HomeMy WebLinkAboutPR 15332: SOUTHEAST TX BUILDING SERVICE - JANITORIAL SERVICES FOR HEALTH DEPT.Memorandum
City of Port Arthur, Texas
Health Department
TO: Stephen Fitzgibbons, City Manager
FROM: Yoshi D. Alexander, MBA-HCM, Health Director
DATE: Tune 23, 2009
SUBJECT: Proposed Resolution No. 15332
Contract Approval behveen the City of Port Arthur and
Southeast Texas Building Service for Janitorial Services for the
Health Department
RECOMMENDATION
It is recommended that the City Council approve P.R. No. 15332; a three (3) year
janitorial services contract between the City of Port Arthur and Southeast Texas Building
Service of Nederland, TX, for a total contract award of $71,100 for the Health
Department.
BACKGROUND
The current contract with Southeast Texas Building Service of Nederland. TX expires on
July 2, 2009. The City has received the following new bids for janitorial services for the
Health Department:
Southeast Texas Building Service $21,900 -Year 1
Nederland, TX $24,600 -Year 2
$24,600 -Year 3
Hildebrandt Janitorial $29,818.44 -Year 1
Port Arthur, TX $30,022.44 -Year 2
$30,022.44 -Year 3
Y & M Cleaning Services $30,999.96 -Year 1
Port Arthur, TX $32,499.96 -Year 2
$33,500.04 - Yeaz 3
Clean Sweepz $ 98,004.00 -Year 1
Port Arthur, TX $102,904.20 -Year 2
$108,049.32 - Yeaz 3
Based on these bids, Southeast Texas Building Services is the lowest bidder. The new
contract will remain in effect for three years for a total contract award of $71,100.
P.R. No. 1 X332
Page 2
BUDGETARY AND FISCAL EFFECT
Funds aze appropriated in the health department budget to cover the cost of janitorial
services, account no. 001-1301-541.32-00.
STAFFING EFFECT
None
SUMMARY
It is recommended that the City Counc-il approve P.R. No. 15332, a three (3) yeaz
janitorial services contract beriveen the City of Port Arthur and Southeast Texas Building
Service of Nederland, TX, for a total contract award of $71.100 for the Health
Department.
P.R. 15332
6/23/09-yda
RESOLUTION
A RESOLUTION AWARDING A CONTRACT TO THE LOWEST
RESPONSIBLE BIDDER AND AUTHORIZING THE EXECUTION
OF A THREE (3) YEAR CONTRACT FOR JANITORIAL SERVICES
TO SOUTHEAST TERAS BUILDING SERV"ICE OF NEDERLAND,
TX FOR A TOTAL AbIOUNT OF $71,100 FOR THE HEALTH
DEPARTMENT, ACCOUNT NO. 001-1301-541.32-00
WHEREAS, the City has received the following bids for janitorial services:
Southeast Texas Building Service $21,900 -Year 1
Nederland, TX $24,600 -Year 2
$24,600 -Year 3
Hildebrandt Janitorial $29,818.44 - Yeaz 1
Port Arthur, TX $30,022.44 -Yeaz 2
$30.022.44 -Year 3
Y & M Cleaning Services $30,999.96 - Yeaz 1
Port Arthur, TX $32,499.96 -Year 2
$33,500.04 -Year 3
Clean Sweepz $ 98,004.00 - Yeaz 1
Port Arthur, TX $102,904.20 -Year 2
$108,049.32 -Year 3
BE IT RESOLVED BY" THE CITY COUNCIL OF THE CITY OF PORT
ARTHUR:
Section 1. That, the facts and opinions in the preamble are true and correct;
Section 2. That; the City Council of the City of Port Arthur hereby approves the three
(3) year contract between the City of Port Arthur and Southeast Texas Building Services of
Nederland, TX for a total contract awazd of $71,100, a copy of which is attached hereto as
Exhibit "A".
P. R. NO. 1332
Paee 2
Section 3. That, the City Council deems it is in the best interest of the City to
approve and authorize the City Manager and the Director of the City's Health Department to
execute the contract with Southeast Texas Building Service.
Section 4. That. a copy of the caption of this Resolution be spread upon the Minutes
of the City Council.
READ, ADOPTED AND APPROVED THIS DAY OF
A.D., 2009, at a
Meeting of the City Council of the City of
Port Arthur; Texas, by the following vote: AYES: Mayor.
NOES:
ATTEST:
Mayor
Terri Hanks, City Secretary
APPROVED AS TO FORM:
APPROVED FOR AVAILABILITY OF
FUNDS:
Mark Sokolow, City Attorney
~f~ot,a-A~ L~ePG~/
Deborah Echols, Director of Finance
P. R. NO. 15332
Page 3
APPROVED FOR ADMINISTRATION:
J ~9.(~.,Q.e,~~.Q.e.,~
Steve Fitzgibbons, City Manager oshi D. Alexander, MBA-HCM
irector of Health Services
AGREED TO:
Southeast Texas Building Service
EXHIBIT "A"
JANITORIAL SERVICES CONTRACT
FOR
THE HEALT DEPARTMENT
THIS AGREEMENT, made this day of 2009 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 Southeast Texas Buildine Service of
Nederland. TX , herein acting by and through
Robert L. Bodin hereinafter called
"CONTRACTOR" agree as follows:
WITNESSETH: That for and in consideration of the payments, terms, conditions, and
agreements set forth herein ,OWNER and CONTRACTOR agree as follows:
1. The term of this Contract shall be from July 6 2009 to July 5 2012 ,
The City can terminate this contract at its convenience which includes, but is
not limited to, funding not being available in any budget cycle with ten (10)
days written notice.
2. The Contractor agrees to perform all the work described in the specifications;
and contract documents and comply with the terms therein for the sum of
$ 21 900 annually for Year 1 • $24 600 annually for Year 2; and $24, 600
annually for Year 3.
3. The term "Contract Documents" means and includes the following:
(A) Agreement
(B) Advertisement for BIDS
(C) Information for BIDDERS
(D) BID
(E) BID BOND
(F) General Conditions
(G) Specifications
5. This agreement shall be binding upon all parties hereto and their respective heirs,
executors, administrators, successors and assigns.
6. IN WITNESS WHEREOF, the parties hereto have executed, or caused to be
executed by their duly authorized officials; this Agreement in (2 copies) each of
which shall be deemed an original on the date first written above.
Signed on the day of
ATTEST
Signed on the
ATTEST
day of
BY
2009.
CITY OF PORT ARTHtiR
Stephen Fitzgibbons, City Manager
2009.
CONTRACTOR
BY
i3ID PROPOSAL
Pf1GE 1 OF I
bate: June 10, 2009
Bid Proposal For: JANITORL4L SERVICE FOR THE HEA LTH DEPARTMENT
The undersigned doing
business in theCitylTownof Nederland, Texas
submits herewith, in conformity with the General Insirirctions, Conditions, end
Specifications for the following Bid:
OUTLINE OF BID DATA:
QTY UOM UNIT COST TOTAL COST
12 .MTHS YEAR 1. $1,825.00 $ 21,900.00
12 MTHS YEAR2 $2 050.00_ $ 24 600.00
12 MTHS YEAR3 $2,050.00 $ 24,600.00
WORK WILL BEGINasao DAYS A FTER AWARD OF CONTRACT.
Receipt of addenda is acknowledged:
No. 1 Dated 06/08/09 Received 06/D8/09
Southeast Texas Building Service 3304 Spurlock Road
~<'~IPA.NY ~? STREET ADDRESS
''~I11~~1 ~ ` P.O. Box 1562
SIGNATURE OF BIDD P.O. BOX
Robert Bodin, Jr.
(PRIN'T OR TYPE NAME)
Nederland, TX 77627
CI1Y STATE 7TP
Vice President
TITLE
RPrhs~ahc-vlobal net
EMAIL
(409) 722-4900
AREA CODE TELEPHONE NO.
Pace lb of 19
BID OPENING DATE: 3une 10, 2009
CITY OF PORT ARTHUR
INSTRUCTIONS TO BIDDER
Bidders are requested to furnish their complete REMIT TO ADDRESS and
TAX IDENTIFICATION NUMBER as indicated below:
REMIT PAYMENT TO:
COMPANY c,,,,rheast Texas Building Service Inc.
ADDRESS P.O. Box 1562
CITY/STATE/ZIP Nederland, Texas 77627
SEND PURCHASE ORDER TO:
COMPANY Southeast Texas Building Service, Inc.
ADDRESS P.O. Box 1562
CITY/STATElZIP Nederland Texas 71627
TAX IDENTIFICATION NUMBER 1-74-1684675-0
INCORPORATED YES xx NO
Page 17 of 19
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 b~ H.B. 1491, 80 Leg.. Regular Session.
This questionnaire is being filed in accordance with
defined by Section 176.001 (]-a) with a local goven
Ater 176, Local Government Code by a person who has a business relationship as
ttal entity and the person meets requirements under Section 176.006 (a).
By law this questionnaire must be filed with the recor~s administrator of the local governmental entity not later than the T" business day
after the date the person becomes aware of facts that r~quire 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 Govemmen[ Code. An offense under this section
is a Class C misdemeanor.
1. Name of person who has a business relationship with local governmental entity.
Robert L. Bodin
2. Check this box if you are filing an update~to a previously fded questionnaire.
(The law requires that you file an updated c~mpleted questionnaire with the appropriate filing authority not later than the 7U
business day after the date the originally fit d questionnaire becomes incomplete or inaccurate J
3. Name of local government officer with whom fit r has employment or business relationship. there 1 S ri0
relationship with any local
government officer.
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 1 6.001 (1-a), Local Government Code. Attach additional pages to this Form
CIQ as necessary.
I
.4. Is the local govetnment officer named in thisjsection receiving or likely to receive taxable income, other than investment
jnrn[ne, from the ~o} the queshonnaue"t
U Yes No
B. Is the filer of the questionnaire receiving or 1ykely to receive taxable income, other than investment income, from or at the
dueclion of the local government officer nart~ed in this section ARID the taxable income is not received from the local
~mmental entity? ,_
~I
Yes No 'I
i
C. Ls 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 I O percent or more?
Yes ~ No ~
D. Describe each employment or business
with the local government officer named in this section.
Page 19 of 19
AFFIDAVIT
All pages in the offeror's bid proposal containing statements, letters, etc.
shall be signed by a duly authorized officer of the company, whose
signature is binding on the bid proposal.
The undersigned offers and agrees to one of the following:
xx I hereby certify that I do not have outstanding debts with the
City of Port Arthur. Further, I agree to pay succeeding debts
as they become due during this agreement.
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. 1 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.
N.4MEOFOFFEROR: Robert L. Bodin
TITLE President
ADDRESS P.O. Box 1s62
CITY/STATE/ZIP Nederland. Texas 77627
TELEPHONEN~UMSER (409)/t"722-4900
SIGNATURE /) ~"S ~ /)
STATE Texas
COUNTY Jefferson
SUBSCRIBED AND SWORN to before me by the above~amed
_ RnhPrt T RncTin OnthlSthe
day of June , 2009 f-],n~n
4994999p9999p9pe91d99999999IIf6pII9000 ~/~ WV`
1~nrP~ •••, tIICHOIE ALEKSAN DAOWICZ } /U\
20,• _ Notary Public
_ ~, Notary Public
=~' •c STATE OFI 3
>< a_ ~. ,.
•~'•. ~;= My Comn~ THIS AFFIDAVIT AS PART OF THE BID PROPOSAL
~`„F„°,! Expires 10/011"dDIT1Tt~BID WILL BE DISQUALIFIED IF NOT COMPLETED
~aoasaasaaaaaa a aw sacra o waaaaaaa u....~
Page 18 of 19
ROBERT L. BODIN
PRESIDENT
Southeast Texas Bccilding Service, Inc.
P.O. BOX 1562 NEDERLAND, TEXAS 77627 PHONE (409)722-4900
SPECIALIZING IN COMMERCIAL AND INDUSTRIAL CLEANING
SINCE 1964
June 10, 2009
City Secretary
City of Port Arthur
P.O. Box 1089
Port Arthur, Texas 77641
RE: Janitorial Service for Health Department
VICE PRESIDEPIT
Please accept this letter in compliance with the section "EXPERIENCE & CAPABILITY" as
specified in the Invitation to Bid
1. Number of yeazs in operation: 45 years
2. Lazgest dollar amount of contract currently in effect with a business: $116 000 00 per year
3. Number of employees currently employed: 80 - 71 are custodians, 2 floor techs, 2 supervisors
and 5 upper management
4. Equipment currently owned by company: numerous vacuums, 5 wet/dry vacuums, pressure
washer, several floor machines, window cleaning equipment and a commercial carpet cleaner.
5. Our company has the equipment and employees to perform this job.
As requested on page 15: REFERENCES
City.of Beaumont (Various buildings)
P.O. Box 3827; Beaumont, TX 77704-3827.
Contact Shona Honey in Purchasing at8803720
Jefferson County (Various buildings)
1149 Peazl Street, 7`".Floor, Beaumont, TX 77701
Contact Deborah Clazk at 835-8543
Standard Alloys
P.O. Box 969, Port Arthur, TX 77641-0969
Contact Sylvia Gross at 983-3201 x309
S~ce(r-e~ly~- n~`
Robert Bodin, Jr.
DELORIS "BOBBIE" PRINCE, MAYOR ~\~\ IIU~i~~
ELIZABETH "LIZ" SEGLER, MAYOR PRO TENI ~~ .
_ ~~ '
COUNCIL NI EMBERS: Cin~ of / ~'~' ~
JACK CHATMAN, JR. ~ \ ~
MORRIS ALBRIGHT, III ~~ /~11~1~
MARTIN FLOOD
JOHN BEARD,JR. Ort rthu
ROBERT E. WILLIANISON
A KAY W[SE
THOMAS J. HENDERSON
INVITATION TO BID
May 26, 2009
Vendors:
Tesas
STEPHEN FITZGIBBONS
CITY NtANAGER
TERRI HANKS
CITY SECRETARY'
MARK T. SOKOLOw
C[TY ATTORNEY
Sealed Bids, subject to the General Instructions, Conditions and Specifications, as
provided will be addressed to the City Secretary of the City of Port Arthur, Texas in
DUPLICATE.
Sealed BIDS shall be received no later than 3.00 p m Wednesdav. June 10, 2009 at the
City Secretary's Office and all bids received will thereafter be opened and read aloud at
3:15 .m. Wednesdav June 10, 2009 in the City Council Chambers 5th Floor, City
Hall, Port Arthur, Texas for the following:
JANITORIAL SERVICE FOR HEALTH DEPARTMENT
BIDS SHALL BE PLACED IN A SEALED ENVELOPE, with the bidder's name and
address in the upper left hand corner of the envelope. FACSIMILE TRANSMITTALS
SHALL NOT BE ACCEPTED.
BIDS IvNST BE submitted on the pricing form included for that purpose in this packet
and SIGNED BY" A PERSON HAVING THE AUTHORITY TO BIND THE FIRM IN A
CONTRACT.
Iv1.ARK ENVELOPE: JANITORIAL
Sealed Bids shall be submitted:
CITY OF PORT ARTHUR
CITY SECRETARY
P. O. BOX 1089
PORT ARTHUR, TX 77641-1089
CITY OF PORT ARTHUR
CITY" SECRETARY
444 4TH STREET
PORT ARTHUR, TX 77640
ALL BIDS MUST BE RECEIVED IN THE CITY SECRETARY OFFICE
BEFORE OPENING DATE AND TIME.
Page 1 of 19
Bids received after the closing time specified will be returned to the bidder unopened.
Award will be made as soon as practicable after opening. To obtain results, you may
visit our website at www.portarthur.net
The City of Port Arthur reserves the right to reject any or all Bids and to waive
informalities or defects in bids or to accept such bids as it shall deem to be in the best
interests of the City of Port Arthur.
Sincerel-y,
`~ . ~ (.,)
_~ .
Shama Tubbs
Purchasing iblanager
Questions concerning the Imitation to Bid should be directed to:
Shawna Tubbs
Purchasing Manager
444 4`h Street
Port Arthur TX 77640
409-983-8160 Office
Questions concerning the Technical Specifications should be directed to:
Yoshi Alexander
Director of the Health Department
449 Austin Avenue
Port Arthur, TX 77640
(409)983-8832
Page 2 of 19
MANDATORY
PRE-BID CONFERENCE
A Mandatorv Pre-Bid Conference between Representatives of the City of Port
Arthur, Texas and prospective bidders for JANITORIAL SERVICE FOR THE
HEALTH DEPARTMENT will be held at the Health Department which is located at
449 Austin Avenue, Port Arthur, Texas on Friday, June 5, 2009 at 10:00 A.M..
The purpose of the Mandatorv Pre-Bid Conference is to make certain that the
scope of work is fully understood, to answer any questions, to clarify the intent of the
Contract Documents, and to resolve any problems that may affect the project. No
addendum will be issued at this meeting, but subsequent thereto, the 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
Mandatorv Pre-Bid Conference will be rejected and returned unopened to the bidder.
Page 3 of 19
CITY OF PORT ARTHUR
GENERAL INFORMATION:
NOTE: It is extremely important that the Vendor, Bidder, and/or Contractor
furnish the City of Port Arthur the required information specified in Bid or
Proposal Specifications listed in this Bid Package.
The intent of this INVITATION TO BID (ITB) is to provide bidders with sufficient
information to prepare SEALED BIDS IN DUPLICATE for furnishing:
JANITORIAL SERVICE FOR HEALTH DEPARTMENT
Bids must be in a sealed envelope addresszd to the City Secretary, City of Port Arthur,
P.O. Box 1039, Port Arthur, Texas 77641. Bids shall be received no later than
Wednesday, June 10, 2009, at 3:00 P.M. Bids received after the closing time specified
will be returned to the bidder unopened and claims of mail delays will not constitute an
exception. Bid proposal MUST BE SIGNED BY BIDDER.
All bids meeting the intent of this request for bid will be considered for award.
BIDDERS TAKING EXCEPTION TO THE SPECIFICATIONS, OR OFFERING
SUBSTITUTIONS, SHALL STATE THESE EXCEPTIONS BY ATTACHMENT AS
PART OF THE BID. The absence of such a list shall indicate that the bidder has not
taken exceptions and the City shall hold the bidder responsible to perform in strict
accordance with the specifications of the invitation. The City reserves the right to accept
any and all or none of the exception(s)/substitutions(s) deemed to be in the best interest
of the City of Port Arthur.
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.
The City reserves the right to:
I. Reject any and all bids and to make no award if it deems such action to be in
its best interest.
2. Award bids on the lump sum or unit price basis, whichever is in the best
interest of the City.
3. Reject any or all bids and to waive informalities or defects in bids or to accept
such bids as it shall deem to be in the best interests of the City.
4. Award bids to bidders whose principal place of business is in the City of Port
Arthur and whose bid is within 5% of the lowest bid price.
The award shall be made to the responsible vendor(s) whose bid is determined to be
lowest offer, taking into consideration the relative importance of price, conformance to
specifications and capability and experience of the contractor.
Page 4 of 19
TERAZINOLOGY: "Bid" vs. "Proposal"--For the purpose of this ITB, the terms "Bid"
and Proposal" shall be equivalent.
Bidders are cautioned to read the information contained in this ITB carefully and to
submit a complete response to all requirements and questions as directed.
CONFLICT OF INTEREST: No public official shall have interest in this contract; in
accordance with V"emons Texas Code Annotated, Local Government Code Title ~,
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.
iVIINIMIIM STANDARDS FOR RESPONSIBLE PROSPECTIVE BIDDERS: A
prospective bidder must affirmatively demonstrate bidder's responsibility. A prospective
bidder must meet the following requirements:
1. Be able to comply with the required or proposed delivery schedule.
2. Have a satisfactory record of performance.
3. Have a satisfactory record of integrity and ethics.
4. Be otherwise qualified and eligible to receive an award.
5. Be engaged in a full time business and can assume liabilities for any performance
or warranty service required.
6. The City Council shall not award a contract to a company that is in arrears in its
obligations to the City.
7. No payments shall be made to any person of public moneys under any contract by
the City with such person until such person has paid all obligations and debts
owed to the City, or has made satisfactory arrangements to pay the same.
Any interpretations, corrections or changes to the ITB and Specifications will be made by
addenda. ,Sole issuing authority of addenda shall be vested in the City of Port Arthur
Purchasing Manager. Addenda will be mailed to all who are known to have received a
copy of the ITB. Offeror's shall acknowledge receipt of all addenda.
PRINCIPAL PLACE OF BUSINESS: The official business address (office location
and office personnel) shall be a Port Arthur address, the principal storage place or facility
for the equipment shall be in Port Arthur 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.
PRICES: The bidder should show in the proposal both the unit price and total amount,
where required; of each item listed. In the event of error or discrepancy in the
mathematics, the unit price shall prevail.
Page 5 of 19
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.:
Demolition. 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.
SALES TAX: The City of Port Arthur is exempt by law from payment of Texas Sales
Tax and Federal Excise Tax; therefore the proposal shall not include Sales Tax.
VENUE: This agreement will be governed and construed according to the laws of the
State of Texas. This agreement is performable in Port Arthur, Texas, Jefferson County.
COMPLIANCE WITH LAWS: The Contractor shall comply with all applicable laws,
ordinances, rules, orders, regulations and codes of the federal, state and local
governments relating to performance of work herein.
INTEREST OF 1~1E1VIBERS 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.
_DELINOUENT PAYMENTS DUE CITY: The City of Port Arthur Code of
Ordinances prohibits the City from granting any license, privilege or paving money to
any-one owing delinquent taxes, paving assessments or any money to the City until such
debts are paid or until satisfactory arrangements for payment has been made. Bidders
must complete and sign the AFFIDAVIT included as part of this ITB.
CONTRACT: The following will comprise the contract between the City and the
successful bidder:
1. Agreement
2. Advertisement for Bids
3. Addenda
4. General Information
5. Specifications
6. Bid
7. Notice of Award
8. Notice to Proceed
Page 6 of 19
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.
All bids will remain in effect for one year.
SHIPPING INFORMATION• All bids aze to be F.O.B., City of Port Arthur, Port
Arthur, Texas 77640
INCORPORATION OF PROVISIONS REQUIRED BY La,~V• 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 famish 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 maybe considered
more suitable for the purpose involved.
In the event of conflicts between the written bid proposal and information obtained
verbally, the vendor is specifically advised that the written bid proposal will prevail in the
determination of the successful bidder.
Under the Title VI of the Civil Rights Act of 1964, no person shall, on the grounds of
race, color, or national origin, be excluded from participation in, be denied the benefits
of, or be subjected to discrimination under any program or activity receiving Federal
financial assistance.
Page 7 of 19
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 ofset-off until such time as the
exact amount of damages due the City from the Contractor is determined.
TERMINATION FOR CONVENIENCE: The City mac terminate this contract at
any time giving at least thirty (30) days notice in wziting 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.
EXPERIENCE & CAPABILITY: Bidder shall include the following information to
describe the experience and capability factors of the company:
1. Number of years in operation.
2. Largest project curently in effect with a business.
3. Number of employees curently employed, their job titles, and their job descriptions.
4. Equipment curently owned or leased by your company.
5. Be otherwise qualified and eligible to receive an award.
6. Other companies that you contracted with.
7. If a company wants to receive the award for more than one group, the company must
show that it has the equipment and employees to handle more than one group.
RELEASES AND RECEIPTS: The City of Port Arthur before making payments, may
require the Contractor to famish 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
CELL PHONE OR PAGER: The Contractor must have a working cell phone or pager
available Monday through Friday from 8:00 a.m. to 5:00 p.m. so that the City will be able
to contact the contractor.
Page 8 of 19
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 ancUor 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:
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 $500,000 each
person/$~00,000 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 $1OQ000 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.
2. Commercial Automobile Liability Insurance (Including owned; non-
owned and hired vehicles coverage's).
a. Minimum combined single limit of $500,000 per occurrence, for bodily
injury and property damage.
b. If individual limits are provided, minimum limits are $300,000 per
person, $500,000 per occurrence for bodily injury and $100,000 per
occurrence for property damage.
Contractor shall cause Contractor's insurance company or insurance agent to fill in all
information required (including names of insurance agency, contractor and insurance
companies, and policy numbers, effective dates and expiration dates) and to date and sign
and do all other things necessary to complete and make into valid certificates of insurance
and pertaining to the above listed items, and before commencing any of the work and
within the time otherwise specified, Contractor shall file completed certificates of
insurance with the Owner.
None of the provisions in said certificate of insurance should be altered or modified in
any respect except as herein expressly authorized. Said CERTIFICATE OF
INSURANCE Form should contain a provision that coverage afforded under the policies
will not be altered, modified or canceled unless at least fifteen (15) days prior written
Page 9 of 19
notice has been given to the City of Port Arthur. Contractor shall also file with the City
of Port Arthur valid CERTIFICATE OF INSURANCE on like form from or for all
Subcontractors and showing the Subcontractor (s) as the Insured. Said completed
CERTIFICATE OF INSURANCE Form (s) shall in any event be filed with the City of
Port Arthur not more than ten (10) days after execution of this Contract.
Page 10 of 19
GENERAL SPECIFICATIONS OF JANITORIAL CONTRACT
SQUARE FOOT AGE
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.
SUPPLIES FURNISHED BY THE BIDDER
Disinfectant cleaners must be an EPA approved product for hospital level disinfection.
Bidder is responsible for 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 traslv'wastebaskets containers; and EXTRA HEAVY LINERS FOR
THE CONTAINERS MARKED BIO-HAZARD CONTAINERS.
SUPPLIES NOT FURNISHED BY BIDDER
Do not furnish paper towels, toilet tissue, light bulbs, soap for dispensers, or bio-hazard
bags.
PRODUCT RESTRICTIONS
Endust is not to be used at any time for any reason in the building.
PRODUCT REOUIRENIENTS
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.
Page 11 of 19
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 LPiERS ARE FULL.
REMOVE FROM BIO-HAZARD CONTAINERS AND PUT IN A LARGE BIO-
HAZARD BAG AND PLACE IN AREA DESIGNATED BY HEALTH DEPARTMENT
PERSONNEL.
GLASS
Clean and polish glass doors.
TRASH ON HEALTH DEPT. GROUNDS
Pickup 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 file areas including restrooms, waiting areas and entrance way. After daily wet
mopping, apply one (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
A]I 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.
FLOORS
After daily wet mopping, apply one (1) coat of wax to all hard finished floors before
buffing.
PHONES CALCULATORS, & TYPEWRITERS
Clean phone instruments, cords, calculators, and typewriters with damp cloth.
Page 13 of 19
QUARTERLY
FLOORS
Strip, seal and re-wax with two (2) coats of wax on all non-carpeted areas. Work to be
accomplished within the first three (3) months of the contract.
CARPET
Shampoo all carpet areas. W ork is to be accomplished within the first three (3) months.
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.
LABORATORY RESTRICTIONS
• DO NOT TOUCH COMPUTERS OR TERMINALS
• DO NOT TOUCH CABINETS OR COUNTERS
• DO NOT TOUCH SY-RINGE CONTAINERS
• DO NOT CLEAN COUNTERS
• DO NOT CLEAN LABORATORY EQUIPMENT
Page 14 of 19
List commercial references with name, address, and telephone number of business.
Include the name and title of contact person.
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 x:00 p.m. to 7:00 p.m.
except for the third Tuesday of each month. Extended hours of operations are held every
3'a 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.
TERDIS OF THE CONTRACT
The term of the contract will cover a three (3) year period.
Even though proposals are received based on furnishing services wh
minimum requirements indicated, it is not intended that this alone shall
award to be recommended; but that other factors shall be considered
experience the City may have with bidder of the same type.
ich may meet the
limit the contract
together with any
Page 15 of 19
BID PROPOSAL
PAGE 1 OE 1
Date: June 10.2009
Bid Proposal For: JANITORIAL SERVICE FOR THE HEALTH DEPARTMENT
The undersigned ,doing
business in the City/Town of
submits herewith, in conformity with the General Instructions, Conditions, and
Specifications for the following Bid:
OUTLINE OF BID DATA:
QTY UOM UNIT COST TOTAL CO_ ST
12 MTHS JANITORIAL SERVICE
HEALTH DEPARTMENT S $
WORK WILL BEGIN DAYS AFTER AWARD OF CONTRACT.
Receipt of addenda is acknowledged:
No. 1 Dated
COMPANY NAME
SIGNATURE OF BIDDER
(PRNT OR TYPE NAME)
TITLE
Received
STREET ADDRESS
P.O. BOX
CITY STATE ZIP
AREA CODE TELEPHONE NO.
EMAIL
Page 16 of 19
BID OPENING DATE: June 10, 2009
CITY OE PORT ARTHUR
INSTRUCTIONS TO BIDDER
Bidders are requested to famish their complete REMIT TO ADDRESS and
TAX IDENTIFICATION NUMBER as indicated below:
REMIT PAYMENT TO:
coMPANY
ADDRESS
CITY/STATE/ZIP
SEND PURCHASE ORDER TO:
COMPANY"
ADDRESS
CITY/STATE/ZIP
TAX IDENTIFICATION NUMBER
INCORPORATED YES NO
Page 17 of 19
AFFIDAVIT
All pages in the offeror's bid proposal containing statements, letters, etc.
shall be signed by a duly authorized officer of the company, whose
signature is binding on the bid proposal.
The undersigned offers and agrees to one of the following:
I hereby certify that I do not have outstanding debts with the
City of Port Arthur. Further, I agree to pay succeeding debts
as they become due during this agreement.
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.
NAME OF OFFEROR:
TITLE
ADDRESS
CITY/STATE/ZIP
TELEPHONE NUMBER
SIGNATURE
STATE
COUNTY
SUBSCRIBED AND SWORN to before me by the above named
on this the
day of , 20
Notary Public
RETURN THIS AFFIDAVIT AS PART OF THE BID PROPOSAL
YOUR BID WILL BE DISQUALIFIED IF NOT COMPLETED
Page 18 of 19
CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ
For Vendor or other person doing business with local governmental emit}'
This questionnaire reflects changes made to [he law by H.B. 1491, 80 Lee., Regulaz 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).
Bylaw [his questionnaire must be filed with the records administrator of the local governmental entity not later than the T" business day
after the date the person becomes aware of facts that require the statement to be filed. Sze Section 176.006, Local Government Code.
A person commits an offense if the person knowingly violates Section 176.006, Local Government Code. An offense under this section
is a Class C misdemeanor.
1. Name of person who has a business relationship with local governmental entity.
2. Check this bos if you are tiling an update to a previously filed questionnaire.
(The law requires that you &le an updated completed questionnaire with the appropriate filing authority not later than [he Tr
business day after the date the originally filed questionnaire becomes incomplete or inaccurate.)
3. Name of local government oftcer with whom filer has emplo}ment 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
,~ e, from the fjl_~r of the questionnaire?
Yes IL~JI 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
e, ovemmental enti
II-II Yes 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 ~ No
D. Describe each employment or business relationship with the Local government officer named in this section.
4.
Signature of erson doing business with the governmental entity Date
Page 19 of 19