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Res No 131-12-13688RESOLUTION NO.: 131 -12 -13688 A Resolution retroactively authorizing the City Manager to enter into a month to month agreement with Able Business Services, Inc. for janitorial services at City Hall, Police, Sylva Martin, Central Services, Community Center, Head Start, Senior Center, Motorpool and Public Works facilities. WHEREAS, the City was confronted with an emergency involving current janitorial staff; and WHEREAS, the emergency was such that required staff to develop an alternate plan of action to effectively deal with the emergency while maintaining janitorial services at City facilities; and WHEREAS, proposals were solicited from at least three (3) janitorial services suppliers to perform such services on a month -to -month basis until such time a formal Request for Proposal is developed and advertised; and WHEREAS, Able Business Systems, Inc. provided the lowest responsive and responsible proposal in the amount of $4,000 per month based on a month -to -month agreement. NOW, THEREFORE, BE IT RESOLVED THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA. Section 1. The City Manager is retroactively authorized to enter into a month -to -month agreement with Able Business Services, Inc. for janitorial services, including all related chemicals and supplies, at City facilities and buildings for a fee of $4,000.00 per month until such time a formal Request for Proposal is developed, advertised, a contract is awarded and a notice to proceed with the contractual services is issued. Section 2. Severability. If any section, clause, sentence, or phrase of this resolution is for any reason held invalid or unconstitutional by a court of competent jurisdiction, this holding shall not affect the validity of the remaining portions of this resolution. Section 3. Effective Date: This resolution shall take effect immediately upon enactment. PASSED AND ENACTED this 12th day of June, 2012. ATTEST: APPROVED: READ AND APPROVED AS TO FORM, COMMISSION VOTE: 4 -0 LANGUAGE, LEGALITY AND Mayor Stoddard: Absent EXECUTION THEREOF Vice Mayor Liebman: Yea Res. No. 13 Commissioner Harris: Yea Commissioner Newman: Yea Commissioner Welsh: Yea X: \Purchasing \Janitorial Services \Resolution \CA Approved No Nos Resolution Janitorial Services 6 1 12 (3).doc To: From: Date: CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER INTER - OFFICE MEMORANDUM The Honorable Mayor & Members of the City Commission Hector Mirabile, PhD, City Manager C June I, 2012 r) South Miami All- AmericaCKY 2001 SUBJECT: A Resolution retroactively authorizing the City Manager to enter into a month -to -month agreement with Able Business Services, Inc, for janitorial services at City Hall, Police, Sylva Martin, Central Services, Community Center, Head Start, Senior Center, Motorpool and Public Works facilities. BACKGROUND: The City was confronted with an emergency involving current janitorial staff that required quick and decisive action by staff. Simultaneously, the City was also stress testing the Building Maintenance Divisions Janitorial group. The situation the City confronted was the balancing of the emerging situations effectively while maintaining required janitorial services for all City facilities. It was apparent in order to maintain janitorial services, while reducing operational costs as determined by the stress test, the function would have to be contracted with an outside vendor. The approach is to initially contract for services on a month -to- month basis until such time a formal Request for Proposal is developed and awarded. Market research based on stress test requirements was conducted by contacting various municipalities and searches of County procurement websites to compile a list of potential janitorial vendors to solicited proposals for our required services. In addition to an informal solicitation, a walk- through was conducted of the involved City facilities with all interested vendors. Based on the proposals received, and a check of references and credentials, Able Business Systems, Inc. was awarded a month -to -month agreement at $4,000.00 per month. This is significantly less than our current internal costs for a staff of six including salaries and benefits for the same month's period. Based on the stress test evaluation, the approximate annual savings is over $160,000 per year. Staff estimates the month -to -month agreement with Able Business Systems, Inc. will run a minimum three months until a Request for Proposal is developed, advertised and awarded. EXPENSE: $4,000.00 per month to account no. 001-1710-519-3450 with a balance of $8,152.00 SUPPORT: Resolution Listing of potential vendors. Email Solicitation and walk- through questions and answers Bid Opening Report Able Business Systems, Inc. Proposal Check of references Vendor Registration and Related Parties Form JANITORIAL VENDOR LISTING Contracts Confirmed 5/29 1 Florida Cleanex, Inc. North Miami Beach 5440 N. State Rd 7 Suite 225 Ft. Lauderdale, FL 33319 954/484 -7009 floridacleanex @bellsouth.net Luis Loaiza Luis @flondacleanex.com 2 Vista Building Pinecrest 8200 Coral Way Govt Center Miami, FI 33155 Metro South 305/552 -1973 vistaBMS @bellsouth.net Maria Haley 3 Kelly Janitorial Systems, Inc. 2130 SW 94 Ct Miami, FL 33165 305/978 -2656 kellv@kellvianitorial.com No answer /LEFT voice mail Luisa 4 Integrity Janitorial services 10871 SW 188 Street Unit 21 Miami, FL 33157 305/233 -6089 djames @integrityjanitorialCorp.com diames4739 @aol.com 7 Able.Business Services MDC: WASW 3187 NW 38 Street Landscaping: MIA Miami, FL 33142 305/636 -5099 info @ablebusinessservices.com Craig Berry abimaintl @belsouth.net cberrybull @yahoo.com 8 TCB Systems, Inc 11861 SW 144 CT Broward County Miami, FL 33186 305/385 -2229 tcbsyst @bellsouth.net Eddy Maestri www.tcbsystems.net From: kulick, Steven P [ mailto:SKulick@southmiamifl.gov] Sent: Wednesday, May 23, 2012 5:27 PM Cc: Kelly Barket Subject: City of South Miami: Janitorial Services Confirming our conversation, the City of South Miami will be conducting a walk- through of our facilities for janitorial services. Attached is a listing of the City's facilities, including a scope of services detailing services required and frequency of service. In addition, Level 2 Background Screening (Exhibit B) and the City's Insurance and Indemnification limits of liability (Exhibit C), will apply. Walk- through Date: Tuesday, May 29, 2012 Time: 10: 00 AM Site: South Miami City Hall 6130 Sunset Drive South Miami, FL 33143 If you have any questions, please call. Regards, Steven Kulick, C.P.M. Purchasing Manager /Central Services City of South Miami 6130 Sunset Drive South Miami, FI 33143 Ph: 305/663 -6339; Fax: 305/663 -6346 skulick southmiamifl.Rov Wick, Steven P From: kulick, Steven P Sent: Wednesday, May 30, 2012 4:19 PM To: tcbsyst @bellsouth.net; ablmaint1 @bellsouth.net; djames4739 @aol.com; Luis Loaiza; vist4bms @bellsouth.net; alonso888 @comcast.net Cc: Kelly Barket; Menendez, Maria M. Subject: QUESTIONS FROM JANITORIAL WALK- THROUGH Note: Proposals are due by Friday, June 1, 2012 at 10:00 AM to the City Clerk's office. Quotes submitted after 10: AM on the due date will not be accepted unless otherwise specified of a time change. All proposals must be submitted to the City Clerk's office in a sealed envelope. The label on the quote needs to read as follows: City of South Miami Maria M. Menendez, CIVIC 6130 Sunset Drive South Miami, FL 33142 Project Name: JANITORIAL SERVICES The questions and answers from the walk - through are listed below: 1. Does the City require the contractor to supply all related chemicals and supplies? • Yes. 2. Can Level II Background Checks be handled by the City? • No, this will be the responsibility of the contractor 3. What type of carpet cleaning is required? • Spot cleaning for now. 4. What is the staff /employee ratio; to cleaning crew? 5. What is the City Chambers schedule? • Meetings are held through the day; the Commission meets twice per month. 6. Is it possible to perform the work in the evenings, after 5 PM? • Night work — possible at City Hall, Police, Sylva Martin, Community Center. Not sure on Head Start and Sr. Center. No at Public Works. Current work is done M — F; 7 AM to 4 PM, AFTER 5 PM IS OPEN. 7. Number of Restrooms in City Hall, I't Floor? • Four (4). 8. Do you expect the insurance certificate with the proposal? 1 • No, it will be required as a condition of award. 9. Where is the lobby area for the Sylva Martin Building? • This covered front porch area. 10. Does the City have a program for recycled trash? • Recycle — City has a program and it is in use at Public Works, City Hall compound, Community Center, 11. Will there be initial clean -up period after the contract is awarded. • None will be needed as vendor will commence immediately upon discontinuance of current Janitorial Division, 12. Please provide the number of trash cans? • We do not have a count at this time. 13. Are toilet covers required? • Yes, bathrooms that have toilet covers today will continue 14. What type of cleaning is required for the gym at the Community Center? • No floor cleaning or waxing only dust mop. 15. Community Center: Is the same brand of sanitizer required and is the paper towel dispenser required? • Sanitizers are supplied by the City, the contractor will supply the paper for the towel dispenser. 16. How many children are in the Head Start center? • 48 17. How many participants are in the Senior Center? • Approximately 60 -80 per day, 5 days per week M -F from 7 AM to 3 PM, 18. What is the cleaning schedule for Public Works and Motorpool? • 7 AM to 4 PM M — F. The office is to be vacuumed and mopped. 19. What is expected for cleaning windows? • Ground level windows are weekly, all other as needed. 20. Is there a budget for cleaning services? Regards, • No, Budgets are being completed for FY 2012/2013 2 Steven Kulick, C.P.M. Purchasing Manager /Central Services City of South Miami 6130 Sunset Drive South Miami, Fl 33143 Ph: 305/663 -6339; Fax: 305/663 -6346 skulick @southmiamifl.gov 3 r. BID OPENING REPORT J' Bids were opened on: Friday, June 1. 2012 after: 10:00am tor: Janitorial Services CONTRACTORS: BID AMOUNTS. 1. INC. ABLE BUSINESS SERVICES,_ j FLORIDA CLEANEX, INC) ?,�. ���� i� ►f ► �2. 3. INTERGRITY JANITORIAL SERVICE / . c I , to b 4. KELLY JANITORIAL SYSTEMS _5. TCB COMPLETE JANITORIAL SERVICES ( THE ABOVE ABOVE BID AMOUNTS HAVE NOT BEEN CHECKED. THE BID TOTALS ARE SUBJECT TO CORRECTION AFTER THE BIDS HAVE 131x1 City Clerk's Sign: REVIEWED, Witne• ..-- " Witness: 3187 NW 38 "' Street Miami, Florida 33142 Phone: 305 -636 -5099 Fax: 305 - 638 -8082 March 28, 2012 Mr. Steve Kulick. C.P.M Purchasing Manager /Central Services City of South Miami 6130 Sunset Drive South Miami, F133143 Re: Bid Proposal for Janitorial Services Dear Mr. Kulick: Able Business Services is pleased to submit our proposal to provide janitorial services for the City of South Miami for this one month cleaning agreement. Please be informed that we have been the successful janitorial vendor for Miami Dade County for a number of years as well as many other local commercial establishments where as the standards are very high. We are industry trained and we in- cooperate science based technology in our cleaning techniques. In an unclean facility bacteria and germs are everywhere and can be spread and infect building tenants as well as your patrons. If these germs aren't killed and removed they can cause serious illness and even death. Because we are industry trained in Health Based Cleaning Systems we are able to employ innovative, science based products, equipment, and methodology to provide superior levels of cleaning services. Additionally, we will be looking to hire qualified staff from the City of South Miami with the skills aptitude and ability to provide the level of service required in a ]Health Based Cleaning System. Also, doing this initial contract for the mouth we will continue to evaluate your cleaning service needs and we will be looking forward to a permanent contractual agreement that will be mutually beneficial for many years into the future. We thank for giving us an opportunity to bid on your janitorial contracts and please call if you have Questions, President Able Business Services, 3187 NW 38T " Street Miami, Fla. 33142 Tel: (305) 636 -5099 Fax: (305) 638 -8082 Email: PROPOSER NAME: Able Business Services. Inc. William Berry, President 3187 NW 38 Street Miami. Florida 33142: (786) 291 -6686 Cell ((305) 636 -5099 Office (305) 638 -8062 Fax We are certified by the US Small Business Administration in Janitorial, Landscaping, and Facility Management. Our average gross yearly earnings for the last three years averages $900.000.00 dollars. CCR registration and Dunn Bradstreet no. 126719702. We have $10,000,000.00 worth of Liability Insurance as well as $500,000.00 worth of auto liability insurance. SECTION B- BUSINESS DEVELOPEXIT CONCEPT Able Business Services Inc. (ABS) was founded in 1999 as an SI corporation. our philosophy has been to provide our services in a context whereby the wellness of tenants that occupy the buildings we service are foremost. In an unclean facility bacteria and germs are everywhere and can spread and infect building tenants and its patrons. If these germs aren't killed and removed they can cause serious illnesses and even death. Staff' of Able Business Services has been industry trained in a Health Based Cleaning system and this knowledge has made it possible for us to employ innovative, science based products, equipment and methodology to provide superior levels of cleaning services. We use a complete microfiber system that includes dust mopping; color coded flat mops, cloths and buckets. This program helps to eliminate cross contamination from surface to surface transfer. Facility cleanliness is not just determined by its appearance; this has been proven by today's technology and science. Cleanliness is determined by a combination of proper product, proper usage with proper training. We believe governmental institutions, the 3 corporate community and other facilities janitorial cleaning service needs and goodwill concerns are best met by Able Business Services because of the wholesomeness of our goals, community interest objectives, and the technology we utilize when servicing our customer's janitorial needs. 1) E ' +CUTIVE SUMMARY Able Business Services (ABS) was founded by William Berry after he retired after 30 plus years of experience in the field of vocational rehabilitation with the Department of Labor and Employment Security (.DL.ES). During his tenure with DLES Mr. Berry was employed as the Regional Administrator of a two county area with 50 plus employees. Along with an extensive professional background in the public sector, Mr. Berry also has more than 20 years of real estate management experience and been industry trained in Health Based Cleaning by Coverall International Janitorial Services. Many of Able Business Services management team have a either a BS or BA Degree. Arlester Shorter, Division Manager/Emergency Program Manager has a BS Degree Business in Administration, and has 12 years of relative managerial experience supervising like large janitorial and landscaping contracts in the public sector. Mark Mills also has a BS Degree in Business Management, and he will be our Site Manager if we are fortunate enough to be awarded this contract. Mark has an impressive record of accomplishment in managing janitorial maintenance contracts for more than 20 years. Additionally, Mr. Berry has always utilized his professional expertise for some 30 years as a Vocational Rehabilitation professional to employ and train US Veterans and other special needs persons for current and future position either at his company or like employers in the janitorial business. �. Able Business has more than 12 years of professional janitorial experience. Our cleaning techniques are based on a Health Based Cleaning Concept and the following core concepts; We will be providing the City of South Miami with cost - effective- state -of- -the -art building janitorial and cleaning services. We will ensure 100% availability for all areas so there is no down time for any building due to cleaning. ® 100% compliance with all the City of South Miami. RFP requirements and the technology we will be using will ensure that all your buildings will be 100% compliant. Your patrons and staff will be appreciative of our staff professionalism as they work with minimal disruption and inconvenience to detract them from their work. 0 To keep abreast of today's cleaning technology we subscribe to Sanitary 31 Maintenance and Executive 1-lousekeeping magazines. fa Our personnel are trained in proper, health cleaning concepts through our partnership with Clean & Green Supply and the excellent manufacturers that they represent, to include, A). Rochester Midland Corporation (RMC): Certified Green Seal, EcoLogo and DFE (Designed for the Environment) products, including Bio- Based products. B) Wexford Labs Inc., Effective and Safe hospital grade disinfectants. B) Windsor Industries- earth - friendly, energy efficient and LEED compliant equipment. C) DEB Group - Complete hand care and hand sanitizer's dispensers, which we will be installed throughout your facilities if we are permanently awarded this Contract. Able Business is cognizant of the importance of protecting our environment. Therefore, in that regard, we will strive to use only those chemicals that are green oriented and sensitive to our environment. 3) QUALIFICATIONS Able Business's varied customer base has provided us with an extensive experience professional background necessary for handling your cleaning needs. Our management team has more than 30 years of janitorial cleaning experience. Also, through. our relationship with Clean & Green Supply, Inc. and their partnership with leading equipment and chemical manufacturers in the Country we will have access to the most advanced, innovative, and effective cleaning line of environmentally preferred equipment, cleaners and coatings to address health, safety, and environmentally concerns of the today's market. We have been the successful janitorial maintenance contractor for Miami Dade Public Housing Agency, Miami Dade Water and Sewer, US Army, State of Florida Water Management, City of Florida City. Also, we have many years of relative professional janitorial experience with none governmental entities, such as TIB Banks and The Business & Technology Center. We have more than 12 years of relevant experience cleaning similar governmental facilities. And with all of these contracts we have received high marks from management and their patrons for doing excellent work. We have never lost a federal, county, private or government contract. 41 S) APPROAC'II We fully understands the service specifications demands of any contracts are based upon performance by engaging tasks and frequencies on a continual basis to maintain a total clean facility environment, without regard to how often the effort is necessary to satisfy that requirement. Accordingly, our performance will be based on the concept of "Complete Satisfaction ". We will be guided by the requirement that all surfaces will be thoroughly cleaned using health based technology. 6) INFORMATIONAL TECHNOLOGY We will be utilizing a Quality Control program designed to specifically meet the needs of your facilities. This program will point out problem areas, and this will be an ongoing system to ensure compliance with your regulations for maximum results in meeting the high standards that will be required. Our software is designed to help manage service costs downward, while improving productivity and quality, as well as manage workload fluctuations. Our System allows for quick access to volumes of data through a user friendly interface. All functions are customized to the needs of our clients. Components of the system include: FACILITY MODULE a. General. Section- Maintain each faculty general contact and statistical profile. b. Labor Section- Maintain a schedule of budgeted hours available to the manager, employee base wage, benefit and other labor related information. c. Department Section- Maintain a detailed breakdown of department information within the facility needed for the manager to effectively coordinate janitorial activities within the scheme of the entire facility. d. Inventory Section- Maintain a specific room /area inventory in terms of area and surface types, square footage, frequency of service, etc. PROCEDURES MODULE Provides for scheduling of work on routine and project basis. Automatic follow -up scheduling occurs when work is not completed as planned. Generate work orders, completion and scheduling reports. 51 PERFORMANCE MODULE Generates inspection reports and schedules based upon facility, employee and procedural information. Maintain Quality Improvement Program, generates and archives reports. MATERIAL MODULE Maintains equipment inventory and automated supply orders system. Maintains facility or departments' chemicals and hazardous substance lists and Material Safety Data Sheet, SAMPLE REPORTS Sample reports that exemplify the reporting mechanism of this program: 1. Performance Inspection 2. Performance Profile: Area Type 3. Performance Profile: Building 4. Performance Profile: Specific Building over 8 month period 7) STAF'F'ING Our cleaning efforts will be based on a "team cleaning" concept whereby our staff will work together as necessary to accomplish the daily, weekly and monthly specifications of our contract. During the first week of servicing this contract we will over staff our work crews by at least one person. This will take into account no -shows to ensure that work can be accomplished in the time allotted and to make sure we meet our performance objectives. We will be looking to hire qualified persons who may be displaced by the awarding of this contract as well as veterans interested in employment. Foil WNW19"r =100171& Project Plan (general) 1. Able Business Services, Inc. (ABS) shall perform the Project tasks as designed in our monthly work schedule or when ordered by the Project Manager, 2. ABS shall perform the Projects and Routinie Services and Tasks using certified 61 Green products, and LEER compliant equipment. ABS will not only follow all of the manufacturers' instructions, but we will also bring manufacturers on site for training. 3. ABS shall perform the Routine Services 'Tasks in accordance with the frequencies and specifications defined in Scope of Service. 4. ABS shall provide and use adequate barricades and signs to improve sufficient warning prior to, during and after the performance of the Services. 5. ABS shall return to their appropriate locations all items moved by ABS during the performance of the Service, in public and common use areas. ABS shall return all furniture to their appropriate areas. 6. ABS shall move or tilt all items such as chairs, seats, trash, and ash receptacles, tables, storage containers, carts, etc, as required to perform the Services in Contract. (HEALTH BASED CLEANING TECHNIQUES) (a) Color Coding to Prevent Cross Contamination~ Typically, with traditional cleaning methods, bacteria are moved from room to room from using the same cleaning cloth and/or mop head. We will be not only changing cleaning cloths and mop heads from room to room, but also using a color coded system for various surfaces. For example 1) Dark blue for patient rooms, 2) Red for restrooms 3) Green for cafeteria and Food Service, 4) Yellow for fixtures, and 5) Blue for general purposes. (b) Flat Surface Cleaning- To reduce cross contamination we have found the best technique require that we again use microfiber cleaning cloths on flat surfaces. We will use window squeegees as well as chemicals to remove harmful germs from fiat surfaces. (c) Chemicals and Disinfectaants" Hospital grade disinfectants are essential in cleaning harmful organisms and bacteria. We will use the safest and most effective products that are approved by your facility; either phenolic or quaternary ammonium compounds. (d) Mierofrber Cleaning Equipment- Most traditional cleaning equipment, such as cotton mops and cloths do not have the capacity to pick up organisms and bacteria killed by disinfectants. Your more traditional cleaning tools merely move around dead bacteria instead of removing them. A microfiber mop and cloth have tiny 71 fibers that allow the dead organism to be trapped and removed. Industry standards recommend that microfiber be made of 80% Polyester and a 20% Polyamide split. This mixture allow for a greater amount of soil to be absorbed. (e) Plat Mopping and Vacuuming- A regular vacuum merely vacuums up germs, and allergens from your floor only to be released into the air. We use a high filtration back pack vacuum which improves air quality by removing most of the germs /allergens by trapping them and holding them inside the vacuum. Microfiber flat mopping uses microfiber pads attached to a pole for both dry and weft mopping. Fresh cleaning /disinfectants solutions are applied directly onto the floor, insuring that no area is contaminated by dirty solutions. (f) Restroom Cleaning Without Touching- A spray and vacuum system is used to do your deep cleaning without having contaminated surfaces touched. The vacuum and spray machine combines indoor pressure washer, chemical injection and a powerful wet vacuum into a multipurpose cleaning machine. (g) Potential Harmful Pathogens- We believe we have a responsibility to our customers as well as our employees. And to meet these objectives, safety is a critical component. Our goals are to keep our customers secure as well as our employees. To that end we educate ourselves in areas such as, recognizing the potential harmful pathogens that live in restrooms, kitchens, workstations, and in others areas. Pathogens such as; Bacteria, Protozoa, Viruses, Mold and Fungi can be transmitted person to person contact, contact with contaminated food, through particles in the air, or carried by pest and insects. Some common viruses are Hepatitis, HIV, and Influenza. 9) QUALITY CONTROL FEATURES All of our employees will be in a company uniform with ID badges, use acceptable supplies, and professional grade equipment when performing their duties. We will adhere to OS14A requirements, as well as all, federal, state, and local laws. This will include immigration laws, and cleaning industry standards. Also, we will only hire qualified, competent, and conscientious employees. We will strive to provide our customers with the best health base cleaning services possible. Our Janitorial Technicians will have received training and certificates in health based cleaning techniques as well as Clean & Green, Inc. in using Bio -Based products. 10) Cleaning Technician Training Program All of our employees must participate in classroom training program, followed by one on one technique instructions in the field for up to 4 weeks. We utilize the latest technology available in training our personnel to include using a lot of videos. Our training program covers the following subjects; Equipment, Chemicals and Supplies, Restrooms, Carper Care, hard Floor Care, health and Safety, and the Team Cleaning approach. In addition, Able performs on -going training to reinforce proper cleaning techniques as well as to review and discuss your specific scope of service. Also, a good portion of our core training materials will relate to Clean & Green, Inc. All of our employees will be certified as "Recognized Green Housekeepers ". 11) Able Business hiring process involves set down interviews, and when an individual is selected salary is discussed. During the time between the interviews orientation meetings occur and references are checked as well as a police background checks through the local Police Department. During orientation company rules and regulations are discussed. All new staff must present two forms of identification and complete an Employment Application, 1 -9 form, a W4 form, and sign agreements acknowledging their consent to comply with our Drug and Alcohol Policy, OSHA Training, Safety Rules, and our Sexual Harassment Policy. We supply all our staff with company uniforms and ID badges. Our personnel selection process complies with all applicable laws to meet federal, state and local guidelines. We are an Equal Opportunity Employer `"TTt io "N. lwor&KVi77e�.Y11�'' D1��17 ►i� / \►CN 1 a. Background and Experience- Able has provided janitorial services to a variety of large and multi - facility projects including Miami Dade Water and Sewer (six locations), US Army (two locations), TIB Banks Administrative Offices and four branches, Carrie P Meek Technology Center. These projects highlight the diversity of our experience and signify the breath of our operations knowledge in relation to managing the unique demands of a large, high traffic facility. b. Building Maintenance Management- Able has established team with extensive maintenance experience. Our management team. has amassed over 50 years combined maintenance experience, with average management tenure of 10 years. Our President brings 20 plus years of senior management experience and our Project Manager have extensive large facility operations expertise.and quality control management. c. Employee Training- Able invests in employee training at all levels. Our training program includes methods of sanitation, employee empowerment, compliance with regulatory requirements, and health based cleaning. 13) PLANNING We understand that the key to providing quality services starts with preparation. One key objective in the preparation process involves ensuring that all employees are properly trained. Also, with Clean & Green Supply, Inc. support and assistance we will again do additional site surveys to better understand and assess /inventory the existing cleaning problems, goals, and resources. With this additional knowledge we will refine our cleaning strategies to ensure we are meeting all of our quality control objectives. The planning process leading up to implementing this contract will involve the following activities; yl A. 1 to 2 Days prior to start of contract we will have had preliminarily discussions with our suppliers regarding purchasing equipment and goods. B. 1 Days prior to start of contract 1. We will be ensuring that we have all the necessary staff. Also, we will be establishing work schedules and set goals 2. Coordinate times /dates for periodic quality assessment meetings 3. Acquire necessary supplies, and equipment 4. Coordinate and communicate plans with lead supervisors C. Day 1 prior to starting contract L Meet with contact personnel 2. Discuss and communicate start up plans 3. Review priorities for startup with supervisors 4. Meet with supervisors /employees and confirm start up information 5. Contact employees and confirm start up information 6. Confirm start time, duty location, and individual responsibilities D. First Day 1. Review assignments and coordinate with all employees first day 2. Complete tasks from priority list; equipment, supplies, staffing 3. Confirm assignments again and grouping of employees to supervisors 4. Implement quality control program E. Day after starting contract Meet with supervisory staff to get feedback and resolve issues. Make adjustments as needed to ensure that quality control measures are being implemented. F. Days after starting contract Continue to monitor all aspects of program and discuss relevant issues and concerns and make adjustments as needed to ensure quality services are being provided. G. Week after starting contract Supervisors will continue to monitor staff performance to ensure that performance objectives are being met. 1. Miami Dade Water and Sewer, Cheryl Thomas Hughes, Purchasing Specialist, (786) 552 -8058: Over 75000 square feet of space is cleaned at five different locations. Contract period from 2008 to present and valued at $150,000.00 per year, Full services to include; daily cleaning, vacuuming, dusting, and periodic carpet 10 shampooing, stripping and floor finishing. 2. Miami Dade Public Housing Agency, Indira Rajkatnar- Futch, Purchasing Supervisor, (786) 469 - 4.164. Over 25000 square feet of area was cleaned daily from 2008 to 2009. Contract value $50,000.00 per year. Full complement of janitorial services, to include, dusting, vacuuming, moping, carpet cleaning, stripping and floor finishing. 3. The Business and Technology Center, Hilda Hall, Executive Director, (786) 261- 5618 or (786) 552 -8058. Full complement of services provided and contract value at $30,000.00 per year CITY OF SOUTH MIAMI: JANITORIAL SERVICE LOCATIONS (8 BUILDINGS, 5 LOCATIONS) Note: The measurments and S.F. are estimated. APPLIANCES MIRROWAVE, LOBBY /FLOORS OFFICE SINKS g` WATER LOCATION RESTROOMS T05TER, WINDOWS (5F) SPACE (SF) COUNTERS FOUNTAIN REFREGERATOR, STOVE SYLVA MARTIN & 573 3,578 2 5 3s -1 c 6 1 PORCH CITY HALL 2,840 4,683 4 10 9s -2c 66 3 POLICE 2,730 31845 6 Showers 18 1s - 3c 69 4 CENTRAL SERVICES 1,360 24 0 2 1c 3 1 COMMUNITY CENTER 11,583 11,027 4 Showers 3 14s - 2c 172 8 PUBLIC WORKS 674 1,277 3 Showers 2 5S - 1c 10 2 HEAD START 3,450 672 6 4 8s - lc 9 2 1 -City. Site CITIZEN CENTER 21860 40 0 2 1s -1c Balance County SERVICES REQUIRED: Frequency: All Locations, Daily M - F 7:00 AM to 4 PM Community Center: In addition to M - F, Friday Night 4PM to 8 PM /Saturday 9 AM to 2 PM Specifications: _ See Exhibit A. Chemicals: Contractor su plies all chemicals Exhibit Be Level 2 Employment Screening is Required per Florida Statutes Title XXXI Labor Chapter 453 Exhibit C: The City of South Miami Insurance and Indemnification Policy Will Apply. MONTHLY JANITORIAL FEE: __� _ REFERENCE CHECK: Miami Dade Water &Sewer Department: Spoke with Cheryl Thomas Hughes, Purchasing . Been under contract since 2008 Just awarded another Building (LeJune Building) They Have the Black Point, Virginia Key and Alex Orr Building for the Water & Sewer Department. When ever an issue arises and owner is contacted they respond quickly. Transition from old company to Able occurred within a day. The Business Technology Center Spoke with Hilda Hall Executive Director. She said they were the best company they ever contracted with for janitorial services. Great responsiveness when issues arise. They live up to the terms of the contract; everything they say in the contract they do without question. The reason they are no longer the vendor, is one of Able Business Services employees wanted to start their own business and the owner of Able Business Systems wanted to assist this new start -up and gave up the contract to the new start -up. Miami Dade Public Housing Agency: Spoke with Indira Rajkamar - Futch, Purchasing Supervisor. Able is not performing services now for Housing, but Able is on other County contracts. Does not remember any issues or problems with Able Business Systems 0, Owner's Name. Mailing Address: It City: °cY1 i Contact Person: VVd i 1, li6h -x 4a Zip: ! L� Office Phone:� Portable Phone: entail:! ,L i ax Identification Number (TIN): %V Social Security (If Indivival): Street /P.O. Box: City: State: Telephone: Fax: Contact Person: Job Title: Name of Bank: Routing Number: 0 G 31 V 0 2,71 Account Number: --, ,,. � , ,_� ,v cd e ti C° Zip: Savings ❑Opt Out of EFT Program's I hereby authorize: 1) The City of South Miami here refer to as `The City" to deposit my invoice payment via electronic funds transfer. 2) My financial institution to credit this amount to my account. In the event that the exercise of this authorization for any reason results in an overpayment for invoices actually due and payable to me, I hereby authorize The City to either: A) debit my above - identified account for an amount not to exceed said overpayment, or B) withhold a sum equal to the overpayment from my next disbursement of supplier invoice payment. Print Name: Signature: Title: Date: L 'x If vendor elects to opt out of the EFT frrog4am, there will be a three dollar ($3) check issue fee. The fee, will be deducted from each check issued to the vendor. M W -9 (Required) Minority Owned ® Insurance El Other: Lff Related Party Transaction Verification (Required) Disabled Veteran Small Business Local Business Woman -Owned X:; PurchasingWendor Registration \Vendor Registration Form Rev. March 14, 2012 Central Services.docMarch 14, 2012 Form WM9 Request for Taxpayer Give Form to the (Rev. January Identification Number and Certification requester. not Department he Tr ofthoTreasury send to the IRS. I Internal Revenue Service Name (as sh on your income tax return) M ~ y r Business name /disregarded entity name, if different from above N 0 rn ro a Check appropriate box for federal tax c classification (required): ❑ Individual /sole proprietor ❑ C Corporation etrONJ S Corporation ❑ Partnership ❑ Trust/estate Q c 41 1. o d ❑ Limited liability company. Enter the tax classification (C =C corporation, S =S corporation, P= partnership) t► ❑ Exempt payee o- --- --------- -- C ❑ Other (see instructions) ► Address (number, street, and apt. or suite no.) Requester's name and address (optional) tCL City, state, and ZIP code l' Z. List account number(s) her (optional) 'taxpayer Identification Number (TIN) Enter your TIN in the appropriate box. The TIN provided must match the name given on the "Name" line Social security number avoid backup withholding. For individuals, this is your social security number However, for re resident alien, sole proprietor, or disregarded entity, see the Part I instructions on n page 3. For other r M — entities, it is your employer identification number (EIN), If you do not have a number, see How to clef a TIN on page 3. Note. If the account is in more than one name, see the chart on page 4 for guidelines on whose number to enter. M Under penalties of perjury, I certify that: 1. The number shown on this form is my correct taxpayer identification number (or I am wafting for a number to be issued tome); and - - -^ 2. 1 am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service (IRS) that 1 am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding, and 3. 1 am a U.S. citizen or other U.S. person (defined below). Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments other than in res nd dividends, you are not required to sign the certification, but you must provide your correct TIN. See the instructions on page 4. �1cJ11 I Signature of Here U.S. person General Instructions Section references are to the Internal Revenue Code unless noted. Purpose of Form A person who is required to file an information return with the IRS must obtain your correct taxpayer identification number (TIN) to report, for example, income paid to you, real estate transactions, mortgage interest you paid, acquisition or abandonment of secured property, cancellation of debt, or contributions you made to an IRA. Use Form W -9 only if you are a U.S. person (including a resident alien), to provide your correct TIN to the person requesting it (the requester) and, when applicable, to: 1. Certify that the TIN you are giving is correct (or you are waiting for a number to be issued), 2. Certify that you are not subject to backup withholding, or 3. Claim exemption from backup withholding if you are a U.S. exempt payee. if applicable, you are also certifying that as a U -S. person, your allocable share of any partnership income from a U.S. trade or business is not subject to the withholding tax on foreign partners' share of effectively connected income. Date s Note, if a requester gives you a form other than Form W -9 to request your TIN, you must use the requester's form if it is substantially similar to this Form W -9. Definition of a U.S. person. For federal tax purposes, you are considered a U.S. person if you are: • An individual who is a U.S. citizen or U.S. resident alien, • A partnership, corporation, company, or association created or organized in the United States or under the laws of the United States, • An estate (other than a foreign estate), or • A domestic trust (as defined in Regulations section 301.7701 -7). Special rules for partnerships. Partnerships that conduct a trade or business in the United States are generally required to pay a withholding tax on any foreign partners' share of income from such business. Further, in certain cases where a Form W -9 has not been received, a partnership is required to presume that a partner is a foreign person, and pay the withholding tax. Therefore, if you are a U.S. person that is a partner in a partnership conducting a trade or business in the United States, provide Form W -9 to the partnership to establish your U.S. status and avoid withholding on your share of partnership income. Cat. No. 10231X Form W -9 (Rev. 1 -2011) RELATED PARTY TRANSACTION VERIFICATION FORM t' I J� VV D individually and on behalf of %' �� � (SRS ✓�/ . ("F m _�'J. Name of Representative CompanylVendorlEntity read the City of South Miami ( "City")'s Code of Ethics, Section 8A -1 of the City's Code of Ordinances and I hereby certify, under penalty of perjury that to the best of my knowledge, information and belief: (1) neither I nor the Firm have any conflict of interest (as defined in section 8A -1) with regard to the contract or business that 1, and /or the Firm, are about to perform for, or transact with, the City, and (2) neither I nor any employees, officers, directors of the Firm, nor anyone who has a financial interest greater than 5% in the Firm, have any relative(s), as defined in section 8A -1, who work as an employee of the City or who is(are) an appointed or elected official of the City, or who is(are) a member of any public body created by the City Commission, i.e., a board or committee of the City, and (3) neither I nor the Firm, nor anyone who has a financial interest greater than 5% in the Firm, nor any member of those persons' immediate family (i.e. spouse, parents, children, brothers and sisters) have transacted or entered into any contract(s) with the City or have a financial interest, direct or indirect, in any business being transacted with ;he city or vKith any perso/i or pgpncy acting for the city other than as follows: No CfA�w2t I IV It (use a separate sheet to supply additional information that will not fit on this line bit make reference to the additional sheet which must be signed under oath). (4) no elected and /or appointed official or employee of the City of South Miami, or any of their immediate family members (i.e. spouse, parents, children, brothers and sisters) has a financially interest, directly or indirectly, in the contract for goods /services with the City. Any such interests on their part of the must be disclosed in writing to the City. Their names, if any, and their respective interests are as follows: )Q t) U E (use a separate sheet to supply additional information that will not fit on this line but make reference to the additional sheet which must be signed under oath). Further, you must disclose the name of any City employee and that of any elected and /or appointed city official or board member, who owns, directly or indirectly, an interest of five percent (5%) or more of the total assets of capital stock in your firm. Their names, if any, are as follows: (use a separate sheet to supply additional information that will not fit on this line but make reference to the additional sheet which must be signed under oath). (5) 1 and the Firm further agree not to use or attempt to use any knowledge, property or resource which may come to us through our position of trust, or through our performance of our duties under the terms of the contract with the City, to secure a special privilege, benefit, or exemption for ourselves, or others. We agree that we may not disclose or use information, not available to members of the general public, for our personal gain or benefit or for the personal gain or benefit of any other person or business entity, outside of the normal gain or benefit anticipated through the performance of the contract. (6) 1 and the Firm hereby acknowledge that we have not contracted or transacted any business with the City or any person or agency acting for the City, and that we have not appeared in representation of any third party before any board, commission or agency of the City within the past two years. Neither I nor any employees, officers, directors of the Firm, nor any of their immediate family (i.e., as a spouse, son, daughter, parent, brother or sister) to: (i) any member of the City Commission; (ii) any city employee; or (iii) any member of any board or agency of the City other than as follows: (use a separate sheet to supply additional information that will not fit on this line but make reference to the additional sheet which must be signed under oath). (7) A violation of this section may subject me or the Firm to immediate termination of any agreement with the City, imposition of the maximum fine and /or any penalties allowed by law. Additionally, violations may be considered by and subject to action by the Miami -Dade County Commission on Ethics. Under penalty of perjury I declare that I have made a diligent effort to investigate the matters to which i am attesting hereinabove and that 717717 hereinabove are true and correct to the best of my knowledge, information and belief. Signature: Print Name & Title: Date: ATTACHED: Sec. 8A- I - Conflict of interest and code of ethics ordinance.