Item C21BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: July 15,2015 Division: Public Work s/EnLfineering
Bulk Item: Yes X No Department: Facilities Maintenance
Staff Contact Person/Phone #: Bob Stone 797-1458
AGENDA ITEM WORDING: Approval from Monroe County Board of County Commissioners of
the First Amendment Agreement to add four (4) locations with Stockton Maintenance Group, Inc., for
"Janitorial Services -Marathon". The new locations are the Marathon Supervisor of Elections,
Marathon Senior Center, Marathon Tax Collector, and Marathon Clerk of Courts.
ITEM BACKGROUND: On November 18, 2014 the BOCC approved a bid award to Stockton
Maintenance Group for "Janitorial Services - Four Facilities - Marathon".
PREVIOUS RELEVANT BOCC ACTION: On April 16,2014, the Board of County Commissioners
approved to advertise for bids for janitorial series at the Marathon Courthouse, Marathon Government
Center and the Marathon Library. On November 18, 2014 the BOCC approved a bid award to Stockton
Maintenance Group for "Janitorial Services - Four Facilities - Marathon".
CONTRACT/AGREEMENT CHANGES:
STAFF RECOMMENDATIONS: Staff recommends approval of this item
TOTAL COST: $ 21,626.16/yr INDIRECT COST: BUDGETED: Yes X No
DIFFERENTIAL OF LOCAL PREFERENCE:
COST TO COUNTY:- N/A SOURCE OF FUNDS:_Ad Valorem -
REVENUE PRODUCING: Yes No X AMOUNT PER MONTH Year
APPROVEDRY: County AttyAl"I OMB/Purcliasliigw(—"iskManage meiit';-'Ji''I
DOCUMENTATION: Included X Not Required
FOIL, 101.1111$]
Z_ 4
CONTRACT SUMMARY
Contract with: Stockton Maint.. Group Contract #
Contract Purpose/Description:
Janitorial services for Marathon Library, Marathon Courthouse, Marathon Government
Center & Marathon Government Center Annex adding locations of Marathon Senior Center,
Marathon Supervisor of Elections, Marathon Tax Collector, and Marathon Clerk of Courts -
Contract Manager: Alice Steryou 305 292-4549 PW Facilities Stop #1
for BOCC meeting on July 15, 2015 Agenda Deadline: June 30, 2015
Total Dollar Value of Contract:
County Match: $ N/A
Account Codes,: 001-20501-530340 1
- - - -
ADDITIONAL COSTS
maintenance, utilities, janitorial, salaries, etc.
CONTRACT REVIEW
Changes
pate, In Needed Reviewer
Division Director Yes[-] No2/ P) (2
County Attorney lj�"J Yes[—] No
Date Out
VkMAW1 W I
MONROE COUNTY, FLORIDA
This Agreement is made and entered into this t,5*� day of Lf(--f 2015, between
MONROE COUNTY, FLORIDA ("COUNTY"), a political subdivision of the State of Florida,
whose address is 1100 Simonton Street, Key West, Florida 33040, and STOCKTON
MAINTENANCE GROUP, INC. ("CONTRACTORa Florida corporation, whose address is
1975 Sansbury's Way, Suite 4116, West Palm Beach, Florida 33411.
WHEREAS, on November 18, 2014, the parties entered into an agreement to provide
janitorial services for GEORGE DOLEZAL LIBRARY, MARATHON COURTHOUSE,
MARATHON GOVERNMENT CENTER AND MARATHON GOVERNMENT CENTER
ANNEX - MARATHON, Monroe County, Florida, and
I RX .14 LAN
�111`10k'1611=116JMINN POW
COILLECTIF& A111AW 11,11 flyl 1 0111, LEPALK *PF
Monroe County, Florida, and
WHEREAS, CONTRACTOR desires and is able to provide janitorial services for
additional locations; and
WHEREAS, County desires to amend the Original Agreement Title to: AGREEMENT
FOR JANITORIAL SERVICES - FACILITIES - MARATHON, MONROE COUNTY,
FLORIDA, now therefore,
NOW, THEREFORE, in consideration of the mutual promises and covenants set forth beloA
the parties agree to amend the original contract dated November 18, 2014, as follows: I
1. Item 2 SCOPE OF THE WORK shall read as follows:
The Contractor shall furnish janitorial service, including all necessary supplies,
equipment, and safety devices required in the performance of same, for the following
facilities all located in Marathon Flori&.-32320-550:
GEORGE DOLEZAL LIBRARY, 3251 Overseas Highway, consisting of
approximately 7,028 sf.
Marathon Courthouse, 3117 Overseas Highway, consisting of approximately
6,863 sf.
Marathon Government Center, 2798 Overseas Highway, consisting of
approximately 23,500 sf.
Marathon Government Center Annex, 490 63d Street, consisting of
approximately 10,000 sf.
Janitorial Services — Facilities — Marathon, Monroe County, Florida
Marathon Tax Collector, 301 Overseas Hwy, consisting of approximately 1,984
sf.
Marathon Clerk of the Court, 3117 Overseas Hwy, consisting of approximately
1,600 sf.
Marathon Senior Center, 33 al Street, Gulf, consisting of approximately 2,250 sf.
Marathon Supervisor of Elections, 10015, 10005 Overseas Hwy, consisting of
approximately 2,139 sf.
i. All Floors swept, loose in removed.
ii. Wash and disinfect floor
iii. Stall partitions damp cleaned.
iv. All commodes, urinals, basins and vanities shall be scoured and disinfected.
V. All urinal traps shall be specially cleaned and disinfected.
vi. All sanitary napkin receptacles will be cleaned, waste disposed, and
disinfected.
vii. Mirrors shall be cleaned and polished
viii. All supplies shall be replenished (paper goods, soap, etc.).
ix All other work necessary to maintain a clean and sanitary condition in these
restrooms shall be accomplished, whether it is specifically noted in these
specifications or not.
B. General Office Cleaning (two times per week)
i. Tile floors — dust mopped and/or damp mopped
ii. Furniture and Furnishings - Dusted and spot cleaned
iii. Low ledges, sills, rails and baseboards dusted and spot cleaned
iv. Trash and recycle containers emptied and liners changed
V. All carpeting shall be vacuumed with a powerful HEPA vacuum, such as
the Oreck. Carpeting shall be spot cleaned.
C. General Cleaning of Public Areas, Hallways, Break Rooms and Kitchens shall be
completed daily, and are to include the following with the exception of the
Marathon Supervisor of Elections to be completed two days per week:
i. All tile floors are to be dust mopped and spot cleaned
ii. All furniture and furnishings to be dusted and spot cleaned.
iii. Low ledges, sills, rails, tables, shelving, baseboards, etc. to be wiped with
a damp cloth to reduce the amount of dust in the building.
iv. All trash receptacles emptied, and trash can liners replaced.
V. All upholstered furniture to be vacuumed.
vi. All carpeting and entry mats shall be vacuumed with a powerful HEPA
vacuum, such as the Greek.
2
Janitorial Services — Facilities — Marathon, Monroe County, Florida
vii. All sinks and water fountains outside the restroom areas are to be cleaned
daily. Water fountains are to be polished periodically.
viii. Exterior of refrigerators, stoves, microwaves, cabinets and counter tops
are to be cleaned
ix. Marathon Government Center Meeting Room shall be cleaned on a daily
basis including the dais and adjacent podium, desks and tables. View
glass for embedded CRT screens is to be cleaned and polished.
D. Daily Elevator Maintenance: (Marathon Government Center)
i. Clean and disinfect interior car walls, holding bars and push buttons
ii. Vacuum and damp mop floor
iii. Vacuum door track
iv. Clean and polish interior and exterior of elevator doors
E. Weekly janitorial services to include:
i. All glass partitions, doors, mirrors, windows, etc. to be cleaned and/or polished.
ii. Obvious scuffmarks shall be removed from resilient flooring.
iii. All door vents cleaned.
iv. All door handles, exit devises, push plates and pull plates shall be cleaned
with a disinfectant wipe.
V. Water fountains are to be polished.
vi. Tile floors are to be damp or steam mopped
F. Monthly janitorial services to include:
i. All high dusting (i.e. pictures, door frames, air vents, tops of book shelves,
window blinds, etc.)
ii. All walls dusted monthly
iii. All air conditioning vents, supply and return air grilles cleaned.
G. Additional Services: (Shall be'performed once in every three-month period, and
shall be included in the bidding price.) The Marathon Senior Center floors shall
be performed on an average of once a month, evening access preferred.
i. Resilient Flooring shall be swept/dust mopped and stripped. After
application of three coats of wax, areas shall be buffed sufficiently for
maximum gloss and uniform sheen from wall to wall, including comers.
The waxed floor shall present a clean appearance free from scuffmarks or
dirt smears. Furniture and/or *other equipment moved during floor stripping
and waxing shall be returned to their original positions.
ii. Dry Cleaning, Stearn Cleaning, or Shampooing Carpets and Rugs shall be
vacuumed of all loose soil and debris prior to cleaning, and shall be free of
streaks, stains and spots, and shall have a bright uniform color upon
completion of dry cleaning, steam cleaning or shampooing. Carpet cleaning
3
Janitorial Services — Facilities — Marathon, Monroe County, Florida
methods and products are to be coordinated with the County's
Representative.
H. Contractor agrees to use and provide documentation for whole -building cleaning
and maintenance practices, using:
i. Sustainable cleaning chemicals (non -disinfecting) that meet the
requirements of Green Seal's GS-37 and/or EPA's Design for Environment
program.
ii. Micro -fiber wipes, dust cloths and dust mops in place of paper wipes and
where paper products are used, including hand towels, use of products that
contain at least 30% recycled content and are recyclable.
iii. Floor care products (finishers and sealers) shall be durable and slip resistant
and the finish shall be free of zinc (metal -free) or shall meet the
requirements of Green Seal's GS-40 and/or Environmental Choices CCD-47
and/or EPA's Design for the environment program.
iv. Carpet care products shall meet the requirements of GS-37 and/or CCD-148
V. Proper training of Contractor's personnel in the hazards, use, maintenance
and disposal of cleaning chemicals, dispensing equipment and packaging.
vi. Foam hand soaps that do not contain antimicrobial agents, except where
required by health codes and that meet Green Seat GS-4 I A standard
vii. Cleaning equipment that reduces impacts on the Indoor Environment.
OTOOMMINUMOM
i. Sufficient supervisory personnel shall be provided and systematic inspection
will be conducted by the Contractor to ensure that all services are properly
performed, as specified. To ensure that any problems that may arise will be
taken care of promptly, the Contractor will maintain a twenty-four hour
telephone contact seven days per week for the receipt of any complaints
and/or addressing any issues.
i L Random inspections shall be performed by County Representatives from the
Public Works/Engineering Division administering the contracts.
Deficiencies shall be corrected within a twenty-four (24) hour period of
notification to the contractor. Failure of the contractor to correct such
deficiencies shall result in prorated deduction from the monthly invoice.
L Contractor employees must consent to background checks. The County
reserves the right to refuse personnel based on results of the background
check. The County reserves the right to demand of the Contractor
replacement of an employee for the Contractor if a conflict or problem 'with
that employee should arise. The Contractor will be responsible for the
supervision, hiring and firing of their own employees and shall be solely
responsible for the pay, worker's compensation insurance and benefits.
4
Janitorial Services — Facilities — Marathon, Monroe County, Florida
i i. Communication between the County Representative and the cleaning
personnel is very important. Therefore, the Contractor must assure that at
least one cleaning personnel per building can communicate well with the
County Representative. Any employee hired by the Contractor will be the
Contractor's employee and in no way has any association with the County.
The Contractor shall insure that its employees are trained in all appropriate
safety regulations including but not limited to, OSHA regulations and all
other local, State and Federal regulations.
iii. Uniforms are preferred for custodial personnel however; photo identification
cards are required, which shall clearly identify personnel as employees of the
contractor. This requirement shall apply upon entering County property and
at all time while on duty.
K. The Contractor shall insure all exterior doors are locked while they are servicing
the building and upon their departure.
L. Janitorial services shall be 5 days a week, Monday through Friday (excluding
holidays), Service Hours shall be as follows:
Marathon Library - Anytime between the hours of 6:00 p.m. Monday,
Tuesday, Thursday and Friday, and 8:00 pm Wednesday, and completion
before the Library opening time of 9:30 a.m.
iii. Marathon Government Center — Anytime between the hours of 11:00 PM and
complete by 8:00 AM. It is imperative that trash from break rooms/kitchens
be removed Friday at or after business hours. Through coordination with the
County Representative and proper employee attire, service time can be
adjusted to normal business hours, if desired.
iv. Marathon Tax Collector — Anytime between the hours of 8:00 AM and
complete by 5 - 00 PM.
v. Marathon Clerk of the Court - Anytime between the hours of 8:00 AM and
complete by 5 - 00 PM.
vi. Marathon Senior Center — Preferred evening access and additional once a
month floor services to be coordinated with owner.
vii. Marathon Supervisor of Elections - Anytime between the hours of 8:30 AM
and complete by 5:00 PM.
5
Janitorial Services — Facilities — Marathon, Monroe County, Florida
i. Arrangements as to accessing the facilities will be coordinated through the
County's Representative. Issuance of necessary keys and other procedures
will be arranged after award of contract. Written confirmation of receipt of
keys shall be signed by the Contractor. The Contractor shall be responsible
for which employees shall be assigned keys and the return of all keys
immediately upon termination of contract. Contractor shall report
immediately any loss or misuse. In the event keys are not returned and/or
duplication of keys, rekeying of locks or lock replacement is required
because of contractor's loss or misuse, Contractor shall promptly reimburse
the County for any incurred cost. Contractor will not be allowed to duplicate
keys.
ii. The Contractor shall insure all exterior doors are locked while they are
servicing the building and upon their departure. All doors found locked
should be left locked. Security of the building shall be the responsibility of
the Contractor during the designated cleaning service. Absolutely no one
other than authorized personnel can be in the facility after regular business
hours. This includes relatives, friends, etc. Contractor is to lock all doors as
directed and tam off lights except those designated by the County's
Representative to be left on.
iii. The Contractor shall report any problems regarding open doors and/or
vandalism to the Facilities Maintenance Department.
N. The Contractor shall provide all supplies, tools and equipment necessary for the
cleaning performance of his work under the contract. All supplies, including but
not limited to, hand soap, paper towels, toilet paper, and trash can liners, shalt be
supplied by the Contractor. Restrooms are equipped with the Bay West toilet
paper dispensers. Soap and paper towel dispensers are Renown. The County can
supply additional dispensers of like kind as needed. The contractor shall maintain
stock in each facility in an amount sufficient to last through the next cleaning day.
2. PAYMENTS TO CONTRACTOR, shall read as follows:
A. COUNTY'S performance and obligation to pay under this agreement,
contingent upon annual appropriation by the Board of County Commissioner
COUNTY shall pay in accordance with the Florida Local Government Pro
Payment Act; payment will be made after delivery and inspection by COUNT
and upon submission of a proper invoice by CONTRACTOR. I
B. CONTRACTOR shall submit to COUNTY invoices with supporting
documentation acceptable to the Clerk, on a monthly schedule in arrears. Acceptability
to the Clerk is based on generally accepted accounting principles and such laws, rules and
regulations as may govern the Clerk's disbursal of funds. The Contract amount shall be
as follows:
6
Janitorial Services — Facilities — Marathon, Monroe County, Florida
0
➢GEORGE DOLEZAL LIBRARY, 3251 Overseas Highway, consisting of
approximately 7,028 sf. - $640.49/month.
➢Marathon Courthouse, 3117 Overseas Highway, consisting of approximately
6,863 sf. - $640.49/month
➢Marathon Government Center, 2798 Overseas Highway, consisting of
approximately 23,500 sf. - $2,134.83/month
➢Marathon Government Center d
Annex, 490 63 Street, consisting of
approximately 10,000 sf. - $853.93/month
Marathon Tax Collector, 3 101 Overseas Hwy, consisting of approximately 1,984
sf. and Marathon Clerk of the Court, 3117 Overseas Hwy, consisting of
approximately 1,600 sf. - $696.66/month for both facilities
➢Marathon Senior Center, 33 d Street, Gulf, consisting of approximately 2,250 sf. -
$670.39/month.
Marathon Supervisor of Elections, 10015, 10005 Overseas Hwy, consisting of
approximately 2,139 sf. - $435.13/month.
Totaling: Six Thousand seventy-one and 92/100 Dollars ($6,071.92) per month.
TERM OF AGREEMENT shall read as follows:
This Agreement shall commence on August 1, 2015 and ends upon November 30, 2015,
unless terminated earlier under paragraph 18 of this Agreement.
The COUNTY shall have the option to renew this Agreement for up to an additional
three (3) one year periods at terms and conditions mutually agreeable to the parties,
exercisable upon written notice given at least 30 days prior to the end of the initial term.
Unless the context clearly indicates otherwise, references to the "term" of this Agreement
shall mean the initial term of one (1) year.
The Contract amount may be adjusted annually in accordance with the percentage change
in the U.S. Department of Commerce Consumer Price Index (CPI-U) for all Urban
Consumers as reported by the U.S. Bureau of Labor Statistics and shall be based upon the
CPI-U computation at December 31 of the previous year.
5. NOTICE REQUIREMENT shall read as follows:
Any notice required or permitted under this agreement shall be in writing and hand
delivered or mailed, postage prepaid, to the other party by certified mail, returned receipt
requested, to the following:
11161X4191MINVA
Monroe County
Facilities Maintenance Department
1100 Simonton Street
Key West, FL 33040
and
MEMO=
1975 Sansbury's Way
Suite # 116-
FkARM, rn_21=��55
VA
mwsm
PO. Box 1026
Key West, FL 33041-102:6
6. Except as set forth above, in all other respects, the terms and conditions set forth in the
Original Agreement as Amended remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have set their hands and seals the day and
year first above written.
(SEAL)
Attest: AMY HEAVILIN, CLEFX
By:
Deputy Clerk
Date:
Witnesses for CONTRACTOR:
Seem.- W"..'ETI&M POW
/' �> Z/,
Date
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
RE
Mayor
Date:
Signatu e of person authorized to
legally bind Corporation
Date: 7-6 — %-5-
'DLo J&-f-.r-51 koez.041Q
Print Name and Title
Address:
Telephone Number
s
Janitorial Services — Facilities — Marathon, Monroe County, Florida
copy
AGRFEMFNTFOR
JANITORIAL SERVICES — FOUR FACILITIES - MARATHON
MONROE COUNTY, FLORIDA
Phis Agreement is nradc and entered into this I/ th day of'November 2014, between MONROF,
COUNTY, FLORIDA ("(A)UNTY"), a political S1,14vision cal' the State ol' Florida, whose
address is 1100 Simonton Street, Key West, Florida 31040. and 8 1'()('K'I'()N MAIN` FINAN(J.'
GROUP, INC, (--CONTRACTOR"), a 1,70rishi co),I)mwSon, whose address is 1975 Sansbury's
Way, Suite 9 11 (). West Palm Beach, Florida 33411
WHEREAS, COUNTY desires to provide junnorial set -vices for GF1()RGI' DOLUAL
1,113KARY, MARATHON COUty'HIOUSI"', MARA'III0N G0VFRNMFNT (TNTF,R AND
MARATHON G0VF1RNMF'NT CFNTFR ANNFX - MARATHON, motiroe UoLlutV, Florida.
and
WHEREAS, CONTRACTOR desires and is able to provide janitorial services to
GI10RGF IX)LUYAL LIBRARY. MARATHON COURTHOUSE, MARATHON
G(_)VF1RNMFNT C'FINTUR AND MARATHON G0VF1IyNMF'NI' CFNTFR ANNEX -
MAKATI-10N. Monroe County, Florida: and
WHEREAS, it serves a legitimate public put -pose for CON FKACTOK to provide
janitorial services to GE'OR6F DOLFIZAL LIBRARY. MARATHON COURTHOUSF",
MARATHON GOVI�,
,RNMFNT CFNTI`R AND MARATHON GOVEIRNKIFIXF CFNTFIR
ANN I`IX - MA RA H ION, Monroe County. Florida, now, therefore,
IN CONSIDERATION ot'the Mutual promises and covenants contained herein, it is
agreed as 1`01lows:
TH E..AG 1k I - V M EN'r
The Agreement consists of this document. the bid documents. exhibits, change orders atad
any addenda only,
2. SCOPE OF -1 HE WORK
Fhe Contractor shall furnish Janitorial service, including all necessary Supplies,
eflUlpalCut, and, safety devices required in the pertormance of` same, for the following
facilities all located in Marathon Florida 3'10�0:
GF()K6F D01,11YA1. [,I BRARY. 3251 Overseas I ligimay. consisting; ol,
approximately 7,028 st"
Marathon COUFIIIOUSC, 3117 Overseas IlThvav, consisting of approximately
6,801 st"
Marathon Government Center, 2798 ()vcrscas Highway, consisting of
approximately 23,S00 sf
Marathon Grovcriullent Center Annex, 490 63"1 Sheet. consisting of
approximately 10,000 st',
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igreernerd of any numAcr. oHicct, ugem to QnW1vqcu ol NAmum; Cormiry & hb er hw
WNWOU LOPUURY. WIPLA NO HWUaWC OWT. apail or cmpklycc ofNionan ( oum., shall
11"jonn, KUYUMTS
(S V . A V)
Alw"Ai\MY [W,AVILIN, CLERK
Date: d" c), IM1--- . . . ........
Witnesses for CONTRAC
Janitorial Services - Four Facilities - Marathon
BOARD OF COUNTY COMMISSIONERS
1ONROE (`0Uj'
.0VV Ifs )RIDA
�No
By
OS`
Date: /V4,4/,"
.... ....... ..
. ...... . ...... .... ......
Si of person authorized to
legally bind (
Date: i� , "le
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Print Name
Address�,-62 . . ........... .. .
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Telephone Number
15