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HomeMy WebLinkAboutPR 11775: JANITORIAL SERVICESPUBLIC WORKS DEPARTMENT COUNCIL ACTION MEMO TO FROM SUB3ECT DATE Steve Fitzgibbons, City Hanager Leslie E. McHahen, P.E. Director of Public Works P.R. #11775 Hay 6, 2002 RECOMMENDATION It is recommended that the City Council approve Proposed Resolution No. 11775, awarding the first year of a contract to CCAP, Inc. d.b.a. San-Serve Building Services of Beaumont, Texas, for 3anitorial Services at City Hall and City Hall Annex Buildings in the amount of $32,964. Three (3) subsequent yearly contract renewals would be contingent on approval by City Council. Funds are available in the FY 2002 City Hall Budget, Account No. 001- 1206-531.32-00. BACKGROUND On December 18, 2001 CCAP, Inc. d.b.a San-Serve Building Services, was awarded a three (3) year contract, renewable each year, for janitorial services at City Hall and City Hall Annex buildings. San-Serve failed to meet requirements of the contract by not providing a Performance Bond or a Payment Bond. The contract was approved for termination by the City Council at their April 2, 2002 meeting, said termination to be effective upon the date of a new contract. CCAP, [nc., d.b.a. San-Serve Building Services was authorized to continue providing janitorial services at City Hall and City Hall Annex buildings while the contract was being re-bid. The City Attorney determined that State statutes negate the need for the above referenced bonds on non-construction contracts and the contract was re-bid accordingly. Bids were received and opened on May 1, 2002, to wit: VENDOR Ig Year Monthly/Yearly 2nd Year Monthly/Yearly 3rd Year Monthly/Yearly 4th Year Monthly/Yearly CCAP, Inc. dba San-Serve Building Services Beaumont, Texas $2,747/$32,964 $2,829.41/$33,952.92 $2,970.88/$35,650.56 $3,119.42/$37,433.04 Sandra's Enterprises dba Professional Maid Service Port Arthur, Texas $3,005/$36,060 $3,005/$36,060 $3,005/$36,060 $3,005/$36,060 P.R. No. 11775 Page #2 The second Iow bid from Sandra's Enterprises, d.b.a. Professional Maid Service of Port Arthur, Texas was $36,060 for each of the four (4) years and was beyond the 3% allowance for Port Arthur firms for the first two (2) years and for the total contract. BUDGETARY/F[SCAL EFFECT Funds are available in the FY2002 Budget, Account No. 001-1206-531.32-00, and funds will be requested in the FY2003 Budget process. STAFFZNG/EMPLOYEE EFFECT None. SUMMARY It is recommended that the City Council approve Proposed Resolution No. 11775, awarding the first year of a contract to CCAP, :[nc. d.b.a. San-Serve Building Services of Beaumont, Texas, for .lanitorial Services at City Hall and City Hall Annex Buildings in the amount of $32,964. Leslie E. McMahen, P.E. Director of Public Works file word\cam~anitorial02 P.R, 11775 05/06/02 vkl RESOLUT*ZON NO. A RESOLUTION AWARDING THE FIRST YEAR OF A CONTRACT TO CCAP~ INC. DBA SANSERVE BUILDING SERVICES OF BEAUMONT, TEXAS FOR 3ANITORIAL SERVICES FOR CITY HALL AND ANNEX BUILDINGS IN THE AMOUNT OF $32,964. THE THREE (3) SUBSE(~UENT YEARLY CONTRACT RENEWALS IN THE AMOUNT OF 2ND YEAR $33,952.92, 3~ YEAR $35,650.56 AND THE 4TM YEAR $37,433.04 WILL BE AT THE DISCRE'r/ON OF CITY COUNCIL. FUNDS ARE AVAILABLE IN THE FY2002 CITY HALL DI*VISION BUDGET~ ACCOUNT NO. 001-1206-531.32-00. WHEREAS, on December 18, 2001 CCAP, [nc. d.b.a. San-Serve Building Services, was awarded a three (3) year contract, renewable each year, for janitorial services at City Hall and City Hall Annex buildings; and, WHEREAS, San-Serve failed to meet requirements of the contract by not providing a Performance Bond or a Payment Bond; WHEREAS~ the City Council approved provisions to terminate the contract, continue the cleaning services by San-Serve, and re-advertise for bids; and, WHEREAS, the City Attorney determined that State statutes did not require Performance or Payment Bonds on non-construction contracts, therefore the contract was re-bid; and, WHEREAS, the bids were received and opened on May 1, 2002 with two (2) bids being submitted; and, WHEREAS, the bid of CCAP, Inc. dba SanServe of Beaumont, Texas was determined to be the best value for the City of Port Arthur at a rate of $2,747 per month or for the first year, $2,829.41 per month or $33,952.92 for the 2"a year, $2,970.88 per month P.R. No. 11775 Page #2 or $35,650.56 for the 3rd year, and $3,119.42 per month or $37,433.04 for the 4m year, a copy of their complete bid is attached hereto and made a part hereof as Exhibit "A"; now therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT, the City Council of the City of Port Arthur hereby awards only the first year of the contract for .lanitorial Services for City Hall and Annex Buildings located at ~,~/, 4~ Street to the lowest responsive bidder to wit: CCAP, ThC. dba SanServe Building Services in Beaumont, Texas; and, THAT the first year's contract price is $32,964 per year or $2,747 per month; and, THAT the City Manager of the City of Port Arthur is hereby authorized and directed to execute on behalf of the City of Port Arthur a contract, as shown as Exhibit "B" attached in part hereto and made a part hereof, a complete copy of which is available for review in the office of the City Secretary; and THAT subsequent yearly contract renewals will be at the discretion of City Council; and, THAT this approval is contingent on funding in each of the next three contract years; and, THAT said contract is an exact duplicate of a City Standard Form Contract previously approved by the City Law Department except for the changes described in the Certificate of Standard Form Contract, a copy of which is attached hereto and is hereby incorporated by reference as Exhibit "C"; and, THAT CC. AP, Tnc. dba San-Serve Building Services of Beaumont, Texas, by their P.R. No. 11775 Page #3 signature herein, accepts this Resolution as notice of the termination of their existing contract dated December 18, 2001, and effective upon the notice to proceed on the new contract; and, THAT a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ~ ADOPTED AND APPROVED this the 2002, at a Mayor: day of ., A.D., Meeting of the City of Port Arthur, Texas by the following vote: Ayes: Councilmembers: Noes: Attest: Mayor Acting City Secretary APPROVED AS TO FORM: P.R. No. 11775 Page #4 APPROVED FOR ADMINISTRATION: Steve Fitzgibbons City Manager Leslie E. McMahen, P.E. Director of Public Works ~'~ROVED AS TO~VAILABILITY OF. FUNDS: Rebecca Underhill Finance Director AGREED TO: CCAP, Inc. dba San-Serve Building Services BY: Ti'TLE: DATE: file c:\res~ancon02 , 15dlibit *..::~ '~ '~ : P,P,. NO. 11775 TO: City of Port Arthur BID DATE OF BID May 1, 2002 444 4th Street P.O. Box 1089 Port Arthur, TX 77640 Proposal of CCAP Inc. dba SanServe Building Services (hereinafter called "BIDDER:), organized and existing under the laws of the State of Texas , doing business as cc_A~ znc. and acting by and through to the City of Pod Adhur, Texas (hereinafter called "CITY"). In compliance with your Advertisement for Bids, BIDDER hereby proposes to perform all janitorial service for JANITORIAL SERVICE CONTRACT FOR CITY HALL AND CITY HALL ANNEX for a one (1) year term, with the option of the CITY to renew it for up to three (3) subsequent one-year terms, in strict accordance with the CONTRACT DOCUMENTS, within the time set forth therein, and at the prices stated below, and to enter into Contract for same within the time specified in CONTRACT DOCUMENTS. By submission of this BID, each BIDDER certifies, and in the case of a joint BID, each party thereto certifies as to his own organization, that this BID has been arrived at independently, without consultation, communication, or agreement as to any matter relating to this BID with any other BIDDER or with any competitor. BIDDER hereby agrees to commence WORK under this contract on or before a date to be specified in the Notice to Proceed. Enclosed is bid security as required. BIDDER acknowledges receipt of the following ADDENDUM: Exhibit P.R.. No. 11775 ITEM DESCRIPTION MONTHLY PRICE YEARLY PRICE 1. 1Styr. Janitorial Services $. 2747.00 $ 32,964.00 2. 2nd Yr. Janitorial Services $. 2 8 2 9.4 1 $. 3 3,9 5 2.9 2 3. 3r'~ Yr. Janitorial Services $ 2 97 o. 8 8 $. 3 5,65 o. 5 6 4. 4th Yr. Janitorial Services $ 3119.42 $,37,433.04 BIDDER understands that the CITY reserves the right to reject any or all bids and to waive any informalities in the bidding. Bids shall be good for sixty (60) days. CORPORATE SEAL (IF A BID IS BYA CORPORATION) ATTEST: CCAP Inc. dba SanServe BUilding Services RESPECTFULLY SUBMITTED: Signature P.O. Box 29332 Beaumont, Texas 77720 General ~nager Title Date Address 4 / 30 / 02 License Number (if applicable) (409) 842-5504 / (409) 842-444:1. Phone Number/Fax BIDS MUST BE SUBMI'FI-ED ON THIS BLANK iN DUPLICATE AND PROPERLY SIGNED. CITY OF PORT ARTHUR, TEXAS INFORMATION FOR: cc~ Inc. ~ba SanSe~ce ~ilding Services Exhibit P,R. No. 1~,775 COMMERCIAL REFERENCES (LIST BELOW NAME OF COMPANY AND PERSON(S) TO CONTACT FOR VERIFICATION, SIZE OF BUILDINGS CLEANED, · TYPE OF CLEANING PERFORMED, NUMBER OF YEARS WITH COMPANY, AND CURRENT STATUES WITH COMPANY. j. l>ze~3~r Befir~ Mr. Bcrnie (kn~ (409)985-1238 27 yrs. 2. chu,ur~ty B~k Bldg. MS. Frarcis Fe~rett (409)727-4688 (409) 892-4955 5 yrs. Mr. G~zy ~,1~ (936)633-1638 10 yrs. (409)882-6036 20 y'~s. 6. ~ l~llips (409) 985-0897 27 yrs. SUPERVISORY PERSONNEL (LIST BELOW NUMBER OF SUPERVISORY PERSONNEL TO BE USED AND YEARS OF EXPERIENCE): WHO WILL BE RECEIVING COMPLAINTS, AND WHAT REACT TIME CAN WE EXPECT, FOUR (4) HOUR MAXIMUM. 1. tb~ao~ ~ 20 yrs. Imm~iate EMPLOYEES (LIST BELOW THE NUMBER OF EMPLOYEES TO BE USED, EXCLUDING SUPERVISORY PERSONNEL AND THEIR SALARY): NUMBER OF EMPLOYEES: 4 MIN./MAX. SALARY $ 5.2s /HR. OR $ /MONTH NUMBER OF HOURS PLANNED TO WORK PER DAY 26 ALL BIDDERS ARE ADVISED TO CAREFULLY READ ALL THE SPECIFICATIONS LISTED HEREIN AND STRONGLY URGED TO INSPECT THE BUILDINGS BEFORE SUBMI1-FING A BID. NUMBER OF YEARS OF DOCUMENTED JANITORIAL SERVICE EXPERIENCE 38 AN ORGANIZATIONAL CHART SHALL BE ENCLOSED WITH BID. CERTIFICATE OF LIABILITY INSURANCF ; 12/26/0; dba McElveen Insurance Agenclz Arthur J Gallagher of LA Inc 700 W. Prien Lake Rd. Lake Charles LA 70601-8397 Phone: 337-478-5485 Fa~: 337-478-8660 dba Sanserve ~uiidin~ services P O Box 20357 BeaUmont TX 77720 THIS CERTIFICATE IS ISSUED AS A MATrER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CER'I~ [gJ HOLDER- THIS CERTIFICATE DOES NOT AMEI~B~EF6~R ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. INSURERS AFFORDING COVERAGE ~NSU~Eak St. Paul Fire && Marine Ins. NSUP~RS: Texas Workers' Comp. Ins. Fund :OVERAGES GENERAL UABIL~r~ EACH OCC~P,~FJ,'C~ s 1 ~. 000,00 A ~ COUU~Rc~ccmc-~u~,u~ TBD 01/01/02 01/01/03 ~(~e~) S50~000 ~&~URY slrO00,O0 -- a~A~ s2rOOOrO0 CERTIFICATE HOLDER I IADOmONAL INSURED; INsUReR LETTER: - CANC ELLAT~ON PLASTE-1 TO Be Issued Upon P~ceipt of Contract ' I Louis M. Todd ACORD 25~S (7/97) ©ACORD CORPORATION Organizational Chart Exhibit P.R. No. 11775 C-CAP, INC. d.b.a. SANSERVE BUILDING SERVICES President/CEO Patrick Childs I Operations Coordinator Kenneth Myers I Marketing Director Cecil Gilmore I General Manager Horace Newcost I Working Supervisor Workers (4) Estimated Staffing P,R. NO. 11775 AFFIDAVIT All pages in offer's bid proposal containing statements, letters, etc. shall be signed by a duly authorized officer or the company, whose signature is binding on the bid proposal. The undersigned offers and agrees to one of the following: X __ I hereby certify that I do not have outstanding debts with the City of Port Arthur. Further, I agree to pay succeeding debts as they become due during this agreement. __1 hereby cedify that I do have outstanding debts with the City of Port Arthur and agree to pay said debts prior to execution of this agreement. I hereby certify that I do have outstanding debts with the City of Port Arthur and agree to enter into an agreement for the payment of said debts. I further agree to pay succeeding debts as they become due. NAME OF OFFICER: H::)race Newcost TITLE: General Manager ADDRESS: P- o. Box 20332 CITY/STATETZlP: Beaumont, Texas 77720 IELEPHONE NUMBER: (409) 842 5504 SUBSCRIBED AND SWORN to before me by the named k/J.~c o~ on this the / day of NoraW Public in and for the Slate of RID OPENING DATE: Exhibit 'A" P.R. No. 11775 5/1 02 CITY OF PORT ARTHUR INSTRUCTIONS TO BIDDERS Bidders are requested to furnish their complete REMIT TO ADDRESS and TAX IDENTIFICATION NUMBER as indicated below: REMIT PAYMENT TO: Company. CCAP Inc. dba SanServe Building Services Address P. O. Box 20332 City/State Beaumont, Texas 77720 SEND PURCHASE ORDER TO: Company Address City/State TAX I.D. NUMBER: 76 - 0241873 Exhibit P.R. No, 11775 COPIES OF EXHIBIT "B" ARE AVAILABLE FOR REVIEW IN THE CITY SECRETARY'S OFFICE P.R. ge 11775 (City of Port Arthur) (Law Department) (Required Forml (07108/~8) (10/05/89) (03115190) (p. 2 Revised 09118/90) CERT~'iCATE OF STANDARD FORM CONTRACT FOR LAW DEPARTMENT REVIEW AND CITY COUNCIL AGENDA I certify that the contract (hereinafter called 'said contract") affixed to the attached proposed City Council Resolution No. 11775 is an exact duplicate of aa applicable standanl form contract (the title of which is shown below) previously approved by the Law Depaamant and adopted as a standard form by City Council Resolution, except for the blanks that have been filled in with all necessary information and except for the changes described below. The title of the applicable standard form contract is: [ ] Federally Funded Construction Contract, Revised 01/05/88, 07/89, 08/89 [ ] Non-Federally Funded Construction Contract, Revised 01/05/88, 07/89, 08/89 [] Federal - Professional Services - Engineering Contract, Revised 01/05/88, 05/89, 07/89, 04/91 [] Non-Federal - Professional Services - Engineering Contract, Revised 01/05/88, 05/89(§10), 07/89(§8) [1 CDBG - Professional Services - Engineering Contract, Revised 01/05/88, 05/89,§ 07/89§ [] Federal - Professional Services - Non-Engineering (Consultan0 contract, Revised 01/05/88, 05/89(§I0), 07/89(§8) [] Non-Federal - Professional Services - Non-Engineering (Consultaa0 Contract Revised 01/05/88, 05/89 (§10), 07/89(§8) [] CDBG - Professional Services - Non-Engineering (Consultant) Contract, Revised 01/05/88, 05/89(§10), 07189(§8) [X] Other Standard Form Contract, described as follows: Non-Federal, Non-Professional, minor services contract The changes are as follows: (Put an "X" in the appropriate [ ]). IX] None. [ ] The foIlowlng described provisions at the indicnted page, section, e~c. of the standard form have been deleted from said contract: DELETIONS Section or Section or Pago Number Paragraph No. Subparagraph No. Where Deleted and Caption and Caption Provision is Which Contains Which Contains Found On Provision Deleted Provision Standard Form From Form From Form Description of Deleted Provision Deleted [ ] The following described provisions at the indicated page, section, etc. of the standard fom~ have been altered, modified, replaced or otherwise changed: P.R. //11775 Ex.'bit "C" ALTERATIONS, MODIFICATIONS, REPLACEMENTS, ETC. Sub § or Page No. § or § No. Sub § No. Wl~re & Caption of & Caption Provision Standard of Standard Description Found On Form which form which of Provision Standard Contains contains in Standard Form Provision Provision Form Page, § & ealXion; sub § & caption, etc. of said contract which contains altered, etc. provision; & Description of Alteration etC. [] ADDITIONS The following provisions have been added to Said Contract: Page, Section and Caption Subsection and Caption, etc. of said Contract Which Contains the Added Provision and Description Thereof NONE I further certify that said attached proposed City Council Resolution contains the following provision: "That said contract is an exact duplicate of a City Standard Form Contract except for the changes described in the Certificate of Standard Form Contract, a copy of which is attached hereto as Exhibit "B" and is hereby incorporated by reference, and said changes are hereby approved." I understand that this certificate will be relied on by the Law Department in reviewing and aFproving (or rejecting) ~s to form and by the City Council in reviewing and adopting (or rejecting) said Resolution and Contract. Signed this IDq-~. day of [~1~ ,20 02 Departxnent Head or City Manager PUBLIC WORKS DEPARTMENT COUNC1rL ACT1~ON MEMO TO FROM SUB3ECT DATE Steve Fitzgibbons, City Manager Leslie E. McMahen, P.E. Director of Public Works P.R. #11775 May 6, 2002 RECOMMENDATION It is recommended that the City Council approve Proposed ResoluUon No. 11775, awarding the first year of a contract to CC. AP, :[nc. d.b.a. San-Serve Building Services of Beaumont, Texas, for 3anitorial Services at City Hall and City Hail Annex Buildings in the amount of $32,964. Three (3) subsequent yeady contract renewals would be contingent on approval by City Council. Funds are available in the FY 2002 City Hall Budget, Account No. 001- 1206-531.32-00. BACKGROUND On December 18, 2001 CCAP, Inc. d.b.a San-Serve Building Services, was awarded a three (3) year contract, renewable each year, for janitorial services at City Hall and City Hall Annex buildings. San-Serve failed to meet requirements of the contract by not providing a Performance Bond or a Payment Bond. The contract was approved for termination by the City Council at their April 2, 2002 meeting, said termination to be effective upon the date of a new contract. CC. AP, :[nc., d.b.a. San-Serve Building Services was authorized to continue providing janitorial services at City Hall and City Hall Annex buildings while the contract was being re-bid. The City Attorney determined that State statutes negate the need for the above referenced bonds on non-construction contracts and the contract was re-bid accordingly. Bids were received and opened on May 1, 2002, to wit: VENDOR 'm~ Year Monthly/Yearly 2nd Year Monthly/Yearly 3rd Year Monthly/Yearly 4th Yea r Monthly/Yearly CCAP, Inc. dba San-Serve Building Services Beaumont, Texas $2,747/$32,964 $2,829.41/$33,952.92 $2,970.88/$35,650.56 $3,119.42/$37,433.04 Sandra's Enterprises dba Professional Maid Service Port Arthur, Texas $3,005/$36,060 $3,005/$36,060 $3,005/$36,060 $3,005/$36,060 P.R. No. 11775 Page #2 The second Iow bid from Sandra's Enterprises, d.b.a. Professional Maid Service of Port Arthur, Texas was $36,060 for each of the four (4) years and was beyond the 3% allowance for Port Arthur firms for the first two (2) years and for the total contract. BUDGETARY/FISCAL EFFECT Funds are available in the FY2002 Budget, Account No. 001-1206-531.32-00, and funds will be requested in the FY2003 Budget process. STAFFING/EMPLOYEE EFFECT None. SUMMARY It is recommended that the City Council approve Proposed Resolution No. 11775, awarding the first year of a contract to CCAP, ]:nc. d.b.a. San-Serve Building Services of Beaumont, Texas, for .lanitorial Services at City Hall and City Hall Annex Buildings in the amount of $32,964. Leslie E. McMahen, P.E. Director of Public Works file word\cam~janitorial02 P.R. 11775 05/06/02 vkl RESOLUTZON NO. A RESOLUTZON AWARDTNG THE FtRST YEAR OF A CONTRACT TO CCAP, ~rNC. DBA SANSERVE BUTLDTNG SERVZCES OF BEAUMONT, TEXAS FOR 3ANZTOI~AL SERVZCES FOR CtTY HALL AND ANNEX BUTLDtNGS tN THE AMOUNT OF $32,964. THE THREE (3) SUBSEQUENT YEARLY CONTRACT RENEWALS tN THE AMOUNT OF 2ND YEAR $33,952.92, 3RD YEAR $35,650.56 AND THE 4TM YEAR $37,433.04 WtLL BE AT THE DtSCRETZON OF CITY COUNCTL. FUNDS ARE AVAILABLE IN THE FY2002 CITY HALL DtVTStON BUDGET, ACCOUNT NO. 001-1206-531.32-00. WHEREAS, on December 18, 2001 CCAP, :[nc. d.b.a. San-Serve Building Services, was awarded a three (3) year contract, renewable each year, for janitorial services at City Hall and City Hall Annex buildings; and, WHEREAS, San-Serve failed to meet requirements of the contract by not providing a Performance Bond or a Payment Bond; WHEREAS, the City Council approved provisions to terminate the contract, continue the cleaning services by San-Serve, and re-advertise for bids; and, WHEREAS, the City Attorney determined that State statutes did not require Performance or Payment Bonds on non-construction contracts, therefore the contract was re-bid; and, WHEREAS, the bids were received and opened on May 1, 2002 with two (2) bids being submitted; and, WHEREAS, the bid of CCAP, :[nc. dba SanServe of Beaumont, Texas was determined to be the best value for the City of Port Arthur at a rate of $2,7~,7 per month or $32,9~ for the first year, $2,829.41 per month or $33,952.92 for the 2~ year, $2,970.88 per month P.R. No. 11775 Page #2 or $35,650.56 for the 3~ year, and $3,119.42 per month or $37,433.04 for the 4~ year, a copy of their complete bid is attached hereto and made a part hereof as Exhibit "A"; now therefore, BE TT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT, the City Council of the City of Port Arthur hereby awards only the first year of the contract for 3anitorial Services for City Hall and Annex Buildings located at ~.~.~. 4~ Street to the lowest responsive bidder to wit: CC_AP, :Inc. dba SanServe Building Services in Beaumont, Texas; and, THAT the first year's contract price is $32,964 per year or $2,747 per month; and, THAT the City Manager of the City of Port Arthur is hereby authorized and directed to execute on behalf of the City of Port Arthur a contract, as shown as Exhibit "B" attached in part hereto and made a part hereof, a complete copy of which is available for review in the office of the City Secretary; and THAT subsequent yeady contract renewals will be at the discreUon of City Coundl; and, THAT this approval is contingent on funding in each of the next three contract years; and, THAT said contract is an exact duplicate of a City Standard Form Contract previously approved by the City Law Department except for the changes described in the Certificate of Standard Form Contract, a copy of which is attached hereto and is hereby incorporated by reference as Exhibit "C"; and, THAT CCAP, ThC. dba San-Serve Building Services of Beaumont, Texas, by their P.R. No. 11775 Page #3 signature herein, accepts this Resolution as notice of the termination of their existing contract dated December 18, 2001, and effective upon the notice to proceed on the new contract; and, THAT a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ~ ADOPTED AND APPROVED this the 2002, at a Mayor: day of , A.D., Meeting of the Oty of Port Arthur, Texas by the following vote: Ayes:__ Councilmembers: Noes: Attest: Acting City Secretary APPROVED AS TO FORM: City Attorney' Mayor P.R. No. 11775 Page #4 APPROVED FOR ADMINISTRATION: Steve Fitzgibbons City Manager Leslie E. McMahen, P.E. Director of Public Works )~ROVED AS -I~O~V~ATLAB1[LI~Y 0A FUNDS: Rebecca Underhill Finance Director AGREED TO: CCAP, Inc. dba San-Serve Building Services BY: DATE: file c:\res~jancon02 Exhibit ~A~ *.~ .~: '~ ~ :' P,R. No, 11775 TO: City of Port Adhur BID DATE OF BID May 1, 2002 444 4th Street P.O. Box 1089 Port Arthur, TX 77640 Proposal of CCAP Inc. dba SanServe Building Services (hereinafter called "BIDDER:), organized and existing under the laws of the State of Texas , doing business as ccA~ 'mc. and acting by and through to the City of Port Adhur, Texas (hereinafter called "CITY"). In compliance with your Advertisement for Bids, BIDDER hereby proposes to perform all janitorial service for JANITORIAL SERVICE CONTRACT FOR CITY HALL AND CITY HALL ANNEX for a one (1) year term, with the option of the CITY to renew it for up to three (3) subsequent one-year terms, in strict accordance with the CONTRACT DOCUMENTS, within the time set forth therein, and at the prices stated beIow, and to enter into Contract for same within the time specified in CONTRACT DOCUMENTS. By submission of this BID, each BIDDER certifies, and in the case of a joint BID, each party thereto certifies as to his own organization, that this BID has been arrived at independently, without consultation, communication, or agreement as to any matter relating to this BiD with any other BIDDER or with any competitor. BIDDER hereby agrees to commence WORK under this contract on or before a date to be specified in the Notice to Proceed. 15 Enclosed is bid security as required. BIDDER acknowledges receipt of the following ADDENDUM: Exhibi~ NO. 1177~ ITEM DESCRIPTION MONTHLY PRICE YEARLY PRICE 1. lStyr. Janitorial Services $ 2747.00 $ 32,964.00 2. 2nd Yr. Janitorial Services $ 2829.41 $ 33,952.92 3. 3rd Yr. JanitoriaI Services $ 2970.88 $ 35,650 · 56 4. 4thyr. Janitorial Services $ 3119.42 $ 37,433.04 BIDDER understands that the CITY reserves the right to reject any or all bids and to waive any informalities in the bidding. Bids shall be good for sixty (60) days. CORPORATE SEAL (IFA BID IS BYA CORPORATION) ATTEST: CCAP Inc. dba SanServe BUilding Services RESPECTFULLY SUBMITTED: Signature P.O. ~ox 29332 Beaumont, Texas 77720 Address General b~mnager 4 / 30 / 02 Title Date License Number (if applicable) (409) 842-5504 / (409) 842-4441 Phone NumbedFax BIDS MUST BE SUBMITTED ON THIS BLANK IN DUPLICATE AND PROPERLY SIGNED. CITY OF pORT ARTHUR, TEXAS INFORMATION FOR: CCAP Inc. dba SanServe Building Services Exhibit 'A" P.R. NO. 11775 COMMERCIAL REFERENCES. (LIST BELOW NAME OF COMPANY AND PERSON(S) TO CONTACT FOR VERIFICATION, SIZE OF BUILDINGS CLEANED, · TYPE OF CLEANING PERFORMED, NUMBER OF YEARS WITH COMPANY, AND CURRENT STATUES WITH COMPANY. 1. Pr~lcOr Befirs~; Mr. R~rnie (2/m~< (409)985-1238 27 yrs. Ms. Frarcis Fe~LL (409)727-4688 (409) 892-4955 5 y~s. 4. A~t~bi ~ bf. Ga~y M~nt~u (936)633-1638 10 yrs. 5. c]~:,v'zan ~cal Mr. Janie %~11ao9 (409)882-6036 20 yrs. 6. ~ l~llipq (409) 985-0897 27 yrs. SUPERVISORY PERSONNEL (LIST BELOW NUMBER OF SUPERVISORY PERSONNEL TO BE USED AND YEARS OF EXPERIENCE): WHO WILL BE RECEIVING COMPLAINTS, AND WHAT REACT TIME CAN WE EXPECT, FOUR (4) HOUR MAXIMUM. i. H~ra~ Ns~cst 20 yrs. ImT~iaf~ 2. c~cil ~il~o~ 3 yrs. 3. Fern- ~z-s z5 yrs. ~te EMPLOYEES (LIST BELOW THE NUMBER OF EMPLOYEES TO BE USED, EXCLUDING SUPERVISORY PERSONNEL AND THEIR SALARY): NUMBER OF EMPLOYEES: 4 MIN./MAX. SALARY $ 5.2 /HR. OR $ /MONTH NUMBER OF HOURS PLANNED TO WORK PER DAY 26 ALL BIDDERS ARE ADVISED TO CAREFULLY READ ALL THE SPECIFICATIONS LISTED HEREIN AND STRONGLY URGED TO INSPECT THE BUILDINGS BEFORE SUBMITTING A BID. NUMBER OF YEARS OF DOCUMENTED JANITORIAL SERVICE EXPERIENCE 38 AN ORGANIZATIONAL CHART SHALL BE ENCLOSED WITH BID. CERTIFICATE OF LIABILITY INSURANCF o;, _ . - ~.2/2G/0 THIS CERTIFICATE IS ISSUED AS A MATTER OF INF~ ;RMAT(ON ROOUC~ dba McElveen Insurance Agency Arthur J Gallagher of LA Inc 700 W. Prien Lake Rd. ,ake Charles LA70601-8397 ?hone:337-478-5485 Fax:337-478-8660 ;URED dba Sanserve Buiidin~ serVZces P O Box 20357 Beaumont TX 77720 ONLY AND CONFERS NO RIGHTS UPON THE CER~ HOLDER. THIS CERTIFICATE DOES NOT AMEI~B~EFIgR ALTER THE COVERAGE AFFORDED BY THE POUCIES BELOW. INSURERS AFFORDING COVERAGE ~NSU~ERk St. Paul Fire && Marine Ins. INSURERB: Texas Workers' Comp. Ins. Fund INSURER C: I ;NSRI TYPE OF INSURANCE ~CYI4trMBER DATE(Mf4JIDO/~ DATE (MMIDDIY'O I A x l COUUERCmU. CVa~aPJU. UAamUTY TRD 01/01/02 01/01/03 F~EOA~AGE(A~*I $ 50 ~000 I C4.AIMS M~)E F-~ OCCtJ~ ),(E D ~t(P (~ y ¢~e Pe'r~) ~&~URY Sir000,00 A -- ~A~o ~O 01/01/02 01/01/03 ~a~t) ~OC~ S ~0 ~ 000~( . o.ooo 17 - B EMPLOYERS' ~1~ TBD 01/01/02 01/01/03 E.L ~ ACCI~ S 1 000 , 0~ 0~scmPno~ OF OP~O~S~A~O ~C~CLU~ ~0~ SY e~OO~S~UE~PeC~L P~O~S Bl~ket Waiver of S~rogation a~ regards to ~noral Li~ili~, Auto, Work Comp ~ B!~k*t ~d~ ~surod as towards te ~oral ~ility * ~u~e. ~1 as raw, rod by ~rlttan contract. CERTIFICATE HOLDER j J ~omo~,x~. t.~PJ~: i~u~ L~'TT~: __ CANCELLATION -- ..-7 To Be Issued Upon Receipt of Contract ' i Louis M. Todd ~ ACORD 25~q (7/97) ©ACORD CORI Organizational Chart Exhibit P.E. NO, C-CAP, INC. d.b.a. SANSERVE BUILDING SERVICES President/CEO Patrick Childs I Operations Coordinator Kenneth Myers Marketing Director Cecil Gilmore General Manager Horace Newcost Working Supervisor I Workers (4) Estimated Staffing Exhibit ~A~ P.R, No. 11775 AFFIDAVIT All pages in offer's bid proposal containing statements, letters, etc. shall be signed by a duly authorized officer or the company, whose signature is binding on the bid proposal. The undersigned offers and agrees to one of the following: X __ I hereby certify that I do not have outstanding debts with the City of Port Arthur. Further, I agree to pay succeeding debts as they become due dUring this agreement. __1 hereby certify that I do have outstanding debts with the City of Port Arthur and agree to pay said debts prior to execution of this agreement. I hereby certify that I do have outstanding debts with the City of Port Arthur and agree to enter into an agreement for the payment of said debts. I further agree to pay succeeding debts as they become due. NAME OF OFFICER: ~race Newcost TITLE: General Manager ADDRESS:P. o. Box 20332 CITY/STATETZIP: Beaumont, Texas 77720 TELEPHONE NUMBER: (409) 842 - 5504 SIGNATURE: SUBSCRIBED AND SWORN to before me by the named )'¢~_,,"z.,~¢ o.~"r- on this the / day of ~/~ Notaw Public in and for the State,,~f /~~ Exhibit 'A" '~ ? P.R. No, 11775 ' BID OPENING DATE: 5 / 1 / 02 CITY OF PORT ARTHUR INSTRUCTIONS TO BIDDERS Bidders are requested to furnish their complete REMIT TO ADDRESS and TAX IDENTIFICATION NUMBER as indicated below: REMIT PAYMENT TO: Company CCAP Inc. dba SanServe Building Services Address P. o. ~ox 20332 City/State Beaun'ont, Texas 77720 SEND PURCHASE ORDER TO: Company AddreSs City/State TAX I.D. NUMBER: 76 - 0241873 Exhibit P.R. No. 11775 COPIES OF EXHIBIT "B" ARE AVAILABLE FOR REVIEW IN THE CITY SECRETARY'S OFFICE P.R. # 11775 ]~xhibit ~C" (City of Port A~hur) Ct.aw Deparane~0 0lequls~d Form) (07/08/88) (10/05/89) (0~/~5190) (p. 2 Revised 09/18/90) CERTIFICATE OF STANDARD FORM CONTRACT FOR LAW DEPARTMENT REVIEW AND CITY COUNCIL AGENDA I certify that the contract (hereinafter called 'said contract') affixed to tho attached proposed City Council Resolution No. 11775 is an exact duplicate of an applicable standard form contract (the title of which is shown below) previously approved by the Law Department and adopted as a stardard form by City Council Resolution, except for the blanks that have been filled in with all necessary information and except for the changes descn'bed below. The title of the applicable standard form contract is: [ ] Federally Funded Construction Contract, Revised 01/05/88, 07/89, 08/89 [ ] Non-Federally Funded Construction Contract, Revised 01/05/88, 07/89, 08/89 [] Federal - Professional Services - Engineering Contract, Revised 01/05/88, 05/89, 07~89, 04/91 [1 Non-Federal - Professional Services - Engineering Contract, Revised 01/05/88, 05/89(§10), 07/89(§8) [1 CDBG - Professional Services - Engineering Contract, Revised 01/05/88, 05/89,§ 07/89§ [] Federal - Professional Services - Non-Engineering (Consultant) contract, Revised 01/05/88, 05/89(§10), 07/89(§8) [! Non-Federal - Professional Services - Non-Engineering (Consultant) Contract Revised 01/05/88, 05/89 (§ 10), 07/89(§8) [] CDBG - Professional Services - Non-Engineering (Consultant) Contract, Revised 01/05/88, 05/89(§ 10), 07/89(§8) IX] Other Standard Form Contract, described as follows: Non-Federal, Non-Professional, minor services contract The changes are as follows: ('Put an "X" in the appropriate [ ]). IX] None. [ ] The following described provisions at the indicated page, section, etc. of the standard form have been deleted from said contract: DELETIONS Section or Section or Page Number Paragraph No. Subparagraph No. Where Deleted and Caption and Caption Provision is Which Contains Which Contains Found On Provision Deleted Provision Standard Form From Form From Form Description of Deleted Provision Deleted [ ] The following described provisions at the indicated page, section, etc. of the standard form have been altered, modified, replaced or otherwise changed: P.R. #11775 Exhibit "C' ALTERATIONS, MODIFICATIONS, REPLACEMENTS, ETC. Sub § or Page No. § or § No. Sub § No. Where & Caption of & Caption Provision Standard of Standard Description Found On Form which form which of Provision Standard Contains contains in Standard Form Provision Provision Form Page, § & caption; sub § & caption, etc. of said contract which contains altered, etc. provision; & Description of Alteration [1 ADDITIONS The following provisions have been added to Said Contract: Page, Section and Caption Subsection and Caption, etc. of said Coetract Which Contains the Added Provision and Description Thereof NONE I fuaher ceaify that said aWachad proposed City Council Resolution contains the following provision: 'That said contract is an exact duplicate of a City Standard Form Contract except for the changes described in the Certificate of Standard Form Contract, a copy of which is attached hereto as Exhibit 'B" and is hereby incorporated by reference, and raid changes are hereby approved." I understand that this certificate will be relied on by the Law Department in reviewing and approving (or rejecting) as to form and by the City Council in reviewing and adopting (or rejecting) said Resolution and Contract. Signed this 104'L,. day of ~t~'--/ ,20 02 Department Head or City Manager