HomeMy WebLinkAboutPR 22372: ONE YER CONTRACT WITH DIAMOND SHINE BUILDING SERVICE FOR JANITORIAL SERVICES City of
or r rthur
Texas
www.PortArthurTx.gov
INTEROFFICE MEMORANDUM
Date: (January 31, 2022)
To: The Honorable Mayor and City Council
Through: Ron Burton, City Manager
From: (Judith Smith, Director of Health Services)
RE: (P. R#22372)
Introduction:
The intent of this Agenda Item is to seek the City Council's approval for the City Manager to authorize
the one (1)year contract with Diamond Shine Building Service of Buna,Texas for janitorial services for
the Health Department.
Background:
Diamond Shine Building Service has provided the high level of cleaning that is needed for the Health
Department for the last three years, and after four(4)proposals, the committee chose Diamond Shine
as the most responsible bidder.
Budget Impact:
Funds are budgeted in the FY 2022 Health Department's Other Contractual Account# 001-23-061-
5470-00-50-000.
Recommendation:
The intent of this Agenda Item is to seek the City Council's approval for the City Manager to enter into
a one(1)year contract with Diamond Shine Building Service of Buna,Texas for janitorial services for the
Health Department. P.R.No. 22372.
"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. 22372
01/31/2022 js
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A
CONTRACT WITH DIAMOND SHINE BUILDING SERVICE OF BUNA, TEXAS
FOR JANITORIAL SERVICES FOR THE HEALTH DEPARTMENT IN THE
NOT TO EXCEED AMOUNT OF $68,472.00; FUNDS BUDGETED IN THE
HEALTH DEPARTMENT OTHER CONTRACTUAL ACCOUNT 001-23-061-
5470-50-000
WHEREAS,the City advertised for proposals for Janitorial Services for the Health Department
in the Port Arthur News on November 19, 2021 and November 26,2021; and
WHEREAS,the City received four(4)proposals; and
WHEREAS,a committee of staff evaluated and ranked the proposals and Diamond Shine
Building Service of Buna,Texas was determined to be the most responsive proposal.(See Matrix
attached as Exhibit"A"); and
WHEREAS,the contract is one year with the option to renew for two additional one-year
periods; now,therefore
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR:
THAT,the City Council of the City of Port Arthur hereby approves the contract with Diamond
Shine Building Service of Buna,Texas for Janitorial Services at the Health Department in the
not to exceed amount of$68.472.00; and
THAT, the City Manager is hereby authorized to execute the one-year contract with
Diamond Shine Building Service of Buna,Texas for janitorial services for the Health Department, with
the option to renew for two (2) additional one-year periods, in a not to exceed amount of$68,472, in
substantially the same form as attached hereto as Exhibit"B";and
THAT, funding is available in the Health Department's Other Contractual Account 001-23-061-
5470-50-000, and
THAT,a copy of the caption of this Resolution be spread upon the Minutes of the City
Council.
P.R. No. 22372
O 1/31/2022 j s
READ, ADOPTED AND APPROVED on this day of February 2022 at a Regular
Meeting of the City Council of the City of Port Arthur,Texas, by the following vote:
AYES: Mayor:
Councilmembers:
NOES:
Thurman Bartie, Mayor
ATTEST:
Sherri Bellard, City Secretary
APPROVED AS TO FORM:
al Tizeno, ity Attorney
APPROVED FOR ADMINISTRATION:
Judith Smith, Health Director Ron Burton,City Manager
APPROVED AS TO AVAILABILITY OF FUNDS:
1�'�
Kandy Daniel, ItYterim Finance Director Clifton Williams, CPPB
Purchasing Manager
EXHIBIT "A"
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EXHIBIT "B "
JANITORIAL SERVICES FOR UTILITY SERVICE CENTER
THIS AGREEMENT, made this day of , 2022, by and
between the City of Port Arthur, a municipal corporation organized under the laws of the
State of Texas, hereinafter called "OWNER" or "CITY" and Diamond Shine Building
Service 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 the Notice to Proceed,
with an option to renew for two 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 his own expense all of
the materials, supplies, tools, equipment, labor and other services necessary in
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 $5,706.00 per month
Additional Carpet Cleaning $0.35 per square foot
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.
Signed on the day of , 2022.
ATTEST: CITY OF PORT ARTHUR
BY:
Sherri Bellard, City Secretary Ronald Burton, City Manager
Signed on the day of , 2022.
WITNESS DIAMOND SHINE
BY:
Print Name: Print Name:
Title: Title:
-CITY OF PORT ARTHUR,TEXAS
or( rTh '-- ADDENDUM NO. TWO (2)
December 14, 2021
BID FOR: JANITORIAL SERVICE AT HEALTH DEPARTMENT
The following clarifications, amendments, deletions, additions, revision and/or modifications are made a part of
the contract documents and change the original documents only in the manner and to the extent hereinafter
stated and shall be incorporated in the contract documents.
Provisions of this addendum shall take precedence over requirements of the original contract documents and all
BIDDERS ARE REQUESTED TO ACKNOWLEDGE SAID PROVISIONS IN THE SUBMISSION OF
THEIR BID.
Addendum as follows
1. DEADLINE: Sealed Bid submittals must be received and time stamped by 3:00 p.m., Central
Standard Time, Friday, December 17, 2021. (The clock located in the City Secretary's office will be
the official time.) All bids received will be read aloud at 3:15 p.m. on Friday, December 17, 2021 in
the City Council Chambers, City Hall, 5th Floor, Port Arthur, TX. You are invited to attend.
2. Health Department is responsible for scheduling meeting at the beginning of each month with
supervisors to update monthly activities. Supervisors must attend these monthly schedules meetings.
They may be in person or video chat. That determination will be made by the City Health Department
when scheduling.
3. One person on the shift working must be able to speak English clearly.
4. No children on property.
5. There must be a meeting prior to the first day work.
6. FLOORS:
Wax floors within lst 3 month. Buff all tile areas including restrooms, Wax floor annually and buff
quarterly.
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.
G{2li0,x.�
Clift Williams, CPPB
Purchasing Manager
12/14/2012
Signature of Pr...ser Date
Diamond Shine_fluilding Service
Company Vendor Name
cm nj
-CITY OF PORT ARTHUR,TEXAS
i k,
i
di
url rrhUrr''- ADDENDUM NO. ONE (1)
�e LU
December 7, 2021
BID FOR: JANITORIAL SERVICE AT HEALTH DEPARTMENT
The following clarifications, amendments, deletions, additions, revision and/or modifications are made a part of
the contract documents and change the original documents only in the manner and to the extent hereinafter
stated and shall be incorporated in the contract documents.
Provisions of this addendum shall take precedence over requirements of the original contract documents and all
BIDDERS ARE REQUESTED TO ACKNOWLEDGE SAID PROVISIONS IN THE SUBMISSION OF
THEIR BID.
Addendum as follows
1. DEADLINE: Sealed Bid submittals must be received and time stamped by 3:00 p.m., Central
Standard Time, Wednesday, December 15, 2021. (The clock located in the City Secretary's office
will be the official time.) All bids received will be read aloud at 3:15 p.m. on Wednesday, December
15, 2021 in the City Council Chambers, City Hall, 5th Floor, Port Arthur, TX. You are invited to attend.
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.
C
Cli n Williams, CPPB
Purchasing Manager
12/09/2021
Signature of P poser Date
Diamond Shine Building Service
Company Vendor Name
THURMAN BILL BARTIE,MAYOR RONALD BURTON
DONALD FRANK,SR.,MAYOR PRO TEM City of CITY MANAGER
COUNCIL MEMBERS: 11% SHERRI BELLARD,
TRMC
INGRID HOLMES n r t rt Ir CITY SECRETARY
CAL JONES
THOMAS KINLAW III Texas VAL TIZENO
KENNETH MARKS CITY ATTORNEY
CHARLOTTE MOSES
November 29,2021
REQUEST FOR PROPOSAL
JANITORIAL SERVICE FOR HEALTH DEPARTMENT
DEADLINE: Sealed proposal submittals must be received and time stamped by 3:00 p.m.,Central
Standard Time,Wednesday,December 8,2021. (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 8, 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.
MARK ENVELOPE: P22-015
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 writinj to:
City of Port Arthur,TX
Clifton Williams, Acting Purchasing Manager
P.O. Box 1089
Port Arthur, TX 77641
clifton.williams@portarthurtx.gov
Purchasing Division/Finance Department I Purchasing Manager,Shawna Tubbs,CPPO,CPPB
P.O.Box 10891444 4th Street I Port Arthur,Texas 776411 409.983.8160 !Fax 409.983.8291
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.
C'gw. GIJG,Z.
Clifton Williams, CPPB
Acting Purchasing Manager
Page 2 of 24
REQUESTS FOR PROPOSALS
JANITORIAL SERVICE FOR HEALH DEPARTMENT
(To be Completed ONLY IF YOU DO NOT BID.)
FAILURE TO RESPOND TO BID SOLICITATIONS FOR TWO (2) BID PERIODS MAY
RESULT IN REMOVAL FROM THE VENDOR'S LIST. However, if you are removed you will
be reinstated upon request.
In the event you desire not to submit a bid,we would appreciate your response regarding the
reason(s). Your assistance in completing and returning this form in an envelope marked with
the enclosed bid would be appreciated.
NO BID is submitted: this time only not this commodity/service only
Yes No
Does your company provide this product or services?
Were the specifications clear?
Were the specifications too restrictive?
Does the City pay its bills on time?
Do you desire to remain on the bid list for this product or service?
Does your present work load permit additional work?
Comments/Other Suggestions:
Company Name:
Person Completing Form: Telephone:
Mailing Address: Email:
City, State, Zip Code: Date:
Page 3 of 24
MANDATORY
PRE-BID CONFERENCE
A Mandatory Pre-Bid Conference between Representatives of the City of Port Arthur, Texas and
prospective bidders for Janitorial Services for Health Department will be held at the Health
Building located at 449 Austin Avenue, Port Arthur TX on December 2, 2021 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 24
SPECIFICATIONS
FOR
JANITORIAL SERVICES AT THE HEALTH DEPARTMENT
SCOPE OF SERVICES:
To set forth the requirements and conditions for performing Janitorial/Cleaning services for the
locations listed below. The bidder shall perform the required services in all areas and shall be
qualified to furnish a complete and efficient custodial service, including all labor, supervision,
cleaning materials and equipment. The successful bidder(s) shall be prepared to perform each task
as stated according to the work schedule.
SQUARE FOOTAGE:
The total square footage for the health facility first floor is 13,358. The second floor is 10,432 for
a total of 23,790 square feet.
TERMS OF THE CONTRACT:
The term of the contract will be for one (1)year with the option to renew for two (2) additional one
(1) year periods. The City can terminate this contract at its convenience which includes, but not
limited to, funding being available in any budget cycle with thirty (30)days written notice.
SCHEDULING:
All work is to be done between the hours after 5:00 p.m. and 10:00 p.m.
EVENING AND EXTENDED HOURS CLINICS:
Evening clinics are held every Tuesday and Wednesday from 5:00 p.m.to 7:00 p.m. except for the
third Tuesday of each month. Extended hours of operations are held every 3rd Saturday of the month
from 8:00 a.m. to 12:00 noon. In preparation of Saturday clinics, the Contractor will clean the
facility both on Friday evenings and after closing business day Saturday.
The Health Department reserves the right to change the schedule. In any event the Contractor will
be advised of the new schedule changes.
EMPLOYEES:
The supervisor's and employees' names and telephone number and supervisor's pager number/cell
phone, if applicable, must be submitted before the contract begins.
Contractor shall supply sufficient employees to maintain the buildings as required in these
specifications. Personnel performing work under this contract shall be direct employees of the
Contractor. The Contractor must ensure that all personnel assigned to this work site have at least
one year's experience in the janitorial services industry, either with the contractor or another
janitorial company. Should the maintenance of the building deteriorate, the Contractor will be
notified, in writing,and steps shall be taken by the Contractor to correct all problems. If the situation
has not improved after a reasonable length of time,the Contractor shall be in violation of the contract
and appropriate action shall be taken to rescind the contract.
The City of Port Arthur shall have the right to require the dismissal from the premises covered by
the contract any employee(s) whose conduct is improper, inappropriate, or offensive as determined
by the City of Port Arthur. Any employee so dismissed from working on this contract shall not be
Page 5 of 24
allowed to return to the premises without the written consent of the City. Personnel not employed
by the Contractor(including minors not employed by the contractor) shall not be permitted on the
work premises.
INSPECTIONS:
The quality of the janitorial services performed under this contract shall be observed. Unscheduled
job-site inspections will be performed by the City Representative.Any deficiencies or unsatisfactory
performance shall be noted, and corrective action by the Contractor will be required. Continued
failure to abide by the City's specifications will be grounds for termination of the contract. A
minimum of one (1) monthly daylight inspections will be made by the City Representative and
Contractor's representative.
REFERENCES/EXPERIENCE:
Each Bidder shall submit a list, with their bid, commercial references for their performance of
similar janitorial services.Preferred references are those of similar size and scope of work performed
within the past twelve months. Please include name, address, and telephone number of business
along with the name and title of the person to contact. Bidder shall have a minimum of five(5)years
of documented janitorial service experience.
The Contractor is responsible for instructing his/her employees on appropriate safety measures,
including but not limited to safe use of all chemicals, materials and supplies used to perform these
services. Walkways and halls shall be kept free of unattended mops, brooms, machines and other
tools. "Wet floor" signs shall be displayed in areas being wet or damp mopped. Signs shall be
removed and stored after floors have dried.
The contractor shall accompany a Designated City Employee on a tour throughout the areas to
receive this janitorial service to establish and mutually agree upon the condition of surfaces,fixtures,
furnishings and other City and personal property before starting work on this contract. Surfaces,
fixtures or furnishings subsequently damaged by the contractor's employees shall be replaced or
repaired to original condition, at no cost to the city.
The contractor shall obtain and maintain in effect throughout the duration of this contact, all
insurance required by the City of Port Arthur.
PRODUCT RESTRICTIONS:
Endust is not to be used at any time for any reason in the building.
No harsh cleaners shall be used on wallpaper or vinyl walls.
Do not use furniture polish on any metal surface.
PRODUCT REQUIREMENTS:
Johnson's Over and Under(or equal)
Johnson's Step Ahead (or equal)
All States Chemical's Lemon Glo Furniture Polish(or equal)
Liquid Gold (or equal)
Franklin's Spray Buff(or equal)Franklin's Disappear(or equal)
Page 6 of 24
NOTE: THE BURDEN OF PROOF PERTAINING TO EQUAL PRODUCT QUALITY OF
REQUESTED MATERIALS SHALL BE THE RESPONSIBILITY OF THE CONTRACTOR
SUPPLIES FURNISHED BY THE BIDDER:
Contractor shall furnish all materials and equipment including, but not limited to, Disinfectant
cleaners that must be EPA approved products for hospital level disinfection, other cleaners, bowl
cleaner, wax remover and wax, dust mop, wet mops, brooms, buffer, vacuum cleaners, furniture
polish and anything else pertaining to cleaning; liners for trash/wastebaskets containers.
SUPPLIES NOT TO BE FURNISHED BY THE BIDDER:
The bidder is not required to furnish paper towels,toilet tissue, light bulbs,and soap for dispensers,
or bio-hazard bags.
PRODUCT REQUIREMENTS:
Successful bidder will supply a list of chemical cleaning and waxing supplies. The burden of
proof pertaining to equal product quality of requested materials shall be the responsibility of
successful bidder.
EMPLOYEES:
The job supervisor's name and telephone number must be submitted before contract begins. Also
supply names of each daily employee on job site.
INSPECTIONS:
Unscheduled job-site inspections will be performed by the City Representative. Failure to abide by
City's specifications will be grounds for termination of contract.
The following definitions of terms shall be used in evaluating Janitorial services:
Dusting-A properly dusted surface shall be free of all dirt and dust,dust streaks, lint,and cobwebs.
Dusting shall be completed before vacuuming, sweeping/dust mopping.
Sweeping/dust mopping - A properly swept or dust mopped floor shall be free of all dirt, grit, lint
and debris.
Vacuuming-A properly vacuumed carpet or floor shall be free of all dirt,dust,grit, lint and debris.
All spots or stains shall be removed by the spot cleaning methods. The machine used to vacuum
shall have adequate suction to lift dirt, grit and debris from the base of the carpet nap (3.5.amps or
greater).All stains shall be removed immediately with an approved carpet cleaning solution in such
a manner as to not leave rings or discoloration.
Wet mopping- A properly wet mopped floor shall be free of all dirt, dust, grit, and debris. Fresh
water, to which odorless detergent or cleaning agent has been added, shall be used with a sponge-
type mop to removes all dirt and marks. Most of the water shall be squeezed from the mop prior to
its application to the floor surface, to prevent free-flowing water from being applied to the floor.
Damp mopping -A properly damp mopped floor shall be free of all dirt, dust, grit, marks and
debris. Fresh water, to which an odorless detergent or cleaning agent has been added, shall be used
with a sponge-type mop to remove all dirt and marks. Most water shall be squeezed from the mop
prior to its application to the floor surface, to prevent free-flowing water from being applied to the
floor.
Page 7 of 24
Glass cleaning-A properly cleaned glass/mirror surface shall be free of streaks dust film, deposits,
debris, and stains shall have a uniformly bright appearance. All adjacent surfaces shall be wiped
clean. Glass windows, doors and walls shall be cleaned both sides.
Floor waxing, buffing- A properly waxed and /or buffed floor shall be free of dirt, dust marks,
streaks, debris, built —up wax, and standing waters, and shall have a uniformly bright, lustrous
appearance
Sinks water fountain cleaning—these fixtures and their hardware,when properly cleaned, shall be
free of all deposits, stains, streaks, film, and debris and shall be dry polished to a uniformly bright
appearance.
Plumbing- fixture, restroom stall, wall, floor cleaning- these restroom surface, when properly
cleaned, shall be free of all deposits, stains, streaks, film, odor, debris, and germs.
Page 8 of 24
JANITORIAL SPECIFICATIONS
FOR
PORT ARTHUR CITY HEALTH DEPARTMENT
DAILY:
FURNITURE:
Dust or polish all furniture (desk tops if clear of work, tops of bookcases, cabinets, tables, file
cabinets, etc.). Formica surfaces can be cleaned with Windex or equal and wiped clean with a
CLEAN DAMP CLOTH. Papers, files, or other work items on desk tops are not to be disturbed.
Employees may leave a note requesting special cleaning schedule by stating day desk top will be
cleared of papers.
RESTROOMS:
Clean and supply (soap dispensers, toilet paper, paper towels) all restrooms. Mop restroom floors
with hot water and disinfectant cleaner. Clean and disinfect commodes and urinals, clean the base
and outside of commodes and urinals. Clean the walls directly behind toilets and urinals. Clean-
and polish-mirrors, chrome, dispensers, and lavatories.
SINKS:
All sinks must be cleaned with appropriate cleaner.
EXAMINATION TABLES:
Examination tables should be cleaned with a disinfectant cleaner. Health Department staff will
remove paper so that janitorial personnel can clean the table.
BREAK ROOMS:
Clean all break rooms. This will include cleaning tables, microwave ovens, and coffee pots.
CARPET:
Vacuum all carpeted areas.
FLOORS— TILE:
Sweep and wet mop with a disinfectant cleaner, using a CLEAN mop.
WOODWORK, WALLS, SWITCH PLATES, & DOORS:
Spot clean all wood works,walls, switch plates, and doors (inside and outside)for dirt marks.
CHAIRS:
Chairs are to be cleaned with a damp cloth and wiped dry.
WATER FOUNTAINS:
Clean and polish with stainless steel cleaner.
Page 9 of 24
WINDOW SILLS& FRAMEWORK LEDGES:
Clean with damp cloth
WASTE CONTAINERS:
All wastebaskets or other waste containers are to be emptied and liners changed. If waste container
is dirty, it is to be washed with warm soapy water inside and outside, if necessary.
CHECK LINERS IN BIO-HAZARD CONTAINERS. WHEN LINERS ARE FULL,REMOVE FROM
BIO-HAZARD CONTAINERS AND PUT INA LARGE BIO-HAZARD BAG AND PLACE IN AREA
DESIGNATED BY HEALTH DEPARTMENT PERSONNEL.
GLASS:
Clean and polish glass doors.
TRASH ON HEALTH DEPT. GROUNDS:
Pick up all trash outside of building and place in dumpster.
SIDEWALKS/GUTTERS:
Sidewalks are to be swept and gutters cleared of trash.
WEEKLY:
CARPET:
Spot clean carpet.
FLOORS:
Buff all tile areas including restrooms,waiting areas and entrance way.Do not apply any wax.After
daily wet mopping,buff every Monday, Wednesday and Friday.After daily wet mopping,apply(1)
coat of wax to all hard finished floors before buffing.
REFRIGERATORS:
Clean outside. Refrigerator(s) containing vaccine and medication will be cleaned by Health Dept.
staff. (These will be clearly labeled)
WASTE CONTAINERS:
All wastebaskets or other waste containers are to be cleaned inside and outside.
VENTS, WALLS,BASEBOARDS. ETC.:
Use vacuum cleaner or vacuum duster equipment and pull all dust from walls, corners of rooms,
vents, fan vents, and baseboards.
PHONES, CALCULATORS, & TYPEWRITERS:
Clean phone instruments, cords, calculators, and typewriters with damp cloth.
Page 10 of 24
YEARLY
WOOD DOORS:
Liquid Gold or equal product to be applied to all wood doors and wiped down with a soft clean
cloth. This is to be accomplished within the first five (5) months of each contract starting date.
Liquid Gold or equal product MUST NOT be sprayed onto walls/doors due to safety hazard.
WINDOWS:
Clean and dry exterior side of outside windows and doors on first floor only.
EVERY 6 MONTHS
Clean and dry exterior side of outside windows and doors on both the first and second floors
every 6 months throughout the term of the contract.
LABORA TOR Y RESTRICTIONS:
• DO NOT TOUCH/CLEAN COMPUTERS OR TERMINALS.
• DO NOT TOUCH/CLEAN CABINETS OR COUNTERS.
• DO NOT TOUCH/CLEAN SYRINGE CONTAINERS.
• DO NOT CLEAN/TOUCH COUNTERS.
• DO NOT CLEAN/TOUCH LABORATORY EQUIPMENT.
Page 11 of 24
The City of Port Arthur requires comprehensive responses to every section within this RFP.
Conciseness and clarity of content are emphasized and encouraged. Vague and general
proposals will be considered non-responsive and will result in disqualification. To facilitate
the review of the responses, Firms shall follow the described proposal format. The intent of
the proposal format requirements is to expedite review and evaluation. It is not the intent to
constrain proposers with regard to content, but to assure that the specific requirements set
forth in this RFP are addressed in a uniform manner amenable to review and evaluation.
Failure to arrange the proposal as requested may result in the disqualification of the proposal.
It is requested that proposals be limited to no more than 50 pages, excluding resumes. All pages
of the proposal must be numbered and the proposal must contain an organized, paginated
table of contents corresponding to the sections and pages of the proposal.
EVALUATION CRITERIA:
The Proposer shall provide the following information:
EXPERIENCE:
1. Proposer's performance in Janitorial Service for health department entities or other
clients. Proposer should indicate the number of years of experience the firm has in
performing Janitorial Service with businesses of comparable size to the health department or
other clients.
2. State the number of years experience for the supervisor.
REFERENCES:
Include three (3) business references for which similar services have been provided. Include the
following:
1. The period for which you have provided this service;
2. A brief description of the scope of work; and
3. Contact name,title, address, and telephone number.
The Proposer hereby authorizes and requests any person,firm,corporation and/or government entity
to furnish any information requested by the City in verification of the references provided and for
determining the quality and timeliness of providing the services.
PRICING:
The rates for Janitorial Services.See Appendix A
PROJECT MANAGEMENT PLAN
1. Describe your firm's capability to provide all services required.(Number of employees,
Janitorial equipment that will be used, etc)
2. Provide a description of the firm's typical approach to maintain the Health Department.(Number
of crews working, how many per crew, how the crews will work the floors, etc)
QUALITY OF SUBMISSION
1. All the form and submitted properly, and all information is submitted.
Page 12 of 24
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 ... 30 pts
b. References 15 pts
c. Pricing 25 pts
e. Project Management Plan 20 pts
f. Quality of Submission I 0 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 24
GENERAL INFORMATION:
Proposers are cautioned to read the information contained in this RFP carefully and to submit
a complete response to all requirements and questions as directed.
TERMINOLOGY: "Bid" vs. "Proposal"--For the purpose of this RFP, the terms "Bid" and
`Proposal" shall be equivalent.
AWARD: The City of Port Arthur will review all proposals for responsiveness and compliance
with these specifications. The City reserves the right to award on the basis of the Lowest and Best
Offer in accordance with the laws of Texas, to waive any formality or irregularity, and/or to reject
any or all proposals.
ALTERING BIDS: Bids cannot be altered or amended after submission deadline. Any
interlineations,alteration,or erasure made before opening time must be initialed by the signer of the
bid, guaranteeing authenticity.
WITHDRAWAL OF PROPOSAL: The proposer may withdraw its proposal by submitting
written request, over the signature of an authorized individual,to the Purchasing Division any time
prior to the submission deadline. The proposer may thereafter submit a new proposal prior to the
deadline. Modification or withdrawal of the proposal in any manner, oral or written, will not be
considered if submitted after the deadline.
CONFLICT OF INTEREST: No public official shall have interest in this contract, in accordance
with Vernon's Texas Code Annotated, Local Government Code Title 5, Subtitle C, Chapter 171.
ETHICS: The bidder shall not offer or accept gifts or anything of value nor enter into any business
arrangement with any employee, official or agent of the City of Port Arthur.
MINIMUM STANDARDS FOR RESPONSIBLE PROSPECTIVE BIDDERS: A prospective
bidder must affirmatively demonstrate bidder's responsibility. A prospective bidder must meet the
following requirements:
1. Be able to comply with the required or proposed delivery schedule.
2. Have a satisfactory record of performance.
3. Have a satisfactory record of integrity and ethics.
4. Be otherwise qualified and eligible to receive an award.
5. Be engaged in a full time business and can assume liabilities for any performance or warranty
service required.
6. The City Council shall not award a contract to a company that is in arrears in its
obligations to the City.
7. No payments shall be made to any person of public monies under any contract by
the City with such person until such person has paid all obligations and debts
owed to the City, or has made satisfactory arrangements to pay the same.
ADDENDA: Any interpretations, corrections or changes to the RFP will be made by addenda no
later than 48 hours prior to the date and time fixed for submission of proposals. Sole issuing
authority of addenda shall be vested in the City of Port Arthur Purchasing Manager. The City
assumes no responsibility for the proposer's failure to obtain and/or properly submit any addendum.
Page 14 of 24
Failure to acknowledge and submit any addendum may be cause for the proposal 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. All addenda will be numbered consecutively, beginning with 1.
PORT ARTHUR PRINCIPAL PLACE OF BUSINESS: Any bona fide business that claims the
City of Port Arthur as its principal place of business must have an official business address (office
location and office personnel)in Port Arthur,the principal storage place or facility for the equipment
shall be in Port Arthur and/or the place of domicile for the principal business owner(s) shall be in
Port Arthur or such other definition or interpretation as is provided by state law. Contractors outside
the City of Port Arthur are allowed to bid.
PRICES: The bidder should show in the proposal both the unit price and total amount, where
required, of each item listed. In the event of error or discrepancy in the mathematics,the unit price
shall prevail.
PURCHASE ORDER: A purchase order(s) shall be generated by the City of Port Arthur to the
successful bidder. The purchase order number must appear on all itemized invoices.
INVOICES: All invoices shall be mailed directly to the City of Port Arthur, Attn.: Public Works
Department, P.O. Box 1089, Port Arthur, Texas 77641.
PAYMENT: Payment will be made upon receipt of the original invoice and the acceptance of the
goods or services by the City of Port Arthur, in accordance with the State of Texas Prompt Payment
Act, Article 601f V.T.C.S. The City's standard payment terms are net 30, i.e. payment is due 30
days from the date of the invoice.
SALES TAX: The City of Port Arthur is exempt by law from payment of Texas Sales Tax and
Federal Excise Tax;therefore the proposal shall not include Sales Tax.
VENUE: This agreement will be governed and construed according to the laws of the State of
Texas. This agreement is performable in Port Arthur, Texas, Jefferson County. The City of Port
Arthur may request and rely on advice, decisions, and opinions of the Attorney General of Texas
and the City Attorney concerning any portion of these requirements.
COMPLIANCE WITH LAWS: The Contractor shall comply with all applicable laws,ordinances,
rules, orders, regulations and codes of the federal, state and local governments relating to
performance of work herein.
INTEREST OF MEMBERS OF CITY: No member of the governing body of the City, and no
other officer, employee or agent of the City who exercises any functions or responsibilities in
connection with the planning and carrying out of the program, shall have any personal financial
interest,direct or indirect, in this Contract; and,the Contractor shall take appropriate steps to assure
compliance.
DELINQUENT PAYMENTS DUE CITY: The City of Port Arthur Code of Ordinances prohibits
the City from granting any license, privilege or paying money to any-one owing delinquent taxes,
paving assessments or any money to the City until such debts are paid or until satisfactory
arrangements for payment has been made. Bidders must complete and sign the AFFIDAVIT
included as part of this RFP.
Page 15 of 24
QUANTITIES: Quantities shown are estimated, based on projected use. It is specifically
understood and agreed that these quantities are approximate and any additional quantities will be
paid for at the quoted price. It is further understood that the contractor shall not have any claim
against the City of Port Arthur for quantities less than the estimated amount.
SHIPPING INFORMATION: All bids are to be F.O.B., City of Port Arthur, Port Arthur, TX
77640
INCORPORATION OF PROVISIONS REQUIRED BY LAW: Each provision and clause
required by law to be inserted into the Contract shall be deemed to be enacted herein and the Contract
shall be read and enforced as though each were included herein. If, through mistake or otherwise,
any such provision is not inserted or is not correctly inserted the Contract shall be amended to make
such insertion on application by either party.
CONTRACTOR'S OBLIGATIONS: The Contractor shall and will, in good workmanlike
manner, perform all work and furnish all supplies and materials, machinery, equipment, facilities
and means, except as herein otherwise expressly specified, necessary or proper to perform and
complete all the work required by this Contract, in accordance with the provisions of this Contract
and said specifications.
The apparent silence of these specifications as to any detail or to the apparent omission from it of a
detailed description concerning any point shall be regarded as meaning that only the best
commercial practices are to prevail.
While the purpose of the specifications is to indicate minimum requirements in the way of
capability, performance, construction, and other details, its use is not intended to deprive the City
of Port Arthur the option of selecting goods which may be considered more suitable for the purpose
involved.
Under the Title VI of the Civil Rights Act of 1964, no person shall, on the grounds of race, color,
or national origin, be excluded from participation in, be denied the benefits of, or be subjected to
discrimination under any program or activity receiving Federal financial assistance.
TERMINATION FOR CAUSE: If,through any cause,the Contractor shall fail to fulfill in a timely
and proper manner his obligations under this contract, or if the Contractor shall violate any of the
covenants, agreements or stipulations of this contract, the City shall thereupon have the right to
terminate this contract by giving written notice to the Contractor of such termination and specifying
the effective date thereof, at least fifteen (15) days before the effective date of such termination.
Notwithstanding the above,the Contractor shall not be relieved of liability to the City for damages
sustained by the City by virtue of any breach of the contract by the Contractor, and the City may
withhold any payments to the Contractor for the purpose of set-off until such time as the exact
amount of damages due the City from the Contractor is determined.
TERMINATION FOR CONVENIENCE:The City may terminate this contract at any time giving
at least thirty(30)days notice in writing to the Contractor. If the Contract is terminated by the City
as provided herein, the Contractor will be paid for the service that it has performed up to the
termination date. If this contract is terminated due to fault of the Contractor,the previous paragraph
hereof relative to termination shall apply.
Page 16 of 24
RELEASES AND RECEIPTS: The City of Port Arthur before making payments may require the
Contractor to furnish releases or receipts for any or all persons performing work and supplying
material or service to the Contractor, or any sub-contractors for work under this contract, if this is
deemed necessary to protect its interests.
CARE OF WORK: The Contractor shall be responsible for all damages to person or property that
occurs as a result of his fault or negligence in connection with the work performed until completion
and final acceptance by the City.
SUB-CONTRACTS: The Contractor shall not execute an agreement with any sub-contractor or
permit any sub-contractor to perform any work included in this Contract until he has received from
the City of Port Arthur written approval of such agreement.
INSURANCE:All insurance must be written by an insurer licensed to conduct business in the State
of Texas, unless otherwise permitted by Owner. The Contract shall, at his own expense, purchase,
maintain and keep in force insurance that will protect against injury and/or damages which may
arise out of or result from operations under this contract,whether the operations be by himself or by
any subcontractor or by anyone directly or indirectly employed by any of them, or by anyone for
whose acts any of them may be liable, of the following types and limits
1. Standard Worker's Compensation Insurance:
2. Commercial General Liability occurrence type insurance City of Port Arthur, its
officers, agents, and employees must be named as an additional insured):
a. Bodily injury $500,000 single limit per occurrence or$500,000 each
person/$500,000 per occurrence for contracts of$100,000 or less;or
Bodily injury $1,000,000 single limit per occurrence or$500,000 each
person/$1,000,000 per occurrence for contracts in excess of$100,000; and,
b. Property Damage $100,000 per occurrence regardless of contract amount; and,
c. Minimum aggregate policy year limit of$1,000,000 for contracts of
$100,000 or less; or, Minimum aggregate policy year limit of$2,000,000
for contracts in excess of$100,000.
3. Commercial Automobile Liability Insurance (Including owned, non-owned and
hired vehicles coverage's).
a. Minimum combined single limit of$500,000 per occurrence, for bodily
injury and property damage.
b. If individual limits are provided, minimum limits are $300,000 per person,
$500,000 per occurrence for bodily injury and $100,000 per occurrence for property
damage.
Contractor shall cause Contractor's insurance company or insurance agent to fill in all information
required (including names of insurance agency, contractor and insurance companies, and policy
numbers, effective dates and expiration dates)and to date and sign and do all other things necessary
to complete and make into valid certificates of insurance and pertaining to the above listed items,
Page 17 of 24
and before commencing any of the work and within the time otherwise specified, Contractor shall
file completed certificates of insurance with the Owner.
None of the provisions in said certificate of insurance should be altered or modified in any respect
except as herein expressly authorized. Said CERTIFICATE OF INSURANCE Form should contain
a provision that coverage afforded under the policies will not be altered,modified or canceled unless
at least fifteen (15) days prior written notice has been given to the City of Port Arthur. Contractor
shall also file with the City of Port Arthur valid CERTIFICATE OF INSURANCE on like form
from or for all Subcontractors and showing the Subcontractor (s) as the Insured. Said completed
CERTIFICATE OF INSURANCE Form (s) shall in any event be filed with the City of Port Arthur
not more than ten(10) days after execution of this Contract.
NOTICE TO PROCEED: Notice to Proceed shall be issued within ten(10)days of the execution
of the Contract by OWNER. Should there be any reasons why Notice to Proceed cannot be issued
within such period, the time may be extended by mutual agreement between OWNER and
CONTRACTOR.
Page 18 of 24
APPENDICES
Please include Appendix A— D when submitting proposal documents.
Page 19 of 24
APPENDIX A
INVITATION TO BID
CITY OF PORT ARTHUR,TEXAS
BID SHEET
BID FOR: JANITORIAL SERVICES FOR HEALTH DEPARTMENT
BID DUE DATE: DECEMBER 8, 2021
OTY UOM DESCRIPTION UNIT COST TOTAL COST
12 Months Janitorial Service $ 5,706.00 $ 68,472.00
Health Building
Sft Additional Carpet Cleaning $ .350 per square foot
Upon Request
Diamond Shine Building Service 624 Linkwood St
COMPANY NAME STREET ADDRESS
erle144/446r.,7;,
SIGNA-1 URE :IDDER P.O. BOX
Renee Malveaux Port Arthur TX 77640
PRINT OR TYPE NAME CITY STATE ZIP
Operations Manager/Owner (409)365-9939
11'1'LE AREA CODE TELEPHONE NO
renee@dshinetx.com
EMAIL FAX NO.
APPENDIX B
Page 20 of 24
LETTER OF INTEREST
RFP— Janitorial Service for Health Department
Deadline: December 8, 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 Health Department. Enclosed, and by this reference incorporated herein
and made a part of this RFP, are the following:
❖ Completed RFP Letter of Interest Form
❖ Completed Affidavit
❖ Completed Conflict of Interest Form
Firm understands that the City is not bound to select any firm for the final pre-qualified list and may
reject any responses submitted.
Firm also understands that all costs and expenses incurred by it in preparing this RFP and
participating in this process will be borne solely by the firm, and that the required materials to be
submitted will become the property of the City and will not be returned.
Firm agrees that the City will not be responsible for any errors, omissions, inaccuracies, or
incomplete statements in this RFP. Firm accepts all terms of the RFP submittal process by signing
this letter of interest and making the RFP submittal
This RFP shall be governed by and construed in all respects according to the laws of the State of
Texas.
Diamond Shine Building Service 12/09/2021
Firm Name Date
C :. ( Operations Manager/Owner
Authorized Signature Title
Renee Malveaux (409)365-9939
Name (please print) Telephone
renee@dshinetx.com
Email
Page 21 of 24
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:
X I hereby certify that I do not have outstanding debts with the City of Port Arthur. I further
agree to pay succeeding debts as they become due.
I hereby certify that I do have outstanding debts with the City of Port Arthur and agree to
pay said debts prior to execution of this agreement. I further agree to pay succeeding debts as they
become due.
I hereby certify that I do have,outstanding debts with the City of Port Arthur and agree to
enter into an agreement for the payment of said debts. I further agree to pay succeeding debts as
they become due.
Diamond Shine Building Service 12/09/2021
Firm Name Date
e/
Operations Manager/Owner
orized Sig ature Title
Renee Malveaux (409)365-9939
Name (please print) Telephone
renee@dshinetx.com
Email
STATE:
COUNTY: ,5
SUBSCRIBED AND SWORN to before me by the above named 'RetleL. I ► t�P veciLL
on this the 11003. day of 20
JOY M.ROBERTS
MyNo�ylD#11838149 No ublic
s,�a _ Wes September 20 2025
RETURN THIS AFFIDAVIT AS PART OF THE BID PROPOSAL
Page 22 of 24
APPENDIX D
CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ
For Vendor or other person doing business with local governmental entity
This questionnaire reflects changes made to the law by H.B. 1491,80th Leg.,Regular Session.
This questionnaire is being filed in accordance with Chapter 176,Local Government Code by a person who has a business relationship as
defined by Section 176.001 (1-a)with a local governmental entity and the person meets requirements under Section 176.006(a).
By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business
day after the date the person becomes aware of facts that require the statement to be filed. See Section 176.006,Local Government
Code.
A person commits an offense if the person knowingly violates Section 176.006,Local Government Code. An offense under this
section is a Class C misdemeanor.
1.Name of person who has a business relationship with local governmental entity.
NA
2. — 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
7th business day after the date the originally filed questionnaire becomes incomplete or inaccurate.)
3.Name of a local government officer with whom filer has employment or business relationship.
Name of Officer
This section(item 3 including subparts A,B, C.&D)must be completed for each officer with whom the filer has an employment
or other business relationship as defined by Section 176.001 (1-a),Local Government Code. Attach additional pages to this Form
CIQ as necessary.
A. Is the local government officer named in this section receiving or likely to receive taxable income,other than investment
income,from the filer of the questionnaire?
Yes I I No
B. Is the filer of the questionnaire receiving or likely to receive taxable income,other than investment income,from or at the
direction of the local government officer named in this section AND the taxable income is not received from the local
governmental entity?
ri Yes Li No
C. Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local government
Officer serves as an officer or director,or holds an ownership of 10 percent or more?
Yes LJ No
D. Describe each employment or business relationship with the local government officer named in this section.
4. 12/09/2021
Signatu of pe oing business with the governmental entity Date
Page 23 of 24
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:
( 1//;44 -..-- -
Printed Name: nee Ma Niger'
Printed
Name:
Title: Operations Manager/Owner
Company: Diamond Shine Building Service
Date: 12/09/2021
• �,, - ri lvcxZ
SUBSCRIBED and sworn to before me the undersigned authority , • .the VI i'of,
�rci on behalf of said bidder.
r.... - --- --- Notar, P�blic in and for the
frAs?, JOY M.ROBERTS State of Texas
X ?I My Notary ID#11838149 f }
''>�,¢',!!I''' E September ZA,2025 My commission expires: V� L..�, L.-/-( i��
Page 24 of 24
SB 252
CHAPTER 2252 CERTIFICATION
Renee Malveaux ,the undersigned and representative
of Diamond Shine Building Service
(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.
Renee Malveaux
Name of Company Representative(Print)
Signature of CiTmpany Representative
12/15/2021
Date
Page 20 of 26
House Bill 89 Verification
Renee Malveaux (Person name), the undersigned representative
(hereafter referred to as "Representative") of
Diamond Shine Building Service (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.
-10*/
SyrriA URE OF RE ' NT•TIVE
SUBSCRIBED AND SWORN TO BEFORE ME, the undersigned authority, on this : =- day
of `x_ c_e,.s c\ .i-- , 20 ,
JOY M.ROBERTS 1 r
My Notary ID#11838149 NigPVCki
'Ztk. .it:: Expires September 20,2025
- --.- -- - - Nota lio
Page 21 of 26