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Item 4B Memo Item 4B M E M O R A N D U M (March 06, 2018) To: Shana Yelverton, City Manager From: Rob Cohen, Director of Public Works Subject: Approve a contract renewal with Southlake Leasing and Management dba Regent Services for sweeping of the Southlake Town Square public parking garages and porter services in Southlake Town Square in an amount not to exceed $78,000 Action Requested: Approve a contract renewal with Southlake Leasing and Management dba Regent Services for sweeping of the Southlake Town Square public parking garages and porter services in Southlake Town Square in an amount not to exceed $78,000. Background Information: On January 31, 2014, sealed proposals (with four annual renewal options) were received from three vendors for street sweeping of the public streets and public parking garages in the Southlake Town Square development. On February 18, 2014, City Council awarded the sweeping contract to Southlake Leasing and Management dba Regent Services. (Note Regent Services is also the City’s vendor for janitorial services for all of the City’s facilities. They have provided excellent customer service and are always very responsive to the City’s needs and requests). This contract includes: daily sweeping of the parking garages and the public streets within the Town Square development; daily sweeping of the DPS Headquarter’s parking garage; monthly power washing of the north and south entries of Town Hall; power washing of the parking garage stairwells; and daily emptying of all of the trash containers within Town Square. Financial Considerations: Southlake Leasing and Management (Regent Services) will not increase their pricing for this period of performance (February 2018 through February 2019). Historically, the City has paid $5,652.42 per month ($67,829.04 annually) for these services with the expectation that the same amount will be spent for the upcoming service period. Additionally, RPAI Southwest Management Item 4B (formerly Inland Southwest) reimburses the City for 91.75% of the maintenance expenses associated with the Town Square parking garages. Staff is requesting that City Council authorize up to $78,000 in expenditures with this vendor should the need arise for additional services on an as needed basis. Funding for these services is available in the annual Public Works Operating Budget. Strategic Link: This Item relates to the City’s strategy map focus areas of Infrastructure and Partnerships & Volunteerism. It specifically relates to the City’s Corporate Objectives of (B2) collaborate with select partners to implement service solutions and (F2) invest to provide and maintain high quality public assets. Citizen Input/ Board Review: N/A Legal Review: City attorney reviewed the request for proposal. Alternatives: The City Council may approve or deny this contract renewal. Supporting Documents: Attachment A: Aerial exhibits of service areas in the contract Attachment B: Contract extension documents Staff Recommendation: Approve a contract renewal with Southlake Leasing and Management dba Regent Services for sweeping of the Southlake Town Square public parking garages and porter services in Southlake Town Square in an amount not to exceed $78,000. Staff Contact: Rob Cohen, Director of Public Works Cristina McMurray, M.P.A, C.P.M, Deputy Director of Public Works Public Streets and Parking Garages include in this contract. Trash containers included in this contract. February 13, 2018 Southlake Leasing and Management dba Regent Services 1307 8th Avenue Suite B-2 Fort Worth, Texas 76104 Attn: Mr. Chaney Russell Subject: Notification of Contract Renewal for Street Sweeping and Porter Services for Southlake Town Square RFP1401B360CK140001 Dear Mr. Chaney: The City of Southlake is providing notification of contract renewal, pending City Council approval, for “Street Sweeping and Porter Services for Southlake Town Square RFP1401B360CK140001”. This renewal became effective February 18, 2018 and after City Council approval (CC Award date _________) and shall continue in full force based on the terms and conditions of the initial award. The terms and conditions proposed and accepted in this renewal agreement are as follows: Payment Terms: Net 30 days (Unless otherwise noted – such as pre- and/or partial payment) Method of Payment: Shall be made by purchasing card or purchase order. Delivery Terms: FOB Destination Delivery Locations: IF STATED IN RFB DOCUMENT Term of Contract: Shall be effective for twelve months from date of renewal City Contact: KURT ACKERMANN 817-748-8102 Send all billing to: City of Southlake 1400 Main Street, Suite 440, Accounts Payable Southlake, TX 76092 or Email: accountspayable@ci.southlake.tx.us Other Charges: The City of Southlake is a tax exempt municipal corporation and is exempt from all federal, state, and local sales taxes. All other specifications, terms and conditions shall be as provided in the original procurement documents. No other attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an authorized representative of the City of Southlake. Thank you for participating in our procurement process. Please call 817-748-8312 with any questions. Sincerely, T i m S l i f k a Purchasing Manager CPPO, CPPB City of Southlake 1400 Main Street, Suite 440 Southlake, Texas 76092 tslifka@ci.southlake.tx.us Attest: ________________________ Fax: 817-748-8048 C a r o l A n n B o r g e s , T R M C Contract Renewal Accepted: City Secretary Signed: ____________________ Date: ______________ Approved as to Form and Legality: Mayor Laura Hill _____________________ City of Southlake City Attorney CIY ORIGINAL DOCUMENT SOUTHLAKE CITY OF SOUT w' KE WCouncil Action gyp Ord./Res.No. February 1,2016 Date Approved l`jS A— Lip Southlake Leasing and Management dba Regent Services 1307 8th Avenue Suite B-2 Fort Worth,Texas 76104 Attn: Mr.Chaney Russell Subject:Notification of Contract Renewal for Street Sweeping and Porter Services for Southlake Town Square RFP1401B36OCK140001 Dear Mr.Chaney: The City of Southlake is providing notification of contract renewal,pending City Council approval, for"Street Sweeping and Porter Services for Southlake Town Square RFP1401B36OCK140001".This renewal shall become effective February 18,2016 and after City Council approval(CC Award date o1—1(0-I b)and shall continue in full force based on the terms and conditions of the initial award. The terms and conditions proposed and accepted in this renewal agreement are as follows: Payment Terms: Net 30 days(Unless otherwise noted—such as pre-and/or partial payment) Method of Payment: Shall be made by purchasing card or purchase order. Delivery Terms: FOB Destination Delivery Locations: IF STATED IN RFB DOCUMENT Term of Contract: Shall be effective for twelve months from date of renewal and is eligible for up to two(2)more one 1)year annual renewals. City Contact: KURT ACKERMANN 817-748-8102 Send all billing to: City of Southlake 1400 Main Street,Suite 440,Accounts Payable Southlake,TX 76092 or Email:accountspavable@ci.southlake.tx.us Other Charges: The City of Southlake is a tax exempt municipal corporation and is exempt from all federal, state, and local sales taxes. All other specifications, terms and conditions shall be as provided in the original procurement documents. No other attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an authorized representative of the City of Southlake. Thank you for participating in our procurement process. Please call 817-748-8312 with any questions. Sincerely, Tim Slifka Purchasing Manager CPPO, CPPB tiotr,:,,„,, i_ City of Southlake r 1400 Main Street,Suite 440 i'•• Southlake,Texas 76092 Cl N s; j tslifkaratcisouthlake.tx.us Attest: PA it p CI) Fax: 817-748-8048 i.`j•;• Lori Payne, C Contract Ren al c epted: City Secretary i./Ill.1o,'t, Signed: Date: c9---ii., Ol(p Approved as to FormFormand Lega : rn41or ?to Tem, ZFJb4 Willtays6,-, Ll'_.J t I„,City of Southlake City Attorner 10/20/2015 Ci.southlake.tx.us Mail-FW:Town Square Street Sweeping and Trash can Services contract SO FLAKE Timothy Slifka <tslifka@ci.southlake.tx.us> FW: Town Square Street Sweeping and Trash can Services contract 1 message Kurt Ackermann <kackermann@ci.southlake.tx.us> Tue, Oct 20, 2015 at 11:34 AM To: Timothy Slifka <tslifka@ci.southlake.tx.us> Tim, See Regent's comments below for annual City Street sweeping contract. Thanks, K.A. Kurt Ackermann Facilities Manager City of Southlake 600 State Street#2010 Southlake, Texas 76092 p)817-748-8102 f )817-748-8667 c) 817-657-8065 kackermann@ci.southlake.tx.us From: Chaney Russell [mailto:Chaney@regentsvc.com] Sent: Tuesday, October 20, 2015 11:00 AM To: Kurt Ackermann Subject: Re: Town Square Street Sweeping and Trash can Services contract Kurt, Regent would like to renew the contract with no increase. Thanks, Chaney Sent from my iPhone https://mail.google.com/mail/u/0/?ui=2&ik=1dc9780fd9&view=pt&search=inbox&th=1508619bc94a3717&sim1=1508619bc94a3717 1/2 10/20/2015 Ci.southlake.tx.us Mail-FW:Town Square Street Sweeping and Trash can Services contract On Oct 20, 2015, at 10:58 AM, Kurt Ackermann <kackermann@ci.southlake.tx.us> wrote: Chaney, Does Regent Services want to renew the Street sweeping and trash can services contract for the City Parking Garages and Town Square for the new fiscal year Oct. 1st. 2015 through Sept. 30th 2016 ? If so will there be a pricing increase ? Kurt Ackermann Facilities Manager City of Southlake p class="MsoNormal">600 State Street#2010 Southlake, Texas 76092 p)817-748-8102 f )817-748-8667 c)817-657-8065 kackermann@ci.southlake.tx.us https://mail.google.com/mail/u/0/?ui=2&ik=1dc9780fd9&view=pt&search=inbox&th=1508619bc94a3717&sim1=1508619bc94a3717 2/2 ORIGINAL DOCUMENT SSO E CITY OF SOUTH KE Council Actio Ord Res No Date Approved a 1 7 r 15 January 20 2015 Southlake Leasing and Management dba Regent Services 1307 8 Avenue Suite B 2 Fort Worth Texas 76104 Attn Mr Chaney Russell Subject Notification of Contract Extension for Street Sweeping and Porter Services for Southlake Town Square RFP1401B360CK140001 Dear Mr Chaney Russell The City of Southlake is providing notification of contract extension pending City Council approval for Street Sweeping and Porter Services for Southlake Town Square RFP1401B360CK140001 This extension shall become effective February 18 2015 and after City Council approval CC Award date 2 17 S This agreement shall continue in full force based on the terms and conditions of the initial award The terms and conditions proposed and accepted in this renewal agreement are as follows Payment Terms Net 30 days Unless otherwise noted such as pre andor partial payment Method of Payment Shall be made by purchasing card or purchase order Delivery Terms FOB Destination Delivery Locations IF STATED IN RFB DOCUMENT Term of Contract Shall be effective for twelve months from date of renewal and is eligible for up to three 3 more one 1 year annual renewals City Contact KURT ACKERMANN 817 748 8102 Send all billing to City of Southlake 1400 Main Street Suite 440 Accounts Payable Southlake TX 76092 or Email accountspavable@cisouthlaketxus Other Charges The City of Southlake is a tax exempt municipal corporation and is exempt from all federal state and local sales taxes All other specifications terms and conditions shall be as provided in the original procurement documents No other attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an authorized representative of the City of Southlake Thank you for participating in our procurement process Please call 817 748 8312 with any questions Sincerely lPi Tim Slifka Purchasing Manager C O CPPB City of Southlake TH1400MainStreetSuite440 Southlake Texas 76092 zr it t tslifka@cisouthlaketxus you D iFax8177488048Attest Lori Payne T 1131 Contract and Award Accepted City Secretary Signed Date 0 Mayor John Te 11 Approved as to Form nd Ley lity City of Southlake City Atto ORIGINAL DOCUMENT CITY OF SOUTHLAKE CITY O C Action@ N Ord Res NoSOIJT1IIAItE Date Approved a IR 02 14 February 3 2014 Southlake Leasing and Management dba Regent Services 1307 8 Avenue Suite B 2 Fort Worth Texas 76104 Attn Mr Chaney Russell Subject Contract Award Notification for Provide Street Sweeping and Porter Services for Southlake Town Square RFP1401B360CK140001 Dear Mr Russell The City of Southlake is pleased to inform you that Southlake Leasing and Management dba Regent Services of Fort Worth Texas is the awarded vendor for Provide Street Sweeping and Porter Services for Southlake Town Square RFP1401B360CK140001 The award and this agreement are based on your proposal to the City copy enclosed This is a single vendor award contract Your companys award is attached This award was approved by the City of Southlake City Council on The terms and conditions proposed and accepted in this agreement are as follows Payment Terms Net 30 days Unless otherwise noted such as pre and or partial payment Estimated Quantities The City does not guarantee to purchase any minimum or maximum quantity but does contemplate purchasing the awarded items exclusively during the term of the contract from the successful vendors Method of Payment Shall be made by City procurement card or purchase order Delivery Terms FOB Destination Delivery Locations Vendor Delivery or City employee pick up Term of Contract The term of awarded contract shall remain in effect for twelve months from date of award and is eligible for up to four 4 one 1 year annual renewals City Contact KURT ACKERMANN 817 748 8102 Send all billing to City of Southlake 1400 Main Street Suite 440 Accounts Payable Southlake TX 76092 or via email to accountspayablea cisouthlaketxus Other Charges The City of Southlake is a tax exempt municipal corporation and is exempt from all federal state and local sales taxes All other specifications terms and conditions shall be as provided in the original procurement documents No other attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an authorized representative of the City of Southlake Thank you for participating in our procurement process Please call 817 748 8312 with any questions Sincerely Tim Slifka CPPO CPPB GG sou Purchasing Manager O City of Southlake 1 141 Southlake S 1400 Main Street Suite 440 V I OltSouthlakeTexas76092tslifkacisouthlaketxusAttest Fax 817 748 8048 Alicia Richardson TRNt Contract and Award Accepted City Secretary Signed Date c2 1 8 G20I Approved as to Form and Leg ty Mayor John Terrell City of Southlake City Attorney Appendix B Proposal Submittal Checklist To determine validity of proposal Appendix B pages 8 through 18J must be included in the proposal submittal Appendix C Conflict of Interest Form page 18J must be included in the proposal submittal All proposals submitted to the City of Southlake shall include this page with the submitted Proposal and affix a copy of this form to the outside of the submittal packets sealed envelope or along with the electronic submission RFP Number RFP1401B36OCK140001 Project Title Provide Street Sweeping and Porter Services for Southlake Town S I uare Submittal Deadline 300 PM CST FRIDAY JANUARY 24 2014 City Secretarys Office 1400 Main Street Suite Submit wwwsecurebidusacom Submit hard 270 electronicallycopiesto Requires email accountpSouthlakeTX76092tologinandpassword 817 748 8016 Proposer Information Southlake Leasing and Management dba Regent Services Proposers Legal Name 1307 8 Avenue Suite B 2 Address Fort Worth Texas 76104 City State Zip Federal Employers 20 5975326 Identification Number Phone Number 817 424 5600 Fax Number 817 424 5625 E Mail Address CRussell @regentsvccom Proposer Authorization I the undersigned have the authority to execute this Proposal in its entirety as submitted and enter into a contract on behalf of the Proposer Printed Name and Position of Authorized Representative C h J n el u S J 1 Signature of Authorized Representative d Signed this t day of 0 month year 26 I learned of this Request for Proposals by the following means Newspaper Advertisement A City E mail Notification Southlake Website A Cold Call to City Mailed Me a Copy Other SecureBid City of Southlake RFP1401 B360CK140001 Page 8 of 19 Appendix B Proposal continued REQUIRED PROPOSAL INFORMATIO IN ORDER FOR A PROPOSAL TO BE CONSIDERED COMPLETE AND TO BE EVALUATED FOR A CONTRACT AWARD BY THE CITY PROPOSER MUST SUBMIT ALL OF THE FOLLOWING INFORMATION 1 Proposed Products and or Services A Product or Service Description Proposers should utilize this section to describe the technical aspects capabilities features and options of the product and or set ice proposed in accordance with the required Scope of Services as identified in Appendix A Promotional literature brochures or other technical information may be used B Additional Hardware Descriptions Proposers should also include in this section a detailed description of what additional hardware and or software if any would be required by the City in order to fully utilize the goods and or services proposed C Guarantees and Warranties Each Proposer shall submit a omplete copy of any warranties or guarantees provided by the manufacturer or Proposer with the Proposal submitted D Project ScheduleDelivery Date Proposer must provide a project schedule noting all projected completion dates for segments of the Project from startup to completion and all delivery dates for goods covered by the RFP The Proposal must show the number of days required to deliver and install the product or equipment after the receipt of the Citys Purchase Order 2 Cost of Proposed Products and or Services A Pricing Pricing shall reflect the full Scope of Services defined herein inclusive of all associated cost for delivery labor insurance taxes overhead and profit B Schedule of Pricing Proposer shall quote unit pricing in accordance with the itemized listing of products or contract segments stated in the Scope of Services and usi4 the following format Item Quantity Description of ProductsServices Unit Cost Daily Sweeping Services for Town Square per Scope of 1 Per Day Services 80 73 Daily Sweeping Services for West and East Parking 2 Per Day Garages per Scope of Services 22 02 Daily Sweeping Services for DPS Parking Garage per 3 Per Day Scope of Services 25 02 2 Per Day Daily Trash Can Servicing per Scope of Services 49 53 Per Power Washing Services for Town Hall Entry Stairs per 3 Service Scope of Services 12500 Per Power Washing Services for East and West Parking 4 Service Garages per Scope of Services 19000 Vendor Observed Holidays when Services will not be Performed Christmas Day 5 Other Vendor Charges 6 Per Each City of Southlake RFP1401 B360CK140001 Page 9 of 19 Other Vendor Charges 7 Per Each Other Vendor Charges 8 Per Each TOTAL ALL LINE ITEMS 3 Term of Contract and Option to Extend Any contract resulting from this RFP shall be effective for twelve months from date of award The City anticipates that contract shall be renewed pursuant to the availability of funds and at the discretion of the City The following clauses shall be included in the contract A Option Clause It is agreed that City will have the option to extend ti e contract for up to four 4 additional years in one year intervals To exercise this option the City shall serve notice 30 days prior to contract termination or to the end of any one year extension The Option to Extend will not be considered if funding is unavailable or if the contractors past performance is not within the industry standard B Escalation Clause Should market conditions prevail which dictate an increase the successful contractor may submit documentation requesting permission to increase pricing no later than 30 days after receiving notice from the City of its intent to exterx the agreement Escalation may only occur at the time of renewal and only upon securing the approval of the City in writing Requests for price adjustments must be solely for the purpose of accommodating an increase in the contractors cost not profits Vendors shall show in this quote their anticipated percent of escalation ifwhen the option to extend is exercised The percent quoted will be a maximum In addition the percentage proposed will be a factor in determining the best value to the City It is the average price over the period of the contract that will be the price factor considered in the evaluation of this quote Quotes in which negative or no escalation is shown will be considered as 0 escalation C Price Increases Upon Extension If approved by the City the Contractor shall modify the rates charged by the Contractor to reflect any changes shown in the comparative statement delivered to the City The maximum increase allowed under this provision shall b four percent 4 per year The City shall have authority in its reasonable discretion to determiie the validity of any change in Contractors rates City cannot exercise the Option to Extend with any price increases unless the Vendor completes the section of the Quote requesting anticipated percentage of annual escalation FIRST ADDITIONAL YEAR FY 2014 2015 ESCALATION 0 SECOND ADDITIONAL YEAR FY 2015 2016 ESCALATION 0 THIRD ADDITIONAL YEAR FY 2016 2017 ESCALATION 0 FOURTH ADDITIONAL YEAR FY 2017 2018 ESCALATION 0 City of Southlake RFP1401 B36OCK140001 Page 10 of 19 4 Proposers Experience Staff A Project Team Identify all members of the Proposers team including both team members and management who will be providing any services proposed and include information which details their experience B Removal or Replacement of Staff If an assigned staff person must be removed or replaced for any reason the replacement person must be approved by City prior to joining the project C Business Establishment State the number of years the Proposers business has been established and operating If Proposers business has changed names or if the principals operating the business operate any similar businesses under different names or have operated any other businesses or changed the legal status or form of the business within the last five 5 years all names of predecessor business names affiliated entities and previous business entities operated by the principals if different than present must be provided State the number of years experience the business has 7 years and the number of employees 80 D Project Related Experience All Proposals must include detailed information that details the Proposers experience and expertise in providing the requested services that demonstrates the Proposers ability to logically plan and complete the requested project City of Southlake RFP1401 B36OCK140001 Page 11 of 19 5 References Proposer shall provide four 4 references where Proposer has performed similar to or the same types of services as described herein Reference 1 Client Company Name City of Grapevine Contact Name Mike Hooker Contact Title Contract Foreman Phone817 343 1536 Email MHooker @grapevinetexasgov Date and Scope of Work Provided June 25 2010 Parks and grounds maintenance Reference 2 Client Company Name City of Southlake Contact Name Kurt Ackermann Contact Title Facilities Manager Phone 817 657 0865 Email KAckermann @cisouthlaketxus Date and Scope of Work Provided 09 16 201 1 Janitorial Services and parking lot maintenance Reference 3 Client Company Name The MARC Group Contact Name Bruce Jernigan Contact Title Facilities Manager Phone214 808 7095 EmaiiBruceajernigan@marcgroupco m Date and Scope of Work Provided June 1st 2004 Janitorial and grounds maintenance Reference 4 Client Company Name Caremark Contact Name Sandy Claypool Contact Title Facilities Manager Phone 972 619 8106 Email Date and Scope of Work Provided August 2007 Janitorial Services City of Southlake RFP1401 B360CK140001 Page 12 of 19 6 Trade Secrets and or Confidential Information Trade Secrets and or Confidential Information This proposal does does not contain trade secrets and or confidential information If applicable describe such trade secrets and confidential information and the basis for your assertion that such material qualifies for legal protection from disclosure 7 Federal State and or Local Identification Information A Centralized Master Bidders List registration number B Prime contractor HUB MWBE registration number C An individual Proposer acting as a sole proprietor must also enter the Proposers Social Security Number 8 Cooperative Governmental Purchasing Notice Other governmental entities maintaining interlocal agreements with the City may desire but are not obligated to purchase goods and services defined in this RFB from the successful Bidder All purchases by governmental entities other than the City will be billed directly to and paid by that governmental entity The City will not be responsible for another governmental entitys debts Each governmental entity will place their own orders with the successful Bidder and be responsible for ensuring full compliance with the RFB specifications Prior to other governmental entities placing orders the City will notify the successful Bidder of their intent Please indicate below if you will permit other governmental entities to purchase from your agreement with the City X 1 Yes Others can purchase 1 No Only the City can purchase IL CONTRACT TERMS AND CONDITION EXCEPT WHERE PROPOSER MAKES SPECIFIC EXCEPTION IN THE SUBMITTED PROPOSAL ANY CONTRACT RESULTING FROM THIS RFP WILL CONTAIN THE FOLLOWING TERMS AND CONDITIONS WHICH PROPOSER HEREBY ACKNOWLEDGES AND TO WHICH PROPOSER AGREES BY SUBMITTING A PROPOSAL 1 Delivery of Products and or Services A Payment Terms Unless otherwise specified in the Scope of Services or otherwise agreed to in writing by the City payment terms for the City are Net 30 days upon receipt of invoice B Warranty of Products and Services All products furnished under this contract shall be warranted to be merchantable and good quality and fit for the purposes intended as described in this Proposal to the satisfaction of City and in accordance with the specifications terms and conditions of the Scope of Services and all services performed shall be warranted to be of a good and workmanlike quality in addition to and not in lieu of any other express written warranties provided C Late Delivery or Performance If Proposer fails to deliver acceptabe goods or services within the timeframes established in the Project Schedule the City shall be authorized to purchase the goods or services from another source and assess any increase in costs to the defaulting Proposer who agrees to pay such costs within ten days of invoice D Title to Goods and Risk of Loss For goods to be provided by Proposers hereunder if any the title and risk of loss of the goods shall not pass to City until City actually receives takes possession City of Southlake RFP1401 B36OCK140001 Page 13 of 19 and accepts the goods and the installation of such goods has tested the system and determined that it is in good and acceptable working order 2 Miscellaneous A Independent Contractor Proposer agrees that Proposer and Proposers employees and agents have no employer employee relationship with City Proposer agrees that if Proposer is selected and awarded a contract City shall not be responsible for the Federal Insurance Contribution Act FICA payments Federal or State unemployment taxes income tax withholding Workers Compensation Insurance payments or any other insurance payments nor will City furnish any medical or retirement benefits or any paid vacation or sick leave B Assignments The rights and duties awarded the successful Proposer shall not be assigned to another without the written consent of the Purchasing Manager Such consent shall not relieve the assigner of liability in the event of default by the assignee C Liens Proposer shall indemnify and save harmless the City aLanst any and all liens and encumbrances for all labor goods and services which may be provided to the City by Proposer or Proposers vendors and if the City requests a proper release of all liens or satisfactory evidence of freedom from liens shall be delivered to the City D Gratuities Bribes Proposer certifies that no bribes in the form of entertainment gifts or otherwise were offered or given by the successful Proposer or its agent or representative to any City officer employee or elected representative with respect to this RFP or any contract with the City and that if any such bribe is found to have been made tl pis shall be grounds for voiding of the contract E Financial Participation Proposer certifies that it has not received compensation from the City to participate in preparing the specifications or RFP on which the Proposal is based and acknowledges that this contract may be terminated and or payment withheld if this certification is inaccurate F Required Licenses Proposer certifies that he holds all licenses required by the State of Texas for a provider of the goods and or services described by the Scope of Services herein G Authority to Submit Proposal and Enter Contract The person signing on behalf of Proposer certifies that the signer has authority to submit the Proposal on behalf of the Proposer and to bind the Proposer to any resulting contract H Compliance with Applicable Law Proposer agrees that the contract will be subject to and Proposer will strictly comply with all applicable federal state and i cal laws ordinances rules and regulations 3 Financial Responsibility Provisions A Insurance The Proposer consistent with its status as an independent contractor shall carry and shall require any of its subcontractors to carry at least the following insurance in such form with such companies and in such amounts unless otherwise specified as City may require i Workers Compensation and Employers Liaoilit insurance including All States Endorsement to the extent required by federal law and complying with the laws of the State of Texas ii Commercial General Liability insurance including Blanket Contractual Liability Broad Form Property Damage Personal Injury Completed Operations Products Liability Premises Liability Medical Payments Interest of Employees as additional insureds and Broad Form General Liability Endorsements for at least One Million Dollars 1000 000 Combined Single Limit Bodily Injury and Property Damage on an occurrence basis City of Southlake RFP1401 B360CK140001 Page 14 of 19 iii Comprehensive Automobile Liability insurance covering all owned non owned or hired automobiles to be used by the Contractor with coverage for at least One Million Dollars 1000 000 Combined Single Limit Bodily Injury and Propeny Damage B Indemnification Proposer agrees to defend indemnify and hold harmless the City all of its officers Council members agents and employees from and against all claims actions suits demands proceedings costs damages and liabilities including reasonable attorneys fees court costs and related expenses arising out of connected with or resulting from any acts or omissions of Proposer or any agent employee subcontractor or supplier of Proposer in the execution or performance of this contract without regard to whether such persons are under the direction of City agents or employees City of Southlake RFP1401B360CK140001 Page 15 of 19 Appendix C Form CIQ INFORMATION REGARDING VENDOR CONFLICT OF INTEREST QUESTIONNAIRE WHO A person must file a conflict of interest questionnaire with the City if the person has a employment or business relationship with 411 officer of the City that results in taxable income exceeding 2500 during the preceding twelve month period or an officer or a member of the officers family has accepted gifts with an aggregate value of more th 25e during the previous twelve month period and the person engages in any of the following actions 1 contracts or seeks to contract for the sale or purchase of property goods or services with the City including any of the following a written and implied contracts utility purchases purchase orders credit card purchases and any purchase of goods and services by the City h contracts for the purchase or sale of real property personal property including an auction of property c tax abatement and economic development agreements 2 submits a bid to sell goods or services or responds to a request for proposal for services 3 enters into negotiations with the City for a contract or 4 applies for a tax abatement andor economic development incentive that will result in a contract with the City THE FOLLOWING ARE CONSIDERED OFFICERS OF THE CITY 1 Mayor and City Council Members City Manager 3 Board and Commission members appointed by the Mayor or City Council members 4 Directors of 4A and 4B development corporations 5 the executive directors or managers of 4A and 4B development corporations and 6 Directors of the City of Southlake who have authority to sign contracts on behalf of the City EXCLUSIONS A questionnaire statement need not be filed if the money paid to a local government officer was a political contribution a gift to a member of the officers family from a family member a contract or purchase of less than 2500 or a transaction at a price and subject WSoutilltikeMtsctilancous1Chapta 76Attschment 11 02608 do of 3 City of Southlake RFP1401B36OCK140001 Page 16 of 19 to terms available to the public a payment for food lodging transportation or entertainment or a transaction subject to rate or fee regulation by a governmental entity or agency WHAT A person or business that contracts with the City or who seeks to contract with the City must file a conflict of interest questionnaire FORM CR hich is available online at wwwcthicsstateaxus and a copy of which is attached to this Guideline The form contains mandatory disclosures regarding employment or business relationships with a municipal officer Officials may be askcd to clarify or interpret various portions of the questionnaire WHEN The person or business must file 1 the questionnaire no later than seven days after the date the person or business begins contract discussions or negotiations with the mtmicipality or submits an application responds to a request for proposals or bids correspondence or other writing related to a potential contract or agreement with the City and 2 an updated questionnaire within seven days after the date of an event that would make a filed questionnaire incomplete or inaccurate It does not matter if the submittal of a bid or proposal results in a ntract The statute requires a vendor to file a FORM CIQ at the time a proposal is submitted or negotiations commence WHERE The vendor or potential vendor must mail or deliver a completed questionnaire to the Finance Department The Finance Department is required by law to post the statemenA on the Citys internet website ENFORCEMENT Failure to file a questionnaire is a class c misdemeanor punishable by a fine not to exceed 500 It is an exception to prosecution that the person files a FORM CIQ not later than seven business days after the person received notice of a violatkI NOTE The City does not have a duty to ensure that a person files a conflict of interest questionnaire WSouthlakcSAtiscaantousChapla 17r Attachimm 0s268 dot Vatze 2 43 City of Southlake REP1401B360CK140001 Page 17 of 19 CONFLICT OF INTEREST QUESTIONNAIRE I For vendor or other person doing business with local governmental entity This questionnaire reriects mangos made to rft law by HB 1491 litrai LEV koppiar Session OMCE USE ONLY This questionnaire is be filed in accordance with Chapter 176 Local Government Code c by a person who has a uusiness reiatiortship as defined by Section 176 0017 a with a local governmental emi and the person meets requiements under Sectoon 176 30 Ely lave this questionnaire must be Ned 161th the records adminstrato oi the boa governmental entity not tater hart the 7th business day after the dale the pecson becomes aware of facts that requite the statement to oe filed See Sonia 1 76006 Local Goversn Code A person commits an offense if the person knowingl violates Section 1760D6 Local Coverlmit Code An eense under this section Ls a Class C misdemeanor Name or person who has a business relationship with local govemrnental enity I 11 Check this bOx It you aOiling an update ta a previously filed questionnaire The law iequires that you file an uola Led compi9ted questionnaire will the aaorapriate Tiling auittOrity not later than the 7th busmess day atter the cate the or9ina11y flied ou 11nr0 1nc rO1101949 o raccurate2i Name ot local govern merit officer with whom trier has employment or 1u9111e9S relationship Name of Officer This section een 3 ilaualng subparts A 6 0 D must be completed for each cfhce wdh whom the nef has an einpiDynient or other xjnas reisiionshrz as winen by Section 176 ocr 41a Local Covernment Cade Attach additional pages to this Form CIO as riecesexy A Is the iccal govssnmerd ccficar narneo t this section man r Of tF0 tC receive laYarle Incoms ogie income trom tris nler ol the cluestoroake E Y55 7 7 rk 4 B is the frier of the questionnaire remiving 1t 111ey to receive ta nmyrie other Man investment Income from or ai the direction of the loco government cricer named in this secrior AND the arable income is not recetved from me local govemmeltal sett Yes I No C Is the Net 01 ths queseen enVlOyed by a corocration cr other busness entity with respell ccat dayannent offizer serves as 3O OffiLe 0101100100 holds an owneshio of 10 ercen cr more I Yes No 0 Describe each ernoloynenl or business felationship win the meal government orcer 53f19j to this smtior 5icrulture person op ng LiSnett en11 int gca 001100 5EL091205 SouthinkelvtisceilareousChApicr 176 Attethment 1Q 0926119dlc ehge 3 a 3 City of Southlake RFP1401B36OCK140001 Page 18 of 19 Appendix D No Intent to Submit Foam If your firm has chosen Ito submit a bid for this procurement please complete this form and submit to City of Southlake Purchasing Division Department of Finance 1400 Main Street Suite 440 Southlake Texas 76092 Please check all items that apply Do not sell the items required 0 Cannot provide Insurance required Cannot be competitive A Cannot provide Bonding required Cannot meet specifications highlighted in the attached Cannot comply with Indemnification request requirement Job too large 0 Job too stria Do not wish to do business with the City of Southlake 0 Other COMPANY NAME Please print Authorized Officer Name Please print Telephone Fax City of Southlake RFP1401 B360CK140001 Page 19 of 19 ng Services Map Exhibit 1 SOUTHLAKE S City of Southlake REQUEST FOR PROPOSALS Proposal Reference Number RFP1401B36OCK140001 Project Title Provide Street Sweeping and Porter Services for Southlake Town Square Proposal Closing Date 300 PMCST FRIDAY JANUARY 24 2014 TABLE OF CONTENTS Table of Contents Page 1 Request for Proposals 1 Introduction Page 2 2 Definitions Page 2 3 General Information Page 3 4 RFP Withdrawals and or Amendments Page 3 5 Proposal Submittal Requirements Page 3 6 Proposal Evaluation and Contract Award Page 4 Appendix A Scope of Services 1 Project Title Page 6 2 Scope of Services Contact Page 6 3 Special Conditions Page 6 4 Proposal Evaluation Factors Page 6 5 Brand Manufacture Reference Page 6 6 Key Events Schedule Page 6 7 Scope of Services Page 6 Appendix B Proposal Label Format for Submittal Packets Sealed Envelope Page 8 I Required Proposal Information 1 Proposed Product Page 9 2 Cost of Proposed Product Page 9 3 Term of Contract and Option to Extend Page 10 4 Proposers Experience Staff Page 11 5 References Page 12 6 Trade Secrets and or Confidential Information Page 13 7 Federal State and or Local Identification Information Page 13 8 Cooperative Governmental Purchasing Notice Page 13 II Contract Terms and Conditions 1 Delivery of Products and or Services Page 13 2 Miscellaneous Page 14 3 Financial Responsibility Provisions Page 14 Appendix C Form CIQ Page 16 Appendix D No Intent to Submit Form Page 19 Exhibit A Town Square Location Maps City of Southiake RFP1401 B36OCK140001 Page 1 of 19 Southlake Texas Request for Proposals 1 Introduction A Project Overview The City of Southlake is requesting Proposals with the intent of awarding a contract for the purchase of goods and services contained in Appendix A Scope of Services B Questions Following are contacts for questions as identified i RFP Clarifications All questions related to requirements or processes of this RFP should be submitted in writing to the Purchasing Manager ider itied in section 2 below ii Scope of Service Questions All questions related to the scope of services should be submitted in writing to the contact persons noted in Appendix A Scope of Services iii Replies Responses to inquiries which directly affect an interpretation or effect a change to this RFP will be issued in writing by addendum and mailed to all parties recorded by City as having received a copy of the RFP All such addenda issued by City prior to the submittal deadline shall be considered part of the RFP The City shall not be bound by any reply to an inquiry unless such reply is made by such formal written addendum iv Acknowledgement of Addenda The Proposer must acknowledge all addenda by signing and returning such documents or by initialing appropriate area of the Proposal C Notification of Errors or Omissions Proposers shall promptly notify the City of any omissions ambiguity inconsistency or error that they may discover upon examination of this RFP The City shall not be responsible or liable for any errors andor misrepresentation that result from the solicitations which are inadvertently incomplete ambiguous inconsistent or obviously erroneous D Conflict of Interest Questionnaire Form CIQ A person or business and their agents who seek to contract or enter into an agreement with the City are required by Texas Local Government Code Chapter 176 to file a conflict of interest questionnaire FORM CIQ which is found in Appendix C The form must be filed with the City Secretary no later than seven 7 days after the date the person or business begins contract discussions or negotiations with the City or submits an application response to a request for proposals or bids correspondence or other writing related to any potential agreement with the City 2 Definitions Proposal The signed and executed submittal of the entirety of Appendix B Proposal Proposer The Proposer and the Proposers designated contact signing the first page of the Proposal City of Southlake CCity The City of Southlake Texas City Secretarys Office The office of the City Secretary of the City locG L d at 1400 Main Street Suite 270 Southlake Texas 76092 PH 817 748 8016 Fax 817 748 8270 Project The name of this Request for Proposals as identified on the cover sheet and first page of Appendix A Scope of Services City of Southlake RFP1401 B360CK140001 Page 2 of 19 Purchasing Manager The City of Southlake Purchasing Manager is Timothy Slifka CPPO CPPB Phone 817 748 8312 E Mail tslifka@cisouthlaketxus cz 17 748 8048 Request for Proposals RFP The entirety of this document including all Appendices and Addenda Scope of Services The entirety of Appendix A Scope of Services 3 General Information A Tax Exempt Status City purchases are exempt from State Sales Tax and Federal Excise Tax Do not include tax in the Proposal City will furnish Excise Tax Exemption Certificate upon request B Public Inspection of Proposals The City strictly adheres to the Texas Public Information Act Texas Government Code Chapter 552 001 et seq and all other governing statutes regulations and laws regarding the disclosure of RFP information Proposals are not available for public inspection until after the contract award If the Proposer has notified the City in writing that the Proposal contains trade secrets or confidential information the City will generally take reasonable steps to prevent disclosure of such information in accordance with the Public Information Act This is a statement of general policy only and in no event shall the City be liable for disclosure of such information by the City in response to a request regardless of the Citys failure to take any such reasonable steps even if the City is negligent in failing to do so 4 RFP Withdrawals and or Amendments A RFP Withdrawal The City reserves the right to withdraw this RFP for any reason B RFP Amendments The City reserves the right to amend any aspect of this RFP by formal written Addendum prior to the Proposal submittal deadline and will endeavor to notify all potential Proposers that have registered with the City but failure to notify shall impose no obligation or liability on the City 5 Proposal Submittal Requirements A Submittal Packet Required Content If submitting hard copies the Proposer must submit one 1 signed original Proposal and three 3 copies This submittal packet shall be submitted in a sealed envelope with a completely signed and executed page eight 8 Appendix B 1 affixed to the outside of the envelope If submitting electronically the Proposer must visit wwwsecurebidusacom and search for Southlake Texas Once an account is created the Proposer can submit its Proposal electronically by selecting the appropriate Bid Identification B Submittal Deadline The deadline for submittal of Proposals shall be as identified on page eight 8 of Appendix B Proposal It is the Proposers responsibility to have the Proposal correctly marked and hard copies delivered to the City Secretarys Office or electronically submitted by the submittal deadline No extensions will be granted and no late proposals will be accepted C Proposals Received Late Proposers are encouraged to submit their proposals as soon as possible The time and date of receipt as recorded in the City Secretarys Office shall be the official time of receipt The City is not responsible for late delivery of mail or other carrier Late Proposals will not be considered under any circumstances D Alterations or Withdrawals of Proposal Any submitted Proposal may be withdrawn or a revised proposal substituted if a written notice is submitted to the City Secretary prior to the submittal deadline Any interlineations alteration erasure or other amendment made before the submittal deadline must be signed or initialed by the Proposer or the Proposers authorized agent guaranteeing authenticity Proposals cannot be altered amended or withdrawn by the Proposer City of Southlake RFP1401 B360CK140001 Page 3 of 19 after the submittal deadline unless such alteration amendment or withdrawal notice is approved in writing by the Purchasing Manager E Proposal Format All Proposals must be prepared in single space tyI e on standard 8 1 2 x 11 vertically oriented pages using one side of the paper only Pages shall be numbered at the bottom Entries shall be typed or legibly written in ink The City only accepts electronic submissions via wwwsecurebidusacom Any other format via telephone fax email etc may be rejected by the City at its discretion F Validity Period Once the submittal deadline has passed any Proposal shall constitute an irrevocable proposal to provide the commodities and or services set forth in the Scope of Services at the prices shown in the Proposal on the terms set forth in the Proposal such proposal to be irrevocable until the earlier of the expiration of ninety 90 days from the submittal deadline or until a contract has been awarded by the City 6 Proposal Evaluation and Contract Award A Proposal Evaluation and Contract Award Process An award of a contract to provide the goods or services specified herein will be made using competitive sealed proposals in accordance with Chapter 252 of the Texas Local Government Code and with the Citys purchasing policy The City will evaluate all proposals to determine which proposers are reasonably qualified for the award of the contract applying the anticipated evaluation factors and emphasis to be placed on each factor as identified in the Scope of Services The City may at its option conduct discussions with or accept proposal revisions from any reasonably qualified proposer The City reserves the right to determine which proposal will be most advantageous to the Cite B Completeness If the Proposal is incomplete or otherwise fails to conform to the requirements of the RFP City alone will determine whether the variance is so significant as to render the Proposal non responsive or whether the variance may be cured by the Proposer or waived by the City such that the Proposal may be considered for award C Ambiguity Any ambiguity in the Proposal as a result of omission error lack of clarity or non compliance by the Proposer with specifications instructions and all conditions shall be construed in the favor of the City In the event of a conflict between standard RFP requirements and details provided in Appendix A Scope of Services or Appendix B Proposal the Appendices shall prevail D Unit Prices and Extensions If unit prices and their extensions do not coincide the City may accept the price most beneficial to the City and the Proposer will be bound thereby E Additional Information City may request any other information necessary to determine Proposers ability to meet the minimum standards required by this RFP F Partial Contract Award City reserves the right to award one contract for some or all the requirements proposed or award multiple contracts for various portions of the requirements to different Proposers based on the unit prices proposed in response to this request or to reject any and all Proposals and re solicit for Proposals as deemed to be in the cst interest of City G Terminate for Cause The occurrence of any one or more of the following events will justify termination of the contract by the City of Southlake for cause i The successful proposer fails to perform in accordance with the provisions of these specifications or City of Southlake RFP1401 B360CK140001 Page 4 of 19 ii The successful proposer violates any of the provisions of these specifications or iii The successful proposer disregards laws or regulations of any public body having jurisdiction or iv The successful proposer transfers assigns or conveys any or all of its obligations or duties under the contract to another without written consent of the City v If one or more of the events identified in Subparagraphs G i through iv occurs the City of Southlake may terminate the contract by giving the successful proposer seven 7 days written notice In such case the successful proposer shall only be entitled to receive payment for goods and services p before the effective date of termination The successful proposer shall not receive any payment on account of loss of anticipated profits or revenue or other economic loss resulting from such termination vi When the contract has been so terminated by the City of Southlake such termination shall not affect any rights or remedies of the City then existing or which may thereafter accrue H Terminate for Convenience This contract may be cancelled or terminated at any time by giving vendor thirty 30 days written notice Vendor may be entitled to payment for services actually performed to the extent said services are satisfactory City of Southlake RFP1401B36OCK140001 Page 5 of 19 Appendix A Scope of Services 1 Project Title Provide Street Sweeping and Porter Services for Southlake Town Square 2 Scope of Services Contact Questions about the technical nature of the Scope of Services etc may be directed to TIM SLIFKA PH 817 7488312 e mail tslifka@cisouthlaketxus 3 Special Conditions The following special conditions shall prevail over areas of conflict in previous pages NONE 4 Proposal Evaluation Factors Emphasis Factor 35 Vendors Ability to Provide all Required Services 30 Vendor Overall Cost to Provide Required Services 30 Vendor Experience Providing Required Services 5 Vendors Past History with City 5 Brand Manufacture Reference The City has determined that any manufacturers brand defined in the Scope of Services meets the Citys product and support need The manufacturers reference is not intended to be restrictive and is only descriptive of the type and quality the City desires to purchase Quotes for similar manufactured products of like quality will be considered if the Proposal is fully noted with the manufacturers brand name and model The City reserves the right to determine products and support of equal value and whether other brands or models meet the Citys product and support needs 6 Key Events Schedule Proposal Release Date January 7 2014 Deadline for Submittal of Written Questions January 15 2014 Sealed Proposals Due to and Opened by City Shown on First Page of this RFB Anticipated Committee Evaluation Review Date Week of January 27 2014 Anticipated City Council Award Date February 2014 7 Scope of Services The City of Southlake is seeking a vendors to provide daily street sweepi1g and Porter services for Southlake Town Square The following specifications are minimum requirements Sweep public streets including blowing of all gutters between wheel stops blowing of all corners and sweeping all curb lines with curb broom See attached map Exhibit I Sweep entire level surface of all levels four 4 story public garages at two 2 locations 1451 Federal 351 State Street ensure all debris removed front corners and stairwells See attached map Exhibit 2 City of Southlake RFP1401 B36OCK140001 Page 6 of 19 Sweep entire level surface of all levels two 2 story private garage at one 1 location 600 State Street Ensure all debris is removed from corners and stairwells See attached map Exhibit2 Empty all trash cans and replace all trash can liners in Town Square and four 4 parks total of 130 no matter how full or empty the contractor finds the can Clean up any spills resulting from torn liners Replace with liners of minimum 6 mil thickness low density with star shaped bottom See Exhibit2 The contractor shall provide the following services at Southlake Town Square once per quarter for the term of this contract Pressure wash North and South entry stairways in to the Town Hall building Pressure wash the stairways in the east and west in the Town Square parking garages Additional Requirements All work shall be completed during non business hours 1 0 pm until 8 am The contractor is responsible for disposal of all trash collected Onsite disposal will not be allowed All employees shall wear company uniform and identification while on city property All vehicles shall be clearly identified with company name All vehicles and equipment shall be in good condition and free of leaks Contractor is responsible for cleanup of any leaks from company vehicles or equipment Contractor shall notify City contact immediately of any vehicle or equipment spills Vendor shall provide a current vehicle and equipment inventv list detailing the make model year and quantity of the equipment available for this pr eject City of Southlake RFP1401 B360CK140001 Page 7 of 19