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R-91-1574 - 2/28/1991ATTEST: RS02281F RESOLUTION NO. l 5 / 1 7 1 /e - WHEREAS, the City of Round Rock desires janitorial service for its office buildings, and WHEREAS, has submitted a proposal to provide the needed janitorial service, and WHEREAS, the City Council wishes to accept the proposal and to enter into an agreement with , Now Therefore, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS, That the Mayor is hereby authorized and directed behalf of the City an agreement with a E LAND, City Secretary MIKE ROBINSON, Mayor City of Round Rock, Texas to execute on for janitorial service for City office buildings, a copy of said agreement being attached hereto and incorporated herein for all purposes. RESOLVED this 28th day of February, 1991. ITEM LIFESPACES Austin TOP JOB Austin JANI -KING Austin ESF CLEANING Round Rock Cost per square foot $0.0435 $0.0520 $0.0587 $0.0620 Total cost per month $1,953.98 $2,335.79 $2,636.75 $2,784.98 Annual cost $23,447.72 $28,029.46 $31,640.94 $33,419.74 Insurance available yes yes yes yes How long in business 11 years 3.5 years 5 years 3.5 years Full / Part-time staff 5125 213 51 1175 5112 References (good, medium, poor) good good medium medium Exceptions to specifications 1. Proposal submitted late EXHIBIT A CITY OF ROUND ROCK ANALYSIS OF JANITORIAL PROPOSALS 26- Feb -91 This contract and agreement is made and entered into this 0 day o MARci4 , 1991, by and between - TOP '06 7rAN rTOtt1 A L- and the City of Round Rock. Scope of Agreement Method of Payment City of Round Rock Janitorial Services Agreement The attached City of Round Rock Request for Proposal, Specifications and the Contractor's written response to same will form an integral part of this agreement. Payment for contracted services shall be due and payable within ten days after receipt of invoice covering services for the previous month. Holidays The contractor will observe the same holiday schedule as' the City of Round Rock. pa1(7 February 11, 1991 Subject: Cleaning and Janitorial Service for Office Buildings ' City of Round Rock To Whom It May Concern: The City of Round Rock invites your firm to submit a proposal in response to our request entitled Janitorial Service for Office Buildings. Any questions regarding the technical or contractual aspects of the proposal are to be directed to the undersigned at (512) 255 - 3612, extension 238. Enclosed is a Request for Proposal (RFP) for Janitorial Service. This is a negotiated procurement utilizing the Request for Proposal method and as such, award does not have to be made to the proposer submitting the lowest priced proposal, but rather the proposer submitting the best responsive proposal satisfying the City's requirements. The proposal is to be submitted by mail or in person in a sealed envelope bearing name of the company, the address, and the Request for Proposal title (Janitorial Service for Office Buildings). Address your proposal to: City Secretary, City of Round Rock, 221 E. Main, Round Rock, Texas, 78664. Return or deliver the proposal in sufficient time so as to be received on or before 2:00 p.m., February 25, 1991. Thank you in advance for your interest in the City of Round Rock. . David Kautz, Director of Finance REQUEST FUR PROPOSALS Janitorial Services Sealed proposals addressed to the City Secretary, City of Round Rock, 221 East Main Street, Round Rock, Texas, 78664, for furnishing Janitorial Services will be received until February 25, 1991, at 2:00 p.m. then publicly opened and read aloud in the City Council Chambers. Proposals should be submitted in a sealed envelope and clearly be identified as "JANITORIAL SERVICES PROPOSAL ": No proposals may be withdrawn after the scheduled opening time. Any proposals received after scheduled opening time will be returned unopened. Specifications regarding this proposal may be obtained from the Department of Finance, 221 East Main Street, Round Rock, Texas, 78664, free of charge upon request. In case of ambiguity, duplication, or obscurity in the proposals, the City of Round Rock reserves the right to construe the meaning thereof. The City of Round Rock further reserves the right to reject any or all proposals and waive any informalities and irregularities in proposals received. The successful proposer will be expected to execute the standard contract prepared by the City of Round Rock. Publish Dates: Austin American Staten February 11, 1991 February 18, 1991 Round Rock Leader February 11, 1991 February 18, 1991 Joanne Land City Secretary City of Round Rock THE CITY OF ROUND ROCK CONDITIONS FOR RESPONDING TO REQUEST FOR PROPOSALS 1. Cost Incurred in Responding All cost directly or indirectly related to preparation of a response to this Request for Proposal or any oral presentation required to supplement and /or clarify a proposal which may be , required by the City shall be the sole responsibility of and shall be borne by the Proposer. 2. Late Proposals Proposals received after the time and date stated herein may not be considered. . 3. Proposal Acceptance Period All proposals must include a statement that they are valid for a minimal period of ninety (90) days subsequent to the RFP -closing date. . 4. Rights Reserved The City of Round Rock reserves the right to accept or reject any and all proposals and to waive any irregularities, infor- malities and technicalities. The City of Round Rock also reserves the right to negotiate all elements which comprise the proposal to insure that the best possible consideration be afforded to all concerned. The City of Round Rock also reserves the right to accept the offer considered to be the lowest, most responsive proposal. 1 return to: CITY OF ROUND ROCK REQUEST FOR PROPOSAL City Secretary City of Round Rock. 221 East Main Street Round Rock, Texas 78664 ATTENTION: JANITORIAL SERVICES PROPOSAL TELEPHONE 512- 255 -3612 This RFP is for the purpose of obtaining price quotations on the JANITORIAL SERVICES FOR CITY OCCUPIED BUILDINGS. • Using the attached specifications and schedules please provide a price for the cleaning of the city buildings on the following basis: TOTAL COST PER MONTH s.2331. 9 / COST PER SQUARE FOOT $ .0S COST FOR LIBRARY PER MONTH $ 6 So.. SO COST TO ADD ADDITIONAL PROPERTY (per square foot) $ .05" LENGTH OF TIME YOU WILL GUARANTEE THIS PRICE $ l Y ' PROPOSAL SUBMITTED BY: (company name. address and telephone) L P >3 �,uJroieJA - gaos fv'otio,,4 A1-. A 78717 S — — OOw (si•� ature of authoriz-i representative) nN4.) M4Z /mss Print name) (date) John Madins - Digital Pager 244.0008:. ;° 322 -7316 SERVING YOU - OUR #1 GOAL :., BIOGRAPHICAL DATA 1. Length of time your business has been in existence 3 y ye s 2. Number of employees on current staff: full - time oZ part - time 3 REFERENCES Please list as references at least three (3) companies for which you currently provide cleaning service. Sj .. OOMPANY NAME APPROX. SQ. Fr. HOW LONG WITH PHONE PERSON TO VICED THIS ACCOUNT CONTACT CHA tart- e /id / 53 rr-i/44',b 6 ) eatis.F,/ 4.args 5,0 Cie P. _ - 9.. , 'a - - tO/ sTOLP/ vY�i2 ^SANDER BR Ecilo IAN i Eres (ATTACH THIS PAGE TO YOUR PROPOSAL) 3 3 27 -7 WS/6m SPnex.) � 1 3 EVSRL r C4,� PEL er35 L, i 644 -'cp CITY OF ROUND ROCK SPECIFICATICNNS FOR CLEANING AND JANITORIAL SERVICE 1. Hours of Work. The normal work week will consist of five (5) consecutive days commencing Sunday evening and terminating Friday morning. The Contractor's work day will commence any- time after 5:00 P.M. and will terminate on or before 7:00 A.M. the following day. The conducting of City business and services may require a specific cleaning schedule for certain buildings or on certain days. The Contractor's specified work schedule shall be approved by the Director of Finance or his designated representative and may be amended by mutual agreement between the Director of Finance and the Contractor. 2. Maintenance Conditions. It is the responsibility of the Contractor 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 replaced where they were situated prior to the require cleaning. 3. Contractor's Representative. The Contractor agrees, at all times, to provide a competent foreman or supervisor on the job. Such foreman or supervisor shall have full authority to act for the Contractor and to receive and execute orders from the Director of Finance or his authorized representataive. Any instructions given to such foreman or supervisor executing work for the Contractor shall be binding on the Contractor. 4. Supervision, Consultation and Reporting. It is agreed that the Director of Finance or his authorized representative must approve the Contract's work priorities. maintenance methods and management techniques. Upon request and /or necessity, an authorized municipal representative will accompany the Contractor to work areas to further clarify or describe maintenance methods and procedures. All work described in the proposal shall be performed under the guidance of the Director of Finance or his authorized representative and subject to his approval. The Contractor will consult with the Director of Finance or his authorized representative regarding the details; scheduling and performance of the custodial maintenance work, and will provide, upon the City's request, weekly or monthly reports of work performed. 4 5. Personnel. The Contractor's personnel shall. at all times, present a neat appearance, and all work shall be performed and all complaints handled with due regard to the City's public relations. The Contractor shall utilize competent employees in performing the work specified in this proposal. At the request of the Director of Finance, the Contractor will replace any incompetent, unfaithful, abusive or disorderly person in its employ. 6. Accident Prevention. The Contractor shall exercise precaution at all times for the protection of persons and property. Safety provisions of all applicable laws and ordinances shall be strictly observed. The Director of Finance or his authorized representative may require the Contractor to discontinue • hazardous work practices upon written notice. 7. Observance of Laws. The Contractor shall secure all permits and licenses imposed by law and ordinance, pay all charges and fees, give all notices necessary and incidental to the due and lawful prosecution of the work provided in this Agreement. 8. Security. Access to the facilities shall be obtained from one (1) set of keys issued to the Contractor or his foreman or supervisor. It shall be the responsibility of the Contractor and his representative to lock and secure the premises after Contractor's scheduled work is completed. Failure to do so may result in the cancellation of the contract. 9. Bonds and Insurance. The Contractor, before starting work for the City, must furnish the City acceptable evidence from a reputable insurance or bonding company (such companies to be acceptable to the City) licensed to provide a Business Service Bond in the State of Texas, showing that the Contractor and all of his /her employees engaged in performing work under the contract are bonded with minimum coverage of $10,000.00 per employee. The Contractor, before starting work for the City, must furnish the City a certificate of insurance or other acceptable evidence from a reputable insurance company or companies (such companies to be accepatable to the City of Round Rock) licensed to write insurance in the State of Texas, showing that the Contractor is indemnified as follows: 5 a. Statutory Workmen's Compensation and FSnployer's Liability Insurance. In the event any work is sublet. the Contractor shall require the sub- contractor similarly to provide the same coverage and shall himself acquire evidence of such coverage on behalf of the subcontractor. b. General Liability Insurance with limits for bodily injury of not less than $300.000/$500.000 and for property damage of not less than $100.000 naming the City of Round Rock as an additional insured party. c. Automobile Public Liability insurance with limits for bodily injury liability of not less than $100,000 /$300,000 and for property damage of not less than $100.000 on all self - propelled vehicles used in connection with the contract, whether owned, non -owned or hired. The policy shall name the City of Round Rock as an additional insured party. The certificates of insurance furnished to the City shall contain a provision that coverage under such policies shall not be cancelled or materially changed until at least 30 days prior written notice has been given to the City. 10. Term of Contract. The contract shall be for twelve months commencing from the date an agreement is entered into by the City of Round Rock and the successful Contractor. The City of Round Rock reserves the right to terminate any agreement at any time for cause. The agreement may be cancelled for any reason by giving 45 days written notice. 11. Assigiment of Bights. The Contractor may not assign any rights or obligations under this contract without prior written permission of the City. 6 SERVICE SCHEDULE SPECIFICATIONS The intent of these specifications is to provide a thorough interior cleaning of City buildings listed on Schedule A on a daily basis. DAILY - FIVE DAYS A WEEK A. GENERAL OFFICE AREA Dust all desks and table tops (to be done only on areas clear of paper and other items.) Dust all horizontal surfaces with dust cloth. (To a height of five feet.) Empty and damp wipe all ashtrays. Empty all trash receptacles: replace liners as needed. Collect and remove all trash from building. Trash is to be disposed of in outside dumpsters. Spot clean all walls, light switches. and doors. Clean and polish all drinking fountains. Vacuum all obvious dirt and dust. Remove all visible soil. Vacuum all carpets. Sweep, damp mop. dust mop with a chemically treated dust mop or spray buff all hard surface floors. Scrub as necessary to prevent any buildup of soil and grime. Mop all stains and spills; especially coffee and drink spills. Clean tops and fronts of counters. Clean both sides of all glass doors. Clean entrance glass as necessary. Clean and sanitize employee break areas. Clean and service sand urns. 7 Leave notice advising of any irregularities noted during servicing (i.e. defective plumbing fixtures, entry doors left unlocked, etc...) Turn off all lights except those required to be left on. Lock all entrance doors. B. RESTROCMS: CLEAN AND SANITIZE ALL RESTROQN UNITS Damp mop and scrub as necessary all surfaces (walls and floors) with disinfecting cleaner. Scrub all commodes, urinals and basins. Remove rings and calcium deposits. Damp wipe mirrors. Polish chrome. Damp wipe counters with disinfectant. Refill all dispensers. Damp wipe all restroom partitions on both sides with disinfectant. Dust and clean all air vents. Remove all trash. C. STAIRWAYS AND LANDINGS Sweep stairs and landings, remove all litter and damp mop as necessary. Vacuum as necessary. D. ELEVATORS AND MISCELLANEOUS Clean all elevator cabs and polish metal and chrome. Buff wood floors with fine buff pad. Clean elevator rungs and remove all dirt to provide efficient workings of elevator doors. ' Vacuum and thoroughly clean carpets or other flooring material. 8 Damp Wipe'directional signals. • Clean all ceiling diffusers. Clean janitor closets. restock. and keep organized. E. LIB_RARY BUILDING shall receive the same service as specified in A. thru D. Additionally. service is to be provided on a sixth day (Friday) consisting of the following: 1) Clean and sanitize restrooms /sinks. 2) Remove trash. 3) Vacuum. 4) Damp mop any stains or spills. WEEKLY SERVICES - (ALL BUILDINGS) Dust all high surfaces, including picuture walls, door frames and all vertical surfaces of desks, file cabinets, chairs. tables, office furniture and other furnishings. Damp wipe all telephones, including ear and mouth piece. Dust all low surfaces, including baseboards and chair rungs. Spot clean carpets. A carpet steam cleaning vaccum should be available for this purpose. - Using portable vacuum. vacuum corners, edges and upholstered furniture. MONTHLY SERVICES - (ALL BUILDINGS) Dust and clean all ceiling diffusers. Dust and clean all return vents. Dust all venetian blinds. Dust smooth surface walls, doors, etc... and damp wipe as necessary. Smooth surface walls include highly visible and accessible glass surfaces. PERIODICALLY AS NECESSARY (BUT NOT LESS THAN 6 MONTHS) where applicable strip floors; apply sealer; wax floors. MATERIALS AND SUPPLIES The City will provide toilet tissue and paper towels. All other equipment and supplies necessary for the cleaning process are to be provided by the cleaning company and should be good quality commercial grade. - 9 SCHEDULE A CITY OFFICE BUILDINGS REQUIRING JANITORIAL SERVICE BUILDING LOCATION SQUARE Fr:N1 PARKS & RECREATION 214 EAST MAIN 3.410 LIBRARY BUILDING 216 EAST MAIN 12.550 OFFICE BUILDING • 300 SOUTH BLAIR 3.450 POLICE STATION 2008 ENTERPRISE 5,740 CITY HALL 221 EAST MAIN 19.829 TOTAL SQUARE 1.'AN1 44.979 10 In witness whereof, the parties hereto have caused this agreement to be executed in duplicate original, e of which is retained by each of the parties. ATTEST: ity Secretary DATE: olio4 /11 City of Round Rock i tiA L by r /�r�r�-"' 'Top Contractor Letter of Recommendation RE: Top Job Janitorial John Nadine To Whom It May Concern: May 16, 1990 Please accept this letter as a confirmation of Bookstop's recommendation of John Madins and Top Job Janitorial Services. John's commitment to quality is evident in all aspects of the services he provides Backstop. John has been "eager to please" and always follows through on requests. If additional information is necessary, please do not hesitate to contact me. Sincerely, b. h Warren D. Creaaon 4 EYE CARE - AUSTIN May 14, 1990 Re: Mr. John Madins Top Job Janitorial Systems To Whom It May Concern: Mr. Madins and his company have been servicing our office building for the past several years by vacuuming, sweeping and emptying trash cans. He is very dependable and punctual. Mr. Madins calls and stops by our office on a regular basis to check on things with us and always responds promptly when we have a concern. 2 would recommend Top Job Janitorial Systems to you. Rex L. Repass, M.D., P.A. Cordially, • Rex L. Repass, M.D. Julia B. Sargent, M.D. Tom R. Walters, M.D. 4029 S. Capital of Texas Hwy. #212 Austin, Texas 78704 512 -447 -4151 _BRODIE OAKS CHIROPRACTIC ASSOCIATES DR. WILLIAM D. D9FUYD June 17, 1990 Re: John,Madins 4029 Capital of'I'exas I Iwy. So., Suite 111 Austin, Texas 78704 [512) 447 -2225 To Whom It May Concern: I have had the opportunity of getting to know John as he has cleaned our office space'over the past several months. We have had several cleaning crews who have taken care of, our offices since moving to this address almost three years ago, and John's work has been head and shoulders above the rest. - In addition to the excellent work he has done, John has always been quite honest', punctual and is always very pleasant to be around. I would highly recommend John's professional services, as well as his integrity and character. Please contact me if I can be of assistance. Sincerely, William D. Defoyd, M.A., D.C. z//°� �'�,� -- eek � n� ,��P �.;,� a� � v, Zr- - _ _ � ���� �, DATE: February 26, 1991 SUBJECT: City Council Meeting, February 28, 1991 ITEM: 9 F. Consider a resolution authorizing the Mayor to enter into an agreement for providing Janitorial Services to City offices STAFF RESOURCE PERSON: David Kautz STAFF RECCRENI ATION: Staff published advertisements and personally notified eleven janitorial companies of the City's intent to award a new cleaning agreement. Ten sets of specifications were distributed and the City received four proposals. These who did not submit proposals indicated that the size of the account and the spread out buildings cut too deeply into profit. After a thorough check of references and a discussion of the proposals and specifications with the three lower priced firms, staff's recommen- dation is below. (Please see Exhibit A for an analysis of the pro- posals). Staff recommends entering into an agreement with Top Job Janitorial at the price stated on Exhibit A. This price is below budget. Life spaces did not submit the proposal in time for the public read- ing of the other proposals as specified in the instructions. Also, this proposal seems to have been quoted a bit too low in the opinion of staff, making it difficult to perform the cleaning tasks as specified.