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HomeMy WebLinkAboutPR 23646: PAEDC, ACCEPTANCE OF A BID AND AGREEMENT WITH SOUTHEAST TEXAS BUILDING SERVICES, INC., JANITORIAL SERVICES 4111/ ORT ARTrH UU R INTEROFFICE MEMORANDUM Date: February 20, 2024 To: Honorable Mayor and City Council Through: Ron Burton, City Manager From: Terry Stokes, PAEDC Chief Executive Officer RE: PR 23646—PAEDC's acceptance of a bid and entering into an agreement with Southeast Texas Building Services, Inc. for the janitorial services at 501 Procter Street and 549 4th Street. The intent of this Agenda Item is to seek the City of Port Arthur's City Council approval to award a bid and enter into a contract with Southeast Janitorial Building Services for janitorial services at 501 Procter and 549 4th Street. Background: The City of Port Arthur advertised a Request for Proposal (RFP) for janitorial services 501 Procter and 549 4th Streets. A total of seven(7) bids were received and reviewed: • AHC Services, LLC of Beaumont, Texas • Diamond Shine Building Service of Port Arthur, Texas • KT Maintenance Company, Inc. of Port Arthur, Texas • M&R's Elite Janitorial Solutions of Houston, Texas • Maxpro Enterprise of Cedar Hill, Texas • Sanconett Staffing LLC of Austin, Texas • SE Texas Building Services, Inc. of Nederland, Texas The bids were evaluated by the Review Committee and submitted to the City's Purchasing Department for final tabulation. The successful bid was submitted by Southeast Texas Building Service, Inc. Budgetary Impact: The budgetary impact of this item is an amount not to exceed $21,360.00 for 501 Procter Street and an amount not to exceed$43,680.00 for 549 4th Street for a period of 1 year,with an option to renew for two (2) additional 1-year periods. Recommendation: It is recommended that the City of Port Arthur's City Council approve the PAEDC's acceptance of a bid and enter into a contract with Southeast Texas Building Services for 501 Procter Street and 549 4th Street. P. R. No. 23646 2/20/2024 JMC RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY OF PORT ARTHUR SECTION 4A ECONOMIC DEVELOPMENT CORPORATION TO AWARD A BID AND ENTER INTO A CONTRACT FOR THE JANITORIAL SERVICES OF THE 501 PROCTER STREET AND 549 4TH STREET BUILDINGS WITH SOUTHEAST TEXAS BUILDING SERVICES, INC. OF NEDERLAND TEXAS, IN AN AMOUNT NOT TO EXCEED $21,360.00 FOR 501 PROCTER STREET, PAEDC FUNDING ACCOUNT NO. 120-80-625-5312-00-00-000 AND IN AN AMOUNT NOT TO EXCEED$43,680.00 FOR 549 4TH STREET FUNDING IN PAEDC PROJECT NO. ED0002.OTH.BUM WHEREAS, The City of Port Arthur Section 4A Economic Development Corporation ("PAEDC")owns the properties located at 501 Procter Street and 549 4th Street and is obligated to maintain these properties; and WHEREAS, the City of Port Arthur advertised a Request for Proposal (RFP) for janitorial services for 501 Procter Street and 549 4th Street; and WHEREAS, a PAEDC representatives evaluated all bids and submitted the bids to the City of Port Arthur's Purchasing Department for final tabulation, Exhibit "A"; and WHEREAS, at their February 19, 2024, Regular Board Meeting the PAEDC Board of Directors approved the acceptance of the bid submitted by Southeast Texas Building Services, Inc. for the janitorial services at 501 Procter Street and 549 4th Street. The PAEDC recommends awarding the contract, Exhibit "B", for the janitorial services to Southeast Texas Building Services, Inc. in an amount not to exceed $21,360.00 for 501 Procter Street and an amount not to exceed $43,680.00 for 549 4th Street for a period of 1 year, with an option to renew for two (2) additional 1-year periods. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR, TEXAS: 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 approves the award of the bid and authorizes execution of a contract between PAEDC and Southeast Texas Building Services, Inc. for Janitorial Services in an amount not to exceed $21,360.00 for 501 Procter Street and an amount not to exceed $43,680.00 for 549 4th Street for a period of 1 year, with an option to renew for two (2) additional 1-year periods. Section 3. That a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ, ADOPTED AND APPROVED on this day of A.D., 2024, at a Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: AYES: Mayor Councilmembers • NOES: Page 2 Thurman Bartie,Mayor ATTEST: Sherri Bellard, City Secretary APPROVED: li7144. Terry Stokes, PAEDC CEO APPROVED AS TO FORM: .1--- VL Charles Zech, PAEDC Attorney APPROVED AS TO FORM: (3)/C41—j "V" Ja I ' M. Black, Interim City Attorney APPROVED AS TO AVAILABILITY OF FUNDS: &LLLL Lynda oswell,Finance Director Page 3 Exhibit "A" CC Id \_ m R § - ::' k \ \ - )..t \ . ]� _ } j \ E @ 3 R Q = \ / el.):14*. \ 7t � \ ƒ \ $ @ 3 2 E s 2 Cr _= j C. 5 - \ \ \ E @ © It - e k i \ ; 2 = / • f } \ / 7 E 6. / « \ e \ / / @ R 7 © / ƒ§ & 22 \ - _ < g \ Q •E . | % § - \_ ] \ © © R $ k 7 222 \ et ` / / a X cn \ .t \ ) \ © $ @ / '5 _ 7 ] \ \ y $ < ./ _ / \ Co S @ $ © • 1 � / \ j .( Ni - \/ • '� 2▪ ! , t 7 ( / * % % g ƒ 3 ± e 2 4 / / Exhibit " B" JANITORIAL SERVICES CONTRACT That this Janitorial Services Contract(the"Contract")is made on this day of 2024 by and between the City of Port Arthur Section 4A Economic Development Corporation(the "PAEDC"), organized under the laws of the State of Texas and Southeast Texas Building Services (the "Contractor). WITNESSETH WHEREAS, the PAEDC advertised for request for proposals for janitorial services to provide janitorial services for offices located in the 501 Procter Street and 549 4th Street property (the "Property"); and WHEREAS,responses were received on or about November 8, 2023 and were extensively evaluated by PAEDC staff; and WHEREAS, through such evaluation it was determine that Southeast Texas Building Services presented the best response; and WHEREAS, the PAEDC desires to enter into a contract with Southeast Texas Building Services for janitorial services for the Property in the amount of$5,420.00 per month. NOW, THEREFORE, for and in consideration of the mutual covenants and promises contained herein the parties hereby agree as follows: I. SCOPE OF SERVICES 1.01-Services Contractor agrees to perform the services and comply with the provisions specified in the Request for Bid Proposals (the "RFP"), includes Addendum No. One (1), copies of which are attached hereto as Exhibits "A" and "B", respectively, and incorporated herein by reference for all purposes. The RFP consists of the Notice to Bidders, Instructions to Bidders,and Specifications for Janitorial Services. The RFP and Bid Proposal comprise a part of this contract as if fully set forth herein and such provisions form a part of this contract. To the extent of a conflict or inconsistency between or among the provisions of this Contract document, the RFP and/or Bid, the documents shall control in the following order of precedence: 1) this Janitorial Services Contract document; 2) the RFP, includes Addendum No. One(1), 3) the Bid. Vendors are responsible for inspecting the Property prior to submitting bids. 1 II. COMPENSATION 2.01-Payments The Contractor shall perform the services required by this contract for the fees set forth in the Bid Proposal and bill the PAEDC with an invoice submitted to the management and leasing agent. Invoices shall be submitted on or before the 10th day of each month for services performed in the preceding month. Payment shall be made within 30 days of receiving the invoice. Contractor shall notify the PAEDC and the management and leasing agent of any changes of address, phone number, or email within five (5) days. III. TERM 3.01-Term Subject to the provisions of this Contract the term of this Contract shall commence on approval by City Council and shall terminate one year later unless terminated earlier in accordance with the provisions hereof The Contract shall be for one (1) year with two (2) additional (1)year renewable options. Renewal shall be the sole option of the PAEDC if agreed to by the Contractor. The PAEDC may cancel this contract without cause upon thirty (30) days' written notice prior to the date of termination. IN WITNESS WHEREOF, the parties have made and executed this Contract in multiple copies, each of which shall be an original as of the day of , 2024. CONTRACTOR By: Printed Name: Title: THE CITY OF PORT ARTHUR SECTION 4A ECONOMIC DEVELOPMENT CORPORATION By: Printed Name: Title: 2 Exhibit "A" City of Port Arthur Request for Proposals Janitorial Service for The Press Building OBJECTIVE: The City of Port Arthur Section 4A Economic Development Corporation ("PAEDC") is soliciting proposals from qualified companies for janitorial services for the PAEDC Properties located at 501 Procter, Port Arthur, Texas 77640 and 549 4th St, Port Arthur, Texas 77640. Contract period will be for one (1) year with an option to extend for up to three additional one year terms. The contractor's performance will be reviewed annually. Annual contract renewal and extensions are contingent upon availability of funds and grantee performance. Services to be procured: Services to be procured under this RFP include, but are not limited to: Vacuuming Sweeping,waxing, mopping floors Cleaning interior glass Emptying trash Disinfecting phones Shampooing carpet Cleaning Restrooms (includes sinks,toilets, etc.) Dusting blinds & light fixtures Wiping refrigerator, microwaves & countertops Replenishing toilet paper, paper towels, soap cleaning tables and work surfaces in common areas dusting system furniture (including upholstery) All cleaning supplies, paper products,and any other products needed for adequate cleaning, i.e.—trash can liners, will be provided by the PAEDC. However, PAEDC will not provide equipment needed for adequate cleaning, including but not limited to, vacuum cleaners and mops. The selected service provider will be responsible to report to the PAEDC. Also,the selected service provider will need to contact the PAEDC regarding any service issues. Number of times for facility to be cleaned per week is: (3)three times. SCOPE OF SERVICE: To set forth the requirements and conditions for performing Janitorial/Cleaning services for location(s) listed below. The bidder shall perform the required services in all areas and shall be qualified to furnish a complete and efficient custodial service, including all labor, supervision, cleaning materials and equipment. The successful bidder(s) shall be prepared to perform each task as stated according to the work schedule. Janitorial Services shall be provided (2) nights weekly, . ALL regular scheduled NIGHT cleaning listed below MUST be done during the hours of 3:00 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. Page 5 of 27 or CONTRACT PERIOD: The term of this contract shall be for one year with the option to renew for up to two (2)additional 12—month periods. AREAS TO BE CLEANED: 549 4th Street—The Press Building (i.e.,two stories), including all restrooms(men and women), break rooms and kitchenette areas, conference rooms, and nooks. The teaching kitchens for Lamar State College Port Arthur,the lease kitchen and the bistro prep area are not to be cleaned. The guest areas in the lease kitchen and bistro area are to be cleaned. SOUARE FOOTAGE: The area to be cleaned is approximately 47,000 square feet of floor space, consisting of various types of flooring, wall, and door and window material. EMPLOYEES: One(1) Supervisor will be on the job at ALL times when Contractor's employees are working. The supervisor's and employees' names and telephone number and supervisor's pager number/cell phone, if applicable, must be submitted before the contract begins. Contractor shall supply sufficient employees to maintain the buildings as required in these specifications. Personnel performing work under this contract shall be direct employees of the Contractor. The Contractor must ensure that all personnel assigned to this work site have at least one year's experience in the janitorial services industry, either with the contractor or another janitorial company. Should the maintenance of the building deteriorate, the Contractor will be notified, in writing,and steps shall be taken by the Contractor to correct all problems. If the situation 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 Port Arthur Economic Development Corporation shall have the right to require the dismissal from the premises covered by the contract any employee(s) whose conduct is improper, inappropriate, or offensive as determined by the corporation. Any employee so dismissed from working on this contract shall not be allowed to return to the premises without the written consent of the corporation. Personnel not employed by the Contractor (including minors not employed by the contractor) shall not be permitted on the work premises. Employees must be physically and mentally capable of operating cleaning equipment and carrying the workload. Employees and/or custodians must be able to effectively communicate the English language both orally and in writing. INSPECTIONS: The quality of the janitorial services performed under this contract shall be observed. Unscheduled job-site inspections will be performed by the corporation's Representative. Any deficiencies or unsatisfactory performance shall be noted, and corrective action by the Contractor will be required. Continued failure to abide by the corporation's specifications will be grounds for termination of the Page 6 of 27 contract. A minimum of one (1) monthly daylight inspections will be made by the corporation's Representative and Contractor's representative. CUSTODIAN COMPLAINTS& SERVICE REPORTS: Custodian Complaints & Service Reports, from different departments which experience cleaning problems, will be turned into the Purchasing Office and will in turn be faxed to the Contractor. A notice will also be placed in Contractor's box in the Public Works Office. Janitorial service shall pick up request and take corrective action immediately when possible or schedule such corrective action. REFERENCES/EXPERIENCE: Each Bidder shall submit a list, with their bid, of three (3) commercial references for their performance of similar janitorial services. Preferred references are those of similar size and scope of work performed within the past twelve months. Please include name, address,telephone number of business along with the name and title of the person to contact. Bidder shall have a minimum of five(5)years of documented janitorial service experience. The Contractor is responsible for instructing his/her employees on appropriate safety measures, including but not limited to safe use of all chemicals, materials and supplies used to perform these services. Walkways and halls shall be kept free of unattended mops, brooms, machines and other tools. "Wet floor" signs shall be displayed in areas being wet or damp mopped. Signs shall be removed and stored after floors have dried. The contractor shall accompany a Designated corporation 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 corporation and personal property before starting work on this contract. Surfaces, fixtures or furnishings subsequently damaged by the contractor's employees shall be replaced or repaired to original condition, at no cost to the city. The contractor shall obtain and maintain in effect throughout the duration of this contact, all insurance required by the City of Port Arthur SUPPLIES FURNISHED BY CONTRACTOR: Contractor shall furnish all materials and equipment including, but not limited to, cleaners, bowl cleaner, wax remover and wax, dust mops, damp mops, brooms, buffer, vacuum cleaners, cloths, furnish polish and anything else pertaining to cleaning. PRODUCT RESTRICTIONS: ENDUST is not to be used at any time for any reason in The Press Building—NO EXCEPTIONS. No harsh cleaners shall be used on wallpaper or vinyl walls. Do not use furniture polish on any metal surface. PRODUCT REQUIREMENTS: Johnson's Over and Under (or equal) Page 7 of 27 Johnson's Step Ahead(or equal) All States Chemical's Lemon Glo Furniture Polish(or equal) Liquid Gold (or equal) Franklin's Spray Buff(or equal) Franklin's Disappear(or equal) NOTE: THE BURDEN OF PROOF PERTAINING TO EQUAL PRODUCT QUALITY OF REQUESTED MATERIALS SHALL BE THE RESPONSIBILITY OF THE CONTRACTOR. The following definitions of terms shall be used in evaluating Janitorial services: Dusting-A properly dusted surface shall be free of all dirt and dust, dust streaks, lint, and cobwebs. Dusting shall be completed before vacuuming, sweeping/dust mopping. Sweeping/dust mopping- A properly swept or dust mopped floor shall be free of all dirt, grit, lint and debris. Vacuuming-A properly vacuumed carpet or floor shall be free of all dirt,dust, grit, lint and debris. All spots or stains shall be removed by the spot cleaning methods. The machine used to vacuum shall have adequate suction to lift dirt, grit and debris from the base of the carpet nap (3.5.amps or greater). All stains shall be removed immediately with an approved carpet cleaning solution in such a manner as to not leave rings or discoloration. Wet mopping - A properly wet mopped floor shall be free of all dirt, dust, grit, and debris. Fresh water, to which odorless detergent or cleaning agent has been added, shall be used with a sponge- type mop to removes all dirt and marks. Most of the water shall be squeezed from the mop prior to its application to the floor surface,to prevent free-flowing water from being applied to the floor. Damp mopping-A properly damp mopped floor shall be free of all dirt,dust,grit,marks and debris. Fresh water, to which an odorless detergent or cleaning agent has been added, shall be used with a sponge-type mop to remove all dirt and marks. Most water shall be squeezed from the mop prior to its application to the floor surface,to prevent free-flowing water from being applied to the floor. Glass cleaning-A properly cleaned glass/mirror surface shall be free of streaks dust film, deposits, debris, and stains shall have a uniformly bright appearance. All adjacent surfaces shall be wiped clean. Glass windows, doors and walls shall be cleaned both sides. Floor waxing, buffing- A properly waxed and /or buffed floor shall be free of dirt, dust marks, streaks, debris, built —up wax, and standing waters, and shall have a uniformly bright, lustrous appearance Sinks water fountain cleaning—these fixtures and their hardware,when properly cleaned, shall be free of all deposits, stains, streaks, film, and debris and shall be dry polished to a uniformly bright appearance. Plumbing- fixture, restroom stall, wall, floor cleaning- these restroom surface, when properly cleaned, shall be free of all deposits, stains, streaks, film, odor, debris, and germs. Page 8 of 27 oppr CONTRACTOR SHALL PERFORM THE FOLLOWING SPECIFIC ITEMS OF WORK UNDER THIS CONTRACT: (Corporation Representative may request additional cleaning if needed) DAILY SERVICES—FIVE(2) TIMES PER WEEK Do not move any furniture or items other chairs and trash cans. All floor surfaces will be swept. All floors will be cleaned by damp CLEAN mop and rinsing with a disinfecting cleaner. All scuff marks will be cleaned. *All Trash receptacles will be emptied, disinfected and lined. Provide/replace trash can liners as required. Trash can liners shall be replaced weekly at a minimum, or when they become stained, soiled, or torn. Dispose of trash in outside dumpster provided by the city. Clean all furniture to include desks,tables, chairs, file cabinets,bookshelves and telephones,taking care not to disturb papers left on desks. Drinking fountains will be cleaned and disinfected and all exposed metal shall be polished and kept free of foreign matter. Clean, dry polish all drinking water fountains with non-abrasive, odorless cleaner. All glass doors and glass panels will be cleaned to remove smudges and fingerprints. Mats and runners will be thoroughly vacuumed and kept clean. Any tiled landings to be cleaned in the same manner as tile floors. A damp cloth to be used to wipe down handrails, switch plates and partitions. Clean and dry polish all glass doors and or glass partitions. Vacuum all carpeted areas floor surfaces, remove spots as needed with the approved spot cleaners. Clean countertops, sinks, tables in kitchen and break room areas. Clean/dust surfaces of cabinets, appliances, and chairs. Cleaning tools (sponges, brushes etc.) used in kitchen and break room areas shall be used only in this area and shall not be used in any other area. Cleaning tools for kitchen and break areas will have a different color for items to be used. DAILY SERVICES—RESTROOM—FIVE(2) TIMES PER WEEK 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. Page 9 of 27 All bright metal accessories, including hardware on plumbing fixtures, partitions and dispensing accessories shall be cleaned and polished. All Soap, towel, and tissue dispensers will be filled nightly. Clean all mirrors. Restroom walls and partitions will be kept clean and free of spots, smudges and foreign matter. Restroom floors will be cleaned by damp CLEAN mop and rinsing with a disinfecting cleaner. Clean and dry polish lobby windows every Monday inside and outside. Dust window ledges with damp cloth. Polish all Furniture. (Product required list) Dust chair rungs. Dust all ledges and window ledges that may be reached without use of a ladder. Wipe walls and trim with damp cloth and disinfectant or equal. Clean non-wood walls/partitions, wallpaper and vinyl walls. CARPET Carpets are to be shampooed a minimum of every three (3) months or additionally as needed. YEARLY SCHEDULE Vinyl walls shall be cleaned with an approved cleaner to remove dirt.This shall be completed within the first three (3) months of each new contract starting date. No harsh cleaners shall be used on wallpaper or vinyl walls. Liquid Gold or equal product to be applied to all paneled walls and wood doors and wiped down with a soft CLEAN cloth once a year. This shall be accomplished within the first three (3) months of each new contract starting date. Liquid Gold or equal product must not be sprayed onto walls/doors due to safety hazard. ADDITIONAL FLOOR WAXING This service is only when the City requests it. All janitorial services including stripping and re- waxing with three (3) coats of wax every three (3) months. (Use Johnson's Step Ahead and Over and Under or equal.) Stripping and re-waxing shall occur on Wednesdays or as otherwise requested by EDC Representatives due to special events at Press Building. This service shall Page 10 of 27 include all floors excluding terrazzo floors. Buff of all tile floors weekly including elevators and restrooms, apply (1) one coat of wax before buffing all floors (Use Franklin's Spray Buff or equal). Page 11 of 27 The City of Port Arthur requires comprehensive responses to every section within this RFP. Conciseness and clarity of content are emphasized and encouraged. Vague and general proposals will be considered non-responsive and will result in disqualification. To facilitate the review of the responses, Firms shall follow the described proposal format. The intent of the proposal format requirements is to expedite review and evaluation. It is not the intent to constrain proposers with regard to content, but to assure that the specific requirements set forth in this RFP are addressed in a uniform manner amenable to review and evaluation. Failure to arrange the proposal as requested may result in the disqualification of the proposal. It is requested that proposals be limited to no more than 50 pages, excluding resumes. All pages of the proposal must be numbered and the proposal must contain an organized, paginated table of contents corresponding to the sections and pages of the proposal. EVALUATION CRITERIA: The Proposer shall provide the following information: EXPERIENCE: 1. Proposer's performance in Janitorial Service for government entities or other clients. Proposer should indicate the number of years of experience the firm has in performing Janitorial Service with businesses comparable to the law enforcement entities. 2. State the number of years experience for the supervisor. REFERENCES: Include three (3) business references for which similar services have been provided. Include the following: 1. The period for which you have provided this service; 2. A brief description of the scope of work; and 3. Contact name,title, address, and telephone number. The Proposer hereby authorizes and requests any person,firm,corporation and/or government entity to furnish any information requested by the City in verification of the references provided and for determining the quality and timeliness of providing the services. PRICING: The rates for Janitorial Services.See Appendix A PROJECT MANAGEMENT PLAN 1. Describe your firm's capability to provide all services required.(Number of employees, Janitorial equipment that will be used, etc) 2. Provide a description of the firm's typical approach to maintain the Police, Municipal Court, and Fire Department. (Number of crews working,how many per crew,how the crews will work the floors, etc) Page 12 of 27 SELECTION PROCESS: All applications will be screened by an evaluation committee and those applicants selected for a short list may be invited to attend an interview, at the applicant's own expense. The City shall not incur any costs for applicant preparation and/or submittal of qualifications. The City will evaluate all responses based on the qualifications, past performance and project approach. The City reserves the right to negotiate the final fee prior to recommending any business for a contract. The City's process is as follows: 1. The evaluation committee shall screen and rate all of the responses that are submitted. Evaluation ratings will be on a 100 point scale and shall be based on the following criteria: a. Experience 40 pts b. References 15 pts c. Pricing 25 pts e. Project Management Plan 20 pts 2. City staff shall recommend the most qualified business to the City Council and request authority to enter into a contract. 3. When services and fees are agreed upon,the selected business shall be offered a contract subject to City Council approval. 4. Should negotiations be unsuccessful, the City shall enter into negotiations with the next, highest ranked business. The process shall continue until an agreement is reached with a qualified business. 5. This RFP does not commit the City to pay for any direct and/or indirect costs incurred in the preparation and presentation of a response. All finalist(s)shall pay their own costs incurred in preparing for, traveling to and attending interviews. Page 13 of 27 Mir GENERAL INFORMATION: Proposers are cautioned to read the information contained in this RFP carefully and to submit a complete response to all requirements and questions as directed. TERMINOLOGY: "Bid" vs. "Proposal"--For the purpose of this RFP, the terms "Bid" and `Proposal" shall be equivalent. AWARD: The City of Port Arthur will review all proposals for responsiveness and compliance with these specifications. The City reserves the right to award on the basis of the Lowest and Best Offer in accordance with the laws of Texas, to waive any formality or irregularity, and/or to reject any or all proposals. ALTERING BIDS: Bids cannot be altered or amended after submission deadline. Any interlineations, alteration,or erasure made before opening time must be initialed by the signer of the bid, guaranteeing authenticity. WITHDRAWAL OF PROPOSAL: The proposer may withdraw its proposal by submitting written request, over the signature of an authorized individual,to the Purchasing Division any time prior to the submission deadline. The proposer may thereafter submit a new proposal prior to the deadline. Modification or withdrawal of the proposal in any manner, oral or written, will not be considered if submitted after the deadline. CONFLICT OF INTEREST: 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://www.ethics.state.tx.us/filinginfo/conflict forms.htm 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 176 of the Texas Local Government Code and you are representing that you in compliance with them. Any information provided by the City of Port Arthur is for information 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 an attorney. ETHICS: The bidder shall not offer or accept gifts or anything of value nor enter into any business arrangement with any employee, official or agent of the City of Port Arthur. MINIMUM STANDARDS FOR RESPONSIBLE PROSPECTIVE BIDDERS: A prospective bidder must affirmatively demonstrate bidder's responsibility. A prospective bidder must meet the following requirements: 1. Be able to comply with the required or proposed delivery schedule. 2. Have a satisfactory record of performance. 3. Have a satisfactory record of integrity and ethics. Page 14 of 27 4. Be otherwise qualifiedeligible and eli ible to receive an award. 5. Be engaged in a full time business and can assume liabilities for any performance or warranty service required. 6. The City Council shall not award a contract to a company that is in arrears in its obligations to the City. 7. No payments shall be made to any person of public monies under any contract by the City with such person until such person has paid all obligations and debts owed to the City, or has made satisfactory arrangements to pay the same. ADDENDA: Any interpretations, corrections or changes to the RFP will be made by addenda no later than 48 hours prior to the date and time fixed for submission of proposals. Sole issuing authority of addenda shall be vested in the City of Port Arthur Purchasing Manager. The City assumes no responsibility for the proposer's failure to obtain and/or properly submit any addendum. Failure to acknowledge and submit any addendum may be cause for the proposal to be rejected. It is the vendor's responsibility to check for any addendums that might have been issued before bid closing date and time. All addenda will be numbered consecutively, beginning with 1. PORT ARTHUR PRINCIPAL PLACE OF BUSINESS: Any bona fide business that claims the City of Port Arthur as its principal place of business must have an official business address (office location and office personnel)in Port Arthur,the principal storage place or facility for the equipment shall be in Port Arthur and/or the place of domicile for the principal business owner(s) shall be in Port Arthur or such other definition or interpretation as is provided by state law. Contractors outside the City of Port Arthur are allowed to bid. PRICES: The bidder should show in the proposal both the unit price and total amount, where required, of each item listed. In the event of error or discrepancy in the mathematics,the unit price shall prevail. PURCHASE ORDER: A purchase order(s) shall be generated by the City of Port Arthur to the successful bidder. The purchase order number must appear on all itemized invoices. INVOICES: All invoices shall be mailed directly to the City of Port Arthur, Attn.: EDC, P.O. Box 1089, Port Arthur, Texas 77641. PAYMENT: Payment will be made upon receipt of the original invoice and the acceptance of the goods or services by the City of Port Arthur, in accordance with the State of Texas Prompt Payment Act, Article 601f V.T.C.S. The City's standard payment terms are net 30, i.e. payment is due 30 days from the date of the invoice. SALES TAX: The City of Port Arthur is exempt by law from payment of Texas Sales Tax and Federal Excise Tax;therefore the proposal shall not include Sales Tax. VENUE: This agreement will be governed and construed according to the laws of the State of Texas. This agreement is performable in Port Arthur, Texas, Jefferson County. The City of Port Arthur may request and rely on advice, decisions, and opinions of the Attorney General of Texas and the City Attorney concerning any portion of these requirements. COMPLIANCE WITH LAWS: The Contractor shall comply with all applicable laws,ordinances, rules, orders, regulations and codes of the federal, state and local governments relating to performance of work herein. Page 15 of 27 INTEREST OF MEMBERS OF CITY: No member of the governing body of the City, and no other officer, employee or agent of the City who exercises any functions or responsibilities in connection with the planning and carrying out of the program, shall have any personal financial interest, direct or indirect, in this Contract;and,the Contractor shall take appropriate steps to assure compliance. DELINQUENT PAYMENTS DUE CITY: The City of Port Arthur Code of Ordinances prohibits the City from granting any license, privilege or paying money to any-one owing delinquent taxes, paving assessments or any money to the City until such debts are paid or until satisfactory arrangements for payment has been made. Bidders must complete and sign the AFFIDAVIT included as part of this RFP. QUANTITIES: Quantities shown are estimated, based on projected use. It is specifically understood and agreed that these quantities are approximate and any additional quantities will be paid for at the quoted price. It is further understood that the contractor shall not have any claim against the City of Port Arthur for quantities less than the estimated amount. SHIPPING INFORMATION: All bids are to be F.O.B., City of Port Arthur, Port Arthur, TX 77640 INCORPORATION OF PROVISIONS REQUIRED BY LAW: Each provision and clause required by law to be inserted into the Contract shall be deemed to be enacted herein and the Contract shall be read and enforced as though each were included herein. If, through mistake or otherwise, any such provision is not inserted or is not correctly inserted the Contract shall be amended to make such insertion on application by either party. CONTRACTOR'S OBLIGATIONS: The Contractor shall and will, in good workmanlike manner, perform all work and furnish all supplies and materials, machinery, equipment, facilities and means, except as herein otherwise expressly specified, necessary or proper to perform and complete all the work required by this Contract, in accordance with the provisions of this Contract and said specifications. The apparent silence of these specifications as to any detail or to the apparent omission from it of a detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail. While the purpose of the specifications is to indicate minimum requirements in the way of capability, performance, construction, and other details, its use is not intended to deprive the City of Port Arthur the option of selecting goods which may be considered more suitable for the purpose involved. Under the Title VI of the Civil Rights Act of 1964, no person shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance. TERMINATION FOR CAUSE: If,through any cause,the Contractor shall fail to fulfill in a timely and proper manner his obligations under this contract, or if the Contractor shall violate any of the covenants, agreements or stipulations of this contract, the City shall thereupon have the right to terminate this contract by giving written notice to the Contractor of such termination and specifying Page 16 of 27 the effective date thereof, at least fifteen (15) days before the effective date of such termination. Notwithstanding the above, the Contractor shall not be relieved of liability to the City for damages sustained by the City by virtue of any breach of the contract by the Contractor, and the City may withhold any payments to the Contractor for the purpose of set-off until such time as the exact amount of damages due the City from the Contractor is determined. TERMINATION FOR CONVENIENCE:The City may terminate this contract at any time giving at least thirty (30)days notice in writing to the Contractor. If the Contract is terminated by the City as provided herein, the Contractor will be paid for the service that it has performed up to the termination date. If this contract is terminated due to fault of the Contractor,the previous paragraph hereof relative to termination shall apply. RELEASES AND RECEIPTS: The City of Port Arthur before making payments may require the Contractor to furnish releases or receipts for any or all persons performing work and supplying material or service to the Contractor, or any sub-contractors for work under this contract, if this is deemed necessary to protect its interests. CARE OF WORK: The Contractor shall be responsible for all damages to person or property that occurs as a result of his fault or negligence in connection with the work performed until completion and final acceptance by the City. SUB-CONTRACTS: The Contractor shall not execute an agreement with any sub-contractor or permit any sub-contractor to perform any work included in this Contract until he has received from the City of Port Arthur written approval of such agreement. INSURANCE: All insurance must be written by an insurer licensed to conduct business in the State of Texas, unless otherwise permitted by Owner. The Contract shall, at his own expense, purchase, maintain and keep in force insurance that will protect against injury and/or damages which may arise out of or result from operations under this contract,whether the operations be by himself or by any subcontractor or by anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable, of the following types and limits 1. Standard Worker's Compensation Insurance: 2. Commercial General Liability occurrence type insurance City of Port Arthur, its officers, agents, and employees must be named as an additional insured): a. Bodily injury $500,000 single limit per occurrence or $500,000 each person/$500,000 per occurrence for contracts of$100,000 or less; or Bodily injury $1,000,000 single limit per occurrence or$500,000 each person/$1,000,000 per occurrence for contracts in excess of$100,000; and, b. Property Damage $100,000 per occurrence regardless of contract amount; and, c. Minimum aggregate policy year limit of$1,000,000 for contracts of $100,000 or less; or, Minimum aggregate policy year limit of$2,000,000 for contracts in excess of$100,000. 3. Commercial Automobile Liability Insurance (Including owned, non-owned and hired vehicles coverage's). Page 17 of 27 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 notice has been given to the City of Port Arthur. Contractor shall also file with the City of Port Arthur valid CERTIFICATE OF INSURANCE on like form from or for all Subcontractors and showing the Subcontractor (s) as the Insured. Said completed CERTIFICATE OF INSURANCE Form (s) shall in any event be filed with the City of Port Arthur not more than ten (10)days after execution of this Contract. NOTICE TO PROCEED: Notice to Proceed shall be issued within ten (10)days of the execution of the Contract by OWNER. Should there be any reasons why Notice to Proceed cannot be issued within such period, the time may be extended by mutual agreement between OWNER and CONTRACTOR. Page 18 of 27 '4�` -CITY OF PORT ARTHUR, TEXAS ott rtnu ADDENDUM NO. ONE (1) Texas November 1,2023 BID FOR: Janitorial Service for Press Building and EDC Main Building The following clarifications, amendments, deletions, additions, revision and/or modifications are made a part of the contract documents and change the original documents only in the manner and to the extent hereinafter stated and shall be incorporated in the contract documents. Provisions of this addendum shall take precedence over requirements of the original contract documents and all BIDDERS ARE REQUESTED TO ACKNOWLEDGE SAID PROVISIONS IN THE SUBMISSION OF THEIR BID. Addendum as follows 1. The contract will include the Press Building and the EDC Building. 501 Procter Street — EDC Main Building (i.e. three stories), including all offices, common areas, restrooms (men and women), break rooms and kitchenette areas, conference rooms, and nooks. 549 4th Street—The Press Building (i.e., two stories), including all Press Building staff offices, common areas, restrooms (men and women), break rooms and kitchenette areas,conference rooms,and nooks.The teaching kitchens for Lamar State College Port Arthur,the lease kitchen and the bistro prep area are not to be cleaned. 2. The area to be cleaned is approximately 17,000 square feet at 501 Procter St, and 44,000 square feet at 549 4th St. of floor space, consisting of various types of flooring, wall, and door and window material. 3. Disregard the list of products listed on page 7. Contractor will submit their own list. No harsh cleaners shall be used on wallpaper or vinyl walls or wood surfaces. 4. Contractor will work three times a week for both buildings. 5. The contract will be one year with the option to renew for two additional one-year periods 6. Replenishing toilet paper, paper towels, soap cleaning tables and work surfaces in common areas and offices 7. Paper products, trash can liners, and hand soap, will be provided by the PAEDC to be placed out and replenished by the service provider. However, PAEDC will not provide cleaning supplies and equipment needed for adequate cleaning, including but not limited to,vacuum cleaners,mops,and cleaning materials. 8. Remove buffing and waxing of floors from this bid. 9. Attached is the revised bid sheet for both buildings. If you have any questions, please contact the Purchasing Division at 409-983-8160. NOTE: ALL PAGES OF ADDENDA MUST BE SIGNED AND SUBMITTED WITH YOUR BID DOCUMENTS. Cli n Williams, CPPB Purchasing Manager Signature of Proposer Date Company Vendor Name Exhibit " B" ADJ'ENIJUM#A CITY OF PORT ARTHUR,TEXAS BID SHEET BID FOR: Janitorial Services for Press Building and EDC MiAun Building BID DUE DATE: Noveennber 8,2023 QTY UOM DESCRIPTI4>N UNIT COST TOTAL C ST 12 Months Janitorial Service for 501 Procter Street $'i,7S0.00 $21,360.00 12 Months Janitorial Service for 549 4e1' Street $ 3,640.00 $43,680.00 Southeast Texas Building Services, Inc. 3304 Spurlocr Road CATP NY NAME STREET AD I;I ESS I \ l z ! c. �_ P. O. Box 1562 SIGNATIJ E ,I F BIDDER P.O. BOX Robert L. Bodin, Jr. Nederland Texas 77627 PRINT OR TYPE NAME CITY STATE ZIP Vice President (409) 722-4900 TITLE AREA C•DE TELEPHONE NO setxbldgsvc@gmail.corn (409) 724-0900 EMAIL FAX NO. Page 211 of 26