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HomeMy WebLinkAboutPR 19487: AGREEMENT WITH AGAPE CLEANING ENTERPRISES, HEALTH DEPATMENT Energy City of Cin. ort rtlrur Texas DATE: August 15, 2016 To: Brian McDougal, City Manager From: Judith A. Smith,RN, BSN, Director of Health Services RE: Contract Approval For Janitorial Services Between the City of Port Arthur and Agape Cleaning Enterprises, Inc. of Houston, Texas for Janitorial Services for the Port Arthur Health Department Nature of the Request: The City advertised for proposals for janitorial services for the Health Department and received six (6)proposals. Agape Cleaning Enterprises, Inc. of Houston, Texas, was the highest ranked proposal. This is for a one year contract with the option to renew for two additional years. The original cost was too high, so the City negotiated with Agape Cleaning Enterprises and they submitted their Best and Final offer, with an annual projected budgetary impact of$34,926.60. Staff Analysis, Considerations: None Recommendations: It is recommended that the City Council approve P.R. No.19487, approving the contract between the City of Port Arthur and Agape Cleaning Enterprises of Houston, Texas. Budget Considerations: Funds are appropriated to cover the cost of janitorial services in the Health Department's Building Maintenance Account 001-1301-541.32-00. "REMEMBER WE ARE HERE TO SERVE THE CITIZENS OF PORT ARTHUR" P.O.BOX 1089•PORT ARTHUR,IX 77641-1089.409/983-8101 FAX 409/982-6743 P.R. No. 19487 08/15/2016 cw Page 1 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH AGAPE CLEANING ENTERPRISES, INC. OF HOUSTON, TEXAS, FOR JANITORIAL SERVICES FOR THE HEALTH DEPARTMENT, WITH AN ANNUAL PROJECTED BUDGETARY IMPACT OF $34,926.60. FUNDING AVAILABLE IN HEALTH DEPARTMENT'S BUILDING MAINTENANCE ACCOUNT NO. 001-1301-541.32-00. WHEREAS, the City advertised for proposals for Janitorial Services for the Health Department; and, WHEREAS,the City received six (6)proposals; and, WHEREAS, Agape Cleaning Enterprises, Inc. was the highest ranked proposal (see Matrix attached as Exhibit "A"; and, WHEREAS, the contract is one year, with the option to renew for two additional one- year periods; and, WHEREAS, the original cost was too high, so the City negotiated with Agape Cleaning Enterprises of Houston, Texas; and, WHEREAS, Agape Cleaning Enterprises of Houston, Texas, submitted the Best and Final Offer; and, WHEREAS,the City accepts their Best and Final Offer. 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 approves the contract to Agape Cleaning Enterprises of Houston, Texas, for Janitorial Services at Health Department with an annual projected budgetary impact of$34,926.60. THAT, the City Manager is hereby authorized to execute a one year contract for janitorial services for Health Department, with the option to renew for two (2) additional P.R. No. 19487 08/15/2016 cw Page 2 one year periods, with Agape Cleaning Enterprises, Inc. of Houston, Texas, with an annual estimated budgetary impact of$32,926.60, in substantially the same form as attached hereto as Exhibit"B". THAT, funding is available in Health Department's Building Maintenance Account No. 001-1301-541.32-00. THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ, ADOPTED AND APPROVED on this day of August 2016 at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: AYES: Mayor: Councilmembers: • NOES: Derrick Freeman, Mayor ATTEST: Sherri Bellard City Secretary APPROVED AS TO FORM: a Alba AL- Val Tiz. City Attorney P.R. No. 19487 08/15/2016 cw Page 3 APPROVED FOR ADMINISTRATION: Brian McDougal City Manager Judith Smith, RN, BSN Director of Health Services APPROVED AS TO AVAILABILITY OF FUNDS: Jerry Dale, CPA/CGFO b��b�b Director of Finance I, f 61441_,, (1 Clifton Williams, CPPB Acting Purchasing Manager EXHIBIT "A" g / ) f • j2 © © m © m • \ © CN qq . J 73 •ƒ _ 2 U \ o ? / ? ?k \ m { & q N ( � , Cl) ® § % u d Z \ `/ \ 9 In % \ % CY •) & a m M N e 2 / P \ « 6 3 \ j m c .$ G °, < _\ \ \ / % ? / » 0 ,4 #ak / M U+ /Pj Q< • \ `� Q . f « 2 L.4.) c /- 9 / ƒ ( o m m c c ƒ ,c u / 2 { \ / N 7t- ,c" / 0 M V $ 0 2 s. - 3 H \ \ to ® cip 2 o m m o o 0 .0 \ ƒ - N % ? 2 4. \ » p __ / / � gE / / ?/ 9 » ƒ Q \ z « a. — U 4 / , ) § 2 « •- •\ / « 8 2 t - 'la _ 0 X V 0 ~ Q a4 $ P. $ a Q EXHIBIT "B" JANITORIAL SERVICES CONTRACT FOR THE HEALTH DEPARTMENT THIS AGREEMENT, made this day of , 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., of Houston, Texas, herein acting by and through Richard Intrau., hereinafter called "CONTRACTOR" agree as follows: WITNESSETH: That for and in consideration of the payments, terms, conditions, and agreements set forth herein, OWNER and CONTRACTOR agree as follows: 1. The term of this Contract shall be from September 1, 2016 to August 31, 2017, with an option to renew for two (2) additional one (1) year period. 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 agrees to perform all the work described in the specifications and contract documents and comply with the terms therein for the sum of $2,910.55 monthly or$34,926.60 annually. 3. The term "Contract Documents" means and includes the following: (A) Agreement (B) Advertisement for BIDS (C) Information for BIDDERS (D) BID (E) BID BOND (F) General Conditions (G) Specifications (H) Notice to Proceed 4. This agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors and assigns. 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 written above. Signed on the day of , 2016. CITY OF PORT ARTHUR OWNER BY: Brian McDougal City Manager Signed on the day of , 2016. AGAPE CLEANING ENTERPRISES, INC. CONTRACTOR BY: Richard Intrau • r f"crks 11 lir 1101 rthur 4kVir Texas Invitation to Bid City of Port Arthur Janitorial Service for Health Department • P16-039 444 4th Street, 4th Floor Port Arthur, Texas 77640 By c/4irksisCrigiEgiA*1 Agape Cleaning Enterprises, Inc. 10900 Brittmoore Suite B • Houston, Texas 77041 • • • ACEI Agape GLtawt.wg einkerprises, Iwc. •Profess%owaL Ma%wtewawoe Services July 5, 2016 Port Arthur Health Department Clifton Williams, Acting Purchasing Manager PO Box 1089 Port Arthur, Texas 77641 Re: Janitorial Services for the Health Department Dear Mr. Williams, Thank you for allowing Agape Cleaning Enterprises, Inc. (ACE, Inc.) the opportunity to submit this proposal for Janitorial Services for Port Arthur Health Department located at 444 4th floor • Port Arthur, Texas 77640. Our goal at ACE, Inc. is to provide our clients with the highest quality service available resulting in TOTAL CUSTOMER SATISFACTION. Enclosed is our package and pricing for your review explaining our approach of how we can best service your facilities. If you have any questions, please feel free to contact me at 832.814.8262 (cell). Thank you and I look forward to hearing and working with you in the future. Sincerely, Richard Intrau President Agape Cleaning Enterprises, Inc. • • • • 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 III AFFIDAVIT—APPENDIX C CONFLICT OF INTEREST—APPENDIX D ADDENDA • i 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: 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 1 • 4111/ 410 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. • 2 0 0 0 U N " G� gCA CID v) V V V a a a a a n a I I I I 1 ti •2 o o c •d o g a) 0 N N N N N ,4o a CU> 0 0 U y U an cztO (So + 0 O O 0 0 O O tO N O O 0 S v' g © M • O o as >, u4 4 ,42, .N ° V O a Qo o W • � LiUo cd 0 • 0 (2) .° QQ at U C °' en � vo oo 2 1t - 4 � a r" U 1 a •F. WU N C N N N- .• a ° = o o CV U o g • o0 cu 00 O .o a' U • -, V N CO 00 CJ 71. .� \O ° bA U �^ 'ter a' .-4 � H U ,- Qoo � � M o o _ _ � oo A _ m 1-1• 0 vi U (CIA Eli w N # o a� � w a� 7 A � ^0.. g 3 V � o . Vo Ct � CD � o � � v 0Wh '5 0 U ° ° o nooQyoa 0 k x c UU1N 0 • • 4 z~ N N Q, °�1 1 1 I ^" tel" 0�1 NO N ,—IN N o 0 0 0 0 0 0 0 0 0 00 Cis _ N N N 2 `Q b X al 2 pi s V "Fa Td .7'8 4 +, ee ..% p., o .8 4.o o •o • Q yQQQQ . a El cc w U `e' ^o *4 ,� = a) o N . v cc eel CCco W u) a � H g czs > Ek., ° U oU .b >C 00 q x k y j ,_, Rs ° a r� w — ami cn OU NU x O Q • z N Ox 'Lr+ Ox O — x 4111 • 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 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 4 • (ACES • Agape Cleaning Enterprises, Inc. 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 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 10900 Brittmoore Suite B, Houston, Texas 77041 Telephone: (713) 983-8270 Fax: (713) 937-3937 • • {ACES • Agape Cleaning Enterprises, Inc. 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. • • 10900 Brittmoore Suite B, Houston, Texas 77041 Telephone: (713) 983-8270 Fax: (713) 937-3937 • • • ACEI Agape Citaw%wg Ewterprases, Iwo. •ProfessiowaL Maiwtewawce services Operations and Managements Plan The Port Arthur Health Department Building has 23,790 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 foot productivity rate should be 1,903 square feet per hour which equals 12.5 hours of cleaning per day. Thus ACE will manage the account with (3) three employees at (4) four hours a night with a one employee being a working supervisor. The additional hours reflect scheduled floor maintenance. 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 RAYMOND SCOTT,JR,MAYOR PRO TEM � % - CITY MANAGER COUNCIL MEMBERS: City of SHERRI BELLARD,TRMC .- i/ � y ' 41` CITY SECRETARY TIFFANY HAMILTON i„J,I y1,.,' 411/ MORRIS ALBRIGHT,III VAL TIZENO KEITH RICHARD o r t r t h ur CITY ATTORNEY WILLIE"BAE"LEWIS,JR. OSMAN SWATI Ir'lri.v CHARLOTTE MOSES KAPRINA RICHARDSON FRANK June 6, 2016 REQUEST FOR PROPOSAL JANITORIAL SERVICE FOR HEALTH DEPARTMENT DEADLINE: Sealed proposal submittals must be received and time stamped by 10:00a.m., Central Standard Time, Wednesday, July 6, 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 Wednesday, Ju16 6, 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: P16-039 • 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.williams@portarthurtx.gov • Purchasing Division/Finance Department I Purchasing Manager,Shawna Tubbs,CPPO,CPPB P.O.Box 10891444 4th Street I Port Arthur,Texas 77641 1409.983.8160 I Fax 409.983.8291 The enclosed REQUEST FOR PROPOSAL (RFP) and accompanying General Instructions are for 411 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 25 • REQUESTS FOR PROPOSALS • JANITORIAL SERVICE FOR HEALH DEPARTMENT (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 to remain on the bid list for this product or service? Does your present work load permit additional work? Comments/Other Suggestions: Company Name: Person Completing Form: Telephone: Mailing Address: Email: City, State, Zip Code: Date: • Page 3 of 25 1111) MANDATORY PRE-BID CONFERENCE A Mandatory Pre-Bid Conference between Representatives of the City of Port Arthur, Texas and prospective bidders for Janitorial Services for Health Department will be held at the Health Building located at 449 Austin Avenue, Port Arthur TX on June 23, 2016 at 2:00 p.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 of 25 • AUTOMATIC DISQUALIFICATIONS OF BID BIDDER WILL BE DISQUALIFIED IF ANY OF THE FOLLOWING ACTIONS ARE DONE. 1. BIDDER 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. B. LETTER OF INTEREST -APPENDIX B. C. NON-COLLUSION AFFIDAVIT-APPENDIX D (MUST BE NOTARIZED) D. AFFIDAVIT-APPENDIX C(MUST BE NOTARIZED) E. CONFLICT OF INTEREST APPENDIX E(IF THERE IS NO CONFLICT BIDDER MUST WRITE N/A ON LINE 1 AND SIGN AND DATE ON LINE 4). 4. THE BIDDER DOES NOT SUBMIT THE SIGNED ADDENDUMS WITH THE BID. S 111 pAG6-- 0,e a AUTOMATIC DIS a UALIFICATION OF BID • BIDDER L BE DISQUALIFIED IF ANY OF TH' FOLLOWING ACTIONS ARE DON 1. BIDDE DOES NOT WRITE IN PEN. 2. BIDDER 1 AKES A CHANGE ON THE ; D AND DOES NOT INTIAL BYTHEC • NGE 3. THE BIDDE' DOES NOT RETURN T E FOLLOWING FORMS FILLED OUT COMPLE' ELY. A. BID SHEET- •PPENDIX A. • SURE TO FILL IN PRICE AND THE DAYS. B. LETTER OF INT: ' ST -APP%NDIX B. C. NON-COLLUSION AFFIDAV T—APPENDIX D (MUST BE NOTARIZED) D. AFFIDAVIT —APPENDIX (MUST BE NOTARIZED) E. CONFLICT OF INTEREST PPENDIX D (IF THERE IS NO CONFLICT BIDDER MU WRITE N/A ON LINE 1 AND SIGN AND DATE ON LINE 4). • i Page 5 of 25 111 SPECIFICATIONS • FOR JANITORIAL SERVICES AT THE HEALTH DEPARTMENT SCOPE OF SERVICES: To set forth the requirements and conditions for performing Janitorial/Cleaning services for the 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 perforin each task as stated according to the work schedule. SQUARE FOOTAGE: The total square footage for the health facility first floor is 13,358. The second floor is 10,432 for a total of 23,790 square feet. TERMS OF THE CONTRACT: The term of the contract will be for one (1) year with the option to renew for two (2) additional one (1) year periods. The City can terminate this contract at its convenience which includes, but not limited to, funding being available in any budget cycle with thirty(30) days written notice. SCHEDULING: • All work is to be done between the hours after 5:00 p.m. and 10:00 p.m. EVENING AND EXTENDED HOURS CLINICS: Evening clinics are held every Tuesday and Wednesday from 5:00 p.m. to 7:00 p.m. except for the third Tuesday of each month. Extended hours of operations are held every 3rd Saturday of the month from 8:00 a.m. to 12:00 noon. In preparation of Saturday clinics, the Contractor will clean the facility both on Friday evenings and after closing business day Saturday. The Health Department reserves the right to change the schedule. In any event the Contractor will be advised of the new schedule changes. EMPLOYEES: The supervisor's and employees' names and telephone number and supervisor's pager number/cell phone, if applicable, must be submitted before the contract begins. Contractor shall supply sufficient employees to maintain the buildings as required in these specifications. Personnel performing work under this contract shall be direct employees of the Contractor. The Contractor must ensure that all personnel assigned to this work site have at least one year's experience in the janitorial services industry, either with the contractor or another janitorial company. 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 improved after a reasonable length of time, the Contractor shall be in violation of the contract and appropriate action shall be taken to rescind the contract. • The City of Port Arthur shall have the right to require the dismissal from the premises covered by the contract any employee(s) whose conduct is improper, inappropriate, or offensive as determined by the City of Port Arthur. Any employee so dismissed from working on this contract shall not be Page 6 of 25 allowed to return to 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 premises. INSPECTIONS: The quality of the janitorial services performed under this contract shall be observed. Unscheduled job-site inspections will be performed by the City Representative. Any deficiencies or unsatisfactory performance shall be noted, and corrective action by the Contractor will be required. Continued failure to abide by the City's specifications will be grounds for termination of the contract. A minimum of one (1) monthly daylight inspections will be made by the City Representative and Contractor's representative. REFERENCES/EXPERIENCE: Each Bidder shall submit a list, with their bid, commercial references for their performance of similar janitorial services. Preferred references are those of similar size and scope of work performed within the past twelve months. Please include name, address, and telephone number of business along with the name and title of the person to contact. Bidder shall have a minimum of five (5) years of documented janitorial service experience. The Contractor is responsible for instructing his/her employees on appropriate safety measures, including but not limited to safe use of all chemicals, materials and supplies used to perform these services. Walkways and halls shall be kept free of unattended mops, brooms, machines and other • tools. "Wet floor" signs shall be displayed in areas being wet or damp mopped. Signs shall be removed and stored after floors have dried. The contractor shall accompany a Designated City Employee on a tour throughout the areas to receive this janitorial service to establish and mutually agree upon the condition of surfaces, fixtures, furnishings and other City and personal property before starting work on this contract. Surfaces, fixtures or furnishings subsequently damaged by the contractor's employees shall be replaced or repaired to original condition, at no cost to the city. The contractor shall obtain and maintain in effect throughout the duration of this contact, all insurance required by the City of Port Arthur. PRODUCT RESTRICTIONS: Endust is not to be used at any time for any reason in the building. No harsh cleaners shall be used on wallpaper or vinyl walls. Do not use furniture polish on any metal surface. PRODUCT REQUIREMENTS: Johnson's Over and Under(or equal) Johnson's Step Ahead (or equal) All States Chemical's Lemon Glo Furniture Polish (or equal) Liquid Gold(or equal) Franklin's Spray Buff(or equal)Franklin's Disappear(or equal) • Page 7 of 25 • • NOTE: THE BURDEN OF PROOF PERTAINING TO EQUAL PRODUCT QUALITY OF • REQUESTED MATERIALS SHALL BE THE RESPONSIBILITY OF THE CONTRACTOR SUPPLIES FURNISHED BY THE BIDDER: Contractor shall furnish all materials and equipment including, but not limited to, Disinfectant cleaners that must be EPA approved products for hospital level disinfection, other cleaners, bowl cleaner, wax remover and wax, dust mop, wet mops, brooms, buffer, vacuum cleaners, furniture polish and anything else pertaining to cleaning; liners for trash/wastebaskets containers. SUPPLIES NOT TO BE FURNISHED BY THE BIDDER: The bidder is not required to furnish paper towels, toilet tissue, light bulbs, and soap for dispensers, or bio-hazard bags. PRODUCT REQUIREMENTS: Successful bidder will supply a list of chemical cleaning and waxing supplies. The burden of proof pertaining to equal product quality of requested materials shall be the responsibility of successful bidder. EMPLOYEES: The job supervisor's name and telephone number must be submitted before contract begins. Also supply names of each daily employee on job site. • INSPECTIONS: Unscheduled job-site inspections will be performed by the City Representative. Failure to abide by City's specifications will be grounds for termination of contract. The following definitions of terms shall be used in evaluating Janitorial services: Dusting - A properly dusted surface shall be free of all dirt and dust, dust streaks, lint, and cobwebs. Dusting shall be completed before vacuuming, sweeping/dust mopping. Sweeping/dust mopping - A properly swept or dust mopped floor shall be free of all dirt, grit, lint and debris. Vacuuming - A properly vacuumed carpet or floor shall be free of all dirt, dust, grit, lint and debris. All spots or stains shall be removed by the spot cleaning methods. The machine used to vacuum shall have adequate suction to lift dirt, grit and debris from the base of the carpet nap (3.5.amps or greater). All stains shall be removed immediately with an approved carpet cleaning solution in such a manner as to not leave rings or discoloration. Wet mopping- A properly wet mopped floor shall be free of all dirt, dust, grit, and debris. Fresh water, to which odorless detergent or cleaning agent has been added, shall be used with a sponge- type mop to removes all dirt and marks. Most of the 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. Damp mopping-A properly damp mopped floor shall be free of all dirt, dust, grit, marks and debris. Fresh water, to which an odorless detergent or cleaning agent has been added, shall be used • 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. Page 8 of 25 • Glass cleaning - 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 clean. Glass windows, doors and walls shall be cleaned both sides. Floor waxing, buffing- A properly waxed and /or buffed floor shall be free of dirt, dust marks, streaks, debris, built —up wax, and standing waters, and shall have a uniformly bright, lustrous appearance Sinks water fountain cleaning — these fixtures and their hardware, when properly cleaned, shall be free of all deposits, stains, streaks, film, and debris and shall be dry polished to a uniformly bright appearance. Plumbing- fixture, restroom stall, wall, floor cleaning- these restroom surface, when properly cleaned, shall be free of all deposits, stains, streaks, film, odor, debris, and germs. • • Page 9 of 25 • JANITORIAL SPECIFICATIONS S FOR PORT ARTHUR CITY HEALTH DEPARTMENT DAILY: FURNITURE: Dust or polish all furniture (desk tops if clear of work, tops of bookcases, cabinets, tables, file cabinets, etc.). Formica surfaces can be cleaned with Windex or equal and wiped clean with a CLEAN DAMP CLOTH. Papers, files, or other work items on desk tops are not to be disturbed. Employees may leave a note requesting special cleaning schedule by stating day desk top will be cleared of papers. RESTROOMS: Clean and supply (soap dispensers, toilet paper, paper towels) all restrooms. Mop restroom floors with hot water and disinfectant cleaner. Clean and disinfect commodes and urinals, clean the base and outside of commodes and urinals. Clean the walls directly behind toilets and urinals. Clean-and polish-mirrors, chrome, dispensers, and lavatories. SINKS: All sinks must be cleaned with appropriate cleaner. EXAMINATION TABLES: . Examination tables should be cleaned with a disinfectant cleaner. Health Department staff will remove paper so that janitorial personnel can clean the table. BREAK ROOMS: Clean all break rooms. This will include cleaning tables, microwave ovens, and coffee pots. CARPET: Vacuum all carpeted areas. FLOORS— TILE: Sweep and wet mop with a disinfectant cleaner, using a CLEAN mop. WOODWORK, WALLS, SWITCH PLATES, &DOORS: Spot clean all wood works, walls, switch plates, and doors (inside and outside) for dirt marks. CHAIRS: Chairs are to be cleaned with a damp cloth and wiped dry. WATER FOUNTAINS: Clean and polish with stainless steel cleaner. • Page 10 of 25 ! • WINDOW SILLS& FRAMEWORK LEDGES: Clean with damp cloth • WASTE CONTAINERS: All wastebaskets or other waste containers are to be emptied and liners changed. If waste container is dirty, it is to be washed with warm soapy water inside and outside, if necessary. CHECK LINERS IN BIO-HAZARD CONTAINERS. WHEN LINERS ARE FULL, REMOVE FROM BIO-HAZARD CONTAINERS AND PUT IN A LARGE BIO HAZARD BAG AND PLACE IN AREA DESIGNATED BY HEALTH DEPARTMENT PERSONNEL. GLASS: Clean and polish glass doors. TRASH ON HEALTH DEPT. GROUNDS: Pick up all trash outside of building and place in dumpster. SIDEWALKS/GUTTERS: Sidewalks are to be swept and gutters cleared of trash. WEEKLY: CARPET: • Spot clean carpet. FLOORS: Buff all tile areas including restrooms, waiting areas and entrance way. Do not apply any wax. After daily wet mopping, buff every Monday, Wednesday and Friday. After daily wet mopping, apply(1) coat of wax to all hard finished floors before buffing. REFRIGERATORS: Clean outside. Refrigerator(s) containing vaccine and medication will be cleaned by Health Dept. staff. (These will be clearly labeled) WASTE CONTAINERS: All wastebaskets or other waste containers are to be cleaned inside and outside. VENTS, WALLS, BASEBOARDS. ETC.: Use vacuum cleaner or vacuum duster equipment and pull all dust from walls, corners of rooms, vents, fan vents, and baseboards. PHONES, CALCULATORS, & TYPEWRITERS: Clean phone instruments, cords, calculators, and typewriters with damp cloth. • Page 11 of 25 • S YE . WOOD DOORS: Liquid Gold or equal product to be applied to all wood doors and wiped down with a soft clean cloth. This is to be accomplished within the first five (5) months of each contract starting date. Liquid Gold or equal product MUST NOT be sprayed onto walls/doors due to safety hazard. WINDOWS: Clean and dry exterior side of outside windows and doors on first floor only. EVERY 6 MONTHS Clean and dry exterior side of outside windows and doors on both the first and second floors every 6 months throughout the term of the contract. LABORATORY RESTRICTIONS: • DO NOT TOUCH/CLEAN COMPUTERS OR TERMINALS. • DO NOT TOUCH/CLEAN CABINETS OR COUNTERS. • DO NOT TOUCH/CLEAN SYRINGE CONTAINERS. • DO NOT CLEAN/TOUCH COUNTERS. • • DO NOT CLEAN/TOUCH LABORATORY EQUIPMENT. • Page 12 of 25 • 41/ The City of Port Arthur requires comprehensive responses to every section within this RFP. Conciseness and clarity of content are emphasized and encouraged. Vague and general proposals will be considered non-responsive and will result in disqualification. To facilitate the review of the responses, Firms shall follow the described proposal format. The intent of the proposal format requirements is to expedite review and evaluation. It is not the intent to constrain proposers with regard to content, but to assure that the specific requirements set forth in this RFP are addressed in a uniform manner amenable to review and evaluation. Failure to arrange the proposal as requested may result in the disqualification of the proposal. It is requested that proposals be limited to no more than 50 pages, excluding resumes. All pages of the proposal must be numbered and the proposal must contain an organized, paginated table of contents corresponding to the sections and pages of the proposal. EVALUATION CRITERIA: The Proposer shall provide the following information: EXPERIENCE: 1. Proposer's performance in Janitorial Service for health department entities or other clients. Proposer should indicate the number of years of experience the firm has in performing Janitorial Service with businesses of comparable size to the health department or other clients. • 2. State the number of years experience for the supervisor. REFERENCES: Include three (3) business references for which similar services have been provided. Include the following: 1. The period for which you have provided this service; 2. A brief description of the scope of work; and 3. Contact name, title, address, and telephone number. The Proposer hereby authorizes and requests any person, firm, corporation and/or government entity to furnish any information requested by the City in verification of the references provided and for determining the quality and timeliness of providing the services. PRICING: The rates for Janitorial Services. See Appendix A PROJECT MANAGEMENT PLAN 1. Describe your firm's capability to provide all services required.(Number of employees, Janitorial equipment that will be used, etc) 2. Provide a description of the firm's typical approach to maintain the Health Department. (Number of crews working, how many per crew, how the crews will work the floors, etc) • Page 13 of 25 • SELECTION PROCESS: • All applications will be screened by an evaluation committee and those applicants selected for a short list may be invited to attend an interview, at the applicant's own expense. The City shall not incur any costs for applicant preparation and/or submittal of qualifications. The City will evaluate all responses based on the qualifications, past performance and project approach. The City reserves the right to negotiate the final fee prior to recommending any business for a contract. The City's process is as follows: 1. The evaluation committee shall screen and rate all of the responses that are submitted. Evaluation ratings will be on a 100 point scale and shall be based on the following criteria: a. Experience ... 40 pts b. References 15 pts c. Pricing 25 pts e. Project Management Plan 20 pts 2. City staff shall recommend the most qualified business to the City Council and request • authority to enter into a contract. 3. When services and fees are agreed upon, the selected business shall be offered a contract subject to City Council approval. 4. Should negotiations be unsuccessful, the City shall enter into negotiations with the next, highest ranked business. The process shall continue until an agreement is reached with a qualified business. 5. This RFP does not commit the City to pay for any direct and/or indirect costs incurred in the preparation and presentation of a response. All finalist(s) shall pay their own costs incurred in preparing for, traveling to and attending interviews. • Page 14 of 25 • GENERAL INFORMATION: 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. TERMINOLOGY: "Bid" vs. "Proposal"--For the purpose of this RFP, the terms "Bid" and `Proposal" shall be 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 Best Offer in accordance with the laws of Texas, to waive any formality or irregularity, and/or to reject any or all proposals. ALTERING BIDS: Bids cannot be altered or amended after submission deadline. Any interlineations, alteration, or erasure made before opening time must be initialed by the signer of the bid, guaranteeing authenticity. WITHDRAWAL OF PROPOSAL: The proposer may withdraw its proposal by submitting written request, over the signature of an authorized individual, to the Purchasing Division any time prior to the submission deadline. The proposer may thereafter submit a new proposal prior to the deadline. Modification or withdrawal of the proposal in any manner, oral or written, will not be considered if submitted after the deadline. CONFLICT OF INTEREST: No public official shall have interest in this contract, in • accordance with Vernon's Texas Code Annotated, Local Government Code Title 5, Subtitle C, Chapter 171. ETHICS: The bidder shall not offer or accept gifts or anything of value nor enter into any business arrangement with any employee, official or agent of the City of Port Arthur. MINIMUM STANDARDS FOR RESPONSIBLE PROSPECTIVE BIDDERS: A prospective bidder must affirmatively demonstrate bidder's responsibility. A prospective bidder must meet the following requirements: 1. Be able to comply with the required or proposed delivery schedule. 2. Have a satisfactory record of performance. 3. Have a satisfactory record of integrity and ethics. 4. Be otherwise qualified and eligible to receive an award. 5. Be engaged in a full time business and can assume liabilities for any performance or warranty service required. 6. The City Council shall not award a contract to a company that is in arrears in its obligations to the City. 7. No payments shall be made to any person of public monies under any contract by the City with such person until such person has paid all obligations and debts owed to the City, or has made satisfactory arrangements to pay the same. ADDENDA: Any interpretations, corrections or changes to the RFP will be made by addenda no later than 48 hours prior to the date and time fixed for submission of proposals. Sole issuing • authority of addenda shall be vested in the City of Port Arthur Purchasing Manager. The City assumes no responsibility for the proposer's failure to obtain and/or properly submit any addendum. Failure to acknowledge and submit any addendum may be cause for the proposal to be Page 15 of 25 • s rejected. It is the vendor's responsibility to check for any addenduins that might have been issued before bid closing date and time. All addenda will be numbered consecutively, beginning with 1. PORT ARTHUR PRINCIPAL PLACE OF BUSINESS: Any bona fide business that claims the City of Port Arthur as its principal place of business must have an official business address (office location and office personnel) in Port Arthur, the principal storage place or facility for the equipment shall be in Port Arthur and/or the place of domicile for the principal business owner(s) shall be in Port Arthur or such other definition or interpretation as is provided by state law. Contractors outside the City of Port Arthur are allowed to bid. PRICES: The bidder should show in the proposal both the unit price and total amount, where required, of each item listed. In the event of error or discrepancy in the mathematics, the unit price shall prevail. PURCHASE ORDER: A purchase order(s) shall be generated by the City of Port Arthur to the successful bidder. The purchase order number must appear on all itemized invoices. INVOICES: All invoices shall be mailed directly to the City of Port Arthur, Attn.: Public Works Department, P.O. Box 1089, Port Arthur, Texas 77641. PAYMENT: Payment will be made upon receipt of the original invoice and the acceptance of the goods or services by the City of Port Arthur, in accordance with the State of Texas Prompt Payment Act, Article 601f V.T.C.S. The City's standard payment terms are net 30, i.e. payment is • due 30 days from the date of the invoice. SALES TAX: The City of Port Arthur is exempt by law from payment of Texas Sales Tax and Federal Excise Tax; therefore the proposal shall not include Sales Tax. VENUE: This agreement will be governed and construed according to the laws of the State of Texas. This agreement is performable in Port Arthur, Texas, Jefferson County. The City of Port Arthur may request and rely on advice, decisions, and opinions of the Attorney General of Texas and the City Attorney concerning any portion of these requirements. COMPLIANCE WITH LAWS: The Contractor shall comply with all applicable laws, ordinances, rules, orders, regulations and codes of the federal, state and local governments relating to performance of work herein. INTEREST OF MEMBERS OF CITY: No member of the governing body of the City, and no other officer, employee or agent of the City who exercises any functions or responsibilities in connection with the planning and carrying out of the program, shall have any personal financial interest, direct or indirect, in this Contract; and, the Contractor shall take appropriate steps to assure compliance. DELINQUENT PAYMENTS DUE CITY: The City of Port Arthur Code of Ordinances prohibits the City from granting any license, privilege or paying money to any-one owing delinquent taxes, paving assessments or any money to the City until such debts are paid or until • satisfactory arrangements for payment has been made. Bidders must complete and sign the AFFIDAVIT included as part of this RFP. Page 16 of 25 • S QUANTITIES: Quantities shown are estimated, based on projected use. It is specifically • understood and agreed that these quantities are approximate and any additional quantities will be paid for at the quoted price. It is further understood that the contractor shall not have any claim against the City of Port Arthur for quantities less than the estimated amount. SHIPPING INFORMATION: All bids are to be F.O.B., City of Port Arthur, Port Arthur, TX 77640 INCORPORATION OF PROVISIONS REQUIRED BY LAW: Each provision and clause required by law to be inserted into the Contract shall be deemed to be enacted herein and the Contract shall be read and enforced as though each were included herein. If, through mistake or otherwise, any such provision is not inserted or is not correctly inserted the Contract shall be amended to make such insertion on application by either party. CONTRACTOR'S OBLIGATIONS: The Contractor shall and will, in good workmanlike manner, perform all work and furnish all supplies and materials, machinery, equipment, facilities and means, except as herein otherwise expressly specified, necessary or proper to perform and complete all the work required by this Contract, in accordance with the provisions of this Contract and said specifications. The apparent silence of these specifications as to any detail or to the apparent omission from it of a detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail. • While the purpose of the specifications is to indicate minimum requirements in the way of capability, performance, construction, and other details, its use is not intended to deprive the City of Port Arthur the option of selecting goods which may be considered more suitable for the purpose involved. Under the Title VI of the Civil Rights Act of 1964, no person shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance. TERMINATION FOR CAUSE: If, through any cause, the Contractor shall fail to fulfill in a timely and proper manner his obligations under this contract, or if the Contractor shall violate any of the covenants, agreements or stipulations of this contract, the City shall thereupon have the right to terminate this contract by giving written notice to the Contractor of such termination and specifying the effective date thereof, at least fifteen (15) days before the effective date of such termination. Notwithstanding the above, the Contractor shall not be relieved of liability to the City for damages sustained by the City by virtue of any breach of the contract by the Contractor, and the City may withhold any payments to the Contractor for the purpose of set-off until such time as the exact amount of damages due the City from the Contractor is determined. TERMINATION FOR CONVENIENCE: The City may terminate this contract at any time giving at least thirty (30) days notice in writing to the Contractor. If the Contract is terminated by the City as provided herein, the Contractor will be paid for the service that it has performed up to • the termination date. If this contract is terminated due to fault of the Contractor, the previous paragraph hereof relative to termination shall apply. Page 17 of 25 • RELEASES AND RECEIPTS: The City of Port Arthur before making payments may require • the Contractor to furnish releases or receipts for any or all persons performing work and supplying material or service to the Contractor, or any sub-contractors for work under this contract, if this is deemed necessary to protect its interests. CARE OF WORK: The Contractor shall be responsible for all damages to person or property that occurs as a result of his fault or negligence in connection with the work performed until completion and final acceptance by the City. SUB-CONTRACTS: The Contractor shall not execute an agreement with any sub-contractor or permit any sub-contractor to perform any work included in this Contract until he has received from the City of Port Arthur written approval of such agreement. INSURANCE: All insurance must be written by an insurer licensed to conduct business in the State of Texas, unless otherwise permitted by Owner. The Contract shall, at his own expense, purchase, maintain and keep in force insurance that will protect against injury and/or damages which may arise out of or result from operations under this contract, whether the operations be by himself or by any subcontractor or by anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable, of the following types and limits 1. Standard Worker's Compensation Insurance: 2. Commercial General Liability occurrence type insurance City of Port Arthur, its • officers, agents, and employees must be named as an additional insured): a. Bodily injury $500,000 single limit per occurrence or $500,000 each person/$500,000 per occurrence for contracts of$100,000 or less; or Bodily injury $1,000,000 single limit per occurrence or$500,000 each person/$1,000,000 per occurrence for contracts in excess of$100,000; and, b. Property Damage $100,000 per occurrence regardless of contract amount; and, c. Minimum aggregate policy year limit of$1,000,000 for contracts of $100,000 or less; or, Minimum aggregate policy year limit of$2,000,000 for contracts in excess of$100,000. 3. Commercial Automobile Liability Insurance (Including owned, non-owned and hired vehicles coverage's). a. Minimum combined single limit of$500,000 per occurrence, for bodily injury and property damage. b. If individual limits are provided, minimum limits are $300,000 per person, $500,000 per occurrence for bodily injury and $100,000 per occurrence for property damage. • Contractor shall cause Contractor's insurance company or insurance agent to fill in all information required (including names of insurance agency, contractor and insurance companies, and policy numbers, effective dates and expiration dates) and to date and sign and do all other things necessary to complete and make into valid certificates of insurance and pertaining to the above Page 18 of 25 i listed items, and before commencing any of the work and within the time otherwise specified, Contractor shall file completed certificates of insurance with the Owner. • None of the provisions in said certificate of insurance should be altered or modified in any respect except as herein expressly authorized. Said CERTIFICATE OF INSURANCE Form should contain a provision that coverage afforded under the policies will not be altered, modified or canceled unless at least fifteen (15) days prior written notice has been given to the City of Port Arthur. Contractor shall also file with the City of Port Arthur valid CERTIFICATE OF INSURANCE on like form from or for all Subcontractors and showing the Subcontractor (s) as the Insured. Said completed CERTIFICATE OF INSURANCE Form (s) shall in any event be filed with the City of Port Arthur not more than ten (10) days after execution of this Contract. NOTICE TO PROCEED: Notice to Proceed shall be issued within ten (10) days of the execution of the Contract by OWNER. Should there be any reasons why Notice to Proceed cannot be issued within such period, the time may be extended by mutual agreement between OWNER and CONTRACTOR. • • Page 19 of 25 0 0 • APPENDICES Please include Appendix A--D when submitting proposal documents. III III Page 20 of 25 BAFO APPENDIX A INVITATION TO BID CITY OF PORT ARTHUR,TEXAS BID SHEET BID FOR: JANITORIAL SERVICES FOR HEALTH DEPARTMENT BID DUE DATE: JULY 6,2016 QTY UOM DESCRIPTION UNIT COST TOTAL COST 4 o .11 12 Months Janitorial Service ‘7 ?/0- $ 3 Health Building Sft Additional Carpet Cleaning $ /5 per square foot Upon Request 7 /A),,Auf,e/ 1 Once Make Ready Cleaning $ ./4//A Agape Cleaning Enterprises Inc. 10900 Brittmoore Park Dr., Suite B COMPANY NAME STREET ADDRESS ( .0111ir _ - SIGNATURE OF BIDDER P.O. BOX Richard Intrau Houston, TX 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 21 of 25 • 0 APPENDIX A • INVITATION TO BID CITY OF PORT ARTHUR,TEXAS BID SHEET IN BID FOR: JANITORIAL SERVICES FOR HEALTH DEPRTMENT BID DUE DA : JULY 6, 2016 QTY UOM \ DESCRIPTION /UNIT COST TOTAL COST 12 Months , anitorial Service $ „! , • $ 3 .Sa 5 • � ealth Building Sft Additional Floor Waxing $!i f5 . /5 .er square foot Janit. 'al Services to also include ;'ripping,buffing and re-waxing all tile floors for Health a uilding upon Request i! Sft Additional arpet Cleaning $ O ' f° per square foot Upon Requ-•t 0 / 1 Once Make Ready leaning $ 72c .s..2_0 Receipt of addenda(s)is acknowledged: No. `''�% �:_ _ . - Date ---s—/‘ No. 2 _Me, Date 4 -S-/6 ,lGNNe c1e"ANI// EA"/A yiv ;s /DYU,Bnirt)w)dC ireIRHf', s>�"3 COMPANY NAME STREET ADDRESS l ''-r---- -',\ )A,= _I__ SIGNATURE OF BIDDER •.O. BOX PRINT OR TYPE NAME CIT S ATE ZIP • TITLE AREA CO DE TELEPHONE NO Chlotl A6� 6'Alcie--c Ail .it) 7/3-737- 3 93 7 EMAIL FAX NO. 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N CO 00 CO CO CO LLO CO CO CO Crl as cs rnrnmLO cvC 05 Vi CN v CO 00 I� M VJ 69 69 N 69 69 69 69 N 69 CO CO CO - — 0 C ales�pnoH IeaoAnS CO o 2 LO @ `a - i 69 - 69 y F- O 1 S 0 o = LO CO CO %E9'9'dWOJ SNVIAMOM o o • tLS k_ d Q m F y co m ¢ %00'Z,kini8b'Il1V213N30 o 0 o U L0 17 L0 a d ' o • a' 0o m 0o 4 o %EZ'Z vias o 0 0 0 a 0 Ln Ln Ln / 0 0 °i°oso dlnm o 0 0 CO CO M M N N y^ M %99 L OId O co O K) 0 0 CD 0 Aed}o a;ea U) v%69 69 d CO O O O ..- O) CO 0 0 sinoH�(IiaaM N o os 6 C co N )aeM gad s,(ea ,.0 ") v v v o — — sJnoH ARU6IN ieloi N 0 0 0 Rea Jed OH 4 v v saaAoidw3 jo A;nuenp — el as C as • uoRednoo0 o . `o a $ m U J n co L Ti m'' cn a) =7). z r- • APPENDIX B LETTER OF INTEREST RFP—Janitorial Service for Health Department Deadline: June 29, 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 Health Department. Enclosed, and by this reference incorporated herein and made a part of this RFP, are the following: ❖ Completed RFP 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. Firm 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. /if6.4Pe= cLeA Yi,v eltlEirPre/sts /6 Firm Name. Date r Authorized Signature Title s ich'f�13b iY 77i/9 U F —d1o1-4) . Name (please print) Telephone ic 1//928 & 41-6'111se=cz-6-AH,/0C=7' Email • Page 22 of 25 • 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: /c I hereby certify that I do not have outstanding debts with the City of Port Arthur. I further agree to pay succeeding debts as they become due. I 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 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. .46*Afee"CZ- AN/A/6- eithiel,R e-:::s- -/ -Firm Name Date • 411°r. .-1 Authorized ignature Title /Ci•fiAR..?\ WrnMU Name (please print) Telephone c2 : rte-Ce6//t/V 4Le Email STATE: Textts COUNTY: My-p-ts SUBSCRIBED AND SWORN to before me by the above named i intrew on this the day of -au , 20 6 . No ublic RETURN THIS AFFIDAVIT AS PART OF THE BID em If SAL BYROOL0128MC8G1H9E7E0J5R Commission IMy Commission Expires Page 23 of 25 0111:0,8 December 6, 2019 1111 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 176.001 (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 p son who has a business relationship with local governmental entity. 2. heck 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 176.001 (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 governmental entity? 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? Yes No D. Describe each employment or business relationship with the local government officer named in this section. 4. \ 4, 1 Signature of person doing business with the governmental entity Date Page 24 of 25 11, • APPENDIX E • NON-COLLUSION AFFIDAVIT CITY OF PORT ARTHUR § § STATE OF TEXAS § By the signature below, the signatory for the bidder certifies that neither he nor the firm, corporation, partnership 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 15.01, et seq., Texas Business and Commerce Code, or the Federal antitrust laws, nor communicated directly or indirectly the bid made to any competitor or any other person engaged 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 development and submission of this bid proposal. Signature: .„„,,,er ""' a- a ..11CW--- _ ... Printed Name: 7'f icy Title: PA"67S/,,a E11 7 Company: .4 .4)09 (L' A/vma EN7-e—Ply'l ses Date: 6 _ 5_/6 4.4 SUBSCRIBED and sworn to before me the undersigned authority by 5 the ac;ty of, 2ol, on behalf of said bidder. ,t ,i„--_r_c.... /24 C — —— — — — k NotaryPublic in and for the BYRON SOLOVEN MCGHEE JR State of Texas CD Commission# 128819705 1 — My Commission Expires k My commission expires: 12 O(o'20 I� December 6, 2019 0 Page 25 of 25 • 0 • h-=�r CITY OF PORT ARTHUR, TEXAS rtur ADDENDUM NO. ONE(1) June 7,2016 Proposals for: Janitorial Services for Health Department 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 PROPOSERS ARE REQUESTED TO ACKNOWLEDGE SAID PROVISIONS IN THEIR SUBMISSION. Addendum as follows: DEADLINE: Sealed proposal submittals must be received and time stamped by 3:00 p.m., Central Standard Time, Wednesday,July 6, 2016. (The clock located in the City Secretary's office will be the official time.) All proposals received will be read aloud at 3:15 p.m. on Wednesday, July 6, 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. 11111 End of Addendum If'you have any questions, please contact Clifton Williams at elitton.wiiliams,q_xrrtarthunx.2ov. NOTE: ALL PAGES OF ADDENDA MUST BE SIGNED AND SUBMITTED WITTI YOUR PROPOSAL. 6iittet1/4, (ktate , Clifton Williams,CPPB Acting Purchasing Manager Signature of Proposer Date • III 0 • ‘,. ,, ilk Q CITY OF PORT ARTHUR,TEXAS V7.1fi ninon ft ,,, ADDENDUM NO.TWO(1) July 1,2016 Proposals for: Janitorial Services for Health Department 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 PROPOSERS ARE REQUESTED TO ACKNOWLEDGE SAID PROVISIONS IN THEIR SUBMISSION. Addendum as follows: 1. DEADLINE: Sealed proposal submittals must be received and time stamped by 3:00 p.m., Central Standard Time, Wednesday, July 13, 2016. (The clock located in the City Secretary's office will be the official time.) All proposals received will be read aloud at 3:15 p.m. on Wednesday, July 13, 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. End of Addendum If you have any questions,please contact Clifton Williams at clifton.williams(aiiportarthurtx.gov. NOTE: ALL PAGES OF ADDENDA MUST BE SIGNED AND SUBMITTED WITH YOUR PROPOSAL. b�I441)1#;, - Clifton Williams,CPPB Acting Purchasing Manager r cz____ —s—I Signature of roposer —— Date III • • • 0 I., CITY OF PORT ARTHUR,TEXAS r1/11i� ADDENDUM NO.THREE(3) July 12,2016 Proposals for: Janitorial Services for Health Department 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 ACshall take edence over KNOWLEDGE SAID requirements ROVISIONS IN THEIR SUBMISSION.PROPOSERS ARE REQUESTED TO Addendum as follows: 1. DEADLINE: Sealed proposal submittals must be received and time stamped by 3:00 p.m., Central Standard Time, Wednesday, July 20,2016. (The clock located in the City Secretary's office will be the official time.) All proposals received will be read aloud at 3:15 p.m. on Wednesday, July 20, 2016 in the tty Council er to avoid publicers, City Hall, 5th disclosureof contents;r, Port however, ur, TX. • only the Proposals will be opened in a names of proposers will be read aloud. End of Addendum If you have any questions,please contact Clifton Williams at Clifton.wiliianstuponarthurtx.gov. NOTE: ALL PAGES OF ADDENDA MUST BE SIGNED AND SUBMITTED WITH YOUR PROPOSAL. 4 L.. L1k Clifton Wil lams,CPPB Acting Purchasing Manager ott. t_ - — 7-/o1-/6 Signature of'roposer Date • • • • CITY OF PORT ARTHUR,TEXAS „r r ADDENDUM NO. FOUR(4) July 14,2016 Proposals for: Janitorial Services for Health Department The following clarifications, amendments, deletions, additions, revision andlor 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 PROPOSERS ARE REQUESTED TO ACKNOWLEDGE SAID PROVISIONS IN THEIR SUBMISSION. Addendum as follows: 1. REPLACE AUTOMATIC DISQUALIFICATIONS OF BID WITH THE ATTACHED AUTOMATIC DISQUALIFICATIONS OF BID PAGE 2. ONCE A MONTH CONTRACTOR WILL CLEAN ON 3RD SATURDAY OF THE MONTH. 3. STRIP & WAX FLOORS EVERY SIX MONTH. MUST BEGIN FIRST MONTH OF • CONTRACT. INCLUDE WITH THE MONTHLY COST. 4. BUFF FLOORS EVERY 3RD SATURDAY OF THE MONTH. INCLUDE WITH THE MONTHLY COST. 5. REPLACE APPENDIX A WITH THE ATTACHED APPENDIX A. End of Addendum If you have any questions,please contact Clifton Williams at clition.williams(a portarthurtx.gov. NOTE: ALL PAGES OF ADDENDA MUST BE SIGNED AND SUBMITTED WITH YOUR PROPOSAL. (h) t d t Clifton Williams, CPPB Acting Purchasing Manager a 7—/e—/‘ ign ure of Proposer Date • • • AUTOMATIC DISQUALIFICATIONS OF BID • BIDDER WILL BE DISQUALIFIED IF ANY OF THE FOLLOWING ACTIONS ARE DONE. 1. BIDDER 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. B. LETTER OF INTEREST -APPENDIX B. C. NON-COLLUSION AFFIDAVIT-APPENDIX D (MUST BE NOTARIZED) D. AFFIDAVIT-APPENDIX C(MUST BE NOTARIZED) E. CONFLICT OF INTEREST APPENDIX E (IF THERE IS NO CONFLICT BIDDER MUST WRITE N/A ON LINE 1 AND SIGN AND DATE ON LINE 4). 4. THE BIDDER DOES NOT SUBMIT THE SIGNED ADDENDUMS WITH THE BID. 10 • • • • APPENDIX A INVITATION TO BID CITY OF PORT ARTHUR,TEXAS BID SHEET BID FOR: JANITORIAL SERVICES FOR HEALTH DEPARTMENT BID DUE DATE: JULY 6, 2016 QTY UOM DESCRIPTION UNIT COST TOTAL COST 12 Months Janitorial Service $ $ Health Building Sft Additional Carpet Cleaning $ per square foot Upon Request 1 Once Make Ready Cleaning $ • COMPANY NAME STREET ADDRESS SIGNATURE OF BIDDER P.O.BOX PRINT OR TYPE NAME CITY STATE ZIP TITLE AREA CODE TELEPHONE NO EMAIL FAX NO. • • • • 0 1, CITY OF PORT ARTHUR,TEXAS ADDENDUM NO. FIVE(5) July 18,2016 Proposals for: Janitorial Services for Health Department 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 PROPOSERS ARE REQUESTED TO ACKNOWLEDGE SAID PROVISIONS IN THEIR SUBMISSION. Addendum as follows: 1. SCRUB THE BATHROOM FLOORS EVERY SIX MONTH. MUST BEGIN FIRST MONTH OF CONTRACT. INCLUDE WITH THE MONTHLY COST. End of Addendum • If you have any questions,please contact Clifton Williams at clilton.williams(a portarthurtx.gov. NOTE: ALL PAGES OF ADDENDA MUST BE SIGNED AND SUBMITTED WITH YOUR PROPOSAL. rit Cli Williams,CPPB Acting Purchasing Manager 4° *NW Signature of Proposer Date •