ESBD_360084_1716311915629_RFP 809-24-0011 Custodial Services.pdf

State Preservation Board

REQUEST FOR PROPOSALS

RFP No. 809-24-0011

FOR

Custodial Services

NIGP Class-Item Code(s): 910-39, 952-56, 958-57, 958-63

Solicitation Release Date: Tuesday, May 21, 2024 Mandatory Meeting and Site Visit Tuesday June 4, 2024; 10:00 A.M. CT to

2:00 PM.

Proposal Due Date: Tuesday June 18, 2024, by 2:00 P.M. CT

Solicitation Point of Contact:

Caroline Elverud, Contract Specialist, CTCM

P.O. Box 13286 Austin, Texas 78711

SPB.Bids@tspb.texas.gov

ATTENTION: It is the responsibility of interested parties to periodically check the Electronic State Business Daily (ESBD) website, http://www.txsmartbuy.com/esbd, for updates to this solicitation prior to submitting a response. Please search under Agency Code 809 (State Preservation Board). The Respondent’s failure to periodically check the ESBD will in no way release the selected contractor from “addenda or additional information” resulting in additional cost to meet the requirements of the Solicitation.

mailto:Spb.bids@tspb.texas.gov http://www.txsmartbuy.com/esbd

SPB RFP No. 809-24-0011

Contents

SECTION I – GENERAL INFORMATION

1.1 DESCRIPTION OF SERVICES REQUESTED

1.2 CONTRACTOR REQUIREMENTS

1.3 MANDATORY PRE- PROPOSAL MEETING

1.4 MINIMUM QUALIFICATIONS AND EXPERIENCE

1.5 SUBCONTRACTORS

1.6 CONTRACT TERM

SECTION II – SOLICITATION REQUIREMENTS

2.1 RFP REQUIREMENTS

2.2 SCHEDULE OF EVENTS

2.3 REVISIONS TO SCHEDULE

2.4 RESPONSE PREPARATION COSTS

2.5 INQUIRIES

2.6 RESPONSE EVALUATION AND AWARD

2.7 CRIMINAL BACKGROUND CHECKS

2.8 PERFORMANCE MEASURES AND SPB RESPONSIBILITIES

2.9 ADDING NEW PRODUCTS/SERVICES TO CONTRACT AFTER AWARD

2.10 MODIFICATIONS OF CONTRACT TERMS AND/OR AMENDMENTS

2.11 INSURANCE AND BOND

2.12 MEETINGS

2.13 TRAVEL EXPENSES

2.14 CONTRACT ADMINISTRATION

SECTION III – RESPONSE ATTACHMENTS

Attachments

ATTACHMENT A Custodial Services Contract (Posted separately on ESBD)

ATTACHMENT B HUB Subcontracting Plan (Posted separately on ESBD)

ATTACHMENT C Contractor's Proposal Form

ATTACHMENT D Compensation and Fees

ATTACHMENT E Bid Worksheet (Posted separately on ESBD)

ATTACHMENT F Contractor's Qualifications Form

ATTACHMENT G Service Requirements

ATTACHMENT H Task Schedules - Floor Care Services (Excel workbook posted separately on ESBD)

ATTACHMENT I Facility Statistics

ATTACHMENT J Annual Schedule Worksheet (Excel workbook posted separately on ESBD)

SECTION I – GENERAL INFORMATION

1.1 DESCRIPTION OF SERVICES REQUESTED

The State Preservation Board (SPB) is requesting proposals from qualified vendors with sufficient experience and expertise to provide custodial services at the Texas Capitol, Capitol Extension, Capitol Visitors Center, Bullock Texas State History Museum, Capitol Visitors Parking Garage offices, Texas State Cemetery buildings, Sam Houston office Building, Robert E. Johnson Office building, and John E. Reagan Office Building, all located in Austin, Texas.

The SPB intends to award one contract for all properties and services included in this solicitation.

The selected Contractor will provide all equipment, labor, coordination, and supervisory activities necessary to complete the project more fully described in Attachment G: Service Requirements.

1.2 CONTRACTOR REQUIREMENTS

Contractor agrees to conduct all its services under the awarded contract by and through appropriate communications with SPB. No work, installation or other services shall be undertaken by Contractor except with the prior written authorization by SPB. Contractor understands and agrees that work, installation, or other services performed without prior written authorization of the SPB is considered work outside the scope of the contract and shall be performed exclusively at Contractor’s risk. Contractor shall provide service in accordance with requirements specified herein and the resulting contract and adhere to the SPB Terms and Conditions.

1.3 MANDATORY PRE- PROPOSAL MEETING

All Respondents must attend a mandatory pre-proposal meeting and site visit at the time and date shown in SCHEDULE OF EVENTS. This mandatory meeting will be an opportunity for all potential bidders to observe the existing conditions and ask questions to SPB staff.

No bids will be reviewed from any organization not represented at this mandatory pre-proposal meeting.

Potential Respondents must register by for the meeting by emailing their interest and contact information to spb.bids@tspb.texas.gov on or before Monday June 3, 2024. The MANDATORY PRE-PROPOSAL MEETING may take up to 4 hours to walk all properties. There will be a break for lunch. The meeting location is the Capitol Legislative Conference Center, E2.002 located in the Capitol Extension at 1100 Congress Ave, Austin, Texas 78701. Allow time to pass through Capitol Security. Parking is available in the Capitol Visitors Parking Garage located at 1201 San Jacinto Blvd. Maps are available at tspb.texas.gov. All attendees must sign the log at this walk-through.

mailto:spb.bids@tspb.texas.gov https://tspb.texas.gov/

1.4 MINIMUM QUALIFICATIONS AND EXPERIENCE

The following minimum requirements are required of Respondents:

a. Out of state Respondent's doing business in the State of Texas shall have a Certificate of Authority to do business in the Texas, a copy of which shall be submitted with the proposal;

b. Demonstration that the Respondent has successfully been in business or the principals have had ownership/executive management in a previous company with comparable type experience, for the services solicited in this RFP;

c. Demonstration of a Respondent's relevant experience for the type of work solicited in the

RFP.

d. Names and resumes of top management and key employees and each person's duties as it would pertain to the Contract;

e. An organizational chart which shows roles and responsibilities of key individuals assigned to provide services under the Contract;

f. Describe the local management team and structure of the office that will be supporting this contract.

1.5 SUBCONTRACTORS

Subcontractors providing services must meet the same requirements and level of experience as required of the Contractor. No subcontract relieves the primary Contractor of responsibility for the service. If Contractor uses a subcontractor for any or all work required, the following conditions must apply under the listed circumstances:

a) Respondents planning to subcontract any portion of the work must identify the proposed subcontractors on the Historically Underutilized Businesses (HUB) Subcontracting Plan (HSP).

b) Subcontracting must be at Contractor’s expense.

c) SPB retains the right to check a subcontractor’s background and decide to approve or reject the use of a submitted subcontractor.

1.6 CONTRACT TERM

The services provided by the selected contractor shall begin on a date determined by SPB, no earlier than the date the contract is executed by both parties. A vendor transition period may be required.

The initial service period must begin September 1, 2024, and shall expire August 31, 2027.

The Contract may be renewed for two (2) additional two (2) year periods, provided that renewal is executed prior to expiration of the current contract term. Any renewals shall be in writing and at the same terms and conditions, plus any approved changes. Any escalations to be included with renewal options must be provided in the initial solicitation response, as indicated on Attachment D - Compensation and Fees.

1.7 CONTRACT TYPE: It is the SPB's intent to award to one qualified firm. Any contract resulting from this solicitation will be in the form of the Custodial Services Contract, a sample copy of which is attached to this RFP document as Attachment A. Respondents must review the contract terms and conditions and will be required to adhere to the terms if awarded the Contract.

SECTION II – SOLICITATION REQUIREMENTS

2.1 RFP REQUIREMENTS

Where applicable, the response to each Item, including attachments, should not exceed the specified length. Clearly identify the Item at the beginning of each response and provide a separate section for that response or indicate why no response is given.

A. Delivery of Proposals:

Proposals must be clearly marked RESPONSE TO RFP 809-24-0011 and must be received by the deadline.

Proposals may be delivered either:

• Electronically to Spb.bids@tspb.texas.gov, or

• Via Express or Overnight Delivery.

When emailing the proposal package, the email subject line should contain the RFP number and title as indicated in this RFP. It is recommended that Respondents begin the email process at least 24 hours in advance of the due date/time since most large attachments are quarantined and delayed for security scanning. The State is not responsible for failure of electronic equipment or operator error. SPB takes no responsibility for electronic submittals that are captured, blocked, filtered, quarantined, or otherwise prevented from reaching the proper destination (email address) by the due date/time by any SPB anti-virus or other security software.

Proposals delivered via Express or Overnight Delivery must received by the deadline and delivered to:

State Preservation Board Attn: Purchasing 201 E. 14th St., Ste. 950 Austin, TX 78701

SPB Office Hours are Monday to Friday 8:00 a.m. to 5:00 p.m. The Reception Desk is closed for lunch 12 p.m. to 1 p.m. The office is closed on state and national holidays.

Proposals received via email will be acknowledged. If no email confirmation is received, contact the SPB Purchasing Department at 512-463-5495 to confirm receipt of proposal.

file://CAPITOL/TEXAS/OTHSHAREDSPB/O8809/PURCHASING/Bids/FY_2024/Solicitations/RFP%20809-24-0011%20-%20Custodial%20Services/Solicitation%20Document%20-%20Draft/Spb.bids@tspb.texas.gov

B. Required Contents of Proposal: Respondent must submit all information listed below as the response to this RFP. The response will only be considered if all items are submitted as required. Incomplete/late responses to this RFP will not be considered.

Firm Information Including, but not limited to the following:

a. Firm description

b. Ownership information

c. Physical and mailing address

d. Other company locations/offices

e. Primary contact, including telephone number and email address

f. Financial report, including latest annual report and latest quarterly report. If these reports cannot be provided, a comprehensive Financial Summary prepared by the CFO will be sufficient.

g. List of all litigation that the company has been involved in with the last 3 years, or a statement that no present litigation involving the company has any negative effect on providing services under this RFP.

Relevant Experience and Qualifications Complete and submit Attachment F - Contractor's Qualifications Form. Respondent shall submit a minimum 3 references for which services have been provided of similar size, scope, and complexity within the last 3 years. Include project description, contact names, position, company name, telephone number, and email address for each reference listed. Respondent should also provide a narrative that describes in detail any qualifications not enumerated on Attachment F - Contractor's Qualifications Form.

Proposed Methodology A detailed plan outlining the methodology intended to be employed by the Respondent that demonstrates the processes of implementation regarding the requirements of the Contract. This shall include, but not limited to the following:

a. processes and techniques used to understand the services to be provided under the Contract;

b. problem solving;

c. maintaining budgets;

d. maintaining schedules;

e. staff sizing and roles;

f. company workload in proportion to the services outlined in the Contract;

g. coordination of work with any subcontractors;

h. provide a detailed staffing plan specific to this project - the final agreed upon staffing plan will become part of the contract;

i. recruiting and hiring practices

j. proposed task schedule for the properties in Scope I in the form of Attachment J - Annual Schedule Worksheet

Compensation and Fees - include pricing on the Attachment D - Compensation and Fees. Respondents may not add qualifications, conditions, or exceptions to the proposal. Any such representation by the Respondent may be cause for rejection of the proposal. Respondent is also required to complete a bid worksheet showing the same information as included in Attachment E, Bid Worksheet, for each of the 9 properties and each scope included in this project and shown on Attachment D - Compensation and Fees.

Quality Control and Safety Program

a. Quality Control/Quality Assurance - The Respondent shall provide the name and job title of the person in the organization who oversees the quality assurance program. The respondent shall also provide a description of the firm's quality assurance program. SPB reserves the right to require a copy of the quality control manual and quality assurance processes which, if awarded the contract, must be maintained by Contractor during the term of the Contract. Respondent shall describe its quality assurance program, quality requirements and means of measurement and shall provide flow charts on how quality is maintained and achieved. The Respondent shall describe the company's policy regarding establishing quality control processes similar to the International Standard Organization 9000 and other in-place controls for adherence to budget, quality, safety and schedule.

b. Contractor's Safety Record - The Respondent shall provide its workers' compensation experience modification rate (EMR) for the last 5 years as part of the proposal. This shall be submitted by Respondent's insurance carrier on their letterhead. In addition, Respondent shall provide the name and job title of the person in the organization who manages the safety program and a description of such program. SPB reserves the right to require a copy of the safety manual, which must be maintained by the Contractor during the term of the Contract.

c. Inspection - Respondent shall provide its process for self-inspection and an inspection checklist.

d. Respondent shall explain its policies on OSHA compliance and SDS protocols.

Explain your labeling practices with regard to chemicals to be used under this contract.

e. Training - Respondent shall explain its training policies and procedures, employee training program and refresher training frequency.

REQUIRED ATTACHMENTS TO PROPOSAL

1. Attachment B: HUB Subcontracting Plan

2. Attachment C: Contractor's Proposal Form

3. Attachment D: Compensation and Fees

4. Attachment E: Bid Worksheet

5. Attachment F: Contractor's Qualifications Form

6. Attachment J: Annual Schedule Worksheet

All responses must be received at SPB by the deadline in the Schedule of Events. SPB will not accept late submittals.

*Note: Attachments H & J only apply to Scope I, located in Attachment G.

2.2 SCHEDULE OF EVENTS

The solicitation process for this RFP will proceed according to the following schedule:

EVENT DATE/TIME

(CENTRAL DAYLIGHT TIME)

Solicitation Release Date Tuesday, May 21, 2024

Mandatory Meeting and Site Visit Tuesday June 4, 2024; 10:00 A.M. CT to 2:00PM

Deadline for Submitting Questions Friday, June 7, 2024

Anticipated Release of Written Answers Wednesday, June 12, 2024

Deadline for submission of Solicitation Responses

Tuesday, June 18, 2024, by 2:00 P.M. CT

Anticipated Contract Start Date August 1, 2024

Service Period Start Date September 1, 2024

Contract End Date August 31, 2027

These dates represent a tentative schedule of events. SPB reserves the right to change the dates in the schedule of events above upon written notification to prospective Respondents through a posting on the Electronic State Business Daily as an Addendum.

2.3 REVISIONS TO SCHEDULE

SPB reserves the right to change the dates in the Schedule of Events above upon written notification to prospective Respondent as an addendum posted on the Electronic State Business Daily.

2.4 RESPONSE PREPARATION COSTS

Respondents are responsible for all costs in the preparation and delivery of the Solicitation Response to SPB.

2.5 INQUIRIES

A. CONTACT: All requests, questions, or other communications about this Solicitation shall be made by email in writing to SPB’s Procurement Department:

Email: SPB.Bids@tspb.texas.gov

RFP 809-24-0011

B. QUESTIONS:

1. All questions shall be submitted in writing by email to:

SPB.Bids@tspb.texas.gov by the date and time specified in the Schedule of Events.

2. All questions submitted by email shall be in an editable format, i.e., Microsoft Word, or standard email as opposed to an un-editable format such as Adobe Acrobat .pdf files.

3. All questions will result in written responses with copies posted to the ESBD, available at http://www.txsmartbuy.com/esbd

4. It is the responsibility of the interested parties to periodically check the ESBD for updates to the solicitation prior to submitting a proposal. Respondent’s failure to periodically check the ESBD or acknowledge addenda will in no way release the respondent from any obligations detailed in the addenda. Any additional costs incurred to meet the requirements of the RFP are the sole responsibility of each respondent.

C. RESPONSES: Official answers will be posted as an addendum to this solicitation, on the Electronic State Business Daily at http://www.txsmartbuy.com/esbd.

Respondent names will be removed from questions in the responses released.

SPB reserves the right to amend answers prior to the proposal submission deadline. If respondents do not have Internet access, copies may be obtained through the point of contact listed above. Note: It is the responsibility of interested parties to periodically check the ESBD for updates to the procurement prior to submitting a proposal. Respondent’s failure to periodically check the Electronic State Business Daily (ESBD) will in no way release the selected vendor from “addenda or additional information” resulting in additional costs to meet the solicitation requirements.

D. PROHIBITED COMMUNICATIONS: Upon issuance of this RFP, besides written mailto:SPB.Bids@tspb.texas.gov mailto:SPB.Bids@tspb.texas.gov inquiries as described above and administrative questions related to HUB, the procurement process, and proposal submissions, employees and representatives of SPB will not answer questions or otherwise discuss the contents of the RFP with any potential Respondent or their representatives, except for the written inquiries to spb.bids@tspb.texas.gov. Attempts to contact program staff by phone or in person will not be allowed or recognized as valid.

Failure to observe this restriction may disqualify respondent. This restriction does not preclude discussions between affected parties for the purposes of conducting business unrelated to this solicitation.

2.6 RESPONSE EVALUATION AND AWARD

A. SPB is not obligated to accept the lowest priced response but will make an award to a Respondent that provides the “best value” to the State of Texas, as defined by Texas Government Code § 2155.074.

B. SPB will not enter into a contract with any individual who is required by Texas Government Code Chapter 305 to register as a lobbyist as stated in Texas Government Code § 556.005, Employment of Lobbyist. A committee will be established by SPB (including SPB employees) to evaluate the proposals.

The evaluation committee will determine best value by applying the following criteria:

Criteria Points Available Relevant Experience and Qualifications 0-40 Quality Control/Assurance and Safety 0-10 Staffing Plan/Annual Schedule 0-20 Cost Proposal 0-30 Total Points Possible 100 References Pass/Fail Financial Stability Pass/Fail

C. The evaluation committee will determine if a Best and Final Offer (BAFO) is necessary. Award of a Contract may be made without a BAFO. The SPB may, at its discretion, request clarification or elect to have Respondents provide oral presentations and respond to inquiries from the evaluation committee related to their Proposal. A request for a BAFO is at the sole discretion of SPB and will be extended in writing.

D. Respondent’s performance will be assessed in the Texas Comptroller’s Vendor

Performance Tracking System.

E. Financial Stability will be reviewed based on the financial report provided.

mailto:spb.bids@tspb.texas.gov https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2155.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.305.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.305.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.556.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.556.htm

SPB reserves the right to award a contract to a single contractor, or award to more than one contractor, whichever provides the best value to SPB in performance of this service.

SPB will be the sole judge of best value. An award notice will be sent to the selected Respondent.

Any award is contingent upon the successful negotiation of final contract terms and upon approval of the SPB Executive Director. Negotiations will be confidential and not subject to disclosure to competing Respondents unless and until an agreement is reached. If contract negotiations cannot be concluded successfully, SPB may negotiate a contract with the next highest scoring Respondent or may withdraw this Solicitation.

2.7 CRIMINAL BACKGROUND CHECKS

Contractor represents and warrants that Contractor and Contractor’s employees performing services outlined in this solicitation and subsequent contract, have not been convicted of a felony criminal offense, or that, if such a conviction has occurred, Contractor has fully advised SPB as to the facts and circumstances surrounding the conviction.

Contractor’s employees and subcontractors that will complete any services described herein will be subject to a criminal background check before entering the job site.

SPB reserves the right to waive any findings that do not impact the successful completion of the project and/or safety of SPB staff or that of the public. It is SPB’s sole discretion to determine potential impact or risk.

2.8 PERFORMANCE MEASURES AND SPB RESPONSIBILITIES

SPB will designate a Project/Contract Manager upon contract award. SPB will furnish no material, labor, equipment, or facilities unless otherwise specified in the contract.

Contractor will be responsible for the performance of any contractual obligations that may result from an award based on this RFP and shall not be relieved due to non-performance of any or all subcontractors. By submitting a proposal, the Respondent commits to providing the goods and services required in the RFP. The successful Respondent will be required to abide by SPB policies, procedures, standards, and guidelines relevant to the execution of this contract.

SPB will measure and evaluate the Contractor’s and/or subcontractor’s performance under the contract. If the Contractor or subcontractor does not meet any standards for deliverables and/or performance incentives (if applicable), SPB may impose remedies if the Contractor or subcontractor fails to meet their responsibilities as outlined in the RFP and the terms and conditions of the contract. All services and deliverables under the contract shall be provided at an acceptable quality level and in a manner consistent with acceptable industry standards, customs, and practices. In the event SPB deems that the Contractor’s performance does not meet an acceptable quality level of service and deliverables, SPB may seek or negotiate remedies with the Contractor.

2.9 ADDING NEW PRODUCTS/SERVICES TO CONTRACT AFTER AWARD

Following the contract award, additional products/services of the same general category that could have been encompassed in the award of the contract, and that are not already on the contract, may be added. A formal written request will be sent to the awarded respondent to quote on the proposed additional products/services. Respondent shall submit proposals to SPB as instructed. All prices are subject to negotiation with the (BAFO). SPB may accept or reject any or all proposals and may issue a separate solicitation for the products/services after rejecting some or all of the responses. The products/services covered under this provision shall conform to the specifications as outlined in the request.

2.10 MODIFICATIONS OF CONTRACT TERMS AND/OR AMENDMENTS

A. The terms and conditions of the Contract shall govern all transactions under the Contract.

B. The Contract may only be modified or amended upon mutual written agreement of SPB and the Contractor.

2.11 INSURANCE AND BOND

A. Contractor may be required to submit current certificates of insurance, bond documentation and or other proof acceptable to the SPB at the time of notification of a potential award and such proof must be received by the SPB prior to execution of any contract. The SPB, in its sole discretion, may request additional evidence of insurance or bonds coverage as deemed necessary.

B. Prior to the commencement of the work, the Contractor shall furnish to SPB, for approval, a certificate of insurance as proof that the required insurance is in full force and effect. The certificate of insurance shall be emailed to SPB.Bids@tspb.texas.gov.

C. The required coverage is to be with companies licensed in the state of Texas, with an “A” rating from A.M. Best, and authorized to provide the corresponding coverage.

D. Contractor shall be responsible for ensuring its subcontractors are in compliance with all applicable insurance and bond requirements.

E. Contractor shall procure and maintain during the entire period of their performance under the contract the following minimum insurance:

Type of Insurance Each Occurrence/Aggregate Workers Compensation Minimum coverage for employer liability as determined by the Texas Department of Insurance.

mailto:SPB.Bids@tspb.texas.gov

Employer’s Liability Bodily Injury by Accident Bodily Injury by Disease Bodily Injury by Disease

$500,000 Ea. Accident $500,000 Ea. Employee $500,000 Policy Limit

Commercial General Liability General Aggregate Applies Per Project

$1,000,000 Aggregate $5,000 Medical Expense each person $50,000 Damage to Premises Rented to You $1,000,000 Products Completed Operations $500,000 Personal & Advertising Liability $500,000 Each Occurrence

Automobile Liability All Owned, Hired and Non-Owned Vehicles

$500,000 Combined Single Limit

2.12 MEETINGS

The Contractor will be asked to attend regular meetings to coordinate full implementation of this project and is expected to attend additional ad hoc meetings as needed to keep the project on schedule. Any meetings or conference calls must be held on regular business days during regular business hours (8 a.m. to 5 p.m.) or at other mutually agreed dates and times.

2.13 TRAVEL EXPENSES

Any travel requirements under a contract resulting from this procurement may include travel throughout the State of Texas. Reimbursement for travel expenses will be in accordance with the state travel and per diem allowances detailed at https://fmx.cpa.texas.gov/fmx/travel/.

2.14 CONTRACT ADMINISTRATION

SPB will maintain ongoing review and status of Contractor’s progress toward completion of services and will certify whether contractor’s billings are reasonably comparable with the work completed. Payments will not be made until all work has been reviewed and accepted by SPB.

https://fmx.cpa.texas.gov/fmx/travel/

SECTION III – RESPONSE ATTACHMENTS

ATTACHMENT A

SAMPLE CONTRACT

(Posted separately on ESBD)

ATTACHMENT B

HUB SUBCONTRACTING PLAN

ATTACHMENT C

CONTRACTOR'S PROPOSAL FORM

Note: Sign and return with the respondent's proposal. Proposals shall be void if false statements are contained in this exhibit.

Respondent (firm name):

Contact Person/Title:

Street/City/State/Zip:

Telephone #: ____________________________Email Address: _________________________________

Project Number: 809-24-0011 Project Title: Custodial Services

Acknowledge Receipt of Addenda (if any): ___ Addendum #1 ___Addendum #2

I am the above-referenced company’s representative, and I am authorized to submit this response and sign future contract documents. By signing below, the representative certifies that if a Texas address is shown as the address, the respondent qualifies as a Texas Bidder as defined in 34 TAC Rule 20.32(68)

Authorized Signature: ___________________________________________________________

Name (typed/printed): ___________________________________________________________

Title: __________________________________________________________________________

Date: __________________________________________________________________________

ATTACHMENT D

COMPENSATION AND FEES

1. If square footage is added/removed from the contract, pricing for such increase/decrease shall be adjusted, based upon a calculated average cost per square foot of the contract cost for that building.

Determination of cleanable square footages shall be done via current space audits using the SPB's CAD drawings.

2. Respondents must include pricing for all buildings listed in this RFP.

3. Legislative Session vs, Non-Legislative Session Cost - Include monthly costs for non-legislative session tasks and frequencies and Legislative Session task and frequencies for the Capitol and Capitol Extension.

4. The Capitol Visitors Center has only one scope/task frequency list. Include only one monthly cost for this building.

5. The Capitol Visitors Parking Garage has only one scope/task frequency list. Include only one monthly cost for this building.

6. The Texas State Cemetery facilities have only one scope/task frequency list. Include only one monthly cost for these facilities.

7. The Bullock Texas State History Museum has two scopes/frequencies - Peak Tour Season and Non- Peak Tour Season. Peak Tour Season is the months of April, May, October, November, and December.

Non-Peak Tour Season is January, February, March, June, July, August, and September. Include a monthly cost for each of these scopes.

8. The Bullock Texas State History Museum IMAX Theater has only one scope/task frequency list. Include only one monthly cost for this area.

9. The Bullock Texas State History Museum Day Porter Services has only one scope/task frequency list.

Include only one monthly cost for this area.

10. Sam Houston Office Building has only one scope/task frequency list. Include only one monthly cost for this area. This is subject to change during Legislative Session period.

11. Robert E. Johnson Office Building has only one scope/task frequency list. Include only one monthly cost for this area. This is subject to change during Legislative Session period.

12. John H. Reagan Office Building has only one scope/task frequency list. Include only one monthly cost for this area. This is subject to change during Legislative Session period.

A. Monthly Cost Per Building

Building Cleanable SqFt

Monthly Cost Total Monthly Cost/SqFt

Capitol (Non-Legislative Session)

205,825 Non-Legislative Session Scope:

Capitol (Legislative Session)

205,825 Legislative Session Scope:

Capitol Extension (Non-Legislative Session)

266,317 Non-Legislative Session Scope:

Building Cleanable SqFt

Monthly Cost Total Monthly Cost/SqFt

Capitol Extension (Legislative Session)

270,268 Legislative Session Scope:

Capitol Visitors Center

10,917 One Scope only:

Capitol Visitors Parking Garage Offices

300 One Scope only:

Texas State Cemetery Facilities

3,600 One Scope only:

Bullock Texas State History Museum

69,831 Non-Peak Tour Season Scope:

69,831 Peak Tour Season Scope:

Exhibits

Surface Cleaning Only

One Scope only:

IMAX

5,351 One Scope Only:

Sam Houston Building

103,182 One Scope Only:

Robert E. Johnson

280,003 One Scope Only:

John H. Reagan

124,938 One Scope Only:

B. Per Hour Cost for General Housekeeping Personnel/Day Porter

SPB may require that Contractor provide general housekeeping personnel for special projects during peak periods and for special events. Provide a per hour unit cost for general housekeeping assistance and day porter services.

Per Hour Unit Rate for general housekeeping/day porter personnel: $_______________

C. Per Square Foot Cost for Floor Services

SPB may require that Contractor provide additional floor care services based on usage of the buildings.

Provide a per square foot unit cost for nylon carpet extraction, carpet vacuuming and for hard surface floor care services.

Per Square Foot Unit Rate for carpet (nylon) extraction: $_______________

Per Square Foot Unit Rate for carpet vacuuming: $_______________

Per Square Foot Unit Rate for hard surface floor care services: $_______________ (Including sweeping, mopping, and buffing only)

Per Square Foot Unit Rate for hard surface floor care services: $_______________ (Including scrubbing or stripping and recoating)

Contractor may request an overall increase in this Contract for each renewal period. The increase may not exceed 5% cumulative, with the original Attachment D — Compensation and Fees of this Contract being used as the base figure. Any compensation or fee increase is subject to availability of appropriation and funds and approval by SPB.

ATTACHMENT E

BID WORKSHEET

Submit a separate bid worksheet for each of the 9 properties and each scope listed in Attachment D - Compensation and Fees. The attached bid worksheet is included as an example only of the type of information required. Respondents should use their own format and include the same information shown on the example sheet.

1. Texas Capitol

2. Capitol Extension

3. Capitol Visitors Center

4. Capitol Visitors Parking Garage

5. Texas State Cemetery Facilities

6. Bullock Texas State History Museum

7. Sam Houston Office Building

8. Robert E. Johnson Office Building

9. John H. Reagan Office Building

ATTACHMENT F

CONTRACTOR'S QUALIFICATIONS FORM

1. QUALIFICATIONS/REFERENCES: Contractor shall submit three (3) references for which the contractor has provided services of similar size, scope, and complexity within the last three (3) years. Additional information may be submitted/attached at respondent's discretion to provide a detailed synopsis of qualifications and experience of similar/relevant scope.

A. Client____________________________________________________________________________

Point of Contact ____________________________________________________________________

Telephone _____________________________ Email: _____________________________________

Building Name _____________________________________________________________________

Building Address ___________________________________________________________________

Dates of Contract ____________________________________

Commercial Office Building (Y/N) ______ M-F Service (Y/N) _____ Evening Cleaning (Y/N)_____

Description of Scope of Work __________________________________________________________

B. Client____________________________________________________________________________

Point of Contact ____________________________________________________________________

Telephone _____________________________ Email: _____________________________________

Building Name _____________________________________________________________________

Building Address ___________________________________________________________________

Dates of Contract ____________________________________

Commercial Office Building (Y/N) ______ M-F Service (Y/N) _____ Evening Cleaning (Y/N)_____

Description of Scope of Work __________________________________________________________

C. Client____________________________________________________________________________

Point of Contact ____________________________________________________________________

Telephone _____________________________ Email: _____________________________________

Building Name _____________________________________________________________________

Building Address ___________________________________________________________________

Dates of Contract ____________________________________

Commercial Office Building (Y/N) ______ M-F Service (Y/N) _____ Evening Cleaning (Y/N)_____

Description of Scope of Work __________________________________________________________

2. ADDITIONAL COMPANY INFORMATION

A. Number of years in business _____________________________

B. Physical office presence in Austin area (Y/N) _______________

1. office address ___________________________________________________________________

C. Current number of permanent, full-time employees ___________

D. Current number of permanent, part-time employees ___________

E. Current total number of employees ________________

F. Geographic limits of operations ________________________________________________________

G. List any industry certifications/qualifications/formal training programs that your management staff or team leaders (who will be servicing this account) have been certified in:_________________________

3. PRESENT CONTRACTS

A. Company Name: _________________________________________________________________

Location: _______________________________________________________________________

Contact/Contact Telephone #: ______________________________________________________

B. Company Name: _________________________________________________________________

C. Company Name: ________________________________________________________________

D. Company Name: _________________________________________________________________

Location: ______________________________________________________________________

E. Company Name: _________________________________________________________________

F. Company Name: _________________________________________________________________

ATTACHMENT G

SERVICE REQUIREMENTS

I. Buildings Included

A. This RFP includes custodial services for the following buildings:

(1) Texas Capitol

(2) Texas Capitol Extension

(3) Capitol Visitors Center

(4) Capitol Visitors Parking Garage Offices

(5) Texas State Cemetery Facilities

(6) Bullock Texas State History Museum

(7) Sam Houston Office Building

(8) Robert E. Johnson Office Building and PKP Garage

(9) John H. Reagan Office Building

Scope I: Buildings 1-6 Scope II: Buildings 7-9

Scope I

II. Service Period

A. Contractor shall perform general housekeeping services in the Capitol, Capitol Extension, Capitol Visitors Center, and Texas State Cemetery Facilities five (5) days per week, Monday - Friday, except on holidays when the buildings are closed (Thanksgiving Day, Christmas Day, New Years Day, Easter Sunday). During portions of the Legislative Session (January - May 2025) or any called Special Legislative Session, some general housekeeping services may be required 7 days per week in the Capitol and Capitol Extension. This may include that on designated weekends during the Legislative Session period, Contractor will be responsible for inspecting each office, committee and conference room in the Capitol and Capitol Extension to remove trash and perform full cleaning services if necessary. Respondent will include a per hour unit rate for general housekeeping personnel and this will be billed in addition to the contract cost if this additional service is requested.

Contractor shall perform hard surface floor care services, per the task schedule, in the Capitol, Capitol Extension, and Bullock Texas State History Museum seven (7) days per week, except on holidays when the buildings are closed (Thanksgiving Day, Christmas Day, New Years Day, and Easter Sunday). Hard surface floor care services will be performed in the Capitol Visitors Center five (5) days per week, Monday - Friday, except on the above listed holiday closings. The specific tasks per floor will vary from Legislative Session and Non-Legislative Session periods in the Capitol and Capitol Extension. Specific tasks per floor will also vary in Bullock Texas State History Museum during peak tour season and non-peak tour season. Please see Attachment G, Task Schedules for floor task schedules.

Contractor shall perform general housekeeping services five days a week (Monday-Friday) at the Capitol Visitor Parking Garage offices/ticket booths.

Contractor shall provide day porter services to the Bullock Texas State History Museum seven (7) days a week per the schedule detailed under III. Scope of Work I.

Contractor shall perform housekeeping services at the Bullock Texas State History Museum IMAX Theater 7 days a week after the last IMAX movie showing (typically between 11PM and 3AM, subject to change based on the movie schedule).

Contractor shall perform housekeeping services for the Bullock Texas State History Museum Exhibits 7 days a week.

B. Hours of Performance: Unless specified otherwise, general housekeeping work shall be performed after regular business hours. The hours of performance will typically be 6:00 PM to 2:00 AM. For hard surface care services, the hours of performance will typically be 8:00 PM to5:00 AM. The SPB reserves the right to modify the schedule for the Capitol and Capitol Extension during the Legislative Session (mid-January - May of odd-numbered years) or any called Special Legislative Session. Custodial staff hours typically will change starting in March or early April during Legislative Session years. Start time could be as late as 9PM.

III. Scope of Work I Details

See Attachment H, Task Schedules, for additional information concerning frequency of tasks for Floor Care for the Capitol, Capitol Extension, Capitol Visitors Center, and Bullock Texas State History Museum. Attachment J also applies to Scope of Work I.

A. Hard Surface Floor Care for Capitol, Capitol Extension, and Capitol Visitors Center

(1) Maintain hard floors (terrazzo, VCT, stonework, limestone, hardwood, ceramic tile, sealed concrete, granite) in all areas to a keep clean and highly shined appearance following the highest industry standards with products approved by the SPB.

a. Terrazzo Floors: Floors should be dust mopped, wet mopped, buffed, scrubbed, or stripped, sealed, and waxed to maintain a clean and highly shined appearance as shown in Attachment H, Task Schedules.

b. Encaustic Tile Flooring: Floors should be swept, dry mopped, wet mopped, buffed, scrubbed or stripped, sealed and waxed to maintain a clean and highly shined appearance as shown in Attachment H, Task Schedules.

c. Interior stonework flooring (granite, limestone, marble, slate): In addition to daily cleaning, flooring is to be cleaned/scrubbed and sealed with an appropriate stone cleaner as shown in Attachment H, Task Schedules.

d. VCT flooring: In addition to daily cleaning/sweeping, followed by damp mopping ; dry buff floor with polishing machine; strip and apply up to five (5) thin coats of sealer/wax as necessary and as shown in Attachment G, Task Schedules.

e. Restroom Floor Cleaning Schedule: Machine scrub ceramic tile floors to keep grout and tile cleaned as shown in Attachment G, Task Schedules.

f. Stairways/Landings - Sweep/vacuum and wet mop main stairways daily; sweep and mop utility stairways in Extension weekly.

g. Capitol Extension Loading dock - Sweep and spot clean daily, scrub monthly.

h. Contractor is responsible for removing dust and water splash from base boards, wood finishes, furnishings, glass, and doors caused by floor equipment on an as needed basis to prevent build up and stains.

B. Hard Surface Floor Care for the Bullock Texas State History Museum

(1) Maintain hard floors (terrazzo, resilient, stonework, ceramic tile) in all areas to a keep clean and highly shined appearance following the highest industry standards with products approved by the SPB and as shown in Attachment G, Task Schedules.

a. Terrazzo Floors: Floors should be dust mopped, wet mopped, buffed, scrubbed, or stripped, sealed, and waxed to maintain a clean and highly shined appearance.

b. Interior stonework flooring (granite): In addition to daily cleaning, flooring is to be cleaned with an appropriate stone cleaner monthly.

c. Restroom Cleaning Schedule: Machine scrub ceramic tile floors weekly or bi-weekly as shown in Attachment H.

d. Stairways - Sweep/vacuum and wet mop main stairways daily.

e. Contractor is responsible for removing dust and water splash from wood finishes, granite columns and walls, glass and furnishings caused by floor equipment on an as needed basis to prevent build up and stains.

C. Carpeted Surfaces in the Capitol and Capitol Extension

(1) Carpet in offices will be extracted annually (twice annually during Legislative Session periods, before and after Legislative Session)

(2) Corridors - Capitol Extension Corridors E1.200, E1.800, and E1.900 will be extracted monthly. All other corridor carpet will be extracted four (4) times per year (quarterly).

D. General Janitorial - Capitol, Capitol Extension and Capitol Visitors Center

(1) General Cleaning Schedule - The following services will be performed in the public areas, offices and meeting spaces of the Capitol, Capitol Extension (including the Capitol Extension Elevator pavilions from Level G to Level P2, and the Open-Air Rotunda), and Capitol Visitors Center at the frequencies noted, as a minimum. NOTE: Contractor is responsible for cleaning surfaces up to ten (10) feet.

a. Daily Tasks

1. Empty all wastebaskets and return them to their proper locations and deliver trash to designated area; empty recyclable containers, maintaining separation of categories and deliver to area designated by the SPB. Offices will have multiple wastebaskets and recyclable containers. SPB facilities do not use central collection points utilized in other State of Texas government offices.

2. Replace plastic wastebasket liners when wet, torn, dirty or malodorous. Contractor is responsible for providing all plastic liners.

3. Spot clean around wall switches in all offices and lobbies.

4. Clean, disinfect, and polish drinking fountains, removing all residue from top, mouthpiece and front of fountain (60 drinking fountains total). Only SPB-approved chemicals shall be used.

5. Sweep and remove all trash around all interior building entrances including cleaning of doors and door glass.

6. Elevators: Eighteen (18) - Clean/polish cab, doors, frames, door tracks, vacuum carpets, sweep/mop floors. Only SPB-approved chemicals shall be used.

7. All doors (office and conference rooms) must be returned to their original locked or unlocked status after cleaning; office lights must be turned off.

8. Spot clean office and conference room walls, glass, countertops, and cabinets.

9. Wipe clean and disinfect all coffee bar areas, sinks and break rooms.

b. Three Times Weekly Tasks

Vacuum all corridor carpets in Capitol Extension 1 and 2 and in the Capitol Extension Gift Shop (three times weekly during non-legislative session periods; daily during legislative session periods).

c. Two Times Weekly Tasks (two times weekly during non-legislative session periods;

daily during legislative session periods) Vacuum all office, conference and hearing room carpets and carpet mats in offices.

Offices must be vacuumed with a spacing of a minimum of two working days.

d. Weekly

1. Dust conference room furniture and fixtures; clean glass surfaces.

2. Damp clean all miscellaneous specialties (Example: Capitol Visitors Center iron stair railings; office marble and wooden windowsills; interior office decorative columns).

3. Dust handrails and stair moldings.

4. Dust ledges around the Capitol rotunda

5. Dust all areas below 10 feet in offices including bookcases, desks, windowsills, and other furniture (two times weekly during the Legislative Session)

6. 7. Spot clean glass and wood partitions, glass doors, walls in halls, corridors and passageways (This task is three times per week during the Legislative Session -on Monday, Wednesday, and Friday).

e. Monthly

1. Dust wooden shutters and mini-blinds up to ten (10) feet.

2. Brush down all wall, ceiling, and floor vents.

3. Clean interior glass partitions up to ten (10) feet.

4. Dust wood partition systems in offices.

5. Dust door tops, top of partitions and high ledges, and baseboards.

6. Remove cobwebs and other residue from primary and secondary entrances to the buildings.

7. Wipe clean with a damp cloth all custom steel doors and frames (Capitol Visitors

Center).

(2) Restroom Cleaning Schedule - The following services will be performed in the public and private restrooms of the Capitol, Capitol Extension, and Capitol Visitors Center at the frequencies noted, as a minimum. There are 31 public restrooms and 21 private restrooms.

a. Daily Services

1. Empty and wipe out all waste containers.

2. Clean and polish all metal and mirrors.

3. Clean and disinfect all lavatory fixtures.

4. Sinks, toilet bowls, and urinals are to be kept free of scale at all times.

5. Clean and disinfect top and underside of rims of urinals and bowls with approved germicidal detergent, as well as adjacent walls, fixtures, and partitions.

6. Sweep and wet mop flooring with approved germicidal agent. Clean grout between tiles.

7. Basins and commodes are to be disinfected.

8. Placement and disposal of sanitary waxed bags in restroom stalls.

9. Spot clean walls, partitions, partition doors, removing streaks, smudges, fingerprints, and graffiti (if graffiti cannot be removed, report it to SPB).

10. Clean floor drains where applicable.

11. Report to the SPB any broken, damaged, or improper functioning of any mechanical or plumbing device.

b. Weekly Services

1. Flush floor drains with clean water.

c. Monthly Services

1. Brush down vents.

2. Dust all wooden shutters (Capitol only) up to 10 feet.

3. Wash down partitions, including doors.

E. Other Services

1. Services for the Legislative Conference Center (Capitol Extension, Rm. E2.002) - This is a special event area with fluctuating use. During non-legislative session periods, it will be cleaned three

(3) times per week. All tables and chairs will be cleaned with a damp cloth, all trash emptied, and plastic liners replaced, and all carpet vacuumed. Carpet spot cleaning will be performed where carpet is soiled. Vinyl flooring shall be swept and wet mopped. SPB will provide a schedule to the Contractor in advance showing the dates this area is to be cleaned based on events scheduled for this room. During Legislative Session periods, this schedule is daily.

2. Services for the Capitol Extension Auditorium (Capitol Extension, E1.004) - This is a special event area with fluctuating use. During non-legislative session periods, it will be cleaned and vacuumed 3 times per week. All trash will be emptied and plastic liners replaced, and all carpet vacuumed.