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Dr. Patricia Willis, Superintendent of Schools
EVERY SCHOOL. EVERY CLASSROOM. EVERY STUDENT. EVERY DAY.
Duval County Public Schools www.duvalschools.org
Purchasing Services PH: (904) 858-4848
4880 Bulls Bay Highway FAX: (904)858-4868
Jacksonville, FL 32219
February 19, 2018
Ms. Renee Sharp, President F&R Professional Cleaning, Inc P.O. Box 54411 Jacksonville, FL 32245
RE: RFQ/ITBS-030-16/LM- Renewal
Dear Ms. Sharp: On February 20, 2018, the Superintendent’s designee of Duval County Public Schools renewed the contract for Custodial Services-Selected Administrative Buildings with your company. This is your official notification of renewal. The renewal period is for July 1, 2018 through June 30, 2019. Please forward a copy of your insurance certificate as required per SC# 26 of the RFQ/ITBS-030-16/LM to Purchasing Services. (Email and fax are both acceptable.) If you have any questions about this contract, please contact Purchasing Services (904) 858-4859. Thank you for your interest in Duval County Public Schools
Sincerely,
Terrence Wright, Director DCPS Purchasing Services
cc Louis Mitchum Tarek Ghandour Master Bid File
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
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.
RFQ/ITBS Custodial Services-Selected Administrative Buildings Addendum No. 2
ADDENDUM NO. 2
Information only
www.duvalschools.org/purchasing
Issue Date: March 7, 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. 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.
RFQ/ITBS Custodial Services-Selected Administrative Buildings Addendum No. 2
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
RFQ/ITBS Custodial Services-Selected Administrative Buildings Addendum No. 2
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.
RFQ/ITBS Custodial Services-Selected Administrative Buildings Addendum No. 1
ADDENDUM NO. 1
Mandatory
www.duvalschools.org/purchasing
Issue Date: February 29, 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 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
RFQ/ITBS Custodial Services-Selected Administrative Buildings Addendum No. 1
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
RFQ/ITBS Custodial Services-Selected Administrative Buildings Addendum No. 1
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.
RFQ/ITBS Custodial Services-Selected Administrative Buildings Addendum No. 1
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
RFQ/ITBS Custodial Services-Selected Administrative Buildings Addendum No. 1
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
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. 030-16/LM Page 2
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
Duval County Public Schools RFQ/ITBS No. 030-16/LM Page 3
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
Duval County Public Schools RFQ/ITBS No. 030-16/LM Page 4
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 RFQ/ITBS No. 030-16/LM Page 5
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.
Duval County Public Schools RFQ/ITBS No. 030-16/LM Page 6
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.
Duval County Public Schools RFQ/ITBS No. 030-16/LM Page 7
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.
Duval County Public Schools RFQ/ITBS No. 030-16/LM Page 8
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.
Duval County Public Schools RFQ/ITBS No. 030-16/LM Page 9
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;
Duval County Public Schools RFQ/ITBS No. 030-16/LM Page 10
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
Duval County Public Schools RFQ/ITBS No. 030-16/LM Page 11
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).
Duval County Public Schools RFQ/ITBS No. 030-16/LM Page 12
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
Duval County Public Schools RFQ/ITBS No. 030-16/LM Page 13
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).
Duval County Public Schools RFQ/ITBS No. 030-16/LM Page 14
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.
Duval County Public Schools RFQ/ITBS No. 030-16/LM Page 15
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.
Duval County Public Schools RFQ/ITBS No. 030-16/LM Page 16
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
Duval County Public Schools RFQ/ITBS No. 030-16/LM Page 17
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.
Duval County Public Schools RFQ/ITBS No. 030-16/LM Page 18
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
Duval County Public Schools RFQ/ITBS No. 030-16/LM Page 19
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
Duval County Public Schools RFQ/ITBS No. 030-16/LM Page 20
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.
Duval County Public Schools RFQ/ITBS No. 030-16/LM Page 21
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.
Duval County Public Schools RFQ/ITBS No. 030-16/LM Page 22
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
Duval County Public Schools RFQ/ITBS No. 030-16/LM Page 23
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.
Duval County Public Schools RFQ/ITBS No. 030-16/LM Page 24
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
Duval County Public Schools RFQ/ITBS No. 030-16/LM Page 25
(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
Duval County Public Schools RFQ/ITBS No. 030-16/LM Page 26
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
Duval County Public Schools RFQ/ITBS No. 030-16/LM Page 27
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.
Duval County Public Schools RFQ/ITBS No. 030-16/LM Page 28
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.
Duval County Public Schools RFQ/ITBS No. 030-16/LM Page 29
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
Duval County Public Schools RFQ/ITBS No. 030-16/LM Page 30
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
Duval County Public Schools RFQ/ITBS No. 030-16/LM Page 31
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.
Duval County Public Schools RFQ/ITBS No. 030-16/LM Page 32
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.
Duval County Public Schools RFQ/ITBS No. 030-16/LM Page 33
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.
Duval County Public Schools RFQ/ITBS No. 030-16/LM Page 34
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.
Duval County Public Schools RFQ/ITBS No. 030-16/LM Page 35
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.
Duval County Public Schools RFQ/ITBS No. 030-16/LM Page 36
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
Duval County Public Schools RFQ/ITBS No. 030-16/LM Page 37
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