06507 RFB solicitation_v1.pdf

Request for Bid (RFB) for

JANITORIAL SERVICES FOR ANCILLARY FACILITIES

Solicitation Number: 06507-NTT-00-GS-MA Date Issued

September 18, 2026

Pre-Bid Conference

Join:

https://teams.microsoft.com/meet/26448203178722 4?p=qhNlxb8NZ1VyPQeizo Meeting ID: 264 482 031 787 224 Passcode: yL7iZ7PE

September 28, 2026, at 2:00 p.m. CT

Dial in by phone +1 469-214-9499,,714490198# United States, Palmer Find a local number Phone conference ID: 714 490 198#

Site Visit as follows:

1 - Plano Operation Center – 1080 Ohio Dr, Plano

TX 75093

2 - MLP-3 – 2803 Dallas Pkwy, Plano 75093 3 – MLP 4 – 10350 Dallas Pkwy, Frisco 75034 4 – Frisco Operation Center – 11110 Research Rd, Frisco TX 75033

September 29, 2026, beginning at 9:00 a.m. CT

Bid Question Deadline Submit Questions via www.nttamarketplace.org

October 1, 2026, at 5:00 p.m. CT

Bid Due Date Submit Bids via www.nttamarketplace.org

October 7, 2026, at 11:00 a.m. CT

Bid Opening Date Microsoft Teams Virtual Meeting Details:

Join:

https://teams.microsoft.com/meet/21308637430831 0?p=QTl0t8s8ov3bLPqYAg Meeting ID: 213 086 374 308 310 Passcode: m4hr3dw9

October 7, 2026, at 3:00 p.m. CT

Dial in by phone +1 469-214-9499,,89566304# United States, Palmer Find a local number Phone conference ID: 895 663 04#

Solicitation Contact Person Kim Madewell kmadewell@ntta.org

Contract Term Two (2) years https://teams.microsoft.com/meet/264482031787224?p=qhNlxb8NZ1VyPQeizo https://teams.microsoft.com/meet/264482031787224?p=qhNlxb8NZ1VyPQeizo tel:+14692149499,,714490198 https://dialin.teams.cloud.microsoft/8d3f410d-f611-4837-9800-937c7f687483?id=714490198 http://www.nttamarketplace.org/ http://www.nttamarketplace.org/ https://teams.microsoft.com/meet/213086374308310?p=QTl0t8s8ov3bLPqYAg https://teams.microsoft.com/meet/213086374308310?p=QTl0t8s8ov3bLPqYAg tel:+14692149499,,89566304 https://dialin.teams.cloud.microsoft/8d3f410d-f611-4837-9800-937c7f687483?id=89566304

Project Description:

NOTE:

To be considered for this procurement, each Bidder MUST include with their Bid Sheet, all REQUIRED documents. Bidders are encouraged to upload their bids to NTTA’s Marketplace (https://www.nttamarketplace.org), no later than the date and time identified above as the “Bid Due Date”. When responding, be certain to check the CONFIDENTIAL check box for each uploaded document. You must do so for each document that you would like to designate as confidential. If you fail to check this box, such document(s) will be viewable by the general public.

Small Business Goal: GFE NIGP Code(s) :

910-39

Janitorial services for Frisco Operations Center, Plano Operations Center, MLP-3 and MLP-4 and restrooms at five (5) material stockpiles along the Dallas North Tollway and Sam Rayburn Tollway.

https://www.nttamarketplace.org/

TABLE OF CONTENTS

INTRODUCTION

Background NTTA Mission Statement and Values

GENERAL INFORMATION

Contract Term Property of North Texas Tollway Authority Award Limitations Language, Words Used Interchangeably

INSTRUCTIONS TO BIDDERS

Confidentiality and Non-Disclosure Statement Pre-Bid Conference Registration, Acknowledgment, and Addendums Inquiries

SUBMITTAL OF BIDS

Lowest Responsible Bidder Determination of Non-Responsible Bidder Determination of Non-Responsive Bidder Rejection of Bids Withdrawing a Bid

BID AWARD

TERMS AND CONDITIONS

Acceptance of Evaluation and Selection Procedures Procurement Policy, RFB, and Applicable Law Confidential Information and Texas Public Information Act Award Non-Exclusive Third-Party “Remit To” Tax Exempt Authority Incurring Costs Disclosure of Interested Parties

Hold Harmless Agreement Equal Opportunity Disclaimer of Liability Licenses/Certificates Notice of Impropriety Force Majeure

Procurement Protests

APPENDICIES

Scope of Work Bid Sheet Required Forms Business Information Form Insurance Requirements BDOD Forms – Small Business Program Form of Contract

INTRODUCTION

The North Texas Tollway Authority (NTTA) invites experienced and qualified companies to submit bids (each, a “Bid”) to provide the janitorial services for the Frisco Operation Center, Plano Operation Center, MLP-3 and MLP-4 and restrooms at five (5) material stockpiles along the Dallas North Tollway and Sam Rayburn Tollway (the “Project”) to NTTA in accordance with the terms of this RFB. A company that seeks to be awarded the contract (“Contract”) for the Project under this RFB will be referred to as a Bidder.

This RFB includes the Scope of Work and other requirements for the Project that NTTA has determined are pertinent to the preparation of a Bid. Regardless of whether deliverables under this procurement comprise goods, services, or both, all deliverables to be provided under the Contract will be referred to in this RFB as “goods and services.”

NTTA intends to award a Contract to the lowest responsible Bidder. The form of the Contract NTTA intends to utilize for this procurement is included with this RFB. However, NTTA reserves the right to modify the attached form of the Contract as NTTA deems necessary or advisable for particular requirements of the Project.

Background NTTA is a regional tollway authority governed by Chapter 366 of the Texas Transportation Code authorized to acquire, construct, maintain, repair, and operate turnpike projects in the North Texas region. NTTA serves its member counties of Collin, Dallas, Denton, and Tarrant and is responsible for the NTTA System of toll roads in the region, including Dallas North Tollway, President George Bush Turnpike, Sam Rayburn Tollway, SH 360, Addison Airport Toll Tunnel, Lewisville Lake Toll Bridge, Chisholm Trail Parkway, and Mountain Creek Lake Bridge. NTTA is governed by a nine-member board of directors (Board) with two members appointed by each of the four NTTA member counties. A ninth member is appointed by the Governor of Texas. For more information, a list of the individuals that currently serve on the NTTA Board of Directors is provided on NTTA’s website at www.ntta.org.

NTTA Mission Statement and Values To provide a safe and reliable toll road system, increase value and mobility options for our customers, operate the Authority in a businesslike manner, protect our bondholders, and partner to meet our region's growing need for transportation infrastructure.

GENERAL INFORMATION

Contract Term The Contract will become effective upon its final execution by both parties and satisfaction of the requirements of Section 2252.908 of the Texas Government Code and all other applicable legal requirements. The Term of the Contract is two (2) years.

http://www.ntta.org/

Property of North Texas Tollway Authority Subject to the provisions of this RFB concerning Confidential Information, all written and electronic correspondence, appendices, photographs, reports, printed material, tapes, disks, designs, and other graphic and visual aids submitted to NTTA during this procurement will become the property of NTTA upon delivery to NTTA and will not be returned to the submitting parties.

Award Limitations None.

Language, Words Used Interchangeably The words “shall,” “must,” and “will” are equivalent in this RFB and indicate a mandatory requirement or condition, the material deviation from which will not be waived by NTTA. A deviation is material if, at the sole discretion of NTTA, the deficient response is not in substantial accord with this RFB’s mandatory condition requirements. The words “should” and “may” are equivalent in the RFB and indicate very desirable conditions or requirements but are permissive in nature. Deviation from, or omission of, such a desirable condition or requirement will not in and of itself cause automatic rejection of a Bid but may result in the Bid being considered as not in the best interest of NTTA.

INSTRUCTIONS TO BIDDERS

Confidentiality and Non-Disclosure Statement Each Bidder agrees that any information accessed or gained by it in the course of the procurement under this RFB or, if applicable, in performance of duties under the Contract will be maintained in confidence and will not be released, discussed, or made known to any party or parties for any reason whatsoever, except as required to perform the duties required or where disclosure is required by law or mandated by a court of law.

Each Bidder must execute a “Confidentiality and Non-Disclosure Statement” and return it to NTTA. The Confidentiality and Non-Disclosure Statement is located under the REQUIRED FORMS section of this RFB (Appendix C).

Pre-Bid Conference

A pre-bid conference will be conducted for this solicitation and it will be open to the public to attend. The purpose of the conference is to review the scope and requirements of this RFB and allow interested Bidders to ask questions.

At least one (1) representative from each firm that intends to submit a Bid as a Bidder is encouraged to attend by calling Phone# +1 469-214-9499, Conf.ID: 714490198# to join the pre-bid conference Microsoft Teams Meeting.

Registration, Acknowledgment, and Addendums

A Bidder must complete vendor registration and acknowledge this RFB through NTTA Marketplace (www.nttamarketplace.org) in order to participate in this solicitation. Acknowledgement ensures that the Bidder receives notifications regarding the solicitation. This includes, but is not limited to, notifications advising Bidder of addendums, amendments, and clarifications to this RFB (each, an “Addendum”). Bidders should acknowledge each Addendum, if any, to this RFB.

If NTTA issues an Addendum to this RFB (whether a change to the solicitation specifications or any other modification) after a Bid has already been submitted, the Bidder, at its option, may access, modify, and resubmit its Bid to take such Addendum into account. Any submitted sealed Bid may be updated prior to the closing date/time for submission of Bids as set out in this RFB. A Bidder’s failure to update and resubmit a Bid following the issuance of an Addendum will signify the Bidder’s election to leave its Bid unmodified.

Inquiries It is the Bidder’s responsibility to obtain clarification of any information contained herein. Questions regarding any aspect of this procurement are to be submitted via the solicitation Q&A section on NTTA Marketplace no later than the Bid Question Deadline shown on the cover page of this RFB. All clarifications and answers to questions will be addressed in writing and posted online as an addendum to this RFB.

Statement(s) regarding the meaning or intent of the contents of this RFB by any person other than the Solicitation Contact Person listed on the cover page of this RFB are unauthorized, invalid, and cannot be relied upon.

The Solicitation Number must be referenced in all correspondence pertaining to this solicitation.

Except for any meeting(s) specifically authorized by the Solicitation Contact Person (or designee) as part of the Bid evaluation during the solicitation process, there must be no contact regarding this RFB between a Bidder’s owners, officers, directors, employees, agents, contractors, subcontractors, or other parties acting on a Bidder’s behalf and any NTTA Board member, employee, agent, or consultant, other than the Solicitation Contact Person.

Notwithstanding this prohibition on contact, Bidder may reach out to NTTA’s Director of Procurement Services regarding a solicitation or any questions and/or clarifications about Business Development and Opportunities Department (BDOD) Small Business Program requirements for a solicitation. A Bidder’s failure to comply with this provision will be grounds for NTTA’s disqualification of a Bidder and rejection of its Bid.

SUBMITTAL OF BIDS

To be considered for this procurement, each Bidder must include with their Bid Sheet all required documents and UPLOAD them on NTTA Marketplace (www.nttamarketplace.org), no later than the date and time identified on the cover page as the “Bid Due Date”.

http://www.nttamarketplace.org/ http://www.nttamarketplace.org)/

A. Important Submittal Requirements NTTA is not responsible for Bids received but not clearly marked. It will be the responsibility of each Bidder to upload its Bid Sheet to NTTA at the above listed website before or by Bid Due Date. Late Bids will not be accepted.

NTTA is not responsible for delays caused by any other means of delivery employed by the Bidder. Similarly, NTTA is not responsible for, and will not open, any Bids received later than the date and time indicated above.

NTTA reserves the right, in its sole discretion, to waive any technicality in a response to this RFB, provided such action is in the best interests of NTTA.

Where NTTA waives minor technicalities in a Bid, such waiver does not modify the RFB requirements or excuse the Bidders from full compliance with the RFB. Notwithstanding the waiver of any minor technicalities, NTTA holds all Bidders to strict compliance with the RFB.

NTTA reserves the right, in its sole discretion, to interrupt, postpone, delay, or cancel this solicitation at any time.

B. Important Electronic Marketplace Vendor Response Guide To be considered a responsive and responsible Bidder, it is important to read and follow instructions listed in the electronic “Marketplace Vendor Response Guide” located on NTTA Marketplace (www.nttamarketplace.org). The following is an important task to remember:

NOTE:

When responding, be certain to check the Confidential check box for each uploaded document. You must do so for each document that you would like to designate as confidential. If you fail to check this box, such document(s) will be viewable by the general public.

NOTE: Bidder must complete and fill out the label below, with the “Solicitation Contact Person” and “Solicitation Number” identified on the cover page of this solicitation.

FROM: NAME OF THE COMPANY – Vendor Name

TO: Procurement Department

Attn: Kim Madewell North Texas Tollway Authority 5900 West Plano Parkway, Suite 100 Plano, TX 75093

RFB # 06507-NTT-00-GS-MA

http://www.nttamarketplace.org)/

Lowest Responsible Bidder Under NTTA’s Procurement Policy and this RFB, the “lowest responsible Bidder” is the Bidder who submits a Bid to provide the requested goods and services at a cost that is lower than all other Bids from responsible Bidders and which meets other requirements of the NTTA.

In determining the lowest responsible bidder, NTTA may consider: (a) the purchase price; (b) the reputation of the Bidder and of the Bidder’s goods or services; (c) the quality of the Bidder’s goods or services; (d) the extent to which the goods or services meet NTTA’s needs; (e) the Bidder’s past relationship with NTTA; (f) the total long-term cost to NTTA to acquire the Bidder’s goods or services; and (g) any relevant criteria specifically listed in this RFB. Without limiting the foregoing, any Bidder that NTTA determines is non-responsible or non-responsive will not be deemed the lowest responsible Bidder.

Determination of Non-Responsible Bidder NTTA will not consider the Bid of a Bidder NTTA determines to be non-responsible.

NTTA may deem a Bidder non-responsible if:

1. NTTA has reason to believe collusion exists among the Bidder and other Bidders.

2. The Bidder, any subcontractor, supplier, or the surety on any bond given, or to be given by the Bidder, is in litigation with NTTA or with Collin, Dallas, Denton, Tarrant, Ellis, or Johnson counties or any cities in those counties (collectively, “Service-Area Entities”), or such litigation is contemplated or imminent, in the sole opinion of NTTA.

3. The Bidder is in default on any existing contract with a Service-Area Entity or defaulted on a previous contract with a Service-Area Entity.

4. The Bidder or a proposed subcontractor thereof has failed to disclose a potential conflict of interest or is discovered to have a conflict of interest, by law or policy, as determined by NTTA.

5. The Bidder, a proposed subcontractor thereof, or an individual officer or owner of the Bidders or company comprising a partner, member, or affiliate of the Bidder or any proposed subcontractor of a Bidder is under criminal indictment or been convicted of a criminal offense.

6. The Bidder or any firm comprising a partner, member, or affiliate of the Bidder or any proposed subcontractor of a Bidder (collectively, with Bidder, the Bidder Team) has received compensation from NTTA to participate in the preparation of this RFB, including, but not limited to, any component of the Scope of Work.

7. Any employee, consultant, or agent of any member of the Bidder’s Team participated in the preparation of this RFB, including, but not limited to, any component of the Scope of Work (any such person being referred to as a Screened Person).

a. However, if (i) no member of the Bidder’s Team received compensation from NTTA to participate in the preparation of this RFB (refer to item 6 above), and (ii) NTTA is promptly informed of a Screened Person’s employment with a member of a Bidder’s Team, a Bidder will not be deemed non-responsible if the Bidder demonstrates to NTTA’s satisfaction that a screening procedure exists to ensure that at all times before NTTA’s execution of the Contract (a) the Screened Person has not participated in the preparation of the Bid and (b) no person participating in the preparation of the Bid has discussed with or received from the Screened Person information about this RFB, including, but not limited to, any component of the Scope of Work.

b. Bidder must inform NTTA in writing promptly after it receives this RFB, of any Screened Person’s employment with a member of the Bidder’s Team. If at a later date a Screened Person is employed by a member of the Bidder’s Team, written notice of such employment must be given to NTTA promptly upon the Screened Person’s employment. Failure to provide such written notice may result in Bidder being deemed Non-Responsible.

8. The Bidder is not eligible to be awarded the Contract under applicable law or NTTA’s Procurement Policy, which may be found online at NTTA’s website, ntta.org (currently under “Policies” in the “Who We Are” section).

Determination of Non-Responsive Bidder NTTA may disqualify a Bid as non-responsive and it shall not be considered for reasons including but not limited to the following:

1. All elements of the Bid required under this RFB are not included or all requirements for submission described under “Submission of Bids” are not strictly followed.

2. The Bid was received after the time limit for receiving Bids.

3. The Bid is not signed.

4. Bidder does not register with NTTA Marketplace or fails to acknowledge this solicitation or any Addendums.

Rejection of Bids Procurement Services will automatically reject any Bid that is submitted after the Bid Due Date listed on the cover page of this RFB, and return it unopened. Until a Contract is executed, NTTA reserves the right to reject any or all Bids, to waive technicalities, to re-advertise, to decline to proceed or to otherwise proceed with this procurement by other method(s) allowed by law and in the best interest of NTTA.

Withdrawing a Bid Bidder, by submitting a Bid, warrants and guarantees that the Bid has been carefully reviewed and checked and that it is in all respects true, accurate, and free of mistakes.

However, a Bidder has a right to withdraw a Bid prior to the Bid Due Date.

To withdraw its Bid, Bidder must submit a request to withdraw its Bid in writing via email to the Director of Procurement Services, Danielle Thompson, at dthompson@ntta.org. The written request to withdraw a Bid must state the reason for the withdrawal request. A Bid for which withdrawal is properly requested prior to Bid Due Date will be returned to the Bidder unopened.

A Bidder may not withdraw its Bid after the Bid Due Date without NTTA’s express written consent. Bidders acknowledge that for a Bid withdrawn after the Bid Due Date,

(1) NTTA may pursue any security, such as a bid bond, given by the Bidder for such withdrawn Bid and (2) the withdrawn Bid will not be eligible to be reinstated for this

RFB.

BID AWARD

The Bidder that NTTA Procurement Services identifies as the lowest responsible Bidder will be the “apparent low bidder,” and NTTA will submit the Contract to the apparent low bidder.

When the apparent low bidder unconditionally agrees to execute, deliver, and perform the Contract and submits or has unconditionally agreed to submit (a) all required bonds, insurance, and other items required under this RFB and (b) the Contract, the Contract will then be approved and signed by appropriate parties.

The successful Bidder will assume total responsibility for all obligations under the Contract.

Further, NTTA will consider the successful Bidder to be the sole point of contact with regard to contractual matters, including payment of all charges resulting from the Contract. No subcontractor will be paid directly by NTTA. The Bidder will be solely responsible for the success of any portion of and the entire Project under this RFB.

Unless expressly stated otherwise, all Bids shall be considered valid and in effect until the Bid evaluation, award, and Contract execution process is completed (estimated 60 – 180 days).

mailto:dthompson@ntta.org

TERMS AND CONDITIONS

Acceptance of Evaluation and Selection Procedures Each Bidder represents that it (1) has carefully examined this RFB, including all attachments hereto, and (2) does not object to the procedures and processes as described in this RFB, for evaluating and selecting the lowest responsible Bidder for this Procurement or for the award and execution of the Contract. No exceptions to the terms and conditions of the Contract will be accepted by NTTA. Any exceptions submitted by Bidder with its Bid will be disregarded, and NTTA will consider Bidder’s Bid as submitted for use with the form Contract attached hereto without any changes.

Procurement Policy, RFB, and Applicable Law This RFB and the procurement requirements and procedures described in this RFB are subject to applicable law and NTTA’s Policy Regarding the Procurement of Goods and Services and Disposition of Personal Property (Procurement Policy), which NTTA adopted under Section 366.033(j) of the Texas Transportation Code. A copy of the Procurement Policy is available on NTTA’s website, ntta.org (currently under “Policies” in the “Who We Are” section).

Each Bidder agrees to be bound by the terms, conditions, agreements, and requirements of applicable law, the Procurement Policy and this RFB, including, but not limited to, NTTA’s procurement protest procedures. A Bidder’s submission of a Bid under this RFB will further signify such agreement.

Confidential Information and Texas Public Information Act Information included in a Bid is subject to the Texas Public Information Act, Chapter 552 of the Texas Government Code (TPIA). Information is not exempt as confidential under TPIA simply because the party submitting the information anticipates or requests that it be kept confidential. Accordingly, a Bidder whose Bid includes information that the Bidder believes in good faith to be confidential or proprietary information or to contain trade secrets of Bidder (Confidential Information) must mark such information accordingly. This marking must be explicit as to the designated information. The Bidder will hold NTTA harmless from any claims arising from the release of Confidential Information not clearly designated as such by the Respondent. Designation does not guarantee the non-release of Confidential Information under the TPIA or as otherwise required by law, but does provide NTTA with a means to review the issues thoroughly and, if justified, request an opinion by the Attorney General’s office before releasing Confidential Information requested under the TPIA. If NTTA receives a request for Confidential Information, NTTA shall notify Bidder in writing in accordance with the requirements of the TPIA and will, if reasonably and timely requested by Bidder, ask for a decision from the Open Records Division of the Office of the Attorney General of the State of Texas regarding whether the information may be excepted from disclosure under the TPIA.

In such event, Bidder authorizes NTTA to submit any information contained in the Bid, including information the Bidder has labeled as being Confidential Information, to the Office of the Attorney General. Bidder bears the burden of making the appropriate showing(s) to the satisfaction of the Attorney General’s Office.

NTTA, its directors, officers, employees, agents, and attorneys are not liable for any disclosure of any information submitted in a response to this RFB. By submitting a Bid, the Bidder waives any claim against, and releases from liability, NTTA, its directors, officers, employees, agents, and attorneys with respect to disclosure of any information included in the Bid, including information labeled as Confidential Information.

Award Non-Exclusive NTTA reserves the right to award a contract to more than one Bidder based on NTTA’s consideration of its operational needs. There will be no minimum amount of services awarded any successful Bidder under this RFB. A successful Bidder will assume total responsibility for all deliverables awarded to it whether a subcontractor or other third party produces them in whole or in part. NTTA considers a successful Bidder to be the sole point of contact with regard to contractual matters including payment of all charges resulting from the Contract. A successful Bidder will be fully responsible for any default by a subcontract just as if the successful Bidder itself had defaulted. No subcontractor will be paid directly by NTTA. A successful Bidder will be solely responsible for the performance of the portion of the entire Project awarded to it under this RFB.

Third-Party “Remit To” If a Bidder has a third-party “remit-to” company for payment that information must appear on the Bidder’s Bid to this RFB. NTTA will not be liable for payments to Bidder sent to the third party designated on the Bidder’s Bid.

Tax Exempt Authority NTTA is a tax-exempt entity under Sections 151.309, et seq., of the Texas Tax Code.

Incurring Costs All costs incurred by a Bidder in preparing the Bid or otherwise in responding to this RFB will be wholly the responsibility of the Bidder. NTTA will not reimburse any Bidders for costs incurred as it relates to participating in the procurement process for this solicitation.

Disclosure of Interested Parties Section 2252.908 of the Texas Government Code states that state agencies and other governmental entities, such as NTTA, may not enter into certain contracts with a business entity (defined as a “Contractor” in that section) unless the Contractor submits a “disclosure of interested parties” (Form 1295) to NTTA at the time the Contractor submits the signed contract to NTTA for execution by NTTA.

If the Contract under this procurement is of a type that requires the Contractor to submit Form 1295, it will be the Contractor’s responsibility to submit the form as required by law. The Contractor may obtain information about the Contract from the Solicitation Contact Person identified on the cover page of this RFB. The Contractor must use the online application at the Texas Ethics Commission website to enter the required information on Form 1295 and print a copy of the completed form, which will include a certification of filing that will contain a unique certification number.

An authorized agent of the Contractor must sign the printed copy of the form and have the form notarized. The completed Form 1295 with the certification of filing must be delivered to NTTA’s Procurement Department, when the contract signed by the Contractor is delivered to NTTA for execution. NTTA will not execute the contract, and no contract will be formed if NTTA has not received the completed Form 1295 with the certification of filing.

NTTA must notify the Texas Ethics Commission of the receipt of the filed Form 1295 with the certification of filing not later than the 30th day after the date the contract binds all parties to the contract. The commission will post the completed Form 1295 to its website within seven business days after receiving notice from NTTA.

Please refer to the information at the Texas Ethics Commission’s website for instructions on registering and completing Form 1295.

Hold Harmless Agreement Each Bidder agrees to protect, defend, indemnify, and hold harmless NTTA and its directors, officers, agents, and employees from any and all costs, claims, and damages of every kind and nature (including attorneys’ fees) made, rendered, or incurred by or on behalf of every person or corporation whatsoever, including the parties hereto and their employees that may arise, occur, or grow out of any acts, actions, work, or other activity done by the Bidder, its employees, subcontractors, or any independent contractor working under the direction of either the Bidder or subcontractor in connection with the preparation and submission of a Bid.

Equal Opportunity NTTA is an equal-opportunity employer. Each Bidder submitting a Bid agrees not to refuse to hire, discharge, promote, demote, or otherwise discriminate in matters of compensation against any person otherwise qualified solely because of race, creed, sex, sexual orientation, gender identity, veteran status, national origin, ancestry, or physical handicap.

Disclaimer of Liability NTTA will NOT hold harmless or indemnify any Bidder for any liability whatsoever.

Licenses/Certificates NTTA reserves the right to require documentation that each Bidder is an established business and is abiding by all laws applicable to the Bidder and of the State of Texas.

If Bidder is required by any regulatory agency to maintain professional license or certification to provide any product and/or service solicited under this RFB, NTTA reserves the right to require Bidder to provide documentation of its current license and/or certification before considering its Bid and/or before awarding a Contract.

Notice of Impropriety

If a Bidder has knowledge of conduct by an NTTA employee in connection with this procurement that the Bidder reasonably believes may be unethical or a violation of law or may create an appearance of impropriety by such person in his or her capacity as an NTTA employee, the Bidder agrees promptly to report such conduct to NTTA’s General Counsel, who is NTTA’s official Ethics Officer.

Force Majeure NTTA will not be liable for defaults or delays due to acts of God or the public enemy, acts or demands of any governmental agency, strikes, fires, floods, accidents, or other unforeseeable causes beyond its control and not due to its fault or negligence.

Procurement Protests NTTA encourages Bidders promptly to bring questions and concerns relating to this RFB to NTTA’s attention pursuant to the process set forth in the “Instructions to Bidders”. Any formal protest relating to this RFB or the Contract award hereunder must be made in writing and submitted to the Director of Procurement Services no later than five (5) business days after the earlier of the (i) date the protestor was or reasonably should have been aware of the matter giving rise to the protest or (ii) the date the Contract award was made by the NTTA Board of Directors. A “business day” under this RFB is any day NTTA’s administrative offices (as distinguished from its Customer Service Center) are open for the regular conduct of NTTA business.

Each protest must comply and will be treated in accordance with NTTA’s Procurement Policy, which may be found on NTTA’s website, ntta.org (currently under “Policies” in the “Who We Are” section) and is incorporated into this RFB by reference.

Bidders understand and agree that in light of NTTA’s operational needs and customer service obligations, the filing of a protest or any legal action challenging any aspect of this RFB or the Contract award thereunder will not prevent NTTA from proceeding with the RFB process, a Contract award thereunder, or utilization of the services requested through this RFB. To the fullest extent allowed by law, Bidders waive any claim for injunctive relief pertaining to this RFB, the contract award, or the commencement of services hereunder. By submitting a response to this RFB, Bidders unconditionally and irrevocably acknowledge that adequate remedies exist at law, without resort to injunctive or other equitable relief, to fully redress any potential claim arising in connection with this RFB.

APPENDICIES

Scope of Work Bid Sheet Required Forms Business Information Form Insurance Requirements BDOD Forms – Small Business Program Form of Contract

APPENDIX A

SCOPE OF WORK

[Follows this cover page.]

SCOPE OF SERVICES

1. INTRODUCTION

Agreement for facility janitorial services at four (4) occupied buildings and 1 day porter service.

The 4 occupied buildings are as follows:

• The MLP 3 Office Complex at 2803 Dallas Parkway, Plano, Texas 75093 a one-story building with Mezzanine, and tunnel cleanable square footage of 7,083 square feet.

• The MLP 4 Office Complex at 10350 Dallas Parkway, Frisco, Texas 75034 a one-story building with cleanable square footage of 3,045 square feet.

• The Frisco Operations Center (FOC) located at 11110 Research Road, Frisco, Texas 75033 with cleanable square footage of 10,846 square feet.

• The Plano Maintenance Center located at 1080 Ohio Drive, Plano, Texas 75093 with a cleanable square footage of 17,393 square feet.

2. SUPPLIES AND EQUIPMENT

• Cleaning Supplies

All products are to be above average and should meet manufacturer's specifications, if required. NTTA reserves the right to change supplies, and equipment used at the facility.

• All cleaning supplies and equipment required for cleaning shall be included in the base price for cleaning. Cleaning products and equipment used shall be of good quality and in good repair.

• NTTA will provide consumable supplies used by NTTA personnel such as soap, hand sanitizer, paper towels, toilet paper and trash bags.

• Contractor shall be responsible for ensuring that all dispensers (paper towel, toilet paper, soap, hand sanitizer) located throughout the properties are refilled using products provided by NTTA.

Contractor shall communicate with Project Manager when additional product refills are needed and NTTA shall arrange to provide it.

• All necessary cleaning equipment including power driven floor scrubbing machines, backpack vacuum, access/elevated work equipment, high dusting equipment, waxing and polishing machines, industrial floor, and upholstery vacuum cleaners, and all necessary motor trucks, etc., needed for the performance of the work of this Agreement shall be furnished by the bidder.

• Such equipment shall be of the size and type customarily used for commercial janitorial services.

• No equipment shall be used which is harmful to the facility or its content. All equipment must always be in good working condition. Any non-working equipment shall be repaired or replaced within twenty-four (24) hours.

• After execution of this Agreement and prior to starting the work, the Contractor shall submit a list of the specific products to be used on the facility. All cleaning agents and disinfectant supplies shall be approved by the Project Manager.

• NTTA will provide some storage area on-site for storage of cleaning supplies, and equipment.

• Contractor shall provide to the NTTA Project Manager copies of all Safety Data Sheets (SDS) on all chemicals used in the work and stored in janitorial closets as requested.

• Contractor shall keep lockers, supply storage and slop sink areas clean and tidy. NTTA will not be responsible for the Contractor’s equipment and supplies stored in the storage area.

• NTTA will not receive shipments of products on behalf of the Contractor at NTTA facilities.

Contractor shall receive or pickup products at their own facility and transport to the NTTA facilities where products and equipment are to be used.

3. BID SHEET

• The attached bid sheet includes the 4 occupied building cleaning charges and a day porter service charge.

• The bid sheet has prices for year 1 and year 2 to factor in price increases if any and the price provided will remain fixed for a period of 12 months.

• Contractor shall have the option to submit different rates for each contract year to account for cost increases if any but the price for each specific year shall remain firm and fixed for that entire 12-month period.

• Any task mentioned under section 17 which shall be done on an annual, semi-annual or quarterly basis shall be factored into the monthly cost in the bid sheet.

• The NTTA is exempt from Federal Excise and State Sales Tax; therefore, tax must not be included in this bid sheet.

4. OPERATIONAL REQUIREMENTS

4.1 Standards

• Occupied facilities must be cleaned to an Association of Physical Plant Administrators (APPA) of level two and above, as specified in section 5.

• Precautions must be taken to protect existing structures and site work. All work must be done in a safe manner to safeguard the operators, the occupants, and pedestrians.

4.2 Holidays

• Official Holidays are established each year. For most years, the following holidays have been observed by NTTA: New Year's Day, Martin Luther King Birthday, Memorial Day, Good Friday, Independence Day, Labor Day, Thanksgiving (2) Days and Christmas (2) Days.

4.3 Special Notification

• The Contractor shall notify the NTTA Management Staff in writing ten (10) business days prior to application of any chemical that would need specific personnel notification and/or site preparation.

The chemical shall not be applied unless approved by NTTA’s Project Manager.

• The Contractor is responsible for reporting any needed repairs that are observed during the performance of services on a daily basis. This information must be communicated to the Project Manager in writing.

• All “lost and found” items shall be turned over to the Project Manager.

• All questions or problems concerning work performed under this Agreement shall be discussed with the Project Manager.

5. APPA LEVELS

Under the Association of Physical Plant Administrators (APPA) there are five levels of cleaning. Please reference below for standards for each level.

Level 1 – Orderly Spotless

This level establishes cleaning at the highest level. This is show-quality cleaning for the prime facility.

• Floors and base moldings shine and/or are bright and clean; colors are fresh. There is no buildup in corners or along walls.

• All vertical and horizontal surfaces have a freshly cleaned or polished appearance and have no accumulation of dust, dirt, marks, streaks, smudges or fingerprints.

• Washroom and shower tile and fixtures gleam and are odor free. Supplies are adequate.

• Trash containers and pencil sharpeners are empty, clean and odor-free.

Level 2 – Ordinary

This level is level at which cleaning should be maintained. Lower levels for washrooms, changing/locker rooms and similar type facilities are not acceptable.

• Floors and base moldings shine and/or are bright and clean. There is no buildup in corners or along walls, but there can be up to two days’ worth of dirt, dust, stains or streaks.

• All vertical and horizontal surfaces are clean, but marks, dust, smudges and fingerprints are noticeable with close observation.

• Washroom and shower tile and fixtures gleam and are odor free. Supplies are adequate.

• Trash containers and pencil sharpeners are empty, clean and odor-free.

Level 3 – Casual

This level reflects the first budget cut, or some other staffing- related inattention problem. It is a lowering of normal expectations. While not totally acceptable, it has yet to reach an unacceptable level of cleanliness.

• Floors are swept clean, but upon observation dust, dirt and stains, as well as a buildup of dirt, dust and/or floor finish in corners and along walls, can be seen.

• There are dull spots and/or matted carpet in walking lanes and streaks and splashes on base molding.

• All vertical and horizontal surfaces have obvious dust, dirt, marks, smudges and fingerprints.

• Lamps all work and all fixtures are clean.

• Trash containers and pencil sharpeners are empty, clean and odor-free.

Level 4 – Moderate

This level reflects the second budget cut, or some other significant dinginess staffing-related problem.

Areas are becoming unacceptable. People begin to accept an environment lacking normal cleanliness.

• Floors are swept clean but are dull. Colors are dingy and there is an obvious buildup of dust, dirt and/or floor finish in corners and along walls. Molding is dull and contains streaks and splashes.

• All vertical and horizontal surfaces have conspicuous dust, dirt, smudges, fingerprints and marks that will be difficult to remove.

• Less than 5 percent of lamps are burned out and fixtures are dingy.

• Trash containers and pencil sharpeners have old trash and shavings. They are stained and marked.

Trash cans smell sour.

Level 5 – Unkempt Neglect

This is the final and lowest level. The trucking industry would call this “just-in-time cleaning.” The facility is always dirty, with cleaning accomplished at an unacceptable level.

• Floors and carpets are dirty and have visible wear and/or pitting. Colors are faded and dingy and there is a conspicuous buildup of dirt, dust and/or floor finish in corners and along walls. Base molding is dirty, stained and streaked. Gum, stains, dirt dust balls and trash are broadcast.

• All vertical and horizontal surfaces have major accumulations of dust, dirt, smudges and fingerprints, as well as damage. It is evident that no maintenance or cleaning is done on these surfaces.

• More than 5 percent of lamps are burned out and fixtures are dirty with dust balls and flies.

• Trash containers and pencil sharpeners overflow. They are stained and marked. Trash containers smell sour

6. WORK SCHEDULING

• For MLP 3 and MLP4 daytime/ evening / night / weekend staff shall be provided 5 nights/days a week, Sunday through Thursday between 5PM and 5AM CST. (Day time work will be allowed providing it does not interfere with normal business)

• For Frisco Operations Center daytime/ evening / night / weekend staff shall be provided 6 nights/days a week, Saturday through Thursday between 5PM and 5AM CST. (Day time work will be allowed providing it does not interfere with normal business)

• For Plano Maintenance Center daytime/ evening / night / weekend staff shall be provided 6 nights/days a week, Sunday through Friday between 5PM and 5AM CST. (Day time work will be allowed providing it does not interfere with normal business)

• The cleaning crews shall be sized based on the bidder’s experience to get the work completed in the time desired and to achieve the required results according to the specifications of this RFB.

• All work shall be performed in a manner to cause the least amount of disruption to daily activity.

Special cleaning or other work requested by Project Manager or designee may be performed during normal work hours if requested; otherwise, it shall occur along with the regularly scheduled evening cleaning.

• Work being performed on an overtime basis will be at the Contractor's sole expense unless prior approval is obtained from the Project Manager or designee or is part of the Bid Sheet. Work schedules are to be consistent with all security and safety programs and procedures.

7. CLEANLINESS

• During maintenance operations, all areas shall be kept neat and clean. Precautions shall be taken to avoid damage to existing structures and site work.

• Damage to NTTA’s property caused by the Contractor's negligence, equipment, or staff must be rectified at the Contractor's expense. All work shall be performed in a safe manner to protect the operators, occupants and pedestrians.

• NTTA has separate trash and recycle dumpsters located on various properties. All trash must be separated in accordance with the Property Recycling Program which shall be attached as part of exhibits.

• Empty all recycling bins which are separate from trash receptacles and transport to designated areas.

• Recycled products are to be deposited into the recycle dumpster. Do not use bags.

• NTTA is charged $200 if the recycled products are in a bag. If bags are being used, that cost shall be passed on to the Contractor.

• Each desk has a small trash receptacle and a small recycle bin, each bathroom has a receptacle and the breakrooms each have a trash receptacle and a recycle bin.

• Cigarette urns are included in the scope of work and are emptied once per week.

• Upon completion of janitorial operations, all debris and waste material shall be cleaned up and removed from the site, unless provisions have been granted by the Project Manager or designee to utilize on site trash receptacles.

• Any damage to structures or the site caused by the Contractor shall be repaired immediately by the Contractor without charge to the Authority.

8. CLEANING ACTIVITY DETAILS

• Spot Cleaning of Carpets: Contractor shall keep the carpets clean by fixing spots like gum, grease, and food spills as soon as it is seen. If a cleaning liquid, make sure it won't bleach or ruin the carpet color. When using a scraper or gum remover, be careful not to tear the carpet threads. Liquid spills and sticky messes like tar should be cleaned up the moment they are found to keep the floor looking good. If a stain is permanent and won't come out after a deep clean, let the NTTA Project Manager know right away.

• Mondo flooring is present in Frisco Operations Maintenance Center and Plano Operations Maintenance Center and Mondo flooring cleaning instructions are attached to this scope of work and Contractor shall follow the instructions to clean this kind of flooring.

• Carpet Cleaning: To keep the carpets in top shape, follow the timeline for sweeping, scrubbing, and deep washing to clear away any grime or filth. The flooring must always look spotless, meaning no trash, sticky spots, or oily marks. If you notice damaged fabric, scorch marks, or permanent blemishes, tell the supervisor so they can arrange a fix.

• When using the vacuum, focus on the wall boundaries and tight gaps where the main unit won't fit.

Use manual attachments to ensure those hidden spots are tidy. Try not to strike the woodwork or office gear with your equipment. Clear out the debris containers often to maintain strong suction.

Remember to clean the entry rugs and shift chairs to get underneath, placing everything back where it belongs. Once done, the entire surface should be free of threads or fuzz, with the fibers brushed upright.

• Carpet Cleaning shall be done annually in September. Cleaning shall also include shampooing of carpets.

• Window Cleaning: Contractor must scrub and wipe dry every glass/window on an annual basis in March.

• UNIFORMS

• Contractor's personnel shall be neat in appearance consistent with industry standards.

Uniforms are mandatory but may consist of company tee-shirts and slacks (same color and style).

• Contractor's company logo/name must appear on at least one article of clothing (i.e. tee shirt, jacket, hat, etc.) for each employee to make company identification possible.

• No part of their clothing should have holes or stains.

• Contractor's personnel must have all OSHA required personal protective equipment to wear and use when working on-site.

9. PERSONNEL

• PROJECT MANAGER

• The Contractor will provide a Project Manager, area manager or other such designated employee who shall be responsible for the management and scheduling of the work to be performed under this Service Agreement.

• The Project Manager must be able to speak, read and write in English. The Project Manager shall be available during normal working hours and must be able to communicate via e-mail and be able to use a computer to accept and respond to requests and other items related to this Agreement with representative of the NTTA.

• The Project Manager shall be designated by the Contractor as the authority to act on behalf of the

Contractor on a day-to-day basis, and shall be able to sign notices, inspection reports and other correspondence on behalf of the Contractor.

• The Project Manager shall have knowledge of the Service Agreement and its various cleaning tasks, equipment and supplies.

• The Project Manager must be able to properly train, direct and control the cleaning personnel in their individual tasks to meet the terms of the Service Agreement.

• The Project Manager must be able to conduct effective inspections and follow-up programs. The

Project Manager and / or the Assistant Project Manager shall be accessible to NTTA staff twenty-four hours a day, seven days a week.

• The Contractor's Project Manager shall communicate by email, mobile phone, and, if available, office phone.

• SUPERVISORS

• The Contractor will ensure that all work required under this Service Agreement is satisfactorily supervised by providing the appropriate number of sufficiently trained and qualified competent supervisors.

• Each Supervisor must be able to communicate effectively in English, both verbally and in writing, with individuals under their supervision.

• Supervisor is not required to be on site full-time, however should be available as needed to respond to requests from on-site cleaning personnel.

• Supervisor should make at least one site visit per night to verify on-site work is being properly performed.

• Supervisors shall be familiar with the terms of the Service Agreement and its various cleaning tasks, equipment and materials.

• Supervisors must be able to both properly train and direct the cleaning personnel in their individual tasks and to maintain and control an effective inspection, supervision and follow-up program.

• The NTTA reserves the right to request the removal of unsatisfactory supervisors, review resumes and meet supervisory replacements prior to hiring.

• The Supervisor must provide communication by email, cell phone, and office phone in applicable.

• CREW LEAD

• The Contractor will ensure that all work required under this Service Agreement is satisfactorily supervised by providing the appropriate number of sufficiently trained and qualified competent Crew Lead.

• Each Crew Lead must be able to communicate effectively in English, both verbally and in writing, with individuals under their…