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HomeMy WebLinkAboutPR 16766: CONTRACT WITH SOUTHEAST TEXAS BUILDING SERVICES FOR JANITORIAL SERVICES n;'rC,1C� r y rr' MEMORANDUM io1 1 DEC -8 1: 59 Port Arthur Police Department TO: Stephen Fitzgibbons, City Manager FROM: W. M. Blanton, Chief of Police DATE: 12/5/11 Re: Proposed Resolution 16766 RECOMMENDATION The Police Department recommends the City Council approve Proposed Resolution No. 16766 authorizing a contract with Southeast Texas Building Services, Nederland, Texas, for Janitorial services of the Police Building, Municipal Court and Fire Administration buildings. This contract is not expected to exceed $60,960.00. BACKGROUND The Purchasing Department advertised for bids for Janitorial Services for the Police, Municipal Court and Fire administration buildings. Five contractors returned bids, with the two lowest bidders having unsatisfactory history and references. The lowest and most responsible bidder was deemed to be Southeast Texas Building Services of Nederland, Texas. BUDGET /FISCAL EFFECT Funds are available for this project in account #001 - 1101 - 521.32 -00. STAFF /EMPLOYEE EFFECT None SUMMARY The Police Department recommends the City Council approve Proposed Resolution No. 16766 authorizing a contract with Southeast Texas Building Services, Nederland, Texas, for Janitorial services of the Police Building, Municipal Court and Fire Administration buildings. This contract is not expected to exceed $60,960.00. P. R. No. 16766 12/06/11— sb /gt RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH SOUTHEAST TEXAS BUILDING SERVICES, INC. OF NEDERLAND, TEXAS, FOR JANITORIAL SERVICES FOR THE POLICE DEPARTMENT, FIRE ADMINISTRATION AND MUNICIPAL COURT IN AN AMOUNT NOT TO EXCEED $60,960.00, TO BE CHARGED TO ACCOUNT NO. 001-1101-521.32-00 WHEREAS, the City desires to enter into a contract for Janitorial Services for the Police, Fire Administration and Municipal Court buildings; and WHEREAS, the city advertised for bids with five (5) contractors responding (see Bid Tabulation attached as Exhibit "A "); and WHEREAS, due to the incomplete reference checks of the two lowest bidders, Service Master Quality Clean of Houston, Texas, and Plan B Building Maintenance of Destin, Florida, their bids have been rejected by the Purchasing Department (see letter attached as Exhibit "B "); and WHEREAS, Southeast Texas Building Services, Inc. of Nederland, Texas was the lowest most responsible bid received; and WHEREAS, the annual cost for this contract is not to exceed $60,960.00. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: Section 1. That the facts and opinions in the preamble are true and correct. z.pr16766.pd Section 2. That the City Manager is hereby authorized to enter into a one -year contract with Southeast Texas Building Services, Inc. of Nederland, Texas for Janitorial Services for the Police Department, Fire Administration and Municipal Court in an amount not to exceed $60,860.00, with an option to renew for up to two (2) additional one -year periods, in substantially the same form as attached hereto as Exhibit "C ". 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., 2011, at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: AYES: Mayor City Council NOES: MAYOR ATTEST: CITY SECRETARY z.pr16766.pd APPR • 1 ED AS ' 0 FORM: i /4 /�e CI Y ATT I N APPROVED FOR ADMINISTRATION: CITY MANAGER APPROVED AS TO AVAILABILITY OF FUNDS: DIRECTOR OF FINANCE z.pr16766.pd EXHIBIT "A" i N ^�' Irk, 0 ti 1t \ O O 0 k � o — A � `� N N ..7 4 O b ` 0 W __ 5 0 . gy p, iii 0 Re a ao► �'d C d 1 o n ... Y A 0 b ► r1 414 co w sr 00 O in G v' fa p C O. 'V 0 n e . o ' — '' = a y ,-] o 0 et = r'ti ,, -] o fig C/3 O Q ° O Cri "3 N "t N C 7 A O /b o °r'. n � y - ° n 7 e- H O� p m A O p O A S O\ ? • O O O n 4 N 2. til O ,_ W O O ° Yawl O to vi *.h N d9 O 68 y itT; WI p+ 0 CA w p Q+ H Iv 0 p ,� C. n .0 ill O n A7 A X N a. c fo = tl r w E A CL O 0 • O n A v � a z c:,°° n a1 O R , ° o c CA° W A 02 y ° o � H A 0 C . h EXHIBIT "B" DELORIS "BOBBIE" PRINC*, MAYOR 1/ STEPHEN FITZGIBBONS HAROLD DOUCET, SR, MA OR PRO TEM t'` . . CITY MANAGER COUNCIL MEMBERS: can of m . SHERRI BEUaRD CITY SECRETARY RAYMOND SCOTT, IR ELIZABETH "LIZ" SECSF1t MORRIS AIBRIGHT, m o r t ! h u = VAL T1ZE�10 JOHN BEARD, IL CITY ATTORNEY ROBERT E. WIL IAMSON Texas DERRICK FREEMAN KERRY 'TWIN" THOMAS December 2, 2011 Mark Blanton Chief of Police RE: Bid Janitorial for the Police, Fire and Municipal Court On October 26, 2011, wte received five (5) bids for the above referenced bid. The successful bid was submitted by Southeast Texas Building Services, Inc. of Nederland, Texas, in the amount of $5,080.0 a month for a total of $60,960.00 a year. O evaluation of the experience, reputation, and financial condition of Southeast Texas Buildi ur ng Services, Inc. of Nederland, Texas, indicates that they are capable of completing the work required. Therefore, we recommend the award ofa contract for Janito i Services for the Police, Fire and Municipal court go to Southeast Texas Building Services in th amount of $5,080.00 a month for a total of 560 ,960.00 a year. The original bid document, copies of the bids, advertisements and bid tabulation are included for your review. Due to the incomplete reference checks of the two lowest bidders, Services Master Quality Clean of Houston, Texas and Plan B Building Maintenance of Destin, Florida, their bids have been rejected. Yolanda Scypion- Goud Purchasing Assistant urcl�ina DivIskn /Shawna Tubbs, CPPB. Purchasing Manager P.O. Box 1(9 1414 4" Street Port Arthur, Texas 776411 409.983.5150 1 Pax 409.9843463 EXHIBIT "C" JANITORIAL SERVICES CONTRACT FOR POLICE, FIRE ADMINISTRATION AND MUNICIPAL COURT BUILDING THIS AGREEMENT, made this day of , 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 Southeast Texas Building Services, Inc. Nederland, Texas, herein acting by and through Bob Bodin, 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 January 1, 2012 to January 1, 2013, with the option to renew for up to two additional one -year periods. 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 30 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 in the amount not to exceed $60,960.00 annually. 3. The term "Contract Documents" means and includes the following: (A) Agreement (B) Information for Bidders (C) BID (D) General Conditions (E) Specifications 4. This agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors and assigns. 5. IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed by their duly authorized officials, this Agreement in (2 copies) each of which shall be deemed an original on the date first written above. Signed on the day of , 2011. ATTEST CITY OF PORT ARTHUR BY Steve Fitzgibbons, City Manager Signed on the day of , 2011 ATTEST CONTRACTOR BY Bob Bodin, dba Southeast Texas Building Services, Inc. DELORIS "BOBBIE" PRINCE, MAYOR STEPHEN FITZGIBBONS HAROLD L. DOUCET, SR., MAYOR PRO TEM CITY MANAGER COUNCIL MEMBERS: City of SHERRI BELLARD P A) CITY SECRETARY RAYMOND SCOTT, JR. ELIZABETH "LIZ" SEGLER MORRIS ALBRIGHT, III O rt rt h u r VAT TIZENO JOHN BEARD, JR. CITY ATTORNEY ROBERT E. "BOB" WILLIAMSON Texas DERRICK FREEMAN KERRY "TWIN" THOMAS OCTOBER 11, 2011 INVITATION TO BID Janitorial Services for Police, Fire Administration, and Municipal Court DEADLINE: Sealed Bid submittals must be received and time stamped by 3:00 p.m., Central Standard Time, Wednesday, October 26, 2011. (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, October 26, 2011 in the City Council Chambers, City Hall, 5 Floor, Port Arthur, TX. You are invited to attend. MARK ENVELOPE: Janitorial Services DELIVERY ADDRESS: Please submit one (1) original and one (1) 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 Lt. Steve Brinson, Police Department Field Operations P.O. Box 1089 Port Arthur, TX 77641 sbrinson@,portarthurpd.com Purchasing Division /Finance Department 1 Purchasing Manager, Shawna Tubbs, CPPB P.O. Box 10891444 4th Street 1 Port Arthur, Texas 77641 1 409.983.8160 1 Fax 409.983.8291 The enclosed INVITATION TO BID (ITB) and accompanying GENERAL INSTRUCTIONS, CONDITIONS SPECIFICATIONS, are for your convenience in submitting bids for the enclosed referenced services for the City of Port Arthur. Bids must be signed by a person having authority to bind the firm in a contract. Bids shall be placed in a sealed envelope, with the Vendor's name and address in the upper left -hand 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. Shawna Tubbs, CPPB Purchasing Manager • Page 2 of 17 MANDATORY PRE -BID CONFERENCE A Mandatory Pre -Bid Conference between Representatives of the City of Port Arthur, Texas and prospective bidders for The Janitorial Services for the Police Department, Fire Administration and Municipal Court will be held on Tuesday, October 18, 2011 at 10:00 a.m. at the Port Arthur Police Department located at 645 4` Street, Port Arthur, Texas. The purpose of the Mandatory Pre -Bid Conference is to make certain that the scope of work is fully understood, to answer any questions, to clarify the intent of the Contract Documents, and to resolve any problems that may affect the project construction. No addendum will be issued at this meeting, but subsequent thereto, the Purchasing Manager, if necessary, will issue an addendum(s) to clarify the intent of the Contract Documents. Bids received from firms or individuals not listed on the roll of attendees of the Mandatory Pre -Bid Conference will be rejected and returned unopened to the bidder. Page 3 of 17 INVITATION TO BID JANITORIAL SERVICES FOR POLICE, FIRE & MUNICIPAL COURT (To be Completed ONLY IF YOU DO NOT BID.) 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 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 4 of 17 ` • CITY OF PORT ARTHUR, TEXAS BID SHEET BID FOR: Janitorial Services for Police, Fire and Municipal Court BID DUE DATE: October 26, 2011 QTY UOM DESCRIPTION UNIT COST TOTAL COST 12 Months Janitorial Services for Police, Fire and Municipal Court $ 5.080.00 $60.960.00 Southeast Texas Building Service, Inc. 3304 Spurlock Road C • MPANY NA STREET ADDRESS P.O. Box 1562 SIGNATURE OF BIDDER P.O. BOX Robert Bodin, Jr. Nederland, TX 77627 PRINT OR TYPE NAME CITY STATE ZIP Vice President (409) 722 - 4900 TITLE AREA CODE TELEPHONE NO Setbs @sbcglobal.net (409) 724 - 0900 EMAIL - FAX NO. • • • Page 9 of 17 ROBERT L. BODIN ROBERT BODIN, JR. PRESIDENT 1! VICE PRESIDENT Southeast Texas Building Service, Inc. P.O. BOX 1562 NEDERLAND, TEXAS 77627 PHONE (409)722 -4900 SPECIALIZING IN COMMERCIAL AND INDUSTRIAL CLEANING SINCE 1964 October 26, 2011 City of Port Arthur City Secretary P.O. Box 1089 Port Arthur, Texas 77641 RE: Janitorial Services for Police, Fire Admin & Muni Court/Commercial References Please accept this letter in compliance with the section "REFERENCE/EXPERIENCE" as specified in the Invitation to Bid page 6. Oxbow Calcining Coke Dock Road in Port Arthur, TX Tony Botello/Plant Manager Phone (409) 985 -2578 Jefferson County Appraisal District 4610 South 4 Street in Beaumont, TX Diana Miller /Office Manager Phone (409) 840 -9944 x112 City of Port Arthur Transit 320 Dallas in Port Arthur, TX Tom Kestranek/Manager Phone (409) 983 -8767 Sincerely, pa Robert Bodin, Jr. L BID OPENING DATE: October 26, 2011 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 Southeast Texas Building Service, Inc. ADDRESS P.O. Box 1562 CITY /STATE /ZIP Nederland. Texas 77627 SEND PURCHASE ORDER TO: COMPANY Southeast Texas Building Service, Inc. • ADDRESS P.O. Box 1562 . . CITY /STATE/ZIP Nederland, Texas 77627 TAX IDENTIFICATION NUMBER 1 -74-1684675-0 • • Page 10 of 17 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: • • xx 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. Southeast Texas Building Service, Inc October 25, 2011 Firm Name Date t al- Y„„2_, Authorized Signature Title Robert _L. Bodin • (409) 722 -4900 Name (please print) Telephone • Setbs @sbcglobal.net Email STATE: Texas • COUNTY: J e f f e r son • SUBSCRIBED AND SWORN to before me by the above named Robert L . Bodin • on this the 25th day of October , 011 .t ) 1016k 40 001114111111•0 4 A AG UE MAR /;tvi Nota Public .p AI t - �F "� • TURN THIS AFFIDAVIT AS PART OF THE BID PROPOSAL • 1. t cot-3,1.23.E " *** ............ • • . •. a/ '4%201 5 N 00 • NN / /Y/NN i Page 11 of 17 • 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 Govemment 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 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. 1. Name of person who has a business relationship with local governmental entity. Bob"rt Bodin, Jr nIAA Sriitheast Texas Building Service, Inc. 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. NOT DOING BUSINESS WITH LOCAL GOVERNMENT Name of Officer ENTITITY /GOVERNMENT 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? El Yes ❑ 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 govemment officer named in this section AND the taxable income is not received from the local governmental entity? El Yes No C. 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? Ell Yes Ei No D. scribe each e plo nt or usiness relationship with the local government officer named in this section. 4. Signature of personoctidasicbusiness h the governmental entity Date not doing Page 12 of 17 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. ETHICS: The bidder shall not offer or accept gifts or anything of value nor enter into any business arrangement with any employee, official or agent of the City of Port Arthur. MINIMUM STANDARDS FOR RESPONSIBLE PROSPECTIVE BIDDERS: A prospective bidder must affirmatively demonstrate bidder's responsibility. A prospective bidder must meet the following requirements: I . Be able to comply with the required or proposed delivery schedule. 2. Have a satisfactory record of performance. Page 13 of 17 EE� - L 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.: Police Department P.O. Box 1089, Port Arthur, Texas 77641. PAYMENT: Payment will be made upon receipt of the original invoice and the acceptance of the goods or services by the City of Port Arthur, in accordance with the State of Texas Prompt Payment Act, Article 601f V.T.C.S. The City's standard payment terms are net 30, i.e. payment is due 30 days from the date of the invoice. SALES TAX: The City of Port Arthur is exempt by law from payment of Texas Sales Tax and Federal Excise Tax; therefore the proposal shall not include Sales Tax. VENUE: This agreement will be governed and construed according to the laws of the State of Texas. This agreement is performable in Port Arthur, Texas, Jefferson County. COMPLIANCE WITH LAWS: The Contractor shall comply with all applicable laws, ordinances, rules, orders, regulations and codes of the federal, state and local governments relating to performance of work herein. Page 14 of 17 INTEREST OF MEMBERS OF CITY: No member of the governing body of the City, and no other officer, employee or agent of the City who exercises any functions or responsibilities in connection with the planning and carrying out of the program, shall have any personal financial interest, direct or indirect, in this Contract; and, the Contractor shall take appropriate steps to assure compliance. DELINQUENT PAYMENTS DUE CITY: The City of Port Arthur Code of Ordinances prohibits the City from granting any license, privilege or paying money to any -one owing delinquent taxes, paving assessments or any money to the City until such debts are paid or until satisfactory arrangements for payment has been made. Bidders must complete and sign the AFFIDAVIT included as part of this ITB. QUANTITIES: Quantities shown are estimated, based on projected use. It is specifically understood and agreed that these quantities are approximate and any additional quantities will be paid for at the quoted price. It is further understood that the contractor shall not have any claim against the City of Port Arthur for quantities less than the estimated amount. SHIPPING INFORMATION: All bids are to be F.O.B., City of Port Arthur, Port Arthur, TX 77640 INCORPORATION OF PROVISIONS REQUIRED BY LAW: Each provision and clause required by law to be inserted into the Contract shall be deemed to be enacted herein and the Contract shall be read and enforced as though each were included herein. If, through mistake or otherwise, any such provision is not inserted or is not correctly inserted the Contract shall be amended to make such insertion on application by either party. CONTRACTOR'S OBLIGATIONS: The Contractor shall and will, in good workmanlike manner, perform all work and furnish all supplies and materials, machinery, equipment, facilities and means, except as herein otherwise expressly specified, necessary or proper to perform and complete all the work required by this Contract, in accordance with the provisions of this Contract and said specifications. The apparent silence of these specifications as to any detail or to the apparent omission from it of a detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail. While the purpose of the specifications is to indicate minimum requirements in the way of capability, performance, construction, and other details, its use is not intended to deprive the City of Port Arthur the option of selecting goods which may be considered more suitable for the purpose involved. 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. • Page 15 of 17 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. RELEASES AND RECEIPTS: The City of Port Arthur before making payments may require the Contractor to furnish releases or receipts for any or all persons performing work and supplying material or service to the Contractor, or any sub - contractors for work under this contract, if this is deemed necessary to protect its interests. CARE OF WORK: The Contractor shall be responsible for all damages to person or property that occurs as a result of his fault or negligence in connection with the work performed until completion and final acceptance by the City. SUB - CONTRACTS: The Contractor shall not execute an agreement with any sub - contractor or permit any sub - contractor to perform any work included in this Contract until he has received from the City of Port Arthur written approval of such agreement. INSURANCE: All insurance must be written by an insurer licensed to conduct business in the State of Texas, unless otherwise permitted by Owner. The Contract shall, at his own expense, purchase, maintain and keep in force insurance that will protect against injury and/or damages which may arise out of or result from operations under this contract, whether the operations be by himself or by any subcontractor or by anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable, of the following types and limits 1. Standard Worker's Compensation Insurance: 2. Commercial General Liability occurrence type insurance City of Port Arthur, its officers, agents, and employees must be named as an additional insured): a. Bodily injury $500,000 single limit per occurrence or $500,000 each person/$500,000 per occurrence for contracts of $100,000 or less; or Bodily injury $1,000,000 single limit per occurrence or $500,000 each person /$1,000,000 per occurrence for contracts in excess of $100,000; and, b. Property Damage $100,000 per occurrence regardless of contract amount; and, Page 16 of 17 c. Minimum aggregate policy year limit of $1,000,000 for contracts of $100,000 or less; or, Minimum aggregate policy year limit of $2,000,000 for contracts in excess of $100,000. 3. Commercial Automobile Liability Insurance (Including owned, non -owned and hired vehicles coverage's). a. Minimum combined single limit of $500,000 per occurrence, for bodily injury and property damage. b. If individual limits are provided, minimum limits are $300,000 per person, $500,000 per occurrence for bodily injury and $100,000 per occurrence for property damage. Contractor shall cause Contractor's insurance company or insurance agent to fill in all information required (including names of insurance agency, contractor and insurance companies, and policy numbers, effective dates and expiration dates) and to date and sign and do all other things necessary to complete and make into valid certificates of insurance and pertaining to the above listed items, and before commencing any of the work and within the time otherwise specified, Contractor shall file completed certificates of insurance with the Owner. None of the provisions in said certificate of insurance should be altered or modified in any respect except as herein expressly authorized. Said CERTIFICATE OF INSURANCE Form should contain a provision that coverage afforded under the policies will not be altered, modified or canceled unless at least fifteen (15) days prior written notice has been given to the City of Port Arthur. Contractor shall also file with the City of Port Arthur valid CERTIFICATE OF INSURANCE on like form from or for all Subcontractors and showing the Subcontractor (s) as the Insured. Said completed CERTIFICATE OF INSURANCE Form (s) shall in any event be filed with the City of Port . Arthur not more than ten (10) days after execution of this Contract. NOTICE TO PROCEED: Notice to Proceed shall be issued within ten (10) days of the execution of the Contract by OWNER. Should there be any reasons why Notice to Proceed cannot be issued within such period, the time may be extended by mutual agreement between OWNER and CONTRACTOR. 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 17 of 17 1 JANITORIAL SERVICES FOR POLICE DEPARTMENT, FIRE ADMINISTRATION, AND MUNICIPAL COURT SCOPE OF SERVICES: To set forth the requirements and conditions for performing Janitorial /Cleaning services for the 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. CONTRACT PERIOD: The term of this contract shall be for one (1) year with the option to renew two (2) additional one year periods. AREAS TO BE CLEANED: 645 4 Street- Police Department. 645 4 Street - Municipal Court. 300 Waco Ave. -Fire Administration. SQUARE FOOTAGE: The area to be cleaned is approximately 64,128 square feet of floor space, consisting of various types of flooring, wall, door, and window material. SERVICE TIMES All work which interferes with the work of employees, such as buffing or vacuuming, shall be done after 5:00 p.m., CST, or as requested by Department personnel. The vendor is to provide a minimum of one custodian seven (7) days per week, eight (8) hours per day, 7:00 a.m. to 4:00 p.m., and one (1) hour for lunch, to perform usual daily custodian duties in open work areas, offices, rooms and hallways. One (1) employee is to do all floor work anytime other than 7:00 a.m. to 5:00 p.m. Monday through Friday. EMPLOYEES: Contractor shall supply sufficient employees to maintain the buildings as required in these specifications. Personnel performing work under this contract shall be direct employees of the Contractor. The Contractor must ensure that all personnel assigned to this work site have at least one year's experience in the janitorial services industry, either with the contractor or another janitorial company. Should the maintenance of the building deteriorate, the Contractor will be notified, in writing, and steps shall be taken by the Contractor to correct all problems. If the situation has not improved after a reasonable length of time, the Contractor shall be in violation of the contract and appropriate action shall be taken to rescind the contract. The 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 who has been 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. Page 5 of 17 1 All potential employees who are assigned to work at the Police Department will have to pass a background and criminal investigation, as per TCIC/NCIC regulations. Employees must be a U.S. citizen or legally documented worker. The company must provide names and date of birth and also social security numbers of these prospective employees to the Police Department. Employees must be physically and mentally capable of operating cleaning equipment and carrying the work load. Employees and/or custodians must be able to effectively communicate the English language both orally and in writing. INSPECTION: 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. REFERENCES/EXPERIENCE: Each Bidder shall submit with their bid a list of three (3) commercial references for their performance of similar janitorial services. Preferred references are those of similar size and scope of work performed within the past three years. Please include name, address, and telephone number of business along with the name and title of the contact person. 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. SUPPLIES FURNISHED BY CONTRACTOR: Contractor shall furnish all materials and equipment including, but not limited to, cleaners, bowl cleaner, wax remover ,wax, dust mops, damp mops, brooms, buffer, vacuum cleaners, non - motorized vacuum, cloths, furnish polish and anything else pertaining to cleaning as well as plastic liners for trash containers. Contractors shall supply eight (8) 4' X 8' mats and four (4) 2' X 6' shower mats. Mats must be changed out on a weekly basis. Page 6 of 17 SUPPLIES NOT TO BE FURNISHED BY THE BIDDER: The bidder is not required to furnish paper towels, toilet tissue, light bulbs and sanitary covers for the toilet seats. These supplies will be stored in various areas of the facilities. PRODUCT REOUIREMENTS: Johnson's Over and Under), along with Step Ahead on floors or equal products. All States Chemical's Lemon Glo Furniture Polish for wood desks and tables or equal. Swiffer dusters for dusting in the Dispatch Center. Fabuloso for general cleaning. Franklin's Disappear when mopping rest room floors only. A bleach mixture should be used when mopping restroom floors. NOTE: THE BURDEN OF PROOF PERTAINING TO EQUAL PRODUCT QUALITY OF REQUESTED MATERIALS SHALL BE THE RESPONSIBILITY OF THE CONTRACTOR. FLOORS: The tile floors of the Police Department, Municipal Court and Fire Administration are to be swept and damp mopped Monday through Friday. Carpet floors are to be vacuumed daily and shampooed as needed or as requested by Department personnel. Carpet floors in the Dispatch Center must be vacuumed by a non - motorized device. The carpet in the Courtroom must be vacuumed between the hours of 8:00 a.m. and 9:00 a.m. Monday through Thursday. Mechanical Room floors will be swept and damp mopped with a clean mop weekly. WASTEBASKETS: All wastebaskets are to be emptied daily, carrying all trash to the pick -up area. Trash bags are to be changed as necessary. Wastebaskets are to be washed out and disinfected as needed or as requested by Department personnel. The two trash containers at the front entrance to the station will be emptied daily. The cigarette extinguishing buckets at the front and rear of the Police Station are to be emptied weekly. GLASS: All glass doors, windows and partitions in the Police Department, Fire Administration and Municipal Court are to be cleaned daily. All outside doors and windows are to be cleaned on the 1st of each month, or as needed or specified by Department personnel. WATER FOUNTAINS: All water fountains are to be cleaned and polished daily with a stainless steel cleaner. FURNITURE: All desks, chairs, lamps, tables, couches, file cabinets, counters, telephones, etc. are to be dusted as needed every Monday and Thursday. Additionally, all furniture and areas underneath furniture shall be kept free from dust at all times. The tops of all bulletin boards, dry erase boards, window sills, etc. shall be cleaned weekly or as needed. SWITCH PLATES, WALLS AND PARTITIONS: These should be cleaned weekly or as requested by Department personnel. Doors, door frames or facings should be spot cleaned as needed. Fire extinguisher cabinets are to be kept free of trash and cleaned daily. Page 7 of 17 RESTROOMS: The restrooms should be swept and mopped with a clean mop daily with hot water and disinfectant. The water used to mop the restrooms shall not be used to mop anywhere else. All waste containers should be emptied. All fixtures should be cleaned and polished. All lavatories and sinks should be cleaned and sanitized. All toilet bowls and urinals are to be cleaned and disinfected daily and kept free of scale or other residue. This includes the sides and underneath. All soap and paper dispensers shall be refilled as needed. All tile walls, doors and shower stalls in restrooms shall be cleaned and disinfected weekly. LOCKER ROOMS: The floors to locker rooms shall be swept and mopped with a clean mop daily. The floors shall be scrubbed and sanitized once a month. The tops of the lockers shall be dusted weekly and be left clear of debris. VENTS, GRILLS, LIGHT FIXTURES AND CEILING TILE GRID: These must be cleaned the 2 " week of the month, or as requested by Department personnel. At no time should there be visible dust/lint on the A/C grills. EXERCISE ROOM: Carpet is to be vacuumed daily and windows cleaned on an as needed basis. BREAKROOM: The sink area, microwave and stove will be cleaned daily. All tables and chairs will also be cleaned daily. The exterior of the refrigerator, ice machine and vending machines will be wiped down daily. This shall apply to the Police Department and Fire Administration kitchen areas. MIRRORS: These are to be cleaned with mirror cleaner daily. ELEVATOR: The elevator floor shall be kept clean at all times. The doors and walls shall be wiped down daily and the floor damp mopped as needed. STAIRWAYS: All stairways will be swept daily and hand rails kept clean. The stairs should be damp mopped with a clean mop as needed. • i . 1 • • i • Page8ofl7