HomeMy WebLinkAboutPR 21550: CONTRACT WITH DIAMOND SHINE BUILDING SERVICES, JANITORIAL SERVICES City of == i
www.PortArthurTx.gov
INTEROFFICE MEMORANDUM
Date: November 3, 2020
To: The Honorable Mayor and City Council
Through: Ron Burton, City Manager
From: Alberto Elefano, P.E., Public Works Director
RE: P.R. 21550—Authorizing the City Manager to execute a contract with Diamond
Shine Building Services of Port Arthur, Texas for janitorial services for City
Hall and Annex with a six-month budgetary impact of$48,000.00
Introduction:
The intent of this Agenda is for the City Council to authorize the City Manager to execute a
contract with Diamond Shine Building Services of Port Arthur, Texas for janitorial services for
the City Hall and Annex buildings with a six-month budgetary impact of$48,000.00
Background:
The City of Port Arthur Public Works—Facilities solicited three (3) quotes from elite janitorial
contractors to properly clean City Hall. The Facilities Division routinely receives complaints
that bathrooms have not been cleaned, my area has not been vacuumed, or the conference
rooms have not been cleaned. To have a basis of comparison between regular service vs. elite
service, the City would like to have Diamond Shine be the cleaning contractor for City Hall
and Annex buildings for six (6)months on a probationary period.
Budget Impact:
Funds are available in Facility Maintenance/Other Contractual Services, Account number
001-1206-531.59-00
'"Remember,we are here to serve the Citizens of Port Arthur"
444 4th Street X Port Arthur,Texas 77641-1089 X 409.983.8182 X FAX 409.983.8294
Recommendation:
Approval of P. R. No. 21550 authorizing the City Manager to execute a contract with Diamond
Shine Building Services of Port Arthur, Texas for janitorial services for the City Hall and
Annex buildings with a six-month budgetary impact of$48,000.00.
"Remember,we are here to serve the Citizens of Port Arthur"
P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743
P.R. No. 21550
11-3-20 ace
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE
A CONTRACT WITH DIAMOND SHINE BUILDING SERVICES OF
PORT ARTHUR, TEXAS FOR JANITORIAL SERVICES FOR CITY
HALL AND ANNEX WITH A SIX-MONTH BUDGETARY IMPACT OF
$48 , 000 . 00 ; FUNDS AVAILABLE IN FACILITY MAINTENANCE/
OTHER CONTRACTUAL SERVICES ACCOUNT NO. 001-1206-
531 . 59-00
WHEREAS, the City of Port Arthur Public Works -
Facilities Division routinely receives complaints about the
cleanliness of City Hall and Annex; and,
WHEREAS, the City solicited three (3) quotes from elite
janitorial contractors to properly clean City Hall on a
probationary period to base a comparison between regular
service versus elite service; and,
WHEREAS, the City received three (3) quotes (see Exhibit
A) ; and,
WHEREAS, Diamond Shine Building Services of Port Arthur,
Texas is the lowest most responsible quote, as delineated in
Exhibit "A", and staff recommends Diamond Shine to perform the
janitorial services on a six-month period for City Hall and
Annex; and,
WHEREAS, the City Council of the City of Port Arthur
finds it to be in the interest of the citizens of Port Arthur
to execute the contract with Diamond Shine Building Services;
and,
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF PORT ARTHUR:
Section 1 . That the facts and opinions in the preamble
are true and correct .
Section 2 . That the City Manager is authorized to
execute a six-month contract with Diamond Shine Building
Services of Port Arthur, Texas for the janitorial services for
City Hall and Annex buildings with a projected budgetary
impact of $48, 000 . 00, in substantially the same form as
attached hereto as Exhibit "B" .
Section 3 . That a copy of the Resolution shall be spread
upon the Minutes of the City Council .
READ, ADOPTED AND APPROVED on this day of
A. D. , 2020, at a Regular Meeting of the City Council of the
City of Port Arthur, Texas, by the following vote :
AYES:
Mayor:
Councilmembers :
NOES:
Thurman "Bill" Bartie
Mayor
ATTEST:
Sherri Bellard
City Secretary
APPROVED AS TO FORM:
1112-A-11
a Tizen
City Attorney
APPROVED FOR ADMINISTRATION:
Ron Burton
City Manager
Alberto Elefano, PE
Director of Public Works
APPROVED AS TO AVALIABILITY OF FUNDS:
V )C eilk(
Kandy Dani s Clifton Wi�s, CPPB
Interim Finance Director Purchasing Manager
Exhibit A
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Exhibit B
CONTRACT FOR JANITORIAL SERVICES
AT CITY HALL AND ANNEX
THIS AGREEMENT, made this day of , 2020 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 Diamond Shine Building Service a(n)
herein acting by and through
Individual,firm,partnership or corporation
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 for six (6) months from the date listed on the Notice to
Proceed. 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 contractor's 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 $7,839.00 per month
5. The term "Contract Documents" means and includes the following:
a) Agreement
b) Specifications
c) Bid
d) Notice of Award
e) 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.
OWNER:
CITY OF PORT ARTHUR
BY:
Ron Burton
City Manager
ATTEST:
Sherri Bellard
City Secretary
CONTRACTOR:
DIAMOND SHINE BUILDING SERVICE
BY:
Print Name:
Print Title:
WITNESS:
Print Name:
EXHIBIT "A"
\Nt4,Amik j
CITY OF PORT ARTHUR
QUOTE SHEET
_ (Specifications are attached)
ort rthur
Texas
Date of Request: 9/102/2020
Department Requesting Quote: Public Works
Bid Number: P20-066
Services Needed: Janitorial Service at City Hall&Annex
Quote Due Date&Time: Friday, September 11,2020 by 1:00 P.M.
Delivery: Quotes are to be faxed to(409)983-8291,
E-mailed to Clifton.williams@portarthurtx.gov
Delivered to the Purchasing Div., 2nd floor,City Hall.
Questions,Please contact: Clifton Williams,Purchasing Manager.
Clifton.wiliiams(2;portarthurtx,gov
Janitorial Service $ 1 S737 496 Per month
City Hall and Annex Building
—)/. 40/nr1. k/2e Biedj, Svc. 17-6(
Company Name n e
Cq )35--5'737
Printed Name Phone
Address Fax
r . 4 r Tyr. '7'Ye 51:d DSI/tWE7 . & j
City,State,Zip E-mail
0.24,1 n,4:/, .9 Ali s/a6
Clift Williams,CPPB,Purchasing Manager Date
Page 1 of 17
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 the hours of 5:00 p.m. - 10:00 p.m., Monday through Friday. All areas
determined to be security areas shall be cleaned upon request by the facility administrator and
may require the presence of a representative of the agency.
AREAS TO BE CLEANED:
City Hall Building's Basement, First, Second, Third, Fourth, Fifth (Heritage room) and Sixth
Floors. City Hall Annex's First and Second Floors. Walkway between City Hall and City Hall
Annex. All Stairwells and Restrooms (men and women). All conference Rooms, Break rooms
and nooks.
SQUARE FOOTAGE:
The area to be cleaned is approximately 45,000 square feet of floor space, consisting of various
types of flooring, wall, and door and window material.
EMPLOYEES:
One (1) Supervisor will be on the job at ALL times when Contractor's employees are working.
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
Page 2 of 17
determined by the City of Port Arthur. Any employee so dismissed from working on this contract
shall not be 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.
CUSTODIAN COMPLAINTS& SERVICE REPORTS:
Custodian Complaints & Service Reports, from different departments which experience cleaning
problems, will be turned into the Purchasing Office and will in turn be faxed to the Contractor.
A notice will also be placed in Contractor's box in the Public Works Office. Janitorial service
shall pick up request and take corrective action immediately when possible or schedule such
corrective action.
REFERENCES/EXPERIENCE:
Each Bidder shall submit a list, with their bid, of six (6) 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, 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
SUPPLIES FURNISHED BY CONTRACTOR:
Contractor shall furnish all materials and equipment including, but not limited to, cleaners, bowl
cleaner, wax remover 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
wastebasket containers.
Page 3 of 17
PRODUCT RESTRICTIONS:
ENDUST is not to be used at any time for any reason in the City Hall or City Hall Annex
buildings—NO EXCEPTIONS.
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)
NOTE: THE BURDEN OF PROOF PERTAINING TO EQUAL PRODUCT QUALITY OF
REQUESTED MATERIALS SHALL BE THE RESPONSIBILITY OF THE CONTRACTOR.
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.
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.
Page 4 of 17
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.
CONTRACTOR SHALL PERFORM THE FOLLOWING SPECIFIC ITEMS OF WORK
UNDER THIS CONTRACT: (City Representative may request additional cleaning if needed)
DAILY SERVICES—FIVE(5) TIMES PER WEEK(MONDAY THROUGH FRIDAY):
Do not move any furniture or items other chairs and trash cans.
All floor surfaces will be swept.
All floors will be cleaned by damp CLEAN mop and rinsing with a disinfecting cleaner.
All scuff marks will be cleaned.
*All Trash receptacles will be emptied, disinfected and lined. Provide/replace trash can liners
as required. Trash can liners shall be replaced weekly at a minimum, or when they become
stained,soiled, or torn. Dispose of trash in outside dumpster provided by the city.
Clean all furniture to include desks, tables, chairs, file cabinets, bookshelves and telephones.
taking care not to disturb papers left on desks.
Drinking fountains will be cleaned and disinfected and all exposed metal shall be polished and
kept free of foreign matter. Clean, dry polish all drinking water fountains with non-abrasive,
odorless cleaner.
All glass doors and glass panels will be cleaned to remove smudges and fingerprints.
Mats and runners will be thoroughly vacuumed and kept clean.
*Sweep all stairs and landings. Mopped on a weekly basis.
Any tiled landings to be cleaned in the same manner as tile floors.
A damp cloth to be 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, and chairs. Cleaning tools (sponges, brushes etc.) used in kitchen and break room
areas shall be used only in this area and shall not be used in any other area. Cleaning tools for
kitchen and break areas will have a different color for items to be used.
DAILY SERVICES—RESTROOM—FIVE(5) TIMES PER WEEK(MONDAY THROUGH
FRIDAY)
All restroom fixtures, including sinks, toilet bowls, toilet seats and urinals, will be scoured and
disinfected and kept free of scales at all times.
All toilet seats will be disinfected top to bottom.
All bright metal accessories, including hardware on plumbing fixtures. partitions and dispensing
accessories shall be cleaned and polished.
All Soap,towel, and tissue dispensers will be filled nightly.
Clean all mirrors.
Restroom walls and partitions will be kept clean and free of spots, smudges and foreign matter.
Restroom floors will be cleaned by damp CLEAN mop and rinsing with a disinfecting cleaner.
Page 5 of 17
SERVICES THAT ARE ONLY DONE ON MONDAYS AND FRIDAYS
Clean and polish elevator doors &trim.
Clean and dry polish lobby windows every Monday inside and outside.
*Clean and dry polish Heritage Room Windows every Monday inside and outside.
Dust window ledges with damp cloth.
Polish all Furniture. (Product required list)
Dust chair rungs.
Dust all ledges and window ledges that may be reached without use of a ladder.
Wipe walls and trim with damp cloth and disinfectant or equal.
Dust rungs on glass trophy cases.
Clean non-wood walls/partitions, wallpaper and vinyl walls.
CARPET IN CITY HALL AND ANNEX BUILDINGS
All carpets to be shampooed within the first three (3)weeks of contract.
*After initial shampooing, carpets are to be shampooed a minimum of every three(3) months
or additionally as needed.
YEARLY SCHEDULE
Vinyl walls shall be cleaned with an approved cleaner to remove dirt. This shall be completed
within the first three (3) months of each new contract starting date. No harsh cleaners shall be
used on wallpaper or vinyl walls.
Liquid Gold or equal product to be applied to all paneled walls and wood doors and wiped down
with a soft CLEAN cloth once a year. This shall be accomplished within the first three (3)
months of each new contract starting date.
Liquid Gold or equal product must not be sprayed onto walls/doors due to safety hazard.
Page 6 of 17
CITY OF PORT ARTHUR,TEXAS
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:
Printed Name:
Title: �r
Company: vla.k on Shr,7.. 73l`f Svc_
Date: cI j/5 jz{4z1
SUBSCRIBED and sworn to before me by the above named f-' MC €t{ukon
this the j 1...Q day of X/43,C20• 2
_ Notary Public in and for the
Nit#15'761880 State of Texas
Expires.11 ber 16,2022
Deem
:';.apt`* My commission expires: ( _1(.0 -
AFFIDAVIT
Page 7 of 17
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:
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.
Firm Name Date
Authorized Signature Title
Name(please print) Telephone
Email
STATE:
COUNTY:
SUBSCRIBED AND SWORN to before me by the above named
on this the day of , 20
Notary Public
RETURN THIS AFFIDAVIT AS PART OF THE BID PROPOSAL
Page 8 of 17
CONFLICT OF INTEREST QUESTIONNAIRE FORM CIO
For vendor doing business with local governmental entity
This questionnaire reflects changes made to the law by Hit 23,84th Leg., Regular Session. OFFICE USE ONLY
This questionnaire is being filed in accordance with Chapter 176,Local Government Code,by a vendor who Date Received
has a business relationship as defined by Section 176.001(1-a)with a local governmental entity and the
vendor 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 data the vendor becomes aware of facts that require the statement to be
filed. See Section 176 006(a-1),Local Government Code.
A vendor commits an offense if the vendor knowingly violates Section 176.006. Local Government Code.An
offense under this section is a misdemeanor
Name of vendor who has a business relationship with local governmental entity.
74
(] Check this box if you are tiling an update to a previously filed questionnaire.(The law requires that you file an updated
f� 99 completed questionnaire with the appropriate filing authority not later than the 7th business day after the date on which
you became aware that the originally filed questionnaire was incomplete or inaccurate.)
Name of local government officer about whom the information is being disclosed.
11
iIam'e of Officer
Ai Describe each employment or other business relationship with the local government officer,or a family member of the
officer,as described by Section 176.003(a)(2)(A). Also describe any family relationship with the local government officer.
Complete subparts A and B for each employment or business relationship described. Attach additional pages to this Form
CIO as necessary.
A. Is the local government officer or a family member of the officer receiving or likely to receive taxable income,
other than investment income, from the vendor?
Yes I No
B. Is the vendor receiving or likely to receive taxable income,other than investment income,from or at the direction
of the local government officer or a family member of the officer AND the taxable income is not received from the
local governmental entity?
Yes No
Describe each employment or business relationship that the vendor named in Section 1 maintains with a corporation or
other business entity with respect to which the local government officer serves as an officer or director,or holds an
ownership interest of one percent or more.
J
ElCheck this box if the vendor has given the local government officer or a family member of the officer one or more gifts
as described in Section 176.003(a)(2)(B), excluding gifts described in Section 176.003(a-1).
e
` -lam�/I ���� (;
fia'ture of va or of g business with the governmental entity Date
Form provided by Texas Ethis mmission www.ethics.state.tx us Revised 11;30'2015
Page 9 of 17
CONFLICT OF INTEREST QUESTIONNAIRE
For vendor doing business with local governmental entity
Acomplete copy of Chapter 176 of the Local Government Code may be found at http.//www.statutes.legis.state.tx.us/
Docs/LG/htm/LG.176.htm.For easy reference,below are some of the sections cited on this form.
Local Government Code§176.001(1-a):"Business relationship"means a connection between two or more parties
based on commercial activity of one of the parties. The term does not include a connection based on:
(A) a transaction that is subject to rate or fee regulation by a federal,state,or local governmental entity or an
agency of a federal,state,or local governmental entity;
(B) a transaction conducted at a price and subject to terms available to the public;or
(C) a purchase or lease of goods or services from a person that is chartered by a state or federal agency and
that is subject to regular examination by,and reporting to,that agency.
Local Government Code§176.003(a)(2)(A)and(B):
(a) A local government officer shall file a conflicts disclosure statement with respect to a vendor if:
(2) the vendor:
(A) has an employment or other business relationship with the local government officer or a
family member of the officer that results in the officer or family member receiving taxable
income, other than investment income, that exceeds$2,500 during the 12-month period
preceding the date that the officer becomes aware that
(i) a contract between the local governmental entity and vendor has been executed;
or
(ii) the local governmental entity is considering entering into a contract with the
vendor;
(B) has given to the local government officer or a family member of the officer one or more gifts
that have an aggregate value of more than$100 in the 12-month period preceding the date the
officer becomes aware that:
(i) a contract between the local governmental entity and vendor has been executed;or
(ii) the local governmental entity is considering entering into a contract with the vendor.
Local Government Code§176.006(a)and(a-1)
(a) Avendor shall file a completed conflict of interest questionnaire if the vendor has a business relationship
with a local governmental entity and:
(1) has an employment or other business relationship with a local government officer of that local
governmental entity,or a family member of the officer,described by Section 176.003(a)(2)(A);
(2) has given a local government officer of that local governmental entity,or a family member of the
officer,one or more gifts with the aggregate value specified by Section 176.003(a)(2)(8),excluding any
gift described by Section 176.003(a-1);or
(3) has a family relationship with a local government officer of that local governmental entity.
(a-1) The completed conflict of interest questionnaire must be filed with the appropriate records administrator
not later than the seventh business day after the later of:
(1) the date that the vendor:
(A) begins discussions or negotiations to enter into a contract with the local governmental
entity;or
(B) submits to the local governmental entity an application,response to a request for proposals
or bids, correspondence, or another writing related to a potential contract with the local
governmental entity;or
(2) the date the vendor becomes aware:
(A) of an employment or other business relationship with a local government officer,or a
family member of the officer,described by Subsection(a);
(B) that the vendor has given one or more gifts described by Subsection(a);or
(C) of a family relationship with a local government officer.
Form provided by Texas Ethics Commission www.ethics.state.tx.us Revised 11/30/2015
Page 10 of 17
House Bill 89 Verification
I, 1T4 t.L_ ',,a.i,}Qc&V (Person name), the undersigned
representative (hereafter referred to as "Representative") of
rn i. `13 Lio. `DvL... _ (company or business name, hereafter referred
to as "Business Entity"), being an adult over the age of eighteen (18) years of age, after
being duly sworn by the undersigned notary, do hereby depose and affirm the following;
1. That Representative is authorized to execute this verification on behalf of
Business Entity;
2. That Business Entity does not boycott Israel and will not boycott Israel during the
term of any contract that will be entered into between Business Entity and the City of
Port Arthur; and
3. That Representative understands that the term "boycott Israel" is defined by
Texas Government Code Section 2270.001 to mean refusing to deal with, terminating
business activities with, or otherwise taking any action that is intended to penalize, inflict
economic harm on, or limit commercial relations specifically with Israel, or with a person
or entity doing business in Israel or in an Israeli-controlled territory, but does not include
an action made for ordinary business purposes.
SlNXI1,6TUR OF E RESENTATIVE
SUBSCRIBED AND SWORN TO BEFORE ME, the undersigned authority, on
this l aI, day of ,.` ' U SA! , 2Q
<, LAVERNA WOODS
*, 4i, :*`- My Notary ID#125761880
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Not Public
Page 11 of 17
SB 252
CHAPTER 2252 CERTIFICATION
I, 704 a Y4 .i tio19 , the undersigned an representative
of Tt Old 5)'‘114.2 NAc • �c�VC •
(Company or Business Name)
being an adult over the age of eighteen (18)years of age, pursuant to Texas Government Code,
Chapter 2252, Section 2252.152 and Section 2252.153, certify that the company named above is
not listed on the website of the Comptroller of the State of Texas concerning the Iisting of
companies that are identified under Section 806.051, Section 807.051 or Section 2253.153. I
further certify that should the above-named company enter into a contract that is on said listing
of companies on the website of the Comptroller of the State of Texas which do business with
Iran, Sudan or any Foreign Terrorist Organization, I will immediately notify the City of Port
Arthur Purchasing Department.
(---Pt.i .. Wtkal,oavv
Name of Company Representative(Print)
na re of(�`ompany epresen ve
£ /.'6/ceAp
Date
Page 12 of 17
INFORMATION TO BIDDERS:
NOTE: It is extremely important that the Vendor, Bidder, and/or Contractor furnish the
City of Port Arthur the required information specified in Bid or Proposal Specifications
listed in this Bid Package.
All bids meeting the intent of this request for bid will be considered for award. BIDDERS
TAKING EXCEPTION TO THE SPECIFICATIONS, OR OFFERING SUBSTITUTIONS,
SHALL STATE THESE EXCEPTIONS BY ATTACHMENT AS PART OF THE BID. The
absence of such a list shall indicate that the bidder has not taken exceptions and the City shall
hold the bidder responsible to perform in strict accordance with the specifications of the
invitation. The City reserves the right to accept any and all or none of the
exception(s)/substitutions(s) deemed to be in the best interest of the City of Port Arthur.
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.
BID AWARD: The City of Port Arthur will review all bids for responsiveness and compliance
with these specifications. The award shall be made to the responsive, responsible bidder who
submits the best value bid.
The City reserves the right to:
1. Reject any and all bids and to make no award if it deems such action to be in its best
interest.
2. Award bids on the lump sum or unit price basis, whichever is in the best interest of the
City.
3. Reject any or all bids and to waive informalities or defects in bids or to accept such
bids as it shall deem to be in the best interests of the City.
4. Award bids to bidders whose principal place of business is in the City of Port Arthur
and whose bid is within 5%of the lowest bid price, as provided by Section 271.905 of
the Texas Government Code.
TERMINOLOGY: "Bid" vs. "Proposal"--For the purpose of this ITB, the terms "Bid" and
Proposal" shall be equivalent.
Bidders are cautioned to read the information contained in this ITB carefully and to submit a
complete response to all requirements and questions as directed.
CONFLICT OF INTEREST: Provide a completed copy of the Conflict of Interest
Questionnaire (Form CIQ). The Texas legislature recently enacted House Bill 914 which added
Chapter 176 to the Texas Local Government Code. Chapter 176 mandates the public disclosure
of certain information concerning persons doing business or seeking to do business with the City
of Port Arthur, including affiliations and business and financial relationships such persons may
have with City of Port Arthur officers. The form can be can be located at the Texas Ethics
Commission website: https://www.ethics.state.tx.us/filinginfo/conflict forms.htm
By doing business or seeking to do business with the City of Port Arthur including submitting a
response to this RFP, you acknowledge that you have been notified of the requirements of
Chapter 176 of the Texas Local Government Code and you are representing that you in
compliance with them.
Page 13 of 17
Any information provided by the City of Port Arthur is for information purposes only. If
you have concerns about whether Chapter 176 of the Texas Local Government Code
applies to you or the manner in which you must comply,you should consult an attorney.
ETHICS: Public employees must discharge their duties impartially so as to assure fair,
competitive access to governmental procurement by responsible contractors. Moreover, they
should conduct themselves in such a manner as to foster public confidence in the integrity of the
City of Port Arthur's procurement organization.
Any employee that makes purchases for the City is an agent of the City and is required to follow
the City's Code of Ethics.
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 ITB and Specifications will be
made by addenda. Sole issuing authority of addenda shall be vested in the City of Port Arthur
Purchasing Manager. The City assumes no responsibility for the bidder's failure to obtain and/or
properly submit any addendum. Failure to acknowledge and submit any addendum may be
cause for the bid to be rejected. It is the vendor's responsibility to check for any addendums that
might have been issued before bid closing date and time.
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.: Housing,
P.O. Box 1089, Port Arthur, Texas 77641.
Page 14 of 17
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.
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 ITB.
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.
Page 15 of 17
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.
In the event of conflicts between the written bid proposal and information obtained verbally, the
vendor is specifically advised that the written bid proposal will prevail in the determination of
the successful bidder.
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.
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 Contractor 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:
Page 16 of 17
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 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.
CELL PHONE OR PAGER: The Contractor must have a working cell phone or pager
available Monday through Friday from 8:00 a.m. to 5:00 p.m. so that the City will be able to
contact the contractor.
Page 17 of 17
' -CITY OF PORT ARTHUR,TEXAS
ADDENDUM NO.ONE (1)
September 11,2020
BID 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. Quotes are due on September 16,2020 at 10:00 a.m.
2. ALL regular scheduled NIGHT cleaning listed below MUST be done during the hours of 5:00 p.m. - 8:00
p.m., Monday through Friday.
3. The only glass that needs to be cleaned daily is the glass in the lobby areas.
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
DOCUMENTS.
Clifto Wi jams, CPPB
Purchasing Manager
Signature of Proposer Date
=n ,, -CITY OF FORT ARTHUR,TEXAS
04
Fr1��� ADDENDUM NO.ONE(1)
Terns
September 11,2020
BID 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. Quotes are due on September 16,2020 at 10:00 a.m.
2. ALL regular scheduled NIGHT cleaning listed below MUST be done during the hours of 5:00 p.m. - 8:00
p.m.,Monday through Friday.
3. The only glass that needs to be cleaned daily is the glass in the lobby areas.
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
DOCUMENTS.
lam
L )1
Clifto Wi lams,CPPB
Purchasing Manager
Text
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igna ure of op..er Date