HomeMy WebLinkAboutPR 21802: CONTRACT WITH AHC SERVICES OF BEAUMONT, TEXAS FOR THE JANITORIAL SERVICES OF THE ANNEX AND CITY HALL BUILDINGS Eno* '
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INTEROFFICE MEMORANDUM
Date: March 29, 2021
To: The Honorable Mayor and City Council
Through: Ron Burton, City Manager
From: Alberto Elefano, Director of Public Works
RE: P.R. #21802—Execution of contract with AHC Services of Beaumont, Texas
for the janitorial services of the Annex and City Hall buildings.
Introduction:
The intent of this Agenda Item is to seek the City Council's approval for the City Manager to
enter into a contract with AHC Services of Beaumont, Texas providing cleaning services for
City Hall and Annex Building. AHC Services was the lowest bidder of the (5) proposals
received: with a budgetary impact of$102,604.92.
Background:
The city advertised for the cleaning services of the City Hall and Annex Building. AHC was
the lowest responsible bidder that submitted a bid for cleaning services of City Hall and the
Annex Building. The total amount is to not exceed the amount of$102,604.92 with an option
to renew at the end of the year for 2 additional years.
Budget Impact:
Funds are provided in Account#001-21-059-5312-00-70-000 Building Maintenance.
Recommendation:
It is recommended that City Council authorize the City Manager to enter into a contract with
AHC Services of Beaumont, Texas to provide cleaning services for City Hall and the Annex
Building.
"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. 21802
03/29/2021 meg
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A
CONTRACT WITH AHC SERVICES OF BEAUMONT, TEXAS FOR JANITORIAL
SERVICES FOR CITY HALL AND THE ANNEX BUILDING WITH AN ANNUAL
PROJECTED BUDGETARY IMPACT OF $102,604.92; FUNDING AVAILABLE IN
ACCOUNT 001-21-059-5312-00-70-000 BUILDING MAINTENANCE.
WHEREAS, City Hall and The Annex Building requires daily cleaning
in orderto maintain a safe working environment; and
WHEREAS, on November 13TH and 18T", 2020 the City advertised for proposals
to obtain janitorial services for City Hall and the Annex building; and,
WHEREAS, five (5) bids were received for the above reference contract on
December 2, 2020 and have been evaluated by City Staff with AHC Services, of Beaumont,
Texas being the highest rated and most responsive bid; (see Bid Tab attached as Exhibit
"A");
WHEREAS, Staff recommends that the City enter into a one (1) year contract with
AHC Services with an option to renew for two (2) additional one (1) year periods.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF PORT ARTHUR
THAT, City Council hereby authorizes the City Manager to enter into a one (1) year
contract for janitorial services for City Hall and the Annex Building, with an option to renew
for two (2) additional one year periods with AHC Services of Beaumont,Texas for janitorial
services for City Hall and The Annex Building with an annual projected budgetary impact of
$102,604.92.
THAT, funding is available in Public Works Building Maintenance account 001-21-
059-5312-00-70-000.
THAT, a copy of the caption of this Resolution shall be spread upon the Minutes of
the City Council.
READ,ADOPTED,AND APPROVED,this day of , 2021 AD, at
a Regular Meeting of the City Council of the City of Port Arthur, Texas by the following
vote: AYES:
Mayor: ,
Council members: ,
NOES: .
Thurman Bill Bartie
Mayor
ATTEST:
Sherri Bellard
City Secretary
APPROVED AS TO FORM:
Valecia R. izeno
City Attorney
APPROVED FOR ADMINISTRATION:
Ron Burton,
City Manager
cAv.
Kandi Daniels,
Interim Director of Finance
Alberto C. Elefano, P.E.
Public Works Director
L4LL
Clifton illiams, CPPB
Purchasing Manager
P.R. No. 21802
03/29/2021 meg
E h • b • ut
"A"
City of Port Arthur
Janitorial Services for City Hall and Annex
Agenda Totals
P21-004
Berry's Grade A Diamond Shine Agape Cleaning Webb's Professional
Weight Cleaning Services Building Services Enterprise,Inc. AHC Services Janitorial Services
Nederland, TX Port Arthur, TX Houston, TX Beaumont, TX Port Arthur, TX
Pricing 120 65 96 65 99 78
Project Management 100 90 95 35 90 77
Reference 100 55 0 79 100 67
Experience 80 55 0 64 78 55
Total 400 265 191 243 367 277
Yolanola Sc ypion-Gow(ea ii' 2/1/2021
Yolanda Scypion-Goudeaux.Purchasing Assistant Date:
City of
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CITY OF PORT ARTHUR TEXAS
Bid Tabulation
Request for Proposal
Janitorial Services for City Hall
Opening: December 2,2020
Bid Location: City Hall,2nd floor Annex Conference Room
P21-004
Firm Name Location
Berry's Grade A Cleaning Services,LLC. Nederland,TX
Diamond Shine Building Services Port Arthur,TX
Agape Cleaning Enterprise,Inc. Houston,TX
AHC Services Beaumont,TX
Webb's Professional Janitorial Port Arthur, TX
Yolanda Scgron-Gorioleakrx 12/11.2020
Yolanda Scypion-Goudeaux,Purchasing Assistant Date
Exhibit " 6"
CONTRACT FOR JANITORIAL SERVICES
AT CITY HALL AND ANNEX
THIS AGREEMENT, made this day of , 2021,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 AHC Services 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 one year from start date on Notice to Proceed, with an
option to renew for two (2) additional one-year periods. The City can terminate this contract
at its convenience which includes, but is not limited to, funding not being available in any
budget cycle with thirty (30) 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 $7,987.91 per month
Deep cleaning fee $6,750.00 one time fee
Additional Floor waxing fee $0.65 per square feet
Additional Carpet Cleaning $0.35 per square feet
5. The term "Contract Documents" means and includes the following:
a) Agreement
b) Addenda
c) General Information
d) Specifications
e) Bid
f) Notice of Award
g) Notice to Proceed
6. This Agreement shall be binding upon all parties hereto and their respective heirs, executors,
administrators, successors and assigns.
7. IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed by
their duly authorized officials,this Agreement in( 2 copies) each of which shall be deemed
an original on the date first above written.
Owner
CITY OF PORT ARTHUR:
BY:
Ron Burton
City Manager
CONTRACTOR
AHC SERVICES:
Printed Name:
Title:
•
THURMAN BARTIE,MAYOR RON BURTON
CHARLOTTE MOSES,MAYOR PRO TEM City of CITY MANAGER
COUNCIL MEMBERS:
% ort rth u SHERRI BELLARD,TRMC
CAL JONES CITY SECRETARY
RAYMOND SCOTT JR. Texas
THOMAS KINLAW VAL TIZENO
HAROLD DOUCET SR. CITY ATTORNEY
KAPRINA RICHARDSON FRANK
November 17, 2020
REQUEST FOR PROPOSAL
JANITORIAL SERVICE FOR CITY HALL
DEADLINE: Sealed proposal submittals must be received and time stamped by 3:00 p.m.,
Central Standard Time, Wednesday, December 2, 2020. (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, December 2, 2020 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: P21-004
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, Purchasing Manager
P.O. Box 1089
Port Arthur, TX 77641
clifton.williams@portarthurtx.gov
Purchasing Division/Finance Department I Purchasing Manager,Clifton Williams,CPPB
P.O.Box 10891444 4th Street I Port Arthur,Texas 776411 409.983.8160 I Fax 409.983.8291
I S
The enclosed REQUEST FOR PROPOSAL (RFP) and accompanying General Instructions are for
your convenience in submitting proposals for the enclosed referenced services for the City of Port
Arthur.
Proposals must be signed by a person having authority to bind the firm in a contract. Proposals
shall be placed in a sealed envelope, with the Vendor's name and address in the upper left-hand
corner of the envelope.
ALL PROPOSALS MUST BE RECEIVED IN THE CITY SECRETARY'S OFFICE BEFORE
OPENING DATE AND TIME. It is the sole responsibility of the firm to ensure that the sealed
RFP submittal arrives at the above location by specified deadline regardless of delivery method
chosen by the firm. Faxed or electronically transmitted RFP submittals will not be accepted.
eie.`6w. Gtizaci
Clifton Williams, CPPB
Purchasing Manager
Page 2 of 28
I
REQUESTS FOR PROPOSALS
JANITORIAL SERVICE FOR CITY HALL
(To be Completed ONLY IF YOU DO NOT BID.)
FAILURE TO RESPOND TO BID SOLICITATIONS FOR TWO (2) BID PERIODS MAY
RESULT IN REMOVAL FROM THE VENDOR'S LIST. However, if you are removed you will
be reinstated upon request.
In the event you desire not to submit a bid,we would appreciate your response regarding the
reason(s). Your assistance in completing and returning this form in an envelope marked
with the enclosed bid would be appreciated.
NO BID is submitted: this time only not this commodity/service only
Yes No
Does your company provide this product or services?
Were the specifications clear?
Were the specifications too restrictive?
Does the City pay its bills on time?
Do you desire 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 28
1
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 City Hall and City Hall Annex Building will be
held at City Hall 5th floor Conference Room on November 19. 2020 at 10:00 a.m. The purpose
of the Mandatory Pre-Bid Conference is to make certain that the scope of work is fully
understood, to answer any questions, to clarify the intent of the Contract Documents, and to
resolve any problems that may affect the project construction. No addendum will be issued at this
meeting, but subsequent thereto, the Purchasing Manager, if necessary, will issue an addendum(s)
to clarify the intent of the Contract Documents.
Bids received from firms or individuals not listed on the roll of attendees of the Mandatory Pre-
Bid Conference will be rejected and returned unopened to the bidder.
Page 4 of 28
AHC Services
Certified Cleaning Company
Your cleaning and labor services experts
Dear Mr.Williams,
In evaluating your bid we have included the following to help clarify what we are proposing:
1. Experienced and trained employees to clean your facility 5 times a week.
2. Affordable Health,Dental,and Vision will be available to all full time employees.
3. Employee Safety Training
4. Background Screening.
5. Provide necessary personal protective equipment and uniforms to ensure the safety of all AHC Services
employees
6. Responsible and Experienced Managers to Oversee your Facilities.
7. Cleaning Supplies and Equipment including can liners
8. 10 Million Dollar Umbrella Policy,Workers Comp,Pollution Policy,Auto Policy.
In preparing your bid we have also taken in consideration our 50 years of experience in commercial/industrial labor
and in being a specialty contractor in the janitorial and commercial/industrial labor fields.
What sets us apart from most of our competitors is that AHC Services prides itself on a great safety record,a back to work
program that works,tool box safety meetings on a monthly basis,excellent response time to complaints/concerns,multiple
layers of management and flexibility to gear our services to meet our customer's needs.We are dedicated to you and will do
what it takes to remain competitive but not compromise the quality of service to be provided at your site.
Please feel free to contact me with any questions regarding clarification on the submitted proposal for the City of Port Arthur
City Hall and Annex building. You can contact me at ldm@ahcservices.net or my direct line 409-658-9185. Again,thank you
for the opportunity and your time. We are looking forward to working with you all soon.
Warm re ards,
Kim Trahan
Regional Director
.( }
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.
CONTRACT PERIOD:
The term of this contract shall be for one (1)year. This contract may be renewed for up to two
(2) additional 12—month periods.
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
Page 6 of 28
' T
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
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.
Page 7 of 28
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.
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 REOUIREMENTS:
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
Page 8 of 28
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.
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(MONDA Y 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.
Page 9 of 28
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(MONDA Y 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.
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.
Page 10 of 28
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 he 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.
ADDITIONAL FLOOR WAXING
This service is only when the City requestsit. All janitorial services including stripping and re-
waxing with three (3) coats of wax every three (3) months. (Use Johnson's Step Ahead and Over
and Under or equal.) Stripping and re-waxing shall occur on Wednesdays or as otherwise
requested by City Representatives due to special events at City Hall. This service shall include all
floors excluding terra77o floors. Buff of all tile floors weekly including elevators and restrooms,
apply(1) one coat of wax before buffing all floors. (Use Franklin's Spray Buff or equal)
Page 11 of 28
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 governmental 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 City 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:
Labor rates, parts mark-up, and materials mark-up competitive with service and repairs typical for
fire apparatus. 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 City Hall. (Number of crews
working, how many per crew, how the crews will work the floors, etc)
Page 12 of 28
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 ... 20 pts
b. References 25 pts
c. Pricing 30 pts
d. Project Management Plan 25 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 13 of 28
f
GENERAL INFORMATION:
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. Excluding Federal Funds
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
Page 14 of 28
176 of the Texas Local Government Code and you are representing that you in compliance with
them.
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.
Page 15 of 28
1 i
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,
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 601 f 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
Page 16 of 28
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.
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.
Page 17 of 28
•
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:
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.
Page 18 of 28
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 19 of 28
APPENDICES
Please include Appendix A—D when submitting proposal documents.
Page 20 of 28
APPENDIX A
INVITATION TO BID
CITY OF PORT ARTHUR,TEXAS
BID SHEET
BID FOR: JANITORIAL SERVICES FOR CITY HALL AND CITY HALL ANNEX BUILDING
BID DUE DATE:DECEMBER 2,2020
OTY UOM DESCRIPTION UNIT COST TOTAL COST
12 Months Janitorial Service $ 7,987.91 $ 95,854.92
City Hall and Annex Building
Sft Additional Floor Waxing $ .65 per square foot
Janitorial Services to also include stripping,buffing and re-waxing all tile floors for
City Hall and Annex Building upon Request
Sft Additional Carpet Cleaning $ .35 per square foot
Upon Request
Ea One time Deep Clean $ 6,750.00
AHC Services 4605 Washington Blvd
COMPANY NAME STREET ADDRESS
P.O. Box 22979
SIGNATURE OF BIDDER P.O.BOX
Kim Trahan Beaumont TX 77720
PRINT OR TYPE NAME CITY STATE ZIP
Regional Director (409)842-5504
TITLE AREA CODE TELEPHONE NO
kim@ahcservices.net (409)842-4441
EMAIL FAX NO.
Page 21 of 28
APPENDIX B
LETTER OF INTEREST
RFP—Janitorial Service for City Hall
Deadline: December 2,2020
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 City Hall. 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.
AHC Services 11/02/2020
Firm Name Date
Regional Director
Authorized Signature Title
Kim Trahan (409)658-9185
Name(please print) Telephone
kim@ahcservices.net
Email
Page 22 of 28
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:
KT 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.
KT 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.
KT 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.
AHC Services 12/01/2020
Firm Name Date
Regional Director
Authorized Signature Title
Kim Trahan (409) 842-5504
Name(please print) Telephone
kim@ahcservices.net
Email
STATE: TX
COUNTY: Jefferson
SUBSCRIBED AND SWORN to before me by the above named Kim Trahan
on this the 2nd day of December 20 20 .
.014P",, KOURTNEY VENOM V Y /'4 ' ^' l L[XI,
Ott
:_°:*e'Notary Public,State of Texas ary Public (
='3=. 'Qs Comm.Expires 05-19-2024
Notary ID 128921906
RETURN f hi,A?I IUA VI I raw OF THE BID PROPOSAL
Page 23 of 28
APPENDIX D
CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ
For vendor doing business with local governmental entity
This questionnaire reflects changes made to the lase by H.B.23,84th Leg.,Regular Session. OFFICE USE ONLY
This questionnaire is being filed in accordance with Chapter t 76.Local Goverment Code,by a vendor who Date P.xkNsd
has a business relationship as defined by Section 1766.001(1-a)with a local governmental entity end 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 tater
than the 7th business day after the date the vendor becomes aware of facts that require the statement to ba
filed. See Section 176.006(a-1),Local Government Coda.
A vendor commits an offense if the vendor knowingly violates Section 176.006,Local Government Coda.An
offense under this section is a misdemeanor.
J Name of vendor who has a business relationship with local governmental entity.
N/A
Check this box if you are filing an update to a previously filed questionnaire.(The law requires that you file an updated
completed questionnaire with the appropriate filing authority not later than the 7th business day after the date on which
you became aware that the originally filed questionnaire was incomplete or inaccurate.)
.J Name of local government officer about whom the information is being disclosed.
Name of Officer
,J 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 retationship described. Attach additional pages to this Form
CIQ as necessary.
A, fs 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 No
B, Is the vendor receiving or likely to receive taxable income,other titan 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 t 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.
flCheck this box if the vendor has given the focal government officer or a family member of the officer one or more gifts
as described in Section 176.003(e)(2)(B), excluding gifts described in Section 176.003(a-t),
Signature of vendor doing business with the governmental entity Date
Form provided by Texas Ethics Commission www.ethtcs,state.tx.us Revised 1 113 072 0 1 5
Page 24 of 28
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 litip:!Avww.statutesiegis.state.tx.us/
Docs/LG!hen/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)atransaction that is subject to rate or fee regulation by afederal,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 focal 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 eternity 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 6176.006(a)`and(a-1)
(a)A vendor 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 familyy 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 requestfor proposals
or bids,correspondence,or anottjer 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 rrww.ethics.state.tx.us Revised 11/30.52015
Page 25 of 28
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:
Printed Name: Kim Trahan
Title: Regional Director
Company: AHC Services
Date: 12/02/2020
SUBSCRIBED and sworn to before me the undersigned authority by Kim rmhan
the RegonalDlrcCor of,
5<nr on behalf of said bidder. l
Notary Public in id o'r the
State of Texas
My commission expires: b 1161 a
0111"f KOURTNEY VENOY
_=: GnnNotary Public,State of Texas
h=, e� Comm.Expires 05-19-2024
''yyF of y
Page 26 of 28 ''ii����1��� Notary ID 128921906
APPENDIX F
SB 252
CHAPTER 2252 CERTIFICATION
1 Kim Trahan ,the undersigned an representaave
of AHC Services
(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 listing 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.
Kim Trahan
Name of Company Representative(Print)
Signature of Company Representative
12/02/2020
Date
Page 27 of 28
APPENDIX G
House Bill 89 Verification
Kim Trahan (Person name), the undersigned
representative (hereafter referred to as "Representative") of
AHC Services
(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.
SIGNATURE OF REPRESENTATIVE
SUBSC IBED AND SWORN TO BEFORE ME, the undersigned authority, on this
day of Nt C-C.n -tr , 20 go.
Ki'
KOURTNEY VENOLI!
Notery public, State of Co,am.Expires 05-19-N
Page 28 of 28