R-08-07-24-10D2 - 7/24/2008RESOLUTION NO. R -08-07-24-10D2
WHEREAS, the City of Round Rock has duly advertised for bids
for janitorial services, and
WHEREAS, Redlee/SCS, Inc. has submitted the lowest responsible
bid, and
WHEREAS, the City Council wishes to accept the bid of
Redlee/SCS, Inc., Now Therefore
BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK,
TEXAS,
That the Mayor is hereby authorized and directed to execute on
behalf of the City an Agreement for Janitorial Services with
Redlee/SCS, Inc., a copy of said Agreement being attached hereto as
Exhibit "A" and incorporated herein.
The City Council hereby finds and declares that written notice
of the date, hour, place and subject of the meeting at which this
Resolution was adopted was posted and that such meeting was open to
the public as required by law at all times during which this
Resolution and the subject matter hereof were discussed, considered
and formally acted upon, all as required by the Open Meetings Act,
Chapter 551, Texas Government Code, as amended.
RESOLVED this 24th day of July, 2008.
ALAN MCGRAW, Mayor
City of Round Rock, Texas
SARA L. WHITE, City Secretary
0:\WDOX\RESOLUTI\R80724D2.DOC/rmc
CITY OF ROUND ROCK
AGREEMENT FOR JANITORIAL SERVICES
WITH REDLEE/SCS, INC.
THE STATE OF TEXAS
CITY OF ROUND ROCK
COUNTY OF WILLIAMSON
COUNTY OF TRAVIS
§.
KNOW ALL BY THESE PRESENTS:
That this Agreement for janitorial services, and for related goods and services, referred to
herein as the "Agreement," is made and entered into on this the day of the month of
, 2008, between the CITY OF ROUND ROCK, TEXAS, a home -rule
municipality whose offices are located at 221 East Main Street, Round Rock, Texas 78664,
referred to herein as the "City," and REDLEE/SCS, INC., a Texas corporation, whose offices are
located at 10425 Olympic Drive, Dallas, Texas 75220, referred to herein as the "Vendor." This
Agreement supersedes and replaces any previous agreement between the named parties, whether
oral or written, and whether or not established by custom and practice.
RECITALS:
WHEREAS, City desires to purchase janitorial services, and to purchase goods and
services related to cleaning and maintenance, and City desires to procure same from Vendor; and
WHEREAS, City has issued its "Invitation for Bid" for the provision of said goods and
services, and City has selected the bid submitted by Vendor, and
WHEREAS, the parties desire to enter into this Agreement to set forth in writing their
respective rights, duties, and obligations;
NOW, THEREFORE, WITNESSETH:
That for and in consideration of the mutual promises contained herein and other good and
valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties
mutually agree as follows:
1.01 DEFINITIONS
A. Agreement means the binding legal contract between City and Vendor whereby
City is obligated to buy specified goods and Vendor is obligated to sell same. The Agreement
includes: (a) City's Invitation for Bid designated IFB 08-007, Specification Number 08-968-73
dated October 2007; (b) Vendor's Response to IFB; (c) contract award; and (d) any exhibits,
addenda, and/or amendments thereto. Any conflicts or inconsistencies in the contract documents
shall be resolved by giving preference in the following order:
00140438/jkg
EXHIBIT
”Au
(1) This Agreement;
(2) City's Invitation for Bids, exhibits, and attachments;
(3) Vendor's Response to IFB.
B. City means the City of Round Rock, Williamson and Travis Counties, Texas.
C. Effective Date means the date upon which the binding signatures of both parties
to this Agreement are affixed.
D. Force Majeure means acts of God, strikes, lockouts, or other industrial
disturbances, acts of the public enemy, orders of any kind from the government of the United
States or the State of Texas or any civil or military authority, insurrections, riots, epidemics,
landslides, lightning, earthquakes, fires, hurricanes, storms, floods, restraint of the government
and the people, civil disturbances, explosions, or other causes not reasonably within the control
of the party claiming such inability.
E. Goods mean the specified supplies, materials, commodities, or equipment.
F. Vendor means REDLEE/SCS, Inc., or any of its successors or assigns.
2.01 EFFECTIVE DATE, TERM, ALLOWABLE RENEWALS, PRICES FIRM
A. This Agreement shall be effective on the date it has been signed by both parties
hereto, and shall remain in full force and effect unless and until it expires by operation of the
term stated herein, or until terminated or extended as provided herein.
B. The term of this Agreement shall be for three (3) consecutive twelve-month
periods from the effective date hereof. After that term, this Agreement may be renewed for
successive terms of twelve (12) months each, not to exceed in the aggregate two (2) such
renewals, with such renewals to occur on or before the expiration date of the preceding term, and
with such renewals being absolutely predicated upon the express written agreement of both
parties. Such renewals are permitted only provided Vendor has performed each and every
contractual obligation specified in this original Agreement.
C. Prices shall be firm for the duration of this Agreement and for any renewal
periods. No separate line item charges shall be permitted for invoicing purposes, including but
not limited to equipment rental, demurrage, costs associated with obtaining permits, or any other
extraneous charges. City may permit "unit price" adjustments upwards only as a result of a cost
increase in goods or services in accordance with the Producers Price Index located at
http://stats.b1s.gov/ppi/home.htm. Any price increase shall be requested by Vendor in writing
and accompanied by the appropriate documentation to justify the requested increase. Vendor
may offer price decreases in excess of the allowable percentage change.
2
D. City reserves the right to review the relationship at any time, and may elect to
terminate this Agreement with or without cause or may elect to continue.
3.01 CONTRACT DOCUMENTS AND EXHIBITS
City selected Vendor as the integrator of choice to supply the goods as outlined in IFB
08-007, Specification Number 08-968-73 dated October 2007, and Response to IFB submitted
by Vendor, all as specified in Exhibit "A" attached hereto and made a part hereof for all
purposes. The intent of these documents is to formulate an Agreement listing the responsibilities
of both parties as outlined in the IFB and as offered by Vendor in its Response to the IFB.
The goods and services which are the subject matter of this Agreement are described in
Exhibit "A" and, together with this Agreement, comprise the total Agreement and they are fully
a part of this Agreement as if repeated herein in full.
4.01 CONTRACT AMOUNT; SCOPE OF WORK
Contract Amount. In consideration for the janitorial services to be performed by
Vendor, City agrees to pay Vendor in an amount not to exceed the following: $20,103.37 per
month.
Scope of Work. For purposes of this Agreement, City has issued documents delineating
the required services, and Vendor has issued its response agreeing to provide all such required
services, and such documents are included in Exhibit "A" attached hereto and made a part hereof
for all purposes. When taken together with the appended exhibits, this Agreement shall evidence
the entire understanding and agreement between the parties and shall supersede any prior
proposals, correspondence or discussions.
Vendor shall satisfactorily provide all services described under the attached exhibits
within the contract term specified herein. Vendor shall perform its services in accordance with
this Agreement, in accordance with the appended exhibits, in accordance with due care, and in
accordance with prevailing industry standards for comparable services.
5.01 ITEMS AWARDED
All bid items on Exhibit "A" are awarded to Vendor.
6.01 COSTS
Unit prices listed on Exhibit "A" shall be the basis of any charges collected by Vendor.
7.01 INVOICES
All invoices shall include, at a minimum, the following information:
3
A. Name and address of Vendor;
B. Purchase Order Number;
C. Description and quantity of items received; and
D. Delivery dates.
8.01 INTERLOCAL COOPERATIVE CONTRACTING / PURCHASING
Authority for local governments to contract with one another to perform certain
governmental functions and services, including but not limited to purchasing functions, is
granted under Government Code, Title 7, Chapter 791, Interlocal Cooperation Contracts,
Subchapter B and Subchapter C, and Local Government Code, Title 8, Chapter 271, Subchapter
F, Section 271.101 and Section 271.102.
Other governmental entities within the State of Texas may be extended the opportunity to
purchase off of the City of Round Rock's bid, with the consent and agreement of the successful
vendor(s) and Round Rock. Such agreement shall be conclusively inferred for the vendor from
lack of exception to this clause in the vendor's response. However, all parties hereby expressly
agree that the City of Round Rock is not an agent of, partner to, or representative of those outside
agencies or entities and that the City of Round Rock is not obligated or liable for any action or
debts that may arise out of such independently -negotiated "piggyback" procurements.
9.01 NON -APPROPRIATION AND FISCAL FUNDING
This Agreement is a commitment of City's current revenues only. It is understood and
agreed that City shall have the right to terminate this Agreement at the end of any City fiscal year
if the governing body of City does not appropriate funds sufficient to purchase the services as
determined by City's budget for the fiscal year in question. City may effect such termination by
giving Vendor a written notice of termination at the end of its then -current fiscal year.
10.01 PROMPT PAYMENT POLICY
In accordance with Chapter 2251, V.T.C.A., Texas Government Code, any payment to be
made by City to Vendor will be made within thirty (30) days of the date City receives goods
under this Agreement, the date the performance of the services under this Agreement are
completed, or the date City receives a correct invoice for the goods or services, whichever is
later. Vendor may charge interest on an overdue payment at the "rate in effect" on September 1
of the fiscal year in which the payment becomes overdue, in accordance with V.T.C.A., Texas
Government Code, Section 2251.025(b). This Prompt Payment Policy does not apply to
payments made by City in the event:
(a) There is a bona fide dispute between City and Vendor, a contractor,
subcontractor, or supplier about the goods delivered or the service performed
that cause the payment to be late; or
4
(b) There is a bona fide dispute between Vendor and a subcontractor or between a
subcontractor and its supplier about the goods delivered or the service
performed that causes the payment to be late; or
(c) The terms of a federal contract, grant, regulation, or statute prevent City from
making a timely payment with federal funds; or
(d) The invoice is not mailed to City in strict accordance with any instruction on
the purchase order relating to the payment.
11.01 GRATUITIES AND BRIBES
City may, by written notice to Vendor, cancel this Agreement without incurring any
liability to Vendor if it is determined by City that gratuities or bribes in the form of
entertainment, gifts, or otherwise were offered or given by Vendor or its agents or
representatives to any City officer, employee or elected representative with respect to the
performance of this Agreement. In addition, Vendor may be subject to penalties stated in Title 8
of the Texas Penal Code.
12.01 TAXES
City is exempt from Federal Excise and State Sales Tax; therefore, tax shall not be
included in Vendor's charges.
13.01 ORDERS PLACED WITH ALTERNATE VENDORS
If Vendor cannot provide the goods as specified, City reserves the right and option to
obtain the products from another supplier or suppliers.
14.01 INSURANCE
Vendor shall meet all requirements as stated in the attached Invitation for Bid No. IFB
08-007, Specification No. 08-968-73 (including Attachment A entitled "City of Round Rock
Insurance Requirements" and all attachments and exhibits), and its bid response.
15.01 CITY'S REPRESENTATIVE
City hereby designates the following representative(s) authorized to act in its behalf with
regard to this Agreement:
Pete Dominguez
Facilities Maintenance Division
2015 Lamar
Round Rock, Texas 78664-5299
512-801-4547
5
16.01 RIGHT TO ASSURANCE
Whenever either party to this Agreement, in good faith, has reason to question the other
party's intent to perform hereunder, then demand may be made to the other party for written
assurance of the intent to perform. In the event that no written assurance is given within the
reasonable time specified when demand is made, then and in that event the demanding party may
treat such failure as an anticipatory repudiation of this Agreement.
17.01 DEFAULT
If Vendor abandons or defaults under this Agreement and is a cause of City purchasing
the specified goods elsewhere, Vendor agrees that it may be charged the difference in cost, if
any, and that it will not be considered in the re -advertisement of the service and that it may not
be considered in future bids for the same type of work unless the scope of work is significantly
changed.
Vendor shall be declared in default of this Agreement if it does any of the following:
A. Fails to make any payment in full when due;
B. Fails to fully, timely and faithfully perform any of its material obligations under
this Agreement;
C. Fails to provide adequate assurance of performance under the "Right to
Assurance" section herein; or
D. Becomes insolvent or seeks relief under the bankruptcy laws of the United States.
18.01 TERMINATION AND SUSPENSION
A. City has the right to terminate this Agreement, in whole or in part, for
convenience and without cause, at any time upon thirty (30) days' written notice to Vendor.
B. In the event of any default by Vendor, City has the right to terminate this
Agreement for cause, upon ten (10) days' written notice to Vendor.
C. Vendor has the right to terminate this Agreement only for cause, that being in the
event of a material and substantial breach by City, or by mutual agreement to terminate
evidenced in writing by and between the parties.
D. In the event City terminates under subsections (A) or (B) of this section, the
following shall apply: Upon City's delivery of the referenced notice to Vendor, Vendor shall
discontinue all services in connection with the performance of this Agreement and shall proceed
to cancel promptly all existing orders and contracts insofar as such orders and contracts are
chargeable to this Agreement. Within thirty (30) days after such notice of termination, Vendor
6
shall submit a statement showing in detail the goods and/or services satisfactorily performed
under this Agreement to the date of termination. City shall then pay Vendor that portion of the
charges, if undisputed. The parties agree that Vendor is not entitled to compensation for services
it would have performed under the remaining term of the Agreement except as provided herein.
19.01 INDEMNIFICATION
Vendor shall defend (at the option of City), indemnify, and hold City, its successors,
assigns, officers, employees and elected officials harmless from and against all suits, actions,
legal proceedings, claims, demands, damages, costs, expenses, attorney's fees, and any and all
other costs or fees arising out of, or incident to, concerning or resulting from the fault of Vendor,
or Vendor's agents, employees or subcontractors, in the performance of Vendor's obligations
under this Agreement, no matter how, or to whom, such loss may occur. Nothing herein shall be
deemed to limit the rights of City or Vendor (including, but not limited to the right to seek
contribution) against any third party who may be liable for an indemnified claim.
20.01 COMPLIANCE WITH LAWS, CHARTER AND ORDINANCES
Vendor, its agents, employees and subcontractors shall use best efforts to comply with all
applicable federal and state laws, the Charter and Ordinances of the City of Round Rock, as
amended, and with all applicable rules and regulations promulgated by local, state and national
boards, bureaus and agencies.
21.01 ASSIGNMENT AND DELEGATION
The parties each hereby bind themselves, their successors, assigns and legal
representatives to each other with respect to the terms of this Agreement. Neither party shall
assign, sublet or transfer any interest in this Agreement without prior written authorization of the
other party.
22.01 NOTICES
All notices and other communications in connection with this Agreement shall be in
writing and shall be considered given as follows:
1. When delivered personally to recipient's address as stated in this Agreement; or
2. Three (3) days after being deposited in the United States mail, with postage
prepaid to the recipient's address as stated in this Agreement.
Notice to Vendor:
REDLEE/SCS, Inc.
10425 Olympic Drive
Dallas, TX 75220
7
Notice to City:
Assistant City Manager
221 East Main Street
Round Rock, TX 78664
AND TO:
Stephan L. Sheets, City Attorney
309 East Main Street
Round Rock, TX 78664
Nothing contained herein shall be construed to restrict the transmission of routine
communications between representatives of City and Vendor.
23.01 APPLICABLE LAW; ENFORCEMENT AND VENUE
This Agreement shall be enforceable in Round Rock, Texas, and if legal action is
necessary by either party with respect to the enforcement of any or all of the terms or conditions
herein, exclusive venue for same shall lie in Williamson County, Texas. This Agreement shall be
governed by and construed in accordance with the laws and court decisions of the State of Texas.
24.01 EXCLUSIVE AGREEMENT
This document, and all appended documents, constitutes the entire Agreement between
Vendor and City. This Agreement may only be amended or supplemented by mutual agreement
of the parties hereto in writing, duly authorized by action of the City Manager or City Council.
25.01 DISPUTE RESOLUTION
If a dispute or claim arises under this Agreement, the parties agree to first try to resolve
the dispute or claim -by appropriate internal means, including referral to each party's senior
management. If the parties cannot reach a mutually satisfactory resolution, then and in that event
any such dispute or claim will be sought to be resolved with the help of a mutually selected
mediator. If the parties cannot agree on a mediator, City and Vendor shall each select a mediator
and the two mediators shall agree upon a third mediator. Any costs and fees, other than attorney
fees, associated with the mediation shall be shared equally by the parties.
City and Vendor hereby expressly agree that no claims or disputes between the parties
arising out of or relating to this Agreement or a breach thereof shall be decided by any arbitration
proceeding, including without limitation, any proceeding under the Federal Arbitration Act (9
USC Section 1-14) or any applicable state arbitration statute.
26.01 SEVERABILITY
The invalidity, illegality, or unenforceability of any provision of this Agreement or the
occurrence of any event rendering any portion or provision of this Agreement void shall in no
way affect the validity or enforceability of any other portion or provision of this Agreement. Any
8
such void provision shall be deemed severed from this Agreement, and the balance of this
Agreement shall be construed and enforced as if this Agreement did not contain the particular
portion or provision held to be void. The parties further agree to amend this Agreement to
replace any stricken provision with a valid provision that comes as close as possible to the intent
of the stricken provision. The provisions of this section shall not prevent this entire Agreement
from being void should a provision which is of the essence of this Agreement be determined to
be void.
27.01 MISCELLANEOUS PROVISIONS
Standard of Care. Vendor represents that it employs trained, experienced and
competent persons to perform all of the services, responsibilities and duties specified herein and
that such services, responsibilities and duties shall be performed in a manner according to
generally accepted industry practices.
Time is of the Essence. Vendor understands and agrees that time is of the essence and
that any failure of Vendor to fulfill obligations for each portion of this Agreement within the
agreed timeframes will constitute a material breach of this Agreement. Vendor shall be fully
responsible for its delays or for failures to use best efforts in accordance with the terms of this
Agreement. Where damage is caused to City due to Vendor's failure to perform in these
circumstances, City may pursue any remedy available without waiver of any of City's additional
legal rights or remedies.
Force Majeure.. Neither City nor Vendor shall be deemed in violation of this Agreement
if it is prevented from performing any of its obligations hereunder by reasons for which it is not
responsible as defined herein. However, notice of such impediment or delay in performance must
be timely given, and all reasonable efforts undertaken to mitigate its effects.
Multiple Counterparts. This Agreement may be executed in multiple counterparts, any
one of which shall be considered an original of this document; and all of which, when taken
together, shall constitute one and the same instrument.
IN WITNESS WHEREOF, City and Vendor have executed this Agreement on the dates
indicated.
City of Round Rock, Texas
REDLEE/SCS, Inc.,
By:13
��0
Printed Name: P ted Name:
Title: Title: Regional Mee Preside,*
Date Signed: Date Signed: 6 -r7 -0P
9
Attest:
By:
Sara L. White, City Secretary
For City, Approved as to Form:
By:
Stephan L. Sheets, City Attorney
10
INVITATION FOR BID (IFB)
CITY OF ROUND ROCK PURCHASING OFFICE
221 E. Main Streit
Round Rock, Tow 786044209
INDS ARE DUE TO THE PURCHASING OFFICE
AT THE MOVE ADDRESS WORE DID
OPENING TRW
INVOICE TO:
My of Round Rock
Accounts Payable
221 Ent SIM Street
Round Reek Toms 71e544253
OW F.O.B. DESTINATION
UNLESS OTHERWISE SPECIFIED WELOW
DESTINATIOtk
Various locations - eighteen (18) City
owned (seines as pot the attic:lied
specification 807410-39, dated 1112007.
FACSIMILE RESPONSES
SMALL NOT SE ACCEPTED
NM OPRMIIII OM I
MOM LOOM UM
HAW COMM OF IMAM NO
SINILOPE MOW SROM
ABM'S OP MOM MK
0
BIDDING INFORAWIlON: JANITORIAL SERVICES
MD NURSER 08407
WRING DATE 11/27/2007 at 3:00 P24.
810 LOCATION: 221 E. Main &rest, 1st Floor
Council Chambers
Round Rock, Toxin MU
RETURN SIGNED ORIGINAL AND ONE COPY OF IND
esigaillauairistenow
14401Y97td
OWN' /AZ -07
ID Ow bid WequalEy bld
A.dS DNA
David D. Martinez
NMI 1.10(1 BACK FOR INSTRUCTIONS:
TAX 0 NO.: 75-2353381
uommAmmanwe REDLEE/SCS INC.
pampa 10425 Olympic Drive
ADORES& Dallas, Texas 75220
mum= David D. Martinez
TeEptioNE No.: 214-357-4753
SUNINESSMITYTYPe Texas Corporation
"By the signabirs hereon afRxed, the bidder hereby catlike that neither th• bidder nor tho entity represented by art
bidder, or anyone acting for such entity has violated the antitrust laws of this Stale. codified in Section 15.01 it seq.
Texas Business and Commerce Code. or tiro Federal antitrust lows. nor communicated directly or indirectly. the bid
made to any competitor or any other person engaged in such line of business."
Rest Bid EvaluaRon; AN bids received shall be evaluated based on 18 best VOlUe for the City, which wal be determined
by considering ail or part of the following cdterle: Bid prig*: Reputation albs bidder and of bidder's goods and
services; The quality of the bidder's goods or senrices; The extent to which the goods or eardrum meet the City's needs;
Bidder's past noladonship *118 18. CNN any ',levant criteria spodlically listed in the soNcitation.
*NOM ONE OR YORE AWARDS MAY NE FOR ALL ITS =ED OR IN PART. MIMI= IS IN DE NEST INTEREST OF THE ars%
Bidder agrees to comply with a* conditions set forth below snd on the worse side 0( 181. IF&
Pagel 02
EXHIBIT
II A II
Pogo 2of2
nets
cuss $ 711311
MS iS
DESCRIPTION
EXTENSION
1
Mordhy rats for CITY HALL
221 East Main Street
24.000 sf - Bid to include all pricing to
meet specified requirements listed in
attached specification 04-910-39.
$ 2 , 3 8 0.8 0
Per Calendar Mona
2
Monthly rate for LIBRARY
Ties Eat Main Street
42,000 sf- Bid to include all pricing to
n specified requirements listed in
attached specification 04-910-39.
$ 4 , 16 6 .4 0
Per Calendar Monet
s
Monthly rats for PUBLIC WORKS
212 C0119111111,3specified
4.750 sf - Bid to Include ale prlcng to
$ 4 71.2 0
meet listed in
seethed specification 04-910-39.
Per Carer Man
4
Monthly rate for PUBLIC WORKS. (MB)
2005 Enterprise
13.322 s f - Bid to Include v pricing b
meet specified requirements listed in
seethed specNiication 04.91039.
$ 1, 32 1 . 54
Per Calendar Mona
s
Monthly rate for POLICE
3001 Tellabs Dive
90.000 ef - Bid to include all pricing b
meat specified requirements listed in
attached spedflation 04-910-39.
$ 8 , 92 8 . 00
Per Calendar Man
S
Monthly rats for PARD Yard Site
300 8. Burnet (Budding C)
1,790 sf - Bid to include all pricing to
meet specified requirements listed in
attached specification 04-910-39.
$ 17 7 . 5 7
Pr Carver Man
Monthly rats for CLAY MADSEN REC. CENTER
7 1600 0.111s School Road
38.000 sf - Bid b include all pricing to
meet specified requirements listed in
spedfialion 04-910-39.
$ 3 r 76 9.6 0
Per Calendar Mann
Monihy rats for McCONNICO BUILDING
I
301 West Bagdad
28,382 ef - Bid 10 include all pricing b
meet specified requirements listed in
attached specification 04-910-39.
$ 2 , 617.0 9
Per Calandr Man
Monthly rate for VEHICLE MAINTENANCE (MB)
e
901 Luther Peterson
1.400 of - Bid to include all pricing to
meet specified requirements fated m
attached specification 04-910-39.
$ 13 8 . 8 8
Per Colander Moab
Monthly rate for STREETSNVATERLWE MAIN.
t0
910 Luther Peterson
1,900 sf - Bid b include al pricing to
meet specified requirements listed in
$ 18 8.4 8
attached specification 04910-39.
Per Calender Month
1t Monthly rats for UTILITY SUPPORT (MB)
5494 North IH -35
900 sf - Bid b Include all pricing b meet
specified requirements Noted in attached
$ 8 9 .2 8
speaRcaBaa 04-910-39.
Per carrorMonth
Monthly rate for WATER PLANT
12
5494 North 1135
14.878 sf - Bid to iadude ad pricing b
meet speckled requirements listed In
$ 1, 4 75 . 7 0
attached spedBcation 04-91039.
Per CarwrderMon&
13 Monthly rate for METER READER et IAM'
5494 North 1135 spedNa6on
500 sf- Bid b include all pridng b meet
spedeed requirements listed in attached
$ 4 9.6 0
04-910-39.
Per Calendar Month
Monthly rate for BACA SENIOR ACTIVITY CENTER
14
301 W. Bagdad attached
28.435 81- Bid b iwkds all pricing b
meet specified requirements listed in
$ 2 , 82 0.7 5
specification 04-910-39.
Per Calendar Moth
Monthly rate for CENTRAL FIRE STATION 1,200
16
203 Conmaenee Blvd. - attached
sf - Bid b Include ed pricing b
met specified requirements listed In
$ 119.04
specification 04-910-39.
Per donor Moaeh
is ADDITIONAL REQUESTED SERVICES
Hourly labor tats Per emPbYae - all
equipment and supplies included
$ 17.5 0
Pr For
17 ADDITIONAL CARPET EXTRACTION AND CLEANING
Upon request by City of Round Rodd $
. 12
Par Square Foal
Pogo 2of2
SPECIFICATION NO.
00-968-73
DATE: October 2007
PART V
MAN-HOURS
Ust the number of person -hours per day and night your bid includes to efficiently and effectively comply with these
specifications for each of the following buildings:
BUILDING/LOCATION
City Hall
Library
Public Works
Public Works MB
Police, Bldg
PARD Yard Site
Clay Madsen Rec. Ctr.
McConico Bldg.
221 E. Main
216 E. Main
212 S. Commerce
2008 Enterprise
3001 Tellabs Drive
300 S. Burnet
1600 Gattis School Rd.
301 W. Baghdad
Vehicle Maint. Facility A&B901 Luther Peterson
Sheet rWaterline Maintenance
Utility Support MB
Water Plant
Meter Reader at WTP
Allen R. Baca Senior Center
Central Fire Station
910 Luther Peterson
5494 N. IH 35
5494 N. IH -35
5494 N. IH -35
301 W. Bagdad
203 Commerce Blvd
750
SO. FT
24,000
42,000
4,750
13,322
90,000
1,790
38,000
26,382
1,900
900
14,876
500
28,435
1,200
MAN-HOURS
7.5
13.0
1.5
4.0
28.0
1.0
12.0
8.0
1.0
1.0
1.0
5.0
1.0
9.0
1.0
Cleaning specifications and person hours were referenced from the Custodial Methods and Procedures Manual and 358
Cleaning Times Books.
REFERENCES
Ust below the name, address, telephone number and contact person of not less than four (4) references in Williamson and/or
Travis Counties where services are provided that are of a similar nature as those described in the attached specification.
NAME & ADDRESS TELEPHONE CONTACT PERSON(s1
See Attached Reference List
PART V SHALL BE RETURNED WITH THE BID RESPONSE
Failure to provide this required information with the bid response may automatically disqualify the response from
consideration for award in connection with this transaction.
Page 16of16
REFERENCE LIST
TRAVIS/WILLIAMSON COUNTY REFERENCES
(Additional References in Reference Section)
BLUE CROSS BLUE SHIELD OF TEXAS
202-206 W.13T" Street
Austin, TX 78759
Lloyd D. Romans
972, 766-2006 6 Yrs OfService
ST. MICHAELS CATHOLIC ACADEMY
300 Barton Creek Blvd.
Austin, TX 78735
Mike Marshall
512, 845-0271 4 Years of Service
TOWERS OF TOWN LAKE
Austin, TX 78701
Paul
512, 477-5095
712 CONGRESS AVENUE BUILDING
712 Congress Avenue
Austin, TX 78701
512, 916-0123
14 Years of Service
10 Years of Service
REDLEE/SCS
cp
INVITATION FOR BID ADDENDUM
PURCHASING OFFICE
CITY OF ROUND ROCK, TEXAS
IFB No. 08-007 Addendum No. 1 Date of Addendum: November 26, 2007
The Above Invitation For Bid (IFB) has been changed to include the following:
1. Revision of estimated square footage for STREETS/WATERLINE MAINTENANCE
BUILDING, 910 Luther Peterson: please revise estimate to 5,100 square feet.
IFB, Page 2 of 2, item 10
Specification # 08-968-73, Page 8 of 16
Specification # 08-968-73, Page 16 of 16, Part V
2. Revision of estimated square footage for VEHICLE MAINT. FACILITY & B, 901 Luther
Peterson: please revise estimate to 1400 square feel
Specification # 08-968-73, Page 16 of 16, Part V
3. Please revise the specification 3.2. to delete the following: deodorant bars for toilets and
urinals, air fresheners
From Specification # 08-986-73, Page 4 of 16
4. Please revise the specification 3.3. to add to the following: trash can liners, urinal
screens
Specification # 08-986-73, Page 4 of 16
5. Please revise the specification 24.4.3. to the following:
Thoroughly clean interior of all windows and blinds.
Thoroughly clean exterior windows up to 8 ft. tali.
Specification # 08-986-73, Page 9 of 16
All other terms and conditions of this IFB and specifications remain unchanged.
Approved by
By the signatures affixed below, Addendum No. 1 is hereby incorporated into and made a part
of the above referenced Invitation For Bid.
ACKNOWLEDGED
Vendor
Authorized Signature Date
RETURN ONE COPY OF THIS ADDENDUM TO THE PURCHASING OFFICE, CITY OF
ROUND ROCK WITH YOUR SEALED BID. FAILURE TO DO SO. MAY CONSTITUE
GROUNDS FOR REJECTION OF YOUR BID.
ITEMS BELOW APPLY TO AND BECOME A PART OF TERMS AND CONDITIONS OF BID
ANY EXCEPTIONS THERETO MUST BE IN WRITING
1. BIDDING REQUIREMENTS:
1.1 Bidding requires pricing per unit shown and extensions. If trade discount is shown on bid, it should be deducted and net line extensions shown. Bidders guarantees
product offered will meet or exceed specifications identified in this Invitation For Bid (IFB).
1.2 Bids should be submitted on this form. Each bid shall be placed in a separate envelope completely and properly identified. See instructions on reverse side. Bids must be
in the office of the City Purchasing Agent before the hour and date specified on the reverse side of this IFB.
1.3 Late bids properly identified will be returned to bidder unopened. Late bids will not be considered.
1.4 Bid F.O.B. destination, freight, prepaid, & allowed unless otherwise specified on the IFB. I otherwise, show exact cost to deliver.
1.5 Bid unit price on quantity and unit of measure specified, extend and show total. In case of errors in extension, unit prices shad govem. Bids subject to unlimited price
increase will not be considered.
1.6 Bid prices shall be firm for acceptance 30 days from bid opening date. 'Discount from List" bids are not acceptance unless requested. Cash discount will not be
considered in determining the low bid. Ad cash discounts offered wild be taken if earned.
1.7 Bids shad give Tax Identification Number, full name and address of bidder. Failure to sign will disqualify bid. Person signing bid shall show tittle and authority to bind
signatories firm in a contract Firm name should appear on each page in the block provided in the upper right comer. Business Entity shall be one (1) of the following:
Individual, Partnership, Sole Proprietorship, Estate/Trust, Corporation, Governmental. Non-profit, ad others shall be specified. INDIVIDUAL: List name and number as
shown on Social Sekxxity Card. SOLE PROPRIETORSHIP; list legal name followed by legal business name and Social Security Number. ALL OTHERS; List legal name
of entity and Tax Identification Number (Tin).
1.8 Bid cannot be altered or amended after opening time. Any Alterations made before opening time shall be initialed by bidder or an authored agent No bid can be
withdrawn after opening time without approval of the CITY based on a written acceptable reason.
1.9 The City is exempt from State Sales Tax and Federal Excise Tax. Do not include tax in bid.
1.10 The City reserves the right to accept or reject all or any part of bid, waive minor technicalities and award the bid to best serve the Interests of the City. Split awards may be
made at the sole discretion of the City.
1.11 Consistent and continued tie bids could cause rejection of bids by the City and/or investigation for antitrust violations.
1.12 Telephone bids and facsimile bids are not acceptable in response to the IFB.
1.13 CAUTION: Bid invitation allows sufficient ient time for receipt of the preferred mail response. The City shad not be responsible for bids received late, illegible, incomplete. or
otherwise ran -responsive
2. SPECIFICATION:
2.1 Any catalog, brand name or manufacturer's reference used in IFB is descriptive only (not restrictive), and is used to indicate type and quality desired. Bids on brands of like
nature and quality wfI be considered unless advertised under the provisions of Section 252.022 of the Texas Local Govemment Code. If other than brand(s) specified is
offered, illustrations and complete descriptions of product offered are requested to be made a part of the bid. If bidder takes no exceptions to specifications or reference
data in bid, bidder will be required to furnish brand names, numbers, etc, as specified in the IFB.
2.2 Ail items bid shad be new, in first class condition, including containers suitable for shipment and storage, unless otherwise indicated in IFB. Verbal agreements to the
contrary will not be recognized.
2.3 Samples, when requested, must be fumished free of expense to the City. if not destroyed in examination. they will be returned to the bidder, on request at bidder expense.
Each example should be marked with bidders' name and address, City bid number and code. Do not enclose in or attach to bid.
2.4 The City will not be bound by any oral statement or representation contrary to the mitten specifications of this IFB.
2.5 Manufacitrer's standard warranty shall apply unless otherwise stated in the IFB.
3. TIE BIDS: In case of tie bids, the award will be made in accordance with Section 271.901 of the Texas Local Government Code.
4. DELIVERY:
4.1 Bid should show number of days required to place material in City's designated location under normal conditions. Failure to state deliver time obligates bidder to complete
delivery in fourteen (14) calendar days. Unrealistically short or long delivery promises may cause bid to be disregarded. Consistent failure to meet delivery promises
without valid reason may cause removal from bid fist. (See 42 following.)
4.2 tf delay is foreseen, contractor shad give written notice to the City. The City has the right to extend delivery date if reasons appear valid. Contractor must keep the City
advised at ail times of status of order. Default in promised delivery (without acceptable reasons) or failure to meet specifications, authorizes the City to purchase supplies
elsewhere and charge full increase, if any, in cost and handling to defaulting contractor.
4.3 No substitutions or cancellations permitted without written approval of the City.
4.4 Delivery shad be made during normal working hours only, unless prior approval for late del' has been obtained from the
�+Y City, unless otherwise specified in the IFB.
5. INSPECTION AND TESTS: All goods will be subject to inspection and test by the City to the extent practicable at all times and places. Authorized City personnel shall have
access te any supplier's place of business for the purpose of inspecting merchandise. Tests may be performed on samples submitted with the bid or on samples taken from
regular shipments. If the products tested fail to meet or exceed ad conditions and requirements of the specifications, the cost of the sample used and the cost of the testing shall
be borne by the supplier. Goods, which have been delivered and rejected in whole or len part, may, at the City's option, be retumed to the Vendor or held for disposition at Vendor's
risk and expense. Latent defects may result in revocation of acceptance.
6. AWARD OF CONTRACT: A response to an IFB is an offer to contract with the City based upon the terms, conditions, and specifications contained in the IFB Bids do not become
contracts unless and until they are accepted by the City through its designates and a purchase order is issued. The contract shad be governed, construed. and interpreted under
the Charter of the City and the laws of State of Texas. AN contracts are subject to the approval of the City Cana.
7. PAYMENT: Vendor shad submit three (3) copies of an invoice showing the purchase order number on all copies.
8. PATENTS AND COPYRIGHTS: The contractor agrees to protect the City from claims involving infringements of patents or copyrights.
9. VENDOR ASSIGNMENTS: Vendor hereby assigns to purchaser any and all claims for overcharges associated with this contract, which arise under the antitrust laws of the State
of Texas. Tx. Bus. And Comm. Code Ann. Sec. 15.01. et seq. (1967).
10. BIDDER AFFIRMATION:
10.1 Signing this bid with a false statement is a material breach of contract and shall void the submitted bid or any resulting contracts. and the bidder shad be removed from all
bid lists. By signature hereon affixed, the bidder hereby certifies fies that
10.2 The bidder has not given, offered to give, nor intends to give any time hereafter any economic opportunity, future employment gift, loan, gratuity, special discount, Lip, favor,
or service to a public servant in connection with the submitted bid
10.3 The bidder is not currently delinquent in the payment of any debt owed the City.
10.4 Neither the bidder nor the firm, corporation, partnership, or any entity represented by the bidder, or anyone acting for such firm, corporation. or entity has violated the
antitrust laws of this State caddied in Section 15.01 et Seq. Texas Business and Commercial Code, or the Federal Antitrust Laws, nor communicated directly or indirectly
the bid made to any competitor, or any other person engaged in such line of business.
10.5 The bidder has not received compensation for participation in the preparation of the specification for this IFB.
11. NOTE TO BIDDERS: Any terms and conditions attached to bid wilt not be considered unless the bidder specifically references them on the front of this bid foram. WARNING: Such
terms and conditions may result in disqualification of the bid (e.g. bids with the laws of a state other than Texas requirements for prepayment Umifatbns on remedies, eta) The
City of Round Rock can only accept bids which contain all the terms and conditions of Its formal IFB; in particular, ad bidders animations and certifications must be included.
Submission of bids on forms other than laity bid form may result in disqualification of your bid.
12. INQUIRIES: Inquiries pertaining to bid invitations must give bid number, codes, and opening date.
SPECIFICATION NO.
07-910,39
DATE: November 2007
CITY OF ROUND ROCK
JANITORIAL SERVICES
PART I
1. PURPOSE: The City seeks to contract with a qualified bidder to provide all goods and labor to clean eighteen (18)
City owned facilities Identified on the Invitation for Bid (IFB).
2. DEFINITIONS: The following definitions shall be used for identified terms throughout the specification and bid
document:
2.1. Bidder identified throughout this specification shall describe persons and entities that consider themselves
qualified to provide the goods, equipment or services.
2.2. City — Identifies the City of Round Rock (Purchaser), Williamson and Travis Counties, Texas.
2.3. Contract —A mutually binding legal document obligating the Contractor to fumish the goods, equipment or
services, and obligating the City to pay for it.
2.4. Contractor—A person or business enterprise providing goods, equipment, labor and/or services to the City
as fulfillment of obligations arising from a contract or purchase order.
2.5. Goods represent materials, supplies, commodities and equipment.
2.6. Purchase Order - is an order placed by the Purchasing Office for the purchase of Goods or Services written
on the City's standard Purchase Order form and which, when accepted by the Bidder, becomes a contract.
The Purchase Order is the Bidder's authority to deliver and invoice the City for Goods or Services
specified, and the City's commitment to accept the Goods or Services for an agreed upon price.
2.7. Subcontractor - Any person or business enterprise providing goods, equipment, labor, and/or services to a
Contractor if such goods, equipment, labor, and/or services are procured or used in fulfillment of the
Contractor's obligations arising from a contract with the City.
3. CONFLICT OF INTEREST: Effective January 1, 2006, Chapter 176 of the Texas Local Govemment Code (House
Bill 914) requires that any vendor or person considering doing business with a local govemment entity disclose the
vendor or person's affiliation or business relationship that might cause a conflict of interest with a local govemment
entity. The Conflict of Interest Questionnaire form is available from the Texas Ethics Commission at
www.ethics.state.tx.us. Completed Conflict of Interest Questionnaires may be mailed or delivered by hand to the
City Secretary. If mailing a completed form, please mail to:
City of Round Rock
Christine Martinez, City Secretary
221 East Main Street
Round Rock, Texas 78664
3.1. Any attempt to intentionally or unintentionally conceal or obfuscate a conflict of interest may automatically
result in the disqualification of the vendor's proposal.
4. CLARIFICATION: For clarification of specifications, bidders may contact
Randy Barker
Purchasing Supervisor
City of Round Rock
Telephone: 512-218-3295
The individual listed above may be contacted by telephone or visited for clarification of the specifications only. No
authority is intended or implied that specifications may be amended or alterations accepted prior to bid opening without
written approval of the City of Round Rock through the Purchasing Division.
Page 1 of 16
SPECIFICATION NO.
08-968-73
DATE: October 2007
PART 11
GENERAL TERMS AND CONDITIONS
1. The Contractor shall provide all labor and goods necessary to perform the project. The Contractor shall employee
all personnel for work in accordance with the requirements set forth by the United States Department of Labor.
2. The Contractor shall be responsible for damage to the City's equipment and/or property, the workplace and its
contents by its work, negligence in work, its personnel and equipment. The Contractor shall be responsible and
liable for the safety; injury and health of its working personnel while its employees are performing service work.
3. The City is committed to maintaining an alcohol and drug free workplace. Possession, use, or being under the
influence of alcohol or controlled substances by Contractor, Contractor's employees, subcontractor (s') or
subcontractor (s') employees while in the performance of the service is prohibited. Violation of this requirement
shall constitute grounds for termination of the service.
4. BEST BID EVALUATION: All bids received shall be evaluated based on the best value for the City. Best value will
be determined by considering all or part of the criteria listed, as well as any relevant criteria specifically listed in the
solicitation.
4.1. Bid price.
4.2. Reputation of the bidder and of bidder's goods and services.
4.3. The quality of the bidder's goods or services.
4.4. The extent to which the goods or services meet the City's needs.
4.5. Bidder's past relationship with the City. All vendors will be evaluated on their past performance and prior
dealings with the City to include, but not limited to, failure to meet specifications, poor quality, poor
workmanship, late delivery.
5. AGREEMENT: The term of the Agreement, resulting from this Invitation for Bid, shall be for three (3) twelve-month
periods of time from the date of award. Prices shall be firm for the duration of the Agreement, except as provided
for herein. This agreement may be renewed for two (2) additional periods of time not to exceed twelve months for
each renewal.
6. PRICE ADJUSTMENT The City may permit "unit price" adjustments upward, only as a result of a cost increase in
services in accordance with the Producers Price Index at httpi/stats.bis.gov/ppi/. Price increases may be permitted
in accordance with the Producers Price Index. Any price increase to this contract shall be requested by Vendor in
writing and shall be accompanied by the appropriate documentation to justify the increase, and shall be received by
the City at least ninety (90) days prior to the agreement review date. Vendor may offer price decreases, even in
excess of the allowable percentage change, at any time during the contract term. The City reserves the sole option
to reject any price increase and terminate this contract should the City and the Vendor not agree on any price
increase.
7. VENDOR PERFORMANCE: The City Manager reserves the right to review the Vendor's performance at the end of
each twelve month agreement period and to cancel all or part of the Agreement (without penalty) or continue the
agreement through the next period.
8. NON APPROPRIATION: The resulting Agreement is a commitment of the City's current revenues only. It is
understood and agreed the City shall have the right to terminate the Agreement at the end of any City fiscal year if
the governing body of the City does not appropriate funds sufficient to purchase the estimated yearly quantities, as
determined by the City's budget for the fiscal year in question. The City Manager may effect such termination by
giving Contractor a written notice of termination at the end of its then current fiscal year.
9. CANCELLATION: The City reserves the right to cancel the Agreement without penalty by providing 30 days prior
written notice to the other party. Contractor shall provide the City with 120 days written notice prior to cancellation of
the Agreement and shall continue services for a period of time not to exceed 120 days after written notification.
Termination under this paragraph shall not relieve the Contractor of any obligation or liability that has occurred prior
to cancellation. NOTE: This Agreement is subject to cancellation, without penalty, at any time the City
deems the vendor to be non-compliant with contractual obligations.
Page 2 of 16
SPECIFICATION NO.
08-968-73
DATE: October 2007
10. TERMINATION FOR CONVENIENCE: The City Manager may terminate this Agreement at the City's convenience
with advance written notice to the Contractor. In addition, a cancellation may be made at the City Manager's
discretion upon the issuance of a notice or order of any governmental body, agency or court of competent
jurisdiction relating in any way to the subject matter of this Agreement. In case of such cancellation, the Contractor
agrees to immediately remove, at its expense, all supplies and equipment utilized or stored at the plant site within
ten (10) working days of receiving written notice from the City.
11. COMPLIANCE WITH LAWS: The successful bidder shall comply with all federal, state, and local laws, statutes,
ordinances, rules and regulations, and the orders and decrees of any court or administrative bodies or tribunals in
any matter affecting the performance of the resulting agreement, including without limitation, workers' compensation
laws, minimum and maximum salary and wage statutes and regulations, and licensing laws and regulations. When
requested, the Contractor shall fumish the City with satisfactory proof of its compliance.
12. ABANDONMENT OR DEFAULT: A Contractor who abandons or defaults the work on the agreement and causes
the City to purchase the services elsewhere may be charged the difference in service if any and shall not be
considered in the re -advertisement of the service and may not be considered in future bids for the same type of
work unless the scope of work is significantly changed.
13. CODES. PERMITS AND LICENSES: The successful bidder shall comply with all National, State and Local
standards, codes and ordinances and the terms and conditions of the services of the electric utility, as well as other
authorities that have jurisdiction pertaining to equipment and materials used and their application. None of the
terms or provisions of the specification shall be construed as waiving any rules, regulations or requirements of these
authorities. The successful bidder shall be responsible for obtaining all necessary permits, certificates and/or
licenses to fulfill contractual obligations (City of Round Rock fees and costs shall be waived).
14. INDEMNITY: Contractor shall indemnify, save harmless and defend the City, its officers, agents, servants, and
employees from and against any and all suits, actions, legal proceedings, claims, demands, damages, costs,
expenses, attomeys fees and any and all other costs or fees incident to the performance of the resulting agreement
and arising out of a willful or negligent act or omission of the Contractor, its officers, agents, servants and
employees.
15. INSURANCE; The successful Proposer shall meet or exceed ALL insurance requirements set forth by the City of
Round Rock as identified in Attachment A to the specifications. Any additional insurance requirements of
participating or cooperative parties will be included as subsequent Attachments and shall require mandatory
compliance.
16. LIENS: Contractor agrees to and shall indemnify and save harmless the City against any and all liens and
encumbrances for all labor, goods and services which may be provided under the resulting agreement. At the City's
request the Contractor or subcontractors shall provide a proper release of all liens or satisfactory evidence of
freedom from liens shall be delivered to the City.
17. VENUE: Both the City and the Contractor agree that venue for any litigation arising from a resulting agreement
shall lie in Williamson County, State of Texas.
18. INDEPENDENT CONTRACTOR: It is understood and agreed that the Contractor shall not be considered an
employee of the City. The Contractor shall not be within protection or coverage of the City's Worker' Compensation
Insurance, Health Insurance, Liability Insurance or any other insurance that the City from time to time may have in
force and effect.
Page 3 of 16
SPECIFICATION NO.
08-968-73
DATE: October 2007
PART I11
SPECIFICATIONS
1. STATEMENT OF INTENT: This specification describes the terms and conditions for providing services to dean and
maintain eighteen (18) City of Round Rock buildings. These specifications cover only the general requirements.
Bidders shall be responsible for fumishing and carrying out the service that meets or exceeds all of the
requirements as set forth herein, as well as provide equipment designed for the intended application.
2. BIDDER QUALIFICATONS: The opening of a bid will not be construed as the City's acceptance of such bidder as
qualified and responsible. The City reserves the right to determine the best value from information submitted with
the bid. All bidders shall furnish the following information at a minimum:
2.1. References: Provide the name, address, telephone number and point of contract of at least three firms
that have utilized the same or similar services for at least 2 years. References may be checked prior to
award. Any negative responses received may result in disqualification of bid for award.
2.2. Identify any subcontractors used for this project. Experience, qualifications and references of the
subcontractors shall be submitted. The City reserves the right to approve or disapprove all subcontractors
prior to any work performed.
3. PURPOSE: For the supply of custodial services for a twelve (12) month period in accordance with the following
specifications:
3.1. The Contractor shall provide the cleaning equipment specified in deaning equipment specifications. The
deaning equipment and product specifications and standard of performance listed shall be considered as
the minimum cleaning equipment and product specifications and standard of performance required to
perform acceptable services at the facilities listed. It is not the City's intent to require a specific brand of
product; however, the City reserves the right to require the Contractor to use cleaning materials conforming
to the specifications listed if the Contractor's cleaning products do not, in the City's opinion, provide
effective sanitation and/or cleanliness of the facilities.
3.2. The Contractor shall furnish any and all cleaners, disinfectants, waxes, wax stripping materials,
wastebasket liners, disposable bags for sanitary disposal, deodorant bars for toilets and urinals, air
fresheners, and any other products required to provide the cleaning services specified herein.
3.3. The City will provide hand towels, toilet tissue, hand soaps, hand cleanser/conditioner, and lights. The
Contractor shall fill dispensers.
3.4. The Contractor shall be responsible for the scheduling of the cleaning requirements specified herein.
Work shall be scheduled in such a way that it does not disrupt the functions and normal day-to-day activity
of the City facilities. The City reserves the right to approve and make suggested changes to the schedule
set up by the Contractor. It is expressly understood by the Contractor that the intent of this Contract is to
supply the complete custodial services for the interior portions of the buildings listed.
3.5. The Contractor shall submit a complete work schedule for each month and service location to:
3.5.1. Facilities Maintenance Division, 2015 Lamar, Round Rock, Texas, 78664, within fifteen (15)
calendar days after award.
3.6. A supervisor representing the successful Contractor shall be on site at all times Monday through Sunday
according to the Hours of Work Schedule. A joint inspection, coordinated with the City is Facilities
Maintenance Manager, is required once per month.
3.7. The City of Round Rock shall be sole judge of said quality and required frequency of services provided
herewith.
3.8. The Contractor shall be staffed to maintain optimum conditions of cleanliness. If the level of cleaning at
any time is considered unacceptable to the City of Round Rock, the Contractor will be required to increase
his staff or take whatever measures are required to provide acceptable cleanliness.
Page 4 of 16
SPECIFICATION NO.
08-968-73
DATE: October 2007
4. STANDARDS: The Facilities Maintenance Manager shall evaluate custodial service using the following standards:
4.1. Dusting: A properly dusted surface is free of all dirt and dust, streaks, lint and cobwebs. Dusting shall be
accomplished with properly treated cloths.
4.2. Plumbing Fixture and Dispenser Cleaning: Plumbing fixtures and dispensers are clean when free of all
deposits and stains so that the item is left without dust, streaks, film, odor or stains.
4.3. SweepingNacuuming: A properly swept floor is free of all dirt, grit, lint and debris, except embedded dirt
and grit.
4.4. Spot Cleaning: A surface adequately spot cleaned is free of all stains, deposits, and is substantially free
of cleaning marks.
4.5. Damp Mopping: A satisfactorily damp mopped floor is without dirt, dust, marks, film, streaks, debris or
standing water.
4.6. Metal Cleaning: AH cleaned metal surfaces are without deposits or famish and with a uniformly bright
appearance. The cleaner used is to be removed from adjacent surfaces.
4.7. Glass Cleaning: Glass is clean when all glass surfaces are without streaks, film, deposits and stains, and
have a uniformly bright appearance and adjacent surfaces have been wiped dean.
4.8. Floor Finish Removal (Stripping): Removal is accomplished when surfaces have all finish removed down
to the flooring materials, are free of all dirt, stains, deposits, debris, cleaning solution and standing water,
and the floor has a uniform appearance when dry. Plain water rinse and pick-up shall follow finish removal
operation immediately.
4.9. Finished Floor (Application): A floor is satisfactorily finished when all old wax/polish has been completely
removed, including in comers and along edges and sufficient coats of sealer and wax/polish have been
properly applied with enough drying time between each coat to assure no streaking, bubbling or yellowing
and is not splashed on wall or fumiture.
4.10. Scrubbing: Scrubbing is satisfactorily performed when all surfaces are without embedded dirt, cleaning
solution, film, debris, stains and marks, or standing water and floor has a uniformly dean appearance. A
plain water rinse shall follow the scrubbing process immediately.
4.11. Wall Washing: After cleaning, the surfaces of all walls, ceilings, exposed pipes and equipment shall have
a uniformly clean appearance, free from dirt, stains, streaks, lint and cleaning marks. Painted surfaces
shall not be unduly damaged. Hard finish wainscot or glazed ceramic tile surfaces shall be bright, free of
film streaks and deposits.
4.12. Buffing of Finished Floor Surfaces: All finished floor areas shall be spray buffed sufficiently for
maximum gloss, removal of surface dirt and have a uniform appearance. Only non-skid and City approved
spray -buff products shall be used.
4.13. Spot Cleaning Carpets: A carpet adequately spot cleaned is free of all stains, deposits, gum, and spills.
Care shall be taken to use a product that shall not harm or discolor the carpet fibers.
5. Pre-bid conferences will be conducted November 19, 2007 and November 20, 2007 at 9:30a.m. 221 East Main
Street, City Council Chambers in Round Rock, TX.
5.1. A Facilities Maintenance Coordinator will conduct a site inspection tour immediately following the pre-bid
conferences on November 19, 2007 and November 20, 2007. Bidders are required to provide their own
transportation for the site inspection tour.
5.2. Bidders shall sign in at the site inspection to become aware of all conditions affecting performance and bid
prices.
6. For site information and appointment for one of the above listed site visits, bidders may contact
PETE DOMINGUEZ
(512) 801-4547
The individual listed above may be telephoned or visited for site information and inspection only. No authority is
intended or implied that specifications may be amended or alterations accepted prior to bid opening without written
approval of the city.
Page 5 of 16
SPECIFICATION NO.
08-968-73
DATE: October 2007
7. DEFECTIVE WORK AND DAMAGES: The successful bidder shall be responsible for damage to the City's
equipment and/or the work place and its contents, by its work, negligence in work, its personnel and equipment.
7.1. The City may, at its sole option, require the successful bidder to correct all defective work or damages and
the successful bidder shall correct it within forty-eight (48) hours of notification.
7.2. If the successful bidder fails to make said corrections within this time frame, the City may withhold from
payments due or to become due an amount to correct said defective work or damages.
8. ACCIDENT PREVENTION AND LIABILITY: The successful bidder shall be responsible and liable for the safety,
injury and health of its working personnel while its employees are performing service work.
9. LABOR AND EQUIPMENT: The successful bidder shall provide all labor and equipment necessary to perform this
service.
9.1. All employees of the successful bidder shall be no less than eighteen (18) years of age, and shall be
experienced in the type of work to be performed.
9.2. No visitors, wives, husbands, relatives, or children of the successful bidder's employees shall be allowed in
the workplace during the working hours specified herein, unless they are bona fide employees of the
successful bidder.
9.3. Any breach of this requirement may be grounds for immediate termination of the contract.
10. SUPERVISION: The successful bidder shall, at all times, have a representative who is authorized to receive and
executive directives, on behalf of the successful bidder, from the City's authorized representative.
11. SECURITY: The successful bidder shall at all times assure that the City's property is secure and protected and that
access to the buildings is denied to all persons. Additionally, no person shall be allowed in the building that is not
covered by the successful bidders insurance and bond.
12. TERM OF CONTRACT:
12.1. The contract shall be for twelve (12) consecutive months with the City, which shall commence from the
date of award forward.
12.2. The City reserves the right to extend (with mutual agreement of the successful bidder) the contract for four
(4) additional twelve (12) month periods beginning at the end of the original and each succeeding period.
13. CANCELLATION:
13.1. The City reserves the right, during any annual contract period, to cancel all or part of the contract:
13.2. The City reserves the right to review bidder performance within thirty (30) days without notice if three (3)
major complaints of substandard performance are received in the same month from the same building.
13.2.1. The City retains the right to determine what constitutes a major complaint.
13.3. The successful bidder may cancel this contract for cause by providing one -hundred twenty (120) days
written notice to the City. Termination under this paragraph shall not relieve the successful bidder of any
obligation or liability that has occurred prior to cancellation.
14. ADDITIONAL SERVICES:
14.1. The City may require the addition of services from the Contractor as the requirements of the City change.
This may entail additional facility areas and/or additional services required at contracted facilities. The
Contractor shall provide the City with a cost for these additional facilities or services based upon the cost
structure utilized in establishing the cost for the areas that were initially contracted.
15. DELETION OF SERVICES:
15.1. The City reserves the right to delete any portion of this contract at any time without cause. If such right is
exercised, the total fee shall be reduced by the amount established for that service. If work has already
been accomplished on the portion of the contract to be deleted, the Contractor shall be paid for the deleted
portion on the basis of the percentage of completion.
16. TEXAS LAW: This agreement shall be govemed according to the laws of the State of Texas.
17. IMMIGRATION REFORM CONTROL ACT OF 1986: Contractor shall be responsible for compliance with the
Immigration Reform Control Act of 1986.
Page 6 of 16
SPECIFICATION NO.
08-968-73
DATE: October 2007
18. BACKGROUND CHECKS:
18.1. The successful bidder agrees to conduct background checks on all employees assigned to perform duties
on City property and furnish said findings to the City prior to commencement of work.
18.2. In an effort to provide the safest possible environment for City employees and enhance the security of
physical resources, the City reserves the right to independently conduct criminal background checks on
applicable employees of successful bidder.
18.3. The City of Round Rock reserves the right to act as sole interpreter and authority relative to results of
background checks.
18.4. Negative or less than desirable findings of said background check shall disqualify employees from duties
required by this contract.
18.5. Failure to remove or replace disqualified employees immediately after identification shall be grounds for
termination of this contract by the City without prior notice.
18.6. This action shall be consistent with the requirements of the law and prudent practices, and shall conform to
the requirements of Texas Govemment Code 559.003, as it may be amended from time to time
19. MAKE READY SERVICES: The City will not allow a "Make Ready Charge" for additional time, supplies, and
equipment to bring each building up to standard. If, in the opinion of the bidder, the buildings are not up to
standard, the successful bidder shall be allowed to bring the building up to standard over a period of time not to
exceed two (2) months from the date of contract.
20. HOURS OF WORK: The following are the hours work may begin and the hours they shall terminate.
LOCATION
City Hall:
221 E. Main Street
Library:
216 E. Main Street
Public Works:
212 Commerce Cove
2008 Enterprise (A&B)
Police:
3001 Tellabs Drive
Vehicle Maintenance A&B:
901 Luther Peterson
McConico Building:
301 West Baghdad
PARD (Yard site):
300 S. Bumet (Bldg. C)
Clay Madsen Rec. Center
1600 Gattis School Rd.
Utility Support Building:
5494 N. IH -35
Streets/Waterline Maintenance:
910 Luther Peterson
Water Treatment Plant:
5494 N. IH -35
Meter Reader @ WTP:
5494 N. IH -35
Allen R. Baca Senior Center:
301 W. Bagdad, Building B
Central Fire Station:
203 Commerce Blvd
COMMENCE
Monday, 5:00 P.M.
Sunday, 9:00 P.M.
Monday, 5:00 P.M.
Monday, 5:00 P.M.
Sunday, 7:00 P.M.
Monday 5:00 P.M.
Monday, 5:00 P.M.
Monday, 5:00 P.M.
Sunday, 7:00 P.M.
Monday, 4:00 P.M.
Monday, 6:00 P.M.
Monday, 3:00 P.M.
Monday, 3:00 P.M.
Monday, 5:30 P.M.
Weekend schedule
Monday, 3:00 P.M
TERMINATE
Saturday, 7:00 A.M.
Saturday, 7:00 A.M.
Friday, 7:00 A.M.
Friday, 7:00 A.M.
Saturday, 11:30 P.M.
Friday, 11:30 P.M.
Friday, 11:30 P.M.
Friday, 7:00 A.M.
Saturday, 11:30 P.M.
Friday, 5:30 P.M.
Friday, 11:30 P.M.
Friday, 5:30 P.M.
Friday, 5:30 P.M.
Friday, 11:30 P.M.
has not been determined
Friday, 5:00 P.M.
Page 7 of 16
(5 days/week)
(7 days/week)
(5 days/week)
(5 days/week)
(7 days/week)
(5 days/week)
(5 days/week)
(5 days/week)
(7 days/week)
(5 days/week)
(5 days/week)
(5 days/week)
(5 days/week)
(5 days/week)
(7 days/week)
(5 days/week)
SPECIFICATION NO.
08-968-73
DATE: October 2007
20.1. The City Council Chambers at City Hall and the McConico Building are used for meetings several nights
each week. The successful bidder shall ensure that the hallways and Chambers are leaned after each
meeting. Cleaning is to be done before 7:00 A.M. the next business day. Cleaning is to be not to be done
during, immediately before, or after a meeting. Before a meeting Is when preparation is being made for the
meeting and/ or participants are beginning to arrive for the meeting. After a meeting is when items used
during the meeting are being removed and/or not all participants have left the chambers.
21. BUILDING LOCATION AND SQUARE FEET:
BUILDING
City Hall
Library
Public Works
Public Works A&B
Police, Bldg
PARD Yard Site
Clay Madsen Rec. Center
McConico Bldg.
Vehicle Maint. Fac. A&B
Streets/Waterline 910
Utility Support A&B
Water Treatment
Meter Reader at WTP
Allen R. Baca Senior Center
Central Fire Station
TOTAL
LOCATION SQUARE FEET
221 E. Main
216 E. Main
212 Commerce Cove
2008 Enterprise
3001 Tellabs Drive
300 S. Bumet (Bldg. C)
1600 Gattis School Rd.
301 West Baghdad
901 Luther Peterson
Luther Peterson
5494 N. IH 35
5494 N. IH -35
5494 N. IH -35
301 W. Bagdad
203 Commerce Blvd
1,900
24,000
42,000
4,750
13,322
90,000
1,790
38,000
26,382
1,400
900
14,876
500
28,435
1,200
289,455
22. MAINTENANCE CONDITIONS: It is the responsibility of the successful bidder to maintain all areas where custodial
maintenance services are provided in a neat and attractive condition. Furniture, trash and waste containers, desk
materials, files, cabinets and equipment shall generally be retumed to their original location if required to be moved
during deaning.
23. PERSONNEL: The successful bidder's personnel shall present a neat appearance and perform their work
understanding that the City is a public entity requiring concem for the City's public relations.
24. CLEANING SPECIFICATIONS: Services to be completed at all locations unless designated otherwise in scope of
individual locations.
24.1. DAILY: Each day the following shall be done:
24.1.1. Spot dean all interior glass/frames, glass panels, side glass and entry doors.
24.1.2. Empty all trash receptacles, spot clean replace liners as required. Includes recyding
containers.
24.1.3. Clean and polish all bright work/metal trim removing fingerprints, smudges, water and other
marks.
24.1.4. Sweep/dry mop non -carpeted floors, induding stairs and landings. Damp mop floors and
stairs with clean water and solutions required by manufacturers standards. Remove all
foreign substances such as gum or tar. Maximum care shall be taken by the Contractor on a
daily basis to maintain the highest quality appearance of hard surface floors.
24.1.5. Spot clean all hard surface walls to hand height of fingerprints, dust, soil, gum, etc., utilizing
dean water or solutions required by manufacturer's standards. Maximum care shall be taken
by the Contractor on a daily basis to maintain the highest quality appearance of hard surface
walls.
24.1.6. Detail; clean/polish all threshold plates and elevator tracks removing soil.
24.1.7. Remove all trash and refuse to designate areas.
24.1.8. Clean, disinfect, and polish drinking fountains, removing all water residue from top,
mouthpiece and sides. Spot clean adjacent walls and floor due to water splash.
24.1.9. Spot clean light switches. Remove fingerprints from switches and adjacent wall.
24.1.10. Vacuum entire carpeted area (wall to wall), induding elevators, beyond normal traffic lanes
including under and around all fumiture. Care shall be taken not to bang walls when moving
furniture.
24.1.11. Spot clean all carpets. Remove stains, deposits, gum, and spills.
Page 8 of 16
SPECIFICATION NO.
08-968-73
DATE: October 2007
24.1.12. Wipe clean all tables, counters, and shelves.
24.1.13. Clean floor, walls and doors of elevator in Parking Garage.
24.2. WEEKLY: Once per week, the following shall be done:
24.2.1. Comers and edges of floors shall be swept or vacuumed to remove all dirt and dust.
24.2.2. Thoroughly dust all chair and table legs and baseboards.
24.2.3. Buff/polish non -carpeted floors as required by manufacturer's standards to retain a uniform
bright appearance. Attention shall be paid to edges, comers, and behind doors. At all times,
the Contractor shall utilize non -slip floor finishes.
24.2.4. Wipe dean all baseboards upon completion of once weekly floor treatment.
24.2.5. Thoroughly dust with treated cloth window frames and sills.
24.2.6. Dust high and low fixtures.
24.2.7. Ensure all walls, ceilings, fixtures, and comers are free of cobwebs.
24.2.8. Clean custodian doset/storage areas to include washing sink, dust mop and wet floor,
restocking supplies and equipment.
24.2.9. Floor mats - remove gum and spots, wash with mild detergent/soap, rinse, and let dry before
placing back on floor.
24.2.10. Fabric chairs and couches - remove gum and spot clean.
24.2.11. Clean stairwell steps. Apply non -slip cleaner to restore new -look finish.
24.3. MONTHLY: Once per month, the following shall be done:
24.3.1. Thoroughly vacuum all upholstered fumiture.
24.3.2. Thoroughly dean all wall, ceiling and floor vents.
24.3.3. Spot clean baseboards, removing heel marks and soil.
24.3.4. Thoroughly dust with clean cloth, all window blinds. Spot wash as needed. Accomplish all
high dusting not reached as described in Part 11 paragraphs, 5.0 and 6.0.
24.3.5. Dust and clean ceiling diffusers.
24.3.6. Dust and dean all retum vents.
24.3.7. Remove smudges from walls.
24.3.8. Vacuum all upholstered fumiture.
24.3.9. Damp wipe telephones using disinfectant.
24.3.10. Machine strip and apply wax to vinyl flooring, including elevator floors, so as present the best
possible appearance at all times.
24.3.11. Clean and polish inside surface of all windows as needed, but not less than every two (2)
months.
24.3.12. Dust bookshelves in library.
24.3.13. Machine scrub all ceramic tile restroom floors and disinfect. WAX SHALL NOT BE USED
ON CERAMIC FLOORS.
24.3.14. Machine scrub ceramic tile floors in hallways and rooms 101 and 105 in City Hall.
24.4. QUARTERLY — Work to be done within the 1st, 4th, 7th and 10"' months of the contract.
24.4.1. Strip hard surface floors and refinish with two (2) coats of sealer and three (3) coats of floor
wax/polish with products per this specification. All old "wax' build-up; especially in comers
and along baseboards shall be removed.
24.4.2. Thoroughly clean all light fixtures and lenses.
24.4.3. Thoroughly dean all windows and blinds.
25. BREAK ROOM
25.1. DAILY: Once per day, the following shall be done:
25.1.1. Wipe clean and sanitize all counter tops, refrigerators (exterior), tables, chairs, cabinets,
(exterior), coffee makers (exterior), vending machines, microwave ovens (exterior), exterior of
trash receptacles and paper towel dispensers.
25.1.2. Clean, polish and sanitize all surfaces of sink with germicidal detergent, wiping excess liquid
off faucet and adjacent walls. Polish all.
25.1.3. Sweep between and around vending machines, refrigerators, cabinets, etc.
25.1.4. Sweep and wet mop with germicidal detergent non -carpeted floors.
25.1.5. Spot dean walls.
25.1.6. Spot clean carpets removing stains, deposits, gum, and spills.
Page 9 of 16
SPECIFICATION NO.
08-968-73
DATE: October 2007
26. RESTROOMS
26.1. DAILY: Once per day, the following shall be done:
26.1.1. Sweep and wet mop restroom floors with germicidal detergent and clean water, including
baseboard. Maximum care shall be taken to remove and prevent staining to floor surface
and grout.
26.1.2. Clean all surfaces of basins, bowls, toilet seats, and urinals with germicidal detergent, wiping
excess liquid off adjacent walls, fixtures and partitions.
26.1.3. Clean empty restroom dispensers and refill with supplies, making sure that there is no soap
residue at spout of dispenser. Remove wrapper from toilet paper. Contractor shall not leave
extra rolls of toilet paper or paper towels in restrooms unless dispenser shall hold more than
one roll.
26.1.4. Wash and polish mirror, basin shelves/counters, bright work, soap dispensers, piping and
push plates on doors, making sure there is no residue build-up anywhere on bright work.
26.1.5. Dust partitions, ledges and doors. Spot clean light switches, doors and walls.
26.1.6. Spot clean restroom wall partitions including ceramic tile, removing streaks, smudges and
graffiti. Maximum care shall be taken to prevent staining to wall tile and grout.
26.1.7. Waste receptacles are to be emptied and spot cleaned; liners, provided by Contractor, are to
be replaced. Trash is to be removed to pre -designated area.
26.1.8. Clean and refill sanitary machines with supplies to be provided by City of Round Rock.
26.1.9. Showers are to be completely deaned with germicidal detergent and free of soapy water
residue build-up anywhere.
26.1.10. Fill floor drains with water and pour a capful of enzyme bacteria product daily in drains.
26.1.11. Wash all restroom partitions on both sides, including doors, hinges, and partition seams.
26.1.12. Note: The City of Round Rock shall supply air sanitizer for special existing dispensers.
27. COMPUTER ROOM AREA
27.1. Areas: Computer Room areas are located at 221 E. Main Street on the 2nd floor and at the Library at 216
E. Main Street. These areas require different cleaning requirements.
27.2. Hours: Services in the Computer Room areas shall be provided once a month during the period of
7:30a.m. — 11:00 a.m.
27.3. Operator Present Computer Room operator shall be present at all times that cleaning is performed in the
Computer/Printer Room, Computer Workroom, Repair and Storage rooms.
27.3.1. Contractor shall be responsible for coordinating work schedule with availability of Computer
Room operator.
27.4. Computer Cleaning Services: Only custodians trained in cleaning of computers can perform this work.
27.4.1. Clean each week using lint free tags.
27.4.2. Always spray chemical on cloth, never directly on computer or keyboard.
27.4.3. Use Windex or equivalent to clean monitor screen.
27.4.4. Use Fantastic or equivalent to clean monitor and keyboard.
27.4.5. Use foam tip swab to dean between keys on keyboard.
27.4.6. 91% Isopropyl Alcohol shall be used to remove ballpoint pen and permanent marker.
27.5. Additional Cleaning Requirements: Because of the high potential for damage to electrical cabling and
other equipment below the raised Computer Room floor, the following precautions shall be observed:
27.5.1. A computer room operator shall be present to assist in moving computer equipment as needed
and to coordinate the cleaning in accordance with proper procedures.
27.5.2. No dust or dirt is to become airbome. No vacuuming, dry dusting, or dust mopping may be
performed in the Computer Room.
27.5.3. No mop buckets, other containers of liquids, spray cans, or spray bottles may be taken into the
Computer Room.
27.5.4. Mops and cloths shall be cleaned, rinsed, and thoroughly wrung out the outside the Computer
Room so that no water can drip through cracks or ventilation holes in the floor tiles or onto
equipment. Cloths used for leaning shall be low -lint cloths. Care shall be taken not to damage or
soil the acoustical walls.
Page 10 of 16
SPECIFICATION NO.
08-968-73
DATE: October 2007
28. PRODUCT SPECIFICATIONS
28.1. Water Emulsion Metal -Link Polymer Floor Finish: This specification covers a self -polishing, slip
resistant, all synthetic water emulsion floor finish intended for use on, and not detrimental to, sealed and
finished wood surfaces, asphalt tile, linoleum, rubber, vinyl composition, painted concrete, terrazzo and
cement surfaces. The product is to be used without dilution except as may be recommended by the
manufacturer. Aad sensitive emulsions are excluded. Product shall not contain oil or be oil-based in
nature.
28.1.1. The finish shall consist of all synthetic components. It shall contain no natural waxes.
28.1.2. The finish shall contain a minimum of fifteen percent (15%) non-volatile material.
28.1.3. The finish shall consist of polyacrylic and polyethylene components. Polymers shall be
metal -linked to provide excellent detergent resistance.
28.1.4. The product shall be safe for use on all kinds of floors, including asphalt, vinyl, linoleum,
terrazzo, marble, sealed wood, cork, rubber and other composition tile surfaces.
28.1.5. The product shall produce a colorless, rough, non -slip, water resistant coating having a very
high gloss.
28.1.6. The finish shall be re-coatable within fifteen 15 minutes, or as recommended by
manufacturer, after prior coat has dried. Second coat shall not whiten nor lift the first coat- it
shall produce enhanced gloss.
28.1.7. The product shall resist scuffing, powdering and scratching under traffic to a satisfactory
degree and shall respond to buffing.
28.1.8. The finish shall level well on application without streaking or puddling.
28.1.9. The finish shall resist wet cleaning with alkaline detergents without being removed from the
floor and without destroying gloss. However, it shall be easily removable by common
stripping methods.
28.1.10. The product shall not be acid sensitive and shall resist acidic cleaners and strippers,
including acidic soft drinks and fruit juices.
28.1.11. The finish shall be non -yellowing on the floor and shall be milk white in the original container,
rather than yellow.
28.1.12. The finish shall bear the UL seal of approval for slip resistance on the label.
28.1.13. The finish shall be film forming at usual temperatures and shall produce no powdering and no
crazing.
28.1.14. The finish shall be waterproof within twelve (12) hours after application. Product shall have
good -to -excellent water resistance.
28.1.15. The finish shall be free from objectionable odor and shall not develop an offensive odor upon
storage in the original unopened container.
28.2. Water Emulsion Type Floor Wax or Finish Remover (Stripper): This specification covers commercial
wax remover for use in stripping water -emulsion floor wax or finish (including the metal -link polymers) from
vinyl, rubber, asphalt and other composition floor surfaces. This remover can also be used as a heavy duty
deaner for ceramic and conductive floors. The compound shall be a liquid of one grade only. Product
shall not contain oil or be oil-based in nature.
28.2.1. The compound shall be homogeneous, highly concentrated free-flowing liquid, and so
formulated that it may be diluted with clear water. It shall be composed of synthetic
detergents, alkaline builders and sequestering agents. It shall not cause skin irritations when
used in accordance with directions_
28.2.2. The compound shall be free rinsing and free from odor, which might be objectionable under
conditions of use.
28.2.3. The compound shall not contain any fatty acid soaps.
28.2.4. The compound shall be stable and not lose its original effectiveness or otherwise deteriorate
when stored for nine (9) months in a closed shipping container at room temperature.
28.2.5. The non-volatile content shall not be less than 6.5% at 105 degrees C.
28.2.6. The pH value of a 1.0% by weight solution shall be between 2.6 and 12.0.
28.2.7. The compound shall be completely mixed with tap water in all proportions.
Page 11 of 16
SPECIFICATION NO.
08-968-73
DATE: October 2007
28.3. Quaternary Ammonium Chloride Detergent/Disinfectant: This specification covers one type of
synthetic detergent and germicide liquid cleaner designed for general cleaning, sanitizing and deodorizing
in one operation.
28.3.1. The cleaner disinfectant shall be a balanced blend of synthetic organic detergents, inorganic
alkaline builders, water softening agents and synthetic quatemary ammonium germicide.
Color shall be optional.
28.3.2. The cleaner disinfectant shall not contain any soap, mercury compounds, chlorine, peroxide
or formaldehyde, or materials that release such compounds when diluted according to
directions. The product shall be safe to use in food preparation areas, 100% biodegradable.
28.3.3. Anti -microbial Requirements: The disinfectant shall have a phenol coefficient of about 10.0
against S. Typhosa and Staphylococcus Aureus by the A.O.A.C. confirmation test at a one to
sixty-four (1:64) dilution. The disinfectant shall kill Pseudomonas Acruginosa at a one to
sixty-four (1:64) dilution and shall be effective against both Gram positive and Gram-negative
organisms.
28.3.4. Odor. A one to sixty-four (1:64) dilution of the cleaner disinfectant in distilled water shall be
odorless and shall not develop an unpleasant odor on surfaces cleaned.
28.3.5. Quatemary ammonium content shall be 3.80% active, minimum.
28.3.6. Non-volatile content at 150 degrees C shall be 12.0% minimum.
28.3.7. Hard Water Tolerance: Effective within thirty (30) seconds in waters up to and including 750
p.p.m. of hardness.
28.3.8. Cleaning Efficiency: A one to sixty-four (1:64) dilution of the cleaner shall exhibit a cleaning
efficiency of not less than eighty percent (80%) when tested as described in Paragraph 4.4.6
of Federal Specification PC -431 a. In solution, the cleaner shall provide adequate, but not
excessive, suds.
28.3.9. Approval: The product shall be approved by the USDA, be EPA registered for use in
Federally Inspected Meat Packing and Poultry Processing establishments. The disinfectant
shall be acceptable for medical and non-medical uses.
28.4. Lotion Cleanser: This specification covers a lotion type abrasive disinfectant cleanser for the cleaning of
porcelain surfaces and for general maintenance use. Product shall not contain oil or be oil-based in
nature.
28.4.1. The cleanser shall be made from high quality soap, abrasive and disinfectant agents,
uniformly mixed. Small amounts of other ingredients may be added to improve the quality of
the cleanser.
28.4.2. The cleanser shall be a white or an attractive, pleasing color, scented or unscented, and of
uniform composition.
28.4.3. Rinseability: Complete.
28.4.4. The moisture content shall not exceed fifty-five percent (55%).
28.4.5. Anhydrous synthetic detergent content - five -percent (5%) minimum to ten -percent (10%)
maximum.
28.4.6. Abrasive content shall not be less than thirty percent (30%).
28.4.7. PH value of this liquid shall be between seven (7) and ten (10).
28.4.8. Product shall not separate when stored at fifty (50) degrees C for seven days.
28.5. Non Acid Type Bowl Cleaner: This specification covers a non -acid -type bowl cleaner for de -scaling and
disinfecting toilet bowls and urinals. Cleaner shall be a thick liquid formula that shall cling to bowl and
urinal surfaces it cleans.
28.5.1. Compound shall contain no hydrochloric acid.
28.5.2. The compound shall be a stable liquid and not lose effectiveness or otherwise deteriorate
when stored in a closed container at room temperature.
28.5.3. Compound shall be safe on porcelain and chrome, one -hundred -percent (100%)
biodegradable, non-flammable.
28.5.4. Compound shall remove rust, water minerals, lime, soap scum, body oils, grease, with
excellent hard water tolerance.
28.5.5. Compound shall be free of harmful alkaline or abrasives.
28.5.6. Liquid product shall be packaged in thirty-two ounce (32 oz.) container with flip -open cap.
28.5.7. Use of two ounces (2 oz.) shall be sufficient to remove soil, rust, lime scale and uric
incrustation as well as disinfect and deodorize under normal conditions.
28.5.8. Product shall not be detrimental to china and glass surfaces at full strength. Product shall
not be detrimental to glazed and ceramic tile, carpeting. Product shall not interfere with the
Page 12 of 16
SPECIFICATION NO.
08-968-73
DATE: October 2007
digestive operation in septic tank systems. Product shall be non -fuming. Product shall have
minimum viscosity of 200 cps.
28.6. Glass Cleaner: Non -aerosol liquid glass cleaner covered by this specification is intended primarily for use
on windows, mirrors and other glass surfaces. Product shall not contain oil or be oil-based in nature.
28.6.1. The compound shall be a blend of synthetic organic detergents, alcohol, solvents and
germicidal components; it shall not contain any perfume, ammonia or inorganic alkalis.
28.6.2. Cleaning efficiency - when the compound is properly applied to glass surfaces and polished,
it shall leave the surface free from dust, grime, and ordinary soil material.
28.6.3. Flash point - the flash point of the liquid shall be not Tess than 105 degrees F.
28.6.4. PH value - the pH value of the liquid shall be not less than 11.0 or more than 11.5 at 25
degrees C.
28.7. Concentrated Synthetic Cleaner: This specification covers one grade of a liquid concentrated compound
suitable for wet cleaning for both painted and unpainted surfaces where hard or soft water prevails. It shall
be an effective cleaning agent for use on wood, rubber, asphalt tile, terrazzo marble or concrete floors.
Product shall not contain oil or be oil-based in nature.
28.7.1. Compound shall be composed of low sudsing cleaners to be used on floors, floor finishes,
and have a mild odor.
28.7.2. The ingredients shall be assembled to form a homogeneous liquid with no more than a trace
of suspended matter. It shall be biodegradable.
28.7.3. The compound shall be non -caustic and contain no soap, inorganic materials.
28.7.4. Compound shall be completely multiple -water soluble in distilled water at room temperature.
28.7.5. Compound shall contain no free alkali or ammonia.
28.7.6. Compound shall contain no free oil, abrasives or other harmful ingredients and shall not be
irritating to the skin.
28.7.7. Compound shall be non-flammable. The compound shall be stable and not let its original
effectiveness or otherwise deteriorate when stored for nine (9) months in a closed shipping
container at room temperature.
28.7.8. PH of the compound shall be 6.0 - 8.0 PHS at one -percent (1%) concentration.
28.7.9. Emulsification of grease, oil and dirt - very good.
28.7.10. Free rinsing - excellent.
28.7.11. Foaming - moderate with excellent stability in the presence of grease and oil.
28.7.12. Use dilution for normal finished floor mopping - about sixty to one (60:1).
28.8. Stainless Steel Cleaner/Polisher: This specification covers a product, which is designated to clean and
protect metal surfaces. Product shall not contain oil or be oil-based in nature.
28.8.1. Solution shall be a blend of solvents and polishing agents, which shall remove grease,
fingerprints and tight soil.
28.8.2. It shall provide protective water resistance; prevent rusting, corrosion and discoloration.
28.8.3. It shall contain no harsh abrasives.
28.8.4. It shall be non -aerosol and safe to use on drinking fountains and eyewashes.
28.9. Furniture Polish: This specification covers a non -aerosol agent designed to clean and polish wood and
wood product surfaces.
28.9.1. It shall be a blend of silicone, oils, waxes and cleaning agents.
28.9.2. It shall remove dust, smudges, fingerprints and stains. It shall protect surfaces and does not
smear.
28.9.3. It shall have a pleasant odor and be water based with no harmful solvents.
28.9.4. It shall be safe on all -wood surfaces, leather, vinyl and counter/table tops.
28.9.5. Solution shall not leave a film and not attract dirt particles.
28.10. Graffiti Remover: This specification covers a product designed to remove ink, pencil, crayon, lipstick,
adhesives, grease and other agents on painted and unpainted surfaces such as walls, wood surfaces,
floor, Formica and fiberglass.
28.10.1. Solution shall not harm or remove finishes from surface.
28.10.2. It shall be non -aerosol.
28.10.3. It shall be non-flammable.
28.11. All -Purpose Cleaner: This specification covers one grade of a liquid cleaning compound suitable for
cleaning all types of surfaces.
28.11.1. Solution shall be a concentrated water-soluble ingredient with pH factor of 11.0 to 12.5.
Page 13 of 16
SPECIFICATION NO.
08-968-73
DATE: October 2007
28.11.2. Solution shall be biodegradable.
28.11.3. Solution shall be applied and wiped off with no rinsing required.
28.11.4. Solution shall remove all common soils from most surfaces.
28.11.5. It shall not streak or leave a film. Product shall not contain oil or be oll-based in nature.
28.11.6. Solution shall contain no phosphates, ammonia or other abrasive materials.
28.11.7. Solution shall be pleasant smelling.
28.12. Enzyme Bacteria Products: This specification covers a non -aerosol enzyme digestant that dissolves
odors in floor drains.
28.12.1. Solution shall have a pleasant odor.
28.12.2. Solution shall work to neutralize odors with use of high activity enzymes and bacterial
cultures.
28.12.3. Solution shall be non-acid and non -corrosive and shall not harm plumbing.
28:12.4. Solution shall be used to neutralize odors under and around toilets, sinks and urinals.
28.12.5. Solution shall continue to neutralize odors even after product has dried on surface.
28.12.6. Solution shall have active bacterial count of at least 37 billion per gallon.
28.12.7. pH range shall be 7.0 to 8.5
28.12.8. Solution shall have no flash point.
28.13. Degreaser: This product covers a non -butyl cleaner and degreaser designed to remove a wide variety of
grease and soil on any surface not harmed by water.
28.13.1. Solution shall be water based, biodegradable product containing rust inhibitors.
28.13.2. Solution shall remove soap scum and body oils in showers and washroom surfaces.
28.13.3. Solution shall be non-flammable, free rinsing and non -filming and contain no fumes.
28.13.4. Dilution rate shall be sixteen to one (16:1) for general cleaning, one to eight (1:8) for heavy
duty cleaning.
28.13.5. Solution may be used with pressure washers and foam guns.
28.13.6. Solution shall be USDA approved.
28.13.7. PH value shall not exceed 12.0.
28.13.8. Solution shall be suitable for use on floors and walls in soft or hard water.
28.13.9. Composition shall consist of a blend of synthetic detergents, solvents and alkalis.
28.14. Hard -Water Deposit Remover: This product concems an extra strength cleaner designed to remove hard
water scale and discoloration.
28.14.1. Solution shall be designed to cling to surfaces.
28.14.2. It shall be safe to use on chrome, ceramic tile, and porcelain surfaces.
28.14.3. Solution shall be biodegradable and contain no hydrochloric acid.
28.14.4. It shall be pleasant scented.
28.15. Spot Remover: This product is designated to remove stains and spots from most types of carpets.
28.15.1. Solution shall be safe for use on most carpet surfaces.
28.15.2. Solution shall be used on upholstery, textiles, vinyl, leathers, and synthetics.
28.15.3. Solution shall be effective in the removal of red dye and products containing this dye.
28.15.4. Solution shall remove gum and other adhesives.
28.15.5. Solution shall be a deodorizer and enzyme digestant.
28.15.6. Solution shall be pH balanced and be effective on most types of stains found in commercial
buildings.
28.15.7. Product shall not contain oil or be oil-based in nature.
Page 14 of 16
SPECIFICATION NO.
08-968-73
DATE: October 2007
PART IV
SERVICE, ACCEPTANCE AND PAYMENT
1. SERVICE: The successful bidder shall respond to a request for service:
1.1 Within 12 hours of notification for telephone service and/or maintenance conflict.
1.2 Within 24 hours of notification for on-site service and/or maintenance.
2. ACCEPTANCE: Acceptance inspection should not take more than five working days. The vendor will be notified
within this time frame if the service is not in full compliance with the specifications. If any purchase order is
cancelled for non-acceptance, the needed service may be purchased elsewhere and the vendor may be charged full
increase, if any, in cost and handling.
3. INVOICING: Contractor shall submit one original and one copy of each invoice on a monthly basis to the following
address:
City of Round Rock
Accounts Payable
221 East Main Street
Round Rock, TX 78664-5299
4. PROMPT PAYMENT POLICY: Payments will be made within thirty days after the City receives the supplies,
materials, equipment, or the day on which the performance of services was completed or the day on which the City
receives a correct invoice for the supplies, materials, equipment or services, whichever is later. The Contractor may
charge a late fee (fee shall not be greater than that which is permitted by Texas law) for payments not made in
accordance with this prompt payment policy; however, this policy does not apply to payments made by the City in
the event
4.1 There is a bona fide dispute between the City and Contractor conceming the supplies, materials, services
or equipment delivered or the services performed that causes the payment to be late; or
4.2 The terms of a federal agreement, grant, regulation, or statute preventing the City from making a timely
payment with Federal Funds; or
4.3 There is a bona fide dispute_ between the Contractor and a subcontractor or between a subcontractor and
its suppliers conceming supplies, material, or equipment delivered or the services performed which caused
the payment to be late; or
4.4 The invoice is not mailed to the City in strict accordance with instructions, if any, on the purchase order or
agreement or other such contractual agreement.
OVERCHARGES: Contractor hereby assigns to the City of Round Rock (Purchaser) any and all daims for
overcharges associated with this agreement which arise under the antitrust laws of the United States, 15 USGA
Section 1 Q ggg., and which arise under the antitrust laws of the State of Texas, Bus. and Com. Code, Section
15.01, el seq.
Page 15 of 16
SPECIFICATION NO.
08-968-73
DATE: October 2007
PART V
MAN-HOURS
List the number of person -hours per day and night your bid includes to efficiently and effectively comply with these
specifications for each of the following buildings:
BUILDING/LOCATION
City Hall
Library
Public Works
Public Works
Police, Bldg
PARD Yard Site
Clay Madsen Rec. Ctr.
McConico Bldg.
A&B
221 E. Main
216 E. Main
212 S. Commerce
2008 Enterprise
3001 Tellabs Drive
300 S. Bumet
1600 Gattis School Rd.
301 W. Baghdad
Vehicle Maint. Facility A&6901 Luther Peterson 750
Streets/Waterline Maintenance 910 Luther Peterson
Utility Support A&B
Water Plant
Meter Reader at WTP
Alien R. Baca Senior Center
Central Fire Station
5494 N. IH 35
5494 N. IH -35
5494 N. IH -35
301 W. Bagdad
203 Commerce Blvd
SQ. FT
24,000
42,000
4,750
13,322
90,000
1,790
38,000
26,382
1,900
900
14,876
500
28,435
1,200
MAN-HOURS
Cleaning specifications and person hours were referenced from the Custodial Methods and Procedures Manual and 358
Cleaning Times Books.
REFERENCES
List below the name, address, telephone number and contact person of not less than four (4) references in Williamson and/or
Travis Counties where services are provided that are of a similar nature as those described in the attached specification.
NAME & ADDRESS TELEPHONE CONTACT PERSON(s1
PART V SHALL BE RETURNED WITH THE BID RESPONSE
Failure to provide this required information with the bid response may automatically disqualify the response from
consideration for award in connection with this transaction.
Page 16 of 16
ATTACHMENT A
CITY OF ROUND ROCK
INSURANCE REQUIREMENTS
1. ,INSURANCE: The Vendor shall Procure and maintain at its sole cost and expense for the duration
of the contract or Purchase order resulting from a response to this bid/Soecification insurance
against claims for iniuries to Persons or damages to Property which may arise from or in
connection with the Performance of the work as a result of this bid by the successful bidder its
agents. representatives. volunteers. employees or subcontractors.
1.1. Certificates of Insurance and endorsements shall be furnished to the City and approved
by the City before work commences.
1.2. The following standard insurance policies shall be required:
1.2.1. General Liability Policy
1.2.2. Automobile Liability Policy
1.2.3. Worker's Compensation Policy
1.3. The following general requirements are applicable to all policies:
1.3.1. Only insurance companies licensed and admitted to do business in the State of
Texas shall be accepted.
1.32. Deductibles shall be listed on the Certificate of Insurance and are acceptable
only on a per occurrence basis for property damage only.
1.3.3. Claims made policies shall not be accepted, except for Professional Liability
Insurance.
1.3.4. Upon request, certified copies of all insurance policies shall be furnished to the
City
1.3.5. Policies shall include, but not be limited to, the following minimum limits:
1.3.5.1. Minimum Bodily Injury Limits of $300,000.00 per occurrence.
1.3.5.2. Property Damage Insurance with minimum limits of $50,000.00 for
each occurrence.
1.3.5.3. Automobile Liability Insurance for all owned, non -owned, and hired
vehicles with minimum limits for Bodily Injury of $100,000.00 each
person, and $300,000.00 for each occurrence, and Property
Damage Minimum limits of $50,000.00 for each occurrence.
1.3.5.4. Statutory Worker's Compensation Insurance and minimum
$100,000.00 Employers Liability Insurance.
1.3.6. Coverage shall be maintained for two years minimum after the termination of the
Contract.
1.4. The City shall be entitled, upon request, and without expense to receive copies of
insurance policies and all endorsements thereto and may make reasonable request for
deletion, revision, or modification of particular policy terms, conditions, limitations, or
exdusions (except where policy provisions are established by law or regulation binding
either of the parties hereto or the underwriter of any of such policies). Upon such request
by the City, the Vendor shall exercise reasonable efforts to accomplish such changes in
policy coverage and shall pay the cost thereof. All insurance and bonds shall meet the
requirements of the bid specification and the insurance endorsements stated below.
1.5. Vendor agrees that with respect to the required insurance, all insurance contracts and
certificate(s) of insurance will contain and state, in writing, on the certificate or its
attachment, the following provisions:
Page 1 of 4
1.5.1. Provide for an additional insurance endorsement clause declaring the Vendor's
insurance as primary.
1.5.2. Name the City and its officers, employees, and elected officials as additional
insured's, (as the interest of each insured may appear) as to all applicable
coverage.
1.5.3. Provide thirty days notice to the City of cancellation, non -renewal, or material
changes
1.5.4. Remove all language on the certificate of insurance indicating:
1.5.4.1. That the insurance company or agent/broker shall endeavor to notify
the City; and,
1.5.4.2. Failure to do so shall impose no obligation of liability of any kind
upon the company, its agents, or representatives.
1.5.5. Provide for notice to the City at the addresses listed below by registered mail:
1.5.6. Vendor agrees to waive subrogation against the City, its officers, employees,
and elected officials for injuries, including death, property damage, or any other
loss to the extent same may be covered by the proceeds of insurance.
1.5.7. Provide that all provisions of this contract conceming liability, duty, and standard
of care together with the indemnification provision, shall be underwritten by
contractual liability coverage sufficient to include such obligations within
applicable policies.
1.5.8. All copies of the Certificate of Insurance shall reference the project name, bid
number or purchase order number for which the insurance is being supplied.
1.5.9. Vendor shall notify the City in the event of any change in coverage and shall
give such notices not less than thirty days prior notice to the change, which
notice shall be accomplished by a replacement Certificate of Insurance.
1.5.10. All notices shall be mailed to the City at the following addresses:
Assistant City Manager
Clty of Round Rock
221 East Main
Round Rock, TX 78664-5299
City Attorney
City of Round Rock
309 East Main
Round Rock, TX 78664
6. WORKERS COMPENSATION INSURANCE
6.1. Texas Labor Code, Section 406.098 requires workers' compensation insurance coverage
for all persons providing services on building or construction projects for a govemmental
entity.
6.1.1. Certificate of coverage ("certificate") - A copy of a certificate of insurance, a
certificate of authority to self -insure issued by the Texas Workers' Compensation
Commission, or a coverage agreement (TWCC-81, TWCC-82, TWCC-83, or
TWCC-84), showing statutory workers' compensation insurance coverage for
the person's or entity's employees providing services on a project, for the
duration of the project.
6.1.2. Duration of the project - includes the time from the beginning of the work on the
project until the CONTRACTOR'S /person's work on the project has been
completed and accepted by the OWNER.
6.2. Persons providing services on the project ("subcontractor") in Section 406.096 - includes
all persons or entities performing all or part of the services the CONTRACTOR has
undertaken to perform on the project, regardless of whether that person contracted
directly with the CONTRACTOR and regardless of whether that person has employees.
This includes, without limitation, independent contractors, subcontractors, leasing
companies, motor carriers, owner -operators, employees of any such entity, or employees
of any entity, which fumishes persons to provide services on the project. "Services"
include, without limitation, providing, hauling, or delivering equipment or materials, or
providing labor, transportation, or other service related to a project. "Services" does not
Page 2 of 4
include activities unrelated to the project, such as food/beverage vendors, office supply
deliveries, and delivery of portable toilets.
6.3. The CONTRACTOR shall provide coverage, based on proper reporting of classification
codes and payroll amounts and filing of any coverage agreements, that meets the
statutory requirements of Texas Labor Code, Section 401.011(44) for all employees of the
CONTRACTOR providing services on the project, for the duration of the project.
6.4. The CONTRACTOR must provide a certificate of coverage to the OWNER prior to being
awarded the contract.
6.5. If the coverage period shown on the CONTRACTOR'S current certificate of coverage
ends during the duration of the project, the CONTRACTOR must, prior to the end of the
coverage period, file a new certificate of coverage with the OWNER showing that
coverage has been extended.
6.6. The CONTRACTOR shall obtain from each person providing services on a project, and
provide to the OWNER:
6.6.1. a certificate of coverage, prior to that person beginning work on the project, so
the OWNER will have on file certificates of coverage showing coverage for all
persons providing services on the project and
6.62. no later than seven calendar days after receipt by the CONTRACTOR, a new
certificate of coverage showing extension of coverage, if the coverage period
shown on the current certificate of coverage ends during the duration of the
project.
6.7. The CONTRACTOR shall retain all required certificates of coverage for the duration of
the project and for one year thereafter.
6.8. The CONTRACTOR shall notify the OWNER in writing by certified mail or personal
delivery, within 10 calendar days after the CONTRACTOR knew or should have known,
or any change that materially affects the provision of coverage of any person providing
services on the project.
6.9. The CONTRACTOR shall post on each project site a notice, in the text, form and manner
prescribed by the Texas Workers' Compensation Commission, informing all persons
providing services on the project that they are required to be covered, and stating how a
person may verify coverage and report lack of coverage.
6.10. The CONTRACTOR shall contractually require each person with whom it contracts to
provide services on a project, to:
6.10.1. provide coverage, based on proper reporting of classification codes and payroll
amounts and filing of any coverage agreements, that meets the statutory
requirements of Texas Labor Code, Section 401.011(44) for all its employees
providing services on the project, for the duration of the project
6.10.2. provide to the CONTRACTOR, prior to that person beginning work on the
project, a certificate of coverage showing that coverage is being provided for all
employees of the person providing services on a project, for the duration of the
project;
6.10.3. provide the CONTRACTOR, prior to the end of the coverage period, a new
certificate of coverage showing extension of coverage, if the coverage period
shown on the current certificate of coverage ends during the duration of the
project;
6.10.3.1. obtain from each other person with whom it contracts, and provide to
the CONTRACTOR:
6.10.3.1.1.
6.10.3.1.2.
a certificate of coverage, prior to the other person
beginning work on the project and
a new certificate of coverage showing extension of
coverage, prior to the end of the coverage period, if
the coverage period shown on the current certificate
of coverage ends during the duration of the project
Page 3 of 4
6.10.3.2. retain all required certificates of coverage on file for the duration of
the project and for one year thereafter,
6.10.3.3. notify the OWNER in writing by certified mail or personal delivery,
within 10 calendar days after the person knew or should have
known, of any change that materially affects the provision of
coverage of any person providing services on the project; and
6.10.3.4. contractually require each person with whom it contracts, to perform
as required by paragraphs (Athru G), with the certificates of
coverage to be provided to the person for whom they are providing
services.
6.10.3.5. By signing the solicitation associated with this specification, or
providing, or causing to be provided a certificate of coverage, the
Contractor is representing to the Owner that all employees of the
Contractor who will provide services on the project will be covered
by workers' compensation coverage for the duration of the project,
that the coverage will be based on proper reporting of classification
codes and payroll amounts, and that all coverage agreements will
be filed with the appropriate insurance carrier or, in the case of a
self-insured, with the Commission's Division of Self -Insurance
Regulation. Providing false or misleading information may subject
the Contractor to administrative penalties, criminal penalties, civil
penalties, or other civil actions.
6.10.3.6. The Contractor's failure to comply with any of these provisions is a
breach of contract by the Contractor that entitles the Owner to
declare the contract void if the Contractor does not remedy the
breach within ten calendar days after receipt of notice of breach
from the owner.
Page 4 of 4
DATE: July 15, 2008
SUBJECT: City Council Meeting—July 24, 2008
ITEM: 10D2. Consider a resolution authorizing the Mayor to execute an Agreement for
Janitorial Services with Redlee/SCS, Inc.
Department: Engineering and Development Services
Staff Person: Tom Word, Chief of P.W. Operations
Larry Madsen, Liaison Construction Manger
Pete Dominguez, Project Manager
Justification:
This Contract will provide janitorial service for 14 city buildings listed on the bid tab. This
contract will be awarded for three consecutive twelve-month periods, and after that term may
be renewed for two (2) successive twelve-month periods.
Funding:
Cost: $723,721.32
Source of funds: General Funds
Outside Resources:
Redlee/SCS, Inc.
Background Information:
The City has faced several challenges with the current Janitorial Service Contractor regarding
the cleaning service they provide the City. The City received 15 bids on November 27, 2007.
The Janitorial Service Committee did a site visit to the three lowest bidders that included
Redlee, Clean Across Texas, and OBS (Oriental Business Services). As a result of the site visits,
the Committee recommended Redlee/SCS, Inc. for this contract.
Public Comment: N/A
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Document
Follows
CITY OF ROUND ROCK
AGREEMENT FOR JANITORIAL SERVICES
WITH REDLEE/SCS, INC.
THE STATE OF TEXAS
CITY OF ROUND ROCK
COUNTY OF WILLIAMSON
COUNTY OF TRAVIS
KNOW ALL BY THESE PRESENTS:
That this Agreement for janitorial services, and for related goods and services, referred to
herein as the "Agreement," is made and entered into on this the '! 1h day of the month of
, 2008, between the CITY OF ROUND ROCK, TEXAS, a home -rule
municip 1ity whose offices are located at 221 East Main Street, Round Rock, Texas 78664,
referred to herein as the "City," and REDLEE/SCS, INC., a Texas corporation, whose offices are
located at 10425 Olympic Drive, Dallas, Texas 75220, referred to herein as the "Vendor." This
Agreement supersedes and replaces any previous agreement between the named parties, whether
oral or written, and whether or not established by custom and practice.
RECITALS:
WHEREAS, City desires to purchase janitorial services, and to purchase goods and
services related to cleaning and maintenance, and City desires to procure same from Vendor; and
WHEREAS, City has issued its "Invitation for Bid" for the provision of said goods and
services, and City has selected the bid submitted by Vendor, and
WHEREAS, the parties desire to enter into this Agreement to set forth in writing their
respective rights, duties, and obligations;
NOW, THEREFORE, WITNESSETH:
That for and in consideration of the mutual promises contained herein and other good and
valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties
mutually agree as follows:
1.01 DEFINITIONS
A. Agreement means the binding legal contract between City and Vendor whereby
City is obligated to buy specified goods and Vendor is obligated to sell same. The Agreement
includes: (a) City's Invitation for Bid designated IFB 08-007, Specification Number 08-968-73
dated October 2007; (b) Vendor's Response to IFB; (c) contract award; and (d) any exhibits,
addenda, and/or amendments thereto. Any conflicts or inconsistencies in the contract documents
shall be resolved by giving preference in the following order:
00140438/jkg
(1) This Agreement;
(2) City's Invitation for Bids, exhibits, and attachments;
(3) Vendor's Response to IFB.
B. City means the City of Round Rock, Williamson and Travis Counties, Texas.
C. Effective Date means the date upon which the binding signatures of both parties
to this Agreement are affixed.
D. Force Majeure means acts of God, strikes, lockouts, or other industrial
disturbances, acts of the public enemy, orders of any kind from the government of the United
States or the State of Texas or any civil or military authority, insurrections, riots, epidemics,
landslides, lightning, earthquakes, fires, hurricanes, storms, floods, restraint of the government
and the people, civil disturbances, explosions, or other causes not reasonably within the control
of the party claiming such inability.
E. Goods mean the specified supplies, materials, commodities, or equipment.
F. Vendor means REDLEE/SCS, Inc., or any of its successors or assigns.
2.01 EFFECTIVE DATE, TERM, ALLOWABLE RENEWALS, PRICES FIRM
A. This Agreement shall be effective on the date it has been signed by both parties
hereto, and shall remain in full force and effect unless and until it expires by operation of the
term stated herein, or until terminated or extended as provided herein.
B. The term of this Agreement shall be for three (3) consecutive twelve-month
periods from the effective date hereof. After that term, this Agreement may be renewed for
successive terms of twelve (12) months each, not to exceed in the aggregate two (2) such
renewals, with such renewals to occur on or before the expiration date of the preceding term, and
with such renewals being absolutely predicated upon the express written agreement of both
parties. Such renewals are permitted only provided Vendor has performed each and every
contractual obligation specified in this original Agreement.
C. Prices shall be firm for the duration of this Agreement and for any renewal
periods. No separate line item charges shall be permitted for invoicing purposes, including but
not limited to equipment rental, demurrage, costs associated with obtaining permits, or any other
extraneous charges. City may permit "unit price" adjustments upwards only as a result of a cost
increase in goods or services in accordance with the Producers Price Index located at
http://stats.bls.gov/ppi/home.htm. Any price increase shall be requested by Vendor in writing
and accompanied by the appropriate documentation to justify the requested increase. Vendor
may offer price decreases in excess of the allowable percentage change.
2
D. City reserves the right to review the relationship at any time, and may elect to
terminate this Agreement with or without cause or may elect to continue.
3.01 CONTRACT DOCUMENTS AND EXHIBITS
City selected Vendor as the integrator of choice to supply the goods as outlined in IFB
08-007, Specification Number 08-968-73 dated October 2007, and Response to IFB submitted
by Vendor, all as specified in Exhibit "A" attached hereto and made a part hereof for all
purposes. The intent of these documents is to formulate an Agreement listing the responsibilities
of both parties as outlined in the IFB and as offered by Vendor in its Response to the IFB.
The goods and services which are the subject matter of this Agreement are described in
Exhibit "A" and, together with this Agreement, comprise the total Agreement and they are fully
a part of this Agreement as if repeated herein in full.
4.01 CONTRACT AMOUNT; SCOPE OF WORK
Contract Amount. In consideration for the janitorial services to be performed by
Vendor, City agrees to pay Vendor in an amount not to exceed the following: $20,103.37 per
month.
Scope of Work. For purposes of this Agreement, City has issued documents delineating
the required services, and Vendor has issued its response agreeing to provide all such required
services, and such documents are included in Exhibit "A" attached hereto and made a part hereof
for all purposes. When taken together with the appended exhibits, this Agreement shall evidence
the entire understanding and agreement between the parties and shall supersede any prior
proposals, correspondence or discussions.
Vendor shall satisfactorily provide all services described under the attached exhibits
within the contract term specified herein. Vendor shall perform its services in accordance with
this Agreement, in accordance with the appended exhibits, in accordance with due care, and in
accordance with prevailing industry standards for comparable services.
5.01 ITEMS AWARDED
All bid items on Exhibit "A" are awarded to Vendor.
6.01 COSTS
Unit prices listed on Exhibit "A" shall be the basis of any charges collected by Vendor.
7.01 INVOICES
All invoices shall include, at a minimum, the following information:
3
A. Name and address of Vendor;
B. Purchase Order Number;
C. Description and quantity of items received; and
D. Delivery dates.
8.01 INTERLOCAL COOPERATIVE CONTRACTING / PURCHASING
Authority for local governments to contract with one another to perform certain
governmental functions and services, including but not limited to purchasing functions, is
granted under Government Code, Title 7, Chapter 791, Interlocal Cooperation Contracts,
Subchapter B and Subchapter C, and Local Government Code, Title 8, Chapter 271, Subchapter
F, Section 271.101 and Section 271.102.
Other governmental entities within the State of Texas may be extended the opportunity to
purchase off of the City of Round Rock's bid, with the consent and agreement of the successful
vendor(s) and Round Rock. Such agreement shall be conclusively inferred for the vendor from
lack of exception to this clause in the vendor's response. However, all parties hereby expressly
agree that the City of Round Rock is not an agent of, partner to, or representative of those outside
agencies or entities and that the City of Round Rock is not obligated or liable for any action or
debts that may arise out of such independently -negotiated "piggyback" procurements.
9.01 NON -APPROPRIATION AND FISCAL FUNDING
This Agreement is a commitment of City's current revenues only. It is understood and
agreed that City shall have the right to terminate this Agreement at the end of any City fiscal year
if the governing body of City does not appropriate funds sufficient to purchase the services as
determined by City's budget for the fiscal year in question. City may effect such termination by
giving Vendor a written notice of termination at the end of its then -current fiscal year.
10.01 PROMPT PAYMENT POLICY
In accordance with Chapter 2251, V.T.C.A., Texas Government Code, any payment to be
made by City to Vendor will be made within thirty (30) days of the date City receives goods
under this Agreement, the date the performance of the services under this Agreement are
completed, or the date City receives a correct invoice for the goods or services, whichever is
later. Vendor may charge interest on an overdue payment at the "rate in effect" on September 1
of the fiscal year in which the payment becomes overdue, in accordance with V.T.C.A., Texas
Government Code, Section 2251.025(b). This Prompt Payment Policy does not apply to
payments made by City in the event:
(a) There is a bona fide dispute between City and Vendor, a contractor,
subcontractor, or supplier about the goods delivered or the service performed
that cause the payment to be late; or
4
(b)
There is a bona fide dispute between Vendor and a subcontractor or between a
subcontractor and its supplier about the goods delivered or the service
performed that causes the payment to be late; or
(c) The terms of a federal contract, grant, regulation, or statute prevent City from
making a timely payment with federal funds; or
(d) The invoice is not mailed to City in strict accordance with any instruction on
the purchase order relating to the payment.
11.01 GRATUITIES AND BRIBES
City may, by written notice to Vendor, cancel this Agreement without incurring any
liability to Vendor if it is determined by City that gratuities or bribes in the form of
entertainment, gifts, or otherwise were offered or given by Vendor or its agents or
representatives to any City officer, employee or elected representative with respect to the
performance of this Agreement. In addition, Vendor may be subject to penalties stated in Title 8
of the Texas Penal Code.
12.01 TAXES
City is exempt from Federal Excise and State Sales Tax; therefore, tax shall not be
included in Vendor's charges.
13.01 ORDERS PLACED WITH ALTERNATE VENDORS
If Vendor cannot provide the goods as specified, City reserves the right and option to
obtain the products from another supplier or suppliers.
14.01 INSURANCE
Vendor shall meet all requirements as stated in the attached Invitation for Bid No. IFB
08-007, Specification No. 08-968-73 (including Attachment A entitled "City of Round Rock
Insurance Requirements" and all attachments and exhibits), and its bid response.
15.01 CITY'S REPRESENTATIVE
City hereby designates the following representative(s) authorized to act in its behalf with
regard to this Agreement:
Pete Dominguez
Facilities Maintenance Division
2015 Lamar
Round Rock, Texas 78664-5299
512-801-4547
5
16.01 RIGHT TO ASSURANCE
Whenever either party to this Agreement, in good faith, has reason to question the other
party's intent to perform hereunder, then demand may be made to the other party for written
assurance of the intent to perform. In the event that no written assurance is given within the
reasonable time specified when demand is made, then and in that event the demanding party may
treat such failure as an anticipatory repudiation of this Agreement.
17.01 DEFAULT
If Vendor abandons or defaults under this Agreement and is a cause of City purchasing
the specified goods elsewhere, Vendor agrees that it may be charged the difference in cost, if
any, and that it will not be considered in the re -advertisement of the service and that it may not
be considered in future bids for the same type of work unless the scope of work is significantly
changed.
Vendor shall be declared in default of this Agreement if it does any of the following:
A. Fails to make any payment in full when due;
B. Fails to fully, timely and faithfully perform any of its material obligations under
this Agreement;
C. Fails to provide adequate assurance of performance under the "Right to
Assurance" section herein; or
D. Becomes insolvent or seeks relief under the bankruptcy laws of the United States.
18.01 TERMINATION AND SUSPENSION
A. City has the right to terminate this Agreement, in whole or in part, for
convenience and without cause, at any time upon thirty (30) days' written notice to Vendor.
B. In the event of any default by Vendor, City has the right to terminate this
Agreement for cause, upon ten (10) days' written notice to Vendor.
C. Vendor has the right to terminate this Agreement only for cause, that being in the
event of a material and substantial breach by City, or by mutual agreement to terminate
evidenced in writing by and between the parties.
D. In the event City terminates under subsections (A) or (B) of this section, the
following shall apply: Upon City's delivery of the referenced notice to Vendor, Vendor shall
discontinue all services in connection with the performance of this Agreement and shall proceed
to cancel promptly all existing orders and contracts insofar as such orders and contracts are
chargeable to this Agreement. Within thirty (30) days after such notice of termination, Vendor
6
shall submit a statement showing in detail the goods and/or services satisfactorily performed
under this Agreement to the date of termination. City shall then pay Vendor that portion of the
charges, if undisputed. The parties agree that Vendor is not entitled to compensation for services
it would have performed under the remaining term of the Agreement except as provided herein.
19.01 INDEMNIFICATION
Vendor shall defend (at the option of City), indemnify, and hold City, its successors,
assigns, officers, employees and elected officials harmless from and against all suits, actions,
legal proceedings, claims, demands, damages, costs, expenses, attorney's fees, and any and all
other costs or fees arising out of, or incident to, concerning or resulting from the fault of Vendor,
or Vendor's agents, employees or subcontractors, in the performance of Vendor's obligations
under this Agreement, no matter how, or to whom, such loss may occur. Nothing herein shall be
deemed to limit the rights of City or Vendor (including, but not limited to the right to seek
contribution) against any third party who may be liable for an indemnified claim.
20.01 COMPLIANCE WITH LAWS, CHARTER AND ORDINANCES
Vendor, its agents, employees and subcontractors shall use best efforts to comply with all
applicable federal and state laws, the Charter and Ordinances of the City of Round Rock, as
amended, and with all applicable rules and regulations promulgated by local, state and national
boards, bureaus and agencies.
21.01 ASSIGNMENT AND DELEGATION
The parties each hereby bind themselves, their successors, assigns and legal
representatives to each other with respect to the terms of this Agreement. Neither party shall
assign, sublet or transfer any interest in this Agreement without prior written authorization of the
other party.
22.01 NOTICES
All notices and other communications in connection with this Agreement shall be in
writing and shall be considered given as follows:
1. When delivered personally to recipient's address as stated in this Agreement; or
2. Three (3) days after being deposited in the United States mail, with postage
prepaid to the recipient's address as stated in this Agreement.
Notice to Vendor:
REDLEE/SCS, Inc.
10425 Olympic Drive
Dallas, TX 75220
7
Notice to City:
Assistant City Manager
221 East Main Street
Round Rock, TX 78664
AND TO:
Stephan L. Sheets, City Attorney
309 East Main Street
Round Rock, TX 78664
Nothing contained herein shall be construed to restrict the transmission of routine
communications between representatives of City and Vendor.
23.01 APPLICABLE LAW; ENFORCEMENT AND VENUE
This Agreement shall be enforceable in Round Rock, Texas, and if legal action is
necessary by either party with respect to the enforcement of any or all of the terms or conditions
herein, exclusive venue for same shall lie in Williamson County, Texas. This Agreement shall be
governed by and construed in accordance with the laws and court decisions of the State of Texas.
24.01 EXCLUSIVE AGREEMENT
This document, and all appended documents, constitutes the entire Agreement between
Vendor and City. This Agreement may only be amended or supplemented by mutual agreement
of the parties hereto in writing, duly authorized by action of the City Manager or City Council.
25.01 DISPUTE RESOLUTION
If a dispute or claim arises under this Agreement, the parties agree to first try to resolve
the dispute or claim by appropriate internal means, including referral to each party's senior
management. If the parties cannot reach a mutually satisfactory resolution, then and in that event
any such dispute or claim will be sought to be resolved with the help of a mutually selected
mediator. If the parties cannot agree on a mediator, City and Vendor shall each select a mediator
and the two mediators shall agree upon a third mediator. Any costs and fees, other than attomey
fees, associated with the mediation shall be shared equally by the parties.
City and Vendor hereby expressly agree that no claims or disputes between the parties
arising out of or relating to this Agreement or a breach thereof shall be decided by any arbitration
proceeding, including without limitation, any proceeding under the Federal Arbitration Act (9
USC Section 1-14) or any applicable state arbitration statute.
26.01 SEVERABILITY
The invalidity, illegality, or unenforceability of any provision of this Agreement or the
occurrence of any event rendering any portion or provision of this Agreement void shall in no
way affect the validity or enforceability of any other portion or provision of this Agreement. Any
8
such void provision shall be deemed severed from this Agreement, and the balance of this
Agreement shall be construed and enforced as if this Agreement did not contain the particular
portion or provision held to be void. The parties further agree to amend this Agreement to
replace any stricken provision with a valid provision that comes as close as possible to the intent
of the stricken provision. The provisions of this section shall not prevent this entire Agreement
from being void should a provision which is of the essence of this Agreement be determined to
be void.
27.01 MISCELLANEOUS PROVISIONS
Standard of Care. Vendor represents that it employs trained, experienced and
competent persons to perform all of the services, responsibilities and duties specified herein and
that such services, responsibilities and duties shall be performed in a manner according to
generally accepted industry practices.
Time is of the Essence. Vendor understands and agrees that time is of the essence and
that any failure of Vendor to fulfill obligations for each portion of this Agreement within the
agreed timeframes will constitute a material breach of this Agreement. Vendor shall be fully
responsible for its delays or for failures to use best efforts in accordance with the terms of this
Agreement. Where damage is caused to City due to Vendor's failure to perform in these
circumstances, City may pursue any remedy available without waiver of any of City's additional
legal rights or remedies.
Force Majeure. Neither City nor Vendor shall be deemed in violation of this Agreement
if it is prevented from performing any of its obligations hereunder by reasons for which it is not
responsible as defined herein. However, notice of such impediment or delay in performance must
be timely given, and all reasonable efforts undertaken to mitigate its effects.
Multiple Counterparts. This Agreement may be executed in multiple counterparts, any
one of which shall be considered an original of this document and all of which, when taken
together, shall constitute one and the same instrument.
IN WITNESS WHEREOF, City and Vendor have executed this Agreement on the dates
indicated.
City of Round Rock, Texas
REDLEE/SCS, Inc.,
Printed
Printed Name: �! Gt (� �( ted Name:
Title: , Title:
Date Signed: Date Signed:
9
r L lA tfert
Regime! Viae President
7—OP
Attest:
By:
Sara L. White, City Secretary
For City, pproved : to Form:
By:
Steph. L. Sheets, City Attorney
10
INVITATION FOR BID (IFB)
CITY OF ROUND ROCK PURCHASING OFFICE
221 E. Mein Street
Round Rock, Texas 71004.529)
E DS ARE DUE TO THE PURCHASING OFFICE
AT THE AIME ADDRESS WORE YD
OPENING TIME.
INVOICE TO:
My of Round Rock
Accounts Payable
221 East In Street
Round Rock. Texas 780844289
IND FAIL OSUTINATION
UNLESS OTHERWISE ammo OEM
DESTINATION:
Various locations - eighteen (18) CI y
owned facilities as per the attached
spettiicstion N10741031, dated 1112007.
FACSIMILE RESPONSES
SHALL NOT BE ACCEPTED
INOw W OPUIM0 OATS L
SID NUM. *LOVAS LOFT
NANO 00H1EN OF BALSD ere
ew.DPt a WOW MOM
AOOpaa OF MOON P.
rte' r` 'a
BIDDING INFORMNATION: JANITORIAL SERVICES
IND NUMBER 00-007
OPENINO DATE 11/2712007 at 3:00 P.Y.
BID LOCATION: 221 E. Main Street, 1st Floor
Council Chambers
Round Rock. Tem 70004
RETURN SIGNED ORIGINAL AND ONE COPY OF WD
MGEGMEGELLEEMECLEM
tri
re to Man bid wM duquauIy bm
AuMmrhaad Slpnabve
David D. Martinez
!/016-07
Dau
SEE 1.1 ON EACH FOR INSTRUCTIONS:
MEWL: 75-2353381
LEGAL BUSIESS NAME: REDLEE/SCS INC.
x,10425 Olympic Drive
Assam Dallas, Texas 75220
CONrACT: David D. Martinez
TELEPIIONEPO.: 214-357-4753
Bus*EssE TWY TYPE: Texas Corporation
"By tits signature hereon affixed, the bidder hereby certifies that neither the bidder nor the entity represented by the
bidder, or anyone acting for moth entity has violated the antlbtat laws of this State. codified in Section 10.01 et sett,
Taxes Business and Commerce CSN. or the Federal antitrust laws, nor communicated directly or Indirectly, the bid
made to any competitor or any other person engaged in such line of business."
Bast Bid Evaluation: AN bide received shall be evaluated based on the best value for the City, which will be determined
by considering as or part of the following criteria: Bid price; Reputation eft bidder and of bidder's goods and
services; The quay of the bidders goods or services; The extent to which the goods or services meet the CIty's needs;
Bidders past relationship with the City; any relevant criteria spedlicsAy listed In the solicitation.
VOTE ONE OR MORE AWAROS MAY BE FOR ALL ITEMS UITED OR IN PART, WHICHEVER 111 IN THE PEST INTEREST OF THE CITY.
Bidder agrees to comply with aft conditions est forth below and on the reverse side of this IFB.
Page lof2
1
EXHIBIT
RBA a
CLAN i ITEM
01040
DFACRIPTION
EXTINSION
1
Monthly rate for CITY WALL
221 Eat Main Street
24.000 of - Bid to include all pricing to
most specified requirements listed in
attached specification 04-91049.
$ 2,380.8 0
Pr Calendar Month
2
Monthly rate for LIBRARY
216 East Main Street
42.000 ll pridng to
� � ats listed in
attached specification 04-910-39.
$ 4,166.40
Per Calendar Month
emeet
Monthly rate for PUBLIC WORKS
212 Commerce
4.750 sf - Bid to Include al pricing to
spsdfied requirements listed in
attached specification 04-910-39.
$ 4 71.2 0
Per Calender Monro
Monthly rate for PUBLIC WORKS_ (A3B)
2008 Enterprise
13,322 d- Bid to indude a1 pricing to
attached smeet padficed caadorements listed h
n 04-910.99.
$
Per Calendar Menai 1
s
Monthly rate for POLICE
3001 Tegabs Drive
90.000 of - Bid to include alt pricing to
meet specified requirements fisted in
attached specification 04-91049.
$ 8,928.0 0
par Calendar rloelh
s
Monthly rate for PARD Yard Site
300 S. Burnet (Building C)
1,790 sf - Bid to include a6 pricing to
meet specified requirements listed in
attached specification 04-910-39.
$ 177. 5 7
Per Calendar Month
7
Monthly rete for CLAY MADSEN REC. CENTER
1600 Gattis School Road
38.000 sf - Bid to include all pricing to
meet specified requirements fisted in
attached specification 04-910-39.
$ 3,769. 6 0
canons,
Par Calendar
smeet
Monthly rate for McCONNICO BUILDING
301 West Bagdad
26.382 of - Bid te include all pricing to
specified requkem•nts fisted in
attached specification 04-910-39.
$ 2 , 617.0 9
n
Par Calender /Ann
9meet
Monthly rate for VEHICLE MAINTENANCE (MB)
901 Luther Peterson
1400 d- Bid to include dpricing to
specified requirements listed in
attached spedficalbn 04-910-39.
$ 138.88
Par Colander Month
1D
Monthly rate for STREETSIWATERUNE MAIN.
910 Luther Peterson
1.900 M- Bid to include a1 rising to
meet specified requirements listed in
attached apedfioation 04-91049.
$ 188.4 8
Mourn
Per Calendar
11specified
Monthly rate for UTIUTY SUPPORT (MB)
6494 North Ili -35
900 of - Bid to include all pricing to meet
requirements listed In attached
$ 8 9 .2 8
specification 04-910-39.
Per Calendar Mann,
12
Monthly rete for VWTER PLANT
5494 North 11435
14,876 sf- Bid to include art pricing to
meet specified requirements fated in
attached specification 04-910-39.
$ 1, 4 7 5.7 0
Month
P« Calendar
13
Monthly rate for METER READER at WTP
5494 North IH -35
500 sf - BId to include all pricing to meet
specified requirements fisted in attached
specification 04-910-39.
$ 4 9.60
Per Calendar Month
14
Monthly rate for BACA SENIOR ACTIVITY CENTER
301 W. Bagdad
26,435 sf - Bid to include ale pricing to
meet specified requirements listed in
$ 2,820 .7 5
atiached specification 04-910-39.
Per Caliendo' AAordh
15
Monthly rete for CENTRAL FIRE STATION
203 Commerce Blvd -
1.200 sf - Bid to include all pricing to
meet specified requirements listed in
attached medication 04-910-39.
$ 119.04
Per Calendar Meath
to
ADDITIONAL REQUESTED SERVICES
HoudY labor rete Per employes - an
equipment and supplies included
$ 17.50
Par Hour
17
ADDITIONAL CARPET EXTRAC71ON AND CLEANING
Upon reqs by City of Round Rode
$ . 12
Pr saner Foal
Page 2of2
SPECIFICATION NO.
08-968-73
DATE: October 2007
PART V
MAN-HOURS
List the number of person -hours per day and night your bid includes to efficiently and effectively comply with these
specifications for each of the following buildings:
BUILDING/LOCATION SO. FT MAN-HOURS
City Hall 221 E. Main 24,000 7 .5
Library 216 E. Main 42,000 13 .0
Public Works 212 S. Commerce 4,750 1.5
Public Works A&B 2008 Enterprise 13,322 4 . 0
Police, Bldg 3001 Tellabs Drive 90,000 2 8 .0
PARD Yard Site 300 S. Burnet 1,790 1.0
Clay Madsen Rec. Ctr. 1600 Gattis School Rd. 38,000 12 .0
McConico Bldg. 301 W. Baghdad 26,382 8.0
Vehide Maint Facility A&B901 Luther Peterson 750 1.0
Streets/Waterline Maintenance 910 Luther Peterson 1,900 1.0
Utility Support A&B 5494 N. 1H 35 900 1. 0
Water Plant 5494 N. IH -35 14,876 5 .0
Meter Reader at WTP 5494 N. IH -35 500 1.0
Allen R. Baca Senior Center 301 W. Bagdad 28,435 9.0
Central Fire Station 203 Commerce Blvd 1,200 1.0
CY
Cleaning specifications and person hours were referenced from the Custodial Methods and Procedures Manual and 358
Cleaning Times Books.
REFERENCES
List below the name, address, telephone number and contact person of not less than four (4) references in Williamson and/or
Travis Counties where services are provided that are of a similar nature as those described in the attached specification.
NAME & ADDRESS TELEPHONE CONTACT PERSON(s).
See Attached Reference List
PART V SHALL BE RETURNED WITH THE BID RESPONSE
Failure to provide this required information with the bid response may automatically disqualify the response from
consideration for award in connection with this transaction.
Page 16of16
REDLEE / SCS
REFERENCE LIST
TRAVIS/WILLIAMSON COUNTY REFERENCES
(Additional References in Reference Section)
BLUE CROSS BLUE SHIELD OF TEXAS
202-206 W. 13TH Street
Austin, TX 78759
Lloyd D. Romans
972, 766-2006 6 Yrs. Of Service
ST. MICHAELS CATHOLIC ACADEMY
300 Barton Creek Blvd.
Austin, TX 78735
Mike Marshall
512, 845-0271 4 Years of Service
TOWERS OF TOWN LAKE
Austin, TX 78701
Paul
512, 477-5095
712 CONGRESS AVENUE BUILDING
712 Congress Avenue
Austin, TX 78701
512, 916-0123
14 Years of Service
10 Years of Service
O N i
INVITATION FOR BID ADDENDUM
PURCHASING OFFICE
CITY OF ROUND ROCK, TEXAS
IFB No. 08-007 Addendum No. 1 Date of Addendum: November 26. 2007
The Above Invitation For Bid (IFB) has been changed to include the following:
1. Revision of estimated square footage for STREETS/WATERLINE MAINTENANCE
BUILDING, 910 Luther Peterson: please revise estimate to 5,100 square feet.
IFB, Page 2 of 2, item 10
Specification # 08-968-73, Page 8 of 16
Specification # 08-968-73, Page 16 of 16, Part V
2. Revision of estimated square footage for VEHICLE MAINT. FACILITYA & 8, 901 Luther
Peterson: please revise estimate to 1400 square feet.
Specification # 08-968-73, Page 16 of 16, Part V
3. Please revise the specification 3.2. to delete the following: deodorant bars for toilets and
urinals, air fresheners
From Specification # 08-986-73, Page 4 of 16
4. Please revise the specification 3.3. to add to the following: trash can liners, urinal
screens
Specification # 08-986-73, Page 4 of 16
5. Please revise the specification 24.4.3. to the following:
Thoroughly clean interior of all windows and blinds.
Thoroughly clean exterior windows up to 8 ft. tall.
Specification # 08-986-73, Page 9 of 16
All other terms and conditions of this IFB and specifications remain unchanged.
Approved by
By the signatures affixed below, Addendum No. 1 is hereby incorporated into and made a part
of the above referenced Invitation For Bid.
ACKNOWLEDGED
Vendor
Authorized Signature Date
RETURN ONE COPY OF THIS ADDENDUM TO THE PURCHASING OFFICE, CITY OF
ROUND ROCK WITH YOUR SEALED BID. FAILURE TO DO SO.MAY CONSTITUE
GROUNDS FOR REJECTION OF YOUR BID.
INVITATION FOR BID ADDENDUM
PURCHASING OFFICE
CITY OF ROUND ROCK, TEXAS
IFB No. 08-007 Addendum No. 2 Date of Addendum: November 27. 2007
The Above Invitation For Bid (IFB) has been changed to include the following:
1. Bid Opening date and time for specification #08-986-73 is December 4, 2007 at 3:00
p.m. in the Council Chambers at the City of Round Rock at 221 E. Main Street, Round
Rock, TX. 78664
All other terms and conditions of this IFB and specifications remain unchanged.
Approved by
By the signatures affixed below, Addendum No. 1 is hereby incorporated into and made a part
of the above referenced Invitation For Bid.
ACKNOWLEDGED
Vendor
Authorized Signature Date
RETURN ONE COPY OF THIS ADDENDUM TO THE PURCHASING OFFICE, CITY OF
ROUND ROCK WITH YOUR SEALED BID. FAILURE TO DO SO MAY CONSTITUE
GROUNDS FOR REJECTION OF YOUR BID.
ITEMS BELOW APPLY TO AND BECOME A PART OF TERMS AND CONDITIONS OF BID
ANY EXCEPTIONS THERETO MUST BE IN WRITING
1. BIDDING REQUIREMENTS:
1.1 Bidding requires pricing per unit shown and extensions. If trade discount is shown on bid, It should be deducted and net line extensions shown. Bidders guarantees
product offered will meet or exceed specifications identified in this Invitation For Bid (IFB).
12 Bids should be submitted on this form. Each bid shall be placed in a separate envelope completely and properly identified. See instructions on reverse side. Bids must be
in the office of the City Purchasing Agent before the hour and date specified on the reverse side of this IFB.
1.3 Late bids properly identified will be returned to bidder unopened. Late bids will not be considered.
1.4 Bid F.O.B. destination, freight, prepaid, & allowed unless otherwise specified on the IFB. If otherwise, show exact cost to deliver.
1.5 Bid unit price on quantity and untt of measure specified, extend and show total. In case of errors in extension, unit prices shall govern. Bids subject to unlimited price
increase will not be considered.
1.6 Bid prices shall be firm for acceptance 30 days from bid opening date. "Discount from List" bids are not acceptance unless requested. Cash discount will not be
considered in determining the low bid. All cash discounts offered will be taken if earned.
1.7 Bids shall give Tax Identification Number, full name and address of bidder. Failure to sign will disqualify bid. Person signing bid shall show tittle and authority to bind
signatories firm in a contract Firm name should appear on each page in the block provided in the upper right comer. Business Entity shall be one (1) of the following:
Individual, Partnership, Sole Proprietorship, Estate/Trust, Corporation, Govemmental. Non-profit, all others shall be specified. INDIVIDUAL: List name and number as
shown on Social Security Card. SOLE PROPRIETORSHIP; List legal name followed by legal business name and Social Security Number. ALL OTHERS; List legal name
of entity and Tax Identification Number (lin).
1.8 Bid cannot be altered or amended after opening time. Any Alterations made before opening time shall be initialed by bidder or an authorized agent. No bid can be
withdrawn after opening time without approval of the CITY based on a written acceptable reason.
1.9 The City is exempt from State Sales Tax and Federal Excise Tax. Do not include tax in bid.
1.10 The City reserves the right to accept or reject all or any part of bid, waive minor technicalities and award the bid to best serve the interests of the City, Split awards may be
made at the sole discretion of the City.
1.11 Consistent and continued tie bids could cause rejection of bids by the City and/or investigation for antitrust violations.
1.12 Telephone bids and facsimile bids are not acceptable In response to the IFB.
1.13 CAUTION: Bid invitation allows sufficient time for receipt of the preferred mail response. The City shall not be responsible for bids received late, illegible, incomplete, or
otherwise non-responsive
2. SPECIFICATION:
2.1 Any catalog, brand name or manufacturer's reference used in IFB is descriptive only (not restrictive), and is used to indicate type and quality desired. Bids on brands of like
nature and quality MI be considered unless advertised under the provisions of Section 252.022 of the Texas Local Govemment Code. If other than brand(s) specified is
offered, illustrations and complete descriptions of product offered are requested to be made a part of the bid. If bidder takes no exceptions to specifications or reference
data in bid, bidder will be required to furnish brand names, numbers, etc, as specified in the IFB.
22 All items bid shall be new, in first class condition, including containers suitable for shipment and storage, unless otherwise indicated in IFB. Verbal agreements to the
contrary will not be recognized.
2.3 Samples, when requested, must be furnished free of expense to the City. If not destroyed in examination, they will be retumed to the bidder, on request at bidder expense.
Each example should be marked with bidders' name and address, City bid number and code. Do not enclose in or attach to bid.
2.4 The City will not be bound by any oral statement or representation contrary to the written specifications of this IFB.
2.5 Manufacturer's standard warranty shall apply unless otherwise stated in the IFB.
3. TIE BIDS: In case of tie bids, the award will be made in accordance with Section 271.901 of the Texas Local Government Code.
4. DELIVERY:
4.1 Bid should show number of days required to place material in City's designated location under normal conditions. Failure to state deliver time obligates bidder to complete
delivery in fourteen (14) calendar days. Unrealistically short or long delivery promises may cause bid to be disregarded. Consistent failure to meet delivery promises
without valid reason may cause removal from bid fist. (See 4.2 following.)
4.2 If delay is foreseen, contractor shall give written notice to the City. The City has the right to extend delivery date if reasons appear valid. Contractor must keep the City
advised at all times of status of order. Default in promised delivery (without acceptable reasons) or failure to meet specifications, authorizes the City to purchase supplies
elsewhere and charge full increase, if any, in cost and handling to defaulting contractor.
4.3 No substitutions or cancellations permitted without written approval of the City.
4.4 Delivery shad be made during normal working hours only, unless prior approval for late delivery has been obtained from the City, unless otherwise specified in the IFB.
5. INSPECTION AND TESTS: All goods will be subject to inspection and test by the City to the extent practicable at all times and places. Authorized City personnel shall have
access to any supplier's place of business for the purpose of inspecting merchandise. Tests may be performed on samples submitted with the bid or on samples taken from
regular shipments. If the products tested bit to meet or exceed all conditions and requirements of the specifications, the cost of the sample used and the cost of the testing shall
be bome by the supplier. Goods, which have been delivered and rejected in whole or in part, may, at the City's option, be retumed to the Vendor or held for disposition at Vendors
risk and expense. Latent defects may result in revocation of acceptance.
6. AWARD OF CONTRACT: A response to an IFB is an offer to contract with the City based upon the terms, conditions, and specifications contained in the IFB Bids do not become
contracts unless and until they are accepted by the City through its designates and a purchase order is issued. The contract shall be govemed, construed, and interpreted under
the Charter of the City and the laws of State of Texas. All contracts are subject to the approval of the City Council.
7. PAYMENT: Vendor shall submit three (3) copies of an invoice showing the purchase order number on all copies.
8. PATENTS AND COPYRIGHTS: The contractor agrees to protect the City from claims involving infringements of patents or copyrights.
9. VENDOR ASSIGNMENTS: Vendor hereby assigns to purchaser any and all claims for overcharges associated with this contract which arise under the antitrust laws of the State
of Texas. Tx, Bus. And Comm. Code Ann. Sec. 15.01, et seq. (1967).
10. BIDDER AFFIRMATION:
10.1 Signing this bid with a false statement is a material breach of contract and shall void the submitted bid or any resulting contracts, and the bidder shall be removed from all
bid lists. By signature hereon affixed, the bidder hereby certifies that
102 The bidder has not given, offered to give, nor intends to give any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, tip, favor,
or service to a public servant in connection with the submitted bid.
10.3 The bidder is not currently delinquent in the payment of any debt owed the City.
10.4 Neither the bidder nor the firm, corporation, partnership, or any entity represented by the bidder, or anyone acting for such firm, corporation, or entity has violated the
antitrust laws of this State codified in Section 15.01 et Seq. Texas Business and Commercial Code, or the Federal Antitrust Laws, nor communicated directly or indirectly
the bld made to any competitor, or any other person engaged in such line of business.
10.5 The bidder has not received compensation for participation in the preparation of the specification for this IFB.
11. NOTE TO BIDDERS: Any terms and conditions attached to bid will not be considered unless the bidder specifically references them on the front of this bid form. WARNING: Such
terms and conditions may result In disqualification of the bid (e.g. bids with the laws of a state other than Texas requirements for prepayment. Limitations on remedies, etc.) The
City of Round Rock can only accept bids which contain all the terms and conditions of Its formal IFB; in particular, an bidders affirmations and certifications must be included.
Submission of bids on fors other than City bid for may result in disqualification of your bid.
12. INQUIRIES: Inquiries pertaining to bid invitations must give bid number, codes, and opening date.
SPECIFICATION NO.
07-910,39
DATE: November 2007
CITY OF ROUND ROCK
JANITORIAL SERVICES
PART I
1. PURPOSE: The City seeks to contract with a qualified bidder to provide all goods and labor to clean eighteen (18)
City owned facilities identified on the Invitation for Bid (IFB).
2. DEFINITIONS: The following definitions shall be used for identified terms throughout the specification and bid
document
2.1. Bidder identified throughout this specification shall describe persons and entities that consider themselves
qualified to provide the goods, equipment or services.
2.2. City — Identifies the City of Round Rock (Purchaser), Williamson and Travis Counties, Texas.
2.3. Contract —A mutually binding legal document obligating the Contractor to fumish the goods, equipment or
services, and obligating the City to pay for it.
2.4. Contractor — A person or business enterprise providing goods, equipment, labor and/or services to the City
as fulfillment of obligations arising from a contract or purchase order.
2.5. Goods represent materials, supplies, commodities and equipment.
2.6. Purchase Order - is an order placed by the Purchasing Office for the purchase of Goods or Services written
on the City's standard Purchase Order form and which, when accepted by the Bidder, becomes a contract.
The Purchase Order is the Bidder's authority to deliver and invoice the City for Goods or Services
specified, and the City's commitment to accept the Goods or Services for an agreed upon price.
2.7. Subcontractor - Any person or business enterprise providing goods, equipment, labor, and/or services to a
Contractor if such goods, equipment, labor, and/or services are procured or used in fulfillment of the
Contractor's obligations arising from a contract with the City.
3. CONFLICT OF INTEREST: Effective January 1, 2006, Chapter 176 of the Texas Local Govemment Code (House
Bill 914) requires that any vendor or person considering doing business with a local govemment entity disclose the
vendor or person's affiliation or business relationship that might cause a conflict of interest with a local govemment
entity. The Conflict of Interest Questionnaire form is available from the Texas Ethics Commission at
www.ethics.state.tx.us. Completed Conflict of Interest Questionnaires may be mailed or delivered by hand to the
City Secretary. If mailing a completed form, please mail to:
City of Round Rock
Christine Martinez, City Secretary
221 East Main Street
Round Rock, Texas 78664
3.1. Any attempt to intentionally or unintentionally conceal or obfuscate a conflict of interest may automatically
result in the disqualification of the vendor's proposal.
4. CLARIFICATION: For clarification of specifications, bidders may contact:
Randy Barker
Purchasing Supervisor
City of Round Rock
Telephone: 512-218-3295
The individual fisted above may be contacted by telephone or visited for clarification of the specifications only. No
authority is intended or implied that specifications may be amended or alterations accepted prior to bid opening without
written approval of the City of Round Rods through the Purchasing Division.
Page 1 of 16
SPECIFICATION NO.
08-968-73
DATE: October 2007
PART 11
GENERAL TERMS AND CONDITIONS
1. The Contractor shall provide all labor and goods necessary to perform the project. The Contractor shall employee
all personnel for work in accordance with the requirements set forth by the United States Department of Labor.
2. The Contractor shall be responsible for damage to the City's equipment and/or property, the workplace and its
contents by its work, negligence in work, its personnel and equipment. The Contractor shall be responsible and
liable for the safety; injury and health of its working personnel while its employees are performing service work.
3. The City is committed to maintaining an alcohol and drug free workplace. Possession, use, or being under the
influence of alcohol or controlled substances by Contractor, Contractor's employees, subcontractor (s') or
subcontractor (s') employees while in the performance of the service is prohibited. Violation of this requirement
shall constitute grounds for termination of the service.
4. BEST BID EVALUATION: All bids received shall be evaluated based on the best value for the City. Best value will
be determined by considering all or part of the criteria listed, as welt as any relevant criteria specifically listed in the
solicitation.
4.1. Bid price.
4.2. Reputation of the bidder and of bidder's goods and services.
4.3. The quality of the bidder's goods or services.
4.4. The extent to which the goods or services meet the City's needs.
4.5. Bidder's past relationship with the City. All vendors will be evaluated on their past performance and prior
dealings with the City to indude, but not limited to, failure to meet specifications, poor quality, poor
workmanship, late delivery.
5. AGREEMENT: The term of the Agreement, resulting from this Invitation for Bid, shall be for three (3) twelve-month
periods of time from the date of award. Prices shall be firm for the duration of the Agreement, except as provided
for herein. This agreement may be renewed for two (2) additional periods of time not to exceed twelve months for
each renewal.
6. PRICE ADJUSTMENT: The City may permit "unit price" adjustments upward, only as a result of a cost increase in
services in accordance with the Producers Price Index at httwilstats.bls.ctov/Dpi/. Price increases may be permitted
in accordance with the Producers Price Index. Any price increase to this contract shall be requested by Vendor in
writing and shall be accompanied by the appropriate documentation to justify the increase, and shall be received by
the City at least ninety (90) days prior to the agreement review date. Vendor may offer price decreases, even in
excess of the allowable percentage change, at any time during the contract term. The City reserves the sole option
to reject any price increase and terminate this contract should the City and the Vendor not agree on any price
increase.
7. VENDOR PERFORMANCE: The City Manager reserves the right to review the Vendor's performance at the end of
each twelve month agreement period and to cancel all or part of the Agreement (without penalty) or continue the
agreement through the next period.
8. NON APPROPRIATION: The resulting Agreement is a commitment of the City's current revenues only. It is
understood and agreed the City shall have the right to terminate the Agreement at the end of any City fiscal year if
the goveming body of the City does not appropriate funds sufficient to purchase the estimated yearly quantities, as
determined by the City's budget for the fiscal year in question. The City Manager may effect such termination by
giving Contractor a written notice of termination at the end of its then current fiscal year.
9. CANCELLATION: The City reserves the right to cancel the Agreement without penalty by providing 30 days prior
written notice to the other party. Contractor shall provide the City with 120 days written notice prior to cancellation of
the Agreement and shall continue services for a period of time not to exceed 120 days after written notification.
Termination under this paragraph shall not relieve the Contractor of any obligation or liability that has occurred prior
to cancellation. NOTE: This Agreement is subject to cancellation, without penalty, at any time the City
deems the vendor to be non-compliant with contractual obligations.
Page 2 of 16
SPECIFICATION NO.
08-968-73
DATE: October 2007
10. TERMINATION FOR CONVENIENCE: The City Manager may terminate this Agreement at the City's convenience
with advance written notice to the Contractor. In addition, a cancellation may be made at the City Manager's
discretion upon the issuance of a notice or order of any govemmental body, agency or court of competent
jurisdiction relating in any way to the subject matter of this Agreement. In case of such cancellation, the Contractor
agrees to immediately remove, at its expense, all supplies and equipment utilized or stored at the plant site within
ten (10) working days of receiving written notice from the City.
11. COMPLIANCE WITH LAWS: The successful bidder shall comply with all federal, state, and local laws, statutes,
ordinances, rules and regulations, and the orders and decrees of any court or administrative bodies or tribunals in
any matter affecting the performance of the resulting agreement, including without limitation, workers' compensation
laws, minimum and maximum salary and wage statutes and regulations, and licensing laws and regulations. When
requested, the Contractor shall fumish the City with satisfactory proof of its compliance.
12. ABANDONMENT OR DEFAULT: A Contractor who abandons or defaults the work on the agreement and causes
the City to purchase the services elsewhere may be charged the difference in service if any and shall not be
considered in the re -advertisement of the service and may not be considered in future bids for the same type of
work unless the scope of work is significantly changed.
13. CODES, PERMITS AND LICENSES: The successful bidder shall comply with all National, State and Local
standards, codes and ordinances and the terms and conditions of the services of the electric utility, as well as other
authorities that have jurisdiction pertaining to equipment and materials used and their application. None of the
terms or provisions of the specification shall be construed as waiving any rules, regulations or requirements of these
authorities. The successful bidder shall be responsible for obtaining all necessary permits, certificates and/or
licenses to fulfill contractual obligations (City of Round Rock fees and costs shall be waived).
14. INDEMNITY: Contractor shall indemnify, save harmless and defend the City, its officers, agents, servants, and
employees from and against any and all suits, actions, legal proceedings, daims, demands, damages, costs,
expenses, attomey's fees and any and all other costs or fees incident to the performance of the resulting agreement
and arising out of a willful or negligent act or omission of the Contractor, its officers, agents, servants and
employees.
15. INSURANCE: The successful Proposer shall meet or exceed ALL insurance requirements set forth by the City of
Round Rock as identified in Attachment A to the specifications. Any additional insurance requirements of
participating or cooperative parties will be included as subsequent Attachments and shall require mandatory
compliance.
16. LIENS: Contractor agrees to and shall indemnify and save harmless the City against any and all liens and
encumbrances for all labor, goods and services which may be provided under the resulting agreement. At the City's
request the Contractor or subcontractors shall provide a proper release of all liens or satisfactory evidence of
freedom from liens shall be delivered to the City.
17. VENUE: Both the City and the Contractor agree that venue for any litigation arising from a resulting agreement
shall lie in Williamson County, State of Texas.
18. INDEPENDENT CONTRACTOR: It is understood and agreed that the Contractor shall not be considered an
employee of the City. The Contractor shall not be within protection or coverage of the City's Worker' Compensation
Insurance, Health Insurance, Liability Insurance or any other insurance that the City from time to time may have in
force and effect.
Page 3 of 16
SPECIFICATION NO.
08-968-73
DATE: October 2007
PART HI
SPECIFICATIONS
1. STATEMENT OF INTENT: This specification describes the terms and conditions for providing services to dean and
maintain eighteen (18) City of Round Rock buildings. These specifications cover only the general requirements.
Bidders shall be responsible for fumishing and carrying out the service that meets or exceeds all of the
requirements as set forth herein, as well as provide equipment designed for the intended application.
2. BIDDER OUALIFICATONS: The opening of a bid will not be construed as the City's acceptance of such bidder as
qualified and responsible. The City reserves the right to determine the best value from information submitted with
the bid. All bidders shall fumish the following information at a minimum:
2.1. References: Provide the name, address, telephone number and point of contract of at least three firms
that have utilized the same or similar services for at least 2 years. References may be checked prior to
award. Any negative responses received may result in disqualification of bid for award.
2.2. Identify any subcontractors used for this project. Experience, qualifications and references of the
subcontractors shall be submitted. The City reserves the right to approve or disapprove all subcontractors
prior to any work performed.
3. PURPOSE: For the supply of custodial services for a twelve (12) month period in accordance with the following
specifications:
3.1. The Contractor shall provide the cleaning equipment specified in cleaning equipment specifications. The
cleaning equipment and product specifications and standard of performance listed shall be considered as
the minimum cleaning equipment and product specifications and standard of performance required to
perform acceptable services at the facilities listed. It is not the City's intent to require a specific brand of
product however, the City reserves the right to require the Contractor to use cleaning materials conforming
to the specifications listed if the Contractor's cleaning products do not, in the City's opinion, provide
effective sanitation and/or cleanliness of the facilities.
3.2. The Contractor shall fumish any and all cleaners, disinfectants, waxes, wax stripping materials,
wastebasket liners, disposable bags for sanitary disposal, deodorant bars for toilets and urinals, air
fresheners, and any other products required to provide the cleaning services specified herein.
3.3. The City will provide hand towels, toilet tissue, hand soaps, hand cleanser/conditioner, and lights. The
Contractor shall fill dispensers.
3.4. The Contractor shall be responsible for the scheduling of the cleaning requirements specified herein.
Work shall be scheduled in such a way that it does not disrupt the functions and normal day-to-day activity
of the City facilities. The City reserves the right to approve and make suggested changes to the schedule
set up by the Contractor. It is expressly understood by the Contractor that the intent of this Contract is to
supply the complete custodial services for the interior portions of the buildings listed.
3.5. The Contractor shall submit a complete work schedule for each month and service location to:
3.5.1. Facilities Maintenance Division, 2015 Lamar, Round Rock, Texas, 78664, within fifteen (15)
calendar days after award.
3.6. A supervisor representing the successful Contractor shall be on site at all times Monday through Sunday
according to the Hours of Work Schedule. A joint inspection, coordinated with the City is Facilities
Maintenance Manager, is required once per month.
3.7. The City of Round Rock shall be sole judge of said quality and required frequency of services provided
herewith.
3.8. The Contractor shall be staffed to maintain optimum conditions of deanliness. If the level of deaning at
any time is considered unacceptable to the City of Round Rock, the Contractor will be required to increase
his staff or take whatever measures are required to provide acceptable cleanliness.
Page 4 of 16
SPECIFICATION NO.
08-968-73
DATE: October 2007
4. STANDARDS: The Facilities Maintenance Manager shall evaluate custodial service using the following standards:
4.1. Dusting: A properly dusted surface is free of all dirt and dust, streaks, lint and cobwebs. Dusting shall be
accomplished with properly treated cloths.
4.2. Plumbing Fixture and Dispenser Cleaning: Plumbing fixtures and dispensers are dean when free of all
deposits and stains so that the item is left without dust, streaks, film, odor or stains.
4.3. SweepingNacuuming: A properly swept floor is free of all dirt, grit, lint and debris, except embedded dirt
and grit.
4.4. Spot Cleaning: A surface adequately spot cleaned is free of all stains, deposits, and is substantially free
of cleaning marks.
4.5. Damp Mopping: A satisfactorily damp mopped floor is without dirt, dust, marks, film, streaks, debris or
standing water.
4.6. Metal Cleaning: All cleaned metal surfaces are without deposits or tamish and with a uniformly bright
appearance. The cleaner used is to be removed from adjacent surfaces.
4.7. Glass Cleaning: Glass is dean when all glass surfaces are without streaks, film, deposits and stains, and
have a uniformly bright appearance and adjacent surfaces have been wiped clean.
4.8. Floor Finish Removal (Stripping): Removal is accomplished when surfaces have all finish removed down
to the flooring materials, are free of all dirt, stains, deposits, debris, cleaning solution and standing water,
and the floor has a uniform appearance when dry. Plain water rinse and pick-up shall follow finish removal
operation immediately.
4.9. Finished Floor (Application): A floor is satisfactorily finished when all old wax/polish has been completely
removed, induding in comers and along edges and sufficient coats of sealer and wax/polish have been
properly applied with enough drying time between each coat to assure no streaking, bubbling or yellowing
and is not splashed on wall or furniture.
4.10. Scrubbing: Scrubbing is satisfactorily performed when all surfaces are without embedded dirt, cleaning
solution, film, debris, stains and marks, or standing water and floor has a uniformly clean appearance. A
plain water rinse shall follow the scrubbing process immediately.
4.11. Wall Washing: After cleaning, the surfaces of all walls, ceilings, exposed pipes and equipment shall have
a uniformly clean appearance, free from dirt, stains, streaks, lint and cleaning marks. Painted surfaces
shall not be unduly damaged. Hard finish wainscot or glazed ceramic tile surfaces shall be bright, free of
film streaks and deposits.
4.12. Buffing of Finished Floor Surfaces: All finished floor areas shall be spray buffed sufficiently for
maximum gloss, removal of surface dirt and have a uniform appearance. Only non-skid and City approved
spray -buff products shall be used.
4.13. Spot Cleaning Carpets: A carpet adequately spot cleaned is free of all stains, deposits, gum, and spills.
Care shall be taken to use a product that shall not harm or discolor the carpet fibers.
5. Pre-bid conferences will be conducted November 19, 2007 and November 20, 2007 at 9:30a.m. 221 East Main
Street, City Council Chambers in Round Rock, TX.
5.1. A Facilities Maintenance Coordinator will conduct a site inspection tour immediately following the pre-bid
conferences on November 19, 2007 and November 20, 2007. Bidders are required to provide their own
transportation for the site inspection tour.
5.2. Bidders shall sign in at the site inspection to become aware of all conditions affecting performance and bid
prices.
6. For site information and appointment for one of the above listed site visits, bidders may contact:
PETE DOMINGUEZ
(512) 801-4547
The individual listed above may be telephoned or visited for site information and inspection only. No authority is
intended or implied that specifications may be amended or alterations accepted prior to bid opening without written
approval of the city.
Page 5 of 16
SPECIFICATION NO.
08-968-73
DATE: October 2007
7. DEFECTIVE WORK AND DAMAGES: The successful bidder shall be responsible for damage to the City's
equipment and/or the work place and its contents, by its work, negligence in work, its personnel and equipment.
7.1. The City may, at its sole option, require the successful bidder to correct all defective work or damages and
the successful bidder shall correct it within forty-eight (48) hours of notification.
7.2. If the successful bidder fails to make said corrections within this time frame, the City may withhold from
payments due or to become due an amount to correct said defective work or damages.
8. ACCIDENT PREVENTION AND UABILITY: The successful bidder shall be responsible and liable for the safety,
injury and health of its working personnel while its employees are performing service work.
9. LABOR AND EQUIPMENT: The successful bidder shall provide all labor and equipment necessary to perform this
service.
9.1. All employees of the successful bidder shall be no less than eighteen (18) years of age, and shall be
experienced in the type of work to be performed.
9.2. No visitors, wives, husbands, relatives, or children of the successful bidder's employees shall be allowed in
the workplace during the working hours specified herein, unless they are bona fide employees of the
successful bidder.
9.3. Any breach of this requirement may be grounds for immediate termination of the contract.
10. SUPERVISION: The successful bidder shall, at all times, have a representative who is authorized to receive and
executive directives, on behalf of the successful bidder, from the City's authorized representative.
11. SECURITY: The successful bidder shall at all times assure that the City's property is secure and protected and that
access to the buildings is denied to all persons. Additionally, no person shall be allowed in the building that is not
covered by the successful bidders insurance and bond.
12. TERM OF CONTRACT:
12.1. The contract shall be for twelve (12) consecutive months with the City, which shall commence from the
date of award forward.
12.2. The City reserves the right to extend (with mutual agreement of the successful bidder) the contract for four
(4) additional twelve (12) month periods beginning at the end of the original and each succeeding period.
13. CANCELLATION:
13.1. The City reserves the right, during any annual contract period, to cancel all or part of the contract:
13.2. The City reserves the right to review bidder performance within thirty (30) days without notice if three (3)
major complaints of substandard performance are received in the same month from the same building.
13.2.1. The City retains the right to determine what constitutes a major complaint.
13.3. The successful bidder may cancel this contract for cause by providing one -hundred twenty (120) days
written notice to the City. Termination under this paragraph shall not relieve the successful bidder of any
obligation or liability that has occurred prior to cancellation.
14. ADDITIONAL SERVICES:
14.1. The City may require the addition of services from the Contractor as the requirements of the City change.
This may entail additional facility areas and/or additional services required at contracted facilities. The
Contractor shall provide the City with a cost for these additional facilities or services based upon the cost
structure utilized in establishing the cost for the areas that were initially contracted.
15. DELETION OF SERVICES:
15.1. The City reserves the right to delete any portion of this contract at any time without cause. If such right is
exercised, the total fee shall be reduced by the amount established for that service. If work has already
been accomplished on the portion of the contract to be deleted, the Contractor shall be paid for the deleted
portion on the basis of the percentage of completion.
16. TEXAS LAW: This agreement shall be govemed according to the laws of the State of Texas.
17. IMMIGRATION REFORM CONTROL ACT OF 1986: Contractor shall be responsible for compliance with the
Immigration Reform Control Act of 1986.
Page 6 of 16
SPECIFICATION NO.
08-968-73
DATE: October 2007
18. BACKGROUND CHECKS:
18.1. The successful bidder agrees to conduct background checks on all employees assigned to perform duties
on City property and fumish said findings to the City prior to commencement of work.
18.2. In an effort to provide the safest possible environment for City employees and enhance the security of
physical resources, the City reserves the right to independently conduct criminal background checks on
applicable employees of successful bidder.
18.3. The City of Round Rock reserves the right to act as sole interpreter and authority relative to results of
background checks.
18.4. Negative or Tess than desirable findings of said background check shall disqualify employees from duties
required by this contract.
18.5. Failure to remove or replace disqualified employees immediately after identification shall be grounds for
termination of this contract by the City without prior notice.
18.6. This action shall be consistent with the requirements of the law and prudent practices, and shall conform to
the requirements of Texas Govemment Code 559.003, as it may be amended from time to time
19. MAKE READY SERVICES: The City will not allow a "Make Ready Charge" for additional time, supplies, and
equipment to bring each building up to standard. If, in the opinion of the bidder, the buildings are not up to
standard, the successful bidder shall be allowed to bring the building up to standard over a period of time not to
exceed two (2) months from the date of contract.
20. HOURS OF WORK: The following are the hours work may begin and the hours they shall terminate.
LOCATION
City Hall:
221 E. Main Street
Library:
216 E. Main Street
Public Works:
212 Commerce Cove
2008 Enterprise (A&B)
Police:
3001 Tellabs Drive
Vehicle Maintenance A&B:
901 Luther Peterson
McConico Building:
301 West Baghdad
PARD (Yard site):
300 S. Bumet (Bldg. C)
Clay Madsen Rec. Center:
1600 Gattis School Rd.
Utility Support Building:
5494 N. IH -35
Streets/Waterline Maintenance:
910 Luther Peterson
Water Treatment Plant:
5494 N. IH -35
Meter Reader @ WTP:
5494 N. IH -35
Allen R. Baca Senior Center:
301 W. Bagdad, Building B
Central Fire Station:
203 Commerce Blvd
COMMENCE
Monday, 5:00 P.M.
Sunday, 9:00 P.M.
Monday, 5:00 P.M.
Monday, 5:00 P.M.
Sunday, 7:00 P.M.
Monday 5:00 P.M.
Monday, 5:00 P.M.
Monday, 5:00 P.M.
Sunday, 7:00 P.M.
Monday, 4:00 P.M.
Monday, 6:00 P.M.
Monday, 3:00 P.M.
Monday, 3:00 P.M.
Monday, 5:30 P.M.
Weekend schedule
Monday, 3:00 P.M
TERMINATE
Saturday, 7:00 A.M. (5 days/week)
Saturday, 7:00 A.M. (7 days/week)
Friday, 7:00 A.M. (5 days/week)
Friday, 7:00 A.M. (5 days/week)
Saturday, 11:30 P.M. (7 days/week)
Friday, 11:30 P.M. (5 days/week)
Friday, 11:30 P.M. (5 days/week)
Friday, 7:00 A.M. (5 days/week)
Saturday, 11:30 P.M. (7 days/week)
Friday, 5:30 P.M. (5 days/week)
Friday, 11:30 P.M. (5 days/week)
Friday, 5:30 P.M. (5 days/week)
Friday, 5:30 P.M. (5 days/week)
Friday, 11:30 P.M. (5 days/week)
(7 days/week)
Friday, 5:00 P.M. (5 days/week)
has not been determined
Page 7 of 16
SPECIFICATION NO.
08-968-73
DATE: October 2007
20.1. The City Council Chambers at City Hall and the McConico Building are used for meetings several nights
each week. The successful bidder shall ensure that the hallways and Chambers are cleaned after each
meeting. Cleaning is to be done before 7:00 A.M. the next business day. Cleaning is to be not to be done
during, immediately before, or after a meeting. Before a meeting is when preparation is being made for the
meeting and/ or participants are beginning to arrive for the meeting. After a meeting is when items used
during the meeting are being removed and/or not all participants have left the chambers.
21. BUILDING LOCATION AND SQUARE FEET:
BUILDING
LOCATION SQUARE FEET
City Hall 221 E. Main 24,000
Library 216 E. Main 42,000
Public Works 212 Commerce Cove 4,750
Public Works A&B 2008 Enterprise 13,322
Police, Bldg 3001 Tellabs Drive 90,000
PARD Yard Site 300 S. Bumet (Bldg. C) 1,790
Clay Madsen Rec. Center 1600 Gattis School Rd. 38,000
McConico Bldg. 301 West Baghdad 26,382
Vehicle Maint. Fac. A&B 901 Luther Peterson 1,400
Streets/Waterline 910 Luther Peterson 1,900
Utility Support A&B 5494 N. IH 35 900
Water Treatment 5494 N. IH -35 14,876
Meter Reader at WTP 5494 N. IH -35 500
Allen R. Baca Senior Center 301 W. Bagdad 28,435
Central Fire Station 203 Commerce Blvd 1,200
TOTAL 289,455
22. MAINTENANCE CONDITIONS: It is the responsibility of the successful bidder to maintain all areas where custodial
maintenance services are provided in a neat and attractive condition. Fumiture, trash and waste containers, desk
materials, files, cabinets and equipment shall generally be retumed to their original location if required to be moved
during deaning.
23. PERSONNEL: The successful bidder's personnel shall present a neat appearance and perform their work
understanding that the City is a public entity requiring concem for the City's public relations.
24. CLEANING SPECIFICATIONS: Services to be completed at all locations unless designated otherwise in scope of
individual locations.
24.1. DAILY: Each day the following shall be done:
24.1.1. Spot clean all interior glass/frames, glass panels, side glass and entry doors.
24.1.2. Empty all trash receptacles, spot clean replace liners as required. Includes recycling
containers.
24.1.3. Clean and polish all bright work/metal trim removing fingerprints, smudges, water and other
marks.
24.1.4. Sweep/dry mop non -carpeted floors, including stairs and landings. Damp mop floors and
stairs with clean water and solutions required by manufacturer's standards. Remove all
foreign substances such as gum or tar. Maximum care shall be taken by the Contractor on a
daily basis to maintain the highest quality appearance of hard surface floors.
24.1.5. Spot clean all hard surface walls to hand height of fingerprints, dust, soil, gum, etc., utilizing
clean water or solutions required by manufacturer's standards. Maximum care shall be taken
by the Contractor on a daily basis to maintain the highest quality appearance of hard surface
walls.
24.1.6. Detail; dean/polish all threshold plates and elevator tracks removing soil.
24.1.7. Remove all trash and refuse to designate areas.
24.1.8. Clean, disinfect, and polish drinking fountains, removing all water residue from top,
mouthpiece and sides. Spot clean adjacent walls and floor due to water splash.
24.1.9. Spot clean light switches. Remove fingerprints from switches and adjacent wall.
24.1.10. Vacuum entire carpeted area (wall to wall), including elevators, beyond normal traffic lanes
including under and around all furniture. Care shall be taken not to bang walls when moving
furniture.
24.1.11. Spot clean all carpets. Remove stains, deposits, gum, and spills.
Page 8 of 16
SPECIFICATION NO.
08-968-73
DATE: October 2007
24.1.12. Wipe clean all tables, counters, and shelves.
24.1.13. Clean floor, walls and doors of elevator in Parking Garage.
24.2. WEEKLY: Once per week, the following shall be done:
24.2.1. Comers and edges of floors shall be swept or vacuumed to remove all dirt and dust.
24.2.2. Thoroughly dust all chair and table legs and baseboards.
24.2.3. Buff/polish non -carpeted floors as required by manufacturer's standards to retain a uniform
bright appearance. Attention shall be paid to edges, comers, and behind doors. At all times,
the Contractor shall utilize non -slip floor finishes.
24.2.4. Wipe dean all baseboards upon completion of once weekly floor treatment.
24.2.5. Thoroughly dust with treated cloth window frames and sills.
24.2.6. Dust high and low fixtures.
24.2.7. Ensure all walls, ceilings, fixtures, and comers are free of cobwebs.
24.2.8. Clean custodian closet/storage areas to include washing sink, dust mop and wet floor,
restocking supplies and equipment.
24.2.9. Floor mats - remove gum and spots, wash with mild detergent/soap, rinse, and let dry before
placing back on floor.
24.2.10. Fabric chairs and couches - remove gum and spot clean.
24.2.11. Clean stairwell steps. Apply non -slip cleaner to restore new -look finish.
24.3. MONTHLY: Once per month, the following shall be done:
24.3.1. Thoroughly vacuum all upholstered furniture.
24.3.2. Thoroughly dean all wall, ceiling and floor vents.
24.3.3. Spot dean baseboards, removing heel marks and soil.
24.3.4. Thoroughly dust with clean cloth, all window blinds. Spot wash as needed. Accomplish all
high dusting not reached as described in Part II paragraphs, 5.0 and 6.0.
24.3.5. Dust and clean ceiling diffusers.
24.3.6. Dust and dean all retum vents.
24.3.7. Remove smudges from walls.
24.3.8. Vacuum all upholstered fumiture.
24.3.9. Damp wipe telephones using disinfectant.
24.3.10. Machine strip and apply wax to vinyl flooring, including elevator floors, so as present the best
possible appearance at all times.
24.3.11. Clean and polish inside surface of all windows as needed, but not less than every two (2)
months.
24.3.12. Dust bookshelves in library.
24.3.13. Machine scrub all ceramic tile restroom floors and disinfect. WAX SHALL NOT BE USED
ON CERAMIC FLOORS.
24.3.14. Machine scrub ceramic tile floors in hallways and rooms 101 and 105 in City Hall.
24.4. QUARTERLY — Work to be done within the 1st, 4th, 7th and 10th months of the contract.
24.4.1. Strip hard surface floors and refinish with two (2) coats of sealer and three (3) coats of floor
wax/polish with products per this specification. All old "wax" build-up; especially in comers
and along baseboards shall be removed.
24.4.2. Thoroughly clean all Tight fixtures and lenses.
24.4.3. Thoroughly clean all windows and blinds.
25. BREAK ROOM
25.1. DAILY: Once per day, the following shall be done:
25.1.1. Wipe clean and sanitize all counter tops, refrigerators (exterior), tables, chairs, cabinets,
(exterior), coffee makers (exterior), vending machines, microwave ovens (exterior), exterior of
trash receptacles and paper towel dispensers.
25.1.2. Clean, polish and sanitize all surfaces of sink with germicidal detergent, wiping excess liquid
off faucet and adjacent walls. Polish all.
25.1.3. Sweep between and around vending machines, refrigerators, cabinets, etc.
25.1.4. Sweep and wet mop with germicidal detergent non -carpeted floors.
25.1.5. Spot dean walls.
25.1.6. Spot clean carpets removing stains, deposits, gum, and spills.
Page 9 of 16
SPECIFICATION NO.
08-968-73
DATE: October 2007
26. RESTROOMS
26.1. DAILY: Once per day, the following shall be done:
26.1.1. Sweep and wet mop restroom floors with germicidal detergent and clean water, including
baseboard. Maximum care shall be taken to remove and prevent staining to floor surface
and grout.
26.1.2. Clean all surfaces of basins, bowls, toilet seats, and urinals with germicidal detergent, wiping
excess liquid off adjacent walls, fixtures and partitions.
26.1.3. Clean empty restroom dispensers and refill with supplies, making sure that there is no soap
residue at spout of dispenser. Remove wrapper from toilet paper. Contractor shall not leave
extra rolls of toilet paper or paper towels in restrooms unless dispenser shall hold more than
one roll.
26.1.4. Wash and polish mirror, basin shelves/counters, bright work, soap dispensers, piping and
push plates on doors, making sure there is no residue build-up anywhere on bright work.
26.1.5. Dust partitions, ledges and doors. Spot clean light switches, doors and walls.
26.1.6. Spot clean restroom wall partitions including ceramic tile, removing streaks, smudges and
graffiti. Maximum care shall be taken to prevent staining to wall tile and grout.
26.1.7. Waste receptacles are to be emptied and spot cleaned; liners, provided by Contractor, are to
be replaced. Trash is to be removed to pre -designated area.
26.1.8. Clean and refill sanitary machines with supplies to be provided by City of Round Rock.
26.1.9. Showers are to be completely cleaned with germicidal detergent and free of soapy water
residue build-up anywhere.
26.1.10. Fill floor drains with water and pour a capful of enzyme bacteria product daily in drains.
26.1.11. Wash aII restroom partitions on both sides, including doors, hinges, and partition seams.
26.1.12. Note: The City of Round Rock shall supply air sanitizer for special existing dispensers.
27. COMPUTER ROOM AREA
27.1. Areas: Computer Room areas are located at 221 E. Main Street on the 2nd floor and at the Library at 216
E. Main Street. These areas require different cleaning requirements.
27.2. Hours: Services in the Computer Room areas shall be provided once a month during the period of
7:30a.m. — 11:00 a.m.
27.3. Operator Present: Computer Room operator shall be present at all times that cleaning is performed in the
Computer/Printer Room, Computer Workroom, Repair and Storage rooms.
27.3.1. Contractor shall be responsible for coordinating work schedule with availability of Computer
Room operator.
27.4. Computer Cleaning Services: Only custodians trained in cleaning of computers can perform this work.
27.4.1. Clean each week using lint free tags.
27.4.2. Always spray chemical on cloth, never directly on computer or keyboard.
27.4.3. Use Windex or equivalent to clean monitor screen.
27.4.4. Use Fantastic or equivalent to clean monitor and keyboard.
27.4.5. Use foam tip swab to clean between keys on keyboard.
27.4.6. 91% Isopropyl Alcohol shall be used to remove ballpoint pen and permanent marker.
27.5. Additional Cleaning Requirements: Because of the high potential for damage to electrical cabling and
other equipment below the raised Computer Room floor, the following precautions shall be observed:
27.5.1. A computer room operator shall be present to assist in moving computer equipment as needed
and to coordinate the cleaning in accordance with proper procedures.
27.5.2. No dust or dirt is to become airborne. No vacuuming, dry dusting, or dust mopping may be
performed in the Computer Room.
27.5.3. No mop buckets, other containers of liquids, spray cans, or spray bottles may be taken into the
Computer Room.
27.5.4. Mops and cloths shall be cleaned, rinsed, and thoroughly wrung out the outside the Computer
Room so that no water can drip through cracks or ventilation holes in the floor tiles or onto
equipment. Cloths used for cleaning shall be low -lint cloths. Care shall be taken not to damage or
soil the acoustical walls.
Page 10 of 16
SPECIFICATION NO.
08-968-73
DATE: October 2007
28. PRODUCT SPECIFICATIONS
28.1. Water Emulsion Metal -Link Polymer Floor Finish: This specification covers a self -polishing, slip
resistant, all synthetic water emulsion floor finish intended for use on, and not detrimental to, sealed and
finished wood surfaces, asphalt tile, linoleum, rubber, vinyl composition, painted concrete, terrazzo and
cement surfaces. The product is to be used without dilution except as may be recommended by the
manufacturer. Acid sensitive emulsions are excluded. Product shall not contain oil or be oil-based in
nature.
28.1.1. The finish shall consist of all synthetic components. It shall contain no natural waxes.
28.1.2. The finish shall contain a minimum of fifteen percent (15%) non-volatile material.
28.1.3. The finish shall consist of polyacrylic and polyethylene components. Polymers shall be
metal -linked to provide excellent detergent resistance.
28.1.4. The product shall be safe for use on all kinds of floors, including asphalt, vinyl, linoleum,
terrazzo, marble, sealed wood, cork, rubber and other composition tile surfaces.
28.1.5. The product shall produce a colorless, rough, non -slip, water resistant coating having a very
high gloss.
28.1.6. The finish shall be re-coatable within fifteen 15 minutes, or as recommended by
manufacturer, after prior coat has dried. Second coat shall not whiten nor lift the first coat- it
shall produce enhanced gloss.
28.1.7. The product shall resist scuffing, powdering and scratching under traffic to a satisfactory
degree and shall respond to buffing.
28.1.8. The finish shall level well on application without streaking or puddling.
28.1.9. The finish shall resist wet cleaning with alkaline detergents without being removed from the
floor and without destroying gloss. However, it shall be easily removable by common
stripping methods.
28.1.10. The product shall not be acid sensitive and shall resist acidic cleaners and strippers,
including acidic soft drinks and fruit juices.
28.1.11. The finish shall be non -yellowing on the floor and shall be milk white in the original container,
rather than yellow.
28.1.12. The finish shall bear the UL seal of approval for slip resistance on the label.
28.1.13. The finish shall be film forming at usual temperatures and shall produce no powdering and no
crazing.
28.1.14. The finish shall be waterproof within twelve (12) hours after application. Product shall have
good -to -excellent water resistance.
28.1.15. The finish shall be free from objectionable odor and shall not develop an offensive odor upon
storage in the original unopened container.
28.2. Water Emulsion Type Floor Wax or Finish Remover (Stripper): This specification covers commercial
wax remover for use in stripping water -emulsion floor wax or finish (including the metal -link polymers) from
vinyl, rubber, asphalt and other composition floor surfaces. This remover can also be used as a heavy duty
cleaner for ceramic and conductive floors. The compound shall be a liquid of one grade only. Product
shall not contain oil or be oil-based in nature.
28.2.1. The compound shall be homogeneous, highly concentrated free-flowing liquid, and so
formulated that it may be diluted with dear water. It shall be composed of synthetic
detergents, alkaline builders and sequestering agents. It shall not cause skin irritations when
used in accordance with directions.
28.2.2. The compound shall be free rinsing and free from odor, which might be objectionable under
conditions of use.
28.2.3. The compound shall not contain any fatty acid soaps.
28.2.4. The compound shall be stable and not lose its original effectiveness or otherwise deteriorate
when stored for nine (9) months in a dosed shipping container at room temperature.
28.2.5. The non-volatile content shall not be less than 6.5% at 105 degrees C.
28.2.6. The pH value of a 1.0% by weight solution shall be between 2.6 and 12.0.
28.2.7. The compound shall be completely mixed with tap water in all proportions.
Page 11 of 16
SPECIFICATION NO.
08-968-73
DATE: October 2007
28.3. Quaternary Ammonium Chloride Detergent/Disinfectant: This specification covers one type of
synthetic detergent and germicide liquid cleaner designed for general cleaning, sanitizing and deodorizing
in one operation.
28.3.1. The cleaner disinfectant shall be a balanced blend of synthetic organic detergents, inorganic
alkaline builders, water softening agents and synthetic quaternary ammonium germicide.
Color shall be optional.
28.3.2. The cleaner disinfectant shall not contain any soap, mercury compounds, chlorine, peroxide
or formaldehyde, or materials that release such compounds when diluted according to
directions. The product shall be safe to use in food preparation areas, 100% biodegradable.
28.3.3. Anti -microbial Requirements: The disinfectant shall have a phenol coefficient of about 10.0
against S. Typhosa and Staphylococcus Aureus by the A.O.A.C. confirmation test at a one to
sixty-four (1:64) dilution. The disinfectant shall kill Pseudomonas Acruginosa at a one to
sixty-four (1:64) dilution and shall be effective against both Gram positive and Gram-negative
organisms.
28.3.4. Odor. A one to sixty-four (1:64) dilution of the cleaner disinfectant in distilled water shall be
odorless and shall not develop an unpleasant odor on surfaces cleaned.
28.3.5. Quatemary ammonium content shall be 3.80% active, minimum.
28.3.6. Non-volatile content at 150 degrees C shall be 12.0% minimum.
28.3.7. Hard Water Tolerance: Effective within thirty (30) seconds in waters up to and including 750
p.p.m. of hardness.
28.3.8. Cleaning Efficiency: A one to sixty-four (1:64) dilution of the cleaner shall exhibit a cleaning
efficiency of not less than eighty percent (80%) when tested as described in Paragraph 4.4.6
of Federal Specification PC -431a. In solution, the cleaner shall provide adequate, but not
excessive, suds.
28.3.9. Approval: The product shall be approved by the USDA, be EPA registered for use in
Federally Inspected Meat Packing and Poultry Processing establishments. The disinfectant
shall be acceptable for medical and non-medical uses.
28.4. Lotion Cleanser: This specification covers a lotion type abrasive disinfectant cleanser for the cleaning of
porcelain surfaces and for general maintenance use. Product shall not contain oil or be oil-based in
nature.
28.4.1. The cleanser shall be made from high quality soap, abrasive and disinfectant agents,
uniformly mixed. Small amounts of other ingredients may be added to improve the quality of
the cleanser.
28.4.2. The cleanser shall be a white or an attractive, pleasing color, scented or unscented, and of
uniform composition.
28.4.3. Rinseability: Complete.
28.4.4. The moisture content shall not exceed fifty-five percent (55%).
28.4.5. Anhydrous synthetic detergent content - five -percent (5%) minimum to ten -percent (10%)
maximum.
28.4.6. Abrasive content shall not be less than thirty percent (30%).
28.4.7. PH value of this liquid shall be between seven (7) and ten (10).
28.4.8. Product shall not separate when stored at fifty (50) degrees C for seven days.
28.5. Non -Acid Type Bowl Cleaner: This specification covers a non -acid -type bowl cleaner for de -scaling and
disinfecting toilet bowls and urinals. Cleaner shall be a thick liquid formula that shall cling to bowl and
urinal surfaces it cleans.
28.5.1. Compound shall contain no hydrochloric acid.
28.5.2. The compound shall be a stable liquid and not lose effectiveness or otherwise deteriorate
when stored in a dosed container at room temperature.
28.5.3. Compound shall be safe on porcelain and chrome, one -hundred -percent (100%)
biodegradable, non-flammable.
28.5.4. Compound shall remove rust, water minerals, lime, soap scum, body oils, grease, with
excellent hard water tolerance.
28.5.5. Compound shall be free of harmful alkaline or abrasives.
28.5.6. Liquid product shall be packaged in thirty-two ounce (32 oz.) container with flip -open cap.
28.5.7. Use of two ounces (2 oz.) shall be sufficient to remove soil, rust, lime scale and uric
incrustation as well as disinfect and deodorize under normal conditions.
28.5.8. Product shall not be detrimental to china and glass surfaces at full strength. Product shall
not be detrimental to glazed and ceramic tile, carpeting. Product shall not interfere with the
Page 12 of 16
SPECIFICATION NO.
08-968-73
DATE: October 2007
digestive operation in septic tank systems. Product shall be non -fuming. Product shall have
minimum viscosity of 200 cps.
28.6. Glass Cleaner: Non -aerosol liquid glass cleaner covered by this specification is intended primarily for use
on windows, mirrors and other glass surfaces. Product shall not contain oil or be oil-based in nature.
28.6.1. The compound shall be a blend of synthetic organic detergents, alcohol, solvents and
germicidal components; it shall not contain any perfume, ammonia or inorganic alkalis.
28.6.2. Cleaning efficiency - when the compound is properly applied to glass surfaces and polished,
it shall leave the surface free from dust, grime, and ordinary soil material.
28.6.3. Flash point - the flash point of the liquid shall be not less than 105 degrees F.
28.6.4. PH value - the pH value of the liquid shall be not less than 11.0 or more than 11.5 at 25
degrees C.
28.7. Concentrated Synthetic Cleaner: This specification covers one grade of a liquid concentrated compound
suitable for wet leaning for both painted and unpainted surfaces where hard or soft water prevails. It shall
be an effective cleaning agent for use on wood, rubber, asphalt tile, terrazzo marble or concrete floors.
Product shall not contain oil or be oil-based in nature.
28.7.1. Compound shall be composed of low sudsing cleaners to be used on floors, floor finishes,
and have a mild odor.
28.7.2. The ingredients shall be assembled to form a homogeneous liquid with no more than a trace
of suspended matter. It shall be biodegradable.
28.7.3. The compound shall be non -caustic and contain no soap, inorganic materials.
28.7.4. Compound shall be completely multiple -water soluble in distilled water at room temperature.
28.7.5. Compound shall contain no free alkali or ammonia.
28.7.6. Compound shall contain no free oil, abrasives or other harmful ingredients and shall not be
irritating to the skin.
28.7.7. Compound shall be non-flammable. The compound shall be stable and not let its original
effectiveness or otherwise deteriorate when stored for nine (9) months in a dosed shipping
container at room temperature.
28.7.8. PH of the compound shall be 6.0 - 8.0 PHS at one -percent (1%) concentration.
28.7.9. Emulsification of grease, oil and dirt - very good.
28.7.10. Free rinsing - excellent.
28.7.11. Foaming - moderate with excellent stability in the presence of grease and oil.
28.7.12. Use dilution for normal finished floor mopping - about sixty to one (60:1).
28.8. Stainless Steel Cleaner/Polisher: This specification covers a product, which is designated to clean and
protect metal surfaces. Product shall not contain oil or be oil-based in nature.
28.8.1. Solution shall be a blend of solvents and polishing agents, which shall remove grease,
fingerprints and light soil.
28.8.2. It shall provide protective water resistance; prevent rusting, corrosion and discoloration.
28.8.3. It shall contain no harsh abrasives.
28.8.4. It shall be non -aerosol and safe to use on drinking fountains and eyewashes.
28.9. Furniture Polish: This specification covers a non -aerosol agent designed to clean and polish wood and
wood product surfaces.
28.9.1. It shall be a blend of silicone, oils, waxes and cleaning agents.
28.9.2. It shall remove dust, smudges, fingerprints and stains. It shall protect surfaces and does not
smear.
28.9.3. It shall have a pleasant odor and be water based with no harmful solvents.
28.9.4. It shall be safe on all -wood surfaces, leather, vinyl and counter/table tops.
28.9.5. Solution shall not leave a film and not attract dirt particles.
28.10. Graffiti Remover: This specification covers a product designed to remove ink, pencil, crayon, lipstick,
adhesives, grease and other agents on painted and unpainted surfaces such as walls, wood surfaces,
floor, Formica and fiberglass.
28.10.1. Solution shall not harm or remove finishes from surface.
28.10.2. It shall be non -aerosol.
28.10.3. It shall be non-flammable.
28.11. All -Purpose Cleaner: This specification covers one grade of a liquid cleaning compound suitable for
cleaning all types of surfaces.
28.11.1. Solution shall be a concentrated water-soluble ingredient with pH factor of 11.0 to 12.5.
Page 13 of 16
SPECIFICATION NO.
08-968-73
DATE: October 2007
28.11.2. Solution shall be biodegradable.
28.11.3. Solution shall be applied and wiped off with no rinsing required.
28.11.4. Solution shall remove all common soils from most surfaces.
28.11.5. It shall not streak or leave a film. Product shall not contain oil or be oil-based in nature.
28.11.6. Solution shall contain no phosphates, ammonia or other abrasive materials.
28.11.7. Solution shall be pleasant smelling.
28.12. Enzyme Bacteria Products: This specification covers a non -aerosol enzyme digestant that dissolves
odors in floor drains.
28.12.1. Solution shall have a pleasant odor.
28.12.2. Solution shall work to neutralize odors with use of high activity enzymes and bacterial
cultures.
28.12.3. Solution shall be non-acid and non -corrosive and shall not harm plumbing.
28:12.4. Solution shall be used to neutralize odors under and around toilets, sinks and urinals.
28.12.5. Solution shall continue to neutralize odors even after product has dried on surface.
28.12.6. Solution shall have active bacterial count of at least 37 billion per gallon.
28.12.7. pH range shall be 7.0 to 8.5
28.12.8. Solution shall have no flash point.
28.13. Degreaser: This product covers a non -butyl cleaner and degreaser designed to remove a wide variety of
grease and soil on any surface not harmed by water.
28.13.1. Solution shall be water based, biodegradable product containing rust inhibitors.
28.13.2. Solution shall remove soap scum and body oils in showers and washroom surfaces.
28.13.3. Solution shall be non-flammable, free rinsing and non -filming and contain no fumes.
28.13.4. Dilution rate shall be sixteen to one (16:1) for general cleaning, one to eight (1:8) for heavy
duty cleaning.
28.13.5. Solution may be used with pressure washers and foam guns.
28.13.6. Solution shall be USDA approved.
28.13.7. PH value shall not exceed 12.0.
28.13.8. Solution shall be suitable for use on floors and walls in soft or hard water.
28.13.9. Composition shall consist of a blend of synthetic detergents, solvents and alkalis.
28.14. Hard -Water Deposit Remover: This product concerns an extra strength cleaner designed to remove hard
water scale and discoloration.
28.14.1. Solution shall be designed to cling to surfaces.
28.14.2. It shall be safe to use on chrome, ceramic tile, and porcelain surfaces.
28.14.3. Solution shall be biodegradable and contain no hydrochloric acid.
28.14.4. It shall be pleasant scented.
28.15. Spot Remover: This product is designated to remove stains and spots from most types of carpets.
28.15.1. Solution shall be safe for use on most carpet surfaces.
28.15.2. Solution shall be used on upholstery, textiles, vinyl, leathers, and synthetics.
28.15.3. Solution shall be effective in the removal of red dye and products containing this dye.
28.15.4. Solution shall remove gum and other adhesives.
28.15.5. Solution shall be a deodorizer and enzyme digestant.
28.15.6. Solution shall be pH balanced and be effective on most types of stains found in commercial
buildings.
28.15.7. Product shall not contain oil or be oil-based in nature.
Page 14 of 16
SPECIFICATION NO.
08-968-73
DATE: October 2007
PART IV
SERVICE, ACCEPTANCE AND PAYMENT
1. SERVICE: The successful bidder shall respond to a request for service:
1.1 Within 12 hours of notification for telephone service and/or maintenance conflict.
1.2 Within 24 hours of notification for on-site service and/or maintenance.
2. ACCEPTANCE: Acceptance inspection should not take more than five working days. The vendor will be notified
within this time frame if the service is not in full compliance with the specifications. If any purchase order is
cancelled for non-acceptance, the needed service may be purchased elsewhere and the vendor may be charged full
increase, if any, in cost and handling.
3. INVOICING: Contractor shall submit one original and one copy of each invoice on a monthly basis to the following
address:
City of Round Rock
Accounts Payable
221 East Main Street
Round Rock, TX 78664-5299
4. PROMPT PAYMENT POLICY: Payments will be made within thirty days after the City receives the supplies,
materials, equipment, or the day on which the performance of services was completed or the day on which the City
receives a correct invoice for the supplies, materials, equipment or services, whichever is later. The Contractor may
charge a late fee (fee shall not be greater than that which is permitted by Texas law) for payments not made in
accordance with this prompt payment policy; however, this policy does not apply to payments made by the City in
the event
4.1 There is a bona fide dispute between the City and Contractor conceming the supplies, materials, services
or equipment delivered or the services performed that causes the payment to be late; or
4.2 The terms of a federal agreement, grant, regulation, or statute preventing the City from making a timely
payment with Federal Funds; or
4.3 There is a bona fide disputebetween the Contractor and a subcontractor or between a subcontractor and
its suppliers concerning supplies, material, or equipment delivered or the services performed which caused
the payment to be late; or
4.4 The invoice is not mailed to the City in strict accordance with instructions, if any, on the purchase order or
agreement or other such contractual agreement
OVERCHARGES: Contractor hereby assigns to the City of Round, Rock (Purchaser) any and all claims for
overcharges associated with this agreement which arise under the antitrust laws of the United States, 15 USGA
Section 1 etes q., and which arise under the antitrust laws of the State of Texas, Bus. and Com. Code, Section
15.01,gseq.
Page 15 of 16
SPECIFICATION NO.
08-968-73
DATE: October 2007
PART V
MAN-HOURS
List the number of person -hours per day and night your bid includes to efficiently and effectively comply with these
specifications for each of the following buildings:
BUILDING/LOCATION SQ. FT MAN-HOURS
City Hall 221 E. Main
Library 216 E. Main
Public Works 212 S. Commerce
Public Works A&B 2008 Enterprise
Police, Bldg 3001 Tellabs Drive
PARD Yard Site 300 S. Burnet
Clay Madsen Rec. Ctr. 1600 Gattis School Rd.
McConico Bldg. 301 W. Baghdad
Vehicle Maint. Facility A&B901 Luther Peterson
Streets/Waterline Maintenance
Utility Support A&B
Water Plant
Meter Reader at WTP
Allen R. Baca Senior Center
Central Fire Station
910 Luther Peterson
5494 N. IH 35
5494 N. IH -35
5494 N. IH -35
301 W. Bagdad
203 Commerce Blvd
750
24,000
42,000
4,750
13,322
90,000
1,790
38,000
26,382
1,900
900
14,876
500
28,435
1,200
Cleaning specifications and person hours were referenced from the Custodial Methods and Procedures Manual and 358
Cleaning Times Books.
REFERENCES
List below the name, address, telephone number and contact person of not less than four (4) references in Williamson and/or
Travis Counties where services are provided that are of a similar nature as those described in the attached specification.
NAME & ADDRESS TELEPHONE CONTACT PERSON(s)
PART V SHALL BE RETURNED WITH THE BID RESPONSE
Failure to provide this required information with the bid response may automatically disqualify the response from
consideration for award in connection with this transaction.
Page 16 of 16
ATTACHMENT A
CITY OF ROUND ROCK
INSURANCE REQUIREMENTS
1. INSURANCE: The Vendor shall procure and maintain at its sole cost and expense for the duration
of the contract or purchase order resulting from a response to this bid/Soecification insurance
against claims for iniuries to persons or damaaes to property which may arise from or in
connection with the performance of the work as a result of this bid by the successful bidder, its
agents, representatives. volunteers. employees or subcontractors.
1.1. Certificates of Insurance and endorsements shall be fumished to the City and approved
by the City before work commences.
1.2. The following standard insurance policies shall be required:
1.2.1. General Liability Policy
1.2.2. Automobile Liability Policy
1.2.3. Worker's Compensation Policy
1.3. The following general requirements are applicable to all policies:
1.3.1. Only insurance companies licensed and admitted to do business in the State of
Texas shall be accepted.
1.3.2. Deductibles shall be listed on the Certificate of Insurance and are acceptable
only on a per occurrence basis for property damage only.
1.3.3. Claims made policies shall not be accepted, except for Professional Liability
Insurance.
1.3.4. Upon request, certified copies of all insurance policies shall be fumished to the
City
1.3.5. Policies shall include, but not be limited to, the following minimum limits:
1.3.5.1. Minimum Bodily Injury Limits of $300,000.00 per occurrence.
1.3.5.2. Property Damage Insurance with minimum limits of $50,000.00 for
each occurrence.
1.3.5.3. Automobile Liability Insurance for all owned, non -owned, and hired
vehicles with minimum limits for Bodily Injury of $100,000.00 each
person, and $300,000.00 for each occurrence, and Property
Damage Minimum limits of $50,000.00 for each occurrence.
1.3.5.4. Statutory Worker's Compensation Insurance and minimum
$100,000.00 Employers Liability Insurance.
1.3.6. Coverage shall be maintained for two years minimum after the termination of the
Contract.
1.4. The City shall be entitled, upon request, and without expense to receive copies of
insurance policies and all endorsements thereto and may make reasonable request for
deletion, revision, or modification of particular policy terms, conditions, limitations, or
exclusions (except where policy provisions are established by law or regulation binding
either of the parties hereto or the underwriter of any of such policies). Upon such request
by the City, the Vendor shall exercise reasonable efforts to accomplish such changes in
policy coverage and shall pay the cost thereof. All insurance and bonds shall meet the
requirements of the bid specification and the insurance endorsements stated below.
1.5. Vendor agrees that with respect to the required insurance, all insurance contracts and
certificate(s) of insurance will contain and state, in writing, on the certificate or its
attachment, the following provisions:
Page 1 of 4
1.5.1. Provide for an additional insurance endorsement clause declaring the Vendor's
insurance as primary.
1.5.2. Name the City and its officers, employees, and elected officials as additional
insured's, (as the interest of each insured may appear) as to all applicable
coverage.
1.5.3. Provide thirty days notice to the City of cancellation, non -renewal, or material
changes
1.5.4. Remove all language on the certificate of insurance indicating:
1.5.4.1. That the insurance company or agent/broker shall endeavor to notify
the City; and,
1.5.4.2. Failure to do so shall impose no obligation of liability of any kind
upon the company, its agents, or representatives.
1.5.5. Provide for notice to the City at the addresses listed below by registered mail:
1.5.6. Vendor agrees to waive subrogation against the City, its officers, employees,
and elected officials for injuries, including death, property damage, or any other
loss to the extent same may be covered by the proceeds of insurance.
1.5.7. Provide that all provisions of this contract concerning liability, duty, and standard
of care together with the indemnification provision, shall be underwritten by
contractual liability coverage sufficient to include such obligations within
applicable policies.
1.5.8. All copies of the Certificate of Insurance shall reference the project name, bid
number or purchase order number for which the insurance is being supplied.
1.5.9. Vendor shall notify the City in the event of any change in coverage and shall
give such notices not less than thirty days prior notice to the change, which
notice shall be accomplished by a replacement Certificate of Insurance.
1.5.10. All notices shall be mailed to the City at the following addresses:
Assistant City Manager City Attorney
City of Round Rock City of Round Rock
221 East Main 309 East Main
Round Rock, TX 78664-5299 Round Rock, TX 78664
6. WORKERS COMPENSATION INSURANCE
6.1. Texas Labor Code, Section 406.098 requires workers' compensation insurance coverage
for all persons providing services on building or construction projects for a govemmental
entity.
6.1.1. Certificate of coverage ("certificate") - A copy of a certificate of insurance, a
certificate of authority to self -insure issued by the Texas Workers' Compensation
Commission, or a coverage agreement (TWCC-81, TWCC-82, TWCC-83, or
TWCC-84), showing statutory workers' compensation insurance coverage for
the person's or entity's employees providing services on a project, for the
duration of the project.
6.1.2. Duration of the project - includes the time from the beginning of the work on the
project until the CONTRACTOR'S /person's work on the project has been
completed and accepted by the OWNER.
6.2. Persons providing services on the project ("subcontractor") in Section 406.096 - includes
all persons or entities performing all or part of the services the CONTRACTOR has
undertaken to perform on the project, regardless of whether that person contracted
directly with the CONTRACTOR and regardless of whether that person has employees.
This includes, without limitation, independent contractors, subcontractors, leasing
companies, motor carriers, owner -operators, employees of any such entity, or employees
of any entity, which fumishes persons to provide services on the project. "Services"
include, without limitation, providing, hauling, or delivering equipment or materials, or
providing labor, transportation, or other service related to a project. "Services" does not
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include activities unrelated to the project, such as food/beverage vendors, office supply
deliveries, and delivery of portable toilets.
6.3. The CONTRACTOR shall provide coverage, based on proper reporting of classification
codes and payroll amounts and filing of any coverage agreements, that meets the
statutory requirements of Texas Labor Code, Section 401.011(44) for all employees of the
CONTRACTOR providing services on the project, for the duration of the project.
6.4. The CONTRACTOR must provide a certificate of coverage to the OWNER prior to being
awarded the contract.
6.5. If the coverage period shown on the CONTRACTOR'S current certificate of coverage
ends during the duration of the project, the CONTRACTOR must, prior to the end of the
coverage period, file a new certificate of coverage with the OWNER showing that
coverage has been extended.
6.6. The CONTRACTOR shall obtain from each person providing services on a project, and
provide to the OWNER:
6.6.1. a certificate of coverage, prior to that person beginning work on the project, so
the OWNER will have on file certificates of coverage showing coverage for all
persons providing services on the project and
6.6.2. no later than seven calendar days after receipt by the CONTRACTOR, a new
certificate of coverage showing extension of coverage, if the coverage period
shown on the current certificate of coverage ends during the duration of the
project.
6.7. The CONTRACTOR shall retain all required certificates of coverage for the duration of
the project and for one year thereafter.
6.8. The CONTRACTOR shall notify the OWNER in writing by certified mail or personal
delivery, within 10 calendar days after the CONTRACTOR knew or should have known,
or any change that materially affects the provision of coverage of any person providing
services on the project.
6.9. The CONTRACTOR shall post on each project site a notice, in the text, form and manner
prescribed by the Texas Workers' Compensation Commission, informing all persons
providing services on the project that they are required to be covered, and stating how a
person may verify coverage and report lack of coverage.
6.10. The CONTRACTOR shall contractually require each person with whom it contracts to
provide services on a project, to:
6.10.1. provide coverage, based on proper reporting of classification codes and payroll
amounts and filing of any coverage agreements, that meets the statutory
requirements of Texas Labor Code, Section 401.011(44) for all its employees
providing services on the project, for the duration of the project
6.10.2. provide to the CONTRACTOR, prior to that person beginning work on the
project, a certificate of coverage showing that coverage is being provided for all
employees of the person providing services on a project, for the duration of the
project;
6.10.3. provide the CONTRACTOR, prior to the end of the coverage period, a new
certificate of coverage showing extension of coverage, if the coverage period
shown on the current certificate of coverage ends during the duration of the
project;
6.10.3.1. obtain from each other person with whom it contracts, and provide to
the CONTRACTOR:
6.10.3.1.1.
6.10.3.1.2.
a certificate of coverage, prior to the other person
beginning work on the project and
a new certificate of coverage showing extension of
coverage, prior to the end of the coverage period, if
the coverage period shown on the current certificate
of coverage ends during the duration of the project
Page 3 of 4
6.10.3.2. retain all required certificates of coverage on file for the duration of
the project and for one year thereafter;
6.10.3.3. notify the OWNER in writing by certified mail or personal delivery,
within 10 calendar days after the person knew or should have
known, of any change that materially affects the provision of
coverage of any person providing services on the project; and
6.10.3.4. contractually require each person with whom it contracts, to perform
as required by paragraphs (Athru G), with the certificates of
coverage to be provided to the person for whom they are providing
services.
6.10.3.5. By signing the solicitation associated with this specification, or
providing, or causing to be provided a certificate of coverage, the
Contractor is representing to the Owner that all employees of the
Contractor who will provide services on the project will be covered
by workers' compensation coverage for the duration of the project,
that the coverage will be based on proper reporting of classification
codes and payroll amounts, and that all coverage agreements will
be filed with the appropriate insurance carrier or, in the case of a
self-insured, with the Commission's Division of Self -Insurance
Regulation. Providing false or misleading information may subject
the Contractor to administrative penalties, criminal penalties, civil
penalties, or other civil actions.
6.10.3.6. The Contractor's failure to comply with any of these provisions is a
breach of contract by the Contractor that entitles the Owner to
declare the contract void if the Contractor does not remedy the
breach within ten calendar days after receipt of notice of breach
from the owner.
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