HomeMy WebLinkAboutResolution - 2008-R0374 - Contract For Carpet And Brick Cleaning Services - RL Building Maintenance - 09_25_2008Resolution No. 2008—RO374
September 25, 2008
Item No. 5.18
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 a Contract and any associated documents with RL Building Maintenance of
Lubbock, Texas, for carpet and brick cleaning at Lubbock Preston Smith International
Airport —Annual Pricing per ITB #08-080-FO, which Contract and any associated
documents are attached hereto as Exhibit A and made a part hereof for all intents and
purposes.
Passed by the City Council this 25th day of September , 2008.
ATTEST:
//'' j' Ala -
TOM
MARTIN, MAYOR
Rebe&a Garza, City Secretary
APPROVED AS TO CONTENT:
A�
City Manager/Transportation & Public Works
APPROVED AS TO FORM:
f,
Vandiver, City Attorney
DDres/RLbui ldMaint08ConRes
September 12, 2008
08-080-FO Carpet and Brick Cleaning Services at Lubbock Preston Smith International Airport -Annual Pricing
Resolution No. 2008—RO374
CITY OF LUBBOCK
CONTRACT FOR SERVICES
For
Carpet and Brick Cleaning Services at Lubbock Preston Smith International Airport -Annual Pricing
Bid No. 08-080-FO
THIS CONTRACT, made and entered into this 25th day of September, 2008 pursuant to a resolution heretofore adopted by
the City of Lubbock, Texas, by and between the City of Lubbock ("City"), and RL Building Maintenance Inc., ("Contractor").
WITNESSETH:
WHEREAS, the City of Lubbock duly advertised for bids for Carpet and Brick Cleaning Services at Lubbock
Preston Smith International Airport -Annual Pricing 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 heretofore
adopted a resolution authorizing the acceptance of such bid, and the execution, in the name of the City of Lubbock a contract
with said Contractor covering the purchase and delivery of the said Carpet and Brick Cleaning Services at Lubbock Preston
Smith International Airport -Annual Pricing.
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 Lubbock
Preston Smith International Airport specifically referred to as Item(s) No. 1, 2, 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.
3. 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.
4. The Contractor shall perform the work according to the procedure outlined in the specifications and Invitation to Bid
attached hereto and incorporated herein.
5. 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.
6. Prior to the approval of this contract by the City, the Contractor shall furnish a completed Insurance Certificate,
along with a copy of the primary additional insured endorsement, to the City which shall be completed by an agent
authorized to bind the named underwriter(s) to the coverages, limits, and termination provisions shown thereon,
and which shall furnish and contain all required information referenced or indicated thereon. THE CITY SHALL
HAVE NO DUTY TO PAY OR PERFORM UNDER THIS CONTRACT UNTIL SUCH CERTIFICATE
SHALL HAVE BEEN DELIVERED TO THE CITY.
08-080-FOdoc 33
08-080-FO Carpet and Brick Cleaning Services at Lubbock Preston Smith International Airport -Annual Pricing
INSURANCE COVERAGE REQUIRED
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 coverages 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):
TYPE AMOUNT
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 termination of worker's compensation insurance coverage by contractor or any
cancellation or non -renewal of worker's compensation insurance coverage for the Contractor shall be a material
breach of this Contract." The contractor may maintain Occupational Medical and Disability Insurance in lieu of
Workers' Compensation. In either event, the policy must be endorsed to include a wavier 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.
Commercial General Liability: $500,000 per occurrence
General Aggregate
Products — Comp/Op AGG
Personal & Adv. Injury
Contractual Liability
Automobile Liability insurance, including: $500,000 per occurrence
Any Auto
The City of Lubbock shall be named a primary additional insured with a waiver of subrogation in favor of the
City on all coverage's. All copies of the Certificates of Insurance shall reference the project name or bid number for
which the insurance is being supplied.
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.
The contractor shall also maintain workers compensation insurance in the statutory amount.
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.
7. 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.
8. This Contract consists of the following documents set forth herein; Invitation to Bid # 08-080-FO, General
Conditions, Specifications, and the Bid Form.
08-080-Fodoc 34
08-080-FO Carpet and Brick Cleaning Services at Lubbock Preston Smith International Airport -Annual Pricing -
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
Tom Martin, Mayor
ATTEST:
A 2__Oj� � �
Rebecgh Garza, City Secretary
APPRQgD AS CONTENT:
APPROVED AS TO FORM:
Assistant City Attorney
CONTRACTOR
BY
Authorize Rep esentative
Address
and Public Works Assistant City Manager
Oa-OsO-Fodoc 35
Resolution No. 2008-RO374
08-080-FO Carpet and Brick Cleaning Services at Lubbock Preston Smith International Airport -Annual Pricing
SUBMIT TO:
CITY OF LUBBOCK
A%-
CITY OF LUBBOCKTEXAS
Purchasing &Contract Management
,
1625 13'" Street,Rm 204
Lubbock, Tx 79401-3830
AN EQUAL
INVITATION TO BID
CONTACT PERSON:
OPPORTUNITY
EMPLOYER
p p
#UO—UOU—FO
TEL: 806.775.2167
FAX: 806.775.2164
http://purchasing.ci.lubbock.tx.us
TITLE:
SUBMITTAL DEADLINE:
Carpet and Brick Cleaning Services at Lubbock Preston Smith
September 9, 2008, 3:00 p.m. CST
International Airport -Annual Pricing
PRE BID DATE, TIME AND LOCATION: August 26, 2008 at 10:00
Any hich received gjter the rime and dare listed above, regardless ofthe
A.M. in the City Hall, 1625 131h Street, Purchasing Conference
Mode ofdepvery, shobl be reirvned unopened.
Room 204, Lubbock, Texas.
RESPONDENT NAM :
LABEL THE OUTSIDE OF YOUR SEALED BID WITH THE ITB
<'
NUMBER, THE CLOSING DATE AND TIME, AND YOUR COMPANY
NAME AND ADDRESS.
MAILING ADDRESS:
If
o �� 7,
IF RETURNING AS A "NO BID", PLEASE COMPLETE AND RETURN THE
"STATEMENT
•t�i
OF NO BID',
STATE — ZIP:
THE CITY OF LUBBOCK RESERVES THE RIGHT TO ACCEPT OR REJECT
(� fj71F
ANY AND ALL BIDS IN WHOLE OR IN PART AND WANE ANY
INFORMALITY IN THE COMPETITIVE BID PROCESS. FURTHER, THE CITY
TELEPHONE NO:
RESERVES THE RIGHT TO ENTER INTO ANY CONTRACT DEEMED TO BE
IN THE BEST INTEREST OF THE CITY.
IT IS THE INTENT AND PURPOSE OF THE CITY OF LUBBOCK THAT THIS
FAX NO:
REQUEST PERMITS COMPETITIVE BIDS. IT IS THE BIDDER'S
RESPONSIBILITY TO ADVISE THE CITY OF LUBBOCK PURCHASING
E-MAIL: /
MANAGER IF ANY LANGUAGE, REQUIREMENTS, ETC., OR ANY
COMBINATIONS THEREOF, INADVERTENTLY RESTRICTS OR LIMITS THE
FEDERAL TAX ID NO. OR SOCIAL SECURITY NO.
REQUIREMENTS STATED IN THIS ITB TO A SINGLE SOURCE. SUCH
NOTIFICATION MUST BE SUBMITTED IN WRITING AND MUST BE
57'
RECEIVED BY THE PURCHASING MANAGER NO LATER THAN FIVE (5)
1
BUSINESS DAYS PRIOR TO THE ABOVE SUBMITTAL DEADLINE.
THE BIDDER HEREBY ACKNOWLEDGES RECEIPT OF AND AGREES ITS BID IS BASED ON ANY ADDENDA POSTED ON
RFPDEPOT.COM YES NO
The City of Lubbock Charter states that no offiea or employee of the City can benefit from any contract, job, work or service for the municipality or be
interested in the sale to the City of any supplies, equipment, material or articles purchased. Will any officer or employee of the City, or member of their
immediate family, benefit from the award of this bid to the above firm? YES_ NO
IN COMPLIANCE WITH THIS SOLICITATION, 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 ON THE ATTACHED BID
FORM AND AGREES TO DELIVER SAID ITEMS AT THE LOCATIONS AND FOR THE PRICES SET FORTH ON THE BID FORM. AN
INDIVIDUAL AUTHORIZED TO BIND THE COMPANY MUST SIGN THE FOLLOWING SECTION. FAILURE TO EXECUTE THIS PORTION MAY
RESULT IN BID REJECTION.
By my signature I certify that this offer is made without prior understanding, agreement, or connection with any corporation, firm, business entity, or person
submitting an offer for the same materials, supplies, equipment, or service(s), and is in all respects fair and without collusion or fraud. I further agree that if
the offer is accepted, the offeror will convey, sell, assign, or transfer to the City of Lubbock all right, title, and interest in and to all causes of action it may
now or hereafter acquire under the Anti-trust laws of the United States and the State of Texas for price fixing relating to the particular commodity(s) or
service (s) purchased or acquired by the City of Lubbock. At the City's discretion, such assignment shall be made and become effective at the time the City
tenders fin payment to the vendor.
Autho zed Sig ature
08-080-FOdoc
?'noz?�
Title
08-080-FO Carpet and Brick Cleaning Services at Lubbock Preston Smith International Airport -Annual Pricing
BID FORM
Carpet and Brick Cleaning Services at Lubbock Preston Smith international Airport -Annual Pricing
CITY OF LUBBOCK, TEXAS
ITB # 08-080-FO
In compliance with the invitation to Bid #08-080-FO, 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 #08-080-FO 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 10,000 square feet (or less)
Square
of carpet in the LPSIA Terminal Building as
1.
10,000
Feet
specified herein. Quantities are approximate and
$
$ /'
$
will be determined by Airport personnel prior to
+a3�V?�
each cleaning.
T"
Weekly maintenance of approximately 10,000
Square
square feet (or less) of brick floors in the LPSIA
2.
10,000
Feet
Terminal Building as specified herein and in
accordance with the Brick Paver Layout drawing
$
o ��
$
%��
$ d
JCJ�•`�
(attached).
Annual stripping and sealing, once per year, of
(g = b x e)
Square
approximately 38,000 square feet (or less) of
3.
38,000
Feet
brick floors in the LPSIA Terminal Building as
$
$
specified herein and in accordance with the
Brick Paver Layout drawing (attached).
TOTAL BID Items 1 through 3 (ALL or NONE): Total Annual Contract Price
$
PAYMENT TERMS AND DISCOUNTS - Bidder offers a prompt payment discount of I%, 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 like quality and quantity of the products/services; does not include an clement 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 pricc(s) than provided herein, supplier agrees to notify the City and sell same product(s) at the lower pricc(s) on all deliveries made
during the period in which such lower pricc(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.
YES L" NO
• If you (the bidder) checked YES, the following will apply:
• Govemmcntal entities utilizing Intcrlocal 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 govef rental cntitics other than the City
of Lubbock will be billed directly to that governmental entity and paid by that governmental entity. City of Lubbock will not be responsible for
another governmental entity's debts. Each governmental entity will order their own materials/servicc as needed.
THIS BID IS SUBMITTED BY DL[/ fF��� a corporation organized under the laws of the State of
QS or a partnership consisting of or an individual trading as
of the City of L_a �1z%
08-080-FOdoc 11
08-080-FO Carpet and Brick Cleaning Services at Lubbock Preston Smith International Airport -Annual Pricing
Addresss: �,&, &J, J 6
City:&jIa"e Stater_ Zip
WWBE Firm: Woman Black American Native American
Hispanic American Asian Pacific American Other S eci
a2zor \ Date: Y "� "Id�
r Authoriz"Presentative - must sign by hand
Officer Name and Title:
Please Print
Business Telephone Number O�� �Bl ✓?�P' 71 FAX: !y
LABEL THE OUTSIDE OF YOUR SEALED BID WITH THE ITB NUMBER, THE CLOSING DATE AND TIME,
AND YOUR COMPANY NAME AND ADDRESS.
08-080-FOdoc 12
08-080-FO Carpet and Brick Cleaning Services at Lubbock Preston Smith Intemational Airport -Annual Pricing
City of Lubbock
Consideration of Location of Bidder's Principal Place of Business
Affidavit of Eligibility
Pursuant to Subchapter Z, Chapter 271, Texas Local Government Code, In purchasing under this title any real property, personal property
that is not affixed to real property, or services, if a municipality receives one or more competitive sealed bids from a bidder whose principal
place of business is in the municipality and whose bid is within five percent of the lowest bid price received by the municipality from a
bidder who is not a resident of the municipality, the municipality may enter into a contract with:
(1) the lowest bidder; or
(2) the bidder whose principal place of business is in the municipality if the governing body of the municipality determines, in writing,
that the local bidder offers the municipality the best combination of contract price and additional economic development
opportunities for the municipality created by the contract award, including the employment of residents of the municipality and
increased tax revenues to the municipality.
This section does not apply to the purchase of telecommunications services or information services, as those terms are defined by 47
U.S.C. Section 153.
In order to receive consideration, bidders must submit this affidavit to:
Marta Alvarez, Purchasing Manager
City of Lubbock
1625 IP Street, Room 204
Lubbock, TX 79401
Complete all areas below. Incomplete a1fidavits may be rejected
Local Business Name: L �L�//G(�i�O� /%%thin "zoe 2/IC
Local Address (must be within the City limits): 7 - a• Boi�v�5�/
Address of the company's principal place of business within the United States: � (�,.5
1. How many residents of the City of Lubbock are employed at the above business location? _459-
2. Year your business was established in the City of Lubbock: 11006 r
3. For transactions that require sales tax, provide the following Reseller information:
Reseller Permit Number: %- 5%— �5ZO
4.
Company Name and Address (as it appears on permit):
Does your business have more than one office in the State of Texas? Yes V No
If Yes, identify the office location considered as the point -of sale credit for sales tax purposes:
5. Was the local business required to pay business and/or real property tax for the most recent tax year?
Yes V' No
If Yes, did the local business pay any of this tax to the City of Lubbock? Yes No
Under penalty of pedury, the undersigned states that the foregoing statements are true and correct. it is further acknowledged that any person, firm,
corporation or entity intentionally submitting false information to the City in an attempt to qualify for eligibility shall be prohibited from bidding on City of
Lubbock products and services for a p$riod of one (1) year. I
Authorized Signature:
Printed Name and Titlr
08-080-FOdoc 5
Date: ! y — gl%cO