HomeMy WebLinkAboutPR 16078: Y&M CLEANING SERVICES JANITORIAL CONTRACT interoffice
MEMORANDUM
To: Mayor, City Council and City Manager
From: Val Tizeno, City Attorney V
Date: August 31, 2010
Subject: P. R. No. 16078; Council Meeting September 7, 2010
Attached is P. R. No. 16078 awarding a contract to Y & M
Cleaning Services for janitorial services at 3300 Memorial
Boulevard (formerly Fire Station No. 6) (Account No. 001 -1021-
514.32 -00).
VRT:ts
Attachment
s.pr16078_memo
P. R. No. 16078
09/01/2010 gt
RESOLUTION NO.
A RESOLUTION AWARDING A CONTRACT TO Y & M
CLEANING SERVICES, PORT ARTHUR, TEXAS, FOR
JANITORIAL SERVICES AT 3300 MEMORIAL BLVD.
(FORMERLY FIRE STATION NUMBER 6) ACCOUNT NO.
001 -1021- 514.32 -00
WHEREAS, there is a need for janitorial services to maintain
the city owned building at 3300 Memorial Blvd (formerly Fire
Station No. 6); and
WHEREAS, bids were solicited through the Purchasing
Department, with two responses, as delineated in the bid tabulation
attached hereto as Exhibit "A "; and
WHEREAS, Y & M Cleaning Services of Port Arthur, Texas was the
lowest and most responsible bidder in the amount of $280 for the
initial cleaning, and $200 per month for janitorial services, for a
total cost of $2,680.
WHEREAS, 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 Manager is hereby authorized to
enter into a one year contract with Y & M Cleaning Services of
Port Arthur, Texas, for janitorial services at 3300 Memorial, in
an amount not to exceed $2,680 and in substantially the same form
as attached hereto as Exhibit "B ".
s.pr16078
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., 2010, at a Meeting of the City Council of
the City of Port Arthur, Texas, by the following vote: AYES:
Mayor
Councilmembers
NOES:
MAYOR
ATTEST:
SHERRI BELLARD, ACTING CITY SECRETARY
APPROVED AS TO FORM:
J
V A TTOF(NEY
APPROVED FOR ADMINISTRATION:
CI • AGER
s.pr16078
EXHIBIT "A"
Cray of `w a
' '' A
io, CITY OF PORT ARTHUR TEXAS
ort rthu r`'^ Bid Tabulation
Texas
JANITORIAL SERVICE FOR LEGAL FACILITY
Bid Opening Date: August 17, 2010
Name of Bidders
Y & M Cleaning Services Immaculate Sparkling Cleaning Services
Quantity Uom Description Unit Cost Total Cost Unit Cost Total Cost
1 Ea First Time N/A $280.00 N/A $500.00
Cleaning
12 Months Janitorial $200.00 $2,400.00 $416.67 $5,000.04
Services
Location Port Arthur, Texas Port Arthur, Texas
a
r 4,144 r L ��h .t L� .? hi(' //0
Shawna Tubbs, Purchasing Manager Date
Page 1 of 1
EXHIBIT "B"
JANITORIAL SERVICES CONTRACT
FOR
3300 MEMORIAL BLVD.
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 Y &M Cleaning Services of Port Arthur,
Texa, herein acting by and through Yasiri Pablo hereinafter called "CONTRACTOR" agree as
follows:
WITNESSETH: That for and in consideration of the payments, terms, conditions, and
agreements set forth herein , OWNER and CONTRACTOR agree as follows:
1. The term of this Contract shall be from September 8, 2010 to September 8, 2011
The City can terminate this contract at its convenience which includes, but is
not limited to, funding not being available in any budget cycle with ten (10)
days written notice.
2. The Contractor agrees to perform all the work described in the specifications;
and contract documents and comply with the terms therein for the sum of $2,680.
3. The term "Contract Documents" means and includes the following:
(A). Agreement
(B). Advertisement for BIDS
(C). BID
(D). Specifications
5. This agreement shall be binding upon all parties hereto and their respective heirs,
executors, administrators, successors and assigns.
6. IN WITNESS WHEREOF, the parties hereto have executed, or caused to be
executed by their duly authorized officials, this Agreement in ( 2 copies) each of
which shall be deemed an original on the date first written above.
Signed on the day of 2010.
ATTEST CITY OF PORT ARTHUR
BY
Stephen Fitzgibbons, City Manager
Signed on the day of 2010.
ATTEST CONTRACTOR
BY
Yasiri Pablo, Y &M Cleaning Services
•
CITY OF PORT ARTHUR
C . t , a = QUOTE SHEET
.:' �, M (Specifications are attached)
ort rthu
T ccos
Date of Request: August 11, 2010
Department Requesting Quote: Legal Department
•
Services Needed: : Janitorial Service for Legal Facility
Quote Due Date & Time: Tuesday, August 17, 2010 by 10:00 A.M.
Mandatory Pre -Bid Date: Friday, August 13, 2010 @ 10:00 A.M. @ 3300 Memorial Blvd.,
Port Arthur, TX 77642
Delivery: _ Quotes are to be faxed to (409) 983 -8291,
E- mailed to volanda @,portarthur.net
Delivered to the Purchasing Div., 2 floor, City Hall.
Questions, Please contact: Yolanda Scypion, Purchasing Asst., (409) 983 -8160
ITEM QTY UOM DESCRIPTION PRICE TOTAL
I. First (1) time Cleaning of Facility $ gS3 .00
` 06 00
2. Twelve (12) months Janitorial Services $ � DO /month $ � �
\"‘ CACa - UNi
Company Name Sign tu
koA
Printed Name City, State, Zip
Address E -mail
- - 10 - 3a fib - C\ - c
Phone Fax -
Shawna Tubbs, Purchasing Manager Date
Page 1 of 3
SPECIFICATIONS FOR JANITORIAL SERVICES FOR THE LEGAL DEPARTMENT
(FIRE STATION ON MEMORIAL)
All janitorial services, except those otherwise specified, must be performed during work hours (8:00 am — 5:00
pm). The work must be performed twice a month. The work must be performed on Mondays. 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
number of 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 the bidder.
A. SQUARE FOOTAGE
The total square footage for the facility is 2,900 square feet.
B. INSPECTIONS
Unscheduled job -site inspections will be performed by the City Representative. Failure to abide by
City's specifications will be grounds for termination of contract.
C. STAFFING
The job supervisor's name and telephone number must be submitted before contract begins, also supply
names of each employee that will work at this facility. The Contractor shall provide adequate personnel,
trained in proper cleaning and janitorial methods and techniques to properly and satisfactorily maintain
this facility.
D. SUPPLIES FURNISHED BY THE BIDDER
Disinfectant cleaners must be an EPA approved product for hospital level disinfection. Bidder is
responsible for other cleaners, bowl cleaner, wax remover and wax, dust mop, wet mops, brooms,
buffer, vacuum cleaners, furniture polish and anything else pertaining to cleaning; liners for
trash/wastebaskets containers. Personal cleanliness items such as hand soap, bathroom tissue and
dispenser towels for drying hands will be provided by the bidder.
E. SERVICES TO BE PERFORMED ONLY AT THE BEGINNING OF THE MAINTENANCE
CONTRACT
1. A general cleaning of this facility should be performed at the beginning of this contract, which
entails all services that are list below to include stripping, seal, and waxing of tile floors
(includes individual offices, hallway, kitchen, restrooms, shower area, locker room.)
F. SERVICE TO BE PERFORMED TWICE PER MONTH
1. Buff tile floors with high speed buffer. Use Franklin's Spray Buff or equal, or when requested by
City Representative.
2. Wash outside surface of windows.
3. Sweep and mop floors
Page 2 of 3
4. Clean restrooms (toilets, urinals, sinks, mirrors, soap dishes).
5. Vacuum and clean carpeting in offices where carpeting has been installed.
6. Clean doors inside glass (non - window), thresholds, and walls, inside surfaces of windows.
7. Dust and clean table tops, window sills, bookcases, framework ledges or shelves and cabinets.
8. Clear outside doorways of dirt, spider webs, and other debris.
9. Wash and clean all floor mats.
10. Sweep floors ceramic title and vinyl then wet mop with a disinfectant cleaner, using a CLEAN
mop.
11. Empty office wastebaskets and all other trash containers
12. All wastebaskets or other waste containers are to be cleaned with warm soapy water if inside and
outside, if necessary.
13. Replace can liners in all wastebaskets and trash containers.
14. Dispose of all trash into outside dumpster.
15. Clean refrigerator outside
16. Dust or polish all furniture (desk tops if clear of work, tops of bookcases, cabinets, tables, file
cabinets, etc,). Use All States Chemical's Lemon Glo Furniture Polish or equal on wood
surfaces. Formica surfaces can be cleaned with the same polish or may be sprayed with Windex
or equal and wiped clean with a CLEAN DAMP CLOTH.
Papers, files, or other work items on desk tops are not to be disturbed. Employees may leave a
note requesting special cleaning schedule by stating day desk top will be cleared of papers.
17. Clean window sills and framework ledges with a damp cloth.
18. Clean and polish glass doors, glass partitions, and glass in interior doors.
19. Clean and supply (soap dispensers, toilet paper, paper towels) all restrooms. Clean and disinfect
commodes and urinals, clean the base and outside of commodes. Clean the walls directly behind
toilets. Clean and polish mirrors, chrome, dispensers, and lavatories.
20. Spot clean all walls, switch plates, and doors for dirt marks.
Page 3 of 3
DELORIS "BOBBIE" PRINCE, MAYOR STEPHEN FITZGIBBONS
MORRIS ALBRIGHT, III, MAYOR PRO TEM CITY MANAGER
COUNCIL MEMBERS: City of =Cn TERRI HANKS
A� CITY SECRETARY
JACK CHATMAN, JR. ®�
ELIZABETH "LIZ" SEGLER VAL TIZENO
MARTIN FLOOD O T t r t h u r CITY ATTORNEY
JOHN BEARD, JR.
ROBERT E. WILLIAMSON Texas
D. KAY WISE
THOMAS J. HENDERSON
August 18, 2010
Val Tizeno
City Attorney
. RE: Quote — Janitorial Services for Legal Facility
On August 17, 2010, we received two (2) quotes for the above referenced project.
The low quote was submitted by Y & M Cleaning Services in the amount of $200.00 a month
and a first time cleaning fee of $280.00. Our evaluation of the experience, reputation, and
financial condition of Y & M Cleaning Services indicates that they are capable of completing the
work required. Therefore, we recommend the award of a contract for Janitorial Services to Y &
M Cleaning Services in the amount of $200.00 a month and a first time cleaning fee of
$280.00.
The original quote document, copies of the quotes and bid tabulation are included for your
review.
Shawna Tubbs
Purchasing Manager
Purchasing Division /Finance Department 1 Purchasing Manager, Shawna Tubbs
P.O. Box 10891444 4th Street 1 Port Arthur, Texas 776411 409.983.8160 1 Fax 409.983.8291