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CM-2015-821 - 6/26/2015CITY OF ROUND ROCK AGREEMENT FOR PURCHASE OF CARPET 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 carpet cleaning services for City buildings, and for related goodsand services, (referred to herein as the "Agreement"), is made and entered into on this the ay of the month of June, 2015, by and between the CITY OF ROUND ROCK, TEXA , 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 carpet 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 15-018 dated April 2015, Class/Item: 910-09, 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 00327436/ss2 G�.201��21 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 terns 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 15-018, Class/Item: 910-09 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 twelve (12) of twenty-two (22) of Exhibit "A," in the amount of Seven Thousand Nine Hundred Ninety -Three Dollars and 73/100 ($7,993.73) 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 27 1. 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 TERAUNATION 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 31 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.] z IN WITNESS WHEREOF, City and Services Provider have executed this Agreement on the dates indicated. City of,*ound Rock, Texas Capitol City Janitorial, Inc. Title: Date Signed: Attest: By: ' Sara White, City Clerk IN, �r- U Printed Name: ikG �/ Serestit Title: GC- 0 Date Signed: L -e- Zoic' X, TEXAS 4. PROSPERITY. City of Round Rock, Texas Purchasing Division 221 East Main Street Round Rock, Texas 78664-5299 www. round rocktexas.gov INVITATION FOR BID (IFD) CARPE' CLEANING SEER=ES SOL ITATION (UMBER 15-018 APRIL 2015 EXHIBIT "A" City of Round Rock CARPET CLEANING SERVICES IFB No. 15-018 Class/item: 910-09 APRIL 2015 CITY OF ROUND ROCK INVITATION FOR BID CARPET CLEANING SERVICES PART 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 aRespondent°, to provide all labor, equipment and materials for commercial carpet cleaning services on an as needed basis. 2. BACKGROUND: The City has approximately 700,000 square feet of maintained property and occupies approximately 46 facilities. The buildings consist of both commercial and residential type structures. Approximately 110,000 square feet of carpeting to be cleaned on an as needed basis. 3. ATTACHMENTS: Attachment A through B is 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 — Carpet Specification Sheet 3.5 Attachment E: Exhibit 2 — Mohawk Carpet Care Instructions 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: dknutsonO-roundrocktexas.uov 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 carpet 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 15 EXHIBIT "A" City of Round Rock CARPET CLEANING SERVICES IFB No. 15-018 Class/Item: 910-09 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 commercial carpet cleaning. 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. Furnish all signs, cones, barricades, tape or other barriers as necessary at the work site to protect anyone from harm or injury. Warning signs must be displayed in all areas while carpets are being cleaned and up until they are dry. 9. PRICING: The Respondent shall determine and submit a fixed price per square foot for the carpet cleaning services and shall include all incidental costs, labor, overhead charges, travel, payroll expenses, freight, equipment acquisition and maintenance, demurrage, fuel surcharges, delivery charges, and 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 carpet 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 15 EXHIBIT "A" City of Round Rock CARPET CLEANING SERVICES IFB No. 15-018 Class/Item: 910-09 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. ACCEPTANCE/INSPECTION: 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 carpet 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 15 EXHIBIT "A" City of Round Rock CARPET CLEANING SERVICES IFB No. 15-018 Class/item: 910-09 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 carpet cleaning services for various City owned or occupied locations on an as needed basis. Carpet cleaning shall include pre-treatment of carpet and additional spot treatment whenever necessary. For stationary furniture items, Respondent shall ensure that the legs and/or bases of furniture are kept dry and free of contaminates generated by cleaning operations_ Furniture shall not be moved unless specified by the City's designated representative. Respondent shall take steps to prevent water from leeching wood stains and dirt into the carpet. Visible cleaner/water splash and drip marks onto furniture, surrounding flooring, baseboards and walls will be avoided if at all possible, and if not possible, removed from all adjacent surfaces immediately to avoid staining. Respondent shall not leave excessive water, streaking, excess residue or cause discoloring to the carpet as a result of the cleaning. Cleaning chemicals must not cause damage to furniture, carpet, surrounding flooring, baseboards, walls, or any other surrounding materials and/or structures. A Material Safety Data Sheet (MSDS) must be provided to the City for any chemical used prior to contract award and the City reserves the right to reject the use of any given product. Respondent shall not use chemicals that leave a strong odor. Carpet cleaning shall be performed by the methods described in Attachment E: Exhibit # 2 — Mohawk Carpet Care Instructions. Warning signs must be displayed in all areas while carpets are being cleaned and up until they are dry. Normal business hours are Monday — Friday between the hours of 8:00 am and 8:00 pm. Carpet cleanings shall be conducted after normal business hours and the City's designated representative will determine the scheduling. All services performed shall require prior authorization from the City's designated representative and a City approved Purchase Order before work commences. 2. CITY FACILITIES: Additional facilities may be added and the pricing shall be the price per square foot as submitted by the Successful Respondent. The following facility locations in the City of Round Rock, Texas are examples of the facilities that may require carpet cleaning and the square footage of the carpeted areas: Facility Location Carpet area/ (sq. ft. City Hall 221 East Main Street 78664 19,200 Business Center 231 East Main Street 78664 12,950 Library 216 East Main Street, 78664 33,600 McConico Building 301 West Bagdad Street 78664 15,829 Allen R. Baca Center 301 West Bagdad Street 78664 8,530 Round Rock Sports Center 2400 Chisholm Trail Drive, 78681 2,000 Clay Madsen Recreation Center 1600 Gattis School Road, 78665 1,200 Water Treatment Plant Phase 3 5400 North I1-1-35, 78681 150-200 Water Treatment Plant Phase 5 5400 North I1-1-35, 78681 1 800 Public Works 2008 Enterprise Drive, 78664 10,430 General Services 212 Commerce Cove, 78664 4,500 Kinnin ham House 1000 South Creek Drive, 78665 T- 950 Page 5 of 15 EXHIBIT "A" City of Round Rock CARPET CLEANING SERVICES IFB No. 15-018 Class/Item: 910-09 APRIL 2015 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: pkeltaen aC)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 carpet 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 carpet 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. 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. 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. Page 6 of 15 EXHIBIT "A" City of Round Rock CARPET CLEANING SERVICES IFB No. 15-018 Class/Item: 910-09 APRIL 2015 PART III 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 April 14, 2015 @ 2:30 PM, 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 @ 3:30 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 http://www.roundrocktexas.gov/.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://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: A pre -solicitation meeting will be conducted to fully acquaint Respondents with the facilities, difficulties and/or restrictions inherent in the services specified and to view samples of the carpets to be cleaned. The pre -solicitation meeting will be conducted on the date specked in the schedule of events (Part III, Section 1). 3.1 Attendance at the pre -solicitation meeting is mandatory. Respondents shall sign -in at the pre - solicitation meeting 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 which shall be held at: City of Round Rock, City Hall Council Chambers 221 East Main Street Round Rock, Texas 78664 3.2 Respondents are strongly encouraged to bring a copy of the solicitation document with them to the pre -solicitation meeting. 3.3 It is the responsibility of the Respondent to determine quantity amounts, supply/material requirements, equipment requirements, labor requirements and other solicitation related details during said meeting. Page 7 of 15 EXHIBIT "A" City of Round Rock CARPET CLEANING SERVICES IFB No. 15-018 Class/item: 910-09 APRIL 2015 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 informalities 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. 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 http://www.roundrocktexas.gov/bids. Page 8 of 15 EXHIBIT "A" City of Round Rock CARPET CLEANING SERVICES IFB No. 15-018 Class/Item: 910-09 APRIL 2015 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 lFB will be solely at the interested parties' expense. Not responding to this IFB does not preclude participation in any future RFP/RFQ/IFB. 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 B: 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. Page 9 of 15 EXHIBIT "A" City of Round Rock CARPET CLEANING SERVICES IFB No. 15-018 Class/Item: 910-09 APRIL 2015 Attachment C: Provide signed copy of this 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. PART VI 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://wwwlroundrocktexas.gov/bids. 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 hftp://www.roundrocktexas.gov/bid . Page 10 of 15 EXHIBIT "A" City of Round Rock CARPET CLEANING SERVICES 117113 No. 15-018 Class/item: 910-09 APRIL 2015 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 11 of 15 EXHIBIT "A" z F xr 0 LL z 0 a N City of Round Rock CARPET CLEANING SERVICES IFB No. 15-018 Class/Item: 910-09 APRIL 2015 ATTACHMENT A: BID SHEET — Revised 4120116 PURCHASING DEPARTMENT 221 E. Main Street o Round Rock, Texas 78664-5299 Solicitation Number:' # 15-018 Solicitation Name: Carpet Cleaning Address: Services Opening Date: April 24, 2015 Opening Time: On or Before 3:30 PM CST Opening location: City of Round Rock E-mail: City Hail Website: 221 E. Main Street Round Rock, TX 78664 z F a 0 z i W xl z a D; 1 Tax ID Number: -74 ` on,'g i 3 � 1 Business Name: C e i li l e x n Address: a%4 a0 ey-ssr- 1?4 IN Address: F� roundrocittexas.gov/vendorcentral Contact: j'Y1i (c,e, ��-b15Wesl. Telephone: I -,�, E-mail: ryl\i fie. L7C>U-C,r►t Website: !VW :c! . 01(.V. V% a 'Evr-��.(. Cc` til-•. HOW DiD YOU HEAR ABOUT THIS SOLI xrATtoNt 11 1:1 Newspaper 0 City's Website 211,E -mail Announcement ESBD Other 1stTIME RESPONDING TOTHEcmrtI [ Yes No AREYOU REGISTERED I Yes No Register at: 1 Carpet Cleaning Services WITH VENDOR CENTRAL? F� roundrocittexas.gov/vendorcentral Item # Description Unit Cost Unit of Measure 1 Carpet Cleaning Services $ a 07 Sq. Ft. 2 Minimum Charge (if any) $ 1 /d �" By the signature hereon affixed, the Respondent hereby certifies that neither the respondent nor the entity represented by the respondent, or anyone acting for such entity has violated the antitrust laws of this State, codliied In Section 15.01 at seq., Texas Business and Commerce Code, or the Federal antitrust laws. nor communicated directly or indirectly. the response made to any competitor or any other person engaged In such line of business. Further, by signing and submitting this response the Respondent acknowledges: o That they have read and fully understand the solicitation and accept all terms and conditions set forth herein. o The respondent is not currently delinquent In the payment of any debt owed to the City. Seated response envelope shall be dearly marked with solicitation name, solicitation number and name of responding entity. The agreement or purchase order resulting from this solicitation may qualify for Inter -local or Cooperative Contracting (Piggybacking) per the terns outlined in Part Ill. Section9 of this solicitation. if applicable, do you agree to "piggyback" purchasing from other governmental agencies? ffYes M No Response shall Include one (1) signed original and three (3) copy of response. Nike- ehse,res h. b 14-13 -1 < Printed Name Authorized Signature Date Failure to sign response will disqualify response. EXHIBIT "A" City of Round Rock CARPET CLEANING SERVICES IFB No. 15-018 Class/item: 910-09 APRIL 2015 ATTACHMENT 13: RESPONDENT'S REFERENCE SHEET PLEASE COMPLETE AND RETURN THIS FORM WITH THE SOLICITATION RESPONSE SOLICITATION NUMBER: 15 -01 cs CcLr P e4 I "n+* ­%:S '�ery' c C -e -S RESPONDENT'S NAME: �'�Dl Ci�h vin+'lz�r'►�l Ine . 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 p �- Sqr rn U�- rao S Name of Contact Cljacq Tittle of Contact Gi c, � ► �l e�S �'Y� r V�� Cry � E -Mail Address Present Address 0 inn City, State, Zip Code �ga VIA Aren S Telephone Number (tttt ) an 1;1;1- fV4+.'Uy B',T Fax Number. ( tom## ) MW Ss 5s - I oa 2. Company's Name j p O i Lk ar v l i f Z Name of Contact �r Title of Contact S� Le ►� ey &,Z NtArD . E -Mail Address ���+ '-4 e V i l e. 1�1/ Present Address ! U O . _ ����n. Sir-��� - Sty 2bcJ City, State, Zip Code K K,pr.v L[L_- , ji Telephone Number ( M" ) ##### Via -9 9 a _ 611 �, Fax Number: ( tt ) #####S to -9 3. Company's Name Y�y + (3C+•Y,:,� 1 (� r�,f t S' 1.J S'(Y t c. Name of Contact e Ck YEA M4% n Title of Contact �r�{►� + b i re L;&Y' E -Mail Address Present Address � -�� I (?� c.s s P� rlti- iJ City, State, Zip Code Telephone Number ( #um ) won 5,;,- g 3%f- 31-1 Fax Number. (ma ) oom i;I Z -f'3 S- 953-) � yc • y-oJ;- FAILURE TO PROVIDE THE REQUIRED INFORMATION WITH THE SOLICITATION RESPONSE MAY AUTOMATICALLY DISQUALIFY THE RESPONSE FROM CONSIDERATION FOR AWARD. Page 13 of 15 EXHIBIT "A" RNANICF. f` An.-MINISTRM-10N. Ci,ry car• Gr•Orr,rTOWN Al 1443 =' TEXAS March 27, 2008 To Whom It May Concern: Capitol City Janitorial has been the; janitorial service for the City of Georgetown for the past two years. Thera are numerous types of facilities to inaintain throughout the Ciiy including: an animal shelter, recreation, community and office buildings. Our varied needs present countless challenges to any janitorial service. Tho experienced management and staff of Capitol City ,ianimriai have 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 repiaccmerit cows. Tltcy bave. shown initiative by providing quality control feedback and information for budgetary decisions. My experience with C *til City Tanitnrfal has sbo%vn that this is a company with a knowledgeable management team who place a high value on quuliLy of service and responsiveness. I would highly rec:on=end Capitol City Janitorial to any organization. Sincerely, 2 P8111 Pauscwang Facility Coordinator City of Georgetown 11:1 tP.- Rab Rt.. i rto. 13ttx jim Crargetawn.'!exas7t31i27-0 0.9..1 (5121930-3676 1 t$121930-16-91 traxt aa•u.aa•.10noMM4 a.•+a oil." I A %To%lMV neat EXHIBIT "A" City of Round Rock CARPET CLEANING SERVICES IFB No..1 "18 Class/item: 910-09 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 Individual addendums with signatures may result in disqualification of the proposal. Addenda Acknowledgment: The undersigned acknowledges the receipt of the following Addenda: Addendum #: Dated. — 1-7 -26 15 Addendum #: Dated: Addendum #: Dated: Addendum #: Dated: Addendum #: Dated: n_ Respondent (Company): Gc c' C ti 61 v1 r 1 -by 1 Signature (in Ink): Name (Typed/printed): Mike,* bens e re:sk—�- Title: C;E� b Date: 4-e2-3 + 1� Page 14 of 15 EXHIBIT "A" ROUND BOCK, TEXAS auaMEMSUMPROSP try CITY OF ROUND ROCK, TEXAS INVITATION FOR BID CARPET CLEANING SERVICES IFB M 96-018 Addendum No.1 Date: April 17, M6, Please note the answers to questions, clarifications, revisions or additions to the solicitation referenced above. Questions: I. Q: Does the City accept the offer of discounts for early payment? A: Yes, the City may accept the offer of discounts for early payment, but will be considered on a case by case basis upon approval by the Finance Department. Discounts offered for early payments should be provided with Respondent's bid sheet submitted. 2. Q: Will the City allow other carpet cleaning methods other than the hot water extraction method? A: No, the City prefers the hot water extraction method. In very rare instances, another method may be requested. Revisions: The following revisions have been made: 1, Attachment A: Bid Sheet has been revised to allow Respondent to submit a minimum charge If there is any. Approved by Deborah Knutson�Urchl� By the signatures affixed below, Addendum No. 1 Is hereby Incorporated into and made a part of the above referenced solicitation. ACKNOWLEDGED O-At-b f c Vendor Authorized Slgnatu 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" From: Capitol qty Janitorial, Inc. 2420 Patterson industrial DriveDO NOT PES Pflugerville, TX 78660 TbeCity of Round Rock RVI26'.1 5; M 2'5 . City of Round Rock CARPET CLEANING SERVICES IFB No. 15-018 Class/Item: 910-09 APRIL 2015 ATTACHMENT D: EXHIBIT # 1 - CARPET SPECIFICATION SHEET L8513 FirstStep Tile Collection I Brand Tuff Stuff I Lees Product Type The -Walk Off Minimum Sq. Yd. No minimum Construction Tufted Surface Texture Performance Loop Pile Gauge 1 Density 5132 (25.2 rows per 10 cm) 5494 Weight Density 208,772 Stitches Per Inch 8.5 per Inch (33.46110 cm) Finished Pile Thickness .249" avg. (6.3 mm) Dye Method Yarn Dyed Backing Material EcoFlex ICT Fiber Type FortisT" Nylon Fiber Technology Sentry Soil Protection Face Weight 38.0 oz. per sq. yd. (1288 91m2) Pattern Repeat Not Applicable SlzelWidth 2W'x 24" (60.9 can x 60.9 cm) GSA Stain Release Rating Pass Installation Method Quarter Turn Only Indoor Air Quality Green Label Plus 1098 (CRI Green Label Plus Certified) Foot Traffic Recommendation TARR Severe NSF 140 Gold Static Less than 2.6 kv when tested under the Standard Shuffle Test 70 degrees Fahrenheit (21 degrees Ceislus) - 20% R.H. Flammability Passes DOC -FF -1-70 Pill Test Flooring Radiant Panel Test Meets NFPA Class 1 and Class II when tested under ASTM E-648 glue down Smoke Density NBS Smoke Chamber NFPA-268- Less than 450 Flaming Mode Warranties Lifetime Limited Tile Warranty I Lifetime Static Page 15 of 15 EXHIBIT "A" ..................................... ..................................... ..................................... ..................................... ...................................... ................................... . ..................................... ...................................... IAL CARPET CARE & MAINTENANCE GUIDE © Mohawk Group •. #:2�: Moha•'wk:Carpet; Fare;Instruction's:•:•:•:•:•:•:{•:•: :f ::•'. ... •^: e e° © Mohawk Group SPILL AND SPOT CLEANING TYPES OF SPOTS & HOW TO REMOVE U CATEGORY "A" SPOTS Water based spots such as catsup, fruit juice, etc. STEP 1: Blot or extract to remove substance. Rinse thoroughly with clear water. Apply a mild carpet spotter clean- ing solution sparingly and gently agitate the discol- ored area. Blot or extract to remove substance. Rinse thoroughly with clear water to remove residue. Blot or extract to remove remaining excess moisture. STEP 2: Repeat if necessary. EO CATEGORY "B" SPOTS Petroleum based spots such as grease, oil, shoe polish, etc. STEP 1: Blot or extract to remove substance. Try implementing cleaning procedure for Category "A" spots using a mild carpet spotter. STEP 2: Blot or extract to remove substance. Apply only enough cleaning fluid to dampen the discolored area. Gently agitate. Blot or extract to remove substance. Rinse thoroughly with clear water. Repeat as long as the spot continues to transfer from the carpet to the towel. Rinse thoroughly with clear water. Blot or extract to remove remaining excess moisture. STEP 3: Apply a specific POG (Paint, Oil and Grease) Dry Solvent Cleaner sparingly to a clean white towel or paper towel and apply to the discolored area. Gently agitate. Blot or extract to remove substance. Rinse thoroughly with clear water. Blot or extract to remove remaining excess moisture. 10 CATEGORY "C" SPOTS Coffee and tea based spots. STEP 1: Blot or extract to remove substance. Rinse thoroughly with clear water. Apply coffee stain remover according to manufacturer's recommendations. Rinse thoroughly with clear water to remove residue. Blot or extract to remove remaining excess moisture. 0) CATEGORY "D" SPOTS Biological spots such as blood, urine, vomit, etc. STEP 1: if solids are present, first remove these with a Bone Spatula. STEP 2: Blot or extract to remove substance. Rinse thoroughly with clear water. Apply an alkaline disinfectant type cleaner (below 10 pH) according to manufacturer's recommendations. Rinse thoroughly with clear water to remove residue. Blot or extract to remove remaining excess moisture. EXHIBIT "A" DEEP CLEANING 0 DEEP CLEANING Deep Cleaning is restoring the carpet's appearance by extracting soil and substances that can damage your carpet. The Mohawk Group recommends hot water extraction as the most effective method to give restorative deep cleaning results. Soil is abrasive and will cause premature wear of the fibers if it is not properly removed and hot water extraction is the only method that can remove the soil and residue from deep down in the fibers. HOT WATER EXTRACTION CLEANING METHOD Hot Water extraction, performed with truck -mount, portable, or self-contained equipment, uses the high-pressure force of water injected into the carpet followed by powerful vacuum suction to remove suspended soil. The process happens almost instantaneously and does not allow cleaning agents to have adequate dwell time. Therefore, the only cleaning agent you should use in the machine's tank is an acidic rinse agent to help return the pH to noutral, or a de -foamier to out down on the accumulation of detergent foam in the machine. Instead, use your cleaning agent as a pre -spray, agitate, and then rinse with your extractor using plain water. U HOT WATER EXTRACTION PROCESS W 1. Vacuum thoroughly to remove as much dry soil as possible A 2. Pre -spray with cleaning agent Ln 3. Agitate with a counter rotating brush or carpet ralce to work the pre -spray throughout the carpet pile and suspend the soil 4. Rinse with plain water NOTE: During extraction, it is essential to extract as much moisture as possible with dry passes (3 to 4 dry passes per each wet pass). Enhance the drying time by using air movers allowing three to four hours drying time after the last extraction before traffic is allowed on the carpet. EXHIBIT "A" EXCEPTIONAL FLOORING FOR DEMANDING SPACES 800.833.6954 © Mohawk Group EXHIBIT "A" CERTIFICATE OF LIABILITY INSURANCE DATE si8A2o��� 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 -Austin 3834 Spicewood Springs Rd, St Austin TX 78759 CONTACT PHONE C tat Mora sry . 512-452-8877 .512-452-0999 11C A012RESS. cmora@watkinsinsurancegroup.com INSURERS AFFORDING COVERAGE NAIC 11 Y INSURERA:Cincinnati Insurance Company 10677 EPP 0128798 INSURED CAPCI-3 INSURER B :Travelers 36137 Capital City Janitorial, Inc. INSURERC:Service Lloyds Ins. Co. 43389 Blanca Behseresht 2420-B Patterson Industrial Dr INSURER D: INSURER E: Pfiugerville TX 78660 INSURER F: COVERAGES CERTIFICATE NUMBER: 2116526335 REVISION NUMBER: 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. L' R TYPE OF INSURANCE AUDL INSD WOR WVD POLICY NUMBER POLICY EFF MMIDDMfYY POLICY EXP MM/DDIYYW LIMITS A X COMMERCIAL GENERAL LIABILITY Y EPP 0128798 /1/2015 11/2016 EACH OCCURRENCE $1,000,000 CLAIMS-MADEX� OCCUR DAMAGE TO RENTED PREMISES Ea occurrence $100,000 MED EXP (Any oneperson) $5,000 PERSONAL & ADV INJURY $1,000,000 GEITL AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $2,000,000 POLICY Xl JECTT LOC PRODUCTS - COMP/OP AGG $2,000,000 $ OTHER: A AUTOMOBILECOMBINED LIABILITY EBA 0128798 1112015 /1/2016 SINGLE LIMIT Ea accident $1,000,000- BODILY INJURY (Per person) $ X ANY AUTO ALL PED AUTOSULFD NON -OWNED HIRED AUTOS AUTOS BODILY INJURY (Per accident) $ PROPERTY DAMAGE Per accident)$ $ A X UMBRELLA LIAB X OCCUR EPP 0128798 /1/2015 1112016 EACH OCCURRENCE $4,000,000 AGGREGATE $4,000,000 EXCESS LIAB CLAIMS -MADE DED X I RETENTION $10,000 $ C WORKERS COMPENSATION AND EMPLOYERS' LIABILITY ANY PROPRIETOR/PARTNER/EXECUTWE Y- OFFICERIMEMBER EXCLUDED? N 1 A SRZG27677-15 11/2015 /1/2016 X STAT E ER"- E.L. EACH ACCIDENT $1,000,000 E.L. DISEASE - EA EMPLOYEE $1,000,000 (Mandatory In NH) If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $1,000,000 B Third Party Crime 105902452 17/2015 (7/2016 Employee Theft Of Client Property 100,000 Retention 1,000 DESCRIPTION OF OPERATIONS! LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached If more space Is 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. CERTIFICATE HOLDER CANCELLATION ©1988-2014 ACORD CORPORATION. All rights reserved. ACORD 26 (2014101) The ACORD name and logo are registered marks of ACORD SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN City of Round Rock ACCORDANCE WITH THE POLICY PROVISIONS. 221 East Main 309 E Main Round Rock TX 78664 AUTHORIZED REPRESENTATIVE /u/. ©1988-2014 ACORD CORPORATION. All rights reserved. ACORD 26 (2014101) The ACORD name and logo are registered marks of ACORD BID TABULATION BID NUMBER: 15-018 BID OPENING: 04/24/15 a@ 3.30 pm Carpet Cleaning Services VENDOR VENDOR VENDOR JPM Enterprises, Inc. BuildingStars of Austin Pruitt Building Services Item # Bid Item(s) Description Unit Price Unit of Measure Unit Price Unit of Measure Unit Price Unit of Measure 1 Carpet Cleaning Services $ 0.08 Sq. Ft. $ 0.14 Sq. Ft. $ 0.14 Sq. Ft. 2 Minimum Charge (if any) $ 195.00 (For 0 - 2,438 Sq.Ft.) $ 125.00 Not Provided VENDOR VENDOR Capitol City Janitorial Unified Services Item # Bid Item(s) Description Unit Price Unit of Measure Unit Price Unit of Measure 1 Carpet Cleaning Services $ 0.07 Sq. Ft. $ 0.08 Sq. Ft. 2 Minimum Charge (If any) $125.00 $100.00 2% Discount -10 Days net 30 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 Dominguez Council Action: ORDINANCE Agenda Wording xx City Manager Approval Project Name: Carpet Cleaning Services ContractorNendor: Caoltol Citv Janitorial RESOLUTION GMA Wording Consider executing an Agreement for Purchase of Carpet Cleaning Services from Capitol City Janitorial, Inc. Attorney Approval Attorney Date �Z O:\wdox\SCClnts\0118\1504\MISC\00336577.XLS Updated 6/3/08 City of Round Rock ROUND ROCK TEXAS Agenda Item Summary Agenda Number: Title: Consider executing an Agreement for Purchase of Carpet 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: Agreement - Carpet, LAF Carpet Cleaning Department: General Services Department Text of Legislative File CM -2015-821 City of Round Rock Page 1 Printed on 8/25/2015