Loading...
HomeMy WebLinkAboutPR 15155: PARKS & RECREATION JANITORIAL SERVICE - Y & M CLEANING SERVICESParks and Recreation MEMORANDUM TO: Stephen B. Fitzgibbons, City Manager FROM: Dr. Albert T. Thigpen, Interim Director Parks 8< Recreation DATE: March 16, 2009 RE: P. R. # 15155-Award of Janitorial Contract for the 2009 Fiscal Year-Recreation Center (1308 9"' Avenue) and J. B. Matthews Center (748 Ransom Howard Blvd) COMMENTS RECOMMENDATION: It is recommended that the City Council approve Proposed Resolution No. 15155, authorizing the City Manager of the City of Port Arthur awarding the janitorial contract to Y & M Cleaning in an amount not to exceed $ 24,804.00. BACKGROUND: The Recreation Center is an extended hour facility providing services to a broad spectrum of citizens. Several years ago the department elected as a cost saving measure to forgo afull-time custodian in favor of a contracted cleaning service. The contracted service will provide for cleaning of the building, floor maintenance, and the provision of a "porter" for four (4) hours to handle peak demand when seniors are in the building as well as lunch events. Experiience indicates that contracted cleaning services can effectively meet depari:ment needs. BUDETARY/FISCAL EFFECT: The estimated cost of the contract is $ 24,804.00. Funding is available in tFie FY 2009 budget, Account No. 001-1402-551.32-00. EMPLOYEEfST.AFF EFFECT: Acceptance of this recommendation will not effect the staffing levels at this time. SUMMARY: It is recommended that the City Council approve Proposed Resolution No. 15155, authorizing the City Manager of the City of Port Arthur awarding the janitorial contract to Y & M Cleaning in an amount not to exceed $ 24,804.00. P. R. #-15155 03/1 X6/09 - ca RESOLUTION NO. A RESOLUTION AWARDING A CONTRACT TO THE LOV~JEST RESPONSIBLE BIDDER ,AND AUTHORIZING THE EXECUTION OF THIS CONTRACT FOR JANITORIAL SERVICES TOY & M CLEANING SERVICES OF PORT ARTHLJFC, TEXAS FOR THE PARKS AND RECREATION DEPARTMENT ][N THE AMOUNT OF $ 24,804.00 FOR AN INITIAL ONE (1) YEAR PERIOD WITH AN OPTION TO RENEW FOR UP TO TWO (2) ADDITIONAL YEARS AT THE ORIGINAL, BID AMOUNT. ACCOUNT NO. 001-1402-551.32-00. WHEREAS, the City advertised for bids on March 18, 2009 for janitorial services and the bid. tabulation is attached as Exhibit "A"; now therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT AP:THUR: THAT the City Council of the City of Port Arthur hereby awards the contract far janitorial services for the Port Arthur Parks and Recreation Department to the lowest responsible bidder, in accordance with Exhibit "A", Y & M Cleaning Services, in an amount not to exceed $24,804.00. (Quote 2 For the Recreation Center and J.B. Matthews Center wherein the Recreation Department will supply paper towels, toilet tissue, soap for dispensers and bio-hazard bags.) THA"I', the City Manager of the City of Port Arthur is hereby authorized and directed to execute on behalf of the City of Port Arthur a contract, a copy of which is attached hereto as Exhibit "B", between the City of Port Arthur and Y & M Cleaning Services, for the contract price of $ 24,804.00 for the provision of janitorial services and a part-time porter. THAT', this is a one-year contract with the option for the City to renew for two (~?) additional years, at tlhe original bid amount. P. R. #-15].55 03/li5/09 - ca TIIAT' said. contract is an exact duplicate of a City Standard Form Contract except for the changes described in t:he Certificate of Standard Form Contract, a copy of which pis attached hereto as Ea;hibit "C," and said changes are hereby approved; and THAT a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ, ADOPTED A,ND APPROVED THIS day of , A.D., 2009, at a Regular Meeting of the City Council of the City of Port Arthur, by the following vote: AYES:(Mayor) NOES: MAYOR AT'"TEST': City Secretary APPROVED AS TO FORM: i' City Attorne ~~~ ~~~~~ ~~ P. R. #-15155 03/1S/09 -- ca APPROVED AS TO ADMINISTRATION: City Manager -- ----- ~--'' ~ ~' L__ ~ . Director o rks and Recreatio A OVED AS TO THE AVAILABILITY OF FUNDS: ~ ' - ' Director of Finance / ~; ' ~-, n~ Purchasing Mianager EXHIBIT A a r~ ~ N//{ . r i~4 ~ Q ~ E,,,i c~ ~ ~ ax U W Er z V z 0 W W V H ~/~ W 1W ~/ V W °z3 Vex N~ W C/1 a ~ ~ 0 h ~, 0 0 N 00 u i. CC a bA C'. .~ y G 'C 0 -- ~ ~ ~, N E~ V M v, °~ -~+ O ~ v ~~ ~ a ~ ~ M H ~o ~ V ~ ~ ~ ~ ..., ~ ~ ~ ~ ,,,,, V *-+ ~ ~ ~, ~ ~ U M M ~+ c ~ ~ ~ a ~ o ~+ ~ ~~ ~ ~. o o0 C C ~ ~ U 0 ~r 0 o ~ ~ 00 M N [..i V N ~ ~ ~ . ~ o ~ ~ ~ ~ ~ ~ ~~ o N ~, ~V ~ ~~ °~ ~" O ~ ~ ~ ~ ~ ~ U ~ ~ + ~ ~ ~--~ c~ ~ .. ~ . E„{ V N 6F3 ~ bR ~A .~ ~ o ~ ~ ~ O ~ a ny N ~ ~ ~U N ~ Es4 O O ~ +'' ~C N N ~ ~ V ~ [~ ~ ar ~ ~ ~ O ~ ~ ~ a ~~ l~ ~ O o ~ ~o ~~ ~~ ~ c ° d V ~ .~., ~ ~ o ~ .~,, L ~ .-~ F~ V N ao a „y ~ Ey9 Ei3 a ~~ ~V ~ ~ ~ ~ ~ a ~ ~ ~ ~ 3 o c °_ ~, ~ ~ ~. v ~ ~r ~ Sir ~ CC , v ~ U V ~ A ~ ~ I ~~ r~ ~~ s~ -~~ bQ o~ ~ c~ <~ s~ Z7 ~~ ~~ s_ ~ N tti i~ cu L S3. N cn ~ 'T~ ~- 4j n i 'O ~# ~~ p .n ~ ~ll ~ ~n ~ .,~ U ~J ~ O .~, ,~,, ~ ~ _~ U ~0 3 ~' o ~; ^O ~ n. °' o .~ ~. ~ ~- ~~- o ~. ~- u ~ ~. bn ~ c ~ ~3 b ~ ~ ~ ~ O N ~~ w ~ y L cJ U U ~ ~ ~.+ O ~_ .. „S .-ti N m~ H H ^ O .~ a a ~°' A i, 6~ ~~ C :C .,~ ~ ~~ v ~. a J ~~ ~~ w 0 v ro 0. EXHIBIT B CONTRACT FOR JANITORIAL SERVICES FOR THE RECREATION CENTER (1308 9TH AVENUE) AND J. B. MATTHEWS CENTER (748 RANSOM HOWARD BLVD), PORT ARTHUR. THIS AGREE',MENT, :made this 24th day of March, 2009 by and between the City of Port. Arthur, a municipal corporation organized under the laws of the State of Texas, he:reinafte;r called "OWNER" or "CITY" and Yasiri Pablo doing business as Y & M CLF,ANIN(s SE]E~VICES hereinafter called "CONTRACTOR". WITNESSED: That far and in consideration of the payment terms, conditions and agreements set forth herein ,OWNER and CONTRACTOR agree as follows: The term of this Contract shall be from March 24, 2009 to March 24, 2010, unless soone;r terminated under the provision hereof. 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 (1CI) days written notice. At the option of the City, this agreement can be extended f or two additional one year periods. 2. During the term of this Contract, the Contractor will furnish at his own expense all of the materials, supplies, tools, equipment, labor and other services necessary for the satisfactory completion of specifications and agreements contained herein for janitorial services and cleanup at the property(ies) described as the Recreation Center (1?~08 9th Avenue) and the J.B. Matthews Center (748 :Ransom Howard). 3. 'The CONTRACTOR agrees to perform all the work described in the specifications and contract documents complying with the terms therein for the sum of $ 24,804.00 or as shown in the Bid Schedule. 4. The "Contract Documents" means and includes the following: (A) Agreement (B) Advertisement for BIDS (C) Addenda (D) General Information (E) Specification (F) Bid (G) Notice ~of Award 5. This Agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors and assigns. 6. IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed by their duly authorized officials, this Agreement in (2 copies) each of which shall be deemed an original on the date first written above. Signed on the day of ATTEST CI"TY SECRETARY 2009 CITY OF PORT AF:THUR BY Signed on the day of ATTES'I~ CONTRACTOR BY 2009 CITY SF,CRI?TARY CITY OF PORT ARTHUR, TEXAS ADVERTISEMENT FOR BIDS NOTICE IS HEREBY GIVEN THAT sealed Bids, addressed to t]he City of Port Arthur, will be received at. the Office of the City Secretary, City Ha11444-4th Street or P. O. Box 1089, Port Arthur, Texas 77641 no later than 3:00 P. NT., March 18, 2009 and all bids received will be opened and read aloud at 3:15 P.IVL, Marchh 18, 2009 in the City Council Chambers, 5th Floor, City Hall, Port Arthur, Texas for certain services briefly described as: JANITORIAL SERVICE FOR THE RECREATION CENTER & J. B. MATTHEWS CENTER MANDATORY PRE-BI:D MEETING IS SCHEDULED FOR 1:00 P.M., THURSDAY, MARCH 12, 2009 AT THE PARKS AND RECREATIONAL BUILDING LOCATED AT 1308 9T" AVENUE, PORT ARTHUR, TEXAS Bids received after closing time will be returned unopened. Copies of the Bid Specifications are on file in the Purchasing Office, 444 4`h Street, Port Arthur, Texas and are open for public inspection without charge or they can be retrieved/down.loaded from the City's ~vebsite: www.portarthur.net The City of Port Arthur reserves the right to reject any and all bids and to waive informalities. /~ ~ ;I L LL is !_. ~~L~i' ~ 'i''`J, Shawria Tubbs Purcha:>ing Manager FIRST PUBLICATION: MARCH 1, 2009 SECOND PUBLICATION: MARCH 8, 2009 CITY OF PORT ARTHUR ADVERTISEMENT FOR BIDS JANITORIAL SERVICE FOR THE RECREATION CENTER BUILDING & J. B. MATTHEW'S CENTER March 1, 2009 CITY OF P013T ARTHUR, TE};AS ADVERTISEMENT FOR BIDS NOTICE IS HEREBY GIVEN THAT sealed Bids, addressed to the ' City of Port Arthur, will be received at the Clffice of t the City Secretairy, City ~ Hall, 444- 4th S1:reet or t P.O. Box 1089, fort Ar- t thur, Texas 77E141 no ~ later than 3:00 P.M., ~ March 18, 2009 and all ~ bids received uvill be ~ opened and read aloud at ~ 3:15 P.M., March 18, ? 2009 in the City Council ? Chambers, 5th Floor, City ~ Hall, Port Arthur, Texas ~ for certain services briefly ~ described as: JANITORIAL SERVICE FOR THE RECREATION CENTER & J.B. MAT- THEWSCENTER ~ MANDATORY PRE-BID ~ MEETING IS SCHED- ~ ULED FOR 1_00 P.M. ~ THURSDAY. MAR H 12 ~ 2009 AT THE PARKS ~ AND RECREATIONAL ~ BUILDING LOCATED AT ~ 1308 9TH AVENUE, ~ PORT ARTHUR, TEXAS ~ Bids, received aftE.r clod } ing time will be returriec ~ unopened. ~ Copies of the Bid Specifi- ~ cations are on file in the ~ Purchasing Office, 444 ~ 4th Street, Port Arthur. ~ Texas and are open fol ~ public inspection without ~ charge or they cars be re• t trieved/downloaded t from the City's website: t t www.portarthur.net t ~ The City of Port Arthur re- . serves the right to reject - any and all bids and to waive informalities. /s/ Shawn< Tu bs Shawna Tubbs Purchasing Manager N OF AOV~ns 'n~vr 8168 ~lOTICE. t^. 'r+~gRli plveH S1tnT, .. donro~ Bltle, AddrOAnnn to IM C9V N Tort )<tli111r, wpl tl tnaaMxl m thn:om6k irw Olly enubltlry: C ttan,'AN• Alh 911'nN o Ro, Bat t~7,.POH Ac mrM. TMmm mas... MMr IbGM1 a~no CtA., March 8, 2009 Cd* Incnhrod n irnlvmMt Ma d~+ ~In b t,nnpnnnd. ~ , . . CoNnn d tho pIn eppnolll-~.:: ~ONlnltn nm NI tlln In thn~ - Pumnmm~p 4fllra, ~1A•t . AIt+ Btrnnt, Pnn ~hd~' ; 'rb%ftP Anti nM P pUblla UnpocOOn without ohnrp~ ~ 1hn7 c~M1 hn rlr ,. trlavotVHawntond~. Nom Ihn Gtyn,ynlSnltn: . yy~,v.pnrinMnir,n~t TI1n CRy o! t'ert,tnMfY M•~ , ~t~ ~ r t0 to ncl~ ,. ~~ nna tcn ltna n tn, Q/MIM NIrINm1~IInP. ..i. . ~~ ~ nn tUEM16~ ~' ~PuraYiralntl NnMgnr March 18, 2009 and all - , bids received will be openu;d and read aloud at . 3:15 P.M., March 18,- , 2009 in the City Council Chambers, 5th Floor, City.. Hall, Port Arthur, Texas for certain services briefly; . described as JANITORIAL SERVICE- - FORTHE RECREATION CENTER & J.B. MAT- , THEWS CENTER - MANDATORY PRE-BID MEETING IS SCHED- ULED FOR 1:00 P.M. THURSDAY. MARCH 1~.- 20~-9-- AT THE PARKS - AN0 RECREATIONAL. BUILDING LOCATED AT- 1308 9TH AVENUE,;. PORT ARTHUR, TEXAS - Bids received after clos- ing 'time will be returned... unopened.. - Cop'ies of the Bid Specifl-. cations are on file in the Purchasing .Office, 444,;_ 4th Street, Port Arthur,,.. Texas and are open for publlic inspection without charge or they can be re- trieved/downloaded from the City's website: vvww.portarthucnet , Thee City of Port Arthur re- serves the right to reject any and all bids and to" waive informalities. /s/ Shawna Tubbs Shawna Tubbs Purchasing Manager DELORIS "BOBBIE" PRINCE, MAYOR JACK CHATtvIAN, JR., MAYOR PRO-TEAR COUNCIL MEMBERS: ELIZABETH "LIZ" SEGLER MORR]S ALI3RIGHT, ]II MARTIN FLOoD JOHN BEARD, JR. ROBERT E. W1LL]AMSON D. KAY WISE THOMAS J. HENDERSON INVITATION TO BID March 2, 2009 Vendors: STEPHEN F1TZCiIBBONS CITY IvU~NAGER TERRI HANKS ACTING CITY SECRETARY MARK T. SOKOLOW CITY ATTORNEY Sealed Bids, subject to the General Instructions, Conditions and Specifications, a:~ provided will t)e addre:ssed to the City ;>ecretary of the City of Port Arthur, Texas in DUPLICATE. Sealed BIDS shall. be receive;d no later than 3:00 p.m. March 18, 2009 at the City Secretary's Office and all bids received will thereafter be opened and read aloud at 3:15 p.m. on March 18, 2009 in the: City (;ouncil Chambers, 5th Floor, City Hall, Port Arthur, Texas for the following: JANITORIAL SERVICE FOR RECREATION CENTER & .. J. B. MATTHEWS CENTER BIDS SHALL BE PLACED IN A SEALED ENVELOPE, with the bidder's namle and address in the upper left hand Conner of the envelope. FACSIMILE TRANSMITTALS SHALL NOT BE ACCEPTED. BIDS MUST BE submitted on the pricing form included for that purpose in this packet and SIGNED BY A PERSON HAVING THE ALJTHORITY TO BIND THE FIRM IN A CONTRACT. MARK ENVELOPE: JANITORIAL Sealed Bids shall be submitted: CITY OF PORT AR'T'HUR CITY SECRETARY P'. O. BOX 1089 PORT ARTHUR, T~. 77641-1089 CITY OF PORT ARTHUR CITY SECRETARY 444 4TH STREET PORT ARTHUR, TX 77640 . ALL BIDS MUST BE RECEIVED IN THE CITY SECRETARY OFFICE BEFORE OPENING DATE AND TIME. ' a~:;s: I Oi i> P.0.130X 1089 • PORT ARTHUR, TEXAS 77641-1089 • 409/983-8115 • FAX 409l~183-8291 E~ids received after the closing time specified will be returned to the bidder unopened. Award v~~ill be made as soon as practicable after opening. To obtain results, or if' you have any questions, please contact Clifton Williams, at (409) 983-8161. T'he City of Port Artlhur reserves the right to 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 Cit~i of Pont Arthur. Sincerely, r~ Shawna Tubbs Purchasing Manager P~'~ ? of t 9 MANDATORY PRE-BID CONFERENCE A Mandatorv Pre-Bid Conference between Representatives of the City of lPort Arthur, Texas and prospective bidders for JANITORIAL SERVICE FOR THE RECREATI0I~I CENTER BUILDING & J. B. MATTHEWS CENTER will be held at the Recreation Center which is located at 1308 9th Avenue, Port Arthur, Texas on Thursday, March 12, 2009 at 1:00 P.M. Tlie 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. No addendum will be issued at this meeting,; but subsequent thereto, the Purchasir.~g Manager, if nece<.~sary, 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 cif the Mandatory Pre-Bid Conference will be rejected and returned unopened to the bidder. Page 3 ~f t R CITY OF PORT ARTHUR GENERAL INFORMATION: NOTE: ht 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. The intent: of this INVITATION TO BID (ITB) is to provide bidders with sufficient information to prepa--e SEALED BIDS IN DUPLICATE for furnishing: JANITORIAL SERVICE FOR RECREATIt)N CEPITER & J. B. M[ATTHEWS CEN'CER. Bids must be in a sealed envelope addressed to the City Secretary, City of Port Arthur, P.O. Box 1089, Port Arthur, Texas 77641. Bids shall be received no later than 3:00 P. M. March 18, 2009. Bid proposal MI:-ST BE SIGNED BY BIDDER. All bids meeting the intent of this request for bid will be considered for award. BIDDERS TAKING EXCEPT:[ON TO THE SPF;CIFICATIONS, OR OFFERING SUBSTITUTIONS, SHALL S'T'ATE 'THESE EXCEPT:[ONS BY ATTACHMENT AS PART OF THE BID. The absence of such a list shall i~adicate that the bidder has not taken exceptions and the City shall hold the bidder responsible to perform in strict accordance with the specifications of tree 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 Ciry of Port Arthur. Bids cannot be altered or amended after submission deadline. Any interlineatic-ns, alteration, or erasure made before opening time must be initialed by the signer of the bid, guaranteeing authenticity. The City reserves the right to~: 1. Rejiect 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 Fort Arthur and whose bid is within 5% of the lowest bid price. The award shall be made to the responsible vendor(s) whose bid is determined. to be lowest offer, taking into consideration the relative irr-portance of price, conformance to specifications acid capability and experience of the contractor. n<,~.a 4 ~F i sz w~~ TERMINOLOGY: "Bid" v:>. "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: No public official shall have interest in this contract, in accordance with Vernon's 'Cexas Code Annotal:ed, Local Government Code Title 5, Subtitle C, Chapter 171. ETHICS: The bidder shall not offer or accept gifts or anything of value nor enter into any business arrangement with any employee, official or agent of the City of Port Arthur. MINIMUM STANDARDS FOR RESPONSIBLE PROSPECTIVE BIDDERS: A prospective bidder must affirmatively demonstrate bidder's responsibility. A prospective bidder must meet the following requirements: 1. Be; able to comply with the required or proposed delivery schedule. 2. Have a satisfactory record of performance. 3. Have a satisfactory record of integrity and ethics. 4. Be; otherwise qualified and eligible to receive an award. 5. Be; engaged in a full time business and can assume liabilities for any performance or warranty service required. 6. The City Council shall not award a contract to a company that is in arrears; in its obligations to the City. 7. No payments shall be made to any person of public moneys under any contract by the City with such pet•son until such person has paid all obligations and debts owed to the City, or has made satisfactory arrangements to pay the same. Any inte+~pretations, 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. Addenda will be mailed to all who are known to have received a copy of the ITB. Offeror's shall acknowledge receipt of all addenda. BONA FIDE BUSINESS THAT CLAIMS THE CITY OF PORT ARTHUR AS ITS PRIN(:IPAL PLACE OF BUSINESS: The official business address (office location and office personnel) shall be a ]Port Arthur address, the principal storage place or facility for the equipment shall be in Port Arthur andlor 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. PRICES: The bidder should show in the proposal both the unit price and total amount, where r<;quired, of each item listed. In the event of error ar discrepancy in the mathematics, the unit price; shall prevail. PURCHASE ORDER: A purchase orde;r(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.: Recreation Cente:r., P. O. Box 108!x, Port Arthur, Texas 77641. Aaoo G `.F 1 R a- PAYMENT: Payment will be made upon receipt of the original invoice and the acceptance of the goods or services b y the City of Port Arthur. SALES T'AX: The City of Fort Arthur is exempt bylaw 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 Fort Arthur, Texas, Jefferson County. COMPLYANCE 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 oaf work therein. 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 iri 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 tlhe City from granting any license, privilege or paying money to any-one owing delinquent taxes, paving assessn-cents or any money to the City until :>uch debts are paid or until satisfactory arrangements for payment t-as beers made. Bidders must complete and sign the AFFIDAVIT included as part of this ITB. CONTRACT: The following will comprise the contract between the City and th.e successful bidder: 1. Agreement 2. Advertisement for Bids 3. Addenda 4. General Information S. Specifications 6. Bid 7. Notice of Award 8. Notice to Proceed OUANTiTIES: 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. All bids will remain in effect for one year. No person has the authority to verbally alter these specifications. Any interpretations, corrections or changes to this ITB and specifications will be made in writing by the Purchasing Division of"the City of Por7t Arthur and sent to each person having a bid package. SHIPPING INFORMATION: All bids are to be F.O.B., City of Port Arthur, Port Arthur, Texz~s 7764() p~~o ~ cF tR INCORPORATION OF PROVISIONS REQUIRED BY LAW• Each provision and clause required by taw 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 iinserted 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 th~~ 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 appazent omission from it of a detailed description concerning any point shall be regarded as meaning that only the best commercial practices am 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 maybe considered more suitable for the purpose involved. In the event of conflicts between the written bid proposal and information obtaine~~d verbally, the vendor is specificalily advised that the vvritten bid proposal will prevail in the determination of the successfiil 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. Questions concerning this I'TB or additional information should be directed to Thad Sanders at (4(19) 983-8166. Pane ? n£ ~ Q 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 oi~the contract by the Contractor, and the City may withhold any payments to the Contractor for t:he 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 writiing to the Contractor. If the Contract is terminated by the City as provided herein, the Contractor will be paid four 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. EXPERIENCE & CAPABILITY: Bidder shall include the following information to describe the experience and capability factors of the company: 1. Number of years in operation. 2. Large;>t project currently in effect with a business. 3. Number of employees currently employed, their job titles, and their job descriptions. 4. Equipment currently own~;d or leased by your company. 5. Be otk~erwise qualified and eligible to receive an award. 6. Other companies that you contracted with. 7. If a company wants to receive the award for more than one group, the company must show that it has the equipment and employees to handle more than one group. RELEASES AND RECEIP'T'S: The City of Port Arthur before making payments, may require the Conhractor 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 prol:ect 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-CO:KTRACTS: 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 al-proval of such agreement. Pace 8 of 18 INSURAlrICE: All insurance must be written by an insurer licensed to conduct business in the State of Texas, unless otherwise permitted by Owner. The Contract shall, at his own expense, purchase, maintain ,and keep in force insurance that will protect against injury and/or damages which may arise ocit of or result from operations under this contract, whether tYte operations be by himself or by any subcontractor ar by anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them maybe liable, of the following types and limits 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 regazdless 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 yeaz limit of $2,000,000 for contracts iri excess of $100,000. 2. Commercial Automobile Liability Insurance (Including owned, nom-owned and hired vehicles coverage's). a. Minimum c~~mbined single limit of $500,000 per occurrence, for• bodily injury and property damage. b. If individual limits are provided, minimum limits are $300,000 I>er 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 dlate and sign and do all other things necessary to complete and make into valid certifcates of insurance and pertaining to the above listed items, and before commencing any of the worl~: 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 fifteE:n (15) days prior written notice has been given to the City of Port Arthur. Contractor shall also file with the City of fort Arthur v~aid 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 vvith the City of Port Arthur not more than ten (10) days after execution of this Contract. Pace 9 of 18 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. TERM OlF CONTRACT : T'he contract will be for one year. The City of Port Arthur has the right to extend the contract two additional one-year periods. P~~4 10 ~f t R JANITORYAL SPECIFYCATIONS FOR RECREATION CENTER AT 1308 9 AVENUE -ESTIMATED SQUARE FOOTAGI(a; -11,500 DAILY - (4 HOURS ONSI'TE, MONDAY -FRIDAY, PREFERABLY 10:01) A.M. - 2:40 P'.M.) Duties of the Porter will include, but are not limited to: General Cleaning & Cleaning related Incidents (spills, breakage, bathroom maintenance) More specifically: 1. RESTROOMS: Clean and supply (soap dispensers, toilet paper, paper towels) all restrooms. Mop restroom flc-ors with hot water andl disinfectant cleaner. Clean and disinfect commodes and urinals, clean the base and outside of commodes and urinals. Clean the walls directly behind toilets and urinals. Clean and polish mirrors, chrome, dispensers, and lavatories. 2. SINKS: All sinks must be cleaned with appropriate cleaner. 3. STORAGE/COFFEE ROOM: Clean storage/coftee room. This will include cleaning table, microwave oven, and coffee pot. 4. CARPET: Vacuum all carpet: areas (entryway). 5. FLOORS-VINYL & CERAMIC TILE: Sweep, then wet Hoop with a disinfectant cleaner, using a CLEAN moh. 6. WOODWORK. WALLS, SWITCH PLATES. & DQORS: Spot clean all walls, switch plates, and doors for dirt marks. 7. CHAIRS: Plastic chairs are 1:o be cleaned with ammonia and water or equal to leave chairs clean but not slippery. Vinyl chairs are to be cleaned with damp cloth. 8. WATER FOUNTAINS: Clean and polish with stainless steel cleaner. 9. WASTE CONTAINERS: ^ All wastebaskets or other waste containers are to be emptied and liners changed. ^ If waste container has gotten dirty, it is to be washed with warm soapy water inside and outside if necessary. 1(1. TRASH ON RECREATION CENTER GROUNDS: Pick up all trash outside of building and in parking lot and place in dumpster. Page 11 of 18 RECREATION CENTER 1308 9TH AVENUE (Continued WEEKL :1~ 1. CARPET• Spot clean carpet. 2. DUSTING: ? ^ Wipe dust off picture frames. ^ Bookcases or shelves will be dusted after cleared of all items by Perks and Recreation staff: 3. FLOORS: Buff all hard finish floors including restrooms, and entrance way, using Franklin's Spray Bufi.'or equal, or as requested by City Representative. 4. REFRIGERATORS: Clean outside. 5. WASTE CONTAINER: All wastebaskets c-r other waste containers are to be cleaned inside and outside. 6. FURNITURE: Dust or polish all :furniture (desk tops if clear of work, tops of bookcases, cabinets, tables, file cabinets, etc.,). Use All States Chemical's Lemon Glo Furniture Polish or equal on wood surfaces. Formica surfaces can be cleaned with the same polish or may be spra}red with Windex: or equal and wiped clean with a CLEAN DAMP CLOTH. Papers, files, or other work items on desk tops are not to be disturbed. Employees ma}~ leave a note requesting special cleaning schedule by stating day desk top will be cleared of papers. 7. WINDOW SILLS & FRAMEWORK LEDGES: Clean with damp cloth. $. GLASS: Clean and polish l;lass doors, glass partitions, and glass in interior doc-rs. 9. GYMNASIUM AND RELATED AREA: ^ Restrooms - a.s previously noted -twice per week. ^ Floors (Hallways and related areas) as previously noted -twice pear week. ^ Floors (Hallways and related areas) -buffing 10. PHONES, CALCULATORSt& TYPEWRITERS: Clean phone instruments, cords, calculators, and typewriters with damp cloth. D3~ti 11 yF 1 R RECREATION CENTER 1308 9~ AVENUE (Continued) MONTHLY 1. VENTS, WALLS, BASEBOARDS, ETC.: Use vacuum cleaner or vacuum duster equipment and pull all dust fronn walls, ceilings, corners of rooms, vents, fan vents, and baseboards. 2. FLOORS: After daily wet mopping, apply one (1) coat of wax to all hard finished floors before buffing. Page 13 of 18 JANITORIAL SPECIFICATIONS FOR J.B. MATTHEWS CENTER_ 748 RANSOM HOWARD ST BI-WEEKLY 1. FURNITURE: Dust or polish all furniture and countertops. Use All States Chemical's Lemon Glo Furniture Polish or equal on wood surfaces. Formica surfaces can be cleaned with the same polish or may be sprayed with Windex or equal and wiped clean with a CLEAN DAMP CLOTH[. 2. RESTROOMS: Clean and supply (soap dispensers, toilet paper, paper towels) all restrooms. Clean and disinfect commodes and urinals, clean the base and outside of commodes. Clean the walls directly behind toilets. Clean and polish mirrors, chrome, dispensers, and lavatories. 3. WOODWORK, WALLS. SWITCH PLATES, & DOORS: Spot clean all walls, switch plates, and doors for dirt mazks. 4. WINDOW SILL & FRAMEWORK LEDGES: Clean with damp cloth all window sills and framework ledges. 5. WASTE CONTAINERS: ^ All wastebaskets or other waste containers are to be emptied and liners changed. • If waste container has gotten dirty, it is to be washed with warm soapy water inside: and outside if necessary. 6. FLOORS - VINS'L & CERAMIC TILE: Sweep, then wet mop with a disinfectant cleaner, using a CLEAN mop. Page 14 of 18 CITY OF PORT ARTHUR BID PROPOSAL DATE: March 18.2009 Bid Proposal For: 3ANITt)RIAL SERVICE FOR RECREATION CENTER ~& J. B. MATTHEWS CENTER The undersigned ~ ~~ ~-1 L~~,~13;.~ry Y~„~~~,,,~~<i CAS ,doing business in the City/Town of ~~~t"-k C~.r-~~~ lr ,submits herewith, in conformity with the General Instructions, Conditions, and Specifications for the i:ollowing Bid: QUOTE 1: Janitorial Conlxactors will supply paper towels, toilet tissue, soap for dispensers, and bio-hazard bags! QUOTE 2: The Recreation Department will supply paper towels, toilet tissue, soap for dispensers, and bio-hazard. bags. OUTLINE OF BID DATA: DOTE 1 DOTE 2 TY UOM DESCRIPTION UNIT COST TOTAL COST UNIT ~ COST ~ TOTAL COST 12 Months Recreation Center $ ~ ,b+5 $~J ~~ ,~rJ $ `- ,~ $''' ~ ~ i~3~J 12 Months J.B. Matthews Center $ L1~~ , ~ b $ 4 ~fJ $ ~O . 4~ $'i = ~ WOR.IC WILL BEGIN AYS AFTER AWARD OF CONTRACT. Receipt of addenda is aclUiowledged: No. 1 Dated ~`~~ ~ ~~~-~ Received ~~ ~ ~~ .~, COMPANY NA ~A a SIC~1` TURF OF IDD>:;R ~ CL ' ~,~~ (PRINT OR TYPE NAME) A~ TITLE STREET ADDRESS ~~.~~~~~ P.O. BOX CITY STATE ZIP AREA CODE TELEPHONE 1V0. Page 15 of 18 BID OPErfiNG DATE: March l8, 2009 CITY OF PORT ARTHUR INSTRUCTIONS TO BIDDER Bidders acre requested to furnish their complete REMIT TO ADDRESS and TAX IDENTIFICATION NUMBER as indicated below: REMIT PAYMENT TO: COMPANY ADDRESS CITY/STATE/ZIP ~ ~/F~ ,~~ SEND PURCI3ASE ORDER TO: COMPANY ADDRESS ~t' •'~~ CITY/STATE/ZIP `~~' - ~ ~~Y, ~ ~~ l ~ ~ ~~~~ - g -~- TAX IDENTIFICATItN NUMBER ~~-' ~4~ ~-y 'J~ ~~~~ Page 16 of 18 AFFIDAVIT All pages in the offeror's bid proposal containing statements, letters, etc. shall be signed lby a duly authorized officer of the company, whose signature is binding on the bid proposal. 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. Further, I agree to pay succeeding debts as they lbecome due during this agreement. I hereb}r 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 hereb~~ certify that I do have outstanding debts with the City of Dort Arthur and agree to enter into an agreement for the payment of said debts. I further agree to pay succeeding debts as they become due. NAME OF OFFEROR: TITLE ~~~ ADDRESS CITY/STATE/Z]:P ~~ ~ ~~ TELEPHONE NUMBER ~_ SIGNATURE STATE ~;xca ~ COUNTY _~ f P f G (''~ 1~l SUBSCRIBED AND SWORN to before me by the above named `~,~- r,° -~h~.{", on this the Ntca~c_h ____ day of ~- , 200_ N RETiJRN THIS AFFIDAVIT AS PART OF THE BID PROPOSAL PATF'iC#A M. LrE lA CONCHA Notary Public, State of Texas r,~y Comml:~sion Expires July 3'I, ?~11 Page 17 of 18 CONFLICT OF INTEREST QUESTIONNAIRE FORM C`IQ For Vendor or other person doing business with local governmental entity This questionnaire reflects than€;es made to the law by H.B. 1491, 80 Leg., Regular Session. This questionnaire is being filed in accordance with Chapter 176, Local Government Code by a person who has a business relationship as defined by Section 176.001 (1-a) with a local governmental entity and the person meets requirements under Section 176.OOfi (a). By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the Ts business day afte;r the date the person becomes aware of facts that require the statement to be filed. See Section 176.006, Local Government Code. A person commits an offense if the person knowingly violates Section 176.006, Local Government Code. An offense; under this section is a Class C misdemeanor. 1, Name of person who has a business relationship with local governmental entity. 2. ~J Check this box if you are filing an update to a previousty filed questionnaire. J (The law requires that: you file an updated completed questionnaire with the appropriate filing authority not later than 7s' business day after the date the originally filed questionnaire becomes incomplete or iitiaccurate.) 3. Name of local a government officer with whom filer has employment or business relationship. Name of Officer This section (item 3 including subparts A, B, C, & D) must be completed for each officer with whom the filer has an employment or other business relationship as defined by Section 176.001 (1-a), Local Government Code. Attach additional pages to this Form CIQ as necessary.. A. Is the local governme;lxt officer named in this section receiving or likely to receive taxable income, other than invesUnent income, from the filer of the questionnaire? Yes , No B. Is the filer of the questionnaire receiving or likely to receive taxable income, other thaii~ investment income, from the filer of the questionnaire? Yes ~~ No t:. Is the filer of this questionnaire employed by a corporation or other ^ Yes ~~ No D. Describe each employment or business relationship with the local government officer named in this section. .__. __1 -~~ 4. 1 ~ r ' oe___ _t«.. «~,a.. . 1... .;rt, th.. nnv~.mmnntal entity TlBiC Page 18 of 18 EXHIBIT C „ ~ , - • t~Ay of Port Arthuri ~ t IvwDeparttnaniJ .~ (Aogvtrod Fcrn$' {7Naa~ tra~oo} ~ ; ~f1F~1100~ '• , .• Ct:l'IT/ftC1tT& OFyTAt11QAR0 FORM ~QNTfuit;TFOti tAN' ~ r QEFgftPM£N7~tiEYtdWAIIlAC177ICGttIYCti.RGENDA ~ s - d ctutifY shot the ¢svpr~ct fhcroltlxtet s:e~od ~o}v s;oNract? titAr<nQ t~ qtt Attaq~od prapaad t:iry covnc7lkcolwtas ,• Nd. t: aq oxael dup»oatr at ~ oF~p-a uo»dxd tam Cankoct foie INfe at wNch tc :lsowt} betosy pravivtaty aPPtwed ~l fire 1.a1r- dt.+pCtkhertt G$tl ~ • 61~ !liot (>ovC bCOO bArd n +r~J~ atl nioastwy Irii~miatlod n t~iursa tt 1or~ a ~1~ C~cp Resoh~on, axcopt ioi tlta - P ~ ~ da.-cr~m1 below. . the IttJa of U~c apptirablc,.tart0avd iatrrt centroct a l } t'cB4ttrlty Fitndod CsusdaucUar. Contraelr HovirCO 1/3Jt?0, 7(9~, t~aD ~ f 1 Mw,•irattors-1fS. funded Cen:Gv Coe~rad,liav]:od 1/5tC0, ]~b,'tg(ryp - t 1 Fcdorol • Paata:slo~ai i3rrrress . F.-satnceri~ Cot~act. AcvL-er1 tt3,100: 3Jt1st jgi0} ]/aa-itu} l } ~t-FWas-1- Prote::taramt~dvleos - R"7"~acru'Q CAnirnC=, ttovlaad 1JS-a0, 51~t4/o}, 7'y4(5Q}, A1ot :...; , . 1 } Ct7t3C • Pratoe :ronai 3Clrvfepa . Engtnenrtnp'Coedr~i, plswteod 7fS~C0, HOC fSto}. 71LOt+~0) •t . ~ ! Fcctorr+t . Paotosatnrwi S'orvi~v.; . N«rt-ngidncrer~3 fteosr,ttAnt} ~Yacl, Aovtacd il~o. s!es15to}. 9/oo(S•tt). • } 1 NarrFoctara! • Ptat~,:laprd Sat+t+cya = Non•Ertginoaring t~~t Cor+traot, goytsnd it.JWs ,S/a9f§tiT}. ' 71C4t~0). ~ ' f l GopG . pretr::tortaJ ear-dee; - titeA•E1SflinotrlnU ICt3rt;ultanlj ~aratrraet,'Aa~i:n3! #t5J40.5105(rjit7). 7107(§0}. t~ tltt~sr Startdwrf Farm Ctrntract, tfc:rnbed a: farrow-.: ` r , 7h,: chwrpc. sya a: {at-aw»: (Pa- an °~• 1n Du ttpproPrioia f 1} . ~ Nantr. ~ . . f J Tha foltpwjtfg de:,crffirid I~eav>;tans ol~thc inrJtCtitod pa0a, sartiun, cic. of the SttuldetdtGNa Jtava~tsaart dolttrd Lor:, snfd cotYlratt: - - Dt;t.Fl7aKS - Paga Nutreucr fi~aCliOri SI pru ra Ha • Whmc ~ 1~ Subsaclton cr adama t'ro,+~ton wcich oa Suhparmflroph No. - ^. Conranc PravL•ien as,d G9p~"' >~aur_ d L7~Stendmd Fo.rr~ ~~1 CoM,i~16 Ptav :ion t)a9c~JptlaA of QekECtt Ptort+ F«m pera tf om Fof~l Prmhtnn l7ntat~rl . , ~~4 I~r .. .. ' • -~ ~• , ~ ' l , ~ • . ~ fi • , t - " ~ . « } ~' .r+~ 1 - 1 2 i"~:ad a/tglsraj ~ ~ ' hQGsOio Oi sW+dOfd >Fota't ~~~, FaOo ~ d~l~0 ~ ~ ~ ~~ p ~ s nt Iltc ~tltralcd pego, soc ~ • • . + ~ ' - ' - +~ * t WrpYga cf ~: ~. RFE. Of fho .~OASIard (4lip f1ltY0 Uti4i31>f~WOa~ . RLTFliR170NS, Mpp1F1CA17t?lt~5, f7EA C Aag4 ~ h capiknri ' ~opo.ftto, 5th 5 a dub ~ f+la, _~~5 X caption„ ~c; 5 of S Nc~~ Canon d CopGcn Uo~t of cdd ibntract 1S7ista • 'C wtYd>, eopieTns f (aY(;jan FOiN1d SiottdnrrJ lags ai on Smnda,d Fenn of • ~ , .',.~ ollerod, ok. . Ganta~~o which 'pr ~~ ~ provhiom ' ---.,.~.__.. 'won ai, ~ ~ f' ' ° s n_ Fns C07a8~von td , jet r" ~ . u ~ .~ . ', . .~ ~ 1 7tic to~oxri~ erns ha`m ~ndn adQad io-sald Contract: ~ . , + -+ ' . Pa,~r, Saot/4ri and CO~Ucn ~ . suh.'oc:fion mind CyFUaI, eic. Af S'aid Can~iacf 34'trlah Co thins Iha Atfdcd Provlsfon and ; ~y c ~ . .. • ~ ~ , ' ~ , t iiC~lt~ CC~~t}+ iJ1Al ~4`f A(Ipt}fC~ ' ~ ' QioposOrf Glr Council Rosaf~tion ~itiains 8tc Jolta~ttfn o n! soht c~tnirnct Is ~ •, t7 W,+~1an. • + . ~ ' >~cast of S~iisdarJ ~or~Ce~~Ffrar~o Of a C,~r Slandotd Fwr-t Corslroat oxcapi lar Pha"cliettge: do:crN~nd in utn • r' ' ~,~. :rartca, and .•dd chong~ ara Ar~TCba caPr o1 s+~steh 1~ pitachOd hsreFe nt~,'t3' held ~C garehY Ltsorpoiflled bye 1+ approved. {~ t~r~~t~ ~O ~ CCf}7~~ 9Mi~ ~o»~~ OIW br ~ ~.1A'M f}Op1K411an1 ~ r01f~0~ ii19d Ot'~t 9 adopifrxl (a+^k~} ca}d ActduNon ~ ~ C {i~trseL_. . i t? + • ,, ,i , . ~, OeP~~TRSt lisad or . . Ats~tani Clijrtrtciiyot + ~ ~ . ' ,~ "\ _ _.,.