Item 4CCITY OF
SOUTHLAKE
Item 4C
MEMORANDUM
(February 18, 2014)
To: Shana Yelverton, City Manager
From: Robert H. Price, P.E., Director of Public Works
Subject: Award contract for sweeping and porter services in Southlake
Town Square Southlake Leasing and Management dba Regent
Services in the amount of $66,000
Action
Requested: Award contract for sweeping and porter services in Southlake Town
Square Southlake Leasing and Management dba Regent Services
in the amount of $66,000
Background
Information: As a part of the City's responsibility for maintenance within Town
Square, city staff manages the contract for street sweeping the
public streets and the two parking garages within the Town Square
development. Daily sweeping of the DPS headquarters parking
garage and monthly power washing of the north and south entry of
Town Hall is included in the contract. The contract also provides
for the daily emptying of all the trash containers within Town
Square. Regent Services has been performing the services under
this contract through an emergency agreement since the previous
contract was terminated in September 2013.
On January 31, 2014 sealed proposals were received from three
vendors. Staff has reviewed the proposals and selected Southlake
Leasing and Management dba Regent Services. Regent Services
has also provided janitorial services for all the city's facilities for
almost three years and has always been responsive to correct any
deficiencies and even provide services beyond the scope of their
contract. The contract also provides for 4 annual renewals if the
City chooses to renew.
RPAI Southwest Management (formerly Inland Southwest)
reimburses the City for 91.75% of the cost to provide sweeping
service for the Town Square parking garages.
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
Item 4C
Interlocal 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 Partnerships & Volunteerism. The specific
corporate objectives that are met by these services are to provide
and maintain high quality public assets, and to collaborate with
select partners to implement service solutions.
Citizen Input/
Board Review: N/A
Legal Review: City attorney reviewed the request for proposal.
Alternatives: The City Council may approve or deny this contract.
Supporting
Documents: Aerial exhibits of service areas in the contract
Proposals and Bid Tabulations
Staff
Recommendation: Award contract for sweeping and porter services in Southlake Town
Square Southlake Leasing and Management dba Regent Services
in the amount of $66,000
Staff Contact: Robert H. Price, P.E., Public Works Director
Chuck Kendrick, Deputy Director of Public Works - Operations
Item 4C
Public Streets and Parking Garages include in this contract.
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Item 4C
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CITY OF SOUTHLAKE DEPARTMENT: Fin-cfor PWFadUties
BID TABULATION FORM PROPOSAL DUE: 1/3V20MM
REP #: RPP1401B360CK140001
Form Prepared By- Tim Slifka for PW Facilities Name of Vendor
SOUTHI.AKE LEASING FLAGSHIP
SITE SWEEPERS LLC- AND MANAGEMENT NO RESPONSE FROM:
Date Prepared: 2-3 2014 dba REGENT SERVICES SERVICES INC. Extreme Environmental
Group Inc, Miko
Trucking Inc, Primetime
Contact Name: ARMANDO GARZA CHANEY RUSSELL WADE KASPER
Group Incorporated
Contact Number: 2144I9-7552 817-424-5600 972-574-9702 Texas Utility Services,
1104 EAST DALLAS T-op Construction LP.
3308 PRESTON ROAD, 13078THAVENUESUTTE ROAD, SUITE 200 HUBS: NO HUBS
SUITE 350-210 PLANO, B-2 FORT WORTH, GRAPEVINE, TEXAS FOUND
Physical Address: TEXAS 75093 TEXAS 76104 76051
ITEM Description:
Item 1.
Daily Sweeping Services for Town Square per Scope of Services
$ 81.65
$ 80.73
$ 186.15
Daily Sweeping Services for West and East Parking Garages per
Item 2.
Scope of Services
$ 21.92
$ 22.02
$ 186.16
Daily Sweeping Services for DES Parking Garage per Scope of
Item 3.
Services
$ 25.48
$ 25.02
$ 186.16
Item 4.
Daily Trash Can Servicing per Scope of Services
$ 51.65
$ 49.53
$ 363.89
Power Wasbing Services for Town Hall Entry Stairs per Scope of
Item 5.
jServices
$ 200.00
$ 125.00
$ 86.19
Power Wasbing Services for East and West Parking Garages per
Item 6.
Scope of Services
$ 525.00
$ 190.00
$ 1,292.91
CIMSTMAS
CHRISTMAS
NONE
Item 7.
Vendor Observed Holidays when Services will not be Performed
Item 8.
10THER VENDOR CHARGES- SNOW AND ICE REMOVAL
$ 90.00
NOT INCLUDED INBID
TABULATION
Item 9.
EVENT SUPPORT LABOR PER HOUR
$ 18.50
NOT INCLUDED IN BID
TABULATION
TOTAL ALL ITEMS ONE SERVICE
Item 10.
$ 905.70
$ 492.30
$ 2,301.46
4%
0%
0%
Item 11.
FIRST ADDITIONAL YEAR (FY 2014-2015) ESCALATION
4%
0%
0%
Item 12.
SECOND ADDITIONAL YEAR (FY 2015-2016) ESCALATION
4%
0%
0%
Item 13.
IITMD ADDITIONAL YEAR (FY 2016-2017) ESCALATION
4%
0%
0%
Item 14.
FOURTH ADDITIONAL YEAR (FY 2017-2018) ESCALATION
Item 15.
FIRST YEAR RENEWAL COST ONE SERVICE
$ 941.93
$ 492.30
$ 2,301.46
Item 16.
ISECOND YEAR RENEWAL COST ONE SERVICE
$ 979.61
$ 492.30
$ 2,301.46
Item 17.
HIRED YEAR RENEWAL COST ONE SERVICE
$ 1,018.79
$ 492.30
S 2,301.46
Item 18.
FOURTH YEAR RENEWAL COST ONE SERVICE
$ 1,059.54
$ 492.30
S 2,301.46
Total:
$ 4,905.56
$ 2,461.50
5 11,507.30
PRICING BASED ON PRICING BASED ON PRICING BASED ON
364 DAYS PER YEAR 364 DAYS PER YEAR 365 DAYS PER YEAR
NOTE TO PURCHASING MANAGER:
Request award to SOUT ILAKE LEASING dba REGENT SERVICES for the following reason(s):
Low Bid
Delivery Time X Other BEST VALUE
CITY OFSOUTHLAKE DEPARTMENT: Financef—PWFaraaies
BID TABULATION FORM PROPOSAL DUE: 1/3T/2014
REP #: RFPI4WB360CK140001
Form Prepared By: Tim Slifka for PW Facilities Name of Vendor
SOUTHLAKE LEASING FLAGSHIP SWEEPING
SITE SWEEPERS LLC ANDMANAGEMENTdba
SERVICESINC NO
Date Prepared:2-3-2014 REGENT SERVICES
e-Evil--t.1
Gmnpl
ciMiko
Contact Name: ARMANDOGARZA CHANEY RUSSELL WADE KASPER
Trucking Inc, Pdmetim
Contact Number: 214449-7552 8171245600 972-574-9702 Gmupl.—p—ted,Te—
Utility Services, Texnp
3308 PRESTON ROAD, 13078TH AVENUE SUITE B 1104 EAST DALLAS ROAD, Constmction L.P. HUBS:
SUITE 350-210 PLANO, 2 FORT WORTH, TEXAS SUITE 200 GRAPEVINE, NO HUBS FOUND.
Physical Address: TEXAS 75093 76104 TEXAS 76051
ITEM Description:
Item 1.
YEARLY Sweeping Services f—Town Sgnare per Scope of Services
$ 29,720.60
$ 29,385.72
$ 67,944.75
YEARLY Sweeping Services for West and East Parking Garages pe,
Item 2.
Scope of Services
$ 7,978.88
$ 8,015.2S
$ 67,918.40
YEARLY Sweeping Services for DPS Packing G—ge per Scope of
Item 3.
Services
$ 9,274.72
$ 9,107.28
$ 67,948.40
Item 4.
YEARLY Trash Can S—idng per Scope of Services
$ 18,800.60
$ 18,028.92
$ 132M9.85
QUARTERLY Power Washing Services for Town Hall Entry States
Item 5.
per Scope of Service
$ 800.00
$ 500.00
$ 344.76
QUARTERLY Power Washing Services for East and West Parking
Item 6.
Garages per Scope of Service
$ 2,100.00
$ 760.00
$ 5,171.64
CHRISTMAS
CHRISTMAS
NONE
Item 7.
Vendor Observed Ilnlidays when Services will not be PeA.—ed
Item 8.
OTHER VENDOR CHARGES- SNOW AND ICE REMOVAL
$ 90.00
NOT INCLUDED IN BID
TABULATION
Item 9.
EVENT SUPPORT LABOR PER HOUR
$ 18.50
NOT INCLUDED INBID
TABULATION
Item 10.
TOTAL ALL ITEMS YEARLY ESTIMATE
$ 68,674.80
$ 65,797.20
$ 342,177.80
4%
0%
00/0
Item 11.
FIRST ADDITIONAL YEAR (FY 2014-2015) ESCALATION
4%
0%
0%
Item 12.
SECOND ADDITIONAL YEAR (FY 2015-2016) ESCALATION
4%
0%
0%
Item 13.
THIRD ADDITIONAL YEAR (FY 2016-2017) ESCALATION
4%
0%
0%
Item 14.
FOURTH ADDITIONAL YEAR (FY 2017-2018) ESCALATION
Item 15.
FIRST YEAR RENEWAL COST YEARLY ESTIMATE
5 71,421.79
$ 65,797.20
$ 342,177.80
Item 16.
SECOND YEAR RENEWAL COST YEARLY ESTIMATE
5 74,278.66
5 65,797.20
$ 342,177.80
Item 17.
THIRD YEAR RENEWAL COST YEARLY ESTIMATE
5 77,249.81
5 65,797.20
$ 342,177.80
Item 18.
FOURTH YEAR RENEWAL COST YEARLY ESTIMATE
5 80,339.80
5 65,797.20
$ 342,177.80
Total:
5 371,964.87
$ 328,986.00
$ 1,710,889.00
PRICING BASED ON PRICING BASED ON PRICING BASED ON
364 DAYS PER YEAR 364 DAYS PER YEAR 365 DAYS PER YEAR
NOTE TO PURCHASING MANAGER:
Request award to SOUTHLAKE LEASING dba REGENT SERVICES for the following reason(s):
Low Bid
Delivery Time X Other BEST VALUE
EVALUATION MATRIX
Fill in solicitation number here
RFP140113360CK140001
EVALUATION SCORES: This portion of the matrix is used to determine evaluation points based on the the evaluation of the responses received. Highest
evaluation score receives maximum number of points.Fields
in red are variable. All
others are computed.
Points to be awarded:
70
("$EVALPOINT )
Raw
Points
Enter Offeror Name Below
Evaluation
Received
in
SITE SWEEPING LLC
34.34
36.699
SOUTHLAKE LEASING dba REGENT SERVICES
65.50
70.000
FLAGSHIP SWEEPING SERVICES INC.
63.68
68.055
Lowest Raw Evaluation
34.34
(" $LOWEVAL")
Hi hest Raw Evaluation
65.50
"$HIGHEVAL"
PRICES: This portion of the matrix is used to determine
evaluation points based on the lowest and best responsive price submitted.
Lowest and best price receives maximum points.
Points to be awarded:
30
Offeror
Offer
Points
SITE SWEEPING LLC
$371,964.87
29.246
SOUTHLAKE LEASING dba REGENT SERVICES
$328,986.00
30.000
FLAGSHIP SWEEPING SERVICES INC.
$1,710,889.00
5.769
Lowest Price
$328,986.00
[$LOWOFFER]
Hi hest Price
$1,710,889.00
$HIGHOFFER
FINAL SCORE: This portion of the worksheet is used to determine the award based on evaluation points and price points.
Offeror
POINTS
Evaluation Price Total RECOMMENDATION
SITE SWEEPING LLC
SOUTHLAKE LEASING dba REGENT SERVICES
FLAGSHIP SWEEPING SERVICES INC.
36.699
70.000
68.055
29.246
30.000
5.769
65.946
100.000
73.824
Recommend Award
Page 1
C[TY OF
SOl1THLAKE
February 3, 2014
Southlake Leasing and Management
dba Rernt Services 19
1307 8 Avenue Suite B-2
Fort Worth, Texas 76104
Attn: Mr. Chaney Russell
Subject: Contract Award Notification for Provide Street Sweeping and Porter Services for Southlake Town Square
RFP1401B360CK140001
Dear Mr. Russell:
The City of Southlake is pleased to inform you that Southlake Leasing and Management dba Regent Services of Fort Worth,
Texas is the awarded vendor for "Provide Street Sweeping and Porter Services for Southlake Town Square
RFP14016360CK140001" The award and this agreement are based on your proposal to the City, copy enclosed. This is a
single vendor award contract. Your company's award is attached. This award was approved by the City of Southlake City
Council on
The terms and conditions proposed and accepted in this agreement are as follows:
Payment Terms: Net 30 days (Unless otherwise noted — such as pre- and/or partial payment)
Estimated Quantities: The City does not guarantee to purchase any minimum or maximum quantity but does contemplate
purchasing the awarded items exclusively during the term of the contract from the successful
vendors.
Method of Payment: Shall be made by City procurement card or purchase order
Delivery Terms: FOB Destination
Delivery Locations: Vendor Delivery or City employee pick-up.
Term of Contract: The term of awarded contract shall remain in effect for twelve months from date of award and is
eligible for up to four (4) one (1) year annual renewals.
City Contact: KURT ACKERMANN 817-748-8102
Send all billing to: City of Southlake
1400 Main Street, Suite 440, Accounts Payable
Southlake, TX 76092 or via email to accountspayable .ci.southlake.tx.us
Other Charges: The City of Southlake is a tax exempt municipal corporation and is exempt from all federal, state, and
local sales taxes.
All other specifications, terms and conditions shall be as provided in the original procurement documents. No other attachments
to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an authorized
representative of the City of Southlake.
Thank you for participating in our procurement process. Please call 817-748-8312 with any questions.
Sincerely,
Tim Slifka, CPPO, CPPB /
Purchasing Manager
City of Southlake
1400 Main Street, Suite 440
Southlake, Texas 76092
tslifka aC ,ci.southlake.tx.us
Fax: 817-748-8048
Contract and Award Accepted:
Signed: Date:
Mayor John Terrell
City of Southlake
Attest:
Alicia Richardson, TRMC
City Secretary
Approved as to Form and Legality:
City Attorney
Appendix B — Proposal
Submittal Checklist: (To determine validity of proposal)
Appendix B (pages _8_ through _18_) must be included in the proposal submittal
Appendix C Conflict of Interest Form (page _18_) must be included in the proposal submittal.
All proposals r of ruthlake.shal include this page with the submittedProposal
copy of r to the outside of r oralong with the clectroni.csubmission..
RFP Number: RFP1401B36OCK140001
Project Title:
Provide Street Sweeping and Porter Services for Southlake
Town Square
Submittal
_
Deadline:
3:00 P.M. (CST), FRIDAY JANUARY 24, 2014
City Secretary's Office
Submit hard-
1400 Main Street, Suite
Submit
�vtir�v.secure6idusa.com
copies to:
270
electronically
Requires email account
Southlake, TX 76092
" to:
login and password.
(817) 748-8016
Proposer Information:
Southlake Leasing and Management dba Regent Services
Proposer's Legal Name:
1307 8t' Avenue Suite B-2
Address:
Fort Worth, Texas 76104
City, State & Zip
Federal Employers
20-5975326
Identification Number##
Phone Number:
817-424-5600
Fax Number:
�817-424-5625
CRussell@regentsvc.com
E-Mail Address:
Proposer Authorization
1, the undersigned, have the authority to execute this Proposal in its entirety as submitted and enter into a contract
on behalf of the Proposer.
Printed Name and Position of Authorized Representative: i an f I p U 1nn � 1 q
Signature of Authorized Representative: 0
Signed this I Q _(day) of p 1 (month), (year) 2 V
I learned of this Request for Proposals by the following means:
Newspaper Advertisement
Southlake Website
Mailed Me a Copy
Sectn•eBid
A City E-mail Notification
A Cold Call to City
Other
City of Southlake - RFP140I B36OCK140001 - Page 8 of 19
Appendix B —Proposal (continued)
I. REQUIRED PROPOSAL INFORMATION. IN ORDER FOR A PROPOSAL TO BE
CONSIDERED COMPLETE, AND TO BE EVALUATED FOR A CONTRACT AWARD BY THE
CITY, PROPOSER MUST SUBMITALL OF THE FOLLOWING INFORMATION:
Proposed Products and/or Services
A. Product or Service Description: Proposers should utilize this section to describe the technical
aspects, capabilities, features and options of the product and/or ser,,•ice proposed in accordance
with the required Scope of Services as identified in Appendix A. Promotional literature,
brochures, or other technical information may be used.
B. Additional Hardware Descriptions: Proposers should also include in this section a detailed
description of what additional hardware and/or software, if any, would be required by the City in
order to fully utilize the goods and/or services proposed.
C. Guarantees and Warranties: Each Proposer shall submit a complete copy of any warranties or
guarantees provided by the manufacturer or Proposer with the Proposal submitted.
D. Project Schedule/Delive Date: Proposer must provide a project schedule noting all projected
completion dates for segments of the Project, from start-up to completion, and all delivery dates for
goods covered by the RFP. The Proposal must show the number of days required to deliver and
install the product or equipment after the receipt of the City's Purchase Order.
2. Cost of Proposed Products and/or Services
A. Pricing: Pricing shall reflect the full Scope of Services defined herein, inclusive of all associated
cost for delivery, labor, insurance, taxes, overhead, and profit.
B. Schedule of Pricing: Proposer shall quote unit pricing in accordance with the itemized listing of
products or contract segments stated in the Scope of Services and using the following format:
Item 4
Quantity
Description of Products/Services
Unit Cost
I .
Per Day
Daily Sweeping Services for Town Square per Scope of
Services
$ 80.73
2.
Per Day
Daily Sweeping Services for West and .East Parking
Garages per Scope of Services
$ 22.02
3.
Per Day
Daily Sweeping Services for DPS Parking Garage per
Scope of Services
$ 25.02
2.
Per Day
Daily Trash Can Servicing per Scope of Services
$ 49.53
3.
Per
Service
Power Washing Services for Town Hall Entry Stairs per
Scope of Services
$ 125.00
4.
Per
Service
Power Washing Services for East and West Parking
Garages per Scope of Services
$ 190.00
5.
Vendor Observed Holidays when Services will not be
Performed: Christmas Day
6.
Per Each
Other Vendor Charges:
$
City of Southlake - RFP1401 B360CK14000 i Page 9 of 19
7.
Per Each
Other Vendor Charges:
$
S.
Per Each
Other Vendor Charges:
$
TOTAL ALL LINE ITEMS
3. Term of Contract and Option to Extend
Any contract resulting from this RFP shall be effective for twelve months from date of award. The
City anticipates that contract shall be renewed pursuant to the availability of funds and at the discretion
of the City. The following clauses shall be included in the contract:
A. Option Clause: It is agreed that City will have the option to extend 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 finding is unavailable or if the contractor's past performance is not within the
industry standard.
B. Escalation Clause: Should market conditions prevail which dictate an increase, the successful
contractor may submit documentation requesting permission to increase pricing no later than 30
days after receiving notice from the City of its intent to extend the agreement. Escalation may only
occur at the time of renewal and only upon securing the approval of the City in writing. Requests
for price adjustments must be solely for the purpose of accommodating an increase in the
contractor's cost, not profits.
Vendors shall show in this quote their anticipated percent of escalation if/when the option to
extend is exercised. The percent quoted will be a maximum. In addition, the percentage proposed
will be a factor in determining the best value to the City. It is the average price over the period of
the contract that will be the price factor considered in the evaluation of this quote. Quotes in which
negative or no escalation is shown will be considered as 0% escalation.
C. Price Increases Upon Extension: If approved by the City, the Contractor shall modify the rates
charged by the Contractor to reflect any changes shown in the comparative statement delivered to
the City. The maximum increase allowed under this provision shall b four percent (4%) per year.
The City shall have authority, in its reasonable discretion, to determii,e 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 2014-2015) ESCALATION ........................... 0%
SECOND ADDITIONAL YEAR (FY 2015-2016) ESCALATION ................. 0%
THIRD ADDITIONAL YEAR (FY 2016-2017) ESCALATION ...................... 0%,
FOURTH ADDITIONAL YEAR (FY 2017-2018) ESCALATION ...................... 0%
City of Southlake - RFP1401 B360CK140001 - Page 10 of 19
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 names or if the principals operating the business
operate any similar businesses under different names, or have operated any other businesses or
changed the legal status or form of the business within the last five (5) years, all names, of
predecessor business names, affiliated entities, and previous business entities operated by the
principals, if different than present, must be provided;
State the number of years experience the business has: 7 yars, and the number of employees:
80
D. Project Related Experience: All Proposals must include detailed information that details the
Proposer's experience and expertise in providing the requested services that demonstrates the
Proposer's ability to logically plan and complete the requested project.
City of Southlake - RFP1401 B36OCK140001 - Page I 1 of 19
5. References
Proposer shall provide four (4) references where Proposer has performed similar to or the same types
of services as described herein.
Reference # 1:
Client/ Company Name: City of Grapevine
Contact Name: Mike Hooker
Contact Title: Contract Foreman
Phone:817-343-1536
Email:MHooker@grapevtnetexas.gov
Date and Scope of Work Provided: June 25 2010 Parks and grounds —maintenance
Reference 42:
Client 1 Company Name: City of Southlake
Contact Name: Kurd AC ermann
ContactTitle: Facilities Manager
Phone: 817-657-0865
Email: KAckeri-nann@ci.southlake.tx.us
Date and Scope of Work Provided: 09-16-201 1
Janitorial Services and parking lot maintenance
Reference #3:
Client/ Company Name: The MARC Group
ContactName: Bruce Jernigan
Contact Title: Facilities Manager
Phone:214-808-7095
1Email:Bruce.ajernigan@marcgroup.co
Date and Scope of Work Provided: June 1 st 2004
Janitorial and grounds maintenance
Reference #4:
Client/ Company Name: Caremark
Contact Name: Sandy Claypool
Contact Title: Facilities Manager
Phone: 972-619-8106
Email:
Date and Scope of Work Provided: August 2007
Janitorial Services
City of Southlake - IZFI'1401 B36OCKI40001 - Page 12 of 19
6.
7.
8.
Trade Secrets and/or Confidential Information
Trade Secrets and/or Confidential Information: This proposal (does) (does not) contain trade
secrets and/or confidential information. If applicable, describe such trade secrets and confidential
information, and the basis for your assertion that such material qualifies for legal protection from
disclosure.
Federal, State and/or Local Identification Information
A. Centralized Master Bidders List registration number:
B. Prime contractor HUB / MWBE registration number:
C. An individual Proposer acting as a sole proprietor must also enter the Proposer's Social Security
Number: # - -
Cooperative Governmental Purchasing Notice
Other governmental entities maintaining interlocal agreements with the City, may desire, but are not
obligated, to purchase goods and services defined in this RFB from the successful Bidder. All
purchases by governmental entities, other than the City, will be billed directly to and paid by that
governmental entity. The City will not be responsible for another governmental entity's debts. Each
governmental entity will place their own orders with the successful Bidder and be responsible for
ensuring full compliance with the RFB specifications. Prior to other governmental entities placing
orders, the City will notify the successful Bidder of their intent.
Please indicate below if you will permit other governmental entities to purchase from your agreement
with the City.
[ X ] Yes, Others can purchase;
purchase.
[ J I�Jo, Only the City can
II. CONTRACT TERMS AND CONDITIONS. EXCEPT WHERE PROPOSER MAKES SPECIFIC
EXCEPTION IN THE SUBMITTED PROPOSAL, ANY CONTRACT RESULTING FROM THIS
RFP WILL CONTAIN THE FOLLOWING TERMS AND CONDITIONS, WHICH PROPOSER
HEREBY ACKNOWLEDGES, AND TO WHICH PROPOSLAA AGREES BY SUBMITTING A
PROPOSAL:
1. Delivery of Products and/or Services
A. Payment Terms: Unless otherwise specified in the Scope of Services or otherwise agreed to in
writing by the City, payment terms for the City are Net 30 days upon receipt of invoice.
B. Warranty of Products and Services: All products furnished under this contract shall be warranted to
be merchantable and good quality and fit for the purposes intended as described in this Proposal, to
the satisfaction of City and in accordance with the specifications, terms, and conditions of the
Scope of Services, and all services performed shall be warranted to be of a good and workmanlike
quality, in addition to, and not in lieu of, any other express written warranties provided.
C. Late Delivery or Performance: If Proposer fails to deliver acceptab;e goods or services within the
timeframes established in the Project Schedule, the City shall be authorized to purchase the goods
or services from another source and assess any increase in costs to the defaulting Proposer, who
agrees to pay such costs within ten days of invoice.
D. Title to Goods and Risk of Loss: For goods to be provided by Proposers hereunder, if any, the title
and risk of loss of the goods shall not pass to City until City actually receives, takes possession,
City of Southlake - RFP1401B36OCK140001 - Page 13 of 19
and accepts the goods and the installation of such goods, has tested the system, and determined that
it is in good and acceptable working order.
2. Miscellaneous
A. Independent Contractor: Proposer agrees that Proposer and Proposer's employees and agents have
no employer -employee relationship with City. Proposer agrees that if Proposer is selected and
awarded a contract, City shall not be responsible for the Federal Insurance Contribution Act
(FICA) payments, Federal or State unemployment taxes, income tax withholding, Workers
Compensation Insurance payments, or any other insurance payments, nor will City furnish any
medical or retirement benefits or any paid vacation or sick leave.
B. Assignments: The rights and duties awarded the successful Proposer shall not be assigned to
another without the written consent of the Purchasing Manager. Such consent shall not relieve the
assigner of liability in the event of default by the assignee.
C. Liens: Proposer shall indemnify and save harmless the City against any and all liens and
encumbrances for all labor, goods, and services which may be provided to the City by Proposer or
Proposer's vendor(s), and if the City requests, a proper release of all liens or satisfactory evidence
of freedom from liens shall be delivered to the City.
D. Gratuities / Bribes: Proposer certifies that no bribes in the form of entertainment, gifts, or
otherwise, were offered or given by the successful Proposer, or its agent or representative, to any
City officer, employee or elected representative, with respect to this RFP or any contract with the
City, and that if any such bribe is found to have been made this shall be grounds for voiding of the
contract
E. Financial Participation: Proposer certifies that it has not received compensation from the City to
participate in preparing the specifications or RFP on which the Proposal is based and
acknowledges that this contract may be terminated and/or payment withheld if this certification is
inaccurate.
F. Required Licenses: Proposer certifies that he holds all licenses required by the State of Texas for a
provider of the goods and/or services described by the Scope of Services herein.
G. Authority to Submit Proposal and Enter Contract: The person signing on behalf of Proposer
certifies that the signer has authority to submit the Proposal on behalf of the Proposer and to bind
the Proposer to any resulting contract.
H. Compliance with Applicable Law: Proposer agrees that the contract will be subject to, and
Proposer will strictly comply with, all applicable federal, state, any focal 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:
Worker's Compensation and Employer's Liaoilit,- insurance, including All States
Endorsement, to the extent required by federal law and complying with the laws of the
State of Texas;
ii. Commercial General Liability insurance, including Blanket Contractual Liability, Broad
Form Property Damage, Personal Injury, Completed Operations/Products Liability,
Premises Liability, Medical Payments, Interest of Employees as additional insureds, and
Broad Form General Liability Endorsements, for at least One Million Dollars ($1,000,000)
Combined Single Limit Bodily Injury and Property Damage on an occurrence basis;
City of Southlake - RFP1401 B360CK140001 - Page 14 of 19
iii. Comprehensive Automobile Liability insurance covering all owned, non -owned or hired
automobiles to be used by the Contractor, with coverage for at least One Million Dollars
($1,000,000) Combined Single Limit Bodily Injury and Propene Damage.
B. Indemnification: Proposer agrees to defend, indemnify and hold harmless the City, all of its
officers, Council members, agents and employees from and against all claims, actions, suits,
demands, proceedings, costs, damages and liabilities, including reasonable attorneys' fees,
court costs and related expenses, arising out of, connected with, or resulting from any acts or
omissions of Proposer or any agent, employee, subcontractor, or supplier of Proposer in the
execution or performance of this contract without regard to whether such persons are under
the direction of City agents or employees.
Cite of Southlake - RFP1401 B360CK140001 - Page 15 of 19
Appendix C — Form CIQ
INFORMATION REGARDING VENDOR CONFLICT OF INTEREST QUESTIONNAIRE
WHO; A person must file a conflict of interest questionnaire with the City if the person hat a
employment or business relationship with an officer of the City that results in taxable income
exceeding $2,500 duuing the preceding twelve month period, or an officer or a member of the
officer's Family has accepted gibs with an aggregate value of more tl%a7- $250 during the
previous twelve month period and the person engages in any of the following actions:
1. contracts or seeks to contract for the sale or purchase of property, goods, or services with
the City, including any of the following:
a. written and implied contracts, utility purchases, purchase orders, credit card
purchases and any purchase of goods and services by the City;
b. contracts for the purchase or sale of real property, personal property including an
auction of property;
C. tax abatement and economic development agreements;
2. submits a bid to sell goods or services, or responds to a request for proposal for services;
3. enters into negotiations with the City for a contract; or
4. applies for a tax abatement and/or economic development incentive that will result in a
contract milli the City.
THE FOLLOWING ARE CONSIDERF.1l OFFICERS OF THN; CITY:
Mayor and City Council Members;
2. City Manager;
3. Board and Commission members appointed by the Mayor or City Council members;
4. Directors of 4A and 413 development corporations;
5. the executive directors or managers of 4A and 4B development corporations; and
6. Directors of the City of Southlake who have authority to sign contracts on behalf of the
Cite.
EXCLUSIONS: A questionnaire statement need not be filed if the money paid to a local
government officer was a political contribution, a gift to a member of the officer's family from a
family member; a contract or purchase of less than $2,500 or a transaction at a price and subject
W:LSuuttilul.e'.Mi aileneuiis\CIiaplcr 176_Attachment0QA)92698.dnc I'ac 1 uf3
City of Southlake - RFP1401 B36OCK140001 Page 16 of 19
to terms available to the public; a payment for feud, lodging, transportation or entertainment; or
a transaction subject to rate or fee regulation by a governmental entity or agency.
WHAT: A person or business that contracts with the City or who seeks to contract with the City
must file a "conflict of interest questionnaire" (FORM CIQ) ►drirh is available online at
w%w.cthics.state. ix. us and a copy of which is attached to this Guideline. The form contains
mandatory disclosures regarding "employment or business relationships" with a municipal
officer. Officials may be asked to clarify or interpret various portions of lie questionnaire.
WHEN: The person or business must file:
1. the questionnaire no later than seven days after the date the person or business begins
contract discussions or negotiations with the municipality, or submits an application, responds to
a request for proposals or bids, correspondence, or other writing related to a potential contract or
agreement with the City; and
2, an updated questionnaire within seven days after the date of an event that would make a
riled questionnaire incomplete or inaccurate.
It dues not matter if the submittal of a bid or proposal results in a contract. The statute
requires a vendor to file a FORM CIQ at the time a proposal is submittal or negotiations
commence.
WHERE: 'Hic vendor or potential vendor must mail or deliver a completed questionnaire to the
F'irtance Department. The Finance Department is required by law to post the statements on the
City'.c interne website.
ENFORCEMENT, Failure to file a questionnaire is a class c misdemeanor punishable by a fine
not to exceed $500. It is an exception to prosecution that the person files a FORM CIQ not later
than seven business days after the person received notice of a violatL,l.
NOTE: The City does not have a duty to ensure that a person files a conflict of interest
questionnaire.
W.'Southlak,;Wis:. limeou5}Chaplcr 176.Auachmcnt CJQ,092608.d(,c Pap 2 of 3
City of Southlake - RFP140IB36OCK140001 - Page 17 of 19
CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ
l For vendor or other person doing business with local governmental entity
This gtlt9ionrtalre reflects "111901 mat10 to ih0 lair by ri.8. 1491, 901h Leg„ Regular Sesslon,
OFFICE USE ONLY
This questionnaire is being filed in accordance with Chapter 176. Local Gcvemnlynt Code
axt Rraw..s
oy a person veho has a business reiaticxrbhip as defined by Section 176,001(i-a) WAh a local
governmental entity and the person meets requirements under Section 176.306(2).
By Invr this quest'brtnaire must be fled withlhe records adminstralo: of the local rgavernmental
entity not later than the 7th business day alter the date the person becomes aware of facts
that require the statement to be filed. See Section 178.006, Local Govem"ni Code,
A parson commils an offense if the pefsan knov>ingly violates Section 176.006, Local
Gcvemmenl Code.An offense underthis section is a Class C misdemeanor.
Name of person who has a buslneSS relationship with local 0ovemmenuO entity.
2
Check this box it you are filing all update to a prevWusly filad queslonnaire.
,The taw requires that you file an undated completed questionnaire h4ta the aonropnale filing authorily not
later than tha 71h business day after the Cate tha orirynaly Ned oue4mnairc :'ecor.7c� In:o"; vIst9 a tnaccurate.; l
a
Name at local government afticerwith whom filar has Employment or atlSlneSS relatlOnshrp.
Name of (Dmcer
This section {meta 3 ihouding subparts A, B. C a 0: must toe completed for each ulfrco, vllh vihom the tier has an
employment or other 3 usiness relationship as d0ned by &-ctlon W& U111( i-a). Local ecva nment Cede. Allach addisanal
pages to this Fomt 00 as necessary.
A. Is the total govemmeni oT f r named in this sedion retching or Rey to recene tava-nle Inrcoris, oche, hian tives"rn
Income, hom iris Nei of toe questfonnake?
Yes F7 No
B. Is the mar of tha queslionnaire receiving ar wely to receive taxable nc ome, other than Investment hcome. Ironi oral the
diractiun of the focal government ci icer nan!M In this seciion AND the taxable nco'ne is not received from the lo_al
governmental enG!y? i
Yes 1 ;+ r-X
C. Is the Ifer of th!s questiongaire ernplcyed by a corporation cr other bvsnecs entity mth respect t:: which tie iocal
govemmen' officer se.. -vas as an office: or dlTcbx. or holds an ownerahlo of ID ,ercent or more?
CYes CI No
D. Desatl;e each emptoyrtenl or busmn5n relationship imin the kcal gavemrnent olrcer nariay h this section.
I
..
4
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AO:Ilea o5t28'2U7
I'sge 3 of 3
City ofSoltthlalce - RFP1401S36OCK1 40001 - Page IS of 19
Appendix D -- No Intent to Submit Fu.•rni
If your ]firm has chosen not to submit a bid for this procurement, please complete this form and
submit to:
City of Southlake
Purchasing Division, Department of Finance
1400 Main Street, Suite 4440
Southlake, Texas 76092
Please check all items that apply:
Do not sell the item(s) required
Cannot be competitive
Cannot meet specifications highlighted in the attached
request
Job too large
Do not wish to do business with the City of Southlake
COMPANY NAME (Please print):
Authorized Officer Name (Please print):
A Cannot provide Insurance required
A Cannot provide Bonding required
Cannot comply with Indemnification
requirement
AJob too snujC
AOther:
Telephone: C____) Fax: (�)
City of Southlake - Rf P1401 B360CK140061 Pa<oe 19 of 19
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SQUTHLAKE
City of Southlake
REQUEST FOR PROPOSALS
Proposal Reference Number: RFP1401B360CK140001
Project Title: Provide Street Sweeping and Porter Services for Southlake Town
Square
Proposal Closing Date: 3:00 P.M.(CST), FRIDAY JANUARY 24, 2014
TABLE OF CONTENTS
Tableof Contents................................................................................................................................ Page l
Request for Proposals
(1) Introduction.............................................................................................................................. Page
(2) Definitions................................................................................................................................ Page2
(3) General Information................................................................................................................. Page 3
(4) RFP Withdrawals and/or Amendments.................................................................................... Page 3
(5) Proposal Submittal Requirements............................................................................................ Page 3
(6) Proposal Evaluation and Contract Award................................................................................ Page 4
Appendix A — Scope of Services
(I) Project Title .....................................................
(2) Scope of Services Contact ...............................
(3) Special Conditions ...........................................
(4) Proposal Evaluation Factors ............................
(5) Brand Manufacture Reference .........................
(6) Key Events Schedule .......................................
(7) Scope of Services ............................................
Appendix B — Proposal
..................................................................... Page 6
..................................................................... Page 6
..................................................................... Page 6
..................................................................... Page 6
..................................................................... Page 6
..................................................................... Page 6
..................................................................... Page 6
(-) Label Format for Submittal Packet's Scaled Envelope............................................................. Page 8
I Required Proposal Information
(1) Proposed Product.....................................................................................................................
Page 9
(2) Cost of Proposed Product.........................................................................................................
Page 9
(3) Term of Contract and Option to Extend.................................................................................
Page to
(4) Proposer's Experience / Staff................................................................................................
Page 11
(5) References..............................................................................................................................
Page 12
(6) Trade Secrets and/or Confidential Information......................................................................
Page 13
(7) Federal, State and/or Local Identification Information.........................................................
Page 13
(8) Cooperative Governmental Purchasing Notice......................................................................
Page 13
II Contract Terms and Conditions
(1) Delivery of Products and/or Services....................................................................................
Page 13
(2) Miscellaneous........................................................................................................................
Page 14
(3) Financial Responsibility Provisions......................................................................................
Page 14
AppendixC — Form CIQ............................ ....................................................................................
Page 16
Appendix D — No Intent to Submit Form......................................................................................
Page 19
Exhibit A — Town Square Location Maps...................................................................................................
City of Soutlitake - RFP1401 B360CK140n01 -
Page 1 of 19
Southlake, Texas
Request for Proposals
1. Introduction
A. Project Overview. The City of Southlake is requesting Proposals with the intent of awarding a
contract for the purchase of goods and services contained in Appendix A — Scope of Services.
B. Questions: Following are contacts for questions as identified.
RFP Clarifications: All questions related to requirements or processes of this RFP should
be submitted in writing to the Purchasing Manager identified in section 2 below.
Scope of Service Questions: All questions related to the scope of services should be
submitted in writing to the contact person(s) noted in Appendix A — Scope of Services.
iii. Replies: Responses to inquiries which directly affect an interpretation or effect a change to
this RFP will be issued in writing by addendum and mailed to all parties recorded by City as
having received a copy of the RFP. All such addenda issued by City prior to the submittal
deadline shall be considered part of the RFP. The City shall not be bound by any reply to an
inquiry unless such reply is made by such formal written addendum.
iv. Acknowledgement of Addenda: The Proposer must acknowledge all addenda by signing
and returning such document(s) or by initialing appropriate area of the Proposal.
C. Notification of Errors or Omissions: Proposers shall promptly notify the City of any omissions,
ambiguity, inconsistency or error that they may discover upon examination of this RFP. The City
shall not be responsible or liable for any errors and/or misrepresentation that result from the
solicitations which are inadvertently incomplete, ambiguous, inconsistent or obviously erroneous.
D. Conflict of Interest Questionnaire (Form CIQ): A person or business, and their agents, who seek to
contract or enter into an agreement with the City, are required by Texas Local Government Code,
Chapter 176, to file a conflict of interest questionnaire (FORM C[Q) which is found in Appendix
C. The form must be filed with the City Secretary no later than seven (7) days after the date the
person or business begins contract discussions or negotiations with the City, or submits an
application, response to a request for proposals or bids, correspondence, or other writing related to
any potential agreement with the City.
2. Definitions
Proposal: The signed and executed submittal of the entirety of Appendix B — Proposal.
Proposer: The Proposer and the Proposer's designated contact signing the first page of the Proposal.
CiIY of Southlake ("City"): The City of Southlake, Texas.
City Secretary's Office: The office of the City Secretary of the City, 10CELLd at 1400 Main Street, Suite
#270, Southlake, Texas 76092. PH: (817) 748-8016; Fax: (817) 748-8270.
Project: The name of this Request for Proposals as identified on the cover sheet and first page of
Appendix A — Scope of Services.
City of Southlake - RFP1401 B360CK140001 - Page 2 of 19
Purchasing Manager: The City of Southlake Purchasing Manager is Timothy Slifka CPPO, CPPB,
Phone: (817) 748-8312, E-Mail: tslifkaaci.southlake.tx.us; Fax (� 17.) 748-8048.
Request for Proposals (RFP): The entirety of this document, including all Appendices and Addenda.
Scope of Services: The entirety of Appendix A — Scope of Services.
3. General Information
A. Tax Exempt Status: City purchases are exempt from State Sales Tax and Federal Excise Tax. Do
not include tax in the Proposal. City will furnish Excise Tax Exemption Certificate upon request.
B. Public Inspection of Proposals: The City strictly adheres to the Texas Public Information Act
(Texas Government Code Chapter 552.001, et seq.) and all other governing statutes, regulations,
and laws regarding the disclosure of RFP information. Proposals are not available for public
inspection until after the contract award. If the Proposer has notified the City, in writing, that the
Proposal contains trade secrets or confidential information, the City will generally take reasonable
steps to prevent disclosure of such information, in accordance with the Public Information Act.
This is a statement of general policy only, and in no event shall the City be liable for disclosure of
such information by the City in response to a request, regardless of the City's failure to take any
such reasonable steps, even if the City is negligent in failing to do so.
4. RFP Withdrawals and/or Amendments
A. RFP Withdrawal: The City reserves the right to withdraw this RFP for any reason.
B. RFP Amendments: The City reserves the right to amend any aspect of this RFP by formal written
Addendum prior to the Proposal submittal deadline and will endeavor to notify all potential
Proposers that have registered with the City, but failure to notify shall impose no obligation or
liability on the City.
5. Proposal Submittal Requirements
A. Submittal Packet — Required Content: If submitting hard -copies, the Proposer must submit one (1)
signed original Proposal and three (3) copies. This submittal packet shall be submitted in a sealed
envelope with a completely signed and executed page eight (8) Appendix B-I affixed to the
outside of the envelope. If submitting electronically, the Proposer must visit
www.securebidusa.com and search for "Southlake, Texas." Once an account is created, the
Proposer can submit its Proposal electronically by selecting the appropriate Bid Identification.
B. Submittal Deadline: The deadline for submittal of Proposals shall be as identified on page eight
(8) of Appendix B-Proposal. It is the Proposer's responsibility to have the Proposal correctly
marked and hard -copies delivered to the City Secretary's Office or electronically submitted by the
submittal deadline. No extensions will be granted and no late proposals will be accepted.
C. Proposals Received Late: Proposers are encouraged to sub.m3t their proposals as soon as possible.
The time and date of receipt as recorded in the City Secretary's Office shall be the official time of
receipt. The City is not responsible for late delivery of mail or other carrier. Late Proposals will
not be considered under any circumstances.
D. Alterations or Withdrawals of Proposal: Any submitted Proposal may be withdrawn or a revised
proposal substituted if a written notice is submitted to the City Secretary prior to the submittal
deadline. Any interlineations, alteration, erasure or other amendment made before the submittal
deadline, must be signed or initialed by the Proposer or the Proposer's authorized agent,
guaranteeing authenticity. Proposals cannot be altered, amended or withdrawn by the Proposer
City of Southlake - 1ZF1'1401 B360CK140001 - Page 3 of 19
after the submittal deadline, unless such alteration, amendment or withdrawal notice is approved in
writing by the Purchasing Manager.
E. Proposal Format: All Proposals must be prepared in single-space type, on standard 8-1/2" x 1 I"
vertically oriented pages, using one side of the paper only. Pages shall be numbered at the bottom.
Entries shall be typed, or legibly written in ink. The City only accepts electronic submissions via
www.securebidusa.com. Any other format (via telephone, fax, email, etc.) may be rejected by the
City at its discretion.
F. Validity Period: Once the submittal deadline has passed, any Proposal shall constitute an
irrevocable proposal to provide the commodities and/or services set forth in the Scope of Services
at the price(s) shown in the Proposal on the terms set forth in the Proposal, such proposal to be
irrevocable until the earlier of the expiration of ninety (90) days from the submittal deadline, or
until a contract has been awarded by the City.
6. Proposal Evaluation and Contract Award
A. Proposal Evaluation and Contract Award Process: An award of a contract to provide the goods or
services specified herein will be made using competitive sealed proposals, in accordance with
Chapter 252 of the Texas Local Government Code and with the City's purchasing policy. The
City will evaluate all proposals to determine which proposers are reasonably qualified for the
award of the contract, applying the anticipated evaluation factors and emphasis to be placed on
each factor as identified in the Scope of Services. The City may, at its option, conduct discussions
with or accept proposal revisions from any reasonably qualified proposer. The City reserves the
right to determine which proposal will be most advantageous to the City.
B. Completeness: If the Proposal is incomplete or otherwise fails to conform to the requirements of
the RFP, City alone will determine whether the variance is so significant as to render the Proposal
non -responsive, or whether the variance may be cured by the Proposer or waived by the City, such
that the Proposal may be considered for award.
C. Ambiguity: Any ambiguity in the Proposal as a result of omission, error, lack of clarity or non-
compliance by the Proposer with specifications, instructions and all conditions shall be construed
in the favor of the City. In the event of a conflict between these standard RFP requirements and
details provided in Appendix A — Scope of Services or Appendix B — Proposal, the Appendices
shall prevail.
D. Unit Prices and Extensions: If unit prices and their extensions do not coincide, the City may
accept the price most beneficial to the City, and the Proposer will be bound thereby.
E. Additional Information: City may request any other information necessary to determine Proposer's
ability to meet the minimum standards required by this RFP.
F. Partial Contract Award: City reserves the right to award one contract for some or all the
requirements proposed or award multiple contracts for various portions of the requirements to
different Proposers based on the unit prices proposed in response to this request, or to reject any
and all Proposals and re -solicit for Proposals, as deemed to be in the crest interest of City.
G. Terminate for Cause: The occurrence of any one or more of the following events will justify
termination of the contract by the City of Southlake for cause:
i) The successful proposer fails to perform in accordance with the provisions of these
specifications; or
City of Southlake - RFI'I40113360CK140001 - Page 4 of 19
ii) The successful proposer violates any of the provisions of these specifications; or
iii) The successful proposer disregards laws or regulations of any public body having
_jurisdiction; or
iv) The successful proposer transfers, assigns, or conveys any or all of its obligations
or duties under the contract to another without written consent of the City.
v) If one or more of the events identified in Subparagraphs G i) through iv) occurs,
the City of Southlake may, terminate the contract by giving the successful proposer
seven (7) days written notice. In such case, the successful proposer shall only be
entitled to receive payment for goods and services p.-ovidea before the effective
date of termination. The successful proposer shall not receive any payment on
account of loss of anticipated profits or revenue or other economic loss resulting
from such termination.
vi) When the contract has been so terminated by the City of Southlake, such
termination shall not affect any rights or remedies of the City then existing or
which may thereafter accrue.
H. Terminate for Convenience: This contract may be cancelled or terminated at any time by giving
vendor thirty (30) days written notice. Vendor may be entitled to payment for services actually
performed; to the extent said services are satisfactory.
City of Southlake - RFP140IB36OCK140001 - Page 5 of 19
2.
il
7
Appendix A — Scope of Services
Project Title: Provide Street Sweeping and Porter Services for Southlake Town Square
Scope of Services Contact
Questions about the technical nature of the Scope of Services, etc. may be directed to TIM SLIFKA.
PH. 817.748.8312, e-mail: tslifka@ci.southlake.tx.us
Special Conditions
The following special conditions shall prevail over areas of conflict in previous pages:
NONE
Proposal Evaluation Factors
Emphasis
Factor
35°%
Vendors Ability to Provide all Required Services
30%
Vendor Overall Cost to Provide Required Services
30%
Vendor Experience Providing Required Services
5%
Vendors Past History with City
Brand Manufacture Reference
The City has determined that any manufacturer's brand defined in the Scope of Services meets the
City's product and support need. The manufacturer's reference is not intended to be restrictive, and is
only descriptive of the type and quality the City desires to purchase. Quotes for similar manufactured
products of like quality will be considered if the Proposal is fully noted with the manufacturer's brand
name and model. The City reserves the right to determine products and support of equal value, and
whether other brands or models meet the City's product and support needs.
Key Events Schedule
Proposal Release Date
Deadline for Submittal of Written Questions
Sealed Proposals Due to and Opened by City
Anticipated Committee Evaluation Review Date
Anticipated City Council Award Date
Scope of Services
January 7, 2014
January 15, 2014
Shown on First Page of this RFB
Week of January 27, 2014
February 2014
The City of Southlake is seeking a vendor(s) to provide daily street sweepi.g and Porter services for
Southlake Town Square. The following specifications are minimum requirements.
Sweep public streets, including blowing of all gutters between wheel stops, blowing of all
corners, and sweeping all curb lines with curb broom. (See attached map Exhibit I)
Sweep entire level surface of all levels, four (4) story public garages at two (2) locations (1451
Federal & 351 State Street), ensure all debris removed froir; corners, and stairwells. (See
attached map Exhibit 2)
City of Southlake - RFP140IB36OCK140001 - Page 6 of 19
Sweep entire level surface of all levels, two (2) story private garage at one (1) location (600
State Street). Ensure all debris is removed from comers and stairwells. (See attached map
Exhibit2)
Empty all trash cans and replace all trash can liners in Town Square and four (4) parks total of
130 (no matter how full or empty the contractor finds the can). Clean up any spills resulting
from torn liners. Replace with liners of minimum 6 mil thickness, low density, with star
shaped bottom. (See Exhibit2)
The contractor shall provide the following services at Southlake Town Square once per quarter for the
term of this contract:
Pressure wash North and South entry stairways in to the Town Hall building.
Pressure wash the stairways in the east and west in the Town Square parking garages.
Additional Requirements:
All work shall be completed during non -business hours (10 p.m. until 8 a.m.)
The contractor is responsible for disposal of all trash collected. Onsite disposal will not be
allowed.
All employees shall wear company uniform and identification while on city property.
All vehicles shall be clearly identified with company name.
All vehicles and equipment shall be in good condition and free of leaks. Contractor is
responsible for cleanup of any leaks from company vehicles or equipment. Contractor shall
notify City contact immediately of any vehicle or equipment spills.
Vendsha1Lnrovide a current vehicle and equipment inventp�� V IIS% detailing the makg,
model• year, and quantity of the equipment available fnr this m 414��
City of Southlake - RFP140IB360CK140001 - Page 7 of 19