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Home My WebLink AboutPR 15829: JANITORIAL SERVICES CONTRACT FOR UTILITY OPERATIONS DEPT. WATER SERVICE CENTER & WAREHOUSEMEMORANDUM CITY OF PORT ARTHUR UTILITY OPERATIONS DEPARTMENT TO: Stephen Fitzgibbons, City Manager ~~~ ~~ FROM: Kelly Eldridge, Director of Utility Operations /C~~^~+~ DATE: April 6, 2010 SUBJECT: Proposed Resolution No. 15829 COMMENTS RECOMMENDATION We recommend the approval,of Proposed Resolution No. 15829 authorizing the execution of a Janitorial Services contract with Southeast Texas Building Services, Inc., of Nederland, Texas, for the Utility Operations Department, Water Utilities Service Center &Wazehouse, located at 11 l H. O. Mills Blvd., in the annual amount of $6,780.00. BACKGROUND This contract is for the janitorial services at the Water Utilities Service Center and Wazehouse. Fourteen (14) bid packets were mailed or ihquired, and the following four (4) bids were received on March 31, 2010: _, Bidder Southeast Texas Buildiug Service Nederland, Texas Sanserve Building Service Beaumont, Texas Mid-America Contractors Groves, Texas Bid Amount Last Contract $6,780 $7,020 $10,500 $31,188 --KT Maintenance-Company,-Inc.--- - --$11,815 --- - -- -- -- Port Arthur, Texas BUDGET/FISCAL EFFECT: Funds for this contract were included in the Utility Operations FY 2010 budget account no. 410-1251-532.59-00. This yeaz's bid of $6,780 reflects a 3.5%decrease from the last contract price. The current specifications and contract allows these contract prices to be. extended/renewed for two additional' years with both parties' consent. STAFF/EMPLOYEE EFFECT: Staff will administer this contract and monitor the contractor's performance. SUMMARY: Approval of Proposed Resolution No. 15829 will authorize a Janitorial Services contract with Southeast Texas ,Building Services, Inc., for the Utility Operations Service Center and Wazehouse. P. R. No. 15829 04/06/10 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A JANITORIAL SERVICES CONTRACT FOR THE UTILITY OPERATIONS DEPARTMENT FOR THE WATER UTILITIES SERVICE CENTER AND WAREHOUSE WITH SOUTHEAST TEXAS BUILDING SERVICES, OF NEDERLAND, TEXAS, FOR A SUM NOT-TO-EXCEED $6,780 PER YEAR. ACCOUNT NO: 410-1251-532.59-00. WHEREAS, the City Council deems it necessary to approve a contract for Janitorial Services for the Utility Operations Department Water Utilities Service Center and Wazehouse; and, WHEREAS, four bids were received on Mazch 31, 2010, a copy of the bid tabulation is attached hereto as Exhibit "A"; and, WHEREAS, Southeast Texas Building Services submitted the lowest, responsive bid; NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT the City Council of the City of Port Arthur hereby authorizes the City Manager to execute a Contract for Janitorial Services between the City of Port Arthur and Southeast Texas Building Services, attached hereto as Exhibit "A", for the total price of Six Thousand Seven Hundred Eighty Dollazs ($6,780.00) per yeaz; and, THAT, said Contract is an exact duplicate of a City Standard Form contract except for the changes --- - described in the Certificate of Standard Form Contract, a copy of which is attached liereYo as Ezliibif`B"; and said changes aze hereby approved; and, THAT a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ, ADOPTED AND APPROVED this day of , A.D., 2010 at a Regulaz Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: P. R. No. 15829 Page 2 of 2 AYES: Mayor: Councihnembers: NOES: ATTEST: Deloris Prince. Mayor Terri Hanks City Secretary APPROVED FOR ADMINISTRATION: Steve Fitzgibbons City Manager APPROVED AS TO FORM: Val Tizeno City Attorney Ross Blac tketter, Director of Public Works Kelly EI ridge Director of Utility Operations APPROVED AS TO THE AVAILABILITY OF FUNDS: ~~~~ l~ o Deborah Echols Director of Finance AGREED TO: Southeast Texas Building Services EXHIBIT "A" CITY OF PORT ARTHUR TEXAS Bid Tabulation JANITORIAL SERVICE FOR UTILITY OPERATIONS Bid Opening Date: March 31, 2010 Name of Bidders Sanserve Building Mid-America Southeast Texas KT Maintenance Services Contractors . Buildin Services Com an ,Inc. Quantity Uom Description Unit Total Unit Total Unit Total Unit Total Cost Cost Cost Cost Cost Cost Cost Cost 12 Months Janitorial Service $875.00 $10,500.00 $2,599.00 $31,188.00 $565.00 $6,780.00 $984.00 $11,815.00 Location Beaumont, Texas Groves, Texas Nederland, Texas Port Arthur, Texas Shawna Tubbs, Purchasing Manager Date Page I of 1 tk-. 3y. - ..r JANTTORIAL SERVICES CONTRACT - FOR UTILITY OPERATIONS THIS AGREEMENT, made this day of 2010 by and between the City of Port Arthur, a municipal corporation organized under the laws of the State. of Texas, hereinafter called "OWNER" or "CITY" and Southeast Texas Buildin Services herein acting by and through hereinafter called "CONTRACTOR" agree as follows: WITNESSETH: That for and in consideration of the payments, terms, conditions, and agreements set forth herein, OWNER and CONTRACTOR agree as follows: The term of this Contract shall be from to' The contract will be for one yeaz. The City of Port Arthur has the right to extend the contract two additional one-year periods. 2. The Contractor agrees to perform all the work described in the specifications; and Contract documents and comply with the terms therein for the sum of $ _6,750.00 Annually; 3. The term "Contract Documents" means and includes the following: A. Agreement . B. Advertisement for Bids C. Adderida D. General Information E. Specifications F. Bid G. Notice to Proceed 4. This agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors and assigns. 5. IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed by their duly authorized officials, this Agreement in (2 copies) each of which shall be deemed an original on the date first written above. Signed on the day of ATTEST 2010. CITY OF PORT ARTHUR BY Signed on the day of 2010. ATTEST CONTRACTOR BY ~rc CITY OF PORT ARTHUR ADVERTISEMENT FOR BIDS Janitorial Services for the Utility Operations Service Center Mazch 14, 2010 MARCH 21, 2010 , -, DELORIS "BOBBIE" PRINCE, MAYOR ` ~ ~j1/ j STEPHEN FITZGIBBON& ELIZABETH "LIZ" SECLER MAYOR PRO TEM \\~ N ~~j • CITY MANAGER COUNCIL MEMBERS: ~'~ Ciri~ bf i Cam; TERRI HANKS CITY SECRETARY JACK CHAThiAN, JR t MORRISALBRIGHT,[II ~ ~~~ {`\ MARTIN FLOOD ~ Orl rthu~ VALT[ZENO - JOHNBEARD, JR. CITY ATTORNEY ROBERT E. WILLIAMSON Texas D. KAY WISE THOMAS J.HENDERSON MARCH 16, 2010 INVITATION TO BID JANITORIAL SERVICES FOR UTILITY OPERATIONS DEADLINE: Sealed Bid submittals must be received and time stamped by 3:OOp.m., Central Standard Time, Wednesday, IVlarch 31, 2010. (The clock located in the City Secretary's office will be the official time.) All bids received will be read aloud at 3:15p.m. on Wednesday, March 31, 2010 in the City Council Chambers, City Hall, 5`" Floor, Port Arthur, TX. MARK ENVELOPE: Janitorial Services DELIVERY ADDRESS: Please submit two (2) complete copies of your bid to: CITY OF PORT ARTHUR CITY SECRETARY P.O. BOX 1089 . PORT ARTHUR, TEXAS 77641 CITY OF PORT ARTHUR CITY SECRETARY 444 4TH STREET, 4`h Floor PORT ARTHUR, TEXAS 77640 POINTS OF CONTACT: Questions conceming the Invitation to Bid should be directed to: City of Port Arthur, TX Yolanda Scypion-Goudeaux, Purchasing Assistant P.O. Box 1089 Port Arthur, TX 77641 409.983.8160 Yolanda(a~nortarthur.net Questions conceming the Scope of Work should be directed to: City of Port Arthur, TX Kelly Eldridge; Director of Utility Operations P.O. Box 1089 Port Arthur,_TX ,77641 ' 409.983.8225 kel lvna.portarthur.net P.O. BOX 1089 • PORT ARTHUR, TE7~e7YCotl1.8089.409/983-81 I5 • FAX 409/983-8291 The enclosed INVITATION TO BID (ITB) and accompanying GENERAL INSTRUCTIONS, CONDITIONS SPECIFICATIONS, are for your convenience in submitting bids for the enclosed referenced services for the City of Port Arthur. Bids must be signed by a person having authority to bind the firm in a contract. Bids shall be placed in a sealed envelope; with the Vendor's name and address in the upper left-hand corner of the envelope. ALL BIDS MUST BE RECEIVED IN THE CITY SECRETARY'S OFFICE BEFORE. OPENING DATE AND TIME. It is the sole responsibility of the firm to ensure that the sealed ITB submittal arrives at the above location by specified deadline regazdless of delivery method chosen by the firm. Faxed or electronically transmitted ITB submittals will not be accented Shawna Tubbs Purchasing Manager Page 2 of 16 INVITATION TO BID JANITORIAL SERVICES FOR UTILITY OPERATIONS FAILURE TO RESPOND TO BID SOLICITATIONS FOR TWO (2) BID PERIODS MAY RESULT N REMOVAL FROM THE VENDOR'S LIST. However, if you are removed you will be reinstated upon request. In the event you desire not to submit a bid, we would appreciate your response regarding the reason(s). Your assistance in completing and returning this form in an envelope marked with the enclosed bid would be appreciated. NO BID is submitted: _ this time only not this commodity/service only (To be Completed ONLY IF YOU DO NOT BID.) Yes No Does our com an rovide this roduct or services? Were the s ecifications clear? Were the s ecifications too restrictive? Does the Ci a its bills on time? Do ou desire to remain on the bid list for this roduct or service? Does our resent work load ermit additional work? ~ CommentslOther Su estions: Company Name• Person Completing Form: Telephone: Mailing Address: Email: City, State, Zip Code: Date: Page 3 of 16 MANDATORY PRE-BID CONFERENCE A Mandatorv-Pre-Bid Conference between Representatives ofthe City of Port Arthur, Texas and prospective bidders for Janitorial Services will be held at 111 H.O. Mills Road, Port Arthur, Texas on Wednesday, March 24, 2010 at 10:00 A.M. The purpose of the Mandatory Pre-Bid Conference `is to make certain that the scope of work is fully understood, to answer any questions, to clarify the intent of the Contract Documents, and to resolve any problems that may affect the project construction. No addendum will be issued at this meeting, but subsequent thereto, the Purchasing .Manager, if necessary-, will issue an addendum(s) to clarify the intent of the Contract Documents. Bids received from firms or individuals not listed on the roll of attendees of the Mandatory Pre- . Bid Conference will be rejected and returned unopened to the bidder. Page 4 of 16 CITY OF PORT ARTHUR GENERAL INFORMATION: NOTE: It is extremely important that the Vendor, Bidder, and/or Contractor furnish the City of Port Arthur the required information specified in Bid or Proposal Specifications listed in this Bid Package. The intent of this INVITATION TO BID (ITB) is to provide bidders with sufficient information to prepaze SEALED BIDS IN DUPLICATE for furnishing: Tanitorial Services for Utility Operations All bids meeting the intent of this request for bid will be considered for award. BIDDERS TAKING EXCEPTION TO THE SPECIFICATIONS, OR OFFERING SUBSTITUTIONS, SHALL STATE THESE EXCEPTIONS BY ATTACHMENT .AS PART OF THE BID. The absence of such a list shall indicate that the bidder has not taken exceptions and the City shall hold the bidder responsible to perform in strict accordance with the specifications of the invitation. The City reserves the right to. accept any and all or none of the exception(s)/substitutions(s) deemed to be in the best interest of the City of Port Arthur. Bids cannot be altered or amended after submission deadline. Any interlineations, alteration, or erasure made before opening time must be initialed by the signer of the bid,. guazanteeing authenticity. BID AWARD: The City of Port Arthur will review all bids for responsiveness and compliance with these specifications. The award shall be made to the responsive, responsible bidder who submits the lowest & best bid. The City reserves the right to: 1. Reject any and~all bids and to make no award if it deems such action to be in its best interest. 2. Award bids on the lump sum or unit price basis, whichever is in the best interest of the City. 3. Reject any or all bids and to-waive informalities or defects in bids or to accept such bids as it shall deem to be in the best interests of the City. 4. Awazd bids to bidders whose principal place of business is in the City of Port Arthur and whose bid is within 5% of the lowest bid price, as provided by Section 271.905 of the Texas Government Code. TERMINOLOGY: "Bid" vs. "Proposal"--For the purpose of this ITB, the terms "Bid" and Proposal" shall be equivalent. Bidders are cautioned to read the information contained in this ITB carefully and to submit a complete response to all requirements and questions as directed'. Page 5 of 16 CONFLICT OF INTEREST: No public official shall have •interest in this contract, in accordance with Vemon's, Texas Code Annotated, Local Government Code Title 5, Subtitle C, Chapter 171. ETHICS: The bidder shall not offer or accept gifts or anythirig of value nor enter into any business arrangement with any employee, official or agent of the City ofPort Arthur. MINIMUM STANDARDS FOR RESPONSIBLE. PROSPECTIVE BIDDERS: A prospective bidder. must affirmatively demonstrate bidder's responsibility. A prospective bidder must meet the following requirements: 1. Be able to comply with the required or proposed delivery schedule. 2. Have a satisfactory record of performance. 3. Have a satisfactory record of integrity and ethics. 4. Be otherwise qualified and eligible to receive an awazd. 5. Be engaged in a full time business and can assume liabilities for any performance or warranty service required. 6. The City Council shall not award a contract to a company that is in arrears in its obligations to the City. 7. No payments shall be made to any person of public moneys under any contract by the City with such person until such person has paid all obligations and debts owed to the City, or has made satisfactory arrangements to pay the same. Any interpretations, corrections or changes to the ITB and Specifications will be made by addenda. Sole issuing authority of addenda shall be vested in the City of Port Arthur Purchasing Manager. Addenda will be mailed to all who aze known to have received: a copy of the ITB. Offeror's shall acknowledge receipt of all addenda. rxrivt.irAL rLaCr: UN' t3US1NESS: The official-business address (office location and office personnel) shall be a Port Arthur address, the principal storage place or facility for the equipment shall be in Port Arthur and/or the place of domicile for the principal business owner(s) shall be in Port Arthur or such other definition or interpretation as is provided by state law. PRICES: The bidder should show in the proposal both the unit price and total amount, where required, of each item listed. In the event of error or discrepancy in the mathematics, the unit price shall prevail. 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.: Utility Operations, 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-orservices by-the City of Port Arthur. Page 6 of 16 SALES TAX: The City of Port Arthur is exempt by law from payment of Texas Sales Tax and Federal Excise Tax; therefore the proposal shall not include Sales Tax. VENUE: This agreement will be governed and construed according to the laws of the State of Texas. This agreement is performable in Port Arthur, Texas, Jefferson County. COMPLIANCE WITH LAWS:. The Contractor shall comply with all applicable laws, ordinances, rules, orders, regulations and codes of the .federal, state and local governments relating to performance of work herein. INTEREST OF bIEMBERS 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 ITB. QUANTITIES: Quantities shown aze 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, Texas 77640 uvr,urcruKAity[v uF YKUV1Slt)1VS 1ZP: lU1Rl;ll 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 riot 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 appazent silence of these specifications as to any detail or to the appazent omission from it of a detailed description concerning any point shall be regazded as meaning that only the best commercial practices aze to prevail. - _. - ---- Page 7 of 16 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. In the event of conflicts between the written bid proposal and information obtained verbally; the vendor is specifically advised. that the written bid proposal will prevail in the determination of the successful bidder. Under the Title VI of the Civil Rights Act of 1964, no person shall; on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance. TERMINATION FOR CAUSE: If, through any cause; the Contractor shall fail to fulfill in a timely and proper manner his obligations under this contract, or if the Contractor shall violate any of the covenants, agreements or stipulations of this contract, the City shall thereupon have the right to terminate this contract by giving written notice to the Contractor of such termination and specifying the effective date thereof, at least fifteen (15) days before the effective date of such termination. Notwithstanding the above, the Contractor shall not be relieved of liability to the City for damages sustained by the City by virtue of any breach of the contract by the Contractor, and the City may withhold any payments to the Contractor for the purpose of set-off until such time as the exact amount of damages due the City from the Contractor is determined. TERMINATION FOR CONVENIENCE: The City may terminate this contract at any time giving at least thirty (30) days notice in writing to the Contractor. If the Contract is terminated by the City as provided herein, the Contractor will be paid for the service that it has performed up to the termination date. If this contract is terminated due to fault of the Contractor, the previous pazagraph hereof relative to termination shall apply. EXPERIENCE & CAPABILITY: Bidder shall include the following information to describe the experience and capability factors of the company: 1. Number of years in operation. 2. Lazgest project currently in effect with a business. 3. Number of employees currently employed, their job titles, and their job descriptions. 4. Equipment currently owned or leased by your company. 5. Be otherwise qualified and eligible to receive an award. 6. Other companies that you contracted with. 7. If a company wants to receive the award for more than one group, the company must show that it has the equipment and employees to handle more than one group. RELEASES AND RECEIPTS: The City of Port Arthur before making payments may require the Contractor to 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. Page 8 of l6 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 compietion 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 ofPort 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 maybe liable, of the following types and limits 1. 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 peroccurrence 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. 2. Commercial Automobile Liability Insurance (Including owned; non-owned and hired vehicles coverage's). ' a. Minimum combined single limit of $500,000 per occurrence, for bodily injury and property damage. b. If individual limits are provided, minimum limits are $300,000 per person, - $500,000 per occurrence for bodily injury and $100,000 per occurrence for property damage. ' Contractor shall cause Contractor's insurance company or insurance agent to fill in all information required (including names of insurance agency, contractor and insurance companies, and policy numbers, effective dates and expiration dates) and to date and sign and do all other things necessary to complete and make into valid certificates of insurance and pertaining to the above listed items, and before commencing any of the work and within the time otherwise -- specified;-.Contractor shall file completed certificates of insurance with the Owner. Page 9 of 16 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. CELL PHONE OR PAGER: The Contractor must have a working cell phone or pager available Monday through Friday from. 8:00 a.m. to 5:00 p.m. so that the City will be able to contact the contractor. 4 SPECIFICATIONS FOR JANITORIAL SERVICES FOR UTILITY OPERATIONS All janitorial services, except those otherwise specified, must be performed only during work hours (9:00 am - 4:00 pm) three times per week. The .work must be performed on Mondays, Wednesdays, and Fridays. Any departure from this schedule due to holidays, weather or any special circumstances will only be made by agreement between the bidder and this department. Therefore, billing for services rendered must be based on the total numberof completed services, all cleaning materials, machinery, can liners and employees necessary to perform the duties involved. Personal cleanliness items such as hand soap, bathroom tissue and dispenser towels for drying hands will be provided by this department. A. Y 1. Strip, seal, and wax the floors of the wazehouse and office building (includes individual offices, hallway, kitchen, restrooms, shower azea, locker room, warehouse office, assembly room, foreman's room). B. SERVICE TO BE PERFORMED ONCE PER MONTH 1. ,Buff the floors of the warehouse and office buildings with high speed buffer. (Includes azea listed above). 2. Wash outside surface of windows of both warehouse and office buildings. C. SERVICE TO BEPERFORMED PER GENERAL MAINTENANCE VISIT 1. Sweep and mop floors of the wazehouse and office buildings (areas listed eazlier). 2. Clean restrooms (toilets, urinals, sinks, mirrors, soap dishes). 3. Vacuum and clean carpeting in offices where carpeting has been installed. 4. Clean doors inside glass (non-window), thresholds, and walls, inside surfaces of windows, water fountains and ashtrays when needed. 5. Dust. and clean table tops, window sills, and cabinets verbally specified by this department. Table tops are to be polished once a week. 6. Cleaz outside doorways of dirt, spider webs, and other debris. -- 7:--- -Wash and clean all floor mats.- - - ` Page 11 of 16 8. Empty office wastebaskets and all other trash containers in warehouse and office buildings. 9. Replace can liners in all wastebaskets and trash containers. 10. Dispose of all trash into outside dumpster. D. CUSTODL4NCOMPLAINTS & SERVICEREPORTS 1. Custodian Complaints & Service Reports and complaints from City Employees will be fumed into the Utility Operations Supervisor. The Janitorial Service Contractor shall pick up the request and take corrective action immediately. THE CONTRACT WILL BE FOR ONE (I) YEAR WITH THE OPTION BY THE CITY TO RENEW FOR TWO (2) ADDITIONAL ONE YEAR PERIODS. R Page 12 of 16 CTTY OF PORT ARTHUR. TEXAS BID SHEET <• BID FOR: Janitorial Services for Utility Operations Building BID OPENING DATE: Mazch 31, 2010 TTEM DESCRIPTION PRICE TOTAL 12 mths Janitorial Services for Utility Operations $ /mth $ Receipt of addenda is acknowledged: No: 1 Dated Received COMPANY NAME STREET ADDRESS P.O. BOX CITY STATE ZIP AREA CODE TELEPHONE NO. AREA CODE -FAX NUMBER. SIGNATURE OF BIDDER (PRIlVT OR TYPE NAME) TITLE EMAIL Page 13 of16 BID OPENING DATE: Mazch 31.2010 ' CITY OF PORT ARTHUR INSTRUCTIONS TO BIDDER Bidders are requested to furnish their complete REMIT TO ADDRESS and TAX IDENTIFICATION NUMBER as indicated below: REMIT PAYbIENT TO: COMPANY ADDRESS CITY/STATE/ZIP SEND PURCHASE ORDER TO: • COMPANY ADDRESS CITY/STATE/ZIP TAX IDENTIFICATION NUMBER i Page 14 of l6 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 l5 of 16 CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ For Vendor or other person doing business with local governmental entity This questionnaire reflects changes made to the law by H.B. 1491, 80 Leg.; Regular Session. This questionnaire is being filed in accordance with Chapter 176, Local Government Code by a person who has a business relationship as defined by Section 176.001 (l-a) with a local governmental entity and the person meets requirements under Section 176.006 (a). By law this questionnaire must be filed with the records administrator of the local govemmental entity not later than the 7`s business day after the date the person becomes aware of facts that require the statement to be filed. See Section 176.006, Local Government Code. A person commits an offense if the person knowingly violates Section 176.006, Local Govemment Code. An offense under this section is a Class C misdemeanor. 1. Name o[ person who has a business relationship with local governmental entity. 2. ^ Check this box if you are filing an update to a previously filed questionnaire. (The law requues that you file an updated completed questionnaire with the appropriate filing authority not later than 7"' business day after the date the originally filed questionnaire becomes incomplete or inaccurate.) 3. Name of local a government officer with whom filer has employment or business relationship. Name of Officer This section (item 3 including subparts A, B, C, & D) must be completed for each officer with whom the filer has an employment or other business relationship as defined by Section 176.001 (1-a), Local Govemment Code. Attach additional pages to this Form C[Q as necessary. A. Is the local govemment officer named in this section receiving or likely to receive taxable income, other than investment income, from the filer of the questionnaire? Yes ~ No B. Is the filerof the questionnaire receiving or likely [o receive taxable income, other than investment income, from or at the direction of the local govemment officer named in this section AND the taxable income is not received from the local governmental entity? Yes ~ No C. [s the filer of this questionnaire employed by a corporation or other business entity with respect to which the local government Officer serves as an officer or director; or holds an ownership of 10 percent or more? Yes ~ No D. Describe each em to ment or business relationshi with the local overnment officer named in this section. 4. Si nature of erson doin business with the ovemmental enti Date Page 16 of 16 EXHIBIT "B" (City of Port Arthur) (Law Department) (Required Form) (7/8/88) (10!5/89) (3/15/90) (9-8-94) (p.2 Revised 9/18/90) CERT/f/fA7E Of STANDARD fORM CONTRACT fOR /AW DEiARTA1ENT REY/EW AND C/Tl' CODNC/L A6ENDA I certify that the contract (hereinafter called "said contract") affixed to the attached Proposed City Council Resolution No 15829 is an exact duplicate of an applicable standard form contract (the title of which is shown below) previously approved by the Law department and adopted as a standard form by City Council Resolution, except for the blanks that have been filled in with all necessary information and except for the changes described below. The title of the applicable standard form contract is: (] Federally Funded Construction Contract, Revised 1 /5/88, 7/89, 8/89; 4/28/94 [ ]Non-Federally Funded Construction Contract, Revised 1/5/88, 7/89, 8/89; 4/28/94 [ ] Federal -Professional Services -Engineering Contrail, Revised.! /5/88, 5/89 (§10) 7/89/(§8); 10/89; 2/91 (§8) [ J Non-Federal -Professional Services -Engineering Contract, Revised 1 /5/88, 5/89(§10), 7/89(§8); 10/89; 2/91(§8) [ ] CDBG -Professional Services -Engineering Contract, Revised 1 /5/88, 5/89 (§10), 7/89(§8), 10/89; 2/91 (§8) [ ] Federal -Professional Services - Non-Engineering (Consultant) Contract, Revised 1/5/88, 5/89 (§10), 7/89 (§8); 10/89; 2/91 (§8) [ ] Non-Federal -Professional Services - Non-Engineering (Consultant) Contract, Revised 1/5/88, 5/89 (§10), 7/89 (§8); 10/89; 2/91 (§8) [ ] CDBG -Professional services Non-Engineering (Consultant) Contract, Revised 1 /5/88, 5/89 (§70), 7/89 (§8); 10/89; 2/91 (§8) [X] Other Standard Form Contract, described as follows: Janitorial Services/Grounds Maintenance The changes are as follows: (Put an "X" in the appropriate [ ]) [X] None. (] The following described provisions at the indicated page, section, etc. of the standard form have been deleted from said contract: Page 1 of 3 (p.2 Revised 9/18/90) (Certificate of Standard Form Contract, page 2) DELE7/ONf Page Number Where Deleted Provision Is Found On Standard Form None. Section or Paragraph No and Caption Which Contaihs Provision Deleted From Form Subsection or Subparagraph No. and Caption Which Contains Provision Deleted From Form Description of Provision Deleted [ ] The following described provisions at the indicated page, section,. etc. of the standard form have been altered, modified, replaced or otherwise changed: AL1ERAf/ONf, M00/f/CA7/ONf, AEiLACEMEN7f, EfC. . Page § & caption sub § & caption, etc. Sub § or Sub ¶ No. of said contract Page No. § or 9 No. ~ Caption of 8 Caption Description which contains altered, Where Standard Form which of of etc. provision; Provision Found Contains Provision Standard Form Provision Description of Alteration on which in etc. Standard Form Contains Provision Standard Form No Changes. Page 2 of 3 p.3 Revised 9/18190) (Certificate of Standard Form Contract, page 3) [ ] The fallowing provisions have been added to Said Contract: Page, Sedinn and Caption Sabsastioe and [option, eh. o/Said Coelrod Wbisb ' COxM%nf the Added Prorisinn and Desaiotion 76erool No additions I further certify that said attached proposed City Council Resolution contains the following provision: "That said contract is an exact duplicate of a City Standard Form Contrail except for the changes described in the Certificate of Standard Form Contrail, a copy of which is attached hereto as Exhibit "A" and is hereby incorporated by reference, and said changes are hereby approved." I understand that this certificate will be relied on by the Law Department in reviewing and approving (or rejecting) as to form and by the City Council in reviewing and adopting (or rejecting) said Resolution and Contract.. , Signed this ~ day of , 2010• Department Head Page 3 of 3 EXHIBIT "B" (city of port artnur) (Law Department) (Required Form) (7/8/88) (10/5/89) (3/15/90) (9-8-94) (p.2 Revised 9/18/90) CERTIFICATE OF STANDARD FORM CONTRACT FOR LAW DEPARTMENT REVIEW AND CITY COUNCIL AGENDA I certify that the contract (hereinafter called "said contrail") affixed to the attached Proposed City Council Resolution No 15829 is an exact duplicate of an applicable standard form contract (the title of which is shown below) previously approved by the Law department and adopted as a standard form by City Council Resolution, except for the blanks thathave been filled in with alt necessary information and except for the changes described below. The title of the applicable standard form contract is: [ ] Federally Funded Construction Contract, Revised 1 /5/88, 7/89, 8/89; 4/28/94 [ ]Non-Federally Funded Construction Contract, Revised 1 /5/88, 7/89, 8/89; 4/28/94 [ ] Federal • Professional Services -Engineering Contract, Revised 1 /5/88, 5/89 (§10) 7/89/(§8); 10/89; 2/91'(§8) [ ] Non-Federal -Professional Services -Engineering Contract, Revised t /5/88, 5/89(§10), 7/89(§8), 10/89; 2/91(§8) [ ] CDBG -Professional Services - Engineering Contract; Revised 1 /5/88, 5/89 (§10), 7/89(§8), 10/89; 2/91 (§8) [ ] Federal -Professional Services - Non-Engineering (Consultant) Contract, Revised 1 /5/88, 5/89(§10), 7/89 (§8); 10/89; 2/91 (§8) [ ] Non-Federal -Professional Services - Non-Engineering (Consultant) Contract, Revised 1 /5/88, 5/89 (§10), 7/89 (§8); 10/89; 2/91 (§8) [ ] CDBG • Professional services - Non-Engineering (Consultant) Contract, Revised 1 /5/88, 5/89 (§10), 7/89 (§8); 10/89; 2/91 (§8) [X] Other Standard Form Contract, described as follows: Janitorial Services/Grounds Maintenance The changes are as follows: (Put an "X" in the appropriate [ ]) [X] None. [ ] The following described provisions at the indicated page, section, etc. of the standard form have been deleted from said contract: Page 1 of 3 (p.2 Revised 9/18/90) (Certificate of Standard Form Coritract, page 2) DELETIONS Page Number Where Deleted Provision Is Found On Standard Form None. Section or Paragraph No. and Caption Which Contains Provision Deleted From Form Subsection or Subparagraph No. 'and Caption Which Contains Provision Deleted from Form Description of Provision Deleted (] The fallowing described provisions at the indicated page, section, etc. of the standard form have been altered, modified, replaced or otherwise changed: ALTERATIONS,. MODIFICATIONS, REPLACEMENTS, ETC. Page No. Where Provision Found on Standard Form No Changes. § or ¶ No. & Caption of Standard Form which Contains Provision Sub § or Sub ¶ No. 8: Caption of Standard Form which Contains Provision Page § & caption sub § & caption, etc. of said contract Description which contains altered, of etc. provision; ii Provision Description of Alteration in etc. Standard Form Page 2 of 3 p.3 Revised 9/18/90) (Certificate of Standard Form Contract, page 3) [ ] The following provisions have been added to Said Contract: Page, Section and Caption Subsection and Caption, etc. of Said Contract Which Contains the Added Provision and Description Thereof No additions I further certify that said attached proposed City Council Resolution contains the fallowing provision: "That said contract is an exact duplicate of a City Standard Form Contract except for the changes described in the Certificate of Standard Forth Contract, a copy of which is attached hereto as Fxhibit "A" and is hereby incorporated by reference, and said changes are hereby approved." I understand that this certificate will be relied on by the Law Department in reviewing and approving (or rejecting) as to form and by the City Council in reviewing and adopting (or rejecting) said Resolution and Contract. Signed this /3~'` day of r, , 2010. Departmen Head Page 3 of 3