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HomeMy WebLinkAboutResolution - 2014-R0343 - Contract - RL Building Maintenance - LSPIA Carpet And Brick Clenaing Services - 10/09/2014RESOLUTION IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: I THAT the Mayor of the City of Lubbock is hereby authorized and directed to execute liar and on behalf of the City of Lubbock, Contract No. H 992 for Carpet & Brick Cleaning Services at Lubbock Preston Smith International Airport, per ITB 14-11992-11" by and between the City of Lubbock and RL Building Maintenance of Lubbock, "Texas, 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 9, 2014 GL ROBh. "I7SON, MAYOR ATTEST: Re ecca Garza, City Secret APPROVED AS TO CONTENT: '7�� , J� �VW4& elly Cam ell, Dirdtor of Aviation APPROVED AS TO FORM: Mitchell Sattenvilite. first Assistant City Attorney RES,Contract-RL Bt ilding Maintenance 9,9,14 Contract 11992 City of Lubbock, TX Contract for Carpet & Brick Floor Cleaning Services at Lubbock Preston Smith International Airport THIS CONTRACT made and entered into this 9h day of October. 2014, by and between the City of Lubbock ("City"), and RL Building Maintenance, of Lubbock, TX, ("Contractor"). WITNESSETH: WHEREAS, the City of Lubbock duly advertised for bids for Carpet & Brick Floor Cleaning Services at Lubbock Preston Smith International Airport 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 Carpet & Brick Floor Cleaning Services at Lubbock Preston Smith International Airport. 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 are attached hereto and made part hereof, Contractor will deliver to the City, Carpet & Brick Floor Cleaning Services at Lubbock Preston Smith International Airport and more specifically referred to as items one through three 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 Contractor shall perform the work according to the procedures outlined in the Bid Form and Specifications attached hereto. The contract shall be for a term of one year, with the option of four, one year extensions, said date of term beginning upon formal approval. 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. 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 does not guarantee any specific amount of compensation, volume, minimum, or maximum amount of services under this bid and resulting contract. 4. This contract shall remain in effect until the expiration date, performance of services ordered, or termination of by either party with a 30 day written notice. Such written notice must state the reason for cancellation. The City 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. 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. 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: TYPE AMOUNT General Liability Commercial General Liability $1,000,000 General Aggregate Products-Comp/Op AGG Personal & Adv. Injury Contractual Liability Automotive Liability $1,000,000 Combined Single Limit Any Auto Workers Compensation Statutory Amounts The City of Lubbock shall be named as additional insured on a primary and Non -Contributory basis on Auto/General Liability, with a waiver of subrogation in favor of the City of Lubbock on all coverages. Copies of all endorsements are required. 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. The City reserves the right to exercise any right or remedy available 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 arbitration 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. 9. 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 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. All funds for payment by the City under this contract are subject 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 year or when the appropriation made for the then -current year for the goods or services covered by this contract is spent, whichever event occurs fust. 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. 11. 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. 12. This Contract consists of the following documents set forth herein; Invitation to Bid No. 14- 11992 -TF, Specifications, and the Bid Form. IN WITNESS WHEREOF, the parties hereto have caused this Contract to be executed the day and year fust above written. Executed in triplicate. CITY OF LUBB I CONTRA 'DR B Glen C. Ro er 04 Mayor Autho zed Representative ATTEST: Reb ma Garza, City Secrete APPROVED AS TO CONTENT: C W4f "" Kelly Cam ell, Executive Director of Airport Print Name y�-Ox Gfi.cay� A10 Address &YZ"Z City, State, Zip Code ' City of Lubbock, TX ITB 14 -11992 -TF Carpet & Brick Floor Cleaning Services at Lubbock Preston Smith International Airport Specifications 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. 5. The successful bidder will provide the owner's representative a written list of areas scheduled to be cleaned one week in advance of the scheduled cleaning. The advance notice is required through the life of the contract. 6. There will be no allowance for weekly cleaning charges during the time of the annual stripping and sealing work. 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 furnish 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 (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. 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. EXHIBIT A Brick Paver Layout I C) Q CD 7 F— Q O C BIO FORM Carpet & Brick Floor Cleaning Services at Lubbock Preston Smith International Airport City of Lubbock, TX ITB 14/1992 -TF In compliance with the Invitation W Bid 14 -11992 -TF, the undersigned Bidder having examined the Invitation to Bid and Specifications, and being familiar with the condition to be mes, hereby submits the following Bid for furnishing the material, equipment labor and everything necessary fm providing the items listed below and agrees to deliver said items a the lowuona and for the price ad forth an this form. A bid will be subject to being considered Gregular and may be rejected if it shows omissions, alterations of form, conditional alternate bids, additions or alum us in Gen of the items specified, if the unit price are obviously unbalanced (either in excess of or below reasonably expected values), or irregularities of any kind. The Invitation to Bid 14.11992 -TF is by reference incorporated in this contract The Bid Form mud be completed. blue or black Ina ur by typewriter. Unless otherwise specified herdn, the City may award the bid either item -by -Item or on eco sBAr-nova bar. for any Hart or group of Items shown on the bid. PAYMENT TERMS AND DISCOUNTS- Bidderoffers a prompt payment discount of _L_Y,mt/acaiendat days. Discounts will not be considered in determining low bid. Unless otherwise indicated on the Bid Foran, payment terms will be NET THIRTY DAYS. The City will pay the successful bidder within thirty days after the receipt ofa 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 Jaye 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 time of acceptance that meress contract requirements, whichever event occurs later. Discount; for payment in less tsar tin days will nm be considered. MOST FAVOURED PRICING: The Bidder certifies that the price quoted . amt in excess of the lowest prim charged anyone else, including its mon .vourW customer, for like quality and quantity ofthe products/services; does am include an element of pmfit on the sale in excess of that normally obtained by the Bidder an the sale of produet4services of like quality and quantity; and docs not include any provision for discounn, to selling agents. If at my time during the coned period, the supplier should sell or offer for role to any other customer, an equal or Icss quantity of slm0m contact products of like or better quality, at a lower net price(s) than provided herein, supplier agree to notify the City and sell same product(s) al the Iowa prices) on all deliveries made during the period in which such lower prine(s) is effective. INTERLOCAL PURCHASING (optional): The City desires to make available to other local governmental edides of the State of Texas, by mutual agreement with the mccessful bidder, and properly mthonud Interlocal purchasing agreements as provided for by the IntMmal Cooperation Ad (Chapter 791, Government Code), the right to purchase the senm.servinea at the prima quoted, fur the petrel of this commul. Each bidder shall indicate on the Bid Form in the spam provided below S:PURhuenid DrcYB0ILI199Z�3F, CuRu a Brisk Flm Ctming SmWw u Lubbock Presme sunlit lotcmduosl Airyet 4 UNTTOP UNDPRICE• Aml henail rmm QW MfASuRf DPSCRwTION I BIDCmperwM Con h a 6 + • r,52 Weekly cleaning of 5.000 square fed (or less) of carpet in the LPSIA Terminal Building as 1. 5,000 Sguam specified herein. Quantities me approximate S .OSS S �' %�6 S l jaj DO Feer and will be dcumtined by Airport personnel prior to encs cleenin . Weekly maintenance of approximmcly 5,000 S Square q square fed (or less) of brick floors in the herein S $ 2. 5,000 Feet LPSIA Terminal Building as specified oO94 yj[o and in accordance with the Brick Paver Layout r drawing muchdi . fg - b as) Annual stripping and sealing once per year, of approxi a ddy 38,000 aquae fed (or less) of Sq, brick flatus in the LPSIA Terminal Building as S specified basin and in accordance with the F Brick Paver Layout drawingenachel . TOTAL BID It. 1 through 3: Total Annual Conrad Price S Unless otherwise specified herdn, the City may award the bid either item -by -Item or on eco sBAr-nova bar. for any Hart or group of Items shown on the bid. PAYMENT TERMS AND DISCOUNTS- Bidderoffers a prompt payment discount of _L_Y,mt/acaiendat days. Discounts will not be considered in determining low bid. Unless otherwise indicated on the Bid Foran, payment terms will be NET THIRTY DAYS. The City will pay the successful bidder within thirty days after the receipt ofa 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 Jaye 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 time of acceptance that meress contract requirements, whichever event occurs later. Discount; for payment in less tsar tin days will nm be considered. MOST FAVOURED PRICING: The Bidder certifies that the price quoted . amt in excess of the lowest prim charged anyone else, including its mon .vourW customer, for like quality and quantity ofthe products/services; does am include an element of pmfit on the sale in excess of that normally obtained by the Bidder an the sale of produet4services of like quality and quantity; and docs not include any provision for discounn, to selling agents. If at my time during the coned period, the supplier should sell or offer for role to any other customer, an equal or Icss quantity of slm0m contact products of like or better quality, at a lower net price(s) than provided herein, supplier agree to notify the City and sell same product(s) al the Iowa prices) on all deliveries made during the period in which such lower prine(s) is effective. INTERLOCAL PURCHASING (optional): The City desires to make available to other local governmental edides of the State of Texas, by mutual agreement with the mccessful bidder, and properly mthonud Interlocal purchasing agreements as provided for by the IntMmal Cooperation Ad (Chapter 791, Government Code), the right to purchase the senm.servinea at the prima quoted, fur the petrel of this commul. Each bidder shall indicate on the Bid Form in the spam provided below S:PURhuenid DrcYB0ILI199Z�3F, CuRu a Brisk Flm Ctming SmWw u Lubbock Presme sunlit lotcmduosl Airyet 4 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 Plat= Association of Governments, City of Texarkana, Texas Tech University, West Texas Municipal Power Agency, Lynn County, and City of Wolt%rth. YESNO • 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 governmental 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,Q! A.i& %i7�Mcorporaticn organized under the laws of the State of or a partnership consisting of or individual trading as of the City of &eA�W 1' 1111111�1111 IF Bidder acknowledges receipt of the following addenda: Addenda No. Addenda No. Date Date M/WBE Firm: Woman Hispanic American Byot4411 X , 9 41�_ Authortr Representative -must stgn by hand 42 Officer Name and Title: o � i Please Print Business Telephone Number a�— E-mail Address: Aweq&A hz Addenda No. Addenda No. Date Date FAX: OO/17 FOR CITY USE ONLY Bid Form Item Number(s) Awarded to Above Named Firm/Individual: Date of Award by City Council (for bids over S50,000): Date P.OJContract Issued: RETURN COMPLETED & SIGNED BID FORM ALONG WITH CITY OF LUBBOCK SPECIFICATIONS. LABEL THE OUTSIDE OF YOUR SEALED BID WITH THE ITB NUMBER, THE CLOSING DATE AND TIME, AND YOUR COMPANY NAME AND ADDRESS. &Purchasomid Docslrm 144 1992 -TF, Carpet & Bfick Floor Cleaning Ser Acm at Lubbock Preston Smith lntermadoW Airport. 5