Item 4D MemoCITY OF
SOUTHLAKE
MEMORANDUM
(March 1, 2011)
To: Shana Yelverton, City Manager
From: Robert H. Price, P.E., Director of Public Works
Subject: Approve annual renewal of Town Square street sweeping
contract with Mid - Cities Sweepers Plus, Inc.
Action
Requested: Renew street sweeping contract for Town Square public streets
and parking garages with Mid - Cities Sweepers Plus in the amount
of $64,488.84.
Background
Information: As a part of the City's responsibility for maintenance within Town
Square, we manage the contract for street sweeping the public
streets and the two parking garages within the Town Square
development. This contract also provides for the daily emptying of
all the trash containers within Town Square. Council approved the
contract award for Mid - Cities on April 20, 2010, and must renew
this contract before April 20, 2011.
Sealed bids were solicited last year for a new service agreement to
include the new two -story parking garage at the Central DPS facility
and all additional trash containers added since the original bid in
2005. Prices for the services under this contract are for service
every day of the week throughout the year. The contract with Mid -
Cities allows for an annual increase in cost of 4 %, however, Mid -
Cities is not requesting an increase. The annual unit prices for
these services shall remain at:
Public Street Sweeping $29,362.84
Public Parking Garages Sweeping $ 8,008.00
DPS Parking Garage Sweeping $ 9,100.00
Empty 125 Trash Containers $18,018.00
TOTAL $64,488.84
Inland Southwest reimburses the City for 91.75% of the cost to
provide sweeping service for the public parking garages. This
contract may be renewed for four additional years if the city is
satisfied with the services provided.
Financial
Considerations: Funding for these services is available in the operating budget of
the Streets and Drainage division.
Strategic Link: These services link to the city's strategy map relative to focus areas
of Infrastructure and Partnership. The specific corporate objectives
that are met by these services are to provide quality customer
service and to collaborate with select partners to implement service
solutions.
Citizen Input/
Board Review: N/A
Legal Review: N/A
Alternatives: The City Council may approve or deny this contract.
Supporting
Documents: Aerial exhibits of service areas in the contract
Renewal packet
Staff
Recommendation: Renew street sweeping contract for Town Square public streets
and parking garages with Mid - Cities Sweepers Plus in the amount
of $64,488.84
Staff Contact: Robert H. Price, P.E., Public Works Director
Cristina A. McMurray, C.P.M., Assistant to the Director of PW
Public Streets and Parking Garages include in this contract.
whem lips
I Celal Ave.
00,
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0— OF
SOUTHLAKE
0
February 10, 2011
Mid - Cities Sweepers Plus Inc.
1223 Corporate Dr. E. Suite C
Arlington, Texas 76006
ATTN: Mr. James R. Corder
Subject: Option to Extend Notification for RFP1002B360CM100004 PROVIDE SWEEPING SERVICES FOR
CITY OF SOUTHLAKE TOWN SQUARE
Dear Mr. Corder:
The City of Southlake is providing notification they intend to extend the contract, pending City Council approval,
resulting from your RFP1002B360CM100004 PROVIDE SWEEPING SERVICES FOR CITY OF SOUTHLAKE
TOWN SQUARE copy included for Fiscal Year 2011. This extension shall become effective after City Council approval
(CC Award date ) and shall continue in full force based on the terms and conditions of the initial award.
Additionally as a condition of contract renewal a price adjustment may be requested by the vendor and considered by the
City. In support of a price adjustment, vendor may submit documentation as to the need of the price adjustment. Requests
for price adjustments 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 vendor's cost, not
profit. You have indicated your company will not be requesting a pricing increase at this renewal therefore the original
terms and conditions shall be as provided in the original procurement documents.
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 RFP DOCUMENT
Term of Contract:
Shall be effective for twelve months from date of renewal and is eligible for up to three more
one year renewals per original documents
City Contact:
CRISTINA McMURRAY 817 - 748 -8650
Send all billing to:
City of Southlake
1400 Main Street, Suite 440, Accounts Payable
Southlake, TX 76092
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
Purchasing Manager
City of Southlake
1400 Main Street, Suite 440
Southlake, Texas 76092
tslifka(a)ci. southlake.tx.us
Phone / Fax: 817.748.8312 / 817.748.8048
File (2 copies)
Renewal Approved
John Terrell
Mayor, City of Southlake
Date
1400 Main Street, Suite 440 Southlake, Texas 76092
Timothy Slifka
From: Cristina McMurray
Sent: Thursday, February 10, 2011 1:17 PM
To: Timothy Slifka
Cc: Bob Price
Subject: FW: Town Square Contract Renewal
Ti m,
Mid cities is not requesting a rate increase. Please see email below. Thank you, Cristina
Cristina A. McMurray, C.P.M
Assistant to the Director
City of Southlake
1400 Main St., Suite 320
Southlake, TX 76092
(817) 748 -8650 (office)
(817) 748 -8077 (fax)
From: Victoria Chittam
Sent: Thursday, February 10, 2011 10:17 AM
To: Cristina McMurray
Subject: FW: Town Square Contract Renewal
From: James Corder [mailto:midcities @sbcglobal.net]
Sent: Thursday, February 10, 2011 10:16 AM
To: Victoria Chittam
Subject: Re: Town Square Contract Renewal
Victoria, We are holding our price the same. That won't be a problem. Thanks so much and stay warm. Jimmy
Corder
On Thu, 2/10/11, Victoria Chittam < vchittann (a;ei.soutlhlrike.tx.us wrote:
From: Victoria Chittam < vchittam �,ci.southlake.tx.us
Subject: Town Square Contract Renewal
To: "'midcities @sbcglobal.net "' < midcities2csbc,lobal.net >
Date: Thursday, February 10, 2011, 9:42 AM
Mr. Corder:
I am working with Cristina McMurray on the Town Square Contract Renewal for the City Council,
and we are need to know if you are expecting a price increase for this year. As any increase has to be approved
by council we would also need justifications for any increases if you they are expected.
Thank you,
Victoria Chittam
Intern
Public Works Department
City of Southlake
1400 Main Street, Suite 320
Southlake, TX 76092
817 - 748 -8637
April 21, 2010
Mid- Cities Sweepers Plus, Inc.
1223 Corporate Dr. E. Suite C
Arlington, Texas 76006
ATTN: James R. Corder
Subject: RFP1002B360CM100004 PROVIDE SWEEPING SERVICES FOR CITY OF SOUTHLAKE TOWN
SQUARE
Dear Mr. Corder:
The City of Southlake is pleased to inform you that Mid - Cities Sweepers Plus, Inc., of Arlington, Texas is the awarded vendor for
"RFP1002B360CM100004 PROVIDE SWEEPING SERVICES FOR CITY OF SOUTHLAKE TOWN SQUARE" The award and
this agreement are based on your submitted proposal to the City RFP1002B360CM100$04, 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
April 20,_2
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 purchasing 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
available for up to four, one year annual renewals per proposal language.
City Contact: CRISTiNA McMURRAY 817 -746 -8650
Send all billing to: City of Southlake
1400 Main Street, Suite 440, Accounts Payable
Southlake, TX 76092
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 O'
Purchasing Manager
City of Southlake
1400 Main Street, Suite 440
Southlake, Texas 76092
tslifka(a)ci.southlake.tx.us
Phone / Fax: 817.748.8312 / 817.748.8048
Contract a ward Accepted:
Signed:
Mayor John Terrell
DATE: g1 - L10
Cc: Originator
1400 Main Street, Suite 440 Southlake, Texas 76092
Appendix B — Proposal
Pro osees Legal Name:
Address:
f; Q
State & Zi
T
�� LS
Federal Employees
Identification Number #
a 3 to D-1 3
Phone Number:
- y Q°
Fax Number;
8 k - 1 - kAO - 1a� O
FrW Address:
Proposer Au*o 6n
1, the undersigned, have the authority to execute this Proposal in its entirety as submitted and eater into
a contract on behalf of the Proposer.
Printed Name and Position of Ai
Signalum of Authorized Represe
Signed this 17r a day) of
I learned of this Request for Proposals by the fbMwing means:
❑ Newspaper Advertisement
❑ Southlake Website
❑ Mailed Me a Copy
Lf City E-mail Notification
❑ Cold Call to City
❑ Other
CYO OfSonflileke - RFP10020360CM300004 - Page 7 of 26
Subm ittal Checklist: (To determine validity of proposal)
Appendix B (pages through Attachment A ) must be included in the proposal submittal
Appendix C (page _14 must be included in the proposal submittal.
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 MAST SUBMITALL OF THE FOLLOWING INFORMAHfON:
1. Proposed Products and/or Services
A. Product or Sgndgc 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 2gHfi bons: 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. P Meet 5ohedulwDeliyga 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. Pr_ icing 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:
PLEASE COMPLETE PRICING ON ATTACHED PERFORMANCE
SPECIFICATIONS/CONTRACT FOR SWEEPING SERVICES AT CITY OF
SOUTHLAI E TOWN SQUARE
3. Term of Contract and Option to Extend:
Any contract resulting fro>n this RFP shall be effective for twelve months from date of pwoord.
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.
City of Senthlake - RFP1002B360CM200004 - Page 8 of 26
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 ADDITIONAL YEAR (FY 10-11) ESCALATION ........................... 1 4
SECOND ADDITIONAL YEAR (FY 11 -12) ESCALATION ...............» - ° L%
THIRD ADDIMONAL YEAR (FY 12 -13) ESCALATION ......................... %
FOURTH ADDITIONAL YEAR "13-14) ESCALATION ......................... � %
4. Proposer's Experience 1 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 tames 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: A and the number of
employees:.
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
Proposees ability to logically plan and complete the requested project.
City of Southhae - RFP1002B360CM100004 - Page 9 of 26
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 7,9 d e d /� ?/� f ,�
��✓7 h
Contact blame: 3r 1
Contact Title: a
1
l'H: q 40 ?.,.. ,� ,.� :A "
Email:
Date and Scope of Work Provided:
* Work
Reference #Z:
Client / Comp an Name:
Gr �- t p-
Contact r3ame•
Co Ti `
�:
Email:
Date and Scope of Provided:
* Work
Reference #3:
Client / Compan Name :.�
Contact Name:/) �� �
Coma itl q��
PH: P 17 - 4,4 -- 9' 0 -
Email:
Date and Scope of Work Provided:
Reference 44:
Client / Company e:
Con dame ce
Contact
�r
gH: � l �•7.. , �r•- f� �
Email:
Date and Scope of Work Provided:
a
City ofSouthlake - RFP1002B360CM100M - Page 10 of 26
6. Trade Secrets andlor Confidential Information
Trade Secrets and/or Confidential Information: This proposal _ (does) Y (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: .. P J
AA J� j ---fJ 4 —
B. Prime contractor RUB/ MWBE registration number: A
C. An individual Proposer acting as a sole propri tT must also enter the Proposer's Social
Security Number: # - - I I ]
H. CONTRACT TERMS AND CONDITIONS EXCEPT WHERE PROPOSER MAKES
SPECIFIC EXCEPTION IN THE SUBMITTED PROPOSAL, ANY CONTRACT
RESULTING FROM TMS RFP WILL CONTAIN 7ZW FOLLOWLNG TERMS AND
CONDITIONS, K CH PROPOSER HEREBY AAWOWZ"GES, AND TO WlffCH
PROPOSER AGREES BYSUBA9777NGA 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. LNarran 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 DeIivem or ,Perftnaugg If Proposer fails to deliver acceptable goods or services
within the timefrarnes 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
E. Ind Mendent 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.
CW of South take - RFP1002B360CM100004 - Page 11 of 26
F. 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.
G. L.,igns 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.
H. Gratuities / Bribes Proposer certifies that no bribes in the form of entertainment, gifts, or
otherwise, were offered or given by the successfW 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
I. 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.
J. 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.
K. 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.
L. Compliance with Applicable Law Proposer agrees that the contract will be subject ta,
and Proposer will strictly comply with, all applicable federal, state, and local laws,
ordinances, rules, and regulations.
3. Financial Responsibility Provisions
A. Insurance The Proposer, consistent with its status as an independent contractor, shall carry,
and shall require any of its subcontractors to carry, at least the following insurance in such
form, with such companies, and in such amounts (unless otherwise specified) as City may
require:
i. 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
($1,000,000) Combined Single Limit Bodily Injury and Property Damage.
C ty of Southhke - UP1062B368CM100004 - Page 12 of 26
B. Indemnification Proposer agrees to defend, indemniry and hold harmless the City, all
of its officers, Council members, agents and employees from and against all claims,
actions, suits, demands, proceedings, costs„ damages and liabilities, including reasonable
attorneys' fees, court costs and related expenses, arising out of, connected with, or
resulting from any acts or omissions of Proposer or any agent, employee, subcontractor,
or supplier or Proposer in the execution or performance of this contract without regard
to whether such persons are under the direction of City agents or employees.
City of'SouthWe - RFP1002B360CM100004 - Page 13 of 26
:-t<` r CERTIFICATE OF LIABILITY INSURANCE �7E�(MNlr
1 1`16 rtn I F•1L.M 1 c 1.7 100ur-IJ no M MM 1 i cn LA' tr4runMM I ILA% LJI%L 1 "mnLr %,vnr'Cno t %V nnen I a ur%m a rite %.cn I rrn. "l.O . i e1t�
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW_ THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER($), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT- If the cert lt - rc$te holler IS an ADDITIONAL INSURED, the pall lea) muM be andorsed. If SUBROGATION IS WAIVED, subject to
the terms and conditions of the polity, certain policies may require an endorsement. A statement on this cartiflcate does not confer rfohb to the
certHlcate holder in lieu Of Such endorsementfs).
PRODUCER
Higginbotham & Associates Inc.
McKinney Insurance Group
EO Box 3097
McKinney TX 75070
INSURED
Mid Cities Sweepers Plus
1223 Corporate Drive East
Ste C
Arlington TX 76006
AFFORDING COVERAGE
nnfrrdAn 1%e0'r1e1n_ATC I on 1'3nco A 70 or-wiCInM RJ11e11Mrp.
THIS IS TO CERTIFY THAT THE POLICIES 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 CONTRACT OR OTHER DOCUMENT WITH RESPECTTO
WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, WE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT
TOALL THE TERMS, EXCLUSIONS AND CONDITIONS OF 6UCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
AWL SUBF1 P
P 1 O Rl
21
A
YP
TEOFINBURANCE
GENERAL LIABILITY
K COMMERCIAL OENERALLIA13ILlTV
CLAMS-MADE FOCCUR
V0
POLICYNUMBER
04CC20649830
D
6/19/2009
MID
6/19/2010
DARITB
JEACHOCCURRENCE
$1,000,000
PRE
$200,000
MEDEXP(Any real)
$10,000
PERSONAL & ADV INJURY
$1, 000 , 000
GENERAL AGGREGATE
$2,000,000
GENLAGGREGATE LIMIT APPLIES PER:
POLICY F 7 P LOC
PRODUCTS•COMPIOPAGG
$2.000,000
$
8
AUTOMOBILELIA131UTY
X ANY AUTO
ALLOWNEDAUTOS
SCHEDULEDAUTOS
HIREDAUTOS
NOR-OWNED AUTO
02SA41377730
6/19/2009
611912010
COMBINEDeiNGLELIMIT
(Ea sadden)
$1,000,000
BODILY INJURY (Per person)
$
130DILY INJURY (PWaocldW)
$
PROPERTY DAMAGE
(Paracckbnt
$
$
8
C
X
UMBRELLAUAD
E(CESSI"
X
OCCUR
CLAIM64AADE
016U41220420
6/19/2009
6/19/2010
EACHOCCURRENCE
$2,000,000
AGGREGATE
$2,000,000
DEDUCTIBLE
RETENTION 8
$
$
D
WORKERS COMPENSATION
AND EMPLOYERS' UABILrrY Y IN
ANYPROPFUETOWPARTNERIEX£COTI[VE :]
OFFICERMEMSER EXCLUDED?
(Mandatory In NFq
II ye 9, desalbo under
DY=8CRIPTICN0FOPEHAROEV5bebW
NIA
SBPDOD1135385
8/29/2009
8/29/2010
1 TOOL M 1 % ER
E.LEACHACCIDENT
$500,004
E.L. DISEASE -EA EMPLOYE
$500,000
E,L.DISEASE - POLICYLMFr
$590,000
DSSCRIPTIONOFOPERATIONS /LOCATIM$Iv6HICLFS ( Atl4rh ACORD Isi AddldanelRwarksScheduk ,Iltnotaapacatarequlrad)
SHOULD ANY OFTHE ABOVE DE&CRIB50 POLICIES BE CANCELLED
BEFORE THE EXPIRATION DATE THEREOF. NOTICE WILL BE DELIVERED
IN ACCORDANCE WITH THE POLICY PROVISION&
City of South Lake
Attn: Tim Slifka, Purchasing Manager
1400 Main, Ste 400 AUTHOR¢EDREPRESEIITATIVE
South Lake TX 76092 f'`
® f 9n•2ae ACORD CORPORATION. All rlahte reserved.
ACORD 25 (2009109) The ACORD rime and logo are registered marks of ACORD
Appendix C — Form CIQ
INFORMA270N RF'G1" VENDOR CONFLICT 0FI T QUESnlOANUM
WHO: A person must file a conflict of interest questionnaire with the City if the person has a
employment car business ielatiienship with an oilf'icer of the City Heat results in tuxuble income
cxcwdiurg 52.,500 during the preceding twelve month period, or art officer or a member of the
officces tinnily bas accepted gigs with an aawgatc value of more than $250 during the
previous twelve monde period and the pemm engages in any of the following actions:
1. oontmots or seeks to contract for the sate or pm dum of property, goods, or services with
the City, including any of the following:
a written and implied contracts, utility purchases, Pump orders, credit carol
Purchases med any purchase of goods and services by the City;
b. contracts for ft purchase or salt of real property, personal property including an
auction ofproperty;
c. tax abatement and sccmomic development agrnaments;
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 fax abatement and/or economic development incentive that will result in a
contract withthe City.
THE FOLLOWING ARE CONSIDERED OFFICMS OF THR CITY:
1. Mayorand City Council Members;
2. City Manager.
3. /Doerr and Commission members appointed by the Mayor or City Council members;
4. Din clots of 4A and 4H development corporations;
5. the in=utive directors or managers of 4A and 4S development corporations; and
6. Director., of the City of Soutbhake who have authority to sign contracts on behalf ofthe
city.
EXCLUSIONS. A questionnaire statement treed not be filed if ttre money paid to a local
government officer was a political contribution, a gilt to a member of the ofl`cces family from a
family member; a comract or purchase of less than $2,500 or a transaction at a price and subject
tivk4mntaWu9lNraucu�m�an�aprae 176.Aeeerune�tClQ992bQrdae � � ��P3
City of South lake RFP1002W601CMI00004 - Page 14 of 26
to terms available to the public, a payment for food, lodging, transportation or asatainment; or
A transaction subjed to raft or fee regulation by a governmental entity or agency.
WRAT. A person or business that contracts with the City or wbo seeks to contract with the City
must file a "conflict of Interest questionnaire" (FORM CIO) which is available online at
www.cthimstate.tK.uj and a copy of whieb is attached to this Guidelines. The form contains
mandatory disclosures regarding "employment or business reladordtips" with a municipal
officer. Officials may be asked to clarify or Interpret various portions of the questionnaire_
WHEAL: The person or business must file:
I. 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, conrspondence, or other writing related to a potential contract or
agreement with the City, and
2. an updated qucstionnake 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 bidd or proposal results in a contract. The statute
requires a vendor to file a FORM CIQ at the time a pwposal is submitted or negotiations
comrnclim
WHERE: The vendor or potential vendor must mail or deliver it oompkk d questionnaire to the
Finanee Ilepartment The Aarsee Deperlg wmi k mgrubwd by law to past the aWam niv an ire
City's internee "Odle.
ENFORCRMENT: Failure to file a questiostuaire is a class a misdemeanor punishabic by a fine
not to exceed $500. It is an exception to prosecution that the person files a DORM CTQ 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_
w:�a�u s wt as .utc>netVt I MAMG,m«aUQ.av7le Aoc
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City ofSoaihh*e - RFP1002B360CM100004 - Page 15 of 26
CONFLICT OF INTEREST QUESTIONNAIRE FORM C10
For vtertdar or other person deh V business with h=1 gavartumml entity
lints gneslinntmtrn rn>teep etlragee meal ao the low 6y HA 1481, ssih Lop„ Wpgw 6etri
01FROUSEONLY
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BY lswrthisgmforuteitemusibeflladvAhtherer n% adminishWorol the locelgovernmorUl
erditynWl 029tlwt7thbusinessdayallerthedatathopersonbeeonmawareofiWaft
that requirethe WaNvordtobefilud. Sao Sectlon176 .006, Local CiovemmaniCode.
A person commit an affansa d rho puma knowingly violates Samar 17&006. Loral
Gov emment Cod An olfenseunderthis sac6ou is &Claws C mbidrmaanor.
1 Nmrteor erson who lies alf usinmrerellonship %ith local govemmemaient*
lv
ofleakinis box 11youref hmenasdmwapreviouSly RrndgctenrinnAstr@.
A.._.!
(TM faW r1WJWs that ypu fits 0* updated completed questionnaire won Ihe< appmpoate t!llImp auftriH not
ulef gten Iha r1h pwrnaes day silents caw th0 orlpinelty lied Rua lonmft hemmer Inoenglsto ar lnsceurate.)
Neovemme tamorvamvmomotamas6mptoymeatmerushressreman ".
Name olOtAcer
TWs sadroa (Morn k f icludinp suhpartr A. 0, C d O) most h6 t minted rom H¢h alriaer Mth wholn the Sor has an
employmant or oiler business reWanshfjo M daftmd W & Local Ummrneat Coda Atlaah addlliuml
pages to this Fom1 CIO as aeconw.
A. Is the loml gouamnlem ot%arn>oM to this semlon receiving or t ellp to receive tauable (norm. othsrthen tnveskma
moon from the filer of the qu ttlomahe7
M Yes M ate
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WKUon of the 1=1 gov4murreal Meer tramW In this section AND the taxable Inoo ns Is rtat arena ea from the rocal
VWlenunentat ahltw
ED Yet
a is the Mer m We gtreefioeri We enployed by ;p corpotatbn or other aselness arty vier respect to, which the local
gMMMont of V Hives M an after o dimckw, or holds on ownership or 10 pareent or moral
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Pops 3 of3
City of Souibluke - RFPl002B360CMJ00004 - Page 16 of 26
`�. A D — No Intent to Submit Form
If your firm not to submit a bid for this procurement, please complete
submit to:
City of Sout
Purchasing artm of Finance
1400 Main S 4�(1
5outhlake, T
Please cheeat a� ply:
❑ Do not sell the item(s) required
❑ Cannot be competitive
❑ Cannot meet specifications highlighted in
request /
form and
Cannot provide Insurance required
❑ Cannot provide Bonding required
comply with Indemnification
❑ Job too barge ❑.lob too
Q Do not wish to do business th the City of Southlake ❑ Other:
COMPANY NAME
Authorized
print):
Name (Please print):
Pax: (
Clay ofSnahlake - "P1002B360CM100004 - Page 17 of 26
ATTACHMENT `A'
19 CITY Or
SOUTH LA ICE
TEXAS
Performance Specifications /Contract
for Sweeping Services at City of Southlake Town Square
Scope of Work: The contractor shall provide the following services at Southlake Town
Square* every day of the week for the term of this contract:
• Sweep public streets, including blowing of all gutters between
wheel stops, blowing of all comers, and sweeping all curb line
with curb broom. (see attached map Exhibit 1);
• Sweep entire level surface of all levels, four (4) story public
garages at two (2) locations (1451 Federal & 351 State Street),
ensure all debris removed from corners, and stairwells; (see
attached reap Exhibit 2)
• Sweep entire level surface of all levels, two (2) story private
garage at one (1) location (600 State Street). Ensure all debris
is removed from corners and stairwells; (see attached map
Exhibit 2);
• Empty all trash cans and replace all trash can liners in Town
Square and four (4) parks total of 125 (no matter how full or
empty the contractor finds the care). Clean up any spills
resulting from tom liners. Replace with liners of minimum 5
mil thickness, low density, with star shaped bottom. (see
Exhibit 2);
Additional Requirements:
• All work shall be completed during non - business hours (I2
a.m. until 5 a.m.).
• The successful contractor is responsible for disposal of all trash
collected.
• Alf employees shall wear company uniform and identification
while on city property;
• All vehicles shall be clearly identified with company name;
• All equipment shall be in good condition and free of leaks.
Contractor is responsible for any cleanup of hydraulic oil or
fluids.
• Vendor shall provide a current vehicle and equipment
inventory list detailing the Make, Model, Year, and Quantity of
the equipment available for this project.
*See attached maps for all areas to be serviced.
City ofSouthkke - UP1002B360CM100004 - Page 18 of26
Insurance
The Contractor will carry Workmen's Compensation Insurance, Public Liability and
Property Damage Insurance, and Automobile Insurance sufficient to provide adequate
protection against damage claims which may arise from operations under this Contract in
compliance with the following:
Contractors Insurance: Without limiting any of the other obligations or liabilities of the
Contractor, during the term of the contract, the Contractor and each subcontractor, at their
own exeense, shall purchase and maintain the herein stipulated minimum insurance with
companies duly approved to do business in the State of Texas and satisfactory to the
Owner. Certificates of each policy shall be delivered to the Owner More any work is
started, along with a written statement from the issuing company stating that said policy
shall not be canceled, non- renewed or materially changedd without 30 days advance
written notice being given to the Owner, except when the policy is being canceled for
nonpayment of premium, in which case 10 days advance written notice is required. Prior
to the effective date of cancellation, Contractor must deliver to the Owner a replacement
certificate of insurance or proof of reinstatement. A model Certificate of Insurance is
illustrated herein. Coverage shall be of the following types and not less than the specified
amounts:
(a) workers' compensation as required by Texas law, with the policy endorsed
to provide a waiver of subrogation as to the Owner; employer's liability
insurance of not less than $100,000 for each accident, $100,000 disease- -
each employee, $500,000 disease - policy limit.
(b) commercial general liability insurance, includin independent contractuas
liability, completed operations and contractual liability covering, but not
limited to, the liability assumed under the indemnification rovisions of
this contract, fully insuring Contractor's (or subcontractor's liability for
injury to or death of Owner's employees and third parties, extended to
include personal injury liability coverage with damage to property of third
parties, with minimum limits as set forth below:
General Aggregate
Products -- Components/
Operations Aggregate
Personal and Advertising Injury
Each Occurrence
Fire Damage (any one fire)
Medical Expense (any one person)
$1,000,000
$1000,000
1600,000
$600,000
$50,000
$5,000
The policy shall include coverage extended to apply to completed operations,
asbestos hazards (if this pro ect involves work with asbestos) and XCU
( explosion, collapse and underground) hazards. The completed operations
coverage must be maintained for a minimum of one year after final completion
and acceptance of the work, with evidence of same filed with owner.
(c) comprehensive automobile and truck liability insurance, covering owned,
h' and non -owned vehicles, with a combined bodily injury and
property damage minimum limit of $600,000 per occurrence; or separate
limits of $250,000 for bodily injury (per person), $500,000 bodily injury
(per accident) and $100,000 for property damage. Such insurance shell
include coverage for loading and unloading hazards.
CW ofSoutklake - RM062B350CM100004 - Page 19 of 26
Owner's Protective Liability Insurance: Contractor shall obtain, pay for and maintain
at all times during the prosecution of the work under this contract, an Owner's protective
Iiability insurance policy naming the Owner as insured for property damage and bodily
injury, which may arise in the prosecution of the work or Contractor's operations under
Os contract. Coverage shall be on an "Occurrence" basis, and the policy shall be issued
by the serve insurance company that carries the Contractor's liability insurance with a
combined bodily injury and property damage minimum limit of $600,000 per
occurrence and $1,0,000 aggregate.
"Umbrella" Liability Insurance: The Contractor shall obtain, pay for and
maintain umbrella liability insurance during the contract term, insuring Contractor
for an amount of not less than $1,000,000 per occurrence combined limit for
bodily injury and properly damage that follows form and applies in excess of the
primary inability coverages required herein above. The policy shall provide "drop
down" coverage where underlying prirnary insurance coverage limits are
insufficient or exhausted. Owner and Engineer shall be named as additional
insured.
Policy Endorsements and Special Conditions:
(a) Each insurance policy to be furnished by Contractor shall include
the following conditions by endorsement to the policy:
(1) name the Owner and the Engineer as an additional insured
as to all applicable coverage;
(2) each policy shall require that 30 days prior to the
cancellation, non - renewal or any material change in
coverage, a notice thereof shall be iven to Owner by
certified mail. If the polio is canceled for nonpayment of
premium, only 10 days written notice to Owner is required;
(3) the term Owner" shall include all authorities, boards,
bureaus, commissions, divisions, departments and offices
of the Owner and individual members, employees and
agents thereof in their official capacities, and/or while
acting on behalf of the Owner; .
(4) the policy phrase "other insurance" shall not apply to the
Owner where the Owner is an additional insured on the
policy; and
(S) all provisions of the contract eoneeming liability, duty and
standard of care together with the indemnification
provision, shall be underwritten by contractual liability
covcrage sufficient to include such obligations within
applicable policies.
(b) Insurance furnished by the Contractor shall be in accordance with
the following requirements:
(I) any policy submitted shall not be subject to limitations,
conditions or restrictions deemed inconsistent with the
intent of the insurance requirements to be fulfilled by
Contractor. The Owner's decision thereon shall be final;
Cif), ofSoafhtake - RM002S360CM100004 - Page 20 of 26
(2) all policies are to be written through companies duly
licensed to transact that class of insurance in the State of
Texas; and
(3) all liability ?olicies required herein shall be written with an
"occurrence basis coverage trigger.
(c) Contractor agrees to the following:
(1) Contractor hereby waives subrogation rights for loss or
damage to the extent same are covered by insurance.
Insurers shall have no right of recovery or subrogation
against the Owner, it being the intention that the insurance
policies shall protect all parties to the contract and be
primary coverage for all losses covered by the policies;
(2) companies issuing the insurance policies and Contractor
shall have no recourse against the Owner for payment of
any premiums or assessments for any deductibles, as all
such premiums and deductibles are the sole responsibility
and risk of the Contractor;
(3) approval, disapproval or failure to act by the Owner
regarding any insurance supplied by the Contractor (or an
subcontractors) shall not relieve the Contractor of full
responsibility or liability for damages and accidents as set
forth in the contract documents. Neither shall the
banluptcy, insolvency or denial of liability by the
insurance company exonerate the Contractor from liability;
and
(4) no special payments shall be made for any insurance that
the Contractor and subcontractors are required to carry; all
are included in the contract price and the contract unit
prices.
Any of such insurance policies required under this section
may be written in combination with any of the others,
where legally permitted, but none of the specified limits
may be lowered thereby.
The Contractor shall furnish the Owner with satisfactory proof that he has provided
adequate insurance coverage in amounts and by approved carriers as required by these
contract documents.
Questions should be directed to Jeff Parrack, via e-mail ( iparracic(a�ci.southlake.tx.us) or Cristina
McMurray at cmcmurra ci.southlake.tx.us or (817) 748 -8098.
PROPOSAL SCHEDULE
The undersigned bidder having thoroughly examined the contract documents, including
specifications, the site of the project, maps and understanding the amount of work to be done and
the prevailing conditions, hereby proposes to do all the work, furnish all labor, equipment, and
material, except as specified to be furnished by the city, which is necessary to fully complete all
of the work as provided in the plans and contract documents and subject to inspection and
City OfSonowe - UP1002B364CM106004 - Page 21 of 26
approval by the City of Southlake, Teus, and binds himself upon acceptance of this Proposal to
execute a contract. Contractor proposes to do the work within the time stated and for the
following sums:
UNIT ONE;
All work required by the specifications, including labor and materials to perform the
following in Southlake Town Square seven days per week:
• Sweep public streets, including blowing of all gutters between
wheel stops, blowing of all corners, and sweeping all curb line
with curb broom. (see attached map Exhibit 1 for locations);
UNIT ONE TOTAL: $ , � week for 52 weeks $ -Q q 3 4v -:2, 8y
UNIT TWO:
All work required by the specifications, including labor and materials to perform the
following in Southlake Town Square seven days per week:
• Sweep entire level surface of all levels, four (4) story public
garages at two (2) locations (1451 federal & 351 State Street),
ensure all debris removed from corners, and stairwells; (see
attached map Exhibit 2 for locations);
UNIT TWO TOTAL: $ % 00 per week for 52 weeks = $ g r
UNIT THREE:
All work required by the specifications, including labor and materials to perform the
following in Southlake Town Square seven days per week:
• Sweep entire level surface of all levels, two (2) story private
garage at one (1) location (DPS Central Facility -- 600 State
Street). Ensure all debris removed from corners and stairwells;
(see attached map Exhibit 2 for locations);
UNIT THREE TOTAL: $ , . t~ v er week for 52 weeks = $ / ` j
UNIT FOUR:
All work required by the specifications, including labor and materials for emptying all
trash cans and replacing all trash can liners seven days per week
City ofSoaddake - RFP1002B360CM100004 - Page 22 of26
• Empty all trash cans and replace all trash can liners in Town
Square and four (4) parks; total of 125 (no matter bow full or
empty the contractor finds the can). Clean up any spills
resulting from torn liners. Replace with liners of minimum 6
mil thickness, low density, with star shaped bottom. (see
attached map Exhibit 2 for locations); p
UNIT FOUR TOTAL: $ 3 V b ' or week for 52 weeks = $ C7 o a
If additional trash mqa cles are added to Town Square in the future, they will be
charged at $ per unit, per week.
UNIT ONE TOTAL:
UNIT TWO TOTAL:
UNIT THREE TOTAL:
UNIT FOUR TOTAL:
TOTAL, BID:
C;29,136a f 19 5/
$ . - 1?00 F, tea
$
Bidder will be chosen based on lowest responsible bid. The intent is to award this contract to one
bidder. Within ten (10) days after acceptance of this Proposal, the undersigned will execute the
formal contract.
The undersigned assures that its employees and applicants for employment and those of any
labor organization, subcontractors, or employment agency in either furnishing or referring
employee applicants to the undersigned are in compliance with all applicable regulations.
The bidder agrees to begin said service on May 1, 2010 and continue service through April 30,
2011. The contract may be canceled by either party for any reason upon thirty (30) days written
notification; however, the City may terminate this contract immediately, upon written
notification, for unsatisfactory performance by the successful bidder. Upon termination, a final
accoundrig will be made of the fees payable to the successful bidder. The City's good faith
determination of the amount due in this regard shall be final and binding between the contracting
patties. The successful bidder shall not be entitled to lost or anticipated payments in the event of
the City's exercise of such a right.
This agreement may be extended for four additional one year periods if written notice to extend
the agreement is executed by both parties not later than thirty (30) days prior to the expiration of
the then current contract period.
CIO of Southh4e - RFP1002B360CM100004 - Page 23 of 26
The City reserves the right to withhold any payment or partial payment otherwise due the
Contractor for any unsatisfactory performance or damage by the Contractor. This amount shall
be withheld until such work is corrected. If the City is dissatisfied with the quality of the
Contractor's performance, or if the Contractor fails to comply with the terms of this Agreement,
the City shall so inform the Contractor in writing, noting all areas of dissatisfaction and the
Contractor shall correct the deficiencies within 24 hours after receipt of the notice. If the
Contractor fails to correct the deficiencies within the said period or Contractor receives more
than one such notice for the term of this agreement, the City may elect to:
a. Perform the services itself, or obtain others to perform the services, in which the City
may recover those costs by deducting that mount from the Contractor's monthly invoice;
and/or,
b. Terminate the Agreement immediately by giving written notice to the Contractor.
Termination by the City under this section shall be in addition to all other remedies that
the City may have against the Contractor.
Resp ally submitted
By r �/�
(Signature)
(Printed Name) --
Title
.Address
(SEAL) If bidder Corporation
City ofSoulklake - R"1002B360CM100004 - Page 24 of 26
♦lfl1/ M
ALL PUBLIC STREETS
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♦ ALL TRASH CANS ---125 TOTAL
MY ofSouthlake - RFPI@02B360CVI100004 - Page 26 of 26
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