2-001 27000351 Window Cleaning RFP - 2027 - MAF.pdf

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Request for Proposals

RFP 27000351

for

Window and High Surface Cleaning Services Midland International Air & Space Port

Proposals for this requirement will be accepted until 2:00 P.M. on November 4, 2026

Proposals May be Mailed or Delivered to:

City Secretary City of Midland

Suite 330

P.O. BOX 1152

Midland, Texas 79702-1153 (300 N. Loraine, Suite 330 Midland, TX 79701)

No Late Proposals Will Be Accepted

NOTICE TO PROPOSERS:

1. IMPORTANT NOTICE – IF THE CONTRACT DOCUMENTS REQUIRE WORKER’S COMPENSATION INSURANCE, PROPOSER/CONTRACTOR MUST CARRY WORKER’S COMPENSATION INSURANCE TO BE ELIGIBLE FOR THIS CONTRACT. IF YOU CANNOT PROVIDE WORKER’S COMPENSATION INSURANCE AS REQUIRED BY STATE OF TEXAS STATUTE WE RESPECTFULLY

REQUEST THAT YOU “NO BID” THIS WORK

2. COMPLIANCE. – COMPANY AGREES THAT IT SHALL COMPLY WITH TEXAS GOVERNMENT CODE SECTION 2252.908, ET SEQ., AS AMENDED. COMPANY AGREES THAT IT SHALL COMPLY WITH TEXAS LOCAL GOVERNMENT CODE SECTION 176.006, ET SEQ., AS

AMENDED.

3. PUBLIC INFORMATION. TO THE EXTENT THAT PROPOSER IS SUBMITTING A PROPOSAL FOR A CONTRACT DESCRIBED BY SECTION 552.371 OF THE TEXAS GOVERNMENT CODE, PROPOSER AGREES AS FOLLOWS IN ACCORDANCE WITH SECTION 552.372(B) OF THE TEXAS GOVERNMENT CODE: THE REQUIREMENTS OF SUBCHAPTER J, CHAPTER 552, GOVERNMENT CODE, MAY APPLY TO THIS PROPOSAL, AND THE CONTRACTOR OR VENDOR AGREES THAT THE CONTRACT CAN BE TERMINATED IF THE CONTRACTOR OR VENDOR KNOWINGLY OR INTENTIONALLY FAILS TO COMPLY WITH A REQUIREMENT OF THAT SUBCHAPTER.

See Section 1.9 for Pre-proposal Meeting Information

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TABLE OF CONTENTS

Page SCHEDULE OF EVENTS ................................................................................................................................iii Special Terms and Conditions ........................................................................................................................... iv

1. General Information

2. Proposal Waivers:

3. Scope Of Project

4. Requirements

5. Narrative

6. Vendor Qualifications

7. Evaluation Process

8. Proposal Contents

9. Texas Public Information Act……………………………………………………………………………11

EXECUTION OF OFFER

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SCHEDULE OF EVENTS

RFP 27000351

For Window Cleaning and High Surface Cleaning Services

Midland International Air & Space Port

Event Date* RFP Released .............................................................................................................. October 19, 2026 Pre-Proposal Conference/Site Walk……………………………………………… October 26, 2026 Cutoff Date for inquiries and clarification………………………………………….. October 28, 2026 Proposal Due Date ...................................................................................................... November 4, 2026 Notification of Offeror Interviews, if required ........................................................... November 9, 2026 Intended Date for Contract Award .............................................................................. December 12, 2026

*These dates are our intended schedule; however, they may be changed as necessary without further notice.

NOTE:

From the issuance date of this RFP until a Contractor(s) is selected, all verbal communication is not binding.

The City will only be bound by written comments submitted by the Purchasing Office.

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SPECIAL TERMS AND CONDITIONS

Proposal Requirements /Terms

1. Unless otherwise called for, the number of copies specified in the RFP, shall be submitted typewritten or printed in ink. Many Requests for Proposals are in a word format that can be completed on your computer and will be noted on the cover page if available.

2. Each proposal should be placed in a separate envelope completely and properly identified with the RFP number, due time and date. Proposal must be time stamped at the appointed receipt location before the hour and date specified for the proposal receipt.

Responsibility for having the proposal properly marked and to the opening location by the specified date and time is solely the offeror’s.

All copies of the proposal may be delivered in the same box/package.

3. Any Proposal may be withdrawn in writing prior to the date and time set for receipt of proposals. Any proposals not so withdrawn shall constitute an irrevocable offer, for a minimum period as stated in the RFP following the final acceptance date, to provide the commodity or service set forth in the attached specifications, or until a selection has been made by the City.

4. Late proposals will not be accepted under any circumstances.

5. Proposal should give full firm name and address of Offeror. Failure to manually sign the proposal will disqualify it. The person signing the proposal should show title or authority to bind his/her firm in contract. Insert your Federal Employer’s Identification Number _____________________ or Sole owner should enter SSN ______-____-______.

6. Purchases made for City use are exempt from State Sales Tax and Federal Excise Tax.

Do not include tax in your proposal. Tax exemption certificates will be furnished by the City upon request.

7. Telephone proposals are not acceptable when in response to an RFP.

Conditions The City of Midland is requesting proposals with the intent of awarding a contract for the requirement contained in this RFP. However, the City is not obligated to award a contract on this solicitation and reserves the right to reject any and all proposals and award the proposal to best serve the interests of the City.

1. Offerors electing to respond to this RFP are responsible for all costs of proposal preparation. The City is not liable for any costs incurred by a offeror in response to this RFP.

2. No public disclosures or news releases pertaining to this RFP shall be made without prior written approval from purchasing.

3. In case of a tie between two or more offerors, the award will be made in accordance with preferences as outlined by statute.

4. The Offeror agrees to protect the City from claims involving infringement of patents or copyrights.

5. The Offeror hereby assigns to Purchaser, any and all claims for overcharges associated with any contract resulting from this RFP which arise under the antitrust laws of the United States 15 U.S.C.A. Section 1, et seq.

1973 and which arise under the antitrust laws of the State of Texas, Texas Business and Commercial Code Ann. Sec. 15.01, et seq. (1967).

6. No substitutions or cancellation permitted without the written approval of the City Purchasing Agent. Deliveries made pursuant to a resulting contract shall be made during normal working hours only, unless approval for late delivery has been obtained.

7. Contractor shall submit two copies of an itemized invoice to Accounts Payable, The City of Midland, Texas, P.O. Box 1152, Midland Texas 79702.

Each copy of the invoice shall reference the P.O. and the RFP numbers.

8. In the event of a conflict between the standard proposal requirements and conditions and the attached detail specification, the detail specifications shall govern.

9. Governing Law & Venue: This agreement shall be governed by and construed in accordance with the laws of the State of Texas. Venue for any disputes or lawsuits arising from the performance of this contract shall be exclusively in Midland County, Texas. The parties agree that all performance under this contract shall take place in Midland, County, Texas. The Contractor and City agree that all payments made under this contract shall take place in Midland County, Texas.

10. This obligation and undertakings of each of the parties to this contract shall be deemed to have been performed in Midland County, Texas.

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1. GENERAL INFORMATION

1.1. INTRODUCTION

The City of Midland, Department of Airports, (hereinafter referred to as the “City”), is pleased to invite qualified Offerors to submit proposals for Window and High Surface Cleaning Services, as specified herein. Proposals submitted in response to the specifications contained herein shall comply with the following instructions and procedures.

Request for Proposal Standard Information This Request for Proposal (RFP) is issued in accordance with City of Midland Policy, the RFP Manual and the statutes of the State of Texas. The RFP process is a procurement option allowing the award to be evaluated based on stated criteria. The RFP states the relative importance of all criteria. No other criteria, other than as outlined in the Request for Proposal, will be used.

1.2. INITIAL EVALUATION

Upon receipt, the proposal information will be disclosed only to persons participating in the evaluation or contracting process until the proposal has been reviewed and all marked trade secrets have been removed (see “Trade Secrets and Other Withheld Information” statement below). After this review, all remaining proposal materials will be available under the open records act. The proposals will be initially evaluated by the committee as being “responsive” or “non-responsive”.

1.3. DISCUSSION/NEGOTIATION

Although proposals may be accepted and a contract awarded without discussion, the City may initiate discussions should clarification or negotiation be necessary. Offerors should be prepared to send qualified personnel to Midland, Texas to discuss technical and contractual aspects of the proposal.

1.4. BEST AND FINAL OFFER

The "Best and Final Offer" is an option available to the City under the RFP process allowing one or more offerors to submit a best and final offer. Offerors may be contacted, asking that they submit their best and final offer, which must include the discussed and/or negotiated changes.

1.5. AWARD

1.5.1. If the Contract is awarded, it will be awarded to either the lowest responsible bidder, or to the bidder who provides goods or services at the best value for the City of Midland. In determining the best value for the City of Midland, the City of Midland may consider the criteria enumerated in Section 252.043 of the Texas Local Government Code.

1.6. TRADE SECRETS

1.6.1. All information received in response to this RFP will be available to the public except for:

1.6.1.1. trade secrets meeting the requirements of Texas Government Code Title 5, Chapter

552, Subchapter C, § 552.110; and

1.6.1.2. matters involving individual safety as determined by the department.

1.6.2. In order for an offeror to claim trade secret material, the following conditions must be met. Information to be withheld must be clearly marked and separated from the rest of the proposal.

1.6.2.1. The proposal may not contain trade secret matter in the cost or price.

1.6.2.2. An affidavit from the offeror’s legal counsel attesting to and explaining the validity of the trade secret claim must be attached to each proposal containing trade secrets. In addition, offerors submitting a proposal containing trade secrets must be prepared to pay all legal costs and fees associated with defending the claim for trade secret protection in the event of an open records request from another party.

1.6.3. Documents not meeting all of the requirements of (1) and (2) will be available for

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1.7. LATE PROPOSALS

Proposals received after the time specified for receipt of proposals will be destroyed or returned at the offeror’s expense after consultation with the offeror. There are no exceptions to this deadline.

1.8. PREPARING A RESPONSE

This RFP contains the instructions governing the proposals to be submitted and a description of the mandatory requirements. To be eligible for consideration, an offeror must meet the intent of all mandatory requirements. Compliance with the intent of a mandatory requirement will be determined by the Purchasing Office. When imperative language (shall, will, must) appears in any section of the RFP, it is considered to be mandatory.

1.8.1. Offerors shall promptly notify the City of any ambiguity, inconsistency or error, which they may discover upon examination of this RFP.

1.9. PRE-PROPOSAL CONFERENCE / SITE WALK

A pre-proposal conference and site walk will be held on October 26, 2026, at 10 a.m. at Midland International Air & Space Port 3rd Floor Conference Room, 9506 La Force Blvd., Midland, Texas 79711.

The purpose of the site walk is to provide prospective Offerors an opportunity to view the areas included in the Scope of Work, including designated interior and exterior windows, elevated glass, exposed interior beams and high surfaces, vintage aircraft display areas, and other areas requiring services under this RFP. Prospective Offerors are encouraged to attend in order to familiarize themselves with site conditions, access requirements, working heights, equipment needs, and other conditions that may affect the performance and pricing of the services.

Questions arising from the site walk shall be submitted in writing to the City Purchasing Agent in accordance with the inquiry and clarification requirements of this RFP. Verbal responses provided during the site walk shall not be considered binding.

1.10. CLARIFICATION/ INTERPRETATION

Offerors requiring clarification or interpretation of any section or sections contained in this RFP shall make a written request to the City Purchasing Agent by the deadline described in the Schedule of Events. All written correspondence must be addressed to:

The City Of Midland FAX: (432) 685-0523 Office of the Purchasing Agent OR P.O. Box 1152 e-mail: purchasing@midlandtexas.gov Midland, TX 79702

1.11. FORMAT FOR INQUIRIES:

Each offeror submitting written questions must clearly address each question by reference to a specific section, page and item of this RFP. An official written answer will be provided to all questions received. Verbal responses shall not be considered binding.

1.12. INTERPRETATION:

Any interpretation, correction or change of this RFP will be made by written Addendum.

Interpretations, corrections or changes of this RFP made in any other manner will not be binding

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The City of Midland Purchasing Office will issue any necessary Addenda.

A point-by-point response to all numbered sections, subsections, paragraphs, subparagraphs and appendices must be submitted by each offeror in order to be considered for selection.

1.13. PROPOSAL ORGANIZATION AND SUBMISSION

Offerors must organize proposals into sections following the format of this RFP, with tabs separating each section. If no exception, explanation, or clarification is required in the offeror's response to a specific subsection, the offeror shall indicate so in the point-by-point response with the following:

“(Offeror’s Name)", understands and will comply.

1.14. SUBMITTING A SEALED PROPOSAL

1.14.1. Number of copies and Location:

1.14.1.1. Offerors must submit one original, 2 hard copies and one (1) soft copy (PDF or

Word) to the City Secretary. Sealed Proposals must be received by the date before the time stated on the face of the Request for Proposal Cover Page, local time. Sealed Proposals received after this time will not be accepted for consideration. Facsimile copies are not acceptable.

1.14.1.2. Please be sure to label the outermost package of the RFP whether it is an envelope, box or overnight package with the RFP number, RFP description and closing date so that it is visible when received by the City.

1.14.2. Each Offeror who submits a proposal represents that:

1.14.2.1. The proposal is based upon an understanding of the specifications and requirements described in this RFP.

1.14.2.2. Costs for developing and delivering responses to this RFP and any subsequent presentations of the proposal as requested by the City are entirely the responsibility of the offeror. The City is not liable for any expense incurred by the offerors in the preparation and presentation of their proposals.

1.14.2.3. All materials submitted in response to this RFP become the property of the City and are to be appended to any formal documentation, which would further define or expand any contractual relationship between the City and offeror resulting from this RFP process.

1.14.3. The proposals must be signed in ink by an individual authorized to legally bind the business submitting the proposal.

1.14.4. A proposal may not be modified, withdrawn or canceled by the offeror for a 120 day period following the deadline for proposal submission, or receipt of best and final offer, if required, as defined in the Schedule of Events, and offeror so agrees in submitting the proposal.

1.15. RIGHTS RESERVED

While the City has every intention to award a contract as a result of this RFP, issuance of the RFP in no way constitutes a commitment by the City of Midland to award a contract. Upon a determination, such actions would be in its best interests, the City in its sole discretion reserves the right to:

A) waive any formality;

b) cancel or terminate this RFP;

c) reject any or all proposals received in response to this document;

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1.16. OFFEROR INTERVIEW

After receipt of all proposals and before determination of the award, Offerors may be required to participate in an interview in Midland, Texas, to clarify their response or further define their proposed services. Any interview requested by the City shall be at the Offeror's expense.

1.17. SUBCONTRACTING

1.17.1. The successful offeror will be the Prime Contractor and shall be responsible, in total, for all work of subcontractors. All subcontractors must be listed in the proposal.

The City reserves the right to approve all subcontractors.

1.17.2. The contractor shall be responsible to the City for the acts and omissions of all subcontractors or agents and of persons directly or indirectly employed by such subcontractors, and for the acts and omissions of persons employed directly by the contractor. Further, nothing contained within this document or any contract documents created as a result of any contract awards derived from this RFP shall create any contractual relationships between any subcontractor and the City.

1.18. INSURANCE REQUIREMENTS

The successful Offeror shall maintain insurance coverage throughout the term of the Agreement and provide certificates of insurance upon request by the City.

At a minimum, the successful Offeror shall maintain:

• Workers' Compensation Insurance as required by Texas law;

• Commercial General Liability Insurance;

• Commercial Automobile Liability Insurance (if applicable);

• Any additional insurance required by the Agreement.

Specific coverage limits and requirements will be as set forth in the Agreement.

1.19. CONTRACTOR'S RESPONSIBILITIES

The successful offeror shall keep informed of, and shall comply with all applicable laws, ordinances, rules, regulations and orders of the City, County, State, Federal or public bodies having jurisdiction affecting any work to be done to provide the services required. The offeror shall provide all necessary safeguards for safety and protection, as set forth by the United States Department of Labor, Occupational Safety and Health Administration.

1.20. OFFEROR COMPETITION

The City encourages free and open competition among offerors. Whenever possible, specifications, proposal requests and conditions are designed to accomplish this objective, consistent with the necessity to satisfy the City's need to procure technically sound, cost-effective services.

The offeror's signature on a proposal in response to this RFP guarantees that the prices quoted have been established without collusion of other eligible offerors and without effort to preclude the City of Midland from obtaining the best possible price.

1.21. CONTRACT PROVISIONS AND TERMS

1.21.1. Contract Execution

1.21.1.1. The City will execute a contract with the successful offeror(s). The City requires that the RFP and the terms and conditions attached to it, the offeror’s response, the best and final offer (if required), and any formal addenda to the RFP be included as part of any contract documents.

1.21.2. Terms and Conditions

The successful Offeror shall enter into an Agreement prepared by the City of Midland.

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The City reserves the right to negotiate final contract terms and conditions, including but not limited to compensation, reporting requirements, insurance requirements, term, renewal options, operational requirements, and other provisions necessary to protect the City's interests.

1.21.3. Exceptions to Contract Terms & Conditions

Offerors should notify the City of any terms within the sample contract that either precludes them from responding to the RFP or add unnecessary cost.

1.21.4. The initial contract shall be for a period of five (5) years. The contract may be renewed at one-year intervals, at the City's option, for up to two (2) additional one-year terms, not to exceed a total contract term of seven (7) years.

1.21.5. Escalation

Annual pricing adjustments to contract extensions following the initial contract term, if applicable, shall not exceed seventy-five percent (75%) of the rate of increase in the cost of living as reflected in the Federal Bureau of Labor Statistics, Consumer Price Index (CPI) for all Urban Consumers (1982-84=100; through November 1991 = 137.8) or any other index which may be substituted in the future. The CPI for the latest twelve (12) month period of the contract will be the CPI base on which later adjustments are computed. Each time an adjustment is made, the earlier CPI base will be replaced by the adjusted CPI base. The percentage of adjustment to contract prices shall in no event exceed the percentage change in the index.

2. PROPOSAL WAIVERS:

2.1. WAIVER OF ATTORNEY FEES: BY SUBMITTING THIS PROPOSAL,

OFFEROR AGREES TO WAIVE AND DOES HEREBY KNOWINGLY,

CONCLUSIVELY, VOLUNTARILY AND INTENTIONALLY WAIVE ANY

CLAIM IT HAS OR MAY HAVE IN THE FUTURE AGAINST CITY

REGARDING THE AWARD OR ATTORNEY’S FEES, WHICH ARE IN ANY

WAY RELATED TO THIS PROPOSAL, OR THE CONSTRUCTION,

INTERPRETATION OR BREACH OF THIS PROPOSAL. OFFEREOR

SPECIFICALLY AGREES THAT IF OFFEROR BRINGS OR COMMENCES

ANY LEGAL ACTION OR PROCEEDING RELATED TO THIS PROPOSAL,

THE CONSTRUCTION, INTERPRETATION, VALIDITY OR BREACH OF

THIS PROPOSAL, INCLUDING, BUT NOT LIMITED TO, ANY ACTION

PURSUANT TO THE PROVISIONS OF THE TEXAS UNIFORM

DECLARATORY JUDGMENTS ACT (TEXAS CIVIL PRACTICE AND

REMEDIES CODE SECTION 37.001, ET SEQ., AS AMENDED), OR CHAPTER

271 OF THE TEXAS LOCAL GOVERNMENT CODE, OFFEROR AGREES TO

ABANDON, WAIVE AND RELINQUISH ANY AND ALL RIGHTS TO THE

RECOVERY OF ATTORNEY’S FEES TO WHICH OFFEROR MIGHT

OTHERWISE BE ENTITLED.

2.2. OFFEROR AGREES THAT THIS IS THE VOLUNTARY AND INTENTIONAL

RELINQUISHMENT AND ABANDONMENT OF A PRESENTLY-EXISTING

KNOWN RIGHT. OFFEROR ACKNOWLEDGES THAT IT UNDERSTANDS

ALL TERMS AND CONDITIONS OF THIS PROPOSAL. OFFEROR FURTHER

ACKNOWLEDGES AND AGREES THAT THERE WAS AND IS NO

DISPARITY OF BARGAINING POWER BETWEEN CITY AND OFFEROR.

THIS SECTION SHALL NOT BE CONSTRUED OR INTERPRETED AS A

WAIVER OR GOVERNMENTAL IMMUNITY AND SHALL SURVIVE THE

TERMINATION OF THE CONTRACT.

2.3. OFFEROR IS RELYING ON ITS OWN JUDGMENT. OFFEROR HAD THE

OPPORTUNITY TO DISCUSS THESE PROPOSAL DOCUMENTS WITH

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COMPETENT LEGAL COUNSEL PRIOR TO SUBMISSION OF THE

PROPOSAL OR EXECUTION OF THE CONTRACT.

2.4. WAIVER:

2.5. BY SUBMITTING A PROPOSAL, THE OFFEROR AGREES TO WAIVE AND

DOES HEREBY VOLUNTARILY AND INTENTIONALLY WAIVE, ABANDON

AND RELINQUISH ANY CLAIM THE OFFEROR HAS OR MAY HAVE IN THE

FUTURE AGAINST THE CITY OF MIDLAND, TEXAS, AND THE CITY’S

EMPLOYEES, AGENTS AND OFFICERS, ARISING OUT OF OR IN ANY WAY

CONNECTED WITH THE FOLLOWING:

2.5.1. THE ADMINISTRATION, EVALUATION OR RECOMMENDATION OF ANY

PROPOSAL;

2.5.2. WAIVER OR DELETION OF ANY OF THE REQUIREMENTS UNDER THE

PROPOSAL DOCUMENTS OR THE CONTRACT DOCUMENTS;

2.5.3. ACCEPTANCE OR REJECTION OF ANY PROPOSALS; OR

2.5.4. AWARD OF THE CONTRACT.

2.6. BY SUBMITTING A PROPOSAL, THE OFFEROR ACKNOWLEDGES THAT

THE OFFEROR UNDERSTANDS ALL OF THE TERMS OF THE PROPOSAL

DOCUMENTS AND CONSENTS TO THE PROPOSAL PROCESS AND THE

POSSIBILITY OF A NEGATIVE ASSESSMENT. BY SUBMITTING A

PROPOSAL, THE OFFEROR ACKNOWLEDGES AND AGREES THAT THERE

WAS AND IS NO DISPARITY OF BARGAINING POWER BETWEEN THE

OFFEROR AND THE CITY OF MIDLAND, TEXAS. THE OFFEROR AGREES

THAT THIS IS THE INTENTIONAL RELINQUISHMENT OF A PRESENTLY

EXISTING KNOWN RIGHT. BY SIGNING THE PROPOSAL AND/OR BELOW,

YOUR COMPANY AGREES TO THE ABOVE WAIVER(S).

2.7. BY SIGNING THE EXECUTION OF OFFER, YOUR COMPANY AGREES TO

THE ABOVE WAIVER(S). IF THIS FORM IS NOT SIGNED AND INCLUDED

WITH YOUR PROPOSAL DOCUMENTS YOUR PROPOSAL WILL BE

CONSIDERED NON-RESPONSIVE AND WILL BE REJECTED.

3. SCOPE OF PROJECT

The Contractor shall provide window cleaning and high-surface cleaning services at Midland International Air & Space Port. Services shall include cleaning designated interior and exterior windows and blinds within the Main Terminal Building; exterior windows and door glass at the LaForce Office Complex, Wright Office Complex, and Aircraft Rescue and Fire Fighting (ARFF) Building; dusting and cleaning exposed interior beams, overhead surfaces, high ledges, and other designated elevated surfaces within the Main Terminal Building; and cleaning/dusting vintage aircraft displayed within the baggage claim area using nondestructive methods. Cleaning methods and products used on vintage aircraft displays shall be approved by designated Airport personnel prior to use. The Contractor shall also remove hard-water spots, mineral deposits, stains, and other visible residue from all designated glass surfaces. Upon completion of work, the Contractor shall remove all equipment, materials, waste, warning devices, and other items associated with its work and restore the work area to a clean and safe condition.

4. REQUIREMENTS

Vendor shall comment in the right margin as to whether or not the Offeror’s proposal meets or exceeds the minimum specification shown. Please explain how it exceeds or falls short of

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4.1 Taxes

4.1.1. All labor performed on the project, all materials incorporated into the project and other costs such as overhead allocation qualify for the exemption. However, equipment, parts for equipment, and tools purchased for use on the project, but are not incorporated may not qualify for the exemption.

4.1.2 Contractor shall be responsible for the determination of what portion, if any, of the contract has taxes due and payment of said taxes. DO NOT BILL ANY SALES OR USE TAX TO THE OWNER.

4.2. GENERAL

4.2.1. FACILITIES - WINDOW CLEANING

4.2.1.1. Airport Terminal Building

4.2.1.2. LaForce Office Complex (LOC)

4.2.1.3. Wright Office Complex (WOC)

4.2.1.4. ARFF Building – Aircraft Rescue and Fire Fighting Building (located within the airport next to the terminal)

4.2.2. SCHEDULE - NORMAL

4.2.2.1. Terminal Building

4.2.2.1.1. Exterior Windows

Floor Section Area / Description Frequency

1 North Exterior Once/Month 1 South Exterior Once/Month 1 East Exterior Once/Month 1 West Exterior Once/Month 2 North Exterior Once/Four Months 2 South Exterior Once/Four Months 2 East Exterior Once/Two Months 2 West Exterior Once/Four Months 3 West Exterior Once/Two Months 3 West Exterior – Curved Section Once/Two Months 3 East Exterior Once/Two Months 3 Top Exterior Once/Six Months

4.2.2.1.2. Interior Windows/ High Surfaces:

Floor Section Area / Description Frequency

1 North Top to bottom Once/Six Months 1 South Top to bottom Once/Six Months 1 East Main elevator from first to third floor, inside and outside Once/Two Months 1 Glass above and near both commuter gates Once/Four Months 2 East Glass above baggage claim area Once/Two Months 2 Above both escalators near security checkpoint Once/Two Months 2 Glass above airline ticket counters Once/Four Months

3 East Glass both sides of the Department of Airports Administration office entrance Once/Two Months

3 Glass along both sides of the walk bridge Once/Four Months

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Beams / Top Exposed beams Once/Six Months

Interior Blinds Once/Six Months Vintage Aircraft Once/Six Months

4.2.2.2. LaForce Office Complex (LOC)

4.2.2.2.1. Exterior Once/month

4.2.2.3. Wright Office Complex (WOC)

4.2.2.3.1. Exterior Once/month

4.2.2.4. Aircraft Rescue and Fire Fighting (ARFF)

4.2.2.4.1. Exterior Once/month

4.2.3. REGULARLY SCHEDULED SERVICES PRICING

The Offeror shall provide a total annual cost for all regularly scheduled services identified in Section

4.2.2. The total annual cost shall include all labor, supervision, equipment, lifts, tools, cleaning products, materials, transportation, and other costs necessary to perform the regularly scheduled services required by this RFP. The Contractor shall coordinate the scheduling of all services with designated Airport personnel. The City reserves the right to require certain work to be performed during off-peak hours or at times necessary to minimize interference with Airport operations and the traveling public.

Total Annual Cost – Regularly Scheduled Services: $________________ No additional equipment, lift, travel, fuel, mobilization, or similar charges shall be assessed for regularly scheduled services

4.2.4. SCHEDULE – SPECIAL

4.2.4.1. Due to inclement weather, special events, operational needs, or other circumstances, the City may require unscheduled or “Special Cleaning” of exterior windows.

4.2.4.2. Special Cleaning services shall be performed upon request by the City and shall be priced separately from the Total Annual Cost for Regularly Scheduled Services. The Contractor shall acknowledge requests for Special Cleaning within one (1) business day and coordinate with designated Airport personnel to schedule the requested services.

4.2.5. Special Cleaning Pricing

4.2.5.1. Each building should be priced per section below.

SPECIAL CLEANING PRICING

Cost Per Occurrence Building Section Cost Per Occurrence

Terminal Terminal North $ ____________________ Terminal South $ ____________________ Terminal East $ ____________________ Terminal West $ ____________________ LaForce Office Complex LaForce Office Complex North $ ____________________ LaForce Office Complex South $ ____________________ LaForce Office Complex East $ ____________________ LaForce Office Complex West $ ____________________

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Wright Office Complex Wright Office Complex North $ ____________________ Wright Office Complex South $ ____________________ Wright Office Complex East $ ____________________ Wright Office Complex West $ ____________________

ARFF

ARFF North $ ____________________ ARFF South $ ____________________ ARFF East $ ____________________ ARFF West $ ____________________

ADDITIONAL SERVICES

Additional Services Hourly Rate $ ____________________ / hour

Additional Services Hourly Rate: The hourly rate shall include all labor, supervision, tools, equipment, and routine supplies necessary to perform additional services requested by the City, unless otherwise approved in writing by the City.

4.3. AIRPORT SECURITY AND ACCESS REQUIREMENTS

The Contractor and its employees shall comply with all applicable Airport security and access-control requirements while performing services under this RFP and any resulting Agreement. Contractor personnel requiring access to secured or restricted areas may be subject to Airport identification, badging, background check, escort, training, and/or access-control requirements, as applicable. The Contractor shall coordinate all required access with designated Airport personnel prior to performing work in secured or restricted areas.

4.4. QUALITY OF WORK

All glass surfaces shall be left clean and free of visible streaks, smears, residue, dirt, hard-water spots, and cleaning solution. Surrounding surfaces shall be left clean and free of debris resulting from the Contractor's work. Any work determined by the City to be unsatisfactory shall be corrected by the Contractor at no additional cost to the City.

4.5. PROTECTION OF PROPERTY

The Contractor shall take all necessary precautions to protect Airport property, furnishings, flooring, equipment, displays, aircraft, landscaping, passengers, employees, and the public during performance of the work. The Contractor shall be responsible for damage resulting from its operations or the operations of its employees or subcontractors.

5. NARRATIVE

The City is seeking a qualified Contractor capable of providing reliable, professional window cleaning and high-surface cleaning services while maintaining the appearance, safety, and operational needs of Midland International Air & Space Port.

Services will be performed within an active airport environment. The Contractor shall coordinate all work with designated Airport personnel and shall perform services in a manner that

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The Contractor shall furnish all labor, supervision, equipment, lifts, tools, cleaning products, materials, transportation, personal protective equipment, and other resources necessary to satisfactorily perform the services described in this RFP.

Cleaning methods and products shall be appropriate for the surface being cleaned and shall not damage glass, window coverings, structural components, finishes, displays, aircraft, or other Airport property. Special care shall be taken when cleaning or dusting vintage aircraft and other display items.

The Contractor shall be responsible for maintaining a safe and orderly work area at all times, including the use of appropriate barricades, warning signs, cones, or other safety measures when performing elevated work or working in areas accessible to passengers, employees, tenants, or the public.

6. VENDOR QUALIFICATIONS

6.1. INFORMATION VERIFICATION

The City may make such investigations as deemed necessary to determine the ability of the offeror to supply the products and perform the services specified.

6.2 RIGHT TO REJECT

The City reserves the right to reject any proposal if the evidence submitted by, or investigation of, the offeror fails to satisfy the City that offeror is properly qualified to carry out the obligations of the contract.

6.3 VENDOR CAPABILITIES

In determining the capabilities of an offeror to perform the services specified herein, the following informational requirements must be met by the offeror and will be weighed by the City. (Note: Each item must be thoroughly addressed. Taking exception to any requirements listed in this Section may disqualify the proposal):

6.4 References

6.4.1. Offeror shall provide a minimum of three (3) references for comparable services performed within the last five (5) years. References may include airports, transportation facilities, governmental entities, universities, hospitals, convention centers, commercial facilities, or other large public facilities where the Offeror has successfully provided commercial window cleaning and/or interior high-surface cleaning services. References should identify the type and scope of services provided, approximate size or complexity of the facility, length of contract, and frequency of services performed. Each reference shall include the organization name, contact person, telephone number, and email address.

6.1. VENDOR STABILITY

6.1.1. Offerors shall specify how long the company submitting the proposal has been in business (doing similar projects) _______________________________.

6.6. Equipment and Elevated Work Experience

Offeror shall describe its experience performing elevated window and high-surface cleaning and identify the equipment and methods anticipated for use in performing the services required by this RFP.

6. EVALUATION PROCESS

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6.1. EVALUATION PROCEDURE

6.1.1. Committee Actions

7.1.2. The evaluation committee will separate proposals into “responsive” and “non-responsive” proposals. Non-responsive proposals will be eliminated from further consideration.

7.1.1.3. The evaluation committee will evaluate the remaining proposals and determine whether to award the contract to the best proposal or to seek a best and final offer before awarding a contract. Selection and award will be based on the offeror’s proposal and other items outlined in this RFP.

6.1.1.4. Responses must be complete and address all the criteria listed. Information or materials presented by offerors outside the formal response or subsequent “best and final offer,” if requested, will not be considered and will have no bearing on any award.

7.2. EVALUATION CRITERIA

The evaluation committee will review and evaluate the offers according to the following criteria:

7.2.1. EVALUATION PROCESS

Proposals will be evaluated based on the criteria listed below. The City reserves the right to consider all information submitted with the proposal, information obtained from references, and the Offeror's demonstrated ability to successfully perform the required services.

7.2.2. Cost Proposal – 40 Points

The City will evaluate the Offeror's proposed pricing for all regularly scheduled services, Special Cleaning services, and additional services identified in this RFP.

7.2.3. Experience and Qualifications – 20 Points

Evaluation will consider the Offeror's experience providing commercial window cleaning, elevated glass cleaning, interior high-surface cleaning, and similar services at airports, transportation facilities, governmental facilities, commercial facilities, or other large public facilities.

7.2.4. References / Past Performance – 15 Points

The City will evaluate references and the Offeror's demonstrated history of successfully providing services of similar size, scope, and complexity.

7.2.5. Work Plan, Staffing and Equipment – 15 Points

Evaluation will consider the Offeror's proposed approach to performing the services, including staffing, supervision, scheduling, equipment, lifts or other elevated-access equipment, cleaning methods, and ability to perform the required services with minimal disruption to Airport operations.

7.2.6. Safety and Airport Operational Requirements – 10 Points Evaluation will consider the Offeror's ability to comply with applicable safety requirements and Airport security and operational requirements, including work performed in public areas, secured areas, and elevated or otherwise difficult-to-access locations.

TOTAL POSSIBLE POINTS: 100

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8. Proposal Contents

The following items constitute the RFP submittal in response to the request herein:

8.1. The RFP

8.2. The Cost Summary or Proposal Form

8.3. Requested Attachments

8.3.1. References

8.3.2. Company Qualifications and Relevant Experience

8.3.3. Proposed Work Plan, including staffing, equipment, cleaning methods, and proposed scheduling

8.3.4. Safety information and applicable certifications related to equipment and elevated work, if applicable.

8.3.5. Description of Offeror's approach to complying with Airport security, access-control, and operational requirements.

8.3.6. List of Subcontractors, if applicable

8.3.7. Signed Execution of Offer

9. TEXAS PUBLIC INFORMATION ACT

Notwithstanding any other provisions, this request for proposals, along with any associated contract, is subject to the Texas Public Information Act.

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EXECUTION OF OFFER

Date:

In compliance with this RFP, and subject to all the conditions herein, the undersigned offers and agrees to furnish any or all commodities or services at the prices quoted.

By executing this offer, Offeror affirms that he/she has not given, offered to give, nor intends to give at anytime hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted offer.

Failure to sign the offer, or signing it with a false statement, shall void the submitted offer or any resulting contracts, and the Offeror shall be removed from all proposal lists.

By the signature hereon affixed, the Offeror hereby certifies that neither the Offeror or the firm, corporation, or institution represented by the Offeror or anyone acting for such firm, corporation, or institution has violate the antitrust laws of this State, codified in Section 15.01, et seq., Texas Business and Commerce Code, or the Federal antitrust laws, nor communicated directly or indirectly the offer being made to any competitor or any other person in such line of business. By signing this offer, Offeror certifies that if a Texas address is shown as the address of the Offeror, Offeror qualifies as a Texas Resident Offeror as defined in Rule 1 TAC 113.8.

This offer consists of pages number 1 through .

Offeror/ COMPANY:

SIGNATURE (INK):

NAME: (TYPED/PRINTED)

TITLE:

STREET:

CITY/STATE/ZIP:

TELEPHONE: FAX:

E-MAIL ADDRESS:

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CITY OF MIDLAND

SERVICE CONTRACT

27000351

THIS CONTRACT, effective this XX day of Month 20XX, by and between the City of Midland, hereinafter referred to as the "CITY" and , hereinafter referred to as the

"COMPANY".

Projected Annual Cost: _$ _

For and in consideration of the payments and Contracts hereinafter mentioned, COMPANY and CITY hereby agree as follows:

1. COMPANY shall perform all work as set forth in the Specifications and Instructions to Bidders, which are incorporated as part of this Contract. In performing the work, COMPANY shall, at its own cost and expense furnish all the materials, supplies, machinery, equipment, tools, superintendence, labor, insurance, and other accessories and services necessary to complete the said work, in accordance with the conditions and prices stated in the Proposal attached hereto, and in accordance with the Notice to Bidders, Instructions to Bidders, and the Specifications and addenda therefor, and the Performance Bond hereto attached; all of which are made a part hereof and collectively evidence and constitute the entire Contract.

2. COMPANY hereby agrees to commence work within fifteen (15) days after the date written notice to do so shall have been given to it by CITY.

3. CITY agrees to pay COMPANY in current funds the price or prices shown in the Proposal, which forms a part of this Contract. No payment shall be due until the monthly service report has been delivered to CITY.

4. COMPANY shall at all times exercise reasonable precaution for the safety of employees and others on or near the work and shall comply with all applicable provisions of federal, state and municipal laws and building codes. All machinery and equipment and other physical hazards shall be guarded in accor-dance with the "Manual of Accident Prevention in Construction" of Associated General Contractors of

America, except where incompatible with federal, state or municipal laws or regulations.

5. INDEMNITY: COMPANY SHALL INDEMNIFY AND HOLD HARMLESS AND DEFEND

CITY AND ALL OF CITY'S OFFICERS, AGENTS AND EMPLOYEES FROM ALL SUITS,

ACTIONS, CLAIMS, DAMAGES, PERSONAL INJURIES, ACCIDENTAL DEATH, LOSSES,

PROPERTY DAMAGE AND EXPENSES OF ANY CHARACTER WHATSOEVER, INCLUDING

ATTORNEY'S FEES, BROUGHT FOR OR ON ACCOUNT OF ANY INJURIES OR DAMAGES

RECEIVED OR SUSTAINED BY ANY PERSON OR PERSONS OR PROPERTY, ON ACCOUNT

OF ANY NEGLIGENT ACT OF COMPANY, IT’S AGENTS OR EMPLOYEES, OR ANY

SUBCONTRACTOR, IN THE EXECUTION, SUPERVISION AND OPERATIONS GROWING

OUT OF OR IN ANY WAY CONNECTED WITH THE PERFORMANCE OF THIS CONTRACT,

AND COMPANY WILL BE REQUIRED TO PAY ANY JUDGMENT WITH COSTS WHICH

MAY BE OBTAINED AGAINST CITY OR ANY OF ITS OFFICERS, AGENTS OR

EMPLOYEES, INCLUDING ATTORNEY'S FEES. THE OBLIGATIONS CONTAINED IN THIS

SECTION 5 SHALL SURVIVE THE TERMINATION OF THIS CONTRACT.

5.1. COMPANY SHALL INDEMNIFY AND HOLD HARMLESS AND DEFEND CITY AND

ALL OF CITY'S OFFICERS, AGENTS AND EMPLOYEES FROM ALL SUITS, ACTIONS,

CLAIMS, DAMAGES, PERSONAL INJURIES, ACCIDENTAL DEATH, PROPERTY DAMAGE,

LOSSES, AND EXPENSES OF ANY CHARACTER WHATSOEVER INCLUDING ATTORNEY'S

FEES, BROUGHT FOR OR ON ACCOUNT OF ANY INJURIES OR DAMAGES RECEIVED OR

SUSTAINED BY ANY PERSON OR PERSONS OR PROPERTY, ON ACCOUNT OF ANY

NEGLIGENT ACT OF CITY, CITY'S OFFICERS, AGENTS AND EMPLOYEES, WHETHER

SUCH NEGLIGENT ACT WAS THE SOLE PROXIMATE CAUSE OF THE INJURY OR

DAMAGE OR A PROXIMATE CAUSE JOINTLY AND CONCURRENTLY WITH COMPANY

OR COMPANY'S EMPLOYEES, AGENTS OR SUBCONTRACTORS NEGLIGENCE IN THE

EXECUTION, SUPERVISION AND OPERATIONS GROWING OUT OF OR IN ANY WAY

CONNECTED WITH THE PERFORMANCE OF THIS CONTRACT, AND COMPANY WILL BE

REQUIRED TO PAY ANY JUDGMENT WITH COSTS WHICH MAY BE OBTAINED AGAINST

CITY OR ANY OF ITS OFFICERS, AGENTS OR EMPLOYEES, INCLUDING ATTORNEY'S

FEES. THE OBLIGATIONS CONTAINED IN THIS SECTION 5.1 SHALL SURVIVE THE

TERMINATION OF THIS CONTRACT.

5.2. COMPANY AGREES THAT IT WILL INDEMNIFY AND SAVE CITY HARMLESS FROM

ALL CLAIMS GROWING OUT OF ANY DEMANDS OF SUBCONTRACTORS, LABORERS,

WORKMEN, MECHANICS, MATERIALMEN, AND FURNISHERS OF MACHINERY AND

PARTS THEREOF, EQUIPMENT, POWER TOOLS AND ALL SUPPLIES, INCURRED IN THE

FURTHERANCE OF THE PERFORMANCE OF THIS CONTRACT. WHEN CITY SO DESIRES,

COMPANY SHALL FURNISH SATISFACTORY EVIDENCE THAT ALL OBLIGATIONS OF

THE NATURE HEREINABOVE DESIGNATED HAVE BEEN PAID, DISCHARGED OR

WAIVED. COMPANY, ITS SURETIES AND INSURANCE CARRIERS SHALL DEFEND,

INDEMNIFY AND SAVE HARMLESS CITY AND ALL OF ITS OFFICERS, AGENTS AND

EMPLOYEES FROM ALL SUITS, ACTIONS, OR CLAIMS OF ANY CHARACTER

WHATSOEVER, BROUGHT FOR OR ON ACCOUNT OF ANY INJURIES OR DAMAGES

RECEIVED OR SUSTAINED BY ANY PERSON OR PERSONS OR PROPERTY, ARISING FROM

ANY ACT OF COMPANY OR ANY SUBCONTRACTOR, THEIR AGENTS OR EMPLOYEES, IN

THE EXECUTION AND SUPERVISION OF THIS CONTRACT, AND WILL BE REQUIRED TO

PAY ANY JUDGMENT WITH COSTS WHICH MAY BE OBTAINED AGAINST CITY OR ANY

OF ITS OFFICERS, AGENTS, OR EMPLOYEES INCLUDING ATTORNEY'S FEES. THE

OBLIGATIONS CONTAINED IN THIS SECTION 5.2 SHALL SURVIVE THE TERMINATION

OF THIS CONTRACT.

6. COMPANY Hereby waives all rights to any attorney’s fees awarded as a result of any action brought under the Texas Declaratory Judgment Act relating to this Contract.

7. CITY shall have the right to withhold payment for:

a. defective work not corrected;

b. completed service report not submitted;

c. failure of COMPANY to pay subcontractors or suppliers;

d. damage to other work or CITY's property or equipment; or

e. default of COMPANY in performance of this Contract.

The term of this agreement shall be for a period of one (1) year commencing on ________ , 202_, and terminating on __________ , 202_ unless sooner terminated as provided in this agreement. The City may at its option, renew this agreement for a period of four (4) additional one (1) year periods. In order to exercise this option, the City must give Company notice of its intent to renew not less than 30 days prior to the expiration of this agreement.

8. Prices for the extension of the Contract described in Paragraph 7 shall be adjusted by a percentage equal to the percentage increase in the Consumer Price Index All Items, Dallas-Fort Worth SMA as of the first date of the Contract to the date of request for change, but in no case shall the price for the option period increase more than fifteen percent (15%) above the amount set forth in the proposal.

9. COMPANY shall:

a. comply with all applicable laws, rules, codes and regulations of Local, State and U.S.

Governments;

b. have a designated supervisor on the job site at all times work is in progress;

c. make no changes in the scheduled work without written authorization from CITY;

e. permit and facilitate inspection of the work in progress by CITY;

f. not willfully discriminate against any employee or applicant for employment because of race, color, religion, ancestry, sex or national origin;

g…