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SFM SERVICES, INC.SFM Services, Inc. 9700 NW 791h Ave. Hialeah Gardens, Fl. 33016 Ph: 305.818.2424 Contact: Christian Infante, V.P. Email: cinfante @sfmservices.com Table of Contents Letter of Interest & Incorporation info ......... .............................Pg 3 -4 References & Letters of Recommendation ...... .............................Pg 5 -9 Organization Chart & Staffing Breakdown .... .............................Pg 10 -11 Quality Control Program .......................... .............................Pg 12 -15 Transition Plan & Personnel ...................... .............................Pg 16 -17 Cleaning Equipment & GREEN Cleaning Products ........................Pg 18 -21 Value Added: Medical Plan & Disaster Recovery ...........................Pg 22 -24 Uniform & I. D ........................................ .............................Pg 25 Drug Free Program & Hiring Format .............. .............................Pg 26 Certificate of Insurance ............................... .............................Pg 27 Addendum 1, 2, Pricing, & RFP Forms D= Thursday, August 23rd, 2012 City of South Miami 6130 Sunset Drive South Miami, Fl. 33143 Letter of Interest Thank you for allowing us the opportunity to participate in your procurement process for janitorial services. Enclosed is a brief description of our firm. You can also visit us on the web at www.sfmservices.com. SFM is committed to carry out effectively the specifications listed in the RFP. SFM provided the City of South Miami with street sweeping services for approximately 5 years. Recently, City of South Miami awarded the landscape maintenance contract to SFM. SFM is aware of the expectations of the city and is committed to provide quality janitorial service. SFM has 40 years of experience in the janitorial industry. Our first client in 1972 was the City of Miami's Orange Bowl Stadium. Since then, we serviced every event held in the stadium until its final football game. Currently SFM is providing similar janitorial services to the following notable facilities: Baptist Health (6 buildings) Leon Medical Centers (8 buildings) Univision Network SFM has over 500 employees. We enforce a drug free policy and all employees are bonded and go through a criminal background check. Our Mission Statement is to provide excellent services by anticipating and accommodating to our customer's needs and to develop positive customer service through effective communication and teamwork. We'd like to thank you for the opportunity to be of service to you and your organization. We look forward to working with you. If there are any questions with this proposal, please contact me directly at 305.525.9442. 'JSfHVICES, INC. SFM SERVICES, Filing Information Document Number M44559 FEI /EIN Number 592766887 Date Filed 01/09/1987 State FL Status ACTIVE Last Event NAME CHANGE AMENDMENT Event Date Filed 01/26/2006 Event Effective Date NONE m ('SERVICES, INC. , References AfYEON r 0 MOOICAL baptist tiealth South Florida d � Atlantic & Pacific M A N A G E M E N T Pvvftrred re Paurl aem- HOWS Leon Medical Centers (8 facilities) Carlos Nunez, Vice President Ph: 305.986.0285 Email: cnunez a leonmedicalcenters.com Contract: 1997 to Present Baptist Health Real Estate (6 facilities) Estela Tost Ph: 786.596.8691 Email: EstelaT@baptisthealth.net Contract: 2009 to Present Ten Aragon (I facility) Lilian Agra Ph: 305.444.7748 Email: lagra@apmanagement.net Contract: 2009 to Present Preferred Care Partners (6 facilities) Justo Luis Pozo, Vice President Ph: 305.632.2262 Email: JPozo@,mypreferredcare.com Contract: 2010 to Present Mercy Hospital (I facility) Ramon Fernandez, Facility Engineer Ph: 305.815,8143 Email: Ramoii.Fernandez@HCAhealthcare.com Contract: 2011 to Present Gafloway Endoscopy Center VAPTIST HEALTH SOUTH FLORIDA- July 19, 2012 To Christian Infante, 7500 SW 870' Avenue, Suite # 101 Miami, FL 33173 Phone: (305.) 595-9511 Fax: (305) 271-0383 Once again your team has met all of our expectations in their daily services in providino a very clean appearance at our facility allow-ing our clean image to remain at its best. Your C, ur participation was crucial to achieve a successful Joint Commission survey. It's great to have you as a collaborative partner in our quest to achieve excellence. Sincerely, 'd Luis Sil ',son; Director I =, FAWYM/ TRAw- May 13, 2010 To Whom It May Concern: Since 2004, SFM Services has provided complete Iandscape and janitorial services to Homestead -Miami Speedway. Our property is a major public facility measuring over 660 acres. The SFM crew is onsite year round making sure our track is in pristine condition for the 300,000 + patrons that visit us yearly. Their experience and knowledge in horticulture and event maintenance makes theta a key component to our success. I look forward to continue working with SFM Services, Inc. Please feel free to list me as a reference. Sincerely, Al Garcia Vice President Operations Homestead Miami Speedway One Speedway Boulevard Homestead, Florida 33035 305.230.5374 HOMESTEAD -MIAMI SPEEDWAY One Speedway Boulevard - Homestead, Florida 33035 -1500 - Phone ( 305 ) 230 -5000 • Fax ( 305 ) 230 -5223 v✓vrw. homesteadmiamispeedway.com qJJSFM mvICES, INC. September 280', 2007 To Whom It May Concerm This letter is to document how pleased we are with the janitorial services SFM Services, Inc. is providing Univision. Since 1997, SFM Services, Inc. has been providing janitorial services which include carpet cleaning, floor care, recycling, and porter services. Our 265,000 + square foot facility located in Doral, Florida is open 7 days a week 24 hours per day. The janitorial staff works around the clock. It is comforting know that the SFM personnel is properly trained and screened for the job. The janitorial staff maintains consistency in the level of service. If a may be of further assistance, please do not hesitate to contact me directly at 305 -640- 3559. Sincerely, Luis H. Rodriguez Facilities Manager 9405N.W. 41" Street Dora], F1 33175 0 Ph: 305.471.3900 univision September 280', 2007 To Whom It May Concerm This letter is to document how pleased we are with the janitorial services SFM Services, Inc. is providing Univision. Since 1997, SFM Services, Inc. has been providing janitorial services which include carpet cleaning, floor care, recycling, and porter services. Our 265,000 + square foot facility located in Doral, Florida is open 7 days a week 24 hours per day. The janitorial staff works around the clock. It is comforting know that the SFM personnel is properly trained and screened for the job. The janitorial staff maintains consistency in the level of service. If a may be of further assistance, please do not hesitate to contact me directly at 305 -640- 3559. Sincerely, Luis H. Rodriguez Facilities Manager 9405N.W. 41" Street Dora], F1 33175 0 Ph: 305.471.3900 Did you attend an event at the 0,B, between 1972-2007? 1, t® k \ 7 \ ` 2� \ } z =\ OPERATIONS ORGANIZATION CHART SFM representatives will inspect and survey the facility and document inventory to include floor /carpet services. A proper guide line to the contracted cleaning specifications is performed and transmitted to customer to match client's expectations. Consistency in the cleaning services is our goal. It is achieved through proper training, direct supervision, and unannounced quality control visits performed periodically and documented via specially designed software and employee evaluation program. Staffing Breakdown ✓ 1- Account manager ✓ 2- Working supervisors ✓ 4- Cleaners ✓ Project work person (floor /carpet care) Employee Retention SFM employee retention is at an all -time low for us. Within the office and management staff, there have only been 3 replacements in the last five years. Two of them were in the accounting department. =07, PERFORMANCE CE mEmIC'S & REPORTING SFM uses a quality control software named "Orange QC ". This software allows the SFM Quality control officers to: • Perform inspection using an Apple ipad or iphone • Monitors account performance & sends out real time alerts based on triggers you set • Generate reports for customers The SFM Quality Control Program and Plan consists of two mutually supporting modules: 1. Quality Control Plan — establish standards, supporting processes, performance objectives and performance indicators to meet all performance requirements. 2. Quality Control Monitoring Plan — implement SFM QC to provide a structured approach to performance monitoring, deficiency avoidance, corrective actions and reporting. Service Quality Measurements /Metrics Each task is monitored as follows: 1. The QC Officer will designate the area to be assessed. 2. The screen of the hand -held device requests a "level of compliance" to be input by qualitative format based on a numerical scale: 1 = Immediate Action Required 2 = Unsatisfactory 3 = Satisfactory If anything other than a "Satisfactory" is entered, the system will provide a report suggesting action to be taken. At this point, the end user is to: A. Refer to Superior B. Refer to Vice President C. Immediate Action required (self or other) D. High Risk (situations hazardous to health or safety) E. Maintenance required (drives a maintenance request) nit 35 mi, I FA IIREME T TOOL Hand -held Apple iPod Touch, Whone, or ipad Images Below is a visual of our hand -held based Quality Control application. SAMPLE OF IPAD PERFORMING INSPECTION Floors Perfect (3) Mirrors Unsatisfactory (1) Toilets Perfect (3) Doors Perfect (3) Below is actual inspection report. It is date and time stamped. Name ------------ -- Location --- ------- ---- -- - ------- --- - Score Inspector Performed at -- - - - - -- Restroom Baptist East Tower Floor 3/ Floor 3 79% Eileen Dominguez 05124/2012, 9:35 PM Line Item Rating Score Comment Photo Trash Above Average 81% Toilets & Urinals Above. Average 81% Sinks Above Average 81% Partitions Above Average 81% Floors Average 71% - --- ----------------- --------- – Name – — ---------- Location ------ Score Inspector ........................ Performed at Lobby Area Baptist East Tower Floor 3 1 Floor 3 81% Eileen Dominguez 05/24/2012, 9:35 PM Line Item . .... .................... Rating Score Comment Photo Horizontal Surfaces Above Average 81% Glass Above Average 81% Furniture Above Average 81% I think the floors on both Lobbies are clean but need Floors Average 71% scrubb, or maybe is - the type of Tyle That look like if need a scrubb, Doors Above Average 81% - Air Vents Excellent 91% - ----------- Name Location Score Inspector Pat-formed at Restroom Baptist East Tower Floor 4 / Floor 4 85% Eileen Dominguez 05/2412012, 9:05 PM Line Item Rating Score Comment Photo Tras h Excellent 91% - Toilets & Urinals Above Average 81% They are \mry old - but clean. Sinks Abme Average 81% - Partitions Above Average 81% - 41Iic-SFM. WO schv'INC Below is report provided to client that will show the evaluation of progress in 3 forms: Percent Score ® Graph showing comparing history ® Pie Chart SFM Services r Marlins Sisdium ��,•"„ eYF.ae wco9 an.,xr, n,na os.�°..ca;�, 'i , rta. •. .. Ncm& lv.'rsn tUr., en.r_:.:, VVw D,,AA 4.. � EnU'anas IWn t «..waa These reports can be emailed to property managers in a pdf format. Email notifications are configured to notify SFM managers about the QC performance. The QC officer's ipad automatically synchronizes via a wireless network connection so QC inspections can be tracked in real -time. Corrective action requests are immediately communicated to the relevant person. All quality control inspections have precise timestamps to ensure frequency of monitoring and a clear indication of the date, time, area and results of the monitoring process 'I Sm ICf S, INC. FIM TRANSITION SFM's main goal is to have a smooth transition. Employee retention company -wide is lower than industry standard. In order to achieve a seamless transition, SFM implements a transition plan that is customized for each facility. This would be achieved by our 10 -Step Transition Plan: 1) Mobilize SFM Transition Task Force 2) Expectations Meeting 3) Employee Screening & Hiring 4) Order Equipment & Supplies 5) Employee Training 6) Invoicing 7) Onsite Orientation 8) Set Up Supplies 9) Service Start Up 10) Follow Up Meetings TRANSITION TEAM Haydee Armenteros, General Manager Email: harmenteros @sfmservices.com Cell: 786.663.2248 Transition Responsibilities: Hiring process, supply orders, service delivery. Has been with SFM for over (7) years. She has moved up the ranks and oversees all janitorial operations. Support services /staffing , she brings vast experience of working in the industry. Jennifer Betancourt, Account Manager Email: ibetancourt2csfmservices.com Cell: 786.397.1335 Transition Responsibilities: Site orientation, cleaning specification implementation, employee safety and training. Has been with SFM for (3) years. She has been directly involved in all of all aspects of janitorial services in a healthcare facility. She also is experienced in floor care, carpet care programs, and daily janitorial maintenance. 111SM. En I =, Christian Infante, Vice President Email: cinfante2sfinservices.com Cell: 305.525.9442 Transition Responsibilities: Contract negotiations, expectations meeting, & customer satisfaction. Has (15) years of experience in Janitorial management. Mr. Infante has a Bachelor's degree in Business Marketing & Management from F.LU. Maria Lourdes Toman, Human Resources Email: mtoman@sfinservices.com Ph: 305.818.2424 ext. 14 Transition Responsibilities: Payroll compliance, drug testing, background checks, SFM, & BHSF policy training. Has been with SFM for 2 years, oversees that payroll is submitted on time. Employees with any issues or accident reports meet with Maria routinely. Eileen Dominguez, Quality Control Officer Email: edominguez@sfi-iiservices.com Cell: 305.525.9602 Transition Responsibilities: Site orientation, cleaning specification implementation and employee expectation summary. Has over (25) years of experience in the Janitorial industry. Prior to her current position she was a distributer for 3M janitorial supplies. Her experience and knowledge in janitorial supplies and services make her a valuable asset to the SFM Quality Control Program Maria Cristina Farinas, Area Supervisor Email: mfarinas2c sfinservices.com Cell: 305.305.1561 Transition Responsibilities: Site orientation, cleaning specification implementation, employee safety and training. Has been with SFM for (3) years and has been successful in implementing new service contracts has a vast knowledge of the janitorial industry. Jose Infante, President Email: iinfante c sfmservices.com Cell: 305.525.9441 Transition Responsibilities: Corporate support, quarterly site visits. Has (40) years of experience in the janitorial industry. Mr. Infante is qualified and experienced in all aspects of janitorial services and currently oversees the finances for the firm. Mr. Infante attended U.M. and M.D.C. PROVISION OF EQUIPMENT & SE . SERVICE SFM has on staff 3 fulitime mechanics that are responsible for maintenance and up keep of fleet and equipment. Equipment is replaced once it has expired life expectancy. SFM has a 10,000 sq ft of warehouse that store a large inventory of janitorial equipment and supplies. This ensures that services are not interrupted due to equipment break down. Below please find a list the equipment and chemicals used for the janitorial services. SFM uses primarily the following manufactured equipment: ® Nilfisk Advanced vacuum cleaners ® Rubbermaid Mop buckets & maid karts ® Nilfisk Advanced floor machines ® Schwarze vacuum street sweepers RM setting standards For 10 years SFM and Unisource have had a business partnership. SFM has access to their full line of resources. Unisource is one of the nation's largest janitorial supplies distributers. Unisource is an industry leader in green cleaning initiatives. SFM decided in 2007 to switch to Spartan chemicals for the daily janitorial tasks. With (4) basic chemicals the daily cleaning is accomplished. The chemicals listed below are all GREEN SEAL CERTIFIED. Currently all accounts cleaned by SFM are with the chemicals listed below. This provides a standardized method of cleaning for all janitors. 0 (Neutral Floor Cleaner II SEflilces, INC. Cleans, Disinfects, Deodorizes Cleaner Cleaner SFM strongly believes in protecting our environment. This is why since 2007, SFM changed all cleaning chemicals to Green Seal Certified products, E.0 Order 13101 describes green as: Environmentally Preferred or Preferable Products or Services that have a lesser or reduced effect on human health and the environment when compared with competing products or services that serve the same purpose. JJJSFM SfAVICES, INC. d — Green Cleaning can bring value to you by separating yourself from your competitors — Green Cleaning will impact both your company and your building owners bottom line Cleaning's Impact on the Environment 6 Billion pounds of chemical used by the janitor industry each year Most made from non - renewable resources, such as petroleum Once it's used it is gone forever v w IJSERVi[ES, IN<. VALLUE -ADDED SFM has had positive employee retention throughout the facilities serviced. This is attributed to the benefits SFM provides for it's clients. SFM Services is providing employees with: ® Health Plan ® Profit sharing with management twice per year ® Free uniforms ® Employee of the month program BENEFITS/HEALTH PLAN SFM employees are offered Comprehensive Medical Access (CMA). This is an affordable access to a wide range of medical services provided at clinical locations. SFM employees receive substantial discounts on medical services and offers a complete range of laboratory exams such as: Stress tests, Mammography, Endoscopy, EKG, CT Scan, X -rays, etc. Please see enclosed information. SFM PAYS FOR 50% OF MEDICAL PLAN TO ALL EMPLOYEES WORKING. About CMA SFM Employees get access to a variety of medical services for them and their families. SFM cares about the wellbeing and good health of its employees. Clinics promote good health by emphasizing preventive medicine and access to health care services for all. Clinics do not have any restrictions for anyone to become its member. SFM provides to its employees access to health care services without limitations, is our way of promoting good public health and maintain healthy work environment. CMA is a provider (medical group) formed by properly owned clinic; it is not a Medical Discount Provider Organization (DMPO) and does not guarantee discounts with other providers. CMA is not a medical insurance and every patient is responsible of paying the health services received from CMA. SFM collaborates actively with the community, by receiving patients from poor resources and giving them free medical services. For it, they must comply with the requirement (according with federal guidance) that the 100% of the income are below the poor line standard. Specialists covered in the SFM Health Plan consist of: ✓ General Medicine ✓ Allergy and immunology ✓ Audiology ✓ Cardiology ✓ Skin Clinic ✓ General Surgery ✓ Plastic Surgeries ✓ Endocrinology ✓ Gastroenterology V Gynecology Neurology Odontology V/ Optics V Optometry Ophtalmology Otorhinolaryngology Orthopedics Pediatrics II SENVICES, INC. �£ AM- Disaster Recgyy rvice SFM is not your ordinary janitorial service company. SFM has the capability and experience to provide disaster recovery service in times of a hurricane. Communication with the client representatives is key before and immediately after a hurricane makes landfall. SFM Services would meet with the client three days before expected hurricane landfall to review Hurricane procedures (Staging Area & Personnel) as well as being "on call ". Should client request, SFM Services can dispatch crews to install shutters to all facilities, Crews can also be dispatched to: ® Supply additional labor to assist client installing shutters on windows. ® Pick -up unattended barricades or debris throughout client facilities ® Supply /deliver portable 2 way radios, generators, portable restrooms, etc. After receiving authorization, SFM can dispatch to designated areas bull dozers, self loaders, dump trucks, etc. Within four (4) hours after the storm or winds have decreased, SFM will begin to clear the main artery streets into BHSF. OII SERVICES, INC. I Uniform & ID's We realize the importance that a properly- identified employee can have in any office building. For this reason SFM provides uniforms that are easily identifiable and professional. SFM cleaners wear teal — colored t- shirts with our logo clearly visible on both sides. This color makes identification even easier. Shirts are made of a polyester - cotton blend that makes it easy for our cleaners to keep them clean. We issue two sets to each cleaner and mend or replace them as needed. Should client wish a different type of uniform, we can provide shirts, slacks, windbreakers and parkas, all labeled with the SFM logo. By request, we can provide uniforms tailored to represent you, matching colors and logos. Just as important as a clear, identifiable uniform is the identification card, that every SFM employee is provided and required to carry with them at all times during work hours. SFM understands and enforces the need to have all personnel in an office building clearly identified. We want to make sure your tenants feel safe in their place of work and that they always know who is working around them. Our employee IDs serve 2 purposes: TO CLEARLY IDENTIFY AN SFM EMPLOYEE 2. TO TRACK EACH EMPLOYEE'S TIME AS A TIME CARD SWIPE SYSTEM. SFM is proud to participate in the National Drug Free Workplace Program. Objectives /goals: • To reduce drug use in the workplace • To increase productivity • To improve efficiency • To reduce accidents in the workplace • To demonstrate a more professional attitude and standard of conduct • To deliver better customer service To achieve these goals, SFM conducts: • Initial and periodic safety training sessions • Drug Abuse Awareness pamphlets • Random Drug Screening of existing employees • Complete drug Screening of all job candidates prior to start of assignments • Alcohol and Drug screening in the event of work - related accidents • Formal and informal counseling by trained supervisors i r i Fo #°mat SFM performs investigative background checks for all employees staffing our client's facilities. While performing investigative background checks which will include the following: • Social Security Number Verification • Criminal History Search (7 years) • Employment Verification • Violent Sexual Offender Registry Search • DMV Records (5 years) SFM employees will have employee history file in duplicates. Files will contain health checks and annual TB Tests as well as all documented training and development to be in compliance with OSHA. R CERTIFICATE OF LIABILITY INSHPAKIrP oPin T ;Y, I °AYE(ldl�bbrYYYI 11 02 11 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORfdAT10N ONLY AND CONFERS NO RIGHTS UPON THE —CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER, IMPORTANT: It the certificate holder is an ADDITIONAL INSURED, the pelicy(ies) must he endorsed. If SUBROGATION IS W VED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the Certificate holder in Ilea of such endorsement(s). PRODUCER OF ANY CERTIFICATE h41Y BE ISSUED OR IAAY PERTAIN, THE INSURANCE AFFORDED BROWN &BROWN OF FLORIDA INC 14900 NW 79th Court Sui.tejj200 Miami- Lakes FL 33016• -5869 Phone:305 -364 -7800 Fax :305 -714 -4401 - ..... ..__ . -_._._ 117SURED - - -- - -_.. _.. NAME: PHONE JAtoa _ _ -- _ to +c, No� AEDDRESS: PRODUCER CUSTOMERma: SFMSE -1 INSURER(S) AFFORDING COVERAGE NAIC SFM Services Inc. 9700 NW 79 Avenue Miami FL 33016 INSURERA A­risure Insu ante Co:.,pany 194$$ INSURERS. The North PUL—r ins. CC=Pany 21105 I!15URER C EACH OCCURRENCE 1"i'000,000 INSURER b: oETz�;t 11 /Ol /ll�ll /Ol /12 INSURER E: COVERAGES (`. FF:TIRIr ATG AIf IhAGCO. INSURER F : _- - TH IS TO CERTIFY TtiAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN INDICATED. NOTWITHSTANDING ANY REQUIREh1ENT, TER6f OR CONDITION ISSUED TO THE INSURED NAf.4ED ABOVE FOR THEM POLICY PERIOD OF ANY CERTIFICATE h41Y BE ISSUED OR IAAY PERTAIN, THE INSURANCE AFFORDED CONTRACT OR OTHER DOCUN ENT WITH RESPECT TO WHICH THIS BY THE EXCLUSIONS AND CON DITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TER)AS. _ .-._ LTft, TYPE OF Tt - -- REDUCED BY PAID CLAWS. - _EFF,It'POIiCYEX}% INSURA?2CE '..INSR YND POLICYNOMBER GENERAL LIABILITY , �Y hU,UDDlYS'YYI iiMld /ODtYYYYlC UFdfiS F A EACH OCCURRENCE 1"i'000,000 ,X COMMERCIAL GEtERAtuAsf�T GL2065489010011 oETz�;t 11 /Ol /ll�ll /Ol /12 ` ; CLAJMS�%1AGE ; X I OCCUR Piet ncrce� ]00,000 -- I BLANKET WOS ED EXP (Ax-f rna refs ^n( . 5 5000 _ -. -- - _ ._ PERSONAL& ADV INJURY 51,000,000 GE1r t AGGREGATE LIMIT APPLIES PER: ! GENERAL AGGREGATE ;$2,000,000 -.- --- . - - -- ._ -.._ ! 1 PO;.ICV E X '� " PRODUC,TS - COMROP AUU I F 2 , O O O , OO Q 00,000 JECT I AUTOMOBILE LIABILITY • i EID Sen. t > 1 000'000 00 , 000 A X ,AtTYAUTO �CA20654920102 11/O1/11i eotBaEDS1GlEL!h!r (Fa nFr!Y fi 1,000,000 11/01/12 ALL O:'JNED AUTOS 00. YNJURY (P6•P, ^_.n) $ SCHEDULED AUTOS -- RODLYINJUR'!(Pa...er;(i S -.. ._.._ I X H'.RED AUTOS -_. PROPERTY DAA!AGE J $ " X (Pet a"'Ue'.0 X1 BLANKET WOS - - B ix t UMBRELLA HAS X occuR 5530938084 ~, I EXCESS 11/01/ 1111 /01/12I E 1 ACI {OCCURftE ".CE , < 3000000 i LIAR iS- !ADE N .._ :AGGREGATE -CIA DEDUCTIBLE __�'I > 6000000 - A i WORKERS COMPENSATION I IWC2066].QQ01 AND EMPLOYERS'UAalUTY ! Y / N �S 12/12/11'12/12/12 X "CS ATU I X70 H i , ANY PROPR ETORPARTNEREXECUTiV_ - TORY if b r. ER J • OFFICERIAEMBER EXC!1JDED, NIA (Mandatary in NH) y EL EACH ACCIDENT I !S1000000 Po UESCPTON OF OPERALO JB tra;nu � ! EL DISEASE - EAEMPLOYEF S 1000000 � r-- '- ' E�msEASE- Pe;ICYUJ,UT i s 1000000 DESCRIPTION OF OPERATIONS/ LOCATIONS/ VEHICLES (AUach ACORD 701. Atldillanal Ramarhs Sch =_dule, irmor, spacefs requirzd) Janitorial & Landscaping services CERTIFICATE HOLDER SFM SERVICES, INC, 9700 NW 79TH AVE MIAMI FL 33016 ACORD 25 (2009/09) z fir! �1 ) It rvry SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. The ACORD name and logo are registered marks of ACORD Project Name: Janitorial Services RFP This addendum submission is issued to clarify, supplement and /or modify the previously issued Request for Proposals (RFP) Documents, and is hereby made part of the Documents. All requirements of the Documents not modified herein shall remain in full force and effect as originally set forth. It shall be the sole responsibility of the bidder to secure Addendums that may be issued for a specific solicitation. Question # 1 How do we quote the Head Start Building and Central Services? Answer to Question #I: The Head Start and Central Services buildings should be quoted separately. Attached to this Addendum is a revised Price Proposal Sheet that must be submitted with your quote. All other facilities and buildings must be quoted in one combined monthly and annual quote. Question #2• Can you please provide us with the current contract price and, who is providing services? Answer to Question #2 The City is on a month -to -month contract with Able Business Systems at $4,000 per month. Page 1 of 5 Question #3: Will the City provide storage for the contractors janitorial supplies? Answer to Question #3: The City will provide a storage area in each location except for the Senior Center. Question #4: Please advise the size of the bleachers in the Gym in the Community Center. Answer Question #4: The bleachers are 42' L X 12' W. Question #5: Is the contractor responsible to clean the Gym in the Community Center? Answer to Question #5: No, the contractor is responsible to clean the bleachers only. Question #6: Is the contractor responsible to clean refrigerators located in each City department? Answer to Question #6: No, the only refrigerator the contractor is responsible to clean is in the Community Center. Question #7: Is the contractor responsible to strip and wax the floor in the Community Center? Answer to Question 7: No, contractor is required to sweep, mop and buff the floors at the Community Center. Question #8: Please advise the frequency of service and access requirements for the "Evidence Room" in the Police Department Answer to Question #8: The Evidence Room will be cleaned when access is provided by the Police Department. Page 2 of 5 Question #9: Is the Police Department available after normal business hours to wax and strip floors? Answer to Questions #9: Yes, weekend mornings Saturday or Sunday, by appointment only with the Police Department. Question #110: Please explain the square footage provided in the RFP for each City location requiring service. Answer to Question #110: The square footage for each location identified as "Lobby /Floors" and "Office Space" should be combined for a grand total for each location. Question # 1 1: During pre -bid walk thru, it was mentioned the City gets cleaned twice per day, the specs do not say that. Please clarify. Answer to Question #11: Please refer to the scope of services and the frequency of services under the section "Responsibilities of the Parties" that are required on a daily, weekly, monthly, quarterly and bi- annual basis. Question #12: Motorpool is not listed in the RFP where all the buildings are. Is this going to be added since it was part of the walk thru? Answer to Question # 12: Motopool is included with the Public Works department. Question # 13: Does the bidder need to include consumable supplies (toilet tissue, hand towel, hand soap, & trash liners)? If so, how much was the city spending per month when it was done in house? Answer to Question # 13: The City previously purchased consumable supplies and were co- mingled with all supply purchases and we are unable to provide a dollar amount for specifically for janitorial services. Page 3 of 5 If we are to supply all the paper stock, please tell us the population per location. The City is unable to provide specific paper stock numbers or activity per location. Is there a bid or performance bond required? No, a bid or performance bond is not required. Question # 16: Do we need to include a copy of our insurance certificate with the bid or upon an award? Does the janitorial services agreement need to be included with the bid? I believe it is only necessary upon an award. Answer to Question # 16: No, the insurance certificate is not required with the bid but is a condition of award. The certificate is required prior to the execution of a contract or the City issues a PO. The janitorial Services agreement is not required with the submission of the bid. Question # 17: Do you want floor maintenance and carpet cleaning completed during normal working hours? This is a safety issue. If someone walks on a wet floor or carpet they could fall and be injured. Normally these services are completed after hours or on weekends. Answer to Question #17: Floor maintenance and carpet cleaning can occur between the hours of 7 AM to 4 PM, M — F. However, the cleaning crew can schedule this activity early in the shift as most employees and traffic occurs after 8 AM. Floor maintenance does not require heavy mopping; suggest the contractor place `Wet Floor" warning cones on areas that have been mopped. Warning cones would be the responsibility of the contractor. Page 4 of 5 REVISED I T; AUGUST 16,2012 Janitorial Services RFP #PW- 2012 -8 -01 Proposers must include the Revised Price Proposal Sheet with their submittal. Failure to do so will render your proposal non - responsive and will be rejected from further consideration. Year Year 1 (12 Months) Year 2 (12 Months) Year 3 (12 Months) ][,,e ]J rA Dead Start Monthly Fee z FA o EDO Page 5 of 5 I Other cations ithly Fee . 11 Total Monthly Fee 0�_ .6. �� t`I u oD ak. q.00 V Annual Amount Project Name: janitorial Services RFP RFP NO. PW- 2012 -8 -01 Date: August 20, 2012 Sent: Fax /E- mail /webpage This addendum submission is issued to clarify, supplement and /or modify the previously issued Request for Proposals (RFP) Documents, and is hereby made part of the Documents. All requirements of the Documents not modified herein shall remain in full force and effect as originally set forth. It shall be the sole responsibility of the bidder to secure Addendums that may be issued for a specific solicitation. Question I: Does the bid require a cleaning crew at the Community Center for 13 hours m -f and 6 hours on Saturday? All other buildings 9 hours daily to clean and commute among them? If so, I assume these requirements are not part of the current contract. Please explain. Answer to Question # 1: The Scope of Work includes the following: The Community Center requires janitorial services from 7 AM to 8 PM, M - F; Saturday hours of service is 10 AM to 4 PM. Staffing for those hours will be up to the contractor who receives the award. The City however expects coverage for the hours listed in the scope of work. These hours of coverage for the Community Center are not in the current month -to -month contract. Pagel of 2 Does the bidder need to purchase consumables (Toilet paper, paper towels, hand soap etc.)? Answer to Question 2: Yes. The City of South Miami is seeking proposals from experienced and capable parties to provide janitorial services for all City facilities and buildings. The Contractor shall furnish all material, labor, supplies and equipment necessary to perform all operations in connection with daily janitorial services for the City of South Miami. Question 3: The wording in the RFP regarding the Service Frequency is unclear. It lists all Locations as 7:00 a.m. to 4:00 p.m. Is that each location or all the locations combined. Are those times required or are they at the contractor's discretion? It also lists the Community Center as 13 hours per day and 6 hours on Saturday. Is that the requirement for a 22,000 SF facility? Is this part of the current contract? If so, are you sure about the current contract price of $4000.00 per month? We need your response as soon as possible since the bid is due Friday. Answer to Question #3 The frequency of service for All Locations is 7 AM to 4 PM, M -F. The exception is the Community Center. Service hours for the Community Center are 7 AM to 8 PM, M -F; Saturday hours of service is 10 AM to 4 PM. The City requires service and coverage for the hours listed in the scope of work; it is not at the discretion of the contractor. The square footage for the Community Center and all locations listed the scope of work should be combined for a grand total per location. The current month -to -month contract does not include the same scope of services as RFP # PW- 2012 -8 -01. The contract price of the month -to -month contract is $4,000 per month. Page 2 of 2 Janitorial Services RF NW- 20128 ®01 Pursuant to the provisions of Paragraph (2) (a) of Section 287.133, Florida State Statutes — "A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a Bid on a Contract to provide any goods or services to a public entity, 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 a public entity, may not be awarded to 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 Category Two of Section 287.017, Florida Statutes, for thirty six (36) months from the date of being placed on the convicted vendor list ". The award of any contract hereunder is subject to the provisions of Chapter 112, Florida State Statutes. BIDDERS must disclose with their Bids, the name of any officer, director, partner, associate or agent who is also an officer or employee of the City of South Miami or it's agencies. 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 OFFICIAL AUTHORIZED TO ADMINISTER OATHS. I. This sworn statement is submitted to 'S FVVt &_-.,-VI G CS �— [print name of the public entity] b -%i h -i-c / V K . [print individual's name and title] for STYY) Sr V- 0 Gc_S q G [print name of entity submitting sworn statement] whose business address is 0-700 N LJ —707 4-k �\—ye / h oil eats � "rJens P j-' 3 J0j b and (if applicable) its Federal Employer Identification Number (FEIN) is S, 9 -DJ 6 6, Y ?4 (If the entity has no FEIN, include the Social Security Number of the individual signing this sworn statement: — W A- ) 2. 1 understand that a "public entity crime" as defined in Paragraph 287.133 (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 of any other state or of the United States, including, but not limited to , any bid or contract for goods or services to be provided to any public entity or an agency or political subdivision of any other state or of the United States and involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentation. 3. 1 understand that "convicted" or "conviction" as defined in Paragraph 287.133 (1)(b), Florida Statutes, means a finding of guilt or a conviction of a public entity crime, with or- 35 without an adjudication of guilt, in any federal or state trial court of record relating to charges brought by indictment or information after July I, 1989, as a result of a jury verdict, non -jury trial, or entry of a plea of guilty or nolo contendere. 4. 1 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 any person, or a pooling of equipment or income among persons when not for fair market value under an arm's length agreement, shall be a prima facie case that one person controls another person. A person who knowingly enters into a joint venture with a person who has been convicted of a public entity crime in Florida during the preceding 36 months shall be considered an affiliate. 5. 1 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 led 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 I, 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 I, 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 of July I, 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.] 36 Continuation of Attachment 42 Public Entity Crimes and Conflicts I UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTING OFFICER FOR THE PUBLIC ENTITY INDENTIFIED IN PARAGRAPH I (ONE) ABOVE IS FOR THAT PUBLIC ENTITY ONLY, AND THAT THIS FORM IS VALID THROUGH DECEMBER 31 OF THE CALENDAR YEAR IN WHICH IT IS FILED. I ALSO UNDERSTAND THAT I AM REQUIRED TO INFORM THE PUBLIC ENTITY PRIOR TO ENTERING INTO A CONTRACT IN EXCESS OF THE THRESHOLD AMOUNT PROVIDED IN SECTION 287.017, FLORIDA STATUTES, FOR CATEGORY TWO OF ANY CHANGE IN THE INFORMATION CONTAINED IN THIS FORM. L Sworn to and subscribed before me this Personally known or ® Produced identification (Type of identification) Notary Public — State of -I-- 0,/j G{ G, , My commission expires (Printed, typed or stamped commissioned name of notary public) Form PU R 7068 (Rev.06/ 1 1 /92) Erika G. Borrego RA 9s-COMMISSION #EE210414 v;F K EXPIRES: JUN. 24, 2016 W WWW. AARON NOTARY.com 37 ATTACHMENT #2 DRUG FREE WORKPLACE Janitorial Services Rf P 4PW- 2012 -8 -01 Whenever two or more Bids which are equal with respect to price, quality and service are received by the State or by any political subdivisions 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: I. 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' 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 employee 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 any 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. 18 - 1 � -9, = ' CERTIFICATION Janitorial Services RFP PW- 2012 -8 -01 Submitted this 2_1 'd'ay $ The undersigned, as Bidder /Proposer, declares that the only persons interested in this RFP are named herein; that no other person has any interest in this RFP or in the Contract to which this RFP pertains; that this response is made without connection or arrangement with any other person; and that this response is in every respect fair and made in good faith, without collusion or fraud. The Bidder /Proposer agrees if this response /submission is accepted, to execute an appropriate CITY document for the purpose of establishing a formal contractual relationship between the Bidder/Proposer- and the CITY, for the performance of all requirements to which the response /submission pertains. The Bidder /Proposer states that this response is based upon the documents identified by the following number: Bid /RFP The full -names and residences of persons and firms interested in the foregoing bid /proposal, as principals, are as follows: Telephone: S ' '� ° " — ) _ I_ Company Name 6 FM i SR " (,C5 , J__nC . 39 Continuation ofAttachment #4No Conflict of inter /Non- Collusion Certification NOTARY PUBLIC: STATE OF F Ly r 0(,� COUNTY OF /0 i Gi a-)'I D Gl 1i The foregoing instrument was acknowledged before me this q-1-1' day of Av u. 20 12- by 5 T" :LAh (name of person whose signature is being notarized) who is SEAL P& , il, gorreo e $. COMMISSION e9'••ee EXPIRES: JUN. 24,2016 d' °° WWW,AARONNOTARYw, V Personally known to me, or r Personal identification: Type of Identification Produced Did take an oath, or Did Not take an oath. (Name of Notary Public: Print, Stamp or type as commissioned.) FAILURE TO COMPLETE. SIGN, & RETURN THIS FORM MAY DISQUALIFY YOUR RESPONSE 40 ATTACHMENT #4 ACKNOWLEDGEMENT OF CONFORMANCE WITH OSHA STANDARDS janitorial Services RFP4PW-2012-8-0 TO THE CITY OF SOUTH MIAMI We, WTI I SC CO G�CS -t,,,G. , (Name of Contractor), hereby acknowledge and agree that as Contractors for the Janitorial Services RFP, as specified have the sole responsibility for compliance with all the requirements of the Federal Occupational Safety and Health Act of 1970, and all State and local safety and health regulations, and agree to indemnify and hold harmless the City of South Miami against any and all liability, claims, damages, losses and expenses they may incur due to the failure of (subcontractor's names): VA to comply with such act or regulation. CONTRACTOR Title r2S0 -Y Y 01? Witness FAILURE TO COMPLETE, SIGN, & RETURN THIS FORM MAY DISQUALIFY YOUR RESPONSE 41