Loading...
Item 4H MemoCITY OF 5OUTHLAKE MEMORANDUM (February 4, 2020) To: Shana Yelverton, City Manager From: Rob Cohen, Director of Public Works Item 4H Subject: Approve a contract renewal 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: Approve a contract renewal 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. On February 19, 2019, City Council awarded this contract to Southlake Leasing and Management dba Regent Services with four one-year renewal options; this is the first of four renewal options. This contract includes: daily sweeping of the two parking garages and the public streets within the Town Square development; daily sweeping of the DPS Headquarters' parking garage; monthly power washing of the north and south entry of Town Hall; power washing of the parking garage stairwells; and daily emptying of all trash containers within Town Square. Financial Considerations: Southlake Leasing and Management (Regent Services) will not increase their pricing for this period of performance, February 2020 through February 2021. Historically the City has spent $106,314 annually for these services with the expectation that the same amount will be spent for the upcoming service period. Additionally, RPAI Southwest Management reimburses the City for 91.75% of the maintenance expenses associated with the Town Square parking garages. Page 1 of 2 Item 4H Staff is requesting that City Council authorize up to $125,000 in expenditures with this vendor should the need arise for additional services on an as need basis. Funding for these services is available via the General Fund from FY 2020 Facilities Operating Budget. Expenditures will not exceed budgeted funds. Strategic Link: This item links to the City's Strategy Map strategic focus areas of Infrastructure and Partnerships & Volunteerism. It specifically relates to the City's Corporate Objectives, 132: Collaborate With Select Partners To Implement Service Solutions, and F2: Invest To Provide & Maintain High Quality Public Assets. Citizen Input/ Board Review: None. Legal Review: The City Attorney reviewed original proposal documents as to form. Alternatives: The City Council may approve or deny the contract renewal. Staff Recommendation: Approve a contract renewal 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. Supporting Documents: Attachment A: Contract extension documents Staff Contact: Rob Cohen, Director of Public Works Kyle D. Hogue, P.E., Deputy Director/City Engineer Hunter Harris, Project Manager Page 2of2 CITY OF SOUTHLAKE 91 January 17, 2020 Southlake Leasing and Management dba Regent Services 101 St. Louis Avenue Fort Worth, Texas 76104 Attn: Mr. Chaney Russell Subject: Notification of Contract Renewal for Southlake Town Square Parking Garage & Street Sweeping, Power Washing and Porter Services RFP190IB200TS190001 Dear Mr. Chaney: The City of Southlake is providing notification of contract renewal, pending City Council approval, for "Southlake Town Square Parking Garage & Street Sweeping, Power Washing and Porter Services RFP 1901B200TS190001". This renewal shall become effective February 19, 2020 and after City Council approval (CC Award date ) and shall continue in full force based on the terms and conditions of the initial award. The terms and conditions proposed and accepted in this renewal agreement are as follows: Payment Terms: Net 30 days (Unless otherwise noted — such as pre- and/or partial payment) Method of Payment: Shall be made by purchasing card or purchase order. Delivery Terms: FOB Destination Delivery Locations: IF STATED IN RFB DOCUMENT Term of Contract: Shall be effective for twelve months from date of renewal and is eligible for up to four (4) additional one (1) year annual renewals. City Contact: KURT ACKERMANN 817-748-8102 Send all billing to: City of Southlake 1400 Main Street, Suite 440, Accounts Payable Southlake, TX 76092 or Email: accountspayable(&ci.southlake.tx.us Other Charges: The City of Southlake is a tax-exempt municipal corporation and is exempt from all federal, state, and local sales taxes. All other specifications, terms and conditions shall be as provided in the original procurement documents. No other attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an authorized representative of the City of Southlake. Thank you for participating in our procurement process. Please call 817-748-8312 with any questions. Sincerely, Tim Slifka Purchasing Manager CPPO, CPPB City of Southlake 1400 Main Street, Suite 420 Southlake, Texas 76092 tslifka(a)ci. southlake.tx.us Fax: 817-748-8048 Contract Renewal Accepted: Signed: Mayor Laura Hill City of Southlake Attest: Amy Shelley, TRMC City Secretary Date: Approved as to Form and Legality: City Attorney 1/17/2020 Ci.southlake.tx.us Mail - Fwd: Street Sweeping Contract Renewal IDS©UTHLAKE Timothy Slifka <tslifka@ci.southlake.tx.us> Fwd: Street Sweeping Contract Renewal Lydia Ruiz <Iruiz@ci.southlake.tx.us> To: Timothy Slifka <tslifka@ci.south lake.tx.us> Here you go. Lydia Ruiz Public Works Admin City of Southlake 1400 Main Street, Suite 320 817-748-8098 ---------- Forwarded message --------- From: Lydia Ruiz <Iruiz@ci.southlake.tx.us> Date: Wed, Jan 8, 2020 at 1:32 PM Subject: Fwd: Street Sweeping Contract Renewal To: Timothy Slifka <tslifka@ci.south Iake.tx.us> Hi Tim, Fri, Jan 17, 2020 at 9:24 AM Regent's contract for Street Sweeping is coming up for renewal. The email chain below indicates there will be no increase in cost from Regent. Do you need anything else to proceed in renewing their contract? Also, will you be handling the council item? If so, please let me know how I may assist you. Thank you, Lydia Ruiz Public Works Admin City of Southlake 1400 Main Street, Suite 320 817-748-8098 ---------- Forwarded message --------- From: Kurt Ackermann <kackermann@ci.southlake.tx.us> Date: Mon, Jan 6, 2020 at 12:07 PM Subject: RE: Street Sweeping Contract Renewal To: Chaney Russell <Chaney@regentsvc.com>, Lydia Ruiz <Iruiz@ci.south lake.tx.us> Thanks Chaney. Lydia, Tim can use this email from Mr. Russell, stating Regent Services will not be increasing their pricing for the Street Sweeping contract this year. Kurt Ackermann Facilities Manager https://mail.google.com/mail/u/0?ik=1 dc9780fd9&view=pt&search=all&permmsgid=msg-f%3Al655989505017100573&dsqt=l &simpl=msg-f%3Al6559... 1/4 1/17/2020 Ci.southlake.tx.us Mail - Fwd: Street Sweeping Contract Renewal City of Southlake 600 State Street #2010 Southlake, Texas 76092 (p) 817-748-8102 (f ) 817-748-8667 (c) 817-657-8065 kackermann@ci.southlake.tx.us From: Chaney Russell [mailto:Chaney@regentsvc.com] Sent: Monday, January 6, 2020 11:43 AM To: Kurt Ackermann Subject: Re: Street Sweeping Contract Renewal Hey Kurt, Everything is good as is on our end, no increase needed Thanks, Chaney Russell Regent Services Sent from my Phone On Jan 6, 2020, at 10:28 AM, Kurt Ackermann <kackermann@ci.southlake.tx.us> wrote: Chaney, The Southlake City Street Sweeping contract is due for renewal, will Regent Services be making any pricing changes ? Kurt Ackermann Facilities Manager City of Southlake 600 State Street #2010 Southlake, Texas 76092 (p) 817-748-8102 https://mail.google.com/mail/u/0?ik=1 dc9780fd9&view=pt&search=all&permmsgid=msg-f%3Al655989505017100573&dsqt=l &simpl=msg-f%3Al6559... 2/4 1/17/2020 Ci.southlake.tx.us Mail - Fwd: Street Sweeping Contract Renewal (f ) 817-748-8667 (c) 817-657-8065 kackermann@ci.southlake.tx. us From: Lydia Ruiz[mailto:lruiz@ci.southlake.tx.us] Sent: Monday, January 6, 2020 10:20 AM To: Kurt Ackermann Cc: Hunter Harris Subject: Re: Street Sweeping Contract Renewal Do you know if Regent will be increasing their cost? I can coordinate with Tim regarding this contract. Lydia Ruiz Public Works Admin City of Southlake 1400 Main Street, Suite 320 817-748-8098 On Mon, Jan 6, 2020 at 10:17 AM Kurt Ackermann <kackermann@ci.southlake.tx.us> wrote: FYI I believe Regent Service's Street Sweeping Contract renews this month, see attached. If not already done, do we need to get with Tim to get it prepped for Council, and put on the agenda ? Kurt Ackermann Facilities Manager City of Southlake 600 State Street #2010 Southlake, Texas 76092 (p) 817-748-8102 (f ) 817-748-8667 (c) 817-657-8065 kackermann@ci.southlake.tx.us https://mail.google.com/mail/u/0?ik=1 dc9780fd9&view=pt&search=all&permmsgid=msg-f%3Al655989505017100573&dsqt=l &simpl=msg-f%3Al6559... 3/4 1/17/2020 Ci.southlake.tx.us Mail - Fwd: Street Sweeping Contract Renewal <Executed Street Sweeping and Other Services Contract - Regent Services - 2019-02-20.pdf> https://mail.google.com/mail/u/0?ik=1 dc9780fd9&view=pt&search=all&permmsgid=msg-f%3Al655989505017100573&dsqt=l &simpl=msg-f%3Al6559... 4/4 Attachment B ORIGINAL DOCUMENT �� CITY OF SOUTHLAKE Council Action. -&N Ord./Res. No. �'— Date Approved 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 RFP1 901 13200TS1 90001 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 RFP1901B200TS190001". 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 -Al S R—. 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 oC-.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 `0 O •......,.• F i� 1400 Main Street, Suite 440 �� 5"•••• �. Southlake, Texas 76092 �' r :�f tslifka(a)ci.southlake.tx.us Attest _ � Amy Pelley, TRMC t Contract and Aw r Acce ted: Deputy City Secretary Signed: Date: 9 Approv a F a L i,'',',I►ll*1�* �```` Mayor Laura Hill City of Southlake City Attorne W+` AJ! ITV 2 ,10 • O ��'� �l�ti�l:►A i2�SI�t11 ,tat ,83: Aro Appendix B — Proposal Submittal Checklist: (To determine validity of proposal) ✓ Appendix B (pages _10^ through: 20, must be included in the proposal submittal +✓ Append x C Conflictof 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 ? ✓ Required Vendor Equipment and Vehicle List Included the i i RFP Number: RFP1901B200TS190001 Project fitle: Southlake Town Square Parking Garage & Street Sweeping, Power Washing and Porter Services Sub>Knittal { 3:00 P.M. (CST), Wednesday 23, 2019 ,h -eadline: } nesY Janua r3' :Submit electronically* to w+vaecureb►idusacom Reuses email ac ount,lq z i and pass rd ,Pro Deer Information. Pro sees Ise 1Name: Southlake Leasing & Mgmt, Inc dbalRegent Services Address:: 101 St. Louis Avenue Ci , State.441 .: Fort Worth, Texas 76104 Federal Emplayers . 110 lificatton Nu ` A: 20-5978326 PhOtkiNum§er: 817-9841761 817-9841297 E Mail Address: crussellCregentsvc.com Proposer Anthoriza i . 4 the undersigned, have the authority to execute this Prop al in its entirety as stibmitted:and enfer:into a contract oin behaii of.the Proposer. printed Nam and Position: of Authorized Representaby. Char€. sell; Pfesldent Signature ofAuthori��zejjd Representative:: of (r»onth),(year) I learned of this Request for Proposals by the following means: ❑ Newspaper Advertisement ❑ Southlake Website ❑ Mailed Me a Copy ❑ SecureBid City of Southlake - ❑ City E-mail Notification ❑ Cold Call to City Other RFP1900200TS190001 - Page 10 of 21 Appendix B — Proposal (comusued) L REOUIRED PROPOSAL INFORMATION. I7V 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 FOLLOWINVG 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: �i'+FS�VLL`i)tSIJ 5 y{t 5 W d � C'6 ,r•�x,.F. 4 d '{ ql r Non �` ; f a r " II(4c�jt` r i vet �. iW.M �i''"4�, s�•.r +4 ff�.dr�i'��4 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 $ 4o29.50 4 1 Per Can Empty 136 Trash CansSco a of Services $ 52.00 $ 18980.DD .per WEEKLY SERVICES X 52 Power Sweep and Vacuum Southlake Town I. 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. I Scope of Services $ 230.00 $11960.00 Power Sweep and Vacuum DPS Headquarters 3 Per Svc. Parking Garage per Scope of Services $ 85.00 $ 4420.00 City of Southlake - UP190113200TS190001 - Page 11 of 21 .`� ,� Malt ! µ4J' S r i�E^ r }��'!t �r5tis.oa..n, f,, ��y, �'4(P -q7 Q Xr .t Y' I' "'r . n i 'rs i rs r i a F k; .>15 5 1 , r; .f; ' r 31 •. . 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 I Per Svc. Power Wash Southlake Town Hall Building North and South Entry Stairways and Landings per Scope 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 I Per Sq. I 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 Ramps and Landing r 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 Ofher Vendor Charges. Please .Describe: $ $ 3. Per Each Other Vendor Charges. Please Describe: $ $ ,],SJ,,e`rir ftf .jSfiY tb,! - TOTAL ALL LINE ITEMS h��R3:I.�#S< $ 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 ofthe 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 cosi, 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 Unon 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. FirstRenewal Escalation Percentage........................................................ 0 % Second Renewal Escalation Percentage........................................................ 0 % ThirdRenewal Escalation Percentage...................................................... 0 % Fourth Renewal Escalation Percentage .............................. ............. 0 Proposer's Experience / Staff k 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 - RFP1901B200TS190001 - 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 Tide: Kurt Ackermann Facilities Manager Phone: Email: 817-657-8065 kackermann 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: 817-410-3367 Email: Chester@grapevinetexas.gov Date and Scope of Work Provided: Janitorial and related services Reference #3 Client / Company Name: "ify 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) \/ (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. Centraaed.Master Bidders List registration number: 20-5975326 B. Prime contractor BUB/ 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 vendors0mi.southlake.u.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 9841761 Cell: 817-789-0425 Secondary Contact (Name): Delano Miles Secondary Contact Phone Numbers: Home: 817 984-1761 _ Cell: 817-915-4578 After Hours emergency opening fee, if applicable: $ N/A City of Southlake - RFP190IB200TS190001 - . 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. JvJ 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. Asst mg_nents: 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. [ vJ 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. [ A Yes, we agree [ j 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; 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 - RFP190IB200TS190001 - 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, connectedwith, 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: i. 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 SouthIake - RFP1901B200TS190001 - 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: I . 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 C[Q) which is available online at www.eth.ics.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 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 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 Southlake - RFP1901.B200TS190001 - Page 19 of 21 CONFLICT OF INTEREST QUESTIONNAIRE FORM CIO For vendor or other person doing business with local governmental entity This questionnaire reflects changes made to the taw by H.B. 1491, 84th Leg., Regular Session. OFFICEUSEONLY This questionnaire is being filled in accordancewith Chapter 176, Local GpvernmentCode DateReceh*d 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 tinder Section 176.006(a). Bylaw this questionnaire must be filed with the records administrator of the local governmental entity not later than 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 under this section is a Class C misdemeanor. ji 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. F] (The law requires that you file an updated completed questionnaire with the appropriate filing authority not tater than the 7th business day atter 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 176.00'1(1-9), Local Government Cade. 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? E] Yes 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 received from the local governmental entity9 aYes 1J 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? F]Yes 0 N D. Describe each employment or business relationship with the local government officer named in this section. 4 Signature of person doing business with the govemmental entity Date Adopted 06/2912007 City of Southlake - RFP1901.B200TS190001 - Page 20 of 21 CITY OF soUTHLAI<E 19 ADDENDUM NUMBER # 1 To: All Proposers Date: January 14,201-9 Request for Proposal: RFP190IB20MI90001 Southlake Town Square Parking Garage & Street Sweeping, Power Washing and Porter Services Proposal Due Date: 3:00 p.m., Wednesday January 23, 2019 1. Addendum questions. dated J submitted questannary 14 2019 per Addendum #1, the City of Southlake is answering vendor s, 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 I is it X per square foot OR Total structure square footage - 700,000 square feet times X per square foot = Sy 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 ebaugg_ Sharen Jackson Chief Financial Officer City of Southlake In the submission of tVproposal, oser must acknowledge receipt of this addendum. Proposer shall acknowledge this adden b s' d returning one copy of this notice with their proposal submission. Signed: Name: Dated: _ 0/- dgy- j J — fd Gift' of SOUM/Ae • Ffnenoe Depelfaw t ' f 400 Abb Skeet Suite 440 • Sodhfake, Texas 76082 817.748 8312 Equipment List Reixent Services Name I Serial # Model # Whitiker _ 11_0066400003614 I Whitiker 1100_663600_01344- _ - Powerflite--- 114Ju1y06D5--- - Floor Grinder jSer #8-7967 MWO Wet Vac SN18WD - SN18WD Wet Vac 04022CO161 WD17351 Powerflite 22MAR07AK AD15036 Dehumififier 33272 F292_ Carpet Fan—_� –------- EX0708100_8_8 Carpet Fan ---1EX070810697 EX070810715- Carpet Fan ----._�--_._ ----. i Y�- ---- v- Carpet Fan Imissingtag _._-_. Steamer X09-17444 -_ Wet Vac IOA3237 PF53 Wet Vac 8D3067 _.-- PF55 _ -- Powerflite _- 33079 Spray Machine 10110582 Kyvac DTRS141150866 - - -- _- Kyvac --- CTRS141150816 - ----- Powerflite vac--_--�- P08J27080_ PF_2008 Powerflite vac POBJ27096 --�-- -PF2008 Echo vac P11012117828 ES -210 Echo vac Toro 310137192 -- 51599 Sand blaster _ I241-3876 6.5 C.E Power Wash Trailer --- �- --- Trash Trailer _ Max Air Fan- V42BD- Kobota 78598 RTV 900 W6 -H Rigid Power washer AM_045196 RD80701 Lawn Mower Weedeater _ 033107MOS7569 - - 96114000310 Echo weedeater 572812083847 ' SMR -210 Vacuum_ 1100653 101336 Chop Saw - 168513 _ D28715 Power Washer GBCT-1152492 ____ -------- ----...- - --- 390 Power Washer AM2315322 Hydro Scrubber 201100419 I ANT3C Extractor Power-Flite high speed Power-Flite high speed Power-Flite vac Breeze - CN2152 #01130590 - - Diversey Pad Driver 4972114 8504-710 Diversey Buffer 376154000004696000 8003-790 Dri- Pod drying Fan ry--n F �----- 940 _....._._------ Dri- Pod drying Fan #08931 ------ DRD451 Dri- Pod drying Fan #08969 DRD451 Dri- Pod drying Fan #08962DRD451 Power Boss Atlas Street ---------- - ...- - -- ....-- ---- ---- --... - Sweeper 13020447 1 smsnunw:¢rtu:rsmtum>artuumrxnunnsuum�tuEtct�ssawrnnnAacrui�trertsaw�rnnurmmutiaaw nuouswwnwnnmurrnuuuzaa�mermnusu:Aersnuuimtunasmtxuinasmeww Client#: 95645 18REGENSER ACORD. CERTIFICATE OF LIABILITY INSURANCEDATE(MWDDA-Yriq 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, 1/23/2019 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(les) must have ADDITIONAL INSURED provisions or be endorsed. H 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 Wonham PHONE AiC. No 817 336-3030 817 336-8257 1600 West Seventh Street E.MNL Fort Worth, TX 76102-2505 AaoRESS: INSURERS) AFFORDING COVERAGE NYC d INSURER A: Cincinnati Insurance Company 10677 INSURED Southlake Leasing 8 Management INSURER B: Texas Mutual Insurance Company 22945 INSURER C: DBA Regent Services INSURERD: 101 Saint Louis Avenue INSURER E - Fort Worth, TX 76104 INSURER F: THIS IS TO CERTIFY THAT THE POUCIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE 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. LTR TYPE OF INSURANCE DIR N V POLICY NUMBER MOLICYEFF I CYEXP DMS A X COMMERCIAL GENERAL LIABILITY EPP0239879 01/2018104/01/2019 $1,000,000 CLAIMS -MADE OCCUR �EgAUCHHOOCTCURRENCE PREMISES EaE ox9. $500,000 X SUPD Ded: $1,000 MED EXP Am one rson $10,000 PERSONAL & AOV INJURY $1,000,000 GEN'LAGGREGATE LIMIT APPLIES PER. PRO - XI F GENERAL AGGREGATE S2,OOg000 POLICY I JECT LOC PRODUCTS-COMPIOPAGG s2.000,000 OTHER: $ A AUTOMOBILE LIABILITY EBA0239879 0410112018 04101/20is COMBI14EDSI LIMITWe 1,000,000 ANY AUTO accidand BODILYINJURY(Perperson) s Ix AUTOS ONLY AUTOODULEDBODILY INJURY (Paraccidentl $ ALRTOS ONLY X NON -OWNED AUTOS ONLY PROPERTY DAMAGE $ (Per devil S A X UMBRELLA LIAS X fOCCUR EPP0239879 0410112018�0410112019 EACH OCCURRENCE $10,000,000 EXCESS LIAB CLAIMS -MADE AGGREGATE $10,000,000 DED I X RETENTIONSO $ B COMPENSATION TSF0001231967 4/01/2018 04/01/201 X PER GTI+ AND EMPLOYERS' UABUJTYSTATUTF ANDWORKERSEMPLOYERS' YIN OFFICERJMEMBER EXER ANY PROPRIEFORIPqR7N ERIEXECUTIVE CLUDED? D N I A F -L EACH ACCIDENT $1.000.000 (Mandatory In NH) E.L. DISEASE- EA EMPLOYEE $1.000.000 If yes, desaibe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $1,000,000 DESCRIPTION OF OPERATIONS I LOCAMORS I VEHICLES (ACORD 101, AddlUdnal Remarks Schedule, may be attached If mare space is required) Named Insured Continued to read: DFW Facility Maintenance, Inc. Commercial General Liability Coverage Form - GA101TX 09110 Additional Insured by Contract - AA4171 11/05 Blanket Waiver of Subrogation - Auto - AA4172 09109 Texas Waiver Of Our Right To Recover From Others Endorsement - WC420304B 06/14 (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 Irarah Nkidham, '.. e dvAlon d Merah USA Urc ©1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016/03) 1 of 2 The ACORD name and logo are registered marks of ACORD #S1014602/M963478 18CLS