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Item 4CCITY OF SOUTHLAKE MEMORANDUM (February 19, 2019) To: Shana Yelverton, City Manager From: Rob Cohen, Director of Public Works item 4C Subject: Award contract for the Southlake Town Square Parking Garage & Street Sweeping, Power Washing, and Porter Services to Southlake Leasing and Management (dba Regent Services) in an amount not to exceed $125,000 Action Requested: Award contract for the Southlake Town Square Parking Garage & Street Sweeping, Power Washing, and Porter Services to Southlake Leasing and Management (dba Regent Services) in an amount not to exceed $125,000. Background Information: On January 23, 2019, sealed proposals were received from three vendors for Parking Garage & Street Sweeping, Power Washing, and Porter Services in the Southlake Town Square development. Advertisements of the Request for Proposals (RFP) were posted online and in the newspaper (Attachment A). The RFP review and selection panel consisted of five City employees to review all three proposals. Based on the scoring matrix, Southlake Leasing and Management (dba Regent Services) was selected as the "Best Value and Lowest Bidder" for all required services. Regent Services is also the City's vendor for janitorial services for all 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 four annual renewal options, if the City chooses to renew (Attachment B). This contract includes: daily manual sweeping of the parking garages and the public streets within the Town Square development; daily manual sweeping of the DPS Headquarter's parking garage; daily emptying of all of the trash containers within Town Square; weekly power sweeping and vacuum of public streets within Town Square; weekly power sweeping and vacuum of all four levels of the parking garages and DPS Headquarter's parking garage; monthly power washing of the north and south entries of Town Hall; and monthly power washing of the parking Page 1 of 2 Item 4C garage stairwells. In addition, as part of the new contract, the City has added new enhanced services for special requests including power washing of crosswalks and additional cleanups as requested that improves the aesthetic appearance, visibility and safety for pedestrians to keep Southlake Town Square cleaner. Financial Considerations: The selection panel selected Southlake Leasing and Management (dba Regent Services) based on the following evaluation criteria (Attachment C): Evaluation Criteria Weight Vendor Experience — Providing Required Service 40% Vendor Ability to Provide Required Services 35% Vendor Pricing 20% Vendor Past Experience with City -5% Total 100% Historically the City has spent $78,000 with Regent Services for its street sweeping services, but with added services than previously done, the base bid came in at $98,000 for anticipated work. Therefore, due to the added enhanced services of power washing crosswalks and parking garage stairwells, as well as any on-call services as part of the new contract, Staff is requesting authorization up to $125,000. Funding for these services is available in the annual Public Works Operating Budget. RPAI Southwest Management (formerly Inland Southwest) reimburses the City for 91.75% of the cost to provide sweeping service and power washing of the stairwells for the Town Square parking garages. 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 & maintain high quality public assets. Citizen Input/ Board Review: N/A Legal Review: City attorney reviewed original proposal documents as to form. Alternatives: The City Council may approve or deny this contract. Page 2 of 2 Item 4C Supporting Documents: All supporting documents pertain to RFP1901 B200TS190001: Attachment A: Request for Proposals Packet Attachment B: FY 2019 Award Letter Packet Attachment C: Bid Tabulation Staff Recommendation: Award contract for the Southlake Town Square Parking Garage & Street Sweeping, Power Washing, and Porter Services to Southlake Leasing and Management (dba Regent Services) in an amount not to exceed $125,000. Staff Contact: Rob Cohen, Director of Public Works Page 2 of 2 City of Southlake REQUEST FOR PROPOSALS Proposal Reference Number: RFP 1901 B200TS 190001 Project Title: Southlake Town Square Parking Garage & Street Sweeping, Power Washing and Porter Services Proposal Closing Date: 3:00 P.M.(CST), Wednesday, January 23, 2019 TABLE OF CONTENTS Tableof Contents................................................................................................................................ Page 1 Request for Proposals (1) Introduction..............................................................................................................................Page 2 (2) Definitions................................................................................................................................ Page 3 (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 Page 15 (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 Packet's Sealed Envelope........................................................... Page 10 I Required Proposal Information (1) Proposed Product................................................................................................................... Page 11 (2) Cost of Proposed Product....................................................................................................... Page 11 (3) Term of Contract and Option to Extend................................................................................. Page 13 (4) Proposer's Experience / Staff................................................................................................. Page 13 (5) References.............................................................................................................................. Page 14 (6) Trade Secrets and/or Confidential Information...................................................................... Page 15 (7) Federal, State and/or Local Identification Information......................................................... Page 15 (8) Emergency Business Services Contact Notice....................................................................... Page 15 (9) Cooperative Governmental Purchasing Notice...................................................................... Page 16 II Contract Terms and Conditions (1) Delivery of Products and/or Services.................................................................................... Page 16 (2) Miscellaneous........................................................................................................................ Page 16 (3) Financial Responsibility Provisions...................................................................................... Page 17 AppendixC — Form CIQ................................................................................................................ Page 19 Appendix D — No Intent to Submit Form...................................................................................... Page 21 AttachmentA — Maps 1-3............................................................................................................................. City of Southlake - RFP190111200TS190001 - Page 1 of 21 Southlake, Texas Request for Proposals 1. Introduction A. Proiect 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 identified 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 person(s) 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 posted to City website. 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 document(s) 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 and/or misrepresentation that result from the solicitations which are inadvertently incomplete, ambiguous, inconsistent or obviously erroneous. D. Conflict of Interest Questionnaire (Form CIO): 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. E. Form 1295 Certificate of Interested Parties: In 2015, the Texas Legislature adopted House Bill 1295, which added section 2252.908 of the Government Code. The law states that a governmental entity or state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency. The law applies only to a contract of a governmental entity or state agency that either (1) requires an action or vote by the governing body of the entity or agency before the contract may be signed or (2) has a value of at least $1 million. The disclosure requirement applies to a contract entered into on or after January 1, 2016. Please go to the Texas Ethics Commission webpage (www.ethics.state.tx.us) for full instructions and to complete the required steps for creation of Form 1295. Once the form is completed online, printed and notarized please return the form with your proposal submission. City of Southlake RFP190113200TS190001 Page 2 of 21 2. Definitions Proposal: The signed and executed submittal of the entirety of Appendix B — Proposal. Proposer: The Proposer and the Proposer's designated contact signing the first page of the Proposal. City of Southlake ("City"): The City of Southlake, Texas. City Secretary's Office: The office of the City Secretary of the City, located at 1400 Main Street, Suite #270, Southlake, Texas 76092. PH: (817) 748-8016; Fax: (817) 748-8270. Proiect: The name of this Request for Proposals as identified on the cover sheet and first page of Appendix A — Scope of Services. Purchasing Manager: The City of Southlake Purchasing Manager is Timothy Slifka CPPD, CPPB, Phone: (817) 748-8312, E -Mail: tslifka a cisouthlake.tx.us; Fax (817) 748-8010. 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 City's 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: All proposals must be submitted electronically. The Proposer must visit www.securebidusa.com and register. Once registered for this complimentary service, the Proposer may submit Proposal Documents electronically by selecting the appropriate Proposal Identification. B. Submittal Deadline: The deadline for submittal of Proposals shall be as identified on page 10 (ten) of Appendix B -Proposal. It is the Proposer's responsibility to have the Proposal Documents City of Souddake - RFP190113200TS190001 - Page 3 of 21 correctly electronically submitted by the submittal deadline. No extensions will be granted and no late submissions 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 within the SecureBid electronic system shall be the official time of receipt. The City is not responsible for late submission regardless of the reason. Late Proposals will not be considered under any circumstances. D. Alterations or Withdrawals of Proposal Document: Any submitted Proposal may be withdrawn or a revised proposal substituted prior to the submittal deadline. Proposal Documents cannot be altered, amended or withdrawn by the Proposer after the submittal deadline, unless such alteration, amendment or withdrawal notice is approved in writing by the Purchasing Manager. E. Proposal Document Format: All Proposal Documents must be prepared in single-space type, on standard 8-1/2" x 11" vertically oriented pages, numbered at the bottom. The City only accepts electronic submissions via www.securebidusa.com. Any other format (via telephone, fax, email, etc.) may be rejected by the City at its discretion. 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 Document shall constitute an irrevocable bid to provide the commodities and/or services set forth in the Scope of Services at the price(s) shown in the Proposal Document. Such proposal shall 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 City's 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 City. 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 these 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 Proposer's ability to meet the minimum standards required by this RFP. City of Southlake RFP190I B200TS190001 Page 4 of 21 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 best 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: The successful proposer fails to perform in accordance with the provisions of these specifications; or 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 provided 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 RFP190IB200TS190001 Page 5 of 21 Appendix A — Scope of Services 1. Project Title: Southlake Town Square Parking Garage & Street Sweeping, Power Washing and Porter Services 2. Scope of Services Contact Questions about the technical nature of the Scope of Services, etc. may be directed to TIM SLIFKA, Phone. 817.748.8312, e-mail: tslifka@ci.southlake.tx.us. 3. Special Conditions The following special conditions shall prevail over areas of conflict in previous pages: NONE 4. Proposal Evaluation Factors 5. Emphasis Factor 40% Vendor Experience Providing Required Services 35% Vendor Ability to Provide Required Services 20% Vendor Overall Price for Services 5% Vendor Past Experience with City Brand Manufacture Reference The City has determined that any manufacturer's brand defined in the Scope of Services meets the City's product and support need. The manufacturer's 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 manufacturer's 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 City's product and support needs. Key Events Schedule Proposal Release Date Deadline for Submittal of Written Questions Sealed Proposals Due to and Opened by City Anticipated Committee Evaluation Review Date Anticipated City Council Award Date Scope of Services January 3, 2019 January 11, 2019 Shown on First Page of this RFP Week of January 28, 2019 February 2019 The City of Southlake is seeking a vendor(s) to provide daily, weekly, monthly, annual and as requested street sweeping, power washing and porter services for Southlake Town Square, Parking Garages, and other areas as requested. The following specifications are minimum requirements. Daily: Manual sweeping/blowing including removal of all debris and trash from all public streets, landscaping, flower beds, gutters between wheel stops, all corners, and all curb lines. (See Attachment A Map 1) City of Southlake - RFP190IB200TS190001 - Page 6 of 21 2. Manual sweeping/blowing of all four (4) levels of Southlake Town Square East & West public parking garages at two (2) locations (1451 Federal Way & 351 State St.). Ensure all debris is removed from corners, and stairwells including cobwebs. (See Attachment A Map 1) 3. Manual sweeping/blowing of all two (2) levels of DPS Headquarters private parking garage at (1) location (600 State St.) Ensure all debris is removed from corners, and stairwells including cobwebs. (See Attachment A Map 1) 4. Empty all trash cans and replace all trash can liners in Southlake Town Square and four (4) public parks total of 136 trash cans (no matter how full the contractor finds the trash cans). Clean up any spills resulting from torn liners. Replace with liners of minimum 6 mil thickness, low density, with star shaped bottom (Contractor to provide). (See Attachment A Maps 2 & 3) Weekly: 1. In addition to daily sweeping/blowing requirements as listed above, vendor shall power sweep and vacuum all public streets using an approved mechanical power sweeper such as a Powerboss Atlas 64 or approved equivalent. (See Attachment A Map 1) 2. In addition to daily sweeping/blowing requirements as listed above, vendor shall power sweep and vacuum all four (4) levels of Southlake Town Square East & West public parking garages at two (2) locations 1451 Federal Way & 351 State St. using an approved mechanical power sweeper such as a Powerboss Atlas 64 or approved equivalent. (See Attachment A Map 1) 3. In addition to daily sweeping/blowing requirements as listed above, vendor shall power sweep and vacuum all two (2) levels of DPS Headquarters private parking garage at one (1) location 600 State St. using approved mechanical power sweeper such as a Powerboss Atlas 64 or approved equivalent. (See Attachment A Map 1) Monthly: In addition to daily and weekly sweeping/blowing requirements as listed above, vendor shall power wash all Southlake Town Square East & West parking garage stairwells with high heat power washers which produce a minimum of 200 degree water at 5,000 psi, 5.5 gpm, during the entire process. 2. Power wash Southlake Town Hall Building North and South entry stairways and landings with high heat (using skid mounted power washers which produce minimum 200 degree water at 5,000 psi, 5.5 gpm, during the entire process. Annual Events: The City anticipates three (3) annual events per year currently including Art in the Square (3 days), Stars & Stripes (1 day), and Oktoberfest (3 days). The vendor shall perform the following services at the end of each evening's event. Other events may be added at the discretion of the City. City of Southlake RFP1901B200TS190001 Page 7 of 21 1. Power wash Southlake Town Hall Building North and South entry stairways and landings with high heat power washers which produce a minimum of 200 degree water at 5,000 psi, 5.5 gpm, during the entire process. Contain and filter dirty water to meet Environmental requirements (per TCEQ MS4 Permit) and prevent runoff from entering the Municipal Stormwater collection system. For locations where a biodegradable degreaser is required, the wash water must be reclaimed and hauled off. 2. Per square foot charge to power wash Southlake Town Hall perimeter sidewalks edge -to -edge including handicap ramps and landings with high heat power washers which produce a minimum of 200 degree water at 5,000 psi, 5.5 gpm, during the entire process. Contain and filter dirty water to meet Environmental requirements (per TCEQ MS4 Permit) and prevent runoff from entering the Municipal Stormwater collection system. For locations where a biodegradable degreaser is required, the wash water must be reclaimed and hauled off. Optional As -Requested Services: 1. Per square foot charge to power wash Southlake Town Square East & West public parking garage and DPS Headquarters private parking garage levels edge -to -edge including all parking spaces and ramps with high heat power washers which produce a minimum of 200 degree water at 5,000 psi, 5.5 gpm, during the entire process. Contain and filter dirty water to meet Environmental requirements (per TCEQ MS4 Permit) and prevent runoff from entering the Municipal Stormwater collection system. For locations where a biodegradable degreaser is required, the wash water must be reclaimed and hauled off. 2. Per square foot charge to power wash Southlake Town Hall perimeter sidewalks edge -to -edge including handicap ramps and landings with high heat power washers which produce a minimum of 200 degree water at 5,000 psi, 5.5 gpm, during the entire process. Contain and filter dirty water to meet Environmental requirements (per TCEQ MS4 Permit) and prevent runoff from entering the Municipal Stormwater collection system. For locations where a biodegradable degreaser is required, the wash water must be reclaimed and hauled off. 3. Per square foot charge to power wash Southlake Town Square paver crosswalks edge -to -edge including handicap ramps and landing at each end with high heat power washers which produce a minimum of 200 degree water at a minimum of 3,600 psi during the entire process. Contain and filter dirty water to meet Environmental requirements (per TCEQ MS4 Permit) and prevent runoff from entering the Municipal Stormwater collection system. The City reserves the right to award this item separately. 4. Power wash of streets and sidewalks as requested. Per square foot charge to power wash streets and sidewalks edge -to -edge including handicap ramps and landings with high heat power washers which produce a minimum of 200 degree water at 5,000 psi, 5.5 gpm, during the entire process. Contain and filter dirty water to meet Environmental requirements (per TCEQ MS4 Permit) and prevent runoff from entering the Municipal Stormwater collection system. For locations where a biodegradable degreaser is required, the wash water must be reclaimed and hauled off. The City reserves the right to award this item separately. City of Southlake RFP1901B200TS190001 Page 8 of 21 Additional Requirements: 1. All services shall be Performed during non -business hours (10 o m until 8 a.m.) Other service times may be approved on a case-by-case basis at the discretion of the City. 2. The contractor is responsible for disposal of all trash collected. Onsite disposal will not be allowed. 3. All employees shall wear company uniform and identification while on city property. 4. All vendor vehicles shall be clearly identified with company name. S. 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 leaks or spills. 6. Vendor is responsible in determining cleanable square footage. Maps have been provided within the proposal document as Attachment A indicating areas to be serviced. 7. Vendor must provide a current vehicle and equipment inventory list detailing the make model, year, and quantity of the equipment to be utilized under this contract and whether or not the equipment or vehicle is company owned. City of Soutblake RFP190113200TS190001 Page 9 of 21 Appendix B — Proposal Submittal Checklist: (To determine validity of proposal) _Appendix B (pages _10_ through _20, must be included in the proposal submittal Appendix C Conflict of Interest Form (page _20, must be included in the proposal submittal. _Form 1295 Certificate of Interested Party (page _2, must be included in the proposal submittal. HB 89 and SB 252 Acknowledgement (page _17) Required Vendor Equipment and Vehicle List Included I learned of this Request for Proposals by the following means: ❑ Newspaper Advertisement ❑ City E-mail Notification ❑ Southlake Website ❑ Cold Call to City ❑ Mailed Me a Copy ❑ Other ❑ SecureBid City of Southlake RFP190IB200TS190001 Page 10 of 21 RFP Number: RFP1901132O0TS19O0O1 Project Title: Southlake Town Square Parking Garage & Street Sweeping, Power Washing and Porter Services Submittal 3:00 P.M. (CST), Wednesday January 23, 2019 Deadline: Submit electronically* to:`www.securebidusa.com * Requires email account login and password. `.Pro oserInformation: Proposer's Legal Name: Address: Ci , State & Zi FederalEmployers Identification Number Phone Number- E -Mail Address: 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: Signature of Authorized Representative: Signed this (day) of (month), (year) I learned of this Request for Proposals by the following means: ❑ Newspaper Advertisement ❑ City E-mail Notification ❑ Southlake Website ❑ Cold Call to City ❑ Mailed Me a Copy ❑ Other ❑ SecureBid City of Southlake RFP190IB200TS190001 Page 10 of 21 Appendix B — Proposal (continued) I. REQUIRED PROPOSAL INFORMATION. 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 service 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 complete copy of any warranties or guarantees provided by the manufacturer or Proposer with the Proposal submitted.. D. Project Schedule/Delivery Date: Proposer must provide a project schedule noting all projected completion dates for segments of the Project, from start-up 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 City's 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 using the following format: City of Southlake RFP1901B200TS190001 Page 11 of 21 d ( o ijF f k xt�hded�'s F�, Eq [i� ilii ur i'ice' 3�3iI' lis DAILY SERVICES X 365 Manual Sweeping/Blowing for Southlake Town 1 Per Svc. Square per Scope of Services $ $ Manual Sweeping/Blowing for Southlake Town Square East and West Parking Garages per 2 Per Svc. Scope of Services $ $ Manual Sweeping/Blowing for DPS Headquarters Parking Garage per Scope of 3 Per Svc. Services $ $ 4 Per Can Empty 136 Trash Cans per Scope of Services $ $ WEEKLY SERVICES X 52 Power Sweep and Vacuum Southlake Town 1 Per Svc. Square per Scope of Services $ $ Power Sweep and Vacuum Southlake Town Square East and West Parking Garages per 2 Per Svc. Scope of Services $ $ Power Sweep and Vacuum DPS Headquarters 3 Per Svc. Parking Garage per Scope of Services $ $ City of Southlake RFP1901B200TS190001 Page 11 of 21 City of Southlake RFP1901B200TS190001 Page 12 of 21 qqo i'wg NI MONTHLY SERVICES , ` %fj A 4 X 12 I Per Svc. Power Wash Southlake Town Square East and West Parking Garage Stairwells per Scope of Services $ 2 Per Svc. Power Wash Southlake Town Square North and South Entry Stairways and Landings per Scope of Services $ ANNUAL EVENTS I Per Svc. Power Wash Southlake Town Hall Building North and South Entry Stairways and Landings per Scope of Services 2 Per Sq. Ft.. Power Wash Southlake Town Hall Perimeter Sidewalks Edge-to-Edge Including Handicap Ram s and Landings per Scope of Services OPTIONAL AS-REQUESTED SERVICES I Per Sq. Ft. Power Wash Southlake Town Square East and West Parking Garages and DPS Headquarters Parking Garage Edge-to-Edge Including all Parking Spaces and Ramps per Scope of Services $ 2 Per Sq. Ft. Power Wash Southlake Town Hall Perimeter Sidewalks Edge-to-Edge Including Handicap Ramos and Landing per Scope of Services $ 3 Per Sq. Ft. Power Wash Southlake Town Square Paver Crosswalks Edge-to-Edge Including Handicap Ramos and Landing per Scope of Services $ 4 1 Per Sq. Ft. I Power Wash Streets and Sidewalks Edge-to- Edge Including Handicap Ramps and Landings As Requested per Scope of Services $ OTHER VENDOR CHARGES I Per Each Other Vendor Charges. Please Describe: $ $ 2 Per Each Other Vendor Charges. Please Describe: $ $ 3 Per Each Other Vendor Charges. Please Describe: $ $ TOTAL ALL LINE ITEMS City of Southlake RFP1901B200TS190001 Page 12 of 21 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. Ontion Clause: It is agreed that City will have the option to extend the 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 contractor's 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 extend 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 contractor's cost, not profits. Vendors shall show in this quote their anticipated percent of escalation if/when 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 be four percent (4%) per year. The City shall have authority, in its reasonable discretion, to determine the validity of any change in Contractor's 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 Renewal Escalation Percentage........................................................ % SecondRenewal Escalation Percentage........................................................ % Third Renewal Escalation Percentage...................................................... % Fourth Renewal Escalation Percentage...................................................... % 4. Proposer's Experience / Staff A. Proiect Team: Identify all members of the Proposer's 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 Proposer's business has been established and operating. If Proposer's 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: ; and the number of employees City of Southlake - RFP190IB200TS190001 - Page 13 of 21 D. Proiect Related Experience: All Proposals must include detailed information that details the Proposer's experience and expertise in providing the requested services that demonstrates the Proposer's ability to logically plan and complete the requested project. 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: Contact Name: Contact Title: Phone: Email: Date and Scope of Work Provided: Reference #2: Client / Company Name: Contact Name: Contact Title: Phone: Email: Date and Scope of Work Provided: Reference #3: Client / Company Name: Contact Name: Contact Title: Phone: Email: Date and Scope of Work Provided: Reference #4: Client / Company Name: Contact Name: Contact Title: Phone: Email: Date and Scope of Work Provided: City of Southlake RM901B200TS190001 Page 14 of 21 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 Proposer's Social Security Number: # 8. Emergency Business Services Contact Notice During a natural disaster, or homeland security event, there may be a need for the City of Southlake to access your business for products or services after normal business hours and/or holidays. The City may request City employee pick up or vendor delivery of product or services. For this purpose, a primary and secondary emergency contact name and phone number are required. It is critical the vendor's emergency contact information remains current. City shall be contacted by E- mail with any change to a contact name or phone number of these emergency contacts. Updates may be emailed to vendors(�ci.southlake.tx.us. All products or services requested during an emergency event are to be supplied as per the established contract prices, terms and conditions. The vendor shall provide the fee (pricing) for an after-hours emergency opening of the business, if any. In general, orders will be placed using a City of Southlake procurement card (Master Card) or City issued Purchase Order. The billing is to include the emergency opening fee, if applicable. The contractor shall provide the names, phone numbers and fee (pricing), if any, for an after-hours emergency opening of the business listed below. Business Name: Contract #: Description: Primary Contact (Name): Primary Contact Phone Numbers: Home: Secondary Contact (Name): Cell: Secondary Contact Phone Numbers: Home: Cell: After Hours emergency opening fee, if applicable: $ City of Southlake RFP1901B200TS190001 Page 15 of 21 9. 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 RFP 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 entity's debts. Each governmental entity will place their own orders with the successful Bidder and be responsible for ensuring full compliance with the RFP 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. [ ] Yes, Others can purchase [ ] No, Only the City can purchase II. CONTRACT TERMS AND CONDITIONS. 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 terns 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 acceptable 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, 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 Proposer's 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. Assi nments: 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. City of Southlake - RFP190113200TS190001 - Page 16 of 21 C. Liens: Proposer shall indemnify and save harmless the City against any and all liens and encumbrances for all labor, goods, and services which may be provided to the City by Proposer or Proposer's vendor(s), 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 this 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 local laws, ordinances, rules, and regulations. I. Compliance with HB 89: Proposer agrees per HB 89 vendor shall not boycott Israel at any time while providing products or services to the City of Southlake. [ ] Yes, we agree [ ] No, we do not agree J. Compliance with SB 252: Proposer agrees per SB 252 vendor shall not do business with Iran, Sudan or a foreign terrorist organization while providing products or services to the City of Southlake. [ ] Yes, we agree [ ] No, we do not agree 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: Worker's Compensation and Employer's Liability 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 ($1,000,000) Combined Single Limit Bodily Injury and Property Damage on an occurrence basis; 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 ($1,000,000) Combined Single Limit Bodily Injury and Property Damage. City of Southlake RFP190113200TS190001 Page 17 of 21 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. C. Bond Requirements: Prior to the commencement of work on this Project, Proposer shall deliver to the City the following bonds issued by a good and sufficient surety licensed by the State of Texas and satisfactory to the City: A payment bond in the amount of 100% of the total contract amount insuring the full and prompt payment of all persons performing labor and/or furnishing materials in connection with this Project; ii. A performance bond in the amount of 100% of the total contract amount insuring full, faithful, and prompt performance of the responsibilities contained in this contract within the time parameters provided herein. City of Southlake RFP190113200TS190001 Page 18 of 21 Appendix C — Form CIQ WHO: The following persons must file a Conflict of Interest Questionnaire with the City if the person has an employment or business relationship with an officer of the City that results in taxable income exceeding $2,500 during the preceding twelve — month period, or an officer or a member of the officer's family has accepted gifts with an aggregate value of more than $250 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; b. 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 and/or 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; 2. City Manager; 3. Board and Commission members and appointed members by the Mayor and City Council; 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 official was a political contribution, a gift to a member of the officer's family from a family member; a contract or purchase of less than $2,500 or a transaction at a price and subject 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 CIQ) which is available online at www.ethics.state.tx.us 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 asked 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 municipality, 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 contract. 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 statements on fire City's 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 violation. NOTE: The City does not have a duty to ensure that a person files a Conflict of Interest Questionnaire. City of Soathlake - RFP1901B200TS190001 - Page 19 of 21 CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ For vendor or other person doing business with local governmental entity This questionnaire reflects changes made to the law by H.B. 1491, 80th Leg., Regular Session, OFFICEUSEONLY This questionnaire is being filed In accordance with Chapter 176, Local Government Code Date RecePred by a person who has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the person meets requirements under Section 176.006(a). By law this questionnaire must be filed with the records administrator of the local governmental entity not laterthan the 7th business day after the date the person becomes aware of facts that require the statement to be filed. See Section 176.006, Local Government Code. A person commits an offense if the person knowingly violates Section 176.006, Local Government Code. An offense underthis section Ise Class C misdemeanor. jj Name of person who has a business relationship with local governmental entity. 2 ❑Check this box if you are filing an update to previously filed questionnaire. (The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date the originally filed questionnaire becomes incomplete or inaccurate.) 3 Name of focal government officer with whom filer has employment or business relationship. Name of Officer This section (item 3 including subparts A, 6, C & D) must be completed for each officer with whom the filer has an employment or other business relationship as defined by Section 176.001(1-a), Local Government Code. Attach additional pages to this Form CIO as necessary. A. is the local government officer named in this section receiving or likely to receive taxable income, other than investment income, from the filer of the questionnaire? Yes F --- lNo B. Is the filer of the questionnaire receiving or likely to receive taxable income, other than investment income, from or at the - direction of the local government officer named in this section AND the taxable income is not received from the local governmental entity? ElYes F --- ] No C. Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local government officer serves as an officer or director, or holds an ownership of '10 percent or more? FlYes E-1No D. Describe each employment or business relationship with the local government officer named in this section. 4 Signature of person doing business with the governmental entity Date Adopted 0612912007 City of Sca thlake RFP1901B200TS190001 Page 20 of 21 Appendix D — No Intent to Submit Form If your firm has chosen not to submit a proposal 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 item(s) required ❑ Cannot be competitive ❑ Cannot provide Insurance required ❑ Cannot provide Bonding required ❑ Cannot meet specifications highlighted in the attached ❑ Cannot comply with Indemnification request ❑ Job too large requirement ❑ Job too small ❑ Do not wish to do business with the City of Southlake ❑ Other: ❑ Cannot submit electronically Company Name (Please print): Authorized Officer Name (Please print): Telephone: ( Fax: ( City of Southlake RFP190111200TS190001 Page 21 of 21 {2�\\ }�«\� �¥»&^ , ol , 1,11M .7 11 ul,4 T M-rl R ■r A u January 30, 2019 Southlake Leasing & Mgmt, Inc. dba Regent Services 101 St. Louis Avenue Fort Worth, Texas 76104 Attn: Mr. Chaney Russell Subject: Contract Award Notification for Southlake Town Square Parking Garage & Street Sweeping, Power Washing and Porter Services RFP1901 13200TS190001 Dear Mr. Russell: The City of Southlake is pleased to inform you that Southlake Leasing & Mgmt, Inc. dba Regent Services of Fort Worth, Texas is the awarded vendor for "Contract Award Notification for Southlake Town Square Parking Garage & Street Sweeping, Power Washing and Porter Services RFP1901 B200TS190001". The award and this agreement are based on your proposal to the City, copy enclosed. This is a single vendor award contract. Your company's 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 accountspayable a@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, CPPO, CPPB Purchasing Manager City of Southlake 1400 Main Street, Suite 440 Southlake, Texas 76092 tslifka(@ci.southlake.tx.us Contract and Award Accepted: Signed: Mayor Laura Hill City of Southlake Attest: Amy Shelley, TRMC Deputy City Secretary Date: Approved as to Form and Legality: City Attorney Appendix B — Proposal Submittal Checklist: (To determine validity of proposal) Appendix B (pages _10_ through _20j must be included in the proposal submittal Appendix C Conflict of Interest Form (page_20, must be included in the proposal submittal. ✓:Form 129.5 Certificate of Interested Party (page _2, must be included in the proposal submittal. IIB 89 and SB 252 Acknowledgement (page 17, i/ Required Vendor Equipment and Vehicle List Included I learned of this Request for Proposals by the following means: ❑ Newspaper Advertisement ❑ City E-mail Notification ❑ Southlake Website ❑ Cold Call to City ❑ Mailed Me a Copy Y Other ❑ SecureBid City of Southlake RFP1901B200TS190001 Page 10 of 21 RFP Number: RFP1901B200TS190001 Project Title: Southlake Town Square Parking Garage & Street -Sweeping, Power Washing and Porter Services Submittal 1 3:00 P.M. (CST) Wednesday January 23, 2019 ' Deadline: Submit electronically* for www.securebidusa.com * Requires email account login and password. Proposer Information,- Pra oser's.Le al Name: Southlake Leasing & Mgmt, Inc dbalRegent Services Address:, 101 St. Louis Avenue City, State & Zi' Fort Worth, Texas 76104 Federal Employers Identification Number # 20-5975326 Phone Number: 817-984-1761 k"i $17-984-1297 E -Mail Address: crussell@regentsvc.com Proposer Authorization I, the undersigned, have the authority to exdthisal in its entirety assubmitted and enter intoacontract un behalf of the Proposer.Printed Name and Position of Authorized Repan y TSsell, Pdesident Signature of Authorized Representative:Signed fhis�� (day) of (mo I learned of this Request for Proposals by the following means: ❑ Newspaper Advertisement ❑ City E-mail Notification ❑ Southlake Website ❑ Cold Call to City ❑ Mailed Me a Copy Y Other ❑ SecureBid City of Southlake RFP1901B200TS190001 Page 10 of 21 Appendix B —Proposal (continued) I. REQUIRED PROPOSAL INFORMATION. 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 service 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 complete copy of any warranties or guarantees provided by the manufacturer or Proposer with the Proposal submitted. D. Proiect Schedule/Delivery Date: Proposer must provide a project schedule noting all projected completion dates for segments of the Project, from start-up 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 City's 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 using the following format: e t2uiiity seottibf lrodltotsfiCes ' 1a t s , =tlh l Cosfr V DAILY SERVICES X 365 Manual Sweeping/Blowing for Southlake Town 1 Per Svc. Square per Scope of Services $ 81.02 $ 29572.30 Manual Sweeping/Blowing for Southlake Town Square East and West Parking Garages per 2 Per Svc. Scope of Services $ 36.16 $ 13198.40 Manual Sweeping/Blowing for DPS Headquarters Parking Garage per Scope of 3 Per Svc. Services $ 11.04 $ 4o29.6o 4 Per Can Empty 136 Trash Cans per Scope of Services $ 52.00 $ 18980.00 WEEKLY SERVICES X 52 Power Sweep and Vacuum Southlake Town 1 Per Svc. Square per Scope of Services $190.00 $ 9880.00 Power Sweep and Vacuum Southlake Town Square East and West Parking Garages per 2 Per Svc. Scope of Services 1 $ 230.00 $11960.00 Power Sweep and Vacuum DPS Headquarters 3 Per Svc. Parking Garage per Scope of Services 1 $ 85.00 $ 4420.00 City of Southlake RFP1901B200TS190001 Page 11 of 21 "A "AYl MONTHLY SERVICES X 12 1 Per Svc. Power Wash Southlake Town Square East and West Parking Garage Stairwells per Scope of Services $ 385.00 $ 4620.00 2 Per Svc. Power Wash Southlake Town Square North and South Entry Stairways and Landings per Scope of Services $ 125.00 1500.00 ANNUAL EVENTS I Per Svc. Power Wash Southlake Town Hall Building North and South Entry Stairways and Landings per Scove of Services 85.00 85.00 2 Per Sq. Ft. Power Wash Southlake Town Hall Perimeter Sidewalks Edge -to -Edge Including Handicap Ramps and Landings per Scope of Services .03 $ 03 OPTIONAL AS -REQUESTED SERVICES 1 Per Sq. Ft. Power Wash Southlake Town Square East and West Parking Garages and DPS Headquarters Parking Garage Edge -to -Edge Including all Parking Spaces and Ramps per Scope of Services $ .03 2 Per Sq. Ft. Power Wash Southlake Town Hall Perimeter Sidewalks Edge -to -Edge Including Handicap Ramps and Landing per Scope of Services $ .03 3 Per Sq. Ft. Power Wash Southlake Town Square Paver Crosswalks Edge -to -Edge Including Handicap _Ram ps.and Landing per Scope of Services $ .18 4 Per Sq. Ft. Power Wash Streets and Sidewalks Edge -to - Edge Including Handicap Ramps and Landings As Requested per Scope of Services $ 04 OTHER VENDOR CHARGES I Per Each Other Vendor Charges. Please Describe: $ 2 Per Each Other Vendor Charges. Please Describe: 3 Per Each Other Vendor Charges. Please Describe: $ $ TOTAL ALL LINE ITEMS City of Southlake RFP190IB200TS190001 Page 12 of 21 3. 4. 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 the 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 contractor's 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 extend 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 contractor's cost, not profits. Vendors shall show in this quote their anticipated percent of escalation if/when 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 be four percent (4%) per year. The City shall have authority, in its reasonable discretion, to determine the validity of any change in Contractor's 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 Renewal Escalation Percentage........................................................ 0 % SecondRenewal Escalation Percentage........................................................ 0 % Third Renewal Escalation Percentage...................................................... 0 % Fourth Renewal Escalation Percentage...................................................... 0 % Proposer's Experience / Staff A, Project Team: Identify all members of the Proposer's 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 Proposer's business has been established and operating. If Proposer's 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: 20 ; and the number of employees: 158 City of Southlake - RFP190IB200TS190001 - Page 13 of 21 D. Project Related Experience: All Proposals must include detailed information that details the Proposer's experience and expertise in providing the requested services that demonstrates the Proposer's ability to logically plan and complete the requested project. 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 Southlake Contact Name: Contact Title: Kurt Ackermann Facilities Manager Phone: Email: 817-657-8065 kackertnann@ci.southlake.tx.us Date and Scope of Work Provided: Janitorial and related services Reference #2: Client / Company Name: City of Grapevine Contact Name: Contact Title: Chad Hester Facility Service Manager Phone: 817410-3367 Email: chester@grapevinetexas.gov Date and Scope of Work Provided: Janitorial and related services Reference #3: Client / Company Name: Citv of Allen Contact Name: Contact Title. Bobby Trevino Contract Manager Phone: Email: 214-509-3370 btrevino cityofallen.org Date and Scope of Work Provided: Janitorial and related services Reference #4: Client / Company Name: Cardina Real Estate Group, LLC/MARC Group Contact Name: Bruce Jernigan Contact Title: Facilities Manager Phone: 972-506-3876 Email: bruce.jemigan@omcworkplace.com Date and Scope of Work Provided: Janitorial and related services City of Southlake RFP1901B200TS190001 Page 14 of 21. 6. Trade Secrets and/or Confidential Information Trade Secrets and/or Confidential Information: This proposal _ (does) V (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. Federal, State and/or Local Identification Information A. Centralized Master Bidders List registration number: 20-5975326 B. Prime contractor HUB / MWBE registration number: N/A C. An individual Proposer acting as a sole proprietor must also enter the Proposer's Social Security Number: # & Emergency Business Services Contact Notice During a natural disaster, or homeland security event, there may be a need for the City of Southlake to access your business for products or services after normal business hours and/or holidays. The City may request City employee pick up or vendor delivery of product or services. For this purpose, a primary and secondary emergency contact name and phone number are required. It is critical the vendor's emergency contact information remains current. City shall be contacted by E- mail with any change to a contact name or phone number of these emergency contacts. Updates may be emailed to vendors@ci.southIake.tx.us. All products or services requested during an emergency event are to be supplied as per the established contract prices, terms and conditions. The vendor shall provide the fee (pricing) for an after-hours emergency opening of the business, if any. In general, orders will be placed using a City of Southlake procurement card (Master Card) or City issued Purchase Order. The billing is to include the emergency opening fee, if applicable. The contractor shall provide the names, phone numbers and fee (pricing), if any, for an after-hours emergency opening of the business listed below. Business Name: Southlake Leasing & Mgmt, Inc dba/Regent Services Contract #: RFP1901 B200TS190001 Description: Southlake Town Square Parking Garage & Street Sweeping, Power Washing & Porter Svc. Primary Contact (Name): Chaney Russell Primary Contact Phone Numbers: Home: 817 984-1761 Secondary Contact (Name): Delane Miles Secondary Contact Phone Numbers: Home: 817 984-1761 Cell: 817-789-0425 Cell: 817-915-4578 After Hours emergency opening fee, if applicable: S N/A City of Southlake RFP190IB200TS190001 Page IS of 21 9. 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 RFP 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 entity's debts. Each governmental entity will place their own orders with the successful Bidder and be responsible for ensuring full compliance with the RFP 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. [✓j Yes, Others can purchase [ ] No, Only the City can purchase Il. CONTRACT TERMS AND CONDITIONS. EXCEPT WHERE PROPOSER MARES 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 acceptable 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, 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 Proposer's 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. City of Southlake RFP190IB200TS190001 Page 16 of 21 C. Liens: Proposer shall indemnify and save harmless the City against any and all liens and encumbrances for all labor, goods, and services which may be provided to the City by Proposer or Proposer's vendor(s), 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 this 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 local laws, ordinances, rules, and regulations. I. Compliance with HB 89: Proposer agrees per HB 89 vendor shall not boycott Israel at any time while providing products or services to the City of Southlake. [ \/J Yes, we agree [ ] No, we do not agree Compliance with SB 252: Proposer agrees per SB 252 vendor shall not do business with Iran, Sudan or a foreign terrorist organization while providing products or services to the City of Soutblake. [ vJ Yes, we agree [ ] No, we do not agree 3, Ninancial 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: Worker's Compensation and Employer's Liability 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 ($1,000,000) Combined Single Limit Bodily Injury and Property Damage on an occurrence basis; 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 ($1,000,000) Combined Single Limit Bodily Injury and Property Damage. City of Southlake RFP1901B200TS190001 Page 17 of 21. 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. C. Bond Requirements: Prior to the commencement of work on this Project, Proposer shall deliver to the City the following bonds issued by a good and sufficient surety licensed by the State of Texas and satisfactory to the City: A payment bond in the amount of 100% of the total contract amount insuring the full and prompt payment of all persons performing labor and/or furnishing materials in connection with this Project; ii. A performance bond in the amount of 100% of the total contract amount insuring full, faithful, and prompt performance of the responsibilities contained in this contract within the time parameters provided herein. City of Southlake RFP1901B200TS190001 Page 18 of 21 Appendix C — Form CIQ INFORMATION REGARDING VENDOR CONFLICT OF INT REST OIJ TIONNAIR WHO: The following persons must file a Conflict of Interest Questionnaire with the City if the person has an employment or business relationship with an officer of the City that results in taxable income exceeding $2,500 during the preceding twelve — month period, or an officer or a member of the officer's family has accepted gifts with an aggregate value of more than $250 diving 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; b. 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 and/or 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; 2. City Manager; 3.Board and Commission members and appointed members by the Mayor and City Council; 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 filedif the money paid to a local government official was a political. contribution, a gift to a member of the officer's family from a family member; a contract or purchase of less than $2,500 or a transaction at a price and subject 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 CIQ) which is available online at www.ethics.state.tx.us 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 asked 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 municipality, or submits anapplication, 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 contract. 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 fire statements on the City's 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 atter the person received notice of a violation. NOTE: The City does not have a duty to ensure that a person files a Conflict of Interest Questionnaire. City of Southla ke RFP190I B200TS 190001 Page 19 of 21 CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ For vendor or other person doing business with local governmental entity This questionnaire reflects changes made to the taw by H.B, 1491, 80th Leg„ Regular Session. OFFICE USE ONLY This questionnaire is being filed in accordance with Chapter 176, Local Government Code pate Received by a person who has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the person meets requirements under Section 176.006(a). By law this questionnaire must be filed with the records administrator of the local governmental entity not laterthan the 7th business day afterthe date the person becomes aware of facts that require the statement to be filed. See Section 176.006, Local Government Code. A person commits an offense if the person knowingly violates Section 176.006, Local Government Code. An offense underthis section is a Class C misdemeanor. 1 Name of person who has a business relationship with local governmental entity. 2 ❑Check this box If you are filing an update to a previously filed questionnaire. (The law requires that you file an updated completed questionnaire with the appropriate filing authority not tater than the 7th business day after the date the originally filed questionnaire becomes incomplete or inaccurate.) 3 Name of local government officer with whom filer has employment or business relationship. Name of Officer This section (item 3 including subparts A, B, C & D) must be completed for each officer with whom the filer has an employment or other business relationship as defined by Section 176.001(1-a), Local Government Code. Attach additional pages to this Form CIO as necessary. A. Is the local government officer named in this section receiving or likely to receive taxable income, other than investment income, from the filer of the questionnaire? Yes F--] No B. Is the filer of the questionnaire receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer named in this section AND the taxable income is not from received the local governmental entity? Yes F-1No C. Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local government officer serves as an officer or director, or holds an ownership of 16 percent or more? Yes a No D. Describe each employment or business relationship with the local government officer named in this section. 4 Signature of person doing business with the governmental entity Date Adopted 012S12007 City of Southlake RFP1901B200TS190001 Page 20 of 21 CITY OF SOUTHL.AKE ADDENDUM NUMBER # 1 To: All Proposers Date: January 14, 2019 Request for Proposal: RFP1901B200TS190001 Southlake Town Square Parking Garage & Street Sweeping, Power Washing and Porter Services Proposal Due Date: 3:00 p.m., Wednesday January 23, 2019 L Addendum No.]. dated January 14 2019 per Addendum 91, the City of Southlake is answering vendor submitted questions. QUESTION: Pricing Question: Optional As Requested Services Line Items Same question for item 1,2,3,4 Do you just want a per square foot price - or- are we to measure those areas and give a price for entire structure or described area? For instance - item 1 is it X per square foot OR Total structure square footage - 700,000 square feet times X per square foot = $Y The bid says we are to measure the square footages, but the bid only seems to ask for the square foot pricing. Can you clarify? ANSWER: The City is requesting a square foot price for the Optional As -Requested items. Full location cleaning may not be required. No minimum square footage guaranteed for these Optional As -Requested services. 2. There are no other char es 8` V Sharen Jackson Chief Financial Officer City of Southlake In the submission of the' proposal, P poser must acknowledge receipt of this addendum. Proposer shall acknowledge this adden by s' d returning one copy of this notice with their proposal submission. Signed: Dated: _ Compa yName: (_ i4-,� �a Po i,ond,n� r✓1(_m� 'Tale /i�in 1 City Of Sou 106 • Finance Department • 1400 Main Sheer Suite 440 • Swthfake, Texas 70092 817.748.0312 Equipment List Regent Services Name Serial # Model # Whitiker 10066400003614 Whitiker 10066360001344 Powerflite --- 14July06D5 FloorGnnder - jSer#8 7967 CP400 Wet Vac �SN18WD SN18WD Wet Vac04022C0161 --- _ WD17351 Powerflite 22MAR07AK AD15036 Dehumififier 33272 F292 Carpet Fan EX070810088 .. _......--- --- Carpet Fan ---- - - -- - --r-- EX070810715 --- -- - ---- Carpet Fan EX070810697 - - Carpet Fan [missing tag - Steamer --- X04-17444 Wet Vac 10A3237 PF53 Wet Vac 8133067 PF55 Powerflite 33079 Spray Machine 10110582 Kyvac DTRS141150866 Kyvac - - CTR5141150816 Powerflite vac - P08J27080 PF2008 Powerflite vac -- . P08J27086 - ---- PF2008 Echo vac P11012117828 ES -210 Echo vac Toro 310137192 51599 Sand _.blaster -.1--l-I., ............ .. — -- 241-3876 6.5 C.E Power Wash Trailer ---- - - - --- Trash Trailer __ MaxAir Fan BF42BD --- Kobota 78598 RTV 900 W6 -H Rigid Powerwasher JAM045196 RD80701 Lawn Mower Weedeater 1033107M057569 96114000310 Echo weedeater 57281208384 ---------- -.-..- Vacuum ;100653 --- 101336 Chop Saw j168513 D29715 Power Washer GBCT 1152492 390 Power Washer AM2315322 HydroScrubber -.._ 201100419 ANT3C- --- Extractor Power- Flite high speed Power Flite high speed Power Flite vac --1#0113059-0---- Breeze-CN2152 -- #01130590 - --- Diversey Pad Driver 14972114 - 8504-710 Diversey Buffer 00 376154000004696000 ---- 8003-790 Dri- Pod drying Fan1#08940 - -- DRD451 DriPod drying Fan #08931 DRD451 Dri Pod drying Fan #08969 DRD451 Dri- Pod drying Fan #08962 DRD451 Atlas Street Sweepeross 13020447 m : s nnduwdnm¢mm¢dmn¢mnm¢: n sdnaurumm?u:u;¢rzn:onsnxmanmsm:nnun¢snnc:uuuuunnsu:e^.�smr :acmus+.unard�mroas+uuwnnnm nnvnnnmuownunmeusuuexssa�mamnnvsa!rannnmmrcss : neum Client#: 95645 18REGENSER ACORD. CERTIFICATE OF LIABILITY INSURANCE DATEfMYY) L R 1/23/2019M2'01DIV9 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES. NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(hui must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer any rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT NAME. Marsh Wortham cMONENE: Said; 817 336-3030 _ Ac, Na 817 336-6257 1600 West Seventh Street 4/01/2018 Fort Worth, TX 76102-2505 ADDRESS: ET ftEM'ED PREMISES Ea oxunenre 85()()()()D INSURERS) AFFORDING COVERAGE NAIL# INSURERA- Cincinnati Insurance Company 10677 BI/PD Died: $1,000 INSURED INSURER B: Texas Mutual Insurance Company 22945 - Southlake Leasing 8 Management - DBA Regent Services INSURERC: NSURERD: 101 Saint Louis Avenue INSURER E: Fort Worth, TX 76104 INSURER F: COVERAGES GCK IIFIGAIENUMBER- DRVLCInId MI IURCR. THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FORTHE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. L R TYPEOFINSURANCE ADDL INSR SUB POLICY NUMBER POLICY POLICY FEE POUDYEXP � MMmD UMrrs A X COMMERCIAL GENERAL LWBWTY _-1 GI.AIMS-MADE X OCCURpqMAG EPP0239879 4/01/2018 04101/201C EACHOCCURRENCE $1,000,000 ET ftEM'ED PREMISES Ea oxunenre 85()()()()D X BI/PD Died: $1,000 MEDEXP(Anycae roan) $10,000 PERSONAL B AM INJURY $1,000,D00 AGGREGATE LIMIT APjPL�IEIS PER: PRO POLICY L ~'JEGT ` BLOC GENERAL AGGREGATE 52,000,000 GEN'L - i PRODUCTS-COMPIOPAGG 62,000,000 OTHER $ /{ AUTOMOBILE X X LIABILITY ANY AUTO OWNED SCHEDULED AUTOS ONLY AUTOS AUTOS ONLY X p10jT05ONLY EBA0239879 I 4/01/2018 04/01/201 COMBINED SINGLE LIMIT Eaacadarn 1,()00,000 BODILY INJURY (For person) $ BODILY INJURY iPeraccident) $ PROPERTY DAMAGE $ Peraccident S A XUMBRELLA LIAR X OCCUR EPP0239879 4/0112018041011201 EACH OCCURRENCE $10000000 EXCESS UAB CLAIMS -MAGE AGGREGATE $10,000,000 DED I X RETENTION$O $ I B AND EMPSCOMPENSATION AND EMPLOYERS'PART JTY PNY PROPRIETORIPARTNER/EXECUTIVE YIN OFFICERIMEMBER EXCLUDEDY (Mandatory in NH) If yea, describe under DESCRIPTIONOFOPERATIONSbefow N/A TSF0001231967 - 4101/2018 04/011201 X PER OTH- =UIE FE EL. EACH $1,00%000 EL DISEASE-EAEMPLOYEE $1,()DD DDD E.L. DISEASE -POLICY LIMIT I 31,000,000 DESCRIPTION OF OPERATIONS I LOCATIONS 1 VEHICLES (ACORD 101, Additional Remarks Schedule, may be atteclu d if mamapace Is required) Named Insured Continued to read: DFW Facility Maintenance, Inc. Commercial General Liability Coverage Form - GA101TX 09110 Additional Insured by Contract - AA4171 11105 Blanket Waiver of Subrogation - Auto - AA4172 09109 Texas Waiver Of Our Right To Recover From Others Endorsement - WC420304B 06114 (See Attached Descriptions) City of Southlake SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN 1400 Main Street ACCORDANCE WITH THE POLICY PROVISIONS. Southlake, TX 76092 AUTHORIZED REPRESENTATIVE Merah WoMIam. ©1986-2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016103) 1 of 2 The ACORD name and logo are registered marks of ACORD #S1014602/M963478 18CLS CITY OF SOUTHLAKE BID TABULATION FORM Form Prepared By: Tim Slifka for Facilities Date Prepared: 1-28-2019 Contact Name: Contact Number: Physical Address: DEPARTMENT: Finance for Facilities I PROPOSAL DUE: 1/23/2019 RFP #: 11901B200TS190001 Name of Vendor BOSS SYSTEMS LLC BOSS SYSTEMS LLC DR. POWERWASHERS INC. DR. POWERWASHERS INC. SOUTHLAKE LEASING & MGMT, INC. dba REGENT SERVICES SOUTHLAKE LEASING & MGMT, INC. dba REGENT SERVICES NICK BOCKSELL NICK BOCKSELL DUSTIN DOSSEY DUSTIN DOSSEY CHANEY RUSSELL CHANEY RUSSELL 972-704-1812 972-704-1812 903-448-2500 903448-2500 817-984-1761 817-984-1761 2511 MERRELL RD. DALLAS, TEXAS 75229 2511 MERRELL RD. DALLAS, TEXAS 75229 1307W. MAIN ST. STE. B323 GUN BARREL CITY, TEXAS 75156 1307W. MAIN ST. STE. B323 GUN BARREL CITY, TEXAS 75156 101 ST. LOUIS AVENUE FORT WORTH, TEXAS 76104 101 ST. LOUIS AVENUE FORT WORTH, TEXAS 76104 Item Description: DAILY SERVICES X 365 X 365 X 365 Item 1. Manual Sweeping/Blowing for Southlake Town Square per Scope of Services $ 684.00 $ 249,660.00 No Bid No Bid $ 81.02 $ 29,572.30 Item 2. Manual Sweeping/Blowing for Southlake Town Square East and lWest Parking Garages per Scope of Services $ 650.00 $ 127,750.00 No Bid No Bid $ 36.16 $ 13,198.40 Item 3. Manual Sweeping/Blowing for DPS Headquarters Parking Garage per Scope of Services $ 75.00 $ 27,375.00 No Bid No Bid $ 11.04 $ 4,029.60 Item 4. Empty 136 Trash Cans per Scope of Services $ 664.00 $ 242,360.00 No Bid No Bid $ 52.00 $ 18,980.00 WEEKLY SERVICES X 52 X 52 X 52 Item 5. Power Sweep and Vacuum Southlake Town Square per Scope of Services $ 537.00 $ 27,924.00 No Bid No Bid $ 190.00 $ 9,880.00 Item 6. Power Sweep and Vacuum Southlake Town Square East and West Parking Garages per Scope of Services $ 275.00 $ 14,300.00 No Bid No Bid $ 230.00 $ 11,960.00 Item 7. Power Sweep and Vacuum DPS Headquarters Parking Garage per Scope of Services $ 110.00 $ 5,720.00 No Bid No Bid $ 85.00 $ 4,420.00 MONTHLY SERVICES X 12 X12 X 12 Item 8. Power Wash Southlake Town Square East and West Puking Garage Stairwells per Scope of Services $ 910.00 $ 10,920.00 $ 2,537.50 $ 30,450,00 $ 385.00 $ 4,620.00 Item 9. Power Wash Southlake Town Square North and South Entry Stairways and Landings per Scope of Services $ 420.00 $ 5,040.00 $ 932.00 $ 11,184.00 $ 125.00 $ 1,500.00 ANNUAL EVENTS(Per Scope Currently 7 Services) X 7 X 7 X 7 Item 10. Power Wash Southlake Town Hall Building North and South Entry Stairways and Landings per Scope of Services $ 420.00 $ 2,940.00 $ 837.25 $ 5,860.75 $ 85.00 $ 595.00 Item 11. Power Wash Southlake Town Hall Perimeter Sidewalks Edge -to - Edge Including Handicap Ramps and Landings per Scope of Services $ 0.10 $ 0.10 $ 0.10 $ 0.10 $ 0.03 $ 0.03 OPTIONAL AS -REQUESTED SERVICES Per Sq. Ft. Per Sq. Ft. Per Sq. Ft. Per Sq. Ft. Per Sq. Ft. Per Sq. Ft. Item 12. Power Wash Southlake Town Square East and West Parking Garages and DPS Headquarters Parking Garage Edge -to -Edge Including all Parking Spaces and Ramps per Scope of Services $ 0.06 $ 0.06 $ 0.115 $ 0.115 $ 0.03 $ 0.03 Per Sq. Ft. Per Sq. Ft. Per Sq. Ft. Per Sq. Ft. Per Sq. Ft. Per Sq. Ft. Item 13. Power Wash Southlake Town Hall Perimeter Sidewalks Edge -to - Edge Including Handicap Ramps and Landing per Scope of Services $ 0.10 $ 0.10 $ 0.10 $ 0.10 $ 0.03 $ 0.03 Per Sq. Ft. Per Sq. Ft. Per Sq. Ft. Per Sq. Ft. Per Sq. Ft. Per Sq. Ft. Item 14. Power Wash Southlake Town Square Paver Crosswalks Edge -to - Edge Including Handicap Ramps and Landing per Scope of Services $ 0.15 $ 0.15 $ 0.12 $ 0.12 $ 0.18 $ 0.18 Per Sq. Ft. Per Sq. Ft. Per Sq. Ft. Per Sq. Ft. Per Sq. Ft. Per Sq. Ft. Item 15. Power Wash Streets and Sidewalks Edge -to -Edge Including Handicap Ramps and Landings As Requested per Scope of Services $ 0.06 $ 0.06 $ 0.095 $ 0.095 $ 0.04 $ 0.04 Per Sq. Ft. Per Sq. Ft. Per Sq. Ft. Per Sq. Ft. Per Sq. Ft. Per Sq. Ft. Item 16. Other Vendor Charges $ - $ - $ - $ - $ - $ - Item 17. Other Vendor Charges $ - $ - $ - $ - $ - $ - Item 18. Other Vendor Charges $ - $ - $ - $ - $ - $ - INITIAL TOTAL 1 SERVICE PER CONTRACT $ 4,745.47 $ 713,989.47 $ 4,307.28 $ 47,495.28 $ 1,280.53 $ 98,755.61 Did not bid all items Did not bid all items Item 19. First Renewal Escalation Percentage 2.0% 2.0% 3.0% 3.0% 0% 0% Item 20. Second Renewal Escalation Percentage 2.0"Gi 2.0% 2.0% 2.0% 0% 0% Item 21. Third Renewal Escalation Percentage 2.0°/0 2.0% 1.0% 1.0% 0% 0% Item 22. Fourth Renewal Escalation Percentage 2.0"/" 2.0% 0.5% 0.5% 0% 0% Item 23. First Renewal $ 4,840.38 $ 728,269.26 $ 4,436.50 $ 48,920.14 $ 1,280.53 $ 98,755.61 Item 24. Second Renewal $ 4,937.19 $ 742,834.64 $ 4,525.23 $ 49,898.54 $ 1,280.53 $ 98,755.61 Item 25. Third Renewal $ 5,035.93 $ 757,691.34 $ 4,570.48 $ 50,397.53 $ 1,280.53 $ 98,755.61 Item 26. Fourth Renewal $ 5,136.65 $ 772,845.16 $ 4,593.33 $ 50,649.51 $ 1,280.53 $ 98,755.61 Total All Years 1 Service $ 24,695.62 $ 713,989.47 $ 22,432.82 $ 47,495.28 $ 6,402.65 $ 98,755.61 Total All 5 Years Contract All Services $ 3,715,629.88 $ 247,361.00 $ 493,778.05 NOTE TO PURCHASING MANAGER: NONE Full 5 Year Contract Value ONLY BID POWERWASHING ONLY BID POWERWASHING Full 5 Year Contract Value Powerwashing Only. Full 5 Year Contract Value Request award to Southlake Leasing & Mgmt dba Regent Services for the following reason(s): X Low Bid Delivery Time _X_ Other _BEST VALUE_ EVALUATION MATRIX Fill in solicitation number here RFP # 1901 B200TS1 90001 EVALUATION SCORES: This portion of the matrix is used to determine evaluation points based on the the evaluation of the responses received. Highest evaluation score receives maximum number of points. Fields in red are variable. All others are computed. Points to be awarded: 80 ("$EVALPOINT ) 1.331 Raw Points Enter Offeror Name Below Evaluation Received BOSS SYSTEMS 24.03 45.244 DR. POWERSASHERS (Did not Bid All Items) 11.34 21.351 SOUTHLAKE LEASING & MGMT dba REGENT SERVICES 80.000 SERVICES 42.49 80.000 Lowest Raw Evaluation 11.34 ("$LOWEVAL) Highest Raw Evaluation 42.49 "$HIGHEVAL" FINAL SCORE: This portion of the worksheet is used to determine the award based on evaluation points and price points. POINTS Evaluation Price Total RECOMMENDATION Offeror BOSS SYSTEMS 45.244 1.331 46.575 DR. POWERSASHERS (Did not Bid All Items) 21.351 20.000 41.351 SOUTHLAKE LEASING & MGMT dba REGENT SERVICES 80.000 18.674 98.674 Recommend Award Page 1