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CM-2015-820 - 6/26/2015CITY OF ROUND ROCK AGREEMENT FOR PURCHASE OF WINDOW CLEANING SERVICES FROM CAPITOL CITY JANITORIAL, INC. THE STATE OF TEXAS § CITY OF ROUND ROCK § COUNTY OF WILLIAMSON § COUNTY OF TRAVIS § KNOW ALL BY THESE PRESENTS: THAT THIS Agreement for purchase of window cleaning services for City buildings, and for relatedd d services, (referred to herein as the "Agreement"), is made and entered into on this the day of the month of June, 2015, by and 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 CAPITOL CITY JANITORIAL, INC., whose offices are located at 2420 Patterson Industrial Drive, Pflugerville, TX 78660 (referred to herein as the "Services Provider"). RECITALS: WHEREAS, City desires to purchase window cleaning services for City buildings, and City desires to procure same from Services Provider; 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 the Services Provider; 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, sufficiency and receipt of which are hereby acknowledged, it is mutually agreed between the parties as follows: 1.01 DEFINITIONS A. Agreement means the binding legal contract between City and Services Provider whereby City is obligated to buy specified services and Services Provider is obligated to sell same. The Agreement includes the following: (a) City's Invitation for Bid designated Solicitation Number 15-017 dated April 2015, Class/Item: 910-81, and Addendum No. 1 dated April 17, 2015; (b) Services Provider's Response to the IFB; (c) contract award; and (d) any exhibits, addenda, and/or amendments thereto. Any inconsistencies or conflicts in the contract 00336080/ss2 ",Zo/r a � documents shall be resolved by giving preference in the following order: (1) This Agreement; (2) Services Provider's Response to IFB; (3) City's Invitation for Bids, exhibits, and attachments. 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 and services mean the specified services, supplies, materials, commodities, or equipment. 2.01 EFFECTIVE DATE, INITIAL TERM, AND ALLOWABLE RENEWALS 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 initial term of this Agreement is for thirty-six (36) months from the effective date hereof. After that initial term, this Agreement may be renewed for two (2) successive twelve (12) -month periods, under the same terms and conditions, only upon the express written agreement of both parties, and only provided that the Services Provider has performed each and every contractual obligation specified in this Agreement. C. 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 Services Provider to supply the services as outlined in the IFB and Response to IFB submitted by Services Provider, all as specified in Exhibit "A." 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 Services Provider in its Response to the IFB. 2 The services which are the subject 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 ITEMS AWARDED; SCOPE OF WORK Items Awarded. All bid items on Exhibit "A" are awarded to Services Provider. Scope of Work. For purposes of this Agreement, City has issued documents delineating the required services (specifically Invitation for Bid Solicitation Number 15-017, Class/Item: 910-81 dated April 2015, and Addendum No. 1 dated April 17, 2015). Services Provider has issued its response agreeing to provide all such required service in all specified particulars. All such referenced 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. Services Provider shall satisfactorily provide all services described under the attached exhibits within the contract term specified in Section 2.01. Services Provider's undertakings shall be limited to performing services for the City and/or advising City concerning those matters on which Services Provider has been specifically engaged. Services Provider 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 COSTS Bid costs listed on page thirteen (13) of twenty (20) of Exhibit "A," in the amount of Four Thousand Eight Hundred Ninety Dollars and No/100 ($4,890.00) per year, shall be the basis of any charges collected by the Services Provider. 6.01 INVOICES All invoices shall include, at a minimum, the following information: A. Name and address of Services Provider; B. Purchase Order Number; C. Description and quantity of items received or services provided; and D. Delivery or performance dates. 3 7.01 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's bid, with the consent and agreement of the successful vendor(s) and the City. 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 is not an agent of, partner to, or representative of those outside agencies or entities and that the City is not obligated or liable for any action or debts that may arise out of such independently - negotiated "piggyback" procurements. 8.01 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 Services Provider a written notice of termination at the end of its then current fiscal year. 9.01 PROMPT PAYMENT POLICY In accordance with Chapter 2251, V.T.C.A., Texas Government Code, payment to Services Provider will be made within thirty (30) days of the day on which City receives the performance, supplies, materials, equipment, and/or deliverables, or within thirty (30) days of the day on which the performance of services was complete, or within thirty (30) days of the day on which City receives a correct invoice for the performance and/or deliverables or services, whichever is later. Services Provider 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); however, this Policy does not apply to payments made by City in the event: A. There is a bona fide dispute between City and Services Provider, a contractor, a subcontractor or supplier about the goods delivered or the service performed that cause the payment to be late; or B. The terms of a federal contract, grant, regulation, or statute prevent City from making a timely payment with federal funds; or 4 C. There is a bona fide dispute between Services Provider 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 D. Invoices are not mailed to City in strict accordance with instructions, if any, on the purchase order or the Agreement or other such contractual agreement. 10.01 GRATUITIES AND BRIBES City may, by written notice to Services Provider, cancel this Agreement without liability to Services Provider if it is determined by City that gratuities or bribes in the form of entertainment, gifts, or otherwise were offered or given by Services Provider or its agents or representatives to any City officer, employee or elected representative with respect to the performance of this Agreement. In addition, Services Provider may be subject to penalties stated in Title 8 of the Texas Penal Code. 11.01 TAXES City is exempt from Federal Excise and State Sales Tax; therefore, tax shall not be included in Services Provider's charges. 12.01 ORDERS PLACED WITH ALTERNATE SERVICES PROVIDERS If Services Provider cannot provide the goods as specified, City reserves the right and option to obtain the products or services from another supplier or suppliers. 13.01 INSURANCE Services Provider shall meet all requirements as stated in the attached IFB, including all attachments and exhibits thereto, and Services Provider's bid response. 14.01 CITY'S REPRESENTATIVE City hereby designates the following representatives authorized to act in its behalf with regard to this Agreement: Pete Dominguez General Services Department 212 Commerce Cove Round Rock, Texas 78664 512-218-3144 5 15.01 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. 16.01 DEFAULT If Services Provider abandons or defaults under this Agreement and is a cause of City purchasing the specified goods elsewhere, Services Provider 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. Services Provider 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. 17.01 TERNIINATION 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 Services Provider. B. In the event of any default by Services Provider, City has the right to terminate this Agreement for cause, upon ten (10) days' written notice to Services Provider. C. Services Provider 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 Services Provider, Services Provider shall discontinue all services in connection with the performance of this I 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, Services Provider 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 Services Provider that portion of the charges, if undisputed. The parties agree that Services Provider is not entitled to compensation for services it would have performed under the remaining term of the Agreement except as provided herein. 18.01 INDEMNIFICATION Services Provider 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 Services Provider, or Services Provider's agents, employees or subcontractors, in the performance of Services Provider'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 Services Provider (including, but not limited to the right to seek contribution) against any third party who may be liable for an indemnified claim. 19.01 COMPLIANCE WITH LAWS, CHARTER AND ORDINANCES Services Provider, 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. 20.01 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. 21.01 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 the 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. 7 Notice to Services Provider: Capitol City Janitorial, Inc. 2420 Patterson Industrial Drive Pflugerville, TX 78660 Notice to City: City Manager Stephen L. Sheets, City Attorney 221 East Main Street AND TO: 309 East Main Street Round Rock, TX 78664 Round Rock, TX 78664 Nothing contained herein shall be construed to restrict the transmission of routine communications between representatives of City and Services Provider. 22.01 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. 23.01 EXCLUSIVE AGREEMENT This document, and all appended documents, constitutes the entire Agreement between Services Provider 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. 24.01 DISPUTE RESOLUTION City and Services Provider 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. 25.01 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 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 8 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 void. 26.01 MISCELLANEOUS PROVISIONS Standard of Care. Services Provider 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. Services Provider understands and agrees that time is of the essence and that any failure of Services Provider to fulfill obligations for each portion of this Agreement within the agreed timeframes will constitute a material breach of this Agreement. Services Provider 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 Services Provider'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 Services Provider 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. [Signatures on the following page.] 6 IN WITNESS WHEREOF, City and Services Provider have executed this Agreement on the dates indicated. City of Round Rock, Texas Capitol City Janitorial, Inc. By: By: �/.Y� �/ Printed Name: Printed Name: 171 ell Serts /V Title: Title: CC— Z) Date Signed: Date Signed: G - �- 2<.3e T— Attest: By: Sara White, City Clerk For City ve m: By: Z 7 Stephar,T-.�§heetk,tity Attorney 10 "K, TEXAS V. PROSPERITY. City of Round Rock, Texas Purchasing Division 221 East Main Street Round Rock, Texas 78664-5299 www. roundrocktexas.gov INVITATION FOR BID (IFB) WINDOW CLEANING SERVICES SOLICITATION NUMBER 15-017 APRIL 2015 EXHIBIT "A" City of Round Rock WINDOW CLEANING SERVICES IFB No. 15-017 Classlitem: 910-81 APRIL 2015 Cit"613aaItP: • -1492 INVITATION FOR BID WINDOW CLEANING SERVICES PART 1 GENERAL 1. PURPOSE: The City of Round Rock, herein after "the City" seeks an agreement with a qualified Individual, Firm, or Corporation herein after referred to as °Respondent°, to provide all labor, equipment and materials for exterior window cleaning services for multilevel facilities. 2. BACKGROUND: The City has approximately 700,000 square feet of maintained property and occupies approximately 46 facilities, all located within the boundaries of the City of Round Rock limits. These buildings consist of both commercial and residential type structures and are one (1) to three (3) stories high. Nine (9) of the City's facilities will require routine scheduled window cleaning services as specified herein, the remainder of the facilities may be cleaned on an as needed basis. 3. ATTACHMENTS: Attachment A through C, are herein made part of this invitation for bid: 3.1 Attachment A: Bid Sheet 3.2 Attachment B: Reference Sheet 3.3 Attachment C: Addendum Acknowledgment Form 3.4 Attachment D: Exhibit 1 — Police Department — Atrium pictures and dimensions 4. CLARIFICATION: For questions or clarification of specifications, you may. contact: Deborah Knutson, CPPB Purchaser Purchasing Department City of Round Rock Phone: 512-218-5456 E-mail: dknutsonCdl_roundrocktexas.Qov The individual listed above may be contacted by e-mail for clarification of the specifications only. No authority is Intended or implied that specifications may be amended or alterations accepted prior to solicitation opening without written approval of the City of Round Rock through the Purchasing Department. 5. RESPONDENT QUALIFICATIONS: The City has established the following minimum qualifications. Respondents who do not meet the minimum qualifications will not be considered for award. The Respondent shall: 5.1 Be firms, corporations, individuals or partnerships normally engaged in providing window cleaning services as specified herein and have adequate organization, facilities, equipment, financial capability, and personnel to ensure prompt and efficient service to the City; 5.2 Provide all labor, supplies and materials required to satisfactorily perform the services as specified herein and own or acquire at no cost to the City all construction aids, appliances, and equipment Respondent deems necessary and maintain sole responsibility for the maintenance and repair of Respondent's vehicles, equipment, tools and all associated costs. The City shall not be responsible for any Respondent's tools, equipment or materials lost or damaged during the performance of the services specified herein; Page 2 of 16 EXHIBIT "A" City of Round Rock WINDOW CLEANING SERVICES IFB No. 15-017 Class/item: 910.81 APRIL 2015 5.3 Be domiciled in or have a home office inside the United States. Respondents domiciled outside the United States, or not having a home office inside the United States will not be included for consideration in this procurement process. 6. SUBCONTRACTORS: Respondent shall not subcontract or otherwise engage subcontractors to perform required services. The City seeks to do business directly with a company experienced in exterior window cleaning of multilevel facilities. 7. DAMAGE: The Respondent 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 usage. 8. SAFETY: The City reserves the right to remove any employee from City property for violation of federal, state and local health, safety and environmental laws, ordinances, rules and regulations. The Respondent shall: 8.1. Ensure that all employees comply with all Occupational Safety and Health Administration (OSHA), State and City safety and occupational health standards and other applicable federal, state, and local health, safety, and environmental laws, ordinances, rules and regulations in the performance of the services; 8.2. Be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site. In case of conflict, the most stringent safety requirement shall govern; 8.3. Indemnify and hold the City harmless from and against all claims, demands, suits, actions, judgments, fines, penalties and liability of every kind arising from the breach of the Successful Respondent's obligations under this paragraph; 8.4. Should the use of lift equipment be utilized, Respondent shall provide documentation that lift operators are properly trained and/or certified to operate the equipment to be used prior to contract award; 8.5. Furnish all signs, cones, barricades, tape or other barriers as necessary at the work site to protect anyone from harm or injury. 9. PRICING: The Respondent shall determine and submit a fixed cost for the work by facility location and shall include all incidental costs, labor, overhead charges, travel, payroll expenses, freight, equipment acquisition and maintenance, demurrage, fuel surcharges, delivery charges, costs associated with obtaining permits, insurance, bonds and risk management. No separate line item charges shall be permitted for either response or invoice purposes. 10. PRICE INCREASE: Contract prices for window cleaning services shall remain firm throughout the Initial twelve (12) month term of the contract. A price increase to the agreement may be considered at renewal time each year and shall be equal to the consumer price index for that year, but at no time can the increase be greater than 25% of the contract price. 10.1. Consumer Price Index (CPI): Price adjustments will be made in accordance with the percentage change in the U.S. Department of Labor Consumer Price Index (CPI -U) for all Urban Consumers. The price adjustment rate will be determined by comparing the percentage difference between the CPI in effect for the base year six month average (January through June OR July through December); and each (January through June OR July through December six month average) thereafter. The percentage difference between those two CPI issues will be the price adjustment rate. No retroactive contract price adjustments will be allowed. The Consumer Price Index (CPI) is found at the Bureau of Labor Statistics, Consumer Price Index website: http://www.bls.gov/cpi/. Page 3 of 16 EXHIBIT "A" City of Round Rock WINDOW CLEANING SERVICES IFI3 No. 15-017 Class/Item: 910-81 APRIL 2015 10.2. Procedure to Request Increase: 10.2.1. Mail the written price increase request with the rate detail comparison and comprehensive calculation to the designated City Contract Specialist a minimum of 45 days prior to each renewal period. The detailed written calculation will be verified and confirmed. All written requests for increases must include the City of Round Rock contract number, solicitation reference Information and contact information for the authorized representative requesting the increase. Price increase requests shall be sent by mail to: City of Round Rock Purchasing Department Attn: Contract Specialist 221 East Main Street Round Rock, TX 79664-5299 10.2.2. Upon receipt of the request, the City reserves the right to either; accept the escalation and make change to the purchase order within 30 days of the request, negotiate with the Vendor or cancel the agreement or purchase order if an agreement cannot be reached on the value of the increase. 11. AGREEMENT TERM: The terms of the awarded agreement shall Include but not be limited to the following: 11.1. The term of the initial Agreement shall begin from date of award and shall remain in full force for thirty six (36) months. 11.2. The agreement may be renewed for two (2) additional twelve (12) month periods, provided both parties agree in writing prior to the expiration of the current term. 11.3. The City reserves the right to review the awarded respondents' performance anytime during the contract term. 11.4. If the awarded respondent fails to perform its duties in a reasonable and competent manner, the City shall give written notice the respondent of the deficiencies and the respondent shall have thirty (30) days to correct such deficiencies. if the respondent fails to correct the deficiencies within the thirty (30) days, the City may terminate the agreement by giving the respondent written notice of termination and the reason for the termination. 12. ACCEPTANCONSPECTION: Acceptance inspection should not take more than five (5) working days. The awarded respondent will be notified within this time frame if the services delivered are not In full compliance with the specifications. In the event the window cleaning is not performed to the satisfaction of the City, the site shall be re -cleaned at no additional cost to the City. The City designated representative shall determine if the entire site is to be re -cleaned, or portions thereof. if any agreement or purchase order is cancelled for non-acceptance, the needed services may be purchased elsewhere and the vendor may be charged liquidated damages. Page 4 of 16 EXHIBIT "A" City of Round Rock WINDOW CLEANING SERVICES IFB No. 15-017 Class/item: 910-81 APRIL 2015 PART II SPECIFICATIONS 1. SCOPE: The Successful Respondent shall provide on-site services including all labor, materials, tools, equipment, supervision, transportation and all expertise necessary to perform exterior window cleaning services for various multi-level City owned or occupied locations specified herein, and other facilities on an as needed basis. Window cleaning shall include all entrance and exit doors and lobbies with glass and all adjacent glazing shall be included in the window count, unless otherwise specified. Respondent shall remove mineral deposits, tape, paint, dirt, dust or other residues at no additional cost. The Respondent shall clean all windows, glass partitions, door glass, mullions, sills and the entire frame of the window and shall be done in such a manner as to eliminate dirt, dust, smudges, smears, streaks, water spots and/or window cleaner residue. Visible cleaner/water splash and drip marks will be avoided if at all possible, and if not possible, removed from all adjacent surfaces. Cleaning chemicals must not cause damage to window frames, building exterior or any surrounding materials including plants. A Material Safety Data Sheet (MSDS) must be provided to the City for any chemical used and the City reserves the right to reject the use of any given product. Respondent shall maintain a clean work site. At the completion of each day's work, all debris and trash from the work site shall be removed and disposed at the expense of the Respondent. It is recommended by the City, to keep costs to a minimum, that as much as possible of the window cleaning be performed by utilizing ladders, as opposed to the renting of equipment. All services performed shall require prior authorization from the City's designated representative and a City approved Purchase Order before work commences. 2. CITY FACIUTIES: Additional facilities may be added and the pricing shall be determined with the City's designated representative at an agreed upon price comparable to prices submitted by the Successful Respondent. If the price offered cannot be determined reasonable, then the City reserves the right to seek the services from other sources. The following locations will require window cleaning services: 2.1. Water Treatment Plant (Phase 3): Location: 5400 North IH -35, Round Rock, TX 78681 Building size: 14,876 sq. ft. two (2) story facility Frequency: Once a year Special lnstructions: • This facility has high security. Access to this facility will be determined at the post-award- meeting ost-awardmeeting with the City's designated representative. • South side: Windows will need to be cleaned with extensions only, as there is limited access to the windows. These windows are above open water holding tanks, and therefore, the windows must be cleaned with water only and no cleaners. 2.2. Water Treatment Plant (Phase 5) Location: 5400 North I1-1-35, Round Rock, TX 78681 Building size: 14,876 sq. ft. two (2) story facility Frequency: Once a year Special Instructions: • This facility has high security. Access to this facility will be determined at the post -award meeting with the City's designated representative. • South side: Windows will need to be cleaned with extensions only, as there is limited access to the windows. These windows are above open water holding tanks, and therefore, the windows must be cleaned with water only and no cleaners. Page 5 of 16 EXHIBIT "A" City of Round Rock WINDOW CLEANING SERVICES IFB No. 15-017 Class/item: 910-81 APRIL 2015 2.3. Round Rock Sports Center Location: 2400 Chisholm Trail Drive, Round Rock, TX 78681 Building size: 82,800 sq. ft. two (2) story facility Frequency: Twice a year Special Instructions: • North side: There is very limited access to the windows on this side. There is no access for equipment, therefore, Respondent will need to utilize ladders for the window cleaning. • Back side: Some of the sections of windows on the back side have louver shades. The louver shades shall not be removed. • South side: Some of the sections of windows on the south side have louver shades. The louver shades shall not be removed. • Front entrance: The front entrance has a large lobby. All windows inside and outside of the lobby shall be cleaned. 2.4. McConico Building Location: 301 West Bagdad, Round Rock, TX 78664 Building size: 26,382 sq. ft. two (2) story building Frequency: Twice a year Special Instructions: • Front entrance: The interior and the exterior of the lobby windows shall be cleaned. 2.5. Clay Madsen Recreation Center (CMRC) Location: 1600 Gattis School Road, Round Rock, TX 78665 Building size: 39,000 sq. ft. one (1) story building Frequency: Twice a year Special Instructions: • Front entrance: The interior and the exterior of the lobby windows shall be cleaned. 2.6. Ubrary Location: 216 East Main Street, Round Rock, TX 78664 Building size: 42,000 sq. ft. two (2) story building Frequency: Twice a year Special Instructions: Front entrance: Only the exterior of the lobby windows shall be cleaned. 2.7. Business Center Location: 231 East Main Street, Round Rock, TX 78664 Building size: 18,500 sq. ft. two (2) story building Frequency: Twice a year Special Instructions: None 2.8. City Hall Location: 221 East Main Street, Round Rock, TX 78664 Building size: 24,000 sq. ft. three (3) story building Frequency: Twice a year Special Instructions: • The exterior windows only of the Skywalk between City Hall and Business Center shall be cleaned. Page 6 of 16 EXHIBIT "A" City of Round Rock WINDOW CLEANING SERVICES IFB No. 15-017 Class/Item: 910-81 APRIL 2015 2.9. Police Department Location: 2701 North Mays Street, Round Rock, TX 78664 Building size: 97,950 sq. ft. one (1) story building with interior atriums Frequency: Upon request only Special Instructions: • This facility has high security. Access to this facility will be determined at the post -award meeting with the City's designated representative. • Front entrance. Only the exterior part of the lobby and the doors shall be cleaned. • Atriums: There are a total of four (4) atriums that the windows will need to be cleaned inside and out. • This facility will not be Included in the Site Inspection tour. Pictures of the inner atriums and dimensions are supplied herein (Attachment D) 3. POINT OF CONTACT / DESIGNATED REPRESENTATIVE: 3.1. Respondent's point of contact: In order to maintain consistent standards of quality work performed across the City, the City shall be provided with a designated and identified point of contact upon award of the contract to Include contact information. The City's designated representative shall be notified by the Respondent immediately should the point of contact change. 3.2. The City's designated representative: The City's designated representative shall be: Pam Keltgen Custodian Supervisor General Services Phone: 512-341-3353 E-mail: pkeltgen@roundrocktexas.gov 4. SECURITY: Access to City facilities will be as directed and prescribed by the City's designated representative. Only authorized Respondent's employees are allowed on the premises of City facilities for window cleaning purposes. Respondent's employees are not to be accompanied in their work area by acquaintances, family members, assistants or any other person; unless that person is an employee of the Respondent assigned to perform work under the resultant agreement.. Some of the City's facilities have high security. The details on access to these facilities will be discussed during the City's post -award meeting. Employees to perform the window cleaning for the high security facilities shall have a criminal history background check performed by the Respondent, at the Respondent's expense and said background check shall be provided to the City's designated representative two (2) weeks prior to commencement of work. Employees assigned to perform the services specified herein for the Police Department shall be required to provide their Texas Driver's License upon entry to the facility. The City will provide the Successful Respondent, the designated contact person, and any employees required for work, access to the sites where services are required upon approval by the City's designated representative. 5. WORKFORCE: Successful Respondent shall: 5.1. Ensure Respondent's employees perform the services in a timely, professional and efficient manner; 5.2. Ensure Respondent's employees, while working on City property, wear a company uniform that clearly Identifies them as the Respondent's employee; 5.3. Employ all personnel for work in accordance with the requirements set forth by the United States Department of Labor. The City reserves the right to verify citizenship or right to work in the United States. Page 7 of 16 EXHIBIT "A" City of Round Rock WINDOW CLEANING SERVICES IFB No. 15-017 Class/ltem: 910-81 APRIL 2015 6. ORDER QUANTITY: The quantities shown on the solicitation are estimates only. No guarantee of any minimum or maximum purchase is made or implied. The City will only order the services needed to satisfy requirements within budgetary constraints, which may be more or less than indicated. 7. PERMITS: The Successful Respondent shall obtain all necessary permits, licenses, and/or certificates required by federal, state and local laws, ordinances, rules or regulations for the completion of the services as specified herein. PART 111 SCHEDULE AND RESPONSE INSTRUCTIONS 1. SCHEDULE OF EVENTS: It is the City's intention to comply with the following solicitation timeline: EVENT DATE Solicitation released April 4, 2015 Mandatory Pre -Bid meeting / site visit April 14, 2015 @ 9:00 AM, CST Deadline for submission of questions April 17, 2015 @ 5:00 PM, CST City responses to questions or addendums April 21, 2015 @ 5:00 PM, CST Deadline for submission of responses April 24, 2015 @ 3:00 PM, CST All questions regarding the solicitation shall be submitted in writing by 5:00 PM, CST on the due date noted above. A copy of all the questions submitted and the City's response to the questions shall be posted on the City's webpage in the form of an addendum at htta://www.roundrocktexas.aov/.bids. Questions shall be submitted to the City contact named herein. The City reserves the right to modify these dates. Notice of date change will be posted to the City's website. 2. SOLICITATION UPDATES: Respondents shall be responsible for monitoring the City's website at http:l/www.roundrocktexas.gov/bids for any updates pertaining to the solicitation described herein. Various updates may include addendums, cancelations, notifications, and any other pertinent information necessary for the submission of a correct and accurate response. The City will not be held responsible for any further communication beyond updating the website. 3. MANDATORY PRE -SOLICITATION MEETING / SITE VISIT AND INSPECTION: A pre -solicitation meeting / site visit, and inspection will be conducted to fully acquaint Respondents with the facilities, difficulties and/or restrictions inherent in the services specified. The pre -solicitation meeting l site visit will be conducted on the date specified in the schedule of events (Part III, Section 1). 3.1 Attendance at the pre -solicitation meeting / site visit is mandatory. Respondents shall sign -in at the pre -solicitation meeting to document their attendance. Immediately following the pre - solicitation meeting a site visit tour will be conducted to enable Respondents to determine labor, equipment, supplies and materials necessary to perform the services specified herein. Respondents shall sign -in at each site of the tour to document their attendance. The City reserves the right to determine a response "not available for award" if the Respondent fails to attend the mandatory pre -solicitation meeting and site visit tour which shall initially begin at: City of Round Rock, City Hall Council Chambers 221 East Main Street Round Rock, Texas 78664 Page 8 of 16 EXHIBIT "A" City of Round Rock WINDOW CLEANING SERVICES IFB No. 15-017 Class/Item: 910-81 APRIL 2015 On -Site Cell Phone: 592-801-6989 A City representative will carry the above listed cell phone during the pre -solicitation meeting / site visit to assist attendees with directions. 3.2 Respondents will be responsible for their own transportation for the site visit tour. 3.3 A map for each facility location will be provided at the pre -solicitation meeting. 3.4 Respondents are strongly encouraged to bring a copy of the solicitation document with them to the pre -solicitation meeting / site visit. 3.5 It is the responsibility of the Respondent to examine each facility and determine quantity, amounts, take precise measurements, determine material requirements, equipment requirements, labor requirements and other solicitation related details during said inspections. 4. RESPONSE DUE DATE: Signed and sealed responses are due at or before 3:00 PM, on the due date noted in Part III, Section 1. Mail or hand deliver sealed responses to: City of Round Rock Attn: Deborah Knutson, CPPB Purchasing Department 221 E. Main Street Round Rock, Texas 78664-5299 4.1 Responses received after this time and date shall not be considered. Late responses will be returned to Respondent unopened if return address is provided. 4.2 Sealed responses shall be clearly marked on the outside of packaging with the Solicitation title, number, due date and "DO NOT OPEN". 4.3 Facsimile or electronically transmitted responses are not acceptable. 4.4 Responses cannot be altered or amended after opening. 4.5 No response can be withdrawn after opening without written approval from the City for an acceptable reason. 4.6 The City will not be bound by any oral statement or offer made contrary to the written specifications. 4.7 Samples and/or copies shall be provided at the Respondent's expense, and shall become the property of the City. 5. BEST VALUE EVALUATION AND CRITERIA: The City reserves the right to reject any or all responses, or to accept any response deemed most advantageous, or to waive any irregularities or informalitles in the response received that best serves the interest and at the sole discretion of the City. All solicitations received may be evaluated based on the best value for the City. In determining best value, the City may consider: 5.1 Purchase price; 5.2 Reputation of Respondent and of Respondent's goods and services; 5.3 Quality of the Respondent's goods and. services; 5.4 The extent to which the goods and services meet the City's needs; 5.5 Respondent's past performance with the City; 5.6 The total long-term cost to the City to acquire the Respondent's goods or services; 5.7 Any relevant criteria specifically listed in the solicitation. Page 9 of Ib EXHIBIT "A" City of Round Rock WINDOW CLEANING SERVICES IFI No. 15-017 Class/item: 910-81 APRIL 2016 Respondents may be contacted for clarification of bid and/or to discuss details of the services they are proposing. This may include an oral presentation and/or the request for additional material/information to clarify. 6. AWARD: The City reserves the right to enter into an Agreement or a Purchase Order with a single award, split award, primary and secondary award, non -award, or use any combination that best serves the interest and at the sole discretion of the City. Award announcement will be made upon City Council approval of staff recommendation and executed agreement. Award announcement will appear on the City's website at hffp://www.mundrocktexas.ciov/bids. 7. POST AWARD MEETING: The City and Successful Respondent(s) may have a post award meeting to discuss, but not be limited to the following: 7.1 The method to provide a smooth and orderly transition of services performed from the current contractor, 7.2 Provide City contact(s) information for implementation of agreement; 7.3 Identify specific milestones, goals and strategies to meet objectives; 7.4 Discuss security measures and site access. 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 may affect such termination by giving Vendor a written notice of termination at the end of its then current fiscal year. 9. INTERLOCAL COOPERATIVE CONTRACTING (PIGGYBACK): Other governmental entities may be extended the opportunity to purchase off of the City's agreements, with the consent and agreement of the awarded Vendor(s) and the City. Such consent and agreement shall be conclusively inferred from lack of exception to this clause in a Respondent's submittal. However, all parties indicate their understanding and hereby expressly agree that the City is not an agent of, partner to, or representative of those outside agencies or entities and that the City is not obligated or liable for any action or debts that may arise out of such independently -negotiated "piggyback° procurements. PART IV RESPONSE REQUIREMENTS The City of Round Rock makes no warranty that this checklist is a full comprehensive listing of every requirement specified in the solicitation. This list is only a tool to assist participating Respondents in compiling their final responses. Respondents are encouraged to carefully read the entire solicitation. Respondents shall submit one (1) evident signed "Original" and three (3) copies of the response requirements including any required attachments. The samples and/or copies shall be provided at the Respondent's expense, and shall become the property of the City. This invitation for bid (IFB) does not commit the City to contract for any supply or service. Respondents are advised that the City will not pay for any administrative costs incurred in response preparation to this IFB; all costs associated with responding to this IFB will be solely at the interested parties' expense. Not responding to this IFB does not preclude participation in any future RFP/RFQ/IFB. Page 10 of 16 EXHIBIT "A" City of Round Rock WINDOW CLEANING SERVICES IFB No. 15-017 Class/Item: 910-81 APRIL 2015 For your bid to be responsive, all required items identified below shall be submitted with your proposal: Attachment A: Responses shall be submitted on itemized, signed Bid Sheet provided herein. Failure to itemize or sign solicitation may result in disqualification. Submission of responses on forms other that the City's Solicitation Document may result in disqualification of the response. Attachment 6: Provide the name, address, telephone number and E-MAIL of at least three (3) Municipal, Government agencies or firms of comparable size that have utilized similar service within the last two (2) years. City of Round Rock references are not applicable. References may be checked prior to award. Any negative responses received may result in disqualification of submittal. Attachment C: Provide signed copy of the Addendum Acknowledgment Form or a signed copy of each issued addendum with bid upon submission. Additional Information Requested: Contract Information: Respondent shall provide information of any current established contract with a local City, County, Municipality, Cooperative Agreement, Comptroller of Public Accounts (CPA) Texas Smart Buy Contract, Texas Multiple Award Schedule (TXMAS), General Services Administration (GSA), Inter -local Agreement, or any other contractual resource. The following items shall be made available upon request by the City prior to award and the approval of any contract: Proof of insurance for General Liability, Worker's Compensation and standard automobile liability coverage as set forth by the Insurance Requirements as identified on the City's website at: http://www.roundrocktexas.gov/bids. PART V CONFIDENTIALITY OF CONTENT 1. CONFIDENTIALITY OF CONTENT: All documents submitted in response to a solicitation shall be subject to the Texas Public Information Act. Following an award, responses are subject to release as public information unless the response or specific parts of the response can be shown to be exempt from the Texas Public Information Act. Pricing is not considered to be confidential under any circumstances. 1.1 Information in a submittal that is legally protected as a trade secret or otherwise confidential must be clearly indicated with stamped, bold red letters stating "CONFIDENTIAL" on that section of the document. The City will not be responsible for any public disclosure of confidential information if it is not clearly marked as such. 1.2 If a request is made under the Texas Public Information Act to inspect information designated as confidential, the Respondent shall, upon request from the City, furnish sufficient written reasons and information as to why the information should be protected from disclosure. The matter will then be presented to the Attorney General of Texas for final determination. PA GENERAL TERMS AND CONDITIONS ! INSURANCE REQUIREMENTS 1. INSURANCE: The Respondent shall meet or exceed all insurance requirements set forth by the Insurance Requirements as identified on the City's website at: http://www.roundrocktexas.aovlbids. Page 11 of 16 EXHIBIT "A" City of Round Rock WINDOW CLEANING SERVICES IFB No. 15-017 Class/item: 910-81 APRIL 2015 2. DEFINITIONS, TERMS AND CONDITIONS: By submitting a response to this solicitation, the Respondent agrees that the City's standard Definitions, Terms and Conditions, in effect at the time of release of the solicitation, shall govern unless specifically provided otherwise in a separate agreement or on the face of a purchase order. Said Definitions, Terms and Conditions are subject to change without notice. It is the sole responsibility of respondents to stay apprised of changes. The City's. Definitions, Terms and Conditions can be obtained from the City's website http://www.roundrocktexas.gov/bids. 3. PROMPT PAYMENT POLICY: Payments will be made in accordance with the Texas Prompt Payment Law, Texas Government Code, Subtitle F, Chapter 2251. The City will pay Vendor within thirty days after the acceptance of 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 Vendor 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: 3.1 There is a bona fide dispute between the City and Vendor concerning the supplies, materials, services or equipment delivered or the services performed that causes the payment to be late; or 3.2 The terms of a federal agreement, grant, regulation, or statute prevent the City from making a timely payment with Federal Funds; or 3.3 The Is a bona fide dispute between the Vendor 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 3.4 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. Page 12 of 16 EXHIBIT "A" Description - Quantity Unit of Unit Price per Extended Price per City of Round Rock Measure cleaning Year 1 WINDOW CLEANING SERVICES 1 peryear $r c� a �� • a $ IFB No.15-017 water Treatment Punt (Phase 5) 1 Cleanings $Derym . vo $ j . o Class/item: 910-81 Round Rock Sports Center 2 Cleanings r year $ 4 $ APRIL 2016 McConlco Suncan(l 2 Cleanings gs r year$ 3o6. J $ Loo , vJ 6 ATTACHMENT A: BID FORM — Revised 04/20/16 Cleanings per ear $ 3 �� PURCHASING DEPARTMENT 6 Library 2 221 E. Main Sheet • Round Rock, Texas 78664-5299 ZSolicitation Number: #15-017 2 Tax ID Number: 7q-- kg r% 3 T 1 RSoildtation Name: Window Cleaning Services z 0 Business Name: Address: e c c 4ndiu-r -4 94-26 Pct #e✓..s&-- meta Ir $ Opening Date: April 24, 2015Address: Z_ efiGr v v T5L OpeningTime: On or Before 3:00 PM CST � Contact: - lJeljSej-e-s .7t' tk� Opening Location: City of Routed Rode z Telephone: p . 5! a- -1-10 - 'Q ig a� City Hap E-mail: M ke• ��ney' ire t • eaw H ZZl E. Main Street Round RoclyTX78664 � Website: - wwt�J. ec�,�na'ih�. C1D�r• ttax'dWV*nhWatMt!<ts:°tl"cn? Newspaper City's website E -mall Announcement X ESBD other Rom Description - Quantity Unit of Unit Price per Extended Price per Measure cleaning Year 1 Water Treatment Plant (Phase 3) 1 peryear $r c� a �� • a $ 2 water Treatment Punt (Phase 5) 1 Cleanings $Derym . vo $ j . o 3 Round Rock Sports Center 2 Cleanings r year $ 4 $ 4 McConlco Suncan(l 2 Cleanings gs r year$ 3o6. J $ Loo , vJ 6 Clay Ekdeen Recreatlons Center (CMRC) 2 Cleanings per ear $ 3 �� $ Jv 6 Library 2 Cleanings er ear $ $ S� . 06 7 Business Center 2 cleaningperyeas $ aj . $ . t3J 8 City Hall 2-- Cleanings r year , $ � 1 S , ob $ w to 0 By the signature hereon affixed, Ow Respondent hereby certiftes that neither the respondent nor the entity represented by the respondea or anyone acting for such entity has violated the antitrust laws of this State, cadttied In Seaton 16.01 et seq., Texas Business and Commerce Code, or the Federal antitrust laws, nor communicated dtrecily or Indirectly, the respanse made to any competitor or any other person engaged In such gne of business. Further, by signIng and submitting this response the Respondent acbwMedgew • That they have read and frdty understand the solicitation and accept all terms and conditions set forth herein. • 'nee respondent Is not currently delinquent In the payment of any debt owed to the City. Sealed response envelope shall be clearly marked with solicitation name, soiidtallon number and name of responding entily. The agreement or purchase order resulting from this solicitation may qualify for Inter -local or Cooperative Contracting (Plggybadit) per the terns oultlned in of this solicitation. If applicable, do you agree to'plggyback" purchasing from other governmental agendas? 930'Yea ❑ No Response shall I lu one (1 signed o Inn and three (3) copies of response. 1k -e' .¢art L•. -L • 2 3 • / Ptnd Name Authodaed Signature Date Faifur+e to sign response will disqualify response. EXHIBIT "A" City of Round Rock WINDOW CLEANING SERVICES IFS No. 16-017 ClassiItem: 910-81 APRIL 2015 Provide a detailed description of the window cleaning method for etch fcc1libl s two (2) and three (3) story windows. Attach additional sheets as needed. K- l 1111. 14.-s e_ 9:L4 er cM-1 Kb a I -,e •�n _r+ri.�► 3 (rzo&,.a A ° a s, ..-yf s C.e ioe-�je 4.r~,, eon l e-�3 t�q) w�. L� l c �,L -0, t ,-f - %k:ri^ b (•flay_ YYk sar...` ec �z �r w Zuc l c ric.�-Z. r ejL f e •%S un�•• l 4e cors w V- Wt Lit I.1 U%C, 1 f I fe I TLS r r,, -es s et rke r) w e w d l u.s c I i - - U Ctift M V ) w•e W ll k -S -c 1 + EXHIBIT "A" City of Round Rock WINDOW CLEANING SERVICES IFB No. 16-017 Classittem: 910-81 APRIL 2015 ATTACHMENT B: RESPONDENT'S REFERENCE SHEET PLEASE COMPLETE AND RETURN THIS FORM WITH THE SOLICITATION RESPONSE SOLICITATION NUMBER: 4 1- ` 011 W % h dC 0 9A.) 0, G, VX- b YZ RESPONDENT'S NAMe & f+.� l C *+&A Mv% l ne. DATE: Provide the name, address, telephone number and e-mail of at least three (3) Municipal and/or Government agencies or firms of comparable size that have utilized similar service within the last two (2) years. City of Round Rock references are not applicable. References may be checked prior to award. Any negative responses received may result in disqualification of submittal. 1. Company's Name Name of Contact Title of Contact E -Mail Address Present Address City, State, Zip Code' Va n M0%ir c e s , 7lC -% S' (r, to (,• Telephone Number {WN ) ftW 51 z, -64q-44 Qq Fax Number: ( wo ) WW%5• 2. Company's Name e of PF(uriewevL11c, Name of Contact �C- I ( i S Title of contact Web �►�Q S'A�-c � �.t Eve o --Ns C JoY9 • . E -Mail Address k "'i�O f. P% we I Kcev- ✓ L' i l e +Y- --T b/ Present Address) 0 0 h A I r 6-6'- e et —SI c- City, State, Zip Code Pf( ✓.'( (e , ,.m. -W6'o Telephone Number (mm ) wwGja _,9go- bj i G Fax Number. ( ##m)am SI 7-j4o-4-36 of 3. Company's Name-�- Y�1 Name of Contact W� Title of Contact F, R, {I -s 0f* I e r E -Mail Address n _ , _ Present Address 3 i �t- Qdos s P� r k. 1�1 tet, City, State, Zip Cadej9- etok _ l,X Ic Telephone Number (no ) wo g , a•$3 y- 93 } Fax Number. {amm)#no S I a.• 8 3 5 •S3 I x - 40 FAILURE TO PROVIDE THE REQUIRED INFORMATION WITH THE SOLICITATION RESPONSE MAY AUTOMATICALLY DISQUALIFY THE RESPONSE FROM CONSIDERATION FOR AWARD. Page 14 of 16 EXHIBIT "A" FINANCE & ilDMINIS'l'RKI-10N. C!'!Y or rrom;F-TOWN TEXAS March 279, 2008 To Whom It May Concern: Capitol City Janitorial has boon the janitorial service for the City of Georgetown for the Pad two years. Thera are numerous types of facilities to mWntain throughout the City including: an animal shelter, recreation, community and office buildings. Our varied needs present countless challenges to any janitorial service. The experienced management and staff of Capitol City ,.Tan toriai bave exceeded expectations. They have responded in a timely manner, with management, additional crews and equipment when unforeseen incidents have occurred. Capitol City's experience and knowledge of maintaining various flooring surfaces has saved the City of Georgetown in repair and replacement costs. They have shown initiative by providing quality control feedback and information for budgetary decisions. My experience ,%ith Capitol City Janitorial has shown that this is a company with a knowledgeable nnatm gement team wmo place a high value on duality of service and responsiveness. I would highly reeonuzend Capitol City Janitorial to any organization. Sincerely, Paul Pausewang Facility Coordinator City of Georgcown A", 4O.. I RO. Rox 409 1 Crorgutowu, Te)cns 78027•(109! i 15121930-3676 f 1812, 93(1,16811 I!= I s..n.p• sun�rrnt na•.. now 1 r naue•nfa4rnnswnfna+nt v no -or EXHIBIT "A" City of Round Rock WINDOW CLEANING SERVICES IFB No. 15-017 Class/item: 910-81 APRIL 2015 ATTACHMENT C: ADDENDUM ACKNOWLEDGMENT FORM NOTE: If multiple addendums have been issued, respondents may complete and return this attachment with their proposal In place of the Individual addendums to be submitted. Failure to provide either this form or the lndMdual addendums with signatures may result In disqualification of the proposal. Addenda Acknowledgment: The undersigned acknowledges the receipt of the following Addenda: Addendum #: Addendum #: Addendum #: Addendum #: Addendum #: Respondent (Company): Signature (in ink): Dated: Dated: Dated: Dated: Dated: AV% t'% Y iaA j.n Name (Typed/printed): iY ik e-��5'P'� Q S Title: r—b Date: Page 15 of 16 EXHIBIT "A" IMUNDCITY OF ROUND ROCK, TEXAS INVITATION FOR BID WINDOW CLEANING SERVICES IFB #: 16.017 Addendum No.1 Date: April 17, 2016 Please note the answers to questions, clarifications, revisions or additions to the solicitation referenced above. Questions: 1. Q: If lift equipment Is to be used, can it be left on City of Round Rock property? A: Yes, equipment may be left on site if prior arrangements have been made in advance with the City's Designated Representative. Note: The City shall not be held liable for equipment left on site. Revisions: The following revisions have been made: 1. Attachment A: Bid Sheet has been revised adding additional space to provide brief explanation as to the window cleaning method to be used for two (2) and three (3) story facilities and to remove Item # 9 — Police Department. 2. The Police Department facility (Part 11, Section 2.9) Is removed from this solicitation. 3. Water Treatment Plant (Phase 3 & 4) (Part 11, Section 2.1 & 2.2) additional Instructions: Water hose hook ups are available for the windows above the water tanks at the rear of the facility. These hook up locations were shown during the pre-sollcitation meeting and alta visit. 4. Round Rock Sports Center (Part 11, Section 2.3) additional Instructions: Cleaning of louver shades shall be Included in the window cleaning for this facility. The louver shades shall not be removed, but hand wiped. The windows above the lobby shall not be Included. These windows are not safely accessible. 6. McConlco facility (Part 11, Section 2.4) additional instructions: Lift equipment may be used Inside the facility to clean the upper windows of the front lobby. Caution should be used to protect the flooring by using plywood or other method of protection. S. Clay Madsen Recreation Center (Part 11, Section 2.6) additional Instructions: For safety reasons, Respondents shall not stand or step on front awning when cleaning the lobby windows, as this structure will not hold any weight. 7. Library (Part II, Section 2.6) additional Instructions: Screens for smaller windows on the side of the facility, will be removed by the City's Designated Representative prior to cleaning. Accessibility to the balcony on the second story at the front of the facility will be provided by the City's Designated Representative prior to cleaning. Approved by Deborah Knutson, urch By the signatures affixed below, Addendum No. 1 is hereby incorporated Into and made a part of the above referenced solicitation. ACKNOWLEDGED th1 �vT-he . 4-2,75- t Vendor U Authorized Signature Date Return one signed copy of this addendum to the purchasing office with your sealed proposal. Failure to do so may automatically disqualify you response from consideration for award. EXHIBIT "A" -i DO NOT OPEN EXHIBIT "A" on 0 3 v 0 z 0 0 z City of Round Rock WINDOW CLEANING SERVICES IFB No. 15-017 Class/item: 910-81 APRIL 2015 ATTACHMENT D: EXHIBIT # 1 — Police Department Atrium pictures and dimensions The Police Department facility has seven (7) atriums. They are four (4) sided atriums that measure 20 ft. x 38 ft. x 10 ft. high. Page 16 of 16 EXHIBIT "A" '4� CERTIFICATE OF LIABILITY INSURANCE MDDYVYY) CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, si8/201izol s THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(les) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Watkins Insurance Group -Aust n 3834 Spicewood Springs Rd, St Austin TX 78759 CONTACTNAME: Crystal Mora PHONE512 452 8877 FAX .512 452-0999 E-MAIL 9 pAID .cmora watkinsinsurancerou .com POLICY EXP POLIO INSURERM AFFORDING COVERAGE NAICt1 INSURER A:Clncinnafi Insurance Company 10677 COMMERCIAL GENERAL LIABILITY INSURED CAPCI-3 INSURER B:Travelers 36137 Capitol City Janitorial, Inc. Blanca Behseresht INSURERc:Service Lloyds Ins. Co. 43389 /12016 2420-B Patterson Industrial Dr INSURER D: NSURER E: Pflugerville TX 78660 INSURER F: COVERAGES CERTIFICATE NUMBER- 2116526335 RFVIRION NIIMRFR- THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. Ii n TYPE OF INSURANCE INSD BUS PODGY NUMBER PODGY EFF POLIC/YYYY POLICY EXP POLIO LIMITS AX COMMERCIAL GENERAL LIABILITY Y EPP 0128790 /12015 /12016 EACH OCCURRENCE $1,000,000 CLAIMS -MADE � OOCUR 470M REMISES Eaoccurrence $100,000 MEDEXP(Anywepersord $5,000 ' PERSONAL&ADV INJURY $1,000,000 GENLAGGREGATE LIMIT APPLIES PER: POLICY JJERO F-1LOC GENERAL AGGREGATE $2,000,000 PRODUCTS-COMPAP AGG $2,000,000 $ OTHER: A AU70MOMM LIABILITY EBA0128798 /12015 /12016 (U.U.M.=bINGLE LIMIT $1,000,000 BODILY INJURY (Per person) $ X ANY AUrO ED SCHEDULED AA4OWNUTOO QQSS 248r BODILY INJURY (Per actltlent) $ I NON-OWNED HIREDAUTOS AUTOS PROPERTY DAMAGE Peraccident S A X I UMBRELLA LIAR X OCCUR EPP 0128798 12015 /12016 EACH OCCURRENCE $4,000,000 AGGREGATE $4,000,000 EX7XIIJAB CLAIMS -MADE DED X RETENTION$ 10,000 1 Is 1 C WORKERS COMPENSATION AND EMPLOYERS' LIABILITY YIN SRZG27677-15 /12015 112016 X PERTUTE ER E.L EACH ACCIDENT $1,000,000 ANY PROPRIETOR/PARTNER/EXECUDVE OFFICERRMEMBER EXCLUDED? ❑N N/A E.L DISEASE -EA EMPLOYEE $1,000,000 (Mandatory N NN) Ifyes, descdbe under DESCRIPTION OF OPERATIONS below E.L DISEASE -POLICY LIMIT $1,000,000 B Third Party Crime 105902452 /72015 2018 Empployee Theft of CllentProperty 100,000 Retention 1,000 DESCRIPTION OF OPERATIONS/ LOCATIONS I VEHICLES (ACORD 101, Additional Remarl a Schedule, maybe attached If mom space 15 required) SUBJECT TO POLICY TERMS AND CONDITIONS. Certificate holder is additional insured on the general liability and auto liability policies with waiver of subrogation on the general liability, auto liability and workers compensation policies, per blanket endorsements, where required by written contract. City of Round Rock 221 East Main 309 E Main Round Rock TX 78664 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE /�Z/' / '6 ©1988-2014 ACORD CORPORATION. All rights reserved. ACORD 25 (2014/01) The ACORD name and logo are registered marks of ACORD BID TABULATION VENDOR VENDOR VENDOR BuildingStars International Building Services Capitol City Janitorial BID NUMBER: 15-017 BID OPENING: 04/24/15 @ 3:00 Annual Total: $ 6,170.00 Annual Total: $ 10,100.00 Annual Total: $ 41890.00 Window Cleaning Services Water Treatment Plant 1 Cleanings $ 350.00 Extended Price 1 (Phase 3) Extended Price Extended Price Item # I Bid Item(s) Description QTY UOM Unit Price per Year QTY UOM Unit Price per Year QTY UOM Unit Price per Year $1,050.00 Water Treatment Plant 1 cleanings $ 256.00 $ 256.00 1 Cleanings $ 300.00 $ 300.00 1 Cleanings $225.00 $ 225.00 1 (Phase 3) per year per year 2 Cleanings $ 850.00 per year 5 Center (CMRC) Water Treatment Plant 1 cleanings $ 278.00 $ 278.00 1 Cleanings $ 300.00 $ 300.00 1 cleanings $185.00 $ 185.00 2 (Phase 5) per year 2 Cleanings $ 325.00 per year 7 per year Round Rock Sports Center 2 Cleanings $ 496.00 $ 992.00 2 s Cleanings $ 950.00 $ 1,900.00 2 Cleanings $475.00 $ 950.00 3 McConico Building 2 $ 894.00 $ 1,788.00 2 s Cleanings $1,150.00 $ 2,300.00 2 Cleanings $300.00 $ 600.00 4 pleayears Clay Madsen Recreation 2 Cleanings $ 306.00 $ 612.00 2 Cleanings $1,120.00 $ 2,240.00 2 Cleanings $340.00 $ 680.00 5 Center (CMRC) per year per year per year Library 2 Cleanings anin s $ 348.00 $ 696.00 2 $ 280.00 $ 560.00 2 Ceayears $225.00 $ 450.00 6 pleayears Businss Center 2 cleanings $ 332.00 $ 664.00 2 Cleanings $ 350.00 $ 700.00 2 Cleanings $225.00 $ 450.00 7 per year per year per year City Hall 2 Cleanings $ 442.00 $ 884.00 2 Cleanings $ 900.00 $ 1,800.00 2 Cleanings $675.00 $ 1,350.00 g per year per year per year VENDOR Pruitt Building Services Annual Total: $ 89800.00 Extended Price Item # Bid Item(s) Description QTY UOM Unit Price per Year Water Treatment Plant 1 Cleanings $ 350.00 $ 350.00 1 (Phase 3) per year Water Treatment Plant 1 cleanings $ 350.00 $ 350.00 2 (Phase 5) per year Round Rock Sports Center 2 Cleanings $1,050.00 $ 2,100.00 3 McConico Building 2 Cleanings leanin s $1,025.00 $ 2,050.00 4 Clay Madsen Recreation 2 Cleanings $ 850.00 $ 1,700.00 5 Center (CMRC) per year Library 2 Cleanings $ 350.00 $ 700.00 g per year Businss Center 2 Cleanings $ 325.00 $ 650.00 7 per year City Hall 2 Cleanings $ 450.00 $ 900.00 8 per year LEGAL DEPARTMENT APPROVAL FOR CITY COUNCIL/CITY MANAGER ACTION Required for Submission of ALL City Council and City Manager Items Department Name: General Services Project Mgr/Resource: Pete Council Action: ORDINANCE Agenda Wording xx City Manager Approval M Project Name: Window Cleaning Services ContractorNendor. Capitol City Janitorial, Inc. RESOLUTION UIvw vvoraing Consider executing an Agreement for Purchase of Window Cleaning Services from Capitol City Janitorial, Inc. Attorney Approval ✓Attorney Date (p O:\wdox\SCClnts\0118\1504\MISC\00336578.XLS Updated 6/3/08 City of Round Rock ROUND ROCK -rExas Agenda Item Summary Agenda Number: Title: Consider executing an Agreement for Purchase of Window Cleaning Services from Capitol City Janitorial, Inc. Type: City Manager Item Governing Body: City Manager Approval Agenda Date: 6/26/2015 Dept Director: Chad McDowell, General Services Director Cost: Indexes: Attachments: LAF Window Cleaning, Agreement -Windows Department: General Services Department Text of Legislative File CM -2015-820 City of Round Rock Page 1 Printed on 8/25/2015