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Home My WebLink AboutITB 21-09 and ITB 21-10 - Second Amendment - Clean Space LLC Clean Space, Inc. Page 1 of 15 ITB 21-09 and ITB 21-10 SECOND AMENDMENT TO THE AGREEMENT BETWEEN THE CITY OF SEBASTIAN AND CLEAN SPACE LLC This Amendment to the Agreement (“Amendment”) is hereby made and entered into this _____ day of _______________, 2025, between the City of Sebastian, Florida, a municipal corporation of the State of Florida, hereinafter referred to as the "City" and Clean Space LLC, (“Contractor”). WITNESSETH WHEREAS, the City and Contractor entered into an Agreement on September 8, 2021, for the provision of Professional Janitorial Services (ITB 21-09) and Public Restroom Cleaning Services (ITB 21-10) (“Agreement”); and WHEREAS, the Parties executed the First Amendment to the original Agreement on August 28, 2024, to extend the agreement term; and WHEREAS, the Parties now desire to amend the Original Agreement to: (1) provide for a one-year extension of the contract term, (2) incorporate additional contract terms, (3) incorporate required statutory affidavits, and (4) incorporate a rate adjustment. NOW THEREFORE, in consideration of the mutual covenants and agreements contained herein, the parties agree to the following: AGREEMENT 1. The above recitals are hereby found to be the intent of this Amendment. 2. The terms of the original Agreement are hereby restated and incorporated herein by this reference. In the extent of a conflict in terms, the terms of this Second Amendment shall supersede. 3. The term is extended by one year to expire on September 30, 2026. 4. The attached “Exhibit A” shall be effective once the last party executes this document. 5. The attached “Exhibit B” shall be effective on October 1, 2025. 6. Except to the extent specifically provided above, this amendment shall not be interpreted or constructed as waiving any rights, obligations, remedies, or claims the parties may otherwise have under the original Agreement. 7. In all other respects except as modified herein, the terms of the original Agreement shall remain in force and effect. Document ID: AE5B38D1BBE3CE353C6D53C401B64D90 24th September Document ID: AE5B38D1BBE3CE353C6D53C401B64D90 ID: AC15CBC4-BD32-401A-915... Digitally signed by <jcockcroft@cityofsebastian.org > September 25, 2025 10:36 PM EDT ID: 35769136-39C9-4270-8EFC... Digitally signed by <bbenton@cityofsebastian.org> September 26, 2025 11:34 AM EDT 09/26/2025 ID: E0309F24-2426-48DB-A0B... Digitally signed by <jwilliams@cityofsebastian.org> September 26, 2025 12:16 PM EDT Clean Space, Inc Page 3 of 15 ITB 21-09 and ITB 21-10 EXHIBIT A REQUIRED FORMS Document ID: AE5B38D1BBE3CE353C6D53C401B64D90 Clean Space LLC Document ID: AE5B38D1BBE3CE353C6D53C401B64D90 Clean Space LLC Document ID: AE5B38D1BBE3CE353C6D53C401B64D90 Clean Space, Inc Page 6 of 15 ITB 21-09 and ITB 21-10 EXHIBIT B ADDITIONAL CONTRACT TERMS Document ID: AE5B38D1BBE3CE353C6D53C401B64D90 Clean Space, Inc Page 7 of 15 ITB 21-09 and ITB 21-10 1.1 DESCRIPTION OF SERVICES 1.1.1 The contractor shall provide the following generalized cleaning Scope of Work for Janitorial Services in accordance with the schedule indicated. 1.1.2 Restrooms A. DAILY – Empty trash cans and replace liners B. DAILY - Clean and sanitize all toilets and urinals. Th is includes disinfecting all tops, toilet seats, under toilet seats, all sides, front, and back. C. DAILY - Disinfect all sinks, faucets, and soap dispensers D. DAILY - Clean mirrors to a high shine, including tops and sides E. DAILY - Clean all partition walls and doors F. DAILY - Disinfect and clean all countertops G. DAILY - Disinfect and clean all paper towel holders H. DAILY - Vacuum all bathroom floors before mopping I. DAILY – Wet mop all floors using a segregated mop for bathroom use ONLY J. DAILY – Fill all paper towel dispensers, toilet tissue holders, soap dispensers, and sanitary napkin receptacles. K. AS NEEDED – Change out air fresheners 1.1.3 Lobby/Entrances/Main Corridors A. DAILY – Sweep & wet mop all hard surface floors with designated mop that is not used bathrooms B. DAILY – Empty trash cans and replace liners C. DAILY – Vacuum any rugs near entry way D. DAILY – Wipe down and disinfect all high touch point areas E. WEEKLY – Vacuum all common carpeted areas F. WEEKLY – Clean and disinfect all doors and door frames G. WEEKLY – Dust all horizontal surfaces, ledges, handrails, baseboards, and wall frames H. WEEKLY – Spot clean glass partitions and doors to remove fingerprints I. WEEKLY – Clean all upholstered furniture J. AS NEEDED – Dust high surface ceiling vents and returns 1.1.4 Conference Room A. DAILY – Empty all trash cans and replace liners B. DAILY – Wipe down and disinfect all high touch point areas C. WEEKLY – Dust all horizontal surfaces, ledges, baseboards, and wall frames Document ID: AE5B38D1BBE3CE353C6D53C401B64D90 Clean Space, Inc Page 8 of 15 ITB 21-09 and ITB 21-10 D. WEEKLY – Vacuum all carpeted areas E. WEEKLY – Spot clean glass partitions and doors to remove fingerprints F. AS NEEDED – Dust all high surface ceiling vents and returns G. AS NEEDED – Spot clean small carpet stains 1.1.5 Office Areas A. DAILY– Empty all trash cans and replace liners B. WEEKLY – Dust all horizontal surfaces, ledges, baseboards, and wall frames C. WEEKLY – Detail vacuum all carpeting, including edges and behind doors D. WEEKLY – Spot clean glass partitions and doors to remove fingerprints E. AS NEEDED – Dust all high surface ceiling vents and returns F. AS NEEDED – Spot clean small carpet stains 1.1.6 Stairwells A. WEEKLY – Wipe down and disinfect all handrails and stairwells B. WEEKLY – Vacuum or sweep stairwells C. WEEKLY – Vacuum any rugs near entry way D. WEEKLY – Wet mop stairs and landings with a designated mop that is not used in bathrooms 1.1.7 Drinking Fountains A. DAILY - Clean and polish drinking fountains. 1.1.8 Elevators A. Clean door tracks on each floor. B. Clean all surfaces in the interior and polish any bright metal. C. Vacuum carpet or damp/dust mop resilient floors. 1.1.9 Break/Concession/Vending Rooms A. Sweep and/or vacuum floors and damp wipe counter spaces. Damp, mop any tile floor space. B. Thoroughly clean all countertops and sinks and damp mop all floor areas. Clean, bright metal and all dispensers. C. Fill all disposable paper towel dispensers, and soap dispensers. D. Empty waste/garbage receptacles and recycling containers, inserting liners as required Document ID: AE5B38D1BBE3CE353C6D53C401B64D90 Clean Space, Inc Page 9 of 15 ITB 21-09 and ITB 21-10 1.2 MAINTENANCE LOGBOOK 1.2.1 The Contractor will be responsible for establishing and maintaining a Maintenance logbook. The Contractor shall update the logbook during each visit. 1.2.2 The logbooks shall include, but not necessarily be limited to, the following: A. Identification of work done B. Date and time in of each activity and any comments C. The name and signature of the supervisor overseeing and approving the work 1.2.3 Completed logbooks must be emailed to the project manager weekly. 1.2.4 All logbooks will become the property of the City when the awarded contract terminates. 1.3 SAFETY GUIDELINE COMPLIANCE: 1.3.1 To ensure staff and citizen safety, Contractor shall possess and utilize caution/wet floor signs as required. A. Hazardous Chemicals: The Contractor shall comply at all times with the required communication relating to the use of chemicals classified as hazardous that pertain to the training, safety, and equipment needed for all employees engaged in the provision of custodial services. B. Safety Data Sheets: The Contractor shall furnish to Facilities Maintenance copies of Material Safety Data Sheets (MSDS) for all products used prior to beginning service in any City facilities. The MSDS sheets must be organized and include an index. All MSDS must comply with OSAHA guidelines. C. Labeling of Chemicals: The Contractor shall comply with OSHA guidelines concerning the labeling of all chemical containers. 1.4 ACCESS CONTROL 1.4.1 The City will provide key/access to all buildings that will be cleaned as part of the contract. 1.4.2 The contractor SHALL NOT prop open any exterior doors. 1.4.3 Badging A. Before being issued a City of Sebastian identification badge, the contractor shall complete an application and pass a Level 2 screening (see below for more information). a. Fingerprinting: The Contractor shall ensure that all staff assigned to the City of Sebastian pass a national background screening, including fingerprinting, compliant with Florida Level 2 screening (Section 435.04, F.S.) and Criminal Justice Information Services Document ID: AE5B38D1BBE3CE353C6D53C401B64D90 Clean Space, Inc Page 10 of 15 ITB 21-09 and ITB 21-10 (CJIS) training before the contract start date. The City of Sebastian will cover the costs of the fingerprinting. b. CJIS Training: the Contractor shall ensure all staff take and pass a CJIS Security Training Course before an identification badge will be issued. B. The City of Sebastian identification badge will include the employee's name along with the Contractor’s name and may include a picture of the employee. These badges will grant employees access to City buildings. C. Identification badges must be worn visibly at all times. Badges are non - transferable, and lost badges incur a $25 replacement fee. The replacement fee shall be charged to the Contractor via an invoice and may be deducted from the next payable invoice to the Contractor. D. Any badge that has been lost or stolen must be reported immediately to the Project Manager and the Management Information Systems (MIS) Department via phone, and email notification must be sent to MIS@cityofsebastian.org. E. If, during the contract, any employee is arrested for or charged with an offense that carries a potential of a felony conviction, the Contractor is responsible for alerting the City in writing within 72 hours. 1.4.4 Keys A. Keys for access to facilities and supply closets must be logged and signed for upon receipt. Lost keys incur a $25 replacement fee. The replacement fee shall be charged to the Contractor via an invoice and may be deducted from the next payable invoice to the Contractor. B. Any key that has been lost or stolen must be reported immediately to City Project Manager or designee via phone and email. 1.4.5 Employee Departure A. All badges and keys shall be returned to the City Project Manager or designee immediately upon an employee’s termination or resignation. B. A new Staffing Plan shall be submitted to the City Project Manager or designee within twenty-four (24) hours of any changes to staffing so that new badges and keys can be issued. 1.5 STAFFING PLAN Upon execution of the contract, the Contractor shall supply the City with a list of employees who will provide services under this contract. This list shall be kept up to date at all times. This list shall include all company officers and employees under t his contract. Document ID: AE5B38D1BBE3CE353C6D53C401B64D90 Clean Space, Inc Page 11 of 15 ITB 21-09 and ITB 21-10 EXHIBIT C REVISED PRICING Document ID: AE5B38D1BBE3CE353C6D53C401B64D90 Clean Space, Inc. Page 12 of 15 ITB 21-09 and ITB 21-10 Bid #: 21-09 Bid Title: Professional Janitorial Services 2024-2025 Pricing 6% Increase 2025-2026 Pricing Item Description Qty Unit Monthly Yearly Total Cost Monthly Yearly Total Cost Old City Hall 12 LS $ 94.74 $ 1,136.91 $ 100.43 $ 1,205.13 New City Hall 12 LS $ 3,879.41 $ 46,552.91 $ 4,112.17 $ 49,346.09 Police Department 12 LS $ 265.27 $ 3,183.18 $ 281.18 $ 3,374.17 Golf Course Club House and Locker Room 12 LS $ 663.06 $ 7,956.74 $ 702.85 $ 8,434.15 Airport Terminal Building and restrooms 12 LS $ 556.11 $ 6,673.29 $ 589.47 $ 7,073.69 Community Center and restrooms 12 LS $ 284.22 $ 3,410.61 $ 301.27 $ 3,615.25 Yacht Club and Restrooms 12 LS $ 170.53 $ 2,046.39 $ 180.76 $ 2,169.18 Cemetery Office and Restrooms 12 LS $ 45.47 $ 545.69 $ 48.20 $ 578.43 $ 5,958.81 $ 71,505.73 $ 6,316.34 $ 75,796.08 Document ID: AE5B38D1BBE3CE353C6D53C401B64D90 Clean Space, Inc Page 13 of 15 ITB 21-09 and ITB 21-10 Bid #: 21-09 Bid Title: Professional Janitorial Services - Change Order #1 2024-2025 Pricing 6% Increase 2025-2026 Pricing Item Description Qty Unit Monthly Yearly Total Cost Monthly Yearly Total Cost Community Center Sunday Service 12 LS $ 127.20 $ 1,526.40 $ 134.83 $ 1,617.98 Senior Center 12 LS $ 367.82 $ 4,413.84 $ 389.89 $ 4,678.67 Public Works Compound 12 LS $ 2,618.20 $ 31,418.40 $ 2,775.29 $ 33,303.50 $ 3,113.22 $ 37,358.64 $ 3,300.01 $ 39,600.16 Document ID: AE5B38D1BBE3CE353C6D53C401B64D90 Clean Space, Inc Page 14 of 15 ITB 21-09 and ITB 21-10 Bid #: 21-10 Bid Title: Public Restroom Cleaning Services 2024-2025 Pricing 6% Increase 2025-2026 Pricing Item Description Qty Unit Monthly Yearly Total Cost Monthly Yearly Total Cost Fisherman’s Landing Restroom (Crab E Bills) 12 LS $ 266.94 $ 3,203.24 $ 282.95 $ 3,395.44 Yacht Club Restroom 12 LS $ 257.23 $ 3,086.76 $ 272.66 $ 3,271.97 Riverview Park Restroom 12 LS $ 257.23 $ 3,086.76 $ 272.66 $ 3,271.97 Splash Pad Restroom 12 LS $ 257.23 $ 3,086.76 $ 272.66 $ 3,271.97 Friendship Tennis Park Restroom 12 LS $ 257.23 $ 3,086.76 $ 272.66 $ 3,271.97 Art Center Restroom 12 LS $ 257.23 $ 3,086.76 $ 272.66 $ 3,271.97 Pickleball Complex Restroom 12 LS $ 257.23 $ 3,086.76 $ 272.66 $ 3,271.97 Hardee Park Restroom 12 LS $ 257.23 $ 3,086.76 $ 272.66 $ 3,271.97 Bark Park Restroom 12 LS $ 257.23 $ 3,086.76 $ 272.66 $ 3,271.97 Document ID: AE5B38D1BBE3CE353C6D53C401B64D90 Clean Space, Inc Page 15 of 15 ITB 21-09 and ITB 21-10 Bid #: 21-10 Bid Title: Public Restroom Cleaning Services Schuman Tennis Park Restroom 12 LS $ 257.23 $ 3,086.76 $ 272.66 $ 3,271.97 Barber Street Sports Complex Restrooms, including ball field restrooms and football field restrooms 12 LS $ 321.53 $ 3,858.36 $ 340.82 $ 4,089.86 Creative Park Restroom 1 12 LS $ 257.23 $ 3,086.76 $ 272.66 $ 3,271.97 $ 3,160.77 $ 37,929.23 $ 3,350.41 $ 40,204.98 Document ID: AE5B38D1BBE3CE353C6D53C401B64D90