HomeMy WebLinkAboutPR 16683: CONTRACT WITH SANSERVE FOR JANITORIAL SERVICES FOR CITY HALL/ANNEX PUBLIC WORKS DEPARTMENT
COUNCIL ACTION MEMO
TO Stephen B. Fitzgibbons, City Manager
FROM Ross E. Blackketter, P.E., Director of Public Works
SUBJECT P.R. #16683 — City Hall Janitorial
DATE 27 September 2011
RECOMMENDATION:
It is recommended that the City Council approve Proposed Resolution No. 16683,
authorizing the 2 year (1 renewal) of the contract for janitorial services for City Hall
and City Hall Annex to CCAP Inc. dba SanServe Building Services of Beaumont, Texas.
BACKGROUND:
This is an annual contract for janitorial services for City Hall and City Hall Annex. This
contract has a renewal option for two (2) additional years.
The first year of this contract was awarded to CCAP Inc. dba SanServe Building Services
in Resolution 10 -448.
BUDGETARY /FISCAL EFFECT:
Funds are provided in account 001 - 1206 - 531.32 -00.
EMPLOYEE /STAFF EFFECT:
Acceptance of this recommendation will have no effect on staffing levels at this time.
SUMMARY
It is recommended that the City Council approve Proposed Resolution No. 16683,
authorizing the 2 year (1 renewal) of the contract for janitorial services for City Hall
and City Hall Annex to CCAP Inc. dba SanServe Building Services of Beaumont, Texas.
Ross E. Blackketter, P.E.
Director of Public Works
REB /reb
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P.R. 16683
08/04/10 reb
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE 2 YEAR (1 RENEWAL)
FOR THE CONTRACT BETWEEN THE CITY OF PORT ARTHUR
AND CCAP INC. dba SANSERVE BUILDING SERVICES OF
BEAUMONT, TEXAS FOR JANITORIAL SERVICES FOR CITY
HALL AND CITY HALL ANNEX. FUNDING IS AVAILABLE IN
ACCOUNT 001 - 1206 - 531.32 -00 FOR AN ANNUAL AMOUNT
OF $43,591.56.
WHEREAS, the City requires the services of a contractor to provide cleaning services
for the City Hall and Annex; and,
WHEREAS, pursuant Resolution 10-448; the City entered into a one year agreement
with the option to renew for two (2) additional years with CCAP Inc. dba SanServe Building
Services for Janitorial Services for City Hall and City Hall Annex; and,
WHEREAS, upon request, we may also exercise an option for an additional carpet
cleaning at a cost of $0.10 /sq. ft.; now, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR:
THAT, the facts and opinions in the preamble are true and correct; and,
THAT, the City Manager is hereby authorized to execute the second year of a contract
attached hereto as Exhibit "A" for Janitorial Services for City Hall and City Hall Annex with CCAP
Inc. dba SanServe Building Services; and,
THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City
Council.
READ, ADOPTED, AND APPROVED this the day of , A.D. 2011 at
a _ meeting of the City of Port Arthur, Texas by the following vote:
AYES: Mayor
Councilmembers:
P.R. 16683
Page 2
Noes:
Mayor
ATTEST:
City Secretary
APPROVED AS TO FORM:
%, J s 0
City Attorney
APPROVED FOR ADMINISTRATION: APPROVED AS TO AVAILABILITY OF
Fli7 DS:
1_ /716
UC Z- . XP
Stephen B. Fitzgibbons Deborah Echols, CPA
City Manager Director of Finance
a "2_ -S/ (_, 1/,
Ross E. Blackketter, P.E. Shawna Tubbs, CPPB
Director of Public Works Purchasing Manager
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EXHIBIT A
1 of 6
AGREEMENT
JANITORIAL SERVICES FOR CITY HALL AND CITY HALL ANNEX
THIS AGREEMENT, made this 27 day of September , 2011, 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
CCAP Inc. dba SanServe Building Services a(n) Corporation
Individual, firm, partnership, or corporation
herein acting by and through Anna Childs, Manager
hereinafter called "CONTRACTOR ".
WITNESSETH: That, for and in consideration of, the payment terms, conditions,
and agreements set forth herein, OWNER and CONTRACTOR agree as follows:
1. TERM OF CONTRACT
Pursuant to Resolution No. 10 -448, the City entered into a one -year
contract with the option of renewal for two additional years. The parties
hereby agree to exercise said option for a second year.
The term of this Contract shall be from 10 October 2011 to 09 October
2012. It shall be renewable by mutual agreement for an additional one -
year period. Each subsequent yearly contract renewal shall require
approval of the City Council.
2. CONTRACT DOCUMENTS
The term "Contract Documents" means and included the following:
(A) Agreement
(B) Invitation to Bid*
(C) General Information*
(D) Specifications*
(E) Bid*
(F) Bidder's Information Sheet*
* These items were attached to the original letting contract. The
agreement only is included for this renewal.
3. COMPENSATION
The CONTRACTOR agrees to perform all the work described in the
Specifications and contract documents and comply with the terms therein
for unit prices as stated below:
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JANITORIAL SERVICE FOR CITY HALL AND ANNEX BUILDING
Monthly Cost Annual Cost
$ 3,445.13 $ 41,341.56
ALTERNATE OPTION
JANITORIAL SERVICES TO ALSO INCLUDE STRIPPING, BUFFING AND
REWAXING ALL THE FLOORS FOR CITY HALL AND ANNEX BUILDING
Monthly Cost Annual Cost
$ 3,632.63 $ 43,591.56
ADDITIONAL CARPET CLEANING (UPON REQUEST)
Cost per Each
$ 0.10 /SF
During the term of this Contract, the CONTRACTOR will furnish at his own
expense all of the materials, supplies, tools, equipment, labor, and other
services necessary to completion therewith, excepting those supplies
specifically not required of CONTRACTOR in the Specifications.
4. INSURANCE
CONTRACTOR shall provide all insurance coverage as stated in the
"Invitation to Bid ".
5. INDEMNIFICATION
CONTRACTOR shall be responsible for the use of employment of reasonable skill
and care befitting the profession in performing the work required by this Contract.
CONTRACTOR shall comply with the requirements of all applicable laws, rules, and
regulations, in connection with the services of CONTRACTOR and shall exonerate,
indemnify, and hold harmless the CITY, its officers, agents, and all employees from
any and all liability, loss, or damage arising out of noncompliance with such laws,
rules, and regulations; without limitation. CONTRACTOR shall assume full
responsibility for payment of Federal, State, and Local payments or other
contributions imposed or required under the Social Security Worker's
Compensation, and Income Tax Laws with respect to CONTRACTOR's employees.
Further, CONTRACTOR shall exonerate, indemnify, and hold harmless the CITY, its
officers, agents, and all employees from any and all liability, loss, damages,
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expenses, or claims for infringement of any copyright or patent arising out of the
use of any plans, design, drawings, or specification furnished by CONTRACTOR in
the performance of this Contract.
6. SUPERVISION
CONTRACTOR shall supervise its employees to such a degree to ensure that they
are performing the required services in accordance with these specifications and
are not derelict in their duties. The CITY will, from time to time, make spot checks
of the service being provided and will report any deficiencies to the CONTRACTOR.
Repeated failure to live up to all terms and conditions set out herein may result in
termination of the Contract.
7. PERSONNEL
The CONTRACTOR will secure at his own expense all personnel required in
performing the work under this Contract. Such personnel shall not be employees
of or have any contractual relationship with the CITY.
8. CHANGES
The CITY may, from time to time, request changes in the scope of the services of
the CONTRACTOR to be performed hereunder. Such changes, including any
increase or decrease in the amount of the CONTRACTOR's compensation or extra
work, which have been mutually agreed upon by and between the CITY and
CONTRACTOR, shall be incorporated in written amendments to the Contract.
9. FORCE MAJEURE
"Force Majeure" shall mean acts of God; strikes, lockouts, or other industrial
disturbances; acts of the public enemy; laws, rules, regulations, or orders of the
any applicable court or governmental authority; insurrections; riots; epidemics;
landslides; lightning; earthquakes; fires; hurricanes; storms; floods; washouts;
restraint of government and people; civil disturbances; explosions; unavoidable
breakage or accidents to machinery, equipment, or plants; and any other events
which, whether similar to those enumerated or otherwise, are not reasonably
within the control of the party affected. In the event either party is rendered
unable, wholly or in part, by Force Majeure to carry out its obligations under this
Contract, then the obligations of such party, to the extent affected by such Force
Majeure and to the extent that due diligence is being used to resume performance
at the earliest practical time, shall be suspended during the continuance of any
inability so caused to the extent provided, but for no longer period. Any time that
a party intends to rely on Force Majeure to suspend obligations, such party shall
notify the other party as soon as reasonably possible, setting forth the particulars
of the situation. Notice shall then be given when the effect of the Force Majeure
event has ceased.
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10. ADDRESS AND NOTICE
Unless otherwise provided in this Contract, any communication, request, reply,
advice, or other notice herein provided or permitted to be given, made, or
accepted by either party to the other, must be in writing and may be given or be
served by depositing the same with the United States Postal Service postpaid and
registered or certified and addressed to the party to be notified, with return receipt
requested, or by delivering the same to an officer or official of such party, or by
prepaid telegram, addressed to the party to be notified. For purposes of notice,
the address of the parties shall be:
If to the CITY:
Ross E. Blackketter, P.E.
Director of Public Works
City of Port Arthur
P. 0. Box 1089
Port Arthur, TX 77641 -1089
If to the CONTRACTOR:
Anna Childs
CCAP Inc. dba SanServe Building Services
4605 Washington Blvd.
P. 0. Box 20332
Beaumont, TX 77720 -0332
409 - 842 -5504
The parties may, at any time, change their respective addresses by providing at
least fifteen (15) days written notice to the other party. Routine operational
communications need not be communicated in writing, but may be exchanged
verbally between the designated supervisory personnel of the parties.
11. COMPLIANCE WITH LAWS
The CONTRACTOR shall comply with all applicable laws, ordinances, rules, orders,
regulations, and codes of Federal, State, and Local governments relating to
performance of the work herein, including those that became effective during the
term of the Contract, at no additional expense to the CITY during the term of this
Contact, save and except for any increases in personnel costs due to increases in
Federal minimum wage, whereupon the CONTRACTOR will notify the CITY of the
additional cost to be due for the remainder of the contract year and the
commencing date of such increased cost to the CITY.
12. CIVIL RIGHTS ACT OF 1964
Under 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.
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The CONTRACTOR will carry out its work under this Contract in a manner which
will permit full compliance by the CITY with the Statutes and the regulations
adopted thereunder.
13. INCORPORATION OF PROVISIONS REQUIRED BY LAW
Each provision and clause required by law to be inserted into the Contract shall be
deemed to 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 side.
14. INTERPRETATION
This Contract and all the terms and provisions hereof shall be liberally construed to
effectuate the purposes set herein and to sustain the validity of this Contract.
15. SEVERABILITY
The provisions of this Contract are severable, and if any work, phrase, clause,
sentence, paragraph, section, or other part of this Contract, or the application
thereof to any person or circumstances, shall ever be held by any court or
regulatory authority of competent jurisdiction to be invalid or unconstitutional for
any reason, the remainder of this Contract and the application of such word,
phrase, clause, sentence, paragraph, section, or other part of this Contract to
other persons or circumstances shall not be affected thereby, unless in the opinion
of the CONTRACTOR and CITY, the purpose of this Contract is frustrated.
16. BINDING EFFECT
Each party represents and warrants to the other that this Contract is binding upon
and enforceable against such party.
17. ASSIGNABILITY
This Contract shall be binding upon and inure to the benefit of the parties hereto
and their successors and assigns, and this Contract may be assignable by the
CONTRACTOR upon written notice to the CITY.
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IN WITNESS WHEREOF, the parties hereto have executed, or caused to be
executed by their duly authorized officials, the Agreement in two (2) copies, each
of which shall be deemed an original on the date first above written.
OWNER CONTRACTOR
BY: _ BY:_
City Manager
Stephen B. Fitzgibbons Anna Childs
Printed Name Printed Name
APPROVED AS TO FORM:
City Attorney
ATTEST:
City Secretary
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P.R. No. 16140
09/27/10 reb
RESOLUTION NO. /0-
A RESOLUTION AUTHORIZING THE MAYOR AND CITY MANAGER
TO EXECUTE THE FIRST YEAR OF A CONTRACT WITH CCAP INC.
dba SANSERVE BUILDING SERVICES OF BEAUMONT, TEXAS FOR
JANITORIAL SERVICES FOR CITY HALL AND CITY HALL ANNEX
WITH THE OPTION OF RENEWAL FOR TWO ADDITIONAL YEARS.
FUNDING IS AVAILABLE IN ACCOUNT 001 -1206- 531.32 -00 FOR
ANNUAL AMOUNT OF $43,591.56.
WHEREAS, the City advertised for bids for Janitorial Services for City Hall and City Hall
Annex on August 29 and September 5, 2010 ; and,
WHEREAS, five (5) bids were received on September 15, 2010; and,
WHEREAS, upon request, we may also exercise an option for an additional carpet
cleaning at a cost of $0.10 /sq. ft.; and,
WHEREAS, CCAP Inc. dba SanServe Building Services was the lowest responsive
bidder, see attached exhibit "A "; now, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR:
THAT, the City Manager is hereby authorized to execute the first year of a contract
attached hereto as Exhibit "B" for Janitorial Services for City Hall and City Hall Annex with the
option of renewal for two additional years with CCAP Inc. dba SanServe Building Services of
Beaumont, Texas; and,
THAT, funding is available in account 001 -1206- 531.32 -00, and,
THAT, Anna Childs of CCAP Inc. dba SanServe Building Services shall sign this
resolution agreeing to the terms thereof; and,
THAT a copy of the caption of this Resolution be spread upon the Minutes of the City
Council.
P.R. No. 16140
Page 2
READ, ADOPTED AND APPROVED this the i day of Qfi , A.D. 2010 at
a ~� !/. l/, meeting of the City of Port Arthur, Texas by the following vote: Ayes:
- .i,.,(. >4.1111 Z ,L Mayor: "YAP 0. 2111 A. _ , 11.1.
Councilmembers: I, ' ,/ "14 /. J .d.:_rre Att.4 i. L
a2 _ ,
7
Noes: _L. '.ce Ligel)7,/■e
- L /%j l��
Attest: //
C —
City Secretary A cM n s
APPROVED AS TO FORM: APPROVED AS TO AVAILABILITY OF
FUNDS:
l -- / �• / / / / �
City Attorney / Deborah Echols, CPA
Director of Finance
APPROVED FOR ADMINISTRATION:
i i -
_ _ .4/1 ?!ex,..,,_..., --v...6_ CA-1,,..1-L, .,,J
Stephen B. Fitzgibbons Shawna Tubbs
City Manager Purchasing Manager
Ross E. Blackketter, P.E.
Director of Public Works
AGREED TO:
1.
Anna Child
CCAP Inc. dba SanServe Building Services
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EXHIBIT A
,
CITY OF PORT ARTHUR TEXAS
Bid Tabulation
urt rthur
'` `'" JANITORIAL SERVICE FOR CITY HALL & ANNEX
Bid Opening Date: September 15, 2010
Name of Bidders
Plan B Y & M Southeast Texas SanServe 1
Building_Maintenance Cleaning Services Building Services Servi•
QTY UOM Description Unit Cost Total Cost Unit Cost Total Cost Unit Cost Total Cost Unit Cost
12 MTHS Janitorial Service $.93sf /yr $42,000.00 $6,350.00 $76,200.00 $4,750.00 $57,000.00 $3,445.13
12 MTHS Alternate Option $1.00sf /yr $45,000.00 $3,166.67 $38,000.04 $5,550.00 $66,600.00 $3,632.63
Additional
1 Each Carpet Cleaning $.04sf $1,440.00 $750.00 $750.00 _ $.25SF $.25SF _
Location Destin, FL Pori: Arthur, TX Nederland, TX Bcaumor
�1 ( Ck t....7 HA,C,c..(7 -= .... t-t,) C isili‘ 0
Shawna Tubbs, Purchasing Manager Date
EXHIBIT B
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AGREEMENT
JANITORIAL SERVICES FOR CITY HALL AND CITY HALL ANNEX
THIS AGREEMENT, made this 5 day of October , 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
CCAP Inc. dba SanServe Building Services a(n) Corporation
Individual, firm, partnership, or corporation
herein acting by and through Anna Childs, Manager
hereinafter called "CONTRACTOR ".
WITNESSETH: That, for and in consideration of, the payment terms, conditions,
and agreements set forth herein, OWNER and CONTRACTOR agree as follows:
1. TERM OF CONTRACT
The term of this Contract shall be from 10 October 2010 to 09 October
2011. It shall be renewable by mutual agreement for two (2) additional
one -year periods. Each subsequent yearly contract renewal shall require
approval of the City Council.
2. CONTRACT DOCUMENTS
The term "Contract Documents" means and included the following:
(A) Agreement
(B) Invitation to Bid
(C) General Information
(D) Specifications
(E) Bid
(F) Bidder's Information Sheet
3. COMPENSATION
The CONTRACTOR agrees to perform all the work described in the
Specifications and contract documents and comply with the terms therein
for unit prices as stated below:
JANITORIAL SERVICE FOR CITY HALL AND ANNEX BUILDING
Monthly Cost Annual Cost
$ 3,445.13 $ 41,341.56
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ALTERNATE OPTION
JANITORIAL SERVICES TO ALSO INCLUDE STRIPPING, BUFFING AND
REWAXING ALL THE FLOORS FOR CITY HALL AND ANNEX BUILDING
Monthly Cost Annual Cost
$ 3,632.63 $ 43,591.56
ADDITIONAL CARPET CLEANING (UPON REQUEST)
Cost per Each
$ 0.10 /SF
During the term of this Contract, the CONTRACTOR will furnish at his own
expense all of the materials, supplies, tools, equipment, labor, and other
services necessary to completion therewith, excepting those supplies
specifically not required of CONTRACTOR in the Specifications.
4. INSURANCE
CONTRACTOR shall provide all insurance coverage as stated in the
"Invitation to Bid ".
5. INDEMNIFICATION
CONTRACTOR shall be responsible for the use of employment of reasonable skill
and care befitting the profession in performing the work required by this Contract.
CONTRACTOR shall comply with the requirements of all applicable laws, rules, and
regulations, in connection with the services of CONTRACTOR and shall exonerate,
indemnify, and hold harmless the CITY, its officers, agents, and all employees from
any and all liability, loss, or damage arising out of noncompliance with such laws,
rules, and regulations; without limitation. CONTRACTOR shall assume full
responsibility for payment of Federal, State, and Local payments or other
contributions imposed or required under the Social Security Worker's
Compensation, and Income Tax Laws with respect to CONTRACTOR's employees.
Further, CONTRACTOR shall exonerate, indemnify, and hold harmless the CITY, its
officers, agents, and all employees from any and all liability, loss, damages,
expenses, or claims for infringement of any copyright or patent arising out of the
use of any plans, design, drawings, or specification furnished by CONTRACTOR in
the performance of this Contract.
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6. SUPERVISION
CONTRACTOR shall supervise its employees to such a degree to ensure that they
are performing the required services in accordance with these specifications and
are not derelict in their duties. The CITY will, from time to time, make spot checks
of the service being provided and will report any deficiencies to the CONTRACTOR.
Repeated failure to live up to all terms and conditions set out herein may result in
termination of the Contract.
7. PERSONNEL
The CONTRACTOR will secure at his own expense all personnel required in
performing the work under this Contract:. Such personnel shall not be employees
of or have any contractual relationship with the CITY.
8. CHANGES
The CITY may, from time to time, request changes in the scope of the services of
the CONTRACTOR to be performed hereunder. Such changes, including any
increase or decrease in the amount of the CONTRACTOR's compensation or extra
work, which have been mutually agreed upon by and between the CITY and
CONTRACTOR, shall be incorporated in written amendments to the Contract.
9. FORCE MAJEURE
"Force Majeure" shall mean acts of God; strikes, lockouts, or other industrial
disturbances; acts of the public enemy; laws, rules, regulations, or orders of the
any applicable court or governmental authority; insurrections; riots; epidemics;
landslides; lightning; earthquakes; fires; hurricanes; storms; floods; washouts;
restraint of government and people; civil disturbances; explosions; unavoidable
breakage or accidents to machinery, equipment, or plants; and any other events
which, whether similar to those enumerated or otherwise, are not reasonably
within the control of the party affected. In the event either party is rendered
unable, wholly or in part, by Force Majeure to carry out its obligations under this
Contract, then the obligations of such party, to the extent affected by such Force
Majeure and to the extent that due diligence is being used to resume performance
at the earliest practical time, shall be suspended during the continuance of any
inability so caused to the extent provided, but for no longer period. Any time that
a party intends to rely on Force Majeure to suspend obligations, such party shall
notify the other party as soon as reasonably possible, setting forth the particulars
of the situation. Notice shall then be given when the effect of the Force Majeure
event has ceased.
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10. ADDRESS AND NOTICE
Unless otherwise provided in this Contract, any communication, request, reply,
advice, or other notice herein provided or permitted to be given, made, or
accepted by either party to the other, must be in writing and may be given or be
served by depositing the same with the United States Postal Service postpaid and
registered or certified and addressed to the party to be notified, with return receipt
requested, or by delivering the same to an officer or official of such party, or by
prepaid telegram, addressed to the party to be notified. For purposes of notice,
the address of the parties shall be:
[f to the CITY:
Ross E. Blackketter, P.E.
Director of Public Works
City of Port Arthur
P. 0. Box 1089
Port Arthur, TX 77641 -1089
If to the CONTRACTOR:
Anna Childs
CCAP Inc. dba SanServe Building Services
4605 Washington Blvd.
P. 0. Box 20332
Beaumont, TX 77720 -0332
409 - 842 -5504
The parties may, at any time, change their respective addresses by providing at
least fifteen (15) days written notice to the other party. Routine operational
communications need not be communicated in writing, but may be exchanged
verbally between the designated supervisory personnel of the parties.
11. COMPLIANCE WITH LAWS
The CONTRACTOR shall comply with all applicable laws, ordinances, rules, orders,
regulations, and codes of Federal, State, and Local governments relating to
performance of the work herein, including those that became effective during the
term of the Contract, at no additional expense to the CITY during the term of this
Contact, save and except for any increases in personnel costs due to increases in
Federal minimum wage, whereupon the CONTRACTOR will notify the CITY of the
additional cost to be due for the remainder of the contract year and the
commencing date of such increased cost to the CITY.
12. CIVIL RIGHTS ACT OF 1964
Under 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.
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The CONTRACTOR will carry out its work under this Contract in a manner which
will permit full compliance by the CITY with the Statutes and the regulations
adopted thereunder.
13. INCORPORATION OF PROVISIONS REQUIRED BY LAW
Each provision and clause required by law to be inserted into the Contract shall be
deemed to 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 side.
14. INTERPRETATION
This Contract and all the terms and provisions hereof shall be liberally construed to
effectuate the purposes set herein and to sustain the validity of this Contract.
15. SEVERABILITY
The provisions of this Contract are severable, and if any work, phrase, clause,
sentence, paragraph, section, or other part of this Contract, or the application
thereof to any person or circumstances, shall ever be held by any court or
regulatory authority of competent jurisdiction to be invalid or unconstitutional for
any reason, the remainder of this Contract and the application of such word,
phrase, clause, sentence, paragraph, section, or other part of this Contract to
other persons or circumstances shall not be affected thereby, unless in the opinion
of the CONTRACTOR and CITY, the purpose of this Contract is frustrated.
16. BINDING EFFECT
Each party represents and warrants to the other that this Contract is binding upon
and enforceable against such party.
17. ASSIGNABILITY
This Contract shall be binding upon and inure to the benefit of the parties hereto
and their successors and assigns, and this Contract may be assignable by the
CONTRACTOR upon written notice to the CITY.
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IN WITNESS WHEREOF, the parties hereto have executed, or caused to be
executed by their duly authorized officials, the Agreement in two (2) copies, each
of which shall be deemed an original on the date first above written.
OWNER CONTRACTOR
BY: BY:
City Manager
Stephen B. Fitzgibbons Anna Childs
Printed Name Printed Name
APPROVED AS TO FORM:
City Attorney
ATTEST:
City Secretary
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DELORIS "BOBBIE" PRINCE, MAYOR STEPHEN FITZGIBBONS
MORRIS ALBRIGHT,111 MAYOR PRO TEM CITY MANAGER
COUNCIL MEMBERS: City of - TERRI HANKS
JACK CHATMAN, JR. ` � /A1 CITY SECRETARY
ELIZABETH "LIZ" SEGLER
MARTIN FLOOD V?rt 4thur
'••— VAL TIZENO
JOHN BEARD, JR. CITY ATTORNEY
ROBERT E. WILLIAMSON Texas
D. KAY WISE
THOMAS J. HENDERSON
AUGUST 30, 2010
INVITATION TO BID
JANITORIAL SERVICES FOR CITY HALL AND CITY HALL ANNEX BUILDING
DEADLINE: Sealed Bid submittals must be received and time stamped by 3:00 p.m., Central
Standard Time, Wednesday, September 15, 2010. (The clock located in the City Secretary's
office will be the official time.) All bids received will be read aloud at 3:15 p.m. on
Wednesday, September 15, 2010 in the City Council Chambers, City Hall, 5 Floor, Port
Arthur, TX. You are invited to attend.
MARK ENVELOPE: Janitorial
DELIVERY ADDRESS: Please submit one (1) original and one (I) copy of your bid to:
CITY OF PORT ARTHUR CITY OF PORT ARTHUR
CITY SECRETARY or CITY SECRETARY
P.O. BOX 1089 444 4TH STREET, 4 Floor
PORT ARTHUR, TEXAS 77641 PORT ARTHUR, TEXAS 77640
POINTS OF CONTACT:
Questions concerning the Invitation to Bid should be directed in writing to:
City of Port Arthur, TX
•
Yolanda Scypion - Goudeaux, Purchasing Assistant
P.O. Box 1089
Port Arthur, TX 77641
Yolanda@portarthur.net
Questions concerning the Scone of Work should be directed in writing to:
City of Port Arthur, TX
Ross Blackketter, Director of Public Works
P.O. Box 1089
Port Arthur, TX 77641
rblackketter@n,portartthur.net
Purchasing Division /Finance DpartmentJ Purchasinz Manazer, Shawna Tubbs
P.O. Box 10891444 4th Street ( Port Arthur, Texas 77641 1 409.983.8160 1 Fax 409.983.8291
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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 comer 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 regardless of delivery method
chosen by the firm. Faxed or electronically transmitted ITB submittals will not be accepted.
t.
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Shawna Tubbs
Purchasing Manager
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MANDATORY
PRE -BID CONFERENCE
A Mandatory Pre -Bid Conference between Representatives of the City of Port Arthur, Texas
and prospective bidders for Janitorial Services for City Hall and City Hall Annex Building
will be held at City Hall 5"' Floor Conference Room on September 9, 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.
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CITY OF PORT ARTHUR, TEXAS
SPECIFICATIONS
ANNUAL CONTRACT FOR JANITORIAL SERVICES
CITY HALL AND CITY HALL ANNEX
SCOPE OF SERVICES:
To set forth the requirements and conditions for performing JanitoriaVCleaning services for
locations listed below. The bidder shall perform the required services in all areas and shall be
qualified to furnish a complete and efficient custodial service, including all labor, supervision,
cleaning materials and equipment. The successful bidder(s) shall be prepared to perform each
task as stated according to the work schedule. Janitorial Services shall be provided (5) nights
weekly, Monday through Friday. ALL regular scheduled NIGHT cleaning listed below MUST
be done during the hours of 5:00 p.m. - 10:00 p.m., Monday through Friday. All areas
determined to be security areas shall be cleaned upon request by the facility administrator and
may require the presence of a representative of the agency.
CONTRACT PERIOD:
The term of this contract shall be for one (1) year. This contract may be extended for up to two
(2) additional 12 —month periods.
AREAS TO BE CLEANED:
City Hall Building's Basement, First, Second, Third, Fourth, Fifth (Heritage room;) and Sixth
Floors City Hall Annex's First and Second Floors. Walkway between City Hall and City Hall
Annex. All Stairwells and Restrooms (men and women). All conference Rooms, Break rooms
and nooks.
SQUARE FOOTAGE:
The area to be cleaned is approximately 45,000 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.
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The City of Port Arthur 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 City of Port Arthur. Any employee so dismissed from working on this contract
shall not be allowed to return to the premises without the written consent of the City. Personnel
not employed by the Contractor (including minors not employed by the contractor) shall not be
permitted on the work premises.
INSPECTIONS:
The quality of the janitorial services performed under this contract shall be observed.
Unscheduled job -site inspections will be performed by the City Representative. Any deficiencies
or unsatisfactory performance shall be noted, and corrective action by the Contractor will be
required. Continued failure to abide by the City's specifications will be grounds for termination
of the contract. A minimum of one (1) monthly daylight inspections will be made by the City
Representative and Contractor's representative.
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 six (6) 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 City Employee on a tour throughout the areas to
receive this janitorial service to establish and mutually agree upon the condition of surfaces,
fixtures, furnishings and other City and personal property before starting work on this contract.
Surfaces, 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
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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 as well as white plastic liners for trash
wastebasket containers.
PRODUCT RESTRICTIONS:
ENDUST is not to be used at any time for any reason in the City Hall or City Hall Annex
buildings - NO EXCEPTIONS.
No harsh cleaners shall be used on wallpaper or vinyl walls.
Do not use furniture polish on any metal surface.
PRODUCT REQUIREMENTS:
Johnson's Over and Under (or equal)
Johnson's Step Ahead (or equal)
All States Chemical's Lemon Glo Furniture Polish (or equal)
Liquid Gold (or equal)
Franklin's Spray Buff (or equal)
Franklin's Disappear (or equal)
NOTE: THE 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:
Dustin - 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.
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Glass cleaninP - 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 waxier, 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 cleanin¢ — 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.
CONTRACTOR SHALL PERFORM THE FOLLOWING SPECIFIC ITEMS OF WORK
UNDER THIS CONTRACT: (City Representative may request additional cleaning if needed)
DAILY SERVICES — FIVE IS) TIMES PER WEEK (MONDAY THROUGH FRIDAY):
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 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.
Sweep all stairs and landings.
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.
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DAILY SERVICES — RESTROOM — FIVE (5) TIMES PER WEEK (MONDAY THROUGH
FRIDAY)
All restroom fixtures, including sinks, toilet bowls, toilet seats and urinals, will be scoured and
disinfected and kept free of scales at all times.
All toilet seats will be disinfected top to bottom.
All bright metal accessories, including hardware on plumbing fixtures, partitions and-dispensing
accessories shall be cleaned and polished.
All Soap, towel, and tissue dispensers will be filled nightly.
Clean all mirrors.
Restroom walls and partitions will be kept clean and free of spots, smudges and foreign matter.
Restroom floors will be cleaned by damp CLEAN mop and rinsing with a disinfecting cleaner.
SERVICES THAT ARE ONLY DONE ON MONDAYS AND FRIDAYS
Vacuum mats and door tracts.
Clean and polish elevator doors & trim.
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Clean and dry polish lobby windows every Monday inside and outside.
Clean and dry polish Heritage Room Windows 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.
Dust rungs on glass trophy cases.
Clean non -wood walls/partitions, wallpaper and vinyl walls.
CARPET IN CITY HALL AND ANNEX BUILDINGS
All carpets to be shampooed within the first three (3) weeks of contract.
After initial shampooing, carpets are to be shampooed every three (3) months upon request.
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 spraved onto walls/doors due to safety hazard.
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ALTERNATE OPTION
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 City Representatives due to special
events at City Hall. This service shall include all floors excluding terrazzo floors. Buff of all tile
floors weekly including elevators and restrooms, apply (1) one coat of wax before buffmg all
floors. (Use Franklin's Spray Buff or equal)
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Page 9 of 20
INVITATION TO BID
JANITORIAL SERVICES FOR CITY HALL AND CITY HALL ANNEX BUILDING
FAILURE TO RESPOND TO BID SOLICITATIONS FOR TWO (2) BID PERIODS MAY
RESULT IN 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 your company provide this product or services?
Were the specifications clear?
Were the specifications too restrictive? _
Does the City pay its bills on time?
Do you desire to remain on the bid list for this product or service?
Does your present work load permit additional work?
Comments /Other Suggestions:
Company Name:
Person Completing Form: Telephone:
Mailing Address: Email:
City, State, Zip Code: Date:
Page 10 of 20
CITY OF PORT ARTHUR, TEXAS
BID SHEET
BID FOR: Janitorial Services for City Hall and City Hall Annex Building
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BID DUE DATE: September 15, 2010
TY UOM DESCRI ' ION UNITCOST TOTAL CO T
12 MTHS JANITORIAL SERVICE
FOR CITY HALL AND ANNEX BUILDING
$ $
12 MTHS ALTERNATE OPTION — JANITORIAL SERVICES TO ALSO
INCLUDE STRIPPING, BUFFING AND RE- WAXING ALL TILE
FLOORS FOR CITY HALL AND ANNEX BUILDING
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.
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Page 1 1 of 20
BID OPENING DATE: SEPTEMBER 15, 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 PAYMENT TO:
COMPANY
ADDRESS
CITY /STATE /ZIP
SEND PURCHASE ORDER TO:
COMPANY
ADDRESS _
CITY /STATE /ZIP —
TAX IDENTIFICATION NUMBER
Page 12 of 20
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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.
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Firm Name _ Date
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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
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Page 13 of 20
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 (I -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 oi'the local governmental entity not later than the 7 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 Government Code. An offense under this
section is a Class C misdemeanor.
1. Name of 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 requires 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 a local 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 Government Code. Attach additional pages to this Form
CIQ as necessary.
A. Is the local government officer named in this section receiving or likely to receive taxable income, other than investment
income, from the filer of the questionnaire?
Yes LI No
B. Is the filer of the questionnaire receiving or likely to receive taxable income, other than investment income, from or at the
direction of the local government officer named in this section AND the taxable income is not received from the local
governmental entity?
El I I Yes El No
( . Is 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?
El Yes No
D. Describe each employment or business relationship with the local government officer named in this section.
4.
Signature of person doing business with the governmental entity Date
Page 14 of 20
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.
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.
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.
BID AWARD: The City of Port Arthur will review all bids for responsiveness and compliance
with these specifications. The award shall be made to the responsive, responsible bidder who
submits the best value bid.
The City reserves the right to:
1. Reject any and all bids and to make no award if it deems such action to be in its best
interest.
2. Award bids on the lump sum or unit price basis, whichever is in the best interest of the
City.
3. Reject any or all bids and to waive informalities or defects in bids or to accept such
bids as it shall deem to be in the best interests of the City.
4. Award bids to bidders whose principal place of business is in the City of Port Arthur
and whose bid is within 5% 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.
CONFLICT OF INTEREST: No public official shall have interest in this contract, in
accordance with Vernon's Texas Code Annotated., Local Government Code Title 5, Subtitle C,
Chapter 171..
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Page 15 of 20
ET._HIC_S_: 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.
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 ITB and Specifications will be
made by addenda. Sole issuing authority of addenda shall be vested in the City of Port Arthur
Purchasing Manager. The City assumes no responsibility for the bidder's failure to obtain and/or
properly submit any addendum. Failure to acknowledge and submit any addendum may be
cause for the bid to be rejected. It is the vendor's responsibility to check for any addendums that
might have been issued before bid closing date and time.
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.: Public
Works, 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.
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SALES TAX: The City of Port Arthur is exempt by law from payment of Texas Sales Tax and
Federal Excise Tax; therefore the proposal shall not include Sales Tax.
VENUE: This agreement will be governed and construed according to the laws of the State of
Texas. This agreement is performable in Port Arthur, Texas, Jefferson County.
COMPLIANCE WITH LAWS: The Contractor shall comply with all applicable laws,
ordinances, rules, orders, regulations and codes of the federal, state and local governments
relating to performance of work herein.
INTEREST OF MEMBERS OF CITY: No member of the governing body of the City, and no
other officer, employee or agent of the City who exercises any functions or responsibilities in
connection with the planning and carrying out of the program, shall have any personal financial
interest, direct or indirect, in this Contract; and, the Contractor shall take appropriate steps to
assure compliance.
DELINOUENT 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.
OUANTITIES: 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.
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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 paragraph hereof relative to termination shall apply.
EXPERIENCE & CAPABILITY: Successful bidder may be required to submit the following
information to describe the experience and capability factors of the company:
1. Number of years in operation.
2. Largest 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 18 of 20
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. 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.
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 19 of 20
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.
Page 20 of 20
•
CITY OF PORT ARTHUR. TEXAS
BID SHEET
BID FOR: Janitorial Services for City Hall and City Hall Annex Building
BID DUE DATE: September 15, 2010
_ QTY UOM DESCRIPTION UNIT COST TOTAL COST
12 MTHS JANITORIAL SERVICE
FOR CITY HALL AND ANNEX BUILDING
$ 3,445.13 MD. $ 41,341.56 yr.
12 MTHS ALTERNATE OPTION - JANITORIAL SERVICES TO ALSO
INCLUDE STRIPPING, BUFFING AND RE- WAXING ALL TILE
FLOORS FOR CITY HALL AND ANNEX BUILDING
$ 3 632,63 no. $ 43,591.56 yr.
EACH ADDITIONAL CARPET CLEANING UPON REQUEST
$ $ 0.10 per s:I. ft.
SAP Inc. cba . - BIi 1. ' • Sesviaes 4605 Vashingtcri Blvd.
COMPANY NAME STREET ADDRESS
P. 0.. Bax 20332
SIG w •i OF BIDD P.O. BOX
Anna Childs Beauront 'Itaxas 77720 -0332
PRINT OR TYPE NAME CITY STATE ZIP
%r " 409 - 842 - 5504
TITLE — AREA CODE TELEPHONE NO
artsarrve.rpt 409 - 842 - 4441
EMAIL FAX NO.
BID OPENING DATE: SEPTEMBER 15, 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 PAYMENT TO:
COMPANY OW Inc. cba SSnSer<,e Building E erviaes
ADDRESS P. 0. B,x 20332
CITY /STATE /ZIP Becl .rnnt, Taos 77120-0332.
SEND PURCHASE ORDER TO:
COMPANY S
ADDRESS
CITY /STATE /ZIP
FAX IDENTIFICATION NUMBER 76 - 0241873
Page 12 of 20
AFFIDAVIT
All pages in Offeror's Responses containing statements, letters, etc., shall be signed by a duly
authorized officer of the company whose signature is binding. .
The undersigned offers and agrees to one of the following:
X _ I hereby certify that 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. .
Inc. cba. SarLSesve Dui • •Services 9/14/10 •
• Firm Name! ' • Date
I 0( \
manaGer
Aut6rized Signature Title
Arma Childs 409 - 842 - 5504
•
Name (please print) Telephone
am a@s . ra t_ •
Email •
STATE: lefts
COUNTY: . - , - ,
SUBSCRIBED AND SWORN to before me by the above named 1\1(11111 C tilt
on th,s the ,A day of m 20 't .
16 I I I Y kt�C f� k
�\;l,L 'l' /i� Notary Public
;�� \ GN E 6G
•• ti , .
z° -.� �� ': RETURN THIS AFFIDAVIT AS PART OF THE BID PROPOSAL
T
97 F O F �+
ss
F .kPIRES•'
/ / / / /lllilll \\ \ \ \\\
Page 1 of 20
CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ
For Vendor or other person doing business with local governmental entity
Thi,, questionnaire reflects changes made to the law by H.B. 1491, 80' Leg., Regular Session.
Thi; 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 (1 -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 governmental entity not later than the 7 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 Government Code. An offense under this
section is a Class C misdemeanor.
I. Name of person who has a business relationship with local governmental entity. •
N/A
2. Check this box if you are filing an update to a previously filed questionnaire.
N/A
(The law requires 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 a local government officer with whom filer has employment or business relationship. N/A
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 Government Code. Attach additional pages to this Form
CIO as necessary.
A. Is the local government officer named in this section receiving or likely to receive taxable income, other than investment
income, from the filer of the questionnaire?
F Yes El No
B. Is the filer of the questionnaire receiving or likely to receive taxable income, other than investment income, from or at the
direction of the local government officer named in this section AND the taxable income is not received from the local
( governmental entity? 1 Yes 1 1 No
C. 1s the tiler 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 n No
D. Describe each employment or business relationship with the local government officer named in this section.
4. - N/P,
Signature of person doing business with the governmental entity Date
Page 14 of20
Cite of - All
Ii CITY OF PORT ARTHUR, TEXAS
r1bu
VA �
rr ADDENDUM NO. ONE (1)
DATE: SEPTEMBER 9, 2010
Bid Proposal For: Janitorial Services for City Hall and City Hall Annex 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. Please replace page 7 of 20 with the attached page 7 of 20.
2. Please replace page 8 of 20 with the attached page 8 of 20.
3. Please replace page 11 of 20 with the attached page 11 of 20.
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.
251L-K.a— C4,...C-L---1 .
Shawna Tubbs, Purchasing Manager
. ,`
/, i 1
• 9/14/10
Sign'' e of Proposed Date
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.
CONTRACTOR SHALL PERFORM THE FOLLOWING SPECIFIC ITEMS OF WORK
UNDER THIS CONTRACT :: (City Representative may request additional cleaning if needed)
DAILY SERVICES — FIVE (5) TIMES PER WEEK (MONDAY THROUGH FRIDAY):
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.
*Sweep all stairs and landings. Mopped on a weekly basis.
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.
_ 1 II
� l
DAILY SERVICES — RESTROOM — FIVE (S) TIMES PER WEEK (MONDAY THROUGH
FRIDAY)
All restroom fixtures, including sinks, toilet bowls, toilet seats and urinals, will be scoured and
disinfected and kept free of scales at all times.
toilet seats will be disinfected top to bottom.
All bright metal accessories, including hardware on plumbing fixtures, partitions and dispensing
accessories shall be cleaned and polished.
All Soap, towel, and tissue dispensers will be filled nightly.
Clean all mirrors.
Restroom walls and partitions will be kept clean and free of spots, smudges and foreign matter.
Restroom floors will be cleaned by damp CLEAN mop and rinsing with a disinfecting cleaner.
SERVICES THAT ARE ONLY DONE ON MONDAYS AND FRIDAYS
Clean and polish elevator doors & trim.
Clean and dry polish lobby windows every Monday inside and outside.
*Clean and dry polish Heritage Room 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.
Dust rungs on glass trophy cases.
Clean non -wood walls /partitions, wallpaper and vinyl walls.
CARPET IN CITY HALL AND ANNEX BUILDINGS
All carpets to be shampooed within the first three (3) weeks of contract.
*After initial shampooing, carpets are to be shampooed a minimum of every three (3) months
or additionally as needed
YEARLY SCHEDULE
Vinyl walls shall be cleaned with an approved cleaner to remove dirt. This shall be completed
within the first three (3) months of each new contract starting date. No harsh cleaners shall be
used on wallpaper or vinyl walls.
Liquid Gold or equal product to be applied to all paneled walls and wood doors and wiped down
with a soft CLEAN cloth once a year. This shall be accomplished • within the first three (3)
months of each new contract starting date.
Liquid Gold or equal product must not be sprayed onto walls /doors due to safety hazard.
4
EXPERIENCE & CAPABILITY FACTORS
I.) SanServe has been in business for 47 years
2.) SanServe's largest project currently in progress is $ 44,000.00 month
3.) SanServe has approximately 700 employees including Directors, Area Managers,
Site Supervisors, Floor Person, and General Cleaners
4.) SanServe currently owns Janitorial Equipment that can service any project any
size
5.) SanServe is both qualified and eligible to receive the award of any contract no
matter the size. The experience of 47 years in the janitorial service industry and
the approximately 400 employees in the Golden Triangle area, SanServe is a
leader in the Janitorial Service Industry in our area.
6.) Below is a list of other companies that SanServe Building Services has contracts
with:
a. City of Port Arthur City Hall, Port Arthur, Texas
b. Motiva, Port Arthur, Texas
c. VALERO, Port Arthur, Texas
d. City of Pinehurst, Pinehurst, Texas
e. City of Gonzales, Gonzales, LA
7.) SanServe has the ability, the equipment, and the employees to handle multiple
contracts ant one time
SanServe Building Services
References
VALERO Refinery
Ms. Laurie Vilo
(409) 985 -1552
Janitorial
Port Arthur, Texas
MOTIVA
Mr. Bobby Bourque
(409) 989 -7327
Janitorial
Port Arthur, Texas
Lamar State College
Mr. Raymond Smith
(409)882 -3319
Janitorial
Orange, Texas
Beaumont Preservation
Mr. G. W. Beeler
(409)832 -4565
Janitorial
Beaumont, Texas
Community Bank
Mr. James Wheeler
(409)729 -9749
Janitorial
Beaumont, Texas
Five Point FCU
Linda Estes
(409)726 -8200
Port Arthur, Texas
c o�® CERTIFICATE OF LIABILITY INSURANCE OPIDKP ° "" "3V0p"T"
.RODE CU CTS -001 12/30/09
•
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION
Todd 4 Associates ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
126 Arlington Drive ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
Lake Charles LA 70605 " —
Phone: 33 -475 -1040 Fax: 337- 475 -0190
- -- INSURERS AFFORDING COVERAGE NAIC N
IN3UR. D _ —. —
– N51M w
OR MERMat3 MEN... c..
NAl11EPE Texas Mutual Insurance Co.
Sans of Port Arthur R+sIotoc.
--
Argonaut Insurance Company
P 0 Sox 20357
Beaumont TX 77720 NSURER Evanston Insurance Company
I
COVERAGES MS UREA E
TM 0 OLIEES Of MSUIMFCE LISTED SEED W W VE SEEN ISSL.E° TO THE INSURED NAMED MOVE FOR THE ROLGO P9000 NOICATEO. NOTW ITNSTMCNO
AN' PEOUNlNENT TEEM 00 COHORNN of ANY CONTRACT ON OWE, DOCUMENT WRH RESPECT TO WHICH THIS CERTIF ICATE MAY DE ISSUED OR
MA PEP TAN THE NSU•W. E AFFORDED ET THE PO. CIES DESCRSED HEREIN IS SUWJECT TO 4l TIE TERMS EACLUSO4S AND COMMONS OF SUCH
Pd G1E5. AGGREGATE LMII 5000010 0AI MAVE SEEN REDUCED DV PAIO CLAMS
LIR VNSPD PE at OF NSVRLNCE POMP NIEMER -' - -. 1°UCYEFFEGIrvE IOLIGY OPERATOR /1 DATEINRDCn DPW DATEIMYcNYYYY) WAITS
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GENERAL AGGREGATE ----, 1 2000000
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DE SORPTION OP 40(SA Doe, P LO C ARON31 vENN LE31 ElCOMON3 MDED ST E0000I10EIT 1 1PECI4 MOV1NONi
Blanket additional insured (ADDLINS) with blanket waiver of subrogation on
General Liability as required by written contract. Blanket waiver of
subrogation on Workers Comp as required by written contract.
CERTIFICATE HOLDER CANCELLATION
SNOW) ANY DIP ME MOVE DEECRIEEO MUCES SE CANCELLER BEFORE THE WIPA14N
DATE MEMOS. ME YSUSD INSURER WSLL EROEAVOR TO RM. 10 0AT10IUREN
NOME TO THE ceamcATE HOLDEN HAYED TO THE LEST, SUT PARU0E T00010 OPAL
13M
SAMPLE OSE PO DELEGATION OR LA.Iu TOr ANY MO UPON ME POURER. RE AGENTS OR
REFRESEIITATMES.
AUIFNRIIIED • 10101TA1IVE fl4 ACORD 25 (2009/01) _ 1988-200 CORD All rights reserved.
The ACORD name and logo are registered marks of ACORD
IMPORTANT
If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. A statement
on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).
If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may
require an endorsement. A statement on this certificate does not confer rights to the certificate
holder m lieu of such endorsement(s).
DISCLAIMER
This Certificate of Insurance does not constitute a contract between the issuing insurer(s), authorized
representative or producer, and the certificate holder, nor does it affirmatively or negatively amend,
extend or atter the coverage afforded by the policies listed thereon.
ACORD 25 (2009101)
ACORD CERTIFICATE OF LIABILITY INSURANCE of / 07/2 0
•
PROGUCER (409) 721 -6400 FAX (409) 721 -9600 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION
Tal on Insurance Agency, Ltd ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
P. 0. Box 1609 HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
Nederland, TX 77627 _ ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
Carole Reeves Ext. 4403 INSURERS AFFORDING COVERAGE NAIC If
INSURED ` - — ---- —
INSIIRERA Redland Insurance
Sanserde of Port Arthur --
Po Box 20332 INSURERS
INSURER C
Beaumont, TX 77720
INSURER D:
- -- L- -- INSURER E
COVERAGES
THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING
ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR
MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH
POLICIES AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
LTR NS • TYPE OF INSURANCE POLICY NUMBER DATE PAW DATE (MMIDDrYrrn LIMITS
GENERAL L IABILRY
EACH OCCURRENCE t
COI +_RCIAL GENERAL LIABILITY DAMAGE TO RENTED
— LAMS (Ea occurrence) S
- - 1 C LAS MADE [ I OCCUR
MED EAR (Any one Parson, 8
_ _ __ - - -
— PERSONAL d PEW INJURY $
GENERAL AGGREGATE 8
GE NI_ AGGIEGATE LIMIT APPLIES PER : PRODUCTS - CIONIPlOP AIGG $
—1 1 PCL ICi 7 PEo- I 1 LOC
L .— �.
AUTOMOBIE LIABILITY 1 RICHU0001720 01 /01 /2010 01/01/2011
X ANY AJTO COMBINED SINGLE LIMIT r
_ (Ea accident/ 1,000,000
ALL OWNED AUTOS — ---
BODILY INJURY 8
A _.. SCHEDULED All los (Per person)
HIRED AJTOE
NON -C WNED ALTOS BODILY INJURY $
(Per accident)
_ PROPERTY DAMAGE $
_._., — (Per accident)
GARAGE LIABILITY —
H ANY alTC AUTO ONLY - EA ACCIDENT $
AUTO O HAN $
__ _ --
AUTO ONLY. PGG L
EX CESSIUMBRELLA LIABILffV EACH OCCURRENCE $
A 0UCI_u [1 CLAIMS MADE AGGREGATE $
$
DEDU :TIBLE
8
RETENIiON $ —
WORKERS COMPENSATION $
AND EMPLOYERS LIABILITY I TORY LIMITS J J ER
ANY PROPRIITOP'PARTNEIJEXEC 1 J UTIVE 1 N I
OFFICERNIEMBEF' EXCLUDED? l E.L. EACH ACCIDENT $
(Mandatory In NH) -�
If yes, dasc❑bo under E.L. DISEASE - EA EMPLOYEE $
SPECIAL PROVISIONS below
!v E.L. DISEASE - POLICY OMIT $
OTHER -- —
DESCRIPTION OF OPERATIONS 1 LOCATIONS 1 VEHICLES 1 EXCLUSIONS ADDEO BY ENDORSEMENT 1 SPECIAL PROVISIONS
tlarlket Additional Insured and Blanket Waiver of Subrogation, as respects Business Auto, provided as
equired by written contract, subject to policy terms and conditions.
CERTIFICATE HOLDER CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION
DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAL 10 DAYS WRITTEN
NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, our FALURE TO DO SO SHALL
IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, RS AGENTS OR
REPRESENTATIVES.
AUTHORIZED REPRESENTATIVE
5 Aj H F L E ��‘ _
Ted Moor III Ext. 4411 /SHE1Lj
ACORD 25 (2009/01)
01988-2009 ACORD CORPORATION. All rights reserved.
The ACORD name and logo are registered marks of ACORD
IMPORTANT
If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. A statement
on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).
If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may
equire an endorsement. A statement on this certificate does not confer rights to the certificate
holder in lieu of such endorsement(s).
DISCLAIMER
This Certificate of Insurance does not constitute a contract between the issuing insurer(s), authorized
epresentative or producer, and the certificate holder, nor does it affirmatively or negatively amend,
extend or alter the coverage afforded by the policies listed thereon.
ACORD 25 (2009101)
•
INVITATION TO' BID •
JANITORIAL SERVICES FOR CITY HALL ANI) CITY HALL ANNEX BUILDING
FAILURE TO RESPOND TO BID SOLICITATIONS FOR TWO (2) BID PERIODS MAY
RESULT IN 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 your company provide this product or services? •
Were the specifications clear?
Were the specifications too restrictive?
Does the City pay its bills on time?
Do you desire to remain on the bid list for this product or service?
Does your present work load permit additional work?
Comments /Other Suggestions:
Company Name: CCAP Inc . dba SanSe:rve Building Services
Person Completing Form: Anna Chi ids Telephone: 409 - 5504
Mailing Address: P. 0. Box 20332 Email:
Beaumont, Texas 77720-0332 anna @sanserve.net
City, State, Zip Code: n , Texas ///20 Date: 9/14/10
Page 10 of 20