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Item 4BCITY OF SOUTHLAKE MEMORANDUM (March 20, 2012) 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, 2012. Sealed bids were solicited in 2010 for a new service agreement to include the two -story parking garage at the Department of Public Safety Headquarters and all additional trash containers added around Town Square 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, and has not requested an increase since the original award. 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. The original contract may be renewed for four additional years if the city is satisfied with the services provided. This is the second renewal. Please note that this contract under consideration is for the street sweeping in the Town Square development only Street sweeping for the remainder of the city is performed by Flagship, Inc. under an Inter local Agreement with the City of Grand Prairie, Texas. Street sweeping services are performed year round as part of the city's annual Storm Water program as a Best Management Practice. 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 high quality customer service, to collaborate with select partners to implement service solutions, and to invest to provide and maintain high quality public assets. 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. a� 4 Not included in co of contra ct: 4 Q �` a •fie t — 'ti e West [ Gal arfe p - a fr � �. � �rCSSpeFt S& � . � r ' Fasl t' r f ' r _..- Main St. s f � R R . V : Trash containers included in this contract. t, I . -• '—' Gararye _ East vc r�y`�w� � '�� �� "spy "••YE m � CITY ClF SOUTHLAKE February 29, 2012 9 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 RFP100213360CM100004 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 2012. This extension shall become effective April 20, 2012 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. 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 two (2) more one (1) 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 or accountspayable(a)ci.southlake tx us Other Charges: The City of Southlake is a tax exempt municipal corporation and is exempt from all federal, state, and local sales taxes. All other specifications, terms and conditions shall be as provided in the original procurement documents. No other attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an authorized representative of the City of Southlake. Thank you for participating in our procurement process. Please call 817.748.8312 with any questions. Sincerely, Tim Slifka, Purchasing Manager, CPPB City of Southlake 1400 Main Street, Suite 440 Southlake, Texas 76092 tslilka(@ci.southlake.tx.us Phone: 817 - 748 -8312 Fax: 817- Date 1400 Main Street, Suite 440 Southlake, Texas 76092 1/9/12 Ci.southlake.tx.us Mail - FW: Southlake Contract Renewal I3 C rY OF -%UTHLAK.E Timothy Slifka <tslifka @ci.southlake.tx.us> FW: Southlake Contract Renewal 2 messages Cristina McMurray <cmcmurray @ci.southlake.tx.us> Mon, Jan 9, 2012 at 9:23 AM To: Timothy Slifka <tslifka @ci.southiake.tx.us> Tim, per your request please see email below. Thank you, Cristina From: midcities(cbsbcolobal net [mailto: midcities(@sbcglobal net Sent: Monday, January 09, 2012 9:20 AM To: Cristina McMurray Subject: Re: Southlake Contract Renewal G00dm0rniI1& we have no increases. Price will remain the same. Thank you, Sent from my Verizon Wireless BlackBerry From: Cristina McMurray < cmcmurraaci.soIW%ke tx.us Date: Mon, 9 Jan 2012 09:13:59 -0600 To: < midcities&sbcglobalnet > Subject: Southlake Contract Renewal Good morning Jim, We will be wanting to renew the Southlake street sweeping contract this year. Will you be requesting any price changes to the contract? Thank you, Cristina https:Hmail.google.com /mail / ?ui= 2 &ik =1 dc9780fd9 &view =pt &search = inbox... 1/2 1/9/12 Ci.southlake.bcus Mail - FW: Southlake Contract Renewal Cristina A. McMurray, CPM Assistant to the Director City of Southlake 1400 Main St, Suite 320 Southlake, TX 76092 Timothy Slifka <tslifka @ci. south Iake.tx.us> Mon, Jan 9, 2012 at 9:27 AM To: Cristina McMurray <cmcmurray @ci.southlake.tx.us> Perfect. I'll get you the renewal document this week! [Quoted text hidden] Timothy Slifka Purchasing Manager, CPPB City of Southlake 1400 Main Street Suite 440 Southlake, Texas 76092 817 - 748 -8312 817 - 748 -8048 Fax tslifka @ci.southlake.tx.us Please take a few moments and click on the appropriate link below to complete our Purchasing Department Survey. Your answers will help us to continually improve our services. City Staff Survey Vendor Survey https: / /mail.google.com /mail / ?ui= 2&ik =1 dc9780fd9&view= pt&search= inbox... 2/2 �C1 TTY (Dw T e OFFICIAL RECORD 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 RFP 1002B3 60CM 100004 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 1-11 ) 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 Renewal Approved Date 1400 Main Street, Suite 440 John Terrell Southlake, Texas 76092 Mayor, City of Southlake tslifkana,ci. southlake.tx. us Phone / Fax: 817.748.8312 / 817.748.8048 File (2 copies) 1400 Main Street, Suite 440 Southlake, Texas 76092 April 21, 2010 Mid -Cities Sweepers Plus, Inc. 1223 Corporate Dr. E. Suite C Arlington, Texas 76006 C11lf Or %E 1 9 OFFICIAL RECORD 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 RFP1002B360CM100004, 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, 2010 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 - 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 : _�� Purchasing Manager City of Southlake 1400 Main Street, Suite 440 Southlake, Texas 76092 tslifka(cDci.south lake. tx.us Phone / Fax: 817.748.8312 / 817.748.8048 Contract a warcl Accepted: Signed: Mayor John Terrell DATE: q,& AD Cc: Originator 1400 Main Street, Suite 440 Southlake, Texas 76092 Appendix B — Proposal Submittal Cieeklit (re debernme vali ft of preposag APPS B (WW2 7 thr=O Attwhwat A ! 01st be ischaled le the prspeml ■ubmiusl - Apps C (par -14--) mwt be iach" is As propessi submittal. RFP Number: RFP1002B360CM100004 PROVIDE SWEEPING SERVICES FOR CITY OF Project Title: SO AKE TOWNSQUARE Submittal Deadline: 3:00 P.M. (CST), WEDNESDAY MARCH 24, 2010 City Secretary's Office Submit to: 1400 Main Street, Suite 270 Soatblake, TX 76092 81 748 -8016 Pro is Legal Name: S Address: Siabe & z' r V ` ©O Federal Employers IdentificationNumber# �- 6 a 13 (P 3`Z�t Phone Number: - 040 U Fai Nsnber: l 1El -Mall Address: ® I, dke andersigmed, have the sathority to execute this Proposal is its entirety as submitted sad enter into a contract on behalf of the Propomr. Printed Name and Position of A� thor r"% R . l�?� Cl2 V,,4,.k Sigr M e of AudKnzeed/ Representad this ` (dxY) of (�) c . �(� (year) I learned of this Request for Proposals by the folk wing means: ❑ Newspaper Advertiser ,W ❑ Southlake Website ❑ Mailed Me a Copy [ ? ", City &mail Notification ❑ Cold Call to City ❑ Other C olSomhAste - RFP10028360CM100004 - Page 7 of 26 Appendix B — Proposal 1eE0U1 RED PROPOW WO AMON IN ORDER FOR A PROPOSAL TO BE C01MDERED COMPLETE, AND M BE EVALUATED FOR A CONTRACT AWARD BY THE CITY, PROPOSER MUST SUBMIT ALL OF T RE FOLLOii'M INFORMATION: 1. Proposed Products and/or Services A. duct or Service P0960 Proposers should utilize this section to describe the technical aspects. lis, features and options of the and/or service proposed in product accordance with the required Scope of Services as identified in Appendix A. Promotional literature, brochures, or other technical information may be aged. B. Additional Hardware Descrimions 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 utili 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 mangy or Proposer with the Proposal submitted. D. Proicd Scl § & WD— glivery 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 Prodects 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 Pricin Proposer shall quote unit pricing in accordance with the itemized listing of products or contract segments sued in the Scope of Services and using the following format: PLEASE COMPLETE PRICING ON ATTACHED PERFORMANCE SPECIFICATIONS/CONTRACT FOR SWEEPING SERVICES AT CITY OF SOUTHLAKE TOWN SQUARE 3. Term of Contract and QzAen to Extend: Any contract resulting from this RFP shall be effective for tw_ehve months from date of award The City anticipates that contract shall be renewal pursuant to the availability of fords 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. ENAL&M Clause Should market conditions prevail which dictate an increase, the successful eontrador 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. CZ(y of Sead duke - RFP1002B360CM10W04 1'sge 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 slow in this quote their anticipated percent of escalation iflwhen the option to extend is exercised. The percent quoted wilt 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 costive 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 ADDI'T'IONAL YEAR (FY 10-11) ESCALATION ........................... 4 54 SECOND ADDITIONAL YEAR (FY 11 -12) ESCALATION ................. % THIRD ADDITIONAL YEAR (FY 12 -13) ESCALATION ......................... �% FOURTH ADDITIONAL YEAR (FY 13_14) ESCALATION ......................... % 4. Proposees Fapaieoce I Staff A. 1 WWd Team Identify all members of the Proposers team (including both team members and management) who will be providing any services proposed and include information which details their experience. B. Removal or Replacemart of Staff: If an assigned staff person must be removed or replaced for any reason, the replacement person must be approved by City prior to joining the project. C. Business Establishment State the number of years the Proposers business has been established and operating. If Propmer'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: A (0 ; and the number of employees: "I D. Project Related Experience All Proposals must include detailed information that details the Proposees experience and expertise in providing the requested services that demonstrates the Proposer's ability to logically plan and complete the requested project. City of SouthWe - RFP1002B360CM100004 - Page 9 of 26 & Memees Proposer shall provide four (4) references where Proposer has performed similar to or the same types of services as described heroin. Reference #1: Client / Compan C O , *e4je �� � Contact Name) J Contact Title: PH: (� .!f �,6 .- ►�6.i'�! Email: Date and Scope of Work Provided: AJ� Reference #2: Client / Compan Name Contact Name r ,4 /e Con itle /� 4 V1 T PH: � � )� Email: / O Date and Scope of Work Provided: Reference #3: Client / Com Name: �s,r S Contact Name Con itle /� 4 V1 T PH: � � 4 q O -,, Ff V 0 Email: Date and Scope of Work Provided: Reference #4: Client / Company e w / Co Name: v s Contact T' le �04f� rl:t' PH: l t 7Y 5-,germs , d Bn�ail: Date and Scope of Work Provided: F Cky of SosdkAwke - ItM O02B360CM100004 - .Page 10 of 26 6. Trade Secrets and/or Confidential Wormation Trade Secrets and/or Confide" Idmmation: 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 anti /or Local Identification Worrnation A. Centralized Master Bidders List regisdation number: B. Prime contractor HUB / MWBE registration number: C. An individual Proposer acting as a sole pnopt. tT ust also enter the Proposer's Social Security Number. # - - U. CONTRACT TERMS AND CONDIHONS EXCEPT WHERE PROPOSER MAKES SPECIFIC EXCEPTION IN TRW SUBMITTED PROPOSAL, ANY CONTRACT RESULTING FROM THUS RFP WILL CONTAIN TIC FOLLOWING TERMS AND CONDITIONS, WHICH PROPOSER HEREBY AKNOWLEDGES, AND TO WHICH PROPOSER AGREES BYSUBMFIMG A PROPOSAL: 1. Delivery of Products and/or Services A. Pavmegg Terms Unless otherwise specified in the Scope of Services or otherwise agreed to in writing by the City, payment terms for the City ace Net 30 days upon receipt of invoice. B. Warranty of Products and Sery ice s : All products famished 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 awry, the title and risk of loss of the goods shall not puss to City until City actually receives, takes possession, and accepts the goods and the installation of such goods, has tested the system, and mined that it is in good and acceptable working order. 2. Miseellanewns E. 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, Wbikers 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 o,(So"Wake - RFP1002B360CM100004 - Page 11 of 26 ;' „ CERTIFIC OF LIABILITY IMSU '..r�. P�� 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 BEMEN THE ISSUING INSURER($), AUTHORIMD REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER_ IMPORTANT: Ir as care ate holder Is an ADDITIONAL INSURED, the pollicon) mist be endorsed. V WAROGATION 18 WAIVED, a )sv! to the tans and oondtbes of Ufa poEq, oerbetn policies may r"ulre an endoserneni A shltaeenb on this wiffla tf daft not caller rights 10 Me oertMicsta holder in lieu of mob endamernwNsk PROOUC o Higginbotham 6 Associates Inc. McKinney Insurance Group PO Box 3087 McKinney TX 75070 INSURED aI6LIREii A Mid Cities sweepers Plus NeURERi 1223 Corporate Drive East Ste C INBUIER C Arlington TX 76006 INa I: AFPORDINO C MRAGE CERTIFICATE NUMBER: 1802068479 REVISION NUMB THIS IS TO CERTIFY THATTHE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REOMEMENT TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WrTH RESPECT TO WHICH THIS CERTIFICATE MAY BIE ISSUED Oq MAY PERTAIN, 1 INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS W3JECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS 8HOWM MAY HAVE BEEN REDUCED BY PAID CLAIMS. p aw ALL TTPE OF INSURANCE POLICY NIaMBEA J M 9 29M I UaETS A GENERALLIAEIJT/ 6/19/2009 6/19/2010 EACH OCCIJRFIENCE $1,000,000 X COMMERCKL GENERAL U AMTY LJUMB&MA)E T OCCUR $200,000 MEOEXP m $10,000 PERSONAL A ADV N URY $1,000,000 _ GFNERALACKWEGATE $2,000,000 GENt AGGREGATE LIMIT APPLES PER: 1R�TS _ COMTA'OPAGG $2,000,000 $ POLICY 7R Lac B AurOMOBILELIABILITY X ANY AUTO 6/19/2009 6/19/2010 COABNED SINGLE LMTT (iy ) $1,000,000 BODLY BUURY IPw paw $ ALL OWAaD AUTOS BODILY GiNRY Feraacldma) f SC! EUULED AUTO$ HFIEDATTOS PROPERTY DM"E TIA•rAOelinq $ NON-CWNED AUTOS f f C X Lea'uIELLALIA8 X OCCUR 6/19/2009 6/19/2010 EACH OCCURRENCE $2,000,000 elpClis UAi CLAIM94AADE AGGREQATE $2,0 DEDUCTIBLE $ i s RETENT1dN I D WOIKBrMCOMPIM -TION AND IM PLOYERY' UASNJTY T / N ANY PfKMEIOR1PAATtETUESE:CURVE� OF KXffW EXCLUDED? e�'� (11fint"My in " I dsplhe under N/A 8/29/2009 8/2912010 P.LEACHACC�IT $500,000 EL DISEASE - EA E *500,000 E.L.DSEASE - POUCYUMT $500,000 bobw I DESCRIPTION OF OPERATIONS / LOCATIONS I V84CLES VMdh ACORD lot, AftMwel Nwnrttu ao' b I* lNlnom apses Is r"uWW) CERTIFICATE HOLDER CANCELLATION BHDULD ANY OFTHE ABOVE DESCRIBED POL93ES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVr810NlL City of South Lake Attn: Tim Slifka, Purchasing Manager 1900 Main, Ste 900 South Lake TX 76092 AUTHOEMDREPREEENTAIM 01$1$1'! -2000 ACORD CORPORATION. All rights Heaved. ACORD 25 (2008108) The ACORD name and kW are rC1hared marks of ACORD Appendix C — Form CIQ VVFORMA rWNJtEC4"DVG VE&TM CONPZXT oFrNTFRSSJrQUEMOArN,lM WHO: Ape-son mart file a cau ict of irdcmg queatiootaire with the City if the person has a employment or busmess telatiombilp win an officer of the Oily dw mauls m triable mcome exceeding $ Ong the Preceft twelve mouth period, or an officer or a member of the olLiccr'a family lax accepted gifts with an egg value of mme than $M during the prr:vious twelve month period and the pcnm atgsges in any of the following actions: 1. oodracts of sexdca to oorntrad fr the sale or purchase of property, goods, or services with the City, inducting any of tlm fallowing: a. vv ca and implied oonttads, utility pnrdtases, Pwdmm orders, cre & card purchows uod any purchase of goods and servitm by the City; b. contracts for the purubow or sale of real property. perSDOW propo'ty inchiding an auction ofpmprrty; C, tax abatrmmt and economic dmdopmmt ag eernc-nts; 2. submits a bid to sell goods or services, or tespoods to a rt gwst for proposal for Services; 3. exam into neewwonc with the City for a conhact; or 4. applirx for a fax abatement and/or c emwnrie demopmemt inecoliva that will lesuh in a coentrad with the City. THE FOLLOWING ARE CONSIDERED OFFIC.I M OF THE CITY: 1. Mayor and City Council Members; 2. City Macra$or 3. Aowrd and Commission members appointed, by the Mayor or City Council member, 4. Directors of 4A and 4B development coToratlots; 5. the c xmutive directors or manaprs of 4A and 4B development corpoeations; and 6. Dhccwm of the city of 3outhlAc who have autbmity to sign eon wis on b of the City. EXCLUSIONS: A quesdoumairc alafQmrt need not be filed if the nxvwy paid to a local government ova cr was a political coWnbrtW% a gift to a member of the omcces Ewdl from a hutdly member; a contract or purchase of lens than 32,5W or a tnumcdon at a price and subject W Ma.radro+M-A- eC%VW J%Afref=aClQ 09NQ&,da ftr 1 ar9 CRY ofsoael iA*e• - RFP1082H360CM10om - Page 14 of 26 to term available to the pubic: a payateat for food, k dgiag, VasspoAatka or or a transaction subject to rate or See regulation by a govcxtuna W entity or agency. WRAT. A p=w or bua hmm that aonttwis with the City or who seeks tb ooWmd with We City mast file a "emolot. of , tetest questr =miW' OORM C[Q) whidr is avmW* online at www.cthica.steo&M wd It Copy of which is attached to this GWddiae. Thv )ram conWw madatary diedoaurea rogmfing "emptoymm or businew relatiouaiipa" with a mudcipal olTt =. Officials may be nkcd to clarity at hum" various portion of the questionnaire. WHEW: The person or busir s must Me: 1. the TNNWMM fro Inver than severs days after the date the parson or & sitness begin onmraet diaoW+lena or negailatiam with the manieipaW. or submits an applica*w, responds to a Nquc t for Proposals or bids, enrsea mk nee, Or other wilting related to a potential contract or agreeinad with the (jr, aW 2. an wddcd gatcsdatanire witbin $even days alley the deft of an event that would make a filed questia maire kwwq tece or i wxmvte. It does M.. if the atbmitW of a bid or proposal results in a coattail. The statute require a vendor to file a FORM CIQ at the time a pMosd is submitted or negotiagoos conmumoe. WHERL The vendor or polrartial vandw must mail or deliver a coaaplct d gmWosmaim to the C ince TU w D4 wm KW ls rr:vWmd by law M pm Ae:adarwtrar an Are RNFORCEM M: Falkim to file a gatesdonomire is a cuss C misdemeanor ps®A,rblc by a time not to accred $SK R is an exception lo peoavedion Wet the person filer a FORM CiQ not later Ow seven bumm p daya Am the person received notice of a vWmien, NOTE. The City does not have a duty to nsw+e that a pmw files a conflict of irdeest yncstionnai[e. raF z pn Cw OfSastA*" - RM002B360 100004 - Page 15 of 26 CONFLICT OF INTEREST QUESTIOMWRE FORM CIO Far Vendor or other pdraetl doing busbm wM local powrrnw" entlly Tkk waowmha aaauw "W mom r an Iw or the. Wt, nM Laa, Waaratr Sam" OAICEI�EOtdr This qut *WOim itbainp Ned in ==dam* rib Chtptar 176.1oed Gmnne*codt bya paveorloaditraalwtaiaatt w da/aadl� Satlidn 976.001('ra�wl7la bal govaaslatltl sttpy and b psno n mea4 pgYilaMrlb coda 3sefietl 176t1t�(f} BY bwAlb4+aa[arris testa M 91dwIdtllte•ternrd3 adainstabrd 1h kttaJyorsrtarladal 6tWyao1lmm#w#m7thbldt*mftyaim d dsmlltt bammnaw"Offaek falr s+.tamatlbba Sett cdanl7iAD8,LoealGwemmantCoda A pawn ed ums an oliaad i to pawat knm*41 rkW o Seadon 178.008. Laval Owa—mv Cads. Aadbmund arubseciian4eCIanCtklodam rw. 4 Yttaaor rasa" OhaabuMtrtsmholmtahlpvftlaxloovarndwnalaft lv z CtraklbDOltd► MenraaaalwdaamaptwiWtaMyteaaduare 'nnaira Pna Idw AWM IMt you rlt ah apdawd tmapMed que3Dmaltlra wUh tlr appaptlab AIInM auMatity riot lour Man NO T6 MMMM day aarfM dal►dR CV NW 1Mtd gae0 mm" aemnto Ineonlolab orOncmm*.) Vasa of IoglOOwrdtMeldOcatvm whom Mwbm4wobywAmcro skme- Imbnddp. Y-"J1! Yysa d OQlcar Tqa WKV= Plan 31pldv p wbpm A. 9, C i D) Bari tM txmttaltd Vr N oetcar ark Canto tka Obr over an anpwpiw ar ow btsMat m atwnbp a3 da4nrl hr tlerJlkn 176.084(14), Lod cv"ffvmm Coda Allkt OMK W poW b tltit Rem Qa at acemfr. A. b be lead dmltmrrnt amm "Mm in oft aaaon nMUM or etely to reeves txwbta kron% dhw tlw f vaolso Income doll Mn dw of an 4000matm o YN a ik B- It the tMro1 dr ftadaarw pmivirq >R iiwy b teaelrs teuY! ttraae alter mw hwwknwrl ktwtnt. kt m a a ri dkaeton of Vo mnl W. nttd oM1cx aamad in this aftM AND ft fmubb kNam Y ne tumm Imo to loco davagdtwtlat wdb�? lac � No G k lr dla d MIY Wntanlake wtDk/1ad br a wtperalbn er dha aatnaa attQr wltt laalttet tO Nltigt eve local >g+rtrnmwt oltor tktrras b an dMcer or ah.c6or. or rata an o.neneyp d 1D pataent a anors7 Q o No D. Daao438 such owwWywwtd or bu> nm aek ftrAMp NMI as bea4 gwtwAW# oom nwmd h Ili McIm. 4 9bnawa of pfm ae5i0 brrkw a am do W" DO AaaplW WI=2WT a'- 1T6.AMu kara OQQA9MMA= hp 3 arl City of Sou&kke - R"1002B369CM100004 Page 16 of 26 Appendix D - No Intent to Submit Form If your Srm has not to submit a bid for this procuremeat, lam compide submit to: City of Sowhlake Purchasing Division, of Finance 1400 Main Street, Suite #440 Southlake, Texas 76092 Please Brock all Item that apply: ❑ Do not sell the item(s) required ❑ Cannot be competitive ❑ Cannot meet specifications highlighted in >atutached requea ❑ Job too large ❑ Do not wish to do business COMPANY NAME (Plydse print): Authorized form and Cannot provide Insurance nxpired ❑ Cannot provide Bonding required �Mnot comply with Indemnification / ❑ Job too the City of Southlake ❑ Other: Name (Please print): Fax: ( CIO of Sommake - RFP1002B360CM100004 - Page 17 of 26 ATTACHMENT `A' 19 CITY OF SOUTHLAKE 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 corners, 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 8t. 351 State Street), ensure all debris removed from corners, and stairwells; (see attached map 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 comers 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 can). Clean up any spills resulting from torn liners. Replace with liners of minimum 6 mil thickness, low density, with star shaped bottom. (see Exhibit 2); Additional Requirements: • All work shall be completed during non- business hours (12 a.m. until 5 a.m.). • The successful contractor is responsible for disposal of all trash collected. • All 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. CI' ofSo"Wake - RM002B360CMIG"k - Page 18 of 26 Insurance The Contractor will carry Workmen's Compensation Insurance, Public Liability and Property Damage Insurance, and Automobile Insurence sufficient to provide adequate protection Est damage claims wbicb 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 expense, 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 before any work is started, along with a written statement from the issuing compare dayladvancrye pa shall not be canceled, non - renewed or materially changed wiithout s written notice being given to the Owner, except when the 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; toqer's liability insurance of not less than $100,000 for each accident, $,000 disease — each employee, $500,000 disease - policy limit. (b) commercial general liability insurance, including independent contractor's liability, completed operations and contractual liability covering, but not limited to, the liability assumed under the indemnification s of this contract, fully insuring Contractor's (or subcontractor's liability for injury to or deafih 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 ProductsAonnents/ Operations Aggregate Personal Each Occurrence Injury Fire Damage (any one fine) Medical Expense (arty one person) $1,000,000 $1,000,000 $600,000 $600,000 $50,000 $5,000 ?fie 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, coverer owned, on -awned vehicles, with a combined bodily rnjary and property damage minimum limit of 5600,000 per occurrence; or separate limits of $250,000 for bodily injury (per person), $500,000 bodily ri (per accident) and $100,000 for property danrage. Such hisurance " include coverage for loading aid unloading hazard& CNy nfSoft&kke - RMOaB36OCM100004 - 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 e spr protective insurance ance policy naming the Owner as insured for p v a iplury, which may arise in the prosecution of the work or Contr or's operations under this contract. Coverage shall be on an "Occurrencee" basis, and the policy shall be issued by the same insmance company that carries the Contractor's liability insurance with a combined bodily uuyyury and property damage minimum Iimit of $600,000 per occurrence and 51,000000 aggregate- "Umbrella" Liability Insurance: The Contractor shall obtain, pay for and maintain umbrella liability insurance d suring the contract term, in Contractor 0 for an amount of not less than x1,00 per occurrence combined limit for bodily injury and property damage that follows form and applies in excess of the primary liability coverages u rwred herein above. The policy shall provide "drop down" coverage where lying primary 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 fimaished 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; (z) each Policy shall require that 30 days prior to the a la orr non- renewal or anyy matterial change in coverage, a notice thereof shall be ven to Owner by certified mail. If the policy 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 (5) all provisions of the contract concerning liability, duty and standard of care together with the indemnification provision, shall be underwritten by contractual liability coverage sufficient to include such obligations within applicable le policies. (b) Insurance fiunished by the Contractor shall be in accordance with the following requirements: ( 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 "I be final; Chy OfSe"Ade - RFt'tORB360CMlooM _ 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 policies required herein shall be written with an " occurrence" basis coverage trigger. (c) Contractor agrees to the following: (1) Contractor hereby waives subrogation d&hts 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) compmes 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 bankruptcy, 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 ]rice 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 tted, 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 (ioarrack6ibei.southlake.m.us) or Cristina McMurray at emcmurravna ci.southlake tx us or (817) 748 -8498. 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 C* of -%udd Oe - RFP10022360CM100004 - Page 21 of 26 approval by the City of Southlake, Texas, 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: $ , ry er week for 52 weeks = $ -2 42 o� • �� LOW W 11'Z I� 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 comers, and stairwells; (see attached map Exhibit 2 for locations); UNIT TWO TOTAL: $ Le er week for 52 weeks = $ d UNIT THREE: All work required by the specifications, inchiding 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 comers and stairwells; (see attached map Exhibit 2 for locations); UNIT THREE TOTAL: $ , �, vv r week for 52 weeks = $ f , 1 0 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 Of Sowkwe - RF W2836"108M - Page 22 of 26 • Empty all trash cans and replace all trash can liners in Town Square and four (4) parks; total of 125 (no matter how fill 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); UNIT FOUR TOTAL: $ 3 V b ` per week for 52 weeks = $ t S • C) If additional trash receptacles 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: $ 910 $ 00 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 accounting 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 parties. 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. OV OrSo"Wake - RFP1002B36"100M - 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 corroded. 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 amount 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. R lly submitted (Signature) (Printed Name) Title Address PWN - -ku CX�L,, (SEAT,) If bidder Corporation chy Of Soud *" RM M 360CM100004 - Page 24 of 26 EXHIBIT ALL PUBLIC STREETS chy of Sm"Wake - RFP1002B360CM100004 - Pap 25 of 26 m Ell U51 � b Eat- . . . . . . . . . . . A-1 l Ar 16% v o �rf ti z W I d J1 lip low 7j I d J1 lip ♦ EAST GARAGE ♦ WEST GARAGE ♦ DPS CENTRAL GARAGE ♦ ALL TRASH CANS -125 TOTAL ChyofsON e - RM002B360CM100004 Page 26 of 26 �I'c 4IX 77 c ^ .,:liiirr , Iii 'g, � � ,tl .. -- j , m wil to Ir jr� a ir I F_ 9 'LIS Ff a� �ZA%f 110.1JR3 as 64