Parks Janitorial Services

CITY OF FERNANDINA BEACH, FLORIDA
REQUEST FOR PROPOSAL 26-06
PARKS JANITORIAL SERVICES
INTRODUCTION
The City of Fernandina Beach, Florida is accepting competitive sealed proposals for PARKS
JANITORIAL SERVICES, including labor, supplies, equipment and supervision. The intent of this
Request for Proposal is for a janitorial contractor to provide janitorial services for parks recreation
buildings operated by the City of Fernandina Beach, Florida.
The City of Fernandina Beach will receive sealed proposals from qualifying janitorial cleaning
companies through Demandstar.com (www.demandstar.com). It shall be the sole
responsibility of the Respondent to have their proposals uploaded to Demandstar.com
E-Bidding System prior to 2:00PM, June 25, 2026.
Hand-delivery, mailed, faxed or emailed submissions will not be accepted.
A Mandatory Pre-proposal meeting will be held at 10:00am (ET), May 27, 2026, at the City of
Fernandina Beach Atlantic Recreation Center, located at 2500 Atlantic Ave, Fernandina
Beach, FL 32034. Proposals will not be considered from any firm that is not
represented at the Mandatory Pre-proposal meeting. Any Respondent who arrives
after the meeting has concluded will not be considered.
It shall be the sole responsibility of the Respondent to have its proposal submitted through
the DemandStar website (www.demandstar.com) not later than the above date and time.
Facsimile, paper or telegraphic submittals will not be accepted. Delay in delivery shall be
the sole responsibility of the Respondent. Proposals received after the deadline will not be
considered. Award of the Proposal is subject to authorization and appropriation of funds.
RESPONDENTS ARE REFERRED TO THE ATTACHED GENERAL CONDITIONS FOR OTHER
IMPORTANT INFORMATION REGARDING THE RFP PROCESS, REQUIREMENTS AND
EXHIBITS.
The response shall be submitted on the specified Contact Sheet/Bid Form, hereto
attached as "Exhibit A". The person signing the RFP Response Form shall have the
authority to bind the Respondent to the RFP. All information on the RFP form shall be
provided, or the response may not be accepted.
The competitive sealed response shall be accompanied by a "Public Entity Crimes",
herein provided as "Exhibit B", "Drug-Free Workplace Certification" herein provides as
"Exhibit C", "E-Verify Statement" herein provided as "Exhibit D", "Proposer
Acknowledgements and Agreements", herein provided as "Exhibit E", "Conflict of
Interest", herein provided as, "Exhibit F", "Non-Collusion Affidavit", herein provided as
"Exhibit G" and "Dispute Disclosure", herein provided as "Exhibit H".
Separate "Attachment A" Sample of City of Fernandina Beach Contract.
In accordance with Item 16, General Terms and Conditions, please provide proof the
Contractor/Vendor is not listed in the Excluded Parties List System, a federal
suspension and debarment listing.
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CITY OF FERNANDINA BEACH, FLORIDA
REQUEST FOR PROPOSAL 26-06
PARKS JANITORIAL SERVICES
SCOPE OF WORK
Contractor shall supply all labor, equipment and cleaning supplies. The City shall provide
trash receptacles liners, paper towels, toilet paper, hand soap and other supplies required
to replenish restroom and kitchen dispensers.
Office & Public areas excluding kitchens: Contractor shall empty trash, replace liners
when required, clean trash receptacles when required, dispose of trash and empty
cardboard receptacles into dumpsters provided by City, sweep and spot wet mop tile floors,
vacuum traveled carpeted areas and floor mats, dust horizontal surfaces in public areas of
the building that are readily available and visibly require dusting, clean entrance door glass.
Sweep all interior and exterior stairs. Sweep all exterior landings and entry mats.
Interior tile or wood stairs shall be lightly mopped, then immediately dried with rags or towels
after mopping.
Spray buff vinyl tile and wood flooring. Spot-clean all wall surfaces within 80" of the floor.
Clean all interior windows and mirrors. Completely clean all interior windowsills.
Low dusting and wiping: Contractor shall clean all horizontal and vertical surfaces within
80" of the floor. All dust, lint, litter, handprints, soil, etc. shall be removed from surfaces.
This will include chairs, file cabinets, counters, windowsills, tops of doors, etc. Do not
clean or dust electronic equipment and personal items.
Kitchen areas: empty trash, replace liners, clean trash receptacles when required,
dispose of trash and empty cardboard receptacles in dumpsters, sweep and spot wet mop
tile floor, clean sinks and faucets. The contractor shall ensure that surface areas are kept
clean. The outside of refrigerators wiped down and countertops sanitized. The contractor
shall clean microwaves inside and out. The contractor is not responsible for the inside of
the refrigerators or dirty dishes.
Restrooms: Tasks include completely cleaning and disinfecting wash basins, chrome,
and counters, dispensers, toilets and urinals, mirrors, glass, paper product dispensers and
trash dispensers. Spot clean and disinfect partitions, doors and walls. Completely wet mop
and disinfect tile floors. Replenish dispensers for hand towels, soap, air freshener and toilet
tissue. The Contractor shall sanitize, clean, and stock restrooms. Frequently check paper
products so that supplies do not run out. The contractor shall coordinate ordering of
supplies with City staff responsible for purchasing supplies at each facility. All restrooms
shall be thoroughly cleaned with a germicide cleaner each time cleaning is scheduled.
Outside of all toilet bowls, urinals and hand sinks or basins shall be cleaned so as to be
free from soil and odors. Use of abrasive cleaners shall be limited to deeply stained areas.
Bleach and abrasive cleaners may not be used for cleaning unless specifically approved
for spot-cleaning.
Clean inside of toilet bowls, urinals and hand sinks or basins and all operating fixtures.
Cleaning shall include periodic descaling to remove hard water staining. After cleaning,
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CITY OF FERNANDINA BEACH, FLORIDA
REQUEST FOR PROPOSAL 26-06
PARKS JANITORIAL SERVICES
the entire surface shall be free from streaks, spots, rust, scale, stains, scum, dust, dirt, urine
and other offensive stains.
Walls and partitions surrounding toilet bowls, urinals and hand sinks or basins shall be
cleaned as to be free from any soil's odors. Floors and mop boards or baseboards shall be
scrubbed and shined and free from dirt, grit, dust, streaks, splashes, hair, and mop strands.
Mirrors, doorknobs, and door push plates shall be cleaned and sanitized.
Floor drains, restroom floors, hand sinks and shower drains shall be thoroughly cleaned
with brushes and germicides to be thoroughly sanitized at the beginning of the performance
of the contract and treated on a once-a-month basis throughout the duration of the contract.
Drains shall be kept free from mop strands, hair, soap-scum, and offensive odor.
Showers and Shark Coating: All shower room floors and walls shall be cleaned with non-
abrasive cleaners specifically approved for use on shark floor coating. After cleaning, floors
and walls shall be free from streaks, smudges, water spots, and strong odors.
Minimum Cleaning Standards:
Floors shall be mopped with clean water using minimal amounts of detergents, which shall
be replaced regularly. Mops and buckets will be kept clean and odor-free and replaced
when necessary. Mop water shall be disposed of only at specified locations and never in
hand sinks or outdoors. After mopping, the floor shall have a uniform appearance, with no
streaks, swirl marks, detergent residue, or any evidence of soil, stains, film, debris, or
standing water.
All uncarpeted floors and stairs shall be swept, including corners and abutments. After
sweeping, the floor and stairs shall be free of litter, dust, rocks, and foreign debris.
Chairs, trash receptacles, walk-off mats, and other easily moveable items shall be tilted or
moved to sweep or mop underneath. Non movable items shall be swept and mopped under
as best as possible. There shall be no splash marks or streaks on furniture, walls,
baseboards, etc.
All uncarpeted floors shall receive regular floor maintenance. After receiving floor
maintenance, the entire floor shall have a uniform coating of a nonskid floor finish, have a
uniform, glossy appearance, and be free of scuff marks, heel marks, and other stains and
discolorations. Floor maintenance includes washing, buffing, spray buffing, one-step
waxing, stripping and waxing as needed to achieve a resilient and protective finish.
Carpet-type entrance mats swept with a stiff brush or vacuumed to remove soil and grit.
Rubber or polyester entrance mats shall be swept or mopped to remove soil and grit. Soil
and moisture underneath entrance mats shall be removed for cleaning and returned to their
normal location.
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CITY OF FERNANDINA BEACH, FLORIDA
REQUEST FOR PROPOSAL 26-06
PARKS JANITORIAL SERVICES
All carpet runners are to be vacuumed and then rolled and the area underneath is to be
cleaned with the surrounding floor. The runners shall then be unrolled and placed back.
Each floor type must be completely cleaned during each cleaning rotation.
A/C vents and fans: Ventilation supply and return plates and bathroom fans shall be
cleaned using a duster or soap and water as needed.
Drinking Fountains: Clean and disinfect all surfaces, including the spout, operating button
and drain. After cleaning, the entire drinking fountain shall be free from streaks, stains,
smudges, offensive odors, scale and other obvious soil.
Windows/Mirrors: All inside surfaces of windows, doorway glass and all mirrors shall be
cleaned as needed to keep them free of dust, soil, handprints etc.
Furniture: All furniture shall be wiped down or vacuumed to keep surfaces free of soil, lint,
dust or other foreign items.
Equipment: Office equipment such as computers, copiers, keyboards, monitors,
typewriters, telephones, fax machines, adding machines, portable calculators and desk
lamps shall not be cleaned. Extreme caution shall be used to prevent damage to
electronic equipment by bumping, unplugging or moving when cleaning or vacuuming
around equipment, electrical plugs and power supplies.
Personal Items: The contractor shall not move or displace personal items and shall take
care in not disrupting these items. If items are in the way of cleaning, the contractor shall
work around the items as best as possible and notify the Contract Administrator of any
problems.
CLEANING FOR EVENTS OUTSIDE THE NORMAL SCHEDULED CLEANINGS
There are times when the parks and recreation department will have rentals that require
additional cleaning outside the normal scheduled cleanings. The City is requesting an
hourly rate to be specified for these additional cleaning services.
AWARD
Award recommendation shall be made to the most responsive and responsible Respondent offering
the best value. The City reserves the right, based upon its deliberations and in its opinion, to accept
or reject any or all proposals. The City also reserves the right to waive minor irregularities or
variations to the specifications and in the proposal process. The recommendation of the Evaluation
Committee does not bind the City Commission.
Successful Respondent is required to have a Business License in the city where their home office
is located. If business office is located in the City of Fernandina Beach a business tax license is
required.
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CITY OF FERNANDINA BEACH, FLORIDA
REQUEST FOR PROPOSAL 26-06
PARKS JANITORIAL SERVICES
RFP Package
RFP Documents and Specifications are available to download from the City of Fernandina Beach
website at www.fbfl.us/bids, and DemandStar at www.demandstar.com. Questions regarding the
RFP package can be directed to Wanda Weaks, Purchasing Specialist, wweaks@fbfl.org.
CONTACT
Specification questions during the RFP period shall be submitted in writing to the appropriate
Department contact below with a copy to Wanda Weaks, wweaks@fbfl.org.
Respondents are hereby put on notice that no contact shall be made with any of the City
Commission members, other City staff, or others that may be involved in the selection process to
discuss this request or to influence the outcome of the selection.
ADDENDA
A written response to submitter's questions will be issued via Addendum and posted on the City's
website at www.fbfl.us/bids and DemandStar at www.demandstar.com. It is the submitter's
responsibility to check the City's website for Addenda prior to submitting their proposal. The
deadline for questions is ten days before the RFP opening.
If there is an Addendum it becomes part of the original RFP and shall be acknowledged by attaching
a copy of the Addendum, signed by an authorized representative of the company submitting the bid
or proposal. Failure to do so may disqualify the proposal.
PROPOSAL OUTLINE
Table of Contents
The submittal should include a clear and complete identification of proposal using tabs and
page numbers for clear reference.
1. Letter of Transmittal
Provide a brief letter of transmittal that includes the following information:
a. The proposer's understanding of the work to be performed.
b. A positive commitment to perform the service as specified.
c. The names of key persons who will be the main contacts for the City.
Tab 1 - Qualifications and Capability of Firm
a. Provide a statement of qualifications abilities, experience and expertise in
providing the requested services.
b. Identify key personnel to be responsible for this contract, primary and backup.
Provide resumes and highlight experience of key personnel that will be assigned
to this contract.
Tab 2 - Experience
a. Describe experience in providing the services described in the scope of work.
b. Provide a complete listing of any convictions or fines incurred by the firm or of its
principals for violations of any state or federal law within the past three years.
Identify firm's executives who have current claims or who have participated in
litigation against the City while with another firm.
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CITY OF FERNANDINA BEACH, FLORIDA
REQUEST FOR PROPOSAL 26-06
PARKS JANITORIAL SERVICES
Tab 3 - Project Approach
a. Describe the understanding of the work required, methods and the work
schedule to accomplish the scope of work. Describe methods to correct
deficiencies in the services provided.
Tab 4 - References
a. Provide a list of current clients and date(s) services provided.
b. Identify a minimum of three references in the current clients list and include
contact person's names, phone numbers, e-mail addresses, and mailing
addresses.
Tab 5 - Cost Proposal
a. Provide a list of expenses and fees for completing the scope of work.
EVALUATION PROCESS
All Requests for Proposals (RFP) will be evaluated in terms of project approach,
experience, quality of work, proposed cost, and capacity to perform. Past performances on
similar projects will also be assessed in terms of timeliness, completing work within budget
and quality of work.
The City observes a "cone of silence" and policies for ethical and professional behavior on
all advertised solicitations. After issuance of the solicitation, respondents shall refrain from
contacting any member of the evaluation committee, the City Manager or the City
Commission regarding this proposal until the Commission approves the successful
proposer.
Costs of preparation of a response to this RFP are solely those of the proposer. The City
assumes no responsibility for any such costs incurred by the proposer.
EVALUATION CRITERIA
* Qualifications & Capability of Firm 20%
* Experience 20%
* Project Approach - demonstrates understanding of project 30%
requirements, and proposes methods and work schedule
accomplish the work meeting or exceeding criteria listed in
the RFP.
* References 15%
* Cost Proposal 15%
INSURANCE REQUIREMENTS
Insurance requirements are outlined in the General Conditions of this Request for Proposal.
BOND REQUIREMENTS
Bid bonds requirements are outlined in the General Conditions of this Request for Proposal.
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CITY OF FERNANDINA BEACH, FLORIDA
REQUEST FOR PROPOSAL 26-06
PARKS JANITORIAL SERVICES
GENERAL CONDITIONS REQUEST FOR PROPOSAL
1. PREPARATION OF PROPOSAL - REQUEST FOR PROPOSAL will be prepared
in accordance with the following:
a. The enclosed Contact Sheet/Proposal Form, attached hereto as "Exhibit A",
must be used when submitting your REQUEST FOR PROPOSAL.
b. All information required by the Contact Sheet/Proposal Form must be furnished.
The Proposer must print or type his/her name and manually sign the Form and
any continuation sheet on which an entry is made.
c. Unit prices must be shown and where there is an error in extension of price, the
unit price will govern.
d. Alternate Proposals will not be considered unless authorized by the Request for
Proposal.
e. Proposers will not include federal taxes nor State of Florida sales, excise, and
use taxes in prices, as the City is exempt from payment of such taxes. An
exemption certificate will be signed where applicable upon request.
f. Proposers must make all investigations necessary to thoroughly inform
themselves about any and all conditions related to the performance of the
contract. Plea of ignorance by the Proposer of conditions that exists or may
hereafter exist as a result of failure or omission on the part of the Proposer to
make the necessary examinations and investigations, or failure to fulfill in every
detail the requirements provided for in the Purchasing Policy, Purchasing
Ordinance and/or State and Federal Statutes. The City's Purchasing Ordinance
is set forth in Chapter 2-420, et seq.
g. Prices quoted must be FOB City of Fernandina Beach, Florida with all
transportation charges prepaid unless otherwise specified in the Request for
Proposal.
h. Deliveries are to be FOB Destination unless otherwise specified in the Request
for Proposal.
i. Deliveries are to be made during regular business hours.
j. Proposals and Proposal prices must be valid for a minimum of ninety (90) days,
unless otherwise stated on the REQUEST FOR PROPOSAL.
2. SUBMISSION OF PROPOSAL
a. The City of Fernandina Beach has partnered with DemandStar using their E-
bidding platform. All submittals will be received through the DemandStar E-
bidding platform. To register and submit through DemandStar go to
www.demandstar.com/registration.
3. REJECTION OF PROPOSAL
a. The City reserves the right to accept or reject any or all Proposals, to waive
irregularities and technicalities, and to request resubmission or to re-advertise
for the services. The City will be the sole judge of the submittals. The City's
decision will be final.
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CITY OF FERNANDINA BEACH, FLORIDA
REQUEST FOR PROPOSAL 26-06
PARKS JANITORIAL SERVICES
4. WITHDRAWAL OF PROPOSAL
a. Proposals may not be withdrawn after the time set for the opening for a period
of time as specified.
b. Proposals may be withdrawn prior to the time set for the opening. Such request
must be in writing.
5. LATE PROPOSAL
a. REQUEST FOR PROPOSAL and modifications received after the time set for
the opening will not be considered.
b. Modifications in writing received prior to the time set for the opening will be
accepted.
6. LOCAL, STATE, AND FEDERAL COMPLIANCE
a. Proposers must comply with all local, state, and federal directives, orders and
laws as applicable to the REQUEST FOR PROPOSAL and subsequent
contract(s) in accordance with the requirements as stated in CFR 200.321,
including but not limited to Equal Employment Opportunity (EEO), Minority
Business Enterprise (MBE), and Occupational Safety and Health Administration
(OSHA) as applicable to this contract.
b. A "Public Entity Crimes Statement", in accordance with Florida Statutes, Section
287.133 (3) (a), on Public Entity Crimes, attached hereto as "Exhibit B", must be
received at the time of the proposal.
c. A "Drug Free Workplace Certification" attached hereto as "Exhibit C", must be
received at the time of the proposal.
d. The City of Fernandina Beach requires that the Proposer selected will not
discriminate under the contract against any person, in accordance with federal,
state and local government regulations.
e. An "E-Verify Statement" attached hereto as "Exhibit D" must be received at the
time of the proposal.
7. AWARD OF REQUEST FOR PROPOSAL
a. The REQUEST FOR PROPOSAL will be awarded to the most responsive and
responsible proposer offering the best value to the City of Fernandina Beach.
b. The City reserves the right to accept and award item by item, and/or by group,
or in the aggregate.
c. A written award of acceptance (Purchase Order) mailed or otherwise furnished
to the successful Proposer will result in a binding contract without further action
by either party.
d. Unless otherwise noted in the specifications, the length of the agreement will be
one year, with two one-year renewals possible based on the mutual consent of
the parties.
e. Upon award, for construction projects, the Contractor will be required to
complete/execute the City's Contract and General Conditions for Construction
Services.
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CITY OF FERNANDINA BEACH, FLORIDA
REQUEST FOR PROPOSAL 26-06
PARKS JANITORIAL SERVICES
f. Agreement may be cancelled with 60-day notice unless otherwise stated in
signed contract documents.
8. NOT RESPONSIBLE FOR COSTS
a. The City will not be responsible for any cost incurred by a prospective Proposer
in responding to this REQUEST FOR PROPOSAL.
9. BONDS
* If Proposal is less than $100,000 no Proposal Bond or Payment and
Performance Bond required.
* If Proposal is greater than $100,000 and is for material only, a Proposal Bond is
required but no Payment and Performance Bond is required.
* If Proposal is $100,000 - $200,000, and is for services, a Proposal Bond is
required but no Payment and Performance Bond is required.
* If Proposal is greater than $200,000, and is for services, Proposal Bond and
Payment and Performance Bond is required.
PROPOSAL BOND:
a. If the Base Proposal or the Base Proposal plus the sum of any alternates fall
into the criteria above requiring a Proposal Bond, the Proposer must enclose a
Certified Check or Proposal Bond with each Proposal. A Certified Check or
Proposal Bond must be for an amount not less than five percent (5%) of the
Proposal price and must be made payable to the CITY OF FERNANDINA
BEACH as a guarantee that the Proposer will not withdraw its proposal for a
period of ninety (90) calendar days after Proposal closing time. Proposal Bonds
or Certified Checks will be returned to unsuccessful Proposal within 10 days of
proposal award. Successful proposers will receive their Certified Check or
Proposal Bond after the contract/agreement has been signed and a
Performance and Payment Bond is received.
PERFORMANCE AND PAYMENT BONDS:
a. In the event the Contract is awarded to the Proposer, Proposer will thereafter
enter into a written contract with the CITY OF FERNANDINA BEACH and furnish
a Payment and Performance Bond in an amount equal to the contract price. The
form of the bonds shall be in accordance with Section 255.05 of Florida
Statutes. Failing to do so, Proposer must forfeit its proposal security.
Payment and Performance Bond must be secured from or countersigned by an
agency or surety company recognized in good standing and authorized to do
business in the State of Florida. The following exceptions to proposer providing
Performance and Payment Bonds are as follows: In lieu of the Performance and
Payment Bonds, a contractor may file with the City an alternative form of security
in the form of cash, a money order, a certified check, a cashier's check, an
irrevocable letter of credit, or a security of a type listed in part II of chapter 625,
Florida Statutes. Any such alternative form of security must be for the same
purpose and be subject to the same conditions as those applicable to the bonds.
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CITY OF FERNANDINA BEACH, FLORIDA
REQUEST FOR PROPOSAL 26-06
PARKS JANITORIAL SERVICES
The value of an alternative form of security must be in the amount of the
proposal.
10. PUBLIC INFORMATION
a. All information contained in this Proposal is public information, and as such will
be handled in accordance with chapter 119, Florida Statutes.
11. ADDITIONAL INFORMATION
a. The City reserves the right to require Proposers to provide references and
information on previous similar experience prior to award of the contract.
12. QUESTIONS
a. Any questions about the REQUEST FOR PROPOSAL should be
communicated per instructions in the REQUEST FOR PROPOSAL.
13. INDEMNIFICATION AND INSURANCE
INDEMNIFICATION
The parties recognize that FIRM/LESSOR is an independent Contractor.
FIRM/LESSOR agrees to assume liability for and indemnify, hold harmless, and
defend the CITY, its commissioners, mayor, officers, employees, agents, and
attorneys of, from, and against all liability and expense, including reasonable
attorney's fees, in connection with any and all claims, demands, damages, actions,
causes of action, and suits in equity of whatever kind or nature, including claims for
personal injury, property damage, equitable relief, or loss of use, arising directly or
indirectly out of or in connection with any negligent and/or deliberate act or omission
of FIRM/LESSOR, its officers, employees, agents, and
representatives. FIRM/LESSOR's liability hereunder must include all attorney's fees
and costs incurred by the CITY in the enforcement of this indemnification
provision. This includes claims made by the employees of FIRM/LESSOR against
the CITY and FIRM/LESSOR hereby waives its entitlement, if any, to immunity
under Section 440.11, Florida Statutes. The obligations contained in this provision
will survive termination of this Agreement and will not be limited by the amount of
any insurance required to be obtained or maintained under this Agreement. Nothing
contained in the foregoing indemnification will be construed to be a waiver of any
immunity or limitation of liability the CITY may have under the doctrine of sovereign
immunity or Section 768.28, Florida Statutes.
INSURANCE
Prior to commencement of any work under this Contract and until completion and
final acceptance of the work, the FIRM/LESSOR must, at its sole expense, maintain
the following insurance on its own behalf, and furnish to the CITY certificates of
insurance evidencing same and reflecting the effective date of such coverage as
follows:
The term "Contractor" as used in the insurance rider, will mean and include
Subcontractors of every tier.
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