HomeMy WebLinkAboutPR 24231: PAEDC, FIRST RENEWAL OF THE CONTRACT FOR JANITORIAL SERVICES PORT*ARTHUR
INTEROFFICE MEMORANDUM
Date: March 13, 2025
To: Honorable Mayor and City Council
Through: Ron Burton, CPM I City Manager
From: Terry Stokes, PAEDC Chief Executive Officer
RE: PR 24231—A Resolution authorizing the Port Arthur Economic Development
Corporation to enter into the First Renewal of the Contract for Janitorial Services of
501 Procter and 549 4th Streets with Southeast Texas Building Services, Inc.
The intent of this Agenda Item is to seek the City of Port Arthur's City Council's approval of the Port
Arthur Economic Development Corporation entering into the First Renewal of the Contract for
Janitorial Services of 501 Procter and 549 4th Streets with Southeast Texas Building Services, Inc.
Background:
At the March 12, 2025, Regular Board Meeting the PAEDC Board of Directors approved the first
renewal of the contract with Southeast Texas Building Services,Inc. for the janitorial services at 501
Procter Street and 549 4th Street. Southeast Texas Building Services, Inc., has provided satisfactory
service during the first year of this contract. This will be the first renewal of the contract, with the
option to renew it for one (1) additional one (1)year period.
Budgetary Impact:
The budgetary impact of this item is an amount not to exceed $21,360.00 for 501 Procter Street,
PAEDC Funding Account No. 120-80-625-5312-00-00-00-00-000 and in an amount not to exceed
$43,680.00 for 549 4th Street funding in PAEDC Project No. ED0002.OTH.BUM (Building
Maintenance).
Recommendation:
It is recommended that the City of Port Arthur's City Council approves the Port Arthur Economic
Development Corporation entering into the First Renewal of the Contract for Janitorial Services of
501 Procter and 549 4th Streets with Southeast Texas Building Services, Inc.
P. R. No. 24231
3/13/2025 I JMC
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE PORT ARTHUR
ECONOMIC DEVELOPMENT CORPORATION TO
ENTER INTO THE SECOND YEAR (FIRST RENEWAL)
OF THE 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 ACCOUNT NO. 120-80-625-5312-00-00-000 -
PROJECT NO. ED0002.OTH.BUM (BUILDING
MAINTENANCE)
WHEREAS, The Port Arthur 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, pursuant to resolution 24-148 City Council approved the PAEDC
awarding the bid and entering into a contract with Southeast Texas Building Services, Inc. for
janitorial services at 501 Procter Street and 549 4th Street on November 26, 2024; and
WHEREAS, at their March 12, 2025, Regular Board Meeting the PAEDC Board of
Directors approved the first renewal of the contract with Southeast Texas Building Services, Inc.
for the janitorial services at 501 Procter Street and 549 4th Street. The PAEDC recommends
renewing the contract, Exhibit "A", for the janitorial services with 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 one (1)
additional 1-year period.
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 second year(first
renewal) of the 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 in PAEDC
Funding Account No. 120-80-625-5312-00-00-000, and an amount not to exceed $43,680.00
for 549 4th Street in PAEDC Funding Account No. 120-80-625-5312-00-00-000—Project No.
ED0002.OTH.BUM (Building Maintenance) for a period of 1 year,with an option to renew for
one(1) additional 1-year period.
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., 2025,
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:
Terry Stokes,PAEDC CEO
APPROVED AS TO FORM:
DEL
Charles Zech, PAEDC Attorney
APPROVED AS TO FORM:
Roxann Pais Cotroneo City Attorney
APPROVED AS TO AVAILABILITY OF FUNDS:
Lynda Bos ell,Finance Director
Page 3
Exhibit "A"
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JANITORIAL SERVICES CONTRACT
That this Janitorial Services Contract(the"Contract")is made on this day of
2025 by and between the Port Arthur Economic Development Corporation (the "PAEDC"),
organized under the laws of the State of Texas and Southeast Texas Building Services (the
"Contractor).
WITNE}SSETII
WHEREAS, the PAEDC entered into a contract with Southeast Texas Building Services
for janitorial services for the EDC Properties located at 501 Protect and 549 Fourth Streets in the
amount of$5,420.00 per month.
WHEREAS,the original contract date is April 15, 2024, with the option to renew for two
(2) additional one (1)year periods,this will be the first renewal period.
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. 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.
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.
II.
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 This first renewal Contract shall be for one (1) year with one (1)
additional (1)year renewable option. 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 , 2025.
CONTRACTOR
By:
Printed Name:
Title:
THE CITY OF PORT ARTHUR SECTION 4A
ECONOMIC DEVELOPMENT CORPORATION
By:
Printed Name: Terry Stokes
Title: Chief Executive Officer
2
Exhibit "A "
JANITORIAL SERVICES CONTRACT
That this Janitorial Services Contract(the"Contract")is made on this d5 day of pi (
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).
WITNESSETI-I
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.
l
i
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.
TEEM
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 Ai 1 day of No+yi 1 ,2024.
CONTRACTOR
By:
Printed Name: 2� ,btr (_ 634e1 ,,J S C
Title:
THE CITY OF PORT ARTHUR SECTION 4A
ECONOMIC DEVELOPMENT CORPORATION
By:
Printed Name: Terry Stokes
Title: Chief Executive Officer
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(I)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
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.
SQUARE 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
I
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
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 snraved 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
Pr' .
include all floors excluding terra77o 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
r 1",
7,0;
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:
I. 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 I5 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
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 anyformalityor irregularity,and/or to reject
J
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 qualified and eligible to receive an award.
5. Be engaged in a full time business and can assume liabilities for any performance or warranty
service required.
6. The City Council shall not award a contract to a company that is in arrears in its
obligations to the City.
7. No payments shall be made to any person of public monies under any contract by
the City with such person until such person has paid all obligations and debts
owed to the City,or has made satisfactory arrangements to pay the same.
ADDENDA: Any interpretations, corrections or changes to the RFP will be made by addenda no
later than 48 hours prior to the date and time fixed for submission of proposals. Sole issuing
authority of addenda shall be vested in the City of Port Arthur Purchasing Manager. The City
assumes no responsibility for the proposer's failure to obtain and/or properly submit any addendum.
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 REOUIRED 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
orr
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
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APPENDICES
Please include Appendix A D when submitting proposal documents.
Page 19 of 27
APPENDIX A
LETTER OF INTEREST
RFP—Janitorial Services for Press Building
Deadline: November 8,2023
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 Services for Press Building.Enclosed,and by this reference incorporated herein and
made a part of this RFP,are the following:
❖ Completed RFP Letter of Interest Form—Appendix A
❖ Bid Sheet—Appendix B
❖ Completed Affidavit—Appendix C
❖ Completed Conflict of Interest Form—Appendix D
❖ Non Collusion Affidavit—Appendix E
❖ House Bill 89 Verification—Appendix F
❖ Chapter 2252 Certification—Appendix 6
Firm understands that the City is not bound to select any firm for the final pre-qualified list and may
reject any responses submitted.
Firm also understands that all costs and expenses incurred by it in preparing this RFP and
participating in this process will be borne solely by the firm, and that the required materials to be
submitted will become the property of the City and will not be returned.
Firm agrees that the City will not be responsible for any errors, omissions, inaccuracies, or
incomplete statements in this RFP. Firm accepts all terms of the RFP submittal process by signing
this letter of interest and making the RFP submittal.
This RFP shall be governed by and construed in all respects according to the laws of the State of
Texas.
Firm Name Date
Authorized Signature Title
Name (please print) Telephone
Email
Page 20 of 27
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APPENDIX B
CITY OF PORT ARTHUR,TEXAS
BID SHEET
BID FOR: Janitorial Services for Press Building
BID DUE DATE:November 8,2023
QTY UOM DESCRIPTION UNIT COST TOTAL COST
12 Months Janitorial Service for Press
Building S S
COMPANY NAME STREET ADDRESS
SIGNATURE OF BIDDER P.O. BOX
PRINT OR TYPE NAME CITY STATE ZIP
TITLE AREA CODE TELEPHONE NO
EMAIL FAX NO.
Page 21 of 27
4
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:
I hereby certify that I do not have outstanding debts with the City of Port Arthur. I further
agree to pay succeeding debts as they become due.
I hereby certify that I do have outstanding debts with the City of Port Arthur and agree to
pay said debts prior to execution of this agreement. I further agree to pay succeeding debts as they
become due.
I hereby certify that I do have outstanding debts with the City of Port Arthur and agree to
enter into an agreement for the payment of said debts. I further agree to pay succeeding debts as
they become due.
Firm Name Date
Authorized Signature Title
Name(please print) Telephone
Email
STATE:
COUNTY:
SUBSCRIBED AND SWORN to before me by the above named
on this the day of ,20
Notary Public
RETURN THIS AFFIDAVIT AS PART OF THE BID PROPOSAL
Page 22 of 27
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APPENDIX D
CONFLICT OF INTEREST QUESTIONNAIRE FORM CIO
For vendor doing business with local governmental entity
This questionnaire reflects changes made to the law by H.B.23,84th Leg., Regular Session. OFFICE USE ONLY
This questionnaire is being filed in accordance with Chapter 176.Local Government Code,by a vendor who Date Received
has a business relationship as defined by Section 176 001(1-a)with a local governmental entity and the
vendor meets requirements under Section 176.006(a).
By law this questionnaire must be filed with the records administrator of the local governmental entity not later
than the 7th business day after the date the vendor becomes aware of facts that require the statement to be
filed. See Section 176.006(a-1),Local Government Code.
A vendor commits an offense if the vendor knowingly violates Section 176 006,Local Government Code.An
offense under this section is a misdemeanor
Name of vendor who has a business relationship with local governmental entity.
J ❑ Check this box if you are filing an update to a previously filed questionnaire.(The law requires that you file an updated
completed questionnaire with the appropriate filing authority not later than the 7th business day after the date on which
you became aware that the originally filed questionnaire was incomplete or inaccurate.)
J Name of local government officer about whom the information is being disclosed.
Name of Officer
J Describe each employment or other business relationship with the local government officer,or a family member of the
officer,as described by Section 176.003(a)(2)(A). Also describe any family relationship with the local government officer.
Complete subparts A and B for each employment or business relationship described. Attach additional pages to this Form
CIO as necessary.
A. Is the local government officer or a family member of the officer receiving or likely to receive taxable income.
other than investment income from the vendor?
Yes No
B. Is the vendor receiving or likely to receive taxable income,other than investment income,from or at the direction
of the local government officer or a family member of the officer AND the taxable income is not received from the
local governmental entity?
nYes n No
J Describe each employment or business relationship that the vendor named in Section 1 maintains with a corporation or
other business entity with respect to which the local government officer serves as an officer or director,or holds an
ownership interest of one percent or more.
Check this box if the vendor has given the local government officer or a family member of the officer one or more gifts
as described in Section 176.003(a)(2)(B), excluding gifts described in Section 176.003(a-1)
J
Signature of vendor doing business with the governmental entity Date
Form provided by Texas Ethics Commission www.ethics state tx us Revised 1 113 0/2 0 1 5
CONFLICT OF INTEREST QUESTIONNAIRE
For vendor doing business with local governmental entity
Acomplete copy of Chapter 176 of the Local Government Code may be found at http.//www statutes legis state.tx.usi
Docs/LG/htm/LG.176.htm.For easy reference,below are some of the sections cited on this form.
Local Government Code§176.001(1-a):'Business relationship'means a connection between two or more parties
based on commercial activity of one of the parties. The term does not include a connection based on:
(A) a transaction that is subject to rate or fee regulation by a federal,state.or local governmental entity or an
agency of a federal,state,or local governmental entity;
(B) a transaction conducted at a price and subject to terms available to the public;or
(C)a purchase or lease of goods or services from a person that is chartered by a state or federal agency and
that is subject to regular examination by,and reporting to,that agency.
Local Government Code§176.003(a)(2)(A)and(B):
(a)A local government officer shall file a conflicts disclosure statement with respect to a vendor if:
(2) the vendor:
(A) has an employment or other business relationship with the local government officer or a
family member of the officer that results in the officer or family member receiving taxable
income.other than investment income,that exceeds$2,500 during the 12-month period
preceding the date that the officer becomes aware that
(i)a contract between the local governmental entity and vendor has been executed;
or
(ii) the local governmental entity is considering entering into a contract with the
vendor;
(B) has given to the local government officer or a family member of the officer one or more gifts
that have an aggregate value of more than$100 in the 12-month period preceding the date the
officer becomes aware that:
(i) a contract between the local governmental entity and vendor has been executed,or
(ii) the local governmental entity is considering entering into a contract with the vendor.
Local Government Code§176.006(a)and(a-1)
(a)A vendor shall file a completed conflict of interest questionnaire if the vendor has a business relationship
with a local governmental entity and:
(1) has an employment or other business relationship with a local government officer of that local
governmental entity,or a family member of the officer,described by Section 176.003(a)(2)(A);
(2) has given a local government officer of that local governmental entity,or a family member of the
officer,one or more gifts with the aggregate value specified by Section 176.003(a)(2)(B),excluding any
gift described by Section 176.003(a-1);or
(3) has a family relationship with a local government officer of that local governmental entity.
(a-1)The completed conflict of interest questionnaire must be filed with the appropriate records administrator
not later than the seventh business day after the later of:
(1) the date that the vendor:
(A) begins discussions or negotiations to enter into a contract with the local governmental
entity;or
(B)submits to the local governmental entity an application,response to a request for proposals
or bids,correspondence, or another writing related to a potential contract with the local
governmental entity;or
(2) the date the vendor becomes aware:
(A) of an employment or other business relationship with a local government officer.or a
family member of the officer,described by Subsection(a);
(B) that the vendor has given one or more gifts described by Subsection(a):or
(C) of a family relationship with a local government officer.
Form provided by Texas Ethics Commission www.ethics state tx us Revised 11130..'2015
Page 24 of 27
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APPENDIX E
NON-COLLUSION AFFIDAVIT
CITY OF PORT ARTHUR §
STATE OF TEXAS §
By the signature below, the signatory for the bidder certifies that neither he nor the firm,
corporation, partnership or institution represented by the signatory or anyone acting for the
firm bidding this project has violated the antitrust laws of this State, codified at Section
15.01, et seq., Texas Business and Commerce Code, or the Federal antitrust laws, nor
communicated directly or indirectly the bid made to any competitor or any other person
engaged in the same line of business, nor has the signatory or anyone acting for the firm,
corporation or institution submitting a bid committed any other act of collusion related to
the development and submission of this bid proposal.
Signature:
Printed Name:
Printed
Name:
Title:
Company:
Date:
SUBSCRIBED and sworn to before me the undersigned authority by the of,
on behalf of said bidder.
Notary Public in and for the
State of Texas
My commission expires:
Page 25 of 27
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APPENDIX F
House Bill 89 Verification
(Person name), the undersigned
representative (hereafter referred to as "Representative") of
(company or business name, hereafter referred to
as"Business Entity"), being an adult over the age of eighteen (18)years of age, after being
duly sworn by the undersigned notary, do hereby depose and affirm the following:
1. That Representative is authorized to execute this verification on behalf of Business
Entity;
2. That Business Entity does not boycott Israel and will not boycott Israel during the
term of any contract that will be entered into between Business Entity and the City of Port
Arthur; and
3. That Representative understands that the term "boycott Israel" is defined by Texas
Government Code Section 2270.001 to mean refusing to deal with, terminating business
activities with, or otherwise taking any action that is intended to penalize, inflict economic
harm on, or limit commercial relations specifically with Israel, or with a person or entity
doing business in Israel or in an Israeli-controlled territory, but does not include an action
made for ordinary business purposes.
SIGNATURE OF REPRESENTATIVE
SUBSCRIBED AND SWORN TO BEFORE ME, the undersigned authority, on this
day of , 20 .
Notary Public
Page 26 of 27
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APPENDIX G
SB 252
CHAPTER 2252 CERTIFICATION
1 ,the undersigned an representative
of
(Company or Business Name)
being an adult over the age of eighteen (18) years of age, pursuant to Texas Government Code,
Chapter 2252,Section 2252.152 and Section 2252.153,certify that the company named above is not
listed on the website of the Comptroller of the State of Texas concerning the listing of companies
that are identified under Section 806.051,Section 807.051 or Section 2253.153. I further certify that
should the above-named company enter into a contract that is on said listing of companies on the
website of the Comptroller of the State of Texas which do business with Iran,Sudan or any Foreign
Terrorist Organization,I will immediately notify the City of Port Arthur Purchasing Department.
Name of Company Representative(Print)
Signature of Company Representative
Date
Page 27 of 27
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v
CITY OF PORT ARTHUR,TEXAS
l -- ADDENDUM NO.ONE(1)
tn.
November I,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, wi11 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" Williams, CPPB
Pur asing Man er
rli1 1 ----.. 11/1/23
Signature of Proposer Date
Southeast Texas Building Services, Inc.
Company Vendor Name
f A.
ADDENDUM#1
CITY OF PORT ARTHUR,TEXAS
BID SHEET
BID FOR: Janitorial Services for Press Building and EDC Main Building
BID DUE DATE: November 8,2023
QTY UOM DESCRIPTION UNIT COST TOTAL COST
12 Months Janitorial Service for 501 Procter
Street $1,780.00 $21,360.00
12 Months Janitorial Service for 549 4`h Street $3,640.00 $43.680.00
Southeast Texas Building Services, Inc. 3304 Spurlock Road
CONY NAME
STREET ADDRESS
-'! L______/
___ P. O. Box 1562
SIGNATURE OF BIDDER P.O.BOX
Robert L. Bodin, Jr. Nederland Texas 77627
PRINT OR TYPE NAME CITY STATE ZIP
11 Vice President (409) 722-4900
TITLE AREA CODE TELEPHONE NO
J setxbldgsvc@gmail.com (409) 724-0900
EMAIL FAX NO.
i
IlPage 21 of 26
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