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HomeMy WebLinkAboutPR 19343: CONTRACT WITH AGAPE CLEANING ENTERPRISES, INC. P.R.No. 19343 03/30/2016 CEWJ Page 1 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT WITH AGAPE CLEANING ENTERPRISES, INC. OF HOUSTON, TEXAS, FOR JANITORIAL SERVICES FOR CITY HALL AND CITY HALL ANNEX, WITH AN ANNUAL PROJECTED BUDGETARY IMPACT OF $62,482.20. FUNDING AVAILABLE IN PUBLIC WORKS — CITY HALL ACCOUNT NO. 001-1206-531.32-00 WHEREAS, the City advertised for proposals for Janitorial Services for City Hall and City Hall Annex; and WHEREAS,the City received five(5)proposals; and, WHEREAS,the responses were evaluated by City staff and the Acting Purchasing Manager; and WHEREAS, Agape Cleaning Enterprises, Inc. was the highest ranked proposal (see Proposal Evaluation Matrix attached as Exhibit"A"); and, WHEREAS, the contract is for one year, with the option to renew for two additional one-year periods. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT, the City Manager is hereby authorized to execute the a one (1 ) year contract for janitorial services for City Hall and City Hall Annex, with the option to renew for two (2) additional one year periods, with Agape Cleaning Enterprises, Inc. of Houston,Texas, with an annual projected budgetary impact of amount of$62,482.20, in substantially the same form as attached hereto as Exhibit"B". THAT, funding is available in Public Works, City Hall account 001-1206-531.32-00. THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ, ADOPTED AND APPROVED on this day of April 2016 at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: P.R.No. 19343. 03/30/2016 CEWJ Page 2 AYES: Mayor: Councilmembers: • NOES: Debris"Bobbie" Prince, Mayor ATTEST: Sherri Bellard City Secretary APPROVED AS TO FORM: Val Tizeno r City Attorney APPROVED FOR ADMINISTRATION: ' .wefts Baaheth Acting Public Works Director Brian McDougal City Manager x �y Jerry Dale, CPA/GFOA fj 3130)16 ?iector of Finance Clifton Williams, CPPB Acting Purchasing Manager EXHIBITA n a o ro 701-1 _.. O o �. n �' ., n C, rt z et et et 5 Cn —. cT O N O N N N a O O Lin (xi s {f. — : : : OO : K: :cr O ( Ui O O O O Ut 7� U7 N ? v r: rt Cr a o n a: :7 o 0 N 0 00 .A per`.' " - .- 0 , N Ut O N v ." O C C Cn O O s Cn Ui r* `- �' "-I cr ... t° n ^ a r r• r x ..r n R rr - = nn W00 - H n m 00 0 Cfl oo © et n f, nn _ 1 5 c c UNt o s =. P.% tt d a -, WN ts� c, 00 �' a Cn r n IXHIBIT B JANITORIAL SERVICES FOR CITY HALL & ANNEX THIS AGREEMENT, made this day of April, 2016, by and between the City of Port Arthur, a municipal corporation organized under the laws of the State of Texas, hereinafter called "OWNER" or "CITY" and Agape Cleaning Enterprises, Inc., hereinafter called "CONTRACTOR" WITNESSETH: That for and in consideration of the payment terms, conditions and agreements set forth herein , OWNER and CONTRACTOR agree as follows: 1. The term of this Contract shall be one year from the start date issued on Notice to Proceed with an option to renew for two (2) additional one (1) year periods. The City can terminate this contract at its convenience which includes, but is not limited to, funding not being available in any budget cycle with ten (10) days written notice. 2. The Contractor will perform work as stated in the Contract Documents. 3. During the term of this Contract, the Contractor will furnish at his own expense all of the materials, supplies, tools, equipment, labor and other services necessary to connection therewith, excepting those supplies specifically not required of Contractor in the Specifications. 4. The CONTRACTOR agrees to perform all the work described in the specifications and contract documents and to comply with the terms therein for the following cost. Janitorial Service $4963.10 per month Additional Floor Waxing $0.105 per square foot Additional Carpet Cleaning $0.08 per square foot Make Ready Cleaning $2,925.00-one time cost for initial cleaning 5. The term "Contract Documents" means and includes the following: a) Agreement b) Addenda c) General Information d) Specifications e) Bid f) Notice of Award g) Notice to Proceed 6. This Agreement shall be binding upon all parties hereto and their respective heirs. executors, administrators, successors and assigns. 7. IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed by their duly authorized officials, this Agreement in (2 copies) each of which shall be deemed an original on the date first above written. Signed on the day of , 2016. CITY OF PORT ARTHUR BY: Brian McDougal, City Manager ATTEST: City Secretary Signed on the day of , 2016. AGAPE CLEANING ENTERPRISES, INC. BY: Print Name: Title: WITNESS: Print Name: t I j" ,/ N.%6l, ` I'lf r r .r `. 'ti I 1r# C!t t' of - �t „N. jo %V't9 ,. rthur 1. t icxciA Invitation to Bid City of Port Arthur City Hall & Annex Building 444 4th Street, 4th Floor Port Arthur, Texas 77640 By P 4' ria.uo, i Agape Cleaning Enterprises, Inc. 10900 Brittmoore Suite B Houston, Texas 77041 Table of Content Cover Page Executive Summary Page 1 Qualifications/References Page 3 Key Personnel Page 4 Operation and Management Plan Page 7 Attachments BID SHEET—APPENDIX A LETER OF INTEREST—APPENDIX B NON-COLLUSION AFFIDAVIT AFFIDAVIT—APPENDIX C CONFLICT OF INTEREST—APPENDIX D ADDENDA /cliArstal Agape aLeawi,wg Ewterprises, Iwc. • Pro fessi.owal,mai,wtewawce Services Company Biography Founded: 1979 in Houston, Texas. Incorporate in 1993. Principle: Richard Intrau, President / CEO Email: Richard(aAgapeClean.net Mobile: (832) 814-8262 Company Size: 2.0 Million, Square Feet, per Year. ACE employs approximately 50 personnel. Geographic Capabilities: National Contracting. Clientele Type: Corporate, Commercial, Medical, Educational, Industrial, Government References: Boxer Properties, Hartman Properties, City of Sugarland, Texana Crisis Center Certifications —Applied for Certification as a Small Business by the City of Houston Business Council and HUB-Certified by the State of Texas. Liability Insurances: Workers' Comp, General Liability, Automobile. Qualifying Capabilities — Experience and longevity in serving a diverse clientele base is verifiable through long-term partnering clients. The consistency in quality and the focus on cost maintenance has kept ACE one of top veteran small business-owned cleaning services in Texas and the Southern regions of the United States for over 30 years. ACE' award-winning performance in quality and safety make us the right choice for your next vendor of choice. Technical Info: Federal Tax ID# 76-0446911, DUNS# 169245888, NAICS# 561720; EMR: 2014 (0.86), 2013 (0.88), 2012 (0.94), OSHA 300: Zero (0) cases Financial — Chase, Edgar Garcia Manager, (281) 463-1185 Direct Contacts — Richard Intrau CEO/ President Email RichardAgapeClean.net 10900 Brittmoore Road Suite B, Houston, Texas 77041 Telephone: (832) 814-8262 ACE * 1 agape cleavLCvLg evLterpri-ses, hAL. • ProfessiowaL MaivLtevLavLce Ser\J ces Executive Summary Agape Cleaning Enterprises, Inc., (ACE)has provided quality janitorial service for over 20 years through customer and employee feedback, corporate adaptation to new technology/procedures and utilization of our customer service driven management team, ACE has identified ways to customize cleaning services to the specifications of each customer and still maintain the value for your cleaning investment. More than ever, today's economy is faced with multiple challenges—such as an over saturated market, reduced corporate maintenance/management staffs and budgets, ACE will outline advantages of utilizing our highly customizable customer service, quality control and maintenance programs to meet the individual needs of our customers. Hiring the correct cleaning company increases the productivity of facility managers alike by reducing their activity in facilities related matters/issues. ACE has been on the cutting edge of the janitorial industry for many years. We do not have layer upon layer of redundant management. Every customer feels comfortable in the manner in which,ACE resolves issues proactively. Proactive measures are especially useful with the following common cleaning related topics. Most janitorial cleaning companies have higher turnover—and new employees almost every night. The cleaning industry has one of the highest turnover rates in the United States, When other cleaning companies are forced to continuously replace existing employees with new untrained personnel,the customer suffers because of a fluctuation in the cleaning quality. New or untrained employees tend to forget special cleaning instructions which imply a lack of effort and understanding which frustrates all parties involved. ACE pays employees above market wages and rapidly promotes qualified personnel internally. Employees often stay longer when they feel appreciated. ACE has some employees that have been with the company for over 10 years. ACE dedicates an Account Supervisor to each facility we service to manage the cleaning crew and the relationship between our company and the customer's point of contact; proactively eliminating problems. Our Account Manager are promoted internally to assure they comply with Agape Cleaning Enterprises, Inc., demand for superior performance. ACE employees ultimate goal is perfection in the services we provide—never forgetting a task or an area—but they are human and not perfect. What separates ACE from the other cleaning companies is we take immediate action to identify and rectify service related issues. ACE resolves issues the first time they are identified and does not allow performance issues to fester due to our Quality Control Program and use of highly trained and motivated Account Supervisors, The ACE Quality Control Program groups cleaning issues into three categories: AC E f Agape CLeavLwLg eikterprLses, Ivuc. • Pro fessLovi,a! Mai.vvtevLa' ce services Contract work, Complaints or cleaning related issues,Non—Contract work—additional services. ACE Account Management is notified immediately of any cleaning problems and visits their point of contact to determine the category of the cleaning issue. If it is determined to be a contract work issue the Operations Manager is dispatched to implement and supervise corrective actions and retrain the employee if necessary. ACE designs a cleaning program to achieve each customer's janitorial goals. Years of industry service and lessons learned have played a critical role in the evolution of ACE Operations Department. Our Quality Control Department addresses the issues that are most important to each customer and their facility. More specifically, ACE has identified the following as benefits of utilizing our services and industry expertise. Best Value for your investment—remember hiring a cleaning service is an investment ACE customizes a cost effective cleaning program that addresses every customer's specific needs. Our on—site staff and management have experience staffing similar jobs and are familiar with the service area's labor pool. ACE due diligence has confirmed that labor costs are within your budget and cleaning quality exceeds your expectations. ACE is an integrated part of every customer's organization—your goals become our goals. We provide cleaning services as a customer's representative. Due to our proactive approach, the facility will receive additional services as a result of our frequent quality inspections, and immediate response to your cleaning requests—creating satisfied employees. ACE provides high quality reliable cleaning. Hiring ACE will assure that you are working with a proven partner that has gained favorable reputation by servicing facilities for the largest companies in the nation. Property managers view ACE as an invaluable asset because we free up a substantial amount of time for them by doing our job correctly, the first time. ACE has earned the trust of our customers. Agape aLea►n.%wg Ewterprises, K.c. •Professi.owaL Malwtewavtce SeriL.ces Mission Statement Provide the highest most comprehensive range of services for cleaning and soft services to the commercial, corporate, educational, medical, industrial, manufacturing, and government sectors. To deliver a level of excellence in reporting,procedures, and processes through innovation in technology and highly trained management staff. Vision Statement To build a professional maintenance service company through expansion of our range of services on a national scale within our core markets. To be recognized by our customers and competitors as the benchmark for contract longevity, innovation, and management support through the development of our staff and systems to become a market leader. Our Values • To educate our potential customer in the economic benefits of utilizing our expertise in professional maintenance services in order to enable the client to focus their attention and energies on their core business. • To induct, train, measure, report and re-evaluate our management team to ensure they understand and deliver the company mission, vision, and expectation of our customers. • Delivering the best internal/external customer value mix to enable us to provide sustained quality and value. • To promote integrity, openness, honesty, and transparency throughout all of our business activities. • Promote and encourage the development of our staff through nurturing, regular appraisals, training, and listening to their individual goals and requirements to provide the right role, environment and working hours to suit them, our customers and our company. • Empowerment of staff to take responsibility, make a difference, feel comfortable to report mistakes and issues to enable us to address them as a team and improve processes for the future. • To use professional process management tools to simplify processes, add value and reduce error rates that affect our ability to deliver"a job done right the first time"service promoting the highest levels of productivity within a creative environment. • Respect each other, encourage diversity, creativity and different values within the workplace. "There is more than one right way and more than one way to get there" • Respect our competitors, be professional and treat them as customers in our business activities, respond to their request in a timely, courteous, professional and honest manner. 10900 Brittmoore Road Suite B, Houston, Texas 77041 Telephone: (832)x,.814-x826 __ / ��r.-4— -Fax:_(7.131 937-0R7O Nn C4 O = o q w (M ,..h a 4 ppi) H 2 z xi p C4 ,Tr p �+ °r O _ , O to D t-, ‹ y `c a v' n Z O - O cD e .9 CD Y 6 O - v, co O O N O� CD v a. n - Co � � dab ,r bio LA b Z r) � ,ett Z.DA,o o _ v0 JO o J '� co a U. C b CD CD a. c.n c Q.. O CD CD Cl)Oco _, O. R a d 4, 0 '" J CD O CD Z .tet 'O ,.-r O cep CD O cD 1-3 N d 00 v C'"' N ii crq • AN w � °; ' 00 N ti) o z CD " V.. `� vCp Ctl et In• l''�, � C H "' ~' "1- AD P d ° o o o. dRE. 6. r . .• CID rD q, O D n A c4 rt F N ,.Q ,...,< S7 O 01 W p, R ,--, (.11 Vl (./1 CCD i O r. O O O p O 'Ti CO O O O O O O CD O 00 AD Po O Z UOQ n F.). O O CD b O CD '-h CD O p N p CD vi O� LA VD O�A . Cl) I ' ' ''*+ CD .'":t 1-t) b ~C CD't Vd) � v c * � H co" cn VD CD CD co 0 co CD CD C) CD CD 1) N O• 0 N U) O J cs O -"l Ca 0.3 VI 1.1.1oo j II oo CS) 4 o o ° N. a; >C o\ � 0 c Ncn O Acks1/41 Agape GLeavamg EwterprLses, wc. • Pro fessLomat.Maiwtewawee services Key Personnel Richard Intrau: President/CEO: has overall responsibility for creating, planning, implementing, and integrating the strategic direction of the organization. This includes responsibility for all components and departments of the business. Makes certain that the organization's leadership maintains constant awareness of both the external and internal competitive landscape, opportunities for expansion, customers, markets, new industry developments and standards, and so forth. Rick Intrau: Vice President: participates in the planning and budgeting process and manage the budget. Control overhead expenses. Implement cost reduction and profit enhancing strategies. Ensure service delivery is consistent with quality objectives and contractual requirements. Lead on-going efforts for process improvement to enhance productivity and increase efficiencies while sustaining a high level of quality. Maintains customer relations, both current and prospective. Supports business development activities including new account acquisition and customer retention initiatives. Leverage existing relationships for new business opportunities. Develops management team for continued professional growth. Responsible for ensuring the region follows and adheres to established company policies. Ensure all hiring, promotions and termination policies are followed. Ensure job inspections are properly made and deficiencies are corrected. Ensure timekeeping is completed daily and payroll is submitted on a timely basis. Ensures purchasing of supplies, equipment and inventory management of the supplies meets contractual requirements. Maintains in constant contact with the President. Rick Fidler: Accountant: prepares and examine financial records. Make sure that records are accurate and that taxes are paid properly and on time. Performs overviews of the financial operations of the business in order to help it run efficiently. Create plans of action for improved financial well-being of the company. Ensure that statements and records comply with laws and regulations. Computes taxes owed, prepare tax returns, and ensure prompt payment. Inspects account books and accounting systems to keep up to date. Organize and maintain financial records. Improve businesses efficiency where money is concerned. Make best-practices recommendations to management. Suggest ways to reduce costs, enhance revenues and improve profits. Provide auditing services for businesses and individuals. Carolyn Intrau: Office Manager: Manages the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image. Supervises and coordinates overall administrative activities for the Office Administration Department. Supervises the maintenance and alteration of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities. Negotiates the purchase of office supplies and furniture, office equipment, etc., for the entire staff in accordance with company purchasing policies and budgetary restrictions. Supervises the maintenance of office equipment, including copier, fax machine, etc. Responsible for the facilities day-to-day operations (such as ,ACE �F � Agape GLeaw%wg Ewterprises, twc. • Pro fessi,owal maLoke IAA wce.se v ces distributing building access keys and back-up to security access cards, etc.) Participates as needed in special department projects. Abbie Garcia Houston South Side Operations Manager: Ensures that the facility on the south side of Houston are cleaned correctly and according to the client's instructions or standards. To accomplish that goal, managers inspect the facility to determine any unusual or cyclical work that needs to be done, such as periodically stripping floor wax, cleaning overhead light fixtures or shampooing carpets. Managers maintain a checklist of routine or daily cleaning chores as well. They assign workers to specific chores or areas and then inspect the work to ensure it has been done satisfactorily. If the client has complaints about missed or improperly cleaned areas, the operations manager investigates the complaint and takes steps to ensure that the problem will not recur. Typically handles many personnel duties. They often interview applicants,train new employees and prepare performance reviews. If disciplinary action is needed, it is normally the manager's responsibility to issue reprimands, counsel employees about their performance, determine whether additional training is required or, if necessary,terminate the employee. They may prepare work schedules, as well as track employee attendance and report hours worked to the payroll department. Janitorial operations managers may inspect cleaning equipment and perform routine maintenance. Whenever necessary, managers may also assist workers to ensure that all tasks are completed in a timely manner. Knows how to use the tools and equipment needed for the job, such as carpet cleaners, floor polishers, steam cleaners and commercial washers and dryers. Knows the proper way to clean and dispose of biological waste, and they must ensure that workers use the proper protective gear when cleaning potentially hazardous areas. Is effective communicator who can explain tasks to staff, has good time-management skills and is able to prioritize tasks in a logical manner. Is physically able to perform any cleaning chore they might need to handle when assisting or training staff. Adriana Brantley Operations Manager Golden Triangle Area: Adriana brings 19 years of experience to Agape Cleaning Enterprises. Ensures that the facilities in the Golden Triangle Area are cleaned correctly and according to the client's instructions or standards. To accomplish that goal, managers inspect the facility to determine any unusual or cyclical work that needs to be done, such as periodically stripping floor wax, cleaning overhead light fixtures or shampooing carpets. Managers maintain a checklist of routine or daily cleaning chores as well. They assign workers to specific chores or areas and then inspect the work to ensure it has been done satisfactorily. If the client has complaints about missed or improperly cleaned areas, the operations manager investigates the complaint and takes steps to ensure that the problem will not recur. Typically handles many personnel duties. They often interview applicants, train new employees and prepare performance reviews. If disciplinary action is needed, it is normally the manager's responsibility to issue reprimands, counsel employees about their performance, determine whether additional training is required or, if necessary, terminate the employee. They may prepare work schedules, as well as track employee attendance and report hours worked to the payroll department. Janitorial operations managers may inspect cleaning equipment and JO A r Agape al-eat/1444g Enterprises, I . •Professi.owaL Matwtewawce services perform routine maintenance. Whenever necessary, managers may also assist workers to ensure that all tasks are completed in a timely manner. Knows how to use the tools and equipment needed for the job, such as carpet cleaners, floor polishers, steam cleaners and commercial washers and dryers. Knows the proper way to clean and dispose of biological waste, and they must ensure that workers use the proper protective gear when cleaning potentially hazardous areas. Is effective communicator who can explain tasks to staff,has good time-management skills and is able to prioritize tasks in a logical manner. Is physically able to perform any cleaning chore they might need to handle when assisting or training staff. ACE 1 Agape aLeavtiv,g EwterprLses, lvvc. • professLov4aL Mai,wtewavt,ce services Operations and Managements Plan The Port Arthur City Hall and Annex Building has 45,000 square feet of cleanable space. No situation is ever really "normal", so it's helpful to understand different circumstances that could affect a "normal" cleaning production rate. On the tour of the building ACE management found the building to be congested in size, as older buildings tend to be, there were also many doors that would be unlocked and many keys to go through in order to open offices to clean. Once they leave the office space they will need to be locked and checked to ensure they are secured. The building seemed however to have lots of employees in certain areas. Office spaces seemed tight is space, it also seems to get a lot of traffic, thus causing production rates to go into a downward trend, due to more people occupying the building or in some cases the amount of work conducted in spaces can just cause congestion, thus slowing production rates downward. The buildings is also located in a climate that has lots of humidity and rain this also will add to more maintenance being required due to sand and dirt getting tracked into the building. Climates with high humidity also affect production rates for hard floor care and carpet cleaning, as drying times are much slower. One of the most intangible variables in regards to cleaning production rates has to do with customer standards. Is Port Arthur primarily interested in price?Then perhaps the "normal" production rates will be accurate. However, if Port Arthur is dissatisfied with the current cleaning contractor because the quality of service is not there,then your production rates could be affected because, ACE wants to make sure the employees are spending enough time on each task. Keeping these circumstances in mind when ACE walked through the building and determined the square footage rate should be 2,250 square feet per hour which equals 20 hours of cleaning per day. Thus ACE will manage the account with (5) five employees at(4) four hours a night with a one employee being a working supervisor. ACE believes this will maintain the janitorial standards of the contract. In order to familiarize the crew with the building we will initiate the "Team Clean" concept. All the cleaners will work on the same floor at the same time which enables the supervisor to monitor and inspect the services and check all doors to be securely locked. One individual will be dedicated to clean restrooms only,thus providing a consistency in standards. One individual is responsible for trash removal and general dusting. One individual is assigned to do vacuuming. One individual will focus on dust mopping, sweeping, and mopping tile floors. This team clean allows the supervisor to monitor and control services for thoroughness and productivity. DELORIS"BOBBIE"PRINCE,MAYOR BRIAN MCDOUGAL KAPRINA RICHARDSON FRANK,MAYOR PRO TEM CITY MANAGER COUNCIL MEMBERS: '",„. �t� / SHERRI BELLARD,TRMC RAYMOND SCOTT,JR. CITY SECRETARY TIFFANY HAMILTON MORRIS ALBRIGHT,III STEPHEN MOSELY n��' "Jr t'' u r VAL TIZENO CITY ATTORNEY WILLIE"BAE”LEWIS,JR. OSMAN SWATIf ;� 1 r r CHARLOTTE MOSES :. February 22,2016 REQUEST FOR PROPOSAL JANITORIAL SERVICE FOR CITY HALL DEADLINE: Sealed proposal submittals must be received and time stamped by 10:00a.m., Central Standard Time, Friday, March 11, 2016. (The clock located in the City Secretary's office will be the official time.) All proposals received will be read aloud at 10:15a.m. on Friday, March 11, 2016 in the City Council Chambers, City Hall, 5th Floor, Port Arthur, TX. Proposals will be opened in a manner to avoid public disclosure of contents; however, only the names of proposers will be read aloud. MARK ENVELOPE: P16-011 DELIVERY ADDRESS: Please submit one (1) original and three (3) exact duplicate copies of your RFP to: CITY OF PORT ARTHUR CITY OF PORT ARTHUR CITY SECRETARY or CITY SECRETARY P.O. BOX 1089 444 4TH STREET, 4th Floor PORT ARTHUR, TEXAS 77641 PORT ARTHUR, TEXAS 77640 POINTS OF CONTACT: Questions concerning the Request for Proposal should be directed in writing to: City of Port Arthur, TX Clifton Williams, Acting Purchasing Manager P.O. Box 1089 Port Arthur, TX 77641 clifton.williamsportarthurtx.gov Purchasing Division/Finance Department I Purchasing Manager,Shawna Tubbs,CPPO,CPPB P.O.Box 10891444 4th Street 1 Port Arthur,Texas 776411 409.983.8160 I Fax 409.983.8291 The enclosed REQUEST FOR PROPOSAL (RFP) and accompanying General Instructions are for your convenience in submitting proposals for the enclosed referenced services for the City of Port Arthur. Proposals must be signed by a person having authority to bind the firm in a contract. Proposals shall be placed in a sealed envelope, with the Vendor's name and address in the upper left-hand corner of the envelope. ALL PROPOSALS MUST BE RECEIVED IN THE CITY SECRETARY'S OFFICE BEFORE OPENING DATE AND TIME. It is the sole responsibility of the firm to ensure that the sealed RFP submittal arrives at the above location by specified deadline regardless of delivery method chosen by the firm. Faxed or electronically transmitted RFP submittals will not be accepted. Clifton Williams, CPPB Acting Purchasing Manager Page 2 of 23 /` -c— REQUESTS FOR PROPOSALS JANITORIAL SERVICE FOR CITY HALL (To be Completed ONLY IF YOU DO NOT BID.) FAILURE TO RESPOND TO BID SOLICITATIONS FOR TWO (2) BID PERIODS MAY RESULT IN REMOVAL FROM THE VENDOR'S LIST. However, if you are removed you will be reinstated upon request. In the event you desire not to submit a bid, we would appreciate your response regarding the reason(s). Your assistance in completing and returning this form in an envelope marked with the enclosed bid would be appreciated. NO BID is submitted: this time only not this commodity/service only Yes No Does your company provide this product or services? Were the specifications clear? Were the specifications too restrictive? Does the City pay its bills on time? Do you desire tcremain on the bid list for this product or service? Does your present work load permit additional work? Comments/Ot'_=:= Suggestions: Company Name: Person Completing Form: Telephone: j Mailing d€tress: Email: City, State, Zip Code: Date: Page 3 of 23 _— MANDATORY PRE-BID CONFERENCE A Manetory Pre-Bid Conference between Representatives of the City of Port Arthur, Texas and prospective bidders for Janitorial Services for City Hall and City Hall Annex Building will be held at City Eall 5th floor Conference Room on March 1, 2016 at 10:00 a.m. The purpose of the Mandatory Pre-Bid Conference is to make certain that the scope of work is fully understood, to answer any questions, to clarify the intent of the Contract Documents, and to resolve any problems that may affect the project construction. No addendum will be issued at this meeting, but subsequent thereto, the Purchasing Manager, if necessary, will issue an addendum(s) to clarify the intent of the Contract Documents . Bids received from firms or individuals not listed on the roll of attendees of the Mandatory Pre-Bid Conference will be rejected and returned unopened to the bidder. Page 4 of23 `�— ALITOiliALIFICATIONS OF BID BIDDER WILL BE DISQUALIFIED IF ANY OF THE FOLLOWING ACTIONS ARE DONE. 1. BP)DER DOES NOT WRITE IN PEN. 2. BIDDER MAKES A CHANGE ON THE BID AND DOES NOT INTIAL BY THE CHANGE 3. THE BIDDER DOES NOT RETURN THE FOLLOWING FORMS FILLED OUT COMPLETELY. A. BID SHEET-APPENDIX A. MAKE SURE TO FILL IN PRICE AND THE DAYS. B. LETTER OF INTEREST - APPENDIX B. C. NON-COLLUSION AFFIDAVIT - PAGE 15 (MUST BE NOTARIZED) D. AFFIDAVIT-APPENDIX C(MUST BE NOTARIZED) E. CONFLICT OF INTEREST APPENDIX D (IF THERE IS NO CONFLICT BIDDER MUST WRITE N/A ON LINE 1 AND SIGN AND DATE ON LINE 4). Page 5 of 23 jt City of Port Arthur Request for Proposals Janitorial Service for City Hall OBJECTIVE: The intent of this Request for Proposal (RFP) is to obtain the services of a qualified contractor to perform Janitorial Services for City Hall & Annex.. The contractor must perform Janitorial Services as specified in this RFP. SCOPE OF SERVICE: To set forth the requirements and conditions for performing Janitorial/Cleaning services for locations listed below. The bidder shall perform the required services in all areas and shall be qualified to furnish a complete and efficient custodial service, including all labor, supervision, cleaning materials and equipment. The successful bidder(s) shall be prepared to perform each task as stated according to the work schedule. Janitorial Services shall be provided (5) nights weekly, Monday through Friday. ALL regular scheduled NIGHT cleaning listed below MUST be done during roe hours of 5:00 p.m. - 10:03 p.m., Monday through Friday. All areas determined to be security areas snail be cleaned upon request by the facility administrator and may require the presence of a representative of the agency. The .2ontract shot be_,;‘6.r one (1)year. This contract may be renewed for up to two (2) ,;k!Lioaai _'?--month periods. AREAS_TO B "`LEA. ED. Cit Hail Building's Basement, First, Second, Third, Fourth, Fifth (Heritage room) and Sixth Floors. Citi, Es;: Annex's First and Second Floors. Walkway between City Hall and City Hall Annex. All Stan,,,ells and Restrooms (men and women). All conference Rooms, Break rooms and nooks. SO-i L FO°" GE: The area to be e eaned is approximat .iy 45,000 square feet of floor space, consisting of various types of loorin . x✓all, and door and window material. One 1 S3 per -is-r will be on the job at ALL times when Contractor's employees are working. The supervisor' nd employees' names and telephone number and supervisor's pager number/cell phone, if appli r' e. must be submitted before the contract begins. Contractor sha '1 s; ply sufficient employees to maintain the buildings as required in these performing ,work under this contract shall be direct employees of the Co acThe s r must ens—ire that ail personnel assigned to this work site have at least one yeal.'s the _anho 'inl services industry, either with the contractor or another 'age 6 of'23 janitorial con:nary. Should the maintenance of the building deteriorate, the Contractor will be notified, in writing, and steps shall be taken by the Contractor to correct all problems. If the situation has not :cioroyed after a reasonable length of time,the Contractor shall be in violation of the contract coo appropriate action shall be taken to rescind the contract. The City of P le .e.r-thur shall have the right to require the dismissal from the premises covered by the contract any t iplotee(s)whose conduct is improper, inappropriate, or offensive as determined by the City of i?ert Arthur. Any employee so dismissed from working on this contract shall not be allowed It, rets . the premises without the written consent of the City. Personnel not employed by the Contractor Including minors not employed by the contractor) shall not be permitted on the work prom ses. INSPECTION The .quality ai services performed under this contract shall be observed. Unscheduled job-:site in pea a ns -;i? be performed by the City Representative. Any deficiencies or unsatisfactory a',.(Clormance shall be noted, and corrective action by the Contractor will be rea Co et i_re to abide by the City's specifications will be grounds for termination of the contract. ;: eeinirnurn of one (1) monthly daylight inspections will be made by the City �.t r.:.,. _. f e✓�_Slra'�✓6�r S reip�(Je!iLa it v`v'. & SER V air" REPORTS: Cu c toef<<:s da Service Reports, from different departments which experience cleaning prof _-._ s into the P'uYeas•ing Office and will in turn be faxed to the Contractor. A notice Lso 17.e placed in Contractor's box in the Public Works Office. Janitorial service shall pic ,- ` eree tact corrective Immediately when possible or schedule such corrective actin. Each 1 : _ seit a list, .lth their bid, of six (6) commercial references for their performance ce ei ar janitorial serte,ces. Preferred references are those of similar size and scope of work r _wed within the past twelve months. Please include name, address, telephone n_:. along t,g with the name and title of the person to contact. Bidder shall have a mi years of documented janitorial service experience. The ale for h;s_.acting his/her employees on appropriate safety measures, inc} safe use all chemicals, materials and supplies used to perform these se z:.s shall be kept free of unattended mops, brooms, machines and other tools. ' . --- - - shall be displayed in areas being wet or damp mopped. Signs shall be removed . _ . floors have dried. The cc acs,_: zany a esignaed CAy Employee on a tour throughout the areas to rec-: .,ee.eice to establish and mutually agree upon the condition of surfaces, fisc L s, ;er City and personal property before starting work on this contract. Su _- yee. - - -r__coings su :ey,uently damaged by the contractor's employees shall be • re? final condition, at no cost to the city. The contract-a: shall obtain and ma:main in effect throughout the duration of this contact, all insurance required by the City of Port Arthur SUPPLIES ` ' _NI$H . BY CONT CTOR: sa21 materials and equipment including, but not limited to, cleaners, bowl cleaner, \AraI_ ter_;:. fen and wax, dust mops, damp mops, brooms, buffer, vacuum cleaners, cloths, furnish polish. and anything else pertaining to cleaning as well as white plastic liners for trash Pf y'7 TlTf..t,4 ENDIT T _'_o` be used at any time for any reason in the City Hall or City Hall Annex — No harsh slid,..'--_s, :hail be < sed on wallpaper or vinyl walls. Dc no- ._ e t'_._. o_- any mea_ surface. PAi ry - ;AUL' NTS Jo `� ger or equal) Jo mad (or equal) All .:Ts .:?_. Lemon Glo Furniture Polish (or equal) 2 _ Fra f n's _ :or equal) Fr .1__'s w_ equal) NOT THE' :.,11U3:1:2`; <:=% PROOF PERTAINING TO EQUAL PRODUCT QUALITY OF RTERIC:17E7EL Ls SHALL BE THE RESPONSIBILITY OF THE CONTRACTOR. rne �'3 -rff n <t terms shall be used in evaluating Janitorial services: =`� _-. ��:JL�dd surIce srui be free of all dirt and dust, dust streaks, lint, and cc- oe completed before vacuuming, sweeping/dust mopping. _.� - A properly swept or dust mopped floor shall be free of all dirt, grit, lint ano (le�- - -„ . , -facuumea carpet or floor shall be free of all dirt, dust, grit, lint and debris, f-s. _ .ra .. s shall be removed by the spot cleaning methods. The machine used to va; 1 :ate suction to lift dirt, grit and debris from the base of the carpet nap (3•5-amps o- rr er). Ali stains shall be removed immediately with an approved carpet cleaning solution in st c'-_ ,- manner as to not .eave rings or discoloration. oro.;erly wet mopped floor shall be free of all dirt, dust, grit, and debris. Fresh wrt ._- ::'..crless detergent or e Bari ig agent has been added, shall be used with a sponge- type '.off to es a i dirt and rr_xh_s. Most of the water shall be squeezed from the mop prior to its c 2 . _ :or surface, to preverr.free-flowing water from being applied to the floor. di n 'Y=oaeriy damn mopped floor shall be free of all dirt, dust, grit, marks and deb. _resp an odc- ess detergent or cleaning agent has been added, shall be used Page 8 c '23 with a sponge-type, mop to remove all dirt and marks. Most water shall be squeezed from the mop prior to its application to the floor surface, to prevent free-flowing water from being applied to the floor. Glass--ci?:eani - A properly cleaned glass/mirror surface shall be free of streaks dust film, deposits, debris, and stains shall have a uniformly bright appearance. All adjacent surfaces shall be wiped°cian. Glass windows, doors and walls shall be cleaned both sides. - A properly waxed and /or buffed floor shall be free of dirt, dust marks, streaks., e c, : tilt. —up wax, and standing waters, and shall have a uniformly bright, lustrous appe.rar_3e Sinks Fater r► rein cleaning—these fixtures and their hardware, when properly cleaned, shall be c f .:sits, stains, streaks, film, and debris and shall be dry polished to a uniformly a w_wn- . Plt1./1. artg , restroom stall, wall, floor cleaning- these restroom surface, when properly of all. deposits, stains, streaks, film, odor, debris, and germs. C� II PERFORM THE FOLLOWING SPECIFIC ITEMS OF WORK ''dTfAC T: (City Representative may request additional cleaning if needed) D_ _ S.-kryr./E f 5) T'IJF, f;_ .K(MOND THROUGH FRIDAY) Di ?mii re .r items e chairs and trash cans. be swept. A`' = _eared by damp CLEAN mop and rinsing with a disinfecting cleaner. All scl._=` =-- -111 be cleaned. * -fes will be empt e4 disinfected and lined. Provide/replace trash can liners as re • shall he ep't cede weekly at a minimum, or when they become sttilL_ = yLispose of irrish in outside darnpster provided by the city. to include desks, tables, chairs, file cabinets, bookshelves and telephones, ta` goers left on v_ e cleaned and disinfected and all exposed metal shall be polished and kept 4 , matter. Clean, dry polish all drinking water fountains with non-abrasive, odo_ess All glass doors a-w panels will be cleaned glass to remove smudges and fingerprints. Mats r r e- ll be thoroughly vacuumed and kept clean. *Sweep r:2 Li.Ad __ :' gs. i'Wati :ea on a weekly basis. Any tiles landings to be cleaned in the same manner as tile floors. A damp cloth tobe used to wipe down handrails, switch plates and partitions. Clean and dry polish all glass doors and or glass partitions. Vacuum all carpeted areas floor surfaces, remove spots as needed with the approved spot cleaners. Clean countertops. sinks, tables in kitchen and break room areas. Clean/dust surfaces of cabinets, appliances, ar_o chairs. Cleaning tools (sponges, brushes etc.)used in kitchen and break room areas shall be used cnik in this area and shall not be used in any other area. Cleaning tools for kitchen and breaiL areas )v have a different color for items to be used. DAILY 2E2 7,'JLT.47-S).- kES-7200114.-— 7J '5 TIMES PER WEEK MONDAY THROUGH FRIBA Alrestrdorn fIxa,fes, including sinks, toilet bowls, toilet seats and urinals, will be scoured and disinfected and ; ent free of scales at all times. Ali :C: seats. _i: be disinfected top to bottom. Ai: esso.Les, including hardware on plumbing fixtures, partitions and dispensing access_".cs shah cleaned and polished. A So r, t we,., and tissue dispensers will be filled nightly. Clear, . Restreon. wails said partitions will be kept clean and free of spots, smudges and foreign matter. Restroom floors ,.' i be cleaned by damp CLEAN mop and rinsing with a disinfecting cleaner. SlE k = ONLY DONE ON MONDAYS AND FRIDAYS Clean _ vator doors &trim- Cle < = lobby windows every Monday inside and outside. *('p4';! Heritage Room f in da vs every Monday inside and outside. DUST ,.-edes with damp cloth. - _ _ri "Pr duet required .-st) Dust cniir i-=r' Dust all ;edges ria ;,v,indow,; ledges mat may be reached without use of a ladder. Wipe `€ ails and with damp cloth and disinfectant or equal. Page 16 of 23 Dust rungs on glass trophy cases. Clean non-wood walls/partitions, wallpaper and vinyl walls. CARPET.LV CITY HAIL AND ANNE,X BUILDINGS All carpets to be shampooed within the first three (3)weeks of contract. *Auer initdrd sA_nmpooing, carpets cafe to be shampooed a minimum of every three(3) months or YEARLY SCHEDULE Vinyl wails shat be gleaned with an approved cleaner to remove dirt. This shall be completed within the firs::_wee (3) months of each new contract starting date. No harsh cleaners shall be used on wallpaper or' iZvi walls. Lig ui Cold or e ua! product to be applied to all paneled walls and wood doors and wiped down with a soft CLEAN cloth once a yea_ This shall be accomplished within the first three (3) months of eanh. new cor'_:._acr starting date. Lieu= of _= e1.7.rodpiet must not be sprayed onto walls/doors due to safety hazard. This ser\':: onlyonty when the City requestsit. All janitorial services including stripping and re- w _:at of wax every three (3) months. (Use Johnson's Step Ahead and Over and u:c;er .�_ .tripping and re-waxing shall occur on Wednesdays or as otherwise reg; sledPy _ _ _sent:tines due to special events at City Hall. This service shall include all floors excludi g.. ':errazzo floors. Buff of all tile floors weekly including elevators and restrooms, apps y' (I) one „on:: wax before buffing ail floors. (Use Franklin's Spray Buff or equal) Page 11 of 23 l'ity of :-equires comprehensive responses to every section within this RFP. content are emphasized and encouraged. Vague and general - non-responsive arid will result in disqualification. To facilitate _ 1..:-.;e3, Firms shall follow the described proposal format. The intent of thz- f - :-.-.-quiremerits is to expedite review and evaluation. It is not the intent to pto ..-fh regard to but to assure that the specific requirements set in this f2 :n a ani.fonu mariner amenable to review and evaluation. e to -inDpoRai a re,Q1,.ies &s, may result in the disqualification of the n ;; '3p4-Al niu-mbereci and the proposal must contain an i2Gn.v.:,:its cGrrespondiLg to the sections and pages of the pro EX41E% _LI Service for governmental entities or other . number of years of experience the firm has in - Se,r:ice with -.,:riesses of comparable size to the City or other 2 - 3, :T.-L13er of tar:: fo:the supervisor. FEFIENCF - : ch similar services have been provided. Include the fo_.. 3. J: : vriich you have provided this service; 2 _lion of,:he scope of work; and 1 - :7 a;r,e. title, address, and telephone number. The T-rcpost_ requests any oerson, firm, corporation and/or government en.T; tc, funds ,don reLluestec by the City in verification of the references provided art: and Clmeliness of providing the services. 37. r3 and ma:-..z'rials: n-lar:(.-up competitive with service and repairs typical for L._ -a:. r- business is in the City of Port Arthur. 12 1Li PROJECT MAA GEMENT PLAN 1. Describe ycur firm's capability to provide all services required.(Number of employees, Janitorial equitment that will be used, etc) 2. Provide a description of the firm's typical approach to maintain City Hall. (Number of crews lting; _'io :ran!, ser crew, how the crews will work the floors, etc) SKI SELECTIONkO SS'• A"_ ilcations v_l be screened by an evaluation committee and those applicants selected for a sh st may be _ra ited attend an interview, at the applicant's own expense. The City shall not inccr any costs for applicant preparation and/or submittal of qualifications. The City will evaluate ail responses based on the qualifications, past performance and project ap _ The it - eeserves the right to negotiate the final fee prior to recommending any baseless for a co e.rfaot. The •_ity s process is as '_ollows: The citation committee shall screen and rate all of the responses that are submitted. E+ralaa.i'r_ ratings will by or: a 100 point scale and shall be based on the following triter:_.. a. __sae: e__?e 30 pts .efa_eoces 30 pts c. Pe- amg 30 pts d. : caTion 5 pts e. Project Management Plan 5 pts 2. C `y _ _ recommend the most qualified business to the City Council and request authcaiia cc enter into a contract. 3 Whe' s „ices and fees are agreed upon, the selected business shall be offered a contrcc .subject to City Council approval. 4 SF e _iega aations be u..s ,ecessful, the City shall enter into negotiations with the next. -' ga st.ranked busi__ess. The process shall continue until an agreement is reached with eaalifled business. 5. This _.s not commit the C ey to pay for any direct and/or indirect costs incurred in .ha cc r__tion and presentation of a response. All finalist(s) shall pay their own costs 7c_- _-ed in Preparing for, traveling to and attending interviews. Page 13 of 23 GENERAL INFORMATION:r Proposers are cautioned to read the information contained in this RFP carefully and to submit a complete response to all requirements and questions as directed. T NOn Y "Bid" vs. "Proposal"--For the purpose of this RFP, the terms "Bid" and 'Proposal" e equivalent. AWARD: The City of Port Arthur will review all proposals for responsiveness and compliance with these specifications. The City reserves the right to award on the basis of the Lowest and Bar;; Offer in a,000rdance with the laws of Texas, to waive any formality or irregularity, and/or to reject any or all or000sals. AL 'ZING _ S: Bids cannot be altered or amended after submission deadline. Any inter l ineation s, 4 :;ration, or erasure made before opening time must be initialed by the signer of the bid, guarana -• _ authenticity. $EPROPOSAL: The proposer may withdraw its proposal by submitting w'riven reqs , r thy. sign€..pure of an authorized individual,to the Purchasing Division any time pro: o . eao.line. The proposer may thereafter submit a new proposal prior to the deaohne. ti ; : .:)c withdrawal of the proposal in any manner, oral or written, will not be considered f -:;_ter the deadline. 'pubii;: official shall have interest in this contract, in ace :--. a"_i e -. Texas Code Annotated, Local Government Code Title 5, Subtitle C, Cao:er 171 E�t hah not offer or accept gifts or anything of value nor enter into any 2.rty,gripoyee, official or agent of the City of Port Arthur. MINEVIUMSr_ �v FOR RESPONSIBLE PROSPECTIVE BIDDERS: A prospective bidder must 3.fri, demonstrate bidder's responsibility. A prospective bidder must meet the fo nngreg e a e requ ree or proposed delivery schedule. 2. Have r .rd of performance. - avu- _ record o° inti goty and ethics. and e`igiy.ie vo receive an award. i_;e 7.od time Business and can assume liabilities for any performance or O The •.:_:.o.looP shall not a:gar:: a contract to a company that is in arrears in its i bl� Chy. pa_yr= shad b: made to any person of public monies under any contract by re sual- person until such person has paid all obligations and debts dived to tar City, or has made satisfactory arrangements to pay the same. A ry _NDS.: ::.zeoo cta:-cions, corrections or changes to the RFP will be made by addenda no later , EJ.-.1 '" i hr prior tc —is date and time fixed for submission of proposals. Sole issuing au`.: o'it:, of as vested i_ the City of Port Arthur Purchasing Manager. The City assumes no s;:'; iry far the pro user's failure to obtain and/or properly submit any addi.:ndult Pai to acknowledge and submit any addendum may be cause for the proposal to be P-. ei4 of 23 eA--, rejected. It is the vendor's responsibility to check for any addendums that might have been issued before bid closinI date and time. All addenda will be numbered consecutively, beginning with 1. ' a PRZYCRAL PLACE OF BUSINESS:SS: Any bona fide business that claims the City of Port Art-;_r as its principal place of business must have an official business address (office location and of_ e personnel) in Port Arthur, the principal storage place or facility for the equipment shall Port Arthur and/or the place of domicile for the principal business owner(s) shall be in Por_ -__:dhur or such other definition or interpretation as is provided by state law. Co s oars City of Port Arthur are allowed to bid. PF = 7!-_e i show in the proposal both the unit price and total amount, where req ,r in the event of error or discrepancy in the mathematics, the unit price _.h PU< F` S P )E A. purchase order(s) shall be generated by the City of Port Arthur to the sucrt_s=_a b;cat-.. "T-:,e purchase order number must appear on all itemized invoices. Ili ' ICES = _ivoices shall be mailed directly to the City of Port Arthur, Attn.: Public Works Depar*arent,= Box 1089, Port Arthur, Texas 77641. PA - 'a __-, -.111 jade upon receipt of the original invoice and the acceptance of the goces or services ;- % .:11e City of Port Arthur, in accordance with the State of Texas Prompt Pa` T.C.S. The Cit' 's standard payment terms are net 30, i.e. payment is due I r . _ ec,f the invoice. SA of Port Arthur is exempt by law from payment of Texas Sales Tax and Fer __ /..: 1herefore the proposal shall not include Sales Tax. VET` r ICC -e= ; n will be governed and construed according to the laws of the State of Te-y:., This erformable in Port Arthur, Texas, Jefferson County. The City of Port Am _' _ Jr. advice, decisions, and opinions of the Attorney General of Texas an= .. r = g any portion of these requirements. LAWS: The Contractor shall comply with all applicable laws, on: 2--s, regu':,tions and c odes of the federal, state and local governments relating to -- _en. OF CITY: No member of the governing body of the City, and no o#= _- _.�_t of the Cit: who exercises any functions or responsibilities in co_: 7d carrying cut of the program, shall have any personal financial into :; iL± this Contract; and, the Contractor shall take appropriate steps to assn_ DELL' _. DUE CITY.: The City of Port Arthur Code of Ordinances pr`` -ng any license, privilege or paying money to any-one owing ,_:,,_lents or any money to the City until such debts are paid or until sit ='y payment has been made. Bidders must complete and sign the A _ of this RFP. ?age 15 of 23 QUANTITIES: Quantities shown are estimated, based on projected use. It is specifically understood ar that these quantities are approximate and any additional quantities will be paid for at tne, :::ted price, It is further understood that the contractor shall not have any claim against the a'.. : Port Arthur forquantitiesless than the estimated amount. TiO All bids are to be F.O.B., City of Port Arthur, Port Arthur, TX 77 LI--_a,VISIONS REQUIRED BY LAW: Each provision and clause by 1 into the Contract shall be deemed to be enacted herein and the - - 7- ------e7rced as though each were included herein. If, through mistake or - is not inserted or is not correctly inserted the Contract shall be an-L-1 to ---- • • - 7Qertion on application by either party. 2 The Contractor shall and will, in good workmanlike -.L.-amish all supplies and materials, machinery, equipment, facilities and friears, otherwise expressly specified, necessary or proper to perform and cone.73-itte ai : :ed by this Contract, in accordance with the provisions of this Contract and The : pa-:en: specffications as to any detail or to the apparent omission from it of a der,- 7' j •-• '2,tirri -,g any point shall be regarded as meaning that only the best core ;- , Whit the sc.ecifications is to indicate minimum requirements in the way of :'".: - • and other details, its use is not intended to deprive the City of s..electing goods which may be considered more suitable for the UraLer 9,_ights Act of 1964, no person shall, on the grounds of race, color, or --1-.01/1 participation in, be denied the benefits of, or be subjected to • :-. g7.-am or activity receiving Federal financial assistance. If, through any cause, the Contractor shall fail to fulfill in a tin,F- a7- : 'igations under this contract, or if the Contractor shall violate any of or ..;_intra,ct, the City shall thereupon have the rig • •, giving to me Contractor of such termination and spec z]g the •-J-- --Hereof, at leLF.t. fifteen (15) days before the effective date of such , - above e Contractor shall not be relieved of liability to the City -.Dy ,,;:tue of any breach of the contract by the Contractor, anc payments tee Contractor for the purpose of set-off until such tire as the e:=.--] :7:La:I:ages due the Li-L-y from the Contractor is determined. . .A:JENIENCE:: The City may terminate this contract at any time givia thee in writing to the Contractor. If the Contract is terminated by the Contractor will be paid for the service that it has performed up to the --- 7 :: *-- "r•H'', contract is terminated due to fault of the Contractor, the previous paragraph.here.:-.: :eiative re termination shall apply. RELEASES A D RECEIPTS: The City of Port Arthur before making payments may require the Contractor ta furnish releases or receipts for any or all persons performing work and supplying materia; or service to the Contractor, or any sub-contractors for work under this contract, if this is deemed necessary to protect its interests. CARE SF €ractor shall be responsible for all damages to person or property that = =; - __ -fault or negligence in connection with the work performed until cc = by the City. S Y Contractor shail not execute an agreement with any sub-contractor or pe ,erform any work included in this Contract until he has received frc : tr C - ._ -_-_nen approval of such agreement. INS4:JPANCE': :al` ins :rr_n_ e. must be written by an insurer licensed to conduct business in the St= r c-' e2.vise permittec by Owner. The Contract shall, at his own expense, pu;.rc ease r_s->_n force insurance that will protect against injury and/or damages which may _ __ from opera ons under this contract, whether the operations be by himself orb a_ r by anyone directly or indirectly employed by any of them, or by y "='- r = 'them may be liable, of the following types and limits - s Compen anion insurance: _:eral L icy occurrence type insurance City of Port Arthur, its _ _ ::gid err o,__ gees must be named as an additional insured): >500,0i; : _. per occurrence or$500,000 each er occurrence for contracts of$100,000 or less; or ;;mh per occurrence or$500,000 each --- . - `C per oc:; __ce for contracts in excess of$100,000; and, -LTa.7e $10 "' per occurrence regardless of contract amount; and, ,agate policy rear Limit of$1,000,000 for contracts of Jr, Mimi-num aggregate policy year limit of$2,000,000 :_.. excess of$100,000. cmobileLiabilty insurance (Including owned, non-owned and ^rage's,- Lied single limit of$500,000 per occurrence, for bodily f damage. ,. : ='mils are provided, minimum limits are $300,000 per person, currence for boo ly injury and $100,000 per occurrence for C = s insurance company or insurance agent to fill in all information re,;:; _.. _siurance a,g contractor and insurance companies, and policy num-- to date and sign and do all other things pec - _, _e into valid __ .;_Les of insurance and pertaining to the above of 23 ��--- listed items, ar _ :>e}ore commencing any of the work and within the time otherwise specified, Contractor shah_ completed certificates of insurance with the Owner. None of the pro-'isions in said certificate of insurance should be altered or modified in any respect except as herein expressly authorized. Said CERTIFICATE OF INSURANCE Form should co_n n a prov:_>:___ that coverage afforded under the policies will not be altered, modified or ca un es .:.:: least. fifleen (15) days prior written notice has been given to the City of Port Ar_ _ Contr.c-o- shall also file with the City of Port Arthur valid CERTIFICATE OF ._e forrn -from or for all Subcontractors and showing the Subcontractor (s) as the S .;c et. c CERTIFICATE OF INSURANCE Form (s) shall in any event be fil :he C x-17 r_:trf. -a not more than ten (10) days after execution of this Contract. N T #C TO QCZ ).: Notice to Proceed shall be issued within ten (10) days of the of the C'vVNER. Should there be any reasons why Notice to Proceed cannot be ith p ;;;r die time may be extended by mutual agreement between OWNER ar. _ _ _AC . • Page 1.8 of 23 ,4 -.: -1;; l''. -77-.:-.7.;- A Vi -'3J-it_,,,,,„ -. t 114 Tease in Iude Appendix A—D when submitting proposal documents. Page 19 of 23 — APPENDIX A INVITATION TO BID CITY OF PORT ARTHUR,TEXAS BID SHEET BID FOR: JANITORIAL SERVICES FOR CITY HALL AND CITY HALL ANNEX BUILDING BID DUE DATE: MARCH 1 1,2016 ()TV IUOM DESCRIPTION UNIT COST TOTAL COST 12 Months Janitorial Service $ 4,963.10 $ 59,557.20 City Hall and Annex Building Sft Additional Floor Waxing $ 0.105 per square foot Janitorial Services to also include stripping, buffing and re-waxing all tile floors for City Hall and Annex Building upon Request :fit Additional Carpet Cleaning $ 0.08 per square foot Upon Request 1 Once Make Ready Cleaning $ 2,925.00 Receipt of add A s) is acowiedged: Agape Cleaning Enterprises Inc. 10900 Brittmoore, Suit B COMPANY NAME STREET ADDRESS .ems do- SIGNATURE 'F E1DDDER P.O. BOX Richard --ntrau Houston Texas 77041 PRINT OR TYPE NAME CITY STATE ZIP President (832)814-8262 TITLE AREA CODE TELEPHONE NO Richard@AgapeClean.net (713)937-3937 EMAIL FAX NO. Page 20 of 24 CO N CMO YN•) L O LO COCtri . N CON o .- V N CMO N N N V' It AIlenuuy COLO 0 0s- v LO 6 CO Y) L M LC) V' 0) LC) ;0 64 69 69 49 69 69 69 69 69 E9 Cr) OtoCO CD M I,- CO .4 V O CO V eO O O l'I O U ((j A141uoW 0, co it, co M co Ln CO 001 N N R - - 93:- 69 69 69 69 69 69 69 69 69 Vi N (CM) If) I) N- 91. M ^ op CO O 4 �(I>IaaM CD OD CO 0) rn (0 o m ay 69 69 ({) w 69. 69 69 69 _ 69 alea IImoH IelolgnS _ CO Ln cf) o CC) o - J 1.2 :6 o 0 69 6s 69 w ,7 a` 1.- 0 0 f- o :° ...o.' 0 co Un U m co o. o ? %£9'9'dW00 SNHWNbOM o 0 0 E ov ~ "LL c c a Zco ca 3 N .' U U I) N d C T co N- N Q fA K V %00'2 A1.11I8V l 1VZ!3N3`0 o 0 o w n o v r v o.-oz 0 U 0 A C Y A N co Q a 2 A 2 C %£Z Z VIfS o o c=5 �- a a N- w a °r°09.0 t/lydc= ci 0 0ro OO X tri - W CO °%OS9 L VOIH CO co 0 0 0 LLD I- N N A ed to algia co < co 69 69 69 o m 0 0 0 0 m m sJnoH�SIiaaM N N 0 o 0 N 2 co a a co slaaM gad s,dea C) U) - V N O sJnoH A iN leloi o 116 N O O O Aea Jed sJnoH v saaAoldw3 to Aiguenp M ") C m co co uogednoop o c� ''g > o U J o ._o CO O L m n O (.0 C Z I- l4/.* APPENDIX B LETTER OF INTEREST RFP—Janitorial Service for City Hall Deadline: March 11, 2016 The undersigned firm submits the following information (this RFP submittal) in response to the Request for Proposals (as amended by any Addenda), issued by the City of Port Arthur, TX (City) for Janitorial Service for CityHall. Enclosed, and by this reference incorporated herein and made a part of this REP, are the following: ❖ Completed REP Letter of Interest Form ❖ Completed Affidavit • Completed Conflict of Interest Form Firm understands that the City is not bound to select any firm for the final pre-qualified list and may reject any responses submitted. Finn also understands that all costs and expenses incurred by it in preparing this RFP and participating in this process will be borne solely by the firm, and that the required materials to be submitted will become the property of the City and will not be returned. Firm agrees that the City will not be responsible for any errors, omissions, inaccuracies, or incomplete statements in this RFP. Firm accepts all terms of the RFP submittal process by signing this letter of interest and making the RFP submittal. This RFP shall be governed by and construed in all respects according to the laws of the State of Texas. Agape Cleaning Enterprises Inc. March 10, 2016 Firm Name Date �-= T :�►�� _ 4 President Authorized Sign> bare Title • Richard intrau (832) 814-8262 Name (please print) Telephone Richard@Agae ?; : :. -e Email Page 21 of 23 c � APPENDIX C AFFIDAVIT All pages in Offeror's Responses containing statements, letters, etc., shall be signed by a duly authorized officer of the company whose signature is binding. The undersigned offers and agrees to one of the following: X I hereby certify that Ido not have outstanding debts with the City of Port Arthur. I further agree to pay succeeding debts as they become due. 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 further agree to pay succeeding debts as they become due. I hereby certify that Ido 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. Agape .c eanir4 i=;nterprises lnc^ _v March 10, 2016 Firm Name Date "\ : President Authorized Signature Title Richard Intrau (832) 814-8262 Name(please print). ... Telephone Richard@AgapeC!ean.net Email STATE: Texas 7+ Y. COUNTY: :i: tu,; l S. SUBSCRIBED AND SWORN to before me by the above named c\CYDYC . f`` l (t U on this the y day of 'g. , 20 t `j . J.....wn.N :.. i \ AMANDA JACKSON Al V Wo ^— \) My Commission Expires Notary Public December 3, 2018 ', .<E Of h RETURN THIS AFFIDAVIT AS PART OF THE BID PROPOSAL Page 22 of 23 APPENDIX D CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ For Vendor or other person doing business with local governmental entity This questionnaire reflects changes made to the law by H.B. 1491,80th Leg.,Regular Session. This questionnaire is being filed in accordance with Chapter 176,Local Government Code by a person who has a business relationship as defined by Section 176.00 i (1-a)with a local governmental entity and the person meets requirements under Section 176.006(a). By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day after the date the person becomes aware of facts that require the statement to be filed. See Section 176.006,Local Government Code. A person commits an offense if the person knowingly violates Section 176.006,Local Government Code. An offense under this section is a Class C misdemeanor. 1.Name of person who has a business relationship with local governmental entity. N/A 2. Check this box if you are filing an update to a previously filed questionnaire. (The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than 7th business day after the date the originally filed questionnaire becomes incomplete or inaccurate.) 3.Name of a local government officer with whom filer has employment or business relationship. Name of Officer This section(item 3 including subparts A,B,C,&D)must be completed for each officer with whom the filer has an employment or other business relationship as defined by Section 17 6.00 1 (1-a),Local Government Code.Attach additional pages to this Form CIQ as necessary. A. Is the local government officer named in this section receiving or likely to receive taxable income,other than investment income,from the filer of the questionnaire? Yes No B. Is the filer of the questionnaire receiving or likely to receive taxable income,other than investment income,from or at the direction of the local government officer named in this section AND the taxable income is not received from the local governmentai entity? ? r 7-7 Yes . No C. Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local government Officer serves as an officer or director,or holds an ownership of 10 percent or more? IYes No D. Describe each employment or business relationship with the local government officer named in this section. I 4.11111.1.r r- „ t_ March 10,2016 ignature o:person doing business with the governmental entity Date PaGG 23 of 23 ��-- APPENDIX E NON-COLLUSION AFFIDAVIT CITY OF POR`i.ARTHUR § STATE OF TEXAS § By the signature below, the signatory for the bidder certifies that neither he nor the firm, corporation, t to rship or institution represented by the signatory or anyone acting for the firm bidding this project has violated the antitrust laws of this State, codified at Section 5.01, at seq., Texas Business and Commerce Code, or the Federal antitrust laws, nor corn>}b nicated 'directly or indirectly the bid made to any competitor or any other person engagec in the same line of business, nor has the signatory or anyone acting for the firm, corporation or institution submitting a bid committed any other act of collusion related to the (eve op : ent and submission of this bid proposal. Signature: f' d t Printed Name- _chard Intrau Title: President Company: Agape Cleaning Enterprises Inc. Date: March 10, 2016 nor SUBSCRIBE) _ d . _: tc befora me the undersigned authority by\ Y( tithe 4 Cn o behalf. of said bidder. - I AMANDA JACKSON Notary Public in and f• e Ay Commission Expires State of Texas 3,2018 .E. 3 My commission expires: 1 - 9--15 CITY OF PORT ARTHUR,TEXAS 4. ADDENDUM N O. ONE (I) March 7, 2016 Bid Proposal For: Janitorial Service for City Hall The following clarifications, amendments, deletions, additions, revision and/or modifications are made a part of the contract documents and change the original documents only in the manner and to the extent hereinafter stated and shall be incorporated in the contract documents. Provisions of this addendum shall take precedence over requirements of the original contract documents and all BIDDERS ARE REQUESTED TO ACKNOWLEDGE SAID PROVISIONS 1NT THE SUBMISSION OF THEIR BID. Addendum as follows: I. The Evaluation Criteria has changed to the following a. Experience ... 20 pts ;. _,• f ,rences 25 pts c. Pricing 25 pts d. Location 5 pts e. Project MManagement Plan 25 pts _. Attached is the Non-Collusion Affidavit— Appendix "E" (MUST BE NOTARIZED) If'you have any questions, please contact the Purchasing Division at 409-983-8160. NOTE: ALL ''ACES OF ADDENDA MUST BE SIGNED AND SUBMITTED WITH YOUR BID DOCUMENTS. Clifton Williams, CPPB Acting Purchasing Manager k ignature of Proposer Date p ` CITY OF PORT ARTHUR,TEXAS y r � r•' !�] - ADDENDUM NO. TWO (2) SAY/ March 7, 2016 Bid Proposal For: Janitorial Service for City Hall The following; clarifications, amendments, deletions, additions, revision and/or modifications are made a part of the contract documents and change the original documents only in the manner and to the extent hereinafter stated and shall be incorporated in the contract documents. Provisions of this addendum shall take precedence over requirements of the original contract documents and all BIDDERS ARE REQUESTED TO ACKNOWLEDGE SAID PROVISIONS IN THE SUBMISSION OF THEIR BID. Addendum as follows: 1. Replace the Bid SHEET — Appendix "A" with the attached BID SHEET. If you have any questions. please contact the Purchasing Division at 409-983-8160. NOTE: ALL PACES OF ADDENDA MUST BE SIGNED AND SUBMITTED WITH YOUR BID DOCUMENTS. C lba: ' lilliat: s. CPPB • Acting Purchasing Manager 3 -10 —I6. Date Mir CITY OF PORT ARTHUR, TEXAS (- ) • ter--- ADDENDUM NO. THREE (3) March 7, 2016 Bid Proposal For: Janitorial Service for City Hall The following clarifications, amendments, deletions, additions, revision and/or modifications are made a part of the contract documents and change the original documents only in the manner and to the extent hereinafter stated and shall be incorporated in the contract documents. Provisions of this addendum shall take precedence over requirements of the original contract documents and all BIDDERS ARE REQUESTED TO ACKNOWLEDGE SAID PROVISIONS IN THE SUBMISSION OF THEIR BID. Addendum as follows: DEADLINE: Sealed proposal submittals must he received and time stamped by 10:00a.m., Central Standard Time, Friday, March 11, 2016. (The clock located in the City Secretary's office will be the official time.) All proposals received will be read aloud at 10:15a.m. on Friday, March 11, 2016 in the City Council Chambers, City Hall, 511i Floor, Port Arthur, TX. Proposals will be opened in a manner to avoid public disclosure of contents; however, only the names of proposers will be read aloud. if you have any questions, please contact the Purchasing Division at 409-983-8160. NOTE: ALL PAGES OF ADDENDA MUST BE SIGNED AND SUBMITTED WITH YOUR BID DOCUMENT'S. � 1 t .1. (✓��; Clifton Williams, CPPB Acting Purchasing Manager Signature of Proposer Date