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HomeMy WebLinkAboutAgreement_General_1/8/2026_Crystal Building Maintenance, Inc. Village of Tequesta 345 Tequesta Drive 561-768-0700 Tequesta, FL 33469 www.tequesta.org STAFF MEMO Date: December 22, 2025 To: Jeremy Allen, Village Manager From: Allyson Felsburg, Director, Utilities Department Re: Consider Approval of Crystal Building Maintenance, Inc. Proposal for Water Treatment Plant Weekly Cleaning Services for a Total Not to Exceed $350 Per Month The Village of Tequesta (VOT) Utilities Department (UD) recommends approval of a contract with Crystal Building Maintenance, Inc. in the amount of$350 per month, or$4,200 per year, to provide weekly cleaning services for the Water Treatment Plant and Maintenance Building.This service will ensure a clean, sanitary, and professional environment for staff, contractors, and visitors,while allowing operational staff to remain focused on core job responsibilities. Currently,the Water Treatment Plant and associated Maintenance Building do not have a contracted cleaning service. General cleaning of these facilities has historically been performed by staff as time permits. Over the past year, two additional offices have been added to the Maintenance Building to accommodate administrative staff, as well as a dedicated meeting space that is used weekly for progress meetings with contractors.This increase in occupancy and use has resulted in significantly higher traffic within the building, including increased use of common areas and restrooms. The Water Treatment Plant facility, in particular, has never had a dedicated cleaning service, and staff capacity limitations have made it increasingly difficult to maintain appropriate cleanliness standards through internal resources alone. Public Works staff were consulted to determine whether existing personnel could assume additional cleaning responsibilities at the Water Treatment Plant; however, it was determined that this approach was not feasible given current workloads and operational priorities. To address these needs, staff solicited proposals from several professional cleaning companies to provide weekly cleaning services for the Water Treatment Plant and Maintenance Building. Proposals received are summarized below: Crystal Building Maintenance: $350 per month Vanguard Cleaning Systems: $450 per month CleanPro Services: $660 per month 5 Star Cleaning Services: $800 per month After review, Crystal Building Maintenance was selected as the recommended vendor.Their proposal meets the Village's cleaning needs at the lowest monthly cost while providing consistent weekly service. This document may be reproduced upon request in an alternative format by contacting the Village Clerk's Office at 561-768-0440 or by completing our accessibility form: https://bit.ly/3mnfeU4 Please see the attached proposal for more details. The work will be funded jointly by the Water Fund Admin Other Contractual Services and the Water Fund Production Other Contractual Services. WATER FUND-Account 401-241-534.300—Admin Other Contractual Services Budgeted amount: $84,000 Available amount: $ 84,000 Amount of this proposal: $ 2,100 Total Remaining: $ 81,900 WATER FUND-Account 401-242-534.300—Production Other Contractual Services Budgeted amount: $ 39,000 Available amount: $ 39,000 Amount of this proposal: $ 2,100 Total Remaining: $ 36,900 Page 2 of 2 0 Crystal Building Maintenance 3200 Sumntit Blvd.«'est Palm 13vach,F133416 561 684 5652 "THE CRYSTAL CLEAN TEAM' Commercial Janitorial Specialists We don't cut comers, WE CLEAN THEM W Established 1979 SUBMITTED TO: SERVICE LOCATION: Village Of Tequesta Utilities Department 345 Tequesta Drive Teauesta,F133469 11/19/2025 Dear Victoria., Thank you for inviting our company to visit your office to quote on the cleaning based on the specifications enclosed(see exhibit "A"). Please understand that the quote enclosed is based on cleaning your facility accordinlx to the specifications enclosed. Our price can he modified up or down, by increasing or reducing some of the daily cleaning functions, or by adjusting some of the cleaning frequencies. We must caution that, while proposals made by others, on the basis of square footage,may result in low bids, they do not take into account the specifications you are seeking. Our proposal, based on a time study analysis, _will realistically deliver the service you are looking for. Other companies often fail to perform because the man hours they devote to the job are significantly lower than those required to meet the specifications agreed upon. Our many years of experience and quality references attest to our ability and willingness to perform as represented. If perfonmance, reliability, integrity and high standards is what you are looking for, we trust you will award the Janitorial service contract to Crystal Building Maintenance. Respectfully, Jr&bvd 34iedrnan Robert Friedman, Partner VP Operations QUALITY SERVICE -COMPETITIVE PRICING- LICENSED 1 BONDED 1 INSURED Ilk, trystal Building Maintenance 3200 Summit Blvd.West Palm Beach,Fl 33416 561 6845652 "THE CRYSTAL CLEAN TEAM" Commercial Janitorial Specialists We don't cut corners, WE CLEAN THEM W Established 1979 exhibit A SERVICE SPECIFICATIONS SUBMITTED TO: SERVICE LOCATION: Village Of Tequesta Utilities_ Department 345 Tequesta Drive _ Tequesta, F133469 Thank you for accepting this proposal regarding the performance of certain cleaning and maintenance services to be utilized on a One time per week basis. Below is a general summary of work to be perfonned: OFFICE COMMON AREAS: Clean all entrance glass doors. Remove trash 1 reline cans. Spot clean interior partition glass. Dust desks and cabinets. Dust mop and mop hard floor areas with Neutral cleaner. Clean drinking fountains. Vacuum carpeted areas. Wipe doorknobs with HG disinfectant, Leave notice of irregularities. Secure premises I turn out lights. BREAK ROOM AND COFFEE AREAS: Hospital Grade Disinfectant Clean all counter tops,tables,chairs and sink area. Remove all trash,reline cans. Sweep and mop all the floors. Spot clean all walls,doors& Fixtures. Wipe clean exterior of appliances. 3 RESTROOMS: Hospital Grade Disinfectant Complete sanitizing of all fixtures,toilets, basins,bowls, urinals,mirrors, walls and floors. Remove trash 1 reline cans. Refill paper and soap dispensers. Customer will provide Restroom Supplies and Trash Liners-can be ordered for customer and billed Monthly. WORK TO BE PERFORMED ON A ROTATING BASIS: Dust A/C vents. Dust baseboards,doors and ledges. Dust ceiling area,remove cobwebs. Dust window frames and blinds. Additional Services(extra charee) -as requested by customer Special Projects -$18.95 per Man Hour Estimated Manning Quality control inspector checks job and meets with customer as needed. Area manager checks the job and meets with job supervisor throughout the month 1 Supervisor/Technician—2.5 hours per day Total—2.5 hours per visit Page 1 Of QUALITY SERVICE -COMPETITIVE PRICING- LICENSED 1 BONDED 1 INSURED Crystal Building Maintenance 3200 Summit Blvd. 11 e,t I'Min Beaeb,F133416 561 6845652 THE CRYSTAL CLEAN TEAM Commercial Janitorial Specialists We don't cut corners, WE CLEAN THEM U! Established 1979 SUBMITTED TO: SERVICE LOCATION: Village Of Tequesta Utilities Department 345 Tequesta Drive Tequesta, F133469 We hereby submit specifications and estimates for janitorial services at the above location.See specifications of work,titled "Exhibit A, SERVICE SPECIFICATIONS"on preceding pages. This agreement will take effect upon the signing of"Acceptance Of Proposal"below,and shall continue for a period of One (l)year.This agreement shall automatically renew itself for like periods at the end of each existing term. If for any reason you wish to cancel the contract, all that is required is Forty-Five(45)days' notice. We hereby propose to furnish Janitorial Services,for the sum of- One Time Per Week Service—Three Hundred Fifty(5350.00) Dollars Per Month Plus, additional services. Plus,applicable sales tax. With Payments to be made as follows. Payable on or before the 15th day of the month for the current month. All work is to be completed in a manner according to commercial standard practices. Any alteration or deviation from the specifications involving extra costs will be executed only upon written orders, and will become an extra charge over and above the proposal amount. All agreements are contingent upon strikes, accidents or delays beyond our control. The parties to this Agreement agree that if the cancellation provision is not adhered to, liquidated damages will be paid equal to the billing rate per day tithes the notice days not given. In connection with any litigation arising out of this Agreement, the prevailing party shall be entitled to recover all costs incurred, including reasonable attorneys fees and costs, at trial and all appellate levels. The parties to this Agreement agree that the venue for any litigation or dispute relating to and arising out of this Agreement shall lie solely in Palm Beach County, Florida. Notices-any notice required herein including service concerns, must be given in writing to Crystal Building Maintenance at PO Box 18023,WPB., Florida 33416,by U.S. certified mail. The customer warrants and agrees that during the term of this agreement,and extending 180 days after termination,that the customer will not employ directly or indirectly any employee,laborer,or agent of Crystal Building Maintenance. This Agreement embodies and constitutes the entire understanding among the parties with respect to the transactions and services contemplated herein,and all prior agreements,understandings,representations and statements,oral or written,are merged into this Agreement. This Agreement shall be governed by,and construed in accordance with,the laws of the State Of Florida. Authorized Signature: i' 6ent t&dman. Date: 11/19/2025 Crystal Building Maintenance Note:This proposal may be withdrawn by us if not accepted within GO days. ACCEPTANCE OF PROPOSAL The above prices, specifications and conditions are hereby accepted. Crystal Building Maintenance is authorized to do the work specified. Payment will be made as outlined above. ACCEPTED: Digitally signed by Jeremy Allen Authorized Jeremy Allen Date.2025.12.22 10:31:46 Signature: -05'00' Date:See Digital Signature Date Teremv Allen, Village Manager Please print name and title Any individual signing this Agreement on behalf of any entity represents and warrants that he or she has full authority to do so. Page 2 Of QUALITY SERVICE -COMPETITIVE PRICING- LICENSED 1 BONDED 1 INSURED s 0 Crystal Building Maintenance 3200 Summit Blvd. %Pest Palm Beseb,Fl 33416 561 6845652 THE CRYSTAL CLEAN TEAM" Commercial Janitorial Specialists We don't cut corners, WE CLEAN THEM U! Established 1979 Section 1 History, Crystal Building Maintenance is a professional sanitary cleaning and building maintenance company,established in South Florida since 1979. The owners, originally competitors in the janitorial service business, merged their two companies and individualized expertise to form one solid company. Our well-developed quoting program based on a Time Study Analysis, not Square Footage, takes into account foremost, the specifications you are seeking and will realistically deliver the results you expect, by providing the necessary amount of"Man Power"to perform the work. Other companies often fail to perform because the man hours they devote to the job are significantly lower than those required to meet the specifications agreed upon. Randy Besman,President and CFO,has a wealth of experience running large service and industrial oriented businesses. Mr. Besman is an active partner in the day-to-day financial operations including but not limited to payroll, billing, buying, contract preparation and finalization,and the creation and implementation of company policies. Robert Friedman, Vice President and Director of Operations, has over 20 years' experience in the Commercial Janitorial Service Business, specializing in office, school, building, health club, hotel and restaurant cleaning. Mr. Friedman is an active, hands-on partner involved with the training of Supervisors, Area Managers, Workers, Cleaning Methods, Quality Assurance Programs and is responsible for customer satisfaction from conception to successful operations. Our company has all the required licenses, insurance, equipment, manpower and many years of experience to perform these services and we are confident we can deliver the results you are looking far! Owners; Randy Besman, President-Robert Friedman,Vice President Address/Telephone; Crystal Building Maintenance Inc. 3200 Summit Blvd.,WPB. Florida 33416 561-684-5652 office Years in Business; More than 25 years in Palm Beach County Terre of Service;Commercial Janitorial Services,specializing in business,Condominiums,buildings,schools,health clubs and religious organizations. FINIEIN 65-0437768 Fl. Registration# P93000069702 D&B#938270592 QUALITY SERVICE -COMPETITIVE PRICING- LICENSED 1 BONDED 1 INSURED • *Frni Crystal Building Maintenance 32410 Summit Blvd. %Vest Palm Beach.F133416 n 561 6845652 THE CRYSTAL CLEAN TEAM Commercial Janitorial Specialists We don't cut corners, WE CLEAN THEM W Established 1979 Section 2 - Experience[References 1. Compson Development 980 N Federal Hwy., Boca Raton 561-414-9154, Beverly Samuel 100,000 SF Office Building More than 10 years 2. Architectonic Design and management 55 SW Boca Raton Blvd., Boca Raton 561-362-9939, Vini Fernandez Condo Properties 1 Office Buildings More than 10 Years 3. Superior Florida Realty 433 Plaza Real, Boca Raton 561-300-3001, Lars Heldre Commercial Properties More than 10 years QUALITY SERVICE -COMPETITIVE PRICING- LICENSED 1 BONDED 1 INSURED Crystal Building Maintenance 3200 Summit Blvd.►Pest Pal:n Beacb,F133416 ri 561 684 5652 THE CRYSTAL CLEAN TEAM Commercial Janitorial Specialists We don't cut corners, WE CLEAN THEN?U! Established 1979 Section 3 �1 Ouality Control, Crystal Building Maintenance provides its staff with training programs and seminars sponsored by BOMA, BSCAI,OSHA and equipment and chemical manufacturers. We are continually updating procedures, equipment and chemicals, as more advanced methods are created. It is our practice to implement seasoned professionals on all new jobs. We place workers from current jobs, (Trainers), on new job sites to work, help train and supervise the staff. An experienced supervisor oversees the jab site,following a daily work schedule created from the specifications, and reports to the Area Manager who reports to the Director Of Operations. A Customer Relations/Quality Assurance Inspector will visit the building and meet with the facility manager during office hours,and report any findings or comments to the Area Manager and Job Supervisor. We devote a substantial amount of time and money properly training our staff to insure that the jab is completed to your satisfaction, THE FIRST TIME ! We devote more "Man Hours" to cleaning your facility than most other companies. We are continually performing on the job training and updating our equipment and procedures with new techniques, demonstrated by our janitorial and equipment suppliers and industry training programs. We are continually striving to improve upon our success by educating our workers by seasoned professionals in the janitorial service industry. Section 4 Personnel; Full Time Part Time 1 Director Of Operations 20 plus years 18 Crew Supervisors 1-18 plus years i Chief Financial Officer 10 plus years 58 Nite Cleaners 1-18 plus years 2 Area/Project Managers 1-18 plus years 9 Day Porters I-18 plus years 8 Day Porters 1-18 plus years 2 Cust. Relation/Quality Assurance 2 plus years QUALITY SERVICE-COMPETITIVE PRICING- LICENSED 1 BONDED 1 INSURED trystal Building Maintenance 3200 Summit Blvd. %%e%t Palm Beach,F133416 ri 561 684 5652 THE CRYSTAL CLEAN TEAK[ Commercial Janitorial Specialists We don't cut corners, ` WE CLEAN THEM U! Established 1979 Section 5 New iob set-un and on2oinz cleaninE procedures: 1. Once a contract is agreed upon, the Director Of Operations prepares a list and purchases all equipment and supplies required. Arrangements are made with the Area Manager to coordinate delivery and storage of the materials. 2. The Director Of Operations coordinates with the Area Manager for the selection of the supervisors and staff for the specific job. 3. Seasoned Trainers are assigned to the job to assure proper procedures are followed by any and all new staff. 4. A schedule of work procedures is created for the job and the Area Manager and job Supervisor assign work assignments and responsibilities to the crew. 5. A schedule of other than daily assignments(i.e., carpet cleaning, floor stripping and waxing, window cleaning, etc.) is scheduled to be performed by separate crews specializing in these areas. 6. Every day of service,the job Supervisor and crew report in for work, orders supplies and reports any problems or concerns on the job.If a member of the crew is ill, the supervisor notifies our office and a substitute worker is placed. 7. A Quality Assurance Inspector is assigned to the account and visits during office hours to meet with an office manager and perform a quality control inspection. 8. The Quality Assurance Inspector reviews the results of the inspection with the Area Manager and job Supervisor.All concems are addressed and corrected by the supervisor and crew. A follow-up visit by the Quality Assurance Inspector is made to insure that the concerns were corrected. QUALITY SERVICE -COMPETITIVE PRICING- LICENSED 1 BONDED 1 INSURED Wr9 `rystal Building Maintenance3200 Summit Blvd.Woa l"alm Beach, F133416 r 561 684 5652 THE CRYSTAL CLEAN TEAM Commercial Janitorial Specialists We don't cut corners, WE CLEAN THEM M Established 1979 Section 6 Crvstal Building Maintenance General policies: LCBM goes to great efforts to hire quality workers with experience in the janitorial service industry. We do a background check on all candidates that fit our profile, which includes, dependable, English speaking, family- oriented, responsible, experienced and dedicated people with good references. We also compensate our worker's with some of the highest rates in the industry. 2.All workers are trained by seasoned professionals and are checked out thoroughly for the proper use of supplies and equipment. 3. All workers are instructed on the correct conduct, dress code, honesty and working procedures expected by our company. 4. All workers must check-in to work on a daily basis and give sufficient notice in the event of an absence. A substitute worker is then placed on the job. 5. All workers and supervisors are responsible for securing the premises and reporting any concerns. The job Supervisor does a final inspection of the daily work performed and checks lights out, doors locked and alarm set. QUALITY SERVICE -COMPETITIVE PRICING- LICENSE❑ 1 BONDED 1 INSURED • 0 Crystal Building Maintenance 3200 Sumntit Blvd.NVest Palm II ach,F133416 n 561 684 5652 "THE CRYSTAL CLEAN TEAM" Commercial Janitorial Specialists We don't cut corners, WE CLEAN THEM M Established 1979 Section 7 Duality Assurance Process: Area NlxaW and S-pelviscr assig-ed C]..iality personal hi red and trai red Fbor inspection resdts����,] CLdity a stra m Inspection and Inspection resdts voM ins correction resLAtsto revimedvith Y l ias r.Cf Coati ans a ea Nbwff and Job SL4)erviscr Peperts Inspectson resdts reviam d vvth aista Ta oorrected by crew. parsuTd Situation fdlw up form wro eted by jab superviscr hoeptable resdts Amptabie resdts filed and logged died®d and approved by Prea Waer. Copies to al I departrr�s! QUALITY SERVICE -COMPETITIVE PRICING - LICENSED 1 BONDED 1 INSURED PUBLIC RECORDS. In accordance with Sec. 119.0701, Florida Statutes, CONTRACTOR must keep and maintain this Agreement and any other records associated therewith and that are associated with the performance of the work described in the Proposal or Bid. Upon request from the Village's custodian of public records, CONTRACTOR must provide the Village with copies of requested records, or allow such records to be inspected or copied, within a reasonable time in accordance with access and cost requirements of Chapter 119, Florida Statutes. A CONTRACTOR who fails to provide the public records to the Village, or fails to make them available for inspection or copying, within a reasonable time may be subject to attorney's fees and costs pursuant to Sec. 119.0701, Florida Statutes, and other penalties under Sec. 119.10, Florida Statutes. Further, CONTRACTOR shall ensure that any exempt or confidential records associated with this Agreement or associated with the performance of the work described in the Proposal or Bid are not disclosed except as authorized by law for the duration of the Agreement term, and following completion of the Agreement if the CONTRACTOR does not transfer the records to the Village. Finally, upon completion of the Agreement, CONTRACTOR shall transfer, at no cost to the Village, all public records in possession of the CONTRACTOR, or keep and maintain public records required by the Village. If the CONTRACTOR transfers all public records to the Village upon completion of the Agreement, the CONTRACTOR shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the CONTRACTOR keeps and maintains public records upon completion of the Agreement, the CONTRACTOR shall meet all applicable requirements for retaining public records. Records that are stored electronically must be provided to the VILLAGE, upon request from the Village's custodian of public records, in a format that is compatible with the Village's information technology systems. IF CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS AGREEMENT, PLEASE CONTACT THE VILLAGE CLERK, RECORDS CUSTODIAN FOR THE VILLAGE, AT (561) 768-0440, OR AT Imcwilliams@tequesta.org, OR AT 345 TEQUESTA DRIVE, TEQUESTA, FLORIDA 33469. Pursuant to Article XII of the Palm Beach County Charter, the Office of the Inspector General has jurisdiction to investigate municipal matters, review and audit municipal contracts and other transactions, and make reports and recommendations to municipal governing bodies based on such audits, reviews, or investigations. All parties doing business with the Village shall fully cooperate with the inspector general in the exercise of the inspector general's functions, authority, and power. The inspector general has the power to take sworn statements, require the production of records, and to audit, monitor, investigate and inspect the activities of the Village, as well as contractors and lobbyists of the Village in order to detect, deter, prevent, and eradicate fraud, waste, mismanagement, misconduct, and abuses. "The Village of Tequesta strives to be an inclusive environment. As such, it is the Village's policy to comply with the requirements of Title II of the American with Disabilities Act of 1990 ("ADA") by ensuring that the Contractor's [ agreement/bid documents and specifications] are accessible to individuals with disabilities. To comply with the ADA, the Contractor shall provide a written statement indicating that all [ agreement /bid documents and specifications], from Contractor, including files, images, graphics, text, audio, video, and multimedia, shall be provided in a format that ultimately conforms to the Level AA Success Criteria and Conformance Requirements of the Web Content Accessibility Guidelines 2.0 (Dec. 11, 2008) ("WCAG 2.0 Level AA"), published by the World Wide Web Consortium ("WK"), Web Accessibility Initiative ("WAI"), available at www.w3.org/TR/WCAG/."