LIBERTY DISTRICT SCHOOLS – MAINTENANCE DEPARTMENT 12926 NW CR 12, BRISTOL,

FL 32321
Request for Bid No.10-02 Bid Title: JANITORIAL SERVICES
Mailing Date: Bid Opening date and time: March 22, 2010, 9:00 AM
POSTING OF BID TABULATIONS Bid tabulations with recommended awards will be
Bids shall be submitted to the posted for review by interested parties at the location where bids are opened and will
remain posted for a period of 72 hours. Failure to file a protest of either specifications
Liberty County School Board
or intended awards within the time described in and in accordance with Section
Maintenance Office, 12926 NW CR 120.57(3), Florida Statutes and School Board Policies, shall constitute a waiver of
12, Bristol, FL 32321 proceedings under Chapter 120, Florida Statutes. Posting will be on or about March
24, 2010.
Bidder has become fully familiar with the terms, conditions and specifications of this bid request and agrees to abide by all
conditions stated herein.

Firm: ___________________________________

Authorized Signature _______________________________ Signer (typed) ____________________________

Title _____________________________________

Address: ____________________________________________________________________________________________

Phone: __________________________________ Fax: ________________________________

GENERAL CONDITIONS 1. The original and five (5) copies of this bid must be submitted on this form and in a sealed
envelope clearly marked with the Bid Request Number, Bid Title, and Date and Time of Bid opening. Facsimiles will not be
accepted. 2. It is the bidder's responsibility to assure that his bid is delivered at the appointed time and to the appropriate
place of bid opening. THE BOARD WILL NOT BE RESPONSIBLE FOR BIDS NOT SO DELIVERED. 3. Bids will not be
accepted after the stated bid opening date and time. 4. Bid must be signed in the space provided by an authorized
representative; otherwise bid will be invalid. 5. All corrections shall be initialed. 6. Bidders offering quotations on items other than
the specified brand and model number shall provide complete descriptive literature in sufficient detail to indicate clearly that the
item bid meets or exceeds the specifications. Failure to supply such information may result in rejection of your bid on the item in
question. The Board reserves the right to determine the acceptability of any item offered as an equivalent to a specified item. 7.
No substitutions for accepted items will be allowed when delivery is made. 8. Prices bid shall be firm and include all charges for
packing, handling, shipping and delivery to the destination site shown herein. 9. A person or affiliate who has been placed on
the convicted vendor list following a conviction for public entity crime may not submit a bid on a contract with a public entity for
the construction or repair of a public building or public work, may not submit bids on leases of real property to public entity, may
not be awarded or perform work as a contractor, supplier, 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 Florida
Statutes, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. (Florida
Statutes Section 287.133) 10. Payment will be made within 30 days of submission of a properly certified invoice to the District
Business Office and acknowledgment of receipt of goods or services by the ordering cost center. Invoices shall bear the
purchase order number. 11. Any changes to bid specifications will be communicated in writing by the Board. No change will be
considered binding unless so provided. 12. When samples are called for, they must be provided free of expense to the Board.
Samples will be provided in the quantity and to the place specified. If not destroyed in evaluation, a bidder may have samples
returned at their expense. The Board will dispose of any samples not claimed within 60 days of bid opening. 13. Any purchase
order issued pursuant to this bid request and monies that may become due hereunder are not assignable except with the written
approval of the Board. 14. Any material submitted in response to this bid request will become public record. Any claim of
confidentiality is waived upon submission of a bid. 15. The Liberty District School Board reserves the right to waive formalities
and to reject any and all bids or to accept any bid or combination of bids deemed to be in the Board's best interest and the
decision of the Board will be final. 16. Default Provision: In case of default by the bidder or contractor, the District may procure
the articles or services from other sources and hold the bidder or contractor responsible for any excess costs incurred thereby.
NOTE: ANY AND ALL SPECIAL CONDITIONS AND SPECIFICATIONS ATTACHED HERETO WHICH VARY FROM THESE
GENERAL CONDITIONS SHALL HAVE PRECEDENCE.

The Liberty District Schools desires to obtain bids from qualified individuals, firms and legal entities relative to
supplying an optional source of labor, supervision, materials, and equipment required to perform Janitorial
Services for District facilities.

INTENT:
It is the intent of the Liberty District Schools to portray to the general public, and District employees, buildings

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that are clean, safe, sanitary, and well maintained for the use, and enjoyment of all.

POINT OF CONTACT:
For information concerning procedures for responding to this bid, or information concerning the scope of
services and or requirements contact Mr. Marc McCaskill, Director of Maintenance/Facilities, Liberty County
School Board, 12926 NW CR 12, Bristol, FL 32321 phone: 850-643-2275; fax: 850-643-5131; email:
marc.mccaskill@lcsbonline.org.

Such contact is to be for clarification purposes only. Under no circumstances are the superintendent, board
members, school administrators or any other school board employee to be contacted concerning this bid until
after award. Any such contact may result in bid disqualification.
Material changes, if any, to the scope of services, or bid procedures will be transmitted only by addendum. The
Bidder, in turn, shall acknowledge receipt of the addendum by statement of the addendum number and the
date of issuance in the submittal of his/her bid. The District will not be responsible for any interpretation, other
than those transmitted by addendum to the bid, made or given prior to the bid award. The Bidder is responsible
for verifying they have received all Bid Addenda.

TIME TABLE OF EVENTS

March 8, 2010 Pre-Proposal Conference. A maximum of three representatives from each company may attend.
March 8, 2010 Scheduled visits to Liberty County schools by interested companies
March 10, 2010 Questions Due
March 12, 2010 Questions Answered
March 19, 2010 Proposals Due
March 22, 2010 Proposals Opened and reviewed. Final candidates notified.
March 25, 2010 Presentation by final candidates.
March 26, 2010 Recommendation by Committee and notice of intended decision will be posted by 4:00 P.M.
April 13, 2010 Board Action.
July 1, 2010 Resident management begins

PRE-BID CONFERENCE & SITE VISITS: A MANDATORY Pre-Bid Conference and visit to sites will be held
at the District Office located at 12926 NW CR 12, Bristol, FL 32321 on Monday, March 8, 2010 at 8:30 am.
The conference will begin in the School Board meeting room and transportation will be provided to the school
sites for those desiring to visit them. Attendance at this pre-bid conference is mandatory, as it will be the
only opportunity for bidders to receive answers to theirs and others’ technical questions firsthand. Attendance
at the conference will be evidenced by the representative’s signature on the attendance roster. The first 5
minutes of the conference will be for distribution of documentation and for vendor sign in. Vendors
must arrive on time to be allowed to participate in the conference. Those arriving after the 5 minute sign in
period will not be allowed to participate. Each interested company will be limited to a maximum of three
representatives at this conference. Bidders will have the opportunity to ask questions relating to the custodial
program. Questions not addressed at the pre-proposal conference must be submitted in writing to the District.
Written responses to all questions will be distributed to all bidders that attend the pre-proposal meeting and will
be referred to as Attachment 1. If you are not the prime bidder but attending on behalf of someone else,
please make note of this when signing the attendance roster where indicated. Additions or changes to the
original documents resulting from this conference of a material nature will be documented in the form of written
addenda and distributed only to those bidders who have been accepted by bidder pre-registration. A walk-
through of the facility and areas to be serviced will be included as a part of the pre-bid conference.

ONLY THOSE BIDDERS WHO ATTEND THE MANDATORY PRE-BID CONFERENCE WILL BE ALLOWED
TO PARTICIPATE IN THE BIDDING PROCESS AND HAVE BIDS TAKEN INTO CONSIDERATION FOR
AWARD.

1. Bid-Responses:
Bidders are required to submit one (1) original and five (5) copies of their bid, on 8½” x 11” plain white
paper, signed by the bidders' contractually binding authority.

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2. Bid Pricing:
Bidders shall provide bid pricing on a flat rate per square foot basis for a full service contract including
all daily, weekly, and periodic services.

3. Bid-Evaluation Criteria:
All bidders will be evaluated and scored based on the following:

a. Total annual cost

b. Bid Proposal, conformity to specifications and scope of work.
c. Response to request for information, from each section.
d. Requested references. The district shall not be solely restricted to requested references of Section-B,
Experience & Workmanship. But reserves the right to, utilize all resources available, developing,
obtaining, verifying, any/all references, of companies submitting bids for the scope work listed herein.
e. Development of objective opinions by an evaluation & review of bid proposal and the request for
information sections, ability to perform specified scope of work, to establish and maintain objective
factors of specifications. Verification, of any/all, pervious, current or available references, and any/all
other information deemed relevant.
f. Final candidates will be invited to make presentations to the review committee.

A) Qualifications of firm and staff …............................Maximum of 30 points

1-Request for information @ maximum 30.00 points each

Points Scale:
Best 30.00 - 24.00 Points
Better 23.00 - 17.00 Points
Good 16.00 - 10.00 Points
Poor 9.00 - 1.00 Points

Evaluation will be based upon the following:

1. A narrative letter which profiles your company’s ability to manage multiple sites as specified
herein, qualifications, experience, capabilities for an educational/ institutional contract.
2. Company implementation plan to perform services for the scope of work as specified herein:
a. Number of Supervisors.
b. Supervisor(s) experience, training and qualifications.
c. Supervisor inspections schedule
d. Number of employees.
e. Labor hours, daily, per employee
f. Employee training program
g. Equipment & materials to be assigned to this facility.
h. Initial cleaning, (if any)
i. Startup, plan

B) Experience & Workmanship ……....................Maximum of 40 points

1-information requests @ maximum 40.00 points each

Points Scale:
Best 40.00 - 30.00 Points
Better 29.00 - 20.00 Points
Good 19.00 - 10.00 Points
Poor 9.00 - 1.00 Points

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 Evaluation will be based upon:

1. List previous and current educational, institutional and commercial custodial contracts you have
worked under during the last (7) seven years. Minimum, of five (5). Experience within
educational facilities preferred.

a. Agency name
b. Address
c. Point of contacts
d. Job title
e. Phone numbers
f. E-mail addresses
g. Starting & ending dates of contract terms
h. Contract extension dates, starting, ending or current, (if applicable)
i. Reason(s) for loss of contract

2. Provide an outline of each contract with the following information:

a. Number of and cleanable, square footage per site

b. Student/workforce population (if applicable)
c. Program operations & Staffing patterns
d. Any other information deemed relevant.

C) ANNUAL COST/PRICE CALCULATIONS....................Maximum of 50 points

• Total square footage x general cleaning, flat rate square foot cost= monthly cost x 12
months =yearly cost

1st Lowest Yearly Price Per Square Foot 50 Points

2nd Lowest Yearly Price Per Square Foot 40 Points
3rd Lowest Yearly Price Per Square Foot 30 Points
4th Lowest Yearly Price Per Square Foot 20 Points
5th Lowest Yearly Price Per Square Foot 10 Points
All Other Annual Prices Per Square Foot 05 Points

Total Maximum Points= 120

• Total grounds acreage x general grounds maintenance, flat rate acreage cost = monthly
cost x 12 months = yearly cost

1st Lowest Yearly Price Per Acre 50 Points

2nd Lowest Yearly Price Per Acre 40 Points
3rd Lowest Yearly Price Per Acre 30 Points
4th Lowest Yearly Price Per Acre 20 Points
5th Lowest Yearly Price Per Acre 10 Points
All Other Annual Prices Per Acre 05 Points

Total Maximum Points= 120

4. Award: The bid will be awarded district-wide to a single bidder. Award will be made via the development of
an objective opinion by Liberty County School Board and LCSB District staff, in review of requested
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 information and as allowed by Florida Statutes to determine, who is the most:

Responsive Vendor -means a vendor that has submitted a bid, or proposal, or reply that conforms in
all material respects to the solicitation. FS: 287.01226

And is the most Responsible Vendor - means a vendor who has the capability in all respect to fully
perform the contract requirements and the integrity and reliability that will assure good faith
performance. FS: 287.012-24

Offering the Best Value - means the highest overall value to the state based on objected factors that
include, but are not limited to, price, quality, design and workmanship.
FS: 287. 012-4

Providing the best Reference – is a statement about a person or company, qualifications,

character and dependability.

The Liberty District Schools reserves the right and authority to have final say which bid is in
the best interest or the best value.

5. Notice of Award: The successful bidder(s) shall be notified in writing of intent to make award. Upon the
receipt of this notice, bidder(s) shall be required to sign said notice, showing acceptance and
agreement to respond, as per the terms, conditions and specifications of the bid.

6. Time of Award: The District reserves the right to hold bids for a period not to exceed 30-days after the date
of the bid opening.

7. Identical/Ties: In accordance with Liberty District School Board Policies, Section 7.70, - Identical and/or tie
bids, preference shall be given to local businesses, or if there is none, to businesses who have the best
performance record and or by casting lots (e.g. coin toss).

8. Collusion: The District reserves the right to disqualify bids, upon evidence of collusion with intent to defraud
or other illegal practices upon the part of the Bidder. More than one (1) bid from an individual,
partnership, corporation, association, firm, or other legal entity under the same or different names will
not be considered. Reasonable grounds for believing that a Bidder is interested in more than one (1)
bid for the same work will be cause for rejection of all bids in which such Bidders are believed to be
interested. Any or all bids will be rejected if there is any reason to believe that collusion exists among
the Bidders.

9. Withdrawal: A Bidder may withdraw his/her bid without prejudice to themselves no later than the day and
hour set for the bid opening by communicating his/her purpose in writing to the Director of
Maintenance/Facilities. Withdrawn bids will be returned unopened.

10. Examination of documents: Bidders shall assume full reasonability to thoroughly examine the
specifications and all other documents or other materials referred to herein and conduct such
investigations and visits as may be necessary to thoroughly inform themselves regarding existing
schools, departments, personnel, and other conditions relative to compliance with the specifications. No
plea of ignorance by the Bidder of conditions that exist or that may hereafter exist, as a result of failure
or omission on the part of the Bidder to make said investigations and visits, and/or failure to fulfill in
every detail the requirements of this specification and documents promulgated herein, will be accepted
as a basis for varying the requirements of the District or the compensation of the Contractor.

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 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

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

FLORIDA STATUTES, ON PUBLIC ENTITY CRIMES

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

1. This sworn statement is submitted to

(print name of public entity)
by
(print individual's name and title)

for
(print name of entity submitting sworn statement)

whose business address:

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 287.33(1)(g), Florida Statutes, 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 or any other state or of the
United States. Including, but not limited to, any bid 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. I understand that "convicted" or "conviction" as defined in Paragraph 287.133(1)(b), Florida Statutes,

means a finding of guilt or a conviction or a public entity crime, with or without an 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, nonjury trial, or entry or a plea of guilty or nolo contender.

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 those officers,
directors, executives, partners, shareholders, employees, members, and agents 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.

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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 into a binding contract and which bids or applies 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 agents 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 agents 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, shareholders, employees, members or agents 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 agents 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
Officer 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 vendor 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 THAT PUBLIC ENTITY ONLY AND,
THAT THIS FORM IS VALID THROUGH DECEMBER 31 OR 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 SECITON 287.017, FLORIDA
STATUTES FOR CATEGORY TWO OF ANY CHANGE IN THE INFORMATION CONTAINED IN THIS FORM.

(signature)

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

Personally known: or Produced Identification:

Type of Identification: Notary Public - State of

Notary Signature: ____________ Notary Stamp:

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 INDEMNIFICATION, AND HOLD HARMLESS AGREEMENT

In consideration of the mutual covenants and obligations set forth in this Agreement, and other good and
valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the contracting party
agrees to the following “Indemnification, and Hold Harmless Agreement”:

(a) The contracting party shall defend, release, indemnify and hold harmless the Liberty County School
Board (“School Board”) and its respective agents, servants, employees, officials, agents, and assigns, from
any and all lawsuits, claims, judgments, damages, costs, expenses or liabilities (including, but not limited to,
attorneys’ fees and costs at all administrative, pretrial, trial, and appellate levels) resulting or arising from the
negligent, wrongful, or intentional acts or omissions of the contracting party or its officers, agents, or
employees in performance of the duties associated with, related to, or arising out of this Agreement. The
provisions of this paragraph shall survive the termination of this Agreement and shall pertain to any occurrence
during the term of this Agreement, even though the claim may be made after the termination hereof.

(b) In the event that any action or proceeding is brought against the School Board by reason of any matter for
which the School Board is indemnified hereunder, the contracting party shall, upon notice from the School
Board and at the contracting party’s sole cost and expense, resist and defend the same with legal counsel
mutually selected by the contracting party and the School Board; provided, however, that contracting party
shall not admit liability in any such matter on behalf of the School Board without the written consent of the
School Board. The School Board hereby covenants not to settle or compromise any claim or cause of action
for which indemnification is sought from the contracting party without the written permission of the
contracting party.

(c) Should either party be required to bring an action to enforce any of the provisions of this release,
indemnification, and hold harmless agreement, the prevailing party shall be entitled to recover from the other
all reasonable fees and costs associated with the maintenance of such action.

(d) Nothing in this indemnification agreement shall be construed to increase either the School Board’s liability
or, if applicable, the contracting party’s liability, beyond that which is set forth in Section 768.28, Florida
Statutes.

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 BIDDER QUALIFICATIONS & REFERENCES

Qualifications:
Contractor/Bidders shall have the necessary organization, experience, capital, and equipment to carry out the
provisions of the contract to the satisfaction of the District. References from existing and past customers,
financial statements, list of current customers, major equipment available for this project, and experience of the
principal members of the Bidders organization must be furnished with the bid in order to determine
qualifications.

Insurance Requirements

1. Along with sealed bid and before doing any work, contractor(s) shall provide Certificates of Insurance
evidencing that the following coverage’s are in force. Policies shall remain in force for the duration of the
contract period.
2. Worker's Compensation - Workers' Compensation shall be maintained as required by Florida Statutes,
Chapter 440, and shall also include Employers’ Liability coverage with minimum limits of bodily injury by
accident, $100,000; bodily injury by disease, $500,000 policy limit; bodily injury by disease, $100,000 per
employee.
3. Business Auto Policy - Contractor shall agree to maintain Business Auto-mobile Liability at a limit of
liability not less than $1,000,000 each occurrence for all owned, non-owned and hired automobiles. In the
event the Contractor does not own any automobiles the Business Auto Liability requirement shall be amended
allowing Contractor to agree to maintain only Hired & Non-Owned Auto Liability. This amended requirement
may be satisfied by way of endorsement to the Commercial General Liability, or separate Business auto
Coverage form.
4. Commercial General Liability - Commercial General Liability for public liability during the lifetime of this
contract shall have minimum limits of $1,000,000 per claim, $2,000,000 per occurrence for Personal Injury,
Bodily Injury, and Property Damage Liability. Coverage shall include Premises and/or Operations, Independent
Contractors, Products and/or Complete Operations, Contractual Liability and Broad Form Property Damage
Endorsements. Coverage shall not contain an exclusion or limitation endorsement for Contractual Liability or
Cross Liability. Coverage for the hazards of explosion, collapse and underground property damage (XCU)
must also be included when applicable to the work to be performed. All insurance policies shall be issued from
a company or companies duly licensed by the State of Florida. All policies shall be on an occurrence-made
basis; the District shall not accept claims-made policies. Specific endorsements will be requested depending
upon the type and scope of work to be performed. Policy shall include herbicide and pesticide application.

5. Additional Insured Requirements - Except as to Workers' Compensation and Employers' Liability, said
Certificate(s) shall clearly state that coverage required by the contract has been endorsed to include the Liberty
District Schools, a political subdivision of the State of Florida, its officers, agents and employees as Additional
Insured with a CG 2026-Designated Person or Organization endorsement, or similar endorsement, to its'
Commercial General Liability. The name for the Additional Insured endorsement issued by the insurer shall
read "Liberty District Schools, political subdivision of the State of Florida, its officers, employees and agents,
with Contract number 02-35.” An equivalent blanket additional insured endorsement is acceptable. The
Certificate of Insurance shall unequivocally provide thirty (30) days written notice to the District prior to any
adverse changes, cancellation, or non-renewal of coverage there under. Said liability insurance must be
acceptable by and approved by the District as to form and types of coverage. In the event that the statutory
liability of the District is amended during the term of this agreement to exceed the above limits, the Contractor
shall be required, upon thirty (30) days written notice by the District, to provide coverage at least equal to the
amended statutory limit of liability of the District.

6. Waiver of Subrogation - Contractor shall agree by entering into this Contract to a Waiver of Subrogation for
each required policy. When required by the insurer, or should a policy condition not permit an Insured to enter
into a pre-loss agreement to waive subrogation without an endorsement then bidder shall agree to notify the

10
insurer and request the policy be endorse with a Waiver of Transfer of Rights of Recovery Against Others, or
its equivalent.
7. Subcontractors - It shall be the responsibility of the Contractor to insure that all subcontractors comply with
the same insurance requirements referenced above.
8. Deductible Amounts - All deductible amounts shall be paid for and be the responsibility of the Contractor
for any and all claims under this contract.

9 Certificate(s) of Insurance - Immediately following notification of the award of this Agreement, Contractor
shall agree to deliver to the District a Certificate(s) of Insurance evidencing that all types and amounts of
insurance coverage’s required by this bid have been obtained and are in full force and effect. Such
Certificate(s) of Insurance shall include a minimum thirty (15) day endeavor to notify due to cancellation or non-
renewal of coverage.

10 Umbrella or Excess Liability - Contractor may satisfy the minimum limits required above for Commercial
General Liability, Business Auto Liability, or Employer's Liability coverage under Umbrella or Excess Liability.
The Umbrella or Excess Liability shall have an Aggregate limit not less than the highest "Each Occurrence"
limit for Commercial General Liability, Business Auto Liability, or Employer's Liability. When required by the
insurer, or when Umbrella or Excess Liability is written on 'Non-Follow Form," the District shall be endorsed as
an "Additional Insured."
11. Right to Review - District, by and through its Risk Management Department, reserves the right, but not the
obligation, to review and reject any insurer providing coverage.

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 SECURITY

1. Finger Printing and Background Check: The vendor/contractor agrees to comply with all requirements of
Florida Statutes # 1012.465 (Also known as the Jessica Lunsford Act) by certifying that any/all
employees who will be on schools grounds shall/will have completed this mandatory background
screening as required by the referenced statutes and meet the standards established by the statutes
and or meet any/all requirements of the District. These certifications will be provided to the Liberty
District Schools, Administration Department in advance of the vendor/contractor providing any/all
services as required herein.

The vendor/contractor will bear the cost of acquiring the background screening required and any/all
fees imposed by the Florida Department of Law Enforcement and or the District to maintain the
fingerprints provided with respect to vendor/contractor and its employees.

The vendor/contractor will follow procedures for obtaining employees background screening as
established by the Liberty District Schools Human Resources Department.

Where: Liberty District Schools

12926 NW CR 12, Bristol, FL 32321
When: Monday-Thursday 8:00-4:30
Point of Contact: Karen Peddie 850-643-2275 x 236

2. Firearms & Weapons: The possession of any/all weapons, firearm and or any other device is strictly
prohibited on any/all District properties as per Florida Statutes # 790.115

3. Drug Free Workplace: All vendors/contractors will be required to have a Drug Free Work Program for the
duration of the contract period, as per Florida Statutes 287.087.

4. Building Security: The Contractor shall keep all exterior doors locked during the performance of work, and
assure that all exterior doors and suite doors are locked at the end of the shift. Offices with security
systems shall have them activated immediately after work is completed in that area.

5. Security Equipment: It shall be the responsibility of the contractor to train his/her employees on the
operational procedures for installed security equipment and reimburse the District Finance Office for
any false alarm charges caused by the employee(s). Said charges are not limited to the police/fire
department invoice amounts, District employee(s) responding hourly salary including fringe benefits,
etc. Failure to activate alarm systems or lock doors can result in the contractor being assessed
an automatic monetary deduction of $50.00 or actual cost, which ever is higher, per event. The
cost shall be withheld from monthly payment(s).

6. Alarm Responder: Due to a history of alarms caused by contractor personnel, the District may submit the
contractor’s Program Manager as the initial point of contact by the alarm monitoring company. If the
alarm was not caused by contractor personnel, the Program Manager shall immediately notify the next
available person on the contact list.

7. Keys: The Contractor shall be responsible for any lost keys, card keys and any inherent damages (i.e. re-
keying the whole facility). This cost shall be withheld from payment(s). The decision to re-key the facility
is solely that of the District.

8. Vehicles: The make, model, year, color, and license plate number of all vehicles to be on District property
will be on file with the department. Vehicles not listed could be subject to search, and/or removal at the
District’s option.

9. Unauthorized Personnel: At no time shall Contractor allow any people into the building other than bona
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 fide employees of the contractor. At no time shall contractor allow family members, friends, etc. to be
on the grounds or parking lot of the facility during working hours, other than to pick-up or drop-off an
employee.

CONTRACT- ADDITIONAL TERMS & CONDITONS

1. Agreement: The District purchase orders shall constitute the contract between the contractor and the
District. Any and all legal action necessary to enforce the terms and conditions of the contract will be
held in Liberty County, Florida, and the contract will be interpreted in accordance with the laws of the
State of Florida.

2. Subletting/Assigning: The Contractor shall not sublet, sell, transfer, assign or otherwise dispose of the
Contract or any portion thereof, or of the work provided for therein, or of his right, title or interest
therein, to any person, firm or corporation without the written consent of the District. Each Bidder shall
list all subcontractors and the work provided by the suppliers with the bid submitted.

3. Term: Any contract resulting from award of this bid will be for the 2010-2011 school year ending June 30,
2011 or (1) one year from starting date. The Program Manager and Director of Maintenance/Facilities
shall determine the starting date for services following award of the bid. Upon the mutual consent of the
contractor and Liberty District Schools, the contract may be extended annually. Initial award and the
annual extensions shall not exceed a period of three (3) years. Although the District has the right to
discontinue, add, or change the areas being cleaned, the contract is intended to be annual. Should
the District discontinue services the contractor would not be required to resume services at a later date
unless it is agreeable to both parties.

The District reserves the right to terminate the contract with any or all contractors, with 30 days
notice, at any time. Termination may be based on a matter of convenience, economic
conditions, and failure of the contractor to perform satisfactorily or any other reason the District
may determine as justifiable. Either party can cancel the contract at the end of any contract year
with 30 days written notice.

The District reserves the right to add contractors at anytime throughout the life of the contract in order
to maintain the services set forth herein.

4. Cooperative Purchasing Agreement: This contract may be expanded to include other governmental
agencies. Contractor(s) may agree to allow other District sites as well as other public agencies,
(city/county/federal agencies) the same service at the same terms and conditions as this contract,
during the period of time that this contract is in effect. Each political entity will be responsible for
execution of its own requirements with the Contractor.

CONTRACT-CONTRACTOR RESPONSIBILTY

1. Director of Maintenance/Facilities Approval: The Director of Maintenance/Facilities shall have final

approval for custodial methods, products utilized in providing services as required herein. Any changes
to these methods or products shall be submitted in writing and require the Director’s approval prior to
requested changes being put into place.

2. Contractor Materials: The Contractor must furnish and pay all necessary expenses for labor, supervision,
equipment and materials required to provide services described in this specification.

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3. Patent Fees, Royalties, and Licenses: If the Contractor requires or desires to use any design, trademark,
device, material or process covered by letters of patent or copyright, the Contractor and his surety shall
indemnify and hold harmless the District from any and all claims for infringement by reason of the use
of any such patented design, device, trademark, copyright, material or process in connection with the
work agreed to be performed and shall indemnify the District from any cost, expense, royalty or
damage which the District may be obligated to pay by reason of any infringement at any time during the
prosecution of or after completion of the work.

4. Variances to Specifications: Bidders must indicate any variances to the Specifications. Additionally, if bids
are based on alternate products, Bidder must indicate the manufacturer's name and number of the
alternate item(s) being offered and attach appropriate specifications. If variations and/or alternates are
not stated in Bidder's reply, it shall be construed that the bid fully conforms to the specifications.

5. Permits: The Contractor shall be responsible for obtaining all permits, licenses, certifications, etc., required
by Federal, State, County, and Municipal laws, statutes , regulations, codes, and ordinances for the
performance of the work required in these specifications and to conform with the requirements of said
legislation.

6. Familiarity with Laws: The Contractor is assumed to be familiar with all Federal, State and local laws,
statutes, ordinances, rules and regulations that may affect the work. Ignorance on the part of the Bidder
will in no way relieve him from responsibility.

7. Indemnification: The contractor agrees to protect, defend, reimburse, indemnify and hold the District, its
agents, employees and elected officers free and harmless at all times from any and all claims, liability,
expenses, losses, suits, costs, fines and damages by or damage in connection with contractor’s
performance under the contract. The contractor will not be responsible to the District for damages
resulting out of bodily injury or damages to property which the contractor can establish as being
attributable to the sole negligence of the District, its respective agents or employees.

8. Damage to Property: The Contractor shall preserve from damage all property along the line of work, or
which is in the vicinity of or is in any way affected by the work, the removal, or destruction of which is
not called for. In case of damage or emergency notify the appropriate person on the District
Maintenance Standby list (to be provided after contract award). The next business day notify the
Director of Finance.

9. Damaged or Soiled Items: The Contractor shall clean, repair or replace at Contractor’s expense any
carpet, furniture, or equipment that is damaged or soiled due to Contractors negligence.

10. Replacement of Furniture: In the process of cleaning, the Contractor may be required to move furniture,
files, cabinets and office equipment. However, unless specified by the Program Manager upon direction
of the Director of Maintenance/Facilities or his/her designee, the Contractor shall not change general
arrangements. All items shall be replaced where they were situated prior to the required cleaning.

12. Desk Materials: If an employee desires to have his/her desk top, window sills and other work areas
cleaned and polished the District employee will remove all papers, files, and personal items prior to
cleaning. Contractor’s personnel shall not remove any item from the area to be cleaned.

SAFETY

1. OSHA Compliance: Bidders must agree that the equipment, products and chemicals furnished and
application methods will comply with applicable provisions of the Williams-Steiger Occupational Safety
and Health Act of 1970, the Florida Division of Safety and the Department of Education, whichever is
applicable.

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2. Material Safety Data Sheets: The Contractor(s) is/are required to provide a copy of the Material Safety
Data Sheet (MSDS) for all chemicals and or cleaning product required to complete the scope of work
as required herein. The vendor/contractor shall maintain, update as needed, an on-site MSDS listing of
all products in use. This listing will be centrally located, easily accessible to all contractor and District
employees.

3. Safety Signs: The vendor/contractor shall use caution signs as required by OSHA Regulation Standard
29 CFR 1910.144 and 1910.145 at no additional cost to the District. Caution signs shall be on-site on
commencement of contract and execution of their work in compliance with Chapter 442, Florida
Statutes.

4. Hazardous Conditions: The vendor/contractor shall report any/all hazardous conditions and items in need
of repair to the Program Manager and Director of Maintenance/Facilities/Facilities when discovered.

5. Safety Requirements: The contractor shall assume full responsibility of the controls, directions, labor,
mode, and manner of doing the work as specified herein. The contractor will/shall ensure safe
performance of the work with particular attention to any/all OSHA safety requirements.

Invoicing & Payments

Payment Terms:
Invoices shall be for services rendered in the previous month as per General Conditions #10 on page one (1).
All payments shall be less any deductions for inadequate or missed services, and other items as enumerated
in the scope of work listed herein.

Accounting – All contract payments are to be broken down and listed by codes as found in the Florida
Department of Education “Financial And Program Cost Accounting And Reporting For Florida Schools 2001”
(red book). This is to be done as an annual report, submitted to the contract administrator in both written and
Excel file forms. The codes to be used are as follows:

7900 Operation of Plant - Custodial

160 Salaries

200 Employee Benefits

300 Purchased Services (Travel, Subcontracted Services, Training, Pest Control, Mop Laundering, etc.
Company Profit)

500 Materials and Supplies (Anything consumable)

600 Capital Outlay (Equipment)

8100 Maintenance of Plant – Grounds

Same object codes as above

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 CONTRACTOR – SCOPE OF WORK

Supervision, Staffing, Equipment & Supplies:

1. The contractor will furnish all supervision, tools, equipment, supplies, cleaning compounds and floor
finishes necessary to accomplish the work specified to the satisfaction of the District.
2. Equipment - All equipment needed to perform custodial housekeeping services, grounds maintenance,
pest control and any other function performed will be will be provided by the contractor.

3. Supplies – All supplies needed to perform the functions listed in this RFP will be provided by the
contractor, to including but not limited to all chemicals, paper products, custodial office supplies, hand soap,
toilet paper, trash liners, walk off mats and cleaning cloths. The district will supply all florescent light bulbs. All
chemicals, waxes, products and supplies are to be industry standard. The board reserves the right to require
the contractor to replace any supplies deemed unacceptable.

4. Training - All training required by Federal, State, Local and School Board statues, laws, ordinances and
rules, including but not limited to blood borne pathogens, is to be performed by contractor for all custodial and
grounds employees.
5. Keep all supplies and cleaning equipment in a neat and clean manner in an assigned place. Assure that
all cleaning personnel remain in their assigned areas during work periods, keeping doors locked and lights out
in all spaces in which they are not expected to work in a manner which will maintain the security and best
interest of the Liberty District Schools.
6. The contractor shall provide sufficient staff to insure that all areas are kept up to the standards required in
this bid.

7. A day porter building attendant will be assigned for assisting school staff in a variety of any/all unspecified
jobs deemed necessary by school administrators. This scope of work could include miscellaneous services
including moving furniture, equipment, light building maintenance, trash removal, classroom emergency
cleanup, support of lunchroom staff, etc. Miscellaneous services can include any service required by site
which is not covered within these specifications listed herein as mutually agreed upon by the Director of
Maintenance/Facilities and the Program Director.

8. Pest Control – To include insect, rodent and any other pest related service for the district. Termite
treatment Pest Control - The custodial services department is to be point of contact for all pest related needs.
This is to include, but not limited to insect infestation and problems, rodent infestation, snakes and any other
animal control. Excluded is termite treatment.

9. An optional proposal is to be submitted to include maintenance of outside grounds at all schools and
administrative sites as noted on the FISH report. Excluded areas include all athletic grounds, as defined as
those used for ticketed sporting events. The total payment negotiated for grounds maintenance will be divided
by the total acreage as documented in the FISH report. This will give a price per acre for additions and
deletions to the contract. Included in proposal is to be annual playground safety inspections to be performed
by a National Playground Safety Institute (NPSI) certified specialist.

Grounds Maintenance includes upkeep of all lawns, grounds, playgrounds, covered play areas, tree and bush
trimming and any other outside areas (excluding athletic grounds). Minimum requirements:
a. Bleachers, stands and other outside areas are the responsibility of the contractor, and must be cleaned after
any official event.
b. All sidewalks are to be cleaned daily, and kept free of dirt, gum, leaves and any other substances.
c. Trees and bushes are to be maintained on an as needed basis, with needed tasks scheduled after the grass
growing season. Flower gardens are not a grounds responsibility; however, the principal/site manager may
utilize the day custodian for this purpose.
d. Annual playground safety inspections to be performed by a NPSI certified specialist.

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10. An optional proposal is to be submitted for the maintenance of athletic fields. Athletic Grounds includes
field maintenance on all athletic grounds, to include mowing, fertilization, chemical treatment, field lining and
any other proposed task.

Quality Control Plan:

The vendor/contractor shall establish a complete quality control program to assure the requirements of the
contract are met as specified. A draft Quality Control Plan (QCP) shall be submitted to the District Contract
Manager for review and approval prior to start of contract. The QCP shall be a system for identifying and
correcting deficiencies in the quality of services before the level of performance becomes unacceptable and
the District Contract Manager and/or the Program Manager points out any deficiencies.

Employees:

1. The Contractor shall hire a local individual as the supervisor to maximize proximity to facilities.

2. The Contractor shall comply with all wage and hours of employment regulations of federal and state
law.

3. The Contractor shall pay all contracted employees in accordance with the Fair Labor Standards Act and
any other applicable statutes.

4. The contractor will provide substitutes when district custodial personnel are absent. District will
reimburse contractor based on a negotiated hourly rate.

5. The Contractor shall instruct its employees to abide by the policies, rules, and regulations, with respect
to use of District premises, as established by the District School Board and furnished in writing to the
Contractor.

6. The Contractor shall provide the District with a list of its personnel policies.
7. Contractor’s employees/subcontractors will refrain from smoking or use of tobacco in any facility,
property or vehicles owned by Liberty District Schools in accordance with LCSB Policy 2.90.
8. Contractor’s employees shall refrain from the use of vulgarities while on school board property.
9. All employees of and/or subcontractors shall wear proper and modest attire for the work required.
Clothing shall have no vulgarities or sexually suggestive graphics.

10. The Contractor and District shall mutually agree upon staffing patterns.
11. Hours of work will be mutually agreed upon by the Director of Maintenance/Facilities and Contractor.
12. The Contractor shall assure that all personnel assigned to each school are instructed on the use of all
emergency valves, switches, and fire and safety devices in the kitchen and cafeteria areas.

13. The District will retain existing employees who are currently employed by the District. As attrition
occurs, these employees will be replaced with employees from the Contractor.

14. Contractor shall be responsible for the supervision and direction of work performed by its employees,
agents and/or subcontractors. Liberty District Schools shall not exercise any control or supervision over
contractor’s employees.
15. Contractor’s employees shall not operate in any method, school computers, telephones or other
equipment. However, limited local emergency telephone calls may be completed.
16. Employees of and/or contractors shall not have contact with District staff outside of appointed staff
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 and/or administrator’s hours as determined necessary by the facility managers.

17. Liberty District Schools retains the right to require the contractor to dismiss any employee deemed
incompetent, careless, insubordinate, or otherwise objectionable, or any personnel whose actions are
deemed to be contrary to public interest or inconsistent with the best interest of Liberty District Schools
in connection with contractor’s performance under the contract. Dismissed personnel are restricted
from and shall not be allowed to return to any district site (s) without the submission of a written request
from the contractor asking for approval from the district for the employee(s) to return to service. The
contractor will not be responsible to the District for damages resulting out of bodily injury or damages to
property which the contractor can establish as being attributable to the sole negligence of the District,
its respective agents or employees.

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Areas & Hours of Service:

1. Areas of Service: All of the measurements listed herein are approximate and it shall be the sole
responsibility of the bidder to verify. Areas of service will be as follows:

A. Custodial

Liberty County High School/Horizon’s School – Total serviceable area: 93,159

WR Tolar School – Total serviceable area: 93,617

Hosford K-8 School – Total serviceable area: 84,420

Liberty Educational Administration/PreK School – Total serviceable area: 54,808

B. Optional Grounds

Total school grounds acreage approximately 55 acres

C. Optional Athletic Grounds

Liberty County High School/Horizon’s School

1 Football field
1 Baseball Field
1 Softball Field

WR Tolar School
1 Baseball Field
1 Softball Field

Hosford School
1 Baseball Field
1 Softball Field

2. Hours of Service: The Contractor will normally commence service anytime after business hours or 5:00
p.m. and finish on or before 7:00 a.m. the following day. Contractor will be expected to work around any
evening events. Service shall be performed after these events to make certain the buildings are clean
for business as usual the following morning.

3. Office Hours: All work outlined herein will be performed each day the schools are open at other than
regular office hours or as otherwise determined by mutual agreement with the Liberty District Schools
or as noted in bid specifications.

4. Supplementary Services: The Contractor shall be responsible to provide at no additional charge,

supplementary services within the scope specified that may become required during the contract period
to maintain the appearance of the premises in optimal condition.

5. Daily & Weekly Services: All services listed under Daily Services and Weekly Services are to continue in
occupied portions of the facility throughout the year.

6. Change in Service Area(s): The Director of Maintenance/Facilities can request change of service area and

19
 or scope of work at any time during the contract period. All are subject to approval of the Director of
Finance prior to any changes to these specifications listed herein. Program Manager shall submit
request by e-mail (30) thirty days in advance of start of work. Request for change shall give specific
information, purpose, intent, reason and estimated cost. Failure to have approval prior to the start of
work will cause the District to hold all said changes to be null and void, with the original contract being
the binding document and standards in which work can continue.

7. Non-Service Dates: The Liberty District Schools will not require custodial services on the following day (s).
However, service is required on the day before school closure dates to insure site is ready for use
upon return of students and staff.

July 2, 2010 Independence Holiday

September 6, 2010 Labor Day
November 11, 2010 Veteran’s Day
November 25, 2010 Thanksgiving Day
December 24, 2010 Christmas Holiday
December 31, 2010 New Year’s Holiday
May 30, 2011 Memorial Day

## 2010-2011 Calendar has not been approved so dates are subject to change

8. Start up Meetings: After award has been made and approved by the board. A start up meeting will be
arranged at each site to establish the time frame for the contractor to start service, view site, meet
administrators and staff, weekly inspection date/time and service hot spots. All meetings will be
scheduled at a mutually agreeable date and time for all parties.

9. 30-day Grace Period: After start up meetings have been completed and the start date for custodial services
established, the district will extend a (30) thirty day grace period to the contractor for the establishing of
work routines, review of equipment requirements, staffing levels, materials and supplies storage etc.
During this grace period the district will not access any monetary penalties against the contractor for
issue of non performance. The district will issue notices to correct to assist the contractor in identifying
service hot spots and re-setting staffing levels as needed.

Inspections:

1. The contractor shall create an Inspections System which is tailored to the specific school and which
covers all services stated in the tasks and frequencies segment of the contract. The Contractor shall
devise a checklist for use during the performance of the work. The checklist shall be signed and dated
to indicate the time inspection was completed. It is not permissible for the person who performs the
work to inspect and accept that work.
2. The contractor shall provide a supervisor who will inspect the facilities weekly to insure compliance with
the requirements of the bid specifications. The inspection checklist will/shall indicate all deficiencies,
areas inspected and shall be signed by both district and contractor representatives. A copy of the
checklist is to be submitted to the Director of Maintenance/Facilities and the Finance Department.
3. The Contractor’s Inspector shall accompany the Director of Maintenance/Facilities on non-scheduled
inspection tours of the specified sites when requested.
4. The results of each inspection tour will/shall become part of the contractor and District file.

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 5. The District reserves the right to have final say in any/all inspection results in which the District
determines the contractor(s) performance and or quality of work does not meet specifications or
standards set herein. These decisions and determinations are not open for any discussion(s) and or
negation(s).

Payment Penalties for Non-Performance:

This is a Performance Based Contract and the Contractor will be paid for work performed. If the facility weekly
walk-through inspection of areas serviced, shows that any services required have not been performed for a
particular building, payment for that location will be reduced by a penalty of $20.00 for each service, per
each occurrence, found not to be in compliance with these specifications and standards set herein within that
particular month.

EXAMPLE:
Inspection: Big Daddy High School
Date: March 16, 2011
Re: Discrepancy

Room #126 Floors Dirty, Trash cans not emptied, foot prints on wall 3-@ 20.00 each = $60.00 total
Corridor #4 5-each Trash cans not emptied in hallway 5-@ $20.00 each = $100.00

Girls Bathroom #416

Not cleaned properly
1- @ $20.00 each = $20.00
Penalty-Total $180.00

Before assessing a penalty and/or arranging to have work performed by an alternate source, the Director of
Maintenance/Facilities, or his/her designee will notify the Contractor of the problems identified. The contractor
shall respond to the District Notice to Correct, by placing sufficient manpower, supplies and equipment to
complete these request(s) immediately and or as soon as possible. The District will specify the time frame for
completion of each/all request(s), with all work not to exceed, twelve 12 hours, from the time of notification. All
areas in question will be re-inspected, with work being completed to the satisfaction of the District. If re-
inspection shows work is still unacceptable to the District, penalties for the facility, for the day in question, will
be assessed immediately, with work to continue until any/all problem(s) are corrected.

If more than three (3) weekly walk-through inspections during a month show services required still have not
been completed, a “30 Day Notice” will be sent advising the contractor his/her contract is in jeopardy of being
terminated or in default.

NOTE: Contractor’s monthly invoice will not be approved for payment until the overall performance of
the contractor is rated satisfactory by the Director of Maintenance/Facilities.

Cleaning Definitions and Standards

The following definitions and standards shall be used in evaluating the services. The service provider will note
the importance of professional detail cleaning. This contract is for cleaning of all areas in every detail including
corners, fingerprints, smudges, stains, in and around furniture, etc. and for maintaining a high level of
cleanliness and maintenance of all surfaces, furnishings and materials. Failure to perform cleaning services to
this standard is unacceptable and will not be tolerated. The Program Manager for determining contract
performance designates conditions as either clean or dirty.

1. BASEBOARD CLEANING: Baseboards shall be cleaned after all stripping, scrubbing, and refinishing

21
procedures. Baseboards shall be free from splashes, dirt, cobwebs, finish buildups, streaks, crevice
accumulations of dirt, etc.
2. CARPETS: Carpets will be vacuumed without damaging nap of rug using beater brush type mechanical type
vacuum where practical. All carpets will be cleaned in place using hot water extraction or the carpet
manufacturer's recommended method of cleaning.
3. SPOT CLEANING OF CARPETS: Cleaning of carpets will be construed to mean hand cleaning of small
spots and stains caused by spillage of food and beverage, grease, tar, ink, mud, etc. Contractor shall be
responsible for any damage to carpet and other surfaces caused by cleaning.
4. CLEAN: Shall mean free from soil and odor.
5. DAMP WIPING: Surfaces that have been damp wiped shall be free from dirt, streaks, spots, stains,
cobwebs, smudges, fingerprints, smears, etc. and shall present a uniformly clean appearance. Watermarks or
spots shall be wiped clean and dry. Any items or furnishings moved during the procedure shall be replaced to
the proper position.
6. DUSTING: A properly dusted surface is free from all dust, lint, streaks, and cobwebs. It includes removal of
dirt and dust from: High - walls, ceilings, and other structural components, equipment and fixtures above
normal reach from floor by using treated cloth or vacuum cleaner. Low - pictures, desks, partitions, ledges,
handrails, lamps, etc. that is within normal reach from the floor with treated dust cloth or vacuum cleaner.
7. FIXTURE CLEANING AND DISINFECTING: Fixtures shall present a clean shining appearance free from
dust, spots, stains, rust, mildew, soap residues, mineral deposits, organic material, etc. Wall and floor brackets
and other fixture junctures shall be free of accumulations of dirt and urine.
8. FLOOR CLEANING AND MAINTENANCE: A satisfactorily cleaned floor is without dirt and dust, marks,
film, streaks, debris, and standing water. Floors shall present a clean and orderly appearance with no loose dirt
or debris in evidence including in corners, expansion joints, and other places accessible to the broom or dust
mop.
9. FLOOR SCRUBBING AND REFINISHING: Cleaning of floor by use of floor scrubbing machine and
detergent solution followed by plain water rinse. All floor surfaces are left without embedded dirt, cleaning
solution film, or standing water in all areas. After scrubbing, floors shall be refinished to a high gloss.

10. GLASS & MIRROR CLEANING: Glass windows, doors and cases, and mirrors are clean when all
accessible surfaces are without smudges, streaks, spots, smears, film deposits, and stains. They have a
uniformly bright appearance and adjacent surfaces have been wiped clean.

11. HORIZONTAL SURFACE CLEANING: Horizontal surface cleaning shall be interpreted to mean those
surfaces not high enough to require the use of a ladder (below 100inches in height) that comprise the
furnishings and structure of the facility and shall include, but not be limited to file cabinets, countertops, ledges,
lockers, rails, display cases, and the tops of those cases, etc.
12. MOPPING: Mopped floors shall be free from streaks, spots, stains, smears, mop strands, and other
unsightly appearance. Care shall be taken to avoid splashing walls, baseboards, furnishings, etc.
13. SCRUB: Remove all dirt, stains, and marks with an approved cleaner using a floor machine equipped
with scrubbing pads.
14. GENERAL SPOT CLEANING: Spot cleaning is not to leave noticeable color differential from surrounding
area. Indelible stains that cannot be removed by spotting and shampooing procedures shall be reported to the
Director of Maintenance/Facilities.
15. SWEEPING: Cloth sweeping, dust mop sweeping, hair or fiber brush sweeping, fiber broom sweeping or
mechanical sweeping without damages or disfigurement of furniture, doors, base trim, walls or other structural
members. A properly swept floor is free of all surface dirt, dust, grit, lint and debris in all areas especially along
22
base trim and in corners.
16. TRASH RECEPTACLES: Trash receptacles shall be thoroughly cleaned and disinfected. Care shall be
taken to thoroughly dry metal parts to prevent rust. Replace plastic can liners.
17. VENTS, GRILLS, ETC: Ventilation louvers, grills, panels, etc. shall be cleaned by wiping, dusting, washing,
or vacuuming. Cleaned vents, grills, etc. shall be free from dirt, accumulated dust, cobwebs, etc. and present
an overall clean appearance.
18. VERTICAL SURFACE CLEANING: Vertical surface cleaning shall be interpreted to mean those surfaces
not high enough to require the use of a ladder (below 100inches in height) that comprise the furnishings and
structure of the facility and shall include, but not be limited to walls, doors, gates, baseboards, tables and desk
legs and sides, sides of file cabinets, frames, pictures, wall hangings, maps, signs, ventilation louvers, etc.
19. WALL CLEANING: Walls shall be thoroughly cleaned, rinsed and dried to present a uniformly clean
appearance. It shall be free from graffiti, dirt, splashes, soap residue, fingerprints, etc. Extreme care shall be
exercised to avoid excessive flooding of area.
20. WAX REMOVAL & STRIPPING: Stripping is the removal of accumulation of old floor finish, all surface
dirt, stains and marks. Wax removal is accomplished when surfaces have all wax removed down to the flooring
material, floors left free of dirt, stains, deposits, debris, cleaning solution, standing water, and the floor has a
uniform appearance when dry.
21. WET MOPPING: Cleaning of floor surfaces, using cotton, nylon or rayon mops, water and detergent, using
sufficient solution to remove soil. A satisfactory wet mopped floor is without dirt, film, streaks, debris or
standing water in all areas.

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 CLEANING REQUIREMENTS
DAILY SERVICES:

1. Clean and sanitize all restrooms and shower rooms including sinks, countertops, mirrors, toilets, urinals,
towel dispensers, partitions, doors, walls and floors. Do not use acid type cleaners. Do not use a polish product
that will leave a greasy film on the countertops. Disinfect toilet bowls and urinals. Replace toilet paper, seat
liners, hand towels, hand soap, and feminine hygiene products, as required. Sweep and mop floors using anti-
bacterial ingredient. NOTE; CHLORINE BLEACH OR EQUAL IS NOT AN ACCEPTABLE PRODUCT. CARE
SHALL BE TAKEN TO NOT USE “DIRTY” MOP HEADS TO AVOID UNWANTED ODORS.

2. All supplies will be provided by the contractor.

3. All vinyl tile and other hard surfaced floors will be swept and wet mopped with a chemically treated mop
head as required by type and condition of floor. Ceramic tile floors will be cleaned with appropriate cleanser
that will not scratch, discolor, or leave a residue. Spillage will be removed immediately.

4. All carpet and inside doormats will be vacuumed daily. Spillage will be spot cleaned. Utilize a spot cleaner or
other suitable method to remove grease, soil and other obvious stains and marks. Commercial grade vacuum
is required. No hand held type is acceptable.

5. Remove handprints, smudges and other noticeable marks from doors, partitions, walls, equipment, fixtures,
and furniture.

6. Clean desktops, tables, counter tops and other surfaces.

7. Wastebaskets and trashcans will be emptied. Replace plastic liners.

8. Clean microwave oven, sink, cabinet doors, countertops, and tables and chairs in all lounges. Replace hand
towels as required.
9. All other sinks will be cleaned and disinfected.

10. All floor mats will be shaken and vacuumed.

11. Main entrance areas will be swept and wet mopped, if not carpeted. Clean glass entrance doors, interior
glass partitions, and glass panes in interior doors to remove smudges, handprints, and marks.

12. All drinking fountains will be cleaned and sanitized with an approved disinfectant. Do not use acid type
cleaners.

13. Counter tops in office areas will be cleaned.

14. All noticeable cobwebs and chewing gum will be removed.

15. Clean glass cases, as required.

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16. Clean, mop, wax and polish floors and furniture in break/vending rooms.

17. Exterior concrete walkways and common areas are to be kept free of trash and sand. If necessary,
remove water and other stains.

18. Secure building assuring that all doors, gates, etc. are locked and setting alarm system.

19. Do not drag plastic bags and or trash containers.

WEEKLY SERVICES:

1. All walls will be spot cleaned to remove hand spots, smudges, etc.
2. Dust all windowsills, shelves, ledges, pictures, plaques, desks, furniture, fixtures, cabinet/file/locker/map, etc
tops, baseboards and equipment. NOTE: If desks have various files and other paper materials left on them, it
is not expected that the Contractor should move these materials. However, the desks should be feather dusted
to remove loose dust. If the occupant of the desk requests a through dusting and cleaning the District
employee will remove items and leave the desk empty.
3. All stair steps and adjacent floor areas are to be swept and mopped as described above. Handrails are to be
wiped clean using a cleanser with a disinfectant. Remove handprints and any obvious stains and marks.
4. Damp wipe and polish office furniture.
5. Clean entrance glass in all buildings inside and out. Spot clean glass daily as needed.
6. Telephones will be cleaned and disinfected.
7. Air conditioning registers will be dusted or damp cleaned as needed.
8. Hand prints and smudges will be removed from around switches, door knobs, etc. and on woodwork, walls
and framing as needed, where the paint will not be damaged.
9. Ledges, overhead pipes, vents, picture tops, etc., will be dusted.
10. Dust Venetian blinds.
11. It is expected that all vinyl composition tile floors will be maintained with a high-gloss finish. Depending on
finish used, this will require at least weekly buffing and/or finish application, particularly in high traffic areas.
The Director of Maintenance/Facilities will determine acceptability of finish.
12. Clean interior and exterior of refrigerators on Friday evening and remove all items not in containers, or
items in containers that are obviously spoiled, as required.
13. Clean ceiling air vents and fans, and adjacent surfaces. Vents must be vacuumed then wiped clean with a
solvent containing a disinfectant.
14. Dust ceilings, walls, and paddle fans. Remove any cobwebs noticed in interim period as they are seen.

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SUMMER CLEANING:
Summer cleaning shall take place between end and the start of school. The schedule for summer
cleaning will be coordinated with the Director of Maintenance/Facilities and the Program Manager.
Summer cleaning shall include the deep cleaning and detailing service of specified areas for each
facility. Work shall meet all cleaning requirements as specified and defined herein.

SEMI-ANNUAL CLEANING:
1. Floor Stripping & Waxing: Strip (power scrub), seal, wax, and spray buff all vinyl composition tile floors.

2. Carpet Cleaning: Steam clean via hot water extraction or bonnet cleaning and or both as needed to clean
carpets and remove all spots. (Inform the Director of Maintenance/Facilities of any spots that cannot be
removed). Apply a soil retardant to all carpeting (i.e., Scotchguard, etc.)

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 REPLY SHEET Bid 10-02 JANITORIAL SERVICE

1. COMPANY NAME: ______________________________________________________

DIVISION OF: __________________________________________________________
PHYSICAL ADDRESS: __________________________________________________
MAILING ADDRESS: ____________________________________________________
STATE, ZIP CODE: _____________________________________________________
SERVICING OFFICE (If other than above) ____________________________________
TELEPHONE NUMBER: (___) ________________ FAX NO. ( ___) ________________
CONTACT PERSON: ______________________ E-MAIL: ______________________

2. ORGANIZATIONAL PROFILE: (complete all appropriate information) Is the firm incorporated? Yes--No If
yes, in what state? _______________________

President Secretary and or Treasurer Name of Supervisor for our Project

How long in present business: ________ How long at present location: __________

Does firm have a drug-free workplace program: Yes ____ No _____

If no, is your company planning to implement such a program? __________

3. INSURANCE CERTIFICATES - Bidders are required to submit a copy of their Insurance Certificate for the
type and dollar amount of insurance they currently maintain.

4. REFERENCES – Submit attached listing for references and contact information for at least three (3)
current customers and three (3) prior customers. Information should include as a minimum, customer
name, contact person, address, phone number and length of time serving the customer.

5. COMPLETION OF FORM - An authorized representative of the firm offering this BID must complete this
form in its entirety. Prices entered herein shall not be subject to withdrawal or escalation by Bidder
provided District notifies Bidder in writing within 90 days after bid opening date of District's intent to accept
Bid.
6. AGREEMENT - Bidder agrees to comply with all requirements stated in the specifications for this Bid.

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 Bid Request #10-02 Checklist Janitorial Services

This checklist is provided to assist Bidders in the preparation of their bid response. Included in this checklist
are important requirements that are the responsibility of each Bidder to submit with their response in order to
make their bid response fully compliant. This checklist is only a guideline -- it is the responsibility of each
Bidder to read and comply with the Request for Bid in its entirety.

_____ Mailing envelope has been addressed to:

Liberty District Schools

12926 NW CR 12, Bristol, FL 32321

_____ Mailing envelope must be sealed and marked with:

• Bid Number
• Bid Title
• Bid Opening Date and Time

ALL COURIER-DELIVERED BIDS MUST HAVE THE BID NUMBER AND TITLE ON THE OUTSIDE OF THE
COURIER PACKET.

_____ Copy of current Insurance Certificate

_____ Reply sheet

_____ Bid sheet

_____ Reference information

_____ List of equipment

_____ One (1) signed original and five (5) copies of bid document

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 BID SHEET

Please note that Cost Per Square Foot is asking for the cost for performing all items of daily, monthly
and semi-annual services for the area.

COST PER SQUARE FOOT: $________________

Please note that Cost Per Acre-Grounds is asking for the cost for performing all items of grounds
maintenance for the area.

COST PER ACRE GROUNDS MAINTENANCE: $________________

Please note that Cost For Athletic Grounds is asking for the cost for performing all items of athletic
grounds maintenance for the area.

COST FOR ATHLETIC GROUNDS MAINTENANCE: $________________

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