HomeMy WebLinkAboutResolution - 2011-R0442 - Contract - RL Building Maintenance Inc.- Cleaning Services At LPSIA - 10_13_2011Resolution No. 2011-RO442
October 13, 2011
Item No. 5.28
RESOLUTION
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK:
THAT the Mayor of the City of Lubbock is hereby authorized and directed to
execute for and on behalf of the City of Lubbock, Contract No. 10271 for carpet & brick
cleaning services at Lubbock Preston Smith International Airport — annual pricing, by and
between the City of Lubbock and RL Building Maintenance, Inc., and related documents.
Said Contract is attached hereto and incorporated in this resolution as if fully set forth
herein and shall be included in the minutes of the City Council.
Passed by the City Council on October 13, 2011
TOM MARTIN, MAYOR
�! ATTEST:
Q—a ��
L Rebe ca Garza, City Secretary
APPROVED AS TO CONTENT:
'James,Loomis, Director of Avialion
APPROVED AS TO FORM:
Chad Weaver,'Assistant City Attorney
vwxcdocs/RES.Contract-RL Building Maintenance, Inc.
September 19, ?01 1
Resolution No. 2011—RO442
CONTRACT NO. 10271
CITY OF LUBBOCK, TX
CONTRACT FOR SERVICES
for
Carpet and Brick Cleaning Services at LPSIA - Annual Pricing
ITB 11-10271-DT
THIS CONTRACT, made and entered into this 13th day of October 2011,between the City of Lubbock
("City"), and RL Building Maintenance, Inc. ("Contractor") of Lubbock, Texas.
WITNESSETH:
WHEREAS, the City of Lubbock duly advertised for bids for Carpet and Brick Cleaning Services
at LPSIA for the City of Lubbock and bids were received and duly opened as required by law; and
WHEREAS, after careful consideration of the bid submitted by Contractor, the City of Lubbock has
accepted such bid, and authorized execution, in the name of the City of Lubbock of a contract with said
Contractor covering the purchase and delivery of the said Carpet and Brick Cleaning Services at LPSIA.
NOW, THEREFORE, in consideration of the mutual agreement contained herein, as well as the
financial consideration hereinafter referred to, the parties hereby covenant and agree as follows:
1. In accordance with City's specifications and Contractor's bid, copies of which specifications and bid
are attached hereto and made part hereof, Contractor will deliver to the City the Carpet and Brick
Cleaning Services at LPSIA specifically referred to as Items) No. 1-3 and more particularly
described in the bid submitted by the Contractor or in the specifications attached hereto.
2. The contract shall be for a term of one-year, said date of term beginning upon City Council date of
formal approval. The City and Contractor may, upon written mutual consent, extend the contract for
two additional one-year periods. The rates may be adjusted upward or downward at this time at a
percentage not to exceed the effective change in the Consumer Price Index (CPI) or Product Price
Index (PPI), whichever is most appropriate for the specific contract for the previous 12-months. At the
City's discretion, the effective change rate shall be based on either the local or national index average
rate for all items. If agreement cannot be reached, the contract is terminated at the end of the current
contract period.
This contract shall remain in effect until the expiration date, performance of services ordered, or
termination by either party with a thirty (30) day written notice. Such written notice must state the
reason for cancellation. The City of Lubbock reserves the right to award the canceled contract to the
next lowest and best bidder as it deems to be in the best interest of the city.
4. The City promises and agrees to employ, and does employ, the Contractor to cause to be done the
work provided for in this Contract and to complete and finish the same according to the attached
specifications, offer, and terms and conditions contained herein. The City agrees to pay the
Contractor according to the payment schedule attached; said payment schedule does not include any
applicable sales or use tax.
5. The Contractor shall perform the work according to the procedure outlined in the specifications and
Invitation to Bid attached hereto and incorporated herein.
Q:Purchase/Bid Docs/l 1-10271-bT/Contract
Contractor shall at all times be an independent contractor and not an agent or, representative of City
with regard to performance of the Services. Contractor shall not represent that it is, or hold itself out
as an agent or representative of City. In no event shall Contractor be authorized to enter into any
agreement or undertaking for or on behalf of City.
If at any time during the life of the contract or any extension, the contractor fails to maintain the
required insurance in full force and effect, all work under the contract shall be discontinued
immediately. Any failure to maintain the required insurance may be sufficient cause for the City to
terminate the contract.
6. The Contractor shall obtain and maintain in full force and effect during the term of the contract,
commercial general liability coverage with insurance carriers admitted to do business in the State of
Texas. The insurance companies must carry a Best's Rating of A- VII or better. The policies will be
written on an occurrence basis, subject to the following minimum limits of liability.
The City reserves the right to review the insurance requirements of this section during the effective
period of the contract and to require adjustment of insurance coverage and their limits when deemed
necessary and prudent by the City based upon changes in statutory law, court decisions, or the claims
history of the industry as well as the Contractor.
Subject to the Contractor's right to maintain reasonable deductibles in such amounts as are approved
by the City, the Contractor shall obtain and maintain in full force and effect for the duration of this
contract, and any extension hereof, at Contractor's sole expense, insurance coverage written by
companies approved by the State of Texas and acceptable to the City, in the following type(s) and
amount(s):
Worker's Compensation The Contractor shall elect to obtain worker's compensation coverage pursuant
to Section 406.002 of the Texas Labor Code, Further, Contractor shall maintain said coverage
throughout the term of the Contract and shall comply with all provisions of Title 5 of the Texas Labor
Code to ensure that the Contractor maintains said coverage. Any cancellation or non -renewal of
worker's compensation insurance coverage for the Contractor shall be a material breach of this
Contract. The contractor must maintain Occupational Medical and Disability Insurance in lieu of
Workers' Compensation. In either event, the policy must be endorsed to include a waiver of
subrogation in favor of the CITY OF LUBBOCK- The Contractor shall also provide to the CITY OF
LUBBOCK proof of Employers' Liability in an amount no less than $500,000.
TYPE
1. Worker's Compensation
And/or
AMOUNT
Statutory
Employers Liability or Occupational Medial and Disability $500,000
2. General Liability insurance including coverage for the following;
a. General Aggregate Combined single limit for
b. Products/completed operations bodily injury and property
C. Personal injury damage of $200,000 per
occurrence or its equivalent.
3. Automotive Liability $200,000
The City of Lubbock shall be named a primary additional insured on general liability with a
waiver of subrogation in favor of the City on all coverage's. All copies of the Certificates of
Insurance shall reference the ITB number for which the insurance is being supplied.
Q:Purchase/Bid Does/ 11-10271-DTlConttact
The Contractor will provide a Certificate of Insurance to the City as evidence of coverage. The
certificate will provide 30 days notice of cancellation, and under the cancellation section, the wording
"endeavor to" and "but failure to mail such notice shall impose no obligation or liability of any kind
upon the company, its agents or representatives" will be crossed out. A copy of the additional insured
endorsement attached to the policy will be included with the certificate.
If at any time during the life of the contract or any extension, the contractor fails to maintain the
required insurance in full force and effect, all work under the contract shall be discontinued
immediately. Any failure to maintain the required insurance may be sufficient cause for the City to
terminate the contract.
8. Neither the City nor the Contractor shall assign, transfer or encumber any rights, duties or interests
accruing from this Contract without the written consent of the other.
9. The City reserves the rights to audit Contractor's records and books relevant to all services provided to
the City under this Contract. In the event such an audit by the City reveals any errors or overpayments
by the City, Contractor shall refund the City the full amount of such overpayments within thirty (30)
days of such audit findings, or the City, at its option, reserves the right to deduct such amounts owing
the City from any payments due Contractor.
10. This Contract consists of the following documents set forth herein; Invitation to Bid #11-10271-DT,
General Conditions, Specifications, and the Bid Form.
IN WITNESS WHEREOF, the parties hereto have caused this Contract to be executed the day and year
first above written. Executed in triplicate.
CITY OF LUBBOCK CONTRA OR y
BY G'
Tom Martin, Mayor Autho ed Re -presentative
ATTEST:
QA-0, - — — ,
Rebec:4 Garza, City Secretary
Chad Weaver, Assistant City Attorney
Q:Purchase/Bid Do& I 1- 1027 1 -DT/Contract
Title: 101'�-e si Wet f
ITB 11-10271-DT Carpet & Brick Cleaning at LPS[A - AP
Resolution No. 2011—RO442
BID FORM
City of Lubbock, TX
In compliance with the Invitation to Bid 11-10271-DT, the undersigned Bidder having examined the Invitation to Bid and
Specifications, and being familiar with the conditions to be met, hereby submits the following Bid for furnishing the material,
equipment, labor and everything necessary for providing the items listed below and agrees to deliver said items at the
locations and for the prices set forth on this form. The Invitation to Bid 11-10271-DT is by reference incorporated in this
contract. The Bid Form must be completed in blue or black ink or by typewriter.
UNIT OF
UNIT PRICE'
Extended
Annual
ITEM
QTY
MEASURE
DESCRIPTION
BID
Cost per week
Cost
a.
b.
C.
d,
e.
b x e
= f x 52
Weekly cleaning of 5,000 square feet (or less) of
Square
carpet in the LPSIA Terminal Building as
1.
5,000
Feet
specified herein. Quantities are approximate and
$ ash
$� 7s ��
$ �Y, goo,"
will be determined by Airport personnel prior to
each cleaning.
Weekly maintenance of approximately 5,000
Square
square feet (or less) of brick floors in the LPSIA
2.
5,000
Feet
Terminal Building as specified herein and in
$ , L�3
$ ao
�G`
$ 9 3 e�
accordance with the Brick Paver Layout drawing
i
(attached).
Annual stripping and sealing, once per year, of
x e)
SF�e
approximately 38,000 square feet (or less) of3.
lit=
38,000
brick floors in the LPSIA Terminal Building as��'��
specified herein and in accordance with the
Brick Paver Layout drawing (attached).
TOTAL BID Items I through 3 (ALL or NONE): Total Annual Contract Price
$
PAYMENT TERMS AND DISCOUNTS - Bidder offers a prompt payment discount of --L—%, net/o calendar days.
Discounts will not be considered in determining low bid. Unless otherwise indicated on the Bid Form, payment terms will
be NET THIRTY DAYS. The City will pay the successful bidder within thirty days after the receipt of a correct invoice or
after the date of acceptance, whichever event occurs later. Discounts for prompt payment requiring payment by the City
within a stipulated number of days will be interpreted as applying within the stipulated number of calendar days after the
date of receipt by the City of a correct invoice or after the date of acceptance that meets contract requirements, whichever
event occurs later. Discounts for payment in less than ten days will not be considered.
MOST FAVOURED PRICING: The Bidder certifies that the price quoted is not in excess of the lowest price charged
anyone else, including its most favoured customer, for Iike quality and quantity of the products/services; does not include an
element of profit on the sale in excess of that normally obtained by the Bidder on the sale of products/services of like quality
and quantity; and does not include any provision for discounts to selling agents. If at any time during the contract period, the
supplier should sell or offer for sale to any other customer, an equal or less quantity of similar contract products of like or
better quality, at a lower net price(s) than provided herein, supplier agrees to notify the City and sell same product(s) at the
lower price(s) on all deliveries made during the period in which such lower price(s) is effective.
INTERLOCAL PURCHASING (optional): The City desires to make available to other local governmental entities of the
State of Texas, by mutual agreement with the successful bidder, and properly authorized interlocal purchasing agreements as
provided for by the Interlocal Cooperation Act (Chapter 791, Government Code), the right to purchase the same services, at
the prices quoted, for the period of this contract. Each bidder shall indicate on the Bid Form in the space provided below if
he/she will honor Political Subdivision orders in addition to orders from the City of Lubbock. Should these other
governmental entities decide to participate in this contract, would you (the bidder) agree that all terms, conditions,
specifications, and pricing would apply?
Other governmental entities that might have interests in this contract are Frenship Independent School District,
Lubbock Housing Authority, Lubbock County, Lubbock County Hospital District, Lubbock Independent School
District, South Plains Association of Governments, City of Texarkana, Texas Tech University, West Texas
Municipal Power Agency, Lynn County, and City of Wolfforth.
Q:Purch;tSc/Bid Docs/I 1-10271-DTlContract
rTB 11-10271-DT Carpet & Brick Cleaning at t.PS1A - AP
YES ✓ NO
• If you (the bidder) checked YES, the following will apply:
• Governmental entities utilizing Interlocal Agreements for Cooperative Purchasing with the City of Lubbock will be
eligible, but not obligated, to purchase materials/services under the contract(s) awarded as a result of this
solicitation. All purchases by governmental entities other than the City of Lubbock will be billed directly to that
governmental entity and paid by that govcmmental entity. City of Lubbock will not be responsible for another
governmental entity's debts. Each governmental entity will order their own materials/service as needed.
THIS BID IS SUBMITTED BY �f"C iIr . C i .4 / h ,�G�7�' �%`,�� a corporation organized under
the laws of the State of ,��fX a . , or a partnership consisting of
or an individual trading as
of the City of
Firm: PLA116Iitia
Address: / G . *'r ;X5Y
City: 4t�5 e State:_ Zip
MIWBE
Firm:
Woman
Black American
Native American
Hispanic American
Asian Pacific
American
Other (Specify)
Officer Name and
x
Authorized Representative - must sign by
Print
v�
Business Telephone Number 1D 6 — yy, /, - S;Z B? FAX:
E-Mail Address:
FOR CITY USE ONLY
Bid Form Item Number(s) Awarded to Above Named Firm/Individual:
Date of Award by City Council (for bids over $25, 000): Date P.O./Contract Issued:
LABEL THE OUTSIDE OF YOUR SEALED BID WITH THE ITB NUMBER, THE CLOSING DATE AND TIME,
AND YOUR COMPANY NAME AND ADDRESS.
Q:Purchase/Bid Docsll 1-10271-DTContract
Resolution No. 2011—RO442
Carpet and Brick Cleaning Services at LPSIA -Annual Pricing
CITY OF LUBBOCK, TEXAS
1TB 11-10271-DT
Floor Cleaning Contract Specifications
General
1. Bids must be submitted on the Bid Form and the Bidder must sign and date their bid in the space provided Please
note that the Bid Form asks for square foot unit pricing. In Bid items 1 & 2 please provide your bid to service
10,000 square feet. Bid items 1 & 2 will be performed weekly. (Areas will be constantly alternated on an as
needed basis). In Bid item 3 please provide your bid to service 38,000 square feet. Bid item 3 is performed once
per year. (Areas may need to have a refresher coat of wax in problem areas- not to exceed two times.
2. Employees assigned to perform the services specified in this bid must submit to and pass a FBI fingerprint -based
criminal history record check that is mandated by the Transportation Security Administration. There is a $30.00
fee for this record check and additional $15 for the badge, which will be at Bidder's expense.
3. All measurements should be field verified by the bidder prior to bidding.
4. Propane equipment may be used to perform Carpet & Brick Floor Cleaning Services.
SPECIFICATIONS FOR WEEKLY CARPET CLEANING
1. All carpet is to be vacuumed to remove excess dirt and debris from daily use.
2. All gum and other foreign matter shall be removed in a manner that does not damage carpet pile.
3. Existing stains shall be pre -sprayed to allow maximum cleaning before extraction of carpet.
4. All seating equipment shall be moved to allow uniform cleaning of carpet.
5. All carpet shall be extracted in a manner to remove all imbedded dirt and foreign matter. Carpet shall be clean
and dirt free upon drying. There shall be no dust or dirt haze on carpet after drying.
6. Loose pile from carpet shall be picked up and removed.
7. Carpeted areas that have been extracted shall be allowed to dry before the seating equipment is returned to its
proper location. Advertising signs and information booths are to be protected to prevent stains.
8. Cleaning operations shall be performed in manner that does not interfere with airline operations.
9. Cleaning shall be done between 11:00 p.m. and 4:30 a.m. All cleaned carpeted areas shall be dry before 4:30
a.m.
10. All work will be inspected and approved or rejected by the Owners' Representative. Contractor will fumish all
necessary cleaning solutions, gum removers, pre -sprays etc.
11. Successful Bidder shall also provide all necessary equipment and apparatus necessary to perform all work.
12. Total square footage of carpet area to be cleaned on an average weekly basis is from 8,000 — 10,000. The
successful bidder may not perform the weekly work in one night and will need to spread out the work within a seven
QTurchase)Bid Docs/11-10271-DTIConttact
(7) day work week. During the duration of the contract certain areas will be cleaned several times to maintain a
clean surface at all times. These areas will be designated by the Owners' Representative.
13. The Owners' Representative will coordinate the scheduling of the cleaning with the successful bidder.
14. An area of carpet determined by the Owners' Representative may be swapped to be cleaned instead of that in the
specified area of the same footage.
SPECIFICATIONS FOR WEEKLY MAINTENANCE OF BRICK FLOORS
1. All areas must be swept clean of all debris, gum and foreign matter before commencing auto floor scrubbing.
2. All surfaces shall be free of streaks, debris and dust after auto scrubbing.
3. All work activities shall be done between the hours of 11:00 p.m. and 4:30 a.m.
4. Samples of all floor strippers, sealers, finishes and neutralizers used for restoration activities shall be submitted to
the Owners' Representative for approval.
5. Restoration / recoating of gloss finish shall be done on a rotating schedule approved by the Owners'
Representative.
6. Auto scrubbing shall provide sufficient cleaning as to remove debris from grout joints and recessed surfaces of
brick pavers.
7. All furniture will be moved and returned to the proper position, by the successful contractor, by 4:30 a.m.
SPECIFICATION FOR ANNUAL STRIPPING OF BRICK FLOOR
1. Remove all foreign matter from floors. (Gum, tape, stickers, labels, etc.)
2. Tape- off all carpeted floors adjoining brick areas prior to stripping.
3. Apply stripping solution in a manner to avoid splashing onto carpets, walls, counters, vent grates, glass surfaces,
etc.
4. All surfaces shall be ready for use by 4:30 a.m. All floor stripping activities will begin at 11:30 p.m.
5. Before waxing, all seating, signs, stanchions, etc., will be moved to allow for a uniform surface coating.
6. Areas with baseboards will be stripped to remove floor finish and stripping solution. Baseboard shall be clean
and free of floor finish upon completion of stripping and waxing activities.
7. Floor surfaces, grout and expansion joints shall be free of floor finish and sealer after completion of stripping
activities.
8. All surfaces shall be allowed to dry completely before application of sealers and waxes.
9. All floor surfaces shall have a minimum of 4 coats of sealer, 3 coats of floor finish, with all sealers and finishes
of a non -yellowing formulation.
10. The Owners' Representative shall approve all sealers and finishes prior to application.
7
Q:Purehase/Bid Docs t1-I0271-DT/Contract
11. All stripping shall be done with nylon grit brushes or approved equal.
12. All stripping and finishes of floors shall be done in a manner that shall match existing finish without notable
change.
13. All furniture will be moved and returned to the proper position, by the successful contractor, by 4:30 a.m.
Q:Purchase/Bid Docs/11-10271-DT/Contract