BID DOCUMENTS



BID DOCUMENTS

Janitorial Services @ Various Locations

OFFICE OF THE PURCHASING DIRECTOR

840 West 11th Street

Suite 2500

PANAMA CITY, FLORIDA 32401

SUBMITTED BY:

BID NO. 11-32

|Advertisement for Bid . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |3 |

|Instruction to Bidders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |4 - 6 |

|Proposal Submittal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |7 |

|Bid Specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |8 – 14 |

|Risk Management Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |15 – 18 |

|E-Verify . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |19 |

|Public Entity Crime Form (PUR7068) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |20 – 21 |

|Sub-Contractors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |22 |

|Anti-Collusion Clause . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |23 |

|Conflict of Interest . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |24 |

|Addendum Acknowledgement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |25 |

|Drug Free Workplace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |26 |

|Bid Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |27 - 28 |

SEALED BIDS for Janitorial Services at various locations will be received by the BOARD OF COUNTY COMMISSIONERS OF BAY COUNTY, FLORIDA at the Purchasing Department, 840 West 11th Street, Suite 2500, Panama City, Florida 32401 up until 1:30 PM (CDT) on August 10, 2011. Bids will be publicly opened at 2:00 PM (CDT) on August 10, 2011.

Bids shall be submitted in a sealed envelope, plainly marked with Bidders name, address, date and time of bid opening, and bid number 11-32 for Janitorial Services at various locations.

Please submit an original and one (1) copy of your bid package.

DESCRIPTION OF WORK: The contractor will be responsible for Janitorial Services at various locations in accordance with requirements described in bid documents.

BID NO: 11-32

Bid documents are available at the Bay County Purchasing Division, 840 West 11th Street, Suite 2500, Panama City, FL 32401, and may be obtained at this address. Electronic versions of the solicitation package are available via email to: kgrindle@. Inquiries regarding this Bid should be directed to Jim Clawson, Purchasing Director, via email to: jclawson@ or FAX to (850) 248-8276.

The Board of County Commissioners reserves the right to accept or reject any and all bids in whole or in part, to waive informalities in the bidding or bidding documents, to obtain new bids, or to postpone the bid opening pursuant to the Board Purchasing Policy. Each bid shall be valid to BAY COUNTY for a period of ninety (90) days after the bid opening.

Bay County is an Equal Opportunity Employer.

Submitted by Jim Clawson, CPPB

Purchasing Director

NOTICE TO PUBLISHER: This legal ad to appear on July 20, 2011

Please forward the original “Proof of Publication” and the invoice to:

Bay County Finance Office

P.O. Box 2269

Panama City, Florida 32402

Purchase Order Number 145710 will be forwarded to you.

1. Bid Documents

The Bid Documents are on file at the Bay County Purchasing Division, 840 W. 11th Street, Suite 2500, Panama City, Florida. They may be examined at the above address or copies will be provided to bidders at no cost.

2. Bid Form

To receive consideration, all bids shall be made on the forms provided, properly executed and with all items filled out. Do not change the wording of the Bid Form and do not add words to the wording of the Bid Form. No conditions, limitations or provisions will be attached or added to the Bid Form by the bidder. Alterations by erasure or interlineations must be explained or noted in the bid over the signature of the bidder. Any bid modification must be in writing.

3. Delivery

Each bid shall be addressed to the Board of County Commissioners, Attn: Purchasing, and shall be delivered to the Board of County Commissioners, at 840 W. 11th Street, Suite 2500, Panama City, Florida 32401, on or before the day and/or hour set for the opening of bids. Bids shall be submitted in duplicate, (1) one marked “Original” and (1) the other, “Copy”. Each bid shall be enclosed in a sealed envelope bearing the title of the work, the name of the bidder and the date for opening. It is the sole responsibility of the bidder to ensure that the bid is received on time. The County will check the bids and notify the selected bidder at the earliest opportunity, not to exceed 90 days from the date of bid opening.

4. BID DEPOSIT REQUIRED:

No response will be considered unless it is accompanied by a bid deposit in the form of postal money order, cashier’s check, or certified check in the amount of $ 1,000.00. Money orders or checks should be made payable to the Bay County Board of County Commissioners. Bid deposits of all unsuccessful bidders shall be returned after the contract is awarded and proof of required insurances given by the successful bidder, is accepted by the County. The successful bidder’s security will be retained until the Contract is signed and the bidder has furnished all documentation as described in the solicitation. If the successful bidder fails to furnish all required documentation to include insurance coverage in the amounts stipulated in the solicitation within ten (10) days after notice of the award, the amount of the bid deposit shall be forfeited to the County; but in no event will the Principal's liability exceed the amount specified for the bid deposit.

5. Payment of Taxes Required

Bids shall include sales tax and all other applicable taxes and fees. Bids shall include proof of payment of taxes. The Board of County Commissioners reserves the right to declare a Bidder as non-responsive should Bidder is delinquent in the payment of Bay County taxes. Bidders shall provide proof of payment of Bay County taxes if applicable or if there is no tax liability with Bay County the bidder shall obtain a statement from the Bay County Tax Collector stating no taxes are owed. Bidders may contact the Bay County Tax Collector at:

Peggy C. Brannon

Tax Collector, Bay County

P.O. Box 2285

Panama City, FL 32402

Phone 850-248-8501, Fax 850-248-8541

6. Withdrawal of Bids

Any bidder may withdraw his bid, either personally or by written request, at any time prior to the scheduled time for opening bids. No bidder may withdraw his bid for a period of 90 days after the date for opening and all bids shall be subject to acceptance by the County during this period.

7. Basis of Award

The Contract will be awarded to the lowest responsible bidder who has bid the lowest qualified Contract Sum. The County reserves the right to:

a. reject any or all bids received;

b. select and award any portion of any or all bid items;

c. limit quantities under bid items; and

d. waive minor informalities and irregularities in the bids and bidding.

8. Execution of Agreement

The successful bidder shall, within 10 days after receipt of the Notice of Award and the contract forms or documents, sign and deliver to the County Purchasing Director all required contract documents. The contractor shall also deliver any required policies of insurance or insurance certificate as required. All insurance documents shall be approved by the Bay County Risk Management Office before the successful bidder may proceed with the work. The term of the contract will begin upon execution by the County and continue for one calendar year, with an option to the County for two (2) one (1) year renewals.

9. Point of Contact

The Purchasing Department will be the only point of contact for this bid. Under no circumstances may a bidder contact any County Commissioner, County Administrator, or County employee concerning this bid until after award. Any such contact may result in bid disqualification. The last day for questions will be ten (10) calendar days prior to the opening date.

10. Representations

The contract documents contain the provisions required for the project. Information obtained from an office, Director, or employee of the County for any other person shall not affect the risks or obligations assumed by the bidder or relieve the bidder from fulfilling any of the conditions of the contract.

11. Local Preference

It is the policy of the Bay County Board of County Commissioners to encourage local businesses to provide goods to the County of Bay through the County’s purchasing program. In order to encourage local businesses, the County has established a local preference for local businesses by providing a 5% local preference as to any purchase of goods or supplies. Any local business that qualifies for a local preference will have its bid judged as being the lowest if the bid is within 5% of the lowest bid not qualifying for local preference. A “Resident Bidder” is defined as an individual whose primary residence is within Bay County, Florida; or a Florida Corporation, partnership, or other business entity whose principal place of business is within Bay County, Florida or which maintains a full time business office open to the public within Bay County, Florida.

12. Tie Bids

If all bids received are for the same total amount or unit price, quality and service being equal, the contract or purchase shall be awarded to a local responsible bidder. “Local bidder” is defined to be a bidder whose business office is located within Bay County. If there is a tie bid among local bidders, or among non-local bidders, the County Manager shall determine which bid shall be selected when bids exceed twenty-five thousand dollars ($25,000). For tie bids of twenty-five thousand dollars ($25,000) or less, the Purchasing Director shall determine which bid shall be selected.

13. Bid Protest

After posting of recommendation of award on the purchasing department public bulletin board, any actual or prospective bidder who is aggrieved in connection with the pending award or other element of the process leading to the award of a contract, may protest to the purchasing director or their designee.

PROPOSAL SUBMITTAL

Each proposal shall include, but need not be limited to, the following information.

1. One original and one copy

2. E-Verify

3. Pur 7068 - Statement on Public Entity Crimes

4. Sub-Contractors

5. Anti-Collusion

6. Conflict of Interest

7. Addendum Acknowledgement (if Addendums were issued)

8. Drug Free Workplace

9. Bid Deposit (postal money order, cashier’s check, or certified check in the amount of $ 1,000.00).

10. Proof of payment of Bay County taxes.

11. Bid Form

(Amenities of individual offices will determine applicability)

TRASH REMOVAL

Waste Baskets shall be emptied daily. Boxes, cans, and papers placed near a trash receptacle marked “TRASH” shall be removed. Items placed on top of trash receptacles will be removed without being marked “TRASH”. Coffee will not be poured into trashcans; however, wet coffee grounds and filters may be disposed of in trashcans.

DUSTING

All furniture, file cabinets, and horizontal surfaces which can be reached while standing on the floor shall be dusted daily with a chemically treated cloth. Other horizontal surfaces (i.e. ceiling fans) shall be dusted with a chemically treated cloth monthly.

High Dusting – Pipes, ledges, moldings, shelf-tops, ceiling fans, and other horizontal areas in high places shall be dusted at least monthly.

Venetian Blinds & Draperies – Venetian blinds shall be dusted or damp wiped weekly. Draperies shall be straightened and vacuumed on a weekly basis.

Lighting Fixtures – All lighting fixtures shall be dusted and cleaned.

Air Conditioner Grills – All air conditioner grills and return air grills shall be cleaned at least once per month.

FLOORS

Vacuuming – All rugs/carpets shall be vacuum cleaned daily. Hard-to-get spots and corners shall be cleaned appropriately. All rugs/carpets shall be spot cleaned, when observed necessary.

Dust Mopping – All non-carpeted floors shall be dust mopped with a treated yarn dust mop daily with special attention being given to areas under desks and furniture to prevent the accumulation of dust and dirt. Dust mopping shall be done after furniture has been dusted.

Wet Mopping – All waxed, painted, or non-carpeted floors shall be damp mopped when dirt cannot be removed via dust mopping as stated above.

Floor Waxing & Buffing – All non-carpeted resilient floors shall be waxed with no-skid Underwriter Laboratory Approved materials. The floors and traffic areas shall be waxed and buffed so as to maintain a uniform appearance throughout the entire building. The frequency of the waxing shall be governed by the amount of wear due to weather and other conditions, or as determined by the owner of the facility. Stripping and machine scrubbing shall be accomplished as frequently as necessary, or as determined by the owner of the facility, depending on the need to remove dirt-embedded finishes, stains, spillage, and wax buildup.

SPOT CLEANING

Walls, doors, kick plated, moldings, painted woodwork, and interior glass shall be kept free from hand prints, heel marks, and smudges which can be removed with cloth and neutral cleaner. The type of cleaner to be used shall be appropriated for the type of surface being cleaned. Chrome cleaner shall be used on all chrome surfaces to include kick plates on doors.

STAIRWAYS AND LANDINGS

All stairways and landings shall be dust mopped with a treated yarn dust mop daily. Railings, ledges, and equipment shall be dusted daily. Spot cleaning of doors and walls shall be done as necessary. Floor areas shall be damp mopped, scrubbed, waxed, and buffed as necessary.

ENTRANCEWAYS AND LOBBIES – (EXTERIOR and INTERIOR)

Public and private entranceways, exits, and lobby areas shall be cleaned daily. Entrance doors, counters, and lobby glass surfaces shall be cleaned daily. Particular attention shall be given floor and glass doors during inclement weather. Entrance walkways, sidewalks, and wheelchair ramps shall be cleared of dirt and debris daily. Litter and debris shall be picked up and removed from the entrances and walkways in and about the entrances and exits of the facility.

ELEVATORS

All interior surfaces and fixtures of the elevators and the elevator lobby doors shall be wiped with a disinfectant cleanser daily. Elevator floors shall be damp mopped daily.

RESTROOMS AND DRESSING FACILITIES

• Wash all mirrors using a glass cleaner.

• Wash hand basins and hardware using a disinfectant cleaner.

• Wash urinals using a disinfectant cleaner.

• Wash toilet seats using a disinfectant in water.

• Wash toilet bowls using a disinfectant cleaner.

• Damp mop floor using disinfectant in water.

• Damp wipe, clean, and disinfect all tile and other surfaces. Spot wipe and clean where necessary. Walls and partitions are to be free of handprints.

• Replenish hand soap, liquid soap, towels, and tissue.

• Toilet bowl brush should be used on toilet bowls, and care shall be given to clean flush holes, under rim of bowl, and passage trap.

• Bowl cleaner shall be used as often as needed to keep bowls free and clear of any stains.

• No disinfectant water will be transported from one restroom to another.

• Shower stalls will be wiped down with a disinfectant cleaner and rinsed clean. Tile and tile grout will be free from soap scum and mildew at all times.

• Dressing areas and locker rooms will be vacuumed in carpeted areas and damp mopped with a disinfectant in water in non-carpeted areas.

KITCHEN AREAS, POTS AND DISHES, DRINKING FOUNTAINS

All kitchen areas will be thoroughly cleaned and sanitized daily. All coffeepots, cups, glasses, dishes, etc. in the kitchen area will be washed. Countertops and tabletops will be wiped with a sanitation solution. Portable appliances, to include microwave ovens, will be wiped free of any food particles and sanitized daily. All refrigerators will be emptied, wiped down, and sanitized at least once a quarter. (No food items will be discarded by the contractor’s employees). All items removed from the refrigerators during cleaning will be returned immediately.) All drinking fountains will be cleaned and sanitized daily.

ATRIUM/OUTDOOR LEISURE AREAS

Trash receptacles and exterior butt-cans will be emptied daily. Additionally, all trash, debris, and cigarette butts blown out of the appropriate receptacles or otherwise discarded on the grounds shall be gathered and discarded daily. Walkways and sidewalks will be swept daily and scrubbed with a solution of bleach and water whenever signs of mold or mildew are apparent. Picnic tables are to be scrubbed with a sanitation solution of bleach and water daily.

WINDOWS

Interior and exterior of all windows shall be cleaned at least monthly or as determined by owner.

SUPPLIES and EQUIPMENT

All supplies including liners, soap, hand towels, toilet tissue and cleaning products, will be the responsibility of the vendor.

The Contractor shall furnish and maintain, in good repair, all equipment, including, but not limited to, mops, brooms, buffers, vacuums, ladders, and any other equipment necessary to perform the requirements of the contract. Commercial grade cleaning and dusting materials, waxes, solvents, disinfectants and deodorant, rags, steel wool, plastic bags for trash containers (including aluminum recycling), and all other supplies are required. All equipment and supplies used are subject to approval by the County.

All equipment used in the completion of this contract shall be new or less than six months old and in good repair at the commencement of this contract. The Contractor shall submit to the County a list of all equipment, with manufacturer and model number, prior to the commencement of the contract.

In furtherance of improving the quality of indoor air in County buildings, the Contractor shall be required to use vacuum cleaning equipment that provides a double filtration system to prevent redistribution into the air of dust and dirt picked up in the normal course of vacuuming. These filters shall be a combination of at least .3 microns and .1 microns and shall be emptied/cleaned daily. Some backpack vacuum cleaners are recommended for access to small offices and tight spaces.

The Contractor shall provide toilet tissue, paper towels, disposable toilet seat covers, plastic trash can liners for various sizes receptacles, disposable liners for sanitary napkin cans, liquid hand soap, sand for exterior butt-cans and all other cleaning supplies/materials necessary to perform the requirements of the contract.

Supplies must be compatible with existing facilities and dispensers. A small back-up stock is to be kept at the facility for use in emergencies. Shortages of any supplies/materials supplied by the Contractor shall not be allowed to occur in any County facility covered in this contract.

All supplies provided must meet the following minimum specifications and must be approved by Facilities Management:

Toilet Tissue must be Scott 9-inch Jumbo roll, 2-ply Grade AA, white, bleached or equal or Scott Standard roll bath tissue, 2-ply Grade AA, white, bleached or equal and must fit existing dispensers installed in the buildings.

Paper towels must be Georgia-Pacific Acclaim multifold towel, single ply, bleached white or equal and must fit existing dispensers installed in buildings.

Toilet seat covers must be Health Guard HG-5000 or equal and must fit existing dispensers installed in buildings.

Liquid hand soap must be a good grade containing antiseptic ingredients.

The specification of specific product lines will not at any time prevent the possible replacement of any existing dispensers at the discretion of the County.

The Contractor will be assigned a closet(s) in the building (hereinafter referred to as the janitorial closet) for storage of all equipment, materials, and supplies necessary for use in the building.

The Contractor shall submit to the County a list giving the name of the manufacturer, the brand name, and use of each of the materials the Contractor proposes to use in the performance of the work required prior to commencement of this contract. The Contractor shall not use any product, which the County determines would be unsuitable for the intended purpose or harmful to the surfaces to which applied, or to any other part of the building, its contents or equipment. The County may require properly labeled samples of the supplies intended for use before work commences on the contract, or at any time during work, to determine compliance with specifications. Any items failing to meet these specifications, for example, silicone spray shall be replaced immediately by the Contractor and not used on this contract. The MSDS sheets for the products the Contractor intends to use during the performance of the contract shall be submitted to Facilities Management. Additionally, the Contractor shall also have a complete set of MSDS sheets posted in plain view, in each stock room where these products are stored. No additional products/chemicals shall be used in the performance of this contract without prior approval of Facilities Management and submission of samples and corresponding MSDS sheets.

The Contractor shall be required to use a germicide/disinfectant that clearly states on the manufacturer's label and MSDS sheets that it effectively kills viruses on surfaces when performing work designated in this contract.

Defective equipment, materials, or supplies that are found by the County are to be immediately repaired, replaced or removed from the buildings and possible deductions for improper cleaning may occur, as specified herein. Sufficient and properly labeled cleaning supplies shall be kept in the building as backup so proper cleaning can be done. Equipment parts shall be replaced within 24 hours or new equipment brought to the buildings to insure payment deductions will not be given.

All supplies and equipment shall be kept free of traffic lanes or other areas where they may be hazardous and shall be secured at the end of each work period in lockers, cabinets or other areas provided for this purpose. Cleaning solution shall be disposed of properly as directed by the manufacturer.

The County will not be responsible, in any way, for theft of or damage to the Contractor's stored supplies, materials, or equipment kept throughout the buildings, in janitorial closet or the Contractor's employees' personal belongings brought into the building.

OSHA GUIDELINE COMPLIANCE: Hazardous Chemicals. The Contractor shall comply with the required communications relating to the use of chemicals classified as hazardous that pertain to the training, safety, and equipment needed for all employees engaged in the provision of the custodial services. The Contractor shall be responsible for compliance on date of Contract acceptance.

Material Safety Data Sheets. The Contractor shall furnish to the owner of the Facility and to the Purchasing Division copies of Material Safety Data Sheets for all products used prior to beginning service in any facility. The Material Safety Data Sheets must be organized and include an index. These Material Safety Data Sheets must be in compliance to the OSHA Guidelines.

Labeling of Hazardous Materials. The Contractor shall comply with guidelines concerning the labeling of all chemical containers.

Caution Signs. The Contractor shall use "caution signs" as required. The Contractor shall furnish these signs at no additional cost to the County. Caution signs shall be on site on Contract start date.

SITE VISITS: A list of Facility Managers and their phone numbers for each facility is listed on page 29 of this solicitation package. It is the responsibility of the bidder to contact the facility manager and schedule a walk-thru of the facility to determine an appropriate bid.

ADDENDA TO THE SOLICITATION: All official clarifications or interpretations of the documents will be by written addenda issued by the Bay County Purchasing Division. Clarifications given during the submittal process by Bay County to respondent's questions will be considered informal and unofficial. The County shall not be held responsible for oral interpretations. Should any apparent discrepancies, omissions, or doubt as to meaning be found in the document the respondent shall at once notify the Purchasing Director in writing (email is acceptable). The Purchasing Director will send out written instructions or addenda as required to all interested parties. All addenda issued shall be incorporated into the contract. Any prospective bidder desiring an explanation or interpretation of the bid documents, must request the explanation or interpretation in writing soon enough to allow a written reply to reach all prospective bidders before the submission of their bids. Each bid shall include specific acknowledgment of receipt of all addenda that have been issued. Failure to acknowledge receipt may result in the bid being rejected as not responsive. Space is provided in the bid documents to make such acknowledgments.

LIQUIDATED DAMAGES: It is the objective of the County to obtain full cleaning performance in accordance with the terms of the specifications and at the quality standards of work set forth in this contract. Deductions in payment will be made in the event the Contractor consistently fails to perform work to the quality required on the technical specifications of this contract. The County reserves the right to make deductions based on the percentage of work required to complete the task, as determined by the County. Five deductions within a three-month period may result in notice of termination proceedings and the contract contracted to the next lowest, responsible bidder.

PRICE ESCALATION/DE-ESCALATION: No price adjustments may be allowed during the first twelve (12) months of the contract. Price increases will be considered after the first 12 months if substantiated by the producer price index. Written notice of a request for pricing changes and proof to substantiate must be submitted to the Bay County Purchasing Division at no less than 90 days prior to the anniversary date of this contract.

BAY COUNTY BOARD OF COMMISSIONERS

RISK MANAGEMENT REQUIREMENTS

COUNTY DEFINED

The term COUNTY (wherever it may appear) is defined to mean the COUNTY itself, its Board, officers, employees, volunteers, representatives and agents.

OTHER PARTY DEFINED

The term Other Party (wherever it may appear) is defined to mean the other person or entity which is a party to this agreement, contract or lease, any subsidiaries or affiliates, officers, employees, volunteers, representatives, agents, contractors and subcontractors.

HOLD HARMLESS

The Other Party agrees to defend, indemnify and hold the COUNTY harmless against all claims for bodily injury, sickness, disease, death or personal injury or damage to property or loss of use resulting there from, arising out of the agreement, contract or lease unless such claims are a result of the COUNTY’s sole negligence. Nothing herein shall waive or modify the sovereign immunity of the County.

PAYMENT ON BEHALF OF COUNTY

The Other Party agrees to pay on behalf of the COUNTY, and to pay the cost of the COUNTY’s legal defense, as may be selected by the COUNTY, for all claims described in the Hold Harmless paragraph.

Such payment on behalf of the COUNTY shall be in addition to any and all other legal remedies available to the COUNTY and shall not be considered to be the COUNTY’s exclusive remedy.

LOSS CONTROL/SAFETY

Precaution shall be exercised at all times by the Other Party for the protection of all persons, including employees, and property. The Other Party shall be expected to comply with all laws, regulations or ordinances related to safety and health, shall make special effort to detect hazardous conditions and shall take prompt action where loss control/safety measures should reasonably be expected.

The COUNTY may order work to be stopped if conditions exist that present immediate danger to persons or property. The Other Party acknowledges that such stoppage will not shift responsibility for any damages from the Other Party to the COUNTY.

DRUG FREE WORK PLACE REQUIREMENTS

All contracts or purchase orders with individuals, or organizations that wish to do business with the Bay County Board of Commissioners shall require contractors, subcontractors, vendors or consultants to have a substance abuse policy that adheres o FS 440.102. In the event an employee of a supplier of goods or services is found to have violated the Substance Abuse Policy, that employee shall be denied access to the County’s premises and job sites. In addition, if the violation is considered flagrant by the County, and the County is not satisfied with the actions of the contractor, subcontractor, vendor or consultant’s employees, the County can exercise its right to bar all of the contractor’s, subcontractor’s, vendor’s, or consultant’s employees from its premises, or decline to do business with the contractor, subcontractor, vendor or consultant in the future

All expenses and penalties incurred by a contractor, subcontractor, vendor or consultant as a result of a violation of the County’s Substance Abuse Policy requirement shall be borne by the contractor, subcontractor, vendor, or consultant.

INSURANCE - BASIC COVERAGES REQUIRED

The Other Party shall procure and maintain the following described insurance, except for coverages specifically waived by the COUNTY, on policies and with insurers acceptable to the COUNTY.

These insurance requirements shall not limit the liability of the Other Party. The COUNTY does not represent these types or amounts of insurance to be sufficient or adequate to protect the Other Party’s interests or liabilities, but are merely minimums.

Except for workers compensation and professional liability, the Other Party’s insurance policies shall be endorsed to name the COUNTY as an additional insured to the extent of the COUNTY’s interests arising from this agreement, contract or lease. (General Liability and Business Auto)

Except for workers compensation, the Other Party waives its right of recovery against the COUNTY, to the extent permitted by its insurance policies.

The Other Party’s deductibles/self-insured retentions shall be disclosed to the COUNTY and may be disapproved by the COUNTY. They shall be reduced or eliminated at the option of the COUNTY. The Other Party is responsible for the amount of any deductible or self-insured retention.

Insurance required of the Other Party or any other insurance of the Other Party shall be considered primary, and insurance of the COUNTY shall be considered excess, as may be applicable to claims which arise out of the Hold Harmless, Payment on Behalf of COUNTY, Insurance, Certificates of Insurance and any Additional Insurance provisions of this agreement, contract or lease.

Workers Compensation Coverage

The Other Party shall purchase and maintain workers compensation insurance for all workers compensation obligations imposed by state law and employer’s liability limits of at least $100,000 each accident and $100,000 each employee/$500,000 policy limit for disease.

The Other Party shall also purchase any other coverages required by law for the benefit of employees.

General, Automobile and Excess or Umbrella Liability Coverage

The Other Party shall purchase and maintain coverage on forms no more restrictive than the latest editions of the Commercial General Liability and Business Auto policies of the Insurance Services Office.

Minimum limits of $1,000,000 per occurrence for all liability must be provided, with excess or umbrella insurance making up the difference, if any, between the policy limits of underlying policies (including employers liability required in the Workers

Compensation Coverage section) and the total amount of coverage required.

Commercial General Liability Coverage - Occurrence Form Required

Coverage A shall include bodily injury and property damage liability for premises, operations, products and completed operations, independent contractors, contractual liability covering this agreement, contract or lease, broad form property damage, and property damage resulting from explosion, collapse or underground (x,c,u) exposures.

Coverage B shall include personal injury.

Coverage C, medical payments, is not required.

The Other Party is required to continue to purchase products and completed operations coverage, at least to satisfy this agreement, contract or lease, for a minimum of three years beyond the COUNTY’s acceptance of renovation or construction projects.

Business Auto Liability Coverage

Business Auto Liability coverage is to include bodily injury and property damage arising out of ownership, maintenance or use of any auto, including owned, nonowned and hired automobiles and employee nonownership use.

Excess or Umbrella Liability Coverage

Umbrella Liability insurance is preferred, but an Excess Liability equivalent may be allowed. Whichever type of coverage is provided, it should be at least “following form” and shall not be more restrictive than the underlying insurance policy coverages.

Contractor’s Equipment Coverage

Contractor’s Equipment insurance is to be purchased to cover loss of equipment and machinery utilized in the performance of work by the Other Party. All risks coverage is preferred. Other Party may declare self-insurance.

Fidelity/Dishonesty/Liability Coverage - for County

Fidelity/Dishonesty/Liability insurance is to be purchased or extended to cover dishonest acts of the Other Party’s employees resulting in loss to the County.

EVIDENCE/CERTIFICATES OF INSURANCE

Certificate Holder will be addressed as the BAY COUNTY BOARD OF COMMISSIONERS, 840 W. 11th Street, Panama City, Florida 32401. All certificates, cancellation, nonrenewal or adverse change notices should be mailed to this address. As outlined above, the COUNTY is to be named as Additional Insured on General Liability and Business Auto.

Each Certificate will address the service being rendered to the County by the Other Party.

Required insurance shall be documented in Certificates of Insurance which provide that the COUNTY shall be notified at least 30 days in advance of cancellation, nonrenewal or adverse change.

New Certificates of Insurance are to be provided to the COUNTY at least 15 days prior to coverage renewals.

If requested by the COUNTY, the Other Party shall furnish complete copies of the Other Party’s insurance policies, forms and endorsements.

For Commercial General Liability coverage the Other Party shall, at the option of the COUNTY, provide an indication of the amount of claims payments or reserves chargeable to the aggregate amount of liability coverage.

Receipt of certificates or other documentation of insurance or policies or copies of policies by the COUNTY, or by any of its representatives, which indicate less coverage than required does not constitute a waiver of the Other Party’s obligation to fulfill the insurance requirements herein.

E-VERIFY

Vendor/Consultant acknowledges and agrees to the following: Vendor/Consultant shall utilize the U.S. Department of Homeland Security’s E-Verify system, in accordance with the terms governing use of the system, to confirm the employment eligibility of:

1. All persons employed by the Vendor/Consultant during the term of the Contract to perform employment duties within Florida; and

2. All persons, including subcontractors, assigned by the Vendor/Consultant to perform work pursuant to the contract with the Department.

Company/Firm:

Authorized Signature:

Title:

Date:

PUR7068

SWORN STATEMENT PURSUANT TO SECTION 287.133(3)(a),

FLORIDA STATUTES,

PUBLIC ENTITY CRIMES

THIS FORM MUST BE SIGNED AND SWORN TO IN THE PRESENCE OF A NOTARY PUBLIC OR OTHER OFFICIAL AUTHORIZED TO ADMINISTER OATHS.

1. This sworn statement is submitted to

by

for

whose business address is

and (if applicable) its Federal Employer Identification Number (FEIN) is

(If the entity has no FEIN, include the Social Security Number of the individual signing this sworn statement:

2. I understand that a “public entity crime” as defined in Paragraph 287.133 (1)(g), Florida Statues, means a violation of any state or federal law by a person with respect to and directly related to the transaction of business with any public entity or with an agency or political subdivision of any other state or of the United States, including, but not limited to, any bid or contract for goods or services to be provided to any public entity or an agency or political subdivision of any other state or of the United States and involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentation.

3. In understand that “convicted” or “conviction” as defined in Paragraph 287.133 (1)(b), Florida Statutes, means a finding of guilt or a conviction of a public entity crime, with or without and adjudication of guilt, in any federal or state trial court of record relating to charges brought by indictment or information after July 1, 1989, as a result of a jury verdict, non jury trial, or entry of a plea of guilty or nolo contendere.

4. I understand that an “affiliate” as defined in Paragraph 287.133(1)(a), Florida Statutes, means:

a. A predecessor or successor of a person convicted of a public entity crime; or

b. An entity under the control of any natural person who is active in the management of the entity and who has been convicted of a public entity crime. The term “affiliate” includes officers, directors, executives, partners, shareholders, employees, members, and Directors who are active in the management of an affiliate. The ownership by one person of shares constituting a controlling interest in another person, or a pooling of equipment or income among persons when not for fair market value under an arm’s length agreement, shall be a prima facie case that one person controls another person. A person who knowingly enters into a joint venture with a person who has been convicted of a public entity crime in Florida during the preceding 36 months shall be considered an affiliate.

5. I understand that a “person” as defined in Paragraph 287.133(1)(e), Florida Statutes, means any natural person or entity organized under the laws of any state or of the United States with the legal power to enter in to a binding contract and which bids or applied to bid on contracts for the provision of goods or services let by a public entity, or which otherwise transacts or applies to transact business with a public entity. The term “person” includes those officers, directors, executives, partners, shareholders, employees, members, and Directors who are active in management of an entity.

6. Based on information and belief, the statement which I have marked below is true in relation to the

entity submitting this sworn statement. [indicate which statement applies.]

_____Neither the entity submitting this sworn statement, nor any of its officers, directors, executives,

partners, shareholders, employees, members, or Directors who are active in the management of the

entity, nor any affiliate of the entity has been charged with and convicted of a public entity crime

subsequent to July 1, 1989.

_____The entity submitting this sworn statement, or one or more of its officers, directors, executives,

partners, share holders, employees, members, or Directors who are active in the management of the

entity, or an affiliate of the entity has been charged with and convicted of a public entity crime

subsequent to July 1, 1989.

_____The entity submitting this sworn statement, or one or more of its officers, directors, executives,

partners, shareholders, employees, members, or Directors who are active in the management of the

entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989. However, there has been a subsequent proceeding before a Hearing Office of the State of Florida, Division of Administrative Hearings and the Final Order entered by the Hearing Officer determined that it was not in the public interest to place the entity submitting this sworn statement on the convicted vender list. [attach a copy of the final order]

I UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTING OFFICER FOR THE PUBLIC ENTITY IDENTIFIED IN PARAGRAPH 1 (ONE) ABOVE IS FOR THE PUBLIC ENTITY ONLY AND, THAT THIS FORM IS VALID THROUGH DECEMBER 31 OF THE CALENDAR YEAR IN WHICH IT IS FILED. I ALSO UNDERSTAND THAT I AM REQUIRED TO INFORM THE PUBLIC ENTITY PRIOR TO ENTERING INTO A CONTRACT IN EXCESS OF THE THRESHOLD AMOUNT PROVIDED IN SECTION 287.017, FLORIDA STATUTES FOR CATEGORY TWO OF ANY CHANGE IN THE INFORMATION CONTAINED IN THIS FORM.

Signature

Sworn to and subscribed before me on this day of , 20 .

Personally known OR Produced identification

Notary Public- State of

My commission expires:

[printed, typed or stamped commissioned name of notary public]

Sub-Contractors

As the bidder, I submit a listing of the Sub-Contractors which I shall use to accomplish the Work. Sub-Contractors are listed by name, address, amount of work and item of work. If none, please state so.

Subcontractor Name and Address:

Work to be performed and amount:

Subcontractor Name and Address:

Work to be performed and amount:

Subcontractor Name and Address:

Work to be performed and amount:

Subcontractor Name and Address:

Work to be performed and amount:

Signature:

Printed Name

Title: Date:

Anti-Collusion Clause

Firm certifies that their response is made without prior understanding, agreement or connection with any Corporation, Firm or person submitting a response for the same services and is in all respects fair and without collusion or fraud.

Name of Firm:

Address:

Signature:

Printed Name

Tel No.:

CONFLICT OF INTEREST DISCLOSURE FORM

For purposes of determining any possible conflict of interest, all firms, must disclose if any Bay County Board of County Commissioner(s), employee(s), elected officials(s), of if any of its agencies is also an owner, corporate officer, agency, employee, etc., of their firm.

Indicate either “yes” (a county employee, elected official, or agency is also associated with your firm), or “no”. If yes, give person(s) name(s) and position(s) with your firm.

YES NO

NAME(S) POSITION(S)

ADDENDUM ACKNOWLEDGEMENT

I acknowledge receipt of the following addenda:

ADDENDUM NO. DATED

ADDENDUM NO. DATED

ADDENDUM NO. DATED

ADDENDUM NO. DATED

ADDENDUM NO. DATED

Firm Name:

Address:

Title:

Phone No.:

FAX No.:

It is the responsibility of the firm to ensure that they have received addendums if issued. Call (850) 248-8270 or email kgrindle@ prior to submitting your bid to ensure that you have received addendums.

DRUG FREE WORKPLACE

Section 287.087 Florida Statutes

Preference shall be given to businesses with drug-free workplace programs. Whenever two or more Bids, which are equal with respect to price, quality, and service, are received by the State or by any political subdivision for the procurement of commodities or contractual services, a Bid received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process.

Established procedures for processing tie bids will be followed if none of the tied vendors have a drug-free workplace program. In order to have a drug-free workplace program, a business shall:

1. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.

2. Inform employees about the dangers of drug abuse in the workplace, the business's policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.

3. Give each employee engaged in providing the commodities or contractual services that are under Bid a copy of the statement specified in subsection (1).

4. In the statement specified in subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under Bid, the employees will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction.

5. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee's community, by an employee who is so convicted.

6. Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section.

As the person authorized to sign the statement, I certify that this firm complies fully with the above requirements.

Vendor's Signature:

BID FORM

This proposal of , hereinafter called “BIDDER,” organized and existing under the laws of the State of doing business as (Insert a corporation”, “a partnership” or “an individual” as applicable), is hereby submitted to the Board of County Commissioners, Bay County, hereinafter called “OWNER.”

In compliance with the Advertisement for Bids, BIDDER hereby proposes to provide Bay County with Janitorial Services at various locations, as detailed in this solicitation.

By submission of this BID, each Bidder certifies, and in the case of a joint BID each party thereto certifies as to its own organization, that this BID has been arrived at independently, without consultation, communication or agreement as to any matter relating to this BID with any other BIDDER or with any other competitor.

BIDDER acknowledges receipt of the following ADDENDA:

|Base Bid |

|FACILITY NAME |BID PRICE |LOCATION ADDRESS |BUILDING SIZE |CONTACT NAME & PHONE |CLEANING SCHEDULE |

| |(PER MONTH) | |(SQ FT) | | |

|Finance Facility |  |240 East 4th Street |4,600 |Joey Rogers |Monday thru Friday |

| | |PC, FL 32401 | |(850) 747-5215 |After 5:00 PM |

|Juvenile Justice |  |533 East 11th Street |23,719 |Cheryl Penninger |Monday thru Friday between 6 AM-3 PM |

|Facility | |PC, FL 32401 | |(850) 873-7182 | |

|JJ Annex |  |456 East 11th Street |8,054 | Suzanne Cox |Tues After 8:00 PM |

|Teen Court | |PC, FL 32401 | |(850) 747-5191 |Thurs After 5:00 PM |

|JJ Annex |  |456 East 11th Street | |Penny Batchelor |Mon-Weds-Friday |

|Guardian Ad Litem | |PC, FL 32401 | |(850) 747-5461 |After 5:00 PM |

|Lynn Haven Tax |  |801 Florida Avenue |2,900 |Karon Lundy |Monday thru Friday |

|Collector Branch | |LH, FL 32444 | |(850) 784-4090 |After 5:30 PM |

|Parker |  |5424 N. Lakewood Dr |1,971 |Karon Lundy |Monday thru Friday |

|Tax Collector | |PC, FL 32401 | |(850) 784-4090 |After 5:00 PM |

|Courthouse |  |300 East 4th |70,801 |Sherrie Canaday |Monday thru Friday |

| | |PC, FL 32401 | |(850) 747-5222 |After 5:00 PM |

|Courthouse |  |301 McKenzie |7,525 |Sherrie Canaday |Monday thru Friday |

|Annex | |PC, FL 32401 | |(850) 747-5222 |After 5:00 PM |

|TDC |  |17001 PCB Parkway |5,412 |Marcia Bush |Monday thru Friday |

| | |PCB, FL 32413 | |(850) 233-5070 |After 5:30 PM |

|PCB Tax |  |17101 PCB Parkway |6,888 |Vera Pate |Monday thru Friday |

|Collector | |PCB, FL 32413 | |(850) 233-5035 |After 4:00 PM |

| | | | | | |

|Submitted by: |  |Bid prepared by: |  |

| |Name of Firm/Company | |Name of person |

|Address: |  |Phone: |  |

| |  | | | |

|Signature: |  |Date: |  |

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