY REQUIREMENTS. Not Applicable. 10. BACKGROUND CHECKS. The Contractor(s) shall conduct a full criminal background check at its own expense on each of its employees engaged in providing services under this RFP or any resulting Agreement prior to the commencement of said services. No Contractor(s) employee shall be eligible to perform services, pursuant to this RFP or resulting Agreement, if he or she: (1) has been convicted of or was placed in a pre-trial diversion program for any crime involving dishonesty or breach of trust; embezzlement; drug trafficking; forgery; burglary; robbery; theft; perjury; possession of stolen property; identity theft; fraud; money laundering; shoplifting; larceny; falsification of documents and/or (2) has been convicted of any sex, weapons, or violent crime including but not limited to homicide; attempted RFP 2017-070-JC 40 homicide; rape; child molestation; extortion; terrorism or terrorist threats; kidnapping; assault; battery; and illegal weapon possession, sale or use. The Contractor(s) shall defend, indemnify and hold the City, its officers, employees, and agents harmless from and against any and all liability, loss, expense (including reasonable attorneys'fees) or claims for injury or damages arising out of its failure to comply with this requirement. 11. CHANGE OF PROJECT MANAGER. A change in the Vendor's project manager (as well as any replacement) shall be subject to the prior written approval of the City Manager or his designee(who in this case shall be an Assistant City Manager). Replacement (including reassignment) of an approved project manager or public information officer shall not be made without submitting a resume for the replacement staff person and receiving prior written approval of the City Manager or his designee (i.e. the City project manager). 12. SUB-CONSULTANTS. The Vendor shall not retain, add, or replace any sub-consultant without the prior written approval of the City Manager, in response to a written request from the Consultant stating the reasons for any proposed substitution. Any approval of a sub-consultant by the City Manager shall not in any way shift the responsibility for the quality and acceptability by the City of the services performed by the sub-consultant from the Consultant to the City. The quality of services and acceptability to the City of the services performed by sub-consultants shall be the sole responsibility of Consultant. 13. NEGOTIATIONS. Upon approval of selection by the City Commission, negotiations between the City and the selected Proposer(s) will take place to arrive at a mutually acceptable Agreement, including final scope of services, deliverables and cost of services. 14. ADDITIONAL LOCATIONS. The Vendor(s) shall be responsible for providing daily, monthly, quarterly, annual, and additional janitorial services to all future locations added to the City's facilities list, and at a cost consistent with that submitted in their cost proposal, in response to this RFP. RFP 2017-070-JC 41 APPENDIX E Iv A i A f , I I, '1 1� Y \ i __�% I _ 1 i • ____) i I Cost Proposal Form 2017-070-JC Janitorial Services PROCUREMENT DEPARTMENT 1755 Meridian Avenue 3rd Floor Miami Beach, Florida 33139 -1777177777 l 42 COST PROPOSAL FORM Failure to submit Cost Proposal Form, in its entirety and fully executed by the deadline established for the recei.t of 'ro'osals will result in proposal bein• deemed non-responsive and bein. re'ected. Bidder affirms that the prices stated on the cost proposal form below represents the entire cost of the items in full accordance with the requirements of this RFP, inclusive of its terms, conditions, specifications and other requirements stated herein, and that no claim will be made on account of any increase in wage scales, material prices, delivery delays, taxes, insurance, cost indexes or any other unless a cost escalation provision is allowed herein and has been exercised by the City Manager in advance. The Cost Proposal Form shall be completed mechanically or, if manually, in ink. Cost Proposal Form completed in pencil shall be deemed non-responsive.All corrections on the Cost Proposal Form shall be initialed. ZONE 2 Item Description Quantity U 1 M Unit Cost Extended Total (Qua nti ty_X_U n it_Cost) Al Electrowave Building 52 Weekly $ $ A2 Fleet Maintenance 3 buildings 52 Weekly $ $ A3 Sanitation Administration Offices 52 _ Weekly $ $ A4 210-2nd Street Collins Court 52 Weekly $ $ A5 South Point Police 52 Weekly $ $ A6 MBPD Internal Affairs 52 Weekly $ $ Police Station Headquarters A7 (includes porter) 52 Weekly $ $ A8 Police Garage 52 Weekly $ $ A9 Historic City Hall 52 Weekly $ $ A10 Fire Station#1 52 Weekly $ $ All Boys&Girls Club 52 Weekly $ $ Al2 555 Building 52 Weekly $ $ A13 Sanitation Storage 52 Weekly $ $ A14 South Shore Community Center 52 Weekly $ $ A15 PAL Building 52 Weekly $ $ A16 10th Street Beach Patrol 52 Weekly $ $ All South Pointe Park Ocean Rescue Facilities 52 Weekly $ $ A18 10th Street Auditorium 52 Weekl $ $ ZONE 2 TOTAL ANNUAL COST $ ZONE 3 Total Item Description Quantity U I M Unit Cost (Quantity_X_UnitCost) B1 Marine Patrol 52 Weekly $ $ B2 Property Management 52 Weekly $ $ B3 Public Works Operations 52 Weekly $ $ B4 Fire Station#2 Administrative Offices 52 Weekly $ $ B5 Fire Station#2 52 Weekly $ $ B6 Fire Station#2 Historic 52 Weekly $ $ RFP 2017-070-JC 43 B7 Scott Rakow Youth Center(includes porter) 52 Weekly $ $ B8 Scott Rakow Youth Center-ICE RINK 52 Weekly $ $ B9 Fire Station#3 52 Weekly $ $ B10 Police Sub Station North Beach 52 Weekly $ $ B11 Fire Station#4 52 Weekly $ $ B12 Byron Carlye Theatre 52 Weekly $ $ B13 Old Library 52 Weekly $ $ B14 Normandy Shores Guardhouse 52 Weekly $ $ B15 Log Cabin 52 Weekl $ $ ZONE 3 TOTAL ANNUAL COST $ ZONE 4 Total Item Description Quantity U I M Unit Cost (Quant,ty_X_Unit_Cost) Cl 7th Street Parking Garage 52 Weekly $ $ C2 12th Street Parking Garage 52 Weekly $ $ C3 13th Street Parking Garage 52 Weekly $ $ C4 16th Street Parking Garage 52 Weekly $ $ C5 17th Street Parking Garage 52 Weekly $ $ C6 Pennsylvania Parking Garage 52 Weekly $ $ C7 42nd Street Parking Garage 52 Weekly $ $ C8 Sunset Harbour Parking Garage 52 Weekly $ $ C9 12th Street Parking Garage 52 Weekly $ $ ZONE 4 TOTAL ANNUAL COST $ ZONE 5 Total Item Description Quantity U I M Unit Cost (Quantity_X_Unit_Cost) 01 Rope and Post 52 Weekly $ $ D2 Beach-South Pointe to 87th Terrace 52 Weekly $ $ 03 Mobi-Mats 52 Weekly $ $ 04 Boardwalk 52 Weekly $ $ D5 Beachwalk 52 Weekly $ $ D6 Sand Fence 52 Weekly $ $ D7 Beach Showers 52 Weekly $ $ D8 Lifeguard Stands 52 Weekl $ $ ZONE 5 TOTAL ANNUAL COST $ ZONE 6 Total Item Description Quantity U 1 M Unit Cost (QuantityX_Unit Cost) El Flamingo Pool Facility 52 Weekly $ $ E2 Normandy Isle Park Pool Facility 52 Weekly $ $ E3 Crespi Park Building 52 Weekly $ $ . E4 Muss Park Building 52 Weekly $ $ E5 Stillwater Park Building 52 Weekly $ $ RFP 2017-070-JC E6 Tatum Park Building 52 Weekly $ $ E7 North Shore Park Band Shell-Amphitheatre 52 Weekly $ $ E8 North Shore Park Youth Center/Tennis 52 Weekly $ $ E9 Fairway Park Pavillion 52 Weekly $ $ E10 North Shore Open Space Park Pavillion#1 52 Weekly $ $ El 1 North Shore Open Space Park Pavilion#2 52 Weekly $ $ E12 North Shore Open Space Park Pavillion#3 52 Weekly $ $ E13 North Shore Open Space Park Restroom#1 52 Weekly $ $ E14 North Shore Open Space Park Restroom#2 52 _ weekly $ $ E15 North Shore Open Space Park Restroom#3 52 Weekly $ $ E16 Normandy Shores Park Restroom&Storage 52 Weekly _$ $ E17 South Pointe Park Restroom 52 Weekly $ $ Marjorie Stoneman Douglas-Beach E18 Restroom -3rd Street 52 _ Weekly $ $ E19 Lummus Park-Beach Restroom-6th Street 52 Weekly $ $ E20 Lummus Park-Beach Restroom-10th Street 52 Weekly $ $ Lummus Park-Beach Restroom -14th E21 Street 52 Weekly $ $ E22 Collins Park-Beach Restroom -21st Street 52 Weekly $ $ Pancoast Park-Beach Restroom -35th E23 Street 52 Weekly $ $ Indian Beach Park-Beach Restroom-46th E24 Street 52 Weekly $ $ Beach View Park-Beach Restroom-53rd E25 Street 52 _ Weekly $ $ E26 Allison Park-Beach Restroom -64th Street 52 Weekly $ $ E27 North Shore Open Space Trailer Offices 52 Weekly $ $ E28 Parks Maintenance Facility 52 Weekly $ $ E29 Flamingo Park Tennis Center 52 Weekly $ $ Flamingo Park Baseball,Softball,&Football E30 Field Restrooms 52 Weekly $ $ E31 Unidad Public Restroom 52 Weekly $ $ E32 North Shore Open Space Trailer Offices 52 Weekly $ $ E33 Parks Maintenance Facili 52 Week! $ $ ZONE 6 TOTAL ANNUAL COST $ ALL ZONES (2-6) TOTAL ANNUAL COST $ ADDITIONAL SERVICES(AS NEEDED) G1 Carpet Deep Cleaning Cost Per Square Yard $ G2 Steam cleaning of chairs Cost Per Unit Cleaned $ G3 Steam cleaning of sofas Cost Per Unit Cleaned $ RFP 2017-070-JC 45 G4 Pressure Cleaning Annual Cost at 3x Per Year $ Bidder's Affirmation Company: Authorized Representative: Address: Telephone: Email: Authorized Representative's Signature: • RFP 2017-070-JC; 46 APPENDIX F \\ r Insurance Requirements 2017-070-JC Janitorial Services PROCUREMENT DEPARTMENT 1755 Meridian Avenue 3rd Floor Miami Beach, Florida 33139 RFP 2017-070-JC 47 INSURANCE REQUIREMENTS This document sets forth the minimum levels of insurance that the contractor is required to maintain throughout the term of the contract and any renewal periods. XXX 1. Workers' Compensation and Employer's Liability per the Statutory limits of the state of Florida. XXX 2. Comprehensive General Liability (occurrence form), limits of liability $ 1,000,000.00 per occurrence for bodily injury property damage to include Premises/ Operations; Products, Completed Operations and Contractual Liability. Contractual Liability and Contractual Indemnity (Hold harmless endorsement exactly as written in "insurance requirements"of specifications). XXX 3. Automobile Liability-$1,000,000 each occurrence -owned/non-owned/hired automobiles included. 4. Excess Liability-$ .00 per occurrence to follow the primary coverages. XXX 5. The City must be named as and additional insured on the liability policies; and it must be stated on the certificate. 6. Other Insurance as indicated: Builders Risk completed value $ .00 _Liquor Liability $ .00 Fire Legal Liability $ .00 Protection and Indemnity $ .00 Employee Dishonesty Bond $ .00 Other $ .00 XXX 7. Thirty(30) days written cancellation notice required. XXX 8. Best's guide rating B+:VI or better, latest edition. XXX 9. The certificate must state the proposal number and title The City of Miami Beach is self-insured. Any and all claim payments made from self-insurance are subject to the limits and provisions of Florida Statute 768.28, the Florida Constitution, and any other applicable Statutes. RFP 2017-070-JC 48 APPENDIX G ty /11 i / \\ H 1 / .\ ' ' . L \ , , .... 1-1, - -I J Facility Zone Locations 2017-070-JC Janitorial Services PROCUREMENT DEPARTMENT 1755 Meridian Avenue 3rd Floor Miami Beach, Florida 33139 =7777= 49 ZONE z Roark . • • Nater Occupancy Wad P roperty Name Loxton Address /bun of Operation Seem Feet Poore Elevators Stairwells fleshooms Fountains -OOM Other Electrowave 9Wding 140 Macarthur Causeway Monday-Friday 3:00 am 5.00 s.nr. Fleet Maintenance 3 Puddings 540 Macarthur Causeway Monday-Fnday 8:00 a. .-5:00 0.m. 14,000 1 0 0 _ Locker Rooms,Restrooms. Sanitation Admmistsation Offices 140 Macarthur Causeway Monday-Fnday 8:00 a.m.-S:00 sm. 20.0002 0 1 2 1 210-2nd Street Collins Court 210-2nd Street at Collins Court S outh Point Police let Street•Nasmngtan Avenue MOPS Internal Affairs 205 Washington Avenue Monday-Friday 3-00 a.m.-5:00 MAI. 2.200 1 0 0 1 ,- Police Station 1100 Washington Avenue 365 days a yex24 hours a day 100.000 5 3 5 11 13 1.200 Locker Room,iaa Ctd,Fitness Center,Showers Police Garage 1100 Washington Avenue 365 days a year/24 hours a pay - 24.000 • Nistonc C.ty Had 1130'Nasnington Avenue Fire Spoon ill 1051 lelferson Avenue - B oys S Sirls Cub 1200 Mkhigan Avenue - City Hail 1700 Convention Center Onve Monday-Fnaay 3:00 am.-6:OO pm. 94,005 4 0 4 24 14 1,500 Loading OOCO 777 Building/1701 777-17th Street Monday-Friday 3:00 a.m.-BOa. 28.000 5 2 2 e 3130 1755 Budding 1755 Menefee Avenue Monday-Fnday 7:30 a.m.-SAKI p.m. 121.0005 5 2 12 12 S00 553 Sodding 555-17th Street Monday-Fnday O a.m.-6.00 a.m. 10.75 1 0 0 S t-.O 200 Sanitation Storage 640-17th Street South Shore Community Center 833-6th Street Monday-Fnday 9:00 am,-6:00 tom. 18_'30 21 _ 6 5 500 Monday-Fnday 7.00 a.m.-900 p.n. PAL Balding 999-11th Street Saturday 3:00 a.m.-5.00 pm. 20.0002 1 1 4 250 Locker Rooms.Gvmnaoum,Polo,Fitness Center 10th Street Beach Patrol 1001 Ocean 3nve Monday-Sunday 3:00 ant-5:000.m. 050 2 0 I 2 1:0 Looter Rooms,Showers South Pointe Park Ocean Rescue Fecdthes Monday-Saturday 3:00 a.m.-G90 mm. 2,344 3 Locker Rooms.Showers 10th Street ((Auditortr n7{}y,,��++++�v1', 1001 Ocean Onve Monday-Sunday 3:00 a.S-4:00 P.M. 11,384 2 1 10er-looms.showers xVSM1:l.it.e4.Pk's'l.ra.6iil ... x•.. s,.....51st a t 3':(5.K - sE `!:+ni'S.4'y� _ s t �.E .4royb'AAt`SSS:iL2kxB3`JR`+`d"3. . ... - Mater Occupancy Load Property Name Location Adt... 84tan of Operation Stowe Feet Fools Elevators Sbkweds Restrooms Fountain. -Oaiff Other Menne Patrol 1790 Purdy Avenue Monday-Sunday 8:00 a.m.-5:00 p.m. 11502 0I 4 105 Property Management 1833 3ay Road Monday-friday 700 am.-5:00 p.m. 3,0002 i 1 4 30 Puolk Works Operations 451 Dada Blvd, Monday-FHdayTOO a.m.-S,9O pm. 19•11132 0 2 4 - 2 250 1,x/ter Rooms,Showers Fire Station$2 Admmistranve Offices 2300 Pine tree Orwe Monday-Fnday 7:00 a.nt-4:00 WIT. 11,305 2 1 4 S 150 Fire Station 42 2300 Pine free Drive Monday-Friday 7:00 am.-4:00 tom. 3,4003 L 1 3 50 Fre Sanon 02 Historic 2310 Pine Tree Drive 'Monday-Fnday 000 a.m.5110 pm. •Hours Charge3eoending on programs offered. Sasarmay 990 a.m.-1090 pm. Locker Rooms 161,3oeling tarsen 161.Gymnasum, Scott 4akow youth Center 2700 Sheridan Avenue Sunday+000 am.-5:30 p.m. 55.ttO Z1 3 i 1 10 500 Paso,FitneCenter es Cenr Wednesday 990 4171.-11700 p.m. Thursday Saarmay 990 am.-1090 pan. Scott Rat0w youth Center-ICE RINK Sunday 9.00 arm-790 pm, Ice Rink Perimeter Fre itanon 10 5303 Co/ns Avenue - - - - Police Sub Marion Norm Beat. 6800 Indian Creek Drive Monday-Friday 3:00 am.•4:00 p.m. 2.120: 0 0 3 50 locket Rooms.ihowers Fre Station 44 6880 Indian Creek Once Byron Carhre Theatre 700.71st Street Old library 7301 Collins Avenue Normandy Shares Guardhouse 2000 Biamtz Orem 365 rays a reari 24 nouns a day 200 1 0 0 1 10 Log Cabin 8129 Colons Avenue Monday-Friday 6J0 am.-3:003.00. 1•]00'. 0 0 2 0 PONE 4 PARKING Water Occupant/Load Property Name Location Address tour of Operation Square Feet Floors Elevators Stakwa11, Brinson. Fountain -Clardy Other overall appearance of manliness to made odor 7th Street Parlong Garage 210 7th Street 365 lays a ver/24 hours a day 200.950 6 3 2 1 0 616 spares contra All 580*04s Mddnq planters iunoundng the owes Jppdarancs Jr Jeanlaness 0 .dude 0104 mn45.'.Al 00.wal55 n..,9 planters.rounding he 12th Street Parting Garage 512•12th Street 365 Ors a year/24 hours a day 43.000 4 1 2 1 0 134 spaces 0mage mut Pe nee of icier.*Ws and utter breyn •.�•.,v,,,�•,�w�.•w APs,>.� �.•,. 13th Street Parinq Garage 1301 Collins Avenue 365over.appearance of deanhne5 to nude odor days a year/24 hour a day 35300 5 2 2 1 0 264 spaces control.Al sdeaaPs ndudnq.Planters alooundnq me 0verar appeal-Ana 71 deanrne55 o nude odor 16th Street?adonis Garage 1557 Washington Avenue 365 data a year/24 hours a day 220.1005 3 4 1 0 a03 spaces MAW.AB sdewaksmiming planters...ming 7a dveral appearance 34 Wariness a mode odor 17th Street Paring Garage 640•17th Street 365 days a rear/24 Musa day 474.300 5 5 4 I 0 1.460 spaces 00,861 Al sdewalks ndudng p13nNrs aurmndnq do • overall appearance 1 Jeactnesa Or ndude odor 1755 Parking Garage 1755 Mendlan Avenue 365 days a rear/24 hours a day 211250 7 5 3 1 0 650 spaces control.All seer ku ndudky awn.surrounding Te oterae appearance Jf lowness'.0°dude war Penn.Mvama Parents Garage 1661 Pennsylvania Avenue 365 days a rear/24 hours a the 182.300 6 4 3 1 0 500 spaces control.44 sidewalks nduttng planters Jamming'.he overall appeeance 1 deenlness to maw.odor 42nd Sneer Paring Garage 400 West 42nd Street 365 days a vea4/24 hours a day 201.500 5 2 2 2 0 620 spaces 10n001.ill 101000165 inuoinq planters Jnhundnq the Sunset/arbour Parking Garage 1900 Bay Road 365 days a rear/24 hours a day 171100 4 2 2 1 0 435 mace., 10 Elevate(edam ZONES BEACH MAINTENANCE Water Occupancy Load Property Name Laudon*derma Hour of Operation Sonars Feel Fours Elevators Stairwells Restroons Fountain. -Gary Otter Rope and Post Beach-South Pointe to 37th terrace Mop-Mats Boardwalk Bead talk Sand Fence Beach Showers Life Guard Stands •e. 8 PARKS .. Properly Name l.wlbn adtlreai Hours d Operation Water -Occupancy Load P tsoety am Fmk. 1205 onAd Address MondaySquare Feet Flood Elevates 3tailwda Ileeeeome FMeane -Dety Other Normandy phaedal Park aopl Fxdl -iunaav 5:45 a.m.-9:00 a m. 10,000 1 0 0 2 1 150 looter looms,Showers ;mu. 70307munlle Esolanaoe Monday-Sunday 5:05 aen-900 p.m. 170421 0 0 Crespr Park 9wldm8 801 Censor 9ou,evard Mond 5 1. 1.50 MUSS Pork 9uatlin ay-Sunday 300 am-3:30 a.m. 200 1 0 O 4 4400 Chase avenue Monday2 1 SOO a8water Pan dolld -Friday 3:00 a.m..5:00 am. 7001 0 0 2 1. 500 —` ng 8440 Hawthorne Avenue Monday-Sunday 3:00 a.m.-8:30 a.m. Tatum Park Suttoing 3050 Syron Avenue Mo 4001 0 -0 -2 1 :00 relay-fddaY 300 am.-5:00 dm 5001 0 -0 2 .i 500 North Shore Park Sand Shell.Amphitheatre 7275 Collins avenue No regular hours Used for special Events 4,500 Nwttt Shore Park South Center/Tennis 7250 Catlins avenue 00 1 0 0 4 1 Fantwy Park PanllionMonday-Sunday 300 am.-800 am. 33,1001 1 2 10 1 500 locker Rooms.Showers 100Fw,vay Drive Monday-Sunday 3:00 a.m.-800 a.m. 4001 0v .h Shore Oven Space Park Pavellien 41 7929 Atlantic Way Monday0 2 50 North Shore Open Space Py -Sunday 700 a.m.-890 p.m. Park Cla2 7929 Adanbc Way Monday-iundaY?Op a.m.-B:00 p.m_ - -. North Share Oeen Space Pan Pmllion 41 7929 Adanoc Way Monday-Sunday 7C0 a.m.-3010 a.m. - North Shore Open Some Park Restroom 91 7929 Atlanne'May Monday-Sunday?90 a.m.-&110 am- North Shore Open Space Pan.Restroom 42 7929 Atlantic'Way Monday- I 0 0 2 �; Nvrtn Shore OpenSpace Parkn Sunday7-00am.-&90ens �1 0 0 2 1. Restroom 43 7929 Atlantic Way Mmpay-Sunday 7:00 a.m.-800 am. 1 0 Normandy Shores Pan Restroom&Storage 2605 34amta Drive Monday-i - ,0 2 1. South Pointe Park Restroomunday 700 am.-@30 P.re. 350 1 0 0 2 50 One Ocean Orn`e MmdaV-SYiedaY7'00 alai-8:00 are. 8001 0 Marione Stoneman Douglas.Beach Restroom 3rd}Ocean Dram0 2 1 Lummus Pan•dead,Restroom-6th Street 6th Street.3 Ocean Drive Monday-Sunday 710a.m.-890o5001 0 0 -2 1 Lummus Par ay-un 01 are.-1090 po.m. (,000_1 0 0 2 4 k-Seat"Restroom.10th Street 10th Street}Ocean Drive Monday-Sunday79?00 a.m.-1000 P.m. Lummus Park-Beach Restroom•lath Street lath Street}Ocean Once Monday520 1 0 0 2 0 -Sunday 7:00 a.m.-L0001,3001 0 0 2 0 CoStreetns Park-Bead,Restroom-Elst Street 21st Street}Collins Avenue Mono.-Sunday 700 a.m.-8.00 P.mnr. Pancoast Pan-Oeach Restroom-35th Street 35th Street}Collins Avenue Monday-Sunday 7:00 am.-890 p.m. 5121 0 -0 2 1 Indian Beach Park•leach testrmm•06th Sr_46th Street}Collins Avenue Monday-Sunday 790 a.m.-300 512 1 0 0 2 1 Beach new Park-3earh Restroom 53rd Stre 53rd Street}Collins avenue Monday-Sunday POO am_-&90 p.m. 364 1 0 0 2 1 - Alhsonn Park-Beach Restroom•64th Street 64th Street I Collins avneue Monday-Sunday 362 I 0 0 2 1 North Shore Open Soave Tinder Officesnday070 am.a. .400 anp.mt 510 1 0 0 2 1 ]9th Street}CollinsGllim avenue Montle-Friday 190 -d:W o4n. if-1 0 0 1 Parks Maintenance Facility 2100 Menden Avenue Monday-Fndat 7:00 am.-4:00 a.m. Flamingo Pan ienms Curter 1235-1255 Michigan avenue Monday-Sun 3.000 1 0 0 4 74 Flamingo Park Saseoatl,Sortball,}Football day 3:00 a.m.-5901 p.m. 6,300 1 0 0 4 100 lower aocros Field Restrooms lass Michigan Avenue Monday-Sunday 8:00 am,-5%pm. 1.80(11 0 Unidad Punic Restroom 7231 Collins Avenue Mond -0 20 2° Punic 790 a.m.-8900.m. 5551 �0 0 2 1 APPENDIX H , „ , I, , _ _; Garage and Restroom Index Manuals 2017-070-JC Janitorial Services PROCUREMENT DEPARTMENT 1 755 Meridian Avenue 3rd Floor Miami Beach, Florida 33139 kFP 2017-070-JC 50 A ) A \ *I A Ca H ' '` ' I p.m.s. 3., City of Miami Beach Garage Index Manual Table of Contents Introduction .3 Objective 4 Background 4 Scheduling 5 Procedure 5 Data Analysis 6-7 • Calculations 7 • Sample Reports ..7-13 Training 14 • Training PowerPoint Slides 14-23 Conclusion 24 0011.1r.- , ,- itold 0.101 --:. ;:.: w...- - B f z Introduction The purpose of this manual is to provide information regarding the city's Garage Index program. This includes information on the areas assessed, assessment instructions, data analysis and collection, and next steps. Garages that are assessed include: • 1900 Bay Road (Sunset Harbour) • 5th Street and Alton Road • 7th Street and Collins Ave • 12th Street and Drexel • 13th Street and Collins Ave • 16th Street and Collins (Anchor Shops) • 17th Street and Pennsylvania Ave • 17th Street and Meridian Court • 42nd Street and Sheridan Ave • 18th Street and Meridian Ave (City Hall Garage) LA ALA : A MIL II Objective To monitor impacts of recently implemented initiatives in order to identify areas of improvement and assure the quality of services. Background The Miami Beach Garage Index is an objective measurement of performance ranging from 1.0 (Very Well Maintained) to 6.0 (Not Maintained) and includes appearance and cleanliness assessments for interior (parking areas, stairwells, and elevators) and exterior (entrance and surroundings) areas. Criteria for each area are listed below: Cleanliness Parking Area /Stairwells/ Elevators • No trash on ground • No graffiti on walls • Odor Free • Garbage Cans well-maintained • No organic material (vomit/sand/cobwebs) Appearance Parking Area/ Stairwells/ Elevators • Signage well-maintained • All lights working • No damage (leaks/rust/concrete spalling) and painted areas crisp • Pavement stain free • Ticket burster/payment station/exit verifier in good working condition or stairwell doors/railings or elevator doors/buttons Appearance/ Cleanliness Exterior • Planters/grassy areas/sidewalk entrance well maintained • Graffiti free • No unpleasant odor • No trash • Signage clean and useable The results of the assessments are used to monitor the impacts of recently implemented initiatives to target areas for future improvements, and assure the quality of services. Quarterly sample sizes are set to ensure no greater than + 7.0 percentage point sampling error given the 95% confidence level. Scheduling All garages operate 24 hours a day, 7 days a week. Garage index assessments are scheduled as follows: Monday to Sunday: 8:00AM to 12:00PM II. 12:00PM to 4:00PM III. 4:00PM to 8:00PM IV. 8:00PM to 12:00AM V. 12:00AM to 4:00AM VI. 4:00AM to 8:00AM Shifts are scheduled in 4 hour increments based on time of the day to enable statistically valid sample. For statistical validity, each assessment must be properly distributed; otherwise the sample size would be small and produce inaccurate results. Shifts can occur during the weekday and/or the weekend. Assessors can sign-up for shifts or be assigned; any changes to the schedule must be made at least 24 hours prior to the date of the assessment. Based on the calculated sample size (see page 7), 45 assessments per quarter are required. The following distribution results in 45 assessments per quarter, so we meet the sample size requirement. The times between 12:00PM and 12:00AM have an extra shift since these times are generally busier and less consistent than the rest. I II III IV V VI Total #of shifts 7 8 8 8 7 7 45 Mon - Fri Sat- Sun Total II III IV V VI I II III IV V VI # of shifts 6 6 6 6 3 3 3 3 3 3 2 1 45 Procedure For every quarter, a schedule is created based on the shifts distribution so that assessors may sign up for a shift or multiple shifts in the schedule. Garage assessments are to be done in the city vehicle and use the access cards provided. There are 3 garages so far where the access cards do not work (12th Street and Drexel, 42nd Street and Sheridan'Ave, and 13th Street and Collins Ave). For these garages, assessors will have to retrieve a ticket upon arrival and sign out with the ID upon exit. Data Analysis Scores: Quarterly reports help to monitor the data collected. We review average scores that range from 1.0 to 6.0, with 1.0 being the best possible score. The city's goal is for 90% of the assessments to receive a score of 2.0 or better and all assessments to score 1.5 or better. The data reports are used to identify positive/stable performance and criteria. We are able to identify issues in garages relating to cleanliness and appearance to address poor performance and implement strategies to improve. Sample Size: To determine the sample size to be utilized, three factors were taken into account: population size, confidence level, and margin of error. • Population: There are a total of 10 garages assessed over 6 different shifts and 365 days in a year. However, because all 10 garages are assessed in one shift, the population is determined by multiplying the number of shifts and number of days in a year; the number of garages would only be a factor if it required multiple shifts to cover all garages. Multiplying the number of shifts and the number of days in a year yields 2,190. In other words, to assess every garage, every available shift and every day of the year, it would take 2,190 assessments per year. This number is much too large and that is why a valid sample size is needed. • Confidence Level: A confidence level is a percentage that expresses how sure the results can be. This tells us how often the true percentage of the population would lie within the confidence interval that is to be calculated. For example, a 90% confidence level allows us to claim that 90% of the time, the true mean would be within the confidence interval. The most common confidence level is 95%. A higher confidence level requires a larger sample size. • Margin of Error: The margin of error(also known as the confidence interval) is a percentage displayed with a plus or minus symbol. This is what allows the data to have some room for acceptable error. For example, if we claim the mean score is 2.0, we would be wrong whenever the mean is not 2.0. But a confidence interval allows us to say the true mean lies within an interval (such as between 1.8 and 2.2) and this claim would be least likely to be incorrect. A higher margin of error results in a larger interval and this would require a smaller sample size. A lower margin of error is preferred to obtain more accurate results since the data would be within a smaller interval, however it would require a larger sample size. Together, these factors can determine a proper sample size and present the data in a way so that we can claim that we are, for example, 95% confident the true mean score of a population lies within 1.8 and 2.2. The sample size is determined through the following formulas: The first formula determines a sample size when the population is unknown. SS = (Z —score)2 x 0.25 ME2 The second formula determines a new, or updated, sample size that takes population into account. SS New SS = 1 + ((SS— 1)/Pop) • SS = sample size • Z-score = number that corresponds to a given confidence level. For 95% we use 1.96 • 0.25 = product of the standard deviation times 1 minus the standard deviation. Because the standard deviation is unknown, we use 0.5 and the product of 0.5 x (1 - 0.5) = 0.25 • ME = margin of error; 5% is 0.05, 7% is 0.07, etc. • Pop = population Once we have a final sample size, we divide that number by 4 to determine our quarterly sample size. New SS SS per Quarter = 4 If we choose our margin of error to be 7%, then our required sample size is 45 assessments per quarter. By completing 45 assessments per quarter, data can be presented with a ±7% margin of error. Calculations: For sample size Population: 2,190 Z-score: 1.96 (for 95%) ME: 7% SS: 196 New SS: 179.9 SS per Quarter(rounded up): 45 SS = (1.96)2 x 0.25 = 196 0.072 196 New SS = = 179.9 1 + (195/2,190) 179.9 SS per Quarter = 4 = 44.9 Sample Reports: The following are sample reports to serve as an example of how the data is presented. The following formulas are assigned a color arrow and letter to clarify which formulas are being used in the sample reports. A subcategory score (such as the parking area score, stairwells score, and elevators score) is determined by adding all the individual scores for that subcategory and dividing by the total number of individual scores. Subcategory Score = AX= sum of all sub-factor scores 1111m* N = number of assessments The overall cleanliness score and the overall interior score are determined by taking the average of the subcategories (parking area, stairwells, and elevators). Overall Score = (sl+s2+s3) 3 S1 = parking area score B EN* S2 = stairwells score S3 = elevators score The overall Garage Score is determined by taking the average of both the overall cleanliness score and the overall interior score. Overall Garage Score = (xl+x2) z CX1 = Overall cleanliness score X2 = Overall interior score A fiscal year average tells us the overall performance for a certain year. Similar to the overall garage score, the FY Average is determined by taking the average of the 4 quarters within the given fiscal year. (ql + q2 + q3 +q4) FY Average = 4 Q1 = score from 1s`quarter r) . . ., Q2 = score from 2nd quarter Lie Q3 = score from 3rd quarter Q4 = score from 4th quarter The "% change in prior Quarter" shows by how much the current quarter improved or decreased from the previous quarter in terms of percentage. % change in prior Qtr = (x— ) Y EX= current quarter score Y = previous quarter score The "% change in prior FY Quarter" shows by how much the current quarter improved or decreased from the same quarter a year prior. For example, if we are looking at quarter 1 from the FY16/17, we are comparing it to quarter 1 from the FY15/16. X %change in prior FY Qtr = Y - 1 • X = current quarter score F E:=>Y = score from same quarter one year prior The "% change from base year Quarter" shows by how much the current quarter improved or decreased from the same quarter in the base year. If the base year is FY 15/16 then we are comparing whatever is the current quarter's score to that same quarter's score in the base year, FY 15/16. For example, if we are looking at quarter 1 from the FY 17/18, we are comparing it to quarter 1 from the FY 15/16 and not from the FY 16/17 because the base year is FY 15/16. %change from base year Qtr = x- 1 X = current quarter score G. Elm* Y = score from same quarter from the base year DI E Flir GI Garage Index Score For MI City Garages Overall Gaaarage Index Taget=1.5) FY16/17 C .change in i%change %°change Q1 Q2 03 C14d FY Average °prior Qtr n prior FY from base Otr year Qtr Overall City Garage Score 2.3 _; _; B Cleanliness 194 , ' 10% ' -9% -9% Parking Area•, 2.16 15% ; 3% 3% Stairwells 1.84 8°6 ' -15°x, .t6,�, A Elevators 1.82 ' 7^, -!5=�, -!y�, B Appearance Interior ' " 2.66 ' .1% 3% .15% Parking Areal 2.93 ' 1% 17°6 17°x, Stairwells 2.46 I -4% -9% -9% A Elevators,_ 2.58 I -2% ' 0% 0% Appearance Exterior 1 3' I I ' 3% ' -23% -23% Overall Garage Index(Targete1.5) FY15116 01 Q2 ! 03 Q4 FY Average Overall City Garage Score 2.36 2.34 2.33 2.23 231 B Cleanllne ss 2.14 2.05 197 1.76 1.97 Parking Rees 20912.03 2.91 190 1.98 Stairwells 2.19 2.09 1.99 170 198 Elevators' 2.13 2.03 1.31 1.70 1.34 B Appearance Interior A • 259 2.62 2.69 269 265 0113* Parking Area 2.5 2.66 2.80 2.9 272 Stairwells 2.7 2.68 2.58 2.56 2.63 A Elevators I 2.58 2.53 2.69 2.62 2.60 Appearance Exterior 1 2.36 2.06 203 1.75 2.04 1.0-1.4999 �_�� ���q 1.5-1.999 tru:ri `:rl 2.0-6.0 The following tables show percentages instead of index scores. Because we are dealing with percentages, the following formulas are altered: Subcategory Score% =.n. x 100 X = number of sub-factor scores with a score of 2.0 or better 'H iiim N = number of assessments (xl x 3) + (x2 x 3) +x3 Overall Garage Score = 7 X1 = Overall cleanliness score X2 = Overall interior score 1 X3 = Appearance Exterior score D I E i F G V FY16117 Overall Garage Index 2.0 or better(Target 90%) %change in 01 ange Xchange Q1 02 03 Q4�-_-..,FY Ave rage ._ npnorFY.frombase .- prior Qtr.. i Qtr year Qtr Overall I 62.4% , i f -4% r 12% 12% B Cleanliness 752% Parking Area 66.7% ' -12% I. 4% 4% '.,....,:••',1, Stairwells 75.8% ' -4% ' 21"% 21% Elevators 33.1'4 -2% ' 20% 20% B 111110,Appearance Interior H 42.8% -7% ' -10% -10% mio.Parking Areal 23.8% -34% S3°6 534'° Stairwells 54.1% I a 2% ' 34% 34% H Appearance Exterior Elevators 50.6% l I. 2% 0% 0% 82.6% 1 ' 0% 55% 55% Overall Garage Index 2.0 or better(Target 90%) FY75l16 Q1 02 I 03 Q4 FYAvera•e B Overall 55-9% 57.9% 8 0'. 66.34'% •' '. Cleanliness I 65.4% 66.6% 69.80% 81.1% i 71.0% „„�-* Parking Area 64.1% 67.4% 67.60% 75.5% 68.94'% I. y/j Stairwells 62.6% 65.0% 69.30% 82.346 I 70.2% B Elevators 69.4% 67.4% 72.30% 84.9% 73.8% Appearance Interior H 47.4% 46.9% 4820% 46.2% 47.1% =, Parking Area 4 .5% 3% 43.10% 35.9% 432% 7 Stairwells 40.5% 43.396 52.70% 53.3% 47.5% Elevators 50.7% 53.2% I 48.90% 494% 50.6% Appearance Exterior H 53.2% 65.0% I 69.30% 32.3% 1 68.0% 7xr`x'e+naar�Tfa + ;ps�+:.=�,rx;z.y�. 79.999 and below 80.0-89.999 90.0-100 D The following table shows the percentage score of individual garages. The Overall Score is determined by the following: Overall Score = X 10 J '41.4''''''"'''''''' '' `§ ' ' v + '''"'` '``'" x'` X = Sum of all individual garage scores. Percentage of Assessments scoring 2.0 or better(Target 909'4D i FY15116 J Q1 Q2 Q3 Q4 FY Average Overall 55.9% 57.9% 60.5% 66.3% 603% --- Garage Location I 1900 Bay Road(Sunset Harbour) 72.4% 82.2% 88.8% 86.9% 829% 5th Street and Alton Road, 53.7% 57.7% 58.5% 67.5% 59.6% 7th Street and Collins Ave. 48.0% 35.2% 41.6% 53.2% 44.5% 12th Street and Drexel 34.4% 39.9% 45.2% 58.5% 45.2% 13th Street and Collins Ave. 51.7% 41.3% 42.5% 55.0% 47.6% 16th Street and Collins(Anchor Shops) 44.3% 45.6% 40.9% 45.6% 44.1% H 17th Street and Pennsylvania Ave 74.5% 82.2% 88.0% 80.6% 31.2% 17th Street and Meridian Court 52.8% 56.2% 52.2% 58.9% 55.2% L_ 42nd Street and Sheridan Ave. 56.1% 18th Street and M 52.5% 66.9% 73.0% 62.4% eridian Ave.(City Hall Garage) 726% 89.4% 86.1% 85.7% I 83.7% Percentage of Assessments scoring 2.0 or better(Target 90%) FY AVERAGE %change from.%change from f ... .......,„ , 14115(Q4 only) . 15/16 16117 . 17!18 18119.,.--- prior FY base average average inaglip Overall 2.68 2.27 -15.3'0 � Garage Location i 4 1900 Bay Road(Sunset Harbour)] 231 1 3 -22.1% 5th Street and Alton Road] 249 2.26 -9.2% 7th Street and Collins Ave[ 2.89 2.62 -9.396 ! 12th Street and Drexe]H 3.13 2.68 -14.4%� F ;p A, 13th Street and Collins Ave., 2.97 2.56 -13.3% 16th Street and Collins(Anchor Shops ! 3.05 2.63 -13.8% D 17th Street and Pennsylvania Ave, 237 1/5 -25.7% 17th Street and Meridian Court] 2.87 2.44 -15.0%, 42nd Street and Sheridan Ave. ,2.75 223 -18.3% j 18th Street and Meridian Ave.(City Hall Garage) 1.93 1.68 .+3.0"6 I FY16/1T 1 Q1 Q2 Q3 C4 FY Average 'change from a change from%change from prior Qtr prior FY Qtr base year Qtr 1,;`i Overall 62.4% i I -6.3% :'+I Garage Location I 1900 Bay Road(Sunset Harbourl 80.8°6 I -7.0% 12% 12% 5th Street and Alton Road 52.4% -7.5% 16% 16% 7th Street and Collins Ave.! 59.7% 12% 24% 24% 12th Street and Drexell 58.8% t% 71% 71% .1 13th Street and Collins Ave.j 48.5% -11.3% 6.2% -6% 7 16th Street and Collins(Anchor Shops) 36.1% -20.3% -18.5% -19% H 17th Street and Pennsylvania Ave_ 77.3% -20.3% 4% 4% 17th Street and Meridian Court 58.3% -1.0% 10% 10% 42nd Street and Sheridan Ave. 53.5% -296% 45% -4% 18th Street and Meridian Ave.(City Hall Garage) 33.2% i -2.9% 15% 15% - 1.0-1.4999ic 1.5-1.999 441' 2.0-6.0 D E F G % 1111 79.999 and below 80.0-89.999 - 90.0-100 rr DN' f. FY15/16 .tir' 01 Q2 Q3 04 FY Average Overall Cleanliness Garage Location 1900 Bay Road (Sunset Harbour) 82.86% 8564% 88.34% 5th Street and Alton Road 73.32% _ 76.32% 76% 79.44% 76.36% 7th Street and Collins Ave. 71.12% 67.3% 70.98% 77.9% 71.88% _ 12th Street and Drexel 68.56% 73.52% 75.52% 82.64% 75.62% 13th re6. % . % .84% . . % 77-26% 16th Street and CollinsStet (Anchor andCollins ShopsAve). 774.0294% 7375.7418% 7074.66% 76.088248% 73.82% H 17th Street and Pennsylvania Ave 89.98% __ 9288% _• - 96.66% -._„ i.36°!n I 17th Street and Meridian Court 76.58% 80.86% 76.34% , 79.3% 78.38% 42nd Street and Sheridan Ave 78.82% 78.9% 84.56% 87.94% 82.72% 18th Street and Meridian Ave. Ci Hall Gara•e 87.54% ?tC •_',.. •_7468: YY[o I FY16/17 Q1 02 Q3 Peerage %change from::change from%change from prior Qtr prior FY Qtr base year Qtr Overall Cleanliness Garage Location 1900 Bay Road(Sunset Harbour) 86% -7 0°6 3 3%, 1 5th Street and Alton Road''76.24% -4.0% 1]"', 7th Street and Collins Ave. 78.82% 12°, 1.3 3"6 12th Street and Drexel 78.14% -5.4;- 1.1)°', 13th Street and Collins Ave. 78.94% _ _ -4.3% 3'; s MI* 16th Street and Collins(Anchor Shops) 69.3% -8.9% -7.5% H 17th Street and Pennsylvania Ave' '•' - . -3.3% 3)°6 1 17th Street and Meridian Court 7T.22%- -2.6% 0 3% 42nd Street and Sheridan Ave 82.08% -6.7% 4.1'0 18th Street and Meridian Ave.(City Hall Garage) ' ,1 -3.2% at4 b 4 A f t ", 79.999 and below ° D E F G 80.0-89.999 . 90.0-100 D FY15/16 Q1 Q2 03 Q4 FY Average Overall Appearance _ Garage Location 1900 Bay Road(Sunset Harbour), 81.42% 81.26% 79.74% 75.92% ' 79.59% 5th Street and Alton Road 71.38% 72.64% 70.52% 69.64% P. 71.05% 7th Street and Collins Ave. 65.56% 60.7% 58.52% 62.22% P. 61.75% 12th Street and Drexel 55.78% 57.8% 60.78% 63.42% . 59-45% 13th Street and Collins Ave. 64.74% 59.26% 56.52% 59.58% 60.03% ir 16th Street and Collins(Anchor Shops) 60.34% 60% 53% 52.32% 56.42% H417th Street and Pennsylvania Ave 80.8% 80.32% 80.5% 70.42% 78.01%ll_ 17th Street and Meridian Court 62.48% 67.28% 59.84% 62.36% 62.99% 42nd Street and Sheridan Ave.._ 69.4% 64.74% 68.06% 70.06% 68.07% 18th Street and Meridian Ave. (City Hall Garage). 78.26% 83.74% 76.86% 76.12% - 78.75% FY16117 Qt I 02 03 Q4 FY Average %change from%change from%change from prior Gtr prior FY Qtr base year Qtr Overall Appearance I Garage Location I 1900 Bay Road(Sunset Harbour) 76.26% I -6.34% i.., 5th Street and Alton Road) 7144% 7th Street and Collins Ave. 68.46% III* 12th Street and Drexel) 64.50% 13th Street and Collins Ave.' 59.82% -7.60% 16th Street and ColUns r,Mchor Shoos! 51.3% I -1.87% •14.92% 17th Street and Pennsylvania Ave 72.5% 10.22Yo 1 H 17th Street and Meridian Cour i 65.2% =. 5"., 42nd Street and Sheridan Ave. 62.08% -11.39% -10.55% 18th Street and Meridian Ave.(City 14a6 Garage) 75.04% -1.42% -4.11% 79.999 and below ra 80.0-89.999 90.0-100 D E F G Training The following are training slides on how each area should be assessed. ' n ra,`H r { p ,..-.4,4:-,,K,,,,„34-4 - ,a�a .iv,r , ) . $ .s tt + �� n [ c`r.' 3'r' y,tt. 'I 1 4`Y k +e :-=,',-.1,t-J 9d� �9 "v" ic4 °j y?srtt+ ^9 d A zi. , n r x,. rv6 �.- L� '�*y x 4 .,, S .g 't��f ., a r, YL£1 f,{ ' .(�€ r 5(�R�s' .Y f ✓r'a >,e � i i4" s`� -F yl{ 4 et -1,4*-',' 4, l l r ;4 e h 'e7' 1' W r, �.m k+{$�,', ; ' e `d 'y` '4. :0 - b R. h d.t '* 42'3 e '>c;: : 1 k-.,-, ..,,,,r! `Y {;ii '.. d!' '": ' i �1'.' �- �' r4v .rly'f :. a '�a _ P • A 'AGEIN t � EANLINEssP'ARKlNAREA The following index will be used to rate the cleanliness of public garage parking areas, stairwells, and elevators. Garage Index— No organic material Parking No Trash off No graffiti on Odor Free Garbage Cans vomit/sand/ Area ground walls ono urines weFinaintained cobwebs) cleanliness , ,., `� �J I 4. '& frerne-' ,mires ' '' '`V Maintained .-, Y , 3. 3 .. "t 0 MIAMI BEACH • . , . , GARAGEINDEX •CL ! ;AL1 SSSTAIRWEll .,,..;_...,..„..,.....,.........;.........„.._.:::„.....:;.;_„.....:.....„„.:._,,, ., The following index will be used to rote the cleanliness of public garage parking areas, stairwells, and elevators. Garage No organic material Index— No Trash on No graffiti on Odor Free Garbage Cans (vomit/sand/ Stairwell ground walls (no urine) wel-maintained cobwebs) cleanliness ty g N; i .M. , G- # �' '�'erew�.r f 1 / Well $1 r Maintained ; •1�� `{ I 'c" ' •s , • i MIAMI BEACH f ..t . ....., , . . . A A roo. , D ,,, J , r,, .., .,, NLINEssE[EvAio , :,.. „ . , . The following index will be used to rate the cleanliness of public garage parking areas, stairwells, and elevators. Garage Index— No Trash on No graffiti on Odor Free Garbage Cans No organic nmd/rial Elevatorground walls (vomit/sand/ (no urines wet-maintained cobwebs) cleanliness 111.1111 1 ' - i iii. „ii,,,,, ..,' ,, ., , w�li � 1 ! I if _____ 11, �a�y Ill [ r�'R i I .,s8; AF .r 1,: til MIAMIBEACH .. ._., . . . . GARAGEINDEX AppEARANcEINTERioRpARKINGAR EA . . The following index will be used to rate the interior appearance of public Garage parking areas, stairwells, and elevators. Ticket Garage bursters/payment No station/exit verifier Index- Painted areas crisp . in good working Parking Signage well Lighting damage and clear (no rust) condition) or Area maintained sufficient . - (lecco6nc/rerutest/ and pavement stairwell appearance stain free - spdling) ,- , . ,. ,.-,,.. ... -. dcors/railings or interior . elevator • - - - -- • • - doors/buttons i -771 .., ‘:.:; Extreme ' 1 '\ . , . . .-,..., „s•fl, r .. •-- .; •, ..„....z...„ --' : ,‘- .., .,‘"A i.r.tir,,-. - ' - • ' \ :„.... ....... . . .,.. 0 MIAMIBEACH i Alt) A ,•• - ' - Fit ' ' ' , ,... ... .,. A PPEARANCEINTERIORSTAIRWE 1 ,, The following index will be used to rate the interior appearance of public garage parking areas, stairwells, and elevators. Ticket • bursters/payment Garage No station/exit verifier Painted areas crisp Index— damage in good working Stairwell Signage well lighting )leaks/ngist/ and clear (no rust) cndition) or maintained sufficient and pavement appearance concrete stain free stairwell interior spelling) doors/railings or elevator doors/buttons 00' 11:�ti Irllid li „A nil ,,, 'I t \ I ;;_ 4 M T. , !s ,lir ., i61 li dT c ',art! } gig ? m MIAMIBEACH E' GARA OEI DEX ,• , APPEARAEINTERIQRELEVATOR The following index will be used to rate the interior appearance of public garage parking areas, stairwells, and elevators. • Ticket bursters/payment Garage ' No station/exit verifier Index— damage Painted areas crisp in good working Elevator Si gnage well fighting (teaks/rust/ and clear (no rust) condition) or maintained sufficient and pavement appearance concrete stain free stairwell interior __ spelling) doors/railings or elevator doors/buttons MMS f4. '.. Extremely __, ;„ .5 Maintained , Mt F} , q Y X y• __ , 0 MIAMI BEACH , . . .., ;.1.- AIA . _ ' . /A i) , -' ' ' e' - ' ' • " .14, .., The following index will be used to rate the appearance of E-X-ERIOR of the public garage Garage Planters/Grassy No Index— Areas/sidewalk GraffitiSignage clean and Free unpleasant No trash Exterior entrance welluseable odor Appearance maintained} f ' I' lir I 1[1 , 1 I , ; ., ,,p, -,.. , -,,,- ,,,- , - ', . 1 A ; ., , , , ..... _ , • :• 1 , . ._., ....... ,........ 4:, - ty I..,4. : ::. Iv "-------.______77, • F =, =------:---, . . am j ' ..- ::.--1--.-=...;.,•7".. '.. .. I ,., . '... ..: .. - v ti ..... • . ,.. 1 ._ -... ‘-:.':-. . ,... .. ,., .:. . .-,i...A ill ' Maintained . --4- ii- .A 0. , -,,, ; , , :"%ci , _ '7 •... ,„, •14. ' 115 7"•,,,';‘,1"--- - 's''''7. • '7, )'- '''' Allti ,.:177';• ,.•,, 'Z.;7t.."'''''-' ' ',,„ -. --..__ . —.... • .'' -' . .1-511:''''':.3;r1,' •.-'.1-7.1'-kt.„.i.'e 7 .:7t•:':' ,-..*;:i,.k.. 4 '. . .. g . . '''''''' - 1;:":4'hAk1/4..:.:-"i t, . - el) MIAMIBEACH v.. ..' . .. ---,_ NONOTMAINTAINED -- . ) • ..::.,,. : ",...... • z , ..... ...,...— . tt ,....,.. ., , 1 . ...,, * ,‘..,;...,..,.. .... . .. . ...,„..,..: ., ......0 _,,.....,....... ,.. i i 0.tlkstt oPIE • \ :........ 411144: —..- ... , . Z.: ... al_AI ._.•• • 1 1 - 1 .4 * • - - -__. __ • :-.r.,. . . ......4. • . ... ‘ "—... * ,. . 9: .. .14 .'..4.4. 1 . 0.,4 ... •,,,,- ' . . :. •N *---, 0 14.....• ,--- 4 t ..T.Nt . . N......„.... ..,...,. ...,,,,,, .--___,,--- ,.. 44.,..-1,;•;,..741, .,-. . .., , w't 111. cti miAmIBEACH _ . . . NO-NoTAAAINTAINED V ...,. x,_"VIM ' 1 ..:...:.- • ir ; 1 Ilk ' -. . - . aiaisoThil le ) , ., ii, , .... , 4 be AN,' • ' I '• \I I ' ' 11/ , Y'• .!2 7 . • . . , — -„ r • I 1.A.-...:4 . if4. ..01.7..-4 • -. '- " - 7,:c... -s-.7.1.•••• ..:,:-.-4... ,-,'., . I .. , -. .•,,,,•--,-,,,---•,'-'4.4"."1 . - , -):1-1t-- `;. .. —, . , .. '"•11.' -,' s,,, •IL . c- - :-. ,..t...-tik.44..4 •,,:.:_-:.--,‘, '----- .. . .....,.... .' 't4'.: . . • :-.. . .4 ' ,,,;..„A. .:,'t44 -• "" ' ---1-s"'``""t''''-'''' •'t .._, • . . •'' '' - iliffig4-44. , ,„' ..,•44-.! X : *7 el/047, .• ' • '4".. r t` 'N.4 .,. ,. -,,'_ f•;.,•Tr .. ..? ';Is.- • . : ' -, .0• I . ' .4;•. - •- '' . 1 . . . , --- - 4 ... : ,...4.. t. 4 „...- ....... ..., , , . , .. ,.,. - •- ‘5,.7` ' ., .::'.`•. • \'''..1.,.. ,..111.,' ' ' 1,;• '....`",:', , . . .,‘ 1. .. . , , '. :Y. - I ,....41,—....:.........., --',..,.. ...,.,:—.4.... .•, \st : —,L. .. —. ' ' 1,,:. :., -•^.- = _.. n MIAMIBEACH . . . . . . • . - - , . , . N(1)-N OTMA I N TA I N E D ' . 7(.ttri "mu/ !I . ..,. 1.• ",•,:7° "1" - ,: , , ,,. .. . 1 . .,i' 11::, ;1:1-fi T. :/: ..,,-...! , ' - :4 . v-Aga....,0, ':..' ,t:. 1.A•,- r 11111111 '10.7-''.- ' • . ..•.•,: , ---1 r •i 1111; t• •, , ... . , 1 sv.,•. , . .. . ' 1 . ' . • . .0,1 . .. .. . „.. --...-•..-1, 4 _ 7".....--, • nr:fAITIAVVINZ,71 *1 ..;) _. ,... : ti:3 :F1 ' Li ., . : VW, I t••• '''• ' 1 4 , , 'II,i iff , -"4'• .- ':-.!... . ..teili,- F, ill f 110 it: . - 1.,:...i*:t•-:,'-f":: ::41it• ANI: i 1 ' 1 ...u...", , . )kV.V(TA' ,, ,..,,I :''''' 4,k.• - .. ,4 ?•;!l' 1' : ''I ::. i -;:"'' - 4:k? 4 .1,:- . 7,....t.4.... • :.. . 10., • --1-4, • -vv. .i; , i.„ 1 ..,. . . „ C..- •4, ....,,,-„,j y; , v.. i ... ...... . 1 .. . . :.,..,• Oa t' i MIAMI BEACH , .-..,..: „.,.•.. ..,i0:s.y...... Conclusion The Garage Index program is utilized to communicate the status of the level of service regarding public garages in Miami Beach. The results, ranging from 1.0 (very well maintained) to 6.0 (not maintained), provide an understanding of what criteria perform well and which do not. By analyzing the results, change can be made in areas in need of improvement so that the City of Miami Beach may provide better quality public garages. Quarterly data is shared with the commission via LTC with input from responsible department(s) regarding opportunities to improve performance. POW7 ra . ..4., i `�� . '-k,-• ",r :,.-....,........,.....„.41-........ „--.:-----,---._ -� ' 'k.�.` �r> _14_. � �' .' ice_ }I t.' - - '} -�- -.``e _._. S i'1, 1al'Ra*=t � ¢� S Mt i iRF / ‘A\ I fziA_: A\ ell ; v \ 4 \ / / \ IL .. „ _.,e 0 City of Miami Beach Restroom Index Manual Table of Contents Introduction .3 Objective 3 Background 4 Scheduling 5 Procedure 5 Data Analysis „6 • Calculations 7 • Sample Reports 7-11 Training 12 • Training PowerPoint Slides 12-16 Conclusion 17 Introduction The purpose of this manual is to provide information about the city's Restroom Index program. This includes information on the areas assessed, assessment instructions, data analysis and collection, and next steps. Restrooms that are assessed include: • South Pointe Park (M-S 7am-8pm) • Majory Stoneman Douglas (M-F 7am-8pm/SS 8am-12am) • 6th Street& Ocean — Lummus Park (M-F 7am-1 Qpm/SS 8am-12am) • 10th Street & Ocean — Lummus Park (M-F 7am-10pm/SS 8am-12am) • 14`h Street & Ocean — Lummus Park (M-F 7am-10pm/SS 8am-12am) • 21st Street & Ocean — Collins Park (M-F 7am-10pm/SS 8am-12am) • 35th Street& Ocean — Pancoast Park (M-S 7am-8pm) • 46th Street & Collins — Indian Beach Park (M-S 7am-8pm) • 53rd Street & Collins — Beach View Park (M-S 7am-8pm) • 64`h Street & Collins —Allison Park (M-S 7am-8pm) • Unidad Beachfront (7am-8pm SS) • NSOSP 80th Street & Collins (M-S 7am-8pm) • NSOSP 83`d Street & Collins (M-S 7am-8pm) • NSOSP 84`h Street & Collins (M-S 7am-8pm) • Stillwater (M-S 8am-8pm) • Crespi (M-S 8am-8pm) • Tatum (M-S 8am-8pm) • North Shore Park Youth Center(By Tennis) (M-F 8am-9pm/SS 8am-8pm) • Fairway Park (SS 8am-8pm) • Normandy Isle (Restrooms by field) (M-S 8am-8pm) • Muss (M-F 8am-5pm) • Maurice Gibb Park (M-S 8am-5pm) • Soundscape (W/R 7pm— 10pm) • Flamingo Baseball Stadium (M-S 8am-5pm) • Flamingo Outside Tennis (M-S 8am-8pm) • Flamingo Football Stadium (Concession Area) (M-S 6am-9pm) • South Point Drive and Pier Park (7am-Sunset) Objective To monitor impacts of recently implemented initiatives in order to identify areas of improvement and assure the quality of services. Background The Miami Beach Restroom Index is an objective measurement of performance ranging from 1.0 (Very Well Maintained) to 6.0 (Not Maintained) and includes appearance and cleanliness assessments for interior (toilet and sink areas) and exterior areas. Criteria for each area are listed below: Cleanliness Toilet Area • Floors mopped/clean/no stains • Toilets/urinal clean/no litter visible/no leaks • No unpleasant odor • Toilet paper available/usable • No graffiti Cleanliness Sink Area • Floors mopped/clean/no stains • Sink and/or mirror clean/no leaks • Trash can no more than %full • Walls clean/no graffiti • Soap dispenser clean Appearance Interior • Stable/operable toilet/urinal partition enclosures • Stall doors rust free/fully painted/latch and hinge functional • Sink faucets and soap dispenser functional • Hand dryer or paper dispenser functional • All interior lights functional Appearance / Cleanliness Exterior • Signage visible and clean • No graffiti • No unpleasant odor • No trash/litter • Entrance door rust free/fully painted/functional (rollup or traditional) The results of the assessments are used to monitor the impacts of recently implemented initiatives to target areas for future improvements, and assure the quality of services. Quarterly sample sizes are set to ensure no greater than + 7.0 percentage point sampling error given the 95% confidence level. Scheduling The hours of operation vary from restroom to restroom. Restroom index assessments are scheduled as follows: Monday to Sunday: 8:00AM to 12:00PM II. 12:00PM to 4:00PM III. 4:00PM to 8:00PM IV. 8:00PM to 10:00PM • Shifts are scheduled in 4 hour increments based on time of the day to enable statistically valid sample. For statistical validity, each assessment must be properly distributed; otherwise the sample size would be small and produce inaccurate results. Shifts can occur during the weekday and/or the weekend. Assessors can sign-up for shifts or be assigned; any changes to the schedule must be made at least 24 hours prior to the date of the assessment. Based on the calculated sample size (see page 7), 46 assessments per quarter are required. The following distribution shows that 46 assessments need to be split evenly between male assessors and female assessors so that each complete 23 assessments per quarter. The 8:00pm to 12:00am shift has a smaller number of shifts scheduled because during this time, most restrooms are already closed and not much data can be collected. Mon - Fri Sat-Sun Total I II III IV I II III IV # of Male shifts 4 4 4 1 3 3 3 1 23 #of Female shifts 4 4 4 1 3 3 3 1 23 Total 8 8 8 2 6 6 6 2 46 26 20 Procedure For every quarter, a schedule is created based on the shifts distribution so that assessors may sign up for a shift or multiple shifts in the schedule. Restroom assessments are to be done using the city vehicle. Data Analysis Scores: Quarterly reports help to monitor the data collected. We review average scores that range from 1.0 to 6.0, with 1.0 being the best possible score. The city's goal is for 90% of the assessments to receive a score of 2.0 or better and all assessments to score 1.5 or better. The data reports are used to identify positive/stable performance and criteria. We are able to identify issues in locations relating to cleanliness and appearance to address poor performance and implement strategies to improve. Sample Size: To determine the sample size to be utilized, three factors were taken into account: population size, confidence level, and margin of error. • Population: There are a total of 54 restrooms (27 male and 27 female) assessed over 4 different 4 hour shifts and 365 days in a year. However, because all 27 restrooms of a given gender are assessed in one shift, the population is determined by multiplying the two types of restrooms (male and female), the number of shifts in a day, and the number of days in a year, which yields 2,920. In other words, to assess every restroom, every available shift and every day of the year, it would take 2,920 assessments per year. This number is much too large and that is why a valid sample size is needed. • Confidence Level: A confidence level is a percentage that expresses how sure the results can be. This tells us how often the true percentage of the population would lie within the confidence interval that is to be calculated. For example, a 90% confidence level allows us to claim that 90% of the time, the true mean would be within the confidence interval. The most common confidence level is 95%. A higher confidence level requires a larger sample size. • Margin of Error: The margin of error (also known as the confidence interval) is a percentage displayed with a plus or minus symbol. This is what allows the data to have some room for acceptable error. For example, if we claim the mean score is 2.0, we would be wrong whenever the mean is not 2.0. But a confidence interval allows us to say the true mean lies within an interval (such as between 1.8 and 2.2) and this claim would be least likely to be incorrect. A higher margin of error results in a larger interval and this would require a smaller sample size. A lower margin of error is preferred to obtain more accurate results since the data would be within a smaller interval, however it would require a larger sample size. Together, these factors can determine a proper sample size and present the data in a way so that we can claim that we are, for example, 95% confident the true mean score of a population lies within 1.8 and 2.2. The sample size is determined through the following formulas: The first formula determines a sample size when the population is unknown. (Z—score)2 x 0.25 SS = ME2 The second formula determines a new, or updated, sample size that takes population into account. SS New SS = 1 + (SS— 1/Pop) • SS = sample size • Z-score = number that corresponds to a given confidence level. For 95%we use 1.96 • 0.25 = product of the standard deviation times 1 minus the standard deviation. Because the standard deviation is unknown, we use 0.5 and the product of 0.5 x (1 - 0.5) = 0.25 • ME = margin of error; 5% is 0.05, 7% is 0.07, etc. • Pop = population Once we have a final sample size, we divide that number by 4 to determine our quarterly sample size. New SS SS per Quarter = 4 If we choose our margin of error to be 7%, then our required sample size is 46 assessments per quarter. By completing 46 assessments per quarter, data can be presented with a ±7% margin of error. Calculations: For sample size Population: 2,920 Z-score: 1.96 (for 95%) ME: 7% SS: 196 New SS: 183.7 SS per Quarter (rounded up): 46 SS = (1.96)2 x 0.25 — 196 0.072 New SS = 196 = 183.7 1 + (195/2,920) 183.7 SS per Quarter = 4 = 45.9 Sample Reports: The following is a sample report to serve as an example of how the data is presented. The following tables show index scores of different categories for a given quarter. A subcategory score (such as the toilet area score and sink score) is determined by adding all the individual scores for that subcategory and dividing by the total number of individual scores. Subcategory Score = X AX = sum of all sub-factor scores N = number of assessments The overall cleanliness score is determined by taking the average of the subcategories (toilet area and sink area). Overall Score = (sl+sz) Imo B z S1 = toilet area score S2 = sink area score The overall Restroom Score is determined by taking the average of the subcategories (toilet area and sink area) as well as the interior and exterior scores. Overall Restroom Score = (s1+s2+s3+s4) _Cy. . ., rpt 4 + -,y ; S1 = toilet area score S2 = sink area score S3 = bathroom interior score • S4 = bathroom exterior score A fiscal year average tells us the overall performance for a certain year. Similar to the overall restroom score, the FY Average is determined by taking the average of the 4 quarters within the given fiscal year. (al+Qz+qa+q4> FY Average = 4 Q1 = score from 13t quarter Q2 = score from 2nd quarter Q3 = score from 3rd quarter Q4 = score from 4`h quarter The "% change in prior Quarter" shows by how much the current quarter improved or decreased from the previous quarter in terms of percentage. change in prior Qtr = �x-Yr) Ex = current quarter score Y= previous quarter score The "% change in prior FY Quarter" shows by how much the current quarter improved or decreased from the same quarter a year prior. For example, if we are looking at quarter 1 from the FY16/17, we are comparing it to quarter 1 from the FY15/16. % change in prior FY Qtr =Y- I. Fx = current quarter score Y = score from same quarter one year prior The "% change from base year Quarter" shows by how much the current quarter improved or decreased from the same quarter in the base year. If the base year is FY 15/16 then we are comparing whatever is the current quarter's score to that same quarter's score in the base year, FY 15/16. For example, if we are looking at quarter 1 from the FY 17/18, we are comparing it to quarter 1 from the FY 15/16 and not from the FY 16/17 because the base year is FY 15/16. G . %change from base year Qtr = r— 1 X = current quarter score Y = score from same quarter from the base year When dealing with percentages instead of index scores, the following formulas are altered: Subcategory Score% = X x 100 H x = number of sub-factor scores with a score of 2.0 or better N = number of assessments Overall Restroom Score = (Xi xz)+Xz+x3 4 X1 = Overall cleanliness score ✓` X2 = Bathroom interior score X3 = Bathroom exterior score Restroom Index Score For Alt Public Restrooms Cityw,de Overall Public Restroom Index{Target--1.5) FY15/16 B Overall CityRestroom Score s Qt 02 03 04 I FY Average I 2.08 I 2.06 1 39 1.79 2.00 Cleanliness C 2.51 250 2.31 2.01 [ 2.37 Sink t amaa 2.46 2.52 2.31 1 97 2.40 111/11* Sink 4rna 2.57 2.52 2.31 2.05 I 2.40 Bathroom'ntericr INIMIEMMMErn�o ,57 I 1 51 A Bathroom Edenor 1.80 , 1.83 1.77 _MEE=11 1 73 Overall Public Restroom Index(Target.1.5) FY16117 %change %changel%change 01 Q2 CO 04 FY Average from prior from pricr(lfrom base B Overall City Restroom Score ¶ 1.89 I r• 5%Qtr F-y Qtr 1 year Qtr 1111400 Cleanliness_ . C 2.17 ' 8'6 - _,i.,� -3„° Toilet Area78% 04; i -14°% Sink Area 2.11 � ' -13°% -13% 223 9% -13% •13°% p Bathroom Interior 136 11% 26% 26°% Bathroom Eaecor I ♦ _ -24 -24 Overall Public Restroom Index 2.0 or better FY15116 B forget 90X) 01 02 03 04 FY Average Overall City Restroom Score J 66.6% 66.0% 73.1% 80.2% 70.4% Cleanliness , J 47.7% 47.1% 60.0% 72.1% i 54.7% Toilet Area 50.6% 48.1% 62.1% 72.9% 56.6% I F G Sink Area 44.8% 46.0% 57.9% 712% 52.9% Bathroom Interior 88.5% ':,ate•;,'.I,»,,,;.e-. 96,5'6 r 84.1% i 88.0% H Bathroom Exterior 32.4% 78.5% 86.0% - MIZO=:ir43 34,2% FY 16/1 7 Overall Public Restroom Index 2.0 or better i %change %change %change (Target 90%) Cl 02 03 04 FY Average from prior from prior from base Qtr FY Qtr Year Qtr B Overall City Restroom Score_ 76.0% -5.2% 14 1% 1 13.1'° Cleanliness I 64.4% I -10.7% 35.3% 35.3% Toilet Area 65.8% -9.7% 30.3% 30.2'9 illaitfr Sink Area ' 63.0% -11.5°% 40.8'% 30.8'% Bathroom Interior 79.7% -5.2% -9.3% -9.9% H Bathroom Exterior t "`"0�"',-' 3.2% 16.3% 15.3% D The following table shows the percentage score of individual restroom locations. The Overall Score is determined by the following: 5 ` Overall Score = x n X = Sum of all individual restroom location scores. N = amount of individual locations Percentage of Assessments scoring 2.0 or better(Target 90%) ID Percentage of Assessments scoring2.0 or better FY15l16 9 (Target 90th.) Q1 Q2 03 Q4 FY Average Overall I 66.60% 66.00% 73.1% 302% 70.4% i Bathroom Location South Pointe Park(M-S 7am-8pm)'' 79.1% 67.2% 88 3% 35 5% 1 79.0% Majory Stoneman Douglas(M-F7am-8ptr SS8am-12am) 58.1% 46.8% 50.0% 68.5% 55.6% 6th Street&Ocean-Lummus Park(M-F7am-10prrYSS8am 12am) 74.4% 66.7% 77.2% 75.0% 72.7% 10th Street&Ocean-Lummus Park(M-F7am-10pnVSS8am-12am) 61.1% _ 56.3% 50.9% 66.2% 59.1% 14th Street&Ocean-Lummus Park(M-F7am-lOpiWSS8am-12am) 40.2% 50.0% 38.0% 51.0% 44.6% 21st Street&Ocean-Collins Park(M-F7am-10pnVSS8am-12am) 68.3% 69.9% 77.3% 76.7% 72.2% 35th Street&Ocean-Pancoast Park(M-S7am-8pm).., 73.1% 75.8% 84.5% 81.3% 77.7% 46th Street&Collins-Indian Beach Park(M-S7am-8pm) 31.1% 75.0% 83.7% 84.6% 30 7% 53rd Street&Collins-Beach View Park(M-S7am-Bpm) 85.0% 37.0% 84th Street&Collins-Allison Park(M-S7am-8pm) • 63.8% 68.2% 60-2% 87.0% 68.9% Unidad Beachfront(7am-8pm SS) 88.9% '9/...114,,.. 38.5 NSOSP 80th Street&Collins CM-Slam-8mm) ••• 36.9% 42.0% 46.4% 52.0% • 43.2% NSOSP 83rd Street&Collins(M-S7am-Bpml - 43.8% 44.2% 65.9% 68.5% 53.4% NSOSP 84th Street&Collins(M-S7am-8pm) 51.2% 90.7% 80.3 73.7% 67.2% H Stillwater(MS Bam Spm) 64.7% 66.9% 86.1% ,F.-----4-274% ,,'.•. 74.8% Crespi(M-S Sam 8pmlj 49.3% 1•••53.2% 333% . 96.7%,'-1 66.2% Tatum(M-S 8am-8pmil 75.7% 73.3% s'-'?.1. .K - 92.1% 81.0% North Shore Park Youth Center(By Tennis)(M-FBam-9pmfSS8am-' , 69.1% 64.3% . ,100.0% ' '. 100. 81.0% Fairway Park(SS8am-8pm) 82.0% 64.3% 7Do.o7C'o"Y*)!n • 81.4% Normandy Isle(Restrooms by field)(M-S8am-8pm) 88.2% 82.4% Muss(M-F 8am-5pml ' 58.3% 52.1% 70.0% 59.4% 58.3% Maurice Gibb Park(M-S8am-5pm) 466.2% 31.3% 75.0% 75,0% 46.0% Soundscape(W/R 7pm-1Opm) :, 62.5% 62.5% Flamingo Baseball Stadium(M-S8am-5pm) 50.0% { 50.0% Flamingo Outside Tennis(M-SBam-bpm) 80.1% 36.1% 75.0% '31" ?'s 33.3% Flamingo Football Stadium(Concession Area)(M-S6arn-9pm) 83.3% 33.7% 75.0% ;3 36.2% South Point Drive and Pier Park(lam-Sunset, - 38.8% 25.0% 33.7% 43.0% al 35.0% FY16'17 Percentage of Assessments scoring 20 or better(Target 90%) Y Change %Change %change 01 Q2 03 Q4 FY Average from prior FY from base from prior QtrQtr year QV tirtii " Overall • 76.00% I -5.2% 14.1% 14.1% J Bathroom Location I I South Pointe Park(M-S 7am•8pm)I 99.3% • 4.3% 12.3% 12.3% Majory Stoneman Douglas(M-F7am-8pnsSS8arn-12am)f', 75.7% I 10.5% 30.3% 30.3% 61h Street&Ocean-Lummus Park(M-F7am-10pnVSS8am-12am)z,. 774% 3.2% 4.0% 43% 10th Street&Ocean-Lummus Park(M-F7am-10pnVSS8am•12am) 81.3% 23.3% 33.9% 33.3% 14th Street&Ocean-Lummus Park(M-F7am-10pnrSS8am•12am)`'•••- 48.2% i -5.5% 19.9% 19.3% 21st Street&Ocean-Collins Park(M-F7am-10prnISS8am-12am) 65.7% -14.3% -3.8% -3.8% 35th Street&Ocean-Pancoast Park(M-S7am-Bpm)'S. 77.9% -4.2% 3.3") 8.3% 46th Street&Collins-Indian Beach Park(M-S7am-Bpm)If,' 73.5% -13.1% 44% -9.4% 53rd Street&Collins-Beach View Park(M-S7am•8pm) 85.7% -1.5% •9.3% -9.3% 64th Street&Collins-Allison Park(M-Slam-bpm);e 78.4% -9.3% 22.9% 22.9% Unidad Beachfront(7am-8pm SS) 33.3% -15.1% •6.0% -8.0% NSOSP BOth Street&Collins(M-Slam-bpm)('. 54.8% 5.4% ) 48.5% 48.5% IIIM NSOSP 83rd Street&Collins(M-Slam-bpm) 65.6% 4.2% 49.89', 49.3% H NSOSP 84th Street&Collins(MS7am bpm) -r 63.5% -13.8% •24.0% 24.0% Stillwater(MSSam-bpm) 741% -20.1% 14.5% 14.5% Crespi(M-S 8am-8pm) 82.3'6 -14.4% 68.0% 88.0% Tatum(M-S 8am-8pm),': 77.5% -15.9% 2.4% 2.4% North Shore Park Youth Center(By Tennis)(M-FBam-9pnVSS8am• ,•:--'L''-::-4 I -4.6% 38.1% '38.1% Fairway Park(SSBam-bpm) 87.5% -7.1% 6.7% 6.7% Normandy Isle(Restrooms by field)(M-Seam-bpm) 85.3% J -5.8% -3.3% -3.3% Muss(M-F 8aro-5pm)" 63.3% 6.6% 3.8% 8.6% Maurice Gibb Park(M•SBam-spm)°"• 75.0% 0.0% 32.3% 82.3% Soundscape(WIR 7pm-1 Opm) 60.0% 60.0% Flamingo Baseball Stadium(M-S8am-5pm) Flamingo Outside Tennis(M-Seam-Bpm) • 0.9% 14.3% 14.3% Flamingo Football Stadium(Concession Area)(M-S6am-Opm).1.--1,.";166.31‘;',.:.-• I27.6% -18.0% -18.0% South Point Drive and Pier Park(lam-Sunset;7k,<_40214,','-..!, -8.5% 3.5% 3.3% Dili' E I Ffr et Training The following are training slides on how each area should be assessed. V A f H■, V �M V i. •4 L 001 i.G4'}r 1','141 4 Gi ".` G' TOILET/URINALAREACLEANLINESS The following index will be used to rate the public bathroom interior area, toilet area, sink area, and exterior. Bathroom Floors Toilets/urinal No Toilet paper Index— mopped/dean clean/no litter unpleasant available/usable No Graffiti Toilet/urinal visible/ no CIEANLINESS /no stains leaks odor in dispenser VIII ; ' ` eme e i g illfaiti•1 k a I I G MIAMIBEACH i I 11_4ad it. ,.A ft l _ SI KIN The following irdex wil be used to rate the ,oublic bathroom interior area, toilet area, sink area, and exterior. Bathroom Floors Sink and/or Trash can mirrors Walk clean/no Soap dispenser Index—Sink mopped/clea no more clean/no Graffiti . clean CLEANLINESS n/no stains than 3/4 full - leaks • * liv— ..... EZI 0 r- --- ` h,.�. /. •.,.: ■ ■ . 111 ■ / eme r �„ 1 ■ . . 1 ■ 1 ■.'a !1aintainer . i �> • tri , 4 fi ,, `s ti Nom..- f . M AMI BEACH , .. v ; 211410 !.. _ jt INTERIORARE iy, i ' 1- i . 1 The following index will be used to rate the public bathroom interior area, toilet area, sink area, and exterior. Stall doors Bathroom Stable/operab rust free/fully Sink faucets Hand dryers or Index— le toilet/unnal painted/latch and soap paper disposal All interior lights Interior partition akin e =dispenser functional functional APPEARANCE enclosure functional --functional f— ,; „1 i .-,,,,,4. ) ,„st„ Ii11Ili! ., 4, . t i� i tMI i _ �S t� , : ;:::,,,i, ::,... IL,. a i „..1L. 1 4 n MIAMIBEACH ., A. H ,M 'T4,0 . � ,) EXTERIORAREAAPPEARANCE&C The following index will be used to rate the public bathroom interior area, toilet area, sink area, and exterior. Bathroom Signage Na Entrance door rust Index—Exterior visible/legible No Graffiti unpleasant No trash/litter free/lull • APPEARANCES. clean painted/functional CLEANLINESS odor (rollup or traditimpll_ _i ., • \-i " • x Extreme'r f 4. I i i i, Well — t �' to ntarrred ,..;i L' 0 MIAMI BEACH 'I . . ,. ., • •,-, . — ••• .•, ......... , . ,-.• '-•• ••,- ' •''".• '•- ''...,. , 0. 1 G. tiT I,ra I A' 'i ) Imo .. , . . ..,2.' r -nroni . I 11.,..1 . *1 ,, .. !'..4 i ':: r i 1 4 ,s. , . , : 4,1.. e•-•, , ' 7 , it! -. i ;7 • .. t.44:1 . 1,_ I S. , - - 1 7 I 1,-, ..-: -11, . - '-•- ' ' -. .-, ...• • V. .: --.. ' -ti;:, . '-,f-Of.,",,,..,,.--',,, , „ P:— . .x.' :-.' ' 1 r, --- r; 7 ; ,, tn• "1: .... '4.....-•••••'',• i Zi-'•• ,... . *,• •: • --• . , ,•'s '3,, , •..: ,-.:.<„ , t . , • ' 7'17... •; • • 41, - - ,• t , •-•.- ,-: .:.•_.,- ... •• . I •,,..., .• ...Fillar_l' i ,.....,,,• •. ., — 6,,,, , .,..„, 14..... , 4 .., ,. „,-.. _ ,.1.-....-. ••• . i 'F'c P.,#,' ‘........„,„ ..7,,,,..4,•,-,..- - .1 ., 4, *—. d' -.)'.-. 1"fri>' • * . .Al-.4-'i• i t'i,i',4 ..'•';‘,'. * • f'k • 4 • - • , X irIf.i:'‘:;. •s'i f ' Jo.? N .„•,,. ':',1' .,-".' r- 1 i "6,•.t. -, . ..- ',... :• ', i -oath.. ' '1 '... • • . .. ... .. t--....1 j, 1 • • • ,,., i ,* 4 '\ ;, • •,,-1W.,4 ',,,i-.4 lma-,,,,..' / 0 rff • b„,,,z it), L.......,;„.....—......,...L. :, • • °IP." ' 441: ' t, 8 41" , ‘. .s• . _ •- A , •0.. ./.,-, ..,•. . .' t ivf,_-... i 4: _-- :t -.. ., • • • ,.. ....b- t,';':','‘. i...-- , ,,-.'••..r.;1 1 1 •1,--.1 r 'I 4. • .. :a qt)f 4 i i ''. . ...2, , = - ... , .•,.„;. 1 i .' 1.• 7 1 ; ' -1 I • A • N,':.. . '- J 1 i . '... -• ' . . . . i - - • r tr.i i B , . r • pito* '.• 0 f ..,„ , • . P• ?. e.- . ,. ' • N. .:•:. 1 ; ,. --. 0— •.,, „,, ,..,. . • 1.• .. ,•'10 , ....,.. .. ... . , ;.'''''''' -.4 ., t '1' iir."5.4.-- • f -r ,s.; ,.. .1—A 4 ., , • 4. • -' 1 • -, ..I •, MY:: - .VA" II4 . A I,...i... :', ' . • IA*, . .. . . .. '• - • •• " 4 . ....I, 1 - .. , . :.4:‘,. ,••••• - 1 ' ,..,:':-.7.-. •i,:• .: ' I k. , a•• , M AM BEACH , .... ,,, .....y.,„:_.,.....,...„,,.,...,. . _. • . • ... . . . . ._ _ .._ -'7 - •.— Conclusion The Restroom Index program is utilized to communicate the status of the level of service regarding public restrooms in Miami Beach. The results, ranging from 1.0 (very well maintained) to 6.0 (not maintained), provide an understanding of what criteria perform well and which do not. By analyzing the results, change can be made in areas in need of improvement so that the City of Miami Beach may provide better quality public restrooms. Quarterly data is shared with the commission via LTC with input from responsible department(s) regarding opportunities to improve performance. MIAMI BEACH City of Miami Beach, 1755 Meridian Avenue, 3`d Floor, Miami Beach, Florida 33139,www.miamibeachfl.gov PROCUREMENT DEPARTMENT Tel: 305-673-7490. ADDENDUM NO. 1 REQUEST FOR PROPOSALS (RFP) 2017-070-JC JANITORIAL SERVICES AUGUST 18, 2017 This Addendum to the above-referenced RFP is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The RFP is amended in the following particulars only (deletions are shown by strikethrough and additions - are underlined). I. MODIFICATIONS: 1. RFP DUE DATE AND TIME. The deadline for the receipt of proposals is extended until 3:00 PM, on Wednesday, September 20, 2017, at the following location: City of Miami Beach, Procurement Department, 1755 Meridian Ave, 3rd Floor, Miami Beach, FL 33139. 2. DEADLINE FOR RECEIPT OF QUESTIONS DATE AND TIME. The deadline for • the receipt of questions is extended until 5:00 PM, on Thursday, August 31, 2017. • • 3. RFP SOLICITATION TIMETABLE REVISED BELOW: RFP Issued JULY 27, 2017 Pre-Proposal Meeting AUGUST 9, 2017 at 10:00 AM Facilities Site Visit AUGUST 24, 2017 from 8:30 AM to 3:30 PM Deadline for Receipt of Questions AUGUST 25 31, 2017 at 5:00 PM Responses Due SEPTEMBER 6 20, 2017 at 3:00 . PM Evaluation Committee Review TBD Tentative Commission Approval TBD Authorizing Negotiations Contract Negotiations : Following Commission Approval I ADDENDUM NO.1 REQUEST FOR PROPOSALS(RFP)2017-070-JC JANITORIAL SERVICES 4. SITE VISITS. Voluntary site visits of key facilities will be conducted on Thursday, August 24, 2017, from 8:30 AM until 3:30 PM, assembling at 8:15 AM in front of Miami Beach City Hall, 1700 Convention Center Drive, Miami Beach, FL 33139. Please meet in the 1st Floor breezeway, outside the City Hall main entrance, adjacent to the elevator bank. Additionally, at the conclusion of the City Hall Campus/1755 Offices site visit, the City will provide bus service transportation to and from all remaining sites for attendees. Below is the schedule of locations, times, and contact information: Location Site Address Time of Site Visit Contact Person Contact 4 1755 Offices/Garage 1755 Meridian Ave 8:30 a.m.- 8:55 a.m. Oniel Toledo 305-613-7823 City Hall 1700 Convention Center 9:00 a.m.-9:25 a.m. Oniel Toledo 305-613-7823 Miami Beach Police Station Headquarters 1100 Washington Ave 9:40 a.m.-10:10 3.M. Onlel Toledo 305-613-7823 Police Garage 1100 Washington Ave 9:40 a.m.-10:10 a.m. Onief Toledo 305-613-7823 Historic City Hall 1130 Washington Ave 10:15 a.m.-10:35 a.m. Oniel Toledo 305-613.7823 7th Street Garage 210-7`1'Street 10:50 a.m.-11:10 a.m. Mark Morgan 305-401-2605 Flamingo Pool Facility 999-11th Street 11:20 a.m.•11:35 a.m Oniel Toledo 305-613-7823 12th Street Garage 512-12tStreet 11:45 a.m.- NOON Mark Morgan _305.401.2605 17th Street Garage 640-17th Street 12:15 p.m.-12:35 p.m Mark Morgan 305-401-2605 Ocean Front(Auditorium,Beach Patrol, 305-613-7823 South Pointe Park) 1001 Ocean Drive 12:50 p.m.-1:10 p.m. Oniel Toledo Public Works Operations 451 Dade Blvd 1:25 p.m.-1:40p.m. Rene Guerra 305-389-9688 Scott Rakow Youth Centerand SRYC Ice Rink 2700 Sheridan Ave 1:55 p.m.- 2:20 p.m. Rene Guerra ,305-389-9688 42nd Street Garage 400-42°d Street 2:35 p.m.-2:50 p.m. Mark Morgan 305-401-2605_ North Shore Park Youth Center/Tennis 501-72nd Street 3:05p.m.-3:25p.m. Rene Guerra 305-389-9688 A FORTHCOMING ADDENDUM WILL BE ISSUED WITH RESPONSES TO ANY ADDITIONAL QUESTIONS RECEIVED. Any questions regarding this Addendum should be submitted in writing to the Procurement Management Department to the attention of the individual named below, with a copy to the City . Clerk's Office at RafaelGranado(a�miamibeachfl.gov. Procurement Contact: Telephone: Email: Jason Crouch 305-673-7000, ext. 6694 JasonCrouch@miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your RFP submission. icrely, [1(I-- Al De Pr cur ent Director 2 I ADDENDUM NO. 1 REQUEST FOR PROPOSALS(RFP)2017-070-JC JANITORIAL SERVICES , MIAMIBEACH City of Miami Beach, 1755 Meridian Avenue, 3rd Floor, Miami Beach, Florida 33139,www.miamibeachfl.gov PROCUREMENT DEPARTMENT Tel: 305-673-7490. ADDENDUM NO. 2 REQUEST FOR PROPOSALS (RFP) 2017-070-JC JANITORIAL SERVICES September 7, 2017 This Addendum to the above-referenced. RFP is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The RFP is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). I. MODIFICATIONS: 1. RFP DUE DATE AND TIME. The deadline for the receipt of proposals is extended until 3:00 PM, on Wednesday, October 11, 2017, at the following location: City of Miami Beach, Procurement Department, 1755 Meridian Ave, 3rd Floor, Miami Beach, FL 33139 II. ANSWERS TO QUESTIONS RECEIVED. . Q1: When will the City answer vendor questions received? Al: The City will issue a forthcoming addendum with responses to proposers' questions, as answers are received from the respective department. Any questions regarding this Addendum should be submitted in writing to the Procurement Management Department to the attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranado( miamibeachfl.gov. Procurement Contact: Telephone: Email: Jason Crouch 305-673-7000, ext. 6694 JasonCrouch@miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your RFP submission. / rely Ale renis Prof rement Director 1 ADDENDUM NO.2 REQUEST FOR PROPOSALS(RFP)2017-070-JC JANITORIAL SERVICES MIAMBEACH City of Miami Beach, 1755 Meridian Avenue, 3rd Floor, Miami Beach, Florida 33139, www.miamibeachfl.gov PROCUREMENT DEPARTMENT Tel: 305-673-7490. ADDENDUM NO. 3 REQUEST FOR PROPOSALS (RFP) 2017-070-JC JANITORIAL SERVICES October 2, 2017 This Addendum to the above-referenced RFP is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The RFP is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). I. MODIFICATIONS: 1. RFP DUE DATE AND TIME. The deadline for the receipt of proposals is extended until 3:00 PM, on Wednesday, November 1, 2017, at the following location: City of Miami Beach, Procurement Department, 1755 Meridian Ave, 3rd Floor, Miami Beach, FL 33139. Any questions regarding this Addendum should be submitted in writing to the Procurement Management Department to the attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranado(c�miamibeachfl.gov. Procurement Contact: Telephone: Email: • Jason Crouch 305-673-7000, ext. 6694 JasonCrouch@miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your RFP submission. Sicr: y, /7-2Q.., .,...) rz... A • Is rocu -ment Director 1ADDENDUM NO.3-T REQUEST FOR PROPOSALS(RFP)2017-070-JC JANITORIAL SERVICES MIAMI BEACH City of Miami Beach, 1755 Meridian Avenue, 3rd Floor, Miami Beach, Florida 33139, www.miamibeachfl.gov PROCUREMENT DEPARTMENT Tel: 305-673-7490. ADDENDUM NO. 4 REQUEST FOR PROPOSALS (RFP) 2017-070-JC JANITORIAL SERVICES October 13, 2017 This Addendum to the above-referenced RFP is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The RFP is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). I. MODIFICATIONS: 1. RFP DUE DATE AND TIME. The deadline for the receipt of proposals is extended until 3:00 PM, on Thursday, November 9, 2017, at the following location: City of Miami Beach, Procurement Department, 1755 Meridian Ave, 3rd Floor, Miami Beach, FL 33139. 2. DEADLINE FOR QUESTIONS RECEIVED. The deadline for the receipt of questions is extended until 5:00 PM, on Monday, October 30, 2017. 3. PRESSURE CLEANING. Ali RFP references for pressure cleaning and/or pressure washing services shall be removed, and will not be considered for this RFP. The City may include these services on a future solicitation. Pressure Cleaning 1. Pressure el-- - -- e- - - •- - - -_ - e -- e- - • •- - - - - -- parking lots and drives. The following specifications will be used for prescurc cleaning: a. - - - - - - - • - - •••-••-_-- - • - - - - = - • - - -,-e 9 PSI. b. - e-e - - - - -- - - - - e e e, -•• -- , chalking, oil residues, scale, stains an ether contaminants. c. Pressur- - - e -- •- -- - -- - - -^e - • - •• - - - ide a restored or like new appearance. 11 ADDENDUM NO.4 1 REQUEST FOR PROPOSALS(RFP)2017-070-JC JANITORIAL SERVICES 1 e. Any stubborn stains, mold, or rcw Fcg after pcor.,✓ure f. ' • - - - - - - - e ---_ e- •• - . e •- - - - operations of the Facilities. g. Operators shall be trained 49-111 proper use of equipment-, personal h. - - e ---- --- - •- - - - -• - - - - •- •- - - G4 Pressure Cleaning Annual Cost at 3x Per Year $ II. REVISED ATTACHMENT. Appendix E: Revised Cost Proposal Form Failure to submit the attached Revised Cost Proposal Form shall render proposal non-responsive,and said non-responsive proposal shall not be considered by the City. i III. SITE VISITS: A second voluntary site visit of key facilities will be conducted on: Friday, October 20, 2017. from 8:30 AM until 12:45 PM. Please assemble at 8:15 AM in front of Miami Beach City Hall, 1700 Convention Center Drive, Miami Beach, FL 33139, Ground Floor breezeway, main entrance, adjacent to the elevator bank. Additionally, the City will not be responsible for the cost of parking and/or transportation for attendees. Below is the schedule of locations, times, and contact information: Location Site Address Time of Site Visit Contact Person Contact it 1755 Offices/Garage 1755 Meridian Ave 8:30 a.m.-9:00 a.m. Oniel Toledo 305-613-7823 City Hall 1700 Convention Center 9:00 a.m.-9:30 a.m. Oniel Toledo 305-613-7823 Miami Beach Police Station Headquarters 1100 Washington Ave 9:40 a.m.-10:10 a.m. Oniel Toledo 305-613-7823 Police Garage 1.100 Washington Ave 10:10 a.m.-10:20 a.m. Oniel Toledo 305413-7823 Historic.City Hall 1130 Washington Ave 10:25 a.m.-10:45 a.m. Oniel Toledo 305-613-7823 12th Street Garage 512 12th Street 10:50 a.m.- 11:05 a.m Mark Morgan 305-401-2605 Flamingo Pool/Tennis Facility 999 11th St 11:20 a.m.- 11:45p.m. Oniel Toledo 305-613-7823 Public W orics Operations 451 Dade Blvd 12:00 p.m.-12:20 p.m. Rene Guerra 305-389-9688 Scott Rakow Youth Center and SRYC Ice Rink 2700 Sheridan Ave 12:25p.m. - 12:45 p.m. Rene Guerra 305-389-9688 Additional questions received will be answered in a forthcoming addendum. Any questions • regarding this Addendum should be submitted in writing to the Procurement Department to the 2 ADDENDUM NO.4 I REQUEST FOR PROPOSALS(RFP)2017-070-JC JANITORIAL SERVICES attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranado(c�miamibeachfl.gov. Procurement Contact: Telephone: Email: Jason Crouch 305-673-7000, ext. 6694 JasonCrouch©miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your RFP submission. ;71 ly, iii-Z..,L, /R- e r ent Director 3 ADDENDUM N0.4 REQUEST FOR PROPOSALS(RFP)2017-070-JC JANITORIAL SERVICES APPENDIX E i -1 1 Li 11a _ I 'v 'is \ ' vU n • 1 Revised Cost Proposal Form 2017-070-JC Janitorial Services Failure to submit the attached Revised Cost Proposal Form shall render proposal non-responsive, and said non-responsive proposal shall not be considered by the City. PROCUREMENT DEPARTMENT 1755 Meridian Avenue 3rd Floor Miami Beach, Florida 33139 • 42 COST PROPOSAL FORM Failure to submit Cost Proposal Form,in its entirety and fully executed by the deadline established for the receipt of proposals will result in proposal being deemed non-responsive and being rejected. Bidder affirms that the prices stated on the cost proposal form below represents the entire cost of the items in full accordance with the requirements of this RFP, inclusive of its terms, conditions, specifications and other requirements stated herein, and that no claim will be made on account of any increase in wage scales, material prices, delivery delays, taxes, insurance, cost indexes or any other unless a cost escalation provision is allowed herein and has been exercised by the City Manager in advance. The Cost Proposal Form shall be completed mechanically or, if manually, in ink. Cost Proposal Form completed in pencil shall be deemed non-responsive.All corrections on the Cost Proposal Form shall be initialed. ZONE 2 Description QuantityI NI Unit Cost Extended Total U Item (Quantity_X Unit Cast) Al Electrowave Building 52 Weekly $ $ A2 Fleet Maintenance 3 buildings 52 Weekly $ $ A3 Sanitation Administration Offices 52 Weekly $ $ A4 210-2nd Street Collins Court 52 Weekly $ $ A5 South Point Police 52 Weekly $ $ A6 MBPD Internal Affairs 52 Weekly $ $ Police Station Headquarters A7 (Includes porter) 52 Weekly $ $ A8 Police Garage 52 Weekly $ $ A9 Historic City Hall 52 weekly $ $ A10 Fire Station#1 52 Weekly S $ All Boys&Girls Club 52 weekly $ $ Al2 555 Building 52 Weekly $ $ A13 Sanitation Storage 52 Weekly $ _$ A14 South Shore Community Center 52 Weekly $ $ A15 PAL Building 52 Weekly _$ $ A16 10th Street Beach Patrol 52 Weekly $ , $ A17 South Pointe Park Ocean Rescue Facilities 52 weekly $ $ A18 10th Street Auditorium 52 weekly $ $ ZONE 2 TOTAL ANNUAL COST $ ZONE 3 Total Item Description Quantity UI M Unit Cost (Quantity_X_Unit_Cost) B1 Marine Patrol 52 Weekly $ • $ 82 Property Management 52 Weekly $ $ B3 Public Works Operations 52 Weekly $ $ B4 Fire Station#2 Administrative Offices 52 weekly $ $ B5 Fire Station#2 52 weekly $ $ B6 Fire Station#2 Historic 52 Weekly $ $ eimminiimortitermorro 43 B7 Scott Rakow Youth Center(includes porter) 52 Weekly $ $ B8 Scott Rakow Youth Center-ICE RINK 52 Weekly $ $ B9 I Fire Station#3 52 Weekly $ $ B10 1 Police Sub Station North Beach 52 Weekly $ $ 811 Fire Station#4 52 Weekly $ $ B12 Byron Carlye Theatre 52 Weekly $ $ B13 Old Library 52 Weekly $ $ B14 Normandy Shores Guardhouse 52 Weekly $ $ 815 Log Cabin 52 Weekly $ $ ZONE 3 TOTAL ANNUAL COST $ 1 ZONE 4 Total Item Description Quantity U I M Unit Cost (Quantity X_UnitCost) Cl 7th Street Parking Garage 52 Weekly $ $ C2 12th Street Parking Garage 52 Weekly $ $ C3 13th Street Parking Garage 52 Weekly $ $ 04 16th Street Parking Garage 52 Weekly $ $ I C5 17th Street Parking Garage 52 Weekly $ $ C6 Pennsylvania Parking Garage 52 Weekly $ $ C7 42nd Street Parking Garage 52 Weekly $ $ ; C8 Sunset Harbour Parking Garage 52 Weekly $ $ • C9 12th Street Parking Garage 52 Weekly $ $ ZONE 4 TOTAL ANNUAL COST $ ZONE 5 Total Item Description Quantity U I M Unit Cost (Quantity_X_Unit cast) D1 Rope and Post 52 Weekly $ I $ D2 Beach-South Pointe to 87th Terrace 52 Weekly $ $ D3 Mobi-Mats 52 Weekly $ $ 04 Boardwalk 52 Weekly $ $ 05 Beachwalk 52 Weekly $ $ 06 Sand Fence 52 Weekly $ $ D7 Beach Showers 52 Weekly $ $ 08 Lifeguard Stands 52 Weekly $ $ ZONE 5 TOTAL ANNUAL COST $ ZONE 6 Total Item Description Quantity U I M Unit Cost (Quantlty_X_Unit_Cast) E1 Flamingo Pool Facility 52 Weekly $ $ E2 Normandy Isle Park Pool Facility 52 weekly $ $ E3 Crespi Park Building 52 Weekly $ $ E4 Muss Park Building 52 Weekly $ $ E5 Stillwater Park Building 52 Weekly $ $ 44 ) 1 E6 Tatum Park Building 52 Weekly $ $ E7 North Shore Park Band Shell-Amphitheatre 52 Weekly $ $ E8 North Shore Park Youth Center/Tennis 52 Weekly $ $ E9 Fairway Park Pavillion 52 Weekly $ $ E10 North Shore Open Space Park Pavillion#1 52 Weekly $ $ E11 North Shore Open Space Park Pavillion#2 52 Weekly $ $ E12 North Shore Open Space Park Pavillion#3 52 I Weekly $ $ E13 North Shore Open Space Park Restroom#1 52 Weekfv $ $ E14 North Shore Open Space Park Restroom#2 52 Weekly _ $ $ E15 North Shore Open Space Park Restroom#3 52 Weekly $ $ El 6 Normandy Shores Park Restroom&Storage 52 Weekly $ $ Ell South Pointe Park Restroom 52 Weekly $ $ Marjorie Stoneman Douglas-Beach E18 Restroom -3rd Street 52 _ Weekly $ $ E19 Lummus Park-Beach Restroom-6th Street 52 weekly $ $ E20 Lummus Park-Beach Restroom-10th Street _ 52 Weekly $ $ Lummus Park-Beach Restroom -f4th E21 Street 52 Weekly _ $ $ ! E22 Collins Park-Beach Restroom -21st Street 52 weekly $ $ Pancoast Park-Beach Restroom -35th E23 Street 52 Weekly _$ $ Indian Beach Park-Beach Restroom-46th E24 Street 52 Weekly $ $ Beach View Park-Beach Restroom-53rd E25 Street 52 Weekly $ $ E26 Allison Park-Beach Restroom -64th Street 52 Weekly $ , $ E27 North Shore Open Space Trailer Offices 52 Weekly $ $ , E28 Parks Maintenance Facility 52 Weekly $ $ E29 Flamingo Park Tennis Center 52 Weekly $ $ Flamingo Park Baseball,Softball,&Football E30 Field Restrooms 52 weekly $ $ i E31 Unidad Public Restroom 52 Weekly $ $ • E32 North Shore Open Space Trailer Offices 52 weekly _$ $ E33 Parks Maintenance Facility 52 Weekly $ I $ ' ZONE 6TOTAL ANNUAL COST $ ALL ZONES (2-6) TOTAL ANNUAL COST $ ADDITIONAL SERVICES(AS NEEDED) G1 Carpet Deep Cleaning Cost Per Square Yard $ G2 Steam cleaning of chairs Cost Per Unit Cleaned $ G3 Steam cleaning of sofas Cost Per Unit Cleaned $ 45 G4 Pressure-Ctear+ng Aaauat-cost at 3x Per Yea $ Bidder's Affirmation Company: Authorized Representative: Address: Telephone: Email: Authorized Representative's Signature: 1. .--1 1_ 46 MIAMIBEACH City of Miami Beach, 1755 Meridian Avenue, 3`d Floor, Miami Beach, Florida 33139, www.miamibeachfl.gov PROCUREMENT DEPARTMENT Tel: 305-673-7490. ADDENDUM NO. 5 REQUEST FOR PROPOSALS (RFP) 2017-070-JC JANITORIAL SERVICES November 2, 2017 This Addendum to the above-referenced RFP is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The RFP is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). I. MODIFICATIONS: 1. RFP DUE DATE AND TIME. The deadline for the receipt of proposals is extended until 3:00 PM, on Tuesday, November 28, 2017, at the following location: City of Miami Beach, Procurement Department, 1755 Meridian Ave, 3`d Floor, Miami Beach, FL 33139. Additional questions received will be answered in a forthcoming addendum. Any questions regarding this Addendum should be submitted in writing to the Procurement Department to the attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranadomiamibeachfl.qov. Procurement Contact: Telephone: Email: Jason Crouch 305-673-7000, ext. 6694 ; JasonCrouch@miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your RFP submission. IF c•re A A ex P-nis . Pro•lement Director 1 ADDENDUM NO.5 REQUEST FOR PROPOSALS(RFP)2017-070-JC JANITORIAL SERVICES ARIA I EACH City of Miami Beach, 1755 Meridian Avenue, 3rd Floor, Miami Beach, Florida 33139, www.miamibeachfl.gov PROCUREMENT DEPARTMENT Tel: 305-673-7490. ADDENDUM NO. 6 REQUEST FOR PROPOSALS (RFP) 2017-070-JC JANITORIAL SERVICES November 20, 2017 This Addendum to the above-referenced RFP is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The RFP is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). I MODIFICATIONS: 1. RFP DUE DATE AND TIME. The deadline for the receipt of proposals is extended until 3:00 PM, on Friday, December 8, 2017, at the following location: City of Miami Beach, Procurement Department, 1755 Meridian Ave, 3rd Floor, Miami Beach, FL 33139. Additional questions received will be answered in a forthcoming addendum. Any questions regarding this Addendum should be submitted in writing to the Procurement Department to the attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranado(amiamibeachfl.gov. Procurement Contact: Telephone: Email: Jason Crouch 305-673-7000, ext. 6694 JasonCrouch@miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your RFP submission. S' Hy exD- ' i roc /ment Director 1ADDENDUM NO.6 REQUEST FOR PROPOSALS(RFP)2017-070-JC JANITORIAL SERVICES MIAMI BEACH City of Miami Beach, 1755 Meridian Avenue, 3rd Floor, Miami Beach, Florida 33139, www.miamibeachfl.qov PROCUREMENT DEPARTMENT Tel: 305-673-7490. ADDENDUM NO. 7 REQUEST FOR PROPOSALS (RFP) 2017-070-JC JANITORIAL SERVICES December 1, 2017 This Addendum to the above-referenced RFP is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The RFP is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). I. MODIFICATIONS: 1. RFP DUE DATE AND TIME. The deadline for the receipt of proposals is extended until 3:00 PM, on Friday, December 15, 2017, at the following location: City of Miami Beach, Procurement Department, 1755 Meridian Ave, 3`d Floor, Miami Beach, FL 33139. Additional questions received will be answered in a forthcoming addendum. Any questions regarding this Addendum should be submitted in writing to the Procurement Department to the attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranadomiamibeachfl.gov. Procurement Contact: Telephone: Email: Jason Crouch 305-673-7000, ext. 6694 JasonCrouch©miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your RFP submission. f rr lex nis ro ement Director 1 ADDENDUM NO.7 REQUEST FOR PROPOSALS(RFP)2017-070-JC JANITORIAL SERVICES MIAMIBEACH City of Miami Beach, 1755 Meridian Avenue, 3rd Floor, Miami Beach, Florida 33139, www.miamibeachfl.gov PROCUREMENT DEPARTMENT Tel: 305-673-7490. ADDENDUM NO. 8 REQUEST FOR PROPOSALS (RFP) 2017-070-JC JANITORIAL SERVICES December 8, 2017 This Addendum to the above-referenced RFP is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The RFP is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). I. MODIFICATIONS: 1 1. RFP DUE DATE AND TIME. The deadline for the receipt of proposals is extended . until 3:00 PM, on Thursday, December 21, 2017, at the following location: City of Miami Beach, Procurement Department, 1755 Meridian Ave, 3rd Floor, Miami Beach, FL 33139. Additional questions received will be answered in a forthcoming addendum. Any questions. regarding this Addendum should be submitted in writing to the Procurement Department to the attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranadomiamibeachfl.gov. Procurement Contact: Telephone: . Email: Jason Crouch 305-673-7000, ext. 6694 JasonCrouch@miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your RFP submission. Sincerely, Alex Denis Procurement Director ii i ADDENDUM NO.8 REQUEST FOR PROPOSALS(RFP)2017-070-JC JANITORIAL SERVICES MIAMI BEACH City of Miami Beach, 1755 Meridian Avenue, 3rd Floor, Miami Beach, Florida 33139, www.miamibeachfl.gov PROCUREMENT DEPARTMENT Tel: 305-673-7490. ADDENDUM NO. 9 REQUEST FOR PROPOSALS (RFP) 2017-070-JC JANITORIAL SERVICES December 13, 2017 This Addendum to the above-referenced RFP is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The RFP is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). I. MODIFICATIONS: 1. RFP DUE DATE AND TIME. The deadline for the receipt of proposals is extended until 3:00 PM, on Thursday, December 28, 2017, at the following location: City of Miami Beach, Procurement Department, 1755 Meridian Ave, 3rd Floor, Miami Beach, FL 33139. Additional questions received will be answered in a forthcoming addendum. Any questions regarding this Addendum should be submitted in writing to the Procurement Department to the attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranadomiamibeachfl.qov. Procurement Contact: Telephone: Email: Jason Crouch 305-673-7000, ext. 6694 JasonCrouch@miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your RFP submission. Sincerely, Alex Denis Procurement Director 1 ADDENDUM NO.9 REQUEST FOR PROPOSALS(RFP)2017-070-JC JANITORIAL SERVICES MIAMI BEACH City of Miami Beach, 1755 Meridian Avenue, 3rd Floor, Miami Beach, Florida 33139, www.miamibeachfl.gov PROCUREMENT DEPARTMENT Tel: 305-673-7490. ADDENDUM NO. 10 REQUEST FOR PROPOSALS (RFP) 2017-070-JC JANITORIAL SERVICES December 19, 2017 This Addendum to the above-referenced RFP is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The RFP is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). I. MODIFICATIONS: 1. RFP DUE DATE AND TIME. The deadline for the receipt of proposals is extended until 3:00 PM, on Tuesday, January 9, 2018, at the following location: City of Miami Beach, Procurement Department, 1755 Meridian Ave, 3rd Floor, Miami Beach, FL 33139. Additional questions received will be answered in a forthcoming addendum. Any questions regarding this Addendum should be submitted in writing to the Procurement Department to the attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranado(amiamibeachfl.gov. Procurement Contact: Telephone: Email: Jason Crouch 305-673-7000, ext. 6694 JasonCrouch@miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your RFP submission. Sincerely, Alex Denis Procurement Director 1 ADDENDUM NO. 10 REQUEST FOR PROPOSALS(RFP)2017-070-JC JANITORIAL SERVICES MIAMI BEACH City of Miami Beach, 1755 Meridian Avenue, 3rd Floor, Miami Beach, Florida 33139, www.miamibeachfl.gov PROCUREMENT DEPARTMENT Tel: 305-673-7490. ADDENDUM NO. 11 REQUEST FOR PROPOSALS (RFP) 2017-070-JC JANITORIAL SERVICES January 2, 2018 This Addendum to the above-referenced RFP is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The RFP is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). I. MODIFICATIONS: 1. RFP DUE DATE AND TIME. The deadline for the receipt of proposals is extended until 3:00 PM, on Friday, January 19, 2018, at the following location: City of Miami Beach, Procurement Department, 1755 Meridian Ave, 3rd Floor, Miami Beach, FL 33139. Additional questions received will be answered in a forthcoming addendum. Any questions regarding this Addendum should be submitted in writing to the Procurement Department to the attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranado(c�miami beachfl.gov. Procurement Contact: ' Telephone: Email: Jason Crouch 305-673-7000, ext. 6694 JasonCrouch@miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your RFP submission. Sincerely, Alex Denis Procurement Director 1 ADDENDUM NO. 11 REQUEST FOR PROPOSALS(RFP)2017-070-JC JANITORIAL SERVICES l \I MI.BEA H • City of Miami Beach, 1755 Meridian Avenue, 3rd Floor, Miami Beach, Florida 33139, www.miamibeachfl.gov PROCUREMENT DEPARTMENT Tel: 305-673-7490. ADDENDUM NO. 12 REQUEST FOR PROPOSALS (RFP) 2017-070-JC JANITORIAL SERVICES January 12, 2018 This Addendum to the above-referenced RFP is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The RFP is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). I. MODIFICATIONS: 1. RFP DUE DATE AND TIME. The deadline for the receipt of proposals is extended until 3:00 PM, on Friday, January 26, 2018, at the following location: City of Miami Beach, Procurement Department, 1755 Meridian Ave, 3rd Floor, Miami Beach, FL 33139. Additional questions received will be answered in a forthcoming addendum. Any questions regarding this Addendum should be submitted in writing to the Procurement Department to the attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranado a@miamibeachfl.gov. Procurement Contact: Telephone: Email: Jason Crouch 305-673-7000, ext. 6694 JasonCrouch@miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your RFP submission. / POR lex -nis Pro rement Director 1ADDENDUM NO. 12 REQUEST FOR PROPOSALS(RFP)2017-070-JC JANITORIAL SERVICES /v1IAr 1( BEACH City of Miami Beach, 1755 Meridian Avenue, 3ro Floor, Miami Beach, Florida 33139, www.miamibeachfl.aov PROCUREMENT DEPARTMENT Tel: 305-673-7490. ADDENDUM NO. 13 REQUEST FOR PROPOSALS (RFP) 2017.070-JC JANITORIAL SERVICES January 19, 2018 This Addendum to the above-referenced RFP is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The RFP is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). I. MODIFICATIONS: 1. RFP DUE DATE AND TIME. The deadline for the receipt of proposals is extended until 3:00 PM, on Friday, February 2, 2018, at the following location: City of Miami Beach, Procurement Department, 1755 Meridian Ave, 3` Floor, Miami Beach, FL 33139. Additional questions received will be answered in a forthcoming addendum. Any questions regarding this Addendum should be submitted in writing to the Procurement Department to the attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranado miamibeachfi.cov. Procurement Contact: I Telephone: Email: i Jason Crouch 1305-673-7000, ext. 6694 1 JasonCrouch@miamibeachfl.gov I i Proposers are reminded to acknowledge receipt of this addendum as part of your RFP submission. Si , -rely / &X •! Denis lecurement Director S ADDENDUM NO. 1J REQUEST FOR PROPOSALS(RFP)2017-01O-JC JANITORIAL SERVICES MI Atv\I B EACH PROCUREMENT DEPARTMENT,3rd Floor,Miami Beach,Florida 33139, www.miamibeachfl.gov,Tel: 305-673-7490. ADDENDUM NO. 14 REQUEST FOR PROPOSALS (RFP) 2017-070-JC JANITORIAL SERVICES January 26, 2018 This Addendum to the above-referenced RFP is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The RFP is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined . No further questions will be considered,and no further extensions will be made. MODIFICATIONS: 1. RFP DUE DATE AND TIME. The deadline for the receipt of proposals is extended until 3:00 PM, on Friday, February 9, 2018, at the following location: City of Miami Beach, Procurement Department, 1755 Meridian Ave, 3rd Floor, Miami Beach, FL 33139. II. REVISED ATTACHMENT. Exhibit B: Revised Facility Zone Locations Exhibit C: Revised Cost Proposal Failure to submit the attached Revised Cost Proposal Form shall render proposal non-responsive,and said non-responsive proposal shall not be considered by the City. Exhibit D: Revised Special Conditions Exhibit H: Revised Scope of Services III. NEW ATTACHMENT. The following attachments have been added to the RFP. Exhibit A: Employees by Location Exhibit E: Beachfront Restrooms Porter Service Exhibit F: Ordinance 2017-4143, Living Wage Requirements Exhibit G: Section C3.06 Materials and Equipment IV. RESPONSES TO QUESTIONS RECEIVED. 01: I am part owner of a disabled owned veteran company. Could we joint venture with another company to pursue this bid? { Al: Joint Ventures are not allowed. Proposals shall be submitted only by the prime contractor who will serve as the CMR. The City will only contract with the prime contractor who will serve as the CMR. Proposals may, however, identify other sub-contractors or sub-consultants to the prime Proposer who may serve as team members. Z ADDENDUM NO.14 REQUEST FOR PROPOSALS(RFP)2017-070-JC JANITORIAL SERVICES MIAMIBEACHPROCUREMENT DEPARTMENT, 3rd Floor,Miami Beach,Florida 33139, www.miamibeachfl.gov, Tel:305-673-7490. 02: What is Miami Beach's current monthly cost of janitorial supplies? A2: The City cannot provide the monthly cost of janitorial supplies. The cost of janitorial supplies is included in the current contractor's monthly cost for janitorial services, but is not itemized. Q3: What is the distribution of employees cleaning in each zone or property that the current company is utilizing? A3: The current contract is performance based. The current contractor must staff each location as necessary to maintain standards. The City does not mandate a specific number of cleaning staff. Q4: How many City of Miami Beach employees are there in each facility zone location? A4: Please see attached Exhibit A, Employees by Location. Q5: Zone 2, South Facility Zone Locations have City Hall, 777 Building/1701,1755 building but these buildings are not on the cost proposal form under Zone 2 . A5: Please refer to Exhibit C, Revised Cost Proposal Form. Q6: Is it possible to get all the Zones in an Excel format? A6: No, but all Zones are provided in PDF format. Please refer to Exhibit B. Q7: Is there a monthly estimate of the consumable supply consumption? (Toilet tissue paper, hand towel, hand soap, toilet seat cover, hand sanitizer)? A7: No, there is not. Q8: Is there a breakdown of the flooring type in each building? For example how much carpet, vinyl ceramic tile, terrazzo, cement, etc. is in each building? A8: No, there is not. Q9: What is the current city's living wage pay rate? Will the contractor be permitted to increase the billing rate if the City increases the living wage rate after award of contract? A9: Please refer to attached Exhibit F, Ordinance No. 2017-4143. Q10: In reference to Miami Beach Restroom Index, under the paragraph titled "Scheduling" it makes mention of 4 different shifts divided by Male and Female. Is this describing how many cleaners there should be checking restrooms per shift? 2 ADDENDUM NO.14 REQUEST FOR PROPOSALS(RFP)2017.070-JC JANITORIAL SERVICES IV\I Al Y ►I B EAC H PROCUREMENT DEPARTMENT,3rd Floor,Miami Beach,Florida 33139, www.miamibeachfl.gov,Tel: 305-673-7490. For example Mon-Fri Shift I there should be 4 Male & 4 Female cleaners checking restrooms. A10: No. Proposer must determine how many cleaners are needed per shift to fulfill requirements. Q11: Page 46 asks fpr a Annual Cost for G4 Pressure Cleaning. Is this suppose to be a price per square foot? All: Pressure cleaning has been removed from the RFP. Please see Addendum No. 4. Q12: Are we to assume that the frequency of cleaning each facility is the same amount of days listed in the Hours of Operation column? For example, PAL Building in Zone 2 states hours of operation are Monday through Saturday. Does this mean it should be cleaned 6 days per week? Al2: No, the cleaning frequency and hours vary by location, and are not necessarily concurrent to the normal operating hours. Q13: Do all parking garages have functioning drainage systems? A13: Yes. Q14: Hours of operation for garages are listed as 24 hours per day. How many times per day does the City expect the contractor to clean/check common areas? If city does not specify a frequency bidders will all price this differently and bids will be all over the board? A14: City garages operate on a 24 hours per day, 7 days per week basis. The expectation is that the garage shall be clean at all times, to include cleaning of spills, cobwebs, litter, human or animal waste, and free from all debris. Frequency for cleaning the common areas of garages is 3 per day, with 2 per day at lesser used garages, such as Penn and 42nd Street garages. Q15: Do all facilities and garageshave dumpsters where cleaning staff can take collected • debris? If not, where can contractor dispose of collected debris? A15: 'Yes, dumpsters are available at each location. In the event one is not available, collected trash can be disposed of at Pennsylvania Garage, Sunset Harbour Garage, or 12th Street Garage. Q16: Zone 5 Beach Maintenance. Please provide addresses, hours of operation, square • feet, and all other necessary info to be able to provide an estimate? 3 ADDENDUM NO.14 REQUEST FOR PROPOSALS(RFP)2017-070-JC JANITORIAL SERVICES MIA M I EACH PROCUREMENT DEPARTMENT, 3rd Floor,Miami Beach,Florida 33139, www.miamibeachfl.gov,Tel: 305-673-7490. A16: Zone 5 has been removed from the RFP. Q17: Zone 2 and Zone 3 have several locations that do not provide address, square footage, etc. Can you please provide this info to come up with an estimate? A17: Please refer to Exhibit B, Revised Facilities Zone Locations. Q18: Zone 6 Parks. Most locations are open 12 hours per day 7 days per week. How many times per day is the contractor expected to clean/check up on restroom? A18: Contractor is expected to clean each restroom at a minimum of once every 4-hours, and shall be tracked on a service log. Restrooms are expected to be left clean every evening and ready for use the following morning. Q19: Page 33 states "Contractor shall furnish and install all hand soap and hand towel dispensers, if deemed necessary by the City." This is too open ended to estimate. Can the city cap this at a certain amount of dispensers? What type of dispensers are specified?(Battery, stainless steel, manual, etc.)? A19: Scope of services have been revised. Please see attached Exhibit G. Only installation is required, but not to furnish. Type of dispensers utilized is as follows: Hand soap dispenser (plastic with foam cartridge), Paper towel dispensers (None battery, stainless or Plastic for roll and C-fold type), Toilet paper dispensers (Plastic Mini Jumbo Roll, 750ft). Q20: Please confirm that as discussed at the meeting, on page 13, 2.5 Financial Capacity requirement is removed, and vendors need not respond to that section. A20: Upon request of the City, each Proposer shall arrange for Dun & Bradstreet to submit a Supplier Qualification Report (SQR) directly to the Procurement contact for the RFP. At this time, the SQR is not a required submittal document for TAB 2. Q21: Page 20 deals with the living wage yet reflects wages from fiscal year 2012-2013. What are the current living wage rate requirements? A21: Please refer to Q9/A9 of this addendum. Q22: There is a living wage requirement. With the cost of future living wage rate increases an unknown, does the city of Miami Beach reimburse the vendor for all costs associated with any future increases in the living wage or is the vendor required to guess at an anticipated cost to factor into our proposals? A22: Please refer to Q9/A9 of this addendum. 4 ADDENDUM NO.14 REQUEST FOR PROPOSALS(RFP)2017-070-JC JANITORIAL SERVICES Iv\I A1Y 1 I EACH PROCUREMENT DEPARTMENT, 3rd Floor,Miami Beach,Florida 33139, www.miamibeachtl.gov,Tel: 305-673-7490. Q23: There is no mention of days of service at each facility. Currently as I mentioned in the meeting, the incumbent is providing abbreviated services at the majority of buildings with two days of full cleaning and just garbage and restrooms the remaining days. Will this continue or are you adjusting schedules in all buildings? A23: Unless otherwise specified by the RFP, proposers shall provide a recommended level of service, to include frequency of service (i.e., days and hours), staffing plans, and supervision for each facility, which shall be contained within the submitted Comprehensive Cleaning Plan in TAB 3, Approach and Methodology. Q24: Is the pressure cleaning referenced on Page 32 for all buildings in the contract? A24: Pressure cleaning has been removed from the RFP. Please see Addendum No. 4. Q25: With respect to page 44, "Zone 5," will this zone be removed? A25: Zone 5 has been removed from the RFP, and will not be considered at this time. Please refer to Exhibit C, Revised Cost Proposal Form. Q26: Item D1, please define what rope and post is, how much of it there is and what are our responsibilities and task frequencies? A26: Zone 5 has been removed from the RFP. Q27: Item D2, please define what Beach-South Pointe to 87th Terrace constitutes, how much of it there is and what are our responsibilities and task Frequencies will be? A27: Zone 5 has been removed from the RFP. Q28: Item D3, please define what Mobi-Mats are, how many of them there are, the square footage of the mats, what you wish done with them, (ie; vacuumed, blown, scrubbed) and what the task frequencies are? A28: Zone 5 has been removed from the RFP. Q29: Item D4, please define what the Boardwalk is, which ones, where, what you wish done to them and how many times per day your frequency will call for the task? A29: Zone 5 has been removed from the RFP. Q30: Item D5, please define what the Beachwalks are, which ones, where, what you wish done to them and how many times per day your frequency will call for the task? 5 ADDENDUM NO. 14 REQUEST FOR PROPOSALS(RFP)2017-070-JC JANITORIAL SERVICES Ai\I A v ►I B EACH PROCUREMENT DEPARTMENT,3rd Floor,Miami Beach,Florida 33139, www.miamibeachfl.gov,Tel:305-673-7490, A30: Zone 5 has been removed from the RFP. Q31: Item D6, please define what the Sand Fence is, how much of it there is, how much of it we will be responsible for, and what our responsibilities are and the frequency you wish the task to be performed. If I am not mistaken the fence runs from South Pointe to 87 Street? A31: Zone 5 has been removed from the RFP. 032: Item D7, Beach Showers; please define, how many, the locations, and what are our responsibilities and task frequencies will be? A32: Zone 5 has been removed from the RFP. Q33: Item D8, please define what we will be doing at the Lifeguard Stands, how many there are and how many days per week we will be providing service? A33: Zone 5 has been removed from the RFP. Q34: Who is responsible for the garbage collected from all bathrooms from south pointe to 87th street, as well as around the fence line, boardwalk, beachwalk, sand fence, lifeguard stands, etc. Are there dumpsters located or does it need to be hauled away and if so, who is responsible for the hauling, and how is the hauling to be performed? If there is a vehicle involved, is it provided by the city? A34: The contractor is only responsible for all garbage collected from the restrooms. Contractor may use their own vehicle to transport garbage to designated points as established by the City's Sanitation Department. Q35: Page 33, Supplies. You have proprietary dispensers throughout some of your facilities. Are you mandating specific, soap, paper and plastic products, and if so what are they as they will directly impact our pricing? A35: The City does not mandate a brand of soap, paper, or plastic product under this RFP; however, green chemical standards are required. Please refer to Section 3.06, Green Cleaning Requirements, for further guidance on the City's standards for cleaning products and processes. Q36: What is the current value of the current contract? A36: Contract expenditures for FY17 totaled $2,119,716.44 Q37: What hours are required and times to clean the restrooms at the beaches and the parks? 6 ADDENDUM NO. 14 REQUEST FOR PROPOSALS(RFP)2017-070-JC JANITORIAL SERVICES /'A I A/01 B EACH PROCUREMENT DEPARTMENT,3rd Floor,Miami Beach,Florida 33139, www.miamibeachfl.gov,Tel:305-673-7490. A37: Please refer to attached Exhibit E, Beachfront Restrooms Porter Service. Q38: On the pricing page 45, are the entries "E28" and E"33" the same, or for different buildings? A38: E33 is a duplicate line and is removed in the Revised Cost Proposal Form. Q39: On the pricing page 45, are the entries "E27" and "E32" the same or for different buildings? A39: E32 is a duplicate line and is removed in the Revised Cost Proposal Form. Q40: On the pricing page 44, are the entries "C2" and "09" the same or for different garage buildings? A40: C9 is a duplicate line and is removed in the Revised Cost Proposal Form. Q41: The City of Miami Beach Garage Index Manual introduction page lists 10 garage addresses, yet the pricing page 44, "Zone #4" lists only 9 for pricing. Please clarify. A41: Please refer to Exhibit C, Revised Cost Proposal Form. 1755 Meridian Garage has been added. Q42: On page #32 of the specifications you request pressure cleaning to be performed three (3) times per year and you ask for an annual cost on page 46. Can we be provided the square footage being requested to be cleaned, or can the city simply insert a line item asking for a cost per square foot to pressure clean, rather than an annual cost since there is no square footage available. A42: Pressure cleaning has been removed from the RFP. Please see Addendum No. 4. Q43: is the winning vendor required to purchase any or all dispensers and how long will reimbursement be? A43: The City will purchase all dispensers. Please refer to attached Exhibit G, Section C3.06, Materials and Equipment. 044: Will the City provide us with specific amount of employees wanted and specific frequency of visits at each location? The more information all bidders have, the more accurate the bid will be? 7 ADDENDUM NO. 14 REQUEST FOR PROPOSALS(RFP)2017-070-JC JANITORIAL SERVICES M1 1 8 EACH PROCUREMENT DEPARTMENT, 3rd Floor,Miami Beach,Florida 33139, www.miamibeachfl.gov,Tel: 305-673-7490. A44: Unless otherwise specified by the City, the proposers should provide a recommended level of service for each facility. Q45: Will the City provide the cleaning/janitorial employees with paid parking during their cleaning visits at each location? A45: The City will provide paid parking, during scheduled service hours, to staff of the janitorial services contractor. Q46: Intentionally Deleted. Q47: Is there courtesy parking for all beachfront cleaning available to cleaners and if not, where do the cleaners park? i A47: No courtesy parking is available. Parking for employees shall be the responsibility of the contractor. Q48: Where will all the refuse from beachfront cleaning go, and how do we get it there? A48: Contractor shall use their own vehicles to transport garbage to designated points approved by the Sanitation Department. Q49: City Hall. Is the 99,000 sq ft all the interior space or does that include the exterior walkway/common areas on each floor? A49: Interior space only. Q50: City Hall. We were told there were 2 common area main restrooms per floor plus 3 on 4th floor, 1 in mayor's office, and 1 in city manager's office. This equals 13 restrooms but Bid document states there are 24. Please clarify. A50: There are two (2) common area restrooms per floor, for a total of eight (8). One (1) in the mayor's office. One (1) in the City Manager's office. Two (2) next to the Commission Chambers. One (1) next to City Clerk's office. Thirteen (13) total. Exhibit B, Revised Facilities Zone Locations reflects this correction. Q51: City Hall. Common area restrooms had paper towel dispensers that were empty but there were also electric hand dryers. Is the intention of the City to replace the hand towel with hand dryers? A51: There is currently no plan to replace all towel dispensers. 8 ADDENDUM NO. 14 REQUEST FOR PROPOSALS(RFP)2017-070-JC JANITORIAL SERVICES MIAy I EACH PROCUREMENT DEPARTMENT,3rd Floor,Miami Beach,Florida 33139, www.miamibeachfl.gov,Tel:305-673-7490. Q52: City Hall, 1755 Meridian, 1701 Meridian are not listed in the price sheet? A52: Please refer to Exhibit C, Revised Cost Proposal Form. Q53: 1701 Meridian Building. 4th floor has a couple suites (401 and 402) that are leased out and not part of the contract. What is the square footage of these suites? A53: Suite 401 is required in the contract, but not Suite 402. Suite 401 is approximately 2,000 square feet. Q54: 1701 Building: Are the suites not included in this contract included in the 28,000 sq ft listed in the bid document? A54: No they are not included. The 28,000 square feet is what needs to be serviced. Q55: Police Dept. How many hours per week is the porter required to be onsite cleaning? A55: 40 hours per week. Q56: Police Dept. Is there night cleaning and if so how many days per week? A56: Yes. Everyday. Q57: Parking Garages. How many times per day do they need to be cleaned? A57: 7th, 12th, 13th, 16th Street Garages are currently being cleaned 3 times per day. 17th, 42"d, Penn Garage, 1755 Meridian, and Sunset Harbor are currenty being cleaned 2 times per day. Q58: 10th Street Auditorium. Is the Welcome Center part of the 11,884 sq ft stated in the bid? If so how many square feet is the Welcome Center so we can reduce it? A58: Yes, the Welcome Center is included. Exact square footage of the Welcome Center is unknown. Q59: Flamingo Park Baseball, Football. There were 2 large open rooms that had VCT flooring but did NOT have any floor finish on it at all. Is this intentional or will the contractor have to apply floor finish to these rooms as per the specifications? A59: Contractor shall maintain all floor types according to the periodic floor services, as identified in the RFP. 9 ADDENDUM NO.14 REQUEST FOR PROPOSALS(RFP)2017-070-JC JANITORIAL SERVICES IV\I A Y 1 I B EACH PROCUREMENT DEPARTMENT,3rd Floor,Miami Beach,Florida 33139, www.miamibeachfl.gov,Tel:305-673-7490. Q60: Flamingo Park Baseball, Football. Is the cleaning performed 5 days or 7 days per week? A60: Current being cleaned at 7 days per week. Q61: Scott Rakow Youth Center. Is the outdoor patio included in the 55,118 sq ft listed in the bid document? A61: Yes. Q62: Flamingo Pool. Is the 10,000 sq ft stated in the bid include the flooring all around the pool? Does this area need to be cleaned? Bathrooms and small office are what was said to be part of the contract and these areas measure a lot less than 10,000 sq ft. A62: Yes, flooring area around the pool ("pool deck") is included and needs to be cleaned accordingly. Q63: Flaming Pool. Is cleaning 5 or 7 days per week? A63: 7 days per week. Q64: Scott Rakow Youth Center. Is the basket ball court included? A64: Yes. Q65: Scott Rakow Youth Center. How many day and night porters are there and how many hours per week are they onsite? A65: 7 days per week, with a dedicated porter for 12-hours daily. • Q66: Scott Rakow Youth Center. Is cleaning 5 Or 7 days per week? A66: 7 days per week. Q67: Public Works. How many days per week is the cleaning? A67: 4 days: Tuesday, Friday, Saturday, and Sunday. Q68: What was the 1st, 2nd & 3rd lowest bid submitted last time this contract was bid? A68: Bid award results of ITB 269-2013ME were as follows: Groups 1 and 2, Primary Award to United Services, Inc. at $1,358,869; Group 1, Secondary Award to Service Keepers Maintenance at $905,526.96; and Group 2, Secondary Award to ISS Facility at$564,379.20. 1U ADDENDUM NO.14 REQUEST FOR PROPOSALS(RFP)2017-070-JC JANITORIAL SERVICES /V\I / Y t! EAC H PROCUREMENT DEPARTMENT,3rd Floor,Miami Beach,Florida 33139, www.miamibeachfl.gov,Tel: 305-673-7490, Q69: During the site visit we were told Zone 1 was now included in the scope of work. Can you provide details of it, locations, hours of operation, square footage, elevators, floors, restrooms, stairwells, layouts, occupancy load, etc.? A69: Zone 1 will not be included in this RFP. Q70: Please confirm, for the Historic City Hall, the scope of work just includes 7th & 8th floor, and restrooms from 3rd & 8th floor, 1 per floor. A70: Correct. Also, cleaning of all commons areas throughout building is required. Q71: Does every facility have a storage room for janitorial purposes? A71: Yes. . Q72: Who is the current vendor? . A72: United Services, Inc. Q73: There are several buildings that don't have any square footage in this RFP (Historic City Hall, Fire Station #1) are these going to be provided? A73: Historic City Hall is 34,880 sq ft. Fire stations have been removed from the RFP. Please refer to Exhibit C, Revised Cost Proposal Form, attached. Q74: What is the frequency of service at each location? A74: Unless otherwise specified by the City, the proposers should provide a recommended level of service for each facility. Q75: During the pre-bid meeting a discussion took place whereby the breakdown of floor types would be researched and presented to potential bidders. A75: No additional flooring specifications are available at this time. Balance of Page Intentionally Left Blank 11 ADDENDUM NO. 14 IREQUEST FOR PROPOSALS(RFP)2017-070-JC i JANITORIAL SERVICES MI A I EACH PROCUREMENT DEPARTMENT, 3rd Floor,Miami Beach,Florida 33139, www.miamibeachfl.gov,Tel: 305-673-7490. Q76: The floor care as listed in pages 29-32 is to be included according to the frequency listed correct? A76: Correct. The frequency listed is the minimum expectation for floor care services. Additionally, in Exhibit C, Revised Cost Proposal, the City requires floor care pricing for future "as-needed" services, which may be required by the City. Q77: Is parking provided by access or permit at the garages and other locations? Al: Parking will be provided by access to the respective locations. Q77: Does the city make 12 monthly payments per year for this proposal? Al: Yes, the contractor will invoice the City monthly for janitorial services pursuant to award of contract. Q78: Does the service have to be provided during hours of operations detailed on I Appendix G or out of those hours? A78: No, services may be performed outside of the normal hours of operation depending on the requirements of the facility and the respective department needs. Q79: What facility needs day porters if any? A79: Please see Exhibit H, Section I Day Porters. Q80: What if frequency of service isn't dictated for a specific facility? A80: The City expects proposers to provide proposed frequency and service levels where not specified by the RFP. Balance of Pape Intentionally Left Blank 12 AEM REQDDUESTNDUFORNO.PR14 OPOSALS(RFP)2017-070-JC JANITORIAL SERVICES • Q81: Are all desk cleaning consider"hands off'? A81: Personal items of City staff and City equipment on desks should not be touched by cleaning staff; however, it is acceptable to clean and dust around said items. Q82: Is there any CAP (minimum or maximum)establish for total proposal cost? A82: No. Additional questions received will be answered in a forthcoming addendum. Any questions regarding this Addendum should be submitted in writing to the Procurement Department to the attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranadoCa�miamibeachfl.qov. Procurement Contact: Telephone: Email: Jason Crouch 305-673-7000, ext. 6694 JasonCrouch@miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your RFP submission. Si i•;-re , AH De ' Pro. . ement Director 12 ADDENDUM NO. 14 REQUEST FOR PROPOSALS(RFP)2017-070-JC JANITORIAL SERVICES Exhibit A Employees by Location Employees by Location Location Total"Employees Facility Location ASSET MANAGEMENT 3 1755 Meridian Ave.,Offices-3rd Floor BUDGET 10 City Hall-1700 Convention Drive,3rd Floor BUILDING SERV-BUILDING 6 City Hall-1700 Convention Drive,2nd Floor CAPITAL IMPROVEMENT PROJECTS 31 1701 Meridian Ave.,2nd Floor CENTRAL SERVICES-CITY CLERK 4 City Hall-1700 Convention Drive,1st Floor CITY ATTORNEY 21 City Hall-1700 Convention Drive,4th Floor CITY CLERK 11 City Hall-1700 Convention Drive,1st Floor CITY MANAGER 16 City Hall-1700 Convention Drive,4th Floor CODE COMPLIANCE 53 555-17th Street COMMUNICATIONS 17 1701 Meridian Ave.,5th Floor EMERGENCY MANAGEMENT 13 Fire Station#2,2300 Pine Tree Drive,2nd Floor EMERGENCY MANAGEMENT PSCU 53 Police-1100 Washington Avenue FINANCE 63 City Hall-1700 Convention Drive,3rd Floor FIRE OCEAN RESCUE 15 1001 Ocean Drive FIRE PREVENTION 22 1701 Meridian Ave.,2nd Floor FIRE TRAINING COMM 12 Fire Station 42-Admin Offices-2300 Pine Tree Drive FLEET MANAGEMENT 20 140 Macarthur Causeway HOMELESS OUTREACH 9 555-17th Street • HOUSING COMMUNITY SERVICE 22 555-17th Street HOUSING DEVELOPMENT 7 555-17th Street HUMAN RESOURCES 17 City Hall-1700 Convention Drive,3rd Floor INTERNAL AUDIT 10 City Hall-1700 Convention.Drive,3rd Floor IT APPLICATIONS 21 1755 Meridian Ave., Offices-4th.Floor IT SUPPORT 26 1755 Meridian Ave., Offices-4th Floor LABOR RELATIONS 1 City Hall-1700 Convention Drive,3rd Floor MAYOR/COMMISSION 20 City Hall-1700 Convention Drive,4th Floor ORGANIZATIONAL DEVELOPMENT 13 City Hall-1700 Convention Drive,3rd Floor PARKING ADMINISTRATION 20 1755 Meridian Ave., Offices-2nd Floor PARKS ADMINISTRATION 15 1701 Meridian Ave.-2nd Floor PARKS AND RECREATION 291 Multiple-.on Street -- PARKS MAINTENANCE 19 2100 Meridian Avenue PLANNING 26 City Hall-1700 Convention Drive,2nd Floor POLICE CHIEF OFFICE 24 Police-1100 Washington Avenue,4th Floor POLICE CRIMINAL INV DIV 90 Police-1100 Washington Avenue,4th Floor POLICE PATROL 292. Multiple-on Street POLICE RDA CITY CENTER 1 On Street POLICE SCHOOL GUARD 13 On Street POLICE SUPPORT SERVICE 77 On Street ,I POLICE TECH SERV 21 On Street PROCUREMENT 19 1755 Meridian Ave.,Offices-3rd Floor PUBLIC WORKS ADMINISTRATION 5 City Hall-1700 Convention Drive,4th Floor PUBLIC WORKS ENGINEERING 42 City Hall-1700 Convention Drive,4th Floor PUBLIC WORKS ENVIRONMENT 11 City Hall-1700 Convention Drive,4th Floor PUBLIC WORKS PROPERTY MGMT • 32 1833 Bay Road PUBLIC WORKS SEWER 30 451 Dade Blvd. PUBLIC WORKS STORMWATER 13 451 Dade Blvd. PUBLIC WORKS STREETS 16 451 Dade Blvd. I! PUBLIC WORKS WATER 44 451 Dade Blvd. RISK BENEFITS 5 City Hall-1700 Convention Drive,3rd Floor RISK MANAGEMENT 4 City Hall-1700 Convention Drive,3rd Floor SANITATION 112 140 Macarthur Causeway SBST SANITATION 36 140 Macarthur Causeway TOURISM&CULTURAL DEVELOPMENT 13 1755 Meridian Ave.,Offices-5th Floor TRANSPORTATION 10 Private facility Exhibit B Revised Facilities Zone Locations Nan ;I M mann .. 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Tao Roars in dragas as L San aid assort an sea maraca al Salinas b Saga Wet _ • camel.NJ s0ev aA -a9 0 Mtasters 00004.00000 Qs. 5S gS.0 03 a tee 31.4.0 .Lab and o # a,r x91 3traet Pinang Garage 1301 ware Avwes 365.1ays a L. Mr.a day 36500 5 _ 2 1 0, 264,0.®asaures. Taa135.41,1 m garages sna Ca can Old assn.an sand apaeera00 of Minos a nada ale amyl Al araesi40 nrudr9 plcss OYma,mrg Ile garage must a hs d Viaar.axes and a6,r brags 30aet Plans Garage 1557 Wanirgbn Avenue 365 day.a•70x24 Inn a day a 38.100 5 3 4 1 5 603 cors staawca Tran Rooms in garages walla ran aid wawa an - meat appear.of loran.b Waldo Oma sofa.u sree-ads wabg"ales aaranarai/a yang.arra Se tae at!mer.lore and wlr taiga 3Yeet Paknq Gsoga 800..1715 Sava 365 days a.Gan2a^ours a'lav 474.5005 5 a 1 C 1,700saace6 933021333aa_ Tan Pone n gr0gaa Ms Co glean am afters as overall.05era,w d.0041.0 b iO a War' 005104 0.seams 00047.arnaa lurraaatinq Ye Parking Garage 1755 Meridan Avenue 355 days s..0.{220 lows a layOwage mart a hes al Ater.-dais ale'char(maga 211,+10 7 5 3 . 0 >SO sem wnvares Tran Roam in garag00 0106 a den an asata an eveaaa spwatalca d*enames le 6,aar mgr anew NI a0aaads including Owlets.na30b4 ale garage sura to Cm d War.dare and mar brag, ievani.Parkng Garage 1661 Psmayavamla Avenue 365 days a year24 ars a day 18500 6 4 3 I J 500 spam mamma. 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Menday-Sammy 7.00am.•10:00 cm. :001 2 4 ,mx-rr.rr 5,a Pak-Seam Rearm.-1001 So. 100 are.9 Ocean Jas Monday-Sunday 700 are-1000 am. 521 1 2 0 Wk..I x3 Pael rt Pork -143,Street lord 3m..i Ocean rn t O . Md.- -3u.: 7.00 am.-1000 am. 15001 r .•-m .Park-Saul Reaamm-213130ml 21st540015Cad.Ayre. Monday-Sums 700.30-h00 ran. . 3611 2 I 1I tau en mt Pan-Seam R,00e0na-350 30,01 3531 53.3 Raabe A0.nu. 31.0.-3un®y 7:00 am.-3300 am 512,1 2 1 Mb`00nl 13.4.10o-d PVI( 3estrecm-460 bat 46303teal 320441040.1,0, Monday-3l.naiy 7'00 a.m.•3000 am 6501 2 1 'j"'r:o.'n 13 M1 Park-3. Pe00oam-5310 Skeet 5330 Steel 5 costa Menlo. Monday-Sunday 700 a3a.3000 am. 364 1 2 1 r2rcel.en n Pao.3..cn Rosman-340131r.et 640 Sze.tS C.r.Avnew Monday-Sunday 7001m.-300 1,.m. 5121 2 1 1,.m.«n Sar.Oo.3ance Talr OlSces 790 areal 6 r_3,e.Avenue Monday-7n0av 7:00.m.•4:00 4.01. 560 I 1 1 Clynwn Markwarca F.. 21005104,Avow. ' MaWay-Frcay 73120 am.-400 am 550:1 4 1 74 moo Pyx Tanen Carur 12351255 Woman Avenue Monday-Sundry 100 am.-5.00 ala 3.300 1 4 1 100 1.tf1r Rooms rkap Park 35,..31.SmOall 3 Fdotb4 R. 1455300150400400.40 Monday-Sundry 300 am•500 am. 10001 10 1 100 d Puce Rmmoom 7231 Ooans Avon. Monday-Friday 700 am.-3:00 oat 351 5 2 1 0.•.... Exhibit C • Revised Cost Proposal Form • • iI tf lI iI 1 J APPENDIX E AA A AilF - „.„ { Revisec cost Proposal r Form 2017-070-JO Janitorial Services Failure to submit the attached Revised Cost Proposal Form shall render 1' proposal non-responsive, and said non-responsive proposal shall not be considered by the City, PROCUREMENT DEPARTMENT I 1755 Meridian Avenue 3rd Floor I Miami Beach, Florida 33139 REVISED COST PROPOSAL FORM Failure to submit REVISED Cost Proposal Form,in its entirety and fully executed by the deadline established for the receipt of proposals will result in proposal being deemed non-responsive and being rejected. • Proposer affirms,that the prices stated on the revised cost proposal form below represents the entire cost of i the items in full accordance with the requirements of this RFP, inclusive of its terms, conditions, specifications and other requirements stated herein, and that no claim will be made on account of any increase in wage scales, material prices, delivery delays, taxes, insurance, cost indexes or any other unless a cost escalation provision is allowed herein and has been exercised by the City Manager In advance. The Revised Cost Proposal Form shall be completed mechanically or, if manually, in ink. Revised Cost Proposal Form completed in pencil shall be deemed non-responsive.All corrections on the Revised Cost Proposal Form shall be initialed. ZONE ZDescription Quantity U IN Unit Cost Extended Total !tem MuantityX unit Cast) M. -Eloelfewave4kilIding 64 weekif $ $ • A2 Fleet Maintenance 3 buildings 52 Weekly $ $ A3 Sanitation Administration Offices 52 Weekly $ $ A-1 44 kite4i4lY $ $ A5 Seise Ocean Rescue 52 weekly $ $ AS MBPD Internal Affairs 52 Weekly $ $ Police Station Headquarters Al (includes porter) 52 Weekly $ $ A8 Police Garage 52 Weekly _$ $ A9 Historic City Hall 52 weekly $ $ A44 Firo Station t`1 6 WWek4y $ $ A14, geye-&Oirb Ql 44 weekoy $ $ Al2 555 Building(17th St) 52 Weekly $ $ A4. Saeitet Cera ffe 64 Weekly $ • $ A14 South Shore Community Center 52 Weekly $ $ PAL Building Al 5 (includes porter) 52 . Weekly $ $ M6 10th Street Beach Patrol 52 Weekly $ $ South Pointe Paric Ocean Reesiiia Front Facilities A17 (includes porter) 52 Weekly , $ $ Al 8 10th Street Auditorium 52 Weekly $ $ City Hall(1700 Convention Center Dr) A19 (Includes porter) 52 Weekly $ $ A20 1755 Meridian Ave 52 Wet i $ f A21 777 Buildin./1701 Meridian Ave 52 Weekly $ $ • ZONE 2: SUB-TOTAL ANNUAL COST $ ZONE 3 Item Description Quantity U/M Unit Cost Total(ouantity_X_Unitcost) B1 Marine Patrol 52 Weekly $ $ B2 Property Management 52 Weekly $ $ 83 Public Works Operations 52 _ Weekly $ $ 84 Firo Station't2 Adrninistativo Ofco° 62 Wee* $ $ 11 $5• Fire-Static g Weekly $ -$ 88 " ` rie g Weekly $ _$ Scott Rakow Youth Center B7 (includes porter) _ 52 Weekly $ $ B8 Scott Rakow Youth Center-ICE RINK 52 Weekly $ ' 1 $ 86 Fka n 52 wow/ $ $ B10 Police Sub Station North Beach 52 Weekly ,$ $ Fra Station ft1 62 _ Weekly -$ ?: 842 - - .re 62 weekly $ & 43 Old 1.;brary 52 Weekly $ $ B14 Normandy Shores Guardhouse 52 Weekly $ $ 846 Leg-Get* 62 Weekly $ $ B16 Parking Meter Shoo Facility(Bay Road) 52 Wlekly $ $ • ZONE3iSUB.TOTALANNUALCOST $ • PNE4 - tem Description Quantity U l M Unit Cost Total(Quantityr_x_uni&Cost) ; Cl 7th Street Parking Garage 52 Weekly $ $ 1 C2 12th Street Parking Garage 52 weekly $ $ C3 13th Street Parking Garage 52 Weekly $ $ C4 16th Street Parking Garage 52 Weekly _$ $ 1 C5 . 17th Street Parking Garage 52 Weekly $ $ C6 Pennsylvania Parking Garage 52 Weekly $ $ C7 42nd Street Parking Garage 52 Weekly $ $ • C8 Sunset Harbour Parking Garage 52 Weekly $ $ Q6 12th Stroot Parking Garago 62 ,ems„ $ $ C10 1755 Meridian Garage 52 Weekly $ $ ZONE 4:SUBTOTAL ANNUAL COST ,$ E5 . - Description Quantity 114441 Unit-CosttouantifitX�-UnkCost) 04 Rest Weekly $ Da t 0- $49,` --® . 7 iNerfae9 52 Weekly $ $ Ma is 52 Weekly $ 3 Q4 Beardv4alli 62 Weekly $ $ 62 - Weekly $ $ t$ d-F=ea€e 62 weskit $ $ 9; geeeh-`heware ia , Weekly _$ $ l$ La#oguar{1-Stands tg INe:. $ $ ZONE-5-O--AL-ANNUAL—COST $ ZONE 6 Item Description Quantity IIII4 Unit Cost Total(Quantity_X_Unit_Cost) Flamingo Pool Facility El (Includes porter) 52 Weekly $ $ E2 Normandy Isle Park Pool Facility 52 Weekly $ $ E3 Crespi Park Building 52 Weekly $ $ E4 Muss Park Building,Pavilion&Restrooms 52 Weekly $ $ E5 Stillwater Park Building 52 Weekly , $ $ ES Tatum Park Building 52 Weekly $ $ E7 North Shore Park Band Shell-Amphitheatre 52 Weekly $ $ North Shore Park Youth Center/Tennis 1 E8 (includes porter) 52 Weekly •$ , $ I E9 Fairway Park laavillieo Center&Restroom 52 Weekly $ $ El0 North Shore Park Restroom(New FY18) 52 Weekly $ $ E44 north Shorn Cpon Spaco Park Pavillion#2 53 wleelay 3 $ t 6,g 4v4ekly $ $ C _..._--e-_r- --'_ . .,_- Weekly 644 AleFth-Silige-Gpen-Sea 63 Weekiy . $ $ E15 . - - -- - e. • I E16 Normandy Shores Park Restroom&Storage 52 Weekly $ I $ • South Pointe Park Restroom E17 (includes porter) 52 Weekly $ $ Marjorie Stoneman Douglas-Beach Restroom - • El8 3rd Street 52 Weekly $ $ Lummus Park-Beach Restroom•6th Street E19 (includes porter) 52 Weekly $ $ Lummus Park-Beach Restroom-10th Street E20 (includes porter) 52 Weekly $ $ Lummus Park-Beach Restroom -14th Street E21 (includes porter) 52 Weekty $ $ Collins Park-Beach Restroom -21st Street E22 (includes porter) 52 Weekly $ $ E23 Pancoast Park-Beach Restroom •35th Street 52 Weekly $ $ E24 Indian Beach Park-Beach Restroom 46th Street 52 Weekly $ $ E25 Beach View Park-Beach Restroom-53rd Street 52 Weekly $ $ E26 Allison Park-Beach Restroom -64th Street 52 _ Weekly -$ $ E27 North Shore Open Space Trailer Offices 52 Weekly $ _$ E28 Parks Maintenance Facility 52 Weekly $ _$ Flamingo Park Tennis Center E29 (Includes porter) 52 Weekly $ $ Flamingo Park Baseball,Softball,&Football Field Restrooms E30 (includes porter) 52 Weekly $ $ i . 1 1 71'Street Unidad Public Restroom i E31 (Includes porter) 52 Weekly _$ $ ) E32 ... - ' == 64 We &s1; PafkiV,44.;ap,aoge4asility. 54 weekly _$ $ E34 Altos del Mar Park—Restroom Building 52 Weekly $ • E35 Maurice Gibb Memorial Park—Restroom Building 52 weekly , 1 1 I Mid Beach Community Park—Restroom Building E36 (Opening TBD) 52 Weekly $ 1 E37 Park Ranoer Facility 52 weekly $ i 1 1 Beach Front Restrooms Porter Service i E38 (for all locations in Exhibit E) 52 Weekly $ $ - ZONE 6:SUB-TOTAL ANNUAL COST $ . , PLEASE ADD ALL ZONES (2, 3, 4, 6) FOR TOTAL ANNUAL COST TO CITY OF MIAMI BEACH: Fl1 • 1 ADDITIONAL SERVICES , NEEDED,AND OUTSIDE OF THE REQUIRED PERIODIC FREQUENCIES ESTABLISHED IN THE RFP 01 Deep.Cleaning Carpet Cost Per Square Y-a€d Foot $ GZ Steam cleaning of chairs • Cost Per Unit Cleaned $ 1 G3 Steam cleaning of sofas Cost Per Unit Cleaned $ r$ 64 Pfess� ; G5 Strip and Wax Cost Per Square Foot $ i G6 Scrub and Recoa� Cost Per Scuare Foot i i t Post-Construction Cleanup(1,e..removal of heavy dust, wipe down fixtures/furniture, vacuum G7 carnets,clean air vents) Cost Per Square Foot $ i Bidder's Affirmation I I Company: • Authorized Representative: I Address: 1 Telephone: 1 Email: t Authorized Representative's Signature: i i i I Exhibit D Revised Special Conditions APPENDIX D m A r H to " , Revised Special Conditions 2017-070-JC Janitorial Services PROCUREMENT DEPARTMENT 1755 Meridian Avenue 3rd Floor Miami Beach, Florida 33139 1.TERM OF CONTRACT. Three(3)years. 2. OPTIONS TO RENEW. Option to renew is at the discretion of the City Manager for two (2)additional one(1) year periods. 3. PRICES.Not Applicable. 4. EXAMINATION OF FACILITIES.Not Applicable. • 5. INDEMNIFICATION. The successful proposer will be required to Hold the City of Miami Beach Harmless, provide indemnification and defend the City of Miami Beach for any causes of action or lawsuits (which shall include payment of all monetary costs associated with the Litigation)that may be filed,and such indemnification, hold harmless and defense will be applicable as to any direct or indirect causes of action or lawsuit stemming from the red-light camera program. Further, the Provider shall indemnify and hold harmless the City and its officers, employees, agents and instrumentalities from any and all liability, losses or damages, including attorneys' fees and costs of defense, which the City or its officers, employees, agents or instrumentalities may incur as a result of claims, demands, suits, causes of actions or proceedings of any kind or nature arising out of, relating to or resulting from the performance of this Agreement by the Provider or its employees, agents, servants, partners principals or subcontractors. Provider shall pay all claims and losses in connection therewith and shall investigate and defend all claims, suits or actions of any kind or nature in the name of the City, where applicable, including appellate proceedings, and shall pay all costs, judgments, and attorney's fees which may Issue thereon. Provider expressly understands and agrees that any insurance protection required by this Agreement or otherwise provided by Provider shall in no way limit the responsibility to indemnify, keep and save harmless and defend the City or its officers,employees,agents and instrumentalities as herein provided. 6. REQUIRED CERTIFICATIONS. Not Applicable. 7. SHIPPING TERMS. Not Applicable. 8. DELIVERY REQUIREMENTS.Not Applicable. 9.WARRANTY REQUIREMENTS,Not Applicable. 10. BACKGROUND CHECKS. The Contractor(s) shall conduct a full criminal background check at its own expense on each of its employees engaged in providing services under this RFP or any resulting Agreement prior to the commencement of said services. No Contractor(s) employee shall be eligible to perform services, pursuant to this RFP or resulting Agreement,if he or she: (1)has been convicted of or was placed in a pre-trial diversion program for any crime involving dishonesty or breach of trust; embezzlement; drug trafficking;forgery; burglary; robbery; theft; perjury; possession of stolen property; identity theft; fraud; money laundering; shoplifting; larceny; falsification of documents and/or (2)has been convicted of any sex, weapons, or violent crime including but not limited to homicide; attempted homicide; rape; child molestation; extortion; terrorism or terrorist threats; kidnapping; assault; battery; and illegal weapon possession, sale or use. The Contractor(s) shall defend, indemnify and hold the City, its officers, employees, and agents harmless from and against any and all liability, loss, expense (including reasonable attorneys'fees) or claims for injury or damages arising out of its failure to comply with this requirement. 11. CHANGE OF PROJECT MANAGER. A change in the Vendor's project manager (as well as any replacement)shall be subject to the prior written approval of the City Manager or his designee (who in this case shall be an Assistant City Manager). Replacement(including reassignment)of an approved project manager or public information officer shall not be made without submitting a resume for the replacement staff person and receiving prior written approval of the City Manager or his designee (i.e.the City project manager). 12. SUB-CONSULTANTS. The Vendor shall not retain, add, or replace any sub-consultant without the prior written approval of the City Manager, in response to a written request from the Consultant stating the reasons for any proposed substitution. Any approval of a sub-consultant by the City Manager shall not in any way shift the responsibility for the quality and acceptability by the City of the services performed by the sub-consultant from the Consultant to the City. The quality of services and acceptability to the City of the services performed by sub-consultants shall be the sole responsibility of Consultant. 13. NEGOTIATIONS. Upon approval of selection by the City Commission, negotiations between the City and the selected Proposer(s) will take place to arrive at a mutually acceptable Agreement, including final scope of services, deliverables and cost of services. 14. ADDITIONAL LOCATIONS. The Vendor(s) shall be responsible for providing daily, monthly, quarterly, annual, and additional janitorial services to all future locations added to the City's facilities list, and at a cost consistent with that submitted in their cost proposal,in response to this RFP. • 1 Exhibit E Beachfront Restrooms Porter Service • • • • • iI Beachfront Restroom Porters, Hours of Service (IMPORTANT: Highlighted areas below must have a dedicated porter service for the times indicated. Proposers must include cost of porter service to Appendix E, Revised Cost Proposal Form, for all respective locations below.) 1st Washington -South Pointe Park Monday Friday Rovina Service 7AM—8PM 5a iv` _S ovs+tIe' ate l Se rW7FA1 .8AM 3`d& Ocean-Marion/Stoneman Douglas Monday- Sunday: Roving Service 7AM—8PM 6"'Street&Ocean—Lummus Park Monday—Friday: Roving Service 7AM—10PM Satada da EQeardateWatQ BAAr - A 10th Street&Ocean—Lummus Park Monday—Friday: Roving Service 7AM— 10PM Sat'ada` ,,:8 Ci2-da" --0.6.eti a e atee CTAti 14th Street&Ocean—Lummus Park Monday—Friday: Roving Service 7AM—10PM S t E@ irtdgAe drat .e .Nfiat 1a r 2lst Street&Ocean—Collins Park Monday Friday: Roving Service 7AM 8PM natgrda 48-8 i Da WET§W ioe S�FIVt It ANi 5th Street&Ocean—Pancoast Park Monday—Sunday: Roving Service 7AM—8PM 46th Street&Collins—Indian Beach Park Monday—Sunday: Roving Service 7AM—8PM 53`d Street&Collins—Beach View Park Monday—Sunday: Roving Service 7AM—8PM { 64th Street&Collins—Allison Park Monday—Sunday: Roving Service 7AM—8PM 71st Street(UNIDAD) Monday Friday: Roving Service 8AM—8PM North Shore Open Space Park 80th Street& Collins 83`d Street&Collins 84`h Street&Collins Monday—Sunday:Roving Service 7AM—8PM Exhibit F Ordinance No. 2017-4143 Livinc Wace Requirements • • 1 ORDINANCE NO. 2017-4143 AN ORDINANCE OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AMENDING CHAPTER 2 OF THE CITY OF MIAMI BEACH CODE, ENTITLED "ADMINISTRATION," BY AMENDING ARTICLE VI, ENTITLED "PROCUREMENT," BY AMENDING DIVISION 6, ENTITLED "LIVING WAGE REQUIREMENTS FOR SERVICE CONTRACTS AND CITY EMPLOYEES," BY AMENDING SECTION 2-408, ENTITLED "LIVING WAGE," BY INCREASING THE CURRENT LIVING WAGE RATE OF$11.62 PER HOUR WITH HEALTH CARE BENEFITS OF AT LEAST $1.69 PER HOUR, OR NO LESS THAN $13.31 PER HOUR WITHOUT HEALTH CARE BENEFITS, IN A "PHASE-IN" APPROACH COMMENCING ON JANUARY 1, 2018 AND ENDING ON DECEMBER 31, 2020 AS FOLLOWS: 1) A LIVING WAGE OF NO LESS THAN $11.62 PER HOUR WITH HEALTH CARE BENEFITS OF AT LEAST $2.26 PER HOUR, OR A LIVING WAGE RATE OF NO LESS THAN $13.88 PER HOUR WITHOUT HEALTH CARE BENEFITS, COMMENCING JANUARY 1, 2018, 2)A LIVING WAGE RATE OF NO LESS THAN $11.70 PER HOUR WITH HEALTH CARE BENEFITS OF AT LEAST $2.74 PER HOUR, OR A LIVING WAGE RATE OF NO LESS THAN $14.44 PER HOUR WITHOUT HEALTH CARE BENEFITS, COMMENCING ON JANUARY 1, 2019, AND 3) A LIVING WAGE RATE OF NO LESS THAN $11.78 PER HOUR WITH HEALTH CARE BENEFITS OF AT LEAST $3.22 PER HOUR, OR A LIVING WAGE RATE OF $15.00 PER HOUR WITHOUT HEALTH CARE BENEFITS, COMMENCING ON JANUARY 1, 2020 AND ENDING ON DECEMBER 31, 2020; BY REQUIRING THAT COMMENCING ON JANUARY 1, 2021, AND EACH YEAR THEREAFTER, ANY INCREASE TO THE SUPPLEMENTAL HEALTH CARE BENEFITS RATE, AS APPROVED BY COMMISSION, BE CALCULATED USING THE MIAMI CONSUMER PRICE INDEX EXCLUSIVELY FOR "MEDICAL CARE" FOR ALL URBAN CONSUMERS (CPI-U) IN THE MIAMI/FT. LAUDERDALE AREA; AND, PROVIDING FOR REPEALER, SEVERABILITY, CODIFICATION, AND AN EFFECTIVE DATE. WHEREAS, pursuant to Section 2-408(a) of the Code of the City of Miami Beach, any service contractor entering into a covered services contract with the City, as defined in Section 2-407, must pay to all its employees, who provide services under the covered contract, the stipulated living wage rates, as approved by the City Commission; and WHEREAS, pursuant to Section 2-408(d) of the City of Miami Beach Code, the living wage rate may, by resolution of the City Commission, be indexed annually for inflation using the Consumer Price Index for all Urban Consumers (CPI-U) Miami/Ft. Lauderdale area, issued by the U.S. Department of Labor, Bureau of Labor Statistics; and WHEREAS, at its April 26, 2017 meeting, the City Commission, pursuant to Agenda Item C4-G, approved a referral to the Finance and Citywide Projects Committee (the "Committee") for a discussion on whether or not to change the current Living Wage hourly rate; and WHEREAS, at its July 10, 2017 meeting, after several discussions, and after considering all available options, the Committee recommended indexing the living wage rate cumulatively by 5.62% in a "Phase-In" approach to catch up with inflation from previous years (from January 1, 2016 through December 31, 2016, and from January 1, 2017 through December 31, 2017) • when no living wage increases took place; and further to require that commencing on January 1, 2021 and thereafter, any annual adjustment for inflation to the supplemental health care benefit hourly rate, as approved by the City Commission, be calculated using the Miami Consumer Price Index exclusively for "medical care" for all Urban consumers (CPI-U), Miami/Ft. Lauderdale area; and WHEREAS, after considering the Committee's recommendation during First Reading of this Ordinance on September 25, 2017, the Mayor and City Commission directed the City's Administration to increase the health care benefit, by at least 50 cents per hour the first year, with a pathway to make the living wage rate without health care benefits at least $15.00 per hour using a "phase-in"approach; and WHEREAS, using a "phase-in" approach, the new hourly living wage rates, as approved by the City Commission,will be as follows: • Effective January 1, 2018, covered employees must be paid a living wage rate of no less than $11.62 per hour with health care benefits of at least$2.26 per hour, or a living wage rate of no less than $13.88 per hour without health care benefits; and • Effective January 1, 2019, covered employees must be paid a living wage rate of no less than $11.70 per hour with health care benefits of at least $2.74 per hour, or a living wage rate of no less than $14.44 per hour without health care benefits; and • Effective January 1, 2020, covered employees must be paid a living wage rate of no less than $11.78 per hour with health care benefits of at least $3.22 per hour, or a living wage rate of no less than $15.00 without health care benefits; and WHEREAS, all existing covered service contracts and future solicitations for covered • services shall reflect and comply with all provisions herein, and as may be amended from time to time. NOW, THEREFORE, BE IT ORDAINED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AS FOLLOWS: SECTION 1: That Chapter 2, Article VI, Division 6, Section 2-408 of the Code of the City of Miami Beach is hereby amended as follows: CHAPTER 2 • ADMINISTRATION * * * ARTICLE VI. PROCUREMENT * * * DIVISION 6. LIVING WAGE REQUIREMENTS FOR SERVICE CONTRACTS AND CITY EMPLOYEES * * * Sec. 2-408. Living wage. (a) Living wage paid. ---- - -- - e - - -- _ - -- - --•- - • • - Using a t#€ee=4).4iea; "phase-in" approach , hourly living wage rates are adopted as follows: (1) Effective January 1, 2018, covered employees must be paid a living wage rate of no less than .=. • •er hour with health care benefits of at j least $4 2.26,per hour, or a living wage rate of no less than $13.58 13.88 per hour without health care benefits; (2) Effective January 1, 2019, covered employees must be paid a living wage rate of no less than $.-4456 11.70 per hour with health benefits of at least $4= 2.74 per hour, or a living wage rate of no less than $44F84. 44 .-r hour without health care benefits: ooncum -(CPI LL) Miami/Ft. La fe-d �^ ^-o, t^ tlg ^.kr4 rato, (3) Effective January 1, 2020, covered employees must be paid a living wage rate of no less than $ 7 11.78 per hour with health care benefits of at least $49 3.22 per hour, or a livingwage rate of no less than $4.496 15.00 per hour without health care benefits; --- ------ --- - On. (b) Health benefits; eligibility period. For a covered employer or the city to comply with the living wage requirements of this division by choosing to pay the lower wage scale available when a covered employer also provides health care benefits, such health care benefits shall consist of payment of at least$1.60$4-F74,2.26 per hour toward the provision of a health care benefits plan for covered employees and their dependents effective January 1, 2018, and thereafter, as provided in subsections 2-408(a)(1)-(3}. If the health care benefits plan of a covered employer requires an initial period of employment for a new employee to be eligible for health care benefits (eligibility period) the living wage requirements of this division shall be deemed to have been complied with during the eligibility period, provided the covered employer commences to pay the applicable living wage rate without health care benefits, effective as of the date of hire of the covered employee. Upon completion of the eligibility period, and provided the new employee will be provided health care benefits, a covered employer may commence to pay the applicable living wage rate with health care benefits. { Proof of the provision of health care benefits must be submitted to the city's procurement director to qualify for the wage rate for employees with health care benefits. (c) Annual open enrollment/election of benefits. If a covered employee is being paid the hourly living wage rate with health care benefits and elects, during such period of time (but no fess than once during the covered employer's fiscal year) on which the covered employer permits its employees an opportunity to change their health benefits plan coverage (hereinafter such election period shall be referred to as the "annual open enrollment period") to no longer continue receiving coverage under the employer's health benefits plan, then notwithstanding the covered employer's continuing to offer a health benefits plan to employees - the covered employee (electing out of coverage during the annual enrollment period) shall, by the next pay period, be paid the applicable hourly living wage rate without health care benefits. The covered employer may, in its reasonable judgment and discretion, determine the length of time for the annual open enrollment period; may require employees to complete and return a benefits election form; and, in the event that a covered employee does not complete and return such election form to the covered employee during the prescribed time of the annual open enrollment period, then the covered employer may treat the covered employee as having elected to continue with the health plan benefits coverage (then in !i effect) and, accordingly, may continue to pay the covered employee the applicable hourly living wage rate with health benefits. (d) Indexing. The living wage rate and health care benefits rato may, by resolution of the city commission, be indexed annually for inflation using the Miami PMSA Consumer Price Index for all Urban Consumers (CPI-U) Miami/Ft. Lauderdale, issued by the U.S. Department of Labor's Bureau of Labor Statistics. Commencing on January 1, 2021, the supplemental health care benefits rate (the per hour rate towards health benefits) may, by resolution of the city commission, be separately indexed annually for inflation using the Miami PMSA Consumer Price Index for all Urban Consumers (CPI-U) for the Miami/Ft. Lauderdale area. for medical care only. as issued by the U.S. Department of Labor's Bureau of Labor Statistics. Notwithstanding the preceding, no annual index shall exceed three percent; nor shall an annual increase exceed the corresponding annual compensation increase (if any) provided to unrepresented (i.e., unclassified) city employees. The city commission may also, by resolution, elect not to index the living wage rate in any particular year, if it determines it would not be fiscally sound to implement same (in a particular year). The determination to index (or not index) the living wage rate shall be considered annually during the city commission's review and approval of the city's annual operating budget. In the event that the city commission has determined, in any particular fiscal year (or years), to not index the living wage rate, and thereafter determines that making up all or any part of the prior year's (or years') unindexed percentage would not have an adverse fiscal impact upon the city, then the city commission shall also have the right, but not the obligation, to cumulatively index the living wage rate to "make-up" for any deficiencies in the prior year (or years) where there was (were) no increase(s) (the "catch up" election). The "catch-up" election must be approved by resolution, and may only be considered during the city commission's review and approval of the city's annual operating budget. * * * SECTION 2. REPEALER. All ordinances or parts of ordinances in conflict herewith be and the same are hereby repealed. SECTION 3. SEVERABILITY. If any section, subsection, clause or provision of this Ordinance is held invalid, the remainder shall not be affected by such invalidity. SECTION 4. CODIFICATION. It is the intention of the Mayor and City Commission of the City of Miami Beach, and it is hereby ordained that the provisions of this Ordinance shall become and be made part of the Code of the City of Miami Beach, Florida. The sections of this Ordinance may be renumbered or re- lettered to accomplish such intention, and the word "ordinance" may be changed to "section,' "article," or other appropriate word. SECTION 5. EFFECTIVE DATE. This Ordinance shall take effect on the 13t day of January, 2018. PASSED AND ADOPTED this P3 day of 0C4,6-e , 2017. ATTEST: /1;.' ...0/5/4FW:et.Kiayor id (.6 3a h City Clerk " Rafael E. Granado, C ty �:„ '��� �-__ 1�' ~fir; r: Underline denotes additions ` ; �v ,,, / APPROVED AS TO Strike through denotes deletions�`� �f"r: `�'� FORM & LANGUAGE Double underline denotes additiont,after Fii-At'Regting,47 & FORlit- EION denotes deletions after,l'?rsf Reading (� - 4 tri City Attorney ( Dote (Sponsored by: Commissioner Ricky Arriola) Ordinances - R5 H MIAMI BEACH COMMISSION MEMORANDUM TO: Honorable Mayor and Members of the City Corrn ission FROM: Jimmy L. Morales, City Manager DATE: October 18, 2017 • 10:35 a.m. Second Reading Public Hearing • SUBJECT:AN ORDINANCE OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AMENDING CHAPTER 2 OF THE CITY OF MIAMI BEACH CODE, ENTITLED "ADMINISTRATION," BY AMENDING ARTICLE VI, ENTITLED "PROCUREMENT," BY AMENDING DIVISION 6, ENTITLED "LIVING WAGE REQUIREMENTS FOR SERVICE CONTRACTS AND CITY EMPLOYEES," BY AMENDING SECTION 2-408, ENTITLED "LIVING WAGE," BY INCREASING THE CURRENT LIVING WAGE RATE OF $11.62 PER HOUR WITH HEALTH CARE BENEFITS OF AT LEAST $1.69 PER HOUR, OR NO LESS THAN $13.31 PER HOUR WITHOUT HEALTH CARE BENEFITS, IN A "PHASE-IN" APPROACH COMMENCING ON JANUARY 1, 2018 AND ENDING ON DECEMBER 31, 2020 AS FOLLOWS: 1) A LIVING WAGE OF NO LESS THAN $11.62 PER HOUR WITH • HEALTH CARE BENEFITS OF AT LEAST $2.26 PER HOUR, OR A LIVING WAGE RATE OF NO LESS THAN $13.88 PER HOUR WITHOUT HEALTH CARE BENEFITS, COMMENCING JANUARY 1, 2018, 2) A LIVING WAGE RATE OF NO LESS THAN $11.70 PER HOUR WITH HEALTH CARE BENEFITS OF AT LEAST $2.74 PER HOUR, OR A LIVING WAGE RATE OF NO LESS THAN $14.44 PER HOUR WITHOUT HEALTH CARE BENEFITS, COMMENCING ON JANUARY 1, 2019, AND 3)A LIVING WAGE RATE OF NO LESS THAN $11.78 PER HOUR WITH HEALTH CARE BENEFITS OF AT LEAST $3.22 PER HOUR, OR A LIVING WAGE RATE OF $15.00 PER HOUR WITHOUT HEALTH CARE BENEFITS, COMMENCING ON JANUARY 1, 2020 AND ENDING ON DECEMBER 31, 2020; BY REQUIRING THAT COMMENCING ON JANUARY 1, 2021, AND EACH YEAR THEREAFTER, ANY INCREASE TO THE SUPPLEMENTAL HEALTH CARE BENEFITS RATE, AS APPROVED BY COMMISSION, BE CALCULATED USING THE MIAMI CONSUMER PRICE INDEX EXCLUSIVELY FOR "MEDICAL CARE" • FOR ALL URBAN CONSUMERS (CPI-U) IN THE MIAMI/FT. LAUDERDALE AREA; AND, PROVIDING FOR REPEALER, SEVERABILITY, CODIFICATION, AND AN EFFECTIVE DATE. RECOMMENDATION Adopt the Ordinance. ANALYSIS In the current fiscal year, the minimum hourly ("Living Wage") rate paid to covered employees of applicable City service contractors is $11.62 per hour, with health benefits of at least $1.69 per hour, or $13.31 per hour without health benefits. These rates were last indexed by the City Commission on September 30, 2014 with an effective date of January 1, 2015. No increases were approved for Page 500 of 1633 the following periods between January 1, 2016 — December 31, 2016 and January 1, 2017 — December 31, 2017, Pursuant to Section 2-408(d) of the City of Miami Beach Code, the living wage rate may, by resolution of the City Commission, be indexed annually for inflation using the Consumer Price Index for all Urban Consumers (CPI-U) Miami/Ft. Lauderdale area, issued.by the U.S. Department of Labor, Bureau of Labor Statistics. According to the City Code, the City Commission may: 1) index the Living Wage rate annually; 2) index the Living Wage rate cumulatively to "catch up" for any prior year(s)where there was/were no increase(s); or 3) may elect to forego any increases if it determines it would not be fiscally sound to do so. At its April 26, 2017 meeting, the City Commission, pursuant to Agenda Item C4-G, approved a referral to the Finance and City-Wide Projects Committee (the "Committee") for a discussion on whether or not to change the current Living Wage hourly rate, The discussion item was originally presented to the Committee at its May 19, 2017, meeting for indexing the living wage rate. At that time, representatives of the Service Employees International Union (SEIU) also presented recommendations to the Committee that it proposes for both the living wage rates and amendments to the language and requirements of the Living Wage Ordinance (the "Ordinance"), Following the discussion of the information presented by both the Administration and SEIU, the Committee deferred the discussion to its June 30, 2017, meeting and requested staff to meet with the representatives of SEIU to determine the fiscal impacts of the different rates proposed and to provide an analysis of the amendments to the City's living wage ordinance proposed by SEIU. At its June 30, 2017, meeting, the Committee considered the information requested, which included • the proposed living wage rates, each rate's potential fiscal impact as noted in the table below. Option Agency LW Health LW Potential Rate Benefit Rate Fiscal with Minimum without Impact Health Amount Health Benefits Benefits Miami 1 Beach $11.91 $1.73 $13.64 $ 351,622 (single year option) Miami Beach 2 $12.27 $1.79 $14.06 $ 799,140 (catch up option) 3 SEIU $13.00 $3.16 $16.16 $3,036,732 On June 30, 2017, the Committee directed staff to consider any circumstances that may reduce the fiscal impact of the living wage rate options noted above. In carrying out the direction of the Committee, staff considered two scenarios that may reduce the fiscal Impact of any increase: 1. Are any contractor employees at or above any proposed rate and, therefore, not eligible for an increase? In this scenario, only the fiscal impact from reimbursing contractors for those employees that would actually receive the increase is considered in the Revised Potential Fiscal Impact. 2, Is the City considering reductions in the current level of service for any of the contracts to which the living wage rate currently applies? Since the City is, In fact, considering reductions in the Page 501 of 1633 current level of service for the contracts noted below in 2a-2c, the fiscal impact of the living wage rate increase may be reduced by the corresponding reduction in the level of service. The portion of Revised Potential Fiscal Impact indicated in the table below has been adjusted for the estimated reduction in the level of service in the following contracts: a . Security Guards. The Emergency Management Department is currently working on a plan to reduce a percentage of security guards deployed city wide, b . Temporary Labor Services. The Sanitation Division of the Public Works Department has been and is planning to continue to reduce the number of temporary workers it utilizes because it plans to continue filling the full-time positions already allocated in its budget. c . Tennis Management. Pursuant to Resolution 2017-29897 approved by the City Commission on June 7, 2017, the Parks and Recreation Department is implementing a reduction in the level of service for the tennis management contract. d. Other areas. The impact of any increase can be further mitigated by the reduction of service in other contracts that may be currently being considered. For example, the deployment of the gated revenue control system In the City parking garages may result in a reduction in the number of parking garage attendants required. The same is the case.for the number of temporary office personnel contracted through one of the City's temporary services (clerical and para-professional) contracts. However, the potential reduction In these areas is not yet known and the Revised Potential Fiscal Impact indicated in the table below has not been adjusted for any potential future reduction. Based on the foregoing, the table below provides Revised Potential Fiscal Impacts for the options being considered by the Committee on July 10, 2017. Option Agency LW Health LW Potential Revised Rate Benefit Rate Fiscal Potential with Minimum without Impact Fiscal Health Amount Health (Maximum) Impact Benefits Benefits (Based on Current Employee Rates and Service Reductions) 1 Miami Beach (single $11.91 $1.73 $13.64 $ 351,622 $ 234,985 year option) 2 Miami (catch up each $12.27 $1.79 $14.06 $ 799,140 $ 586,364 option) 3 SEIU $13.00 $3.16 $16.16 $3,036,732 1$2,395,681 1There are no City employees whose hourly rates are below Options 1 and 2. A number of City employee hourly rates are below the rate in Option 3. These figures do not include any adjustments that may be required in the hourly rates of employees currently below the rate stipulated in Option 3. Page 502 of 1633 That figure is estimated at approximately$150,000. On June 30, 2017, the Committee also requested options for staggering the implementation of rate increases to mitigate the impact on any given year. One approach for doing so is a phased-in option over three (3) years. The tables below shows some potential options for phasing in the rate increases for Options 2 and 3. A longer phase-in period (e.g., five years) is also an option at the Committee's discretion, especially for Option 3. Phase-in for Option 2 Current Option 2 Difference 2018 2019 2020 Rate Rate $13.31 $14.06 $.75 $13.56 $13.81 $14.06 (.25/year for 3 (13.31+.25) (13.56+.25) (13.81+.25) • years) plus any plus any increase in increase in CPI for CPI for 2019 2020 Fiscal Impact $586,364 $195,455 $195,455 $195,455 plus the plus the ($195,455/year impact of impact of for 3 years) any rate any rate increase in increase In in 2019 in 2020 Phase-in for Option 3 Current Option 3 Difference 2018 2019 2020 Rate Rate $13.31 $16.16 $.2.85 $14.26 $16.16 (.95/yearfor3 (13.31+.95) $15.21 (15.21+.95) years) plus any (14.26+.95) increase in plus any CPI for increase In 2020 CPI for 2019 Fiscal Impact $798,560 $798,560 $7'98,560 $2,395,681 plus.the plus the impact of impact of ($798,560.33/year any rate any rate for 3 years) increase in increase in in 2019 in 2020 After considering all options, the Committee recommended approval of the Option 2 Phase-In. This option consists of indexing current living wage rates by a 5.62% cumulatively increase in a "Phase- In" approach to catch up with inflation from previous years when no living wage increases took place; and further to require that commencing on fiscal year 2019 and thereafter, any annual adjustment for inflation to the supplemental health care benefits hourly rate, as approved by the City Commission, be calculated using the Miami Consumer Price Index exclusively for "medical care" for all Urban consumers (CPI-U)in the Miami/Ft. Lauderdale area. On September 25, 2017, after considering the Committee's recommendation during First Reading of this Ordinance, the Mayor and City Commission directed the City's Administration to increase the Page 503 of 1633 health care benefit, by at least 50 cents per hour the first year, with a pathway to make the living wage rate without health care benefits at least $15.00 per hour using a "phase-in" approach. The new pathway or "Phase-in" approach will take effect as reflected in the revised Ordinance (attached). CONCLUSION The Mayor and City Commission directed the City Administration to increase the current health care benefit, by at least 50 cents per hour the first year, with a pathway to make the living wage rate without health care benefits at least$15.00 per hour using a "phase-in"approach. Using a "phase-in" approach commencing on January 1, 2018 and ending on December 31, 2020, the new living wage rates, as approved by the Mayor and City Commission,will be as follows: 1. Effective January 1, 2018, covered employees must be paid a living wage rate of no less than $11.62 per hour with health care benefits of at least$2.26 per hour, or a living wage rate of no less than$13.88 per hour without health care benefits. 2. Effective January 1, 2019, covered employees must be paid a living wage rate of no less than $11.70 per hour with health care benefits of at least$2.74 per hour, or a living wage rate of no less than $14.44 per hour without health care benefits. 3. Effective January 1, 2020, covered employees must be paid a living wage rate of no less than $11.78 per hour with health care benefits of at least$3.22 per hour, or a living wage rate of no less than $15.00 without health care benefits. Furthermore, commencing on January 1, 2021, and each year thereafter, any increase to the supplemental health care benefits rate, as approved by Commission, be calculated using the Miami Consumer Price Index exclusively for "Medical Care" for all Urban Consumers (CP I-U) in the Miami/Ft. Lauderdale area. KEY INTENDED OUTCOMES SUPPORTED Improve City's Managerial Leadership To Reward Innovation And Performance FINANCIAL INFORMATION The Phase-in approach will help mitigating the total estimated budget impact of $1,339,129, which will have an annual estimated impact of $446,376 commencing on January 1, 2018 and ending on December 31, 2020. Legislative Tracking Procurement Sponsor Vice-Mayor Ricky Arriola . ATTACHMENTS: Description o Ordinance • Page 504 of 1633 Exhibit G Section C3.06, Materials anc Equipment • I ! C3.06 MATERIALS AND EQUIPMENT. The Contractor shad provide all materials, supplies, and equipment as required to prcperlIj maintain the facilities and areas tri an acceptable condition,according to the mfrimum standards of the fiFP, This shall Include all required maintenance and clearing products,including, but not limited to: cleaners, disinfectants, blah, floor care cleaners and protective coatings, etc. It shall also include brooms, mops ,vet and dry/dry dust mops}, mop handles,dust mop handles,dust pans,bei mops, bowl brushes,putty knives, dusters, sponges,rags, window squeegees, floor pads, rubber gloves, for trash removal, spray battles,floor machines,vacuum cleaners,etc„needed to perform the cleaning. Vacuum cleaners shall be equipped with a beater bar or double row of brushes with high suction.The bar or brush seting should be approximately tr`3° below the vacuum clearer casing. It is recommended that vacuum cleaners are equipped with special NEPA (high-efficiency particulate air) or ULPA (Ultra Low Particulate Air) type filters that collects at least 99.97%,or that less no more than 1/10 of one percent of dust collected to the aericsphere. All equipment used in the cleaning operator,of any City of ellami Beach facilities must be in cod safe operating condition as required by OSHA. Equipment with broken or exposedelectric wires wll not be ai mred to be used. Supplles The Contractor(s) shall &relish all clearing supplies, including but not limited to, paper products, cleaning products, equipment, liners, hand soap, tools and devices,floor finishes, floor sealer, floor stepper,germicidal clearer,disinfecIng cleaner,carpet cleaner,supplies,detergents,defoamer,metal and wood polishes.M cleaning equipment,supplies and materials shall be approved by the Cit/a Zone Manager prior to use and stored in a clean, neat and safe manner within design-ad areas in each facility. Contractor's employees must use protective gloved clothing when using(harsh)skin-irritating chemicals.C~to flammable=duds.including propane or descant.shall be stored in the facility. The Contractor(s) shall le isl -and Install all hand soap and hand towel dispensers, if deemed necessary by the City.Tire-Ce -Comet- lanageeehall-approve all-neveha -seep-,arid-rand-towel cis sere r`for•to stallaaon-by-t1~ ntractor{s),The City shall also approve in advance the exact location of all new hand soap and hand towel dispensers, includiirg the height from finished fivers, proximity to other fixtures,and other accessibility cotleerrs. NOTE; .PJI apples must be used in accordance with the marurfacturaar's recommendations and Insfn;ctions.AI containers must be labeled with the manufacturer's brand name,name of product,and its recommended use. Green Cleanira Reotiirements As part of the City's Sustainable&Resilient Procureertent Policy,It is the intent of the City to reduce greenhouse gas(CNG}emissions to Combat climate chancge;decrease the use of hazardous materials f i to Improve community and environmental health;and decrease waste and inefflc;endies in electncite, fuel, paper,water and ether consumption to relieve pressure on natural resources. To advance these goals, products and services contracted wIll be evaluated in part erased on their environmental attributes to reduce risks to health, safety, and Ole environment Strict adherence to the following standards is required.Prior to commencement of work, the Contractors)is required to submit a list of the product they intend to use. The Contractor(s) shall update the product list annually, The Contractor(s) is responsiible for providing invoices confirming compliance with environmentally- 2 1/-u, - L 33 • Exhibit H Revised Scope of Services, Sections C2-C3.05 { 4 C2.STATEMENT OF WORK REQUIRED The City of Miami Beach is seeking a qualified Contractor(s) to provide citywide janitorial cleaning services for City facilities and City public spaces, identified as follows: Zone 2 South, Zone 3 North, Zone 4 Parking, Zene-5-Beach Maintonanse, and Zone 6 Parks. !For the purposes of this RFP, Zone 1 and Zone 5 does not apply.} The Contractor(s) shall provide all supervision, administrative and technical support, labor, materials, supplies and equipment, and shall plan, schedule, coordinate and assure effective completion of all cleaning services described herein. The Contractor(s) shall provide services to all areas requiring services within each Zone including, but not limited to, cleaning of all offices, conference rooms, and common areas, lobbies, hallways, waiting areas, kitchens, break rooms, entrances, sidewalks,janitorial closets, elevators(passenger and freight, if applicable), stairwells and landings (if applicable), restrooms,and restroom lobby areas, and any applicable beach facilities,beach showers, lifeguard-stands and boardwalk. All work shall be performed in accordance with the highest cleaning and environmental standards including: • ISSA CIMS-GB • Greenseal GS-42(services) • Greenseal GS-37 and GS-37(products) The Contractor(s)shall be fully responsible for providing customer service,quality control and all other services listed herein.The Contractor(s)will determine,by way of their proposal,and in accordance to the minimum requirements of the RFP, the manner in which services are to be performed by Zone and location, allocation of labor hours needed to perform the task(s), cleaning methods and required supplies, materials and equipment, in order to successfully complete the required work. C3.TECHNICAL SPECIFICATIONS The facilities wilt may be occupied as indicated by the City in Appendix G, Facility Locations, of the RFP. The Contractor(s) shall provide janitorial services consistent with meeting and exceeding the requirements of the RFP, and in accordance with the approved Comprehensive Cleaning Plan, which shall detail the proposer's project approach, indicating the means and methods for meeting the City's janitorial services requirements, and shall be provided by all proposers with their RFP submittal response package, as identified in Section 0300, TAB 3, of the RFP. During evening services, lights shall be turned off as areas are completed,except in the immediate area where work is being performed The City of Miami Beach reserves the right to adjust work hours to serve the specific needs of the facility. ..•.•.. .. . .. - .... .. .. • - .. . • - - - - - -• - -- . directed, for City observed holidays:When a City-observed holiday falls on a regularly scheduled service day, and the City facility is not accessible to the Contractor(s),the Contractor(s)shall perform the regularly scheduled services on the next workday following the holiday closure. Exceptions will require arrangements with the City's Property Management Director,or designee. A complete listing of facilities and current operating hours within the facility is provided and attached as Appendix G, Facility Locations. The-list-prevides--estimated-square foetage-and-ti' :. - •.••. . • . •- .-'red-services Times of operation may be subject to change at the City's discretion. The Contractor(s) shall, at a minimum, provide the City with janitorial and related services in accordance with the following standards and frequency expectations: Balance of Page Intentionally Left Blank C3.01 SCHEDULE OF JANITORIAL SERVICES - OFFICES, WORKSPACES, LOUNGES, LOBBIES, ENTRANCES, COMMON AREAS, HALLWAYS, EXTERIORS,CORRIDORS A. Daffy-At Each Visit 1. Empty wastebaskets,trash cans,and recycling bins In dedicated containers. 2. Replace bag liner if ripped, soiled or wet for wastebasket and trashcans (Recycling bins should not have liners). 3. Dispose of all collected refuse to an outside dumpster. 4. Empty recycle containers and deposit material into dedicated,outside recycling collection container. 5. Empty and clean all ashtrays and cigarette receptacles(including those on stairwell landings and outside of building entrances). 6. Clean all table and counter surfaces not having paper or materials stored on them •• 7. Dispose of any cardboard packing or discarded materials or items left for removal to outside dumpster. 8. Clean any area or item that obviously needs immediate attention due to incidental spills,leaks or debris. 9. Clean all glass main entry doors. 10. Sweep and damp mop all hard flooring(including elevators and stone surfaced flooring;spot clean any dirt or stains with appropriate cleaners and solvents as needed to maintain an acceptable appearance.) 11. Vacuum all carpeted areas,including walk-off mats,entrance mats,and rugs. 12. Refill hand towel dispensers. 13. Clean and sanitize drinking fountains. 14. Sweep clean all landings and stairwells. 15. Spot clean any obvious stains or spills in carpeted areas with appropriate/approved cleaner(s). 16. Clean all doors(including glass doors)and frames,sweep mats,remove spider webs,remove gum. 17. All glass and metal surfaces of facility entrance/exit doors and lobbies interior and exterior shall be cleaned daisy. ; 18. Dust all wall hangings and decorative light fixtures. 19. Wooden surfaces shall be maintained with a City approved polish. Every effort must be made so no rings, spills,or noticeable dust is visible. 20. Clean and/or polish tables,benches,and chairs.Wet cleaning may be required with germicidal cleaner, 21. Spot clean light switches and walls. 22. Collect and dispose of debris and litter in parking areas,sidewalks,and breezeways. 23. Monitor exterior trash receptacles,removing trash as-needed,and replacing liners. B. Weekly 1. Polish furniture. 2. Clean and polish all table and counter surfaces which are free of material. 3. Wipe down all interior window frames,and sills with damp cloth. 4. Clean all non-glass doors and door frames 5. Wipe down all shelving with damp cloth. 6. Vacuum all fabric covered furniture and partitions 7. Wipe down elevator walls,polish interior cab with all purpose cleaning spray or furniture polish. 8. Clean all elevator hand railings and metallic wall panels with stainless steel cleaner/polish. 9. All first floor exterior windows shall be cleaned as needed. C. Bi-Weekly 1. Clean all blinds,wall plates,door hardware and stairwell railings D. Monthly 1. Dust and clean all air conditioning registers and air return vents. 2. Clean all vinyl furniture with vinyl cleaner. 3. Scrub, rinse, spray buff and wax hard floors (excluding stone surfaced flooring, utilizing proper floor care machinery). 4. Wipe down all walls and clean any spider webs from corners or ceilings. 5. Clean interior window glass. 6. Clean baseboards. 7. Detail clean all horizontal or vertical surfaces so that no visible dirt, dust, cobwebs, or streaks are visible, including all furniture, edges, corners, baseboards,walls, air vents,and door frames (high and low dusting, etc.) from floor to ceiling. Include all custodial closets, stairwells, entrance areas,.and planters, and any other item or area within the scope of this Contract 8. Telephones must be periodically cleaned using a germicidal cleaner disinfectant. E. Quarterly 1, Scrub and recoat hard floors(excluding stone surfaced flooring,utilizing proper floor care machinery.(This service is to be provided within fifteen days of start-up of contract or trial period and performed quarterly thereafter). F. Semi-Annually 1. Strip and wax hard floors, 3-coat minimum(excluding stone surfaced flooring,utilizing proper floor care machinery.(This service is to be provided within fifteen days of start-up of contract or trial period and performed quarterly thereafter). 2. Vacuum fabric partitions throughout the City facilities. G. Annually 1. Clean all blinds.Cleaning shall occur at the same time interior window surfaces are cleaned. 2. After cleaning,all blinds shall operate properly and contain no visible streaks,smears or dust. 3. Vertical blinds may be cleaned in place using chemicals designed for vinyl cleaning. H. Carpet Spot Cleaning 1. Spot cleaning will be performed utilizing extraction method. 2. Carpet will be free of any dirt, dust, lint, stain or foreignmatter as determined by the Contract Manager, Facility Manager or designee. 3. Cleaning procedures and chemicals shall be used in accordance with manufacturer's recommendations and warranty conditions. 4. Spot clean any spotted and stained areas daily,as needed or as requested. 5. When spot cleaned,affected carpet areas shall blend with adjacent areas. 6. Leave no dirt on carpets,in corners,near baseboards,behind doors,or under any furniture. 7. Wipe baseboards in carpeted areas free of dust daily. I. Day Porters The Contractor(s), in addition to standard janitorial services, shall provide daily porter services at City of Miami Beach Police Department Headquarters and Scott Rakow Youth Center, City Hall, North Shore Park Youth Center, Flamingo Park(pool, tennis, restrooms are 7 days per week), PAL building (weekdays Monday-Friday and *porter service for public restrooms during weekends at South Pointe Park, 1st Street, 6th Street, 10th Street, 14th Street,21st Street,and 72nd Street,shall meet or exceed the following requirements: 1. Maintain entrances and lobbies,(including parking garage)windows,doors,and dusting. 2. Maintain cleanliness of water fountains.. 3. Complete restroom service-daily; minimum once for a 4-hour shift and twice for an 8-hour shift, and as needed throughout the day.Restock and empty trash as needed. 4. Dust all interior signage including lobby and common areas. 5. Kitchenettes: Empty trash dailyT dust window sills,wipe down exterior and interior of cabinets, wiping down counter and sink areas. 6. Maintain custodial storage areas, keeping active inventory of supplies and all custodial closets clean and neat. 7. Facility exterior cleaning: Check all entrances and parking garages for paper and trash,empty all trash and smoking containers. 8. Report any maintenance items needing repair in the Control Book. 9. Report any custodial issues arising from tenants and to the City's Zone Manager via the Control Book. 10. Remove recyclable waste if needed.Daily: 11. Assist vacuuming office areas and spot cleaning as needed. 12. Healthcare and related Facilities: Immediate response to all clean-ups, including full custodial cleaning of affected areas if required by the City. 13. Day custodians shall provide ongoing service for entrances, common areas, restrooms, emergency spill removal from carpets and hard flooring, rainy day safety precautions (put out mats, signs and keep floors mopped dry),and other cleaning-related duties. 14. The City's Zone Manager will have authority to direct the day porters to perform special cleaning duties • between the hours of 8:00 a.m.and 5:00 p.m.,not to exceed five(5)hours per week,per day porter. C3.02 SCHEDULE OF SERVICES-RESTROOMS A.-Daily-At Each Visit 1. Clean all mirrors. 2. Replenish soap,toilet tissue and hand towels. 3, Sweep,mop with disinfectant cleaner and rinse bathroom floors. 4. Clean urinals and commodes(inside and out). 5. Checkdeodorizer block and replace if necessary. 6. Wipe down all partitions. 7. Clean and disinfect basins and counter tops. 8. Empty and clean all waste receptacles,replace liners if necessary, 9. Polish all chrome and stainless steel. 10. Clean baby changing stations in conjunction with daily-restroom cleaning schedules. B.Weekly 1. Clean all doors,including entry doors,metal kick plates,door handles or push plates. 2. Clean all interior window glass,frames and sills. 3. Clean showers(if applicable). 4. Clean locker tops(if applicable). 5. Wipe dean(with tile cleaner)all tiled wall areas. C.Monthly 1. Dust and clean all air conditioning registers and air return vents. D. Quarterly • 1. Scrub and rinse all tile surfaces with a non-toxic tile cleaner. 2. Detail clean all restroom floors and grout to a clean and uniform appearance, machine scrub floors, and entirely clean walls and doors 100% by the end of the first quarter of the Contract and no less than quarterly thereafter. C3.03 SCHEDULE OF SERVICES-KITCHENS AND BREAK ROOMS A.Daily At Each Visit 1. Clean all counter space. 2. Sweep floors 3. Wet mop floors 4. Wipe dean all appliances. 5. Clean and disinfect sink. 6. Refill hand towel dispensers. 7. Remove all trash and recyclables. 8. Replace liners,as needed. • B.Quarterly 1. Scrub and rinse all tile surfaces with a non-toxic tile cleaner. C.Annually, 1. Strip and wax hard floors,with a 3-coat minimum wax application method. C3.04 SCHEDULE OF SERVICES-PARKING GARAGES Dai-lyAt Every Visit 1. Collect and dispose of debris and litter in parking areas,ramps,decks,sidewalks,and breezeways. 2. Monitor exterior trash and recycling receptacles, removing trash as needed, and replacing liners, while maintaining all recyclable material separate from trash to avoid contamination. 3. Policing of public areas in all garages,between the daily-cleaning requirements,is required. 4. Elevators,entrance and exit doors,stairwells(including handrails,steps,landings and lights),parking decks, all must remain free of trash,dust,dirt,litter,fluids,and odors. 5. Garbage cans in the public areas need be clean and able to except additional trash at all times. 6. Floor drains need to be free on any debris,sand or litter. C3.05 SCHEDULE OF SERVICES-ADDITIONAL SERVICES Pressure Cleaning 1. Pressure cleaning shall be performed three (3) times per-year-during the months of April, August and BsEem and--shall--i•. . .. . - - - , : -yolks, curbs and concrete), other than • asphait-parking lots and drives. The following specifications will be used for pressure ci aning: a. Uso pressur: - .- - _ •• • • . , : •: : - .. - . '•: - :• -.• . - :•:. - .11 dirt,mold,mildew,chalking,oil residues,scale, stains and ether-contaminant& a--P•tic ure cleaning ashen shall bo constant and uniform to provide a restored or like new appearance. e. Any stubborn stains, mold,or-mildew-re•maining after pressure cleaning shall be re cleaned by applying dewlstain remover,Before applying any type of chemical based removers-for uce on - - •• - •- -- - - •- - . ':e manufacturer's material safety data sheets-to-the _• _ .- . - - . (5)years. Steam Cleaning 1, Steam cleaning of chairs. 2. Steam cleaning of sofas. Carpet Deep Cleaning 1. Clean carpet during the first six(6)months of the Contract and quarterly thereafter. 2. Carpets shall be deep cleaned using an extractor. 3. Special spotting kits may be needed to remove difficult stains. 4. Clean carpet where visible and accessible, which will require moving some furniture. Moving heavy furniture,such as filing cabinets,is not required. 5. Edges and baseboards must not have fibers,debris,or spills visible after cleaning. 6. Apply a Teflon-based protector to all carpeting after cleaning 7. Give all empty containers of carpet protector to the Contract Manager as a control. 8. Schedule time with the Contract Manager to operate air handlers overnight in the section to be extracted to reduce drying time. 9. The use of at least two (2) commercial carpet dryers supplied by Contractor(s) should be used to assist drying. • Balance of Page Intentionally Left Blank N\IAMt BEAC H PROCUREMENT DEPARTMENT,3rd Floor,Miami Beach,Florida 33139, www.miamibeachfl.gov,Tel: 305-673-7490. ADDENDUM NO. 15 REQUEST FOR PROPOSALS (RFP) 2017-070-JC JANITORIAL SERVICES February 5, 2018 This Addendum to the above-referenced RFP is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The RFP is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). No further questions will be considered,and no further extensions will be made. I. MODIFICATIONS: 1. RFP DUE DATE AND TIME. The deadline for the receipt of proposals is extended until 3:00 PM, on Wednesday, February 14, 2018, at the following location: City of Miami Beach, Procurement Department, 1755 Meridian Ave, 3`d Floor, Miami Beach, FL 33139. II. REVISED ATTACHMENT: Exhibit B: Revised Facility Zone Locations Exhibit C: Revised Cost Proposal Failure to submit the attached Revised Cost Proposal Form shall render proposal non-responsive,and said non-responsive proposal shall not be considered by the City: Exhibit H: Revised Scope of Services III. CLARIFICATIONS: Exhibit B has been revised to include previously omitted locations. The Cost Proposal Form has been revised to refelect these locations. Exhibit H has been revised to reflect day porter hours of service. '. Any questions regarding this Addendum should be submitted in writing to the Procurement Department to the attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranado(c�miamibeachfhgay. Procurement Contact: Telephone: Email: +; Jason Crouch 305-673-7000, ext. 6694 JasonCrouch@miamibeachfl.gov roposers are reminded to acknowledge receipt of this addendum as part of your RFP submission. /11111 lex Deni ro ment Director \fie 1 ADDENDUM NO.15 REQUEST FOR PROPOSALS(RFP)2017-070-JC JANITORIAL SERVICES Exhibit B Revised Facilities Zone Locations •• •. Nme! OccuPance Property Same Location Address Haas9Operation 7ouaae Fait Moon Saw 4 Sfaww0S Resoatms 1 Fanta ii �-OWw ylOtll Eleelemo e&Adooy 11{rmuuouaaa s CnewOy Ibwy--.0OM389sek-300300.2. I .M Peetartarorce I suanga 1'-'0 YaurlaMMule.rt Causeway c -5000y 100 a.m.-5110 a.m. j fa;,00.1 0 0 1 I .�LasaterRporns.100.00, 0. San ldocn acm,ro:nsn•.f0cea +80 Macrlhtr Causeway Moro.-gnaw 170 am.-5.70 2 m. r 20 SCC 2 0 1 2 I ' ,40--:wa-iaaea.:aawr:atws .-4--in-iaesasaaeine--- Sewe.Pn..�. C .,,...ae..r,.a...., i } Ocsen'ncua 3Cove'e Ave Monter-=•.ay 470 am-500o.m. a 70� a �a ij ' ',n•rv,wnl M800 merwl Affairs l:_5 Nasnerrlon Avenue Monday-Fnday 3'00 a.m.-570 P.m. 2200• 0 0 2 _ I 12 Police Station 1100 Waarvngton Avenue 105 days a yean24 haus a day 10000C•5 3 5 3t 12 1200 Luaer Reams,sed Cell Fmna Canty,'Showers Pence Garage 1.00 Nasnngton Avenue 364:mass a yaa00 acute a day 24.37.0 Z ; 1 : ! 91.300 leemrc C.tv 9AI "20 5,srrctal+renis Moron- 0 1'0 1,1 0_X1 a e 2-1_117A, j j g �•`f1T'"^•_ • .209_Serer..—. j 0.0,088 e '-'.0.am,nuon Comer Jrwe'Mama.-Anna,1,0 sm. 3 A am MAXI a .a Maj 1.508ILdaulq;acs ,.'3uaargl1701 Henalan Ave 777-17th street Monday-Enemy 500 a.m.-SW p.m_ - 28.0005 2 2 9 •2 AA 1755 daltlmg 0Iend'en Ave 1755 Meridian Avenue Monday-Fnday 7:30 am.-590 Pm 121,000 5 5 2 12 500 555 Sulkling"7x4 all 555-1701 Street Monday-Fnday 3:00 a.m.-8:010 0. 10.725 1 0 0 5 3 200 5awdbliaoSlermaa- .810-17MSYees South Shore Community Center 83.1-80 Street Monday-Fnday 3:00 a.m.-4320 P m. '9.:20 2 1 ,2 0 5 - 500 Monday-Friday 7:00 am.-3:00 p.m. PAL 3wldin9 999-1710 S1re0 Saturday 9:00 a.m.-5.00 p.m. 20.000 2 1 1 A E 250 Locker Rooms Gymnasun,Pen.Fmesa Center 1001 30ser 3eacn Aetna •701'...0ear Cr,. MUM,,-Straw 9:00 a. -020 a m. asc 01 ter taus,looms.5howrs m ' .0 .. . . . .. _ - 6Mvle.r..Qme ^•—_ _.. . __ -_ 240.0w .1) '4 3{ -�umen:ww lEee0er-� ee eHmeari 1!b Sneer7 Aunram J I'"mI Ly L..0080 80_re 01-.,-8000 7 3 N 0..n ..v.r. 1 :1412 l' I' _,i.2 1'0.0(0 r� .-.. yraler Oc.WKy Property Hama Location Address Hours of Ooentlon Square Feet Floors Elevator Stairwells Rosvooms Fountains LOW•O.0y Otlter Manna.Petrol 1790 Purdy Avenue Monday-Sunday 9:00 a.m.-5:00 a.m. 1.350 2 0 1 •a j 100 Property.Management '933 Say Road Monday-Fnday 7:00 am.•590 P.m. 3.000 2 I 1 1 4 30 P3rlune Neter Shoo Facility 1933 3w GOag Monday-Fndas''00 a.m.-530 C.In L;a121 9 1 1 2 22 P'A tc Wilms monsoons .051 Cnce 30n. Mornay-Fncw'90 am-5,9 0 71 I :9 21C 2 tt 2 1 1 253 Locker Roans.;lowers 2309^let-.....G.- a'. —+0.e-«, i 1.495 2 0 1 84 250! Fwdlasoes2 223000041e-:ren.:nve Aleroar-Fnem.709are-A,XI o.o .Wp I s t 3 I 511 Fa-e'Wan.Aera'0. .33.10.0940'+e. - 'Monday-Fnday 9:00 a.m.-3..01 p m. 'Haute Clang.200015 elg On programs Orman!. Saturday 9:00 a.m.-10:00 Pm. Looter Rooms 70).3owling Lanes I81.GYmrlasurn. Scott Ra0Ow Youth Center Sunday 10:00 a.m.-5:30 pm. 58.118 2 3 11 10 SOC Patio.Fitness Center 2700 Shendan Avenue Monday-Tuaeday 900 a.m.-15:00 on Wednesday 9:00 a.m.-10:30 p.m. Thursday-Saturday 9:00 ant-10 0 p.m. Ice Rink Pennrter Qur 50'01,50(001,1oo�dud50 nn Scott R000w Voupl Center-CE RINK Sunday 9.00 am.-7900.m. WA KA NA toP 0033 WA w* ICC,ter',sole Canter F:rgehnaoa'3 5303.C.fors-A wsr ! 1 Ponce 300 ilaoon.North;tan 6200 roan C:eee=eve Moreav-1ncay 3:•_0 am.-4:70 a_m. 1 2.200 1 0 70 3i :O LoeserSommers7coms.Sommers 04e-Stabaw46 6830eyaerl-6rea shore ,I aMBP'Cdny.SAB001- 60 "AAvner - i 1 ow-oaraufr.w.,+ r I • Normand*hands•ra�. c,oe _TAr SiC Yos 3d5 arm2'x1' 10 6 41 10 hag-doom - -s "1 --%wr7,le_... 3ao_„ I -eat IF ar 4 4 di f ZONES PARKING natal Occupancy Property Naim Location Address flours of Operation Square Feel Floors Elevators Stairwells Reslrooms Fountains Load-Daily OMlsr Trash Rooms m garages snad be dean and..sent an 0ard appearance 01 deanress b noude 004r control.Al Seawalks odtudtrg planters tuneurding:he garage must pe free,t icier,deeds 3rd other'amp 7th S.eet Padmg Garage 2'0-7th Skeet 365 days a yaelr24 hours a day 209.950 6 32 I 0 646 spaces substances Trash Rooms n garages shell be deal and present Sr overall appearance of,cleanliness 10'.,dude add control.Ala vdewatks including planters surrounding the garage must de nm of iMac.deans 3rd Adler foreign 12th Street Puking Garage 512-1201 Street 365 days a year24 hours a day 43.500 4 I 2 I ] 170 spaces substances. I Trash Rooms in garages shall 55 dean and present an emll appearance of daintinesswao:nude odor control.WI sidelks Incrr uding planters aununang he garage must be nee of leer.debris and parer foreign 13th Sheet Pulling Garage 1301 Collins Avenue 365 days a year2335.3 4 hours 3 day 00 5 2 2 1 264 spaces substances. Trasn Rooms in garages shall x dean and present an overall apoearance of cleamlra.s to maule odd dont..Al sidewalks mauling planters surra utarg IM garage must oe free of'Iden.dans and other foreign 16th Street Puking Garage 1557'Nasninglen Avenue 365 days a vear20 Nun a dam _ 226.100 5 3 4 1 0 903 spaces substances. Trash Rooms n garages shall be dean and present an overall appearance of deaminase to include odor control.All 00e0,0105 00014 trOes nlitter.'9 planters aurroung d gaga must ha free of litter.deans and other Veep 17th Steel Puking Garage 640-171h Stns. 365 days a year24 hours 3 day 474 500 5 5 4 1 0 t 460 soaves substarlcaa. Trash Rooms m garages slue Se dean mo present an erall appearance of cleanliness to include Odor control.All sidowalks tnduding planters surrounding the garage must be free of Me,define and other foreign 1755 Perking Garage 1755 Mandan Avenue 365 days a war24 hours a day 21 1250 7 5 3 I 0 650 spaces substances. Trasn Rooms In garages Mall 10 dean and present an overall appearance of cleanliness to include odd centro.Al sidewalks PCluOing planters sunourtang the garage must be free of Inas',deans and other banagn Psnnsyfania Parking Garage 1661 Pennsyroanra Avenue 385 days a yaar2a tours a dam 162.500 6 43 I 0 500 spaces substances Trash Rooms in garages alai 55 claw and prem.an i 0veraa spay...of cleanliness to include odor control.Al sidewalks tndudng planters surrounding the garage must 0a tree of ibex,deals and other foreign 42nd Sheat Parking Garage 000 West 42nd Street 365 days a yW24 has.a day 201,500 5 2 2 2 0 620 spaces substances. Sunset Marocur Psrkrrg Garage 1900 gay Road 1155'1o.•r.n,e24,+curs a Civ ' '200 4 _ 1 3 y^,5 spaces 10 Etevald oades I Occupancy '1.wa...y Mans. Lacatken Address Hues of Ooaatbn Sauces Feet Edon LE.evatom lStaaramm.Rasvocma MemelFambrns La.d•Cala/OgMr ReeeeneaP rte Beach--Swale Pnetkam4 1.R:ansae Nnestawsk I� 134 Peras4-M wevarn 8wxas Saawa0 - kmakiraa tianors T .�- Water Occupancy Property Nam. Location Address Hours of Operation Squan FM Floors Elevators tainnil.Rastroama Fountains Load•ONIy O81ar Flamingo Pod Facility 1205 Michigan Avenue Monday-Sunday 505 a.m.-9:00 p.m. 10.000 0 2 1 150 Locker Rooms.Showers Normandy Isle Park Pool Faoliry 7030 Trduvele Esclanxe Monday-Sunday 3:05 a.m.-9:00 p.m. 17.042 0 5 1 150 Cresol Pant oudoing 801 Cresol 3ounvard Monday-Sunday d.00 a.m.-3:30 om. 500 0 2 i 500 Muss Park Sodding MOO Chase Avenue Monday-Fnaay 5:00 a.m.-580 Sal. 900 0 2 1 500 Stillwater Pik 3wlding 8440 Hewthome Avenue Monday-Sunday 3:00 a.m.-0300.m. 400 - 0 2 1 500 Tatum Pars 3mding 0050 Syron Avenue Mornay-Fnday 5:00 am.-0:00 P.M. 500 0 2 1 500 Norm Snore Park Sand Snell•Amdnithestre 7275 Collins Avenue No regular hours:Uaad for spot Evens 4.500 0 4 1 unknown North Shore dart'youth Canlarn nTera 7250 Collins Avenue Monday-Sunday 8:00 am.-MOO p.m. 33.400,2 1 10 SLOiLocaar Rooms,Shovers runway aan3.dWwA:a 1.m I.d•ot oom 'CO=-away Cnwe Mote` -Samar 300 a.m.-ill a OCC 1 0 _ - 50 a7-w V.___.. - ...-.. . .. . -. . _. -. .470+rsaaaa-Mar Mwelveo ►JteaaSos-Peek-Poytaan 3 .R4AraneaWee Mader-Ssmder:GOa. n-O00m o . I w CoonSeeerPe S id000 r„e.a- fSLS N._a "I 4 VI 41 uacMd+ j4 . oeaaaa.Park-P«arwm u 4tIOA.r. . Was Sar ..4a. . .000.aaaa-d00atn, , 0, ti Norturw.CAaw saostu wT3 PaR.san ,; ..5oafse Wan Maw'-Sueow`l;'µlay-400om i 3 sl Normandy Shdref Park 3esmfan s Storage 7.05 dura Jaye Monday-Sunday 100 am.-1A a.m. 450 i0 South Porte Pant Restroom One Crean Oral Moncay-Sunday 700 am.-100 a.m. 300 2 1 unmthan /lancets Stoneman Omugas-3eacn Restroom-Srd Street 31t1 3 Ocean Onve Monday-Sunday 700 am.-8:00 p.m. 800 _ 2 1 VLd??_ Lummua Pm*.Beach Restroom-dm Street 6th Street S Ocean Onws Monday-Sunday 7:00 am.-10:00 pm. 1.300 2 4 unknown Lummus Pent-Beech Restroom-101.11 Street 10th Street 3 Ocean Ore Monday-Sunday 700 a.m.-10:00 pm, 520 2 Z unknown Lummus Park-Sewn Restroom-1400 Street 14th Street 8 Ocean Orme Monday-Sunday 7'00 ant.-10:00 p.m. 1.500 2 d nraniM n Collins Park-Seam Restroom-21st Street 21st Street:3 Collins Amnon Monday-Sunday 7:00 a.m.-8:00 p.m. 384 2 000 kn0`.vn Panmasl Pars-3eacn.Rearoom-3511,Street 35th Street 3 Canine Avenue Monday-Sunday 700 a.m.-8:000.m. 512 2 Unknown Indian daddy Pars-Seat,Rasuoam-48m Street 46th Street 4.:Otlins Avenue Monday-Sunday 7:00 a rn.-3:00 0.M. 650 unanSTen Beach view Pak-death Restroom-53rd Street 53rd Street 3 Collins Avenue Monday-Sunday 700 am.-0:00 p.m. 384 2 unknown Allison Pork-attach Postman-84th Street BIN Street B Colin.Avneus Monday-Sunday 7:00 am.-800 p.m. 512 2 unknown North Shote Coen Soace Trailer Offices 79th Street 8 Colons Avenue Monday-Fnday 790 am.-4:110 p.m. 580 1 unknown Parts Maintenance Facility 2100 Menden Avenue Mondry-Fnday 700am.-400 pat 5.500 4 74 Flamingo Parer Tennis Censer 1235-1255 Michigan Arnold, Monday-Sunday 8:00 a.m.-5'000.m. 8.3011 4 100 Lamer Rams Flamingo Park daseoe8.4001,0.1 Foamed Field s Poolrooms 1455 Michigan Avenue Monday-Sunday 5:00 am.-5:000.m. 1.800 0 10 100 71st Street:un,dxl Pu0110 Rnoncom 7231 Coigns Avenue Monday-Fadav 7.00am.-MOO a.m. 555 0 2 gnknOtsl Altos del Mar Pant,Restroom atropine,. 7701 Coffins Avenue Monday-Sunder'm a.m.-4700 0.11 1-1.40 1 5 2 2. knows Maunce'3,50 Memonal Pork Reswana Rudmner 1780%ray Avenue Monday-Sunday'00 a.m.-100 am LW1 0 2 5 unknown 11.0 Seam•..ammunity Pant-Restroom Susdmd $735 Paine Avenue Monday-Sunday-'.0 s on-3:00 a-n. 476 k 0 5 7 40000_,11 15377W-so. 'n mrdton Avenuq_ Monday-Sundav'':0 a m-3.00 y n. 500 1 9. 9 v 1 gnknOwn Exhibit C Revised Cost Proposal Form APPENDIX E • ' /7 \ ' -‘ .-------i di._ f I -- , A si ) 1 / LJ i _i Revised Cost Proposal Form 2017-070-JC Janitorial Services Failure to submit the attached Revised Cost Proposal Form shall render proposal non-responsive, and said non-responsive proposal shall not be considered b the Ci _ PROCUREMENT DEPARTMENT 1755 Meridian Avenue 3rd Floor Miami Beach, Florida 33139 REVISED COST PROPOSAL FORM Failure to submk REVISED Cost Proposal Form,in its entirety and fully executed by the deadline established for the receipt of proposals will result in proposal being deemed non-responsive and being rejected. Proposer affirms that the prices stated on the revised cost proposal form below represents the entire cost of the items in full accordance with the requirements of this RFP, inclusive of its terms, conditions, specifications and other requirements stated herein, and that no claim will be made on account of any increase in wage scales, material prices, delivery delays, taxes, insurance, cost indexes or any other unless a cost escalation provision is allowed herein and has been exercised by the City Manager in advance. The Revised Cost Proposal Form shall be completed mechanically or, if manually, in ink. Revised Cost Proposal Form completed in pencil shall be deemed non-responsive.All corrections on the Revised Cost Proposal Form shall be initialed. ZONE 2 Extended Total Item Description Quantity U I M Unit Cost (Quantity_x_Unit_Cost) 44. -6le4t0e14a4*-84414iPg la weekry $ $ A2 Fleet Maintenance 3 buildings 52 Weekly $ $ A3 Sanitation Administration Offices 52 Weekly _$ $ A4 210 2nd Strcot Collinc Court Weekly $ $ A5 Ocean Rescue 52 Weekly $ $ A6 MBPD Internal Affairs 52 Weekly $ $ Police Station Headquarters A7 (includes dedicated porter) 52 Weekly $ $ • A8 Police Garage 52 Weekly $ $ A9 Historic City Hall 52 Weekly $ $ A4G Firo Station ff1 54 Weekly $ $ A.14 Soya&CirIc Club 64 weekly $ $ Al2 555 Building(17th St) 52 Weekly $ $ A1r c t4 Weekly $ $ A14 South Shore Community Center 52 Weekly $ $ PAL Building A15 Lincludes dedicated porter) 52 Weekly $ $ A16 10th Street Beach Patrol 52 Weekly $ , $ 414 finsludos oortorl bG Weekly $ $ A18 10th Street Auditorium 52 Weekly $ $ City Hall(1700 Convention Center Dr) A19 (includes dedicated porter) 52 Weekly $ $ A20 1755 Meridian Ave 52 Weekly $ $ A21 777 Buildinq/1701 Meridian Ave 52 Weekly $ $ ZONE 2: SUB-TOTAL ANNUAL COST $ ZONE 3 Item Description Quantity UI M Unit Cost Total(Quantity_X_Unit_Cost) B1 Marine Patrol 52 Weekly $ $ B2 Property Management 52 Weekly $ $ B3 Public Works Operations 52 Weekly $ $ B4ti g2 . Weelay $ $ Bl, Firo Station tit g8 J Weekly $ $ Week1to $ $ Scott Rakow Youth Center B7 (includes dedicated porter) 52 _ weekly . $ $ B8 Scott Rakow Youth Center-ICE RINK 52 Weekly $ $ B9 Firo Station13 ea y $ $ B10 Police Sub Station North Beach 52 Weekly $ $ B44 Firo Station 11 y8 may, $ $ B4g Syron Carlyo Thoatro e2 Weskty $ $ Boa Old Library it 3,44eel4y $ $ B14 Normandy Shores Guardhouse 52 Weekly $ $ 134i Log Cabin 62 Waekiy $ $ B16 Parkin. Meter Shoo Facili Ba Road 52 Weekly $ ZONE 3:SUB-TOTAL ANNUAL COST $ ZONE 4 Item Description Quantity U 1 M Unit Cast Total(Quantity_X_Unit Cost) Cl 7th Street Parking Garage 52 Weekly $ $ C2 12th Street Parking Garage 52 Weekly $ $ C3 13th Street Parking Garage 52 Weekly $ $ C4 16th Street Parking Garage 52 Weekly $ $ C5 17th Street Parking Garage 52 Weekly $ $ C6 Pennsylvania Parking Garage 52 Weekly $ $ C7 42nd Street Parking Garage 52 Weekly $ $ C8 Sunset Harbour Parking Garage 52 Weekly $ $ 68 12th Stroot Parking Garago ea Wsekiy $ $ C10 1755 Meridian Garage 52 Weekly $ $ ZONE 4:SUB-TOTAL ANNUAL COST $ Ltd Doseriptkm Quantity UA4 UM=Cost Total Quanti � hk X=Unit=Cast) 84 Repe-aa4-4264 Weekly $ $ 8B poach South Pointo to 87th Torraco Weekly $ $ &a 411.644406 54 Weekly $ $ 134 8444wa 14 Weekly $ $ 9g Boachwalk Wsek4y $ $ l ii84ef4 5. w...4ktu $ $ D.$ Lifoguard Stands 52 $ $ $ • ZONE 6 Item Description Quantity ft!M Unit Cost Total(Quantity_X_Unit_cost) Flamingo Pool Facility El (includes dedicated porter) 52 Weekly $ $ E2 Normandy Isle Park Pool Facility 52 Weekly $ $ E3 Crespi Park Building 52 Weekly $ $ E4 Muss Park Building,Pavilion&Restrooms 52 Weekly $ $ E5 Stillwater Park Building 52 Weekly $ $ E6 Tatum Park Building 52 Weekly $ $ E7 North Shore Park Band Shell-Amphitheatre 52 Weekly $ $ North Shore Park Youth Center/Tennis E8 (includes dedicated porter) 52 Weekly $ $ E9 Fairway Park14441444 Center&Restroom 52 Weekly $ $ El0 North Shore Park Restroom(New FY18) 52 Weekly $ $ €14 North Shore Opon Space Park Pavilion 4t2 52. weeks _$ $ E 64 Weekly _$ $ i4.; b,? w $ $ E.1.4 Noftla—Slaafe.Qpian4oaoa.Rar.1(-R,astgackaa4t4 54 waw $ $ € 5a weekly $ $ E16 Normandy Shores Park Restroom&Storage 52 Weekly $ $ South Pointe Park Restroom and Facilities El 7 (includes dedicated weekend porter)1st Street 52 Weekly $ $ Marjorie Stoneman Douglas-Beach Restroom - E18 3rd Street 52 Weekly $ $ Lummus Park-Beach Restroom-6th Street El 9 (includes dedicated weekend porter) 52 Weekly $ $ Lummus Park-Beach Restroom-10th Street E20 (includes dedicated weekend porter) 52 Weekly $ $ Lummus Park-Beach Restroom -14th Street E21 (includes dedicated weekend porter) 52 Weekly $ $ Collins Park-Beach Restroom -21st Street E22 (includes dedicated weekend porter) 52 _ Weekly $ $ E23 Pancoast Park-Beach Restroom -35th Street 52 Weekly $ $ E24 Indian Beach Park-Beach Restroom-46th Street 52 Weekly $ $ E25 Beach View Park-Beach Restroom-53rd Street 52 _ Weekly $ $ E26 Allison Park-Beach Restroom -64th Street 52 Weekly $ $ E27 North Shore Open Space Trailer Park 52 Weekly $ $ E28 Parks Maintenance Facility 52 Weekly $ $ Flamingo Park Tennis Center E29 (includes dedicated porter) 52 Weekly $ $ Flamingo Park Baseball,Softball,&Football Field Restrooms E30 (includes dedicated porter) 52 Weekly $ $ 71st Street Unidad Public Restroom E31 (includes dedicated weekend porter) 52 Weekly _$ $ E32 North Shore Open Soace Trailer Offices 52 Weekly $ 54 > y E34 Altos del Mar Park-Restroom Building 52 Weekly $ E35 Maurice Gibb Memorial Park-Restroom Building 52 _ Weekly Mid Beach Community Park-Restroom Building E36 LOoening TBD) 52 Weekly $ • E37 Park Ranger Facility 52 Weekly $ E34 (for all losctiorc a Sxht't Pl 52 Weeklv $ $ • ZONE 6:SUB-TOTAL ANNUAL COST $ PLEASE ADD ALL ZONES (2, 3, 4, 6) FOR TOTAL ANNUAL COST TO CITY OF MIAMI BEACH: Fl ADDITIONAL SERVICES NEEDED,AND OUTSIDE OF THE REQUIRED PERIODIC FREQUENCIES ESTABLISHED IN THE RFP G1 Deep Cleaning Carpet Cost Per Square W-ar4 Foot $ G2 Steam cleaning of chairs Cost Per Unit Cleaned $ G3 Steam cleaning of sofas Cost Per Unit Cleaned $ re4 ProccuFe-Gkailip9 trnual Coet at 3x Por Yoar $ G5 Strip and Wax Cost Per Square Foot $ G6 Scrub and Recoat Cost Per Square Foot $ Post-Construction Cleanup(i.e.,removal of heavy dust, wipe down fixtures/furniture, vacuum G7 carpets,clean air vents) Cost Per Square Foot S •- • Bidder's Affirmation Company: Authorized Representative: Address: Telephone: Email: Authorized Representative's Signature: Exhibit H Revised Scope of Services, Sections C2-C3.05 C2. STATEMENT OF WORK REQUIRED The City of Miami Beach is seeking a qualified Contractor(s) to provide citywide janitorial cleaning services for City facilities and City public spaces, identified as follows: Zone 2 South, Zone 3 North, Zone 4 Parking, Zone 5 Beach Maintenance, and Zone 6 Parks. fFor the purposes of this RFP, Zone 1 and Zone 5 does not apply.) The Contractor(s) shall provide all supervision, administrative and technical support, labor, materials, supplies and equipment, and shall plan, schedule, coordinate and assure effective completion of all cleaning services described herein. The Contractor(s) shall provide services to all areas requiring services within each Zone including, but not limited to, cleaning of all offices, conference rooms, and common areas, lobbies, hallways, waiting areas, kitchens, break rooms, entrances, sidewalks, janitorial closets, elevators (passenger and freight, if applicable), stairwells and landings (if applicable), restrooms,and restroom lobby areas, and any apolicable beach facilities, beach showers, lifeguard stands and All work shall be performed in accordance with the highest cleaning and environmental standards including: • ISSA CIMS-GB • Greenseal GS-42(services) • Greenseal GS-37 and GS-37(products) The Contractor(s)shall be fully responsible for providing customer service, quality control and all other services listed herein.The Contractor(s)will determine, by way of their proposal,and in accordance to the minimum requirements of the RFP, the manner in which services are to be performed by Zone and location,allocation of labor hours needed to perform the task(s), cleaning methods and required supplies, materials and equipment, in order to successfully complete the required work. C3.TECHNICAL SPECIFICATIONS The facilities will may be occupied as indicated by the City in Appendix G, Facility Locations, of the RFP. The Contractor(s) shall provide janitorial services consistent with meeting and exceeding the requirements of the RFP, and in accordance with the approved Comprehensive Cleaning Plan, which shall detail the proposer's project approach, indicating the means and methods for meeting the City's janitorial services requirements, and shall be provided by all proposers with their RFP submittal response package, as identified in Section 0300, TAB 3, of the RFP. During evening services, lights shall be turned off as areas are completed, except in the immediate area where work is being performed The City of Miami Beach reserves the right to adjust work hours to serve the specific needs of the facility. . - .. . . - ', .- --• -- - • - -• . ..• . •- - ' - -- - - - -', , directed, for City observed holidays. When a City-observed holiday falls on a regularly scheduled service day, and the City facility is not accessible to the Contractor(s),the Contractor(s)shall perform the regularly scheduled services on the next workday following the holiday closure. Exceptions will require arrangements with the City's Property Management Director,or designee. A complete listing of facilities and current operating hours within the facility is provided and attached as Appendix G, Facility Locations. The list provides estimated square footage aad ties far complctiea of the required services. Times of operation may be subject to change at the City's discretion. The Contractor(s) shall, at a minimum, provide the City with janitorial and related services in accordance with the following standards and frequency expectations: Balance of Page Intentionally Left Blank C3.01 SCHEDULE OF JANITORIAL SERVICES - OFFICES, WORKSPACES, LOUNGES, LOBBIES, ENTRANCES,COMMON AREAS, HALLWAYS, EXTERIORS, CORRIDORS A. Gaily-At Each Visit 1. Empty wastebaskets,trash cans, and recycling bins in dedicated containers. 2. Replace bag liner if ripped, soiled or wet for wastebasket and trashcans (Recycling bins should not have liners). 3. Dispose of all collected refuse to an outside dumpster. 4. Empty recycle containers and deposit material into dedicated,outside recycling collection container. 5. Empty and clean all ashtrays and cigarette receptacles(including those on stairwell landings and outside of building entrances). 6. Clean all table and counter surfaces not having paper or materials stored on them 7. Dispose of any cardboard packing or discarded materials or items left for removal to outside dumpster. 8. Clean any area or item that obviously needs immediate attention due to incidental spills,leaks or debris. 9. Clean all glass main entry doors. 10. Sweep and damp mop all hard flooring (including elevators and stone surfaced flooring; spot clean any dirt or stains with appropriate cleaners and solvents as needed to maintain an acceptable appearance.) 11. Vacuum all carpeted areas, including walk-off mats,entrance mats,and rugs. 12. Refill hand towel dispensers. 13. Clean and sanitize drinking fountains. 14. Sweep clean all landings and stairwells. 15. Spot clean any obvious stains or spills in carpeted areas with appropriate/approved cleaner(s). 16. Clean all doors(including glass doors)and frames,sweep mats, remove spider webs, remove gum. 17. All glass and metal surfaces of facility entrance/exit doors and lobbies interior and exterior shall be cleaned . 18. Dust all wall hangings and decorative light fixtures. 19. Wooden surfaces shall be maintained with a City approved polish. Every effort must be made so no rings, spills,or noticeable dust is visible. 20. Clean and/or polish tables,benches,and chairs.Wet cleaning may be required with germicidal cleaner. 21. Spot clean light switches and walls. 22. Collect and dispose of debris and litter in parking areas,sidewalks,and breezeways. 23. Monitor exterior trash receptacles,removing trash as-needed,and replacing liners. B. Weekly 1. Polish furniture. 2. Clean and polish all table and counter surfaces which are free of material. 3. Wipe down all interior window frames,and sills with damp cloth. 4. Clean all non-glass doors and door frames 5. Wipe down all shelving with damp cloth. 6. Vacuum all fabric covered furniture and partitions 7. Wipe down elevator walls,polish interior cab with all purpose cleaning spray or furniture polish. 8. Clean all elevator hand railings and metallic wall panels with stainless steel cleaner/polish. 9. All first floor exterior windows shall be cleaned as needed. C. Bi-Weekly 1. Clean all blinds,wall plates,door hardware and stairwell railings D. Monthly 1. Dust and clean all air conditioning registers and air return vents. 2. Clean all vinyl furniture with vinyl cleaner. 3. Scrub, rinse, spray buff and wax hard floors (excluding stone surfaced flooring, utilizing proper floor care machinery). 4. Wipe down all walls and clean any spider webs from corners or ceilings. 5. Clean interior window glass. 6. Clean baseboards. 7. Detail clean all horizontal or vertical surfaces so that no visible dirt, dust, cobwebs, or streaks are visible, including all furniture, edges, corners, baseboards, walls, air vents, and door frames (high and low dusting, etc.) from floor to ceiling. Include all custodial closets, stairwells, entrance areas, and planters, and any other item or area within the scope of this Contract. 8. Telephones must be periodically cleaned using a germicidal cleaner disinfectant. E. Quarterly 1. Scrub and recoat hard floors(excluding stone surfaced flooring, utilizing proper floor care machinery. (This service is to be provided within fifteen days of start-up of contract or trial period and performed quarterly thereafter). F. Semi-Annually 1. Strip and wax hard floors, 3-coat minimum(excluding stone surfaced flooring,utilizing proper floor care machinery. (This service is to be provided within fifteen days of start-up of contract or trial period and performed quarterly thereafter). 2. Vacuum fabric partitions throughout the City facilities. G. Annually 1. Clean all blinds. Cleaning shall occur at the same time interior window surfaces are cleaned. 2. After cleaning, all blinds shall operate properly and contain no visible streaks,smears or dust. 3. Vertical blinds may be cleaned in place using chemicals designed for vinyl cleaning. H. Carpet Spot Cleaning 1. Spot cleaning will be performed utilizing extraction method. 2. Carpet will be free of any dirt, dust, lint, stain or foreign matter as determined by the Contract Manager, Facility Manager or designee. 3. Cleaning procedures and chemicals shall be used in accordance with manufacturer's recommendations and warranty conditions. 4. Spot clean any spotted and stained areas daily,as needed or as requested. 5. When spot cleaned,affected carpet areas shall blend with adjacent areas. 6. Leave no dirt on carpets, in corners, near baseboards, behind doors,or under any furniture. 7. Wipe baseboards in carpeted areas free of dust daily. I. Day Porters The Contractor(s), in addition to standard janitorial services, shall provide daily porter services at City of Miami Beach Police Department Headquarters (40 hours per week) and Scott Rakow Youth Center(7 days per week, 12 hours daily), City Hall (40 hours per week), North Shore Park Youth Center(7 days per week, 35 hours per week), Flamingo Park (pool, tennis, restrooms are 7 days per week, 28 hours per week), PAL building (weekdays Monday-Friday 20 hours per week), and weekend dedicated porter service and weekday roving service for public restrooms, as identified in Exhibit E, during weekendo at South Pointe Park, 14--St.Feet76.th Street, 10th Street, 111th Street, 21ct Street, and 72nd 71 Street(Unidad), shall meet or exceed the following requirements: 1. Maintain entrances and lobbies, (including parking garage)windows,doors, and dusting. 2. Maintain cleanliness of water fountains. 3. Complete restroom service daily; minimum once for a 4-hour shift and twice for an 8-hour shift, and as needed throughout the day. Restock and empty trash as needed. 4. Dust all interior signage including lobby and common areas. 5. Kitchenettes: Empty trash daily, dust window sills, wipe down exterior and interior of cabinets, wiping down counter and sink areas. 6. Maintain custodial storage areas, keeping active inventory of supplies and all custodial closets clean and neat. 7. Facility exterior cleaning: Check all entrances and parking garages for paper and trash, empty all trash and smoking containers. 8. Report any maintenance items needing repair in the Control Book. 9. Report any custodial issues arising from tenants and to the City's Zone Manager via the Control Book. 10. Remove recyclable waste if needed.Daily. 11. Assist vacuuming office areas and spot cleaning as needed. 12. Healthcare and related Facilities: Immediate response to all clean-ups, including full custodial cleaning of affected areas if required by the City. 13. Day custodians shall provide ongoing service for entrances, common areas, restrooms, emergency spill removal from carpets and hard flooring, rainy day safety precautions (put out mats, signs and keep floors mopped dry),and other cleaning-related duties. 14. The City's Zone Manager will have authority to direct the day porters to perform special cleaning duties between the hours of 8:00 a.m. and 5:00 p.m., not to exceed five(5)hours per week, per day porter. C3.02 SCHEDULE OF SERVICES-RESTROOMS A.-Daily-At Each Visit 1. Clean all mirrors. 2. Replenish soap,toilet tissue and hand towels. 3. Sweep, mop with disinfectant cleaner and rinse bathroom floors. 4. Clean urinals and commodes(inside and out). 5. Check deodorizer block and replace if necessary. 6. Wipe down all partitions. 7. Clean and disinfect basins and counter tops. 8. Empty and clean all waste receptacles,replace liners if necessary. 9. Polish all chrome and stainless steel. 10. Clean baby changing stations in conjunction with daily restroom cleaning schedules. B.Weekly 1. Clean all doors, including entry doors, metal kick plates,door handles or push plates. 2. Clean all interior window glass,frames and sills. 3. Clean showers(if applicable). 4. Clean locker tops(if applicable). 5. Wipe clean (with tile cleaner)all tiled wall areas. C.Monthly 1. Dust and clean all air conditioning registers and air return vents. D.Quarterly 1. Scrub and rinse all tile surfaces with a non-toxic tile cleaner. 2. Detail clean all restroom floors and grout to a clean and uniform appearance, machine scrub floors, and entirely clean walls and doors 100% by the end of the first quarter of the Contract and no less than quarterly thereafter. C3.03 SCHEDULE OF SERVICES—KITCHENS AND BREAK ROOMS A.gaily At Each Visit 1. Clean all counter space. 2. Sweep floors 3. Wet mop floors 4. Wipe clean all appliances. 5. Clean and disinfect sink. 6. Refill hand towel dispensers. 7. Remove all trash and recyclables. 8. Replace liners, as needed. B. Quarterly 1. Scrub and rinse all tile surfaces with a non-toxic tile cleaner. C.Annually 1. Strip and wax hard floors,with a 3-coat minimum wax application method. C3.04 SCHEDULE OF SERVICES—PARKING GARAGES BailvAt Every Visit 1. Collect and dispose of debris and litter in parking areas, ramps,decks,sidewalks,and breezeways. 2. Monitor exterior trash and recycling receptacles, removing trash as needed, and replacing liners, while maintaining all recyclable material separate from trash to avoid contamination. 3. Policing of public areas in all garages,between the daily-cleaning requirements,is required. 4. Elevators, entrance and exit doors,stairwells(including handrails, steps,landings and lights),parking decks, all must remain free of trash,dust,dirt, litter,fluids,and odors. 5. Garbage cans in the public areas need be clean and able to except additional trash at all times. 6. Floor drains need to be free on any debris,sand or litter. C3.05 SCHEDULE OF SERVICES—ADDITIONAL SERVICES Preecnrn Cleaning 1. Pressure cleaning shall be performed three (3) times per year d the months of April, August and asphalt parking lots and drives. The following specifications will be used for pressure cleaning: a. Use pressure washers having a minimum working-pressure rating of 3,500 PSI. ATTACHMENT C CONTRACTOR'S RESPONSE TO THE REQUEST FOR PROPOSALS (RFP) 4111 Services, Inc. City of Miami Beach RFP No . : 2017-070-JC Janitorial Services CI . . I A Ama ii:\ , '''''''''' ,. i ',,,,,'''i' i i' .� .x..., Table of Contents 1. Cover Letter&Minimum Qualifications Requirements 2 1.1 Cover Letter 2 1.2 Proposal Certification,Questionnaire & Requirements(Appendix A) 3 1.3 Minimum Qualifications Requirements 9 2. Experience& Qualifications 12 2.1 Qualifications of Proposing Firm 12 2.2 Qualifications of Proposer Team 13 2.3 Certifications 21 2.4 Hazardous Materials Training 22 2.5 Financial Capacity 23 3. Approach& Methodology 24 3.1 Cleaning Plan &Standards 24 3.2 Chemicals& Products 27 3.3 Equipment List 30 3.4 Quality Assurance Plan 32 3.5 Control Book 33 3.6 Suppliers&Sub Contractors 39 3.7 Human Resources 40 3.8 Environmental Stewardship 42 4. Cost Proposal 43 4.1 Appendix E 43 5. Why Hire SFM Services? 47 Corporate Social Responsibility 48 Certificates of Insurance 49 IIISFM Services, Inc. 1. Cover Letter & Minimum Qualifications Requirements 1.1 Cover Letter Tuesday, February 13, 2018 City of Miami Beach 1755 Meridian Ave, 3rd Floor Miami Beach,FL 33139 SFM Services, Inc. appreciates the opportunity to participate in the RFP for Janitorial Services for the City of Miami Beach. As you may know, SFM has been providing landscape maintenance services to the City of Miami Beach since 2007. Enclosed you will find information on our firm that will demonstrate we're not your typical service company. SFM Services is a locally headquartered one-stop shop for municipalities and commercial businesses to outsource the necessary services to maintain a clean and safe environment for its tourists and business community. SFM has numerous clients where citywide Janitorial Services are provided. Some of our notable janitorial clients include: > City of Coral Gables > Baptist Health > Town of Miami Lakes ➢ Broward Health After conducting several site visits to the city owned locations I instantly realized the valuable resource SFM can be to the City. SFM has the experience and resources to handle all of the City's Janitorial needs. Our company has the vast experience, talent and practices of a large firm, but the service and area knowledge of a local company dedicated to its client and client needs. We suggest a discussion after proposal is submitted so we can explain in more detail our operation plan and get your valuable feedback. SFM will adopt, as required in the ordinance, the City of Miami Beach Code of Ethics. We look forward to providing janitorial services to the City of Miami Beach. If there are any questions regarding this proposal,please feel free to contact me directly at 305.525.9442. Respectfully Submitted, Christian Infante President 4liscm 1.2 Proposal Certification, Questionnaire & Requirements (Appendix A) MIAMIBEACH Solicitation No: Solicitation Title: 2017-070-JC Janitorial Services Procurement Contact TeL Email: Jason Crouch 305-673-7000 x6694 jasoncrouch@miamibeachfl.gov PROPOSAL CERTIFICATION,QUESTIONNAIRE&REQUIREMENTS AFFIDAVIT Purpose: The purpose of this Proposal Certification, Questionnaire and Requirements Affidavit Form is to inform prospective Proposers of certain solicitation and contractual requirements,and to collect necessary information from Proposers in order that certain portions of responsiveness, responsibility and other determining factors and compliance with requirements may be evaluated. This Proposal Certification,Questionnaire and Requirements Affidavit Form is a REQUIRED FORM that must be submitted fully completed and executed. 1. General Proposer Information, FIRM NAME: SFM Services.Inc. No of Years m Business: No ofYars in Business Locally: 30+ 30+ OTHER NAME(S)PROPOSER HAS OPERATED UNDER IN THE LAST ID YEARS: FIRM PRIMARY ADDRESS(,HEADQUARTERS): 9700 N�'4 79 Ave. CITY. Hialeah Gardens STATE: Florida ZIP CODE: 33016 TELEPHONE NO.: (305)818-2424 TOLL FREE NO.: FAX NO.: (305)818-3510 FIRM LOCAL ADDRESS: same as primary CITY: STATE: ZIP CODE: PRIMARY ACCOUNT REPRESENTATIVE FOR THIS ENGAGEMENT: Christian Infante ACCOUNT REP TELEPHONE NO.: (305)818-2424 x.17 ACCOUNT REP TOLL FREE NO.: ACCOUNT REP EMAIL: cinfante@sfmservices.com FEDERAL TAX IDENTIFICATION NO.: 59-2766887 The City reserves the right to seek additional information from Proposer or other source(s),including but not limited to:any firm or principal information,applicable licensure,resumes of relevant individuals,client information,financial information,or any information the City deems necessary to evaluate the capacity of the Proposer to perform in accordance with contract requirements. iu-P 2017-070-JC 18 IIISFM MIAMI BEACH 1. Veteran Owned Business.Is Pro oser claiming a veteran owned business status? YES X NO SUBMITTAL REQUIREMENT:Proposers claiming veteran owned business status shall submit a documentation proving that firm is certified as a veteran-owned business or a service-disabled veteran owned business by the State of Florida or United States federal government,as required pursuant to ordinance 2011-3748. 2, Conflict Of Interest.All Proposers must disclose,in their Proposal,the name(s)of any officer,director,agent,or immediate family member(spouse,parent,sibling,and child)who is also an employee of the City of Miami Beach. Further,all Proposers must disclose the name of any City employee who owns,either directly or indirectly,an interest of ten(10%)percent or more in the Proposer entity or any of its affiliates. SUBMITTAL REQUIREMENT:Proposers must disclose the name(s)of any officer,director,agent,or immediate family member (spouse,parent,sibling,and child)who is also an employee of the City of Miami Beach. Proposers must also disclose the name of any City employee who owns,either directly or indirectly,an interest of ten(10%)percent or more in the Proposer entity or any of its affiliates 3. References&Past Performance.Proposer shall submit at least three(3)references for whom the Proposer has completed work similar in size and nature as the work referenced in solicitation. SUBMITTAL REQUIREMENT: For each reference submitted,the following information is required: 1)Firm Name. 2)Contact Individual Name&Title,3)Address,4)Telephone,5)Contact's Email and 6)Narrative on Scope of Services Provided. 4. Suspension,Debarment or Contract Cancellation.Has Proposer ever been debarred,suspended or other legal violation,or had a contract cancelled due to non-performance by an ublic sector agency? YES ] NO SUBMITTAL REQUIREMENT:If answer to above is"YES,"Proposer shall submit a statement detailing the reasons that led to action(s). 5. Vendor Campaign Contributions.Proposers are expected to be or become familiar with,the City's Campaign Finance Reform laws,as codified in Sections 2-487 through 2-490 of the City Code.Proposers shall be solely responsible for ensuring that all applicable provisions of the City's Campaign Finance Reform laws are complied with,and shall be subject to any and all sanctions, as prescribed therein,including disqualification of their Proposals,in the event of such non-compliance. SUBMITTAL REQUIREMENT:Submit the names of all individuals or entities(including your sub-consultants)with a controlling financial interest as defined in solicitation.For each individual or entity with a controlling financial interest indicate whether or not each individual or entity has contributed to the campaign either directly or indirectly,of a candidate who has been elected to the office of Mayor or City Commissioner for the City of Miami Beach. 6. Code of Business Ethics.Pursuant to City Resolution No.2000-23879,each person or entity that seeks to do business with the City shall adopt a Code of Business Ethics("Code")and submit that Code to the Department of Procurement Management with its proposal/response or within five(5)days upon receipt of request.The Code shall,at a minimum,require the Proposer,to comply with all applicable governmental rules and regulations including, among others, the conflict of interest, lobbying and ethics provision of the City of Miami Beach and Miami Dade County. SUBMITTAL REQUIREMENT: Proposer shall submit firm's Code of Business Ethics. In lieu of submitting Code of Business Ethics,Proposer may submit a statement indicating that it will adopt,as required in the ordinance,the City of Miami Beach Code of Ethics,available at www.miamibeachfl.gov/procurement/. 19 i a' t Strnkes,�11l. MIAMI BEACH 7. Living Wage.Pursuant to Section 2-408 of the Miami Beach City Code,as same may be amended from time to time,Proposers shall be required to pay all employees who provide services pursuant to this Agreement,the hourly living wage rates listed below: • Commencing with City fiscal year 2012-13(October 1,2012),the hourly living rate will be$11.28/hr with health benefits,and$12.92/hr without benefits. The living wage rate and health care benefits rate may,by Resolution of the City Commission be indexed annually for inflation using the Consumer Price Index for all Urban Consumers(CPI-U)Miami/Ft.Lauderdale,issued by the U.S.Department of Labor's Bureau of Labor Statistics. Notwithstanding the preceding,no annual index shall exceed three percent(3%).The City may also,by resolution,elect not to index the living wage rate in any particular year,if it determines it would not be fiscally sound to implement same(in a particular year). Proposers'failure to comply with this provision shall be deemed a material breach under this proposal,under which the City may, at its sole option,immediately deem said Proposer as non-responsive,and may further subject Proposer to additional penalties and fines,as provided in the City's Living Wage Ordinance,as amended, Further information on the Living Wage requirement is available at www,miamibeachfl.gov/procurement/. SUBMITTAL REQUIREMENT:No additional submittal is required.By virtue of executing this affidavit document,Proposer agrees to the living wage requirement. 8. Equal Benefits for Employees with Spouses and Employees with Domestic Partners.When awarding competitively solicited contracts valued at over$100,000 whose contractors maintain 51 or more full time employees on their payrolls during 20 or more calendar work weeks,the Equal Benefits for Domestic Partners Ordinance 2005-3494 requires certain contractors doing business with the City of Miami Beach,who are awarded a contract pursuant to competitive proposals,to provide"Equal Benefits'.to their employees with domestic partners,as they provide to employees with spouses. The Ordinance applies to all employees of a Contractor who work within the City limits of the City of Miami Beach,Florida;and the Contractor's employees located in the United States,but outside of the City of Miami Beach limits,who are directly performing work on the contract within the City of Miami Beach. A. Does your company provide or offer access to any benefits to employees with spouses or to spouses of employees? X YES NO B. Does your company provide or offer access to any benefits to employees with(same or opposite sex)domestic partners'or to domestic partners of employees? X YES NO C. Please check all benefits that apply to your answers above and list in the "other" section any additional benefits not already specified.Note:some benefits are provided to employees because they have a spouse or domestic partner,such as bereavement leave;other benefits are provided directly to the spouse or domestic partner,such as medical insurance. BENEFIT Firm Provides for Firm Provides for Firm does not Employees with Employees with Provide Benefit Spouses Domestic Partners Health X X Sick Leave X X Family Medical Leave X X Bereavement Leave X 1 X If Proposer cannot offer a benefit to domestic partners because of reasons outside your control,(e.g.,there are no insurance providers in your area willing to offer domestic partner coverage)you may be eligible for Reasonable Measures compliance.To comply on this basis, you must agree to pay a cash equivalent and submit a completed Reasonable Measures Application (attached)with all necessary documentation.Your Reasonable Measures Application will be reviewed for consideration by the City Manager,or his designee.Approval is not guaranteed and the City Manager's decision is final.Further information on the Equal Benefits requirement is available at www.miamibeachfl.gov/procurement/. 1tFP 2017-070-JC 20 m IIISEM 1\,'.. ;l\;';1 BEACH . 9. Public Entity Crimes.Section 287.133(2)(a),Florida Statutes,as currently enacted or as amended from time to time,states that a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a proposal,proposal,or reply on a contract to provide any goods or services to a public entity;may not submit a proposal, proposal,or reply on a contract with a public entity for the construction or repair of a public building or public work;may not submit proposals,proposals,or replies on leases of real property to a public entity;may not be awarded or perform work as a contractor, supplier,subcontractor,or consultant under a contract with any public entity;and may not transact business with any public entity in excess of the threshold amount provided in s.287.017 for CATEGORY TWO for a period of 36 months following the date of being placed on the convicted vendor list. SUBMITTAL REQUIREMENT:No additional submittal is required.By virtue of executing this affidavit document,Proposer agrees with the requirements of Section 287.133,Florida Statutes,and certifies it has not been placed on convicted vendor list. 10. Non•Discrimination.Pursuant to City Ordinance No.2016-3990,the City shall not enter into a contract with a business unless the business represents that it does not and will not engage in a boycott as defined in Section 2-375(a)of the City Code,including the blacklisting,divesting from,or otherwise refusing to deal with a person or entity when such action is based on race,color,national origin,religion,sex,intersexuality,gender identity,sexual orientation,marital or familial status,age or disability. SUBMITTAL REQUIREMENT:No additional submittal is required.By virtue of executing this affidavit document,Proposer agrees it is and shall remain in full compliance with Section 2-375 of the City of Miami Beach City Code. 11. Moratorium on Travel to and the Purchase of Goods or Services from North Carolina and Mississippi. Pursuant to Resolution 2016-29375, the City of Miami Beach, Florida, prohibits official City travel to the states of North Carolina and Mississippi,as well as the purchase of goods or services sourced in North Carolina and Mississippi. Proposer shall agree that no travel shall occur on behalf of the City to North Carolina or Mississippi,nor shall any product or services it provides to the City be sourced from these states. SUBMITTAL REQUIREMENT:No additional submittal is required.By virtue of executing this affidavit document,Proposer agrees it is and shall remain in full compliance with Resolution 2016-29375. 12. Fair Chance Requirement.Beginning on December 1,2016,the city shall not enter into a contract,resulting from a competitive solicitation issued pursuant to this article,with a business unless the business certifies in writing that the business has adopted and employs written policies,practices,and standards that are consistent with the city's Fair Chance Ordinance,set forth in article V of chapter 62 of this Code. SUBMITTAL REQUIREMENT:No additional submittal is required.By virtue of executing this affidavit document,Proposer agrees it is and shall remain in full compliance with Resolution 2016-29375. 13. Acknowledgement of Addendum. After issuance of solicitation,the City may release one or more addendum to the solicitation which may provide additional information to Proposers or alter solicitation requirements. The City will strive to reach every Proposer having received solicitation through the City's e-procurement system,PublicPurchase.com.However,Proposers are solely responsible for assuring they have received any and all addendum issued pursuant to solicitation,This Acknowledgement of Addendum section certifies that the Proposer has received all addendum released by the City pursuant to this solicitation.Failure to obtain and acknowledge receipt of ail addendum may result in proposal disqualification. Initial to Confirm Initial to Confirm Initial to Confirm Rpt Receipt _ Receipt ,J Addendum 1 / Addendum 6 l Addendum 11 .� Addendum 2 ✓,. Addendum 7 r;�/' . Addendum 12 1�% Addendum 3 l Addendum 8 v Addendum 13 Addendum 4 ` Addendum 9 <9 Addendum 14 Addendum 5 „/ Addendum 10 Addendum 15 If addit"� confirmation of addendum is 'ed,submit under separate cover K1-P 2017-070-JC 21 nFs` II5FMServices,Inc. MIAMI BEACH DISCLOSURE AND DISCLAIMER SECTION The solicitation referenced herein is being furnished to the recipient by the City of Miami Beach(the"City")for the recipients convenience. Any action taken by the City in response to Proposals made pursuant to this solicitation,or in making any award,or in failing or refusing to make any award pursuant to such Proposals,or in cancelling awards,or in withdrawing or cancelling this solicitation,either before or after issuance of an award,shall be without any liability or obligation on the part of the City. In its sole discretion,the City may withdraw the solicitation either before or after receiving proposals,may accept or reject proposals,and may accept proposals which deviate from the solicitation,as it deems appropriate and in its best interest.In its sole discretion,the City may determine the qualifications and acceptability of any party or parties submitting Proposals in response to this solicitation. Following submission of a Bid or Proposal,the applicant agrees to deliver such further details,information and assurances,including financial and disclosure data,relating to the Proposal and the applicant including,without limitation,the applicant's affiliates,officers, directors,shareholders,partners and employees,as requested by the City in its discretion. The information contained herein is provided solely for the convenience of prospective Proposers.It is the responsibility of the recipient to assure itself that information contained herein is accurate and complete.The City does not provide any assurances as to the accuracy of any information in this solicitation. My reliance on these contents,or on any permitted communications with City officials,shall be at the recipient's own risk.Proposers should rely exclusively on their own investigations,interpretations,and analyses.The solicitation is being provided by the City without any warranty or representation,express or implied,as to its content,its accuracy,or its completeness,No warranty or representation is made by the City or its agents that any Proposal conforming to these requirements will be selected for consideration,negotiation,or approval. The City shall have no obligation or liability with respect to this solicitation,the selection and the award process,or whether any award will be made.Any recipient of this solicitation who responds hereto fully acknowledges all the provisions of this Disclosure and Disclaimer,is totally relying on this Disclosure and Disclaimer,and agrees to be bound by the terms hereof.Any Proposals submitted to the City pursuant to this solicitation are submitted at the sole risk and responsibility of the party submitting such Proposal. This solicitation is made subject to correction of errors,omissions,or withdrawal from the market without notice.Information is for guidance only,and does not constitute all or any part of an agreement. The City and all Proposers will be bound only as,if and when a Proposal(or Proposals),as same may be modified,and the applicable definitive agreements pertaining thereto,are approved and executed by the parties,and then only pursuant to the terms of the definitive agreements executed among the parties.Any response to this solicitation may be accepted or rejected by the City for any reason,or for no reason,without any resultant liability to the City. The City is governed by the Government-in-the-Sunshine Law,and all Proposals and supporting documents shall be subject to disclosure as required by such law.All Proposals shall be submitted in sealed proposal form and shall remain confidential to the extent permitted by Florida Statutes,until the date and time selected for opening the responses.At that time,all documents received by the City shall become public records. Proposers are expected to make all disclosures and declarations as requested in this solicitation.By submission of a Proposal,the Proposer acknowledges and agrees that the City has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement information contained in the Proposal,and authorizes the release to the City of any and all information sought in such inquiry or investigation. Each Proposer certifies that the information contained in the Proposal is true, accurate and complete,to the best of its knowledge, information,and belief. Notwithstanding the foregoing or anything contained in the solicitation,all Proposers agree that in the event of a final unappealable judgment by a court of competent jurisdiction which imposes on the City any liability arising out of this solicitation,or any response thereto,or any action or inaction by the City with respect thereto,such liability shall be limited to$10,000.00 as agreed-upon and liquidated damages.The previous sentence,however,shall not be construed to circumvent any of the other provisions of this Disclosure and Disclaimer which imposes no liability on the City. In the event of any differences in language between this Disclosure and Disclaimer and the balance of the solicitation,it is understood that the provisions of this Disclosure and Disclaimer shall always govern.The solicitation and any disputes arising from the solicitation shall be governed by and construed in accordance with the laws of the State of Florida. ICY 2017-U70-JC 22 mINSFM Services.Inc. Am,m,i B EAC H PROPOSER CERTIFICATION I hereby certify that: I,as an authorized agent of the Proposer,am submitting the following information as my firm's proposal; Proposer agrees to complete and unconditional acceptance of the terms and conditions of this document, inclusive of this solicitation,all attachments,exhibits and appendices and the contents of any Addenda released hereto, and the Disclosure and Disclaimer Statement; Proposer agrees to be bound to any and all specifications,terms and conditions contained in the solicitation,and any released Addenda and understand that the following are requirements of this solicitation and failure to comply will result in disqualification of proposal submitted;Proposer has not divulged, discussed,or compared the proposal with other Proposers and has not colluded with any other Proposer or party to any other proposal;Proposer acknowledges that all information contained herein is part of the public domain as defined by the State of Florida Sunshine and Public Records Laws;all responses,data and information contained in this proposal, inclusive of the Proposal Certification,Questionnaire and Requirements Affidavit are true and accurate. Name of Proposers Authorized Representative: Title of Proposer's Authorized Representative: Christian Infante President Signature ofProposers Auth•f •epresentative: Date: /i//I, 11/20/2017 rf� State of FLORIDA ) On this20thday of November2017,personally appeared before mtChristian Infantewho County of Miami-Dade ) stated that(s)he is the President of SF1vt Services,Inca corporation,and that the instrument was signed in behalf of the said corporation by authority of its board of directors an. acknowl—ged said instrument to be its voluntary act and deed.Before me: I Notary Public for the Sta a of Florida My Commission Expires: 03/2019 ads% Notary Puck State of Flonda ! Vanezza Rivera ,�• My Commission FF 201e11 �I es EspUal 03123/2019 TPT/51723 L. 41,,,Pa! 41Isgm 1.3 Minimum Qualifications Requirements References Client Name City of Coral Gables &-)RAL Serviced Since: 2016 to present& 1991 to 2006 Contact: Ralph Rodriguez,Public Works Address: 2800 SW 72nd Ave. Miami,FL 33155 Phone: 305.733.0259 THE CITY BEAUTIFUL Email: RRodriguezl@coralgables.com Scope of Work: Day&night cleaning services to all city owned facilities. SFM is the prime contractor. Approx. Sq.Ft.: 300,000+sq.ft. Client Name Baptist Health South Florida Serviced Since: 2009 to present Contact: Estela Tost,VP of Real Estate Mgmt. 4.4+_ Baptis Address: 1501 Venera Avenue, Suite 240 a •Coral Gables,FL 33146 South Florldrt Phone: 786.596.8691 Email: EstelaT@baptisthealth.net Scope of Work: Day&night cleaning services to(23)medical facilities in Miami-Dade&Broward County. SFM is the prime contractor. Approx. Sq.Ft.: 600,000+sq.ft. Client Name: Leon Medical Centers Serviced Since: 1998 to present ArL E t N Contact: Carlos Nunez,Vice President Address: 8600 NW 41st St,Miami,FL 33166 MEDICAL Phone: 305.986.0285 411111 CENTERS Email: cnunez@leonmedicalcenters.com Scope of Work: Custodial services to(8)medical facilities in Miami-Dade County. SFM is the prime contractor. Approx. Sq.Ft.: 300,000+Sq.ft. (� 5M 111Sets,Inc Client Name Town of Cutler Bay Serviced Since: 2012 to 2017 Contact: Ralph Casals,Town Manager 4 Address: 10720 Caribbean Blvd. Suite 110, CI Cutler Bay, FL 33189 tit f^' ' , Phone:, 305.234.4262 Email: townManagerna,cutlerbay-fl.gov ISSTA6t,M101.30Hw Scope of Work: Nightly cleaning services to the government center and leased tenant spaces as well as street sweeping. SFM is the prime contractor. Approx. Sq. Ft.: 75,000 sq. ft. y.. 1 Client Name: Town of Miami Lakes 11e.+ Serviced Since: 2013 to present • r-y-3 Contact: Tony Lopez,Assistant Town Manager MIAMLJ LLAKES Address: 6601 Main St,Hialeah,FL 33014 Growing Beauty fully Phone: 305.364.6100 Email: lopezt(a,townofmiamilakes.gov Scope of Work: Nightly janitorial services to government center, daily litter control,graffiti removal,and street sweeping all streets in Miami Lakes. SFM is the prime contractor. Approx. Sq.Ft.: 30,000 sq ft 1 Client Name: Bayfront Park �.,,,,,, 1 Serviced Since: 1987 to present %T ,ylsx Contact: Jose Solano,Director of Operationsj Address: 301 N. Biscayne Blvd. "'` Miami,Florida 33132 'A(.4, t� letter isiul *�1 • 04 vi Phone:, 305.358.7550 a R� - Email: JSolanona miamigov.com Scope of Work: Cleaning services to all events held at Bayfront Park Amphitheater including Ultra Music Festival. Approx. Sq.Ft.: 100,000 in attendance ni __, .= SSM Client Name: City of Miami Springs ort .«{;y ��, Serviced Since: 2004 to present v ,,1/4,,,,,, Contact: Tom Nash,Public Works Address: 201 Westward Dr, r (i4\..ss. j Miami Springs,FL 33166 ,cs.s ' Phone: 786.229.9719 Email: nashT@miamisprings-fl.gov "t4 or Scope of Work: Cleaning seryices to all city owned facilities. Approx. Sq.Ft.: 50,000 sq. ft. Event Cleaning SFM can help the City of Miami Beach with any large outdoor events such as Spring Break, Memorial Weekend, etc. SFM has experience in large event venue maintenance. SFM provided the Orange Bowl Stadium with event cleaning from 1972 to 2007. Other event venues currently serviced are: ➢ Dade County Fair & Expo. Center ➢ ltra Music Festival �, '� .. ➢ BayfUront Park&Amphitheater - r ➢ 2010 Super Bowl & Pro Bowl BEFORE AFTER VI'. ,,. 'fir , #4 -- ' "' Ultra Music Festival ... 165,000 Attendance in 3-days ak i Iow-. �^ i - xF ,aw- as I 1 . n « f 411sFm. 2. Experience & Qualifications 2.1 Qualifications of Proposing Firm For more than 40 years, the eyes of the world were set on Miami's IOW A Orange Bowl Stadium. The manicured lawns and impeccably clean -y �° venue set the spotlight for some of the cities' most memorable events. �l Since 1972, the company responsible for keeping the facility looking its best, has been SFM Service headquartered in South Florida. Although the Orange Bowl closed its doors in 2007, SFM Services '14. 100 • continues its mission of making South Florida's most notable locations and memorable events look their best. SFM Services is a facilities maintenance company that offers business owners, property managers, healthcare facilities, government municipalities, educational institutions and large venues, a one-stop shop for facility maintenance services. Rather than dealing with separate firms, SFM offers its customers one company to work with and one local phone call to make. If you are looking for a company that is cost efficient, timely and offers exemplary service in sanitation and security work, then SFM Services is the solution. We are a local and family-owned business that has operated in South Florida since 1972. Run by the leadership team of founder and patriarch, Jose Infante, and his son, Christian, SFM Services is a local company with a wealth of experience and a long list of services. Our clients include major institutions such as: Baptist Health Systems, municipalities like the City of Coral Gables and major events like the Ultra Music Festival and the Dade County Youth Fair. Benefits of Hiring SFM Services: � 8 -41 . • Over 750 employees in Miami-Dade County . w • Experience managing public areas & venues • SFM ownership will be directly involved ��" • Equipped for Hurricane Clean Up 3 • Experience cleaning up after large crowds like The Miami International Boat Show and Yacht and Brokerage Show The Right Choice As you may know SFM has been providing landscape maintenance services to the City of Miami Beach since 2007. SFM understands The City's need for Janitorial Services. SFM has inspected the areas prior to the RFP submittal. SFM has the qualifications and commitment to serve The City. SFM is confident that we are the right choice to provide The City of Miami Beach with its janitorial services. 4.r IIISFMStrvices,Inc. 2.2 Qualifications of Proposer Team SFM Janitorial SFM Services is a leader in janitorial services of some of South Florida's leading business, medical, government and educational buildings and institutions. We handle everything from street sweeping, to office, healthcare facility, and large public ' venue cleanup. Our associates are part of the South Florida community and work Ilt hard to leave a minimal carbon footprint and protect the environment. Through the use of eco-friendly and green products, SFM substitutes harmful chemicals with Green Seal Certified Products. Our associates also undergo extensive training in green cleaning procedures. We offer our clients cost effective solutions to keeping their properties clean. Unlike large and impersonal firms, as a local company, we are accessible to our clients any time of day. For the best service in facilities or public area maintenance needs, SFM is the only company to turn to. Our Team: SFM's team is composed of highly motivated, trained, and experienced personnel. The SFM staff has the following and credentials: ✓BSCAI Members - it%, fig 44. ✓ APWA Members 464gt '' I- V Certified Floor Technicians , ✓ Certified Carpet Care Technicians ,� ✓ Spartan Green Cleaning Certifications 1 Cr let% ✓ MOT Certified MEMBER Building _ BSC� Service 44100, = r' �' F�� -- Contractors liA /� .2! : Association ./ www.bscahorg International . ea ,..._ ___ IIISEMY Proposed Organization Chart For City of Miami Beach 1111111f.#1., ... Pascaa Lopez SF 1 Contract ,bike r Korthern Beach n Bawl p� gyp.o�+ �. sr S4e `��is .�.... �� 4 .... !ur=irDrs & _ s • Jr t r aii?`se.,-, Garage Germs Porters --ters Restroorn = rt In addition to the above the following administartionwill be involved in contract start off: ➢ HR Director: background checks, drug test, E-verify,etc. D C.O.O.: Employee training and Safety. D President: Cleaning specification implementation. n _ � IIISFMSarvces,Inc. Key Personnel Christian Infante, President has nineteen(19) years of experience in business management. Mr. Infante has a Bachelor's degree in Business Administration & Management from Florida International University(FIU), trained in Homeland Security and is Bloodborne Pathogens. Mr. Infante has been directly involved in all phases of SFM projects including assisting facilities prepare for JCAHO inspections and has been directly involved in all phases of disaster recovery services post hurricane. Jose Infante, Founder has (40) years of experience in management and the service industry. Mr. Infante is qualified and experienced in all aspects of custodial and landscape services and currently oversees the finances for the firm. Mr. Infante holds a Florida Arborist certification and attended U.M. and M.D.C. Joe Pinon, Chief Operating Officer. Mr. Pinon has (30) years of senior management experience in the public and private sector as an Assistant City Manager. As Assistant City Manager/Public Safety Director, he was in charge of the Police, Fire, Emergency Management, Property Management, and Public Works Departments in both, the City of Miami Beach and the City of Miami. Mr. Pinon is a certified instructor in Bloodborne Pathogens and Terminal Cleaning. Pascale Lopez, Janitorial Manager. Mrs. Lopez has experience in the healthcare facility maintenance. She is an ISSA CITS certified master cleaner. She oversees all janitorial operations for SFM. She has helped hospitals prepare for JCAHO and AHCA inspections. Eileen Dominguez & Marta Gonzalez, Quality Control Officers have combined over (50) years of experience in the Janitorial industry. Their experience and knowledge in janitorial supplies, floor care, and services make them valuable assets to the SFM Quality Control Program Sandy Lopez,Human Resource Director. Ms. Lopez oversees all aspects concerning Human Resources. Employees with any work related issues or accident reports meet with Sandy routinely. Some of her duties include: Employee Drug Testing, Employee Criminal Back Ground Checks, Social Security Verification, Payroll Compliance, led the implementation of Universal Health Care Coverage Law. Alirio Alcala, Fleet Manager. Mr. Alcala plans, directs, and coordinates the operation of all SFM fleet of vehicles and equipment. Some of his duties are: Preventive Maintenance to Equipment,Vehicles, Fuel Control & Management, & GPS Tracking Management. > Above is upper management info. Info on middle management can be provided upon request. — SFM SCfY�[6S.Inc. Christian Infante President cinfante@sfmservices.com Education 1992 to 1996 Christopher Columbus High school 1997 to 2002 Florida International University Bachelor's degree in Business Administration 2006 University of Florida Certificate Course in Horticulture 2008 ISA Certified Arborist Experience 1998 to Present SFM Services, Inc. Oversee all aspects of sanitation& security operations Implemented floor care programs New account start ups Directly involved in all phases of disaster recovery projects Maintain business relations with clients Prepare government bids Sales and Marketing New contract negotiations and business development Additional Skills Security D and G License Holder Certified Arborist with ISA Terminal cleaning certified Bloodborne pathogen certified Fluent in English and Spanish Computer literate: Microsoft Word, Excel, PowerPoint, Effective Management, Communication, and Leadership skills, C.P.R. Certified Volunteer Activities Miami Lighthouse for the Blind Business Advisory Board Board of directors of Jose Peres ALS Recovery Golf Classic Trustee Member, Greater Miami Chamber of Commerce of SF� Services.Inc. Jose M. Infante Founder jinfante@sfinservices.com Education 1963 to 1967 Christopher Columbus High school 1968 to 1971 Miami Dade Community College Associates Degree 1971 to 1972 University of Miami Experience 1972 to 1986 Property Management&Maintenance Vice President& Stockholder In charge of all janitorial operations Recruitment of personnel 1987 to Present SFM Services,Inc. Vice President& Stockholder Oversee all aspects of sanitation and security operations Oversee all day to day activities for both divisions Oversee all financial aspects of company Business Development Additional Skills Security D, G, and B License Holder Fluent in English and Spanish Computer literate: Microsoft Word,Excel,PowerPoint Effective Communication and Leadership skills ISA Florida Certified Arborist Volunteer Activities Director of Cuban Democracy PAC Member of American Public Works Association MIllsvices.Inc. Joe Pinon Chief Operating Officer ininon@sfmservices.com Education 1975 Herbert H. Lehman College B.A. Biology 1990 University of Miami Public Administration 1994 Florida International University Executive Management Program Experience 2012 to present SFM Services, Inc. 2007 to 2012 Inquest Security Intelligence 2003 to 2004 Miami River Port Committee 2003 Director of Homeland Security for Miami-Dade County 1992 to 1998 Assistant City Manager for Miami Beach 1977 to 1990 Police Officer for City of Miami Beach Training Certified instructor in Bloodeborne Pathogens & Terminal Cleaning Crisis Management Training- FBI Academy Maritime Security Instructor Certified Instructor State of Florida Homicide Investigation Intelligence Gathering Special Weapons & Tactics, Explosives & Ordinance Detection eta IIISFMY Pascale Lopez Janitorial Manager PLopez@sfmservices.com Education 2014 Florida International University Executive Management Program 2012 Miami Dade College Associates in Business Administration Experience SFM Services, Inc. Oversees more than 300 employees and 12 area managers. Planning, coordinating, and executing custodial projects. Responsible for meeting cleaning standards of 22 Baptist locations. Responsible for meeting cleaning standards of 09 Leon Medical Centers. North Shore Medical Center Assisted with "Joint Commission"conducting safety rounds. Preparation with JCAHO and AHCA inspections. Supervised maintenance engineers to achieve effective maintenance plan. Global Business Management, Human Resource Manager Developed policies and procedures as well as required training. All aspects of HR: Payroll processing,worker's comp claims, drug free, etc. Additional Skills Certified in dealing with Bloodborne Pathogens Certified in Terminal Cleaning Spartan Green Cleaning Solutions III SFM Eileen Dominguez Quality Control Officer edominguez@sfinservices.com Education 1961 to 1965 Coral Gables High School 1966 to 1968 Miami Dade Community College Associates Degree Experience 1995 to 2002 Environmental Management Supplies, Inc. Sales Rep for 3M, Fuller Brush, and Other cleaning supplies Controlled all janitorial supplies inventory 2002 to Present SFM Services, Inc. Quality Control Officer Assure specifications are being followed Assures all accounts are properly staffed Assures staff is properly trained and uniformed Reports directly to president of SFM Services Additional Skills Fluent in English and Spanish 3M Floor Care Certified Orange Quality Control Software Computer literate: Microsoft Word,Excel, PowerPoint Effective Communication and Leadership skills 4ii, s„ , SFM ���;�`:,._a Scrxices.Inc. 2.3 Certifications ,.,,,.t*..,ao,lf.t.,.gte,.;,ig4i. :K.RF::kit::..,.; ,v4'wfii,:..--.I.eNEt:,:'::-.?.;-..:•-,'- ''FA.'i°-,;-i-.,:::Nogiq.7.::::,..A>;!A-,AT'.;iYi-z.,.:;.:A::,A.:::.,,f-i,o,.-......-.,.:,,,,,:,,,proti.,,.44...,., :,. ..„.......,. .,...„. .. ... ......... ................. ., 1ISFM ..„.............. . _ &mot ...eob,„ ...„,•„7,,,,,,,:r........ 7.10:: -;,..-1,1, - i . ,.., scoces acc .:cq::,.:;,... \..„.....; :.:'. .-..°310:.4 .d--!,•/" , , !vri, ., I CERTIFICATE OF COMPLETION .tis-:?. Iwooer:me croaspeos • • Bloodborne pathogens „.it'ii4,1 '! ' "TERMINAL CLEANING" kWft: .' CERTIFICATE OF COMPLETION Presented to We'l ' I 'l:.,41'... ., Pascale Lopez Presented to ,..., .th,,,,, ,,..,fiilb,amnpleted Terminal Cleaning TraMmg consistent with Mara.' ...'' Mara Hernandez OSHA Blwodborne Pathogens Standards 29 CHt 1910.1030 fully km)!Bloodbarne Pathogrns Tlaining am:sister':with --:•::1=1:::,:r:. ;11'a"c;;;;148"/Zrborne 1,3thogens Standards 22(YR 1910.1030 This course includes she following olithetises and is consistent with OSHA • .::4-.1 .. i .r . Hood borne Pathogens Standard 29 CFR 1910.1020 is:,.:,:, - I i This coarseBoodiniltitdon,eathpe.ftholl.wow.i:gstn.bnidectanlives29acodFRis 1co9nutaisItement with OSHA -Contamination&Contagious discuses lilnazaiversal Pizautioin,s,rw.t, et., u„,,,omii pi...6.s .V..;• :113'ettaar ji=ihng'Igem -Body Fluids as onntamirtants H.'4 ' -How Blmdbmne Path°g"'a"spread -- m does Disposal of Waste „,•••••,t• -Products for Terminal Cleaning *4- , -Hepatitis B Virus -Personal Protective Equipment j,,,A''',,i, -Hepatitis C Virus -Body Fluids as contaminants .4.','.., -Terminal Cleaning Concerns -Hand washing Techniques '''.4;1'.: otective uipment aPrEq 't• -How to reduce your Risk -Exposure Incident Repotting -.HIV nd Aids -Personal•,.'4 '''' • e :. -OSHA Regulations -Terminal Cleaning Quality Control 44..' i, -Skin Diseases -Band washing Techniques t ::..,.:.1i , -How to reduce your Risk -Exposure Incident Reporting ,.,....,i 1• i-CDC Statistics 4,! --- -Employer Responsibilnies •:. '':'.‘i••• I hereby, eenlify that the candidate named in this eenifieve has saustartonh 4 ,..., i .. . . .,.... compitt!itheydatus as,catinicd. .......:3.,..,....„ 40.11.1..lf ) I hereby,comfy din dm candidate named in this certificate has satisfactorily romplutcd.1 - Uri!29 2015 .'th!,i7+: ,,,,,— _.,,,,, '—'-f.,"'-,,k.. -11)''' -..." - Mutt?.2014 1 'IV?: •sq.*k Pmon ....i„.r. „..): ......,:;i.,A, ., Cernoin 1 Inergaur :::!.:Tr„, , . :!:.•::i;W::tigig• aw'II 7 "'Javeph R.Firm .. ,... State of Flrorda es,--4 Certified tastruclor it,,--•,,i.":" ." ..."",,,,. ...„.t. •,•:,:k:.i.Nligi,i:f.4,j7.' -:•:•••••:.t. . 44,....: ..''1"..•...i.,:::‘liai:AP' ',...,‘ 4* leeNT iltr . ,,,"lA. ,,"" '''....„•.„,,..s., .. ... .„:.., „.. . $ ayi a kl ra, ..... ,- ......,..!ft, i. tri) . CI . " .......... . VERIFIED PROGRAMdeste amfirionsa tour Imams Whoa been il t Gwen Clean Institute Gratified-and Atli ritimanner this per,-as a having completed the Pascale Lopez nialtani Green Tegliniesan course,erittilsfing or eight 101 Cleaning Indindry Training Sranslardo 1 (Cri'$)dainignarrel modules,Thou nundaira of advaisiwil education are in nage Satiety.Carpet CAM,CO SIOnter Sendre.fierneral COMP&General Safety,Green Cleaning,HAViOnaanid tiled t 7:, Finer tare-its a Steen Weer Tmlanician,this per..R.,has the kuowtedge and eurfavphial i Is hereby EEFITiFIED as us offical!SEA Cleaning Industry T-asoirig Sandard ablitty to apply advaneed Green Clean Practices within ther duties as. Greed gigue lastitute Certified.preterit:mat. i Peofesmonal alter euceessfilly gassing CITE Clearnng 101 to ach*Ne th,s rio.certtlket Is award.I to: status i larS This Cefti5eate is valid as of,s,,,,,,,,, Inc one year . Pascale Lopez '.. SSA , 1 gP Casa Iloveqkwat,0 ,55,5tioustbnuarY 20.2011 "*"'''''''''''' Mort... , , 1 _.,..„. 111Servicss.lac. 2.4 Hazardous Materials Training .... ...0,— OSHA 5tocdbose Pathogens Bloodborne pathogens ,,, ) CERTIFICATE OF COMPLETION Presented to Mara Hernandez . Has success/idly completed Bloodborne Pathogens Training consistent with OSHA Bloodborne Pathogyns Standards 29 CFR 1910.1030 , y , This course includes the following objectives and is consistent with OSHA Boodborne Pathogens Standard 29 CFR 1910.1030 .0 -How Bloodborne Pathogens are spread -Universal Precautions -Hepatitis B Virus -Hazardous Disposal of Waste -Hepatitis C Virus -Body Fluids as contaminants -HIV and Aids -Personal Protective Equipment • i v i -Skin Diseases -Hand washing Techniques t -How to reduce your Risk -Exposure Incident Reporting -CIX Statistics -Employer Responsibilities 0., '-' I hereby,certify that the candidate named in this certificate has satisfactorily completed \, the r."nin.as presented. __ ..,;;;,--.ri'. .. .... .., , , 1,:.:N.;;—,.,:--4....% 7'f.- .4-.,„40r.,,,..7.,..,' ''',c,,,,.„-:, Moil 17,2015 t /..-*•,...7./. A "-..... „0-,,, ',) Joseph R.Polon ..,,.,,,;,,, Certified instructor ''''-''''-t::::, .... ..:...,, .,":1, -,,---;' :,..... 41 " -A, .,., 4„,,,,.. .- : ,.., --,-,..— r- ....-• 2.5 Financial Capacity Upon request from the City, SFM Services, Inc ., shall provide any financial information necessary including but not limited to Dun & Bradstreet Report, Financial Statements, etc. �► • 1 lII1M Se 'an,Inc. 3. Approach & Methodology 3.1 Cleaning Plan & Standards Zone 2 Location #of Employees Total Hours per week Fleet Maintenance 3 buildings 1 13.1 Sanitation Administration Offices 1 14.5 Ocean Rescue 1 23.3 MBPD Internal Affairs 1 5.3 Police Station Headquarters 8 245 (includes porter) Police Garage 1 14 Historic City Hall 1 12.6 555 Building 1 17.7 South Shore Community Center 1 31.6 PAL Building- Includes dedicated 2 56.7 porter 10th Street Beach Patrol 1 7.1 10th Street Auditorium 1 10.7 City Hall (1700 Convention Center 8 187 Drive - Includes dedicated porter 1755 Meridian Ave 2 43.2 777 Building/ 1701 Meridian Ave 1 15.7 Zone 3 Location #of Employees Total Hours per week Marine Patrol 1 7 Property Management 1 7.6 Public Works Operations 1 8.5 Scott Rakow Youth Center- includes 6 255 dedicated porter Scott Rakow Youth Center- Ice Rink 1 7 Police Sub Station North Beach 1 5.1 Normandy Shores Guardhouse 1 3.5 Parking Meter Shop Facility(Bay 1 7.6 Road Zone 4 Location #of Employees Total Hours per week 7th Street Parking Garage 12th Street Parking Garage Garages will be serviced 13th Street Parking Garage 3 or 2 x per day as specified in 280 hours per week 16th Street Parking Garage RFP. Services will be performed 17th Street Parking Garage By 5 employees with vehicles. Pennsylvania Parking Garage 42nd Street Parking Garage Sunset Harbour Parking Garage 1755 Meridian Parking Garage /� IIISFM Sarncas,Inc. Zone 6 Location #of Employees Total Hours per week Restrooms will be serviced by 3 full time employees with All locations in Zone 6 vehicles. This is in addition to 302 the sites that have a porter schedule. NOTES: 1. Hours for project work (Restroom machine scrubbing, carpet care, & floor care) are included in the total hours per week listed in each zone. 2. In addition to the above hours there are 2 full time dedicated supervisors. One will be dedicated to Northern sites and the other to the Southern sites. 3. All garages & restrooms will have a barcode. Roving porters will need to scan the barcode each time they service the location. (Similar to security electronic tour systems.) This will provide documentation that locations are getting serviced as specified in the RFP. EMPLOYEE TRACKING ,fir mals T All supervisors and roving porters driving SFM vehicles will have a GPS tracking system. This will assure they are servicing all locations and will tell us how much time is spent at each location. SFM will track and document any incidents or repairs needed with the help of the tracking software. Software is web based and provides all reports in"real time". Other capabilities are: ✓ Daily Activity Reports (accessible via internet) ✓ Incident Reports (real time) a. ✓ Cleaning Specifications (instantly available to cleaners) ✓ Digital Restroom Log el:i , Aei SFM `,,, .'.`,__i Services.Inc. Transition Plan Client Name: City of Miami Beach Start Date: T.B.D. Transition Lead: Pascale Lopez Purpose: In order to achieve a seamless transition, SFM implements a 10-Step Transition Plan customized for each facility. The purpose of this process is to ensure a seamless integration of SFM Services when replacing existing service provider or in house program. This plan supplies SFM operators with a step-by-step guide for transitioning. Goals: 1. Deliver seamless transition that provides step-by-step instruction for SFM operations and assures the client of a problem free conversation from current or in house provider to SFM. 2. Identify key resources for transition tasks. 3. Transition plan creates accountability for transition team members by reporting the completion of tasks to the client. 4. Create a base of communication between SFM and client. 5. On time job start and successful service implementation. 10-Step Process: 1. Mobilize SFM Transition Task Force 2. Expectations Meeting with Client 3. Employee Screening& Hiring 4. Order Equipment& Supplies 5. Employee Training 6. Invoicing Procedures 7. Onsite Orientation 8. Set Up Supplies 9. Service Start Up 10.Follow Up Meetings Locations:Zones 2, 3.4,&6 A more detailed transition plan will be provided if SFM is selected. 1II5fMs.lac. 3.2 Chemicals & Products Environmental Friendly Practices SFM has standardized companywide cleaning services with (4)basic chemicals all daily cleaning is accomplished. The chemicals listed below are GREEN SEAL CERTIFIED. Currently all accounts cleaned by SFM are with the chemicals listed below. This provides a standardized method of cleaning for all janitors. ill'"44 4a4 • 0 _AS. , , -.: SOLUTIONS ... �.t.,a.. -.� w k. Neutral Cleans, , All Floor Disinfects, _ Glass Purpose Cleaner & Cleaner Cleaner Deodorizes �D , IIISFM. Microfiber Technoloty Microfiber material can hold more than 5 times its weight in wand a have exceptional ability to absorb grease and oils. It also does not leave any dust or lint behind. These properties reduce the number of bacteria on a surface by 99%. • BLUE General Cleaning 4411, GREEN Glass Cleaning 111, RED Restroom Cleaning Wash Mons & Cloths on Site '„ Small washing machines will be installed in janitor closets. This helps prevent cleaning staff from reusing soiled mops & cloths. Machine measures 29"High x 17" Width. Installation to be done by client. 1 '` • SFM will install these machines in Miami Beach where possible. ` e 3 1II ?M. What is Green Cleaning? SFM strongly believes in protecting our environment. SFM changed all cleaning chemicals to Green Seal Certified products. E.0 Order 13101 describes green as: Environmentally Preferred or Preferable Products or Services that have a lesser or reduced effect on human health and the environment when compared with competing products or services that serve the same purpose. caw, HEALTH caw FQRErry:!aor1!aiNT Certificate cate oaf Recognition This certificate certifies that SE111 SERVICES, INC is dedicated to the benefits of "Green Cleaning" Gberspany,Inc. n.. atananor,Cana a• O� : 3.3 Equipment List SFM has on staff 3 fulltime mechanics that are responsible for maintenance and up keep of fleet and equipment. Equipment is replaced once it has expired life expectancy. SFM has a 10,000 sq. ft. of warehouse that store a large inventory of janitorial equipment and supplies. This ensures that services are not interrupted due to equipment break down. Below please find a list the equipment and chemicals used for janitorial services. SFM uses primarily the following manufactured equipment: • Nilfisk Advanced vacuum cleaners • Rubbermaid Mop buckets & maid karts . t' Nil fiSl( • machines . Advance Nilfisk Advanced floor setting standards • Schwarze vacuum street sweepers Rubbermaid a Commercial Products For more than 12 years SFM and Veritiv have had a NVVeritiv f busrienseoss partnership. SFM hasaccessto theirfull line urces. Veritiv is one of the nation's largest janitorial supplies distributers. Veritiv is an industry leader in green cleaning initiatives n _ .„) io - I 1111 5M `. ._ Se e=.lac. Vehicles for Supervisors & Roving Porters SFM has included in the bid price 11 1' mini cargo vans as the one shown in ,,�, ,i the picture. 4 -.-•• aas-6x2 2424' Positions #of Vans 4 � n 2 Supervisors 2 , 5 Garage Porters 5 F 3 Restroom Porters 3 1 Project Work Crew 1 ,. z .�_. � u .. w-'. • . 401Now t" STREET SWEEPING I � 8 �,„; is t."S'i'p ly�} p•,..i ,p v q ,$ ..".._ -" ,__ 1 4 n 7' � arw Available ,p ` '- 417 A fleet of(7) street sweepers used to clean municipal streets,highways, and parking lots. r - — tol II PRESSURE WASHING ,F. 1 Available Trailer mounted pressure washing rigs equipped with water holding tank & steam pressure capability. Ea DEBRIS REMOVAL N, Available - 'ter , N al 1 , PM 3.4 Quality Assurance Plan .-- nass 0-G c�p �<- SFM uses a quality control software named"Orange QC . a o< This software allows the SFM Quality control officers to: pa • Perform inspection using an smart phone or tablet. • Monitors account performance & sends real time alerts based on triggers you set. • Generate reports for customers The SFM Quality Control Program consists of two mutually supporting modules: 1. Quality Control Plan—establish standards, supporting processes,performance objectives and performance indicators to meet all performance requirements. 2. Quality Control Monitoring Plan—implement SFM QC to provide a structured approach to performance monitoring, deficiency avoidance, corrective actions and reporting. Service Quality Measurements/Metrics Each task is monitored as follows: 1. The QC Officer will designate the area to be assessed. 2. The screen of the hand-held device requests a "level of compliance" to be input by qualitative format based on a numerical scale: 1 =Immediate Action Required 2 =Unsatisfactory 3 = Satisfactory If anything other than a"Satisfactory" is entered,the system will provide a report suggesting action to be taken. At this point,the end user is to: A. Refer to Superior B. Refer to Vice President C. Immediate Action required(self or other) D. High Risk(situations hazardous to health or safety) E. Maintenance required(drives a maintenance request) CD lIIsiivi Services,lac. 3.5 Control Book MEASUREMENT TOOLS Hand-held Smart Phone or Tablet. Below is a visual of our hand-held based Quality Control application. nn e Binds _. cati„ut>r vw 41, SAMPLE OF IPAD PERFORMING INSPECTION I S4 PM Elevator Ae r Floors Perfect(3) ___.................. Mirrors Unsatisfactory it Toilets V. Perfect(3) Doors } Perfect(3) I 33 IIISFM Below is a sample of an actual inspection report IIISFM HALLWAYS for Floor 3 Inspection: HALLWAYS Location: (J159)/Floor 3 Inspector: Marta Gonzalez Score: 88% Completed: 2018-01-16 11:51 pm Line Item Rating Score Comment Photos GENERAL L AREAS 0% Floors Above Average 90% Baseboards Above Average 90% Walls Above Average 90% Drinking Fountains Below Average 79% Fountain needs1.11 cleaning Pictures Above Average ; 90% Vents Above Average 90% Doors Above Average 90% NOTES __ Services, IIISEM CLASSROOMS for Floor 1 Inspection: CLASSROOMS Location: (1159)/Floor 1 Inspector: Marta Gonzalez Score: 89% Completed: 2018-01-16 10:21 p m Line Item Rating Score Comment Photos .a.� ,,,:.,A� e,,.<,.. _............t.,,,� as�.._.., ., .._ »......�.,, ..,. ..,,..R. '. .�..m.�...om �.�..,.�,,....�dw.......s Furniture Above Average 90% Carpet Below Average 79% Carpet has stains Baseboards Above Average 90% Air Vents Above Average 90% Baseboards Above Average 90% Frames Above Average 90% Window sills Above Average 90% window blinds Above Average 90% counter tops Above Average 90% 35 II51MServices,Inc. tI5FM BATHROOMS for Floor 2 Inspection: BATHROOMS Location: (J159)/Floor 2 Inspector: Marta Gonzalez Score: 89% Completed: 2018-01-16 11:33pm Line Item Rating Score Comment Photos Location HALLWAY 0% Floor Condition In good condition 100% Floors Above Average 90% Baseboards Above Average 90% Toilets&Urinals Above Average 90% Partitions Above Average 90% Sinks Above Average 90% Mirrors Above Average 90% Looks like some Vents Below Average 79% stains and some dust Trash Above Average 90% IIISFM • Below is report provided to client that will show the evaluation of progress in 3 forms: • Percent Score • Graph showing comparing history • Pie Chart SFM Services•Marlins Stadium w.xreun vn 04,0 Gr.* 6 MM.Vl Troll Oertc.,teba 84% • r 1 -47 Area R,curt Insprsbm. L.ywsafl GYCwN, Yd# ioaw_..axe Nano Town ..f 1014 v«Arr• iS?. --.tneTmc .+nn +ea _aprseon : These reports can be emailed to property managers in a pdf format. Email notifications are configured to notify SFM managers about the QC performance. The QC officer's iPad automatically synchronizes via a wireless network connection so QC inspections can be tracked in real-time. Corrective action requests are immediately communicated to the relevant person. All quality control inspections have precise timestamps to ensure frequency of monitoring and a clear indication of the date,time, area and results of the monitoring process Management reports contain the following: • Labor budget • Supplies budget • Equipment budget • Sales IIISFMsS.rvic ,lac. Ticket System Through our Quality Control software, we ask our clients to use the "Ticket System". This feature helps us document and keep track of the quality of our services. Here's how it works: All you have to do is send an email to our Quality Control System at ticket@sfmservices.com so we can address it. It's that simple! This email will trigger a ticket alert from the client to the SFM administration, who will consist of: 1. Contract Manager 2. Contract Supervisors 3. SFM's C.O.O. 4. SFM's President This ticket will remain open until addressed by the Area Supervisor and our SFM Operations Manager,who will respond. Their response will then trigger a"pending" designation. Once the ticket's content is addressed, it will be shown as completed and filed within your folder in our QC program. This will enable us to sporadically open the folder and see if there are any re-occurring situations that will assist us in managing your facility's cleaning specifications better. jiL 411151,M Inc. 3.6 Suppliers &Sub Contractors For more than 12 years SFM and Veritiv have had a business partnership. SFM has access to their full line VVeritiv of resources. Veritiv is one of the nation's largest janitorial supplies distributers. Veritiv is an industry leader in green cleaning initiatives SFM will not be subcontracting any work. All work under this contract will be performed by SFM in-house employees. 30 SFM service:,Inc. 3.7 Human Resources Described below is a detailed plan for hiring, retaining, and training that identifies the methods for ensuring SFM's staff, including management personnel, are maintaining industry standards in training and best practices. SFM's Hiring Format SFM Services performs investigative background checks for all employees staffing our client's facilities. While performing investigative background checks which will include the following: ✓ Social Security Number Verification ✓ Criminal History Search (5 years) ✓ Employment Verification ✓ Violent Sexual Offender Registry Search ✓ DMV Records (5 years) ✓ Florida HRS Abuse Registry SFM employees have employee history file in duplicates. Files contain health checks and annual TB Tests as well as all documented training and development to be in compliance with OSHA. 07) Methodology Step 1: Utilize network of SFM's 750+ employees in local market. Place advertisements in local paper if necessary. Step 2: Identify project supervisor candidates and perform 2 Panel Interview Process. o Pascale Lopez o Christian Infante o Zulema Rodriguez Step 3: Hire supervision Step 4: Employee application review and job orientation Step 5: Criminal background check and Drug screening Step 6: Make offer of employment to all new hires and I-9 verification Services,Inc. Employee Training Step 7: Joe Pinon, C.O.O. Provide the following training task to hourly personnel: • Bloodborne Pathogens • Terminal Cleaning • Cleaning chemical training • Floor care training • Restroom maintenance • Spill clean-up procedures • Slip,trip, fall prevention • Lifting training • Closed for cleaning • Hazard communication Step 8: Sandy Lopez, Human Resources. Provide the following training task: • Sexual harassment training • Termination considerations (SFM project managers only) • New hire orientation for supervisor& project management Drug Free Workplace Program SFM Services is proud to participate in the National Drug Free Workplace Program. - 100 Free Objectives/goals: Drub ➢ To reduce drug use in the workplace > To increase productivity > To improve efficiency > To reduce accidents in the workplace > To demonstrate a more professional attitude and standard of conduct ➢ To deliver better customer service To achieve these goals, SFM Services conducts: > Initial and periodic safety training sessions > Drug Abuse Awareness pamphlets > Random Drug Screening of existing employees > Complete drug Screening of all job candidates prior to start of assignments > Alcohol and Drug screening in the event of work-related accidents > Formal and informal counseling by trained supervisors 3.8 Environmental Stewardship As previously mentioned in this proposal, all cleaning products used by SFM are GREEN SEAL CERTFIED. SFM will be in full compliance of the environmental standards and requirements as set forth in the RFP. SFM offers year round training programs assuring that environmentally preferable cleaning practices, chemicals, equipment and supplies are maximized. Training Overview SFM has a thorough training program specific for Janitorial Services. Training is conducted by SFM's C.O.O. Joe Pinon. Mr. Pinon is a certified instructor with the State of Florida. This is a competitive advantage SFM has over other janitorial companies. It gives SFM the ability to train and retrain employees as necessary throughout the year. Trainings in"Bloodborne Pathogens" and"General Cleaning" are conducted. The following methodology is employed by Joe Pinon for his trainings: 1. Classroom teaching based on research and personal experiences 2. Professional participation by experts in the field of the subject 3. Practical exercises discussed and acted in role plays in class 4. Situational Exercises where specific issues are presented and resolved in class by the student and further discussed in a group setting 5. Testing and Quizzes of materials shared in class 6. Providing training materials when necessary for further evaluation and study Employee Training Subjects: o PPE (Personal Protection Equipment) o Work Safety Practices & Procedures o How to avoid slip & falls o MSDS (Material Safety Data Sheets) o Proper use of chemicals & equipment Custodial Training o Bloodborne Pathogens o Terminal Cleaning in Operating Rooms o Identifying Bio-hazard waste o Use of cell phone o SFM Employee Orientation II5FM 4. Cost Proposal 4.1 Appendix E REVISED COST PROPOSAL FORM Failure to submit REVISED Cost Proposal Form.in its entirety and fully executed by the deadline established for the receipt of proposals will result in proposal being deemed non-responsive and being rejected. Proposer affirms that the prices stated on the revised cost proposal form below represents the entire cost of the items in full accordance with the requirements of this RFP, inclusive of its terms, conditions, specifications and other requirements stated herein, and that no claim will be made on account of any increase in wage scales, material prices, delivery delays, taxes, insurance, cost indexes or any other unless a cost escalation provision is allowed herein and has been exercised by the City Manager in advance. The Revised Cost Proposal Form shall be completed mechanically or, if manually, in ink, Revised Cost Proposal Form completed in pencil shall be deemed non-responsive.All corrections on the Revised Cost Proposal Form shall be initialed. ZONE 2 Description Quantity U 1 M Unit Cost Extznde�Teal Itemqa�,,,, -tv 1414 ofileoloewaweamikliag 62 woos 4 $ A2 Fleet Maintenance 3 buildings 52 Weekly $ 324.00 $ 16,848.00 A3 Sanitation Administration Offices 52 weekly $ 357.00 $18,564.00 A4 63 woo* $ $ A5 Rescue 52 madly $ 600.00 $3 I,200.00 AS MBPD Internal Affairs 52 weekly $ 127.00 1 $6.604.00 Police Station Headquarters A7 (includes dedicated pater) 52 weekly $ 5,502.00 $286,104.00 AS Police Garage 52 Weekly $ 318.00 $ 16,536.00 A9 Historic City Hall 52 weekly $ 321.00 $16,692.00 A46 Firo tatioe-# 62 weekkt $ _$ A44 I6yc4.Oir6Club $ $ Al2 555 Building(170 St) 52 weekly S 431.00 $22,412.00 A43 SanitatonSWrage A14 South Shore Community Center 52 weeldy $ 758.00 $39,416.00 PAL Building Aly 'includes dedicated noter) 52 weekly $ 1.390.00 $72.280.00 A16 10th Street Beads Patrol 52 weeky $ 179.00 $9308.00 A42 flnciodwfarlw¢ 62 Wee* $ $ A18 10th Street Auditorium 52 weekly $265.00 $13,780.00 City Hall(1700 Convention Center Dr1 A19 (includes dedicated porter) 52 weekh 4,610.00 $239,720.00 A20 1755 Meridian Ave 52 , 1,105.00 157,460.00 A21 777 Building/1701 Meridian Ave 52 j 386.00 120,072.00 ZONE 2. SUS-TOTAL ANNUAL COST $866.996.00 Services,Inc. ZONE 3 Item Description Quantity U t Pti Unit Cost Total,r,,,m: x Li'I Cc;:r 81 Marine Patrol 52 weekly $ 175.00 59100.00 B2 Property Management 52 Wesley $ 191.00 $9,932.00 B3 Public works Operation 52 weakly $ 298.00 $15,496.00 64 62 was* 4 $ 66 62 we 6 $ 66 6igAialie4412441eleoia 63 weakly $ 4 Scott Rakow Youth Center 87 (includes dediwtedpaterl 52 weekly $ 6,288.00 $326,976.00 88 Scott Rakow Youth Center-ICE RINK 52 weekly $ 179.00 $9,308.00 a FikuPplatien412 63 Weekly i $ 810 Police Sub Station North Beau 52 weakly $ 129.00 $6,708.00 644 Fwe.6tatiea414 62 weakly $ $ 1242 Byren-adyo Thoatro 62 woof 4 i 643 Gly 62 weekly i $ B14 Normandy Shores Guardhouse 52 weekly ,$94.00 $4,888.00 646 6eg-Cabw &I wacky i i B16 Parki .Meter Sho.Paoli' Ba Road 52 w;;,., 192.00 9 984.00 ZONE 3:SUB-TOTAL ANNUAL COST $ 392,392.00 ZONE 4 Item Description Quantity U!NI Unit Cost Total;chanty xer:;;Coet. Cl 7th Street Parking Garage 52 weekly $ 742.00 $38,584.00 C2 12th Street Parking Garage 52 weekly $742.00 $38,584.00 C3 13th Street Parking Garage 52 weeny $ 742.00 $38,584.00 C4 76th Street Parking Game 52 weekly $ 742.00 $38,584.00 C5 17th Street Parking Garage 52 weekly $ 742.00 $38,584.00 C6 Pennsylvania Parking Garage 52 wedgy $ 742.00 $38,584.00 C7 42nd Street Parking Garage 52 , Weekly $ 742.00 $38,584.00 C8 Sunset Harbour Parking Garage 52 wedgy $ 742.00 $38,584.00 C4 62 Weekly $ $ C10 1755 Meridian Garage 52 week $ 742.00 $38 584.00 • ZONE 4:SUB-TOTAL ANNUAL COST $347.256.00 ZONE 5 Item Descfiption Quantity t31684 Ussit6ee4 Tetat.4cue t h x .-Ges4 0Rep6.6146lest62 Weaklk_ 4 $ SI weedy $ i 1;13 MMe044ais 62 .. * $ i Iia 6eardivawk 62 Weekly $ $ C6 6086,14Willie 6l w.aky $ s 616 sand Fanoa 64 weaay i $ -A moi, s :i CD1IICM. DZ 8east4Shewsre weeisy $ $ Ds Liteeuard-StaRAs 62woo& $ $ ZONE-4-TOTAL-ANNUAL-COST S ZONE 6 Item Description Quantity U 1 M Unit Cost Total{Quantity x time cost) Flamingo Pool Facility El (includes dedicated potter) 52 weedy $ 423.00 $21,996.0x;: E2 Normandy Isle Park Pool Facility 52 weekly S 158.00 $8,216.00 E3 Crespi Park Building 52 weekly $ 15$.00 8.216.00 E4 Muss Park Buikting,Pavillon&Restrootns 52 weekly $ 158.00 $8,216.00 E5 Stillwater Park Building 52 weekly $ 158.00 *1,216.00 E6 Tatum Park Building 52 weedy $ 158,00 8.216.00 E7 North Shore Park Band Shell-Amphitheatre 52 weekly $ 158.00 $8.216.00 North Shore Park Youth Center/Tennis E8 (includes dedicated porter) 52 weekly $ 945.00 $39.140.00 E9 Fairway Park itavilliee Center&Restroom 52 weekly S 158.00 $8,216.00 E10 Nath Shore Park Restroom(New FY18) 52 We $ 158.00 $8.216.00 633 62 weepy $ $ 644 62 weekly $ $ 613 69 weeks. S $ 644 62 weekly $ $ 646 62 weedy $ $ E16 Normandy Shores Park Restroom&Storage 52 weedy $ 158.00 $8,216.00 South Pointe Park Restroom and Facilities E17 (includes dedicated weekend porter) Street 52 weekly $204.00 $10,608.00 Marjorie Stoneman Douglas-Beach Restroom - E18 3rd Street 52 weedy , $ 158.00 $8.216.00 Lummus Park-Beach Restroom-6th Street E19 (includes dedicated weekend porter) 52 weekly $ 890,00 $46.280.00 Lummus Park-Beach Restroom•10th Street E20 (includes dedicated weekend porter) 52 weekly $ 890.00 $46,280.00 Lummus Park-Beach Restroom -14th Street E21 (includes dedicated weekend porter) 52 weekly $ 890.00 $46.280.00 Collins Park-Beach Restroom -21st Street E22 (includes dedicated weekend porter) 52 weedy $ 890.00 $46,280.00 E23 Pancoast Park-Beach Restroom -35th Street 52 weedy $158.00 $8,216.00 E24 Indian Beach Park-Beach Restroom-46th Street 52 weedy $158.00 $8,216.00 E25 Beach View Park-Beach Restroom-53rd Street 52 weekly $ 158.00 $3,216.00 E26 Allison Park-Beach Restroom -64th Street 52 weekly $ 158.00 $1,216.00 E27 North Shore Open Space Trailer-64os Park 52 weekly $ 158.00 $8,216.00 E28 Parks Maintenance Facility 52 weekly $ 158.00 3,216.00 Flamingo Park Tennis Center E29 (Includes dedicated porter) 52 weedy $423.00 $21,996.00 Flamingo Park Baseball,Softball,&Football Field Restrooms E30 (includes f porter) 52 weedy $423.00 $21,996.00 IIISFM Services,Inc. 71d Street Unidad Public Restroom E31 (includes dedkated weekend porter) 52 weekly $ 204.00 $10,608.00 gla North Shore Ocen Space Trailer Offces Weeely I 158.00 18,216.00 Axice,44aialeaaasakso6itf 63 wisiot $ $ E34 Altos(lel Mar Park-Restroom Building 2 wee* 1 158.00 18,216.00 E35 Maurice Gibb Memorial Pant-Restroom Building 52 weekly 158.00 18,216.00 Mid Beach Community Park-Restroom Building E36 'Opening TBD1 52 tegy 1 158.00 1 8,216.00 E37 Park Ranger Facility 52 weekly 1 158.00 18,2l6.00 easi-keRt•RNIF064i4042404EN-Sepro3e 1413 • • 52 • ZONE 6:SUB-TOTAL ANNUAL COST $494,000.00 PLEASE ADD ALL ZONES(2,3, 4,6)FOR TOTAL ANNUAL COST TO CITY OF MIAMI BEACH: Fl $2,100,644.00 ADDITIONAL SERVICES(AS NEEDED.AND OUTSIDE OF THE REQUIRED PERIODIC FREQUENCIES ESTABLISHED IN THE RFP} Si Deep Cleaning Carpet Cost Per Square)44 Foot $ .21 G2 Steam cleaning of chairs Cost Per Unit Cleaned $ 4.00 G3 Steam cleaning of sofas Cost Per Unit Cleaned $ 8.00 P4O6SONFC60144 Affiiial4est-,314osA*44a. G5 Strip and Wax Cost Per Sauare Foot 1 .40 G6 Scrub and Recoat Cost Per Sguare Foot 1 .38 Post-Construction Cleanup(i.e.,removal of heaw dust. wive down fixtures/furniture, vacuum G7 carpets.clean air vents1 Cost Per Sguare Foot 1 .34 Bidder's Affirmation • CA:MAW SFM Services,Inc. Authorized RredddentatIve: Christian Infante Address: 9700 N.W.79 Ave.,Hialeah Gardens,FL 33016 rekiphonc (305)818-2424 Ernst cinfanteasfmservices.co Authotival Representative's Signature: #4,4V 7 • NOTE: • Rates for contract years two and three will be adjusted accordingly as per the living wage rate increases. •:,rt".4k.,,'• • I I I Is&lac. 5. Why Hire SFM Services? ✓ Client Retention. Numerous clients have been with SFM for over 12 years. ✓ Web-based Quality Control software. All inspections and reports are in real time. ✓ We have been working for the City of Miami Beach since 2007. (Landscape division) ✓ Local, family owned company. ✓ Employee Tracking. All roving employees for parking garages and restrooms will be tracked through vehicle GPS and tour scanning system. • ✓ Personal Attention. SFM ownership is personally involved in all aspects of the business. ✓ We can assist the City in cleaning large outdoor events. SFM has experience cleaning venues with over 150,000 attendees. Ssrvicss,Inc. Corporate Social Responsibility SFM strongly believes in giving back to the community. Christian Infante, President of SFM is personally involved in several of the charities listed below. ✓ Baptist Sauté & Sip SFM has been proud to sponsor this great cause for the last 3 years. Contributions raised are for the Breast Cancer centers and patients. ✓ Jose A. Perez ALS Golf Classic Christian Infante has been on the Golf tournament committee for last 15 years. He has help raise funds for the research of Amyotrophic Lateral Sclerosis also known as ALS, "Lou Gehrig's" disease. ✓ City of Miami Golf Classic Jose Infante is currently on the executive committee for this charity golf tournament. The funds are for programs for persons with disabilities and for the Sandra DeLucca Development Center. ✓ Zoological Society SFM has been a proud sponsor for this non-profit organization for Zoo Miami. This charity was founded in 1956. ✓ The Kiwanis of Little Havana SFM is proud to have made charitable contributions to the Kiwanis since 2004. League Against City of Doral Earth Day Miami Dade Schools&Miami Cancer Tree Donation Dolphins Butterfly Garden 1 y ,q $` 0r1 y� e e , ,4,, ' 0: ,:, 111$4111t, I i ERFL`t'GARDENS PtIRcitlig YOUR TICi 3� . POR YOUR CIiANffi TO 4YlN 4 AN ELLC1RIC SCOOTER! -& aw. „ir'+1: ".2 LEAGUE AGACNSf CANC<R I DRAW-IN('ON pUKiNxsY ti(Y8'tR ar.1.46/1^Tr+" Alit _.. 41111Services,lac. Certificates of Insurance .v. AC D* CERTIFICATE OF LIABILITY INSURANCE MATliirl AIDED�Y' THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND,EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S),AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT; If INC certificate holder is en ADDITIONAL INSURED,the policy(ies)must have ADDITIONAL INSURED provisions or be endorsed. It SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement A statement on this certificate does not confer rights to the certificate holder in lieu of such ondomement{s), PRODUCER NAme.CONTACT Leslie Acosta Commercial LI Ps-(305)443-4685 PHONE 3054439888 fAX Wells Far Insurance Seruices USA,Inc. _ c ia.Erq: l AID,Nor D° ADAB6liS LeslieAcestaltwellsfargo.com 2801 South Bayshore Dave,Suite 11300 INSURE!Llai_AIToaaNGCOVERAGE NAICJ Coconut Grove,FL33133 "mem : Old Reputiic Insurance Company 29197 INstmeo INSWIRR AS: SFM Services,Inc.{See Description of operations) YNaIseR c 14700 NW 79 Avenue ........_^- YISURERD: I-Daleah Gardens,FL 331118 545INwR COVERAGES CERTIFICATE NUMBER: 12438344 REVISION NUMBER:See below THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REOWREMEHT.TERM OR CONDITION OP ANY CONTRACT 04t OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED CR MAY PERTAIN,THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN LS SUBJECT TO ALL THE TERMS, Fl MD CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN RECUCED BY PAID CLAIMS lTR TYPE OF INSURANCE INSO-Tern-. POUCTISUMBER aeNAD rTYYTI I0.1AtOONTYY1' LINTS X CONIAERCIAL GENERAL LIABILITY taDeca A MWZY302eAQ 03,D1,17 Q31Q1i1B T�ACIRCE g4ETQNTED— CUUMSWE (X;CCCLAi LPREMISESICnoYasw,rel S SEM 3n,$DE)SPi,0ynre parson) S TOAD PERSONA.R ADVINA/RY S T,mgom OEM-- Ali}DRE-3ATF-II�.SSDT.APPLIES PEE CF RAL,AQOBEOATE ; ZOOMED PCtICY I-- ra Ej LOG PROM/MS-COrYPJOP Aon 5 2,Ol7Q000 AUTOMOBILELIABRITY IAIrED SINGLE I*IIT $ xmkrll ANYAUIO SOOLY INJURY Mgr acrsont 4 MANED SCHEDULED BONY INJURY IPkr=Nero S —r AUTOS ONLY AUTOS MNEO NON{/ANED PHORERIY DAMAGE AUTOS ONLY �,AUTOS ONLY I IPA A:F4¢ I p S UMBRELLA OAS 1 OCCUR I !CACHO LIN NOB f EXCESS LAS CLAWS-MACE I AGGREGATE S CED i RSSTE1ITICAJS 1 444 S WORKERS COMPENSATION ; 03101117 031VI/18 x �t t A Araa�iarEasuAsnrrr i € MWC3097�0E00 �SiA7VL4 E len YTN 1 CODR ANrIctR TETCRMARTNEREX1ECUTNE NJAI aE L.EACH ACCIDENT f Orrl ER ENDS XCLUDED7 IDOL= IMnndatay mNoll EL.DISEASE-EA EMPLOYEES yft.aeecAlx TJJW,CLE nFSt mpsION nr DIFPAT ON beim EL DISEASE POLICY LfAIT S DESCRIPTION or OPERATIONSI LOCATIONS!VEHICLES(ACCNO 441,AddAru sl Re,rarin SON**,may 6n Ntachetl Aarosswwaee is require* The Certificate Holder is listed as an additional:Toured in respect to the General Liability policy when required on a mitten contract or agreement CERTIFICATE HOLDER CANCELLATION SAMPLE CERTIFICATE SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCEt1ED BEFORE TIW EXPIRATION GATE THEREOF, NOTICE WILL BE DEI.NEREO IN ACCORDANCE WITH THE POLICY PROVISIONS. AUT14OR EO REPRESENTATTJE The ACORD name and logo are registered marks of ACORD 01988-2015 ACORD CORPORATION. All rights reserved. ACORD 25(2015t03} EI1SIM SFMSE-1 OP ID:CTH n e n CERTIFICATE OF LIABILITY INSURANCE DA,EGMLIDC"-r" 1,",y 01/08/2018 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POUCIES BELOW_ THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,MD THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies)must be endorsed If SUBROGATION IS WAIVED, subject to the terms and conditions of the poiicy,certain policies may require an int_ A statement on this certificate does not confer rights to the certificate holder in lieu of such endo sement(s}. PROWLER CONTACT BROWN&BROWN OF FLORIDA INC PHONE 14900 NW 79th Court Suite#200 Am,N.,EA:305-364-7800 IFAX IA'c,Nor 305-714-4401 Miami Lakes.FL 33016-5869 EMAIL ADORERS: Fausto Alvarez MANNERS)AFFC*DIW3 COVERAGE NNE I INSURER A:The North River ins-Company 21105 INSURED SFM Services,Inc. Issunset a:Zurich American Insurance Co_ 16535 SFM Janitorial Services,LLC INSURER c'Westchester Surplus Lines Ins 10172 SFM Landscape Services,LLC Attn:Mr.Infante INSURER D: 9700 NW 79 Avenue INauRER E: Hialeah,FL 33016 SOURER F: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LUTED BELOW HAVE SEEN fJ5IFED TO THE INSURED NAMED ABOVE FOR THE PC,LICY PERIOD INDICATED. NOTWITHSTANOEPIG ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE#I;AY BE ISSUED OR MAY PERTAIN,THE INSURANCE AFFORDED BY THE POUCIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS. EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. HUN UER POLICY EFF POLOYEEP LTN TYPE DP IISuRAP E Wp RAO POLICY NUMBER MINECRx i'n'n ttMEOnrYYYI LMN7r COSI ERaAL GENERAL I'AlA ITT EACI.CCOURRsNCE i 1,000,000 DAWN.TO RENTS, CLAMS-KALE OCOLR ?REUSES:E]xo,eea I C Potfulion Liab- 627576515002 03/2612017 03126;2018 MED Exe,My a rcrdan PERSONAL CADVSA0JRY i CENt AGGREGATE Lbw APRUE3 PER: GENERAL ASORECATE i 2,000,000 PCUCT „BOIL SJR PROMOTE. -CUM MORPOO CTI-EMs AUTOMGaILEUAINUIY ,� I=en* Lear ANY AUTO _ EMILY IN IRY IPC SersaN i ALL CANED SSSULE: 3C'OILT INJURY9PG*a[CoeE i MIME &TOE NON-00 ED FRt;FErt T DA7AAraE verso ALETGs AUTOS €Pn acMENG _ LarBRELLA Use X CCga;R EACH OCCURRENCE s 3,000,000 A X ExcExsuAs C„ X 5821067232 121122016 03/0112018 ,G, ATE s 6,000,000 :eoIXI:mss 0 i A'ORISERS COMPENSATION I N ITE I I Sart AND EMPLOYERC I aAPir ny Y ANY PROTRE PARTAISMEXEC-."" , I N CFICERR ElEER EXCALcEOr Al A EL.EACH ACGlDB+IT 3 NANNIstcryg,NPE EL DISEASE-EAEMPLOYEE i As llxyte nae! DE<_.RSTOM OR CREMATIONS Leo. EL OSEASE-POLICY LIMIT i B Crime MPL647831664 1211212017 12112/2018 Limit 258,000 Ded. 5,000 DESCRIPTION Of CPERATIONSILOCATICNCrVEHIcLEs(scan rot,saatima praise sawdust ewe beattaahed ro,aocraoa Is nquIrsq Miami Beach Port,LLC:MIC 0;LLC;Island Global Yachting Services,LLC are Additional Insureds with respects to Excess Liability,when required by written contract. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE. THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN SAMPLE CERTIFICATE ACCORDANCE WITH THE POLICY PROVISIONS. AITHOP�D REPRESENTATIVE Bast*/NFE E4SH°EY of Fkaf12A,tom a91988-2014 ACORD CORPORATION_ All rights reserved ACORD 25(2014.'01) The ACORD name and logo are registered marks of ACORD FM IIIS Services,Inc. ACOR CERTIFICATE OF LIABILITY INSURANCE DATE"ILDON""' 01/17/2018 - -- ---- THIS CERTIFICATE IS ISSUED AS A MAI ILK OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND.EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING 9ISURER(S),AUTHORIZED REPRESENTATIVE OR PRODUCER.AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies)must be endorsed. If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy.certain policies may require an endorsement A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER NpO CONTACT Yordanka Marrero Keen Rattle Mead & Company PHONE Nc.PAA: (305)558-1101 IRFA+C.NeT(+051822-11724 7650 Northwest 146th Street EADO24AIL arzero@kbmco.com RES l:Ym Suite 200 e/WRENN}AFFORDeIO COVERAGE RAZt Miami Lakes FL 33016 INSDREFI A Cram & Forster Insurance INSURED INJURER B SIRS Services, Inc. SIM Janitorial Services, LLC INSURER O: "F0I Landscape Services, LLC INIANIER D Atte: Mr. Infante 9700 NW 79 Avenue INZURFRE: Hialeah, FL 33016 INSURER F: COVERAGES CERTIFICATE NUMBERI7/1 a AUTO REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POUCY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT.TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT ViTTH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN.THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS. EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. NOR R TYPE OF INSURANCE IMO x17 . POLICY NUI ER ANOIXIT POUCY ELT. UNIT 17 POLICY EFF (POLICY EL. 10 COiOF_RCIAL GENERAL LABILITY EACH OCCURRENCE f CMS4AWE D OGc:.R PPRREVISE,SO LVEa ecvermce'. S _ 3/ED cva ace lamb I PERSONALS ADV 3SJURY _S DEM.AOGREGATELJ.ITTAPPLIES PER GENERAL A&3RECAT2 Rf PDLICYn n SOC PRCCUCTS-CO1PJCP NOG f �7I OTHEx f AUTOMOBILE LIABILITY /EsIaED8INCAS OCTf 1,000,000 X MIY AUTO BODILY LAWRY/Per casco) f A ALL MINED —SCHEDUL^D ,,MLS AUTOS 1337300308 12/12/2017 12/12/2018 SCOLY IALANY(Per aracint: f _ hfiED PaEAT(Aute HIRED AuTCS AMOS 'Per cC arflrated match=8h5gYCe 9 300,000 1.IBR9_L'A UAB _OCCUR =4CYi OOCURRENE s EXCESS LiAB CLANS-WOE ACCIFECIAI7E _f — DED I I=—OVT1CYII WORKERI COMPENSATION I P A urE 1 1 R- ANO EMPLOYERS"LIABILITY 7 I N ANN FR DFRIETORAAARTER.ECECUn4ENfA EL EACH ACCIDENT S CF ICC,��,,'LERSR.EXCLLOEDi` IWIlda o.Y h NHI EJ-DISEASE-EA EMPLOYE f Est:.de:Me Latler DECRIFT1CH 0=OPERATIONS baa EL DISEASE-POLICY LIMIT f OESCRIPTncp OF OPERATIONS!LOCATIONS/VEHICLES IACORD LD1,AtldfIonal ReereSs Sonad13e,may be attaobee more Nape t required) The certificate Holder is listed as an additional insured in respect to the Auto Liability policy when required on a written contract or agreement_ CERTIFICATE HOLDER CANCELLATION ISHOULD ANY Of THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE SAMPLE CERTIFICATE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE Alen Peres/IP: I51 1988-2014 ACORD CORPORATION_All rights reserved. ACORD 25(2013/01) The ACORD name and logo are registered marks of ACORD III5FM Services,Inc. ATTACHMENT D INSURANCE REQUIREMENTS 5.2 TERMINATION FOR CONVENIENCE OF THE CITY THE CITY MAY ALSO, THROUGH ITS CITY MANAGER, AND FOR ITS CONVENIENCE AND WITHOUT CAUSE, TERMINATE THE AGREEMENT AT ANY TIME DURING THE TERM BY GIVING WRITTEN NOTICE TO CONTRACTOR OF SUCH TERMINATION; WHICH SHALL BECOME EFFECTIVE WITHIN THIRTY (30) DAYS FOLLOWING RECEIPT BY THE CONTRACTOR OF SUCH NOTICE. ADDITIONALLY, IN THE EVENT OF A PUBLIC HEALTH, WELFARE OR SAFETY CONCERN, AS DETERMINED BY THE CITY MANAGER, IN THE CITY MANAGER'S SOLE DISCRETION, THE CITY MANAGER, PURSUANT TO A VERBAL OR WRITTEN NOTIFICATION TO CONTRACTOR, MAY IMMEDIATELY SUSPEND THE SERVICES UNDER THIS AGREEMENT FOR A TIME CERTAIN, OR IN THE ALTERNATIVE, TERMINATE THIS AGREEMENT ON A GIVEN DATE. IF THE AGREEMENT IS TERMINATED FOR CONVENIENCE BY THE CITY, CONTRACTOR SHALL BE PAID FOR ANY SERVICES SATISFACTORILY PERFORMED UP TO THE DATE OF TERMINATION; FOLLOWING WHICH THE CITY SHALL BE DISCHARGED FROM ANY AND ALL LIABILITIES, DUTIES, AND TERMS ARISING OUT OF, OR BY VIRTUE OF, THIS AGREEMENT. 5.3 TERMINATION FOR INSOLVENCY The City also reserves the right to terminate the Agreement in the event the CONTRACTOR is placed either in voluntary or involuntary bankruptcy or makes an assignment for the benefit of creditors. In such event, the right and obligations for the parties shall be the same as provided for in Section 5.2. SECTION 6 INDEMNIFICATION AND INSURANCE REQUIREMENTS 6.1 INDEMNIFICATION CONTRACTOR agrees to indemnify and hold harmless the City of Miami Beach and its officers, employees, agents, and CONTRACTORs, from and against any and all actions (whether at law or in equity), claims, liabilities, losses, and expenses, including, but not limited to, attorneys' fees and costs, for personal, economic or bodily injury, wrongful death, loss of or damage to property, which may arise or be alleged to have arisen from the negligent acts, errors, omissions or other wrongful conduct of the CONTRACTOR, its officers, employees, agents, CONTRACTORs, or any other person or entity acting under CONTRACTOR's control or supervision, in connection with, related to, or as a result of the CONTRACTOR's performance of the Services pursuant to this Agreement. To that extent, the CONTRACTOR shall pay all such claims and losses and shall pay all such costs and judgments which may issue from any lawsuit arising from such claims and losses, and shall pay all costs and attorneys' fees expended by the City in the defense of such claims and losses, including appeals. The CONTRACTOR expressly understands and agrees that any insurance protection required by this Agreement or otherwise provided by the CONTRACTOR shall in no way limit the CONTRACTOR's responsibility to indemnify, keep and save harmless and defend the City or its officers, employees, agents and instrumentalities as herein provided. 4 The parties agree that one percent (1%) of the total compensation to CONTRACTOR for performance of the Services under this Agreement is the specific consideration from the City to the CONTRACTOR for the CONTRACTOR's indemnity agreement. The provisions of this Section 6.1 and of this indemnification shall survive termination or expiration of this Agreement. 6.2 INSURANCE REQUIREMENTS The CONTRACTOR shall maintain and carry in full force during the Term, the following insurance: 1. Comprehensive General Liability, in the amount of$1,000,000 per occurrence; and 2. Professional Liability, in the amount of$1,000,000; and 3. Automobile Liability, in the amount of$1,000,000 per occurrence; and 4. Workers Compensation/Employers Liability, as required pursuant to Florida Statutes. The insurance must be furnished by insurance companies authorized to do business in the State of Florida. All insurance policies must be issued by companies rated no less than "B+" as to management and not less than "Class VI" as to strength by the latest edition of Best's Insurance Guide, published by A.M. Best Company, Oldwick, New Jersey, or its equivalent. All of CONTRACTOR's certificates shall contain endorsements providing that written notice shall be given to the City at least thirty(30) days prior to termination, cancellation or reduction in coverage in the policy. The insurance certificates for General Liability shall include the City as an additional insured and shall contain a waiver of subrogation endorsement. Original certificates of insurance must be submitted to the City's Risk Manager for approval (prior to any work and/or services commencing) and will be kept on file in the Office of the Risk Manager. The City shall have the right to obtain from the CONTRACTOR specimen copies of the insurance policies in the event that submitted certificates of insurance are inadequate to ascertain compliance with required coverage. The CONTRACTOR is also solely responsible for obtaining and submitting all insurance certificates for any sub-Contractors. Compliance with the foregoing requirements shall not relieve the CONTRACTOR of the liabilities and obligations under this Section or under any other portion of this Agreement. The CONTRACTOR shall not commence any work and or services pursuant to this Agreement until all insurance required under this Section has been obtained and such insurance has been approved by the City's Risk Manager. SECTION 7 LITIGATION JURISDICTIONNENUE/JURY TRIAL WAIVER This Agreement shall be construed in accordance with the laws of the State of Florida. This Agreement 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 5