HomeMy WebLinkAboutPR 11680: JANITORIAL SERVICESMEMORANDUM
POLICE DEPARTMENT
PORT ARTHUR
TO: Stephen Fitzgibbons, City Manager
FROM: J. L. Tyler, Chief of Police
RE: PRNo. 11680
DATE: 02/27/02
RECOMMENDATION:
The Police Department recommends that the City Council award the contract for
Janitorial Services for the Police and Municipal Court building to Sandra's Enterprises,
Inc., dba Professional Maid Service of Port Arthur, Texas. Sandra's Enterprises, Inc.,
dba Professional Maid Service tendered a bid of $2050.00 per month ($24,600.00 per
year) for cleaning of the Police and Municipal Court building.
BACKGROUND:
The Port Arthur Police Depmtment employs over 150 people and serves clientele on a
24-hour basis, 365 days of the year. The Municipal Court of the City of Port Arthur has
primary jurisdiction in Class C and most traffic law violation cases, which occur in Port
Arthur. The continuous basis on which these two entities operate requires that a
contractor be retained to provide janitorial services to both buildings seven days per
week. Frequent cleaning of the building is required to ensure a safe and sanitary
workplace. The current contract has reached its end and provisions for janitorial services
for the next 12 months must be made.
The only other bidder and current janitorial service contract holder for the Police and
Municipal Court building, SanServe Building Services of Beaumont, Texas bid $5,000.00
per month ($60,000.00 per year) to provide the same services. For this reason, the bid
tendered by Professional Maid Service appears to be the best and lowest bid.
BUDGET/FISCAL EFFECT:
Funds for this contract are provided for in Account #001-1101-521.32-00 (Building
Maintenance) and were approved in the last budget process.
STAFF/EMPLOYEE EFFECT:
This contract will have no effect on staffing or personnel.
SUMMARY:
The Police Department recommends that the City Council award the contract for
janitorial services for the Police and Municipal Court building to Sandra's Enterprises,
Inc., dba Professional Maid Service of Port Arthur in the amount of $24,600.00 for
cleaning of the Police Department and Municipal Court building.
j. L. Tyler 4'~'''~
Chief of Police
Rebecca Underhill
Director of Finance
P.R. No. 11680
JLT/JO/sz
2/27/02
RESOLUTION NO.
A RESOLUTION AWARDING A CONTRACT TO THE LOWEST
RESPONSIBLE BIDDER AND AUTHORIZING EXECUTION OF THE
CONTRACT FOR JANITORIAL SERVICES FOR THE PORT ARTHUR
POLICE DEPARTMENT AND MUNICIPAL COURT BUILDING TO SANDRA'S
ENTERPRISES, INC., DBA PROFESSIONAL MAID SERVICE IN THE
AMOUNT OF $24,600.00 CHARGED TO ACCOUNT NUMBER
001-1101-521.32-00
WHEREAS in response to bids for cleaning and other janitorial services for the
Police Department and Municipal Court building, Sandra's Enterprises, Inc., dba
Professional Maid Service was the lowest responsible bidder
NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF PORT ARTHUR:
THAT, the City Council of the City of Port Arthur hereby awards the Contract for
Janitorial Services for the Port Arthur Police Department and Municipal Court building to
the lowest responsible bidder, to wit: Sandra's Enterprises, Inc., dba Professional Maid
Service; and,
THAT, the Mayor and City Manager of the City of Port Arthur are hereby
authorized and directed to execute on behalf of the City of Port Arthur, a contract, a copy
of which is attached hereto as Exhibit "A", between the City of Port Arthur and Sandra's
Enterprises, Inc., dba Professional Maid Service, for the contract price of Twenty-Four
Thousand, Six Hundred Dollars ($24,600) and,
THAT the contract will be for a period of one (1) year with the City of Port
Arthur having the option to renew the contract for two subsequent years.
THAT said contract is an exact duplicate of a City standard form contract except
for the changes described in the Certificate of Standard Form Contract, a copy of which is
attached hereto as Exhibit "B", and is hereby incorporated by reference, and said changes
are hereby approved; and,
THAT a copy of the caption of this Resolution be spread upon the Minutes of the
City Council.
READ, ADOPTED AND APPROVED this _day of
A.D., 2002 at a
City Council of the City of Port Arthur, Texas, by the following vote:
AYES :Mayor_
Councilmembers:
Meeting of the
NOES:
ATTEST:
Jan Stroder, Acting City Secretary
Oscar Ortiz, Mayor
APPROVED AS TO FORM:
Mark Sokolow, City Attorney
APPROVED FOR ADMINISTRATION:
Steve Fitzgibbons, City Manager
APPROVED AS TO AVAILABILITY OF FUNDS:
Rebecca Underhill, Finance Director
JANITORIAL SERVICES CONTRACT
POLICE DEPARTMENT
THIS AGREEMENT, made this day of March ,2002 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 Sandra's Enterprises Inc. DBA Professional Maid Service, a (n)
Corporation , herein acting by and through Sandra Guilbeau 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 to ,
renewable at the City's sole option on an Annual basis up to two (2) additional one-year period.
2. 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 connection therewith,
excepting those supplies specifically not required of Contractor in the Specifications.
3. The Contractor agrees to perform all the work described in the specifications;
and contract documents and comply with the terms therein for the sum of $ 24~600.00 Annually;
To be paid In Twelve (12) equal installments at a rate of ~2,050.00 per month.
4. The term "Contract Documents" means and Includes the following:
(A) Agreement
(B) Advertisement for BIDS
(C) Information for BIDDERS
(O) BID
(E) BID BOND
(F) General Conditions
(G) Specifications
5. This agreement shall be binding upon all parties hereto and their respective heirs,
executors, administrators, successors and assigns.
6. IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed
by their duly authorized officials, this Agreement in (~. copies) each of which shall be deemed an
original on the date first written above.
APPROVED IN FORM:
City Attorney
(SEAL)
ATTEST:
NAME:
TITLE: CITY SECRETARY
(CORPORATE SEAL)
ATTEST:
NAME:
SECRETARY
OWNER
Exhibit A
Pg. 2
BY:
NAME:
TITLE: MAYOR
BY:
NAME:
TITLE: CITY MANAGER
CONTRACTOR:
BY:
NAME
ADDRESS
CITY OF PORT ARTHUR, TEXAS
ADVERTISEMENT FOR BIDS
NOTICE IS HEREBY GIVEN THAT sealed Bids, addressed to the City of Port Arthur,
xvill be received at the Office of the City Secretary, City Hall 444-4th Street or P. O. Box
1089, Port Arthur, Texas 77641 no later than 3:00 P. M., Wednesday February 13, 2002
and all bids received will thereafter be opened and read aloud in the City Council
Chambers, 5th Floor, City Hall, Port Arthur, Texas for certain services briefly described
as:
JANITORIAL SERVICE FOR POLICE DEPARTMENT
A Cashier's Check or Certified Check, payable without recourse to the order of the City
of Port Arthur, or a Bid Bond with corporate surety authorized to conduct business in
Texas, in an amount no less than 5% of total bid, must accompany the bid as a guarantee
that, if awarded the contract the vendor will perform work and execute the Bonds in the
forms provided as outlined in the specifications and instructions to bidders.
NON MANDATORY PRE-BID MEETING IS SCHEDULED FOR 10:00 A.M. ON
TUESDAY FEBRUARY 5, 2002 AT THE POLICE DEPARTMENT LOCATED AT -
645 4TM STREET.
Bids received after closing time will be returned unopened.
Copies of the Specifications and other Contract Documents are on file in the Purchasing
Office, 444-4th Street, City of Port Arthur, and are open for public inspection without
charge.
The City of Port Arthur reserves the right to reject any and all bids and to waive
informalities.
Rebecca Underhill
Director of Finance
FIRST PUBLICATION: JANUARY 27, 2002
SECOND PUBLICATION: FEBRUARY 3, 2002
CITY OF PORT ARTHUR
GENERAL SPECIFICATIONS
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 the Bid or
Proposal Specifications listed in this Bid Package.
The intent of this INVITATION TO BID (ITB) is to provide bidders with sufficient
information to prepare SEALED BIDS 1N DUPLICATE for furnishing: JANITORIAL
SERVICE FOR POLICE DEPARTMENT
Bids must be in a sealed envelope addressed to the City Secretary, City of Port Arthur,
P. O. Box 1089, Port Arthur, Texas 77641. Bids shall be received no later than 3:00
P. M. February 13, 2002. Bid proposal MUST BE SIGNED BY THE BIDDER.
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 exception and the City shall hold the bidder responsible to perform in strict
accordance with the specifications of the invitation. The City reserves the right to accept
any and all or none of the exception(s)/substitutions(s) deemed to be in the best interest
of the City of Port Arthur.
Bids cannot be altered or amended after submission deadline. Any interlineation,
alteration, or erasure made before opening time must be initialed by the signer of the bid,
guaranteeing authenticity.
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 3% of the lowest bid price. This preference can't be granted
for purchases involving Federal Funds.
The award shall be made to the responsible vendor(s) whose bid is determined to be the
lowest offer; taking into consideration the relative importance of price, conformance to
specifications and capability and experience of the contractor.
(1)
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 Vemon'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 moneys under any contract by the
City with such person until such person has paid all obligations and debts owed to the
City, or has made satisfactory arrangements to pay the same.
Any interpretations, corrections or changes to the ITB and Specifications will be made by
addenda. Sole issuing authority of addenda shall be vested in the City of Port Arthur
Purchasing Manager. Addenda will be mailed to all who are known to have received a
copy of the ITB. Offerers shall acknowledge receipt of all addenda.
PRICES: The bidder should show in the proposal both the unit price and total mount,
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 Dept., 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.
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 anyone 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.
CONTRACT: The following will comprise the contract between the City and the
successful bidder:
1. Information for Bidders
2. Bid Sheet
3. Notice of Awards
4. Specifications
5. Addenda
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 supplier shall not
have any claim against the City of Port Arthur for quantities less than the estimated
amount.
All bids will remain in effect for sixty (60) days after the bid opening date.
If through any cause the Bidder fails to fulfill in a timely and proper manner, his
obligations under this Contract, or fails to perform in accordance with these
specifications, the City reserves the right to terminate this Contract by giving written
notice to the Bidder of such termination and specifying the effective date thereof, at least
five (5) days before the effective date of such termination.
(3)
No person has the authority to verbally alter these specifications. Any interpretations,
corrections or changes to this ITB and specifications will be made in writing by the
Purchasing Division of the City of Port Arthur and sent to each person having a bid
package.
The vendor must be an authorized dealer for all products offered. The vendor must give
the manufacturers name and product description of all items. Inferior products, products
which perform at a substandard level, or poor quality products will be rejected.
SHIPP1NG INFORMATION: All bids are to be F.O.B., City of Port Arthur, Port Arthur,
Texas 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. All interpretations of these
specifications shall be made on the basis of statement.
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
most 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.
Questions concerning this ITB or additional information should be directed to Mary
Cascio at 409-983-8665.
TERMINATION OF CONTRACT
If, through any cause, the Contractor shall fall to fulfill in a timely and proper manner his
obligations under this contract, or if the Contractor shall violate any of the convenants,
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 five (5) 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.
INSPECTIONS
Unscheduled job-site inspections will be performed by the City of Port Arthur Police
Department. Representatives. Failure to abide by the City's specifications will be
grounds for immediate termination of the contract. A minimum of two (2) monthly
daylight inspections may be made by the City of Port Arthur Police Department
Representative.
CUSTODIAN COMPLAINTS & SERVICE REPORTS
Custodian Complaints & Service Reports, from employees of the Police Department will
be turned into the Police Supervisor. Janitorial Service Contractor shall pick up request
and take corrective action immediately.
TERM OF CONTRACT
The contract will be for one year. The City of Port Arthur has the right to extend the
contract two additional one-year periods.
NON - MANDATORY
PRE-BID CONFERENCE
A NON -Mandatory Pre-Bid Conference between Representatives of the City of Port
Arthur, Texas and prospective bidders for Janitorial Service for Police Department will
be held at the Police Department which is located at 645 4th Street on February 5, 2002 at
10:00 a. m.
The purpose of the NON - 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 Coordinator, if necessary, will issue an addendum(s) to clarify the intent of
the Contract Documents.
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 fome 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 (no insurance policy or certificate of insurance
required below shall contain any aggregate policy year limit unless a specific dollar
amount ( or specific formula for determining a specific dollar amount) aggregate policy
year limit is expressly provided in the specification below which covers the particular
insurance policy or certificate of insurance.
1. Standard Worker's Compensation Insurance:
Commercial General Liability occurrence type insurance
(products/completed operations coverage must be included, and 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/S500,000 per occurrence for contracts of $100,000 or less; or
b. Bodily injury $1,000,000 single limit per occurrence or $500,00 each
person/$1,000,000 per occurrence for contracts in excess of $100,000;
and,
c. Property Damage $100,000 per occurrence regardless of contract
amount; and,
d. Minimum aggregate policy year limit of $1,000,000 for contracts of
$100,000 or less; or,
e. Minimum aggregate policy year limit of $2,000,000 for contracts in
excess of $100,000.
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, S500,000 per occurrence for bodily injury and $100,000 per
occurrence for property damage.
Contractual Liability Insurance covering the indemnity provision of this
Contract in the same amount and coverage as provided for Commercial
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
dates and sign and do all other things necessary to complete and make into valid
certificate of insurance the CERTIFICATE OF INSURANCE Form attached to and made
a part of the Information To Bidders, and pertaining to the above listed items 1, 2, 3 and
4; and before commencing any of the work and within the time otherwise specified,
Contractor shall file completed Form with the Owner. None of the provisions in said
Form should be altered or modified in any respect except as herein expressly authorized.
Said CERTIFICATE OF INSURANCE Form contains 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 Owner. Contractor shall also file with the
Owner 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 OWNER not more than ten (10) days after
execution of this Contract.
The original Builder's Risk policy (if required) shall provide for fifteen (15) days
written notice of alternation, modification or cancellation and shall be furnished to
OWNER. Provided, however until the original policy, which original policy must be
received by the OWNER not later than (thirty) days after issuance of the Notice to
Proceed for the project. Notwithstanding any other provision in the Contract Documents,
it is further mutually understood and agreed that no payment will be due and owing or
made to the CONTRACTOR for any work performed under the Contract until all of the
required insurance documentation, including the original policy specified above, are
received by the OWNER
BID SECURITY AND LIQUIDATED DAMAGES
Bids shall be accompanied by a bid guarantee of not less than five percent (5%)
of the amount of the total bid which shall be a Certified Check or Cashier's check payable
without recourse to the City of Port Arthur, or a bid bond with corporate surety
authorized to conduct business in Texas. Said security shall be submitted with the
understanding that it shall guarantee that the Bidder will not withdraw his bid within
thirty (30) days after the date of the opening of the bids; that if a bid is accepted, the
bidder will enter into a formal Contract with the OWNER, furnish bonds and insurance as
may be required and commence work at the specified time, and that in the event of the
withdrawal of said bid within said period, or the failure to enter into said Contract,
furnish said bonds and insurance and commence work within the time specified, the
Bidder shall be liable to the OWNER for the difference between the amount specified in
the bid in the amount for which the OWNER may otherwise procure the required work.
Checks of all except the three lowest responsible Bidders will be returned when award is
made; when the Contract is executed, the checks of the two remaining unsuccessful
bidders will be returned; that of the successful Bidder be returned when formal Contract,
bonds and insurance are approved, and work has commenced within the time specified.
The Bidder to whom the award is made shall execute and remm the formal
Contract with the OWNER and furnish Performance and Payment Bonds and required
Insurance Documents within ten (10) days after the prescribed forms are presented to
him for signature. Said period will be extended only Upon written presentation to the
OWNER, within said period, of reasons which the sole discretion of the OWNER, justify
an extension. If said Contract, bonds and insurance Documents are not received by the
OWNER within said period or if work has not been commenced within the time
specified, the OWNER may proceed to have the work required by the Plans and
Specifications performed by any means at its command, and the bidder shall be liable to
the CITY For any excess cost to the OWNER over bid amount. Further, the bid
guarantee shall be forfeited to the CITY as liquidated damages and Bidder shall liable to
the City for an additional amount of five percent (5%) of the bid amount as liquidated
damages without limitation.
The OWNER, within ten (10) days of receipt of acceptable Performance
and Payment insurance, Documents and Contract signed by Bidder to whom Contract
was awarded, shall sign and remm executed duplicate of the Contract said party. Should
OWNER not execute the Contract within such period, the Bidder may, by written Notice
to OWNER, withdraw his signed Agreement.
BONDS
If the Contract exceeds Twenty-five Thousand Dollars ($25,000.00), Performance and
Payment Bonds shall be fumished on prescribed forms in the amount of one hundred
percent (100%) of the Contract price with corporate surety duly authorized to do business
in the State of Texas. Attorneys-in-fact who sign Bonds must file with each bond a
certified and effective date copy of their Power of Attorney.
SPECIFICATIONS TO BIDDERS
CLEANING OF THE PORT ARTHUR POLICE DEPARTMENT
AND MUNICIPAL COURT
SERVICE TIMES
All work which interferes with the work of the employees, such as buffmg or
vacumning, shall be done after 5:00 p.m. CST.
FLOORS
Thc tile floors of the Police Department are to be swept and damp mopped Monday
through Friday. These floors are also to be buffed on Monday. The tile floors are
also to be stripped and waxed and sealed every month.
Carpet floors are to be vacuumed daily and shampooed once per month.
All concrete floors are to be swept weekly and mopped clean once per month.
WASTEBASKETS
All wastebaskets are to be emptied daily carrying all trash to the pick-up area.
Trash bags are to be changed as necessary. Waste baskets are to be washed out
weekly with disinfectant or as requested by Department employees.
GLASS
Glass doors and window partitions of the Police Department are to be cleaned daily.
All outside windows and doors are to be cleaned at the first of each month.
WATER FOUNTAINS
All water fountains are to be cleaned and polished daily with a stainless steel
cleaner.
FURNITURE
All desks, chairs, lamps, tables, couches, f'de cabinets, counters, telephones, etc. are
to be dusted and polished as needed every Monday and Thursday. Additionally, all
furniture, and area underneath furniture, shall be kept free from dust from the
underside at all times.
WALLS
Liquid Gold shall be applied to all wood paneled walls and wiped down with a soft
clean cloth four times a year. All wood paneled wails are to be dusted once a month
~vith a soft clean cloth.
SWITCH PLATES AND NON-WOOD PANELED WALLS AND PARTITIONS
These should be cleahed on Thursdays or as requested by City representatives.
Also, any door frames or facings should be spot cleaned as needed.
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RESTROOMS
The restrooms should be swept out and mopped dally with hot water and
disinfectant. All wastepaper containers should be emptied. All metal f~xtures and
nfirrors should be cleaned and polished. All lavatories, fixtures 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 undersides and sides.
All soap and towel and tissue containers shall be refilled as needed.
Once a week all tile walls and doors in restrooms shall be cleaned and disinfected.
LOCKER ROOMS
The floors to locker rooms shall be scrubbed and sanitized once a month and shall
be swept and mopped daily.
AIR CONDITIONER AIR FILTERS
Air conditioner air f'flters shall be changed on the first of each month.
GARAGE DOOR AND MACHINERY ROOM
The prisoner entrance garage shall be cleaned by sweeping weekly. All other
machinery rooms shall be swept and cleaned weekly. All of the concrete floor
surfaces shall be mopped once per month.
VENTS, GRILLS, LIGHT FIXTURES AND CEILING TILE RAILS
These must be cleaned the second weekend of every month, or as requested by a
City representative.
EXERCISE ROOM
Carpet is to be vacuumed daily and shampooed the first weekend of the month.
MIRRORS
These are to be cleaned with mirror cleaner dally.
EMPLOYEES
The vendor is to provide one custodian, seven (7) days per week, for eight (8) hours
per day, 7 a.m. to 4 p.m., one (1) hour for lunch, to perform usual daffy custodian
duties in open working areas, offices, room and hallways. One employee is to do all
the floor work anytime other than between 7 a.m. to 5 p.m. Monday through Friday.
Employees must be capable of operating cleaning equipment and carrying the work
load.
Employees and/or custodians must be able to effectively communicate in the English
language.
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SUPPLIES FURNISHED BY THE BIDDER
Cleaners, bowl cleaner, wax remover, wax and sealer, dust mops, damp mops,
brooms, buffer, vacuum cleaners, furniture polish and anything else pertaining to
cleaning, including brown plastic liners for trash containers, must be furnished by
the bidder.
SUPPLIES NOT TO BE FURNISHED BY THE BIDDER
The bidder is not required to furnish paper towels, toilet tissue, air conditioner air
filters, light bulbs, sanitary covers for the toilet seats.
PRODUCT REQUIREMENTS
Johnson,s Over and Under, along with Step Ahead on floors, or equal products. AH
States Chemical's Lemon Glo Furniture Polish for wood desks and tables and
Liquid Gold on wood paneled walls. Franklin's Spray Buff when buffing floors, or
equivalent. Franklin's Disappear when mopping rest room floors only.
INSPECTION
Unscheduled job-site inspections will be performed by a City representative.
Failure to abide by contractors specifications will be grounds for termination of the
contract.
GENERAL CLEANING
The janitorial service is to maintain the building as needed when uncontrollable
events arise, making sure the building is kept in a clean and sanitary manner at all
times, even though specific requirements are not brought out in the specifications
above.
TERMS OF CONTRACT
AH potential employees who are assigned to work at the Police station will have to
pass a background investigation. The company must provide names and dates of
birth and also social security numbers of these prospective employees to the Police
Department.
The term of this contract will cover a twelve (12) month period with an option by
the City to renew the contact for two subsequent years. If, through any cause, the
Contractor shah fail to fulfill in a timely and proper manner the obligations under
this contract, or if the Contractor shall violate any of the covenants, agreements or
stipulations of this contract, the City shah thereupon have the right to terminate this
contract by giving written notice to the Contractor of such termination and
specifying the effective date of such termination.
CITY 5F PGRT ARTHUR
BlT) PROPOSAL
DAI'E: FEBRUARY 13, 2002
Bid Proposal * ' .. ; /i','~:-:D.L S2 l? !CES FOR POLICE DEPARTMENT
Professional Maid
The undersig;.:. S~dra's Enterprises, Inc. dba Service , doing
business in th,: (' ;Z "..,v. -, ,f Port Arthur, Texas
submits herex, ..:: .... ] ..... it2 xtith :he General Instructions, Conditions, and
Specification:4 :' .' :'r.! :,',':n:z Bi~h
OUTLINE O:: IZii.' ~.'-.n ~',:
QUAN UOM ?~:SCRiP'~ .:f;?~
UNIT TOTAL
COST COST
12 MTHb
-_':',. r>'-.i , '= ,n=~,'- 2050.00
......... ( ..... ~ $
$ 24,600.00
DELIVERY "., i i ~7 ~ /~jreod D.:.' $ AFTER AWARD OF CONTRACT.
Receipt of a&.
No. !
SIGNATURE
Received
08Feb02
DATE
Professional Maid
Sandra's Enterprises, Inc. dba Service
COMPANy'.' '
2951 W Hwlr 365, Pt Arthur, TX
STREET ADDRESS
Box 292. Nederland. TX
PO. BOX
77640
77627-0292
Sandra J. Guilbeau
(PRINT OR
CITY STATE ZIP
President .................... 409-__722-7~q~
TITLE AREA CODE
F_~¥ ~.0c~_79-a 6aK1
TELEPHONE NO.
16
"L
All pages in offer's bid proposal containing staements, letters, etc.,
shall be signed by a duly authorized officer of thc company, whose
-si~mre is 16inding on the bid proposal.
The undersigned offe~ and aD'ecs to o~e of the following:
Xx I hereby c.e~-that' I do not have ou~nai~g fleb~ worth the
City of?on Arthur. Further, I agree m pay suceeefli~g debts ·
.. : as they. become due durhlg thin agr~ment
__ I hereby certify that I do have o~ihnding debts with the
City of?on Arthur and agrees to pay said debts prior to
execution of this a~eement.
__ I hereby een~ that I do have outstanding debts with the
City of Port Arthur and agees to eater imo an agr~ent for
the payment ofsald debts. I fur~er agree to pay sueeee~g
debts as they become due.
NAME OF OFFERER:
ADDRESS 2951 W ~ 365
C1TY/STATEtZIP l%=r~ AVe_~,,,-, TX 77640...
RETURN THIS AFFIDAVIT AS PA~T OF THE BID PROPOSAL
(2/0
Sanclra' s ~n:erprises, inc.
5TA-000~0~320;
~O/OS/OZ
$
~0
waiver o~
...
Exhibit B
(City of Port Arthur)
(Law Department)
(Reqdlred Form)
· (7/8/88)
(t 0/5/8g)
(3/1 s/go)
(g-8-g4)
· (p.2 Revised 9/$ 8/gO}
CERTIFICATE OF STANDARD FORM CONTRACT FOR LAW
DEPARTMENT REVIEW AND crib' COUNCIL AGENDA
ce t y ha the contrac he enafter called *said conbact") afl]xed to the attached proposed City Council Resolution
No. 1 [680 is art exact duplicate of an applicable standard form contract the e o which is shown below)
proviously approved by the Law department and adopted as a standard iorm by City Council Resolution, except [or the
blanks that lave been filled in with alt necessary information and except for Ihe changes described below.
"[he flue ol Ihe applicable standard form contr~tct is:
[ ] Federally FUnded Construct[on Contract, Revised 1/5/88, 7/89, 8/89; 4/28/94
[ ] Non-Federally Funded Construction Contract, Revised 1/5/88, 7/89, 8/8g; 4/28/94
[ ] Federal - Proless[onal Services - Engineering Contract, Revised 1/5/88, 5/89 (§to) 7/8g/(~8); 10/89; 2/91 (§8)
[ ] Non-Federal - P~o[esslonal Services - Engineeril~g Contract, Revised 1/5/88, 5/gg(§lO), 7/g9(~8), 10/8g;
I ] CDBG - prolessional Services - Engineering Contract, Revised 1/5/88, 5/8g (§10), 7/8g(~8), 10/8g; 2/gl
[ ] Federal - Pro[essiona] Services -
Non-Engineering (Consultant) Contract, Revised 1/5/88, 5/8g (§10), 7/89 ({8); 10/89; 2/I)f (§8)
[ ] Non-Federal - Professional Services -
Non-Engineering (Consultanl) Contract, Revised 1/5/88, 5/89 {§10), 7/8g (§8); 10/89; ~/91
[ ] CDBG - professional services -
Non-Engineering (Consultant) Contract, Revised 1/5/88, 5/89 (§10), 7/8g (§8); 10/8g; 2/gl
Other Standard Form Contract, described as follows:
JANITORIAL CONTRACT
The changes are as foJlows: (Put an "X' in the appropriate [ J)
[~ None·
[ ] The following described provisions at the indicated page, section, etc. or the standard form have been deleted
from said contract:
DELETIONS
Page Number Section or Paragraph No. SubsecUon or
Where and Caption Subparagraph No.
Deleted Provision Which and Caption
Is Contains Provision Which Conlains Provision Description o[
Found On Standard Form Deleted From Form Deleted From Form Provision Deleted