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PR 22914: CONTRACT WITH DIAMOND SHINE, FOR JANITORIAL SERVICES
I n,; n '1 l'1�7 U� le.eas www.PortArthurTx.gov DEPARTMENT OF DEVELOPMENT SERVICES INTEROFFICE MEMORANDUM Date: November 10, 2022 To: The Honorable Mayor and City Council Through: Ronald "Ron" Burton, City Manager From: Pamela D. Langford, Assistant City Manager— Operations/Director of Development Services RE: P.R. NO. 22914 — A resolution authorizing contract with Diamond Shine of Port Arthur. Texas for janitorial services. Introduction: This Agenda Item intends to request authorization for the City Manager to enter a contract with Diamond Shine Building Services of Port Arthur, Texas to provide janitorial services for the Development Services Building, located at 300 4th Street, Port Arthur, Texas. Diamond Shine was the highest evaluated bidder of the five (5) proposals received, with a budgetary impact of $37,620.00 with an option for carpet cleaning services of $0.38 per square foot. Background: The city advertised for proposals for janitorial services on July 20, 2022, and July 27, 2022. Five (5) vendors responded, with Diamond Shine Building Services of Port Arthur, Texas being scored by a panel consisting of city staff members the highest bidder. The vendor also provided pricing for carpet cleaning services at $0.38 per square foot. Services would be rendered upon request if the need exist. This contract is for the term of one year with the option of renewal for up to two (2) 12- month periods. "Remember,we are here to sere the Citizens of Port Arthur" P.O.Box 1089 X Port Arthur_Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 Budget Impact: Annual budgetary impact of $37,620.00 and providing for carpet cleaning services at an additional cost of $0.38 per/sf. Funding is available in Planning/Other Contractual Services Account: 001-13-031-5470-00-10-000. Recommendation: It is recommended that City Council approve P.R. No. 22914, authorizing the City Manager to enter a contract with Diamond Shine Building Services of Port Arthur, Texas to provide janitorial services for the Development Services Building, located at 300 4th Street, Port Arthur, Texas. "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.22914 11/10/2022 PDL PAGE 1 OF 45 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH DIAMOND SHINE BUILDING SERVICES OF PORT ARTHUR, TEXAS, FOR JANITORIAL SERVICES FOR THE DEVELOPMENT SERVICES BUILDING, LOCATED AT 300 4TH STREET, WITH AN ANNUAL PROJECTED BUDGETARY IMPACT OF $37,620.00 AND PROVIDING FOR CARPET CLEANING SERVICES AT ADDITIONAL COST; FUNDING AVAILABLE IN PLANNING OTHER CONTRACTUAL SERVICES ACCOUNT 001-13-031-5470-00-10-000. WHEREAS, the Development Services Building, located at 300 4th Street, Port Arthur, Texas, requires daily cleaning to maintain a clean, sanitary, and safe environment for day-to-day city operations; and, WHEREAS, on July 20, 2022, and July 27, 2022, the City advertised for proposals to obtain janitorial services for the facility; and, WHEREAS, five (5) bids were received for the above-referenced contract on August 10, 2022, and have been evaluated by City Staff, providing Diamond Shine Building Services of Port Arthur, Texas, as the highest rated bid, as delineated in Exhibit "A"; and, WHEREAS, Staff recommends that the City enter into a one (1 ) year contract with Diamond Shine Building Services with an option for renewal for up to two (2) additional 12-month periods, as delineated in Exhibit "B"; and, WHEREAS, Diamond Shine Building Services can provide carpet cleaning services at an additional cost. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: That City Council hereby authorizes the City Manager to enter a one (1) year contract for janitorial services for the Development Services Building, located at 300 4th P.R.NO.22914 11/10/2022 PDL PAGE 2 OF 45 Street, Port Arthur, Texas, with Diamond Shine Building Services of Port Arthur, Texas, with a projected budgetary impact of $37,620.00. That Diamond Shine Building Services can provide carpet cleaning at an additional cost of $0.38 per square foot. That funding is available in Planning Other Contractual Services Account 001-13- 031-5470-00-10-000. That a copy of the caption of this Resolution shall be spread upon the minutes of the City Council. READ, ADOPTED, AND APPROVED, this day of November 2022 A.D., at a Regular Meeting of the City Council of the City of Port Arthur, Texas by the following vote: AYES: Mayor: Councilmembers: Noes: Thurman Bill Bartie, Mayor ATTEST: Sherri Bellard, TRMC, City Secretary APPROVED AS TO FORM: cam, `! �'►L Lita.salecia "Val" Tizeno, City Attorney P.R.NO.22914 11/10/2022 PDL PAGE 3 OF 45 APPROVED FOR ADMINISTRATION: 7n "Ron" on, City Manager � e. 1 Pamela D. Langford, AssiS ant City Manager-Operations/ Director of Planning & Development Services APPROVED AS FOR AVAILABILITY OF FUNDS: 1 c'<C!../\ - / J DC:( A. ,1 Kandy Daniel, Ir terim Finance Director (IIIL,LA Clifton Williams, CPPB, Purchasing Manager P.R.NO.22914 11/10/2022 PDL PAGE 4 OF 45 EXHIBIT "A" (STAFF EVALUATION) P.R.NO.22914 11/10/2022 PDL PAGE 5 OF 45 City of Port Arthur Janitorial Services for The Development Services Building Agenda Totals P22-079 AHC Services. Diamond Shine Quest Maintenance Agape Cleaning Multi-Essentials Weight LLC. Building Services Services,LLC". Enterprises.Inc. Cleaning Services Beaumont, TX Port Arthur, TX Beaumont, TX Houston, TX Beaumont, IX Experience 75 68 58 63 63 46 References 45 33 39 39 34 43 Pricing 105 95 90 85 100 35 Project Management 75 60 71 55 60 60 Total 300 256 258 242 257 184 Yawl&ScUp/ail--Goifi(eata 09/09/2022 Yolanda Scvpion-Goudeaux.Purchasing Assistant Date P.R.NO.22914 11/10/2022 PDL PAGE 6 OF 45 EXHIBIT " B" (CONTRACT/PROPOSAL) P.R.NO.22914 11/10/2022 PDL PAGE 7 OF 45 CONTRACT FOR JANITORIAL SERVICES CITY OF PORT ARTHUR DEVELOPMENT SERVICES BUILDING 300 4TH STREET THIS AGREEMENT, made this day of December , 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 Services hereinafter called "CONTRACTOR." WITNESSETH: That for and in consideration of the payment terms, conditions, and agreements set forth herein, OWNER and CONTRACTOR agree as follows: 1. The term of this contract shall be for one(1)year from the date stated on the Notice to Proceed unless sooner terminated under the provisions hereof. The City can terminate this contract at its convenience,which includes,but is not limited to, funding not being available in any budget cycle within thirty (30) days written notice. 2. The Contractor shall provide janitorial services as delineated in Attachment "A." 3. During the term of this contract, the Contractor will furnish at his own expense all of the materials, supplies, tools, equipment, labor, and other services necessary to connection therewith, excepting those supplies specifically not required of the Contractor in the Specifications. 4. The CONTRACTOR agrees to perform all the work described in the specifications and contract documents and to comply with the terms in the amount of$37,620.00 and additional carpet cleaning services at $0.38 per square foot. 5. The term "Contract Documents" means and includes the following: 1) Agreement 2) General Information 3) Specification 4) Addendums P.R.NO.22914 11/10/2022 PDL PAGE 8 OF 45 4) Bid 5) Notice of Award 6) Notice to Proceed 6. This Agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors, and assigns. 7. IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed by their duly authorized officials,this Agreement in(2 copies), each of which shall be deemed an original on the date first written above. Signed on the day of December 2022. ATTEST CITY OF PORT ARTHUR BY CITY SECRETARY Ronald Burton, City Manager Signed on the day of , 2022. WITNESS: DIAMOND SHINE BUILDING SERVICES, PORT ARTHUR, TEXAS BY: PRINT NAME: PRINT NAME: TITLE: P.R.NO.22914 11/10/2022 PDL PAGE 9 OF 45 ATTACHMENT "A" P.R.NO.22914 11/10/2022 PDL PAGE 10 OF 45 THUR1LAN BILL BARTIE,MAYOR RONALD BERTO 4 LNGRID HOLMES..3LAYOR PRO TEM ! CTIY]LLNt1GER cOZ:Rca MEMBERS: SHERRI BEi I RD,TR3iC DONALD FRANK SR. CITY SECRETARY C AL JONES u r i r t it ul�r� THOML S LZVL W III VAL TiZENO I► INEETH MARKS t`'` ` CITY ATTORNEY CHARLOTTE 340SE.S June 27 2022 REQI EST FOR PROPOSAL JANITORIAL SER\ICES FOR DEVELOPMENT SERi10ES BIILDLNG DEADLINE:Sealed proposal submittals must be received and time stamped by 3:00 p.m.,Central Standard Time.Wednesday,August 2, 2022. (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 August 2„2022 in the City Council Chambers.City Hall,5t Floor.Port Arthur.TX. Proposals will be opened in a mariner to avoid public disclosure of contents:however.only the names of proposers will be read aloud. MARK ENVELOPE:P22-079 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 4-1-4 4TH STREET.4'h floor PORT ARTHUR.TEXAS 77641 PORT ARTHUR TEXAS 77640 POLNTS OF CONTACT: Questions concerning the Request for Proposal should be directed in writing to: City of Port Arthur.TX Clifton Williams.Purchasing Manager P.O.Box 1089 Port Arthur. TX 77641 c lifto>Lwilliamsraportarthurtx.gov Purchasing Division;Finance Department 1 Purchasing\tanager.Clifton Williams CPPB P.O.Box 1080 444 4th Street; Port Arthur Tess 770411 400 083 S100 l Fax 400 083.8201 P.R.NO.22914 11/10/2022 PDL PAGE 11 OF 45 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 authonty to bind the firm in a contract. Proposals shall be placed in a sealed envelope. with the Vendors name and address in the upper left-hand corner of the envelope AT i PROPOSALS MUST BE RECEIVED IN THE CITY SECRETARY'S OFFICE BEFORE OPENING DATE AND TL\IE 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. Clifton Williams. CPPB Purchasing Manager Page 2of27 P.R.NO.22914 11/10/2022 PDL PAGE 12 OF 45 REQUESTS FOR PROPOSALS JANITORIAL SERVICES FOR DEVELOPMENT SER\ICES BIILDLNG (To be Completed ONLY IF YOU DO NOT BID.) FAILURE TO RESPOND TO BID SOLICITATIONS FOR TWO (2) BID PERIODS MAY RESULT DI 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 tune 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? C ommentstOther Suggestions: C ompany Name: Person Completing Form: Telephone: Mauling Address: Email: City.State.Zip Code: Date: Page 3 of 2' P.R.NO.22914 11/10/2022 PDL PAGE 13 OF 45 NON MANDATORY PRE-BID C O'-FERENC E A ►fandatort Pre-Bid Conference berxeen Representatives of the Cir.of Port Arthur Texas and prospective bidders for Janitorial Sen.ices for the Cite of Port Arthur Development .Semites Buildinq will be held at Development Services Building located at 300 a'; Street on Jul, 28, 202 at 2.00 p.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 clanfv 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►ndividuals not listed on the roll of attendees of the Mandator:Pre-Bid Conference will be rejected and returned unopened to the bidder Page 4 of 2 P.R.NO.22914 11/10/2022 PDL PAGE 14 OF 45 City of Port Arthur Request for Proposals Janitorial Service for the Development Services Building OBJECTIT E: The intent of this Request for Proposal (RFP) is to obtain the services of a qualified contractor to perform Janitonal Services for the City of Port Arthur Development Services Building located at 300 4th Street. The contractor must perform Janitorial Services as specified in this RFP_ SCOPE OF.SERIICE: To set forth the requirements and conditions for performing Janitorial Cleaning services for location(s) listed below The bidder shall perform the required services in all areas and shall be qualified to furnish a complete and efficient custodial service. including all labor. supervision. cleaning materials and equipment. The successful bidder(s) shall be prepared to perform each task as stated according to the work schedule. Janitorial Services shall be provided (5) nights weekly Monday through Friday. ALL regular scheduled NIGHT cleaning listed below JfUST be done during the hours of 5:00 p.m - 10:00 p.m.. Monday through Friday. All areas determined to be security areas shall be cleaned upon request by the facility administrator and may require the presence of a representative of the agency CO.VTR-t C T PERIOD: The reran of this contract shall be for one year with the option to rerre'r for rip to two/.t additional 12—month periods. AREAS TO BE CLEAVED: 300 4`'Street—Development Services Building i e. one-story).including all restrooms(men and women).break room and kitchenette area_conference rooms. and nooks. S'Q(:-1RE FOOTAGE: The area to be cleaned is appioximately 14.192 square feet of floor space. consisting of various apes of flooring. wall.and door and window material. E!IPL 0IEE.S:: One(1)Supervisor will be on the:ob at ALL times when Contractor's employees are working The supervisor's and employees' names and telephone number and supervisor's pager number cell phone. if applicable.must be submitted before the contract begins. Contractor shall supply sufficient employees to maintain the buildings as required m these specifications Personnel performing work wider 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 whiting.and steps shall be taken by the Contractor to correct all problems If the situation Page 5 of 2 P.R.NO.22914 11/10/2022 PDL PAGE 15 OF 45 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 employees)whose conduct is improper-inappropriate,or offensive as determined by the City of Port Arthur.Any employee so dismissed front working on this contract shall not be allowed to return to the premises without the written consent of the City_Personnel not employed by the Contractor(including minors not employed by the contractor)shall not be permitted on the work premises_ Employees must be physically and mentally capable of operating cleaning equipment and carrying the workload. Employees and or custodians nuts!be able to effectively communicate the Fnghsh language both orally and in writing. INSPECTIONS: The quality of the janitorial services performed under this contract shall be observed.Unscheduled job-site inspections will be performed by the City Representative.Any deficiencies or unsatisfactory performance shall be noted, and corrective action by the Contractor will be required_ Continued failure to abide by the City's specifications will be grounds for termination of the contract. A minimum of one (1) monthly daylight inspections will be made by the City Representative and Contractor's representative. CI:STODL4N COMPLAINTS ki SERF 7CE REPORTS: Custodian Complaints & Service Reports. from different departments which experience cleaning problems,will be turned into the Purchasing(mice and will in rum be faxed to the Contractor.A notice will also be placed in Contractor's box in the Public Works Office. Janitorial service shall pick up request and take corrective action immediately when possible or schedule such corrective action. REFERENCES/EXPERIENCE: Each Bidder shall submit a list, with their bid, of three (3) commercial references for their performance of similar janitorial services.Preferred references are those of similar size and scope of work performed within the past twelve months.Please include name.address.telephone number of business along with the name and title of the person to contact.Bidder shall have a minimum of five(5)years of documented janitorial service experience. The Contractor is responsible for instructing his.'her employees on appropriate safety measures. including but not limited to safe use of all chemicals.materials and supplies used to perform these services. Walkways and balls 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 Desigujited City Employee on a tour throughout the areas to receive this janitorial service to establish and mutually agree upon the condition of surfaces_fixtures. furnishings and other City and personal property before starting work on this contract. Surfaces. Page 6 of 27 P.R.NO.22914 11/10/2022 PDL PAGE 16 OF 45 fixtures or furnishings subsequently damaged by the contractor's employees shall be replaced or repaired to original conditi t 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 SIPPLIES FIRNTSHED BF CONTRACTOR: Contractor shall furnish all materials and equipment including, but not limited to. cleaners.bowl cleaner. wax remover and wax_dust mops.damp mops. brooms. buffer. vacuum cleaners.cloths. furnish polish and anything else pertaining to cleaning as well as white plastic liners for trash wastebasket containers. PRODUCT RESTRICTIONS: ENDL:ST is not to be used at any time for any reason in the City Hall or City Hall Annex buildings—NO EXCEPTIONS_ No harsh cleaners shall be used on wallpaper or vinyl walls. Do not use furniture polish on any metal surface. PRODUCT REQITREMENTS: Johnson's Over and Under(or equal) Johnson's Step Ahead(or equal) All States Chemical-s Lemon Glo Furniture Polish(or equal) Liquid Gold(or equal) Franklin's Spray Buff(or equal) Franklin's Disappear(or equal) NOTE: THE BIRDE_V OF PROOF PERT-LINING TO EQUAL PRODUCT QUALITI-OF REQUESTED HL4TER/ALS SKILL BE THE RE.SPONS'IBILITFOF THE CONTRACTOR The following definitions of terms shall be used in evaluating Janitorial services: Dusting-A properly dusted surface shall be free of all din and dust.dust streaks.lint.and cobwebs. Dusting shall be completed before vacuuming.sweeping dust mopping. Sweeping lust mopping-A properly swept or dust mopped floor shall be free of all din.grit. lint and debris. I"ocuuming-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 din and marks.Most of the water shall be squeezed from the mop prior to its application to the floor surface.to prevent free-flowing water from being applied to the floor. Page 7 of 27 P.R.NO.22914 11/10/2022 PDL PAGE 17 OF 45 Damp r►►oppinz-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-rape mop to remove all dirt and marks Most water shall be squeezed from the mop pnor to its application to the floor surface.to prevent free-flowing water from being applied to the floor. Glass cleaning-A properly cleaned glass mirror surface shall be free of streaks trust 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 waving, buffna- A properly waxed and or buffed floor shall be free of dirt. dust marks. streaks. debns. built -up wax. and standing waters. and shall have a uniformly bright. lustrous appearance S'irrks +i aver fountain cleaning-these fixtures and their hardware.when properly cleaned.shall be free of all deposits. stain_. streaks. film and debris and shall be dry polished to a uniformly bright appearance Plnmbin,- fixnure. restroom stall. wall. floor cleaning- these restroom surface. when properly cleaned. shall be free of all deposits. stains. streaks. film odor. debris. and germs. C OVTRiCTOR .SHALL PERFORM THE FOLLOrl7.VG SPECIFIC ITE11S OF WORK UNDER DER THIS CONTRACT: (City Representative may request additional cleaning if needed,' D.AIL 3-SER r 7CE.S -FILE(.51 TI.11E S PER ►t TEA-i 1IOND.A 1-THROI"GH Do not move any furniture or items other chairs and trash cans. All floor surfaces will be swept All floors will be cleaned by damp CLEAN mop and rinsing with a disinfecting cleaner All scuff marks will be cleaned. 'All Trash receptacles will be emptied. disinfected and lined. Provide replace trash can liners as required. Trash can liners shall be replaced meekly at a minimum, or when they become stained. soiled, or torn. Dispose of trash in outside dunrpster provided by the city. Clean all furniture to include desks.tables.chairs. file cabinets.bookshelves and telephones.taking care not to disturb papers left on desks Drinking fountains will be cleaned and disinfected and all exposed metal shall be polished and kept free of foreign matter. Clean_ dry polish all drinking water fountains with non-abrasive. odorless cleaner All glass doors and glass panels will be cleaned to remove smudges and fingerprints. Mats and ninners will be thoroughly vacuumed and kept clean. Any tiled landings to be cleaned in the same manner as tile floors Page 8 of'_' P.R.NO.22914 11/10/2022 PDL PAGE 18 OF 45 A damp cloth to be used to wipe down handrails. switch plates and partitions. Clean and dry polish all glass doors and or glass partitions Vacuum all carpeted areas floor surfaces.remove spots as needed with the approved spot cleaners. Clean countertops. sinks. tables in kitchen and break room areas. Clean dust surfaces of cabinets. appliances. and chairs C Ie-ninn tools(sponges.brushes etc.)used in kitchen and break room areas shall be used only in this area and shall not be used in any other area Cleaning tools for kitchen and break areas will have a different color for items to be used. DAIL I'.SER t ICES'-RESTRO©TI-FIT E i 5) TLTIES PER TT TEA 110.\D.4 I-THROUGH FRIDAY) All restroom fixtures. including sinks. toilet bowls. toilet seats and urinals. will be scoured and disinfected and kept free of scales at all times. All toilet seats will be disinfected top to bottom. All bright metal accessories. including hardware on plumbing fixtures. partitions and dispensing accessories shall be cleaned and polished. All Soap_toweL and tissue dispensers will be filled nightly. Clean all mirrors. Restroom walls and partitions will be kept clean and free of spots.smudges and foreign matter. Restroom floors will be cleaned by damp CLEAN mop and nnsing with a disinfecting cleaner SER\-IC E S THAT ARE ONLY-DONE ON MONDAYS AND FRIDAYS Clean and dry polish lobby windows ever:Monday inside and outside Dust window ledges with damp cloth. Polish all Furniture. ;Product required list) Dust chair rigs. Dust all ledges and window ledges that may be reached without use of a ladder. Wipe walls and trim with damp cloth and disinfectant or equal. Clean non-wood walls/partition;. wallpaper and vinyl walls Page 9 of 27 P.R.NO.22914 11/10/2022 PDL PAGE 19 OF 45 CARPET All carpets to be shampooed within the first three c 3 i weeks of contract *.offer initial shampooing, carpets are to be shampooed a minimum of even three() months or additionally as needed. • YEARLY SCHEDuLE Vinyl walls shall be cleaned with an awl owed cleaner to remove dirt.This shall be completed within the first three (3) months of each new contract starting date. No harsh cleaners shall be used on wallpaper or vinyl walls. Liquid Gold or equal product to be applied to all paneled walls and wood doors and wiped down with a soft CLEAN cloth once a year This shall be accomplished within the first three(3)months of each new contract starting date. Liquid Gold or equal product must not be spraved onto walls doors due to safety hazard. C O'TR',C T TERM: One--:ear with option to renew for two additional one-year penods Palle 10of2 P.R.NO.22914 11/10/2022 PDL PAGE 20 OF 45 The C ity of Port .Arthui-requires comprehensive responses to every section within this REP. Conciseness and clarity of content are emphasized and encouraged. Vague and general proposals will be considered non-responsive and will result in disqualification. Io facilitate the review of the responses, Firms shall follow the described pi oposal 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 paves, exxcludin?resumes. All pages of the proposal must be numbered and the proposal must contain an organized. paginated table of contents corresponding ro the sections and pages of the pi oposal. Et_4L C 14 TIO.V CRITERIA: The Proposer shill provide the following information: EXPERIENCE: I Proposer's performance in Janitorial Service for governmental entities or other clients. Proposer should indicate the number of years of experience the firm hZ in perforating Janitorial Service with businesses of counpai able size to the Cir.or other clients State the number of years experience for the supervisor REFERE.VCE.S: Include three (3) business references for which similar services have been provided. Include the following I The period for which you have provided this service: 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_tints corporation and or government entity to furnish any information requested by the City in verification of the references provided and for determining the qualir:and timeliness of providing the services. PRICING: Labor rates_ parts mark-up. and materials mark-up competitive with service and repairs apical for fire apparatus. See appendix A PROJECT►Lt\AGF11EVT PL4N I Describe your firm's capability to provide all services required(Number of employees.Janitorial equipment that will be used. etc.) Provide a description of the firms typical approach to maintain the Development Services Building Number of crews working. how many per crew. how the crews will work the floor. etc.) Page 11 of'_" P.R.NO.22914 11/10/2022 PDL PAGE 21 OF 45 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 0h2U 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 ... 40 pts b References 15 pts c. Pricing 10 pus d Project Management Plan... 35 pts 2. City staff shall recommend the most qualified business to the City Council and request authority to enter into a contract. 3. IL3nen 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 chall enter into negotiations with the next. highest ranked business. The process chall continue until an agreement is reached with a qualified business. 5. This RFP does not commit the City to pay for any direct andor indirect costs incurred in the preparation and presentation of a response. All finalists)shall pay their own costs incurred in preparing for.traveling to and attending interviews Page 12 of 27 P.R.NO.22914 11/10/2022 PDL PAGE 22 OF 45 GENERAL LNI ORMATION: NOTE:It is extremely important that the Vendor.Bidder,andi or Contractor furnish the City of Port Arthur the required information specified in Bid or Proposal Specifications listed in this Bid Package. All bids meeting the intent of this request for bid will be considered for award. BIDDERS TAKING EXCEPTION TO THE SPECIFICATIONS_OR OFFERLNG SUBSTITUTIONS.SHALL STATE THESE EXCEPTIONS BY ATTACI MNT 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 etception(s):substitutions(s)deemed to be in the best interest of the City of Port Arthur. AI.TERLNG BIDS: Bids cannot be altered or amended after submission deadline. Any interlineations.alteration or erasure made before opening time must be initialed by the signer of the bid.guaranteeing authenticity. BID AWARD: The City of Port Arthur will review all bids for responsiveness and compliance with these specifications. The award shall be made to the responsive. responsible bidder who submits the best value bid. The City reserves the right to: 1. Reject any and all bids and to make no award if it deems such action to be in its best interest. 2. Award bids on the lump sum or unit price basis. whichever is in the best interest of the City. 3. Reject any or all bids and to waive infonnahties 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°o of the lowest bid price. as provided by Section 271.905 of the Texas Government Code.Excluding Federal Funds TERMINOLOGY: "Bid" vs. "Proposal"--For the purpose of this ITB. the terms "Bid" and Proposal"shall be equivalent. Bidders are cautioned to read the information contained in this ITB carefully and to submit a complete response to all requirements and questions as directed. C ONFLIC T OF LNTEREST: Provide a completed copy of the Conflict of Interest Questionnaire (Form CIQ).The Texas legislature recently enacted House Bill 914 which added Chapter 176 to the Texas Local Government Code.Chapter 176 mandates the public disclosure of certain information concerning persons doing business or seeking to do business with the City of Port Arthur.including affiliations and business and financial relationships such persons may have with City of Port Arthur officers. The form can be can be located at the Texas Ethics Commission website: https:tlwww_ethics.state.tx.usJfibngi fa'confict fforms.hnm By doing business or seeking to do business with the City of Port Arthur including submitting a response to this RFP.you acknowledge that you have been notified of the requirements of Chapter Page 13of27 P.R.NO.22914 11/10/2022 PDL PAGE 23 OF 45 176 of the Texas Local Government Code and you are representing that you in compliance with them_ Any information provided by the C fry of Port Arthur is for informanon purposes only. If you have concerns about whether. Chapter 176 of the Texas Local Government Code applies to you or the manner in which you must comply.you should consult au attorney. ETHICS: Public employees must discharge their duties impartially so as to assure fair.competitive access to governmental procurement by responsible contractors. Moreover. they should conduct themselves in such a manner as to foster public confidence in the integrity of the Cir: of Port Arthur's procurement organization Any employee that makes purchases for the City is an agent of the City and is required to follow the City's Code of Ethics NEDMIT1I STAND- RDS FOR RESPONSIBLE PROSPEC TILT. 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. :. Be engaged in a full time business and can assume liabilities for any performance or warranty service required. 6. The C'it•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 and:contract by the City with such person until such person has paid all obligations and debts owed to the City.or has made satisfactory arrnncements to pay the game ADDENDA:Any interpretations.corrections or changes to the ITB and Specifications will be made by addenda Sole issuing authont•of addenda shall be vested in the City of Port Arthur Purchasing Manager The City assumes no responsibility for the bidder's failure to obtain and or properly submit any addendum. Failure to acknowledge and submit any addendum may be cause for the bid to be rejected. It is the vendor's responsibility to check for any addenctivus that might have been issued before bid closing date and time. PORT ARIHLR PRLNCIP.AL PLACE OF Bt'SUESS: 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 owners) 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. PRIC ES: 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 14 of 27 P.R.NO.22914 11/10/2022 PDL PAGE 24 OF 45 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.Atm.:Development Services,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. 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. DELL\QUEY-I PAYMENTS DUE CITY: The City of Port Arthur Code of Ordinances prohibits the City from granting any license.privilege or paying money to any-one owing delinquent taxes. paving assessments or any money to the City until such debts are paid or until satisfactory arrangements for payment has been made. Bidders must complete and sign the AFFIDAVIT included as part of this ITB. QUANTITIES: Quantities shown are estimated based on projected use. It is specifically understood and agreed that these quantities are approximate and any additional quantities will be paid for at the quoted price. It is further understood that the contractor shall not have any claim against the City of Port Arthur for quantities less than the estimated amount. SHIPPING INFORMATION: All bids are to be F.O.B.. City of Port Arthur. Port Arthur. TX 77640 LNCORPOR4TIO` 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. CONTRA(TOR'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 Page 15 of 27 P.R.NO.22914 11/10/2022 PDL PAGE 25 OF 45 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 nuninnun requirements in the way of capability performance. construction and other details. its use is not intended to deprive the City of Port Arthur the option of selecting goods which may be considered more suitable for the purpose involved. In the event of conflicts bera-een 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 ongin 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 C AU-SE: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 specif,ing 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 C iry from the Contractor is determined TERMLNATION FOR C O`VENIENC E:The City may temunate this contract at any time giving at least thirty(30 i 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 temimtion shall apply RELEASES AND RE C EIPIS: The City of Port Arthur before making payments may require the Contractor to furnish releases or receipts for any or all persons perfomung 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. C ARE 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-C ONTRAC TS: 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.ippioval of such agreement. Page 16 of P.R.NO.22914 11/10/2022 PDL PAGE 26 OF 45 INSURANCE:All insurance must be written by an insurer licensed to conduct business in the State of Texas.unless otherwise permitted by Owner The Contractor shall.at his own expense_purchase. maintain and keep in force insurance that will protect against injury and or damages which may arise out of or result from operations under this contract.whether the operations be by himself or by any subcontractor or by anyone directly or indirectly employed by any of them or by anyone for whose acts any of them may be liable. of the following types and limits 1. Standard Worker's Compensation Insurance: Commercial General Liability occurrence r.pe insurance City of Port Arthur. its officers. agents.and employees must be named as an additional insured): a Bodily injury 5500.000 single limit per occurrence or S500.000 each person S500.000 per occurrence for contracts of S100.000 or less:or Bodily injury S 1.000.000 single limit per occurrence or S500.000 each person S1.000.000 per occurrence for contracts in excess of S100.000: and b Properr. Damage S 100.000 per occurrence regardless of contract amount: and. c Minimum aggegate policy year limit of S 1.000.000 for contracts of S100.000 or less:or.Mfinnuuni aggregate policy year limit of S 2.000.000 for contracts in excess of S100.000 3. C onmuercial Automobile Liability Insurance (Including owned. non-owned and hired vehicles coverages) a Minimum combined single limit of S500.000 per occurrence.for bodily injury and property damage b. If individual limits are provided. minimum limits are S300.000 per person. S500.000 per occurrence for bodily injury and S100.000 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 E SLRaNCE 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 C'ERI1-ICATE OF INSURANCE on like form from or for all Subcontractors and showing the Subcontractor is) as the Insured. Said completed C'ER 1 Ll•ICATE OF I`SIJR NCE Form i s i shall in any event be filed with the City of Port Arthur not more than ten(10)days after execution of this Contract. Page 1"of 27 P.R.NO.22914 11/10/2022 PDL PAGE 27 OF 45 NOTICE TO PROCEED: Nonce 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 C ELL PHONE OR PAGER: The Contractor must have a working cell phone or pacer 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 18 of 27 P.R.NO.22914 11/10/2022 PDL PAGE 28 OF 45 APPENDICES Please include Appendix A--D when submitting proposal docrmients. Page 19 of'_" P.R.NO.22914 11/10/2022 PDL PAGE 29 OF 45 APPENDIX A INVITATION TO BID CITY OF PORT ARTH UR.TEXAS BID SHEET BI D FOR: JANTMRIAL SI-IV/ICES FOR flIT DEVELoPMErr SERVICES!WILDING BID DUE DATE:August 2,2022 OT-Y UON1 DESCRIPTION UNIT COST TOTAL.COST 12 Months Janitonal Service S 3.135.00 S_31,820.0C Hall and Annex Budding SF Additional Carpet Cleaning $ .38 per square foot Lpon Request niamcind Shine Bldg Svc COMPANY NAME STREET ADDRESS SIGNATURE OP'UDDER P 0 BOX Renee Malveaux Port Arthur, TX. 77640 PRINT OR TYPE NANIE CITY STATE ZIP ,S)E,FeTations_r Manager/Owner (409)365-9939 AREA CODE TELEPHONE NO RENEE@DSHINETX.GQM EMAIL FAX NO Page 20 of 27 P.R.NO.22914 11/10/2022 PDL PAGE 30 OF 45 APPENDIX B LETTER OF INTEREST RFP -Janitorial Service for the Development Services Building Deadline:July 7,2021 The undersigned firm submits the following information (this RFP submittal) in response to the Request for Proposals(as amended by any Addenda), issued by the City of Port Arthur,TX(City) for Janitorial Service for the City of Port Arthur Development Services Building Enclosed, and by this reference incorporated herein and made a part of this RFP,are the following: + Bid Sheet • Completed REP Letter of Interest Form • Completed Affidavit • Completed Conflict of Interest Form st• Non Collusion Affidavit •:* SB 252 • House Bill 89 Firm understands that the City is not bound to select any firm for the final pre-qualified list and may reject any responses submitted. Firm also understands that all costs and expenses incurred by it in preparing this RFP and participating in this process will be borne solely by the firm, and that the required materials to be submitted will become the property of the City and will not be returned Firm agrees that the City will not be responsible for any errors, omissions, inaccuracies, or incomplete statements in this RFP Firm accepts all terms of the RFP submittal process by signing this letter of interest and making the RP?submittal. This RFP shall be governed by and construed in all respects according to the laws of the State of Texas Diamond Shine Bldg Svc, 08/01/22 Firm NI4fIle Date Operations Manager!Owner kuthorized Signature Title Renee Malveaux f,409)365-9939 Name(please print) Telephone RENFE@DSHINETX CCM Email PAL'' 21 of 3" P.R.NO.22914 11/10/2022 PDL PAGE 31 OF 45 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 j 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 bay 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 1 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 Bldg. Svc. 08/01/22 Firm Name Date ? 1,„- 4,,,,---,. ,./L '7 "."1 — ' )...-rtri c r. Operations Manager/Owner Aothorized Signatu / Title Renee Malveaux (409)365-9939 Name(please print) Telephone RENEE@DSHINETX.COM Email STATE: -C(YkCiS COUNTY: , - SUBSCRIBED AND SWORN to before me by the above named r,r,,x, e n)cti,,, on this the day of ; C 'v ' 20 fe-TiiiA, EIFIPMAKCALUE 1 tary Public mytestry10.113334057O THIS AFFIDAVI I'AS P. T OF TILE BID PROPOSAL 11 N Page 22 of 27 P.R.NO.22914 11/10/2022 PDL PAGE 32 OF 45 APPENDIX 1) CONFLICT OF INTEREST QUESTIONNAIRE ., ORM CIO For vendor doing business with local oovernaiental entity .-- .• ici .. • -lee oueott n onel•rano=M m enges oor to or ire by11.0 rt.ate,rg.Reimer sermon Ornr.r lt-71ti_ -Ns...,,,,,orain•f,Caw g rI.a n•14,,,X0Weno.0 VW".`re ....AI 3c..etreent.":”..1•t 3 34,431.... .., a .r3,-.......,gabont.ne,..,1•4noO 0) Sa...1..1'7,1 oot,t,v ea i.i.,...wren....',lily.-,}.. ...4,mown rieureeneots-rd.,,...CBCP./71,1NX/it Ery "....04 4....y,ronal•,.i be Pee tot.Tr teorels tritotrost mut uf/or iota'.gorwreertar or ley-et ase into for rt.ea,.s a.o dero he Ocee for.nee.bear.sore•of Nal 114I mq.1,4 to 111.11.,4r4 to Gar NW Sae:-.43,110 1-6;Unit.- . nrAl tirMART....17:11, A,..v, ocak.1 nee.I it npfv):1.,.40.A 4+...a•M SO,7,..,''t Ale LoCOI1 720wroMert C.060 en ,....,,, nut And 1.6-/IFO 1 a ,2..1 Nano of vendor rho hese blueness relationship.rat load governmental Wary. N/A Elh.di Is box if you we earn aft Pp deg to a perelouely Wed otentionnele. 're avi'oi.,,,,,s';',,,i:w.n.,1,..,1-.tylate; risai40.P.1051,,nr, 0,r , izipiet....air le.tg. aArelity'.A a,''ar 're 70,Neunasa IRV el(a me laii,,),olhmC11 . i . ,c,, 1,“,,ar•-ar al/MON'^A, 4 1 1y. IV ...,77 I,A.ac r,,rAr.was,c,, Xa Of rafitoc, c. 2-I Name of lotoi goverment officer*out whom the information te being diedomin ..±:, ,.D.,-,[TA,aga.ch ornploymenl or 'diet.-COrlfrlii r.1•110glilhIP Into iht,local!at}leVrt1RW.111?4lIC.1 or 4 1.11TMIY fTeirnb.Po el the .-)face,at ceecnbrd b Section 11'6.Cree2r,A I Moo desaibe arty lily roondwp web the local government officer 0)rtii.itee subpar to A and B for Nice employment or Welfare tulatIoneep described. Attach addlional pow to Olio Ferri as,r,rsvrvi f A y tie cm oirremrier:cicoet Dt i.61:ly reertes-I'N11 gintett'ecervinp gi ilargy to recess:eiLagio rrs,"r Other free ewes:meet nciorne from Me ven00,' ! 1-7 No 3 e Toe yecyjpe...0-„,9,-,lvoy to,teen,...,..E.Ani,rt•xxne oIhe Ian forrolioy,'rygyee 'l 5n r at...*.Orect.c., of the I.cal governinorn Vt:er or a rarnity member 0 rne Mice APE-Me wade nrome s riot receiver!'r.601 rna ricai?morrimereai or EJ IE.. ' 71* ---... uwanae oeol ornployrnent or tot!Aires,f foraionohip eve to dertleof nornerf ir eon 1 maintains with a carprWallan Or olio.toaceir.•6 401fly alto rot etceol to whicio tha 1.01_461 qo,et rertvni t Mc ro offer"as an°Meta or di I naCtaa sr nods an Malan of or.percent Of TO(t• .1.1.1 riCheck rice nor I ire verde(las given lie oral gavoironare arhireir CO a'amiy lamp!,ci1 fee officer,ne,7A Mae gift! 85 -..,..rettit,,',.:e.,1,7, 116 C031a"2-', ' 4xclul,,-.; Iri,...r..isr'tad /I es147^,. 17.5 DM.p-I 21 natal/92 Striae.Ol anew as,,-..,-xn:onto:a.,14,-,.0 Or,arlo, ,--r,n orevefire oy'eve Ethos:cro—to, • lOr•OM 01 ril•to A ',1,7,,,,,, '3020: Page 23 of 2"" P.R.NO.22914 11/10/2022 PDL PAGE 33 OF 45 [ CONFLICT O INTEREST OUEST1ON F NAIRE For vendor doing business with local governmental Win Acorn:deft copy 01 Chapter'76 of Axe..ocal 7.revar note,'Czclia may be turd Al Moo-wine statttea Mots state rx uA DoceilCtitarnit.3.1713.ntrn.For easy-wartime Csnow Ara some 01,1 lecI,Ons oiled tn this 10,11 jacip1ce9 'MIX IQJM1 Coe 6.0,01 141:'Baines*rola ton sn,p1 moans a crwinacilan between neo mmrye parries tvisiet Cm cammarc a activity of one al the parte s The Arm cows col nolucle a /crier tvixao an (A.a trans-300z,hal FilubFeCt to-Ilea tee regulator ay a ISOM& state or loca,govern mensal way or an agency of a WS&X Slat* or Foca ticr:r ittrts,tal artht). (61 3 transavio-:andu(tect at a pine 31d 1-0IFIC-1 SO*Mt S.avattatea to tit*now, OF (CI a ourmase at eaae of gcoCa a-services tram a geraon that es•Marlaring av a state ce'ecirai agency and tat iS Sotisct in re.;Jar.examination oy and nactortng tc Thai agency LDS Cox*i irs.oraal el(2XA)and(B): tar I A(sun gave Pr!'sof choral Mail Me 3 cornets rVsclosure s'a lenient enth xxxceol to a iterxMi.I 2)the vandor 1 ,A. Kis All eragix7yrriprI10,ON*.bus...ass Fat.41,0F,‘Np*Oh the local'lova/anent OtaCel OF a 4-03,4F1-434 3*the oritcer that results n va office(at tarrey^o3m0(31 tecarymg taxable rooms, other than ^year:tont income :hat exceeos 32.600 during?at 12-month Ng 10O pr ..evnizintg.the Isle trial fet n''<air hetx)rmin Aviv*,rill a:on3Act oravrerrn 011,local govern rner VW IP4 ON 3,0 xenoor n as oeeo execut•O by 'SI Ow OCal gOv9FFIMISrltal entity i CiCnardenno entoory rnso a contlarl ant'ihe mala 'B)-ias g teen Ea the cur govemrhentorestf a a 1arrsly rr.imoir Of-Pe FroCe,Cr,*cc.-rxee gets to haw,in ecareA,ite visit.a-nre Mart 313 he'2 hnnon prowl ore:ea:Ng the dale Iv ofhcer bocceles Swear*sat* 1i: a 000nact between Ise mist;over/line/ea+Miry anti vendor as atmr a iiettxriacL Of rtF1 lb.IOCES gOver,enenfal*filly is considering imiainrig n a corwact soF111 the vandal' I Local GOvitillitlailAtikli ta A ienca;nal.tie a 0Dret,.....A,C'..3.-),•ct of invernst Ciaestrornatre f•he vendor'1,36 a lumens reiaticninip wen a at government*entity and V,forratOyms1,1 Y o1'1e,buSsmOSS retaNOt-esnID ort",pc*govow,rtarif otitis!.of that.,,r,,n1 govemme-cal aptly,a a FaMir^aarr,b4r-at lap refic.r de.c-,t,....d ay Seoxin I 15 m34,12;0,1, 1,2) has given a coat goyim,men!officer ot that cob governmenta.eMey a a Whtly member of the "car CM or',iota gots rain Me aggregate vacua coact:beg oy Sect '76 3031a(::21,,B),exauring airy gm calkilbed by Section'76 0031 a-' a ,3 has a iern.:ty relators:lc A.,a oca pvernment of/cat 31 that cxae governments)entity. fa-t. ":le h.orn c's.xeo oon act°I oterest oueshonnare must he'Awl or El,the appropriate records adnar.stralot nor AIN!Par lhe savontr,Witness day anger'he 811e of It t Or Oats Ittat're wenuot "Ai aegtrs Iscusatorscr,egotahons tc smear MO a cOntraCt root the coat gcretvrenerna, entity a, ,B)avOrma tc no oca gaiemmentatenfly a apattcaDon.ravoonse so a tem/Alia proms/is a acix conesponCena/ a annter renteN related'c a ooxential :ohtract rot the fora, goatann•ontar ent,ty o• :2; :he date the vendor bee area's Ai at an employment Cr otter nuaneea retabonv o wan a ocal government off torer Old I qv-r,y nvenher oi Ole;Moen deecritato oy Sdosaction"al el Mat TA,vendor has Owen Oct.0t ma,*QF'ts la scrtocl oy Suctecion'al or 1 C:CI 3'array-elate:ran to er"h a ioca government afloat i Cr,21,15.304 V•%xi EINc..,.--...mmk.lun grins.11,,0*ear,,, .il......1"IC:I.:,, Page 24 of 27 P.R.NO.22914 11/10/2022 PDL PAGE 34 OF 45 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 proiect has violated the antitrust laws of this State, codified at Section 15.01, et seq., Texas Business and Commerce Code, or the Federal antitrust laws, nor communicated directly or indirectly the bid made to any competitor or any other person engaged in the same line of business, nor has the signatory or anyone acting for the firm, corporation or institution submitting a bid committed any other act of collusion related to the development and submission of this bid proposal. Signature Printed Name: ' neP Maly Title- Company: Diamond Shine Bldg. Svc. Date: 013/01 SUBSCRIBED and sworn to before me the undersigned authority by (1. the Pt AT:L 1- on behatf of said bidder YA'.IC(ni\ Pl/ IC La 1\ Notary Public in and for the State of Texas My commission expires: 'T*Th; aftfauficcALLE ***0•1333405„ I _ Eviweisplumtir - _ azzo5 _ Page 2,5 of 27 P.R.NO.22914 11/10/2022 PDL PAGE 35 OF 45 APPEND/A'F SB 252 CHAPTER 2252 CERTIFICATION FlenPe Malveaux ,the undersigned an representative of_Diamond Shine Bldg, Svc. (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 2232.153,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 Terronst Organization,I will immediately notify the City of Port Arthur Purchasing Department Renee Malveaux Name of Company Representative(Print) Signature of C&pany Representative 48/0,1/22 Date Page 26 of 27 P.R.NO.22914 11/10/2022 PDL PAGE 36 OF 45 . . -CITY OF PORT ARTHUR,TEXAS • ,41, ADDENDUM NO.ONE(1) t7r1 relfOrr r,1/33 August 1,2022 BID FOR:JANITORIAL SERVICE AT DEVELOPMENT SERVICES BUILDING The following clarifications,amendments,deletions,additions,revision andior 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 addressing questions asked 1. DEADLINE: Scaled proposal submittals must be received and time stamped by 3:00p.m., Centel Standard Time,Wednesday,August 10,2022. (Thc clock located in the City Secretary's office will be • the official time.) All proposals received will be read aloud at 3:15p.m. on Wednesday, August 10, 2022 in the City Council Chambers,City Hall,5th Floor.Port Arthur,TX. Proposals will be opened in a manner to avoid public disclosure of contents;however,only the names of proposers will be read aloud. 2. Contract will provide spot cleaning on carpet as needed. 3. Clean and dry polish interior lobby windows quarterly, and exterior windows every two weeks on Fridays. 4. Spot cleaning on all the other interior windows. 5. Revised evaluation criteria a. Experience .25 pts b. Referenccs........„.................15 pts c. Pricing 35 pts d. Project Management Plan 25 pts NOTE: ALL PAGES OF ADDENDA MUST BE SIGNED AND SUBMITTED WITH YOUR BID DOCUMENTS. Clifton Williams.CPPB -— - Purchasing Manager-- • 08/08/2022 or- Signature ot Proposer Date Diamond Shine Biog. Svc. Company Vendor Name P.R.NO.22914 11/10/2022 PDL PAGE 37 OF 45 Janitorial Service Proposal Prepared for: COPA Job Site: Development Center 300 4th Street Port Arthur, TX 77641 Submitted By: Diamond Shine Building Service 624 Linkwood St. Port Arthur,TX 77640 Renee Malveaux Operations Manager/Owner (409) 365-9939 E•mail: renee@dshinetx.com www.diamondshinetexas.com 41/4VI. 1,1/( ), \ I) ///, \ T: August 08, 2022 P.R.NO.22914 11/10/2022 PDL PAGE 38 OF 45 August 08, 2022 COPA 444 4th Street Port Arthur,Texas 77641 Dear Mr,Williams, Subject:Janitonal Service Proposal-Development Center,300 4th Street, Port Arthur,TX 77641 Thank you for allowing Diamond Shine Building Service to prepare a janitorial clearing service proposal for your consideration.We know it takes considerable time and effort to show any potential contractor your facility,and to provide them with the necessary information. Sc again,thanks! Here are a few important highlights: Before the transition... Aj of our cleaners are thoroughly trained or how to perform each cleaning task, as well as on 2mportart safety issues.Our goal is to clean each client's facility professionally,efficiently and safely. During the transition...We know a seamless,no-hassle start-up is important to every client, So at Diamond Shine Building Service,we combine up-front preparation and training with strong management and direction to ensure a smooth,successful transition/start-up. After the transition...A systematic approach to keep your building clean and looking good!At Diamond Shine Building Service,we offer strong management arid quality control to plan for, and not lose track of. the many necessary cleaning details. We look forward to the opportunity of becoming a trusted and yawed partner in improving and maintaining the appearance of your building.Please call if you have any questions,or need additional information as you review our proposal. Sincerely, -3‘ Reree Malveaux Operations Manager!Owrer Diamond Shine Buda ing Service P.R.NO.22914 11/10/2022 PDL PAGE 39 OF 45 Development Center janitorial Service Proposal General Diamond Shine Budding Service agrees to provide all labor,supervision, material,and equipment necessary to assure performance of specified cleaning service for the client.This shall include all services described in the written specifications attached. Diamond Shine Building Service agrees to furnish such cleaning service according to the clients RFP. Experience Diamond Shine Building Service has been in business since March 2012.Although a young company, in the industry Diamond Shine Building Service is an accredited business with the Better Business Bureau and is a certified HUB vender by the State of Texas. Diamond Shine Building Service supervisors and team leaders have a combined experience of 60+years. Eric Malveaux (Owner)25 years, Renee Malveaux (Operations Manager)15 years. Shaquirra Malveaux(Project Manager)6 years,Sherabiah McDuffie (Field Supervisor)8 years,Maria Cardenas (Facility Supervisor/Team Leader)30 years. Diamond Shine Building Service provides janitorial service, Healthcare EVS cleaning, Day Porters, floor maintenance, and/or carpet cleaning to the following;Texas Workforce Solutions(TWC), Federal Aviation Administration(FAA)Southwest Region(Beaumont), Port Arthur Health Department,The Armed Forces Recruiting Office, and other government entities as well as private companies in the Golden Triangle and surrounding ares. We have in the past provided janitorial services, floor maintenance,and/or carpet cleaning to the UTMB Orange Health Clinic. Port Arthur Transit Dept., Port Arthur Public Works Dept.,and the Port Arthur Utilities Department. References City of Port Arthur Health Dept.-449 Austin Ave. Port Arthur,TX 77640 s. '409 UTMB .S1 IS Orange- 2014 North 10th St. Orange,TX 77630 r 12 '":11,2G1k5 ' City of Port Arthur Municipal Court - 645 4th St. Port Arthur,TX 77640 National Defense Reserve Fleet• 2600 Amoco Rd. Beaumont,TX 77705 City of Port Arthur Police Dept. 645 4th St. Port Arthur,TX 77640 P.R.NO.22914 11/10/2022 PDL PAGE 40 OF 45 Texas Workforce Solutions -4680 FM 365, Port Arthur, TX 77642 ger.(4091 720-9190 03/2015 n6;2017 UTMI Vidor-365 Claiborne Vidor,TX 77662 Ann Glove( • Site Supervisor'(409) 783-9165 12/01/2016 PTesent Texas Workforce Solutions -510 Park St,Suite 200 Beaumont, TX 77701 Mdry Director-(4091 839 ao45 Prking Five(5)time(s)per week janitorial Cleaning Service: $3,135.00/mo. " Nofts Pf,Dng abcve disc retiecrs other serl.—:e5:,steo beOw • Main lobby exterior window cleaning(bi-weekly) • Main lobby interior window cleaning(quarterly) • Carpet cleaning(quarterly) • Carpet spot cleaning(as needed) Project Management Diamond Shine Building Service will provide the following to ensure required services by the client. l.a. - Diamond Shine Building Service will provide adequate personnel and supervision to ensure on going quality service. Up to two(2)team member(s)will be assigned to the facility under the supervision of one(1)team leader who will perform monthly inspections and meeting with facility manager to assure quality service is being provided. l.b. -Diamond Shine Building Service will ensure the facility is properly and thoroughly cleaned each scheduled service day by providing our team member with training, tools, support, a check list of work specifications and adequate supervision needed to perform each task effectively and efficiently. l.c. -The team members will be trained at the assigned facility for four(4)weeks by the team leader and/or the Operations Manager to assist them in familiarizing tie floor plan and implementing a systematic approach. 1.d. - Prior to performing services the facility manager will be made aware of who will be assigned to the facility by proper Introduction beginning with the Operations Manager, then the team leader and team members.A list of contact information for the team leader and Operations Manager will be provided to the facility manager. 1.e. • Diamond Shine Building Service will provide the following janitorial equipment for the project; janitorial carts, floor machines,carpet extractors, disinfectant buckets,color code microfiber cleaning rags, wet mop buckets, wet mop handles, wet mops,dust mops,dust mop handles, vacuums, brooms, dustpans, high dusters, putty knifes, toilet brush and holder, gloves, masks and safety goggles (if needed). 1.g. - Diamond Shine Building Service's method of quality assurance is through providing proper tools, . . „„ P.R.NO.22914 11/10/2022 PDL PAGE 41 OF 45 training, supervision, inspections, and most important communication with the facility manager. team leader and team members. 1.h. • Diamond Shine Building Service is committed to providing quality janitorial service that delivers a level of client satisfaction. We understand that each client has a different need, so we value communication with our clients.We implement this through random inspections, monthly meetings with our team leader and team members, and quarterly reports with the facility manager. -If awarded the contract the first and foremost important part of the transition is to meet with the facility manager to better understand the needs and expectations of the facility. Diamond Shine Building Service anticipates it will take four(4)weeks to fully transition services. Week 1- Meet with facility manager and become familiarized with the facility's occupants, facility's floor plans,cleaning needs and introduce the team leader assigned to the facility. Week 2- Continued training, random inspections(by Operations Manager), and follow-up with team leader. Week 3- Continued training, random inspections(by Operations Manager), and follow-up with facility manager to collaborate ideas and make changes in areas as needed. Week 4 -Continued training, random inspections (by Operations Manager), meet with facility manager,team leader and team member to review and finalize transition. Overview: The facility will be divided into two(2)sides, east-wing and west-wing. Up to two(2)staff will be assigned to the facility, one(1)team leader and one(1)team member.The cleaning route will be begin at the rear east-wing flowing through the rear west-wing, up the west-wing and around to the east- wing.The staff will work together in the larger areas(mostly on the inner part of each wing), but separate in the smaller departments(mostly on the outer part of each wing). A cleaning routine will be implemented to ensure the facility's cleanliness is maintained according to the clients request and the proposed job specification (attached). Floor maintenance will be performed during the weekend. janitorial staff or Mr Holland(POC)will communicate any as needed carpet cleaning with the Operations Manager who will schedule floor maintenance with floor technician for any as need carpet cleaning. This project plan is open for discussion,our goal is to ensure your business operates smoothly and you're satisfied with the service we're providing. Communication to and from our clients leads to a successful outcome. P.R.NO.22914 11/10/2022 PDL PAGE 42 OF 45 Development Center Job Specifications Entrances Task Description Service Days Dust Mop/Sweep Hard Surface Floors S claysiwk. Damp Mop Hard Surface Floors-Use Appropriate Cleaner 5 daysiwk, Spot Clean Walls,Light Switches As needed Detail Oust-High And Low Areas Monthly Clean Both Sides Of Door Glass And Wipe Frames 1 day/wk. Spot Clean Entrance Glass 4 days/wk Vacuum Walk-Off Mats 5 days/wk. Lobbies Task Description Service Days Damp Wipe Horizontal Surfaces-Use Appropriate Cleaner 5 daysawk. Empty And Remove Trash,Replace Liner If Needed 5 clays/wk. Arrange Furniture 5 days/wk. Dust Mop/Sweep Hard Surface Floors 5 days/wk. Damp Mop Hard Surface Floors-Use Appropriate Cleaner 5 days/wk. Dust All Horizontal Surfaces Within Normal Reach 1 dayiwk. Detail Dust.-High And Low Areas Monthiy Spot Clean Walls,Light Switches AS needed Vacuum Walk-Off Hata 5 daysiwk. Conference Rooms Task Descriptor Service Days Empty And Remove Trash,Replace Liner If Needed 5 clays/wk. Damp Wipe Horizontal Surfaces-Use Appropriate Cleaner 5 days/we. Arrange Furniture 5 days/wk. Dust All Horizontal Surfaces Within Normal Reach 1 day/wk Spot Vacuum All Carpet 4 days/wk. Detail Vacuum All Carpet 1 day/wk. Spot Clean Walls.Light Switches As needed Spot Clean Carpet.i e.Spills As needed Detail Dust High And Low Areas Monthly Offices . . . P.R.NO.22914 11/10/2022 PDL PAGE 43 OF 45 Task Descrption Service Days Damp Wipe Horizontal Surfaces-Use Appropriate Cleaner 5 days/wk Empty And Remove Trash,Replace Lrner if Needed 5 daysiwk Oust All Horizontal Surfaces Within Normal Reach 1 day/wk. Spot Vacuum All Carpet 4 days/wk. Detail Vacuum All Carpet 1 day/wk. Spot Clean Carpet,Le Spills As needed Spot Clean Walls.Light Switches As needed Detail Dust-High kid Low Areas Monthly Hallways Task Description Service Days Dust Mop/Sweep Hard Surface Floors 5 days/wk„ Damp Mop Hard Surface Floors-Use Appropriate Cleaner 5 daysiwk Spot Clean Walls,Light Switches As needed Detail Dust-High And Low Areas MOnthiy Dust;Wice Fire Extinguishers Monthly Clear And Polish Drinking Fountains 5 days/wk. Rostrooms Task Description Service Days Empty Trash,Refill Supply Dispensers,Clear And Disinfect Restroom fixtures,Clear 5 days/wk Mirrors,Counters.Partitions And Chrome,Sweet And Mop Floor Using Appropriate Cleane, Lunchroom Task Description Service Days Dust Mop/Sweep Hard Surface Floors 5 days/wk. Damp Mop Hard Surface Floors-Use Appropriate Cleaner 5 days/wk. Detail Dust High And Low Areas Monthly Arrange Furniture 5 days/wk. Damp Wipe All Lunchroom Tables 5 days/wk. Damp Wipe Eating Area Chaim 5 days/wk. Damp Wipe Countertops Using Appropriate Cleaner 5 daystwk. Clean Sinks Using Appropriate Cleaner 5 days/wk Clean Coffee Station 5 days/wk. Vacuum Walk-Off Mats 5 days/wk. Damp Clean Exterior Of Microwave 5 days/wk. Clean,Wash Trash Can 5 days/wk. Damp Clean Exterior Of Refrigerator Monthly „... P.R.NO.22914 11/10/2022 PDL PAGE 44 OF 45 Other Requirements Task Descr,ption Service Days Site Supervision 5 daysiwk. Gather Supplies And Equipment For Shift 5 daysiwk, Clean And Arrange janitor Closet 5 daysiwk. Prepare For The Next Day 5 daysiwk Turn Or Lights•Per instructions 5 daysiwk Shut And Lock Doors,Set Alarm-Per Instructions 5 days/wk. Clean,Wash Trash Can As needed Dust Or Vacuum Venetian Blinds Month ' Dust/Wipe Fire Extinguishers Monthly P.R.NO.22914 11/10/2022 PDL PAGE 45 OF 45 Diamond Shine Building Service proudly offers COVID-19 Disinfecting Want a Cleaner, Healthier, Safer Workplace? We're READY to Help' Things have changed There are new health challenges—and what you need from your cleaning service has changed too You need someone educated,trained and equipped to tackle these new challenges. to create a cleaner healthier safer place to work • -a Good news! Our team is trained and equipped on best methods for effectrvely disinfecting using EPA approved products for SARS-CoV-2, the virus that causes COVID-19 and the right equipment to get the job done -safely and •- professionally Here's the thing Disinfecting is More Than Just Spraying a Chemical... and Walking Away That s why we follow EPA and CDC guidelines along with manufacturer s directions for product use. There are important procedures for effectively disinfecting such as Disinfecting.High touch surfaces will be thoroughly cleaned using a detergent-based cleaner and microtiber cloth VVhen dry. an EPA disinfectant approved for SARS-CoV-2 will be used according to manufacturer's directions including PPE application, dwell time and ventilation We're trained and equipped to properly and safely disinfect your workplace Let us help you meet today's new challenges. Call now, so we can carefully explain our complete disinfecting process and answer any questions you have You care about your people, value the work they perform, and the important contnbution they make every day to your company's success. Taking proactive steps. like professional disinfecting. can create a cleaner, healthier, safer environment and is appreciated by everyone -staff. customers, and visitors too