duval county public schools · jacksonville, fl 32219 october 21, 2016 ms. renee sharp, president f...

Nikolai P.Vitti, Ed.D., Superintendent of Schools

Duval County Public Schools www.duvalschools.org

Purchasing Services PH: (904)858-4848

4880 Bulls Bay Highway FAX: (904)858-4868

Jacksonville, FL 32219

October 21, 2016

Ms. Renee Sharp, President F & R Professional Cleaning, Inc. P.O. Box 54411 Jacksonville, FL 32245 RE: RFQ/ITBS-030-16/LM Dear Ms. Sharp: On Monday, June 13, 2016, the School Board of Duval County Public Schools approved the award of RFQ/ITBS-030-16/LM, Custodial Services – Selected Administrative Buildings. The Board action authorized the contract for the initial period of July 1, 2016 through June 30, 2018. The resulting contract can thereafter be renewable under the same terms and conditions as the original contract for three additional one year periods, upon the written consent and agreement of both parties.

If you have not already done so, please provide proof of the required insurance in accordance with Section 26 of the RFQ/ITBS-030-16/LM. If you have any questions regarding this bid, please contact Louis Mitchum at (904) 858-4859. Thank you for your interest in Duval County Public Schools. Sincerely, Terrence T. Wright, Director

DCPS Purchasing Services TTW/dh cc: Nerissa Hawkins Louis Mitchum

Master bid file

http://www.duvalschools.org/

RFQ/ITBS-030-16/LM CUSTODIAL SERVICES-SELECTED ADMIN BUILDINGS Date Opened:4/7/2016

Item Description Qty Unit Price Extension Price Extension

1

Cost for Custodial Services for

Consolidated Services Center 4880

Bulls Bay Highway, Jacksonville, FL

32219 20,758 Sq. Feet $0.25 $5,189.50 $0.16 $3,321.28

2

Cost for Custodial Services for

Facilities Maintenance 129 King

Street, Jacksonville, FL 3220434,000 Sq. Feet $0.25 $8,500.00 $0.16 $5,440.00

3

Cost for Custodial Services for Team

Center B (3 story building) 4019

Boulevard Center Drive,

Jacksonville. FL 32207 30,324 Sq. Feet $0.25 $7,581.00 $0.16 $4,851.84

Total $21,270.50 $13,613.12

Prepared by: C. Wise

Verified by: L. Mitchum

Date: 04/08/2016

Award =

Advanced Technology Management, IncF&R Professional Cleaning, Inc

Page 1 of 1

RFQ/ITBS Custodial Services-Selected Administrative Buildings Addendum No. 3

ADDENDUM NO. 3

Information only

www.duvalschools.org/purchasing

Issue Date: March 8, 2016 Phone: 904-858-4859

Buyer: Louis Mitchum

Bid Number: RFQ/ITBS-30-16/LM

Bid Title: Custodial Services –Selected Administrative Buildings

Term of Bid: July 1, 2016 through June 30, 2018 with renewal options.

Opening: Thursday, March 24th, 2016, 2:00p.m (EDT). Bids received prior to this date and time

will be opened in the Conference Room, and may not be withdrawn for 120 days after opening. All bids

received after the specified date and time will be returned unopened.

Purpose: To answer questions received in accordance with section 4.0.

1. Question: Do you have the square footage of the VCT areas and the Carpeted areas in all three

buildings?

Answer: This information is not available at this time.

2. Question: Are we required to strip and wax the mail room in the warehouse?

Answer: No

3. Question: Do you have the square footage of the mail room VCT?

Answer: This information is not available at this time.

http://www.duvalschools.org/purchasing

http://www.duvalschools.org/dcps


ADDENDUM NO. 2

Information only


Issue Date: March 7, 2016 Phone: 904-858-4859








Purpose: To answer questions received in accordance with section 4.0. Deadline for

questions will be March 8, 2016 12noon.

Note: Stripping and waxing of floors will be required 2-3 times per year or as

required by the Contract Administrator.

The correct address for building 3002 (Team B 3-Story building) 4037 Blvd Center

Drive, Jacksonville, Fl.

1. Question: Can you provide the temperature and/or the Kelvin rating for the T-8 and T12

lightbulbs?

Answer: T-8 Lamp Color Temp 4100K/CRI85

T-12 Lamp Color Temp 4100/CRI87

2. Question: Can habitual offenders pass the Jessica Lunsford Act?

Answer: That cannot be determined without going through the background screening process.




3. Question: I see that the square footage changed, did the minimum personnel requirement

change as well?

Answer: No

4. Question: In section 1.5 it states “A 1 year review of lightbulbs purchased indicate an

approximate usage of between 850-1050 cases of bulbs per year in this category. Is the total

usage for all 3 buildings?

Answer: The 850-1050 cases per year is for the entire district. The average number of cases

per site is 2-5 cases per year.

5. Question: In section 1.5 it states “average number of cases per site per year is 2-5 cases

(30bulbs). We are bidding only 3 locations, does this mean that each of the 3 locations could use

2-5 cases a year at each location? That would leave a maximum estimate of 15 cases per year

for the 3 location?

Answer: That is an average (estimate) based on usage over a 1 year period.

6. Question: Can you please provide an estimated total of T-8 and T-12 bulbs used per year?

Answer: See section 1.5(A). A year review of lightbulbs purchased indicate an approximate

usage of between 850-1050 cases of bulbs per year throughout the district. (2-5 cases per

year/per site).

7. Question: Can you also please provide the CRI of T-8 and T-12?

Answer: T-8 Lamp Color Temp 4100K/CRI85

T-12 Lamp Color Temp 4100/CRI87

8. Question: Can you also provide the LPW for the T-8 and T12?

Answer: T8 lamp = LPW/Product code #2181279

Lumens (initial): 2675

(Mean): 2595

T12 lamp = LPW/Product Code #24588

Lumens (initial): 1925

(Mean): 1656

9. Question: Are we responsible for cleaning the refrigerators?

Answer: No

10. Question: Are we responsible for the water fountain?

Answer: The awarded vendor will be responsible for cleaning the water fountain

11. Question: Are we responsible for touch up paint?

Answer: No


12. Question: The cages in the repair shop, will it be open or secured during the day and night?

Answer: The cages will be open when staff personnel are present, the cages will be secured

at the end of the work day.

13. Question: Are we allowed to use the closet in the print shop?

Answer: No, the awarded contractor will only be allowed to use the designated office/storage

space.

14. Question: Are we responsible for cleaning the metal corner pieces?

Answer: Yes

15. Question: Are we responsible for cleaning the front of the building only or 365 degrees around

the building and how many feet from the building are we responsible for cleaning the trash and

debris in the parking lot?

Answer: Yes

16. Question: Are we responsible for cleaning the trash and debris in the parking lot?

Answer: Yes, the exterior of the building and parking lot should be clear of debris.

17. Question: High dusting vent some place will need a ladder is this okay?

Answer: All vents under 10 feet are the responsibility of the awarded vendor.

18. Question: How should we replace the lights above the stairwell?

Answer: All light fixture under 10 feet are the responsibility of the awarded contractor

19. Question: Access to doors that might be locked who will we contact?

Answer: The Contract Administrator will provide the awarded vendor with the necessary access.

20. Question: Are we responsible for cleaning the sound booth room?

Answer: No.

21. Question: Are we responsible for pressure washing the concrete area outside?

Answer: No, pressure washing services are not included in the scope of services for this contract.

22. Question: What are the procedures for an emergency plan if the lights are out, such as a power outage?

Answer: Emergency procedures will be addressed after the contract is awarded.


ADDENDUM NO. 1

Mandatory


Issue Date: February 29, 2016 Phone: 904-858-4859








Purpose: To answer questions received in accordance with section 4.0 and written

questions received to date.

Attachment A has been revised to include the addresses of the three (3) sites and the square footage.

1. Question: Is every employee a full time employee at each site?

Answer: Minimum staffing level employees are required to work 40 hours

2. Question: Is it acceptable to have 2 part time employee at the site?

Answer: No, however, it is acceptable to hire part time personnel above and beyond the

required minimum staffing level.

3. Question: Is it separate pricing for each of the required standard?

Answer: No




4. Question: Are we responsible for picking up trash outside?

Answer: Yes, the exterior of the building should be clean and free of debris

5. Question: How will Emergency issues be addressed?

Answer: Please refer to section 11.0 of the RFQ/ITBS.

6. Question: Consumable supplies, does that include toilet paper, paper towels?

Answer: No, refer to section 1.5 of the RFQ/ITBS.

7. Question: Is the vendor responsible for disposing of the T-8 and T12 light bulbs?

Answer: Yes, Disposal process will be addressed after award.

8. Question: Do we have an estimate of how often the bulbs go out?

Answer: No, see section 1.5

9. Question: Is the vendor required to use energy efficient bulbs?

Answer: Yes

10. Question: Will the contractor have to pick up the paper towels and soaps?

Answer: No, however, the vendor is required to notify building staff when additional supplies

are needed.

11. Question: Will the bib openings be open to the public?

Answer: Yes. Bids will be opened at 2:00 PM, on March 24th at 4880 Bulls Bay Hwy,

Jacksonville, FL 32219

12. Question: Is the plan supposed to be specific for this project?

Answer: Yes.

13. Question: Will the awarded vendor receive training on invoicing and payment?

Answer: Yes.

14. Question: Are we responsible for sweeping the outside stairs or sidewalk?

Answer: Yes, the exterior of the building should be clean and free of debris.

15. Question: Outside windows cleaning are we responsible for that?

Answer: Excess debris on windows should be cleared as needed (i.e. bird droppings, mud,

mower grass.) Routine cleaning of exterior windows will be completed via task order

16. Question: Do we have to keep MSDS binders at each locations?

Answer: Yes, OSHA regulations require MSDS sheets to be kept with all chemicals

17. Question: Will we get space to keep our equipment at each location?

Answer: Yes, there are janitor closets and/or storage at each location


18. Question: Are we responsible for cleaning air vents above 6 feet?

Answer: Yes. All vents under 10 feet are the responsibility of the contractor” because we give out task orders to the HVAC Company for vents over 10 feet.

19. Question: The shoes that are required do they have to be steel toe, slip-resistant or can regular shoes being acceptable?

Answer: The contractor is required to comply with all OSHA requirements, industry standards and any federal, state or local regulations.

20. Question: Is there a first-aid station at each location or do we have to provide one?

Answer: First aid kits for custodial employees will be provided by the custodial contractor.

21. Question: Can you have a day shift and a night shift at all three locations?

Answer: It is the contractor’s responsibility to staff the buildings with the number of personnel they feel is required to complete the work as outlined in the RFQ/ITBS. Only a day shift is allowed at 4880 Bulls Bay, Hwy location.

22. Question: Floor maintenance can we work at night?

Answer: Yes, however, it must be coordinated with the Contract Administrator after award.

23. Question: Smoking and the use of tobacco products are prohibited in DCPS facilities, including grounds and buildings at these locations is there a marked designated smoking?

Answer: No, see section 12.5.

24. Question: Do we have to separate each category like a tab or a blank sheet of paper?

Answer: You are encouraged to separate each section with a tab.

25. Question: Does each resume have to be in the same format?

Answer: No.

26. Question: Do I write my invoices weekly and turn them in monthly.

Answer: Please refer to section 12.5 of the RFQ/ITBS document

27. Question: Do I bill monthly for all locations together or separate?

Answer: Please refer to section 12.5 of the RFQ/ITBS document.

28. Question: How do we bill hourly or is it a set price?

Answer: Price is by Square footage, see Bid Proposal Form.


29. Question: Will someone help or show us how to fill out the form or forms so will be on time?

Answer: After award the Contract Administrator will discuss invoicing procedures.

30. Question: Where can I find the site numbers/addresses?

Answer: See revise Attachment A.

31. Question: What APPA levels of custodial cleaning are you looking for at your facilities?

Answer: Please refer to section 1.4(a)(1) of the RFQ/ITBS and Exhibit 1.

32. Question: What is my company responsible for, can you please provide the list of items?

Answer: Please refer to specifications in the RFQ/ITBS.

33. Question: Are we allowed to hire special needs personal to work at the facilities?

Answer: All employees must be able to perform the duties and responsibilities as outlined in the RFQ/ITBS. In addition they must be able to address any concerns from district personnel.

34. Question: When does Ex Parte Start?

Answer: Ex Parte started with the release of the bid solicitation.

Note: Please note that the total square footage has changed, please use the revised Bid Proposal Form included in this addendum for your bid submittal.

Site review Schedule: 3003- Consolidated Services, March 3rd @ 9:00 AM 4880 Bulls Bay, Hwy, Jacksonville, FL 3067- Facility Maintenance, March 3rd @ 1:00PM 129 King Street, Jacksonville, FL 3002 Schultz Center (Team B -3 story building), March 3rd @ 3:00PM 4019 BLVD Center Drive, Jacksonville, FL


For purposes of evaluation, this form will be interpreted as follows: Unit price: Unit price should be numeric. Unit prices left blank will be deemed “no bid”, and a unit price of $0 will be deemed “included at no charge”. Item Bid: Item bid should be the manufacturer & model # or name of product you will supply if awarded. If left blank or “as specified” is entered the item will be considered to have insufficient information to evaluate. Failure to respond as requested may result in rejection of item(s) as non-responsive.

Item

Est. Qty.

Unit (DCPS #) Description

Unit Price Total Price

Items 1 through 3 awarded all-or-none in

accordance with attached specifications.

1. 20,758 Cost for Custodial Services for Consolidated $_______ $__________

Sq. Feet Services Center 4880 Bulls Bay Highway,

Jacksonville, Fl

Per sq. ft. Total

2. 34,000 Cost for Custodial Services for Facilities $_______ $__________

Sq. Feet Maintenance 129 King Street, Jacksonville, Fl

32204

Per sq. ft. Total

3.

30,324 Cost for Custodial Services for Team Center B (3

story building)

$_______ $__________

Sq. Feet 4019 Boulevard Center Drive, Jacksonville, Fl

32207

Per sq. ft. Total

Total of Items 1 through 3

$__________

REVISED BID PROPOSAL FORM

ATTACHMENT A

School Number School/Facility Name

Estimated Net Square

Footage (NSF) Student Enrollment Special Project Team

Day Custodian

Requirement (minimum)

by Facility

Proposed manning by

Respondent

3002 Team B/Schultz Center 4019 BLVD, Center Drive, Jax, FL 30,324 2.0

3003 Consolidated Services 4880 Bulls Bay, Hwy, Jax, Fl 20,758 1.0

3067 King St. Administration 129 King St, Jax, Fl 34,000 2.0

TOTALS 85,082 0 5

REVISED ATTACHMENT A

Name of bidder: ___________________________________

Date:______________________

District Facility Listing and Minimum Staffing Requirement

ATTACHMENT A 1

DUVAL COUNTY PUBLIC SCHOOLS PURCHASING SERVICES

Consolidated Service Center

4880 Bulls Bay Highway Jacksonville, FL 32219

PH (904) 858-4848

FAX (904) 858-4868

April 5, 2016

Request for Qualifications/Invitation to Bid (RFQ/ITBS)

CUSTODIAL SERVICES-SELECTED ADMIN BUILDINGS

RFQ/ITBS- 030-16/LM

RESPONDENT QUALIFICATION STATUS

RESPONDENT NAME STATUS

Advance Technology Management, Inc Met requirements

F&R Professional Cleaning, Inc Met requirements

Clean Master Services, Inc Did not meet requirements

White Glove Janitorial & Carpet Cleaning Did not meet requirements

Clean Masters- did not submit the required financial documents per section 9.0 Category

2 (financials).

White Glove Janitorial & Carpet Cleaning- did not return a signed Bidder

Acknowledgement Form for the RFQ and required financial documents.

* - Bids that met the requirements will be opened at 2:00 p.m. on Thursday, April 7, 2016

INVITATION TO BID www.duvalschools.org/purchasing February 8th, 2016 Buyer: Louis Mitchum Phone: 904-858-4859 Bid Number: RFQ/ITBS-030-16/LM

Bid Title: Custodial Services –Selected Administrative Buildings Term of Bid: July 1, 2016 through June 30, 2018 with renewal options.

Opening: Thursday March 24th 2016 at 2:00 p.m. Bids received prior to this date and time will be opened in the Conference Room, and may not be withdrawn for 120 days after opening. All bids received after the specified date and time will be returned unopened.

Submit Bid To: DCPS Purchasing Services / 4880 Bulls Bay Highway / Jacksonville FL 32219-3235

Special Requirements: Non-MANDATORY PRE-PROPOSAL CONFERENCE ROOM 37 AT 129 KING ST.,

JACKSONVILLE, FLORIDA ON FEBRUARY 26, 2016 AT 10:00 A.M.

BIDDER ACKNOWLEDGEMENT

This form must be completed, returned, and include an original manual signature for bid to be considered. By

signing below, I attest that I have acquainted myself with the general conditions, special conditions and specifications of this bid, and agree to comply with them all. I certify that I am authorized to obligate on behalf of the bidder and that the address shown on this form is the company’s principal place of business. Bid documents shall be submitted in a sealed envelope clearly marked with this bid number, opening date and time.

Legal Name of Bidder:

Mailing Address:

City, State, Zip Code:

Telephone: Toll Free: Fax:

Email Address: Internet URL:

Federal ID # or SS #: Duns #:

If you are a certified minority, state certifying agency:

Payments will be made in accordance with Florida Statute 218.

Form of Payment accepted: Credit Card Initial

Delivery can be made within calendar days after receipt of order.

Addenda through received. (if applicable)

Original Manual Signature of Authorized Representative:

Printed/Typed Name of Authorized Representative:

Title: Date:



Duval County Public Schools RFQ/ITBS No. 030-16/LM Page 1

REQUEST FOR QUALIFICATIONS (RFQ)/ INVITATION TO BID

RFQ/ITBS NO. 030-16/LM

CUSTODIAL SERVICES

Anticipated Schedule

RFQ/ITBS Release Date: February 8, 2016 NON-MANDATORY Pre-proposal Conference: February 26, 2016 10:00 a.m. (EDT) Deadline for Written Questions: March 4, 2016 4:00 p.m. (EDT) RFQ Responses Opened: March 24, 2016, 2:00 p.m. EDT) Notification to Qualified/Non-Qualified Respondents: April 1, 2016 Opening of ITBS Responses from Qualified Firms: April 7, 2016 Anticipated Date of Award: May, 2016

DUVAL COUNTY PUBLIC SCHOOLS Purchasing Services Department

4880 Bulls Bay Highway Jacksonville, Florida 32219



DUVAL COUNTY PUBLIC SCHOOLS

RFQ/ITBS No. 030-16LM

INDEX

1.0 Introduction

2.0 General Scope of Work

3.0 Ex Parte Communications

4.0 Interpretations and Addenda

5.0 Instructions to Respondents

6.0 Time Schedule

7.0 Award

8.0 Contract Term

9.0 Information to be Included in the Submittals

10.0 Safety

11.0 Task Orders

12.0 Administrative

13.0 Tools, Equipment and Supplies

14.0 Equal Opportunity Compliance

15.0 Gratuities and Kickbacks

16.0 Public Records Law

17.0 Public Entity Crimes

18.0 Dispute Process

19.0 Site Familiarity and Additional Information

20.0 Replacement of Management/Supervisor Staff

21.0 Termination, Suspension, and Remedies

22.0 Default

23.0 Legal Requirements

24.0 Federal and State Tax

25.0 Conflict of Interest


26.0 Insurance Requirements

27.0 Indemnification/Hold Harmless Agreement

28.0 Permits and Licenses

29.0 Assignment of Contract and/or Payment

30.0 Disclaimer


ITEMS TO BE RETURNED WITH PROPOSAL: Bidder Acknowledgement Form- Signed

District Facility Listing and Minimum Staffing Requirements – Attachment A Experience and References – Attachment B Equipment List – Attachment C Financial and Operational Capacity Work Plan


DUVAL COUNTY PUBLIC SCHOOLS Purchasing Services

Consolidated Service Center 4880 Bulls Bay Highway Jacksonville, FL 32219

PH (904) 858-4848 FAX (904) 858-4868

_____________________________________________________________________________________

FEBRUARY 8, 2016

REQUEST FOR QUALIFICATIONS (RFQ)/INVITATION TO BID for

CUSTODIAL SERVICES NO. RFQ/ITBS-030-16/LM

I. GENERAL INFORMATION:

1.0 INTRODUCTION:

Duval County Public Schools (DCPS, DCSB, The School Board of Duval County, Florida, or the

DISTRICT) is issuing this Request for Qualifications (RFQ) as well as the accompanying Invitation to

Bid (ITB) to interested firms for the purpose of selecting a qualified provider or providers for custodial

services for selected Administrative Buildings. Both the response to the RFQ and the response to

the ITBS shall be submitted at the same time in SEPARATE SEALED ENVELOPES. The

resulting contract will be with an individual company (the CONTRACTOR) for the provision of all

required Custodial Services for designated administrative facilities within the DISTRICT. This two-

step process is further described in Section 9.0 of this document.

1.1 GENERAL INFORMATION ABOUT THE DISTRICT: The District and its governing board were created pursuant to Section 4, Article IX of the Constitution

of the State of Florida. The District is an independent taxing and reporting entity managed, controlled,

operated, administered, and supervised by the District’s school officials. The Board consists of seven

elected officials responsible for the adoption of policies, which govern the operation of the District. The

Superintendent of Schools is responsible for the administration and management of the schools within

the applicable parameters of state and federal laws and regulations, State Board of Education Rules,

and

School Board policies. The Superintendent is also specifically delegated the responsibility of maintaining

a uniform system of records and accounts in the District. Additionally, the District is held to adhering to

the provisions outlined in the Jessica Lunsford Act. Proposers should be aware that potential labor

challenges may exist as a result of the District’s adherence to this State mandate.


The District is coterminous with Duval County, which covers 850 square miles and operates 171 facilities,

including administrative areas, elementary schools, middle schools, high schools and specialized

schools. The District Facilities applicable to this solicitation are provided in Attachment A.

Note: (Complete and Submit Attachment A as part of Response to this RFQ/ITBS. Failure to

submit may result in bid being considered non-responsive.

The District serves approximately 120,000 students (the student population changes annually). It is the

second largest employer in Jacksonville with approximately 8,500 teachers and a similar number of

support staff at 104 elementary schools, 28 middle schools, 19 high schools, 3 exceptional student

centers, 4 alternative schools, and 13 administrative facilities. Note: Purpose, number of, and name of

schools may change during this contract.

The administration of this Contract is a function of the District’s Operations Division delegated to the

Facility Maintenance Department. All post-award communications shall be directed to Supervisor,

Facilities Support Contracting. For more information about the District, please visit

www.duvalschools.org on the internet.

1.2 DISTRICT OBJECTIVES:

The successful Contractor shall furnish the required labor, supervision, transportation, tools, equipment,

materials and supplies necessary for accomplishment of custodial services in accordance with these

specifications and subject to all terms and conditions as specified herein (including any additional

services) which fulfills the objectives of the District. All Services shall be fully, timely, and continuously

performed by the Contractor in a manner in accordance with the District Objectives set forth in this

RFQ/ITBS. Primary objectives are as follows:

A. To establish and maintain a clean and safe environment for District employees and students

through the development of a stringent cleanliness/sanitation program.

B. To develop a comprehensive quality assurance program. This includes but is not limited to

providing a viable method of accurately determining the level of customer satisfaction, to

routinely and continuously gather customer input on service quality as well as remedial steps to

be taken, as necessary. It also means complying with established components of the current

quality assurance programs.

C. To establish and conduct management and operational staff training and motivational programs

that will ensure appropriate staff development, proper supervision, consistent quality control and

the exercise of appropriate safety procedures for the Contractor’s.

http://www.duvalschools.org/


D. To develop and maintain model management/operations staffing patterns at District facilities,

based upon their individual needs, which will assure appropriate levels of staffing, quality service

and retention of qualified employees.

E. To maximize recycling efforts and minimize contributions to the solid waste stream by being

proactive in the recycling program and working as a partner with the District in assuring its

continued success.

F. To maintain a stable work force and provide qualified substitutions for absences. This includes

but is not limited to maintaining minimum staffing levels set forth in the submission of completed

Attachment A.

G. To establish and conduct policy reviews and training regarding the District’s policies and

procedures as they pertain to harassment, sexual harassment and discrimination.

1.3 Program Overview:

The Custodial Services Management program is presently contracted to GCA Services Group. The

current program encompasses all aspects of custodial services operations for all schools, including

those with special needs/handicapped students and administrative facilities within the District. The

Contractor is responsible for a turn-key operation in the provision of custodial services, as well as

personnel training and program management/administration.

As long as the minimum required staffing levels are maintained (refer to Attachment A), then the

Contractor may absorb or redistribute responsibilities for the Services. Notwithstanding the

Contractor’s level of staffing, Contractor remains obligated to perform the Services without

degradation in accordance with the Contract. The Contractor agrees and represents to the District

that it has or shall secure all new personnel required in performing the Services.

A. Staffing Levels:

The District shall require the Contractor to establish all minimum staffing levels to effectively

service this contract. The minimum staffing levels proposed by the successful contractor in their

RFQ/ITBS submittal (via Attachment A).

NOTE: Full Time Equivalent (FTE), defined as one (1) full-time worker, working an eight (8) hour

shift, working forty (40) hours per week. Note: The 40 hour per week definition is not an indication

of full time company policy requirements. The district acknowledges that due to school calendar,

employee schedules may fluctuate.


The staffing levels:

1. FTE Day-Custodians Defined as custodians working at each facility location during

regular working hours (overlapping school/administrative hours), and who are

responsible for opening and closing the facility in addition to providing all necessary

cleaning as detailed in this RFQ/ITBS.

2. FTE Custodial Pool used to supplement shortages at administration buildings for

employee related issues (sick, vacation, medical, etc.)

3. FTE Management Level Employees, Defined as employees charged with personnel

oversight and training of all custodial staff categories.

4. Resumes of proposed management/supervisory team shall be included in the

response.

Contractor to perform the Services according to the provisions of Exhibit 1, List of Minimum

Required Standards (it being understood that the Contractor remains accountable at all times

for meeting the standards and delivering the level of service required by the Contract).

The Contractor represents and warrants that its performance of the Services shall be

rendered with promptness and diligence and shall be executed in a workman-like manner, in

accordance with the practices and high professional standards used in a well-managed

operation performing services similar to the Services. The Contractor represents and

warrants it will use an adequate number of qualified individuals with suitable training,

education, experience, and skill necessary to perform the Services and the Contractor

represents and warrants it will perform the Services in an efficient and cost-effective manner.

Any reduction of the Contractor’s overall staffing (established in the submittal of Attachment A)

will be approved at the sole discretion of the District

NOTE: While this RFQ/ITBS establishes minimum staffing levels, the RFQ/ITBS remains

a performance contract. If the contractor must increase minimum staffing levels to

maintain the expectations of this performance contract, it will be the contractor’s sole

responsibility to perform at the base contracted price. Minimum staffing levels must be

within acceptable levels, determined solely by the district based on and historical

staffing levels.


B. Cleaning Supplies and Standards:

The Contractor is responsible to provide all required cleaning supplies, materials, utensils and

equipment to efficiently and effectively perform custodial services for the District. The

Contractor is responsible to maintain the premises, equipment and facilities to a level

acceptable to the District. The Contractor is responsible to adhere to the sanitation standards

established by appropriate federal and/or state agencies, Duval County Health Department

and the District (Exhibit 1, List of Minimum Required Services).

1.4 Scope of Services:

These functions represent the minimum function of service to be provided (the “Services”). The

Contractor is encouraged to perform above these standards.

A. Operation/Management - The Proposer selected as a result of this RFQ/ITBS shall provide

complete custodial services in administrative facilities for the District identified herein. The

operation and management shall include, but not be limited to, the following:

1. The Contractor shall adhere to the List of Minimum Required Standards, Exhibit 1,

as stated by APPA, (formerly known as Association of Physical Plant

Administrators).

http://www.appa.org/documents/ASCCCustodialCleaningWGReportFINAL.pdf

2. The Contractor is required to provide an annual “deep clean” of facilities listed

herein during the Winter break or as required. Winter clean up shall begin

immediately after the last work day before winter break, and be completed before

the Administrators return after winter break, except for those facilities that have

unique circumstances (e.g. renovations, painting, flooring, handyman type work,

asbestos removal, etc.). Those facilities with unique circumstances are to be

completed immediately after maintenance/renovations are completed. A

winter/spring break thorough cleanup will be required, which will include at a

minimum scrubbing and/or stripping and recoating of all hard surface floors including,

shampooing carpets, to the extent possible within this timeframe, restroom

sanitation, floor scrubbing, and dusting; it being understood that the District expects

a fresh, clean appearance to all facilities following winter break. The Contractor will

be required to perform custodial duties for daily cleaning of facilities which have

summer operations.

3. Provision of and training for custodial services personnel to include cleaning

methods, leadership development activities and OSHA teaching;

http://www.appa.org/documents/ASCCCustodialCleaningWGReportFINAL.pdf


4. Selection and procurement of cleaning products and custodial equipment and

utensils;

5. Scheduling of services, evaluating the performance of the custodial staff, and on-site

inspections, to meet the needs of the District;

6. Transportation, as required;

7. Analysis and reporting of continuing operations to include a quality assurance quality

control program;

8. Establishment and maintenance of a supplies and equipment inventory system

9. To anticipate purchases, schedule purchasing/shipping activities, maintain adequate

stocks and generate current/historical reports of existing/ordered/backordered

supplies and equipment;

10. Provision of adequate and qualified supervisory personnel for effective and efficient

performance of duties as outlined herein.

11. All floors in the district are stripped and waxed during the summer deep cleaning or

as required by the District. Common areas are also easily deep cleaned (strip and

wax) during the year and condition of these areas is easily observed throughout the

year. However the contractor shall have a plan available at each administrative

building that details when and how the facilities floors will receive a 2nd deep clean

(strip and wax) during the school year. Plan must include but not be limited to a floor

plan showing how the plan will be executed. It is not acceptable to strip and wax

floors one (1) time per school year.

12. DCPS has established energy and water consumption profiles for each school.

Contractor is expected to assist DCPS with operating and maintaining schools with

energy and water efficiency in mind to sustain or improve energy and water efficiency

levels. Expectations include, but are not limited to:

Operate lights and HVAC only in areas where work is being performed

Maintain districtwide occupied and unoccupied temperature set points

Work with administration staff to ensure DCPS-approved lamps are stocked

and used for replacements

Keep doors and windows closed as much as possible

Use water sparingly when cleaning floors and exterior areas

Turn off and/or unplug unused appliances


Assist with safety and energy shutdown procedures prior to extended school

breaks

B. Additional Services/Additional facilities- The District may choose to negotiate with the

contractor for services not specifically stated in this solicitation, DCPS will request a written

quote for those services. DCPS may at its sole discretion, elect to procure those services

from the contractor in accordance with this solicitation or may elect to procure them

elsewhere. If DCPS elects to procure the service(s) from the contractor, a separate purchase

order will be issued. The Districts also reserves the right to reduce or add facilities and/or at

the most current price per square foot.

Note: In addition to the provisions of this Section regarding hiring, the Contractor

agrees that it will remove (within a mutually agreed upon period of time) from

assignment under the Contract any individual in its employ, if, after the matter has

been reviewed jointly by the District and the Contractor, the District requests such

action in writing. Any such removal shall not necessarily reflect on the capabilities or

competence of the individual so removed. Nothing herein shall affect the status or

responsibilities of the Contractor as an independent contractor solely responsible for

the method, manner and means chosen by it to perform hereunder.

1.5 Ownership of Equipment and Consumable Supplies:

The Contractor shall purchase and retain ownership of all Contractor purchased equipment used for the

purpose of providing the Services. The Contractor is responsible for providing and maintaining the

necessary equipment required to efficiently and cost-effectively perform the Services. Contractor shall

create and maintain a current inventory list of equipment to be used in the District’s facilities and may be

required to present inventory list at any time for review by District contract management team and/or

presented at meetings and/or presentations. The District reserves the right to request additional

equipment purchase with consideration of Services performance. Upon termination or expiration of the

Contract, the Contractor shall remove all its owned and unused inventory of cleaning chemicals and

supplies.

The Contractor shall purchase and retain ownership of all consumable cleaning supplies used for the

purpose of performing the Services. In addition to the afore mentioned cleaning supplies, the contractor

will supply all four (4) foot T-8 and T-12 standard interior light bulbs for all fixtures lower than 10 feet from

the floor. The light bulb requirement will apply only to areas within the contractor’s cleaning responsibility

(Example, contractor is not responsible to clean the kitchens, so this requirement does not apply in the

kitchens). The District will provide all other light bulbs for the school, trashcan liners as well as all

bathroom hand- soap and paper products. A 1-year review of lightbulbs purchased indicate an

approximate usage of between 850 -1050 cases of bulbs per year in this category. Average number of

cases per site per year is 2 – 5 cases (30 bulbs/case).


1.6 District Provisions:

The District provides limited office space, Janitorial Closet, utilities and local telephone service for

administrative and clerical staff of the Contractor. The District also provides certain operating utilities

(water and electric) at no cost to the Contractor. Additional required space will be at the sole expense

of the Contractor.

NOTE: All long distance telephone charges will be the responsibility of the Contractor. The

District is not responsible for providing a training facility. The contractor shall provide each

management level employee a vehicle capable of carrying large equipment, large qualities of

supplies or other equipment/supplies that allow immediate management response.

1.7 DEFINITIONS:

1.7.1 DISTRICT: When used in this document, the words "DISTRICT" or "DCPS" will be intended to denote

the geographic area or the organization's administrative staff, dependent upon the context in which

they are used.

1.7.2 CONTRACTOR: Represents all references to the awardee.

1.7.3 RESPONDENT: Any individual, sole proprietorship, firm, corporation or other entity who submits an

offer for materials and/or services (as the basis for award of contract) in response to a RFQ/ITBS. At

times in context, RESPONDENT may mean the intended CONTRACTOR.

1.7.4 Recently Formed Corporation: A corporation that has newly registered with the Florida Department

of State, Division of Corporations within the past twelve (12) months.

1.7.5 School Board: The words "School Board," “DCSB,” or “The School Board of Duval County, Florida”

will be intended to denote the elected body of governing officials for the entity.

1.7.6 Contract Year: A contract year shall be defined as the period from July 1st through June 30th.

1.7.7 Purchase Order – The legal document issued by the purchasing department addressed to a vendor

authorizing them to deliver products or services with the applicable terms of sale listed.

1.8 CONTRACT DOCUMENTS; PRIORITY OF DOCUMENTS; CONSTRUCTION OF DOCUMENTS:

1.8.1. A purchase order shall be issued, after award, for any work to be performed as a result of this two-

step process. The RFQ, ITBS, bid, qualification proposal, addenda, attachments, exhibits, approved


change orders, Standard Operating Procedure (SOP) directives and corresponding purchase

order(s) shall constitute the contract documents between the parties.

1.8.2. In the event of a conflict or ambiguity among the contract documents, then precedence shall be given

in the following order: approved change order, SOP directive, the purchase order, Addenda, RFQ,

ITBS, the Bid, Qualification Proposal, and Attachments and Exhibits lastly.

1.8.3. In the event of a conflict or ambiguity in the contract documents, the contract provisions shall not be

construed more strongly against any party regardless of who was more responsible for its

preparation.

2.0 GENERAL SCOPE OF WORK

The Contractor shall furnish the required labor, supervision, transportation, tools, equipment, materials

and supplies necessary for accomplishment of custodial services in accordance with these specifications

and subject to all terms and conditions as specified herein. All Services shall be fully, timely, and

continuously performed by the Contractor in a manner in accordance with the District Objectives set forth

in this RFQ/ITBS.

3.0 EX PARTE COMMUNICATIONS:

Ex parte communication, whether verbal or written, by any potential RESPONDENT or representative

of any potential RESPONDENT to this RFQ with DISTRICT or Office of General Counsel personnel

involved with or related to the RFQ/ITBS, other than as designated in this document, is strictly

prohibited. Violation of this restriction may result in the rejection/disqualification of the

RESPONDENTS’ proposal.

Ex parte communication, whether verbal or written, by any potential RESPONDENT or representative

of any potential RESPONDENT to this RFQ/ITBS with Board members is also prohibited and will

result in the disqualification of the RESPONDENT.

Notwithstanding the foregoing, communications are permissible by this Section when such

communications with a prospective RESPONDENT are necessary for, and solely related to, the

ordinary course of business concerning the DISTRICT’S existing contract(s) for the materials or

services addressed in this RFQ/ITBS (but in no event shall any existing vendor intending to submit a

response initiate communications to any member(s) of the Duval County School Board; it being

understood such communication initiated by a vendor under these circumstances would not be in the

ordinary course of business).


4.0 INTERPRETATIONS AND ADDENDA

If the proposer should be in doubt as to the meaning of any of the proposal documents, is of the

opinion that the conditions and specifications contain errors or contradictions or reflect omissions, or

has any question concerning the conditions and specifications, he/she shall submit a written request

via email directed to Louis Mitchum ([email protected]) for interpretation or clarification.

Such request must reference the date of proposal opening and Proposal number on the “subject” line

and should be received no later than 2:00 p.m. EST, March 4, 2016. Questions received after this

date will not be answered. Interpretations or clarifications in response to such questions will be issued

in the form of written addenda to all parties recorded by Purchasing Services as having received the

proposal documents. The issuance of a written addendum shall be the only official method whereby

such an interpretation or clarification will be made.

No verbal or written information that is obtained other than by information in this document

or by addendum to the RFQ will be binding on the District.

In the event an addendum is generated, Respondents may be requested to acknowledge

receipt of the addendum as a part of their proposal.

5.0 INSTRUCTIONS TO RESPONDENTS:

THE RFQ AND ITBS DOCUMENTS WILL BE REVIEWED IN DETAIL AT A NON-MANDATORY

INFORMATION CONFERENCE HELD IN ROOM 37 AT 129 KING ST., JACKSONVILLE, FLORIDA

ON FEBRUARY 26, 2016 AT 10:00 A.M.

Potential respondents are advised to hold all comments, questions and items for clarification

until the Information Conference.

All responses to the RFQ and ITBS must be received no later than 2:00 p.m., Thursday, March

24th, 2016. If a response is transmitted by US Mail or other delivery medium, the RESPONDENT

shall be responsible for its timely delivery to Purchasing Services, 4880 Bulls Bay Highway,

Jacksonville, FL 32219-3235.

Any response received after the stated time and date or at any other location, will not be considered

and should be returned unopened to the originator after award.

One manually signed original, and three exact (3) flash drives copies (in PDF file format) of the

complete RFQ response must be sealed in a single envelope and clearly marked, "RESPONSE TO

REQUEST FOR QUALIFICATIONS – CUSTODIAL SERVICES" on the outside of the package. One

manually signed original and three exact (3) flash drives copies (in PDF file format) of the response

to the ITBS must be sealed in a SEPARATE envelope clearly marked, "RESPONSE TO INVITATION

TO BID" – CUSTODIAL SERVICES" and submitted at the same time. Once accepted, all original

responses and any copies of responses become the sole property of the DISTRICT and may be

retained by the DISTRICT or disposed of in any manner the DISTRICT deems appropriate.

mailto:[email protected]


All responses must bear the signature of an officer or employee having authority to legally bind the

responding firms.

NOTE: It is the sole responsibility of each respondent to assure all copies are identical to the

original, including any supplemental information. Flash drives copies will be utilized for the

purpose of qualification. Any information contained in the original RFQ response which has

not been transferred to the flash drives or photocopies may NOT be considered. The original

document will be used solely for official record keeping and audit purposes.

Responses not conforming to the instructions provided herein will be subject to disqualification at the

sole discretion of the DISTRICT.

6.0 TIME SCHEDULE:

The DISTRICT anticipates the following time schedule in completion of the process with the intended

result of selection of the contracted service provider:

February 8, 2016 - Date of distribution

Mandatory Pre-bid Proposal- February 26, 2016 10:00 a.m. (EDT)

Deadline for Written Questions- March 4, 2016 12:00 noon

RFQ opening March 24, 2016

Notification to qualified/non-qualified RESPONDENTS (Notification shall be affected by

email and manual posting at the DISTRICT office at Bulls Bay.)- April 1, 2016

Opening of ITBS responses from qualified firms – April 7, 2016

Anticipated contract award- May, 2016

Anticipated contract start day- July 1, 2016

All questions and requests for clarification from potential RESPONDENTS shall be submitted in

documented format to Mr. Louis Mitchum, Supervisor, Purchasing Services. Such requests may be

e-mailed to [email protected] . Questions submitted subsequent to the deadline as shown

above will not be addressed.

Additions, deletions or modifications to information contained in the RFQ or ITBS as a result of

questions received will be presented to all potential RESPONDENTS by means of a written

addendum, if necessary.

No verbal or written information that is obtained other than by information in this document or by

addendum to this RFQ or ITBS will be binding on the DISTRICT.

mailto:[email protected]


7.0 AWARD:

The District reserves the right to accept or reject any or all proposals. The District reserves the right to waive any irregularities and technicalities and may, at its sole discretion, request a clarification or other information to evaluate any or all proposals. The District reserves the right, before awarding the contract, to require proposer(s) to submit evidence of qualifications or any other information the District may deem necessary. The District reserves the right, prior to Board approval, to cancel the RFQ/ITBS or portions thereof, without penalty. The District reserves the right to: (1) accept the proposals of any or all of the items it deems, at its sole discretion, to be in the best interest of the District; and (2) the District reserves the right to reject any and/or all items proposed or award to multiple proposers.

8.0 CONTRACT TERM:

The District shall select a Contractor to provide complete custodial services for selected buildings in the

District commencing July 1, 2016 through June 30, 2018 (subject, however, to availability of lawfully

appropriated funds for each District fiscal year). The Contract may be renewed for three (3) additional

one (1) year periods, unless the District provides notice (in the District’s sole discretion) to not renew the

Contract (note: the District’s written notice of non-renewal shall be delivered not less than one-hundred

and twenty (120) days prior to the Contract anniversary date).

8.1 ESCALATION PROVISION

At each renewal, DCPS will consider an increase, due to inflation provided the proposed price

increase does not exceed the lesser of 3% or the rate of inflation as determined by the Consumer

Price Index (CPI) for urban wage earners and clerical workers, U.S. city average, all items (1982-

81=100), published by the U.S. Bureau of Labor Statistics, or any successor or substitute index

appropriately adjusted from the commencement of the initial term of the contract to commencement

of each extension period. The contractor must request the increase in writing prior to the renewal of

the contract.

8.2 AGREEMENT:

A. Execution of Contract. A contract will be executed, after award, for any work to be performed

as a result of this RFQ/ITB. This document, the proposal, and relevant documents will

constitute the complete agreement between Contractor and the District.

B. Transition Assistance. In the event the resulting agreement is terminated, not renewed or

naturally expires, the CONTRACTOR agrees that the DISTRICT may provide written notice to

the CONTRACTOR retaining the CONTRACTOR for a month-to-month basis on the same

terms and conditions set forth in the agreement. Such month-to-month services shall continue

until the DISTRICT has established a replacement Custodial Services –Selected Administrative


Buildings. In any event, these services will not be required to continue for a period of time

exceeding six (6) months.

II. SUBMITTALS/PRE-QUALIFICATION: 9.0 INFORMATION TO BE INCLUDED IN THE SUBMITTALS

Each RESPONDENT shall submit sufficient information to allow an assessment of its capacity,

resources, experience, planning capability and financial status to successfully manage and operate

a custodial services program to include several administrative buildings. The determination of

whether or not a RESPONDENT is qualified to participate in the next phase of solicitation will be

based upon this information. Qualification assessments from four (4) categories, Required

Respondent References and Experience, Financial and Operational Capacity, Work Plan and

certification status with DCPS Office of Economic Opportunity will be performed as provided

below. Failure to submit the required information in any area below shall render the

RESPONDENT non-responsive and the RESPONDENT will be deemed disqualified for further

consideration.

The information provided within each of the four categorical areas will be evaluated and deemed

either acceptable or not, by District personnel with expertise in that respective area. RESPONDENTS

who fail to obtain an acceptable determination for each and every criteria shall be deemed

unqualified.

Respondents shall read and submit supporting information with sufficient detail for each of

the four categorical areas below. Submissions that cannot be readily verifiable or

substantiated will be deemed non-responsive. The Respondent shall use the format provided

below for each of the four (4) categories or may adjust as long as the information listed is

provided and can be adjusted due to space requirements as deemed appropriate by the

Respondent.

Category 1: REQUIRED RESPONDENT EXPERIENCE AND REFERENCES: The responses

provided herein shall demonstrate the Proposers past and present experience in performing the tasks

required in the specifications of this RFQ/ITBS. At least one contract with similar scope and

volume is required. Experience in custodial services at an educational/commercial institution

of similar size or scope. (Attachment B)

Note: none the services contained herein can be sub-contracted without prior approval from DCPS. The intent of the solicitation is for the awarded contractor to self-perform the services herein.


Category 2: FINANCIAL AND OPERATIONAL CAPACITY. The responses provided herein shall

demonstrate that the Respondent is in a sound financial position and has the capability to meet the

terms of the contract, specifically the financial obligations (payroll, equipment purchase and

maintenance, supplies, etc…) and all other requirements as stated in this RFQ/ITBS and as further

described in the Respondents work plan (Category 3 below).

The Respondent shall submit the following to indicate current financial status and capabilities

for startup and performance of this contract:

1. Financial statements (balance sheet, income statement and cash flow statement) from

the last two calendar years (2013 and 2014) indicating financial resources that would

place the Respondent in a position of success to execute the terms and conditions of

this contract.

NOTE: For sole-proprietorships, this information can be found on a properly filed

income tax return Schedule C.

OR Both 2 and 3 below

2. A statement of financial viability in the form of a “Letter of Credit Availability” from a

financial institution

AND

3. Letter of Intent from an equipment supplier that correlates to the work plan submission

(Category 3 below).

Category 3: WORK PLAN. The Respondent shall submit a written plan which clearly describes

the Proposers understanding of the services to be provided and how the services are to be

provided, to include certain critical specified functions. The critical functions that must be

addressed, as a minimum, shall include:

1. Startup operations and list of equipment owned at the time of submission of this

proposal and specifically proposed in support of this contract. This information

must correlate to the respondent’s financial plan.

2. Quality Assurance

3. Safety of personnel (contractor and DCPS employees)

Category 4: Small Business Enterprise and/or Minority/Women Business Enterprise. Must

be certified with DCPS, prior to bid opening.

1. The Duval County Public Schools encourages a maximum participation of Small Business

Enterprises and Minority/Women Business Enterprises in its contract awards, based on

availability. The Board ensures that the Duval County School Board and private companies

doing business with the DISTRICT do not discriminate in the awarding of DISTRICT

contracts for construction, procurement of goods and services and professional services on


the basis of race, color, sex or national origin.

2. This is a sheltered bid. Only companies certified in the area of janitorial services with

DCPS Office of Economic Opportunity as a Small Business Enterprise or a

Minority/Women Business Enterprise are eligible for this bid.

Note: Vendors who are not certified as a Small Business Enterprise and/or a Minority/Women Business Enterprise in the area of janitorial services with Duval County Public Schools prior to bid opening, will be considered non-responsive and ineligible for award.

10.0 SAFETY

All equipment operated on any school district site shall be in proper working condition to minimize

the possibility of injury to district personnel, contractor employees or general public. Equipment must

meet OSHA / ANSI standards for safe operation and may not be altered – DCPS reserves the right

to inspect equipment for duration of contract at will and request removal if above is not compliant.

No power equipment shall be operated in the vicinity of employees during periods such as meetings,

fire drills, etc… Proper operation of the equipment is the Contractor’s responsibility.

11.0 TASK ORDERS:

DCPS may request special services as indicated within this contract (Task Order Service) and should

not be priced in the base contract (refer to the Pricing Sheet). Additionally, the owner may request

other special services not directly listed herein. These services may include, raking, tropical storm

or hurricane clean-up.

12.0 ADMINISTRATIVE: 12.1 Financial Reporting & Submittals: The selected Contractor shall be responsible for any District, state or

federal requirement(s) regarding financial, statistical, or management reports.

NOTE: Any records generated or maintained by the Contractor in association with the Contract

resulting from this RFQ/ITBS will be considered public records in accordance with Chapter 119, Florida

Statutes. All records shall be maintained a minimum of five years following termination of this contract.

Financial management and report generation shall include, but not be limited to the following:

The Contractor shall participate in scheduled building inspections, construction design

meetings, group Foremen meetings, and functions as determined by the Owner.

Contractor is reminded that they may not use the District’s tax exempt status in the

purchase of materials.

12.2 Uniforms and Shoes: Contractor personnel shall wear uniforms and identification badges. Uniform style

and color shall be mutually agreed to by Owner and Contractor. The Contractor shall provide at no

cost to all Contract employees a uniform. The successful Contractor shall be responsible for the


operation and management of this program. Contractor shall purchase (or lease), manage and

monitor the distribution of uniforms to all custodial employees, as modified by the following. First,

Contractor and District shall establish a replacement policy reasonably and mutually agreed to by the

parties. Second, Contractor shall establish the means by which uniforms are distributed to employees

(whether during or upon the conclusion of any probation period of the employee); however,

notwithstanding the foregoing, the Contractor shall indemnify, hold harmless and defend the District

at Contractor’s sole expense from any claim arising from the Contractor’s failure to distribute

uniforms, or any other safety equipment or apparel to the employees (whether on the first day of the

employee’s employment or thereafter).

12.3 Personnel Conduct: Smoking and the use of tobacco products are prohibited in DCPS facilities,

including grounds and buildings. Contractor personnel shall not fraternize with school administrators

or students. Contractor personnel shall comply with all DCPS rules and regulations regarding these

factors, to include prohibition of use and possession of controlled substances and alcoholic beverages,

prohibition of the possession of firearms, either on their person or in their personal vehicles and any

other restrictions or prohibitions that may apply.

12.4 Work Schedule: The contractor shall provide to DCPS Facilities Maintenance Department, a daily,

weekly, monthly or quarterly schedule (as determined by both parties) of cleaning tasks. This listing

should be faxed or emailed to the Facilities Maintenance Department Office (fax at 858-6312/email

address to be provided). For any work completed on the weekend, holiday or non-school day, the list

shall be faxed or emailed by noon of the next regular work day.

When conditions at any site are unfavorable for the completion of custodial services on any scheduled

day because of delays due to no fault of the contractor or due to acts of nature, the contractor may

cease their attempt to complete work until conditions are favorable. This delay shall not nullify the

contractor’s responsibility to perform within a reasonable time after conditions improve sufficiently to

finish work. Should contractors fall behind schedule for any reason, they will advise the building

administrator and the Coordinator/Supervisor, Facilities Maintenance, of the intended adjustments

necessary to complete the assigned daily tasks.

Prior to commencing service at a DCPS facility, during normal work hours, the Contractor shall report

to the main office and sign in on the “Maintenance Log” workbook. For after-hours work, the Contractor

shall call into DCPS security.

The Contractor is encouraged to implement their own QA program to insure compliance. Additionally,

a DCPS Facilities Inspector will independently conduct random QA checks using the Performance QA

Form, Exhibit 2.


12.5 Monthly Billing: The Contractor shall assure that all monthly invoices for all services performed are

accurately and completely compiled prior to submission for approval and remittance. Invoices need to

be listed in numerical order according to site numbers. The District will make payments in one of

two methods - either Automated Clearing House (ACH) or credit card. Upon award, the Contractor

shall submit on the twenty-fifth (25th) day (or the next business day thereafter) of each month to the

District an invoice for the Monthly Fee as set forth herein covering the period of the current month, which

invoice shall be in form and content and shall contain such detail as mutually agreed upon by the parties.

Payment of all such invoices by the District to the Contractor shall be due in accordance with the

requirements of the Florida Prompt Payment Act set forth in Part VII, Chapter 218, Florida Statutes, as

amended (the “Act”). The Contractor agrees to provide the District written notice of non-payment after

the “due date” specified in the Act and thereafter allow the District ten (10) calendar days to cure such

non-payment. If the District fails to provide payment to Contractor after receipt of the Contractor’s ten

(10) calendar day notice, such failure shall be an event of default and the Contractor may then terminate

the Contract upon written notice to the District and pursue any and all remedies available to it.

12.6 Meetings and QA Review: Representatives of the District and the Contractor will meet on a regular

basis to review the Contractor’s performance of the Services and generally to review the results of

operations under the Contract.

13.0 TOOLS, EQUIPMENT AND SUPPLIES:

The Contractor will be responsible to supply all equipment and tools necessary to perform the

requirements of this contract listed herein throughout the life of the contract. All items purchased by the

Contractor shall remain the property of the Contractor. Safety Compliance requirements for equipment

/ tools: All equipment / tools must have original safety features operational and in place when operating

on DCPS sites. DCPS has the right to inspect and request removal from sight should equipment not

meet this criteria. Manufacturer’s original manual, OSHA and ANSI will be strictly enforced.

13.1 TOXIC SUBSTANCES: In accordance with Chapter 1013.49, F.S. all toxic substances on the Florida

Substance List that are used in the repair, construction or maintenance of educational facilities have

restricted usage. Before any such substance may be used, the contractor shall notify the district

school (DCPS) Superintendent in writing at least 3 working days prior to using the substance. The

notification shall contain: Name of the substance; where the substance will be used; and, when the

substance is to be used. A copy of a material safety data sheet shall be attached to the notification

for each substance.

14.0 EQUAL OPPORTUNITY COMPLIANCE:

RESPONDENTS affirm by submitting their responses they are equal opportunity and affirmative

action employers and shall comply with all applicable Federal, State and local laws and regulations.


15.0 GRATUITIES AND KICKBACKS:

Any employee or any official of the DISTRICT, elective or appointive, who shall take, receive, or offer to

take or receive, either directly or indirectly, any rebate, percentage of contract, money or other things of

value, as an inducement or intended inducement, in the procurement of business, or the giving of

business, for, or to, or from, any person, partnership, firm or corporation, offering, proposing for, or in the

open market seeking to make sales to the DISTRICT, shall be deemed guilty of a felony and upon

conviction such persons shall be punished to the full extent of the law.

Every person, firm, or corporation offering to make, or pay, or give, any rebate, percentage of contract,

money, or other things of value, as an inducement or intended inducement, in the procurement of

business, or the giving of business, to any employee or official of the DISTRICT, elective or appointive,

in his efforts to proposal for, offer for sale, or to seek in the open market to make sales to the DISTRICT,

shall be deemed guilty of a felony and upon conviction such persons shall be punished to the full extent

of the law.

16.0 PUBLIC RECORDS LAW:

Pursuant to Florida Statutes Chapter 119, paragraph (m), responses received as a result of this RFQ

or the subsequent ITBS shall not become public record until thirty (30) days after the date of opening

or until posting of a recommendation for award, whichever occurs first. Thereafter, all documents or

other materials submitted by all RESPONDENTS in response to this offering shall be open for

inspection by any person and in accordance with Chapter 119, Florida Statutes, unless otherwise

exempt under Florida law.

It shall be the sole responsibility of the awarded CONTRACTOR to comply with all requirements of

Chapter 119 regarding public records (whether documents, notes, letters, emails, or other records)

received or generated in relationship to the contract awarded by the DISTRICT.

To the extent a respondent asserts any portion of its submittal is exempt or confidential from

disclosure under Florida's public records, the burden shall be on the respondent to obtain a

protective order from a jurisdictional court protecting such information from disclosure under Florida's

public records laws and also timely provide a certified copy of such protective order to the District

prior to the District's release of such information into the public domain.

17.0 PUBLIC ENTITY CRIMES:

A person or affiliate who has been placed on the convicted vendor list following a conviction for a public

entity crime may not submit a bid/proposal on a contract to provide any goods or services to a public

entity, may not submit a bid/proposal on a contract with a public entity for the construction or repair of


a public building or public work, may not submit bids/proposals on leases of real property to a public

entity, may not be awarded or perform work as a CONTRACTOR, supplier, SUBCONTRACTOR, or

consultant under a contract with any public entity, and may not transact business with any public entity

in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of

thirty six (36) months from the date of being placed on the convicted vendor list.

The RESPONDENT certifies by submission of a response, that neither it nor its principals are presently

debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from

participation in this transaction by any Federal department or agency. When requested, the

CONTRACTOR will execute and deliver to the DISTRICT the appropriate federal debarment

certification form within three (3) business days.

18.0 DISPUTE PROCESS:

Any Proposer who is aggrieved in connection with the solicitation or award of a contract may file a

protest and shall deliver its written notice of protest to the Assistant Superintendent, Support

Operations (formerly known as Associate Superintendent of Business Services), or designee

(hereinafter “Hearing Officer”), but no later than two (2) working days after RFQ/ITBS opening or

after recommendation of award, if not to the apparent low Proposers, which will initiate the 48-hour

notice requirement.

The written protest with documentation shall be delivered to the Hearing Officer no later than 2 p.m.

(EDT) on the fourth (4th) calendar day immediately following the RFQ/ITBS opening or receipt of

notice of intent to award recommendation as is appropriate. If that day is a School Board non-

workday, the protest shall be delivered no later than 9 a.m. (EDT) on the next District work day.

Protests shall be presented with specificity, and every issue shall be fully documented. The legal

basis for any relief sought must be clearly identified and explained in the written notice of protest.

The Hearing Officer shall call a meeting and hear all protests and receive all evidence within a

reasonable time. This does not preclude the Hearing Officer from calling a special meeting or

granting a continuance under extraordinary circumstances.

All Proposers shall receive notice of any protest hearing and a copy of the protest document.

Attachments shall be available upon request.

The Florida Rules of Civil Procedure may be relaxed at the sole discretion of the Hearing Officer

presiding at any protest hearing.

The Hearing Officer shall issue his/her decision on or before five (5) working days of the completion

of the protest hearing.

The Hearing Officer’s decision shall result in a final order which may include findings and conclusions.


The decision of the Hearing Officer shall be final.

The District does not encourage the use of faxes to accomplish delivery of the notice of protest and

the protest itself. Any Proposers utilizing delivery by fax shall assume the risk associated with

incomplete delivery or non-receipt.

19.0 SITE FAMILIARITY AND ADDITIONAL INFORMATION:

Respondents should become familiar with any local conditions which may, in any manner, affect the

services required. The respondent(s) is/are required to carefully examine the RFQ/ITBS terms and to

become thoroughly familiar with any and all conditions and requirements that may in any manner affect

the work to be performed under the Contract. No additional allowance will be made due to lack of

knowledge of these conditions. Submission of a proposal shall constitute acknowledgement by the

respondents that he or she is familiar with all site conditions. The failure to familiarize himself or herself

with the sites shall in no way relieve him or her from any obligations with respect to the proposal.

20.0 REPLACEMENT OF MANAGEMENT/SUPERVISOR STAFF:

All management and/or supervisor personnel to be assigned to District Contract shall require prior written

approval by the District.

Replacement personnel must have, at a minimum, credentials equivalent to the individuals whom they

replace. Resumes’ of replacement management personnel may be required to be submitted to the

District for review. The District reserves the right to interview replacement management personnel prior

to approval.

The successful Contractor shall provide any and all necessary training for management and staff

employed under the terms of the Contract with the District. The District shall have the right to demand

the Contractor remove any employee from this contract.

21.0 TERMINATION, SUSPENSION, AND REMEDIES:

21.1 The District reserves the right to terminate any Contract resulting from this RFQ/ITBS, at any time and

for any reason upon giving a minimum of sixty (60) days prior written notice to the Contractor. If said

Contract should be terminated for convenience as provided herein, the District will be relieved of all

obligations under said Contract. The District will only be required to pay to the Contractor that amount

of the Contract actually performed to the date of termination. Access to any and all work papers will be

provided to the District after the termination of the Contract. The parties understand and agree that the

Contractor shall in no event have the reciprocal right to terminate the Contract; it being understood that

the District’s payment of the Contract fees forms the consideration for the Contractor not having this

right to terminate for convenience. In the event of the District’s termination of the Contract, the District


(in its sole election) may also require the Contractor to provide the Transition Assistance set forth in this

RFQ/ITBS.

21.2 In the event any of the provisions of the Contract are breached by the Contractor, the Superintendent

or designee will give written notice to the Contractor stating the deficiencies and unless the

deficiencies are corrected within ten (10) days, the District may terminate the Contract. Upon

termination hereunder, the District may pursue any and all legal remedies as provided herein and by

law. Notwithstanding the foregoing, and in addition to the remedies set forth herein, the District may

elect the following in its sole discretion and without any obligation whatsoever to make this election.

If Contractor is unable to reasonably cure a deficiency within ten (10) days after receiving the District’s

notice notwithstanding Contractor’s continuous and diligent efforts to do so, the District may elect, in

its sole discretion, to permit Contractor to cure the deficiency as soon as is reasonably practicable

using continuous and diligent efforts, but in no event more than thirty (30) days after receipt of the

District’s notice. Until the earlier of either (1) the deficiencies are cured or (2) this agreed upon cure

period expires, the Contractor remains obligated to perform the Services without degradation and in

accordance with the Contract.

21.3 In order to provide transition assistance to the District in the event that the Contract is terminated or

expires, the Contractor agrees that the District may provide written notice to the Contractor retaining

the Contractor for a mutually agreed upon period of time (at a minimum of one calendar month, plus

two (2) additional calendar months on a month-by month basis at the District’s sole and unilateral

election) on the same terms and conditions set forth in the Contract (the “Transition Assistance”).

21.4 The District’s representative shall monitor and evaluate the Contractors compliance with the Contract

requirements in the following ways:

Review of the Contractors backlog of custodial services for any reason Evaluation of completed work Customer service surveys Other means as necessary in order to obtain a clear and accurate account of the Contractors compliance

21.5 Failure by either party to insist upon strict performance of any of the provisions hereof or failure or delay

by either party in exercising any rights or remedies provided herein or by law, the District’s payment in

whole or in part for services hereunder or any purported oral modification or rescission of the Contract

by an employee or agent of either party shall not release either party of any of its obligations hereunder,

shall not be deemed a waiver of the rights of either party to insist upon strict performance hereof or of

any of either party’s rights or remedies under the Contract or by law and shall not operate as a waiver

of any of the provisions hereof. A waiver by either of the Parties of any of the covenants to be performed

by the other or any breach thereof shall not be construed to be a waiver of any succeeding breach

thereof or of any other covenant in the Contract. Except as otherwise expressly provided in the


Contract, all remedies provided for in the Contract shall be cumulative and in addition to and not in lieu

of any other remedies available to either Party at law, in equity or otherwise.

22.0 DEFAULT:

In the event that the Contractor breaches the Contract, then the District reserves the right to seek any

and all remedies in law and/or in equity.

23.0 LEGAL REQUIREMENTS: 23.1 It shall be the responsibility of the Contractor to be knowledgeable of and adhere to the stipulations of

any federal, state, county and local laws, ordinances, rules and regulations that in any manner affect

the items covered herein which may apply. Lack of knowledge by the Contractor will in no way be a

cause for relief from responsibility.

23.2 Contractor represents and warrants to the District that Contractor does not and will not engage in

discriminatory practices and that there shall be no discrimination in connection with Contractor’s

performance under the awarded Contract on account of race, color, sex, religion, age, handicap,

marital status, national origin, citizenship status, creed, religious affiliation, sexual orientation, gender,

gender identity, disability, veteran status, or any other protected status under applicable law.

Contractor further covenants that no otherwise qualified individual shall, solely by reason of his/her

race, color, sex, religion, age, handicap, marital status or national origin be excluded from

participation in, be denied services, or be subject to discrimination under any provision of the awarded

Contract.

23.3 Proposers affirm by submitting their proposals that they are equal opportunity and affirmative action

employers and shall comply with all applicable federal, state and local laws and regulations including,

but not limited to: Executive Order 11246 as amended by 11375 and 12086; 12138; 11625; 11758;

12073; the Rehabilitation Act of 1973, as amended; the Vietnam Era Veterans Readjustment

Assistance Act of 1975; Civil Rights Act of 1964; Equal Pay Act of 1963; Age Discrimination Act of

1967; Immigration Reform and Control Act of 1986; Public Law 95-507; the Americans with

Disabilities Act; 41 CFR Part 60 and any additions or amendments thereto..

23.4 JESSICA LUNSFORD ACT: The Contractor shall comply and be responsible for the costs associated

with the Jessica Lunsford Act, which became effective on September 1, 2005. The Act states that

contractual personnel who are permitted access to school grounds when students are present or who

have direct contact with students must meet current requirements as described in the Florida

Statutes. Contractual personnel shall include any vendor, individual or entity under contract with the

District. Current employees that have met the requirements of this Act with the District, and are in

good standing, could be available for immediate employment with the successful Proposer. Any

current employee’s compliance with the Act is valid for one-year and would have to be renewed


during a contract year as his/her current background check expires. All background checks (initial

and renewals) will be at the expense of the Contractor. Contractor shall not permit persons to provide

services under this Agreement if any such person does not meet the standards under Florida law and

the District’s hiring standards concerning criminal background employee history checks. Failure to

comply with this provision shall be cause for the District’s termination of this Agreement.

23.5 The Contractor shall comply with all applicable federal, State and local laws, ordinances, rules, and

regulations pertaining to the performance of the Services and all matters pertaining to the Contract,

as the same exist and as they may be amended from time to time. The Contractor acknowledges

and agrees that it is subject to the requirements of the Public Records Law, Chapter 119, Florida

statutes, for all matters pertaining to the Contract.

23.6 Each Party agrees to continue performing its obligations under the Contract while any dispute is being

resolved (except to the extent the issue in dispute precludes performance); provided, however, that

any dispute over payment shall not be deemed to preclude performance.

23.7 Each Party agrees that, in its respective dealings with the other Party under or in connection with

the Contract, it shall act in good faith.

23.8 Neither Party shall use the name or marks of the other without its express written permission, which

may be withdrawn at any time.

23.9 Except for the provisions requiring Contractor to pay the District’s reasonable attorneys’ fees and

costs for any matter arising under this RFQ/ITBS (which shall control), in the event of any other

conflict arising from the Contract, each party shall pay its own attorneys’ fees and costs.

23.10 Should any provision of the Contract be determined by the Courts to be illegal or in conflict with any

laws of the State of Florida or of the United States Government, the remaining provisions shall not

be impaired, and such provision shall be deemed to be restated to reflect as nearly as possible the

original intentions of the Parties in accordance with applicable law. The remainder of the Contract

shall remain valid and in full force and effect.

23.11 The Contractor is, and shall at all times be, an independent Contractor under the Contract and not

an agent of the District. Nothing in the Contract nor any actions taken by or arrangements entered

into between the Parties in accordance with the provisions of the Contract shall be construed as or

deemed to create as to the Parties any partnership or joint venture. Neither Party shall have any

authority to bind or commit the other Party contractually or otherwise to any obligations whatsoever

to third parties.


23.12 The Contract is entered into solely between, and may be enforced only by, the District and the

Contractor, and the Contract shall not be deemed to create any rights in third parties, including

suppliers and customers of a Party, or employees or either Party, or to create any obligations of a

Party to any such third parties.

23.13 Except where expressly provided as being in the discretion of a Party, where agreement, approval,

acceptance, consent, or similar action by either Party is required under the Contract, such action shall

not be unreasonably delayed or withheld. An approval or consent given by a Party under the Contract

shall not relieve the other Party from responsibility for complying with the requirements of the

Contract, nor shall it be construed as a waiver of any rights under the Contract, except as and to the

extent otherwise expressly provided in such approval or consent.

23.14 Any provision of the Contract which contemplates performance or observance subsequent to any

termination or expiration of the Contract, including these provisions relating to the obligations of

Contractor in connection with the Transition Assistance, shall survive any termination or expiration of

the Contract and continue in full force and effect.

23.15 Time is of the essence in the Contract. If any date of significance hereunder falls upon a Saturday,

Sunday, or legal holiday, such date shall be deemed moved forward to the next day which is not a

Saturday, Sunday or legal holiday. Saturdays, Sundays and legal holidays shall not be considered

business or working days.

24.0 FEDERAL AND STATE TAX:

The District is exempt from federal and state taxes for tangible personal property. Contractor(s) doing

business with the District will not be exempted from paying sales tax to their suppliers for materials to

fulfill contractual obligations with the District, nor will any Contractor be authorized to use the District’s

Tax Exemption Number in securing such materials.

25.0 CONFLICT OF INTEREST:

25.1 All respondents must disclose the name of any officer, director, or agent who is also an employee of

the District. All respondents must disclose the name of any District employee who owns, directly or

indirectly, any interest in the respondent’s business or any of its branches.

25.2 Non-Collusion Statement / Public Domain

I, the respondent, attests that I have not divulged, discussed, or compared this proposal with any other

respondents and have not colluded with any other respondents in the preparation of this proposal in

order to gain an unfair advantage in the award of this proposal.

All information contained herein is part of the public domain as defined in the Public Records Act,

Chapter 119, F.S.


26.0 INSURANCE REQUIREMENTS: 26.1 Description of the CONTRACTOR Required Insurance. Without limiting any of the other obligation or

liabilities of the CONTRACTOR, the CONTRACTOR shall, (and shall also require of any of its

subcontractors) at the CONTRACTOR’s sole expense, procure, maintain and keep in force the

amounts and types of insurance conforming to the minimum requirements set forth herein. Except as

may be otherwise expressly specified in this Exhibit, the insurance shall commence at or prior to the

execution of the Agreement by District and shall be maintained in force throughout the term of the

Agreement.

26.2 Workers’ Compensation/Employers’ Liability. The Workers’ Compensation/Employers’ Liability

insurance provided by the CONTRACTOR shall conform to the requirements set forth herein.

A. The CONTRACTOR’s insurance shall cover the CONTRACTOR (and to the extent its

Subcontractors and Sub-subcontractors are not otherwise insured, its Subcontractors and

Sub-subcontractors) for those sources of liability which would be covered by the latest edition

of the standard Workers’ Compensation policy, as filed for use in the State of Florida by the

National Council on Compensation Insurance (NCCI), without any restrictive endorsements

other than the Florida Employers Liability Coverage Endorsement (NCCI Form WC 09 03),

those which are required by the State of Florida, or any restrictive NCCI endorsements which,

under an NCCI filing, must be attached to the policy (i.e., mandatory endorsements). In

addition to coverage for the Florida Workers’ Compensation Act, where appropriate,

coverage is to be included for the Federal Employers’ Liability Act and any other applicable

federal or state law.

B. The policy must be endorsed to waive the insurer’s right to subrogate against DCSB, and its

members, officials, officers and employees in the manner which would result from the

attachment of the NCCI Waiver of Our Right to Recover from Others Endorsement (Advisory

Form WC 00 03 13) with DCSB, and its members, officials, officers and employees scheduled

thereon.

C. Subject to the restrictions of coverage found in the standard Workers’ Compensation policy,

there shall be no maximum limit on the amount of coverage for liability imposed by the Florida

Workers’ Compensation Act or any other coverage customarily insured under Part One of

the standard Workers’ Compensation policy. The minimum amount of coverage for those

coverages customarily insured under Part Two of the standard Workers’ Compensation

policy (inclusive of any amounts provided by an umbrella or excess policy) shall be:

$1,000,000 Each Accident

$1,000,000 Disease - Each Employee

$1,000,000 Disease - Policy Limit


26.3 Commercial General Liability. The Commercial General Liability insurance provided by the

CONTRACTOR shall conform to the requirements hereinafter set forth:

A. The CONTRACTOR’s insurance shall cover those sources of liability which would be

covered by the latest occurrence form edition of the standard Commercial General Liability

Coverage Form (ISO Form CG 00 01) as filed for use in the State of Florida by the Insurance

Services Office (ISO) without any restrictive endorsements other than those which are

required by the State of Florida, or those which, under an ISO filing, must be attached to the

policy (i.e., mandatory endorsements) and those described below which would apply to the

Services contemplated under this Agreement.

The coverage may not include restrictive endorsements which exclude coverage for liability

arising out of: Sexual molestation, Sexual abuse or Sexual misconduct.

The coverage may include restrictive endorsements which exclude coverage for liability

arising out of: Mold, fungus, or bacteria Terrorism Silica, asbestos or lead.

B. The minimum limits to be maintained by the CONTRACTOR (inclusive of any amounts

provided by an umbrella or excess policy) shall be:

$1,000,000 General Aggregate

$1,000,000 Products/Completed Operations Aggregate

$1,000,000 Personal and Advertising Injury

$1,000,000 Each Occurrence

C. The CONTRACTOR shall include DCSB and the DCSB’s members, officials, officers and

employees as “additional insureds” on the Commercial General Liability coverage. The

coverage afforded such additional insureds shall be no more restrictive than that which would

be afforded by adding DCSB and the DCSB’s members, officials, officers and employees as

additional insureds on the latest edition of the Additional Insured – Owner’s, Lessees or

Contractors - Scheduled Person or Organization endorsement (ISO Form CG 20 10) filed for

use in the State of Florida by the Insurance Services Office.

D. Except with respect to coverage for property damage liability, or as otherwise specifically

authorized in this Agreement, the general liability coverage shall apply on a first dollar basis

without application of any deductible or self-insured retention. The coverage for property

damage liability shall be subject to a maximum deductible of $1,500 per occurrence. The

CONTRACTOR shall pay on behalf of DCSB or the DCSB’s member, official, officer or

employee any such deductible or self-insured retention applicable to a claim against DCSB


or the DCSB’s member, official, officer or employee for which the DCSB or the DCSB’s

member, official, officer or employee is insured as an additional insured.

26.4 Business Auto Liability. The automobile liability insurance provided by the CONTRACTOR shall

conform to the requirements hereinafter set forth:

A. The CONTRACTOR’s insurance shall cover the CONTRACTOR for those sources of liability

which would be covered by Section II of the latest occurrence edition of the standard

Business Auto Coverage Form (ISO Form CA 00 01) as filed for use in the State of Florida

by ISO without any restrictive endorsements other than those which are required by the State

of Florida, or those which, under an ISO filing, must be attached to the policy (i.e., mandatory

endorsements). Coverage shall include all owned, non-owned and hired autos used in

connection with this Agreement.

B. The DCSB and the DCSB’s members, officials, officers and employees shall be included as

“additional insureds” in a manner no more restrictive than that which would be afforded by

designating the DCSB and the DCSB’s members, officials, officers and employees as

additional insureds on the latest edition of the ISO Designated Insured (ISO Form CA 20 48)

endorsement.

C. The minimum limits to be maintained by the CONTRACTOR (inclusive of any amounts

provided by an umbrella or excess policy) shall be:

$1,000,000 Each Occurrence - Bodily Injury and Property Damage Combined

26.5 Professional Liability. The professional liability insurance provided by the CONTRACTOR shall

conform to the requirements hereinafter set forth:

A. The professional liability insurance shall be on a form acceptable to the DCSB and shall apply

to those claims which arise out of Services performed by or on behalf of the CONTRACTOR

pursuant to this Agreement which are first reported to the CONTRACTOR within four years

after the expiration or termination of this Agreement.

B. If the insurance maintained by the CONTRACTOR also applies to services other than

Services under this Agreement, the minimum limits of insurance maintained by the

CONTRACTOR shall not be less than $1,000,000 per claim/annual aggregate. If the

insurance maintained by the CONTRACTOR applies exclusively to the Services under this

Agreement, the minimum limits of insurance maintained by the CONTRACTOR shall not be

less than $1,000,000 per claim/annual aggregate.


C. Except as otherwise specifically authorized in this Agreement, the insurance may be subject

to a deductible not to exceed $15,000 per claim.

D. The CONTRACTOR shall maintain the professional liability insurance until the end of the

term of this Agreement. Through the use of an extended discovery period or otherwise, the

insurance shall apply to those claims which arise out of professional services, prior to the

expiration or termination of this Agreement which are reported to the CONTRACTOR or the

insurer within four years after the expiration or termination of this Agreement .

26.6 Evidence of Insurance. Except as may be otherwise expressly specified in this Exhibit, the insurance

shall commence at or prior to the execution of the Agreement by DCPS and shall be maintained in

force throughout the term of this Agreement. The CONTRACTOR shall provide evidence of such

insurance in the following manner:

A. As evidence of compliance with the required Workers’ Compensation/Employer’s Liability,

Commercial General Liability, Business Auto Liability, and Professional Liability, the

CONTRACTOR shall furnish DCPS with a fully completed satisfactory Certificate of

Insurance such as a standard ACORD Certificate of Liability Insurance (ACORD Form 25) or

other evidence satisfactory to DCPS, signed by an authorized representative of the insurer(s)

providing the coverage. The Certificate of Insurance, or other evidence, shall verify that

Workers’ Compensation/Employer’s Liability contains a waiver of subrogation in favor of

DCSB, identify this Agreement, and provide that DCPS shall be given no less than thirty (30)

days’ written notice prior to cancellation.

B. As evidence of the required Additional Insured status for DCPS on the Commercial General

Liability insurance, the CONTRACTOR shall furnish DCPS with:

1. a fully completed satisfactory Certificate of Insurance, and a copy of the actual

additional insured endorsement as issued on the policy, signed by an authorized

representative of the insurer(s) verifying inclusion of DCSB and the DCSB’s

members, officials, officers and employees as Additional Insureds in the

Commercial General Liability coverage; or

2. the original of the policy(ies).

C. Until such time as the insurance is no longer required to be maintained by the

CONTRACTOR as set forth in this Agreement, the CONTRACTOR shall provide DCSB with

renewal or replacement evidence of the insurance in the manner heretofore described no

less than thirty (30) days before the expiration or termination of the insurance for which

previous evidence of insurance has been provided.


D. Notwithstanding the prior submission of a Certificate of Insurance, copy of endorsement, or

other evidence initially acceptable to DCSB, if requested by DCSB, the CONTRACTOR shall,

within thirty (30) days after receipt of a written request from DCSB, provide DCSB with a

certified copy or certified copies of the policy or policies providing the coverage required by

this Section. The CONTRACTOR may redact or omit, or cause to be redacted or omitted,

those provisions of the policy or policies which are not relevant to the insurance required

under this Agreement.

26.7 Qualification of the CONTRACTOR’s insurers.

A. Insurers providing the insurance required by this Agreement for the CONTRACTORs must

either be: (1) authorized by a subsisting certificate of authority issued by the State of Florida

to transact Insurance in the State of Florida, or (2) except with respect to coverage for the

liability imposed by the Florida Workers’ Compensation Act, an eligible surplus lines insurer

under Florida Statutes.

B. In addition, each such insurer shall have and maintain throughout the period for which

coverage is required, a Best’s Rating of “A-” or better and a Financial Size Category of “VII”

or better according to A. M. Best Company.

C. If, during the period when an insurer is providing the insurance required by this Agreement,

an insurer shall fail to comply with the foregoing minimum requirements, as soon as the

CONTRACTOR has knowledge of any such failure, the CONTRACTOR shall immediately

notify DCSB and immediately replace the insurance provided by the insurer with an insurer

meeting these requirements. Until the CONTRACTOR has replaced the unacceptable

insurer with an insurer acceptable to DCSB, the CONTRACTOR shall be in default of this

Agreement.

26.8 The CONTRACTOR’s Insurance Primary and Non-Contributory. The insurance provided by the

CONTRACTOR pursuant to this Agreement shall apply on a primary basis to, and shall not require

contribution from, any other insurance or self-insurance maintained by DCPS or the DCPS’s member,

official, officer or employee.

26.9 The CONTRACTOR’s Insurance As Additional Remedy. Compliance with the insurance

requirements of this Agreement shall not limit the liability of the CONTRACTOR, or its Subcontractors

or Sub-subcontractors, employees or agents to DCSB or others. Any remedy provided to DCPS or

the DCPS’s members, officials, officers or employees by the insurance shall be in addition to and not

in lieu of any other remedy available under this Agreement or otherwise.


26.10 No Waiver by DCPS Approval/Disapproval. Neither approval by DCPS nor failure to disapprove the

insurance furnished by the CONTRACTOR shall relieve the CONTRACTOR of the

CONTRACTOR’s full responsibility to provide the insurance as required by this Agreement.

27.0 INDEMNIFICATION / HOLD HARMLESS AGREEMENT: 27.1 The Contractor shall, in addition to any other obligation to indemnify the Duval County School Board

and to the fullest extent permitted by law, protect, defend, indemnify and hold harmless the District, its

agents, officers, elected officials, employees and volunteers from and against all claims, actions,

liabilities, losses (including economic losses), and costs arising out of any actual or alleged;

A. bodily injury, sickness, disease or death, or injury to or destruction of tangible property including

the loss of use resulting there from, or any other damage or loss arising out of, or claimed to

have resulted in whole or in part from any actual or alleged act or omission of the Contractor,

sub-Contractor, anyone directly or indirectly employed by any of them, or anyone for whose

acts any of them may be liable in the performance of the work; or violation of law, statute,

ordinance, governmental administration order, rule or regulation by the Contractor in the

performance of the work; or liens, claims or actions made by the Contractor or any sub-

Contractor or other party performing the work.

27.2 The indemnification obligations hereunder shall not be limited to any extent on the amount, type of

damages, compensation or benefits payable by or for the Contractor or any sub-Contractor under

workers' compensation acts, disability benefit acts, other employee benefit acts or any statutory bar.

27.3 Any costs or expenses, including attorney's fees, incurred by the District to enforce this agreement shall

be borne by the Contractor.

27.4 The Contractor recognizes the broad nature of this indemnification and hold harmless article, and

voluntarily makes this covenant and expressly acknowledges the receipt of TEN DOLLARS ($10.00)

payable upon receipt of first invoice and other good and valuable consideration provided by the District

in support of this indemnification in accordance with the laws of the State of Florida. This article will

survive the termination of this contract.

28.0 PERMITS AND LICENSES: The Contractor will be responsible for obtaining any necessary permits and licenses and will comply

with laws, rules, and regulations whether state or federal and with all local codes and ordinances without

additional cost to the District.


29.0 ASSIGNMENT OF CONTRACT AND/OR PAYMENT: 29.1 This contract or agreement is personal to the parties herein and may not be assigned, in whole or in

part, by the Contractor without prior written consent of District in its sole discretion. The Contractor

agrees and represents that all of the Services required hereunder shall be performed by the Contractor

as identified in the Proposal. Should the Contractor desire to delete, add, or amend any sub-

Contractors or engage additional companies as sub-Contractors hereunder, prior written approval by

the District (in its sole discretion) shall be required.

29.2 The Contractor herein shall not assign payments under this contract or agreement without the prior written consent of the District.

30.0 DISCLAIMER:

Except as expressly set forth in this RFQ/ITBS, all figures presented herein (i.e. square footage,

times, rates, and quantities) are for evaluative purposes only and are not deemed to be a direction to

respondents, nor a representation/warranty by the District.


EXHIBIT 1

List of Minimum Required Standards

The level of cleanliness must meet the minimum acceptable stands as indicated below:

Clean, Dust or Damp Wipe: Free of dust, dirt, wax build up, smudges, marks spots, stains or film. Thoroughly

cleaned and dusted from the complete surface from corner to corner and including corners, edges, sides, top, bottom of

the surfaces, molding, crevices, ledges and any hardware attached. Free from spots, smudges, stains, watermarks and

rings. No dust streaks. Damp wiping must be dried to provide a uniform appearance.

Wipe Dry: Drying with a suitable cloth, free of smudges, scuffs marks, streaks and film, buffed for a uniform

polished appearance.

Sweeping and Damp Mopping: All floors shall be cleaned and free of dirt from corner to corner, edges and

ledges, under the desks, chairs, trash bins, mats, signs, tables and behind doors. No dirt shall be left behind or on

flooring adjacent to the area being swept and/or mopped.

There shall be no trash or foreign matter under floor mats, desks, tables, chairs or receptacles. Gum, scuffs and other

matter are to be removed by spot cleaning.

Sweeping and Scrubbing: The floors, stairs and landing shall be properly prepared, thoroughly swept, from

corner to corner, edges and ledges, under the desks, chairs, trash bins, mats, signs, tables and behind doors. Clean and

free of dirt and debris, no water streaks, no mop marks, no gum, tar or other substances on the floor surface. Edges and

corners must be clean and free of dirt, debris and build up, hand scrubbing may be required. Properly rinsed and dry

mopped area to present an overall appearance of cleanliness. Special attention shall be given to floors in restrooms

near commodes for elimination of odors and stains. Appearance shall be uniformly clean.

Metal Polishing: Metal polishing may be performed by damp-wiping and drying with a suitable cloth, free of

smudges, scuffs, marks streaks and film, buffed for a uniform polished appearance. However, if a uniform polished

appearance is not produced, the appropriate metal polish must be used for the type of metal surface based on the

manufacturer’s recommendation and industry standards.

Sinks and Toilets: Inside of bowls, outside, top, bottom (underside) and sides of fixtures including all hardware

shall be clean and free of dirt, mold, mildew, streaks, stains or any buildup of matter. Free of odor.

Window Washing and Glass Cleaning: All glass shall be clean and free of dirt, grime, streaks, tape, sticky

substance, cobwebs, excessive moisture, smudges and prints. Glass shall not be cloudy. Surrounding walls, woodwork

and trim shall be thoroughly wiped free of drippings and other watermarks.

Spot Cleaning: All walls, floors, furniture, fabric and metal partitions are to be free of marks, stains, spots, spills

smudges, gum, tar and other foreign matter. Cleaned area must blend into surrounding area.

Floor Finish: Floor shall be thoroughly clean and free of all dirt, debris, spills, spots, stains; old finish and old

finish build up, gum tar and other foreign matter. No build up in corners or along edges and baseboards. All edges and

baseboards must be clean of any dirt or finish residue. No streak, no film or powder residue on floor surface. Floor

should have a uniform shine with at least 36% solids finish.

Cleaning Blinds: All blinds are to be free of all dirt, debris smudges, stains and streaks. Cords and ropes are to be

clean and free of all dirt, debris, smudges and stains


EXHIBIT 2

QA DATE: BLDG NUMBER:

SERVICE DATE: SCHOOL NAME:

SERVICE PERFORMANCE RATING:

Service Service Category

Rating: Satisfactory

Unsatisfactory Comments

1. Clean, Dust

2. Sweeping Damp

Mopping

3. Sink and Toilets

4. Windows

5. Floors/Waxing

6. Cleaning Blinds

7. General Cleaning

Service Performance Corrections

Corrective action required: yes no

Contractor response date:

DCPS corrective action QA: satisfactory unsatisfactory

Facilities & Maintenance Department

Custodial Services Performance QA Form

duval county public schools · jacksonville, fl 32219 october 21, 2016 ms. renee sharp, president f...

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