HomeMy WebLinkAboutPR 22189: CONTRACT WITH AHC SERVICES FOR JANITORIAL SERVICES City of
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DEPARTMENT OF DEVELOPMENT SERVICES
INTEROFFICE MEMORANDUM
Date: October 7, 2021
To: The Honorable Mayor and City Council
Through: Ronald "Ron" Burton, City Manager
From: Pamela D. Langford, Assistant Cit Manager— Operations/Director of
Development Services eXa.041/4p
RE: P.R. NO. 22189 —A resolution authorizing contract with AHC Services of
Beaumont, Texas for janitorial services.
Introduction:
This Agenda Item intends to request authorization for the City Manager to enter a
contract with AHC Services of Beaumont, Texas to provide janitorial services for the
Development Services Building, located at 300 4th Street, Port Arthur, Texas. AHC
Services was the lowest and most responsive bidder of the two (2) proposals received,
with a budgetary impact of $38,851.24 with an option for carpet cleaning services of
$0.35 per square foot.
Background:
The city advertised for proposals for janitorial services on June 16, 2021, and June 23,
2021. Two (2) vendors responded, with AHC Services of Beaumont, Texas being
scored by a panel consisting of city staff members the lowest and most responsive
bidder.
The vendor also provided pricing for carpet cleaning services at $0.35 per square foot.
Services would be rendered upon request if the need exist.
This contract is for the term of one year without the option of renewal, due to not being
advertised properly.
"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
Budget Impact:
Funding is available in Planning/Other Contractual Services Account: 001-13-031-
5470-00-10-000.
Recommendation:
It is recommended that City Council approve P.R. No. 22189, authorizing the City
Manager to enter a contract with AHC Services of Beaumont, Texas to provide janitorial
services for the Development Services Building, located at 300 4th Street, Port Arthur,
Texas. AHC Services was the lowest and most responsive bidder of the two (2)
proposals received, with a budgetary impact of $38,851.24 with an option for carpet
cleaning services at $0.35 per square foot.
"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. 22189
10/6/2021 PDL
PAGE 1 OF 18
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO
A CONTRACT WITH AHC SERVICES OF BEAUMONT, TEXAS FOR
JANITORIAL SERVICES FOR THE DEVELOPMENT SERVICES
BUILDING, LOCATED AT 300 4TH STREET, WITH AN ANNUAL
PROJECTED BUDGETARY IMPACT OF $38,851.24 AND PROVIDING
FOR CARPET CLEANING SERVICES AT ADDITIONAL COST;
FUNDING AVAILABLE IN PLANNING OTHER CONTRACTUAL
SERVICES ACCOUNT 001-13-031-5470-00-10-000.
WHEREAS, the Development Services Building, located at 300 4th Street, Port
Arthur, Texas, requires daily cleaning in order to maintain a clean, sanitary, and safe
environment for daily city operations; and,
WHEREAS, on June 16, 2021, and June 23. 2021, the city advertised for
proposals to obtain janitorial services for the facility, as delineated in Attachment "A"; and,
WHEREAS, two (2) bids were received for the above referenced contract on July
28, 2021 , and have been evaluated by City Staff, providing AHC Services, of Beaumont,
Texas as the highest rated and most responsive bid, as delineated in Exhibit "B"; and,
WHEREAS, Staff recommends that the City enter into a one (1) year contact with
AHC Services without an option for renewal, as delineated in Exhibit "A"; and,
WHEREAS, AHC Services can provide carpet cleaning services at an additional
cost.
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 a one (1) year
contract for janitorial services for the Development Services Building, located at 300 4th
Street, Port Arthur, Texas, with AHC Services of Beaumont, Texas, with a projected
budgetary impact of $38,851 .24.
P.R. NO.22189
10/6/2021 PDL
PAGE 2 OF 18
That, AHC Services can provide carpet cleaning services at an additional cost of
$0.35 per square foot.
That funding is available in Planning Other Contractual Services Account 001-13-
031-5470-00-10-000.
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 October 2021 A.D., at
a Regular Meeting of the City Council of the City of Port Arthur, Texas by the following
vote: AYES:
Mayor:
Councilmembers:
Noes:
Thurman Bill Bartie, Mayor
ATTEST:
Sherri Bellard, TRMC. City Secretary
APPROVED AS TO FORM:
Valecia "V ' Tizeno, City Y Attorney
P.R.NO. 22189
10/6/2021 PDL
PAGE 3 OF 18
APPROVED FOR ADMINISTRATION:
Fjo�ald "Ron" Bu on, City Map .g=r
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Pamela D. Langford, Assistanftity Manager-Operations/
Director of Planning & Development Services
APPROVED AS FOR AVAILABILITY OF FUNDS:
1<0._,.__ „\ n y
Kandy Daniel, Interim Finance Director
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Clifton Williams, CPPB, purchasing Manager
P.R. NO. 22189
10/6/2021 PDL
PAGE 4 OF 18
EXHIBIT "A"
(CONTRACT/PROPOSAL)
P.R. NO.22189
10/6/2021 PDL
PAGE 5 OF 18
CONTRACT
FOR
JANITORIAL SERVICES
CITY OF PORT ARTHUR
DEVELOPMENT SERVICES BUILDING
300 4TH STREET
THIS AGREEMENT, made this day of October , 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 hereinafter called
"CONTRACTOR".
WITNESSETH: That for and in consideration of the payment terms, conditions and agreements
set forth herein, OWNER and CONTRACTOR agree as follows:
1. The term of this Contract shall be for one(1)year,without an option to renew,from the date
of the Notice to Proceed is issued, unless sooner terminated under the provisions 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 within thirty(30)days written notice.
2. The Contractor shall provide janitorial services as delineated in Attachment"A".
3. During the term of this Contract, the Contractor will furnish at his own expense all of the
materials, supplies, tools, equipment, labor and other services necessary to connection
therewith, excepting those supplies specifically not required of Contractor in the
Specifications.
4. The CONTRACTOR agrees to perform all the work described in the specifications and
contract documents and to comply with the terms in the amount of$38,851.24; and additional
carpet cleaning services at$0.35 per square foot.
5. The term "Contract Documents" means and includes the following:
1) Agreement
2) General Information
3) Specification
4) Addendums
P.R. NO.22189
10/6/2021 PDL
PAGE 6 OF 18
4) Bid
5) Notice of Award
6) 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 written above.
Signed on the day of October 2021.
ATTEST CITY OF PORT ARTHUR
BY
CITY SECRETARY Ronald Burton,
City Manager
Signed on the day of , 2021.
WITNESS: AHC SERVICES, BEAUMONT, TEXAS
BY:
PRINT NAME: PRINT NAME:
TITLE:
P.R. NO.22189
10/6/2021 PDL
PAGE 7 OF 18
ATTACHMENT "A"
City of Port Arthur
Request for Proposals
Janitorial Service for the Development Services Building
OBJECTIVE:
The intent of this Request for Proposal (RFP) is to obtain the services of a qualified contractor to
perform Janitorial Services for the City of Port Arthur Development Services Building located at
300 461 Street. 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
location(s) 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 year with the option to renew for up to two (2) additional
12—month periods.
AREAS TO BE CLEANED:
300 4th Street—Development Services Building (i.e., one-story), including all restrooms (men and
women), break room and kitchenette area, conference rooms, and nooks.
SOUARE FOOTAGE:
The area to be cleaned is approximately 14,192 square feet of floor space, consisting of various
types of flooring, wall, and door and window material.
EMPLOYEES:
One(1) Supervisor will be on the job at ALL times when Contractor's employees are working. The
supervisor's and employees' names and telephone number and supervisor's pager number/cell
phone, if applicable, must be submitted before the contract begins.
Contractor shall supply sufficient employees to maintain the buildings as required in these
specifications. Personnel performing work under this contract shall be direct employees of the
Contractor. The Contractor must ensure that all personnel assigned to this work site have at least
one year's experience in the janitorial services industry, either with the contractor or another
janitorial company. Should the maintenance of the building deteriorate, the Contractor will be
notified,in writing,and steps shall be taken by the Contractor to correct all problems. If the situation
Page 5 of 27
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.
Employees must be physically and mentally capable of operating cleaning equipment and carrying
the workload.
Employees and/or custodians must be able to effectively communicate the English language both
orally and in writing.
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 three (3) 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,
Page 6 of 27
fixtures or furnishings subsequently damaged by the contractor's employees shall be replaced or
repaired to original condition, at no cost to the city.
The contractor shall obtain and maintain in effect throughout the duration of this contact, all
insurance required by the City of Port Arthur
SUPPLIES FURNISHED BY CONTRACTOR:
Contractor shall furnish all materials and equipment including, but not limited to, cleaners, bowl
cleaner, wax remover and wax, dust mops, damp mops, brooms, buffer, vacuum cleaners, cloths,
furnish polish and anything else pertaining to cleaning as well as white plastic liners for trash
wastebasket containers.
PRODUCT RESTRICTIONS:
ENDUST is not to be used at any time for any reason in the City Hall or City Hall Annex
buildings—NO EXCEPTIONS.
No harsh cleaners shall be used on wallpaper or vinyl walls.
Do not use furniture polish on any metal surface.
PRODUCT REQUIREMENTS:
Johnson's Over and Under(or equal)
Johnson's Step Ahead (or equal)
All States Chemical's Lemon Glo Furniture Polish (or equal)
Liquid Gold (or equal)
Franklin's Spray Buff(or equal)
Franklin's Disappear(or equal)
NOTE: THE BURDEN OF PROOF PERTAINING TO EQUAL PRODUCT QUALITY OF
REQUESTED MATERIALS SHALL BE THE RESPONSIBILITY OF THE CONTRACTOR.
The following definitions of terms shall be used in evaluating Janitorial services:
Dusting-A properly dusted surface shall be free of all dirt and dust,dust streaks,lint,and cobwebs.
Dusting shall be completed before vacuuming, sweeping/dust mopping.
Sweeping/dust mopping- A properly swept or dust mopped floor shall be free of all dirt, grit, lint
and debris.
Vacuuming-A properly vacuumed carpet or floor shall be free of all dirt, dust, grit, lint and debris.
All spots or stains shall be removed by the spot cleaning methods. The machine used to vacuum
shall have adequate suction to lift dirt, grit and debris from the base of the carpet nap (3.5.amps or
greater).All stains shall be removed immediately with an approved carpet cleaning solution in such
a manner as to not leave rings or discoloration.
Wet mopping - A properly wet mopped floor shall be free of all dirt, dust, grit, and debris. Fresh
water, to which odorless detergent or cleaning agent has been added, shall be used with a sponge-
type mop to removes all dirt and marks. Most of the water shall be squeezed from the mop prior to
its application to the floor surface,to prevent free-flowing water from being applied to the floor.
Page 7 of 27
Damp mopping-A properly damp mopped floor shall be free of all dirt,dust,grit,marks and debris.
Fresh water, to which an odorless detergent or cleaning agent has been added, shall be used with a
sponge-type mop to remove all dirt and marks. Most water shall be squeezed from the mop prior to
its application to the floor surface, to prevent free-flowing water from being applied to the floor.
Glass cleaning-A properly cleaned glass/mirror surface shall be free of streaks dust film,deposits,
debris, and stains shall have a uniformly bright appearance. All adjacent surfaces shall be wiped
clean. Glass windows, doors and walls shall be cleaned both sides.
Floor waxing, buffing- A properly waxed and /or buffed floor shall be free of dirt, dust marks,
streaks, debris, built —up wax, and standing waters, and shall have a uniformly bright, lustrous
appearance
Sinks water fountain cleaning—these fixtures and their hardware, when properly cleaned, shall be
free of all deposits, stains, streaks, film, and debris and shall be dry polished to a uniformly bright
appearance.
Plumbing fixture, restroom stall, wall, floor cleaning- these restroom surface, when properly
cleaned, shall be free of all deposits, stains, streaks, film, odor, debris, and germs.
CONTRACTOR SHALL PERFORM THE FOLLOWING SPECIFIC ITEMS OF WORK
UNDER THIS CONTRACT: (City Representative may request additional cleaning if needed)
DAILY SERVICES—FIVE(5) TIMES PER WEEK(MONDAY THROUGH FRIDAY):
Do not move any furniture or items other chairs and trash cans.
All floor surfaces will be swept.
All floors will be cleaned by damp CLEAN mop and rinsing with a disinfecting cleaner.
All scuff marks will be cleaned.
*All Trash receptacles will be emptied, disinfected and lined. Provide/replace trash can liners as
required. Trash can liners shall be replaced weekly at a minimum, or when they become stained,
soiled, or torn. Dispose of trash in outside dumpster provided by the city.
Clean all furniture to include desks,tables, chairs, file cabinets, bookshelves and telephones,taking
care not to disturb papers left on desks.
Drinking fountains will be cleaned and disinfected and all exposed metal shall be polished and kept
free of foreign matter. Clean, dry polish all drinking water fountains with non-abrasive, odorless
cleaner.
All glass doors and glass panels will be cleaned to remove smudges and fingerprints.
Mats and runners will be thoroughly vacuumed and kept clean.
Any tiled landings to be cleaned in the same manner as tile floors.
Page 8of27
A damp cloth to be used to wipe down handrails, switch plates and partitions.
Clean and dry polish all glass doors and or glass partitions.
Vacuum all carpeted areas floor surfaces, remove spots as needed with the approved spot cleaners.
Clean countertops, sinks, tables in kitchen and break room areas. Clean/dust surfaces of cabinets,
appliances, and chairs. Cleaning tools (sponges, brushes etc.)used in kitchen and break room areas
shall be used only in this area and shall not be used in any other area. Cleaning tools for kitchen and
break areas will have a different color for items to be used.
DAILY SERVICES—RESTROOM—FIVE(5) TIMES PER WEEK(MONDAY THROUGH
FRIDAY)
All restroom fixtures, including sinks, toilet bowls, toilet seats and urinals, will be scoured and
disinfected and kept free of scales at all times.
All toilet seats will be disinfected top to bottom.
All bright metal accessories, including hardware on plumbing fixtures, partitions and dispensing
accessories shall be cleaned and polished.
All Soap,towel, and tissue dispensers will be filled nightly.
Clean all mirrors.
Restroom walls and partitions will be kept clean and free of spots, smudges and foreign matter.
Restroom floors will be cleaned by damp CLEAN mop and rinsing with a disinfecting cleaner.
SERVICES THAT ARE ONLY DONE ON MONDAYS AND FRIDAYS
Clean and dry polish lobby 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.
Clean non-wood walls/partitions, wallpaper and vinyl walls.
Page 9 of 27
CARPET
All carpets to be shampooed within the first three (3)weeks of contract.
*After initial shampooing, carpets are to be shampooed a minimum of every three (3) months or
additionally as needed.
YEARLY SCHEDULE
Vinyl walls shall be cleaned with an approved cleaner to remove dirt. This shall be completed within
the first three (3) months of each new contract starting date. No harsh cleaners shall be used on
wallpaper or vinyl walls.
Liquid Gold or equal product to be applied to all paneled walls and wood doors and wiped down
with a soft CLEAN cloth once a year. This shall be accomplished within the first three (3) months
of each new contract starting date.
Liquid Gold or equal product must not be sprayed onto walls/doors due to safety hazard.
ADDITIONAL FLOOR WAXING
This service is only when the City requests it. 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 terrazzo 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 10 of 27
P.R.NO.22189
10/6/2021 PDL
PAGE 11 OF 14
EXHIBIT Li BY,
O
di i Ill 1h P . .
AHC Services
H.U.B. 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, and Auto Policy
In preparing your bid we have also taken in consideration our 50 years of experience in
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, toolbox 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 ae 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 Development Services Building. You can contact me at
anna@ahcservices.net or my direct line 409-781-5500. Again, thank you for the opportunity and
• •ur ti -. . - are looking forward to working with you all soon.
W..' t .rds,
. , 14 fr
' esident
AHC Services
H.U.B.Certified Cleaning Company
Your cleaning and Lebo'ser.;cgs C1:oea5
Staffing and Employee Responsibilities
AHC Services has a multi-level management plan for your facilities.This plan will ensure that there
is an open line of communication between the City of Port Arthur and AHC Services,which ensures
prompt service from the corporate level all the way to the local facilities.This communicative
relationship creates a culture that is safe, efficient,and maintains a superior level of cleanliness.
Below you will find the staff and their intended roles:
Support Staff: 6 Employees
• 5 General Cleaners- (Monday-Friday from 5:OOpm-8:OOpm)
• 1 Working Supervisor
General Cleaners:
The execution of the daily cleaning will be performed by the general cleaners on staff. The buildings
will be divided into zones for each employee to have an area of responsibility. Necessary equipment
and supplies will be maintained in each building to allow leaning to begin immediately upon entry.
General cleaners'duties will perform all cleaning tasks including restocking and refreshing
restrooms, kitchens,break areas,and high traffic areas listed in the provided janitorial services scope
of work. Upon the start of the contract,a survey will be made on the floors,and a floor care
schedule will be created in order to carpet dean within the first three months of service and plan to
clean every 3 months.
Working Supervisor:
• Supervising the day-to-day operations including communication with staff and ordering supplies
and equipment.
• Support staff with cleaning per scope of work.
• Serves as the liaison between the City of Port Arthur and AHC Services.Also updates the
communication log and responds to verbal requests and emails in a timely manner.
• Manages the scheduling and planning for special projects (Ex. strip/waxing of floors,
presentation set-ups, or additional requests.)
• Oversees and implements onsite rules and regulations, conducts weekly toolbox safety meetings,
and provides training on proper dilution and disposal of cleaning chemicals
• Fields complaints or concerns and ensures that they are handled in a timely manner.
• Maintains the inventory and controls the ordering of supplies.
• Performs vehicle inspection,maintenance,and leaning.
• Routinely insures quality assurance,conducts inspections, and provides consistent training to the
staff.
• On call 24 hours a day 7 days per week.
Operational Manager
• The Operational Manager will oversee the working supervisor. The operational manager will
work in conjunction with the Area director to ensure that all requests or concerns are addressed in a
timely manner. The operational manager controls any staffing issues,including maintaining the
necessary training logs.
Area Director
• The area director will build a personal relationship with the City of Port Arthur. The area,
director will make monthly scheduled visits,as well as conduct impromptu inspection visits of the
facility to insure quality control. The area director will also be in constant contact with the working
supervisor to maintain a complete understanding of the daily operations,and to help facilitate any
specific needs that may arise. They will also have a direct line of communication with the contract
administrator,purchasing manager,plant manager,and administrative staff.
In AHC Services'years of experience in the Industrial Industry, there a few key components that we
apply to every job to ensure quality control. Our staff is handpicked based on experience,which
must include extensive knowledge as a general cleaner. All AHC Services staff possess the core
company values: Integrity,experience,superior standards, and consistent performance. AHC
Services is continually striving to improve-our process and quality of service.
Our managers and supervisors will regularly visit the site after the contract has been implemented.
These proactive visits will help keep us at the forefront of any issues. AHC Services staff is trained
to report any issues (i.e. plumbing,lighting, etc.) by placing it in the communication log and
reporting it to the working supervisor nightly. The site manager will handle any issues within the
scope of the contract,immediately communicate the event to the City of Port Arthur. contact via
email, or submit a work order.
If City of Port Arthur has a special request, comment, or complaint, these can be relayed to AHC
Services working supervisor either verbally,by email,or call our 24/7 help desk at 1-800-274-8464.
APPENDIX A
INVITATION TO BID
CITY OF PORT ARTHUR,TEXAS
BID SHEET
BID FOR: JANITORIAL SERVICES FOR THE DEVELOPMENT SERVICES BUILDING
BID DUE DATE:JULY 21,2021
OTY UOM DESCRIPTION UNIT COST TOTAL COST
12 Months Janitorial Service $3,072.02 $36,864.24
City Hall and Annex Building
SF Additional Floor Waxing $ .48 per square foot
Janitorial Services to also
include stripping, buffing
and re-waxing all tile
andconcrete floors
Upon Request
SF Additional Carpet Cleaning $ .35 per square foot
Upon Request
EA One time Deep Clean S 1,987.00
Al-IC Services, LLC 4605 Washington Blvd. STE. B
COMPANY NAME STREET ADDRESS
1 �
., A AN. PO Box 22979
SIGNA ' : • . B�TDDE'_ P.O. BOX
Anna Childs Beaumont, TX 77720
PRINT OR TYPE NAME CITY STATE ZIP
President (409) 842-5504
TITLE AREA CODE TELEPHONE NO
anna@ahcservices.net (409) 842-4441
EMAIL FAX NO.
• City of -CITY OF PORT ARTHUR,TEXAS
rlrr rtiz; ADDENDUM NO. ONE (1)
Texas
July 6, 2021
BID FOR: JANITORIAL SERVICE FOR DEVELOPMENT SERVICES BUILDING
The following clarifications, amendments, deletions, additions, revision and/or modifications are made a part of
the contract documents and change the original documents only in the manner and to the extent hereinafter
stated and shall be incorporated in the contract documents.
Provisions of this addendum shall take precedence over requirements of the original contract documents and all
BIDDERS ARE REQUESTED TO ACKNOWLEDGE SAID PROVISIONS IN THE SUBMISSION OF
THEIR BID.
Addendum as follows
1. DEADLINE: Sealed proposal submittals must be received and time stamped by 3:00p.m., Central
Standard Time, Wednesday, July 21, 2021. (The clock located in the City Secretary's office will be
the official time.) All proposals received will be read aloud at 3:15p.m. on Wednesday, July 21, 2021.
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.
2. Contract will be for one year only. Contract will begin October 1, 2021.
3. Remove the following from the specifications.
"All janitorial services including stripping and re- waxing with three (3) coats of wax every three (3)
months."
Attached is Revised Bid Sheet.
If you have any questions, please contact the Purchasing Division at 409-983-8160.
NOTE: ALL PAGES OF ADDENDA MUST BE SIGNED AND SUBMITTED WITH YOUR BID
DOCUMENTS.
Clifton Williams
Clifton W. i.. s, CPPB
Purchas. g . -ge �•
07/20/2021
Signa - .f Proposer Date
AHC Services, LLC
Company Vendor Name
APPENDIX B
LETTER OF INTEREST
RFP —Janitorial Service for the Development Services Building
Deadline: July 7, 2021
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 the City of Port Arthur Development Services Building. Enclosed,
and by this reference incorporated herein and made a part of this RFP, are the following:
❖ Bid Sheet
• Completed RFP Letter of Interest Form
• Completed Affidavit
❖ Completed Conflict of Interest Form
❖ Non Collusion Affidavit
❖ SB 252
❖ House Bill 89
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 es, LLC 07/20/2021
Firm Na Date
President
Authorize Si ature Title
Anna Childs (409) 781-5500
Name (please print) Telephone
anna@ahcservices.net
Email
Page 21 of 27
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:
AC 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.
AC 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.
AC 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.
C Servic s, C 07/20/2021
Fir me is\ Date
President
Au hor ignature Title
Anna Childs (409) 781-5500
Name (please print) Telephone
anna@ahcservices.net
Email
STATE: Texas
COUNTY: Jefferson
SUBSCRIBED AND SWORN to before me by the above named Anna Childs
on this the 20t day of J , 2021
1 / &/ ,4
Notary Public
RETURN THIS AFFIDAVIT AS PART OF THE BID PROPOSAL
• , :F: :: MICHELLE LEBLANC
- _. My Notary ID#124045915
'''t..K: Expires November 16,2021
Page 22 of 27 Id
APPENDIX D
CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ
For vendor doing business with local governmental entity
This questionnaire reflects changes made to the law by H.B.23, 84th Leg.,Regular Session. OFFICE USE ONLY
This questionnaire is being filed in accordance with Chapter 178,Local Government Code,by a vendor who Date Rocenved
has a business relationship as defined by Section 178.001(1-a)with a local governmental entity and the
vendor meets requirements under Section 178.006(a).
By law this questionnaire must be filed with the records administrator of the local governmental entity not later
than the 7th business day after the date the vendor becomes aware of fact that require the statement b be
fled. See Section 176.006ia•1),Local Government Code.
A vendor commits an offense if the vendor knowingly violates Section 178.008,Local Government Code.An
offense under this section is a misdemeanor.
_I Name of
v ndor who has a business relationship with local governmental entity.
Nk
J nCheck 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 relationship described. Attach additional pages to this Form
CIO as necessary.
A. Is the local government officer or a family member of the officer receiving or likely to receive taxable income,
other than investment income,from the vendor?
n Yes n No
B. Is the vendor receiving or likely to receive taxable income,other than investment income,from or at the direction
of the local government officer or a family member of the officer AND the taxable income is not received from the
local governmental entity?
n Yes I No
J Describe each employment or business relationship that the vendor named in Section 1 maintains with a corporation or
other business entity with respect to which the local government officer serves as an officer or director,or holds an
ownership interest of one percent or more.
J
El
Check this box if the vendor has given the local government officer or afamily member of the officer one or more gifts
as described in Section 176.003(a)(2)(8), excluding gifts descrbed in Section 176.003(a-1).
J
Signature c`verdor doing bt;si lesswith the governmental ar,�^/ Dora
Form provided by Texas Ethics Commission www.ethics.stale.tx.us Revised 11.3012015
Page 23 of 27
CONFLICT OF INTEREST QUESTIONNAIRE
For vendor doing business with local governmental entity
Acomplete copy of Chapter 176 of the Local Government Code may be found at http://www.statutes.legis.state.tx.us/
Docs/LG/htm/LG.176.htm.For easy reference,below are some of the sections cited on this form.
Local Government Code§176.001(1-a):'Business relationship'means a connection between two or more parties
based on commercial activity of one of the parties. The term does not include a connection based on:
(A) a transaction that is subject to rate or fee regulation by a federal,state,or local governmental entity or an
agency of a federal,state,or local governmental entity;
(B) a transaction conducted at a price and subject to terms available to the public;or
(C) a purchase or lease of goods or services from a person that is chartered by a state or federal agency and
that is subject to regular examination by,and reporting to,that agency.
Local Government Code§176.003(a)(2)(A)and(B):
(a) A local government officer shall file a conflicts disclosure statement with respect to a vendor if:
(2) the vendor:
(A) has an employment or other business relationship with the local government officer or a
family member of the officer that results in the officer or family member receiving taxable
income,other than investment income, that exceeds$2,500 during the 12-month period
preceding the date that the officer becomes aware that
(i) a contract between the local governmental entity and vendor has been executed;
or
(ii) the local governmental entity is considering entering into a contract with the
vendor,
(B) has given to the local government officer or a family member of the officer one or more gifts
that have an aggregate value of more than$100 in the 12-month period preceding the date the
officer becomes aware that:
(i) a contract between the local governmental entity and vendor has been executed;or
(ii) the local governmental entity is considering entering into a contract with the vendor.
Local Government Code§176.006(a)and(a-1)
(a) Avendor shall file a completed conflict of interest questionnaire if the vendor has a business relationship
with a local governmental entity and:
(1) has an employment or other business relationship with a local government officer of that local
governmental entity,or a family member of the officer,described by Section 176.003(a)(2)(A);
(2) has given a local government officer of that local governmental entity,or a family member of the
officer,one or more gifts with the aggregate value specified by Section 176.003(a)(2)(B),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 ciscussions or negotiations to enter into a contract with the local governmental
entity;or
(B) submits to the local governmental entity an application,response to a request for proposals
or bids,correspondence, or another writing related to a potential contract with the local
governmental entity:or
(2) the date the vendor becomes aware:
(A) of an employment or other business relationship with a local government officer,or a
family member of the officer,described by Subsection(a):
(B) that the vendor has given one or more gifts described by Subsection(a):or
(C) of a family relationship with a local government officer.
Form provided by Texas Ethics Commission www.ethics.state.tx.us Revised 11130/2015
Page 24 of 27
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 anc subrnission of t -s bid proposal.
r,
Signature:
Printed Name: Ann Childs
Title: resident
Company: AHC Services, LLC
Date: 07/20/2021
SUBSCRIBED and sworn to before me the undersigned authority by Anna Childs the
President of, AHC Services, LLC on behalf of said bidder. .
Notary Public in and for the
State of Texas
My commission expires: U Its :DC I
MIC!iELLE LEBLgNC
..?� My Notary ID#124045915
Expires Novsmber 16,2021 I
Page 25 of 27 �"i""
APPENDIX F
SB 252
CHAPTER 2252 CERTIFICATION
I, Anna Childs ,the undersigned an representative
of AHC Services,LLC
(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.
Anna Childs
Name o o •an • - tative (Print)
IPP
Signatu - o ompany Representative
7/20/2021
Date
Page 26 of 27
APPENDIX G
House Bill 89 Verification
I, Anna Childs (Person name), the undersigned
representative (hereafter referred to as "Representative") of
AHC Services, LLC (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.
(1 )
SIGN TU REP ENTATIVE
SUBSCRIBED AND SWORN TO BEFORE ME, the undersigned authority, on this
day of c-. , 201 .
\....git(
dd 112, CZ---C-
Notary Public
:..'' , MICHELLELEBLANC
(i 7ri: MY Nary ID#124045915
"..Z ^' Expires November 16,2021
x
Page 27 of 27
P.R.NO.22189
10/6/2021 PDL
PAGE 15 OF 18
EXHIBIT " B"
(Bid Tabulation)
P.R.NO.22189
10)6/2021 PDL
PAGE 12 OF 14
CITY OF PORT ARTHUR TEXAS
Bid Tabulation
Request for Proposal
Janitorial Services for The Development Services Building
Opening:July 28,2021
Bid Location: City Hall,5t6 Floor Council Chambers
P2 I-052
Firm Name Location
Diamond Shine Building Service% Port Arthur,1
ANC Services Beaumont. 1
lei* /q& Jon—i c i''ea 8'321
t Wanda Scypton-Goudeaus,Purchasing Assistant Dace
Li I. \\ \
*IfIttitifit7
rth u r
"6'77
P.R.NO.22189
10/6/2021 PDL
PAGE 13 OF 14
City of Port Arthur
Janitorial Services for The Development Services Building
Agenda Totals
P21-052
Diamond Shine
%%eight ANC Building Services
Beaumont. TV Vederland. TV
Experience 160 148 143
Project Approach 140 127 123
References 60 55 57
Pricing 40 40 22
Total 400 370 345
•
Yolanda Scypte-Goudeacx 9/22/21 Energy
Yolanda Scvpion-Goudeaux,Purchasing Assistant City of City
14)
ort rthur
Texas
P.R.NO. 22189
10/6/2021 PDL
PAGE 14 OF 14
CITY'OF PORT ARTHUR TEXAS
Bid Tabulation
art rth u _ .lanitorial Sers ices for City Hall&Annex Building
TOW Bid Opening Jul,28,2021
Bid Location:('it7 !tall,5"floor Conference Room
P21-052
Name of Bidders
ARC Services Diamond Shine Building Services
Beaumont, TX Nederland, TX
QTY UOM Description Unit Cost Total Cost Unit Cost Total Cost
Janitorial for
12 MTHS City Hall&
Annex $3,072.02 $36,864.24 $4,056.00 $48,672.00
Additional
1 SF Carpet Cleaning
Upon Request $0.35 $0.42
One Time Deep Clean $1,987.00 $3,156.72
Yolanda:Scgion—GOcrdeacrx 8/3/2021
Yolanda Scypion-Goudcaux.Purchasing Assistant Date