Loading...
HomeMy WebLinkAboutPR 18890: CONTACT MEMBER'S BUILDING MAINTENANCE, LLC FOR JANITORIAL SERVICES FOR CITY HALL AND CITY HALL ANNEX MEMORANDUM CITY OF PORT ARTHUR PUBLIC WORKS - ADMINISTRATION TO Brian McDougal, City Manager FROM Sue Polka, P.E., Public Works Director/City Engineer SUBJECT P.R. 18890 — City Hall and Annex Janitorial Services DATE March 16, 2015 RECOMMENDATION: It is recommended that the City Council approve Proposed Resolution No. 18890, authorizing an annual contract for janitorial services including stripping, buffing and re- waxing all tile floors for City Hall and City Hall Annex to Member's Building Maintenance, LLC of Dallas, Texas for the annual amount of $45,600.00, a one-time make ready cleaning fee in the amount of $4,800.00, and carpet cleaning at $.08/SF. The total not- to-exceed annual amount of the contract is $55,000.00. 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 one year periods. The Purchasing Division advertised on this contract twice in the Port Arthur News in accordance with the City's procurement policy. Bids were opened on February 25th, with four (4) eligible bids being received. The bid from Member's Building Maintenance, LLC was found to be the lowest and most responsive. These bids were reviewed by the Public Works and Purchasing, and are considered to be the fair market value for this service and in line with past costs. BUDGETARY/FISCAL EFFECT: Funds are provided in Public Works-City Hall Account No. 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. 18890, authorizing an annual contract for janitorial services including stripping, buffing and re- waxing all tile floors for City Hall and City Hall Annex to Member's Building Maintenance, LLC of Dallas, Texas, in the total not-to-exceed annual amount of the contract is $55,000.00. P.R. No. 18890 03/16/15 updated sjp RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT WITH MEMBER'S BUILDING MAINTENANCE, LLC OF DALLAS, TEXAS, FOR JANITORIAL SERVICES INCLUDING STRIPPING, BUFFING AND RE-WAXING ALL TILE FLOORS FOR CITY HALL AND CITY HALL ANNEX, IN AN ANNUAL NOT-TO- EXCEED AMOUNT OF $55,000.00. FUNDING IS AVAILABLE IN PUBLIC WORKS — CITY HALL ACCOUNT 001-1206-531.32-00. WHEREAS, the City advertised for bids for Janitorial Services for City Hall and City Hall Annex; and, WHEREAS, four (4) bids were received on February 25, 2015; and, WHEREAS, upon request, we may also exercise an option for an additional carpet cleaning at a cost of $0.08/sq. ft.; and, WHEREAS, Member's Building Maintenance, LLC 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 a one year contract for janitorial services including stripping, buffing and re-waxing all tile floors for City Hall and City Hall Annex, with the option to renew for two (2) additional one year periods, with Member's Building Maintenance, LLC of Dallas, Texas, in an annual not-to-exceed amount of $55,000.00, in substantially the same form as attached hereto as Exhibit"B"; and, THAT, funding is available in Public Works, City Hall account 001-1206-531.32-00; 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. 2015 at a Regular Meeting of the City Council of the City of Port Arthur, Texas by the following vote: AYES: Mayor: Councilmembers: NOES: Mayor Attest: City Secretary APPROVED AS TO FORM: APPROVED AS TO AVAILABILITY OF FUND ity Atto ey Deborah Echols, CPA Director of Finance APPROVED FOR ADMINISTRATION: Account No.: 001-1206-531.32-00 Brian McDougal Shawna Tubbs City Manager Purchasing Manager f2 ilca, Susan Polka, P.E. Public Works Director/City Engineer EXHIBIT A w O O O O o b ci4 ci U 0 00 0 >C so o �' y 00 . . F ta Ln y F sus 00 69 0 o V i o e d c 0 0 ` 0 0 bot WU o eri si o x ._ O N N = r7 6s es 6S 69 y o O b0 V O ,J U M d Q N 2 Z of o 06 en 0.1 F 669 669 N y O ›" .21 -do ** G 0 0 00 o CO r 00 O o 4 O V N 000000 OA ;� 6s `� E.,1 ce .5 o, — w DC co ci c 0 0 00 0 aol ao ,...1 U o o W cin o v `�° o F Q F 't1 ' t F.. o .0 .0 70 C °y N C `i F 69 69 69 00 T" o N w tn. 0 0 Gz �` -t0 An cn v) e'a vj U o o v Z a E" 0 a o Ln F V .�. 6s9 6s 69 6s O b w Gti w W a y o 0 o o r © In o0 0" E ea U O o O • 6A 0 O in 0 0 H U * ti H 6s 00 co 00 69 co, G Ciro O00 c cd O — .-- Q w+ b 'Cr, 00 A" 01) Es 6.a). 69 Es 0 ea w .--• Q COto 0 �.. b1:1 )c ca •d. i� Y y A ea o U Aa b °� auo ,.6)e � COY A.8 .lo � � fAia QU -42, ` " 1OQ W -Cl) \VP/� r. o 0 < d a 1 Y >....;:0, L' NN .-. G 0 a - - Q y EXHIBIT B 1 of 6 AGREEMENT JANITORIAL SERVICES FOR CITY HALL AND CITY HALL ANNEX THIS AGREEMENT, made this day of , 2015, 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 Member's Building Maintenance, LLC a(n) Corporation Individual, firm, partnership, or corporation herein acting by and through Odes H. Kim, General Partner 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 1. The term of this Agreement shall be for one (1) year from the date stated on the Notice to Proceed, with an option to renew for two (2) additional one-year periods, unless sooner terminated under the provision hereof. Each subsequent yearly contract renewal shall require approval of the City Council. The City can terminate this contract at its convenience which includes, but is not limited to, funding not being available in any budget cycle within fifteen (15) days written notice. 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, in the total not-to-exceed annual amount of $55,000.00: S:\engineer\Documents\City Hall Janitorial\CH Janitorial Contract-15.docx 2 of 6 ALTERNATE OPTION JANITORIAL SERVICES TO ALSO INCLUDE STRIPPING, BUFFING AND REWAXING ALL THE FLOORS FOR CITY HALL AND ANNEX BUILDING Monthly Cost Annual Cost $ 3,800.00 $ 45,600.00 ADDITIONAL CARPET CLEANING (UPON REQUEST) Cost per Each $ 0.08 /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. S:\engineer\Documents\City Hall Janitorial\CH Janitorial Contract-15.docx 3 of 6 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. S:\engineer\Documents\City Hall Janitorial\CH Janitorial Contract-15.docx 4 of 6 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: Susan J. Polka, P.E. Director of Public Works City of Port Arthur P. 0. Box 1089 Port Arthur, TX 77641-1089 If to the CONTRACTOR: Odes H. Kim, General Partner Member's Building Maintenance, LLC 11363 Denton Drive, #127 Dallas, TX 75229 972-241-8131 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. S:\engineer\Documents\City Hall Janitorial\CH Janitorial Contract-15.docx 5 of 6 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. S:\engineer\Documents\City Hall Janitorial\CH Janitorial Contract-15.docx 6 of 6 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 General Partner Brian McDougal Odes H. Kim Printed Name Printed Name APPROVED AS TO FORM: Valecia Tizeno City Attorney ATTEST: Sherri Bellard City Secretary S:\engineer\Documents\City Hall Janitorial\CH Janitorial Contract-15.docx DELORIS"BOBBIE"PRINCE,MAYOR BRIAN MCDOUGAL DERRICK FREEMAN,MAYOR PRO TEM CITY MANAGER Energy �" COUNCIL MEMBERS: City of - SHERRI BELLARD,TRMC RAYMOND SCOTT,JR. 4 ' CITY SECRETARY TIFFANY HAMILTON MORRIS ALBRIGHT,III c� VALECIA R.TIZENO STEPHEN MOSELY ort rt h II CITY ATTORNEY WILLIE"BAE"LEWIS,JR. ROBERT E.`BOB"WILLIAMSON 7, KAPRINA RICHARDSON FRANK FEBRUARY 9,2015 INVITATION TO BID JANITORIAL SERVICES FOR CITY HALL AND ANNEX BUILDING DEADLINE: Sealed Bid submittals must be received and time stamped by 3:00 p.m., Central Standard Time, Wednesday, February 25, 2015. (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, February 25, 2015 in the City Council Chambers, City Hall, 5th Floor, Port Arthur, TX. You are invited to attend. MARK ENVELOPE: P15-035 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, 4th Floor PORT ARTHUR, TEXAS 77641 PORT ARTHUR,TEXAS 77640 POINTS OF CONTACT: Questions concerning the Invitation to Bid or Scope of Work should be directed in writing to: City of Port Arthur, TX Shawna Tubbs, Purchasing Manager P.O. Box 1089 Port Arthur, TX 77641 Shawna.Tubbs@portarthurtx.gov Deadline for submission of questions is Friday, February 20, 2015 by 5:00 p.m. Purchasing Division/Finance Department 1 Purchasing Manager,Shawna Tubbs,CPPO,CPPB P.O.Box 10891444 4th Street I Port Arthur,Texas 77641 1 409.983.8160 Fax 409.983.8291 • The enclosed Invitation to Bid (ITB) and accompanying General Instructions, Conditions and Specifications are for your convenience in submitting bids for the enclosed referenced services for the City of Port Arthur. Bids must be signed by a person having authority to bind the firm in a contract. Bids shall be placed in a sealed envelope with the Vendor's name and address in the upper left-hand corner of the envelope. ALL BIDS MUST BE RECEIVED IN THE CITY SECRETARY'S OFFICE BEFORE OPENING DATE AND TIME. It is the sole responsibility of the firm to ensure that the sealed ITB submittal arrives at the above location by specified deadline regardless of delivery method chosen by the firm. Faxed or electronically transmitted ITB submittals will not be accepted. Sfuwuza J u6 Shawna Tubbs, CPPO, CPPB Purchasing Manager Page 2 of 17 INVITATION TO BID Janitorial Services for City Hall and City Hall Annex Building (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 3 of 17 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 5th floor Conference Room on February 16, 2015 at 2:00 p.m. The purpose of the Mandatory Pre-Bid Conference is to make certain that the scope of work is fully understood, to answer any questions, to clarify the intent of the Contract Documents, and to resolve any problems that may affect the project construction. No addendum will be issued at this meeting, but subsequent thereto, the Purchasing Manager, if necessary, will issue an addendum(s)to clarify the intent of the Contract Documents. Bids received from firms or individuals not listed on the roll of attendees of the Mandatory Pre-Bid Conference will be rejected and returned unopened to the bidder. Page 4 of 17 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 Janitorial/Cleaning 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. 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. Page 5 of 17 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 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. Page 6 of 17 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: Dusting - A properly dusted surface shall be free of all dirt and dust, dust streaks, lint, and cobwebs. Dusting shall be completed before vacuuming, sweeping/dust mopping. Sweeping/dust mopping-A properly swept or dust mopped floor shall be free of all dirt, grit, lint and debris. Vacuuming-A properly vacuumed carpet or floor shall be free of all dirt, dust, grit, lint and debris. All spots or stains shall be removed by the spot cleaning methods. The machine used to vacuum shall have adequate suction to lift dirt, grit and debris from the base of the carpet nap (3.5.amps or greater). All stains shall be removed immediately with an approved carpet cleaning solution in such a manner as to not leave rings or discoloration. Wet mopping-A properly wet mopped floor shall be free of all dirt, dust, grit, and debris. Fresh water,to which odorless detergent or cleaning agent has been added, shall be used with a sponge-type mop to removes all dirt and marks. Most of the water shall be squeezed from the mop prior to its application to the floor surface, to prevent free-flowing water from being applied to the floor. Damp mopping - A properly damp mopped floor shall be free of all dirt, dust, grit, marks and debris. Fresh water, to which an odorless detergent or cleaning agent has been added, shall be used with a sponge-type mop to remove all dirt and marks. Most water shall be squeezed from the mop prior to its application to the floor surface,to prevent free-flowing water from being applied to the floor. Glass cleaning - A properly cleaned glass/mirror surface shall be free of streaks dust film, deposits, debris, and stains shall have a uniformly bright appearance. All adjacent surfaces shall be wiped clean. Glass windows, doors and walls shall be cleaned both sides. Floor waxing, buffing- A properly waxed and /or buffed floor shall be free of dirt, dust marks, streaks, debris, built—up wax, and standing waters, and shall have a uniformly bright, lustrous appearance Sinks water fountain cleaning — these fixtures and their hardware, when properly cleaned, shall be free of all deposits, stains, streaks, film, and debris and shall be dry polished to a uniformly bright appearance. Plumbing- fixture, restroom stall, wall, floor cleaning- these restroom surface, when properly cleaned, shall be free of all deposits, stains, streaks, film, odor, debris, and germs. CONTRACTOR SHALL PERFORM THE FOLLOWING SPECIFIC ITEMS OF WORK UNDER THIS CONTRACT: (City Representative may request additional cleaning if needed) Page 7 of 17 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. 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. Page 8 of 17 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. 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 buffing all floors. (Use Franklin's Spray Buff or equal) Page 9 of 17 INVITATION TO BID CITY OF PORT ARTHUR.TEXAS BID SHEET- REVISED BID FOR: Janitorial Services for City Flail and City Hall Annex Building BID DUE DATE: February 25, 2015 OTY UOM DESCRIPTION UNIT COST TOTAL COST 12 Months Janitorial Service S 3178.00 _ S 38,136.00 City Hall and Annex Building 12 Months Alternate Option S 3800.00 S 45,600.00 Janitorial Services to also include stripping, buffing and re-waxing all tile floors for City Hall and Annex Building 1 Each Additional Carpet Cleaning S .08 $ N/A Upon Request Once Make Ready Cleaning S 4800.00 $ N/A Member's Building Maintenance,LLC. 11363 Denton Drive Suite 127 COMPANY NAME STREET ADDRESS SIGNATURE OF BIDDER P.O. BOX Ann Km Dallas, Texas 75229 PRINT OR TYPE NAME CITY STATE ZIP Secretary 972-241-8131 TITLE AREA CODE TELEPHONE NO mbridges@membersltd.com 972-241-7691 EMAIL FAX NO. 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. tvl 4 rr%n(1- \‘ v Z/2-141 i= Firm Name Date , C t�kci2 Authorized Signature Title An "93 Name (please print) Telephone irvvbrk, s e_mt m04.1i51 d .«P Email STATE: Texci.f COUNTY: 0 4-'/u) SUBSCRIBED AND SWORN to before me by the above named Ain //,..1-t. on this the day of ri'ir r y 20 /S A J . EDWARD P KAtIG pMy Commission Expires Notary u is June 19,2017 • —-- 4). 1St J . RETURN THIS AFFIDAVIT AS PART OF THE BID PROPOSAL 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. 1491,80th 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 (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 7th 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. \-A 11404/13 A AN.. 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 7th 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 Dr 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 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? 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? Yes No D. Describe each employment or business relationship with the local government officer named in this section. 4. Li A KK t Z' I` Signature of person doing business with the governmental entity Date Page 12 of 17 CITY OF PORT ARTHUR,TEXAS '' ADDENDUM NO. ONE(1) February 16,2015 Proposals for: Janitorial Services for City Hall and Annex Buildings 10. Please provide present contract pricing for solicitation or the previous bid tabs? See attached. 11. The name of the present contractor? American Facility Services 12. Are there present employees that you prefer we keep? If so,we will need their rates of pay and benefits paid. No. You must provide your own employees. 13. Is there available free parking for our employees? Yes. End of Addendum If you have any questions,please contact Shawna Tubbs at Shawna.Tubbs(aportarthurtx.gov. NOTE: ALL PAGES OF ADDENDA MUST BE SIGNED AND SUBMITTED WITH YOUR PROPOSAL. thShawna Tubbs,CPPO,CP1471 Purchasing Manager 409' Si `ature of Proposer Date 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: 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. Page 13 of 17 CITY OF PORT ARTHUR, TEXAS Ito?, � - ADDENDUM M NO. TWO (2) February 23,2015 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 10 of 17 with the REVISED page It) of 17. End of Addendum 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. Shawna Tubbs, CP'0, CPPB Purchasing Manager - 2/23/15 Signature of Proposer Date 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 601 f 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. 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 Page 14 of 17 • 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. 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. Page 15 of 17 • SUB-CONTRACTS: The Contractor shall not execute an agreement with any sub-contractor or permit any sub-contractor to perform any work included in this Contract until he has received from the City of Port Arthur written approval of such agreement. INSURANCE: All insurance must be written by an insurer licensed to conduct business in the State of Texas, unless otherwise permitted by Owner. The Contract shall, at his own expense, purchase, maintain and keep in force insurance that will protect against injury and/or damages which may arise out of or result from operations under this contract, whether the operations be by himself or by any subcontractor or by anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable, of the following types and limits 1. Standard Worker's Compensation Insurance: 2. Commercial General Liability occurrence type insurance City of Port Arthur, its officers, agents, and employees must be named as an additional insured): a. Bodily injury $500,000 single limit per occurrence or$500,000 each person/$500,000 per occurrence for contracts of$100,000 or less; or Bodily injury $1,000,000 single limit per occurrence or$500,000 each person/$1,000,000 per occurrence for contracts in excess of$100,000; and, b. Property Damage $100,000 per occurrence regardless of contract amount; and, c. Minimum aggregate policy year limit of$1,000,000 for contracts of $100,000 or less; or, Minimum aggregate policy year limit of$2,000,000 for contracts in excess of$100,000. 3. Commercial Automobile Liability Insurance (Including owned, non-owned and hired vehicles coverage's). 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. Page 16 of 17 • 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