HomeMy WebLinkAboutResolution - 2025-R0314 - Contract 18589, With Texas Filter Services, LLC - 07/08/2025Resolution No. 2025-R0314
Item No. 6.22
July 8, 2025
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 18589 for Annual Filter Supply Services, by
and between the City of Lubbock and Texas Filter Services, LLC, 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 � July 8, 2025
� ��_
ARK W. MCBRAYER MAYOR
AT'TEST:
Courtney Paz, City Secretary
APPROVED AS TO CONTENT:
�� ` �
Erik Rejino, Assistant City Manager
orney
ccdocs IIIRES.Contract-T'exas Filter Services, LLC
June 5, 2025
Resolution No. 2025-R0314
City of Lubbock
Contract for
ITB 25-18589-KM
Annual Filter Supply Services
Contract 18589
THIS CONTRACT made and entered into this 8th day of July , 2024, by and between the
City of Lubbock ("City"), and Texas Filter Services, LLC, ("Contractor").
.__� _�
WHEREAS, the City of Lubbock duly advertised for bids for Annual Filter Supply Services
and bids were received and duly opened as required by law; and
WHEREAS, after careful consideration of the bid submitted by Contractor, the City authorized
the execution, in the name of the City of Lubbock a contract with said Contractor covering the purchase
and delivery of the said Annual Filter Supply Services
NOW, THEREFORE, in consideration of the mutual agreement contained herein, as well asthe
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 are attached
hereto and made part hereof, Contractor will deliver to the City, Annual Filter Supply Services,
and more speclfically referred to as Items 1-154 through 1-371 on the bid submitted by the Contractor
or in the specifications attached hereto.
2. 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.
3. The contract shall be for a term of one (1) year, with the option of four (4), one (1) year
extensions, said date of term beginning upon formal approval. This Contract will renew
automatically for the additional terms, unless either Party gives 90-day written notice to
terminate the Contract.
4. All stated annual quantities are approximations of usage during the time period to be covered by
pricing established by this bid. Actual usage may be more or less. Order quantities will be
determined by actual need. The City of Lubbock does not guarantee any specific amount of
compensation, volume, minimum, or maximum amount of services under this bid and resulting
contract.
5. The Contractor must maintain the insurance coverage required during the term of this contract
including any extensions. It is the responsibility of the Contractor to ensure that valid insurance
is on file with the Purchasing and Contract Management Department as required by contract or
contract may be terminated for non-compliance.
6. A) Prices quoted shall be guaranteed for a period for six (6) months upon City approval. The rate
may be adjusted at the City's discretion for the effective change in Consumer Price Index (CPI)
or Product Price Index (PPI) as appropriate.
B) Further, if the Contractor can provide documentation for actual charges for material, labor,
etc. that demonstrates that the change in CPI or PPI is not sufficient, the Contractor shall provide
such documentation to the City, and at the City's sole discretion, the contractual rate may be
further adjusted. If agreement regarding a new rate cannot be reached, the City shall terminate
at the end of the current contract period.
C) If an adjustment to pricing is granted under this section, the Contractor must provide the
Director of Purchasing and Contract Management written, quarterly documentation to justify the
ongoing adjustment. If no such documentation is timely received, the rate will automatically
revert to the initial, awarded rate.
7. This contract shall remain in effect until the first of the following occurs: (1) the expiration date,
(2) performance of services ordered, or (3) termination of by either party with a 30 day written
notice. 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.
8. 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, orhold
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.
9. Insurance Reyuirements
Commercial General Liability Requirements: $1 M occurrence /$2M aggregate (can be combined
with an Excess Liability to meet requirement). CGL is required in ALL contracts. It is perhaps the
most important of all insurance policies in a contractual relationship. It insures the Contractor has
broad liability coverage for contractual activities and for completed operations. Commercial General
Liability to include Products — Completion/OP, Personal and Advertising Injury, Contractual
Liability, Fire Damage (any one fire), and Medical Expenses (any one person).
Automobile Liability Req uirements: $1 M/occurrence is needed.
Workers Compensation and Emnloyer Liability Requirements: Statutory. If the vendor is an
independent contractor with no employees and are exempt from providing Workers' Compensation
coverage, they must sign a waiver (obtained from COL Purchasing) and include a copy of their
driver's license. Employer Liability ($1M) is required with Workers Compensation.
The City of Lubbock (including its officials, employees and volunteers) shall be afforded additional
insured status on a primary and non-contributory basis on all liability policies except professional
liabilities and workers' comp.
* Waivers of Subrogation are required for CGL, AL, and WC.
* To Include Products of Completed Operations endorsement.
* Carrier will provide a 30-day written notice of cancellation, 10-day written notice for non-
payment.
* Carriers must meet an A.M. Best rating of A- or better.
* Subcontractors must carry same limits as listed above.
10. 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.
11. The City reserves the right to exercise any right or remedy to it by law, contract, equity, or
otherwise, including without limitation, the right to seek any and all forms of relief in a court of
competent jurisdiction. Further, the City shall not be subject to any azbitration process prior to
exercising its unrestricted right to seek judicial remedy. The remedies set forth herein are
cumulative and not exclusive, and may be exercised concurrently. To the extent of any conflict
between this provision and another provision in, or related to, this document, this provision shall
control.
12 At any time during the term of the contract, or thereafter, the City, or a duly authorized audit
representative of the City or the State of Texas, at its expense and at reasonable times, reserves
the right 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 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.
13. All funds for payment by the City under this contract are subj ect to the availability of an annual
appropriation for this purpose by the City. In the event of non-appropriation of funds by the
City Council of the City of Lubbock for the goods or services provided under the contract, the
City will terminate the contract, without termination charge or other liability, on the last day
of the then-current fiscal yeaz or when the appropriation made for the then-current year for the
goods or services covered by this contract is spent, whichever event occurs first. If at any time
funds are not appropriated for the continuance of this contract, cancellation shall be accepted
by the Seller on 30 days prior written notice, but failure to give such notice shall be of no effect
and the City shall not be obligated under this contract beyond the date of termination.
14. The Contractor shall not assign or sublet the contract, or any portion of the contract, without
written consent from the Director of Purchasing and Contract Management. Should consent be
given, the Contractor shall insure the Subcontractor or shall provide proof on insurance from the
Subcontractor that complies with all contract Insurance requirements.
15. Contractor acknowledges by supplying any Goods or Services that the Contractor has read, fully
understands, and will be in full compliance with all terms and conditions and the descriptive
material contained herein and any additional associated documents and Amendments. The City
disclaims any terms and conditions provided by the Contractor unless agreed upon in writing by
the parties. In the event of conflict between these terms and conditions and any terms
and conditions provided by the Contractor, the terms and conditions provided herein shall
prevail. The terms and conditions provided herein are the fmal terms agreed upon by the parties,
and any prior conflicting terms shall be of no force or effect.
16. The Contractor (i) does not engage in business with Iran, Sudan or any
foreign terrorist organization and (ii) it is not listed by the Texas Comptroller under Section
2252.153, Texas Government Code, as a company known to have contracts with or provide
supplies or services to a foreign terrorist organization. As used in the immediately preceding
sentence, "foreign terrorist organization" shall have the meaning given such term in Section 2252.151,
Texas Government Code.
17. The requirements of Subchapter J, Chapter 552, Government Code, may apply to this
contract and the contractor or vendor agrees that the contract can be terminated if the
contractor or vendor knowingly or intentionally fails to comply with a requirement of that
subchapter.
To the extent Subchapter J, Chapter 552, Government Code applies to this agreement, Contractor
agrees to: (1) preserve all contracting information related to the contact as provided by the
records retention requirements applicable to the governmental body for the duration of the
contract; (2) promptly provide to the governmental body any contracting information related to
the contract that is in the custody or possession of the entity on request of the governmental body;
and (3) on completion of the contract, either: (A) provide at no cost to the governmental body all
contracting information related to the contract that is in the custody or possession of the entity; or
(B) preserve the contracting information related to the contract as provided by the records
retention requirements applicable to the governmental body.
18. pursuant to Section 2271.002 of the Texas Government Code, a) This section applies only to a
contract that: (1) is between a governmental entity and a company with 10 or more full-time
employees; and (2) has a value of $100,000 or more that is to be paid wholly or partly from
public funds of the governmental entity. (b) A governmental entity may not enter into a contract
with a company for goods or services unless the contract contains a written verification from the
company that it: (1) does not boycott Israel; and (2) will not boycott Israel during the term of the
contract.
19. By entering into this Agreement, Contractor verifies that: (1) it does not, and will not for the
duration of the contract, have a practice, policy, guidance, or directive that discriminates against
a firearm entity or firearm trade association or (2) the verification required by Section 2274.002
of the Texas Government Code does not apply to the contract.
If Contractor is a company with 10 or more full-time employees and if this Agreement has a
value of at least $100,000 or more, Contractor verifies that, pursuant to Texas Government Code
Chapter 2274, it does not have a practice, policy, guidance, or directive that discriminates against
a firearm entity or firearm trade association; and will not discriminate during the term of the
contract against a firearm entity or firearm trade association.
Contractor represents and warrants that: (1) it does not, and will not for the duration of the
contract, boycott energy companies or (2) the verifcation required by Section 2274.002 of the
Texas Government Code does not apply to the contract.
If Contractor is a company with 10 or more full-time employees and if this Agreement has a
value of at least $100,000 or more, Contractor verifies that, pursuant to Texas Government Code
Chapter 2274, it does not boycott energy companies; and will not boycott energy companies
during the term of the Agreement. This verification is not required for an agreement where a
governmental entity determines that these requirements are inconsistent with the governmental
entity's constitutional or statutory duties related to the issuance, incurrence, or management of
debt obligations or the deposit, custody, management, borrowing, or investment of funds.
20. The Contractor shall retain all information received from or concerning the City and the City's
business in strictest confidence and shall not reveal such information to third parties without
prior written consent of the City, unless otherwise required by law.
21. The Contractor shall indemnify and save harmless the city of Lubbock and its elected officials,
officers, agents, and employees from all suits, actions, losses, damages, claims, or liability of
any kind, character, type, or description, including without limiting the generality of the
foregoing, all expenses of litigation, court costs, and attorney's fees, for injury or death to any
person, or injury to any property, received or sustained by any person or persons or properiy, to
the extent arising out of, related to or occasioned by, the negligent acts of the Contractor, its
agents, employees, and/or subcontractors, related to the performance, operations or omissions
under this agreement and/or the use or occupation of city owned properiy. The indemnity
obligation provided herein shall survive the expiration or termination of this agreement.
7L This Contract consists of the following documents set forth herein; Invitation to Bid No. 25-
18589-KM, Specifications, and the Bid Form.
—INTENTIONALLY LEF"I' BLANK—
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
Mark McBrayer, Mayor
A EST:
C ey Paz, City Secretary
APPROVED AS TO CONTENT:
� � l e�.�.]� ��..�n « _
Marlr 7a �irar CFM
CONTRACTOR �E��' �� �� S �� �x�c, G� �--
g� � "P• �, r�—
Authorized Representative
�t � ?• r�sr�o�
Print Name
/ vo�'i(r ��,�.t�v�oa G/L-
Address
T `11 ��, ?�` '� S 703
City, State, Zip Code
City of Lubbock, TX
ITB 25-18589-KM
Annual �lter Supply Services
Specifications
1.1 INTENT
1.1 The City of Lubbock Facilities Management department is seeking Bids from a company, or individual,
to provide la eated filters for use in all types of HVAC equipment on a monthly or quarterly basis as
indicated in Exhibit A. The Vendor's Bid must include a monthly and quarterly schedule.
1.2 This request is to furnish pricing for filters with a single delivery location. The delivery location will be
405 34th at the Facilities Maintenance shop. The delivery dates and times will be coordinated with
Facilities Management.
1.3 Prices being quoted must be by individual filter units. Filter sizes and quantity may change as HVAC
equipment is removed or replaced or new installations.
2.0 SCOPE OF WORK
2.1 The vendor will provide quotes for pleated filters that comply with ASHRAE Standard 52.2 for MERV
ratings and micron speci�cations corresponding to each proposed flter. The acceptable MERV rating
must be determined based on recommendations from the filter manufacturer and the corresponding HVAC
or AHU capacity.
2.2 The vendor must confirm compatibility with all proposed equipment ensuring every area of the assigned
location is accurately identified. The appropriate filter grade for each HVAC unit across the assigned
locations will be determined and coordinated with the City of Lubbock Facilities Management staff to
determine the required MEI�V rating required for specific equipment.
2.3 Vendor shall be provided with a master list of existing filters. Each air handler or piece of equipment shall
be listed on this list and be identified by: (1. building name, 2. air handler unit number or name for tracking
purposes, and 3. filter sizes.).
2.4 The vendor will use Exhibit A to establish the frequency and annual scheduling. This scheduling will be
taken by the vendor and translated into an annual master schedule which will list 1) monthly and quatterly
schedule, 2) air handlers the City of Lubbock is servicing, 3) filter requirements, 4) per filter costing, 5)
total monthly costing, and 6) total annual costing. This information will be updated annually by the vendor
and submitted to Facilities Management.
2.5 The vendor shall provide filters according to scheduling. Filters will be arranged, packaged and labeled
by individual unit with building name and unit identifcation and documentation to verify building name,
air handler unit, filter sizes, filter quantities, and provide entry spaces for further documentation of date
installed, resistance measurements and installer signature.
2.6 The vendor will deliver filters in the first week of each quarter to meet scheduling requirements for said
quarter. The vendor shall be responsible for ensuring delivery of filters as to allow adherence to change
schedule.
2.7 The vendor will provide a system for updating and tracking changes in the filter requirements. This system
will include at a minimum a two-part form for listing 1) building name, 2) air handler unit to be updated,
added or deleted, and 3) filter requirements.
ITB 25-18589-KM Annual Filters
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